# OmniFocus Workflows with Rev. Michael L. Wilson  ## Learn OmniFocus Community and Live - Learn [[OmniFocus]] is a community founded in June 2014, which has grown to include people from 77 countries, and is centered around OmniFocus but also explores other productivity apps and practices [(00:00:39)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=39s). - The community is not just about OmniFocus, but about applying and learning productivity practices, using other apps and services alongside OmniFocus, and sharing knowledge and experiences [(00:00:53)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=53s). - The community has made a donation of $1,500 to the [[American Red Cross | Red Cross]], which may be matched by other companies to grow to three or four times the contribution [(00:01:28)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=88s). - Learn OmniFocus Live has four components: sessions covering productivity themes, featuring specific apps that complement OmniFocus, presenting different scenarios and ways of using OmniFocus, and small group office hours [(00:02:09)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=129s). - Upcoming sessions will cover core productivity skills, featuring apps that are natural complements to OmniFocus, and presenting different ways of using OmniFocus [(00:02:13)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=133s). - The community has a catalog of recordings from previous guests, which are available for free, and small group office hours are limited to 10 people and allow for face-to-face connection and discussion of OmniFocus-related topics [(00:03:09)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=189s). - The community is encouraged to check out the upcoming sessions and recordings, and to participate in the small group office hours to connect with others and share knowledge and experiences [(00:03:48)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=228s). ## OmniFocus Workflows Series - The [[OmniFocus]] Workflows series explores what OmniFocus is good at and what complementary apps can enhance the overall productivity system, with previously covered apps including [[Asana, Inc. | Asana]], DevonThink, and MindNode [(00:03:52)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=232s). - The series aims to address the issue of people overloading OmniFocus with tasks it wasn't designed for, and instead using it in conjunction with other apps to create a more efficient productivity system [(00:04:15)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=255s). - Upcoming apps to be covered in the series include Drafts, [[Evernote]], [[Notion (productivity software) | Notion]], OmniPlan, [[Trello]], and Hook, with a focus on how they can be used to complement OmniFocus [(00:05:07)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=307s). ## Using Hook with OmniFocus - Hook is a [[MacOS | Mac]] app that allows users to link together apps, websites, documents, and folders, making it easier to work across multiple apps and access the information needed [(00:05:25)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=325s). ## Using Drafts with OmniFocus - The next app to be covered in the series is Drafts, a capture point into [[OmniFocus]] and other apps that can be used to keep track of project support material and templates [(00:05:48)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=348s). - The Drafts app session will take place on January 20th and will cover how to use the app to capture information, keep track of project support material, and create templates [(00:06:02)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=362s). ## Office Hour Sessions and Learn OmniFocus Site Enhancements - There are currently five Office Hour sessions open for registration, with varying times to accommodate different schedules, and these sessions are not recorded, focusing on engagement during the session itself [(00:06:30)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=390s). - The Learn OmniFocus site has been enhanced to allow users to register for events and view them in their time zone, with the ability to track registered events in the "My Account" section [(00:06:54)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=414s). ## Reverend Michael L. Wilson's Productivity Journey - Reverend Michael L. Wilson is a former computer programmer and current pastor in [[San Lorenzo, California]], bringing a rich experience in productivity and technology to the discussion [(00:08:30)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=510s). - He has a background in computer programming, having built and fixed computers in the early 80s in the [[Air force | Air Force]], and later worked at [[Seagate Technology]] and [[Western Digital]] writing test software and software to manipulate hard drives [(00:09:48)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=588s). - Michael learned the importance of keeping lists of tasks, especially when writing software, and used the Franklin Day Planner by Hiram Smith for over a decade [(00:10:17)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=617s). - He became a pastor in 2005 and started using Macs and iPhones around 2010-2011, when he was introduced to [[OmniFocus]], which he has continued to use due to its granularity and visibility [(00:10:52)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=652s). - Michael uses three books to inform his task management: one that focuses on values dictating tasks, "Essentialism" to keep stray tasks out of OmniFocus, and "Margin" to avoid overcommitting and trying to fit tasks into unrealistic time slots [(00:11:14)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=674s). - He can be found on [[Facebook]] as Pastor M Wilson, on [[Twitter]] as @fastermichael, and on [[YouTube]] as Pastor Michael, and is the pastor of Cornerstone Fellowship Church, with