## Welcome [(00:00:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=0s) - A warm welcome is extended to the audience for the discussion on [[OmniFocus]] workflows with William Gallagher [(00:00:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=0s). - The host is excited to have William Gallagher as a guest, having first learned of him through his appearance on The Omni Show, a podcast by [[The Omni Group]] [(00:00:06)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=6s). - The host had previously expressed interest in having a conversation with William Gallagher and was pleased that he accepted the invitation to be on the show [(00:00:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=18s). - A formal introduction of William Gallagher is to follow [(00:00:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=21s). ## About Learn OmniFocus [(00:00:25)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=25s) - [[OmniFocus | Learn OmniFocus]] is a site that started in June 2014 as an experiment to see if there was enough interest and material to justify its existence, and it has since grown to have members from 88 countries [(00:00:30)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=30s). - The site's intention is to help people live a fulfilling and productive life with the help of OmniFocus and complementary productivity apps [(00:01:02)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=62s). - OmniFocus is seen as an important piece of a larger system, but it is just one piece, and other apps are also featured on the site as partners in helping to fulfill a productive life [(00:01:14)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=74s). - The site stresses the importance of having an understanding of productivity methodologies and theories, as owning a tool like OmniFocus doesn't automatically make someone productive [(00:01:38)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=98s). - There are four components to Learn OmniFocus: productivity themes, featuring apps, workflow guests, and interactive group sessions [(00:02:06)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=126s). - Productivity themes cover the soft skills related to productivity and key concepts that allow people to make good use of OmniFocus and other tools [(00:02:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=128s). - Featured apps are showcased in their own sessions or courses, and examples include Day One, My Node, Drafts, and The Sauna [(00:02:33)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=153s). - Workflow guests share their personal productivity systems and how they use [[OmniFocus]], highlighting that it is a personal task manager that can be customized to individual needs [(00:02:46)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=166s). - Interactive group sessions include office hour sessions, which are small group confidential sessions, and virtual co-working sessions, which have received positive reviews from members [(00:03:36)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=216s). - The goal of Learn OmniFocus is to help people create a productivity system that is personal to them, and guests like William are invited to share their expertise and inspire others [(00:03:31)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=211s). ## Coming Soon [(00:04:17)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=257s) - Small group sessions are offered three or four times a month, with varying days and times to accommodate different time zones, and there are currently five open for registration [(00:04:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=258s). - Virtual co-working sessions provide an opportunity to work alongside other [[OmniFocus | Learn OmniFocus]] members, get things done, and create accountability around the process [(00:04:45)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=285s). - These sessions consist of three 25-minute focus sessions, with check-ins at the beginning, in between, and at the end, as well as an optional 10-minute lounge before and after for socializing [(00:05:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=318s). - The focus sessions help build the ability to focus, and participants can share what they learned, what distracted them, and what allowed them to focus [(00:05:38)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=338s). - Virtual co-working sessions also provide a sense of community, with opportunities to meet new people and share experiences [(00:06:07)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=367s). - Testimonials from regular participants, such as Jennifer and Adam, highlight the benefits of the virtual co-working environment, including accountability, camaraderie, and shared commitment to growth [(00:06:34)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=394s). - Upcoming virtual co-working sessions are scheduled, with two more this month and three in August, and participants can register at learnomnifocus.com [(00:07:30)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=450s). - A new section, "Coming Soon," will feature an approach called Holistic Productivity, developed from insights gained during cancer treatments in 2008 [(00:07:45)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=465s). - Holistic Productivity is an encapsulation of the insights gained from this experience, and it will be featured in the next section [(00:08:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=488s). - A holistic perspective views life as multifaceted, with no clear distinction between work life, home life, family life, and other areas, and instead considers life as a whole with various interconnected facets [(00:08:15)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=495s). - Creating a positive shift in one area of life can positively impact other areas in an organic way, and sometimes the area that needs attention is not the most obvious one, such as focusing on health to improve work effectiveness [(00:08:42)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=522s). - The holistic productivity principles are built on four pillars, which will be explored in an interactive session, allowing participants to examine their own lives and how [[OmniFocus]] relates to them, as well as complementary tools [(00:09:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=548s). - An