Tags vs. Projects in OmniFocus

With the implementation of multiple tags in OmniFocus there has been much discussion of using both multiple tags and how that integrates with projects. I have to admit, when multiple tags were introduced I went crazy assigning multiple tags on almost every task. What ended up happening was that I actually never referred to the tags. Gradually, as I attempted to simplify my workflow I tried to modify my setup to how I actually work. Too often in the productivity space the shiny and new always takes priority. I end up implementing what I think would be good for me but in reality it is something I rarely use. This is what I’ve found with using many tags.

In general, here are some rules of thumb I have when it comes to tags:

  • Specific projects rarely have tags except for possibly specific tasks. These tags will usually involve people. I find this useful in some cases because I can check on the status of a task while I’m waiting on them for a response.
  • I use a miscellaneous single project list for tasks that are not complex enough to be a project. I find using tags helpful for identification of the type of task. I don’t use tags in these instances for perspectives but rather identification. One example would be an email I need to send. I just tag it email so when I am viewing the task I can see that I need to send an email with this task.
  • I will tag tasks with “deep work” to alert myself that this task will take some set aside focused time. I usually don’t sort by “deep work” because my schedule of the tasks I need to work on are more project based.
  • Using projects as your categorization method is more helpful when you use the review function in OmniFocus.

I find it freeing not to force myself to use tags in every instance. I am more careful with them and have my OmniFocus more geared towards projects rather than tags.

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