Peter Binder Welcome to a short series of articles about a great GTD app OmniFocus from The Omni Group. The series will consist of three parts, where we will first analyze in detail the version for iPhone, Mac, and in the last part we will compare this productivity tool with competing products.
OmniFocus is one of the most famous GTD applications. It has been on the market since 2008, when the Mac version was first released and a few months later an application for iOS (iPhone/iPod touch) was published. Since its release, OmniFocus has gained a wide base of fans as well as detractors.
However, if you were to ask any Apple product user what 3 GTD applications they know on iPhone/iPad/Mac, OmniFocus would definitely be one of the mentioned tools. It also speaks in its favor of winning the "Apple Design Award for Best iPhone Productivity Application" in 2008 or the fact that it is consecrated as an official tool by David Allen himself, the creator of the GTD method.
So let's take a closer look at the iPhone version. At the first launch, we will find ourselves in the so-called "home" menu (1st menu on the bottom panel), where you will spend most of the time on OmniFocus.
In it we find: inbox, Projects, contexts, Due Soon, overdue, flagged, Search, PROSPECTS AND ACHIEVEMENTS (optional).
inbox is an inbox, or a place where you put everything that comes to mind to lighten your head. Saving tasks in OmniFocus to your inbox is very easy. In addition, to save the item in the inbox, you only need to fill in the name and you can fill in the other parameters later. These include, for example:
- Context – represent a kind of category into which you place tasks, e.g. at home, office, on the computer, ideas, buy, errands, etc.
- Project – assigning items to individual projects.
- Start, due – the time when the task starts or to which it relates.
- Flag – flagging items, after assigning a flag, the tasks will be displayed in the Flagged section.
You can also set the individual inputsrepetition or connect to them voice memo, text note whether Photographyi. So there are several options. They are the most important in my opinion context, project, eventual two. In addition, these three properties make it very easy for you to find your way around the application, including searching.
They follow Inbox in the "home" menu projects. As the name suggests, here we can find all the projects you have created. If you would like to search for an item, you can either directly browse each project or select an option All Actions, when you will see all tasks sorted by individual projects.
The search in the already mentioned works on the same principle categories (Contexts).
This section is useful in that, for example, if you are shopping in the city, you can look at the shopping context and immediately see what you need to get. Of course, it may happen that you do not assign any context to the task. That's not a problem at all, OmniFocus handles it smartly, after "opening" the Contexts section scroll down to see the rest of the unassigned items.
Due Soon presents near-term tasks that you can set for 24 hours, 2 days, 3 days, 4 days, 5 days, 1 week. overdue means exceeding the set time for tasks.
The 2nd menu on the panel is GPS location. Locations can be easily added to individual contexts either by address or current location. Setting the position is good, for example, in that, after viewing the map, you can easily recognize which places certain tasks belong to. However, as such, this feature seems to me rather additional and not so important, but there are certainly many users who use it effectively. OmniFocus uses Google maps to display the set location.
The 3rd offer is synchronization. This represents a huge competitive advantage for OmniFocus, which other applications are trying to catch up with, but so far in vain. Especially when it comes to cloud sync. This one seems to me to represent a forbidden area where most other developers are afraid to enter.
With OmniFocus, you have four types of data synchronization to choose from – MobileMe (must have a MobileMe account), Hello (a smart and efficient way to sync multiple Macs, iPhones together), Disk (saving data on a loaded disk, through which the data will be transferred to other Macs), Advanced (WebDAV).
4. icon menu inboxu means simply writing items to the inbox. The last option on the bottom panel is Settings. Here you choose which one tasks you want to display in projects and context, whether available tasks (tasks without a set start), remaining (items with a set event start), all (tasks completed and unfinished) or other (next steps within the context).
Other adjustable options include notification (sound, text), due date (time when tasks appear in due soon), badges on the icon installing the Safari bookmarklet (after which you will be able to send links to OmniFocus from Safari), restarting the database a experimental properties (landscape mode, support, perspectives).
So, OmniFocus offers a wide range of adjustable features that can be used to customize this application to your liking. However, in terms of graphics, it gives a very cold impression. Yes it's a productivity app so it shouldn't look like a coloring book, but adding some colors including color icons that the user could change would definitely help. In addition, I know from my experience that the prettier the appearance, the more motivated and happy I am to work.
There is also no menu where you would see all the tasks. Yes, you can view them by selecting the "All actions" option for projects or contexts, but it's still not the same. In addition, you have to keep switching from one menu to another, but that is already the standard for most GTD applications.
Apart from these few shortcomings, however, OmniFocus is an excellent application that fulfills its purpose exactly. Orientation in it is very easy, even if you sometimes have to switch from one menu to another, it really only takes a few minutes to explore the user interface and you will immediately understand how everything works. What I really like is creating folders. The vast majority of applications of a similar focus do not offer this option, while it makes the user's work much easier. You simply create a folder, then add individual projects or other folders to it.
