# 2024-05-30 - OmniFocus 4 Workflows with David Sparks  ## Welcome [(00:00:00)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=0s) - A warm welcome is extended to [[OmniFocus]] workflows with David Sparks [(00:00:00)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=0s). - This is David Sparks' third appearance on the show, which is a treat [(00:00:05)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=5s). - David Sparks has been an inspiration to the host over the years [(00:00:10)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=10s). - It is expected that David Sparks will share valuable insights during the session [(00:00:13)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=13s). ## About Learn OmniFocus [(00:00:17)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=17s) - Learn [[OmniFocus]] is a site founded in June 2014, with the intention of supporting people in living a fulfilling and productive life with the help of OmniFocus [(00:00:21)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=21s). - The site is approaching its 10th anniversary, marking a significant milestone in its history [(00:00:24)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=24s). - The focus of Learn OmniFocus extends beyond OmniFocus, covering various productivity methodologies, complementary apps, and guidance for developing habits and building productivity skills [(00:00:43)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=43s). - The common thread throughout the site is the use of OmniFocus, providing a shared foundation for its community [(00:00:58)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=58s). - The site aims to provide a comprehensive resource for users to improve their productivity and achieve a more fulfilling life [(00:00:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=37s). ## What's New [(00:01:02)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=62s) - A new course titled "Getting Back on Track with [[OmniFocus | OmniFocus 4]]" has been published, focusing on helping users who have struggled to maintain their productivity system and stay organized in OmniFocus 4 [(00:01:04)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=64s). - The course is divided into three sections: understanding the productivity system, getting back on track, and building habits and systematic features to stay on track [(00:01:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=97s). - The course covers topics such as dealing with an overflowing inbox, reconciling disorganized tags and perspectives, and creating practical guidelines for maintaining productivity [(00:02:06)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=126s). - There are currently four OmniFocus 4-specific courses available, including ones focused on features, recommended practices, focus, and getting back on track [(00:02:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=157s). - All courses have captions in multiple languages and a full course video, allowing users to learn at their own pace [(00:02:52)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=172s). - Live sessions have been separated from pre-recorded content, with workshops available for users to apply what they have learned in a guided process [(00:03:10)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=190s). - The first workshop, centered around the "Getting Back on Track with [[OmniFocus | OmniFocus 4]]" course, is coming soon and will provide users with a chance to engage with the material and apply it to their productivity systems [(00:03:33)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=213s). - The Learn OmniFocus community, also known as the Learn OmniFocus Clubhouse, is available for users to connect with others, ask questions, and find inspiration [(00:03:50)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=230s). - Virtual co-working sessions are also available, featuring 25-minute focus blocks, accountability checks, and opportunities for users to reflect on their productivity and focus skills [(00:04:28)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=268s). ## Introducing David Sparks [(00:05:05)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=305s) - David Sparks, also known as Max Berky, is being welcomed back to Learn OmniFocus, and the host first learned of him through his blog, MaxSpark.com, which has been active for a long time [(00:05:05)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=305s). - The host was also an instant fan of the Mac Power Users podcast, which started in 2009, and David added the Automator and Focus podcasts, with the host appearing on all of these at least once [(00:05:12)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=312s). - The host and David first connected in 2009, then met in person in 2010 at Mac at Work, and have had several memorable moments, including the [[OmniFocus]] Setup event in 2013 and the MacSt conference and Expo in 2019 [(00:05:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=349s). - David has a long history of supporting Mac, [[IPhone | iPhone]], and [[IPad | iPad]] users, and has gone deep into the Mac world, sharing valuable information that the host has benefited from [(00:06:02)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=362s). - David quit his job as a lawyer, allowing him to focus on his work, and founded Max Sparky Labs, a community where members can learn about technology and attend live sessions [(00:06:30)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=390s). - David is also known for his [[Field guide | Field Guides]], which started as books and are now video guides, covering apps such as those focused on in Learn OmniFocus, and the host recommends them for taking a deep dive into apps [(00:06:57)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=417s). - A new OmniFocus Field Guide is coming out soon, and the host has gone through most of it, finding it to be a valuable resource for learning how David uses OmniFocus in real-world situations [(00:07:25)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=445s). ## MacSparky's