By Advit
16 min read
How to Create Project Plans and Task Trackers Using Gemini AI
Managing a project requires more than creating a list of tasks. You need to organise activities, assign responsibilities, set deadlines, track progress, manage resources, and make sure everything stays on schedule. When several people work on the same project, keeping track of every detail can become difficult.
Gemini AI can help you organise project information and create useful project plans and task trackers. You can describe your project, list the activities you need to complete, and ask Gemini to prepare structured tables, timelines, task lists, and progress summaries.
Whether you are managing a website redesign, software development project, marketing campaign, business launch, or personal project, Gemini can help you build a clear plan.
In this guide, you will learn how to create project plans and task trackers using Gemini AI. You will also find step-by-step instructions, practical examples, and 15 ready-to-use prompts.
What Is a Project Plan and Task Tracker?
A project plan explains how a project will be completed. It describes the objectives, activities, resources, milestones, deadlines, and expected results.
A task tracker is a tool that helps you monitor individual activities. It shows who is responsible for each task, when it should be completed, and its current status.
A useful project tracker usually includes:
Task name
Task description
Assigned team member
Start date
Due date
Priority level
Current status
Completion percentage
Dependencies
Notes and updates
For example, a website development project may include separate tasks for research, UI design, homepage development, content updates, testing, and final deployment.
A project plan explains how these activities fit together, while the task tracker helps you monitor their progress.
What Can Gemini AI Do for Project Management?
Gemini can help you organise project information and prepare planning documents and spreadsheets.
You can use it to:
Create project plans from written requirements.
Generate task lists and assign responsibilities.
Organise project activities by priority.
Prepare timelines and milestone tables.
Build task trackers in Google Sheets or Excel.
Create project budget summaries.
Identify dependencies and possible delays.
Prepare weekly progress reports.
Summarise completed and pending activities.
Improve project documentation.
Google Workspace also describes using Gemini in Docs to draft project plans and in Sheets to organise tasks, assignees, deadlines, and project budgets. Availability depends on your account and the features enabled for your organisation. Read Google’s project management guide.
What You Should Prepare Before Creating a Project Plan
Before asking Gemini to prepare your project plan, collect the basic information.
1. Project name: Give your project a clear name.
2. Project objectives: Explain what you want to achieve.
3. Task list: Identify the main activities and smaller tasks.
4. Team members: List the people responsible for completing the work.
5. Deadlines: Provide expected start dates and completion dates.
6. Priorities: Identify which activities are urgent or important.
7. Resources: List the tools, budget, and other resources required.
8. Project milestones: Define the important stages and expected results.
You do not need to have every detail ready. Gemini can help you organise the information you provide and identify missing details that need confirmation.
Method 1: Create a Project Plan Using the Gemini App
You can start by describing your project in Gemini and asking it to prepare a structured project plan.
Step 1: Open Gemini
Visit Gemini and sign in with your Google account.
Start a new conversation and explain which project you want to organise.
Step 2: Describe Your Project
Write a detailed prompt that includes the project name, objectives, activities, and expected completion time.
For example:
“Create a project plan for redesigning a company website. The project includes reviewing the existing website, preparing UI designs, updating the homepage, redesigning service pages, improving mobile responsiveness, testing website functionality, and completing the final launch. Organise the work into phases with tasks, priorities, estimated durations, and milestones.”
Step 3: Generate the Project Plan
Ask Gemini to organise the information into a structured plan.
Use this instruction:
“Prepare a detailed project plan with an executive summary, objectives, project phases, task list, dependencies, estimated durations, milestones, resources, risks, and completion criteria. Mark any missing information as a placeholder.”
Review the suggested structure and add missing activities.
Step 4: Create a Task List
Once the project plan is ready, ask Gemini to create a separate task list.
For example:
“Convert the project plan into a task tracker. Include task ID, task name, description, assigned person, priority, start date, due date, status, and notes. Use placeholder names and dates where actual information is not available.”
Step 5: Add Priorities and Dependencies
Not every task needs to be completed at the same time.
Ask Gemini to identify important tasks and activities that depend on earlier work.
For example:
“Review the task list and identify dependencies. Highlight tasks that must be completed before other activities can begin. Suggest a logical order for completing the project.”
Step 6: Export the Project Plan
When the plan is ready, ask Gemini to create a downloadable file.
For example:
“Create this project plan as an Excel XLSX workbook with separate sheets for the project overview, task tracker, timeline, and milestones. Use clear headings, readable formatting, and formulas where appropriate.”
