How to Implement GTD Method in OmniFocus

Edited 2 months ago by ExtremeHow Editorial Team

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Getting Things Done (GTD) is a time management method created by David Allen. The purpose of GTD is to help you get more organized and be more productive. This method focuses on getting everything out of your head and into a system you can rely on. This allows you to focus on completing tasks without the stress of remembering all the things you need to do. When implemented correctly, GTD can greatly increase your productivity and peace of mind.

OmniFocus is a powerful task management software designed for Apple devices, perfect for implementing GTD. With its robust features and flexibility, OmniFocus can help you effectively optimize your workflow according to the principles of GTD. Below, we'll go through a detailed step-by-step guide on how to set up GTD within OmniFocus and maintain your productivity system.

1. Get everything out of your mind

The first step in the GTD method is to get everything out of your head. This means capturing all the tasks, ideas, and obligations that come into your mind in a reliable system. In OmniFocus, you can easily create entries for every task or idea that comes into mind.

Start by opening OmniFocus and accessing the Inbox. The Inbox is the primary collection point where everything you need to do goes. Use the “Quick Entry” feature to quickly capture tasks without interrupting your flow. You can press a shortcut key, and a Quick Entry window will appear, allowing you to write down your task or idea. Don’t worry about organizing these entries right away; the important thing is to make sure nothing gets left out of your mind.

2. Process your inbox

Once you've captured everything in your inbox, the next step is to process each item into actionable tasks. This means looking at each item, deciding what needs to be done with it, and organizing it accordingly.

Actionable vs. not actionable: Look at each item and ask, “Is this actionable?” If not, it falls into one of three categories:

• Trash: If the item is no longer useful, delete it.
• Reference: If it might be useful in the future, store it in a reference file.
• Someday/Maybe: If this is something you want to do, but not right now, put it in a “Someday/Maybe” list or folder in OmniFocus.

If the item is actionable, decide on the next action and add it to the relevant project or single-action list in OmniFocus. Use OmniFocus' project and context features to effectively categorize tasks. You can specify due dates if needed and add tags for better organization and perspective view setup.

3. Organize

After processing your inbox, it's important to organize your tasks so you can quickly find what you need to do. OmniFocus gives you several ways to organize and categorize tasks and projects. Here's how you can do it:

Projects: Create projects to group tasks together. In OmniFocus, you can create projects to represent results or areas of responsibility. This helps you focus your efforts toward specific goals.

Context: Traditionally, GTD uses contexts (e.g. “home”, “office”, “work”) to categorize tasks based on the tool, location, or mindset needed to complete them. In OmniFocus, these have evolved into tags. Create tags that align with contexts, allowing multiple contexts for the same task if needed.

Mark important items: Use the mark feature for items that require special attention or need priority.

Keep your structure flexible - projects and tags or contexts naturally change to reflect changes in your priorities and daily routine. Adapt the system to what works best for you, rather than forcing yourself into rigid categories.

4. Review regularly

Reviewing is an important part of GTD. A regular review routine helps you keep things up to date and ensure nothing gets missed.

Conduct a weekly review by following these steps:

1. Process all your inboxes, clear them completely.
2. Review any unfinished projects and tasks, considering your progress and obstacles.
3. Create, adjust, or delete old tasks as needed.
4. Review important upcoming deadlines or meetings.
5. Look at your someday/maybe list to see if anything can be moved into active projects.

OmniFocus has built-in review features that let you know when a review needs to be done. Use this tool to help you manage your review cycles efficiently.

5. Do: Execute the plan

Once you have everything organized the execution part comes naturally. Once everything is captured, processed, and organized, you have a clear list of tasks that are ready to be executed.

Referring to the lists will enhance focus, as they point out tasks that can be done right here and right now, given your location, resources, and available time. If prioritizing is necessary, start with marked or due tasks, or only engage in tasks that are most immediately actionable and suited for your setup. As you execute, remember to update OmniFocus with any developments or additional tasks.

6. Tips for optimizing OmniFocus

Given the flexibility of OmniFocus, let's talk about further personalizing the tool for GTD effectiveness:

• Custom perspectives: Take advantage of custom perspectives to create personalized views. For example, a “Today” perspective that focuses only on the tasks due for the day can keep your focus sharp.
• Using automation: OmniFocus supports AppleScript and shortcuts, allowing you to automate recurring tasks or set up schedules with less manual input.
• Keyboard shortcuts: Familiarize yourself with the powerful shortcut keys in OmniFocus to increase efficiency. Streamlining navigation and entry will save time throughout the day.
• Sync across devices: Make sure OmniFocus is set to sync across your Mac, iPhone, and iPad, so you’re always working with the most current data, no matter the device.

Remember, the purpose of the GTD system is not to overwhelm you or add complexity, but to reduce stress and improve focus. The same applies to OmniFocus; use it to simplify your workflow.

Conclusion

Implementing GTD in OmniFocus involves capturing, processing, organizing, reviewing, and executing tasks using the tool's powerful features. Remember that the ultimate purpose of GTD is to provide clarity and control over your tasks. OmniFocus, when complemented with GTD principles, becomes an even more powerful ally in managing your personal and professional life.

The journey to an optimized productivity system requires consistency and adaptability. As you become comfortable with the GTD methodology in OmniFocus, you will feel greater control and less stress - the invaluable rewards of a well-organized, reliable organizational system.

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