Productivity tools that actually make you more productive

[SteveU75]

I have been getting a lot out of David Sparks productivity field guide but being recently retired I’m struggling a bit to develop new processes to deal with each day that presents itself as a blank slate.

If you’re interested him getting together as a small Group to discuss productivity and discuss what’s working for you please reply and I will try and set up a Zoom meeting.

David,

I found this podcast very interesting and it really seems like no one has really found a system that they think mails it.

I have probably spent over $600 and many hours trying to fully implement OmniFocus and even after Davis Sparks excellent field guides I still just have a big pile of undoAbility.

David Allen’s saying that the brain is a good tool for having ideas but not storing ideas resonated with me. The good news and bad news is that I have a lot of ideas but the bad news is it tends to overwhelm productivity applications.

The advice that I’ve been given by David and others is to narrow the focus to just several things. Well what do I do about my great ideas that I have in the meantime, I don’t want to lose them, some really good that I would like to take action on as soon as I can find the time.

Of course some of them could go into the task junk drawer that I could rummage through when I’m bored

I wonder if you could find a way to fit in a session on how do you to find the best productivity system will fit your personality and life requirements.

The central conflict that I see is that most productivity apps have a bit of a steep learning curve and that most people don’t use all the feature well. Users then feel that the friction is not worth the pay off and switch to a simple system, or just a paper notebook only to then miss one or two features from their Digital productivity tool. Which leads them to bounce back-and-forth.

My biggest frustration is that I need a task management tool that also includes an information management feature so that when I go to do the task the information that I need his readily available.

I really hope that Hookmark is finally able to become available on iOS devices. What would be even better if Apple was to fully get behind URL file linking.

David, help me find the promised land. Maybe we could use the productivity group to crowd source this or maybe you could invite the chief designers of productivity Software like OmniFocus, Tick Tick, Notion and NotePlan to be guest on Mac power users to talk about why they implemented certain features and who they think would find their software most useful. It would be interesting to hear them address how they balance creating powerful software that’s still easy to use.

Maybe in the after party, after the recorded sessions of the productivity group you could have someone describe their to do system, discussing what works and what doesn’t for them.

Maybe they could describe a little bit about their personality type, are they really self disciplined, do they tend to be more scattered, are they a driver driver or an analytical.

You have assembled a great group of individuals who are focused on becoming more productive. I was wondering if there is any way to create smaller working groups (5-6 people) what going for a walk let me get my paws in to interactively address the challenges we are facing.

Maybe we could break up the main group into those that are “searching”, those that want to optimize OmniFocus, those that want to implement NotePlan, notion or obsidian. Maybe there’s a group that’s interested in how to use artificial intelligence to better manage their tasks.

What’s in a productivity system?
The Vergecast
Listen on Apple Podcasts: What’s in a productivity syste… - The Vergecast - Apple Podcasts

[Bmosbacker]

@SteveU75

Well what do I do about my great ideas that I have in the meantime, I don’t want to lose them, some really good that I would like to take action on as soon as I can find the time.

I’ll respond to your invitation in a moment, but I want to quickly share this simple suggestion. Do not store ideas in your task manager. I keep all ideas in a note. IMHO, a task manager should only store projects and related tasks with links to research, project notes, brainstorming, ideas, and more. Regardless of the specific app, keep the task manager as lean and mean as possible.

Here is a screenshot of how I use Reminders. As you can see, I have links to Notes and Google. Other tasks include links to DEVONthink, email, etc.

PS: you may find this old post interesting:

Trello + Things 3 + A Clear Purpose For Each = Task Management Peace...Finally

Summary: After trying lots and lots of approaches and apps for task management, I have settled on Using Trello for Brainstorming and Large Project tracking and Using Things 3 for individual (non-project) actions and knowing the status and next actions for larger Trello projects Like many of you I have tried all the apps. Started with Things 2, then OmiFocus 1, then 2, then back to Things 3, all the while dabbling with Trello for “other stuff”. Then, Trello surprised me. I love the “card” in…

[Wilson_Ng]

@SteveU75

The central conflict that I see is that most productivity apps have a bit of a steep learning curve and that most people don’t use all the feature well. Users then feel that the friction is not worth the pay off and switch to a simple system

I don’t even use all of the OmniFocus features. I just use the bits I need and don’t worry about the rest. Yes, learn a little bit about all the other features but don’t sweat. When you need it, you’ll know it’s there and then can ask in the forums about

I use the Apple suite of Pages, Numbers, and Keynote quite a lot but I’m very sure I don’t even use more than 5-10% of its features.

