# 2024-07-31 - OmniFocus 4 Workflows with Jason Atwood  ## Welcome [(00:00:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=0s) - A warm welcome is extended to [[OmniFocus]] Workflows with [[Designated Survivor (TV series) | Jason Atwood]]. [(00:00:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=0s) - Jason Atwood was a guest on Learn OmniFocus about 5 years ago, in 2019. [(00:00:08)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=8s) - It's great to have Jason back to see how things have developed over the years. [(00:00:13)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=13s) - The host had key takeaways from Jason's last appearance, including the West Dem Shard, which has been incorporated into their own system and workflows. [(00:00:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=23s) - The host is looking forward to hearing what Jason has to share today. [(00:00:30)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=30s) ## About Learn OmniFocus [(00:00:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=33s) - [[OmniFocus | Learn OmniFocus]] is a site launched in 2014, celebrating its 10th anniversary, and is still going strong [(00:00:41)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=41s). - The site has attracted members from over 90 countries, with diverse backgrounds, cultures, and professions, all united by their use of OmniFocus [(00:00:48)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=48s). - The primary goal of Learn OmniFocus is to support its members in living a fulfilling and productive life by effectively utilizing OmniFocus and complementary apps [(00:01:02)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=62s). - OmniFocus is not intended to be a complete system, but rather part of a larger system, emphasizing the importance of using it in conjunction with other supporting apps [(00:01:15)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=75s). - The site aims to help members make the most of OmniFocus while also ensuring they have a well-rounded constellation of apps to support overall productivity [(00:01:27)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=87s). ## What's New [(00:01:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=93s) - [[OmniFocus]] 4 was officially launched in December and has continued to evolve with [[The Omni Group | the Omni Group]] adding features and fine-tuning the software since then [(00:01:35)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=95s). - Four new courses have been added to Learn OmniFocus, with another one in the works, focusing on using OmniFocus 4 with note-taking apps like [[Apple Inc. | Apple]] Notes, [[Craft]], [[Obsidian (software) | Obsidian]], and [[Notion (productivity software) | Notion]] [(00:01:46)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=106s). - The upcoming course will explore the relationship between note-taking, task management, and the calendar in a personal productivity system [(00:02:09)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=129s). - A change has been made to move towards self-guided courses, with the option to participate in workshops for live engagement and guidance [(00:02:29)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=149s). - The first course to get a workshop is "Getting OmniFocus Back on Track," which has received a positive response from participants and will be offered every 4-6 weeks [(00:02:49)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=169s). - Learn OmniFocus Office Hours are available for limited participants to ask questions, share wins, and be part of the conversation [(00:03:32)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=212s). - Virtual co-working sessions are also available, allowing participants to work alongside others in the [[International community | International Community]] and develop their focus skills [(00:04:13)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=253s). - Upcoming sessions for office hours and virtual co-working can be found on the [[OmniFocus | Learn OmniFocus]] website, with the option to register and view sessions in one's own time zone [(00:03:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=230s). ## Introducing Jason Atwood [(00:04:51)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=291s) - [[Designated Survivor (TV series) | Jason Atwood]] is joining from the [[New York City]] area and is the co-founder and CEO of Arcus Incorporated, a sales force consulting company launched in 2010 [(00:04:51)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=291s). - Jason is a seasoned [[Getting Things Done | GTD]] practitioner with 20 years of experience, dating back to the early days of GTD [(00:05:13)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=313s). - He has been a guest on the Getting Things Done podcast multiple times and has written a blog post about the insights gained from completing over 1,000 weekly reviews [(00:05:26)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=326s). - Jason is a certified GTD practitioner and consultant, qualified to lead courses on GTD [(00:05:57)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=357s). - He is also a seasoned [[OmniFocus]] user, having adopted the kinkless GTD approach and using every version of OmniFocus since its launch [(00:06:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=367s). - Jason teaches GTD principles and how to apply them using OmniFocus at Arcus [(00:06:32)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=392s). ## Meet Jason Atwood [(00:06:47)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=407s) - [[Designated Survivor (TV series) | Jason Atwood]] appreciates the introduction he received, considering it the best introduction he has ever had [(00:06:49)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=409s). - Jason Atwood is glad to be back and recalls discussing his return after a previous session, which was contingent on the release of OmniFocus 4 [(00:06:57)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=417s). - Jason Atwood has been an [[OmniFocus]] user for a long time and uses the app on multiple devices, including the [[IPad | iPad]], [[IPhone | iPhone]], and desktop [(00:07:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=427s). - Jason Atwood estimates that he uses OmniFocus on the desktop about 75% of the time, which is something he expects to discuss further [(00:07:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=443s). ## Productivity Training at Arkus [(00:07:28)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=448s) - Productivity training is provided at Arkus, which includes training on GTD ([[Getting Things Done]]) for all employees, and GTD for teams for managers, as a way to have a systematic approach to life and work [(00:07:29)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=449s). - Employees are given the freedom to choose their preferred productivity tool, with recommendations provided, and licenses for OmniFocus are also offered [(00:07:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=475s). - Approximately half of the company uses [[OmniFocus]], while others may switch to other tools like Bagon, as different tools suit different needs and preferences [(00:08:02)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=482s). - It's acknowledged that powerful tools like OmniFocus require significant time and effort to get comfortable with and master, emphasizing the importance of responsibility in using such tools effectively [(00:08:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=497s). ## Keeping OmniFocus Simple [(00:08:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=503s) - The methodology for using OmniFocus is centered around simplicity, aiming to keep the tool simple and distraction-free [(00:08:24)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=504s). - The approach involves avoiding unnecessary features, such as excessive use of icons, to maintain focus on the essential tasks and avoid distractions [(00:08:36)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=516s). - To achieve this simplicity, the first step is to remove all icons when training people to use [[OmniFocus]], which serves a specific purpose beyond just aesthetics [(00:08:53)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=533s). ## Minimizing Friction [(00:08:58)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=538s) - Minimizing friction is essential for productivity, as it enables users to quickly capture and process information without obstacles, making it easier to put data into their tool of choice [(00:09:22)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=562s). - Using key commands is crucial, as it is much faster than manual clicks, and getting everyone used to key commands can significantly reduce friction [(00:09:15)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=555s). - Reducing friction means being the fastest and easiest way to get information out of one's head and into their trusted system, which is the primary focus [(00:09:47)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=587s). - [[OmniFocus]] is a preferred tool due to its minimal friction for getting data in, offering various methods such as key commands, quick capture, and mail-to [(00:09:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=595s). - The goal is to minimize friction to the point where users can easily capture and process information, making it more likely that they will use their trusted system [(00:09:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=590s). ## Getting Into the Habit of Using OmniFocus [(00:10:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=614s) - OmniFocus is incorporated into daily life, similar to a calendar, and is used as a trusted tool for productivity and GTD ([[Getting Things Done]]) systems [(00:10:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=614s). - The frequency of checking a calendar is used as an example to encourage people to develop the habit of regularly checking OmniFocus, aiming for a similar frequency of 5 to 100 times a day [(00:10:34)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=634s). - To build the habit, it is suggested to look at [[OmniFocus]] every time the calendar is checked, starting with a simple setup and view [(00:10:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=650s). - The goal is to make OmniFocus a trusted tool, eliminating the need to memorize tasks and information, just like a calendar [(00:10:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=644s). - The setup for using OmniFocus is focused on simplicity, with the aim of making it an integral part of daily life [(00:11:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=670s). ## Configuring OmniFocus [(00:11:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=677s) - When setting up OmniFocus 4, it's essential to consider what features to use and remove unnecessary columns to simplify the system, such as notes and flags, to make it more manageable [(00:11:37)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=697s). - Removing unused features and columns helps to declutter the interface and make it easier to focus on essential tasks [(00:11:52)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=712s). - Using the quick entry feature and customizing it with a key command, such as option-space, can streamline the task capture process [(00:12:09)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=729s). - It's recommended to limit the number of fields in the quick capture form to make it easier to fill out and reduce friction [(00:12:37)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=757s). - Customizing the appearance of [[OmniFocus]], such as using a dark theme, can help it stand out from other programs and improve visibility [(00:13:21)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=801s). - The layout of OmniFocus can be customized to show only relevant information, with granular control over what is displayed in different views [(00:13:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=823s). - Reviewing projects regularly is crucial, but the default review period of one week may not be sufficient; it's recommended to set it to at least two months to avoid overwhelming the review perspective [(00:14:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=850s). - Setting up OmniFocus 4 from the beginning with a clear understanding of what features to use and how to customize the system can help users get the most out of the app [(00:11:18)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=678s). - Reviewing thousands of projects every week can be overwhelming, so it's essential to set projects to review by what they need to be reviewed by, such as a repeating project for renewing a passport that only needs to be reviewed every 10 years [(00:14:31)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=871s). - Setting a review cadence for each project can be done in the individual project using the inspector or at the