upcoming 90-minute session on September 14th will cover these principles, starting at 10 o'clock Pacific Time [(00:09:28)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=568s). - OmniFocus 4 has made significant progress, and feedback is being submitted to aid in its development, with content ready to be released soon after its launch [(00:09:43)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=583s). - Investments made in OmniFocus 3, such as fine-tuning the database, will carry over to OmniFocus 4, ensuring users are well-prepared for the new version [(00:10:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=604s). ## Introducing William Gallagher [(00:10:17)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=617s) - William Gallagher is joining from [[Birmingham, Alabama | Birmingham]], in the middle of England, and is very active within the writing community as both a writer and a leader. [(00:10:22)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=622s) - He has given many talks, numbering in the hundreds, over the years and is a very productive fellow with many writing credits and contributions to the writing community. [(00:10:39)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=639s) - William Gallagher will be sharing how he manages his productivity with the help of [[OmniFocus]] and other apps. [(00:10:55)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=655s) - He has a blog at williamgallagher.com and a popular [[YouTube]] channel at youtube.com/williamgallagher, which is geared towards writers but offers valuable insights for others as well. [(00:11:06)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=666s) - William Gallagher is a tech enthusiast who discusses emerging technologies and how to effectively utilize them, as seen in his videos, including one on creating a personal "on air" sign. [(00:11:26)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=686s) - He can also be followed on [[Twitter]] at @wgallagher. [(00:11:49)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=709s) ## Meet William Gallagher [(00:11:57)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=717s) - William Gallagher expresses gratitude for being invited to the conversation and acknowledges the host's community-building efforts with [[OmniFocus]], which has been his tool of choice for over 10 years [(00:11:57)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=717s). - He compliments the host on creating a community around OmniFocus and notes the host's writing skills, despite the host's self-deprecating remark about not being a writer [(00:12:15)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=735s). - William Gallagher shares a humorous anecdote about an "on air" light falling on his head, advising the host to secure it better if they plan to use one [(00:12:20)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=740s). - He transitions to the main topic of discussion, implying that the initial comments were not the primary purpose of his visit [(00:12:31)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=751s). ## Why William Uses OmniFocus [(00:12:35)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=755s) - [[OmniFocus]] is a crucial tool for managing tasks and projects, as it allows users to focus on specific tasks for the day despite having multiple projects ongoing [(00:12:35)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=755s). - Recently, the user was appointed Deputy Chair of the [[Writers Guild of America | Writers Guild]] in the UK, which added a new project to their existing workload, involving sending 80 similar emails to different people [(00:12:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=761s). - OmniFocus enables users to break down large projects into manageable tasks, allowing them to prioritize and focus on specific tasks for the day [(00:12:56)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=776s). - The user acknowledges not spending enough time reviewing tasks in OmniFocus, often piling tasks in and seeking better ways to manage them [(00:13:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=788s). - The user's workflow involves capturing tasks, reviewing them, and using the Getting Things Done (GTD) methodology to get things done each day [(00:13:27)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=807s). - The user is open to learning new methods and improving their workflow, inviting feedback on their current process [(00:13:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=798s). ## Capturing Into OmniFocus [(00:13:35)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=815s) - Capturing tasks into [[OmniFocus]] often starts with writing down ideas, with the "quick entry" feature being a commonly used method for getting tasks out of one's head and into the system as fast as possible [(00:14:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=840s). - Another common method of capturing tasks is through email, with many tasks being received via email, often with multiple requests or actions required in a single email [(00:14:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=848s). - To manage emails with multiple tasks, a strategy can be employed where specific paragraphs or sections of the email are highlighted and forwarded to OmniFocus, creating separate tasks for each action required [(00:14:29)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=869s). - This approach allows for individual tasks to be marked as completed as they are finished, providing a clear sense of progress and helping to avoid confusion about what still needs to be done [(00:14:46)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=886s). - [[Slack (software) | Slack]] is also used as a platform for capturing tasks, with the ability to star messages and have them automatically sent to OmniFocus, although this method may not be used as frequently as other approaches [(00:13:47)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=827s). ## Automating Project Creation [(00:15:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=900s) - The goal is to find faster ways to do things, and one way to achieve this is by using shortcuts to automate tasks and enter information into [[OmniFocus]] [(00:15:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=900s). - The user