# 2023-06-21 - OmniFocus + Obsidian Workflows with Andrea Soro  ## Welcome [(00:00:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=0s) - A warm welcome is given to the discussion on [[OmniFocus]] and [[Obsidian (software) | Obsidian]] workflows with Andrea Soro. [(00:00:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=0s) - Andrea Soro is the guest who will be sharing his information and workflows. [(00:00:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3s) - The guest has developed his workflows over the course of many years. [(00:00:14)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=14s) - The discussion will cover how to use both Obsidian and OmniFocus, highlighting the unique roles each serves. [(00:00:19)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=19s) ## About Learn OmniFocus [(00:00:25)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=25s) - [[OmniFocus | Learn OmniFocus]] was launched in June 2014, and it has grown into a thriving community with members from 91 countries, offering an international perspective on productivity and task management [(00:00:42)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=42s). - The primary goal of Learn OmniFocus is to support individuals in living a fulfilling and productive life using OmniFocus and complementary productivity apps [(00:01:12)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=72s). - Learn OmniFocus Live consists of four components: sessions focused on productivity themes, such as procrastination and managing large projects [(00:01:31)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=91s); applying soft skills using OmniFocus and complementary apps [(00:01:56)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=116s); featuring complementary apps like Drafts and [[Asana, Inc. | Asana]] [(00:02:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=120s); and community connection sessions, including small group office hours and virtual co-working [(00:02:40)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=160s). - The community connection sessions allow members to interact with each other, share their OmniFocus setups and workflows, and work together in a virtual co-working environment [(00:02:52)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=172s). - The virtual co-working sessions are 90-minute sessions where members work alongside each other, including the host, and have been found to be highly productive [(00:03:14)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=194s). - The Learn OmniFocus community has had many workflow guests, including Andrea, who share their experiences and demonstrate the power of OmniFocus and other tools like [[Obsidian (software) | Obsidian]] [(00:02:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=147s). - The community is encouraged to participate in the sessions, share their knowledge, and learn from each other to get the most out of their [[OmniFocus]] experience [(00:03:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=183s). ## What's New [(00:03:30)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=210s) - There are six office hour sessions open for registration between now and the end of August, with three 25-minute Focus sessions and check-ins in between to help individuals stay on track with their tasks [(00:03:30)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=210s). - The virtual co-working sessions allow participants to set their intentions, work on important tasks, and share what they've learned, with the option to arrive up to 10 minutes early and stay afterwards for casual chats [(00:03:48)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=228s). - The best way to keep track of upcoming sessions is to subscribe to the calendar, which can be done by clicking the "subscribe to calendar" button on the live sessions page and adding it to the calendar of choice [(00:04:54)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=294s). - A major update to [[OmniFocus]], OmniFocus 4, is in the works, with [[The Omni Group | the Omni Group]] adopting [[SwiftUI | Swift UI]], a framework provided by [[Apple Inc. | Apple]] that helps with development across all Apple platforms [(00:05:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=327s). - OmniFocus 4 will have a high degree of customization, quality of life additions, and new features such as a back and forward button, with significant enhancements on the [[IPhone | iPhone]] and [[IPad | iPad]] [(00:06:08)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=368s). - The iPhone and iPad apps will have desktop-class features, including quick open and a sidebar, and the adoption of Swift UI has made it easier for the Omni Group to bring features across all platforms [(00:06:34)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=394s). - A recent update to the test version of OmniFocus 4 has brought major improvements to the [[Apple Watch]] app, allowing users to access projects, tags, and more in a way that wasn't possible before [(00:07:07)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=427s). - There is no official release date for OmniFocus 4 yet, but the Omni Group will announce it once it's confirmed, and new content will be available soon after the launch [(00:07:22)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=442s). ## Introducing Andrea Soro [(00:07:41)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=461s) - Andrea Soro is joining from [[Zurich]], [[Switzerland]], a location in the northeast part of the country [(00:07:44)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=464s). - Zurich is a part of Switzerland that the host has not yet visited, but would like to, having previously been to the south of Switzerland [(00:07:55)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=475s). - Andrea works as a software developer, specifically developing Android software at a company called [[Beekeeper]] [(00:08:05)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=485s). - Andrea is active on various social media platforms, including [[LinkedIn]], Medium, and [[Instagram]], with links to be included in the recording of the session [(00:08:18)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=498s). - The recording of the session, including