OmniFocus Journey [(00:07:52)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=472s) - The Mac task management landscape was previously described as a "wasteland" with limited options, but the introduction of [[OmniFocus]] changed this, providing a powerful and grown-up task manager for the Mac [(00:07:53)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=473s). - The origins of OmniFocus date back to Ethan Schoonover's creation of Kinkless GTD, a layover on top of [[OmniOutliner]], which caught the attention of [[The Omni Group | the Omni Group]] and led to the development of OmniFocus [(00:08:43)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=523s). - Despite being a chronic software tester and trying various task managers over the years, OmniFocus remains the preferred choice due to its power and capabilities [(00:09:32)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=572s). - A journey of exploration was undertaken to find alternative task managers, including [[Apple Inc. | Apple]] Reminders, Obsidian, and others, but none were found to be as effective as OmniFocus [(00:10:12)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=612s). - The automation features in OmniFocus have significantly improved in recent years, with the arrival of [[Sal Soghoian]] and the adoption of [[SwiftUI]], allowing for simultaneous releases across all platforms [(00:10:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=649s). - The ability of OmniFocus to adapt to new platforms, such as the [[Apple Vision Pro]], and release new features quickly has reinforced the decision to continue using the app [(00:11:12)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=672s). - As a long-time user of [[OmniFocus]], a new video [[Field guide | field guide]] has been created for each subsequent version, and the app remains a daily essential tool [(00:11:33)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=693s). - The discussion will focus on advanced concepts and ways of using OmniFocus, rather than introductory topics, and will explore how the app has evolved and is being utilized [(00:11:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=709s). ## Pull-Based OmniFocus [(00:12:14)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=734s) - OmniFocus was used to manage tasks, but it felt like a "Highwire act" due to the complexity of tasks and multiple priorities, using many perspectives, flag-based priority, and tag-based priority [(00:12:19)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=739s). - The complexity was partly due to managing a law practice with 80 clients and building the "Sparky Enterprise" at the same time, in addition to other life commitments [(00:12:34)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=754s). - Giving up the career as a lawyer allowed for more focus on one thing and opened up new options for task management, making [[OmniFocus]] more effective [(00:13:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=817s). - The key to effective task management is picking the roles that are important and making progress in those areas, as explained in the "Productivity [[Field guide | Field Guide]]" [(00:14:29)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=869s). - Roles are used as a filter in OmniFocus, with a folder for each role, such as husband, father, brother, and Max Sparky, and tasks and projects are evaluated based on whether they fit into one of these roles [(00:15:07)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=907s). - If a task or project does not fit into an existing role, it is either rejected or a new role is created, but this is done with caution due to already being busy with existing roles [(00:15:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=949s). - Roles also serve as "buckets" for tasks and projects, with each role having a list of projects and tasks [(00:16:08)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=968s). - A workflow system is being implemented that combines OmniFocus with block scheduling and a pool-based task management system, where tasks are grouped into categories and blocks of time are allocated for each category [(00:16:40)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1000s). - The system involves creating "consider blocks" in [[OmniFocus]], which serve as reminders to focus on specific tasks or projects during a set block of time [(00:17:21)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1041s). - These consider blocks are not tagged items and do not have priority flags, but rather serve as a way to ensure that important tasks are being worked on [(00:19:12)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1152s). - The consider blocks are created using a repeat formula, which causes them to appear in the OmniFocus inbox at regular intervals, such as daily or weekly [(00:17:32)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1052s). - When a consider block appears, it is used as a prompt to schedule a block of time in the calendar to work on the associated task or project [(00:18:51)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1131s). - The length of the block of time allocated to a task or project can vary depending on the specific needs of the project, and is determined by the user's judgment [(00:18:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1129s). - The system is designed to be flexible and adaptable, allowing the user to adjust the length and frequency of the consider blocks as needed [(00:19:33)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1173s). - The use of consider blocks is intended to help the user stay focused on important tasks and ensure that they are making progress on their goals [(00:19:36)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1176s). - The system is also designed to be integrated with other tools and workflows, such as block scheduling and calendar management [(00:19:55)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1195s). - The process of task management has become