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.
In October 2012 I first wrote about asana, praising the browser–based task management app for coming close to delivering on the developers’ vision of frictionless productivity. Since that first review, asana has gone from strength to strength, refining its user interface and adding tons of new functionality.
Early in 2012 I reviewed Nozbe and Zendone, two browser–based task management apps that are steeped in David Allen’s Getting Things Done® (GTD®) methodology. Since that time, both apps have continued to improve. Nozbe has added new functionality and overhauled the user interface of its suite of apps. Just today they rolled out version 1.8. Zendone, which was still in beta at the time of my first review, has gone gold, produced apps for the iPhone and Android and added significant new functionality and polish to what was already an excellent tool.
Nozbe and Zendone are very similar. They are both developed by software developers with a clear commitment to GTD® and to ongoing quality improvement. They lead the field in terms of integration with Evernote. For what it is worth, I have tested 28 task management apps over the past two years and Nozbe and Zendone both figure in my virtual ‘top–five’. This is a gentle review therefore, a comparison of two very capable tools.
David Allen’s Getting Things Done® is a broad approach to personal productivity that invites you to examine your aims and objectives at a number of levels. What is your vision for your life? What sort of a person do you wish to be? What are your long term plans? What about your plans for the next three to five years? Cascading down this hierarchy of priorities will eventually lead you to the level of projects and tasks: what action do you need to take next, in the physical world, to make your vision or dreams come true?
Many productivity apps that are inspired by David Allen’s GTD® approach conveniently ignore the broader dimensions of productivity and provide a tool for dealing with the mechanics of GTD: projects, contexts, tasks and, if you are lucky, a process that supports the weekly review, a key feature of GTD®.
You will find no such reductionism in Facile Things, the brainchild of Francisco Saez, a Spanish developer. Fire up the app in your browser and it will invite you to reflect upon your purpose, vision, goals. From there flow areas of responsibility, projects and finally, actions. The various dimensions of your planning can be accessed at any time by clicking the ‘perspectives’ heading in the menu bar. Continue reading
Every now and then, good things can come from checking your Twitter account. The odd bon mot from the irrepressible Stephen Fry or, in this case, stumbling upon a little productivity gem. Pagico is the handiwork of a small development team based in Japan. The developers describe their product as ‘a comprehensive planner that manages notes, tasks, files, projects and contacts’. It supports individual planning as well as team collaboration and is available for Mac, Windows, Ubuntu, iPhone and iPad.
Pagico is a desktop app that has been around since 2007. It is rich in features yet also somewhat idiosyncratic. It took me a while to find my way around the app and how workspaces can be configured, but it was worth the effort. Pagico has some unusual features: it lets you manually rearrange your tasks on a ‘dashboard’ that looks like a Gantt chart; and it can turn your project steps into a slideshow. Pagico at times feels like a mix of IQTELL, OneNote, MS-Project and KanbanFlow. That is not to say, however, that Pagico is derivative; it has its own intrinsic logic and is an original, versatile and beautifully executed app, particularly on the iPad and the iPhone versions. Interested? Let’s have a closer look… Continue reading
In my previous post I introduced you to IQTELL’s virtual workspace, which brings together all your calendars, email accounts, contact information, tasks and notes into the one gargantuan browser-based application.