links to Andrea's social media profiles, will be posted the following week [(00:08:23)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=503s). ## Meet Andrea Soro [(00:08:33)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=513s) - Andrea Soro is 31 years old, Italian-Swiss, and lives in [[Switzerland]], but grew up in [[Italy]] [(00:08:33)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=513s). - Andrea is a software engineer and a [[Beekeeper | beekeeper]], based in [[Zurich]], Switzerland, and not [[Sweden]] [(00:08:39)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=519s). - Andrea uses [[OmniFocus]] because they are a forgetful person, often losing or forgetting things, and the tool helps them remember tasks and deadlines [(00:08:57)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=537s). - A notable example of Andrea's forgetfulness is when they forgot their little sister at a birthday party when they were around 10 years old [(00:09:06)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=546s). - Andrea's daily life involves working as a software developer, which includes coding, reviewing, and mentoring, as well as interviewing prospects [(00:09:43)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=583s). - Andrea is also involved in dancing, teaching, and helping with school organization, and is passionate about Prospect Sports [(00:10:13)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=613s). - In addition to these activities, Andrea enjoys reading, learning their sixth language, street photography, traveling, and writing [(00:10:48)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=648s). - Andrea's flexible remote work policy allows them to work from different locations, including [[Italy]] and other cities within [[Switzerland]] [(00:11:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=663s). - Productivity and maintaining it is also an important aspect of Andrea's life, requiring reading and trying out new things [(00:11:16)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=676s). - Andrea has lived in multiple countries and travels frequently, with a presence in various European countries and possibly [[South America]] [(00:11:33)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=693s). ## Session Overview [(00:11:47)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=707s) - This presentation is a primer on the "Second Brain" methodology by Tiago Forte, whose book was a near 10 bestseller, and also covers the workflow using [[OmniFocus]] and [[Obsidian (software) | Obsidian]], including lessons learned and general tips [(00:11:47)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=707s). - The presentation will not cover everything that Obsidian can do, as it has over 900 plugins, and will not do a deep dive on the "Second Brain" methodology, as there is a book and plenty of information available online [(00:12:23)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=743s). - The productivity stack used is simple, consisting of OmniFocus, Obsidian, the calendar for time blocking, Spark as the email client, and Focus@Will GTD, a third-party app that allows putting tasks into OmniFocus using an Android phone [(00:12:50)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=770s). ## Biggest Mistakes [(00:13:24)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=804s) - The biggest mistakes made when using OmniFocus include trying too many things at once, such as implementing multiple ideas from a single video, which often resulted in failure [(00:13:48)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=828s). - Another mistake was trying to copy other people's setups one-to-one, assuming that what works for them would also work personally, which was not the case [(00:14:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=840s). - The third and biggest mistake was not building routines into the system, such as regularly reviewing tasks, setting goals, and maintaining a bigger picture, leading to working in reactive mode [(00:14:12)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=852s). ## Why Obsidian? [(00:14:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=867s) - [[Obsidian (software) | Obsidian]] was discovered as an alternative to [[Evernote]], which was previously being used [(00:14:28)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=868s). - The reasons for loving Obsidian include its use of markdown, which is handy for developers as it is a common format they write in [(00:14:36)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=876s). - Obsidian's customization options through numerous public plugins are also a significant advantage [(00:14:45)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=885s). - Another key benefit of Obsidian is that data is stored locally, allowing users to own all their files on their laptop [(00:14:47)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=887s). - This local storage aspect was a drawback of [[Notion (productivity software) | Notion]], which did not offer the same level of ownership and control [(00:14:50)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=890s). ## Building a Second Brain (Tiago Forte) [(00:15:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=900s) - The discovery of [[Obsidian (software) | Obsidian]] and the book "Building a Second Brain" by Tiago Forte led to a shift in perspective on organizing digital information, from treating it as a library to a factory that produces value [(00:15:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=900s). - The main concept from the book is the parallel between a library and a factory, where a productivity system should be more like a factory, with the goal of producing something, having deadlines, and generating value [(00:15:36)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=936s). - The [[Power iteration | Power Method]] is a way to organize digital assets, dividing them into sections: projects, areas of responsibility, resources, and archives, with the most actionable things at the top and the least actionable at the bottom [(00:16:44)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1004s). - Projects have a goal and a deadline, areas of responsibility have a standard to