Use the available download option to save the file. Open it in Excel or Google Sheets and check the contents before using it.
Method 2: Create a Project Task Tracker in Google Sheets
Google Sheets is useful for managing project activities because you can organise tasks in rows, apply filters, update statuses, and share the tracker with your team.
Step 1: Open Google Sheets
Visit Google Sheets and create a blank spreadsheet.
You can also open an existing project tracker if you want Gemini to improve it.
Step 2: Open the Gemini Side Panel
If your Google account supports Gemini in Sheets, open the Gemini side panel or the available table-building feature.
Some features require an eligible Google Workspace or Google AI plan.
Step 3: Enter Your Task Tracker Prompt
Use this prompt:
“Create a project task tracker for a website development team. Include task ID, task name, description, assigned team member, priority, start date, due date, status, completion percentage, and notes. Add example placeholder rows and organise the table for easy project tracking.”
Step 4: Review the Suggested Table
Check the proposed columns and sample information.
Make sure the tracker includes the fields your team needs. Remove unnecessary columns and add any missing information.
Step 5: Insert the Table
Follow the on-screen instructions to insert the generated table into your spreadsheet.
You can then add actual tasks, team members, dates, and priorities.
Step 6: Add Filters and Status Options
Make the tracker easier to use by adding filters and dropdown options.
For example, your status options might include:
Not Started
In Progress
Under Review
Blocked
Completed
You can also use priority options such as High, Medium, and Low.
Step 7: Share the Tracker
When the tracker is ready, use Google Sheets sharing settings to give the appropriate team members access.
Check their permissions before sharing sensitive project information.
Google provides additional information about organising project tasks with Gemini in its project management guide.
Example of a Project Task Tracker
Here is a simple example of how you can organise project activities.
| ID | Task name | Assigned to | Priority | Status |
|---|---|---|---|---|
| T01 | Project research | Alex | High | Completed |
| T02 | UI design | Priya | High | In Progress |
| T03 | Homepage development | Rahul | High | Not Started |
| T04 | Content updates | Neha | Medium | Not Started |
| T05 | Website testing | Alex | High | Not Started |
| T06 | Final deployment | Rahul | High | Not Started |
These are example tasks and names. Replace them with your actual project information.
A useful tracker should be updated regularly. If a task is delayed or blocked, record the reason and update its expected completion date.
Method 3: Create a Project Timeline and Milestone Plan
A project timeline helps you understand when activities should start and finish. Milestones show important points in the project, such as design approval, development completion, testing, and final delivery.
Step 1: List the Project Phases
Start by dividing the project into major stages.
For example, a software development project may include:
Requirements gathering
Planning and design
Development
Testing
Deployment
Final handover
Step 2: Ask Gemini to Prepare a Timeline
Use this prompt:
“Create a project timeline for a software development project. Organise the work into planning, design, development, testing, deployment, and handover phases. Include tasks, estimated durations, dependencies, and milestones. Do not invent confirmed dates.”
Step 3: Review Dependencies
Some tasks cannot begin until another activity is complete.
For example, development may depend on approved designs. Testing may depend on a working development build.
Ask Gemini to identify these dependencies and organise the timeline accordingly.
Step 4: Create a Milestone Table
A simple milestone plan might look like this:
| Milestone | Expected result |
|---|---|
| Requirements approved | Project scope confirmed |
| Design completed | UI design approved |
| Development completed | Main features implemented |
| Testing completed | Critical issues resolved |
| Final delivery | Project handed over |
Step 5: Review and Update the Timeline
Compare the planned dates with actual progress.
If a task takes longer than expected, update the timeline and check whether the delay affects other activities.
15 Useful Gemini AI Prompts for Project Plans and Task Trackers
These ready-to-copy prompts can help you organise different types of projects.
1. Website Development Project Plan
“Create a detailed project plan for developing a business website. Include requirements gathering, website research, UI/UX design, homepage development, service pages, content integration, responsive design, SEO setup, testing, and deployment. Add tasks, responsibilities, priorities, estimated durations, dependencies, and milestones.”
2. Software Development Task Tracker
“Create an Excel task tracker for a software development team. Include task ID, feature name, description, assigned developer, priority, start date, due date, status, completion percentage, and notes. Add separate sheets for project overview, task tracking, and milestones.”