has written a complex shortcut, but cannot show it due to being on the beta test for Focus 4 and [[MacOS | Mac OS]] Ventura, which is missing some features [(00:15:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=904s). - The user does a lot of workshops for different places, with over 900 workshops in about 10 years, and has a system to manage these workshops using OmniFocus [(00:15:27)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=927s). - The user has a shortcut that asks for the type of workshop, city, and date, and then enters all the necessary information into OmniFocus, including reminders for tasks such as invoicing and travel arrangements [(00:16:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=981s). - The shortcut captures three pieces of information and OmniFocus generates 15 tasks, including reminders for specific dates, such as invoicing the day after the workshop and checking if the invoice has been paid 30 days later [(00:16:56)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1016s). - The user finds this system convenient and satisfying, as it allows them to focus on their work without having to remember all the details and tasks associated with each workshop [(00:17:25)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1045s). - The user also uses a shortcut to quickly capture ideas for new projects, such as episodes of a podcast, and enter them into [[OmniFocus]] [(00:18:22)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1102s). - The user has an "ideas pot" where they can store ideas for future projects, and can quickly capture and organize these ideas using their shortcuts and OmniFocus [(00:18:51)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1131s). - A quick entry system is used to create new episodes, and when an episode is confirmed, a script is run to automate the process of creating parts and folders in OmniFocus and iCloud Drive [(00:18:55)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1135s). - The script updates a text file on the [[MacOS | Mac]] in [[Cloud storage | Cloud Drive]] to keep track of the episode number, and it also creates five folders in iCloud Drive and a basic script template in Omni Outline [(00:19:13)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1153s). - The script does not include dates, as the schedule is typically decided later during the review process, allowing for flexibility in planning [(00:19:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1181s). - The system is designed to automatically determine the next episode number, which was a challenging task that took hours to figure out [(00:19:57)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1197s). - The quick entry system is also used in conjunction with [[Slack (software) | Slack]], and there are plans to use it more often now that it has been remembered [(00:20:19)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1219s). - Shortcuts are a key part of the workflow, and there are many other shortcuts that are not currently in use due to compatibility issues with certain devices [(00:20:29)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1229s). ## Forecast Perspective + Due Dates [(00:20:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1241s) - The [[Forecasting | Forecast]] view in [[OmniFocus]] is a frequently used feature, and the times shown in this view can turn red when the deadline is near, indicating the task is due soon [(00:20:49)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1249s). - To avoid feeling pressured by early morning deadlines, the default time for tasks in OmniFocus was changed to 5 o'clock, so tasks appear yellow instead of red and still show the day they are due [(00:21:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1268s). - OmniFocus is not typically relied upon for timed events, but due dates can be used as an extra reminder for urgent tasks that must be completed at a specific time [(00:21:23)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1283s). - A desired feature would be the ability to switch off times in OmniFocus and drag and rearrange tasks in the Forecast view [(00:21:34)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1294s). - The Forecast view can become overwhelming when showing 35 to 45 tasks to complete, even if many of them are quick checks to see if a task needs to be done [(00:21:56)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1316s). - There are 12 tasks that must be done every weekday, and they are all in OmniFocus, which can be daunting to see when first waking up [(00:22:23)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1343s). - The daily routine involves doing a task, then checking [[OmniFocus]] and the calendars, which can still feel overwhelming [(00:22:42)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1362s). ## First Ten Perspective [(00:22:48)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1368s) - The "First 10" perspective is a favorite workflow, where tasks are narrowed down to the top 10 that need to be done first, including those that will make the user feel better once completed and those that others are waiting on [(00:22:48)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1368s). - These tasks are tagged as "First 10" and the goal is to complete them, with the list being flexible and sometimes having fewer or more tasks, but ideally staying at 10 [(00:23:10)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1390s). - The "First 10" list helps prioritize tasks and create a sense of accomplishment as tasks are completed, making the list shorter and reducing pressure [(00:24:54)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1494s). - The workflow also allows for non-work-related tasks to be included, such as reading Jane Austen's letters, which is a personal pleasure and helps with work-life balance [(00:23:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1421s). - Once the "First 10" tasks are completed, the user can then look at the rest of their tasks and tackle them with a sense of accomplishment and reduced pressure [(00:25:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1500s). - The "First 10" perspective has been a current obsession, with experimentation on different combinations of tasks and perspectives, but ultimately finding that this one workflow is the most effective [(00:25:16)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1516s). - The workflow is flexible and can be adapted to different projects and clients, but the user tends to focus on one main project and perspective [(00:25:45)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1545s). - The "First 10" list is not just about completing tasks, but also about achieving a sense of balance and making time for personal pleasures [(00:24:40)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1480s). ## Focusing for an Hour [(00:25:51)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1551s) - Focusing on a single project in [[OmniFocus]] by clicking on it and hiding other projects helps concentrate on the task at hand [(00:25:54)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1554s). - The Pomodoro technique, which involves working in focused 25-minute increments, is commonly used by writers, but this approach doesn't work well for tasks that require longer periods of time [(00:26:15)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1575s). - Working in 60-minute increments, with a strict start and end time, can be an effective way to stay focused and make progress on larger tasks [(00:26:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1601s). - This approach can help generate some of the best work in the final minutes of the hour, even if the rest of the time was spent struggling [(00:27:11)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1631s). - Stopping work at the 60-minute mark, even if it's going well, helps maintain energy and enthusiasm for the task, making it easier to pick up again in the next session [(00:27:31)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1651s). - This technique is not related to OmniFocus's estimated durations feature, which is not used in this workflow [(00:28:15)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1695s). - The 60-minute work window was developed over time through experimentation and was solidified by 2013, after trying out different approaches and running workshops with other writers [(00:29:16)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1756s). - As a freelance writer since 1994, there have been times when work wasn't put in, but the 60-minute work window has become a reliable way to stay focused and productive [(00:29:39)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1779s). - Working in short focused intervals, specifically one hour, has been found to be highly effective in making progress on tasks and projects, breaking the back of difficult tasks, and building momentum [(00:30:09)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1809s). - This approach allows for making significant progress on tasks that are typically procrastinated on, such as finances and taxes, and can leave one feeling accomplished and motivated [(00:30:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1818s). - The one-hour work block can be applied to various tasks, including writing, and has been found to be particularly effective for creative work, such as scriptwriting [(00:30:40)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1840s). - Limiting work to one hour, even for enjoyable tasks, can help maintain productivity and avoid burnout, although it is possible to work for longer periods when necessary [(00:30:56)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1856s). - The record for writing in one day is 10,000 words of non-fiction or 20 pages of screenplay, but this level of productivity is not sustainable for extended periods [(00:31:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1878s). - Working in one-hour blocks allows for pushing through resistance and making progress, even when struggling, and can help build motivation and enthusiasm for the task [(00:31:47)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1907s). - Finishing a work block on a high note can help create a sense of accomplishment and motivation, making it easier to look forward to the next work session [(00:32:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1920s). - This approach can be applied to various projects, including those with complex problems, and can help create a sense of anticipation and excitement for the next work session [(00:32:33)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=1953s). - The mentioned workflow did not work at all [(00:33:26)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2006s) ## Reviewing OmniFocus [(00:33:28)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2008s) - Regular reviews in [[OmniFocus]] are crucial, but it can be challenging to maintain the habit, with reminders set for Monday and Friday, but often skipped, especially on Fridays [(00:33:28)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2008s). - Failing to keep up with reviews can lead to worsening work and increased misery when dealing with tasks [(00:33:58)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2038s). - To improve the review process, it's essential to be ruthless when deciding how often to be reminded of each project [(00:34:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2058s). - Review periods can be adjusted for specific tasks or projects, such as a shopping list, which may not require frequent reviews [(00:34:23)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2063s). - Setting a longer review period, such as annually, can be beneficial for tasks that don't require frequent attention, and can help streamline the review process [(00:34:36)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2076s). - It's possible to adjust and refine the review process over time, even after years of using OmniFocus, to better suit individual needs and workflows [(00:34:09)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2049s). ## Revisiting the First Ten Perspective [(00:34:45)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2085s) - The "First 10" list is comprised of tasks that are mandatory and have to be done today, with the tag serving as a confidence indicator that they can be completed rather than an aspirational goal [(00:35:17)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2117s). - If tasks with the "First 10" tag are not completed, they do not automatically get bumped to the next day, but rather remain on the list until completed or the tag is