keep, resources are things that catch interest but can't be used in projects, and archives are things that are no longer relevant [(00:17:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1020s). - Examples of projects include a product launch or a birthday party, areas of responsibility include productivity or fitness, and resources include recipes or travel ideas [(00:18:15)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1095s). - The system is dynamic, and things can shift from one section to another as they become more or less relevant [(00:18:45)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1125s). - Information can be valuable at different times, and what may not be important today could be crucial tomorrow, such as recipes that could be useful for a job as a cook, which would then become a project [(00:18:50)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1130s). - [[OmniFocus]] is used for action items, and everything that is actionable will eventually go into OmniFocus, including projects [(00:19:20)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1160s). - Resources that aid in achieving goals, but are not necessarily actionable, will likely be stored in [[Obsidian (software) | Obsidian]] [(00:19:35)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1175s). - Habits and routines that need to be done daily can be tracked in OmniFocus due to its recurring feature, but related articles or notes, such as the benefits of stretching, would be stored in Obsidian [(00:19:46)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1186s). - Obsidian is a note-taking app, and it's used for storing resources and information that are not necessarily actionable, which was a distinction that was not initially made, leading to clutter in OmniFocus [(00:20:15)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1215s). - Previously, everything was stored in OmniFocus, but this created noise during reviews, as non-actionable items were mixed with actionable ones, and it's better to separate them into OmniFocus and Obsidian [(00:20:24)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1224s). - Completed projects in OmniFocus are considered archives, and some notes in Obsidian may no longer be relevant but could still be useful in the future [(00:20:51)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1251s). ## The Importance of Routines [(00:20:57)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1257s) - Routine work is crucial, and [[Obsidian (software) | Obsidian]] has been particularly helpful in this regard, more so than [[OmniFocus]], in establishing a cadency of reviews and planning [(00:21:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1263s). - Various review and planning frequencies can be adopted, including daily, weekly, bi-weekly, monthly, quarterly, and yearly, but a daily routine, weekly note, and quarterly goals have proven to be the most effective approach [(00:21:24)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1284s). - Writing a weekly note in Obsidian has been a valuable practice, allowing for reflection and planning [(00:21:28)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1288s). - Initially, yearly goals were set, but quarterly goals have been found to be more effective, as a year's timeframe can be overwhelming, making it difficult to reason about long-term objectives [(00:21:36)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1296s). - Quarterly goals provide a more manageable timeframe, allowing for easier planning and consideration of what needs to be achieved within the next three months [(00:21:51)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1311s). ## OKRs: Objectives & Key Results [(00:21:56)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1316s) - OKRs stands for [[Objectives and key results | Objectives and Key Results]], which is a framework for setting objectives. [(00:21:59)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1319s) - The framework is used to make projects that have a clear objective. [(00:22:13)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1333s) - In this context, OKRs are referred to as projects within a power system, with the name change intended to avoid confusion. [(00:22:22)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1342s) ## Andrea's Productivity System [(00:22:29)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1349s) - A realization was made that the most important aspect of a productivity system is habits and routines, rather than just having the right tools or software [(00:22:38)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1358s). - Having the best system or software is useless if items are not reviewed regularly, as this can lead to forgetting important tasks [(00:23:06)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1386s). - The productivity pyramid should be built by first establishing habits of reviewing and setting goals, and then organizing to-do's and notes [(00:23:17)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1397s). - The Getting Things Done (GTD) and PARA methods can be applied after establishing habits and routines [(00:23:30)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1410s). - Software such as [[Obsidian (software) | Obsidian]] and [[OmniFocus]] can make it easier to maintain productivity, but they are not the foundation of a productivity system [(00:23:57)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1437s). - Having good habits and routines means that even simple tools, such as a piece of paper, can be effective for staying organized [(00:23:49)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1429s). - The foundation of a productivity system should be habits and routines, rather than just relying on software or tools [(00:24:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1440s). ## Naming Folders Using the Johnny Decimal System [(00:24:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1449s) - The folder structure in Obsidian is organized using the Johnny Decimal System, with main categories including inbox, projects, areas, resources, and archive [(00:24:17)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1457s). - The Johnny Decimal System is used to number folders, and this structure