Other benefits include the already mentioned synchronization, setting options, easy insertion of tasks within projects, excellent reputation, designation of OmniFocus by David Allen, the creator of the Getting Things Done method, as an official application. Furthermore, the possibility of adding photos, notes to tasks when inserting them into the inbox, which I encountered for the first time only with OmniFocus and it is a very useful function.
Additionally, The Omni Group provides excellent user support for all versions of this application. Whether it is a PDF manual, where you will get answers to all your possible questions and ambiguities, or video tutorials, where you can clearly see how OmniFocus works. If you still can't find an answer to your problem, you can use the company's forum or contact the customer service email directly.
So is OmniFocus for iPhone the best GTD app? From my point of view, probably yes, although I lack several functions (mainly the menu with the display of all tasks), but OmniFocus overcomes these aforementioned shortcomings with its advantages. In general, this question is very difficult to answer, because each user is comfortable with something different. However, it is among the very best, and if you are deciding which application to buy, OmniFocus is the one you can't go wrong with. The price is a bit higher at €15,99, but you won't regret it. Moreover, this app will make you manage your work and life while feeling good, which I think is worth the price or not?
How do you like OmniFocus? Do you use it? Do you have any tips for other users on how to work with it effectively? Do you think he is the best? Let us know your thoughts in the comments. We'll bring you the second part of the series soon, where we'll take a look at the Mac version.
iTunes link - €15,99
Although I only skimmed the article, because I have experience with the functionality and I was curious about the conclusion. I would be more interested in why I shouldn't regret spending the 16e? If I look at it purely in theory, Things offers me the same, it also has a Mac version, a large community and fast support, and it costs half the price. I also find the environment much simpler and more user-friendly (this can be subjective).
For example, if you hadn't skimmed the remaining paragraphs, you would have found out what OmniFocus has in addition. It is thoroughly broken down there. It will take you about 5 minutes to read and not everything is listed at the end. I think OF is in a different league than Things, which is my opinion and we'll discuss it more in the third part of the series ;).
I've been using 2do for some time now, and compared to omnifocus it has several advantages:
* sync against toodledo
* one purchase includes an application for both ipad and iphone
* incomparably cheaper
* support of projects and check lists already in the base
* nice interface ;-)
* folders can be created from individual search types
* integrated backup
The only minus:
* does not directly support contexts
The only thing I would improve is the automatic scheduling of tasks in the calendar with regard to their time requirement.
I have been using OmniFocus for several years now in both versions (Mac and iPhone) and I have to say that I was so impressed with the Mac version that its release for the iPhone was the first and foremost pragmatic reason to buy an iPhone. Before OmniFocus, I tried several apps on my Mac and chose OmniFocus even though it was the most expensive. Now I see that I did well. For my use (I write down really every task that matters to me and could otherwise fit in) I find it the best. I've used, I mean all the features, so anything it lacks I'd already see as a limitation. I recommend it to anyone who is serious about themselves. Not only for the praise: there are two things I would like to see in future versions: an overview in which I write down the tasks I want to do that day (I basically solved this using flags - Flagged) and push synchronization (without it, I will now create a Mac a task with a time notification, but it won't be transferred to my iPhone without prior synchronization - that is, starting the application on the phone - so the phone won't even notify about it). At the same time, I know that it is possible - the proof of functionality is such an iCal (on the Mac I create an event with a time notification and without starting the iPhone version, it notifies me on the iPhone at that moment).
Thanks for the review, I recently got into GTD and am currently using Things, so I'm really looking forward to the comparison with OF. Perhaps you will convince me that it is worth spending the time and learning to work with the (perhaps too much for me yet) more complex OF. I'm already looking forward to the next parts!
That complexity is really just an illusion, you will see in the next parts. OmniFocus has a somewhat confusing, complex feel, but once you try it, you'll change your mind. You can watch the video tutorials on The Omni Group website and see ;).
I can only agree with everything written in the article. I've been trying to get used to GTD for a few years, so I've tried most of the IPHONE GTD apps. And the course was always the same – first enthusiasm over a lot of goodies, but eventually shortcomings began to surface, which turned out to be much more important than colored buttons. Unfortunately, GTD has one very unpleasant feature - you can only recognize the quality of the application when you have a lot of projects running in it and those are broken down into many tasks. But then it is a disaster to find out that the application is actually not suitable and you have to rewrite everything in another and pray that in 2-3 months the finding will not be the same. And this is the main advantage of Omnifocus - it's in a completely different class from everything else - robust and designed for really intensive work with a wide range of different activities, and at the same time you won't get lost in it. The only problem is to force your head not to deviate from GTD - but probably no application will solve that :-)
Otherwise, I've been using the iPad version in addition to the iPhone for several months, and it's absolutely perfect because it works with a larger surface.
