OmniFocus 4 Workflows with Tim Stringer

Japanese Edition

Transcript

1.  Learn OmniFocus OmniFocus 4 Workflows Effective Task Management and Workflow Practices with Tim Stringer Founder, Learn OmniFocus
2. About Tim Stringer FOUNDER OF LEARN OMNIFOCUS  Started his OmniFocus journey in 2010 to bring order to chaos.  Needed a robust task manager to organize a complex, multi- faceted life.  Has supported thousands of users worldwide through coaching and training.  Expert in productivity methodology and holistic system design.2 Tim Stringer
3. What is OmniFocus? THE TRUSTED SYSTEM FOR PROFESSIONALS  Professional-Grade Tool Designed for complex task management with uncompromising reliability.  Flexible Hierarchy Organize infinitely nested projects, action groups, and tags.  Custom Perspectives Create powerful, saved filters to see exactly what you need, when you need it.  Cross-Platform Sync Seamless experience across Mac, iPhone, iPad, Apple Watch, and Web.  Capture • Organize • Do
4. System Design Principles STRUCTURED FOR CLARITY & FLEXIBILITY  Multi-Level Hierarchy Use folders and projects to create a clear, logical structure for all commitments.  Strategic Folders Organize projects by Areas of Focus to maintain separation and clarity.  Flexible Tagging Apply context, energy levels, and priority tags for dynamic filtering.  Custom Perspectives Switch viewpoints instantly to see only relevant tasks for the moment.
5. Tim's Folder Strategy ORGANIZE FOR CLARITY & FOCUS  Categorize by Areas of Life: Use folders for major domains like Work, Personal, Learning, and Household.  Clean Hierarchy: Keep structure navigable to reduce visual clutter and cognitive load.  Active vs. Archive: Separate current projects from completed or on-hold items to maintain focus.  Visibility Control: Use folder status to hide irrelevant projects during daily execution. "A well-structured system allows you to trust that everything is captured, even if you can't see it right now." Example: Hierarchical Folder Organization
6. Strategic Use of Tags FLEXIBLE FILTERING AND CROSS-PROJECT ORGANIZATION  Context  Physical Location @Office  Tools Required @Mac  Energy Level @Low Energy  Time of Day @Morning  Role & People  People to consult @Boss  Life Roles @Father  Meeting Agendas @Agenda  Waiting For @Waiting  Priority & Status  Urgency Levels @Urgent  Key Focus Areas @Focus  Time Duration @15min  Challenge Level @Hard
7. What Goes in OmniFocus? DEFINING ACTIONABLE CONTENT  Actionable Items Only Tasks must start with a verb. If you can't check it off, it doesn't belong here.  Projects Any outcome requiring 2 or more actions to complete is a project.  Single Action Lists Use these for maintenance tasks or unrelated one-off actions.  Reference Materials Elsewhere Keep support files in Notes, DevonThink, or Finder—link to them from OmniFocus.  Clear Boundaries
8. Three OmniFocus Personas DISTINCT MENTAL MODES FOR EFFECTIVE MANAGEMENT The Capturer "Get it out of your head"  Record ideas instantly as they arise  Use Quick Entry & Siri heavily  Focus on speed, not organization  Goal: Clear mind, zero friction  The Planner "Organize and clarify"  Process Inbox items into projects  Add metadata (tags, dates, notes)  Review system and priorities  Goal: Structure and confidence  The Doer "Focus and execute"  Work from filtered perspectives  Ignore the full database complexity  Focus only on "Next Actions"  Goal: Completion and progress 
9. Custom Perspectives TAILORED VIEWS FOR FOCUSED ACTION  Quickly display tailored sets of tasks based on specific criteria like tags, projects, or due dates.  Switch viewpoints instantly based on your current context (e.g., "Office," "Home," "Phone Calls").  Save complex filter combinations to reuse powerful search logic without rebuilding it every time.  Streamline review and execution by focusing only on what's relevant right now.
10. Morning Review SET YOURSELF UP FOR A SUCCESSFUL DAY  Est. Time: 5-10 mins Organize Inbox Process new items into projects or single actions. Clear the mental clutter first. 1  Review Tasks Check due dates and flagged items. What absolutely must happen today? 2  Set Priorities Select 3-5 key tasks. Tag them or move to a "Today" perspective. 3  Draft Roadmap Visualize the day's flow. Block time on calendar for deep work sessions. 4    