manually removed [(00:35:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2108s). - Most tasks on the "First 10" list are repetitive, but not all repetitive tasks are included in the list, and the goal is to avoid having them automatically reappear with the "First 10" tag after completion [(00:36:12)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2172s). - To prevent repetitive tasks from immediately reappearing with the "First 10" tag after completion, the task's availability should be set to the current day, so it is removed from the list once completed [(00:36:35)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2195s). - A potential solution to automate the removal of the "First 10" tag when a task is marked as done is being explored, possibly through the use of a plug-in, with experts like Caitlyn being considered for assistance [(00:37:55)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2275s). - The current workaround for removing the "First 10" tag from completed tasks is to manually remove it, allowing for the possibility of re-adding the tag if the task becomes a priority again in the future [(00:37:33)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2253s). ## Surfacing OmniFocus Actions [(00:38:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2284s) - To ensure that all actions and projects in [[OmniFocus]] receive the appropriate amount of attention, regular reviews are essential, even if they are not done consistently, as they provide a brief overview of everything on one's plate [(00:38:43)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2323s). - Most tasks do not have a specific date assigned to them, but knowing that they are all stored in OmniFocus and will be caught during reviews helps to stay on track [(00:39:10)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2350s). - Organizing the folder list in OmniFocus, such as tidying up the client list and creating a more structured system, can help to prevent forgetting important tasks and projects [(00:39:20)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2360s). - Having a single to-do app like OmniFocus makes it easier to know where to put tasks and where to look for the next thing to do [(00:39:57)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2397s). - A more organized structure in OmniFocus allows for easier navigation and finding the right project to put tasks in and the right product to look at them for [(00:40:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2408s). - External drivers, such as deadlines and events from other organizations, can also help to keep tasks and projects on track, especially when they have specific times assigned to them [(00:40:16)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2416s). - As long as progress is made on tasks during reviews, it is possible to be happy with the system, even if it is not perfect [(00:40:39)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2439s). - Regularly glancing at the project list in [[OmniFocus]] can help to stay aware of the available tasks and activities [(00:41:06)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2466s). ## OmniFocus is a Constant Friend [(00:41:16)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2476s) - OmniFocus is always open on all machines, even when using focus mode and switching off everything else, making it a constant presence and a mandatory tool [(00:41:16)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2476s). - It is suggested that OmniFocus should be checked first thing in the morning and last thing in the day, with work being done in between [(00:41:35)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2495s). - The workflow involves not checking OmniFocus after every single task, but rather doing a review periodically, which can be deeply satisfying when seeing a list of completed tasks [(00:41:46)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2506s). - Doing a review and seeing a list of completed tasks, such as 30 things done, can be a source of pleasure and motivation [(00:41:50)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2510s). - Delaying the review for a longer period might result in a longer list of completed tasks, such as 60 things, which can be even more satisfying, but also risks losing control of the workflow [(00:42:03)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2523s). ## The Show Comes First [(00:42:16)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2536s) - The concept "the show comes first" is a guiding principle that prioritizes the needs of a project or event over individual interests, regardless of whether it's a theater production, radio show, or other type of event [(00:42:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2541s). - This principle was learned through work with the [[BBC]], where everyone on the production team shared the same mindset and was willing to give themselves up for the sake of the project [(00:42:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2561s). - The principle is still believed in, but with age, it has become more important to be ruthless about which projects to take on, and only those that truly matter are added to one's life and workload [(00:42:55)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2575s). - This means saying no to a lot of things, as opposed to initially saying yes to everything and then re-evaluating, in order to maintain focus and prioritize what is truly important [(00:43:14)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2594s). ## Time Estimates [(00:43:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2598s) - Estimating how long tasks will take is a challenging aspect of productivity, and experience plays a significant role in developing a sense of the time required for similar tasks [(00:43:58)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2638s). - With experience, it's possible to intuitively know the complexity and time required for a task, making it less necessary to estimate individual actions [(00:44:29)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2669s). - Having a sense of the scale and scope of a project helps in estimating the time required, and it's essential to consider the number of people involved and the resources needed [(00:43:40)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2620s). - Familiarity