is mirrored in [[OmniFocus]] to maintain consistency between the two tools [(00:24:30)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1470s). - The main categories serve specific purposes, with projects being for active tasks, areas being for day-to-day tasks or standard maintenance, and resources being for limited information such as checklists [(00:25:10)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1510s). - The resources category in OmniFocus is limited, but in [[Obsidian (software) | Obsidian]], it contains a wide range of notes and information on various topics, including computer science and photography [(00:25:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1527s). - The inbox category is used as a starting point for processing new information, and the archive category is used for storing completed or inactive projects and tasks [(00:24:19)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1459s). - The use of the Johnny Decimal System and mirroring the structure between Obsidian and OmniFocus helps to maintain organization and consistency across both tools [(00:25:01)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1501s). ## Andrea's Perspectives [(00:25:46)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1546s) - The daily inbox review is a crucial perspective, and the goal is to have all important tasks for the day show up in this perspective by the end of the morning routine [(00:25:46)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1546s). - A new experiment involves creating tags for every week, allowing for the postponement of tasks to a specific week instead of assigning a due date [(00:26:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1587s). - The "Weeks" perspective is used to review tasks intended for the previous week and determine if they still need to be done [(00:26:45)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1605s). - The "OKRs" perspective refers to projects from the power system, with a prefix added to make them easier to find, and is separated by job ([[Beekeeper]]) and personal projects [(00:27:17)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1637s). - The "Areas" perspective shows all areas, but it is rarely used and might be removed [(00:27:40)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1660s). - The "[[Forecasting | Forecast]]" perspective is barely used, as the [[MacOS | Mac]] calendar is preferred [(00:27:50)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1670s). - The "Projects" perspective provides an overview of all projects, and the "Completed" perspective is used to track progress and feel a sense of achievement [(00:28:02)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1682s). - The most important perspectives are "Routines" and "Today," with the first four perspectives being the ones visited every day [(00:28:23)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1703s). ## Daily Routines: Personal [(00:28:34)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1714s) - A daily routine consists of a personal and work routine, which are often done one after the other or interleaved, and it starts with a morning routine that includes tasks such as drinking water, making bad, taking subs, and having coffee [(00:28:38)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1718s). - The most important task in the morning routine is doing daily notes, which involves using [[Obsidian (software) | Obsidian]] [(00:29:06)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1746s). - The daily routine tasks are not set to repeat periodically, instead, each task is recreated after it is completed and checked off, to avoid duplication and annoyance [(00:29:33)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1773s). - The approach of recreating tasks after completion was inspired by another talk by a guest, and it allows for flexibility in case some tasks cannot be completed on a particular day [(00:29:29)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1769s). - The goal is to complete all tasks in the routine, but if a task cannot be done, it is not the end of the world, and it will not be repeated the next day [(00:29:45)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1785s). - The same approach is applied to the work routine, which is also part of the daily routine [(00:29:52)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1792s). ## Daily Notes in Obsidian [(00:29:54)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1794s) - The daily note in [[Obsidian (software) | Obsidian]] is a personal note that is created every day, and it is used to track habits, energy levels, and other daily activities [(00:29:54)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1794s). - The daily note is created using the Daily Notes plugin in Obsidian, which is coupled with the Calendar plugin, allowing users to write a daily note every day [(00:30:12)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1812s). - To create a daily note, users can simply click on the date in the calendar, and a template will be populated with the relevant information [(00:30:30)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1830s). - The daily note template can be customized using the Templates plugin in Obsidian, which allows users to create a template that gets populated every time a daily note is created [(00:30:42)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1842s). - The daily note template includes links to the previous day, week, and other relevant information, as well as space to track habits, energy levels, and other daily activities [(00:30:57)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1857s). - The daily note also includes a section for a quote of the day, which can be used to provide inspiration or motivation [(00:31:23)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1883s). - Additionally, the daily note includes links to other relevant notes, such as the morning routine, which is stored in [[OmniFocus]] [(00:31:32)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1892s). - The daily note also includes space for a gratitude ritual, morning mindset, and journaling, which can be used to reflect on the day's activities and goals [(00:31:41)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1901s). - Filling out the daily note takes less than five minutes, as the template is designed to be quick and easy to use [(00:31:51)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1911s). ## Weekly Notes in Obsidian [(00:32:01)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1921s) - In [[Obsidian (software) | Obsidian]], linking other notes is a crucial feature, and in daily notes, sections from other notes, such as weekly notes, are often linked [(00:32:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1923s). - A weekly note is maintained to keep track of goals and tasks for the week, which contribute to specific projects or OKRs [(00:32:21)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1941s). - The weekly note is reviewed daily to see which goals have been set for the week and which tasks need to be achieved [(00:32:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1947s). - Tasks in the weekly note are linked to specific goals or projects, such as the [[OmniFocus]] live session with Tim, to provide context and track progress [(00:32:52)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1972s). - The weekly note also includes tasks that can be checked off as done, such as a presentation, to help with daily reviews and tracking progress [(00:33:02)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1982s). - Reviewing the weekly note daily helps to identify the most important tasks that need to be done for the week [(00:33:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=1989s). ## Daily Routines: Work [(00:33:25)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2005s) - A daily routine involves reviewing OmniFocus every day, which is important to ensure that nothing slips through the cracks, and this review is done in addition to the daily tasks [(00:33:35)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2015s). - The review period for projects and areas in [[OmniFocus]] is set to ensure that projects are seen more often and areas less often, depending on their importance and actionability [(00:34:00)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2040s). - The "Today View" in OmniFocus is used to see tasks that were not completed the previous day, tasks that are due soon, and tasks tagged with "today" [(00:34:25)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2065s). - Tasks are added to the "Today View" by tagging them with "today" during the review process, and new tasks can also be added as they are remembered [(00:35:38)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2138s). - Tasks from the previous week can also be added to the "Today View" by checking the "Weak Task" list and adding the "today" tag [(00:36:18)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2178s). - The "Today View" is used to decide which tasks to prioritize and whether the list is too long or too short [(00:36:46)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2206s). - Time blocking is an essential part of the daily routine, which involves scheduling tasks from the "Today View" into specific time slots [(00:37:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2223s). - A daily routine involves reviewing tasks and adjusting time allocations as needed, with the goal of keeping things simple and focusing on essential tasks [(00:37:19)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2239s). - Time blocking is used to schedule tasks, and this process helps to identify unrealistic expectations and remove tasks that cannot be completed [(00:37:51)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2271s). - The routine aims to have all desired tasks and important time blocks scheduled on the calendar by the end of the process [(00:38:12)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2292s). - It's essential to be flexible and not too strict about the routine, focusing on the most critical tasks [(00:38:27)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2307s). - Additional tools, such as [[Forest]], are used to facilitate focus sessions and help get into a productive flow [(00:38:44)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2324s). - The daily routine is recreated for the next day once the current day's tasks are completed [(00:38:59)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2339s). - This daily routine is crucial for setting the tone for the entire day and is a combination of personal and work routines [(00:39:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2349s). ## Weekly Notes in Obsidian [(00:39:19)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2359s) - Daily notes are used to set the tone and be grateful, while also looking at goals and initiatives from a higher perspective before diving into details in [[OmniFocus]] [(00:39:22)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2362s). - Periodic notes in [[Obsidian (software) | Obsidian]], such as daily, weekly, monthly, quarterly, and yearly notes, are used to track and monitor progress, with the monthly notes being used to monitor habits like sports and sleep [(00:39:52)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2392s). - The monthly notes are not used for planning, but rather to see progress over a longer period, and to identify areas for improvement, such as increasing workouts [(00:40:37)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2437s). - Weekly notes are used for planning and are generated using a template, which includes dates and allows for querying and linking to other notes [(00:41:08)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2468s). - The weekly notes are used to review OKRs ([[Objectives and key results | Objectives and Key Results]]) or projects for the quarter, and to identify which ones to focus on for the week [(00:41:44)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2504s). - The weekly notes are also used to break down larger goals into smaller, actionable tasks, and to prioritize them, with the aim of completing three or four tasks per week [(00:42:36)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2556s). - The weekly initiatives are linked to daily notes, which serve as a reminder of what needs to be done each day, and tasks are either added to [[OmniFocus]] or planned directly in the daily note [(00:42:52)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2572s). - The process of linking weekly initiatives to daily notes helps to go from week to day, and to ensure that progress is being made towards larger goals [(00:43:36)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2616s). ## Monthly Goals [(00:43:49)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2629s) - Monthly goals are not utilized because the time frame does not work well, as it falls between achievable three-month goals and one-week mini goals [(00:43:57)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2637s). - Three-month goals are considered considerable and achievable, while one-week goals are viewed as mini goals [(00:44:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2649s). - The monthly time frame is not well-suited for goal setting, resulting in its exclusion from the workflow [(00:44:15)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2655s). ## Managing Quarterly Goals in Obsidian [(00:44:18)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2658s) - Quarterly goals in [[Obsidian (software) | Obsidian]] are managed using a query that looks for files containing a specific prefix, in this case "okr 23q2", which automatically lists all relevant files in a specific area, eliminating the need for manual listing [(00:44:18)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2658s). - This prefix is used to pair projects in Obsidian and have an overview of goals, making it easy to track progress [(00:44:56)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2696s). - A similar query is used for personal goals, providing a separate list of objectives [(00:45:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2709s). - At the start of each quarter, the previous quarter's goals are reviewed to determine what was accomplished and what was not, and unfinished goals are either carried over to the next quarter or removed [(00:45:17)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2717s). - Carried-over goals are copied and pasted into a new file, with the quarter updated, for example from "Q2" to "Q3" [(00:45:40)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2740s). - The goal template is used to create new objectives for the upcoming quarter, with the file name and prefix updated accordingly [(00:46:01)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2761s). - The new quarter's goals are then reviewed and updated, with some goals being carried over from previous quarters, such as yearly objectives, and others being split into smaller, more manageable tasks [(00:46:43)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2803s). - Most goals are designed to be completed within a single quarter, but some may require more time and are split into smaller tasks [(00:47:08)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2828s). ## Q & A [(00:47:25)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2845s) - The discussion revolves around using tags and folders in [[Obsidian (software) | Obsidian]], with the goal of minimizing the need to create folders and remembering to file notes in them, as the friction to file seems greater than instantly tagging when creating a note [(00:47:25)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2845s). - The motivation to use folders instead of tags is a key question, and it's noted that organizing with tags is worth looking into, but it's a leftover habit from using [[Evernote]], and it's not because tags are worse [(00:48:06)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2886s). - The current solution is to keep the nesting not too deep, with a maximum of three levels, but it can be cumbersome to move things around, and organizing with tags is something that has been considered for a long time [(00:48:43)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2923s). - It's emphasized that not migrating to a new system for the sake of migrating is important, and having a good reason to move to a new system is necessary, as compromising a working system is not desirable [(00:49:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2949s). - Different people have different ways of looking at things in personal productivity, and it's essential to go with what makes the most sense personally and is most convenient and easy to manage [(00:49:23)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2963s). - The use of tags is to pull things out of folders, and it's a matter of personal preference, with the key being to find what works best for each individual [(00:49:31)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2971s). - The ability to expose things from another document in [[Obsidian (software) | Obsidian]] is possible through the use of links and embedding, which can be done using the exclamation mark symbol [(00:49:56)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=2996s). - Obsidian allows linking any node, and it's possible to link a section within a node, making it a powerful tool for organizing and connecting information [(00:50:39)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3039s). - Obsidian's vault is a collection of text files that can be edited using other apps, making it a flexible and accessible tool for personal productivity [(00:51:06)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3066s). - Andrea's system, although appearing advanced, is fundamentally simple and can be used in a straightforward way, with the option to add conveniences using plugins, and is based on a collection of text files, making it portable and transparent [(00:51:16)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3076s). - There is a learning curve at the beginning, but once overcome, it opens up new possibilities, and resources like David Sparks' upcoming Obsidian Field Guide can be helpful [(00:51:55)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3115s). - The Obsidian archive folder is used to store completed projects and notes, such as goal setting documents and past mentorship sessions, which can be referenced in the future [(00:52:08)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3128s). - Completed [[OmniFocus]] tasks and [[Obsidian (software) | Obsidian]] notes