# OmniFocus 3 Workflows with Beck Tench  ## Introduction [(00:00:00)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=0s) - This session is titled "[[OmniFocus]] Workflows" and features Beck Tench, who will be sharing her OmniFocus setup and productivity system [(00:00:00)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=0s). - The session is open to both new and existing users of OmniFocus, and the recording will be available for those who cannot join live [(00:00:18)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=18s). - Learn OmniFocus recently celebrated its fifth anniversary, and its goal is to support people worldwide in living a fulfilling and productive life with the help of OmniFocus and complementary apps [(00:00:25)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=25s). - The session aims to teach productivity principles and best practices, and provide tangible help in applying these principles using OmniFocus as the primary tool [(00:00:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=46s). - OmniFocus is the personal task manager of choice, and the session will focus on providing practical help in putting productivity theory into practice [(00:00:57)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=57s). - The session will cover not only OmniFocus but also complementary apps that can aid in productivity [(00:00:43)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=43s). ## Learn OmniFocus Live [(00:01:15)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=75s) - Learn OmniFocus Live is a component that includes theme sessions, where various topics such as traveling with [[OmniFocus | OmniFocus 3]] and navigating the day are discussed [(00:01:30)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=90s). - Themed sessions are planned for the future, and workflow guests are also invited to share their OmniFocus usage and provide inspiration to the audience [(00:01:56)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=116s). - The workflow sessions allow attendees to see OmniFocus in action, take useful pieces, and gain inspiration from others' workflows [(00:02:36)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=156s). - Small group Learn OmniFocus Office Hours sessions are also available, which are videoconferences that use the Zoom platform, allowing attendees to meet others with similar interests in productivity and OmniFocus [(00:02:43)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=163s). - These sessions are not recorded, and attendees are welcome to share their screens and discuss their workflows, systems, and what works or doesn't work for them [(00:03:01)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=181s). - Private coaching and consulting services are also available for those who want a deeper dive and one-on-one assistance with OmniFocus, which can be found at learnomnifocus.com/consult [(00:03:32)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=212s). ## Upcoming Live Sessions [(00:03:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=220s) - Upcoming live sessions include "Start Smart with [[OmniFocus | OmniFocus 3]]" and "Beyond the Basics", which will cover all features of OmniFocus across different platforms, including advanced features like custom notifications and installing scripts [(00:03:42)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=222s). - "Start Smart with OmniFocus 3" is a beginner-friendly session that will cover the basics of OmniFocus, including setting it up and using it on various platforms, and is suitable for both new and experienced users who want to simplify their workflow [(00:03:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=226s). - "Beyond the Basics" will be held on August 14th and will delve into more advanced features of OmniFocus, such as advanced perspectives and repeating actions [(00:04:41)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=281s). - There are also five office hours sessions open for registration, with varying times to accommodate different time zones [(00:05:14)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=314s). - The speaker will be attending the Max Talk conference on July 27th and 28th near [[Chicago]] and invites attendees to say hello [(00:05:29)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=329s). - [[Apple Inc. | Apple]] has announced several updates, including [[IOS 13 | iOS 13]] and [[IPad | iPad]] OS, which will bring new features to OmniFocus, such as the ability to have multiple perspectives on screen at once [(00:05:52)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=352s). - [[The Omni Group]] is already working on supporting these new features, which is in line with their goal of supporting new features as soon as they become available [(00:06:07)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=367s). - The speaker is looking forward to covering these advancements leading up to the release of iOS 13 and iPad OS, as well as updates to Mac OS in the form of Catalina [(00:06:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=400s). - The guest speaker, Becca Tench, is an experienced researcher, [[Doctor of Philosophy | PhD]] student, teacher, and creative individual who will be discussing her academic workflows and sharing her knowledge on using [[OmniFocus]] [(00:07:17)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=437s). - Becca Tench can be found on her website, backtension.net, where she shares her workflows and blog posts, and can also be followed on [[Twitter]] at @10ch [(00:08:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=490s). ## Student of Life Researcher Description [(00:08:38)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=518s) - The approach to OmniFocus organization is unique and may not work for everyone, but it can inspire others to create their own personalized system [(00:08:58)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=538s). - The goal is to make the OmniFocus theme as personal as possible, with a focus on redundancy and messiness to facilitate learning, remembering, and serendipitous connections [(00:09:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=560s). - The "Student of Life" orientation challenges traditional notions of efficiency and productivity, instead emphasizing awareness and appreciation of life as it is lived [(00:09:55)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=595s). - The organization system is based on "areas of possibility" rather than "areas of responsibility," with a focus on personal growth and development [(00:12:13)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=733s). - Projects are organized into folders that reflect the life the user wants to live into, such as "Life is Precious," "Healing Happens," "The Writing Life," and "The Courage to Teach" [(00:12:36)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=756s). - The "Be a Good" project contains different roles in life and how to live into those roles, with a focus on being fully present and authentic rather than striving for improvement [(00:13:51)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=831s). - The system is designed to inspire and facilitate personal growth, rather than simply checking tasks off a list [(00:10:08)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=608s). ## Be a Good [(00:14:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=860s) - A weekly practice has been started to ask future self questions and answer them in [[OmniFocus]], with the task set to repeat every week, allowing for reflection and referencing previous answers [(00:14:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=860s). - The notes feature in OmniFocus is used extensively, such as for storing captions for a [[New York City | New York]] or caption contest entry, to keep track of progress and look back on it over time [(00:15:06)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=906s). - Projects and tasks are organized in different folders, including a "Life is Precious" folder, which contains projects that may not have a matching tone but generally have a sense of appreciation [(00:15:37)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=937s). - The "Healing Happens" project is an example of a goal-oriented project, aiming to become a softer and more relaxed person, with tasks and reminders to help achieve this goal [(00:16:22)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=982s). - A list of reminders in the "Healing Happens" project includes activities that promote openness, such as writing every day, going on walks without a specific intention, cooking, drawing, and watering plants [(00:16:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1000s). - OmniFocus is used to remind oneself of these activities and to stay on track with goals and tasks [(00:17:07)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1027s). - The "Writing Life" project is where work-related tasks are organized, marking a transition from personal to work-related activities [(00:17:14)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1034s). ## Reading List [(00:17:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1040s) - A reading list is maintained in [[OmniFocus]], which contains items read for a general exam in a [[Doctor of Philosophy | Ph.D.]] program, along with notes explaining why each item was added to the list and links to the actual readings in DevonThink [(00:17:58)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1078s). - Each item in the reading list has a note with a link to DevonThink, allowing for easy access to the reading material [(00:18:21)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1101s). - A perspective was previously used to categorize readings by type, such as quick reads, skimming, long reads, and typical reads, to help decide what to read [(00:19:00)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1140s). - The perspective was used as a working space to figure out what to read, and once a decision was made, a shortcut could be used to open the relevant item [(00:19:12)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1152s). - The reading list is a specific example of a use case in OmniFocus that has been found to be particularly useful [(00:20:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1210s). - Notes to self are also kept in OmniFocus, tagged as such, to track ideas for publications, dissertations, funding opportunities, and fellowships, and may include deferred or due dates [(00:20:27)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1227s). ## Journal Entry [(00:20:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1250s) - A journal entry is being written for submission to a special call for papers, with the bulk of the paper already written, and the current task is to transition the written content into a specific paper format [(00:20:55)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1255s). - The writing process involves organizing ideas and notes, similar to how a syllabus is created for a teaching course, which requires collecting and structuring ideas over time [(00:21:18)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1278s). - A project called "class notes" was used to store ideas for the course, including thoughts on introducing authors, videos, and other relevant materials, which were later used to create the syllabus [(00:21:30)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1290s). - The notes from [[OmniFocus]] were transferred to [[Tinderbox]], a tool used for various tasks, where a nine-week template was created to organize the course structure and materials [(00:22:23)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1343s). - In Tinderbox, notes were color-coded to indicate the type of activity, such as reading, lecture, or assignment, and were plotted on the course timeline to visualize the structure [(00:23:13)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1393s). - The process involved going through each OmniFocus idea and transferring relevant ones to the Tinderbox template to create a cohesive course outline [(00:23:39)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1419s). ## Notes [(00:23:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1430s) - A collection of notes was populated at the top, and then they were dragged