a website at livingfreetoday.org [(00:09:19)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=559s). ## Task Management and Productivity Apps - A gatekeeper is used to filter tasks and ensure only allowed tasks are shown in the list and in OmniFocus, making it a trusted system where tasks are real and actionable [(00:12:22)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=742s). - Various apps are used for productivity, including [[OmniFocus]], Nozbe, Day One, Pastor Devin, and Fantastical, with all of them relating to OmniFocus and being available on both [[MacOS | Mac]] and [[IOS | iOS]] devices with syncing capabilities [(00:12:47)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=767s). - Launch Center Pro is used on iOS devices to launch shortcuts directly into OmniFocus without having to find things manually [(00:13:06)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=786s). ## Using MindNode for Productivity - A mind mapping piece of software called MindNode is used to dump everything being worked on, including people, places, and things, and is reviewed every third Wednesday to ensure accuracy and activity [(00:13:53)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=833s). - MindNode feeds tasks into OmniFocus and serves as a reminder and thought-provoking tool, with Area Focus being a smaller, more focused version of MindNode [(00:14:40)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=880s). - Area Focus contains things currently being worked on, such as learning [[OmniFocus]] and presenting, as well as tasks related to moving and building a house [(00:14:59)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=899s). - A backup strategy was created using MindNode after upgrading to [[Big Sur]], and a new website is being worked on for the church, with various tasks and thoughts being organized in MindNode [(00:15:54)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=954s). ## OmniFocus Organization and Weekly Routine - OmniFocus is organized by projects, with sections for personal, church, and maintenance tasks, and most projects are ongoing areas of responsibility rather than begin-and-end type projects [(00:16:51)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1011s). - Personal development is an area of focus, including reading and other tasks, and is organized within the OmniFocus system [(00:17:20)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1040s). - A weekly routine is maintained, with tasks set up to repeat every week, and the content of these tasks changes, but the basic routine remains the same, with 171 tasks set up to repeat every week, including 55 tasks to be done on Sundays [(00:18:39)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1119s). - The weekly routine is structured around a one-week repeating schedule, with tasks set up for specific days of the week, such as Monday, Tuesday, Wednesday, and Friday [(00:19:10)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1150s). - Annual schedules and special schedules for church workers are also maintained, with specific tasks and projects set up for holidays like [[Christmas]] and [[Easter]] [(00:19:38)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1178s). ## Using DevonThink with OmniFocus - DevonThink is used as a resource feeder for tasks that come up every year, with files and notes stored in DevonThink and referenced in [[OmniFocus]] [(00:21:05)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1265s). - A single action list called "Pastor Stuff" is maintained for tasks related to being a pastor, including tasks for Sunday morning, Tuesday work, and Sunday prep [(00:21:19)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1279s). - A folder for church tasks is maintained, including tasks for submitting forms to the county and tracking people in the church who need support [(00:21:23)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1283s). - Projects are created for individuals in the church who need support, with tasks and notes used to track their progress and keep them in front of the pastor [(00:22:06)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1326s). ## Pastor Stuff and Church Tasks - A list of tasks is organized by categories such as people, church, and home, allowing for easy access and reminders of tasks related to specific areas of life [(00:22:45)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1365s). - As a shepherd, tasks include staying in contact with people, making them comfortable, and handling church-related tasks such as marketing and managing a flooded kitchen [(00:22:53)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1373s). - The building manager role involves hiring plumbers, plasterers, and working with insurance, with tasks organized under the church maintenance category [(00:23:43)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1423s). ## Project View and Tag System in OmniFocus - The project view is not frequently used, but rather serves as a way to show areas that need attention, such as tech, health, and fitness tasks [(00:24:18)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1458s). - A tag system is heavily relied upon, with essential tags including "home," "church," and "anywhere" for perspectives to work [(00:24:55)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1495s). ## Today Perspective in OmniFocus - The "today" perspective is used to view tasks that can be done today, with most tasks deferred and no due dates, allowing for flexibility in case of unexpected events [(00:25:36)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1536s). - The "today" perspective is customized to show available tasks that are not project or group-specific, due soon, flagged, and with a deferred date, sorted by flag [(00:26:05)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1565s). - The "today" tag is used to