can be moved into the archive folder, allowing for easy access and reuse of information in the future [(00:52:12)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3132s). - The archive folder can be used to store information that is not currently relevant but may be useful in the future, such as resources from a past job application process [(00:53:33)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3213s). - OmniFocus is seen as a transitory tool, where tasks are meant to be completed and moved out of the way, whereas Obsidian is used for long-term storage and reference [(00:54:16)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3256s). - The archive folder can be used to store information that can be reused in the future, such as designs and notes from a past apartment move [(00:54:35)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3275s). - The calendar in Obsidian is used to keep track of daily and weekly notes, but it does not sync with other calendars by default, although it's possible that some plugins may offer this functionality [(00:55:07)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3307s). - The calendar is primarily used as another way to navigate to notes, and it shows when daily notes were missed, such as during a vacation [(00:55:34)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3334s). - Links to [[OmniFocus]] are occasionally added to [[Obsidian (software) | Obsidian]] to provide quick access, but this is not done consistently [(00:56:18)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3378s). - The titles in Obsidian are used in various ways, including programmatically for queries and to create a parallel between OmniFocus and Obsidian [(00:57:32)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3452s). - Shortcuts from a code IDE have been mapped to Obsidian to increase speed and efficiency, such as using keyboard commands to open recent files or templates [(00:58:06)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3486s). - Obsidian's keyboard-driven functionality allows for quick navigation and opening of files, including the ability to see where a node lives in the folder structure [(00:58:35)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3515s). - A command can be used to open any file and show its location in the file system, which is particularly handy when dealing with a large number of files [(00:58:46)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3526s). - OmniFocus allows users to do a lot with the keyboard, making it efficient to use without taking hands off the keyboard [(00:59:02)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3542s). - A recommended habit to get into is using the keyboard for [[OmniFocus]], and users don't need to master all the basics from the beginning [(00:59:11)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3551s). - The folder numbering system, also known as the Johnny Decimal system, is a way to organize projects and areas [(00:59:25)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3565s). - The system involves assigning numbers to projects and areas, making it easier to remember the number than the name [(01:00:14)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3614s). - When a new area comes along, users can assign the next available number, but the system can become tricky when deciding how to group areas [(01:00:30)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3630s). - The decimal system helps users not to have too many areas, but it requires creativity in grouping them [(01:00:46)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3646s). - For syncing [[Obsidian (software) | Obsidian]], users can use a [[Google Drive]] folder and a program that continuously syncs the folder, rather than paying for Obsidian's sync engine [(01:01:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3669s). - This setup allows changes to propagate to Google Drive and then to the phone, but some users may not use the sync feature much on their phone [(01:01:29)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3689s). - Some users may misuse the [[OmniFocus]] inbox for Obsidian by sending links or interesting websites to OmniFocus and then triaging them to Obsidian [(01:01:55)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3715s). - Obsidian and its plugins are completely free to use, with the only cost involved being the use of Obsidian's sync system [(01:02:33)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3753s). - Obsidian offers an incredible amount of power with its features, and since users host their own data, they don't have to worry about data security or server issues [(01:02:41)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3761s). - When deciding what tasks to prioritize, it's essential to consider the importance and urgency of each task, and sometimes it's necessary to stop and think about how important a task is [(01:03:42)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3822s). - The review system in [[Obsidian (software) | Obsidian]] is crucial, as it helps users keep track of tasks and projects without worrying about forgetting important details [(01:04:24)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3864s). - Establishing habits and routines is vital, as it takes pressure off and allows the system to take care of itself, making it easier to manage tasks and projects [(01:04:36)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3876s). - Using due dates is another technique to stay on top of tasks, especially for time-sensitive tasks like payments, and setting a due date a week before the actual deadline can provide a useful buffer [(01:05:21)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3921s). - Due dates can also be used to ensure tasks are serviced quickly, even if they are missed during a review, and can be set to whatever timeframe is necessary [(01:05:38)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3938s). ## Using Raycast + ChatGPT [(01:05:42)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3942s) - The starting point for accessing the AI is through a website, but an alternative method is using software like [[Raycast (software) | Raycast]], which is similar to Alfred and has a spotlight feature