another business, that would again be another folder within Omnifocus. If I had another major area of responsibility, e.g. These two categories of my life are two distinct things, so they get their own folder. For example, I separate work and personal with folders within Omnifocus (as you will see later). One of the reasons I believe in strong categorization and differentiation is that it allows me to fully focus and put me in the right state of mind. Omnifocus might give me hundreds of things to do, but it’s my responsibility to pick out the most important tasks. My thinking and decision making affects which information and tasks I get in front of me. This is a pro-active approach to task management and requires responsibility on your end. Depending on my state of mind, I will request for the information from Omnifocus that I want. You can see it as querying your database for the information you need you tell the database what you want and the database gives you the information as requested. With everything in a database, what I want Omnifocus to do is to give me the information I need and that I am looking for. From my studies of the brain, I know that I want to free up as many resources as possible so my brain can excel at full capacity for thinking, focus and decision making. What David Allen got right is that you should dump all your thoughts somewhere else (the capturing process), because our memory system is not perfect. Since I am a knowledge worker, I consider my brain is my biggest asset and I want to use it at full capacity at all times. Omnifocus contains everything in my life. By understanding how I look at task management you will get a better understanding why do I certain things within Omnifocus. I first want to give you my philosophy, and my view of thinking on how I approach my task management systems and processes. Now let me first tell you what my philosophy is to being productive with Omnifocus before I show you to get started. The way I setup and use Omnifocus will be reflected in how I set up Tom’s Omnifocus. Over the course of the article series we will use (imaginary) user Tom and his database of tasks. I will assume you have read it so I won’t have to repeat a lot of concepts and ideas (although sometimes I will just to remind you). In case you haven’t read our first part, read the first part of setting up Omnifocus. It’s our guide that is simple, practical and it has a lot of field-tested workflows and solutions to help you use OmniFocus the right way. If you are looking for a shortcut to use OmniFocus the right and effective way, check out OmniFocus Premium Posts. Here is my first part on setting up Omnifocus. Aaron and I have decided to showcase how we both use Omnifocus, but we both have different ways of using it. There is a steep learning curve to the program, but once you figure it out it’s amazing. ![]() For anyone who is brand new to Omnifocus, it can be really overwhelming. I use it on a daily basis to figure out what I need to be doing that day in order to be productive.
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