less of a chore by using [[OmniFocus]] to set blocks of time for important tasks, allowing for a more flexible and manageable approach to task management [(00:19:57)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1197s). - Blocks are set for various aspects of life, including personal and family tasks, and reminders are used to stay on track, with tasks being linked to projects and prioritized based on flags and due dates [(00:20:39)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1239s). - The daily list is no longer overwhelming, but rather a focused list of tasks to be completed within the set blocks, using a pull-based system where tasks are pulled up as needed [(00:21:11)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1271s). - The repeat formula is used to schedule tasks to recur at specific intervals, such as daily or weekly, allowing for efficient task management and review [(00:21:33)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1293s). - Alternative methods for task review were considered, including increasing the review frequency, but the current system of using consider blocks has proven to be more effective [(00:21:55)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1315s). - The consider blocks help plan the day and show up in the morning, allowing for a more structured approach to task management, whereas reviewing tasks at the end of the day was not as effective [(00:22:17)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1337s). ## Checklist Perspective [(00:22:22)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1342s) - Checklist items are recurring tasks that are tracked and managed using a specific perspective, which can be filtered to show daily, weekly, monthly, or quarterly tasks [(00:22:23)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1343s). - These checklist items have tags attached to them, indicating the frequency of the task, such as weekly, monthly, or yearly, and are used to track progress and completion [(00:22:45)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1365s). - The checklist perspective is used to view and manage these tasks, and can be customized to show only remaining tasks or tasks that are available [(00:23:41)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1421s). - The checklist items can be organized into different projects, such as "Max Sparky," "Sparky OS," and "Habits," which are used to track personal and professional tasks [(00:24:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1477s). - Each checklist item is built using a repeat formula, which allows the task to be repeated at a set interval, such as daily, weekly, or monthly [(00:25:39)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1539s). - The checklist perspective is used to manage daily tasks, but it's not mandatory, and tasks can be deferred to a later date if needed [(00:25:29)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1529s). - Tasks can be deferred by using the "defer" feature, which allows the task to be moved to a later date, such as Saturday or Monday [(00:26:16)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1576s). - The checklist perspective is used as an overflow for a pool-based system, allowing tasks to be managed without becoming a source of stress [(00:26:42)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1602s). - The checklist items are optional and can be completed at any time, and are used to track progress and completion of recurring tasks [(00:26:07)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1567s). - The checklist perspective can be customized to show tasks that are due on a specific date, such as the 27th of each month, and can be used to plan and prepare for upcoming tasks [(00:25:48)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1548s). ## Controversial Tag Requirement [(00:26:54)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1614s) - The organization settings in [[OmniFocus]] are set to clean up the inbox when items have a project, but not necessarily a tag, which may go against the conventional use of the app [(00:26:54)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1614s). - After 15 years of using OmniFocus, it has been decided that not every task needs a tag, and they are only used when convenient, such as for customer support, which is a useful way to organize emails and tasks across different projects [(00:27:25)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1645s). - The use of tags is a personal preference, and some people may feel the need to put a tag on every task to avoid missing actions or losing track of tasks, but this approach may not be necessary for everyone, especially those with a disciplined use of the system [(00:28:40)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1720s). - The type of work and the amount of location-based tasks can also influence the use of tags, and it ultimately comes down to individual preferences and needs [(00:29:32)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1772s). - Some features, such as reminders and shared lists, are no longer used in OmniFocus, and instead, other apps are used for tasks like shopping lists, which may affect the need for tags [(00:29:50)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1790s). - The approach to using OmniFocus is unique to each individual, and there is no one-size-fits-all solution, and it's essential to find a system that works personally [(00:30:25)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1825s). - The aggressive use of [[Email | email]] capture in [[OmniFocus]] is another approach that may be useful for managing emails and tasks, especially for those who struggle with email management [(00:30:31)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1831s). - The problem of managing a high volume of emails from people asking questions about topics discussed on the podcast and [[Field guide | field guides]] is a significant challenge, as it can be time-consuming to respond to each email and may lead to a never-ending cycle of responses [(00:30:43)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1843s). - To address this issue, emails are immediately captured in OmniFocus, a task management tool, by saving the email and assigning it to a relevant project, such as "PFG" for the Productivity Field Guide, and adding a "CS" tag for customer support [(00:31:45)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1905s). - The emails are then organized in OmniFocus by topic, making it easier to answer multiple questions related to the same topic without having to shift gears and context [(00:32:26)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1946s). - A block of time, typically two hours, is allocated to answer customer support emails, which are sorted by topic in OmniFocus, allowing for more efficient responses [(00:32:19)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1939s). - While some people may think that adding emails to OmniFocus creates more work, it is worth the effort for emails that require a thoughtful response, as it helps to track and organize the emails and reduce cognitive load [(00:32:53)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=1973s). - The system of using [[OmniFocus]] to manage customer support emails has been found to be effective, despite trying other solutions, and it is recommended to stop trying to find alternative solutions and stick with what works [(00:33:42)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2022s). - OmniFocus excels at dealing with high-volume [[Email | email]] that needs to be answered later, and custom perspectives can be used to show specific emails, such as customer support emails [(00:33:55)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2035s). - OmniFocus 4 allows users to create custom workflows for managing emails, such as viewing all emails added more than 3 days ago or emails that haven't been responded to, providing more options for customizing the list compared to using email applications like Mail. [(00:33:59)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2039s) - The ability to "slice and dice" the list in OmniFocus 4 offers more flexibility than using smart mailboxes or similar features in email applications. [(00:34:06)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2046s) - Managing emails in OmniFocus 4 is considered more effective than trying to manage them directly in an email application. [(00:34:17)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2057s) ## Benefits of Daily Review [(00:34:21)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2061s) - Daily Review is a beneficial practice that helps maintain focus and productivity, and it is recommended to incorporate it into one's daily routine, specifically as part of a daily shutdown routine [(00:34:21)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2061s). - The original recommendation by [[David Allen (author) | David Allen]] is to review every project on a weekly basis, but it is also acceptable to adjust the review frequency based on the specific project, such as reviewing some projects every six months [(00:34:52)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2092s). - [[OmniFocus]] allows users to set custom time increments for reviewing projects, and when a project is due for review, it prompts the user to properly review it, making it a valuable feature of the application [(00:35:06)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2106s). - Daily Review helps users stay on top of their tasks and projects, even on days when they are unable to complete much work, as it allows them to catch up and adjust their schedule accordingly [(00:35:20)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2120s). - Incorporating Daily Review into one's routine can lead to more effective reviews and better task management, and it is recommended to try this approach, especially for those who have never done daily reviews before [(00:35:30)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2130s). ## Analog Cards + OmniFocus [(00:35:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2137s) - Using OmniFocus, an index card is created for daily task lists by writing down blocks, appointments, and tasks to be done that day, which is a unique approach that may not be suitable for everyone [(00:35:38)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2138s). - Tasks are marked as done in [[OmniFocus]] once they are written on the index card, indicating a commitment to complete them that day [(00:36:02)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2162s). - At the end of the day, incomplete tasks are either rewritten on the card for the next day or undone in OmniFocus and put back into the mix [(00:36:10)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2170s). - Throughout the day, OmniFocus is not kept open, but new tasks are captured, and work is done based on the handwritten index card [(00:36:20)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2180s). - This approach is beneficial as it helps to get more done, despite taking extra time, approximately 2-3 minutes, to fill out the card in the morning [(00:36:42)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2202s). - OmniFocus is only opened during specific blocks to access additional information not available on the index card, such as lists of tasks to be done [(00:36:56)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2216s). - The index card serves as the primary tool for working through tasks, with OmniFocus used for specific tasks and projects throughout the day [(00:37:08)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2228s). ## Choosing to Do Less [(00:37:14)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2234s) - A decision was made to do less, which has led to feeling more comfortable with task management than ever before [(00:37:28)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2248s). - Even with mastery of [[OmniFocus]], feeling like living in chaos might be due to doing too much, rather than a problem with the software [(00:37:39)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2259s). - The OmniFocus for [[Field guide | Field Guide]] is being released, which will include around 92 videos and 8 hours of training on OmniFocus [(00:37:57)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2277s). - A six-part webinar series will be available with the plus version of the OmniFocus for Field Guide, featuring interaction with people discussing their use of the app [(00:38:03)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2283s). - A launch discount of 10% will be available when the OmniFocus for Field Guide is released [(00:38:24)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2304s). - Links and details about the OmniFocus for Field Guide will be shared, allowing interested individuals to check it out [(00:38:28)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2308s). ## Q&A [(00:38:35)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2315s) - The concept of "consider" in task management refers to a prompt to block time to work on a project, but it is a forgiving word, allowing for flexibility and change of plans if needed [(00:38:51)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2331s). - Consider tasks show up in the morning, and the user decides whether to work on the project or not, and if not, they can choose to work on something else [(00:39:07)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2347s). - Consider tasks are often set to repeat at specific time increments, such as daily, weekly, or on specific days of the week, to help stay on top of projects and tasks [(00:39:50)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2390s). - The user has consider tasks set up for various projects, including writing blog posts, recording podcast ads, and working on the [[OmniFocus | OmniFocus 4]] [[Field guide | Field Guide]] [(00:40:00)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2400s). - Review, on the other hand, is a more formal process of evaluating project status, checking if the project should still exist, identifying any stalls, and taking steps to fix them [(00:40:44)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2444s). - Review is done at the end of the day, and the user checks if the project is on track, stalled, or needs to be killed, and sets the next review date accordingly [(00:40:52)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2452s). - The concept of consider was introduced to the user by Kush, and they find it useful, but also acknowledge that at some point, consider tasks need to transition to more imperative tasks with due dates or deadlines [(00:41:21)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2481s). - Not all tasks are set as consider tasks, and some tasks, like filling out a form for a dentist appointment, are more imperative and don't require consideration [(00:41:54)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2514s). - The foundation of the system is not tasks, but time blocks, and discipline is applied to creating blocks to do the hard stuff, while tasks are pulled from OmniFocus within those blocks [(00:42:27)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2547s). - The "consider" function is used to consider making a block of time for an important task, bringing both discipline and flexibility to the schedule [(00:43:43)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2623s). - The checklist items in [[OmniFocus]] are not mission-critical and are not shown in the due perspective, as they are not essential tasks that need to be completed immediately [(00:44:02)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2642s). - The goal is to keep up with the checklist items, but it's not the end of the world if they're not all completed by the end of the day, and the process is made more gentle by not being too hard on oneself [(00:44:23)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2663s). - The checklist perspective is usually cleared by the end of the day, but sometimes items may sit there for two or three days without being touched, as they are not disruptive [(00:44:52)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2692s). - Tags in OmniFocus are viewed as adding items to a list, similar to adding items to a project, and can be used to categorize tasks in multiple ways, such as by phone or project [(00:45:10)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2710s). - The system is designed to be a partner, not a master, and is used to make the process of doing tasks more manageable and less stressful [(00:44:37)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2677s). - Managing lists in OmniFocus can be simplified by understanding that projects and tags are essentially just lists that function differently within the app, helping to demystify their use [(00:45:31)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2731s). - Creating tags for the sake of creating tags can be unnecessary, and it's essential to evaluate whether the use of tags is providing value or creating an unnecessary burden [(00:45:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2749s). - [[OmniFocus]] can be used without tags or projects, but at some point, not using them can lead to disorganization [(00:46:20)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2780s). - The key to mastering OmniFocus is not about checking things off, but about pursuing what's important and using the tool to serve big goals [(00:46:54)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2814s). - David's Productivity [[Field guide | Field Guide]] is recommended as it helps users step away from technology and bring clarity to their workflow, making them more effective in using tools like OmniFocus [(00:47:09)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2829s). - The goal is to use technology as an assistant, not the focal point, and to ensure that efforts are focused on the right objectives [(00:47:21)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2841s). - Using tags to sort out [[Email | email]] response topics can be an innovative use of