on steroids, and is hooked up directly with GPT 3.5. [(01:06:02)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=3962s) - A useful feature of Raycast is the ability to create a shortcut that opens a chat with the AI, allowing users to ask questions without having to log in to a website. [(01:06:49)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4009s) - One use case for this feature is creating a project in [[OmniFocus]], where the AI can provide a list of to-do's needed to complete a goal, such as getting a motorcycle license. [(01:07:31)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4051s) - The AI can be asked to provide more detail on each to-do item, allowing users to break down larger tasks into smaller, more manageable action items. [(01:08:35)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4115s) - This feature is particularly useful for projects where there is still a lot of unknown information, and can help users come up with action items and prepare a set of to-do's. [(01:07:50)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4070s) - The AI can also be used to research specific requirements, such as motorcycle license requirements in a particular state or province, and provide detailed information that can be copied and pasted into OmniFocus. [(01:08:48)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4128s) - The ability to ask the AI for more detail and clarification on each item makes it a useful tool for creating a comprehensive project plan in OmniFocus. [(01:09:26)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4166s) - When planning, tasks are initially created in OmniFocus, and then if additional information is needed, it is added in [[Obsidian (software) | Obsidian]], such as guidelines or explanations for the task, like defining what a "safe area" is for practicing riding a motorcycle [(01:10:09)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4209s). - Obsidian can be used to store guidelines and extra information needed to complete tasks, while [[OmniFocus]] is used for action items [(01:10:28)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4228s). - One use case is to have a project with many action items in OmniFocus and use Obsidian to find the optimal order for completing them [(01:10:53)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4253s). - OmniFocus can sometimes reorder tasks, but it may not always work as expected, and Obsidian can be used to clarify the order [(01:11:11)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4271s). - Obsidian can be used to ask questions about OmniFocus, such as what perspectives are and what useful perspectives can be used [(01:11:34)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4294s). - Obsidian can also be used to reorganize folder structures or projects, making them less deep and more manageable [(01:12:48)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4368s). - Additionally, [[Obsidian (software) | Obsidian]] can be used to analyze and summarize information, such as highlights from a book, using the power of AI to extract important points [(01:13:45)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4425s). - A plugin can be used to automatically import highlights from a [[Amazon Kindle | Kindle]] into Obsidian, making it easier to review and analyze the information [(01:13:24)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4404s). - A book can be summarized using a tool that can break down the content into bullet points, and this tool can also be used to explain complex concepts in simple terms, such as explaining something to a five-year-old [(01:14:03)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4443s). - This tool can be used to apply concepts from self-help books, such as "Atomic Habits", to real-life situations by feeding the text into the tool and asking for action items or advice on how to form a habit [(01:14:50)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4490s). - The tool can also be used to extrapolate action items from notes taken on a book, and it can sometimes come up with surprising suggestions [(01:15:02)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4502s). - This use case is more relevant to Obsidian, but it's also a powerful tool for notes in general [(01:15:16)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4516s). - There isn't a convenient way to turn tasks articulated in [[Obsidian (software) | Obsidian]] into [[OmniFocus]] actions, and currently, the only option is to manually copy and paste them [(01:15:32)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4532s). - Having a plugin that can transfer tasks from Obsidian to OmniFocus would be useful, but as of now, there isn't one available [(01:15:55)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4555s). - Currently, the only actionable items that can be transferred are the initiatives for the week, but these are often broken down into smaller action items in OmniFocus [(01:16:04)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4564s). - Copying and pasting tasks from Obsidian to OmniFocus is not a lot of work, but having a plugin that can automate this process would be beneficial [(01:16:26)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4586s). ## Wrap-Up [(01:16:42)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4602s) - Appreciation is expressed to everyone who joined the live session and for the enthusiasm shown in the chat box, as well as for the great questions and comments received [(01:16:42)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4602s). - Gratitude is also extended to Andrea for sharing time, energy, wisdom, and thoughtfulness accumulated over many years [(01:16:52)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4612s). - It is hoped that new [[Obsidian (software) | Obsidian]] users gained a good understanding of the tool's possibilities from the session, while experienced users are inspired to take their usage a step further and get more out of the app [(01:17:02)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4622s). - The session is concluded with a farewell message, expressing anticipation for seeing everyone again sometime soon [(01:17:21)](https://www.youtube.com/watch?v=Xp78TGasaJI&t=4641s).