I’ve noticed over the past couple of months that my usage of OmniFocus has trended back toward a cluttered to do list. Sure my actions are sorted into projects and contexts, but I never seem to complete a project. What’s going on?
During a recent review session, I realized I had way too many projects. I was using projects as categories of single actions. I had projects at work for each department (Sales, Account Management, Engineering, etc) and for each product. Every thing that went into OmniFocus was a single action within one of these “folders”, even if a set of single actions were actually related to each other. So even though I happily ticked off actions, I never completed projects. After all, when will the Sales or Engineering projects be done?
I was making the same mistake for personal things as well. I had a project called Chores, another project called Of Interest to collect things I wanted to check out later. Again, I’m not sure I’ve ever completed a project.
So what’s the big deal? I was still getting stuff done.
I realized that I wasn’t very focused. I had no way of knowing which actions or projects were important. There was no priority, I was using OmniFocus to store everything (a good thing), but wasn’t using it to tell me what was my priority (a bad thing).
So I’ve changed the way I use OmniFocus yet again.
I have a new rule. When creating a project, I now force myself to think through when will this project be done. What am I trying to accomplish? So each project has a clear goal with an end in sight. I’m also limiting myself to having only a handful of active projects for work and a handful for personal stuff, so I can really focus on the priorities.
So for work, I switched from having projects that reflected departments to these projects: 2010 Planning, Finalize Partnership Agreement, Get Company Y Using our Product. That’s it. Only 3 active projects. I won’t activate another project until one of these is complete. If something comes up, I’ll activate it at the cost of deactivating one of these.
For personal stuff, i went from having projects like Chores, Of Interest and Hockey to Move Downtown, Launch Sharks App and Apply to MBA Programs. Again, those are the top 3. If something else wants to squeeze in there, one of those three have to move out.
No more committing to too much. No more thinking I can do it all. 3 priorities at work, 3 priorities at home. It seems so simple.