to different classes, each represented by a square, to better understand how the course would shape out [(00:23:51)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1431s). - Some notes have additional information attached to them, such as a note about an activity where students form teams and go out to do something fun, with the evidence of completion being a photo posted to a collaborative class scrapbook [(00:24:11)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1451s). - The notes section was used to store extra information that needed to be remembered for some of these ideas [(00:24:41)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1481s). - After mapping out the course in [[Tinderbox]], the next step was to create a syllabus in [[Google Docs]], where each class was outlined based on the Tinderbox file [(00:25:04)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1504s). - The syllabus in [[Google]] Docs included a narrative arc for the whole course, with goals, due dates, grading, and other relevant information [(00:25:27)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1527s). - The information from the Google Doc was then transferred to [[OmniFocus]], where all the tasks, including lectures, were listed out [(00:25:37)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1537s). ## Process Book [(00:25:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1550s) - A process book assignment was created, which is a collaborative Google Slides document where every student will put a different slide in to show the evidence of their work [(00:26:01)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1561s). - The process book assignment includes various tasks such as lectures, discussions, and studios, with each task having its own item [(00:25:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1550s). - A specific task in the process book assignment involves students finding an example of a map, and a link to the process book assignment is accessible directly from OmniFocus [(00:26:19)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1579s). - [[OmniFocus]] is used as a memory bank to remember tasks and reminders, with the ability to collect items in the inbox and then organize them into more significant notes and tasks [(00:26:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1606s). - Reminders can be set using Siri, and then collected in the OmniFocus inbox to be organized and turned into real triggers for memories [(00:26:51)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1611s). - The process book assignment is an example of how OmniFocus can be used to facilitate the back-and-forth process of remembering tasks and working on them [(00:26:38)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1598s). ## Reference Project [(00:27:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1630s) - Reference projects contain notes about why a particular book was reserved from the library, including the reason for reserving it and who recommended it, to serve as a reminder when the book is received [(00:27:12)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1632s). - These notes may include information about the book's topic, such as learning about the responsible design movement, and the specific concept the reader wants to understand [(00:27:34)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1654s). - The notes can also include details about when the book was requested and any additional relevant information, depending on the context [(00:27:57)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1677s). - These reference files are continuously updated with new notes and serve as a collection of notes to self, providing context and reminders for future reference [(00:28:37)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1717s). ## Reference Project Example [(00:28:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1720s) - A project example is the "T-Shirt Company" idea, initially stored in the "Someday Maybe" list, which was later moved to an actual project when time became available [(00:28:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1720s). - The idea behind the T-Shirt Company project is to create cutout images of famous people, such as Mr. [[Fred Rogers | Rogers]] and [[Maya Angelou]], paired with inspirational yet sarcastic quotes [(00:29:30)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1770s). - The goal of the project is to spark positive interactions between strangers, with an example being a Julia Child's t-shirt that says "You can fix it" [(00:29:44)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1784s). - The project was created by referencing an outline or document, rather than copying and pasting it into [[OmniFocus]], to create separate projects and tasks [(00:29:56)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1796s). - The project includes tasks such as finding possible quotes from famous people, like Mr. Rogers, and creating tutorials for designing the images of those people's faces [(00:30:04)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1804s). - The project demonstrates how ideas can be moved from the "Someday Maybe" list to actual projects when time and resources become available [(00:30:18)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1818s). ## Questions [(00:30:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1820s) - The workflow starts with a reference point that may have been a single day or topic, and then expands to include a tool and a couple more related things before moving on to address questions [(00:30:22)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1822s). - The workflow aims to transition from a general reference point to a more specific topic and tool [(00:30:28)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1828s). - The goal is to explore the topic and tool, and then see what questions arise from that exploration [(00:30:35)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1835s). ## tinderbox [(00:30:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1840s) - A system is in place to collect ideas and questions from viewers via email, which are used