Hi. I’m Kourosh Dini, and this is my workflow. For context, I’m a father, husband, psychiatrist/therapist, author, musician, and video gamer on occasion. The following describes several points on how I use OmniFocus to develop and maintain all the endeavors I enjoy.

My workflow is built upon a simple principle:

I wish to see what is relevant to me now;
Anything else, should be out of sight.

To this end, flagged tasks are meant for today. Selecting the Flagged Perspective, built into the program, then presents them:

Flagged tasks

Besides the use of flags, there are several other components that help me to streamline my work. In this post, we’ll examine:

Linked Templates

In the mix of my flagged tasks are:

The latter type are often better described as groupings of tasks. For example, I may have a task that says “Exercise”. In that task, I have a link to a file that lists several individual exercises.

This way, instead of having 10 different tasks repeating every day, I just have one.

Creating Repeats

We can guide habits, such as exercise, using repeating actions. To create repeating actions:

If not open already, open the inspector by either,

The repeat section is the fourth down.

Going slightly out of order:

If the Repeat Every option is selected and there is either no date selected or there is a date in the due field, then the repeat every will instead create specific intervals relatives to the due date.

I tend to prefer the Defer Another option. When I check off the task, it goes away until next time. Until then, I do not wish to see it.

Setting up a repeating task.

Contexts

Contexts can be invaluable to further streamlining work.

Contexts are traditionally described as people, places, or tools required of an action. Examples of contexts that I use are:

By selecting one of the contexts, we can just start working on those things that are accessible now.

Arranging a Flow

Still there is overlap. I can do both Laptop and Office things at the office, for instance. To this end, I use perspectives to create a type of “super-context”.

I select Office, Laptop, Laptop or Desktop, and Any Device contexts and create a perspective titled Office. This allows me to see the work I can do at the office.

I’ll also make a perspective with only the Office context selected and call it Office Only. It may seem redundant to make an entire perspective setting from one context. However, doing so allows me to add other sorting and grouping criteria. For example, I can group by project. In this way, I can focus on the tasks of one project fairly easily.

A Flow of Perspectives

In addition, having both Office and Office Only perspectives means that I can be sure to do all the work that I can only do at the office first. If I get tired of the office at the end of the day, I can leave knowing I’ve done what I needed there. On the other hand, if I want to get as much work done as I can at the office, then I can select the Office perspective.

I might even line them up here on the sidebar to give it an easy flow. I just do the tasks in one, select the next tab, and keep going if I want to.

Creating a Perspective

To make an Office perspective like the one above:

You will be greeted by the Perspectives Window:

Rather than explain every section in detail, I will describe how to design my own set up:

Here I have called it “Office Flagged”.

Under Project Hierarchy:

Under presentation:

Under Filtering:

Consider selecting the star to add the perspective to your sidebar:

To filter in only the desired contexts:

Multi-select contexts

Now, select the View Icon in the toolbar (also accessible by Shift-Command-v) to get quick access to the relevant perspective.

At the bottom, select Add Current Sidebar Selection.

Your selections will now be added:

Final Perspective Setup

You now have a ready perspective for your specific office and flagged tasks easily accessible and grouped by project.

Create a similar one for Office Only tasks and the workflow above is ready to go.


Check out Kourosh’s sites: UsingOmniFocus.com and MasteryInWorkflow.com.


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