Trying to create a Kanban board within Google Workspace? You’ve got the right tutorial. Many who already use the apps included in the suite, like Sheets and Tasks, are searching for ways to visually track projects in one place.
However, using Google to create a Kanban board takes time, and you might not know where to start. In this article, you’ll explore how to make a Kanban board with Google Sheets and Google Tasks. So, keep reading and simplify your workload to get more done with less stress.
In this article
What Is Kanban?
Kanban is a visual way to manage tasks. Toyota first developed it to improve efficiency in manufacturing. The goal? Refine workflows and reduce waste. Businesses across various fields, from software development to marketing, use the Kanban method.
What does Kanban include?
Your team can make a Kanban board with columns labeled To Do, In Progress, and Done. The cards represent each task where you write details like the task name, description, due date, and priority level. Then, move the cards through these columns as they progress.
Why use a Kanban board? It helps you prioritize, manage workloads, and keep track of every task without missing deadlines. Beginners especially love it for its simplicity. You don’t need to learn complicated systems or juggle multiple tools. Just drop tasks in columns and move them as work progresses.
How To Make a Kanban Board With Google Sheets
Google Sheets is a flexible tool, but it might lack some advanced features you find in dedicated Kanban software. Still, it’s an easy-to-use tool for beginners.
A Kanban board in Google Workspace can simplify task management without leaving the apps you’re already comfortable with. Using Sheets, you can create a Kanban board, or, for even lighter needs, Google Tasks might be all you need.
Follow this guide to create a Kanban board in Google Sheets.
Step 1
Create a table or insert the pre-built Blank table from the left side. It will be the foundation of your Kanban board.
Step 2
Label the first few columns as TO DO, IN PROGRESS, and DONE. If needed, you can add more columns, like On Hold or Waiting. Each column represents a different stage of your tasks.
Step 3
In the TO DO column, list all the tasks you have to complete. Each task can be a card. You can include a brief description, due dates, or even priority levels to keep it organized.
Step 4
Highlight the cells to differentiate the tasks listed. To do so, choose a color from the Fill color menu at the upper navigation pane.
Step 5
As you start and finish the tasks, copy and paste them into the appropriate columns.
How To Make a Kanban Board With Google Tasks
Creating a Kanban board in Google Tasks can be a bit limiting, as it lacks the visual workflow management that Kanban boards typically offer. It is good for simple task tracking. But it doesn’t provide the layout you need to see tasks move across stages.
You can install TasksBoard to help you turn the lists into a Kanban board. This app syncs with Google Tasks and offers integration with Google Workspace.
Here’s a guide on how to create a Kanban board using TasksBoard for Google Tasks:
Step 1: Install TasksBoard
Go to the TasksBoard website and sign up with your Google account. This permits TasksBoard to sync with your Google Tasks. Make sure to grant all necessary permissions for it to work with Google Tasks.
Step 2: Set Up Task Lists as Kanban Columns
Open TasksBoard. You’ll see that it pulls in all the existing task lists from your Google Tasks.
If you don’t have an existing list, create a new one from the Main Board. Click + Add new list to make a new column in the Kanban board.
Rename the columns like To Do, In Progress, and Done. You can add or rename columns based on your workflow needs.
Step 3: Add Tasks to Your Lists
Click + Add a task to create cards in each list. For example, list out tasks in the To Do column to start. You can add details, set dates, or attach files to each task. Drag and drop the task cards to rearrange their order.
Step 4: Move Tasks Across Columns
When you start working on a task, drag it from the To Do column to In Progress. Once a task is complete, drag it to the Done column.
Alternatively, click the More icon on the task card. Then, select Move to another list and choose a column in the Main Board.
Step 5: Customize and Track Your Progress
Check your TasksBoard daily or weekly to track the progress of your projects. Moving tasks between columns lets you easily see which tasks are in progress and which are complete.
How to Make and Use A Kanban Board Easier
Kanban board in Google Workspace apps is good for basic task tracking, and it probably works fine for your tasks. But if you’re managing team workflows, Google Sheets and Google Tasks can feel limited.
As a project manager, you’ll likely need something more powerful to keep things organized. A Kanban software like Wondershare EdrawMind could be the upgrade you’re looking for. In just a few minutes, you can create a Kanban board that’s more adaptable to growing projects.
On top of the drag and drop function, EdrawMind also offers these features:
- Priority Organization. Arrange tasks within columns to set priority levels. It is easy to see what’s most important.
- Customizable Card Colors. Change card colors to highlight priority or team ownership.
- Progress Tracking. Add priority labels for each task’s urgency. You can also insert percentage progress indicators to view your project’s status better.
- Attachments. Add images to give more context to each card.
- Tags and Dates. Attach custom tags and set start and finish dates for each task.
Here’s a guide on how to make a kanban board in EdrawMind:
Step 1
Download and install EdrawMind on your desktop. Launch the app and sign in to an account.
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Step 2
Click + Create in the upper left corner of the main window. Next, select Task Kanban from the Blank document section.
Step 3
By default, the columns are labeled To-do, In progress, and Completed. Click + Add Group at the right of the Kanban board, then type in the column name.
Step 4
In each column, add tasks that need to be done. Click + New Card to insert more cards in the Kanban board.
Step 5
Customize the style of your Kanban board. Here are two ways to do it:
Change the entire color of a column: Click the More icon on the column name, then select Column Color. Choose a color from the options and apply it.
Change the color of a selected card: Click the More icon on the card. Then, go to Card Color and select a new color.
With Wondershare EdrawMind, managing your projects becomes faster and more efficient. Give it a try and see the difference for yourself!
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