Recently, a member of staff asked for a task tracker as their managers kept forgetting whether or not they had given them the tasks to do and speaking to each other wasn’t working out – so I created for them a Task Tracker using Google Forms. This meant they were able to see all the tasks they had to do and the tracker was updated in real time, meaning when the managers submitted a task, they could see it and get to work on it.
Today, I will show you how to create this using Google Forms and Google Sheets.
STEP 1: OPEN GOOGLE FORMS
You can get to Google Forms by searching for it in Google
STEP 2: CREATE A NEW FORM
STEP 3: PUT IN SOME QUESTIONS
Some basic questions may be:
Name, Task, Task Set, Due Date, Priority and Additional Information
- Name field
The name field would ideally use the short-answer or long-answer option. Alternatively, if it is the same manager, you could create a multiple-choice question and have the manager tick against their name
These would be a long-answer option so they would not have a limit on explaining the task or additional information
- Task set and due date
Using the date option can make it a lot easier for managers to select the task set and due date without having to waste time and check the day of the date
Using multiple-choice questions can keep it simple by just using a ‘High’, ‘Medium’, and ‘Low’ key
STEP 4: CREATING THE GOOGLE SHEET
Create a response sheet for your answers. You can now decide whether or not you’d like to personalise – if not, skip to step 6
STEP 5: PERSONALISATION
- Add a Complete field + Data Validation
If you want to, you can add a ‘Complete’ field to the end of your results so you can see when you have completed the set tasks. To do so, add it into the same row as the others and select the cells from the next row down to the bottom of the sheet. Keep this highlighted and on the top navigation bar, select ‘Data’ and move your cursor down to ‘Data Validation’ click on this and you will get a pop up
Change the drop down menu from ‘List from a range’ to ‘List of items’ and in the character field, type in ‘Complete’ – feel free to add other options here but remember to separate them with a comma. Save this and you should get a drop down option on each of the cells you selected.
- Conditional Formatting
If you want to personalise even further, you can make it so depending on what you have selected for the drop down e.g. if the task is complete, you can set it to green. Another use would be for priority levels, if the priority is high level it will turn red, medium to orange and low to a lighter green – whatever you choose.
To do this, select the priority column and make sure it highlights the column (all you have to do is click the lettered cells at the top and it will highlight the column), go to ‘Format’ at the top navigational panel and select ‘Conditional Formatting’.
A sidebar will appear, add a new format rule and change the drop down so it says ‘Text is Exactly’ and in the text box type in ‘High’, choose the colour you’d like and save, This should make it so if the word ‘High’ is typed into the cell, that cell with change to the colour you selected. Do this for medium, low, and complete to fully personalise.
Furthermore, you can change the fill colour to something you prefer and change the colour of the background.
STEP 6: SHARE WITH YOUR MANAGERS
In this step, I will show you how to share both the form and task sheet to your managers. You may want to do one or the other and that’s completely up to you.
Google Forms does not have the same visible share button like the other apps do in G-Suite and instead is replaced with ‘Send’ – Click on send, and it will give you three options to send your form out: via link, a website embed code and as an email. An email or link is most likely the better option to send directly to someone.
Google Sheets is more obvious and allows you to use the simple copy link option which you can then send straight to the person you need to and they will have access – for the Google Sheets, you can make it so your managers can view or suggest rather than edit straight to the sheet.
I hope this helps! If you need any help, tweet me @CharlieLecuyer9 – Thanks for reading!