@SteveU75

The advice that I’ve been given by David and others is to narrow the focus to just several things. Well what do I do about my great ideas that I have in the meantime, I don’t want to lose them, some really good that I would like to take action on as soon as I can find the time.

Yeah I’ve drowned in the sea of projects multiple times. Focus on just a small set of projects. What are the one or two things do you want to focus on this year? Those are your goals.

Then pick 1-3 projects that will focus on making progress towards the goals. I would be depressed and anxiety-ridden if I had to look at 50 projects and I don’t make any progress in any of them. For the next 3 months (1 quarter), I focus on making progress on the chosen projects. I’ve found 2 projects to be the sweet spot for me. Knock them off one at a time and I’ll feel good.

At the end of the week, I do a weekly review to check on the progress I made this week. Then I plan out time blocks to focus on 1 or 2 projects next week. Scheduling is important. Otherwise I’ll say I’ll do it tomorrow and I just keep pushing things off to next week.

OmniFocus holds my projects and tasks. My calendar app holds my schedule where I can find time to focus on working on my 1-2 projects.

When the quarter wraps up, I can elect to continue on with the current projects if I haven’t finished them yet or I can shelve it and select a replacement project. Some quarters like OCT-DEC will be too busy for me so I might just choose 1 project to work on or choose none. My quarters are seasonal and the number of projects I choose will vary from zero to three.

[geoffaire]

@Bmosbacker

Do not store ideas in your task manager.

Or in OmniFocus add them to a Someday/Maybe Single Action List, and put that list on hold. Set the review field in the List to every week or 2 weeks and when you do your reviews, weed out the ideas which seemed good at the time but now (with the perspective of having settled) seem less interesting/achievable and get rid of them while promoting those you want to actually work in the next week or two on to be a Project and allocate time in your calendar for them.

Also when working in Omnifocus only show your Available tasks.

[pantulis]

@Bmosbacker

Do not store ideas in your task manager. I keep all ideas in a note.

This! The task manager will tell you WHAT to do, but will not tell you WHY. What’s the purpose of being productive other than ticking tasks away? What motivates us? The answer, of course, is different for each of us.

I have failed to recognize (and keep failing) that a structured approach to productivity can only happen top-down, and going bottom-up deploying tools for this and that will only take me so far: I end up with a bunch of projects, tasks, habits, notes, pomodoros, whatnot that lack a personal connective tissue, and that is what brings the never ending hunt for the perfect app that this time for sure will solve everything.

[Bmosbacker]

@pantulis

I end up with a bunch of projects, tasks, habits, notes, pomodoros, whatnot that lack a personal connective tissue, and that is what brings the never ending hunt for the perfect app that this time for sure will solve everything.

I’m with you on this. I don’t use habit or time trackers and similar apps. I block my time, so a pomodoro is not needed. I know if I’m keeping to my habits or falling off of them, I don’t need an app to tell (pester) me. Though I have, and still do at times, struggle with the idea of finding the “perfect” app (my most persistent struggle is my writing app), overall, when I’m consistent with myself, I find less is more (with exceptions) both in terms of the number of apps and the features in those apps. Everyone will have their needs and preferences and will need more or less in the number of apps and features, but as much as possible, the simpler, the better. But, of course, that may mean I’m just a simple person.

[cornchip]

When I feel like this, it’s a sign I’m trying to do the wrong things or that I need more sleep. It could be worth exploring what pulls you most strongly since you’re recently retired.

[DEVONtech_Jim]

@Wilson_Ng

I don’t even use all of the [OmniFocus] features. I just use the bits I need and don’t worry about the rest. Yes, learn a little bit about all the other features but don’t sweat. When you need it, you’ll know it’s there and then can ask in the forums about

This is exactly what we have told people for years about DEVONthink

[Bmosbacker]

And Scrivener. Use everything you need, but not more than you need.

[svsmailus]

@SteveU75

My biggest frustration is that I need a task management tool that also includes an information management feature so that when I go to do the task the information that I need his readily available.

What do you mean here? I assume you need more than the notes which most task managers have for each task?

I’m afraid there is no one app to rule them all.

I use a task manager simply to store all my next actions. Thinking and the actual work is done elsewhere. The task manager just collects all my next actions so I don’t forget them. I don’t plan in a task manager or work on projects (this is done elsewhere) I just write my tasks beginning every task with a verb.