with the time required for specific tasks, such as reading or banking, can help in estimating the time needed for similar tasks [(00:44:49)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2689s). - The time required for tasks can vary greatly, as seen in the example of producing a 58 keys episode, which took anywhere from 90 minutes to 8 days and 40 hours of editing [(00:45:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2721s). - Breaking down tasks into smaller steps and understanding the sequence in which they need to be completed can help in estimating the time required [(00:46:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2764s). - Knowing that certain tasks need to be done, even if the exact time required is unknown, can help in prioritizing and completing them [(00:46:01)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2761s). - The ability to estimate time required for tasks improves with experience, and it's essential to think through the time required for tasks systematically, especially for those new to productivity [(00:44:19)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2659s). - Estimating time required for tasks is not always necessary, and it's possible to focus on completing tasks without worrying about the exact time required [(00:44:37)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2677s). ## Planning in OmniOutliner [(00:46:07)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2767s) - Planning in [[OmniOutliner]] is a crucial step before creating an [[OmniFocus]] project, as it allows for organizing ideas and outlining the project's structure [(00:46:07)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2767s). - OmniOutliner is used for planning events, writing articles, and outlining stories, but its primary function is as a planning tool that leads to creating an OmniFocus project [(00:46:42)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2802s). - The tool is useful for breaking down large projects into smaller, actionable tasks, and for identifying what needs to be done and what information is missing [(00:48:00)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2880s). - OmniOutliner is often used in conjunction with OmniFocus, as it provides a space for freeform idea generation and organization, while OmniFocus is used for defined work and task management [(00:49:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2961s). - The key difference between OmniOutliner and OmniFocus is that the former is ideal for planning and idea generation, while the latter is better suited for task management and tracking [(00:49:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2944s). - Using both OmniOutliner and OmniFocus as complementary apps allows for a more efficient workflow, as it separates the planning and idea generation phase from the task management phase [(00:49:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2958s). - MindNode is also used as a visual tool for planning and idea generation, particularly for projects that require a more visual approach [(00:48:34)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=2914s). - Having a tool like [[OmniOutliner]] or MindNode as part of one's system is essential for planning and organizing projects, whether personal or professional [(00:50:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3008s). ## OmniFocus is a "Can Do" App [(00:50:26)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3026s) - The "Someday" project in [[OmniFocus]] is intentionally left blank, as items that are truly important will resurface elsewhere, and having them in this project can lead to clutter [(00:50:26)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3026s). - A "Story Pot" was previously used to store ideas, but it became unmanageable during review stages, with many items being unusable or not actionable, leading to their removal and storage in [[Apple Inc. | Apple]] Notes [(00:50:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3041s). - OmniFocus is described as a "do app" rather than a "to-do app," focusing on tasks that can be done now or when time allows, rather than a didactic list of tasks [(00:51:19)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3079s). - The app is seen as a tool that works with the user, providing a menu of tasks that can be done, with some being time-critical and others losing importance over time [(00:52:10)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3130s). - David Allen's idea of not expecting to complete everything on a to-do list is mentioned, emphasizing the importance of prioritizing tasks [(00:52:02)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3122s). - Most tasks cannot be completed in one sitting, but breaking them down into smaller, actionable tasks can help make progress [(00:52:30)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3150s). - The importance of completing tasks before moving on to others is emphasized, using the example of responding to 90 emails in one session rather than in batches [(00:52:45)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3165s). - Finishing tasks can provide a sense of relief and completion, allowing the user to focus on other tasks without worrying about unfinished work [(00:53:36)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3216s). - The practice of completing tasks in one session, rather than switching between multiple tasks, can help increase productivity and reduce stress [(00:53:48)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3228s). - The use of [[OmniFocus]] helps with this process by allowing users to focus on one task at a time and mark it as complete before moving on to the next task [(00:54:22)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3262s). ## How William Uses Tags [(00:54:27)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3267s) - The use of tags includes categorizing tasks according to contexts, with specific tags such as "waiting", "reading", "research", and "email" to group similar tasks together [(00:54:34)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3274s). - Initially, there was skepticism about using tags after OmniFocus changed from the "one context" approach, but it has proven to be a useful feature [(00:54:50)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3290s). - Tags