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HomeFinanceLearn about the OmniFocus task management tool

Learn about the OmniFocus task management tool

The Getting Things Done method is a reliable productivity system that helps you stay organized and focused. However, combined with the right task management tool will make the system more efficient. After trying many different task management tools, OmniFocus is the best tool to get the job done.

1. Record tasks and ideas in Inbox

The first step to effectively managing tasks using the GTD method is to record them in one place. This includes collecting every important task, idea, incoming email, and calendar event into a trusted system outside of your mind.

This is important because keeping these commitments in mind can clutter your mental space and lead to stress and procrastination. OmniFocus is one of the best apps to help you turn procrastination into productivity. The app's Inbox feature acts as a hub where you can quickly enter all your tasks as soon as they come to mind or from other sources without worrying about organizing them right away. ie.

OmniFocus's Inbox tab shows how tasks are recorded
OmniFocus's Inbox tab shows how tasks are recorded

There are several ways to add tasks to Inbox OmniFocus, including Quick Entry shortcuts. By default, this option is set to Control + Option + Spacebut you can customize it by going in OmniFocus > Settings > Quick Entry shortcut. This is the fastest way to record tasks on your Mac from any app or browser window without interrupting your workflow.

Or, open OmniFocus and click the tab Inbox. Next, click the button New Action on the toolbar to enter tasks.

Tips: In addition to manual entry, you can share information from compatible apps like Mail and Safari. For example, in the Mail app, right-click (hold Control and click) on the subject of the email, select Share and choose OmniFocus from options to add to your Inbox.

2. Inbox handling

Once you have recorded all of your tasks in OmniFocus Inbox, the next important step in the GTD method is to process these items. This phase involves evaluating each Inbox item to turn your chaotic tasks into clear actions. It's important to set aside time every day to process your Inbox.

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In OmniFocus, start by processing each item in Inbox to decide whether it's actionable or not. If yes, can you complete it in less than 2 minutes? If so, do so immediately, for example, by responding to the email. If not, authorize, defer, or delete the entry.

You can assign tasks to delegate to a specific person and track them with tags Waiting. Click on the relevant task in your Inbox and select the tag Waiting.

Or, create a specific tag for each person you delegate tasks to within the tab Tags. Next, you can set reminders and due dates for when you expect the task to be completed. Remaining tasks that cannot be completed immediately or delegated will be deferred.

Inbox OmniFocus shows how to add tags
Inbox OmniFocus shows how to add tags

If it's a one-step task, you can assign it to a specific project or tag and add a due date. If it's a multi-step task, you can create a new project by entering a name in the box Project and press Command + Return to create the project. If you want to add the task to an existing project, drag and drop the task to the desired project on the sidebar.

3. Organize work into projects

After processing each item in Inbox OmniFocus, it's time to organize them into projects. This step helps organize your workload into manageable units that can be tracked and completed systematically. Luckily, OmniFocus offers a number of features that help organize work according to its nature and desired outcomes.

First, consider using Folders in OmniFocus to group related tasks into broader categories. For example, you might have a folder Personal for all personal work, one folder Work for work-related tasks and a folder School for your academic work.

Each Folder contains several projects related to that specific area of ​​your life, each with its own set of actions or tasks. To create Folder in OmniFocus, go to tab Projectsclick the button + at the bottom of the sidebar and select Add Folders.

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OmniFocus Projects tab
OmniFocus Projects tab

Next, in each Foldercreate specific and actionable projects. A project in OmniFocus is a group of related tasks with a defined outcome or goal. OmniFocus offers 3 types Projects main, including:

  • Sequential Project includes tasks you must complete in a specific order. For example, an article writing project typically includes research, drafting, writing, editing, and publishing tasks that must be done in a specific order.
  • Parallel Projects Include tasks you can do in any order or simultaneously, such as setting up your home office.
  • Single Action Lists for tasks or projects that aren't on your radar. However, you may want to pursue future pursuits – like writing a book or learning a new language – or for daily, ongoing tasks, such as grocery shopping.

4. Get involved in what needs to be done

Engaging in your tasks is the next and arguably the most important step of the GTD method. This step involves choosing which tasks to do based on context, priority, available time, and energy level. This helps you make smart decisions that suit your abilities and goals.

The OmniFocus page shows how to create custom perspectives
The OmniFocus page shows how to create custom perspectives

Luckily, OmniFocus offers a number of filtering features to help you engage with your tasks effectively.

Tags

Formerly known as Contexts, Tags allow you to categorize your tasks by location, time available, energy level, priority, etc. You can create custom tags and assign them to Your tasks are based on criteria that are important to you. Go to the Tags tab and click the button + (Plus sign) at the end to create a custom tag.

Flagging

Flagging helps you highlight high-priority tasks that need immediate attention. Viewing highlighted items in tabs Flagged can be useful when you have a lot to do and need to focus on the most important tasks first.

Perspectives

Perspectives provide more control over how you filter and view tasks. This is where you filter tasks by defining multiple parameters at once, such as tag, due date, duration, marked, etc., to create a custom view of your tasks. Go to menu Perspective and choose Add Perspective to create your custom view.

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5. Review to maintain progress

The review step is very important in the Getting Things Done method. This step ensures that you regularly reassess your tasks and goals to reflect any changes in priorities or circumstances. This prevents important tasks from being overlooked and helps you stay on track with your long-term goals.

You can easily review your tasks in OmniFocus by navigating to the tab Reviewwhere projects for consideration are displayed. By default, projects in OmniFocus are set to be reviewed weekly, but you can customize the review frequency by going to OmniFocus > Settings > Dates & Times.

The OmniFocus page shows how to change the review date
The OmniFocus page shows how to change the review date

During the review process, you can evaluate whether a project needs additional tasks, is still relevant, or should be eliminated altogether. Once satisfied, right click on the project and select Mark Reviewed.

If you're looking for a task manager that helps organize your tasks using the GTD method, you should try OmniFocus. OmniFocus's features and functionality make it an effective tool to stay on top of your priorities and ultimately achieve your goals.

Frequently asked questions

What is OmniFocus?

OmniFocus is a feature-packed task management tool designed to help users capture, organize, and complete tasks efficiently. This tool has a strong focus on the Getting Things Done approach and offers a number of features tailored to this productivity system, making it an ideal choice for those applying GTD to their daily lives. .

Is OmniFocus available on Android or Windows?

OmniFocus is built specifically for Apple devices, including Mac, iPhone, iPad, and Apple Vision Pro, but is also accessible on the web. Seamless integration across multiple Apple devices lets you keep track of your tasks and commitments wherever you are.

Is OmniFocus free?

OmniFocus offers several premium subscription plans, one-time purchases and a 14-day free trial to test its features.

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