How to Use Google Keep for Simple Project Management

Sandy Writtenhouse 01-02-2017

When it comes to project management tools A Guide to Trello for Life and Project Management Trello can help you get organized. It's a free tool to manage any kind of project. Read this guide to understand its basic structure, the navigation, and how Trello can be useful to you. Read More , you will find many robust options. From desktop applications to web-based tools to mobile apps, the offerings are plentiful.


But, what if you just want a basic tool? For simple project and task management, Google Keep is useful, convenient, and intuitive. We show you what makes it great for simple projects.

Application Accessibility

One essential feature that you should look for in a project management tool is cross-platform accessibility. Google Keep comes through with flying colors in this aspect.

How to Use Google Keep for Simple Project Management GoogleKeepChromeExt web

You can use Google Keep on the web and on your Android 7 Tips for Taking Better Notes in Google Keep for Android If you use Google Keep for Android, these tips will make your experience a much better one. Read More or iOS mobile device. You can also use it with the Chrome browser extension and third party add-ons for Firefox [No Longer Available] and Opera. All of this allows you to access, edit, and add notes no matter where you go.

Download — Google Keep for Android (Free) | iOS (Free)


Project and Task Management Features

You may not get Gantt charts or project timelines with Google Keep. But, what you do get, in addition to accessibility, is what you need for simple project management. Google Keep offers features for organization, lists and images, reminders, and collaboration. Plus, you can use these great features within an easy-to-use interface.

How to Use Google Keep for Simple Project Management GoogleKeepMainPage web

Color-Coding Notes

Color-coding is one of the nicest features to help you organize your Google Keep notes. In addition to standard white, you can select one of seven other colors. For projects, this is extremely handy because you can color-code all notes relating to one project the same color. Then at a glance, you can quickly see what you need, when you need it.

How to Use Google Keep for Simple Project Management GoogleKeepChangeColor web


Using Lists and Images

Google Keep makes it very easy for you to add a note. Just click the Take a note box and you are on your way. But, you can also add a list or image note using the same box.

Click the New list icon to create a new checklist for your tasks. You can add each task very quickly and click Done when you are finished.

You can do the same thing with photos. Just click the New note with image icon, browse for your image, and click Done. You can also include images within notes you have already created by clicking the Add image icon on the note.

How to Use Google Keep for Simple Project Management GoogleKeepListImage web


Each of these features is convenient for managing your project. The list option is perfect for tasks or team members and the image option works great for keeping company logos or project screen shots handy.

Creating Reminders

When it comes to managing any project, deadlines are crucial. Google Keep knows this and lets you set up reminders quickly and with flexibility. You can use both timed and location-based reminders, making it convenient for mobile Why You Should Use Google Keep for Voice Notes Most note-taking apps support voice memos as a way to dictate notes, but there's a good reason why you should prefer to use Google Keep. Read More .

To set up a reminder, just select the reminder icon to view your options. The drop-down box provides you with a few fast actions like later today, tomorrow, or next week. But of course, you can create a custom reminder.

How to Use Google Keep for Simple Project Management GoogleKeepReminders web


You can choose a date and time or pick a place. So, you can quickly add a reminder to Email Sue at 8 AM tomorrow or Email Sue when I arrive at the office using an address or by enabling your location.

For completing tasks, receiving team updates, creating reports, and more, these convenient Google Keep reminders will keep you on track.

Collaborating With Your Team

When you want to collaborate on a Google Keep note, just click the collaborator icon on the note and enter your colleague’s email address in the pop-up box. They will receive an email with the title of the note and a link to open it in Google Keep.

How to Use Google Keep for Simple Project Management GoogleKeepCollaborateEmail web

The note will then be displayed on their Google Keep main page. Edits that they make to the note will automatically update for you to see along with an Updated indicator on the note.

This is also convenient for sharing task lists. You and your collaborator can mark items as complete and immediately see who has finished what.

How to Use Google Keep for Simple Project Management GoogleKeepCollaborateUpdate web

And you can add more than one collaborator to your notes, which is ideal for project teams.

Copying Notes to Google Docs

For quickly turning your notes into documents, you can copy a note over to Google Docs. Click the More (three-dot) icon on the note and select Copy to Google Doc. A pop-up box will display letting you open that item immediately in a new tab. You will then see your note, list, or image copied right over for you.

How to Use Google Keep for Simple Project Management GoogleKeepCopyToDocs web

This is a terrific option for emailing project notes, showing progress on task lists, or providing images to others.

Intuitive Interface

Whether you use Google Keep Google Keep For Chrome: Your In-Browser Solution To Quick Note-Taking What are you expecting from Google Keep? Google Keep excels at being an exceptionally useful notepad that allows you to quickly add notes. Read More on the web or your mobile device, the interface is clean, attractive, and intuitive. The sidebar contains your menu and the top navigation on the web is like most Google sites displaying icons for Apps, Notifications, and your account.