[Glimfeather]

@SteveU75

being recently retired I’m struggling a bit to develop new processes to deal with each day that presents itself as a blank slate.

In my retirement I do not want to be “productive” instead it presents opportunities to do things that are solely for me whether those be taking up a new sport or returning to a neglected one — but not golf which G B Shaw called “a good walk spoiled”, learning a new langauge or revising one I have not used in years, writing software entirely for my own use, getting involved in local politics, cooking (a pet project of mine is “Around the World in 80 Meals”), listening to all of Wagner’s operas, Beethoven/Mozart String Quartets and Haydn Symphonies (all 106), reading and rereading novels, watching TV, or just being quiet to enjoy the solitude from not being in an office ever again.

I outline my day — mostly for medical reasons such as taking my medications — through Reminders and Alarms on my iPhone/Apple Watch, and in Calendar and a daily note in Obsidian.

But time is mine to use as I wish rather than a boss telling me what to do. If all I do is sit in quiet and solitude for a day then I have been highly productive.

[dque]

@Bmosbacker

I’m consistent with myself, I find less is more (with exceptions) both in terms of the number of apps and the features in those apps.

For me this is key. Apps which do not allow me to go down the rabbit hole of tinkering with too many features are a net productivity gain. And if I am honest with myself, my needs for these apps are neither that advanced nor special.

@Bmosbacker

Here is a screenshot of how I use Reminders

@Bmosbacker Beautiful setup. But I think you need one more or one less pinned (smart) group for aesthetics.

[Bmosbacker]

Is this better?

[dque]

Yes! 20 characters.

[acertree]

Here is a thing… Do you need a task manager ?

The only third party software I use is Devonthink. I have a Hot List and just put things in there. If its urgent I set a reminder within Devonthink to alert me.

I am retired as well and in my system for specific Projects. I tend to make a freeform board and just work my way through it when I have the energy and time. Also in the morning I tend to plan out 3 things I want to do. It is a successful day for me if I achieve those 3 things, but if you do this every day I am really just as productive as before.

[Celsius1414]

@acertree

Here is a thing… Do you need a task manager ?

In your case, it sounds like Devonthink is your task manager. But also, the larger lesson is important for everybody: use the tool(s) that work for you, not the ones you think you should be using.

[Bmosbacker]

I decided that pretty is not as important as useful. So within a few hours of posting the screenshot above, I created a new Smart List for articles and presentations that I’m drafting. I find this a useful way to keep up with medium to long-range writing projects.

[Celsius1414]

I had something pretty close to this up until recently. I figured I could always access the built-in smart lists if I wanted, via the View menu, and my brain does better with fewer options visible at once. Decided to experiment with these smart lists:

1. Process = In the Inbox, but hasn’t received a date or a flag yet.
2. Today = tasks due today, but only if actually needed today.
3. Of Import = flagged, but undated. Stuff to do soon.
4. Imminent = tasks due today or tomorrow.

So a day’s workflow is basically moving around the pinned smart lists in that order:

1. Flag, date, or move out of Inbox into one of my various Reminders focus area and project lists.
2. Get the due stuff done as possible.
3. Try to get one or more of the undated important items done. Assign due date(s) only if absolutely necessary.
4. Have a look at the today + tomorrow context to see if anything can be done earlier or later.

So far so good on the new setup.

I always try to keep in mind all of my schemes aren’t Productivity Forever arrangements — it’s what’s working for now, and that’s okay.

[Bmosbacker]

I like that. I may adopt some of it.

I need the additional “Drafting” Smart List, or whatever I ultimately call it, for articles and presentations that may be due several weeks out but that I need to be working on now.

My “Imminent” is the “Critical,” which are due in the next 7 days.

I prefer the Things 3 approach with the “When” date, but T3 lacks the Smart Lists of Reminders or the Perspectives of OF. Reminders is also very easy for capturing information and works with CarPlay. All in all, Reminders, while not as robust as some task managers, works well enough, and the price is good.

[LucCogZest]

@SteveU75

I really hope that Hookmark is finally able to become available on iOS devices. What would be even better if Apple was to fully get behind URL file linking.

Hi! I’m a co-founder of CogSci Apps Corp, a proudly Canadian business, which makes Hookmark for Mac and iPhone. I can confirm that Hookmark for iPhone and iPad will be released this month ( April 2025). We’re very excited about that and look forward to receiving feedback including feature requests. We have an exciting product road map for it to evolve in tandem with the Mac version.