Google Tasks vs Microsoft ToDo - which is best for small business leaders

Small business leaders don’t have time to wrestle with clunky productivity tools. They need something that works now, without training, complexity, or wasted hours. Two of the most accessible task tools on the market today are Google Tasks and Microsoft ToDo but which one actually helps small business leaders move faster?

At first  glance it looks like this;

Now, let's dig into the specifics as well as the nuances of both Google Tasks and Microsoft Todo, starting with Google Tasks.

Google Tasks: Fast, Minimal, Gmail-Native

If you spend most of your day inside Gmail, Google Tasks can feel like a natural extension. You can turn emails into tasks with a click (top left feature bar, once you open an email), sync across devices, and keep your to-do list front and center all without opening a separate app.

Strengths:

• Somewhat Seamless Gmail integration - Turn emails into tasks instantly.
• No learning curve - The interface is incredibly basic..
• Cross-device sync - Access your list on desktop, mobile, or Gmail’s sidebar.
• Free - Included with every Google Workspace account.
• Simple organization - Subtasks, due dates, and list groups.
  

Limitations:

• No team collaboration - Tasks are personal only.
• Feature-light - Like I said, it's super basic with no tags, priorities, or project tracking.
• No analytics or time tracking - Great for individuals, not for teams.
• Limited visibility - Can’t see team workloads or task dependencies.

Microsoft ToDo: More Powerful, More Structured

Microsoft ToDo offers more features for those who want detailed organization and light team collaboration. It shines inside the Microsoft ecosystem and is especially powerful for Outlook and Teams users.

Strengths:

• More organization style features - Group tasks into projects, add tags and due dates.
• Team sharing - Share lists with colleagues or assistants.
• "My Day" view - To focus on daily priorities.
• More visual customization - Backgrounds, themes, and flexible list formats.
• Deep Microsoft integration - Sync with Outlook, Teams, and Planner.
  

Limitations:

• More setup required - Initial configuration can slow you down.
• Can feel bloated - Too many options may lead to clutter. Questionable benefits from all the extra features.
• Learning curve - Takes effort to master more advanced features.
• Ecosystem-dependent - Best if your team already lives in Office 365.

So, Which One is Best for SMB Leaders?

Go with Google Tasks if:

• You live inside Gmail or Google Calendar.
• You want zero setup and instant clarity.
• You want to manage ONLY personal tasks, not work tasks.

Choose Microsoft ToDo if:

• You use Outlook, Teams, or the full Microsoft 365 suite.
• You need to share tasks with teammates or assistants.
• You like more control over organization and planning.

But wait, there's the Catch: Both Tools Are Personal, Not Small or Medium Sized Business-Oriented

While both Google Tasks and Microsoft ToDo can help individuals stay on track with their personal commitments, they fall short when it comes to business or business + personal task management.

Most importantly they lack:

• Simple task delegation and tracking - you cant do everything yourself all the time
• Integration with the apps you already use at work like Slack, Google Drive or Figma - otherwise you just end up with two todo style apps.
• Any scheduling or prioritization capability - change is constant after all!
• AI Automation (e.g., assigning tasks from emails or meetings) - anything to reduce cognitive overload is a gift.

What SMB Leaders Actually Need

If your business is growing and your team is juggling projects, tools, and clients you need more than a personal to-do list. You need a platform that:

• Gathers tasks from tools your team already uses (email, Slack, docs)
• Helps you schedule, delegate, follow up, and close loops
• Introduces AI when you’re ready - not before

That’s where purpose-built platforms like Briefmatic (or alternatives like Asana or Monday.com for large businesses) come in.

Final Thoughts

| Looking for personal productivity? | → Google Tasks or Microsoft To Do |
| Looking for small business productivity? | → Briefmatic or similar SMB-focused platforms |

Busy small business leaders can’t afford tool overload or task chaos. Start with what’s simple and works for you but grow into what helps your team execute faster, together.

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