are used to label tasks for easy reference, such as grouping all reading or email tasks together, and about six tags are used intelligently for different purposes [(00:55:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3304s). - Tags are rarely used in combination, with the exception of "waiting" and "first 10", which are sometimes paired together [(00:55:22)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3322s). - The use of tags has become a preferred approach, despite initial reservations, and is now considered a valuable feature [(00:55:29)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3329s). - Discipline is required to maintain effective use of tags, but they are a useful tool for task management [(00:55:33)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3333s). ## Time Blocking Tasks [(00:55:37)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3337s) - Time blocking is used for certain tasks, such as writing for [[Apple Inc. | Apple]] Insider, which requires being available for specific hours, thereby blocking out other tasks during that time [(00:55:46)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3346s). - For personal projects, such as script writing, time blocking is used in the morning, typically between 5 a.m. and 7 a.m., with a set timer of 60 minutes and focus mode enabled to minimize distractions [(00:56:24)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3384s). - A routine is followed, dedicating a specific hour in the morning to writing, but without strict borders around time [(00:56:50)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3410s). - The use of a schedule or calendar to block time is not strictly followed, but rather an organic approach is taken, with some tasks having default time slots due to external requirements [(00:56:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3364s). - Experimentation with a visual schedule, such as a stripe through the day on an [[IPad | iPad]], has been considered, but it has not been effective in the past due to frequent changes in tasks and priorities [(00:57:06)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3426s). - A timer is set on the phone to keep track of the 60-minute time block, and at the end of the time block, the task is considered done, regardless of the time of day [(00:56:35)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3395s). ## Custom Perspectives [(00:57:30)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3450s) - The use case for perspectives in organizing tasks is being explored, with a focus on whether other perspectives are used regularly or if it's more focused on a specific set of perspectives, in this case, the first ten [(00:57:30)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3450s). - There are 15 perspectives in the database, but most of them were only useful for a while and then stopped being useful, with some being variants of what ultimately became the first ten [(00:57:44)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3464s). - It's acknowledged that perspectives can become less useful over time and should be cleared out, but they are still considered an incredible tool [(00:57:59)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3479s). - Focusing on a project is currently more useful than perspectives, but perspectives are still valuable and were essential in the past [(00:58:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3484s). - Throwaway perspectives can be created for temporary use, such as for a day, and then deleted when no longer needed, providing a flexible way to use perspectives [(00:58:19)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3499s). - Perspectives can be used in various ways, including creating temporary views into [[OmniFocus]], and then deleting them when done [(00:58:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3501s). ## Project Numbering [(00:58:34)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3514s) - A sequentially numbered system is used for episodes, with the key being a plain text file stored on iCloud Drive that can be accessed from any device, allowing for easy updating of the episode number by adding one to the current number [(00:58:44)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3524s). - The text file contains only a number, and there is no security or locking mechanism in place, but this has not been an issue as the system is typically used on one device at a time [(00:59:02)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3542s). - The system allows for easy correction of the episode number if needed, such as when testing the system resulted in a higher number than desired, which can be corrected by simply opening the text file and changing the number [(00:59:23)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3563s). - The episode number is used as a specific production order number, which helps with scheduling and organization, and is not strictly necessary but is a useful tool [(00:59:43)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3583s). - The episode number appears in the folder name and file names for different assets, such as main footage, b-roll, and screen recordings, which helps to tie together the project and make editing faster and more efficient [(01:00:17)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3617s). - Using a unique number for each project allows for easy searching and organization across different apps, and provides a sense of accomplishment as the number increases [(01:00:57)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3657s). - The episode number includes all episodes, including seven pilot episodes that will not be seen, which are still counted in the total number [(01:01:23)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3683s). ## Alternatives to OmniOutliner [(01:01:33)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3693s) - Alternatives to [[OmniOutliner]] include [[Outliner]], Logseq, and [[Obsidian (software) | Obsidian]], with Outliner being a good option due to its similarity to [[OmniFocus]] in terms of keyboard shortcuts and overall feel, making it easy to transition between the two [(01:01:33)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3693s). - [[OmniPlan]] is another alternative that can be used for outlining, especially when working with