view tasks that are current, and the flagged tasks are prioritized, with the goal of completing the most important tasks first [(00:26:23)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1583s). - [[OmniFocus]] is used to track a wide range of tasks, including bible reading, history reading, prayer, visitation, and financial tasks, all of which are included in the "today" perspective [(00:26:56)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1616s). - Starting the day by reviewing the "today" perspective provides a sense of direction and a quick overview of the tasks that need to be accomplished [(00:27:30)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1650s). ## Workflow System and Perspectives - A workflow system is set up to organize tasks using tags, with categories such as "prayer" and "reading" that can be considered optional, and tasks like "dishes" that are dependent on specific circumstances [(00:27:50)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1670s). - The system includes perspectives, such as "church" and "home," which are organized based on physical location, with tasks like winding a cuckoo clock and checking a robot vacuum being limited to the home location [(00:28:24)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1704s). - A "today" perspective is used to view tasks that can be done anywhere, such as prayers, which have no specific location [(00:28:50)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1730s). ## Sunday Morning Workflow and Margin - A sequential project is used on Sunday mornings to ensure tasks are completed in a linear flow, with a focus on setting up technology, broadcasting, and recording a sermon [(00:29:00)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1740s). - The concept of "margin" is emphasized, with a goal of giving oneself enough time to complete tasks without feeling rushed, and a two-and-a-half-hour window is allocated for setup on Sunday mornings [(00:29:12)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1752s). ## Workflow System for Interruptions and Routine - The workflow system is designed to accommodate interruptions, such as urgent phone calls or emails, and allows for easy resumption of tasks after the interruption has been addressed [(00:32:36)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1956s). - The system is set up to provide a clear view of tasks and deadlines, with a focus on sequential completion and minimizing distractions, and is organized using headings and sequential projects [(00:31:14)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1874s). - The basic workflow involves reviewing tasks and tags each morning, and moving between perspectives, such as "today" and "home," as needed [(00:31:35)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1895s). - The system is particularly useful for managing routine tasks with interspersed crises, which is common in clergy work, and allows for easy adaptation to changing circumstances [(00:32:06)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1926s). ## Benefits of Using OmniFocus - Using [[OmniFocus]] allows for flexibility in displaying lists and provides a clear view of tasks, eliminating the need to keep track of them mentally [(00:32:56)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1976s). - The four main perspectives in OmniFocus are useful, but it's also possible to create custom perspectives, with the ability to have up to 20 or more [(00:33:19)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=1999s). - The [[Forecasting | Forecast]] calendar perspective is not frequently used, but it's helpful for scrolling through and checking upcoming events, such as those around [[Christmas]] [(00:33:23)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2003s). ## Using Projects vs. Tags for People - When using tags and projects, it's possible to miss people's names if they're tags, but not if they're projects, as projects can be easily viewed in a perspective [(00:33:51)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2031s). - Using projects instead of tags for people's names is a matter of personal preference, but it's more convenient to have a perspective that shows everything in the "People" project [(00:34:27)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2067s). - Having a project for people allows for easy addition of tasks and eliminates the need to create a new tag or perspective, making it ideal for unexpected events or tasks [(00:35:15)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2115s). ## Preferred Devices for OmniFocus - The [[IPad Mini | iPad Mini]] is a preferred device for using [[OmniFocus]] due to its portability and ability to use multiple apps at once, such as email and OmniFocus [(00:35:43)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2143s). - OmniFocus can be used on various devices, including the phone and watch, but the [[IPad | iPad]] Mini offers more opportunities to see multiple apps and information at once [(00:36:52)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2212s). ## DevonThink on iOS and iPadOS - DevonThink is used on [[IOS | iOS]] and [[IPadOS | iPadOS]] devices, and there are no limitations to using it on these devices, as it allows for a local copy of the database on every device [(00:37:14)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2234s). - Productivity tools used on a [[MacOS | Mac]] must also work on an iPad mini to be considered useful, as having access to forms and data is essential even without Wi-Fi or cellular connection [(00:37:29)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2249s). - Devon Think is used because it's always local, allowing access to information even without internet, and links created on a Mac will still work on an [[IPhone | iPhone]] and iPad [(00:38:03)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2283s). ## Syncing