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Software Review: Things versus Omnifocus

Since its release, I have been a fan of Omnifocus, and even used the alpha when Omnifocus was first released for iPhone. However, I have recently switched over to Things by Cultured Code (Mac only), and I have never looked back.

The Problem with Omnifocus

Omnifocus has a lot of functions. You can clip text from multiple programs. You can customize the behaviour of tasks within a project (eg sequential or all at once). You can add notes and documents to projects, and set up multiple contexts. You can filter your view by context, project, due, next, available, paused - basically whatever strikes your fancy. You can schedule a project or task recurrence any way your would like. If you are looking for a full-featured task manager, then this is the one for you.

Another word for that is bloat. It is quite complicated. Sometimes tasks are hidden because you have not assigned a context for them. Although that might be true to GTD principles, it means the software is starting to tell you how to orgnaize your tasks. This is a system which was originally advocated to use 4 text lists. The complexity is not required.

The added features in Omnifocus mean there is a lot more friction to using the system. You are forced into adding tasks in sequence - first inbox, then process, then check the project you added it to to make sure the tasks are in the right order. Bah!

Things: less friction, less processing, more done

I tried Things because I needed something that was simpler. And it syncs to the iPhone. My other option was returning to Remember the Milk, which I used before this software obsession began.

Things is not designed for any particular system. It is basically an inbox, and folders for “today”, “Someday”, “scheduled’ and “next”. There is also a section for active projects and areas of focus. All sections are always visible in the sidebar. All other organisation uses tags. You can tag for context, effort, role, day - whatever works for you. I have four context tags, and I also have a tag for PhD so I can limit my view to those tasks when I am at Uni.

My workflow with Things is similar to what I am used to, but infinitely smoother. I add a task to the inbox. I process the inbox by dragging and dropping tags on actions. And then I drag and drop those actions to a focus, a project. Or I can drop it on today or someday. That’s it. Easy to see everything. You can filter your view with a couple of mouse clicks rather than 4 drop down menus.

In some ways, the best feature is the integration with the iPhone app. Being used to Omnifocus, I could not believe how quick it was. It uses wireless networking to sync with your computer. So if your computer is not on, or you are away, you just use the iPhone app, and sync it all up later. I had basically given up using Omnifocus for iPhone, as it wasn’t worth waiting four minutes for a sync. It is amazing to have my tasks mobile again.

I have just found out one of the best features of all - using the dock icon. I don’t usually try dropping things on the icon, as a lot of developers don’t enable it. If you drop a PDF on the Things icon, it creates a new task, with the PDF in the notes field. Very useful.

Overall impression

I have been very happy with my decision to switch to Things. I feel much more in control of my tasks. Tagging is more flexible than filing in folders/contexts, and works well with my current working style (which is weighted much more to search). Best of all, by using the Someday box, I can keep my active tasks to a very small list of 20 or 30, which I have a chance of actually managing. Since installation, I spend a lot less time “polishing” my task list. Priceless.

Want to find out more? Read these user tips on how to integrate with Mail.app, Dropbox and more.

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