others, and it has similarities to OmniFocus despite having significant differences [(01:02:07)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3727s). - OmniPlan can be useful in the planning phase, allowing users to see dependencies and avoid frustration, and it can be used to create [[Gantt chart | Gantt]] charts and organize projects [(01:03:06)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3786s). - A personal experience with OmniPlan involved using it to organize a project with dependencies, which ultimately worked out well despite being an unconventional use case [(01:02:40)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3760s). - The value of using a tool like OmniPlan lies in its ability to help users see dependencies and plan accordingly, making it a useful tool for avoiding frustration and staying organized [(01:03:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3788s). ## Other Apps in William's Toolbox [(01:03:18)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3798s) - [[Obsidian (software) | Obsidian]] is an application that was briefly mentioned, but not extensively used, and [[Notion (productivity software) | Notion]] is another tool that was explored but not fully utilized [(01:03:25)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3805s). - [[Keyboard Maestro]] is a crucial tool for automating tasks, such as closing multiple image tabs in Pixelmator Pro with just two buttons [(01:04:09)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3849s). - HB Clock is a utility used for timed events and workshops, providing a small on-screen clock for easy reference [(01:04:56)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3896s). - [[Artificial intelligence | Otter.ai]] is a useful tool, although its specific application is not detailed [(01:05:17)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3917s). - Alfred is a favorite application, particularly its clipboard manager, which is useful for copying and pasting multiple items in a specific order [(01:05:21)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3921s). - [[VLC media player | VLC]] is used for playing screeners and other video content, while Plex is utilized for managing a large video collection [(01:05:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3941s). - For writing, favorite applications include Pages, [[Scrivener (software) | Scrivener]], and [[Final Draft (software) | Final Draft]], each used for different types of projects, such as novels, scripts, and articles [(01:05:55)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3955s). - Scrivener is the preferred choice for large projects, like a 100,000-word novel, while Pages is used for radio scripts and other projects [(01:06:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3964s). - [[OmniOutliner | Omni Outliner]] and Drafts 5 are also used for writing, particularly for articles, with Drafts being the preferred choice for plain text articles on both [[IPhone | iPhone]] and [[MacOS | Mac]] [(01:06:24)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=3984s). - Despite being disorganized, Drafts remains the favorite tool for getting started with plain text articles and other writing projects [(01:06:44)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4004s). - The importance of technology lies in what it enables users to do, rather than the technology itself, and this is why some people prefer using Macs, iPhones, and [[IPad | iPads]], as they allow users to focus on their tasks without worrying about technical issues [(01:07:08)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4028s). - Drafts is a suitable writing tool for those who want to start writing immediately, without any distractions or technical concerns, and it feels like it is designed to help users get on with their writing [(01:07:24)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4044s). - It's easy to get caught up in the technology itself and forget the creative possibilities it offers, but it's essential to remember that the ultimate goal is to create something, and the joy of using a tool should come from the creative results it produces [(01:07:41)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4061s). - Automations and workflows can be satisfying when they lead to creative results, and it's essential to imagine the joy of using a tool every time it's triggered, rather than just focusing on the technical aspects [(01:07:52)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4072s). - Using tools like Numbers, [[Keyboard Maestro]], and Text Expander can help streamline tasks, such as creating and sending emails to a bookkeeper, and while the technical details may be forgotten, the automation remains in place [(01:08:30)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4110s). - Regular backups are essential, and tools like [[OmniFocus]] can be set up to perform automatic backups at specific times, such as 6 o'clock every day, although it's crucial to keep track of how these automations were set up and why [(01:08:51)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4131s). - Keeping better notes on how automations and workflows were set up can be helpful in the long run, especially when trying to understand or modify them later [(01:09:04)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4144s). ## Many Thanks [(01:09:09)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4149s) - William Gallagher shared valuable insights and wisdom on OmniFocus and his approach to life and work, providing many great takeaways [(01:09:09)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4149s). - Appreciation is expressed to everyone who joined the live session for their great questions [(01:09:24)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4164s). - Thanks are also given to those watching the recorded session [(01:09:27)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4167s). - Viewers are invited to attend future live sessions, which may include themed sessions, office hours, or virtual co-working [(01:09:32)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4172s). - The session is concluded with a farewell message, wishing everyone to take care [(01:09:42)](https://www.youtube.com/watch?v=cEdLELTzaZA&t=4182s). ## Sources - [website](https://www.youtube.com/watch?v=cEdLELTzaZA?si=TLMMwPHwg8t0kdTk)