OmniFocus for iPhone – a GTD application reviewed

A simple Google search for omnifocus is revealing more than 220.000 results (as of October 2008), which, for a personal task manager application, is a lot. And I would say that this popularity is well deserved by OmniFocus. Not only because it won the Apple Awards for Best iPhone Productivity Application in 2008, but because is a really useful piece of software. OmniGroup, the makers of OmniFocus, are well known in the Mac world for their OmniOutliner and OmniPlan products. I used OmniOutliner a lot until I shifted to mind mapping but I still use it from time to time even today. As for OmniPlan, it was a key factor in big projects, when I used to run my own online publishing business.

But from a large structure planning application to a personal organizer implementing GTD there is quite a gap, and one cannot expect to apply the same knowledge in both areas. Maybe this is why OmniGroup made some very interesting moves back in 2006-2007, bringing into the development team of what they called at that time Omni Fu the icon GTD blogger Merlin Mann, and the maker of a popular GTD implementation called Kinkless, Ethan Schoonover. I dare to say that OmniFocus wouldn’t be what it is today without the advices and know-how of those GTD gurus.

But enough with praises, and let’s start reviewing OmniFocus for iPhone. I expect this post to be rather big, so put aside some time to read it. Also, I must say that the intended audience for this goes from the unexperienced iPhone user who wants to increase personal productivity to the moderate GTD follower, so if you fall between these categories, give it a read.

GTD with an iPhone

The first and the most important thing about OmniFocus is its compliance with the GTD methodology. For those of you unaware of this concept, GTD is a methodology invented by David Allen, which can dramatically boost one’s personal productivity. In short, by using GTD you are doing stuff (Actions) grouped together (Projects) in specific locations (Contexts) and by taking one step at a time (Next Actions). OmniFocus lets you add your Projects, fill them with Actions, assign them to Contexts, and see when and where you can do them. But a picture is worth a thousand words (have I already said that?) so here is how the home screen of OmniFocus looks like:

OmniFocus for iPhone home screen
OmniFocus home screen

Projects and Contexts are just usual handles for task management, so these are pretty self explanatory, but what you can see at a glance in the home screen is also the time constraint for your activities. Being able to see on the home screen how many tasks are due soon, how many are overdue and how many important (flagged) tasks you have is such a time saver. Another noticeable thing is the lower sidebar, which features icons for nearby contexts, syncing, and quick add an action to Inbox. That lower bar is available all over the application. Simple and clear interface.

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My Top 13 iPhone 3G Applications

My iPhone journey started before the iPhone was even born, at the time when all we knew about it were rumors and suppositions. That didn’t stop me to imagine what could we have if we’ll combine an iPhone and GTD. Apparently, this is one of the most read articles from my blog, by the way. Several months after the official iPhone launch I managed to get my own iPhone (and learned how to jailbreak it, of course). Weeks after I got used to it, I wrote a description of my top 13 applications for iPhone. Time flies real fast, and now I replaced my first iPhone with an iPhone 3G, a device which, together with AppStore, changed the rules of the game pretty big. So, it’s time to write my new list of top 13 applications. For iPhone 3G, this time.

iAdd

<shameless self promotion>

iAdd is my own productivity app, it was just launched June 30 and I thought it would be relatively relevant to put it here too. Since this is actually the list of apps which I’m currently using, and since iAdd is really an app I’m using, I don’t see why not. So, in short, iAdd take its name from Assess – Decide – Do, which is my own life management framework (click on the link to learn more) and it aims at integrating your day to day life with your productivity requirements. If you do GTD, iAdd will feel like a breeze. 😉

Although iAdd works on an iPhone 3G it is in fact an iOS4 app, one of the neat things about it being the ability to add and manage local notifications. Just read the launch post to learn more about this productivity app.

iAdd is available on the AppStore for only 2.99 (for a limited time). Get a grip on it here.

</end shameless self promotion>

Calendar

With the latest 2.1 firmware, the iPhone Calendar is now a mature application. Now you can have all your Mac calendars synced, or you can choose from within iTunes which ones do you want only on your iPhone. You can see events from all calendars if you want, or you can chose only one calendar to focus on. I started to use iPhone Calendar for much more than simple events or reminders. For instance, the second event you see in the screenshot above is in fact an exercise for my personal mission statement. After working several days on my personal mission statement I thought it would be interesting to put a daily reminder early in the morning that will list that personal mission. I’ve been doing this for two weeks now and the results are very interesting. But I plan to write more about this way of using tools in a larger post about the Law Of Attraction.

Notes

Surprisingly rising up, Notes is one of the easiest way for me to capture ideas. I use it whenever I don’t have my computer around, because of it’s interface simplicity. Also because of the “email this note” capability, which I found it extremely rare across other similar applications. What you can see in the screenshot above is a typical idea brainstorming. These are barely scaffolds for my posts, or for things I want to do. Usually, a scaffold like this is totally transformed in 6-7 or even more iterations. Some of the ideas are just going to thrash, but most of them are integrated into my daily work routine.

Mail

Widely recognized at the most important improvement in the 2.x firmware series, Mail is finally a very robust tool for online communication. I can use it for PUSH email, like the yahoo mail, for POP accounts, like the one on the mirabilis.ro domain, and for IMAP like Gmail. There is another extremely important improvement in the latest iPhone Mail App and that is the ability to select multiple messages for deletion. I get easily over 100 messages / day and deleting them one by one is more than I can accept, in terms of email management. Also, viewing attachments is so much easier now. Really an asset.

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