Some task management apps seem inspired by steampunk: bells and whistles, lots of brass, faux leather, wood veneer and plenty of levers to throw. Others are light and fluid, almost zen–like in their barely there simplicity. Do not underestimate these ethereal apps, dear reader, for they may have a lot of potential bubbling away under the hood, ready for you to unleash.
The first principle of David Allen’s Getting Things Done™ (GTD™) approach to task and project management is that you should capture every task or project that comes into your head in what he calls a trusted system.
For me, Omnifocus has provided that trusted system since 2009 and the rollout of Omnifocus 2 for iMac in June 2014 has further strengthened what was already a powerful, versatile and reliable app. The two most compelling features of Omnifocus 2 for desktops are the review function and the Forecast view—both adapted from the groundbreaking iPad app.
The downside of following the great GTD™ guru’s advice to the letter is that you end up with a lot of ‘stuff’ in your trusted system. My Omnifocus file typically holds around 700 entries in some 60 projects. Not all of these are to–do items in the narrow sense: some ‘projects’ contain lists of books to read, movies to watch, places I’d like to travel to. Including these makes the file bigger, but also ramps up the fun factor: I do not just fire up Omnifocus when there’s another bill to be paid…
So read on if you are interested in the strategies that I have developed to manage a high volume of tasks in Omnifocus 2.