to create new videos in the future, either as a direct or indirect response to the original email [(00:30:42)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1842s). - The system allows for referencing the original email in context, providing a way to keep track of the ideas and questions received [(00:30:59)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1859s). - A routine is in place to record the bank balance every week, which helps to track changes over time [(00:31:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1870s). - The recorded bank balance includes the amount and any notable transactions, such as big deposits or subtractions, providing a clear picture of the financial situation [(00:31:24)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1884s). - This routine has been ongoing since December, allowing for a comprehensive view of the changes in the bank balance over time [(00:31:16)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1876s). ## garden [(00:31:35)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1895s) - The "Garden" section in [[OmniFocus]] is used for storing reminders and notes for tasks that are not daily maintenance but need to be done periodically, such as bike maintenance, with reminders set for tasks like lubing the chain, pumping tires, or replacing brake pads [(00:31:54)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1914s). - The "Garden" section is also used for tracking and maintaining the health of trees, with reminders set based on the advice of a tree expert, including checking for certain issues at specific times of the year [(00:32:27)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1947s). - Notes are kept in OmniFocus to track the progress of compost, including when it will be ready to use after a two-year cooking process [(00:32:39)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1959s). - The "Garden" section is used to store reminders and notes for important dates and events, such as birthdays and anniversaries, for people who are important, with repeating reminders set for year after year [(00:32:55)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1975s). - A "smile file" is kept in OmniFocus, which stores positive comments and messages from people, allowing for easy access and review when needed [(00:33:11)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=1991s). ## mailmate [(00:33:25)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2005s) - The inbox is kept empty to demonstrate the email processing workflow, which involves using MailMate to manage emails [(00:33:28)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2008s). - A shortcut, control shift A, is used to open a submenu and add emails to either DevonThink or [[OmniFocus]] [(00:33:41)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2021s). - The "Add" option is chosen instead of "Add with Summary" to add emails to OmniFocus [(00:33:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2030s). - Emails that can be dealt with in two minutes or less are not added to OmniFocus, but instead handled immediately [(00:34:09)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2049s). - The goal is to maintain a very low inbox count at all times by regularly processing and clearing out emails [(00:34:03)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2043s). ## inbox [(00:34:15)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2055s) - The inbox contains five items, including three emails that need to be processed and cleared out, with the goal of reviewing and organizing them into their respective projects [(00:34:18)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2058s). - When processing inbox items, a descriptive title is added to each task, including an emoji to indicate the nature of the communication, and relevant tags and projects are assigned to help with organization [(00:34:34)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2074s). - For example, an email from Gabby is added to the "Course Prep for Summer Class" project, tagged as an email, and deferred to the current day to ensure timely action [(00:34:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2090s). - Another email is left with its original title, as it is clear and descriptive, and is also tagged as an email to be done on the current day [(00:35:01)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2101s). - A third email is related to a board meeting and can be batched with other emails to be processed on Sunday, with a reminder set in [[OmniFocus]] to process these emails on that day [(00:35:21)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2121s). - The "Messages" perspective in OmniFocus is used to view and manage emails, showing four emails that need to be processed [(00:35:44)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2144s). ## email [(00:35:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2150s) - A custom perspective is used to view emails, letters, and other tasks that need to be sent, which are tagged with "medium" and organized by deferred date [(00:35:57)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2157s). - This perspective is used to process emails, and tasks can be easily opened and responded to by using the caps lock key [(00:36:33)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2193s). - The perspective displays emails, letters, phone calls, and text messages, allowing for efficient processing of emails [(00:36:17)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2177s). - A question is raised about the purpose of checking off a "someday maybe" item, and whether it serves as a signal that the idea has been dealt with or if the information has been moved elsewhere [(00:36:56)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2216s). - The use of "someday maybe" items is not extensive, and it is mentioned that information might be moved to another tool, such as [[Tinderbox]] [(00:37:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2230s). ## someday maybe [(00:37:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2240s) - A "someday maybe" list contains notes to self that may be turned into tasks