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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bandeshak: rt: @tweetsnet Software Review: Things versus Omnifocus (47 pts) - http://tinyurl.com/c3tzqx 03/12/09 03:58pm
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OmniFocus actually does a very nice job of hiding the fiddly bits in its “out of the box†configuration. Of course, those of us who have been using it since it was in development will have never seen that configuration. Also, one of the first things a new OmniFocus user is likely to do is start turning things on and fiddling. The key to being productive with OmniFocus is to use the fiddly bits to build the views (i.e. Perspectives) you need to get your work done in different contexts, and then to hide all the fiddly bits. Switch off the view bar, close the inspector window, and shut the contexts panel. In my meeting perspectives, I even switch off the toolbar, because nowhere am I more tempted to zone out and fiddle with what’s on my screen than in a meeting! If you go to the effort of customising and the minimalising your OmniFocus views, it becomes a svelte, distraction-free tool for telling you what to do next at any given time. By comparison, Things is full of things to play with (no pun intended!). Throughout the day it tempts me to browse through my projects and cherry-pick fun/easy tasks to put in my Today list. The tag-based organisation constantly tempts me to think of new, exciting ways to reclassify my tasks. With Things I feel like I’m in a continual state of review, whereas OmniFocus enables me to set aside the temptation to fiddle—even during my weekly review! In my opinion, OmniFocus and Things both have their place; it all depends on your personal needs. OmniFocus demands much greater dedication and discipline when it comes to setting up a working environment beyond the out-of-the-box setup, whereas Things offers a simple and pleasant environment without the need for lots of configuration. Pick your tool and get to work! About OF: “and set up multiple contexts”?? http://forums.omnigroup.com/showthread.php?t=5787 I liked the wifi sync on Things (now also an option on OF) until it crashed badly with the last update. New update resolving problem uploaded to App store, but to be fair OF during even beta stage was much more stable than Things. Also with OF the iPhone app actually has the same features as the desktop, vs. Things still lacking many of the triaging bits on the iPhone (e.g. Areas). Totally agree about confusion of Perspectives and tasks not seen because lacking context, though. I whole heartedly agree that to minimize clutter, you need a limited tag set. Would you all be willing to share what tags you use? Also, what about areas (whether you are using it in Things, or just your general outlook on what the important “areas” are in your life). For me: tags: areas: (in order of priority :))Comments
@home, work, errand, computer
(work has a few equipment specific sub-tags)
&wife, boss, family, friends
relationships, maintenance, finance, work, learningLeave a comment
I’m glad you’ve found a solution that works well for you! Also thanks for writing down some concrete feedback about what frustrated you with OmniFocus.
I agree that assigning contexts to tasks should be optional; we’re planning to relax that unnecessary requirement in the next update.
You can add tasks wherever you want in OmniFocus; you don’t have to add them in the Inbox. When you’re looking at a project, just hit Return to add another task after the currently selected row, or Shift-Return to add one before it.
Obviously this wasn’t your experience, but sync times on the iPhone should take seconds, not minutes. (I have 1,693 tasks in OmniFocus, and when I synced just now it took less than three seconds.) If you (or any of your readers) are seeing long sync times in OmniFocus, we’d love to help get to the bottom of the issue: please feel free to contact our support ninjas at omnifocus@omnigroup.com.
But again, I’m glad you’ve found a solution you’re happy with!