For implementing GTD you can use this web-based application:
http://www.Gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
Syncs with Evernote, and also comes with mobile-web, Android and iPhone apps
Hmmm ok…. I personally admit that I am a PC user, i.e. Mac at all... and I have not even heard of the iPhone application until now, and I have already tried enough GTD variants.... At the moment, I am most comfortable with Todledoo - To do list.
I'm looking forward to the comparison if there will be, if the extra $19 will be worth that much...
I use Things and am extremely satisfied.
I use the Todo application, in which I have all the functions from GTD that I need, sync with toodledo, and all for 0,79e
I personally do not allow Pocket Informant. Stone.
I use OmniFocus on both iPhone, Mac and iPad... For me, it's a perfect combination in every way. I've tried the vast majority of the "competition", but as mentioned here, I don't know of another app as robust and built for multi-tasking at the moment... I sync via MobileMe, happy enough, I still have it tied to iCal. I really miss the time overview on the iPhone like on the iPad. How I personally use the individual parts: iPhone always at hand, therefore ideal for collecting data in the inbox, including audio and photos (I learned to use mainly audio recordings, they are faster and you can easily edit them later). I use the iPad for the evening Reviews (I don't want to open my laptop or I leave it in the office, the iPad is ideal for TV) and for the regular agenda during the day. Mac version for entering more complex perspectives and for large reviews of projects - ideal for monthly more detailed reviews and the classification and scheduling of new projects... even though it cost all together “a little” more than Things, ToDo, etc….. no regrets. So there you go….
I have both Mac and iPhone versions. Also both versions of Things. In fact, I have already switched twice in the last 2 years from one to the other and back.
I'm currently still with Things for now. I think it is quite difficult to decide between these two. Both stand out for something a little different, but it's hard to tell them apart. Omnifocus is strictly GTD, but as already written above, it requires strong self-control, an honest review and is really very cold.
I don't think that a large number of projects and tasks cannot be handled with Things. The only thing it lacks are subtasks. They are excellent in combination with ThingFolders (to manage references).
In turn, Omnifocus can be incredibly flexible for your needs, from single tasking to programming the smallest details of life.
It's really a point of view, each of these programs approaches the issue a little differently. it's hard to tell them apart.:-)
The application seems to be really well developed, even if the price of 31 euros for the iPad is something to consider. But even my time has its price :0)
However, what I consider the most is synchronization with the PC and work on the PC as well. No WiFi synchronization, I don't have to do that when I have both machines with me. I need synchronization over the network.
Will WebDAV or O beta enable this?
And how will I be able to access the date on the PC? Any client or website?
This is all solved in Toodledo, for example. Client for iPad and PC via the web interface directly in Toodledo.
@Peter Binder:
Please help me with the iPad and PC synchronization problem, each in a different location?
WebDAV should enable this, but unfortunately I have no experience with it, or I did not have to solve this problem. This could certainly be solved with a MobileMe account, however that also costs quite a bit of money if you were to buy it just for this account. And also the Disk option, but I haven't tried it here either. If one of the types of synchronization doesn't work for you or you don't want to invest in it, then the only option is to replace the tool.
As far as I know, for example Wunderlist (which should be released on the iPad soon) would definitely be able to deal with this problem. Or Nozbe, which is for iPad and on PC is a form of internet version. Unfortunately, I don't have an iPad, so I tested the GTD tools there :(. For more info, you can try mitvsehotovo.cz ;).
Or you can use the Omni sync server provided by The Omni Group for free and you will be able to sync different devices anywhere ;).
https://www.omnigroup.com/sync
I use WebDAV with OF (Mac, iPhone) to my full satisfaction https://webdav.mydrive.ch/
I use Things Mac+iPhone. I tried the trial mac version of Firetask, but I absolutely could not "bend" it to divide and schedule the task as needed. Since I am a student, the price for the GTD application in the case of Omnifocus is in the field of science fiction. Things struck me as a reasonable compromise. iPhone Things is actually my second most used app on the iPhone. 1. Phone :) 2. Things 3. Messages (SMS) 4. Connections 5. other stupid things, maps, angrybirds etc. The only thing I miss a little is the wettest right of Areas. how should you hide all your work tasks on the weekend, leave only raked leaves in the garden there :) ??? only individual projects can be deactivated/activated.
RECOMMENDATION PLEASE
scan GTD for iPhone but with fully bilaterally synchronizable mirror for PC (Win) not MAC. Something simple of the Things type, including projects. Can you advise?
it doesn't matter if it's free or paid.
Thanks!!
V.