DevonThink Database - When adding or subtracting things from the database, it's necessary to open it to give it a chance to sync [(00:38:24)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2304s). ## DevonThink vs. Evernote - Devon Think is similar to [[Evernote]] in that they're both repositories for information, but the implementation is quite different, with Devon Think being more like a "Finder on steroids" [(00:38:33)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2313s). - Devon Think allows users to take any kind of information, index it, search it, and decide where that information lives and which devices to put it on [(00:38:52)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2332s). - Evernote, on the other hand, provides hosting and works on pretty much any device, but with less setup involved and less control over the information [(00:39:08)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2348s). - Some people use both Devon Think and Evernote, while others choose one or the other [(00:39:25)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2365s). - The local aspect of Devon Think is a major advantage, as it allows access to information even without internet, which was a problem with Evernote in areas with no cellular connection [(00:39:35)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2375s). ## DevonThink Setup and Usage - A Devon Think setup on a [[MacOS | Mac]] can include creating folders for everything by type, such as a folder for [[Christmas]] data, which can be accessed at any time [(00:40:09)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2409s). - Information stored in Devon Think can be easily accessed and shared, such as historical documents, incorporation filings, and personal documents [(00:41:11)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2471s). - Having access to important documents on all devices, including a phone, can be useful in various situations, such as showing proof of incorporation to a bank [(00:41:28)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2488s). - DevonThink is used for storing and organizing documents, such as PDFs and scanned images, and it allows for instant access to these files across all devices [(00:41:51)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2511s). ## DevonThink Auto-Tagging and Tag Usage - DevonThink also has the ability to auto-tag documents, which creates tags based on the content of the documents, and this feature is utilized to minimize manual tagging [(00:43:48)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2628s). - The use of tags in DevonThink is different from their use in [[OmniFocus]], and there is no relationship between the two sets of tags [(00:43:43)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2623s). ## Tag Usage in OmniFocus and Perspective Settings - Tags in OmniFocus are used to generate lists and create perspectives, which helps in determining what tasks need to be done and where they need to be done [(00:44:34)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2674s). - The value of using tags lies in the benefits they bring, such as creating useful lists and perspectives, rather than just using them for the sake of using them [(00:44:22)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2662s). - Perspective settings in OmniFocus can be customized, such as setting the "Today" perspective to show tasks due within a certain timeframe, like 24 hours [(00:45:11)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2711s). ## Experimenting with Settings and Custom Perspectives - Experimentation with different settings, such as the "Soon" setting, has been done, but the default setting is preferred to avoid confusion and focus on tasks that can be done in the moment [(00:45:20)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2720s). - Custom perspectives, like "Cornerstone," can be created with specific tags, such as "Church," to provide a focused view of tasks related to that context [(00:46:00)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2760s). - The church and home perspectives are set up with specific tags, such as "church" and "home", and also include "due soon" and "flagged" to prioritize tasks [(00:46:10)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2770s). - The "today" tag is not used, instead, tasks are only shown on the "today" list if they meet specific criteria, such as being flagged or having a due date [(00:46:17)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2777s). - The "home" perspective is a catch-all for tasks that can be done at home, and it includes the "current" tag, which is used to sort tasks by priority [(00:46:37)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2797s). - The perspectives are set up to show a clean list of tasks with only the task name, without any additional information such as deferred dates, due dates, tags, or duration [(00:47:35)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2855s). - The "anywhere" perspective is not used, instead, tasks that can be done anywhere are shown in the "today" perspective, allowing for a quick view of tasks that can be done in any location [(00:47:48)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2868s). ## Reasons for Using OmniFocus and Review Process - The main reason for using [[OmniFocus]] is the lack of direct supervision in the job, which requires creating a personal system for task management and prioritization [(00:48:16)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2896s). - OmniFocus is used to create "marching orders" for the day, and its features, such as repeat functions, are utilized to manage recurring tasks and reviews [(00:48:33)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2913s). - The review tag is used to review tasks and projects on a regular basis, such as every third Wednesday, and OmniFocus 3's