# 2024-07-31 - OmniFocus 4 Workflows with Jason Atwood ![](https://i.ytimg.com/vi/tzO2KfFh7yM/maxresdefault.jpg) ## Welcome [(00:00:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=0s) - The speaker is welcoming Jason Atwood to discuss [[OmniFocus]] workflows. [(00:00:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=0s) - Jason Atwood was a guest on the speaker's show, Learn OmniFocus, approximately five years prior to this discussion. [(00:00:08)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=8s) - The speaker implemented aspects of Atwood's system, specifically mentioning the "West Dem Shard," into their own workflow. [(00:00:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=23s) ## About Learn OmniFocus [(00:00:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=33s) - Learn OmniFocus was launched in 2014 and recently celebrated its 10th anniversary. [(00:00:41)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=41s) - The website has members from over 90 countries with diverse backgrounds and professions who all use [[OmniFocus | OmniFocus.]] [(00:00:48)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=48s) - The goal of Learn OmniFocus is to help users live fulfilling and productive lives by effectively using OmniFocus and complementary apps as part of a larger productivity system. [(00:01:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=60s) ## What's New [(00:01:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=93s) - Four new courses have been added to Learn OmniFocus since the launch of OmniFocus 4 in December. [(00:01:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=104s) - A new course focusing on using OmniFocus 4 with note-taking apps is in development. [(00:01:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=114s) - Live workshops are now offered for the "Getting [[OmniFocus]] Back on Track" course, providing practical application of course content. [(00:02:49)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=169s) ## Introducing Jason Atwood [(00:04:51)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=291s) - Jason Atwood is the co-founder and CEO of Arcus Incorporated, a [[Salesforce]] consulting company launched in 2010. [(00:04:57)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=297s) - A seasoned practitioner of Getting Things Done (GTD) for over 20 years, Atwood has been featured on the Getting Things Done podcast and achieved the milestone of completing 1,000 weekly reviews. [(00:05:18)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=318s) - Atwood is a certified GTD practitioner and consultant, teaching GTD principles and their application using OmniFocus, having been a user since its first version and an adopter of the "kinkless GTD" approach. [(00:06:00)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=360s) ## Meet Jason Atwood [(00:06:47)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=407s) - Jason Atwood has been using [[OmniFocus]] for a long time on his [[IPad | iPad]], [[IPhone | iPhone]], and desktop computer. [(00:07:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=427s) - He primarily uses OmniFocus on his desktop, approximately 75% of the time. [(00:07:21)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=441s) - He was invited back after his last session to discuss OmniFocus 4 when it was released. [(00:07:01)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=421s) ## Productivity Training at Arkus [(00:07:28)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=448s) - Training at Arkus includes instruction on the Getting Things Done (GTD) productivity method, and recently the training has expanded to include GTD for teams. [(00:07:35)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=455s) - While employees have the freedom to choose their preferred productivity tool, Arkus provides licenses for [[OmniFocus | OmniFocus.]] [(00:07:56)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=476s) - Approximately half of the company utilizes OmniFocus, while some individuals transition to and from [[Bear]], acknowledging its strengths but also recognizing the commitment required to effectively use it. [(00:08:02)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=482s) ## Keeping OmniFocus Simple [(00:08:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=503s) - The speaker's methodology for using OmniFocus centers around simplicity. [(00:08:24)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=504s) - The speaker avoids using a lot of icons or other visually distracting elements in OmniFocus. [(00:08:39)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=519s) - When training others on [[OmniFocus]], the speaker begins by removing all the icons. [(00:08:53)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=533s) ## Minimizing Friction [(00:08:58)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=538s) - Using key commands instead of manual clicks speeds up workflow and increases productivity. [(00:09:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=547s) - Friction in capturing and accessing information hinders productivity, so minimizing friction is crucial for an effective GTD system. [(00:09:25)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=565s) - OmniFocus is a tool that minimizes friction by offering various input methods like voice commands, key commands, quick capture, and email integration. [(00:09:52)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=592s) ## Getting Into the Habit of Using OmniFocus [(00:10:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=614s) - [[OmniFocus]] is used as an example of a trusted system, similar to a calendar that is checked numerous times a day. [(00:10:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=644s) - Users are encouraged to integrate OmniFocus into their routine by checking it alongside their calendar, building a habit. [(00:10:52)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=652s) - The speaker, a long-time OmniFocus 4 user, highlights the simplicity of their setup and intends to guide through its features. [(00:11:13)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=673s) ## Configuring OmniFocus [(00:11:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=677s) - Users should customize the columns in OmniFocus to only display features they use. [(00:11:29)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=689s) - The quick entry feature should be set to a keyboard shortcut, ideally "option space", and configured to only include essential information for capturing tasks. [(00:12:12)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=732s) - The review frequency for projects should be adjusted based on individual needs, with a recommendation to set the default review period to at least two months and customize individual project review intervals as needed. [(00:14:12)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=852s) ## Using Deferred & Repeating Tasks [(00:16:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1014s) - Repeating projects are recommended for tasks done frequently, automating reminders for things like car inspections, birthdays, and bill payments. [(00:17:06)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1026s) - Repeating projects, unlike