![]() Sequential Lists - In some cases the first task on a list must be completed before the second becomes available. This is a key distinction that greatly enhances the usefulness of this software. ![]() OmniFocus is one of the few task management solutions that I’ve seen that distinguishes between projects and single action lists. Single actions lists, on the other hand, are essentially a bucket of tasks related to a specific area of focus and, by definition, don’t have a defined starting or ending point. By definition, projects have a beginning and an end. A project, in GTD speak, is a clearly defined objective that requires two or more actions to complete. Project and Single Action Lists - OmniFocus tasks can be added to two types of containers: projects and single action lists. At this point I can clear the e-mail from my inbox and manage any actions that need to be taken from within OmniFocus. For example, through the use of a hotkey, I can select a message in Mail and create an OmniFocus task that contains the contents of the e-mail and a reference to the original message. Mac Integration - The Mac version of OmniFocus is tightly integrated with many popular Mac applications. The more I use OmniFocus, the more I appreciate the thought that has gone into this software. Some key features I use regularly that are notably lacking in many other task managers are: It is more feature rich than most tasks managers and learning to use it effectively requires an investment, albeit a relatively minor one, in time and energy - an investment, I might add, that pays generous dividends. I consider OmniFocus to be a professional system. I found that I quickly outgrew their capabilities. Over the years I’ve looked at wide range of task management solutions - many were attractively designed and very easy to use, but also tended to be overly simplistic. My trusted GTD system includes OmniFocus as well as other software, such as OmniOutliner, Evernote and Daylite, as well as more traditional elements, including a physical inbox and a filing cabinet (though my workflow is largely paperless at this point). Such a system is what David Allen calls a “trusted system” A key benchmark for whether your GTD system is working for you is whether you can truly let go of keeping track of things in your head. ![]() A GTD system, on the other hand, refers to the specific tools and workflows that make up a GTD implementation and is very individual by nature. The principles he describes can be applied using technology, pen and paper or any combination of the two. The GTD methodology is essentially a set of best practices that David Allen documented in his wildly popular book, “Getting Things Done”. ![]() A Trusted System That’s Up to TaskĪ key distinction that is often overlooked is the difference between the GTD methodology and a GTD system. It also draws on wisdom I’ve gained through working with people as an OmniFocus Consultant and Trainer and is inspired by the many OmniFocus articles and training videos that I've consumed over the years. This article is all about how and why I use OmniFocus and the best practices I’ve implemented based on my in-depth study of David Allen’s GTD methodology. I’m often asked why I chose OmniFocus, how I have it configured and what my day-to-day use of OmniFocus looks like. For me, OmniFocus is integral to operating with a clear mind and having a relaxed sense of control. OmniFocus is what I personally use to manage both personal and business projects and day-to-day tasks. OmniFocus is a personal task management solution for Mac, iPhone/iPod Touch and iPad that is designed and developed by the Omni Group, a Seattle-based company that specializes in productivity software for Mac and iOS. ![]()
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