expanded repeat functions allow for more flexibility in scheduling reviews [(00:49:11)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=2951s). - Reviews are spread out over the month, and each project can be set to review at a specific frequency, such as every two months or every year [(00:50:06)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3006s). - A Sunday morning review is done every six months, where every project is looked at and the review schedule is spread out to every year, six months, or eight months, depending on the project's needs [(00:50:36)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3036s). - A formal weekly review is not done, but rather a more granular approach is taken as things show up on the review list [(00:51:07)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3067s). - Inboxes from various apps, including email, Devon Think, and [[OmniFocus]], are reviewed every Friday to ensure they are empty [(00:51:26)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3086s). - A review of actions, projects, security, and tech is also done, including looking at [[Google]] security, email security, and considering upgrades to devices like the [[IPhone | iPhone]] [(00:51:40)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3100s). - Mind nodes and other data sources are reviewed every three weeks to ensure they are up-to-date [(00:52:12)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3132s). ## Nighttime Shutdown Procedure and Do Do App - A nighttime shutdown procedure is being developed, which includes checking the review icon on perspectives for any notifications [(00:52:38)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3158s). - The app "Do Do" is used as an alarm program to provide repeated notifications for tasks, as [[OmniFocus]] is weak in this area [(00:52:50)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3170s). - Do Do can be set to provide notifications every minute and is useful for tasks that aren't long enough to be on a calendar but still need to be done at a specific time [(00:53:25)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3205s). ## My Walk Perspective and Note Feature - A "My Walk" perspective is used to surface tasks that are available and need to be done, and is an example of how valuable it can be to have things contained within a folder or project [(00:54:00)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3240s). - A workflow is set up to help focus on tasks by having a list of things to work on, which is easily accessible on an [[IPad Mini | iPad mini]], especially when walking around or praying, and notes can be taken and organized for better visibility [(00:54:24)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3264s). - Information such as hospital details, doctor's names, and phone numbers can be stored in the note section for easy access and to pray intelligently for specific needs [(00:54:41)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3281s). - The note feature is more effective on the [[IPad | iPad]] than on the [[IMac | iMac]], allowing for up to three panes to be displayed [(00:55:01)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3301s). ## Prayer Tasks and Bible App - Tasks can be kept ungrouped and listed for prayer purposes, and a Bible app can be used to track daily reading and check off completed tasks [(00:55:18)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3318s). ## Simplifying Projects and Tasks - Initially, a project with 50 steps was created for producing [[YouTube]] videos, but with experience and muscle memory, the project was simplified to a single task [(00:55:35)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3335s). - As new tasks and projects arise, such as setting up a new TV broadcast system, a detailed project is created, but once familiar, it is simplified to a single task [(00:56:15)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3375s). - Projects and tasks tend to shrink as muscle memory and familiarity with the tasks increase [(00:56:30)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3390s). ## Collaboration and External Tools - For tasks involving other people, such as church work or collaborating with builders on a house project, a system outside of [[OmniFocus]] may be used, such as [[Trello]], to share information and track progress [(00:57:03)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3423s). - In the case of the house project, a shared Trello board is used to communicate with remote builders, allowing them to add questions, pictures, and updates, which can be responded to through the board instead of email [(00:57:47)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3467s). - There are no current plans for integrating OmniFocus with other tools, such as Terminal, but tasks can be added to OmniFocus as needed, and documents can be shared with others as required [(00:58:14)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3494s). ## Integration with Other Tools and Automation - Using [[Zapier]] or similar mechanisms, it's possible to create integrations between different services, such as Trello and OmniFocus, to automate tasks and make workflows more efficient [(00:58:46)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3526s). - The goal is to have more automation in workflows, making them more attractive to use, especially with the integration of [[OmniFocus]] and other services [(00:59:06)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3546s). ## Personal House Project and Do vs. Reminders - A personal project involves building a house, with tasks and deadlines tracked in OmniFocus, including milestones like installing septic, well, electricity, and cable internet [(00:59:17)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3557s). - The main difference between the "Do" and "Reminders" apps is that "Do" can