Most of the time when I enter something in my OmniFocus inbox on my iPhone, it’s just a thought or single task. But sometimes thoughts are clearly projects from the outset. And sometimes I even know, say, four or five tasks that should go in the project.
I don’t like entering multiple individual actions on the iPhone. It’s cumbersome. Selecting contexts, start dates, etc. for each and every task takes time—time that I’d rather spend doing other things.
So I do this instead:
- Create an inbox action with a project title
- List individual actions in the notes section (one on each line)
- Save
Later, when I’m at my Mac, I can add contexts and other ingredients much more easily. I can also convert the actions listed in the note to individual actions by copying them, then pasting under the project:
- Select and copy tasks in note field
- Make sure you have at least one blank action under the project
- Make sure that your cursor is not inside the action editing it (i.e. press
escto select the entire action as a unit) - Paste
Rocket science, this is not. I just think it’s more efficient to treat the mobile versions of OmniFocus as capture and execution tools. The Mac version of OmniFocus—and to a certain extent, the iPad version—are better for heavy planning and bulk actions.
In any event, I feel more productive when I prioritize capture above organization.
Others will thank you, too. Trying to build a detailed project in any kind of social situation—from boardrooms to evenings with your spouse—is a bad idea. Just get down the bones. You can be all cerebral later.
{ 3 comments… read them below or add one }
This is a really super tip that will immediately become part of my workflow. I’m probably one of the world’s least consistent/efficient GTD’ers (my email inbox is an abomination), but I keep pressing on, and this will help. Outside of email, getting projects down to true next actions is a constant challenge, but this tip will help. Thanks!
I hate populating tasks in my OmniFocus on iOS. And I don’t like it on iOS in general. It’s too slugish and doesn’t respond very well with their database technology. Evernote on iOS as well is cumbersome.
I would like better user experience, the one we have in native “Notes” and “Reminders”. I want all of my data to be searchable to iOS spotlight..
Great post. A suggestion that is a bit of a twist on your suggestion. Instead of a using the Notes function within a given new Action, add an Actoin that begins with “Project” followed by the new Project name. Then add additional Actions to your Inbox that you intend to make Actions for that new Project.
The next time you are at your computer, create the new Project by copying out the new Project name. Then simply group select the Actions and copy them into the new Project.
I’ve done this many times and seems to save on the copying the pasting. One thing this technique does rely on is a regular review of your Inbox. If you wait too long, you may forgot which Actions belong to which new Projects. With that said, even after a few days, I’ve never really had much trouble identifying which new Actions below to which new Project.
Thanks.