or projects in the future, with some being outlines or documents and others being simple ideas [(00:37:23)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2243s). - These notes are stored in a "someday maybe" reference project, where they can be reviewed and potentially turned into more robust projects [(00:38:00)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2280s). - The goal is to keep the "someday maybe" list judicious and not overwhelming, as it can become a problem if too many items are added [(00:38:11)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2291s). - Notes to self are a common occurrence, and while they can be a potential vulnerability in the system, they are not always reviewed or acted upon [(00:38:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2300s). - [[OmniFocus]] is seen as a tool to boost short-term working memory, but not as a long-term memory tool, and once a task or project is completed, it is not stored anywhere else [(00:38:58)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2338s). - The system allows for quickly getting ideas into the system and then systematically reviewing and batching them, with some ideas being moved to other tools like [[Tinderbox]] [(00:39:30)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2370s). - The process involves regularly going through ideas and moving some of them forward, with the goal of keeping the system organized and manageable [(00:39:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2380s). ## pantry metaphor [(00:39:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2390s) - When processing the inbox in OmniFocus, tasks are written in a way that feels like a conversation, giving the user agency and the ability to decide what matters, rather than following imperative commands [(00:39:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2390s). - This approach is inspired by the "pantry metaphor," where the user looks at their tasks and thinks about how they can be kind and considerate to their future self, allowing them to feel agency and opportunity [(00:40:27)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2427s). - Using a computer or phone to manage tasks can sometimes feel like being commanded by a device, so it's essential to use language that feels like a messenger between the user's past, present, and future self [(00:41:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2470s). - Exceptions to this approach exist, and it's not always possible to avoid imperative language, but the goal is to create a system that feels attractive and reduces stress [(00:41:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2506s). - Emojis are used in the [[OmniFocus]] setup to add a personal touch, create visual impact, and bring a sense of lightness to the tasks [(00:42:11)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2531s). - The use of emojis, names, and other personal elements gives the OmniFocus setup a unique character and personality [(00:42:34)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2554s). - The app "Rocket" is used to expand text and insert emojis, and it offers a free version as well as a paid version with additional features [(00:42:51)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2571s). ## bullet journal [(00:43:25)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2605s) - A bullet journal is used in tandem with OmniFocus, with the journal being a black and red notebook that is sturdy and has a firm hard back, making it suitable for writing on the go, especially when biking or on a ferry [(00:43:26)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2606s). - The notebook has a wider rule, which is preferred for quickly taking reading notes, as narrower rules like those found in Leuchtturm notebooks are too narrow [(00:44:01)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2641s). - The bullet journal is used to take notes during meetings, with observations and questions written down, and tasks are indicated by a dot, while things to remember are indicated by a dash [(00:44:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2690s). - Tasks in the bullet journal are processed by either doing them immediately or typing them into [[OmniFocus]], and a caret symbol is used to indicate that a task has been added to OmniFocus [(00:45:37)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2737s). - Reading notes are also taken in the bullet journal, and a bullet is used to indicate that action needs to be taken, while a dash is used for short-term memory [(00:46:24)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2784s). - The difference between a dot and a caret in the bullet journal is that a dot indicates a task that needs to be done, while a caret indicates that the task has been added to OmniFocus [(00:46:51)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2811s). - The bullet journal serves as a gatekeeper, allowing the user to decide what is worthy of their time and attention before adding it to OmniFocus [(00:47:44)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2864s). ## Pomodoro [(00:47:55)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2875s) - A combination of paper and digital tools has been found to be effective, with a small addition of a bullet journal making a significant difference [(00:48:07)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2887s). - The majority of work is managed using [[OmniFocus]], with the [[Pomodoro Technique | Pomodoro]] plan initially created in a notebook [(00:48:21)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2901s). - The Pomodoro plan is then managed by OmniFocus, and when starting a Pomodoro session, the criteria for deciding what to focus on next needs to be determined, given the numerous possible directions [(00:48:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2926s). ## Weekly Review [(00:49:05)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2945s) - A weekly review is conducted every week, which involves going through weekly review items step by step and flagging tests that need to be remembered [(00:49:06)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2946s). - The