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When you mark a task complete in OmniFocus, the only thing that's actually recorded is the completion date.

The other drawback to having everything in OmniFocus was that I was not capturing any of the metadata around those tasks as I completed them.

That's super handy, but in practice I've always found it a bit clunky, clumsy, and fragile. Many apps now let you copy a unique URL that will link back to the source document. Or, you could use the "Notes" field as a pointer to link to some other actual document in your reference system.

OmniFocus does have a "Notes" field associated with each task, but it's basically just a small textview - not really anything you would want to type in or view a sizable amount of text with. There are a few standard approaches to solving this limitation.

Tasks in OmniFocus aren't very good at holding detailed information about the task - information you might need to actually do the task.

They key insight I had was that while my checklists in OmniFocus were definitely helping make sure I do the things I'm supposed to do, they were limiting in two ways: And it makes use of two of my very-most-favorite apps: TaskPaper and Keyboard Maestro. One of the best changes that came out of that week was a new approach to handling those repeating projects.

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But in early 2019, when I found myself with a bunch of free time on my hands, I took a week to reevaluate all of the systems, inboxes, apps, and habits I use to get life done. And by and large that worked really, really well.

Originally, and for nearly a decade, all of those checklists lived inside OmniFocus as recurring projects. This is also another fairly involved process that I can't easily automate, so I have to do it by hand. If I forget, or if I mess up, my customers won't be able to get their work done.

Every three months I have to renew and ship an updated SSL certificate inside one of my apps.

Once again, it's not something I trust myself to get right every time on my own. Because of the sheer quantity of data we generate every 30 days - and also the fact that I'm slightly crazy and don't trust any single cloud provider with my memories - that backup process involves syncing tens of gigabytes of data and a bunch of shell commands.

At the start of every month, I sort, organize, and backup all of the photos and videos my family took during the previous month.

And if I forget or mess up any one of those steps, it could botch the whole release. Some of it can be automated - but not all.

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Releasing an update to one of my Mac apps is a twelve step process.

And learning to use them was a huge part in my own journey towards letting go of all the crap in my head.Īnd so, for a long time now, I've been using checklists for all of the recurring, multi-step projects in my life. That point of that story is to say that checklists - particularly ones that recur and involve multiple, detailed steps - can be an amazing tool to have at your disposal.

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(Enterprise software sales is ridiculous.) And I'll be damned, but the research showed that medical facilities using our software reported a statistical decrease in operating room screwups. The software I helped build aimed to solve this problem by being a glorified, cloud-synced checklist that hospitals could buy for tens of thousands of dollars per license. It's the 21st century you'd think the medical industry would have fixed that problem by now, right? But even after verbally confirming with the patient before surgery, and then even after marking the incision site with a Sharpie, doctors still occasionally operate on the wrong part of the body. Years ago, I worked on a piece of medical software that was designed to ensure surgeons operated on the correct side and limb of the patient's body. And you have to trust your system (paper, digital, whatever) enough so that all those open loops in your head fall away and you can just let go and go about your life confidently. You have to train yourself to be diligent enough that putting everything into your system becomes habit.

And that's exactly what I mean when I say "letting go" above. And now, looking back, I can see that it was probably 2010 - six years in! - before I became truly comfortable with letting go before that whole mind like water state of flow finally became second nature.įor me, and I guess most people doing the GTD thing, getting to that point meant fully trusting your system. And here we are in 2020, which means I've been practicing this methodology (with varying levels of success) for over fifteen years. I jumped on the Gettings Things Done bandwagon around 2004 I think - the first of my two senior years in college. I'm a firm believer in the whole mind like water spiel that David Allen preaches through GTD.