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PRODUCT
Google Calendar
DURATION
3 months
ABOUT
While Google Calendar excels at collaborative scheduling, this case study explores optimizing it for personal task management. We aim to enhance its functionality to better serve individual needs, helping users efficiently manage personal to-dos, errands, habits, and projects for a more balanced and productive life.
DERIVERABLES
Personas
Customer Journey Maps
Brainstorming
High-fidelity prototypes
Mockups
ROLES
UX Researcher
UIUX Designer
PROJECT TYPES
#UX_Case_Study
#UX_Research
#UIUX_Design
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1.1. Context
In this hectic society, the "more" – more emails, more meetings, more notifications, more commitments – often feels overwhelming. We're constantly required more time and attention, ironically leaving us with the "less" of what truly matters: less focus on work, less peace of mind, and ultimately, less accomplishment.
The Numbers Speak for Themselves:
80% feel busy
A Harvard Business Review study reveals a startling truth: most employees spend a staggering 80% of their workday on activities that merely appear busy, leaving them with insufficient time to evaluate whether these tasks are truly meaningful or impactful.
-vietcetera.com/vn
74% have no time to enjoy
This issue is particularly pronounced among parents, with a striking 74% of those raising children under 18 lamenting a lack of time to enjoy life.
-vnexpress.net-
52% attempt to multi-task
A staggering 52% of Americans regularly attempt to juggle multiple tasks at once. Even more concerning, 60% feel too busy to truly savor life's moments.
-vnexpress.net-
“In an age where information overload and constant connectivity are prevalent, the ability to manage tasks efficiently is crucial for reducing stress, preventing burnout, and enhancing overall life satisfaction…"
-Csikszentmihalyi, 1996; Bellezza, Gino, & Keinan, 2017-
This paradox highlights the critical importance of personal task management. It's not about doing more, but about doing less, more effectively.
→ That's why,
we are aiming to optimize Google Calendar for Personal Task Management.
In fact,
According to -Insights into Google Calendar Statistics: Over 1 Billion Users-:
only 17% of Google Calendar users leverage the platform for personal task management
(alongside other needs such as team task management, meeting scheduling, etc.).
2.1. Desk Research
To answer, we starts a Desk Research for 2 first questions:
What is Personal Task Management?
Personal task management is a means of organizing the work you’d like to get done in the way that best fits your goals and lifestyle.
-Management Consulted-
What is an effective Personal Task Management?
Personal Task Management (PTM) constructs basically with activities:
List-Making
Prioritizing
Time Management (Planning/Scheduling)
Progression Tracking
And, they get impacted by 3 factors:
Cognitive Factor (Attention Management, Decision-Making, Memory,…)
Psychological Factor (Motivation & Self-Determination, Stress, Procrastination,…)
Technological Factor (Digital Task Management tools)
-Personal Task Management: My Tools Fall Apart When I’m Very Busy!, Student Research Competition, 2012-
-A Theoretical Framework for Personal Task Management, Peder Bergan, June 2024-
→ Cognitive, psychological, and technological factors contribute to the effectiveness of Personal Task Management (PTM)
Based on basic constructs and factors affecting PTM, let's see how users are using Google Calendar to manage personal tasks.
2.2. User Interview
We conducted User Interviews to answer several main questions:
What do users really need when manage their personal tasks?
What problems do (Google Calendar's) users face when when manage their personal tasks?
Interview Participants:
We sought out busy individuals, as they are the most highly motivated when it comes to personal task management.
Age: 20-40
(the busiest age group -What makes us busy? Predictors of perceived busyness across the adult lifespan-)
Location: Major cities
Currently using any method of personal task management (digital and physical tools)
To gain a comprehensive understanding of user needs and behaviors, we conducted interviews with users who use Google Calendar for personal task management.
However, due to the limited availability of Google Calendar users willing to participate, we broadened our research to include users of other calendar and productivity platforms such as Notion Calendar, Planner, and Apple Calendar. This expanded scope allowed us to gather richer insights into the diverse ways people manage their personal tasks and the specific needs they seek to fulfill.
Filters & effects are used to protect our participants' privacy & introverted designer - us 🫢
And simultaneously, sought out users' thoughts on forums & social medias
3.1. Target Groups
After the steps of the process:
Research & Interview
Synthesize into Job-to-be-done documents
We have analyzed & concluded the following 4 user groups based on 2 criteria:
Complexity of Task Management Demands
The volume of tasks
The variety of task types (e.g., work-related tasks, personal tasks, appointments, and external projects,…)
The need for sophisticated task management (e.g., breaking down tasks, prioritizing tasks, and tracking progress,…)
…
Frequency of Usage
→ In this study, we decided to focus on the group with the most problems (complex) & the most motivation to use (frequent)
3.2. Persona
3.3. User Journey Map
Having a clear portrait of Huyen, we began to outline the personal task management journey that Huyen went through to clarify the problems he faced
Term explanation
🧐 It is a bit confusing between "Tasks/Event", isn't it?