flagged perspective is used to decide what tasks to work on during the day, with the first Pomodoro of the day dedicated to planning the rest of the tasks [(00:49:57)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=2997s). - The goal of the first [[Pomodoro Technique | Pomodoro]] is not to do the work, but to plan the work, and planning work is considered work in itself [(00:50:15)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3015s). - Pomodoros are done with a group of [[Doctor of Philosophy | PhD]] students through a [[Slack (software) | Slack]] channel, where they use a shared language and emojis to indicate when a break is and when it's not, providing accountability and making a big difference in productivity [(00:50:23)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3023s). - The group Pomodoros involve jumping on each other's Pomodoros and using a shared language to communicate, which helps to stay focused and motivated [(00:50:31)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3031s). - There's also a service mentioned by Chris Bailey, where people videoconference with someone else while working, briefly discussing goals at the beginning and end, but mostly working independently, which is found to be effective in boosting productivity [(00:50:56)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3056s). ## Freedom [(00:51:25)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3085s) - The app Freedom is used to help stay focused and avoid distractions by blocking certain websites and apps during specific times of the day [(00:51:26)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3086s). - Recurring sessions are set up in Freedom to block distracting websites and apps from 7:00 a.m. to 11:00 a.m. and 7:00 p.m. until bedtime [(00:51:43)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3103s). - Certain apps like [[Slack (software) | Slack]], Reader, and others are also blocked during these sessions to minimize distractions [(00:52:04)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3124s). - Freedom is also used to block access to forums, which were found to be too distracting, with a 30-minute to an hour-long window in the middle of the day to allow for editing of Freedom settings [(00:52:14)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3134s). - During the time Freedom is running, it cannot be quit or edited, providing a secure and distraction-free environment [(00:52:48)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3168s). - A 30-minute to an hour-long window is allocated in the middle of the day to allow for editing of Freedom settings, as it cannot be changed while it is running [(00:52:34)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3154s). ## Time Management [(00:53:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3230s) - Many people in the [[OmniFocus]] community believe that spending a lot of time in OmniFocus is not ideal, but rather, one should focus on doing things and only use the app when necessary [(00:53:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3230s). - However, it's essential to recognize that every choice, including the time spent in OmniFocus, is a part of life, and one should be consciously aware of the time spent in the app [(00:54:50)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3290s). - Notes to self in OmniFocus are valuable, and regularly reviewing them can help develop a relationship between past and present selves, allowing for reflection and growth [(00:55:11)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3311s). - The [[Tinderbox]] app is used as a creative space for note-taking and idea development, with a large collection of notes on various topics, including theoretical frameworks [(00:55:54)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3354s). - Tinderbox is used to map out concepts, remember ideas, and traverse different notes to gain a deeper understanding of a topic, often while writing or researching [(00:56:47)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3407s). - The app is also used to analyze and compare different papers or ideas, using color coding and other methods to identify commonalities and differences [(00:57:15)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3435s). - By using Tinderbox in this way, it's possible to develop a deeper understanding of complex topics, such as the concept of contemplation, and to identify patterns and differences in how it's defined and understood [(00:57:22)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3442s). - The process of mapping papers and understanding relationships between them involves dragging papers from DevonThink into Tinderbox, creating a visual representation of papers on a desktop, and establishing connections between them to better comprehend how they agree or disagree with each other [(00:58:44)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3524s). - Tinderbox is used as a tool for sense-making work, similar to a table saw in a workshop, where it's employed specifically for this purpose and the intelligence or clarity gained is then applied to other tasks [(00:59:13)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3553s). - When studying for the general exam, interesting questions that come up are created in an [[OmniFocus]] writing prompts folder, and then used as writing prompts, with the goal of preparing for potential exam questions [(01:00:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3646s). - The writing prompts are used in conjunction with writing challenges, such as 14-day writing challenges, to increase productivity and prepare for the exam [(01:01:19)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3679s). - The collected questions are shared with the committee to provide insight into the topics being considered, which helps them understand what questions would be most beneficial for increasing learning [(01:01:41)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3701s). - Reference management is handled using a redundant system consisting of [[Paperpile]], DevonThink, and [[Bookend | Bookends]], with Paperpile being the primary tool for