![]() If you can: find a tool that makes sense to you. There are also those who use a non-ideal tool because they don’t know a better option exists (or because they are too stubborn/lazy to seek out and learn the proper tool). Some of us use a certain tool for task management because our circumstances require it, and some of us a certain tool because our personality prefers it. There is no single right or wrong solution here. But using a too-complex tool when your circumstances don’t require it can lead to unnecessary management of and tinkering with your workflow and tools. Using too basic of a workflow tool when your circumstances require a complex one will cause unnecessary mental friction and will lead to wasted time and forgotten tasks. Somewhere along this spectrum is a tool and system that works for you. They take time to learn, they beg us to input as much information as possible for every action item thus requiring an extra step or two (or five) when creating a new task, and it can sometimes feel like we’re spending more time managing our task system then actually doing our tasks.Īnd that’s why in-between the basic and complex tools are those that support a basic structure of projects and lists (and perhaps even due dates with reminders), but which don’t allow or require additional layers of information. However, the complex tools have a trade-off as well. The complex options excel at managing detailed and long-term projects, tasks with due dates in the far future, and action items with multiple bits of additional information. It’s because of these “shortcomings” of basic tools that more complex tools exist. However, they can strain under the weight of too many tasks, long-term projects, tasks which are not yet relevant until several months from now, or tasks which need additional layers of information beyond the action item itself. They are simple and have no learning curve. Another effective way to input tasks to OmniFocus is to connect your OmniFocus account to Siri, which you can then configure to send you reminders of pending tasks, schedules, deadlines, etc.Here is a dorky chart showing what I call The “Spectrum of ‘GTD workflow’ Tools”:īasic task-management tools shine with short term tasks and goals. You can also forward your messages from your Gmail inbox to your OmniFocus account. ![]() ![]() The Mail Drop feature provides you with your own unique email address where you can email or “drop” your tasks. That means you updates and changes you entered in the system while working on your MacBook will automatically appear on your iPhone or iPad. Omnifocus automatically syncs across all your Mac and iOS devices. ![]() You can also choose to organize your tasks in a more conventional to-do list patter. you can’t perform task 1 if you haven’t accomplished task 2) or do it in a Parallel approach (you can perform tasks without following a particular order). You can opt to perform your projects in a Sequential manner (i.e. With Omnifocus, breaking down projects to more manageable components is an easy task. This feature can be configured so that you can take a look at different aspects of your projects individually and in full detail, such as planning, schedules, project progress, and more. For one, the solution provides managers and team members a variety of ways on how they view their progress with the Perspectives function. The software brings a lot of benefits to its users as far as task and project management is concerned. Omnifocus is a powerful task management service that is designed and optimized for Macs and iOS devices. ![]()
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