11. Getting to Work EFFICIENT EXECUTION WORKFLOW  Focus Mode Focus Perspective Open a custom "Focus" or "Today" perspective to filter out noise and see only relevant tasks. 1  Choose Action Select the single next action to tackle. Avoid multitasking; pick one thing. 2  Use Timers Set a timer or use Pomodoro technique (25m work/5m break) to maintain momentum. 3  Check & Move On Mark as complete. Celebrate the small win, then return to step 2 for the next item. 4    
12. Monitoring OmniFocus STAY CURRENT, STAY TRUSTED  Regular Micro Check-ins Quickly scan your dashboard throughout the day to stay aligned with priorities.  Capture Immediately Record new tasks and ideas instantly to keep your mind clear and focused.  Adjust Priorities Re-evaluate task importance and defer dates as new information emerges.  Confirm Progress Check off completed items to visualize momentum and update project status.  Active Monitoring
13. Mid-Day Review CHECK-IN, REALIGN, AND RECHARGE  Quick Check: 2-5 mins Reflect on Morning Acknowledge what you've accomplished. Mark completed tasks as done. 1  Reconfirm Focus Is your afternoon plan still realistic? Identify the absolute priority. 2  Adjust Plan Defer unfinished morning tasks or reschedule meetings if needed. 3  Match Energy Pick tasks that align with your current energy level (deep work vs. admin). 4    
14. Evening Review CLOSE YOUR DAY WITH CLARITY  Est. Time: 5-10 mins Review Completed Tasks Acknowledge what you achieved today. Mark tasks complete and celebrate small wins. 1  Prepare Shortlist Select 3-5 priority tasks for tomorrow. Clear the path for a focused morning start. 2  Note Blockers Record any obstacles or key learnings. What worked well? What needs adjustment? 3  Weekly Prep Check upcoming deadlines. Ensure everything is captured for your next weekly review. 4    
15. Looking to the Future MAINTENANCE & PLANNING  Weekly Review: Realign systems and commitments to ensure nothing slips through cracks.  Monthly Review: Check high-level goals and ensure you're moving in the right direction.  Long-term Vision: Reconfirm major outcomes and update or archive projects as needed.  Continuous Adjustment: Evolve your system as your life and priorities change.  Weekly Review Clean up & get current Monthly Review Big picture & goals Annual Review Vision & direction
16. OmniFocus Power Tools EXTENDING CAPABILITIES & ENHANCING EFFICIENCY  BetterTouchTool  Custom Gestures Trackpad  Keyboard Shortcuts Global  Touch Bar Actions Control  Window Management Layout  Hookmark  Link Tasks to Files Deep Links  Connect Emails Context  Web Resources Research  Bidirectional Links Sync  Automation  Zapier Integration Cloud  Date Controls Plug-in Script  Project Templates Setup  Auto-Capture Input
17. Tim's Complementary Apps THE ECOSYSTEM BEYOND OMNIFOCUS  Notes & Reference  Project Support Materials Ref  Meeting Notes Docs  Evernote / Obsidian Apps  Mind Maps Ideas  Calendar  Time Blocking Plan  Hard Landscape Fixed  Appointments Events  Fantastical App  Cloud & Comms  File Storage Files  Collaboration Team  Slack / Teams Chat  Dropbox / iCloud Sync
18. Summary KEY TAKEAWAYS  Keep the System Simple Avoid over-complication. Build a structure that serves you, not one that requires constant maintenance.  Review Regularly Daily and weekly reviews are the heartbeat of the system. They build trust and keep you aligned with goals.  Customize Your Workflow Use perspectives, tags, and folders to match your unique roles and working style. 100% TRUSTED SYSTEM
19. Next Steps ACTION PLAN  Explore Learn OmniFocus Deep dive into the extensive library of tutorials, courses, and articles to master the tool.  Experiment & Iterate Don't aim for immediate perfection. Try new workflows, test plugins, and adjust as you go.  Join the Community Connect with other users to share tips, ask questions, and learn from collective experience.  Continuous Improvement Commit to refining your system over time. As your life evolves, so should your OmniFocus setup. Growth MINDSET
20.  Learn OmniFocus Thank Thank You You  Learn OmniFocus learnomnifocus.com  Watch the Video youtube.com/watch?v=ux_H9dmbOWo  Questions? Let's discuss your OmniFocus workflows and questions. for joining this session