Ministry Systems: How to Use Google Tasks For Your Ministry

How To Use Google Tasks To Organise Your Ministry Projects And Paper To-Do Lists

One of the things I love to do is organise, whether that is my life or the business side of my ministry. Creating a system in my ministry allows me to be more productive and manage all the different projects, tasks, and ideas I need and want to accomplish in my ministry now or in the future. 

One of the ways I do that is through Google tasks. This has been a great way for me to jot down future projects, set reminders, make a list of things I want to do (misc tasks), or brainstorm a project I want to implement in my ministry. I also use this platform to get all my ideas out of my head and into a digital format. Here I can add or rearrange things in order of priority (something you can't do easily on paper). While my process starts with brainstorming it on paper, I like to use G-tasks to organise it.

How to organise your tasks and projects using Google Tasks and Docs.

When I organise my list, I put them into category pillars (these are keywords you will identify with and organise your tasks or projects into). This helps me keep track of all the tasks I want to do in each category that is tailored to me and how I manage my life, business, and ministry. Some of my lists are just brain dumps of tasks and projects I need or want to do, which I then separate into sub-categories (groups) later. For example, I have my top 3 categories (personal, business, and ministry), then I have a sub-category for just projects (this allows me to separate misc tasks from projects), website, shop, and podcast.

My category pillars (boards)

1. Personal (these are life admin task or projects I want to get done and general list of things I want to do when I can dedicate the time to it)

2. The business side of ministry (these are misc task or projects I need to get to or ideas I want to implement into my ministry that I come across online; I make a list and link the site I saw it on and when I have time, I pick from that list)

3. Ministry (this can be content ideas I want to create for my ministry site)

My sub-categories (boards)

• Ministry Website

• Podcast

• Shop

• Marketing

• Projects key: personal [P], ministry [M], business [B]

Google tasks is a great way to manage or organise all your tasks and projects within your ministry in one place

If you are someone who likes to be organised or needs a way to organise all their goals and ideas in one place, having a digital management system (such as Google Workspace) is a great tool. Using a simple app like G-Tasks has helped me feel more in control and organised. Before I started using this system, I would try organising it on paper. This process eventually stopped working and made it hard to keep up with everything I wanted to get out of my head.

This led me to find a solution that would work for me. While there are a lot of apps (Notion, Asana, etc.) out there to help you manage your ministry, I decided to try G-Tasks. I liked that I didn't have to learn a completely new system, and it was already part of my G-Workspace (this is the system I use to manage the business side of my ministry). 

KEY TIP: If you are like me and you still want a paper copy, G-Tasks allows you to print your list (via desktop version)

Example of a printed google tasks list (pinning it on a board and placing in on your desk is great for people who are more visual)

Ministry Project Planning — Migrate Your G-Tasks List Into A Google Docs File

After I have briefly planned out my project on G-Tasks, I will migrate it to G-Docs. Here, I created a project planning template (download our template below) to help me organise my thoughts and go into more detail. Google Tasks has its use in the beginning, but as my list gets bigger, I like to transfer it to another digital planning tool like Google Docs.

All I do is copy and paste the information I have already collected on G-Tasks and add it to a heading or create a heading. From here, I can add as much information as I want and edit it as I need to.

Planning Tips

• Archive Your Lists: For Future Reference

Keeping a copy of your lists via Google Drive is a great way to keep track of what you have accomplished over the last 3 months or a year. All you have to do is create a PDF and upload it to your G-Drive (create a file within Google Drive and give it a name like a future log). 

Depending on what system you're using (Google Chromebook), it can allow you to use the print feature to save it as a PDF and then upload it to G-Drive or save it straight to G-Drive. Make sure you rename the file and put it into a category that you will remember (i.e., future project, future log, etc) even go as far as sub-categories (i.e. Future log > Projects > podcast, website, content plan, etc.)

Example of archiving G-tasks list to G-drive (using Google Chromebook)

Call To Action

1. Find an organisation system that works for you (preferably one that can integrated with the systems you already have or a system you can build on)

2. Identify your primary and secondary category pillars (this can be 3-5 categories and sub-categories that are associated with you and your ministry)

3. Migrate your paper list/braindumps digitally (take all the scraps of paper or ideas you jot down in a note book into your digital system and organise it into your category and sub-category pillars)