automation in OmniFocus, allowing for quick conversion of emails into actions without adding significant drag to the system [(00:47:56)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2876s). - Batching similar tasks, such as responding to emails, can be done more efficiently in OmniFocus, reducing the feeling of carrying the weight of tasks and minimizing the risk of things slipping through the cracks [(00:48:49)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2929s). - A custom perspective called "DO" is used to capture tasks that need to be done, based on the [[Yoda]] quote "Do or do not, there is no try" from [[Star Wars]], and it includes tasks that are flagged, have a "DO Soon" tag, or have a "Bench" tag, which is a secondary layer of priority [(00:49:14)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2954s). - The "Bench" tag is used for tasks that need to be done today but do not justify a flag or due date, and it is inspired by the idea of cleaning a workbench at the end of the day [(00:49:39)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=2979s). - The "DO" perspective shows tasks that have the "Bench", "DO Soon", or flagged tags, and it excludes tasks that do not have these tags unless they are explicitly added [(00:50:17)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3017s). - Tasks can be filtered by project or role, and tags can be used to distribute tasks across projects and roles [(00:51:04)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3064s). - A tag-based system is used to organize tasks, with tags such as daily, weekly, monthly, semiannually, and yearly, which can be triggered in a perspective and filtered later [(00:51:32)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3092s). - Standard checklists for repeating projects, such as a podcast, are handled through automation, using the [[OmniFocus]] built-in automation for TaskPaper generation of repeating tasks [(00:52:00)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3120s). - A shortcut can be created to generate a new project with a repeating task list, and this system is based on a pool of tasks that can be reused [(00:52:38)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3158s). - Tasks can be generated through automation and attached to a shortcut, making it easy to create new projects with repeating task lists [(00:52:41)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3161s). - A workflow for managing a weekly podcast involves checking pending and future episodes, communicating with guests, and working on outlines, all of which is generated through automation, but with limited priorities, allowing for focused work on specific tasks at a chosen time [(00:52:55)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3175s). - A desired feature for OmniFocus is improved project management, similar to a Kanban system, which could be achieved by adding columns and indexes, making it easier to organize and prioritize tasks [(00:53:27)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3207s). - Currently, OmniFocus allows for limited functionality with the status flag in a project, where tasks can be marked as on hold, active, stopped, or deleted, but more features are desired [(00:53:35)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3215s). - Emails can be managed by filtering by tag or using perspectives for different types of [[Email | email]], and a current workflow involves a customer service block where emails are organized by project and tackled one at a time [(00:53:56)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3236s). - Grouping emails by property, rather than randomly, has been found to increase productivity, and a [[Zapier]] automation can be used to flag emails in [[Microsoft Outlook | Outlook]] and create tasks in [[OmniFocus]] [(00:54:34)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3274s). - A workaround for managing Outlook emails in OmniFocus is to use [[Apple Inc. | Apple]] Mail, if possible, as [[Microsoft]] has not yet implemented the necessary functionality, but a Zapier automation can also be used as an alternative [(00:54:53)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3293s). - The value of a tag in OmniFocus is that it can be used in a perspective, making it an index that can be used to organize and prioritize tasks, and tags can show up in multiple places, making them a powerful tool [(00:55:36)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3336s). - Tags can be used to organize tasks across multiple projects, and while they are not necessary for every task, they can be useful for certain workflows, such as customer service or checklists [(00:56:13)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=3373s). ## Wrap-Up [(01:06:46)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=4006s) - David Sparks' [[Field guide | OmniFocus Field Guide]] will be released on Monday, providing a deep dive into [[OmniFocus]] and covering topics such as automation, where David Sparks is an expert and very passionate [(01:06:53)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=4013s). - The Field Guide is based on a real-world setup, offering benefits and learning opportunities for readers as it is based on something being used day-to-day [(01:07:16)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=4036s). - The Field Guide allows readers to see OmniFocus in action, using an active database, which is a more effective way to learn compared to just using a sample project [(01:07:34)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=4054s). - David Sparks was able to use his active database throughout the course, which was a fun and beneficial experience, especially since he no longer has to worry about disclosing client data as a former lawyer [(01:07:29)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=4049s). - The live session concluded with appreciation for the great questions and comments from the audience, and everyone is invited to join again soon [(01:07:47)](https://www.youtube.com/watch?v=7FcKFaJQOq8&t=4067s).