According to Google Calendar
Event: A scheduled occurrence with a specific time or duration, often involving multiple people (e.g., a meeting, an appointment, or a dinner).
Task: A to-do item that may or may not have a specific time but is something the user needs to complete (e.g., "Buy groceries" or "Write a report").
However, due to our Interviews & Researches, we redefine everything as a Task and categorize it into two types:
Specific-time Tasks
Holiday/Special day/Event
Meeting/Appointment
Time-determined Task: Administrative tasks, paperwork,...
Deadline
...
Flexible-time Tasks
Free-time task: go to the gym, rewatch records, search for shoes,...
Personal Goal: Drink 2L, smile, read 10 pages,...
Sundry Task: Reply to email, make phone calls, buy groceries, buy milk,...
Note: Flexible-time ones can be specific-time depending on the user's needs and goals
4.1. Problem Prioritization
Through the Persona & User Journey Map, we identified numerous pain points experienced by Huyen. However, due to limitations in time and resources, we will focus on those pain points with:
High Criticality
High Frequency
4.2. Problem analysis
From there, we continued to ask some "Why" to be able to clearly identify the core of the problem
#1. Feel cumbersome when using different apps in parallel to plan a schedule
Why does it take users' time & effort when using different apps in parallel to plan a schedule?
→ Users have to list tasks on an app, and then create and schedule them into Google Calendar
↳ Why do users have to list tasks on an app, and then create and schedule them into Google Calendar?
→ Users want to list down to clarify the overall view of all tasks in their heads before thinking about how to schedule them.
But, when using Google Calendar, users have to select the time (schedule) & set up information,… for each task, interrupting the thinking process.
Desk research
Task vistas (to-do lists) are fairly comprehensive lists used for planning, ensuring that nothing (that could be forgotten if it were not listed here) falls through the cracks. They reflect a desire to be able to see all to-dos together on one page
-What a To-Do: Studies of Task Management Towards the Design of a Personal Task List Manager, Victoria Bellotti, Brinda Dalal, Nathaniel Good†, Peter Flynn‡, Daniel G. Bobrow and Nicolas Ducheneaut-
→ Users have difficulty to clarify the overall view of tasks in their heads
Why does it take users' time & effort when using different apps in parallel to plan a schedule?
→ Users can't managing flexible-time tasks in Google Calendar
Explanation
Due to our Interviews & Researches, we divide personal tasks into 2 types:
Specific-time Tasks
Holiday/Special day/Event
Meeting/Appointment
Time-determined Task: Administrative tasks, paperwork,...
Deadline
...
Flexible-time Tasks
Free-time task: go to the gym, rewatch records, search for shoes,...
Personal Goal: Drink 2L, smile, read 10 pages,...
Sundry Task: Reply to email, make phone calls, buy groceries, buy milk,...
Note: Flexible-time ones can be specific-time depending on the user's needs and goals
→ Users have difficulty in managing flexible-time tasks
#2. Stressed when looking at a schedule full of tasks
#3. Scheduled a lot of things but only complete 50-60%
Why do users get stressed when looking at a schedule full of tasks & schedule a lot of things but only complete 50-60%?
→ Users put too many things on their schedules.
↳ Why do users put too many things on their schedules?
→ Users lack selectivity in which tasks should be prioritized, and which should not.
Desk Research
Research on task management and productivity emphasizes the importance of breaking down tasks and prioritizing them to avoid confusion and cognitive overload.
-Getting Things Done: The Art of Stress-Free Productivity. Penguin Books, Allen D. ,2001-
→ Users lack prioritization with tasks when scheduling
#4. Get distracted when "touching” phone to check the schedule
Why do users get distracted when touching phone to check the schedule?
→ When touching the phone, users are easily exposed to stimulating factors (apps, notifications,…) that trigger habitual phone use
DESK RESEARCH
The engaging design of smartphones can lead to users being distracted by other apps or features, which is a common aspect of how digital environments draw attention.
-Habits make smartphone use more pervasive, Oulasvirta, A., Rattenbury, T., Ma, L., & Raita, E. (2012)-
Habitual behavior use, where users interact with their phones out of instinct rather than purpose, is a common cause of distraction.