capturing interesting information [(01:02:26)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3746s). - Paperpile is preferred for capture due to its effectiveness, and the information is then used to create a bibliography [(01:02:38)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3758s). - A system is used to manage papers and articles, starting with paper piles where 864 papers are stored, and PDFs are automatically downloaded into a folder called "flattened paper pile" using a Hazel rule [(01:02:46)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3766s). - A weekly review is conducted to move items from the "flattened paper pile" into DevonThink, where all papers are stored and can be searched for specific topics, such as neurofeedback [(01:03:12)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3792s). - Articles in DevonThink can be linked to [[OmniFocus]], and once read, they are added to Bookends, with the reference dragged into [[Tinderbox]] for metadata [(01:03:53)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3833s). - The system is used because Paperpile excels at finding PDFs and is easy to use for sending citations, but it has limitations, such as only working with [[Google Docs]] and being an online-only tool [(01:04:08)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3848s). - DevonThink provides a personal "mini [[Google]] Scholar" that can be searched for authors, citations, and topics, and features a "see also" function [(01:04:40)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3880s). - Citations from [[Paperpile]] are copied into OmniFocus, and a reading list is created, which has undergone multiple iterations before being finalized [(01:04:59)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3899s). - A matrix is created in an outliner document to organize readings, including columns for the reading, Tinderbox map, reading notes, and PDF location in DevonThink [(01:05:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3920s). - The system demonstrates the use of multiple tools with overlapping functionality, using the best features of each tool to achieve the desired outcome [(01:06:02)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3962s). - The approach allows for individuality and creativity in task and project management, rather than following a single rigid method [(01:06:26)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3986s). - A Windows alternative to [[Tinderbox]] is requested, but no specific suggestion is provided [(01:06:35)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=3995s). - Concept mapping tools can help users understand and relate concepts to one another, with [[CmapTools]] being a useful tool for practicing conceptualization [(01:07:15)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4035s). - CmapTools requires users to list the question being answered and annotate the links between nodes, helping to create a deeper understanding of the concept being mapped [(01:08:04)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4084s). - Tinderbox is a useful tool for mapping concepts visually, with infinite depth and a visual layer that can be beneficial for understanding complex ideas [(01:08:26)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4106s). - The key benefit of using these tools is to augment and help remember things, rather than relying solely on memory, which can decline with age [(01:09:22)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4162s). - The process of using these tools can be iterative, with ideas and concepts being developed over time, and it's essential to have a system for capturing and organizing random ideas that arise [(01:10:02)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4202s). - Having a system in place for managing ideas can help alleviate the pressure to figure everything out at once and prevent ideas from feeling like a curse due to having nowhere to put them [(01:10:10)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4210s). - Using tools like [[CmapTools]] and [[Tinderbox]] can help to externalize ideas and make them more objective, allowing for a clearer understanding of complex concepts [(01:09:27)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4167s). - Areas of Possibility and Areas of Responsibility are two different approaches to organizing tasks in [[OmniFocus]], with Areas of Possibility being more creative and future-looking, while Areas of Responsibility is more about mapping out existing tasks and projects [(01:10:44)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4244s). - The concept of Areas of Possibility is inspired by the idea of having a conversation between one's future and past selves, and involves creating a system that looks at what one wants to achieve in the future and works backwards to create tasks and projects that support those goals [(01:11:20)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4280s). - Active links between OmniFocus and other apps, such as Tinderbox, MailMate, and DevonThink, can be used to reduce friction and increase efficiency when working on tasks and projects [(01:11:44)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4304s). - Hook is a tool that allows users to link multiple things together, such as folders, articles, and documents, and can be useful for projects that require a lot of research and organization [(01:12:26)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4346s). - Including links to relevant documents and apps can make it easier to update and work on tasks, and can reduce the chance of procrastination [(01:13:00)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4380s). - The use of links and tools like Hook can help to create a more efficient and attractive workflow, and can be integrated into an existing OmniFocus system [(01:13:24)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4404s). - The conversation highlights the importance of experimentation and flexibility when it comes to productivity systems, and encourages viewers to try out new approaches and tools to find what works best for them [(01:13:41)](https://www.youtube.com/watch?v=JayY-NCJ5XY&t=4421s).