WMP: OmniFocus & Getting Things Done

This post marks the second installment in this “Weapons of Mass Production” series, or WMP if you’re into abbreviating things. As such, it only seems appropriate to make this one a “double whammy” and introduce you to what is, quite possibly, my most cherished productivity-enabler.

In this post, I’ll introduce you to OmniFocus – a powerful to-do list and project tracking app for iPhone and Mac OSX. Think of OmniFocus as a high performance sports car; in unskilled hands it is still quite capable, but you’ll need to give the keys over to professional if you really want to see it maxed out! Enter David Allen and his time management method, Getting Things Done®.

Truthfully, I owned and attempted to utilized OmniFocus for several months before reading GTD® and, now that I know better, I look back and laugh (and shake my head a bit) at the time wasted trying to organize myself without the GTD methodology. I should also note that I have read similar productivity books before, but their concepts have never stuck with me. Simply put, cars need drivers and drivers need cars.

Prevalent mobile technology has made all the difference for me. In my presentation at UW this past April, I included a slide (slide #9 to be exact) which highlights this concept of “The best [camera book, bank, news, etc.] is the one that’s with you.” I definitely want to give Chase Jarvis credit for coining that term – thanks, Chase – as a marketer in the mobile space, I use that phrase on a weekly basis.

I digress! Back to mobile-enabled productivity.

Having the right methodology and the right tools (OmniFocus for me) has allowed me to enjoy a surprising level of consistency with regard to the way I capture, manage, and complete to-do, and thus projects. Sure, using these methodologies and tools will invariably take effort on our part, but the results are worth it. Bear in mind that it may take a week or two in order for a tangible productivity gain to be realized.

Well, enough from me. I’m not going to attempt to explain what other have already done so well. Rather, I’m going to give you a concise “user guide” for implementing OmniFocus and GTD into your life.

Step 1.

Read GTD by David Allen. Purchase here via Amazon.

Step 2.

Download and read “OmniFocus, GTD, and You” white paper. If you’re a “Mac” and the white paper makes sense – if you could seriously see yourself using OmniFocus as described – then download a free trail of OmniFocus for Mac OSX, but know that you will eventually have to pay $79.95 for the Mac OSX version of OmniFocus.

GTD author David Allen has this to say about OmniFocus, “OmniFocus is a stellar tool for keeping track of outcomes and actions in the Mac environment. It supports simple but important practices for keeping your head clear, staying focused, and managing your commitments.” Who can argue with that?

If the white paper does not make sense, then save your time, and your $80, and think about an alternate system that would work for you.

Step 3.

If you have an iPhone or iPod touch and are loving the Mac OSX version of OmniFocus, consider downloading the OmniFocus app (almost available for iPad too) from the App Store for $19.99. This app is very clean and easy to use. Here’s a screenshot from my iPhone:

If you’re like me, I often find that important projects or to-do’s come to mind at times when I am not in front of my computer; my best ideas come to me when I am doing the extracurricular things that I love – funny how that works, isn’t it?

Having OmniFocus on my iPhone effectively solves this dilemma; it’s always with me and seamlessly integrates into my preexisting workflow.

Other Tips:

• You have to clean up your to-do’s on a weekly bases. No excuses.
• Be diligent about capturing your thoughts or ideas as they come to you. Getting ideas out of your head and into a trusted “container” allows you to focus on the task at hand.
• Use MobileMe. You can try a 60-day free trial here. MobileMe is $99 per year, but if you have an iPhone the benefits that come with MobileMe are worth it. And yes, I will be doing a “WMP” post on MobileMe soon.
• If you don’t like the look of OmniFocus, take a look at Things by Culture Code. I’m not going to debate the two. In short, Things may look more aesthetically pleasing, but the good people of The Omni Group created the “OmniFocus, GTD, and You” white paper mentioned above, which was enough to win me over.

I’d love to hear any of your tips, tricks, or GTD / OmniFocus success stories!

– RP