3. Mobile App Development Project Plan
“Prepare a project plan for developing a mobile application. Include requirements, UI design, API development, database setup, application development, testing, bug fixing, app store preparation, and release. Organise the tasks into phases and identify important dependencies.”
4. Digital Marketing Campaign Tracker
“Create a digital marketing campaign tracker. Include campaign name, marketing channel, task description, assigned person, start date, deadline, priority, status, target audience, and performance notes. Add a summary section for completed and pending activities.”
5. Website SEO Task Tracker
“Create an SEO project tracker for a website. Include keyword research, content planning, article writing, on-page optimisation, internal linking, technical SEO, page speed improvements, indexing checks, and performance reporting. Add priority, assigned person, deadline, status, and notes.”
6. Team Task Management Tracker
“Create a team task management spreadsheet for a company. Include employee name, department, task description, assigned date, deadline, priority, current status, completion percentage, and remarks. Add filters and a summary of tasks by status and priority.”
7. Product Launch Project Plan
“Prepare a project plan for launching a new product. Include market research, product development, branding, packaging, website updates, marketing campaigns, sales preparation, launch activities, and post-launch analysis. Add timelines, responsibilities, milestones, and risks.”
8. Monthly Project Progress Tracker
“Create a monthly project progress tracker. Include project name, task, responsible person, planned completion date, actual completion date, status, progress percentage, blockers, and next action. Add a summary of completed, ongoing, delayed, and pending tasks.”
9. Office Management Project Tracker
“Create an office management project tracker for an operations team. Include employee responsibilities, office maintenance, equipment updates, documentation, meetings, pending requests, deadlines, and status. Add priority levels and a weekly summary.”
10. Content Creation Project Plan
“Create a content creation project plan for a website. Include topic research, keyword selection, outline preparation, article writing, editing, SEO optimisation, featured image creation, publishing, and performance tracking. Add task owners, deadlines, priorities, and status.”
11. App Testing and Bug Tracking Sheet
“Create an application testing and bug tracking spreadsheet. Include bug ID, feature name, issue description, device, operating system, severity, assigned tester, reported date, status, fix date, and testing notes. Add filters for severity and status.”
12. Project Budget and Resource Tracker
“Create a project budget tracker in Excel. Include resource name, category, planned cost, actual cost, quantity, total cost, assigned team, and notes. Add formulas for budget totals, spending differences, and remaining budget. Include a summary dashboard.”
13. Event Planning Project Tracker
“Create an event planning project tracker. Include event name, venue, schedule, vendors, invitations, marketing activities, equipment, assigned person, deadline, priority, and status. Organise the tasks into planning, preparation, event day, and follow-up phases.”
14. Project Risk Management Tracker
“Create a project risk management spreadsheet. Include risk ID, risk description, likelihood, impact, priority, responsible person, prevention plan, response action, and current status. Add a risk summary section for project reviews.”
15. Weekly Project Status Report
“Create a weekly project status report using the project updates I provide. Include completed tasks, ongoing work, upcoming deadlines, delayed activities, blockers, milestones, team responsibilities, and next week’s priorities. Use a professional summary table and do not invent missing information.”
How to Create a Project Dashboard with Gemini
A project dashboard gives you a quick overview of the entire project. Instead of checking every task individually, you can see important information in one place.
Step 1: Prepare Your Task Data
Make sure your tracker contains task names, assigned people, due dates, priorities, and statuses.
Consistent status labels help the dashboard summarise information correctly.
Step 2: Ask Gemini to Create a Dashboard
Use this prompt:
“Create a project dashboard using the task tracker data. Show total tasks, completed tasks, ongoing tasks, pending tasks, delayed tasks, and high-priority activities. Add charts showing task status and progress by team member. Use the existing task data and do not create additional records.”
Step 3: Add Progress Indicators
Ask Gemini to include a completion percentage for each task.
For example, a task that is halfway complete can show 50% progress. Make sure the percentage reflects actual work completed rather than an unsupported estimate.
Step 4: Highlight Delayed Tasks
Use this prompt:
“Review the task tracker and identify tasks whose due dates have passed but whose status is not Completed. Highlight them in a separate delayed tasks section. Do not change their status or deadlines.”
Step 5: Review the Dashboard
Check that the dashboard totals match the original tracker.
Update the source data whenever tasks change so that the summary remains useful.
