Tag Archives: omnifocus

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.

Quickly Go Back to the Home Screen in OmniFocus For iOS

This is quite the hidden feature and am glad that it exists:

If you long press on the back button it takes you back to the OmniFocus home screen.

This is a game changer for me as I would often get frustrated because I would be deep into OmniFocus and have to tap the back button 4 or 5 times to get back to the home screen.

Heard on Mac Power Users #461 at 47:13