The other icon you will notice at the top allows you to switch your display between grid and list view. The grid view is perfect for seeing many notes at a glance, whereas you can use the list view for prioritizing notes from top to bottom.

You can also click the pin icon from the top right corner of the note. This will keep that note at the top in its own section.

How to Use Google Keep for Simple Project Management GoogleKeepMainPageMobile iphone

This adjustable layout also allows you to move cards with a simple drag-and-drop action. You can easily rearrange cards in both the grid and list views, on the web and your mobile app.

How to Use Google Keep for Simple Project Management GoogleKeepLayoutGif

Other Useful Features

Google Keep has a few more features that can come in handy for your projects and tasks.

For Notes

  • Add a drawing.
  • Show checkboxes.

For Lists

  • Uncheck all items.
  • Delete checked items.
  • Hide checkboxes.

How to Use Google Keep for Simple Project Management GoogleKeepExtras web

For Images

For notes that are or contain images, you can check out the Grab image text feature. Click the More (three-dot) icon on the note and then select that option. Any text within that image will be copied directly into the body of your note.

Keep in mind that while this is a cool feature Google Keep Brings Text Recognition To Images In The Latest Version Google Keep is now appears stylized with a new orange action bar. The note-taking app now also gives you a feature to search printed text in images. Read More , it is not exact, so be sure to check the displayed text in your note for errors.

Keyboard Shortcuts

You will also see an option in your Google Keep menu for Keyboard shortcuts. Once you click on it, a pop-up will display providing you all of the shortcut options. So, if you are using the application on the web, take advantage of these convenient ways to navigate Google Keep quicker.

How to Use Google Keep for Simple Project Management GoogleKeepKeyboardShortcuts web

Have You Tried Google Keep for Your Projects?

Again, Google Keep is not a full-featured project management tool like Microsoft Project or Zoho. However, Google Keep offers useful features 10 Creative Ways to Use Google Keep Every Day Google Keep is a simple note-taking app. But its simplicity hides its usefulness. Here are ten tips and ideas to use Google Keep for the little everyday things in life. Read More for simple projects and task management.

Have you tried it and if so, which features help you the most? If you haven’t tried it, what is holding you back? Share your thoughts with us below!

Related topics: Google Keep, Project Management.

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  1. Christie
    October 18, 2017 at 2:33 pm

    A friend of mine tried doing this. But I think it lacks some serious features. I'm using a ready-made app for project management in Gmail, Check out, it's great.

  2. Mac
    March 31, 2017 at 10:22 am

    Very disappointed with this article. Given the Authors CV. I was looking for a useful method to use Keep for simple projects. I have PM experience but coming over to Google apps I don't wish to reinvent the wheel. This article is just how to use Keep I can work that much out for myself. Does the Author think this article would fly the real IT industry or is this just a quick buck!!

  3. Lisa
    February 2, 2017 at 12:28 pm

    Rather than color coding notes by project, you can use the tags feature and create custom tags for each project. Then, you can color code based on priority or other characteristic.

  4. rssra
    February 2, 2017 at 9:54 am

    Add a feature to combine two or more notes in one window (like Evernote) using 'drag drop' or 'select +combine'

    That'll make you sweetie awesome...

  5. Anthony Foister
    February 2, 2017 at 1:37 am

    I am heavily ingrained into Google's ecosystem. I want to use Google Keep, but the lack of password protected notes and no real way to organize notes into notebooks has led me to use Zoho Notebook. I would use Keep if they updated with my 2 needs.

    • Tina Sieber
      February 3, 2017 at 10:38 am

      Anthony, sounds like you need a more of full-featured notebook. I haven't tried Zoho myself. What do you enjoy most about it, other than the two features mentioned above? Have you tried OneNote at all?

      • Anthony Foister
        March 22, 2017 at 11:38 pm

        Hi Tina! I have gone all in with Google keep now and ditched zoho notebook. I now password protect the whole Google Keep app using a 3rd party app and I heavily rely on labels to organize my notes. Very happy with Keep!

        • Tina Sieber
          March 23, 2017 at 8:54 am

          Interesting twist. Thank you for the update, Anthony!

  6. Adam
    February 2, 2017 at 12:53 am

    I still feel I decided between Keep and Trello. Part of my wishlist for Keep is to be able to add attachments to a note. Keep's add a note widget is definitely better than Trello and I like text recognition for pictures of meeting notes. I also like Keep's integration with Google tools.

  7. Ryan Martin
    February 1, 2017 at 9:41 pm

    I use Keep daily as a tool for Project Management in construction. Along with Slack, MS project and Sheets.

    • Sandy Stachowiak
      February 1, 2017 at 10:01 pm

      Hi Ryan,

      That's great, thanks for your comment!

      What draws you to Google Keep for managing construction projects? Have you tried other tools too or does it just have exactly what you need?


    • Tina Sieber
      February 3, 2017 at 10:36 am

      Ryan, I'd be curious to hear more about how you integrate Keep with Slack, MS Project, and Sheets. Thanks for your feedback!