-Hooked: How to build habit-forming products, Penguin, Eyal, N. (2014)-
→ Users are easily exposed to phone's stimulating factors when checking their schedule
#5. During urgent or busy moments, it is inconvenient for users to quickly add a task on Google Calendar app
Why is it cumbersome for users to quickly add a task during urgent or busy moments?
→ Users simply want to note down a task without needing to set up specific times or schedules.
The current process feels unnecessarily detailed for their immediate needs.
→ Users feel inconvenient when simply want to note down a task
4.3. How Might We?
From these core problems:
Users have difficulty to clarify the overall view of tasks in their heads.
Users have difficulty in managing flexible-time tasks
Users lack prioritization when scheduling
Users are easily exposed to phone's stimulating factors when checking their schedule
Users feel inconvenient when simply want to note down a task
We came out with "How Might We" questions
5.1. Solution Audits
Through the Persona & User Journey Map, we identified numerous pain points experienced by Huyen. However, due to limitations in time and resources, we will focus on those pain points with:
High Criticality
High Frequency
5.1.1. How might we help users clarify the overall view of tasks?
We conducted Solution Audits on the following methods:
Listing tasks by Notebooks
Listing tasks by Note apps
Creating tasks by Calendar apps
Listing tasks by To-do list apps
Creating tasks by the Kanban Board
Creating tasks by Voice Assistant
Creating tasks by AI Chat Bot
→ We need to help users to:
List tasks continuously
List tasks as conveniently as typing text (limit interruption)
Define information based on keywords to convert into content and classify (optional)
5.1.2. How might we help users easily schedule specific-time tasks?
We conducted Solution Audits on the following methods:
Scheduling by Calendar apps
Scheduling by Calendar apps with Tasks List
Task Managing by the Kanban Board
Scheduling by Auto-scheduling apps
Scheduling by "Butler Automation" (Set-up command to execute automatically if context occurs)
→ We need to facilitate users to:
Drag and drop from a pre-created task list into the calendar
5.1.3. How might we help users quickly identify & prioritize tasks that truly need to be done first?
We conducted Solution Audits on the following methods:
Prioritizing by Eisenhower Matrix
Prioritizing by Eating Live Frogs: Do the Worst Thing First
Different Task Management Modules (quality over quantity)
→ We need to help users to prioritize based on 2 factors:
Importance
Urgency
5.1.4. How might we help users avoid distractions when checking their schedules?
We conducted Solution Audits on the following methods:
Distraction-free mode, focus mode
Widget
→ We need to:
Display the schedule users need to know more intuitively outside the lock screen, to avoid having to unlock it
Help users enter a mode that limits the presence of apps and notifications
5.2. Crazy 8 Workshop
Simultaneously, we, along with some creative guests, also conducted a workshop (with the crazy 8 methods) to find new perspectives for problem solutions.
6.1. Scenario 1
Context:
At the end of the week, Huyên opens his laptop to schedule for his week.
Before:
Huyên had used another apps (Excel, Notion,…) to list all his tasks.
With our solution:
With the very first demand when scheduling, Huyên can start to list down all tasks he remember.
How can he do?
Here, Huyên can click to the "Add a task" fill, and start with normal typing operations:
Type text
Press "Enter" to line down
Solution 01
Google Tasks has been integrated into Google Calendar since 2024, but many users are either unaware of this feature or unable to fully optimize its use. While Google Tasks excels at listing tasks, Google Calendar is highly effective for scheduling.
Our solution enhances this integration by embedding Google Tasks directly into the main Google Calendar interface. This allows users to effortlessly list tasks and schedule them in one seamless experience, improving both visibility and task management efficiency.
DESK research
Listing to-dos while scheduling helps reduce cognitive load and improves task clarity in Personal Task Management (PTM).
Task Vistas (To-do-list) provide a comprehensive, visual overview of all tasks, ensuring nothing is overlooked and increasing user confidence.
-What a To-Do: Studies of Task Management Towards the Design of a Personal Task List Manager, Victoria Bellotti, Brinda Dalal, Nathaniel Good†, Peter Flynn‡, Daniel G. Bobrow and Nicolas Ducheneaut-
The Zeigarnik Effect: The brain remembers unfinished tasks. Listing tasks offloads this mental burden, freeing up cognitive resources for other important tasks.
-Getting More Done: Strategies to Increase Scholarly Productivity,Sarina Schrager, MD, MS; Elizabeth Sadowski, MD,2016-
→ Huyên can easily list all tasks he can remember without any interruption.