bottom of the project, and it's suggested to start with a review period of two months [(00:15:15)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=915s). - Having thousands of projects reviewed every week can be too much, and using the "perspective" feature in [[OmniFocus]] can help manage this by allowing projects to come back when needed or reviewing them at a set time [(00:15:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=933s). - Notifications can be distracting and decrease focus, so it's recommended to turn off notifications, badge icons, and other reminders, and instead, review tasks and projects at set times, such as during a daily review [(00:15:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=955s). - A daily review can help ensure that tasks and projects are on track, and it's essential to close out tasks and projects before ending the workday [(00:16:27)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=987s). - Turning off notifications and reminders can help reduce overwhelm and increase focus, and it's recommended to review tasks and projects at set times to stay on track [(00:16:42)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1002s). ## Using Deferred & Repeating Tasks [(00:16:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1014s) - Repeating projects in [[OmniFocus]] can be used to automate tasks that occur more frequently than not, allowing users to set up a system that reminds them of tasks such as buying cat food, getting a car inspected, or renewing a license [(00:17:06)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1026s). - Setting up repeating projects can help users avoid having to remember tasks, and instead, have the system automate reminders and notifications [(00:17:37)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1057s). - Repeating projects can be set up with a defer date and a due date, and users can set a repeating schedule that is granular and tailored to their needs [(00:18:28)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1108s). - Examples of repeating projects include reconciling bank accounts, paying bills, daily health and mental wellness checks, and daily check-ins with family members [(00:18:51)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1131s). - Repeating projects can be set up to show up in OmniFocus only when they are supposed to, allowing users to change their perspectives and avoid cluttering their views [(00:18:03)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1083s). - Templates can also be used to set up repeating tasks, but setting up repeating projects can be more effective in automating tasks and reminders [(00:17:46)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1066s). - Setting up repeating projects may take a few more minutes, but it can save time in the long run by automating tasks and reminders [(00:18:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1123s). - Users can set up repeating projects for personal tasks, such as a daily check-in with a family member, and can include a single task, such as sending a text message [(00:19:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1150s). ## Customizing the OmniFocus Toolbar [(00:19:25)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1165s) - Customizing the [[OmniFocus]] toolbar allows for a more streamlined experience by removing unnecessary elements and focusing on essential functions [(00:19:28)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1168s). - The sync function is a useful item to keep in the toolbar, as it provides visual confirmation that syncing is occurring [(00:19:34)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1174s). - Removing all other elements, including the search function, can help users focus on utilizing key commands for navigation and tasks [(00:19:41)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1181s). - The search function can still be accessed using a command key, making it easily accessible even when removed from the toolbar [(00:19:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1183s). - Using key commands can significantly improve navigation speed and efficiency in OmniFocus [(00:19:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1190s). ## Customizing the OmniFocus Perspectives Bar [(00:19:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1194s) - Customized [[OmniFocus]] perspectives can be simplified to only show the most frequently used ones, with key commands set up for easy access [(00:19:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1194s). - Key commands can be assigned to specific perspectives, such as Command + 1 for Forecast, Command + 2 for Arcus, Command + 3 for Home, and Command + 4 for Projects [(00:20:06)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1206s). - Additional key commands can be set up for other perspectives, like Command + 5 for Inbox, even if they are not used as frequently [(00:20:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1217s). - Setting up key commands for perspectives allows for quick navigation and focus on specific areas of work or tasks [(00:20:21)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1221s). - Having easy access to different perspectives makes the system more efficient and easier to use, eliminating the need to click around [(00:20:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1233s). ## Using the Forecast Perspective [(00:20:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1238s) - The Forecast view in [[OmniFocus]] 4 is used to display upcoming tasks and projects, and it can be set up to show repeating projects and tasks in a simple and clean way [(00:20:39)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1239s). - Having separate systems for personal and work tasks can create friction and make it harder to capture and process tasks, so it's recommended to have a single system that can handle both personal and work tasks [(00:21:05)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1265s). - The brain doesn't separate personal and work tasks, so it's better to have a single system that can handle both, rather than having multiple systems that require separate decisions and processing [(00:21:15)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1275s). - OmniFocus 4 allows users to set up repeating projects and tasks with a "Complete with Last Action" feature, which means that when the last task in a repeating project is completed, the entire project will be marked as complete and disappear from view [(00:22:05)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1325s). - Repeating tasks and projects can be set up with a due date, defer date, and repeat interval, and it's recommended to avoid setting repeat intervals to the same schedule, such as the first of the month or week, to avoid feeling overwhelmed [(00:22:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1358s). - Instead, it's recommended to set repeat intervals based on the actual needs of the task or project, such as watering plants every 11 days, to avoid having too many tasks show up at the same time [(00:22:41)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1361s). - [[OmniFocus]] 4 also allows users to choose whether a repeating task or project is due on completion or assignment, which means that if a task is missed, it will be rescheduled based on the repeat interval, rather than the original due date [(00:23:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1413s). - OmniFocus 4 has a feature that allows tasks to be assigned a completion date and a repeat interval, similar to how taxes are filed annually, with the task reappearing on the same date every year, regardless of when it was completed the previous year [(00:23:53)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1433s). - This feature can be used to separate tasks that need to be completed at the same time every year, such as filing taxes, from tasks that need to be completed at a specific interval, such as reviewing a project every two months [(00:24:24)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1464s). - Defer dates can be used to hide tasks from view until the next scheduled date, allowing users to focus on current tasks and avoid clutter in their perspectives [(00:24:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1495s). - Perspectives can be set up to only show active tasks, excluding pending tasks, to help users stay focused on current commitments [(00:25:05)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1505s). - The forecast perspective can be used to view tasks and commitments for the current day, and can be used as a primary perspective for daily task management [(00:25:22)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1522s). ## Jason's Approach to Due Dates [(00:25:30)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1530s) - Due dates are used to show tasks on certain days, serving as a commitment to complete them, rather than a strict deadline, and this approach helps to decide which tasks need to be done on a particular day [(00:25:45)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1545s). - The ideal number of tasks to be shown in the daily view is around 20, as scanning a list of 100 tasks can be overwhelming and make it difficult to prioritize [(00:26:12)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1572s). - Daily tasks, such as checking in with people, are included in the daily view, and checking them off provides a psychological boost and a sense of accomplishment [(00:26:32)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1592s). - Renegotiating commitments with oneself is a part of the daily review, which involves moving tasks to a different date if they are not essential for the current day [(00:27:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1634s). - The daily review also involves prioritizing tasks by identifying hard and soft commitments, and focusing on the most important ones [(00:27:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1670s). - The forecast perspective should be empty at the end of the day, which can be achieved by moving tasks to different dates or projects [(00:28:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1697s). - Tasks and projects can be dragged and dropped to different dates, making it easy to reschedule and prioritize tasks [(00:28:22)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1702s). - The goal is to have an empty forecast perspective at the end of each day, which helps to build trust in the system and avoid seeing overdue tasks [(00:28:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1735s). ## How Jason Organizes Projects [(00:29:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1763s) - Organization should be simple and easy to navigate, with a traditional inbox and folder structure, and areas of focus based on the GTD ([[Getting Things Done]]) method, with Arcus being a massive area of focus with many projects [(00:29:24)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1764s). - It's recommended to keep the organization structure as high-level as possible, avoiding too many layers deep, with a maximum of two or three nested levels, to make it easy to scan and navigate [(00:29:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1790s). - Folders can be broken out or consolidated based on the number of items in them, with hundreds of items being a good threshold to break out into separate folders [(00:30:29)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1829s). - Pending projects are stored in separate folders, which can be expanded to view all the projects, and empty folders are kept to maintain organization [(00:30:41)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1841s). - Different folders can be created for specific tasks or events, such as events or sales, to keep them organized and easy to access [(00:31:02)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1862s). - A separate project can be created for each team member, with a single action list for easy capture of next actions, follow-ups, and agenda items [(00:31:27)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1887s). - A naming convention can be used to categorize tasks, such as using "blog" for blog post ideas, to make it easy to create perspectives and views [(00:32:15)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1935s). - Tasks can be put on hold to remove them from the main view, and then shown in a different view, such as a "hold" perspective [(00:32:29)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1949s). - Repeating projects can be created for tasks that need to be done regularly, such as getting a car inspected every year [(00:32:47)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1967s). - [[OmniFocus]] 4 can be used to manage and organize tasks and projects by breaking them down into smaller, manageable chunks, and setting reminders for repeating tasks [(00:32:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1975s). - Many aspects of life, such as owning a