Useful Excel Formulas for Project Tracking
If you use Excel or Google Sheets, formulas can help calculate progress and organise tasks.
| Purpose | Example formula |
|---|---|
| Count all task entries | =COUNTA(A2:A100) |
| Count completed tasks | =COUNTIF(H2:H100,"Completed") |
| Count tasks in progress | =COUNTIF(H2:H100,"In Progress") |
| Count pending tasks | =COUNTIF(H2:H100,"Not Started") |
| Calculate average progress | =AVERAGE(I2:I100) |
| Count high-priority tasks | =COUNTIF(E2:E100,"High") |
These examples assume that column A contains task IDs, column E contains priorities, column H contains status, and column I contains progress percentages. Adjust the cell references to match your spreadsheet.
For example, if your tracker contains 20 tasks and 12 are completed, the completion rate is 60%.
You can ask Gemini to adapt these formulas to your actual spreadsheet layout.
How to Improve Your Project Tracker
A tracker should be simple enough for your team to update regularly.
Use Clear Status Options
Choose a consistent set of statuses. Avoid using different labels for the same situation.
For example, use Not Started, In Progress, Under Review, Blocked, and Completed.
Add Priority Levels
Use High, Medium, and Low to help team members understand which tasks need attention first.
Track Task Dependencies
Record which tasks depend on other activities. This helps identify work that cannot begin until an earlier task is complete.
Use Conditional Formatting
Highlight overdue tasks, high-priority activities, and completed work with clear formatting.
Update Progress Regularly
Ask team members to update their task status and completion percentage at agreed intervals.
Keep the Tracker Organised
Use separate sheets for tasks, milestones, project budgets, and summary dashboards if the project requires them.
Common Mistakes to Avoid
Gemini can help you create a project tracker, but the quality of the result depends on how you manage the information.
Unclear task descriptions: Write tasks so that everyone understands what needs to be completed.
Missing task owners: Assign responsibility for each activity.
Unrealistic deadlines: Consider dependencies, available resources, and task complexity.
Too many status labels: Use a consistent status system.
Ignoring delayed tasks: Record blockers and update the project timeline.
Incorrect progress percentages: Base progress on completed work.
Not updating the tracker: A tracker becomes unreliable when information is outdated.
Skipping data checks: Verify formulas, dates, and dashboard totals.
Gemini can organise and summarise your project information, but it should not be treated as a substitute for regular project reviews and team communication.
Frequently Asked Questions
1. Can Gemini create a project plan?
Yes. Gemini can prepare project plans with objectives, tasks, timelines, milestones, dependencies, resources, and risks using the information you provide.
2. Can Gemini create a task tracker in Excel?
Yes. You can ask Gemini to generate an Excel XLSX workbook with task names, assignees, deadlines, priorities, statuses, and other tracking fields.
3. Can Gemini create a project tracker in Google Sheets?
Yes. Supported Gemini features in Google Sheets can help organise project tasks into tables and create useful tracking structures. Availability depends on your account and plan.
4. Can Gemini assign tasks to team members?
Gemini can prepare suggested task assignments when you provide team roles and responsibilities. You should review and confirm assignments with the actual team members.
5. Can Gemini create project timelines?
Yes. Gemini can organise tasks into phases, estimate durations when asked, and prepare milestone tables. Verify all dates and dependencies before using the timeline.
6. Can Gemini create a project progress dashboard?
Gemini can help create summary tables, formulas, and charts from project tracker data. Check that the dashboard totals match your original records.
7. Can Gemini track project progress automatically?
Gemini can help analyse and update project information through supported workflows and connected apps. However, a generated spreadsheet does not automatically know when a team member completes a task. You need to update the source information or use an appropriate connected workflow.
8. Can I create a project tracker without Excel experience?
Yes. You can describe the tracker in everyday language and ask Gemini to prepare the columns, formulas, and layout. You should still review the result and learn how to update its information.
Related Gemini AI Guides on Pixbyt
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How to Create Professional Business Reports Using Gemini AI: Prepare structured business reports and summaries.
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Conclusion
Gemini AI can make project planning easier by helping you organise tasks, prepare timelines, assign responsibilities, and create progress trackers. You can use it for website development, software projects, marketing campaigns, business operations, and personal work.
Start by describing your project and listing the activities you need to complete. Ask Gemini to organise the information into a project plan and task tracker, then review the deadlines, responsibilities, and dependencies.
Keep your tracker updated as work progresses. With accurate information and a clear structure, you can use it to understand project status, identify delays, and keep your team focused on the next steps.