Before:
After listing down tasks on another apps, Huyên started to schedule the manually on Google Calendar.
With our solution:
Huyên just needs to list down what he wants. When Huyên adds specific-time tasks (time, date, duration,…), Huyên can see all those will be automatically arranged into the right place in the schedule.
solution 02
On Google Calendar, users must choose between "Task" and "Event" when creating a new entry, which can be confusing.
To simplify task management, we redefine everything as a Task and categorize it into two types:
Specific-time Tasks – Tasks that are scheduled for a fixed time (previously Events).
Flexible-time Tasks – Tasks without a predetermined time (previously Tasks).
To enhance usability, the Auto-Wording feature intelligently detects time-related keywords and automatically formats Specific-time Tasks into the schedule.
→ This reduces manual effort and ensures a more seamless planning experience.
Before:
Huyên can not manage flexible-time tasks on Google Calendar
With our solution:
Huyên have different space to manage tasks as he wants.
With the task list created, Huyên can:
Keep the task list
Easily drag and drop tasks into the schedule
Easily drag and drop tasks into "Your List"
solution 03
In the bottom right corner, there is a section called 'Day List,' which holds flexible-time tasks.
This list is an additional feature that complements the schedule, allowing users to manage day tasks as needed.
→ This expand users' flexibility on managing their personal task management
Before:
Huyên lists down too much tasks for the day.
With our solution:
With task list created, when hovering on each to-do, Huyên can set tag for to-dos with 2 criteria:
Importance
Urgency
Then, Huyên can see tasks tagged will be automatically prioritized
solution 04
We apply the Eisenhower Matrix for task prioritization but in the tagging method.
Tagged tasks are automatically ranked in the following order:
Urgent & Important > Urgent > Important > Others
"the best action is preceded by the best decision"
By distinguishing between urgent and important tasks, individuals can focus on activities that align with their long-term objectives, reducing the tendency to prioritize less significant tasks.
-Eisenhower matrix, Alfred Homère NGANDAM MFONDOUM, Mesmin TCHINDJANG, Jean Valery MEFIRE MFONDOUM, Isabelle MAKOUET, 2019-
→ This helps again identify which tasks truly matter
Tasks will automatically rearrange themselves once the highest-priority task is checked done.
→ This also facilitates users in deciding what to do next
6.2. Scenario 2
Context:
When Huyên has ad hoc changes on his schedule.
Before:
Huyên has to unlock phone → open Google Calendar app/widget → press "create" button → select type of tasks → type name → save
With our solution:
With a set up of the widget on the Lock Screen or Home Screen, whenever he needs to note tasks down, he can type directly into the widget.
solution 05
Text fill is located directly on the widget outside the home screen/lock screen, users can type directly to create a task list
Of course, the Auto-Wording Feature will be applied on mobile version. Therefore, task will then be added to the list on the Google Calendar or automatically scheduled instantly.
→ Huyên can quickly add tasks
6.3. Scenario 4
Context:
When Huyên has to check for his schedule on mobile
Before:
Huyên has to unlock phone → swipe several home screen page to find Google Calendar
→ Easy to exposure to stimulating factors
With our solution:
With the basic consider: "what should I do now?" → Huyên open his phone → Huyên can see right on the Lock Screen that there is the widget displayed his upcoming schedule & most important tasks that he needs to do.
solution 06
Widget on the Lock screen/ Home screen
Display 2 most important information for users to decide what to do at the time
→ Eliminate a lot of steps to view the schedule, reducing the exposure to stimulating factors
→ This reduces the need to unlock the phone
Before:
Huyên receives many notifications when needs to focus
solution 06
Working modes, such as:
Do not disturb on Iphone
Focus mode on Samsung
…
Very effective in limiting distracting notifications and increasing concentration
Therefore, we combined suggesting users to turn on these modes every time users have a schedule, so they can make the most of this mode.
→ This eliminates notifications distracting users concentration
7.1. Conclusion
Through this case study on how to optimize Google Calendar for personal task management, we conducted research, organized interviews, and analyzed user needs. Based on our findings, we proposed solutions to make personal task management on Google Calendar more convenient.
Our solutions focus on automation to minimize user effort in managing tasks efficiently.
7.2. Future Improvements
If given more time, we would:
Conduct additional interviews to uncover deeper insights and pain points, expanding our solutions for Google Calendar users.
Engage with a broader range of Google Calendar users for diverse perspectives.
Explore ways to better integrate scheduling and to-do lists, creating a more seamless personal task management experience.