pet, having a child, getting married, owning property, or owning a car, involve multiple repeating projects that require regular attention [(00:33:05)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1985s). - For example, owning a pet requires regular tasks such as check-ups, buying supplies, and maintenance, which can be overwhelming if not organized [(00:33:25)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2005s). - When conducting a "mind sweep" to gather and organize tasks, it's helpful to think about each aspect of life as a collection of repeating projects, rather than individual tasks [(00:33:31)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2011s). - For instance, buying a house can involve over 100 new projects, including mortgages, maintenance, electricity, cable, sewage, water, and alarm systems [(00:33:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2024s). - By turning these tasks into repeating projects in OmniFocus, users can avoid having to remember every individual task and instead have them automatically show up in their workflow [(00:34:12)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2052s). - The goal is to build a system that repeats tasks over and over, freeing up mental energy and reducing stress [(00:34:21)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2061s). ## Choosing What to Work On [(00:34:32)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2072s) - A daily workflow involves jumping between four perspectives in [[OmniFocus]]: forecasts, all tasks, projects, and a stalled perspective, to manage tasks and projects effectively [(00:34:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2073s). - The forecast perspective is used for tasks that are due soon or are high priority, and it's essential to stay in this perspective when feeling overwhelmed to focus on critical tasks [(00:34:49)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2089s). - The projects perspective is used to review all active projects, and it's recommended to keep the number of active projects between 20 and 30 to make it easier to scan and find tasks that need attention [(00:35:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2114s). - The stalled perspective is useful for identifying projects that don't have a next action, allowing for quick scanning and addition of tasks to stalled projects [(00:35:31)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2131s). - When choosing what to work on, consider the available time, energy, and priority, and use the GD principle, which takes into account where you are, how much time you have, how much energy you have, and what's your priority [(00:36:36)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2196s). - The forecast perspective is for mission-critical tasks, while other perspectives allow for picking and choosing tasks to move the needle on important projects [(00:37:01)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2221s). - It's essential to know which projects have urgency and which don't, allowing for quick scanning and identification of tasks that need attention [(00:35:56)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2156s). - When finding free time in the calendar, use it to open up the projects perspective and find tasks to work on, considering the available time and energy [(00:36:18)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2178s). ## Limiting Number of Active Projects [(00:37:11)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2231s) - Limiting the number of active projects is crucial to maintaining productivity, with a recommended maximum of 40 active projects at any given time [(00:37:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2243s). - This limit allows for renegotiation of commitments and prioritization of tasks, enabling the ability to defer or put projects on hold when necessary [(00:37:31)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2251s). - The power of defer is in allowing projects to be scheduled for a later date, removing them from immediate view and reducing overwhelm [(00:37:47)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2267s). - Deferment can be used to schedule projects for a specific date, such as October 14th, and will reappear in the perspective on that date [(00:38:03)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2283s). - Putting projects on hold is another method for managing active projects, allowing them to be reviewed at a later time [(00:38:25)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2305s). - Using deferment and putting projects on hold enables the management of a large number of projects, with thousands of projects able to be managed effectively [(00:39:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2340s). - To avoid feeling overwhelmed, it's recommended to use perspectives in [[OmniFocus]] to limit the number of projects visible at any given time [(00:39:24)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2364s). - Editing the Home perspective to only show active projects is a useful strategy for managing active projects and reducing clutter [(00:39:36)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2376s). - The beauty of OmniFocus lies in its ability to hide projects that don't need to be seen until they are relevant, reducing unnecessary clutter and increasing productivity [(00:40:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2407s). ## How Jason Does Weekly Reviews [(00:40:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2410s) - A weekly review should be customized to an individual's needs, following their inboxes, places, and projects, and should change as their life changes [(00:40:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2438s). - The weekly review process involves checking various inboxes, such as mobile, desk, and [[OmniFocus | Omnifocus]] inboxes, as well as mail and flags, to ensure everything is up-to-date and nothing is missed [(00:42:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2527s). - It's essential to include personal and unique items in the weekly review, such as checking photos from the last 10 days, as a way to capture and review information [(00:42:27)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2547s). - The weekly review should also involve checking other potential sources of work or tasks, such as [[Slack (software) | Slack]], notifications, and [[Evernote]], to ensure nothing is overlooked [(00:42:45)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2565s). - The