Previously I mentioned my love for Omnifocus. Omnifocus is a great tool to help organize, plan and complete your daily, weekly, monthly and yearly tasks. I use the program on my mac, iPad and iPhone. There is not a day goes by (unless I am on vacation) that I am not checking my task list. I can not recommend or thank the people at Omnigroup enough for helping me organize tasks at home, office, and the church.
After downloading Omnifocus and mastering this tutorial on the basic setup of Omnifocus to GTD, you are ready for some of the more advanced features of Omnifocus.
This is by far my favorite aspect of Omnifocus. Once set up, you are assigned an email address that is linked with your account. Now, any email that goes to that address will forward and import into your inbox in Omnifocus. I created a contact in my address book with the Omnifocus email address. As soon as an email comes in that requires processing I will forward to the created contact. If I send out an email that requires follow up, I will bcc the created contact so that it goes into my Omnifocus inbox. From there, I can classify it, give it a due date, or add any more pertinent information needed. Around lunch and at the end of the day I go through my Omnifocus inbox to clear it out. One more important point concerning mail drop, only give the email address to a few trusted individuals. The last thing you want (and I have learned this from experience) is a bunch of tasks that others are suppose to be doing but they hope to sneak it on to your desk. Or, some joker that email spams you with a bunch of nonsense or registers that email up for eHarmony, both of which have happened to me...
Another unique feature is being reminded that you are in close proximity of a location where you can complete a task. For instance, if you need to stop after work and grab some milk, some youth group supplies, or whatever else, your phone or iPad (I do not have an Apple Watch but I assume this feature is enabled since it is wearable technology) will begin to alert you that you need to pull in and complete a task as you approach a location. You can also set it to remind you to complete a task when you approach or leave a specific location. Please note, location services would need to be enabled which ultimately means data usage.
With Siri, quickly adding a task to your Omnifocus inbox is quick and simple. Whether you are at a stoplight or walking away from your office, you can activate Siri and add a task. You will later need to classify and process the task since it by default goes right into your inbox.
This is not necessarily an advanced feature, but a relatively new feature that reduces stress in my day. The forecast view is exactly what it sounds like, it gives you a snapshot of what tasks are due in the future. I find this helpful when I am trying to figure out when I should plan to finish a project or task, especially if I need to give an estimated completion date. This also allows me to plan ahead better. By seeing when I have "low" and "high" weeks, I can spread out the tasks over time and make my timeline more manageable. This helps me avoid cramming everything in at once and to better prioritize my schedule.
Organization is not something that comes natural to everyone. Some are gifted and can stay on top of their tasks, others need help. Omnifocus helps to manage your day to day, week to week, month to month, and your one off tasks. It can help keep your personal and professional life in order. Keep it simple, stay with it, and watch the clutter of tasks get accomplished quickly and efficiently.