templates, can be set up with defer and due dates, allowing for granular scheduling and reminders at specific times. [(00:18:26)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1106s) - An example of a repeating project is a daily check-in with a child, set up as a task to ensure consistent communication. [(00:19:04)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1144s) ## Customizing the OmniFocus Toolbar [(00:19:25)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1165s) - The speaker recommends customizing the [[OmniFocus]] toolbar by removing all default items except for the sync button. [(00:19:30)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1170s) - The speaker prefers using keyboard shortcuts over toolbar buttons for increased efficiency and speed. [(00:19:47)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1187s) - The search function, although accessible via the toolbar, is best utilized through its corresponding keyboard shortcut. [(00:19:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1183s) ## Customizing the OmniFocus Perspectives Bar [(00:19:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1194s) - Key commands are used to quickly access frequently used perspectives. [(00:20:06)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1206s) - Command numbers one through five are assigned to specific perspectives, including Forecast, Arcus, Home, Projects, and Inbox. [(00:20:07)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1207s) - Utilizing key commands for perspectives enhances efficiency and ease of use within the system. [(00:20:35)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1235s) ## Using the Forecast Perspective [(00:20:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1238s) - The speaker uses [[OmniFocus]] for both personal and work tasks, believing that the brain doesn't separate the two. [(00:21:05)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1265s) - The speaker recommends against having all repeating tasks scheduled for the same day (e.g., the first of the month) to avoid feeling overwhelmed. [(00:22:50)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1370s) - The speaker primarily uses the Forecast perspective in OmniFocus, switching between it, Projects, and Flagged throughout the day. [(00:25:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1517s) ## Jason's Approach to Due Dates [(00:25:30)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1530s) - Due dates are used as commitments to oneself, helping to visualize and prioritize tasks for the day. [(00:25:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1554s) - A daily task list should be kept around 20 items to facilitate efficient scanning and prioritization. [(00:26:12)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1572s) - The "Forecast" perspective in [[OmniFocus]] should be cleared at the end of each day, ensuring all tasks are either completed or rescheduled, maintaining trust in the system. [(00:28:59)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1739s) ## How Jason Organizes Projects [(00:29:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1763s) - Projects are organized into folders by area of focus, keeping the structure high-level with minimal layers for easy navigation and scanning. [(00:29:37)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1777s) - Individual project lists are created for each direct report to manage delegated tasks, waiting fors, and follow-ups. [(00:31:27)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1887s) - Projects are named using verbs and naming conventions (e.g., "blog" for blog post ideas) to facilitate perspective-based filtering and organization. [(00:32:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1930s) - Recurring tasks are managed using repeating projects to automate reminders and reduce cognitive load, encompassing various life areas like homeownership, pet care, and personal responsibilities. [(00:32:49)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=1969s) ## Choosing What to Work On [(00:34:32)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2072s) - Forecast view is used to manage tasks that need immediate attention and is especially helpful when feeling overwhelmed. [(00:34:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2094s) - Projects view helps to manage all active projects, prioritize tasks, and identify stalled projects. [(00:35:17)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2117s) - Available time and energy levels should be considered when choosing tasks, with shorter tasks being suitable for limited time and larger tasks for longer periods. [(00:36:59)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2219s) ## Limiting Number of Active Projects [(00:37:11)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2231s) - A strategy for managing commitments involves limiting the number of active projects to a maximum of 40. [(00:37:23)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2243s) - Renegotiating commitments and using the defer feature to postpone projects to a later date helps manage the [[Workload | workload.]] [(00:37:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2253s) - Customizing perspectives to only show active projects helps to focus on current tasks and avoid feeling overwhelmed by pending projects. [(00:39:52)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2392s) ## How Jason Does Weekly Reviews [(00:40:10)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2410s) - Weekly reviews should be customized to an individual's needs and may change over time. [(00:40:46)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2446s) - Weekly reviews can be broken down into different areas, such as inboxes, projects, and personal tasks. [(00:41:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2498s) - A successful weekly review involves checking all areas where work or tasks may be accumulating, including email, voicemail, messaging apps, and project management software. [(00:43:06)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2586s) ## Q & A [(00:48:14)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2894s) - [[OmniFocus | Omnifocus]] is used for actionable items, not long-term storage. Long-term storage items are stored in [[Evernote | Evernote.]] [(00:48:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2918s) - The weekly review process in GTD becomes natural and intuitive with practice, and the steps can blend together. [(00:49:44)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=2984s) - The review perspective in Omnifocus is useful for catching pending projects and reviewing them at a chosen frequency. [(00:52:38)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3158s) ## Wrap-Up [(01:00:33)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3633s) - A note of appreciation is given for the guest and the information shared. [(01:00:34)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3634s) - Gratitude is expressed to the live viewers for their participation and engagement. [(01:00:43)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3643s) - Well wishes are shared, and the hope of a future meeting is expressed. [(01:00:54)](https://www.youtube.com/watch?v=tzO2KfFh7yM&t=3654s)