process of checking and clearing notifications, as well as disabling useless ones, is also an important part of the weekly review [(00:42:58)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2578s). - The key to an effective weekly review is to make it a dynamic process that changes as an individual's life and circumstances change, such as having a child or starting a new project [(00:43:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2594s). - The weekly review should be structured in a way that works best for the individual, such as using a sequential or parallel approach, and should be tailored to their specific needs and workflow [(00:40:51)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2451s). - It's also important to include tasks such as checking voicemail, messages, and the calendar to ensure that everything is up-to-date and nothing is missed [(00:41:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2514s). - The weekly review process should be documented and shared, such as through a blog post, to help others understand and implement their own effective weekly review process [(00:42:20)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2540s). - To make it easier to navigate through [[OmniFocus]], key commands are used to go back through previous actions, and notes are left for future reference to aid in memory recall [(00:43:45)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2625s). - A good week review involves allocating the right time of the week and day, and sometimes breaking it down into smaller, manageable chunks, referred to as a "snacking week review" [(00:44:20)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2660s). - The week review process starts on Thursday afternoon, taking around two and a half hours to complete, and involves checking for anniversaries, clearing the computer desktop, and reviewing other places where tasks may have been left [(00:44:39)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2679s). - Key commands are also used to switch between different perspectives, such as the review perspective, to look at various pieces of information and prune current active projects to 40 or lower [(00:44:51)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2691s). - The goal is to maintain a manageable number of active projects, as having over 40-50 projects can cause stress levels to increase [(00:45:13)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2713s). - The review process also involves checking [[Slack (software) | Slack]], recent additions, upcoming projects, and the forecast view to stay on top of tasks and deadlines [(00:45:29)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2729s). - A traditional tagging system is used, with some experimentation with double tagging and the "today" tag, but ultimately sticking to a simple and effective method [(00:45:39)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2739s). - The tagging system allows for easy filtering of tasks, enabling the user to focus on what can be done in the moment, such as errands or tasks that can be completed in Focus [(00:45:56)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2756s). - The week review is completed by going over areas of focus and responsibilities, marking them down in an internal system, and then finalizing the review [(00:46:15)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2775s). - The review process is flexible, and not every week has to be the same, with the goal being to simply complete the review and stay on top of tasks [(00:46:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2793s). - The weekly review process involves going through tasks and actions to ensure nothing is left undone, and it's essential to make time for it, even if it's not always the best week review [(00:46:58)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2818s). - The goal is to avoid leaving open tasks that may cause problems later, and it's not necessary to review every action every week, especially during vacations or times when certain tasks can't be done [(00:47:12)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2832s). - The traditional [[Getting Things Done]] (GTA) approach is used, with a physical inbox and label maker, although some tasks have shifted to digital [(00:47:21)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2841s). - The weekly review is a crucial habit, similar to brushing teeth, and not doing it can make one feel unorganized and uncomfortable [(00:47:42)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2862s). - The weekly review is enjoyed and rewarded with something pleasant, like a cup of coffee, as described in the book "Power of Habit" [(00:47:55)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2875s). - The weekly review has become an essential routine, similar to going to the gym, and not doing it can make one feel unwell [(00:48:05)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2885s). ## Q & A [(00:48:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2894s) - [[OmniFocus]] is used for actionable tasks, while long-term storage and non-actionable information are stored in [[Evernote]], which is used for lists, bucket lists, and historical data such as places visited or lived [(00:48:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2894s). - The relationship between OmniFocus and note-taking apps is that OmniFocus is for tasks that need to be done, whereas note-taking apps like Evernote are for storing information that may not require action [(00:48:34)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2914s). - The GTD ([[Getting Things Done]]) process is not always followed strictly, and once it becomes a habit, it can be done naturally without thinking through each step, especially the capture, clarify, and organize steps [(00:49:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2984s). - The weekly review in GTD can be adapted to fit individual needs, and if certain actions cannot be completed, they can be skipped or moved to a different day, as the goal is to make progress, not to follow a rigid process [(00:50:30)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3030s). - If time runs out during the weekly review, tasks that need to be done can be moved to a new task and scheduled for a different day, allowing for flexibility and adaptability in the GTD process [(00:51:16)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3076s). - The GTD process is not about reporting or tracking every action, but rather about making