nag users repeatedly, making it ideal for tasks that require frequent reminders, whereas "Reminders" might allow tasks to fall through the cracks [(00:59:35)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3575s). ## Launch Center Pro Workflows and NFC Tags - Launch Center Pro on [[IOS | iOS]] is used for workflows, allowing users to create actions that can be triggered instantly, such as calling a contact or opening a specific perspective in [[OmniFocus]] [(01:00:03)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3603s). - Launch Center Pro can also respond to [[Near-field communication | NFC]] tags, allowing users to tap their phone against a tag to trigger an action, such as opening the "Today" perspective in OmniFocus [(01:01:17)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3677s). ## Omni Automation and Future Plans - Omni Automation is a key feature that sets OmniFocus apart, allowing users to remote control the app from other apps and scripts, with a course available to learn more about using Omni Automation [(01:01:30)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3690s). - Every Sunday, a sermon is preached from [[OmniOutliner | Omni Outliner]] on an [[IPad Pro | iPad Pro]], using an [[IPad Mini | iPad mini]] as a remote control for the TV presentation [(01:02:08)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3728s). - The future plans for employment and retirement are uncertain, with a possible move to Washington, but the current focus is on finishing the current church project [(01:02:26)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3746s). ## Apple Watch Limitations and Task Organization - The Sunday morning action list on an [[IPad | iPad]] is not shown, but it's possible to create a similar linear series of checklists on [[Apple Inc. | Apple]] devices [(01:02:45)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3765s). - The [[Apple Watch]] does not support grouping flagged items at the top, it only displays a raw list of tasks, unlike the iPad or other devices [(01:02:52)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3772s). - Using perspectives on the Apple Watch is limited, as it only shows a list of tasks without any sorting or grouping [(01:03:03)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3783s). - The Today perspective on the Apple Watch displays the number of tasks, but tapping on it only shows a raw list of tasks without any organization [(01:03:22)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3802s). - Long lists of tasks can create unnecessary stress, and dividing tasks into logical groups can help alleviate this stress [(01:04:02)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3842s). - One approach to organizing tasks is to divide them into areas or categories, such as tasks related to a specific location or activity [(01:04:14)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3854s). - This approach can be applied to various scenarios, such as house cleaning projects, where tasks can be parceled out into specific groups [(01:04:37)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3877s). - Using a title and indent system in [[OmniFocus]] can help to create a hierarchical structure for tasks, without displaying the title as a task [(01:04:54)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3894s). - This system allows for focused work, as only the relevant tasks are displayed on the screen until they are completed [(01:05:17)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3917s). ## Margin and Task Structure - Having a margin or padding in the schedule can help to account for unexpected delays or tasks taking longer than expected [(01:05:31)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3931s). - Michael's approach uses a sequential project with parallel action groups, allowing for a mix of sequential and parallel tasks within a project [(01:05:46)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3946s). ## Using OmniFocus Across Devices - It is recommended to use both the [[IOS | iOS]] and [[MacOS | Mac]] versions of [[OmniFocus]], as well as setting it up across all devices, to ensure that alarms and notifications are received everywhere [(01:06:05)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3965s). - Using keyboard shortcuts on a Mac can be useful for adding new items, which then sync across all devices [(01:06:37)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=3997s). - Setting up OmniFocus on the device in front of you is a great way to start, as it will sync across all your different devices [(01:06:53)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=4013s). - OmniFocus can be set up on an [[Apple Watch]], allowing users to ask [[Siri]] to create an item, which will then be synced to their phone [(01:07:01)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=4021s). ## Gatekeeper Criteria and Book Formats - Having a "gatekeeper" criteria for what is allowed into the [[OmniFocus]] system is crucial, as it ensures users are looking at useful and relevant lists [(01:07:24)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=4044s). - This gatekeeper criteria can make a significant difference in the effectiveness of the system, allowing users to focus on what is truly important [(01:07:36)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=4056s). - Having multiple formats of a book, such as physical, [[Amazon Kindle | Kindle]], and [[Audible (service) | Audible]], can be useful for re-reading and referencing, especially for books that serve as a litmus test for personal growth [(01:07:46)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=4066s). - Audio versions of books can be particularly useful for refreshing one's memory and gaining new insights, especially when read by a calm and soothing voice [(01:08:18)](https://www.youtube.com/watch?v=Bfa_oeHOhqM&t=4098s).