This Task Management Tool Is the Best I’ve Found for Actually Getting Things Done

The Getting Things Done method is a reliable productivity system for staying organized and focused. However, pairing it with the right task management tool makes it more effective. After trying various task management tools, I’ve found OmniFocus to be the best for getting things done.

1 Capture Tasks and Ideas in Your Inbox

The first step to effectively manage your tasks using the GTD method is to capture them in one place. This includes collecting every important task, idea, incoming email, and calendar event into a trusted system outside your mind.

This is important because keeping these commitments in your head can clutter your mental space and lead to stress and procrastination. OmniFocus is one of the best apps to help you turn procrastination into productivity. Its Inbox feature acts as a central hub where you can quickly enter all your tasks as soon as they come to mind or from other sources without worrying about organizing them immediately.

There are several ways to add tasks to your OmniFocus Inbox, including the Quick Entry shortcut. By default, this is set to Control + Option + Space, but you can customize it by going to OmniFocus > Settings > Quick Entry shortcut. This is the quickest way to capture tasks on your Mac from any app or browser window without interrupting your workflow.

Alternatively, open OmniFocus and click the Inbox tab. Next, click the New Action button in the toolbar to enter a task.

2 Process Your Inbox

Once you’ve captured all your tasks into your OmniFocus Inbox, the next crucial step in the GTD methodology is to process these items. This stage involves assessing each Inbox entry to turn your chaotic tasks into clear actions. It is vital to set aside time each day to process your Inbox.

In OmniFocus, I start by processing each item in my Inbox to decide if it is actionable. If it is, can I complete it in less than two minutes? If so, I’ll do it immediately, for example, by responding to an email. Otherwise, I either delegate, defer, or delete the entry.

You can assign tasks that need to be delegated to a specific person and track them using the Waiting tag. Click the relevant task in your Inbox and select the Waiting tag.

Alternatively, create a specific tag for each person you delegate tasks to in the Tags tab. Next, you can set a reminder and due date for when you expect the task to be completed. The remaining tasks that cannot be completed immediately or delegated are deferred.

If it’s a single-step task, you can assign it to a specific project or tag and add a due date. If it is a multi-step task, you can create a new project by typing the name in the Project cell and pressing Command + Return to create the project. If you wish to add it to an existing project, drag and drop the task onto the desired project on the sidebar.

3 Organize Tasks Into Projects

After processing each item in your OmniFocus Inbox, it’s time to organize them into projects. This step helps structure your workload into manageable units that can be tracked and completed systematically. Luckily, OmniFocus offers several features to help organize tasks according to their nature and the required outcome.

First, consider using Folders in OmniFocus to group related tasks into broader categories. For example, you can have a Personal folder for all your personal tasks, a Work folder for work-related tasks, and a School folder for your academic tasks.

Every Folder contains several projects related to that specific area of your life, each with its own set of actions or individual tasks. To create a Folder in OmniFocus, go to the Projects tab, click the + button at the bottom of the sidebar, and select Add Folder.

Next, within each Folder, create projects that are specific and actionable. A project in OmniFocus is a group of related tasks with a defined outcome or goal. OmniFocus offers three main types of Projects, including:

• Sequential Project include tasks you must complete in a specific order. For example, an article writing project typically includes research, outlining, writing, editing, and publishing tasks that must be executed in a specific sequence.
• Parallel Projects include tasks you can work on in any order or simultaneously, such as setting up your home office.
• Single Action Lists are for tasks or projects that aren’t on your immediate radar. Still, you might want to pursue in the future—like writing a book or learning a new language—or for everyday, ongoing tasks, such as buying groceries.

4 Engage Your To-Dos

Engaging your tasks is the next and arguably the most crucial step of the GTD method. This step involves choosing which tasks to work on based on context, priority, time available, and energy levels. This helps you make smart decisions that align with your capabilities and objectives.

Thankfully, OmniFocus offers several filtering features to help you engage your tasks effectively.

Tags

Previously known as Contexts, Tags allow you to classify your tasks by location, time available, energy level, priority, and more. You can create custom tags and assign them to your tasks based on the criteria that are important to you. Go to the Tag tab and click the + (Plus) button at the bottom to create a custom tag.

Flagging

Flagging tasks helps you highlight high-priority tasks that require immediate attention. Viewing flagged items in the Flagged tab can be useful when you have a lot on your plate and need to focus on the most important tasks first.

Perspectives

Perspectives offer more control over how you filter and view tasks. This is where you filter tasks by defining multiple parameters simultaneously, such as tags, due dates, duration, flagged, and more, to create a custom view of your tasks. Go to the Perspective menu and select Add Perspective to create your custom view.

5 Review to Stay on Track

The review step is vital in the Getting Things Done method. It ensures that you regularly reassess your tasks and goals to reflect any changes in priorities or circumstances. This prevents important tasks from falling through the cracks and helps you stay on track with your long-term objectives.

You can easily review your tasks in OmniFocus by navigating to the Review tab, which shows the projects due for review. By default, projects in OmniFocus are set for weekly reviews, but you can customize the review frequency by going to OmniFocus > Settings > Dates & Times.

During a review, you can assess whether a project needs additional tasks, is still relevant, or should be dropped altogether. Once you’re satisfied, right-click the project and select Mark Reviewed.

If you’re looking for a task manager that helps you organize your tasks using the GTD method, you should try OmniFocus. Its features and functionalities make it an effective tool for staying on top of your priorities and ultimately achieving your goals.

FAQ

Q: What is OmniFocus?

OmniFocus is a feature-packed task management tool designed to help users capture, organize, and complete tasks effectively. This tool strongly focuses on the Getting Things Done method and offers several features that align with this productivity system, making it an ideal match for those who implement GTD in their daily lives.

Q: Is OmniFocus available on Android or Windows?

OmniFocus is built specifically for Apple devices, including Mac, iPhone, iPad, and Apple Vision Pro, but can also be accessed on the web. Its seamless integration across multiple Apple devices allows you to stay on top of your tasks and commitments wherever you are.

Q: Is OmniFocus free?

OmniFocus offers several premium subscription plans, one-off purchases, and a 14-day free trial to test its features.