progress and using the system as a tool to increase productivity and efficiency [(00:51:02)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3062s). - The forecast perspective configuration can be set up to not show deferred date items or use notifications and calendar items, with the option to preserve hierarchy, which is a useful feature for managing projects with multiple actions due on the same day [(00:51:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3098s). - The projects review is set to available only, and to review remaining items in a project, the review perspective can be used, which catches pending projects with a deferred date in the future [(00:52:16)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3136s). - Pending projects can still come up in review, and the frequency of review can be adjusted to match the type of project, such as a passport renewal that only needs to be reviewed every 10 years [(00:52:42)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3162s). - Repeating projects may not need to be reviewed frequently, and the review should bring attention to tasks that need to be taken care of, such as pulling tasks from on hold [(00:53:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3223s). - Perspectives can be used to look at tasks on hold and make them active when needed, and review can be a natural time to take tasks off hold [(00:53:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3230s). - The review perspective can be used on the phone to review tasks throughout the day, and it can be a good way to catch up on tasks and mark completed tasks [(00:54:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3250s). - The review can be done on a regular cadence, such as weekly, but it can also be done ad hoc, such as when using the phone and [[OmniFocus]] [(00:54:35)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3275s). - Having a lot of projects in OmniFocus can be overwhelming, making regular reviews crucial to avoid accumulation, and establishing a cadence is essential for effective project management [(00:54:57)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3297s). - For General [[Getting Things Done | GTD]] information, resources such as the GTD Forum, GTD Connect, and podcasts like the GTD Nordic and GTD podcast are valuable, offering insights and advice on implementing GTD principles [(00:55:22)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3322s). - Having a dedicated GTD channel within a company can facilitate discussion, questions, and answers, serving as a personalized forum for GTD-related topics [(00:55:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3344s). - The GTD podcast is a good source of information, featuring lectures from [[David Allen (author) | David Allen]] that remain relevant today, offering valuable gems and insights [(00:56:08)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3368s). - The Petro app, PL, is a useful tool for navigating menu structures in apps, especially when toolbar icons are hidden, allowing for easy access to perspectives and commands within OmniFocus [(00:56:22)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3382s). - Using tags in [[OmniFocus]] can be beneficial for filtering, but it's essential to consider the context and purpose of tagging, as the need for context has decreased with the advancement of technology [(00:57:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3420s). - Tags can be used to think through tasks, similar to how contacts were used in the past, providing clarity and making tasks easier to complete later [(00:57:21)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3441s). - Introducing "productive friction" by purposely adding steps to a system can make it more useful and effective, allowing for better task management and clarity [(00:57:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3474s). - When capturing or clarifying tasks in OmniFocus, providing more detail can be helpful for the person who will be working on the task in the future, as it allows them to understand the task more clearly [(00:58:11)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3491s). - OmniFocus can be thought of as a personal, private system, similar to one's brain, where tasks and information are organized in a way that makes sense to the individual, but may not be easily understood by others [(00:59:01)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3541s). - The line between what goes into a collaborative system, such as [[Salesforce]], and what goes into OmniFocus or [[Evernote]], is drawn based on who needs the information and for what purpose [(00:58:40)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3520s). - If information or a task needs to be shared with others, such as a client or another employee, it should be put into a collaborative system, but a pointer to the task or information can be kept in [[OmniFocus]] [(00:59:26)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3566s). - The level of detail required in OmniFocus can be less than in other systems, as it is a personal system and the individual can fill in the gaps with their own knowledge and understanding [(01:00:02)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3602s). - When assigning tasks to others, it is best to put the necessary detail into the system that the task is being assigned in, rather than relying on the person to understand the context from a brief description in OmniFocus [(01:00:20)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3620s). - Different systems are used to capture different types of information at different levels of detail and for different purposes, and it is best to use each system for its intended purpose [(01:00:26)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3626s). ## Wrap-Up [(01:00:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3633s) - The session is concluded on a great note, with appreciation expressed for Jason's participation and the sharing of his extensive knowledge and experience [(01:00:34)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3634s). - Gratitude is extended to everyone who joined the live session and contributed valuable comments and questions, which will make the recording more beneficial for future viewers [(01:00:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3643s). - The host expresses hope to see the participants again soon and bids farewell, wishing everyone to take care [(01:00:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3654s).