As I continue this series on getting things done, I want to remind you of our definition of productivity: Productivity is effectively stewarding your gifts, talents, time, energy, and enthusiasm for the good of others and the glory of God. I would like to briefly address that “good to others and glory to God” because I know it can be a little bit abstract.
Let me confess: Doing good to others and bringing glory to God is not something I think about every moment. When I sit down to do paperwork for the church I don’t think, “How can I glorify God in this?” When I take my son out for breakfast I don’t think, “How can I do him good and glorify God over the next hour?” Perhaps I should, and I probably have a lot of room for growth here. But what I ensure I do is reserve moments of deliberate thoughtfulness and in these times consider and plan how I can do good to others and in that way glorify God. I structure my life and live within a system so that day-by-day and week-by-week I am executing plans and projects that reflect the time I spent considering how to do those good things that bring glory to Him.
Today I want to turn to the very practical subject of task management tools because they represent the heart of an effective productivity system. The task management tool is tool you use to store and organize your tasks or actions. While each of the four tools is important, none is more crucial to the functioning of the system than this one. There is a real sense in which all of the other tools are supplemental to it, because this is the one that will determine and propel your actions each day.
I use OmniFocus as my task management tool. I appreciate its rich feature set, its attractive design, its excellent desktop and iPhone apps, and the way it comfortably complements the way I like to get things done. However, most of the principles I am about to lay out will also work with ToDoist or similar packages.
Let’s talk about how to get your life into a task management system, and how to structure a basic workflow.
No two people use OmniFocus exactly the same way, and most people don’t use it exactly the same way for very long. That’s just fine. I will tell you how I use it in the hope that you can use that as a starting point and adapt it to fit your life and your responsibilities.
If you went through the previous article, I trust you have already installed your task management tool and begun the basic setup. I organize OmniFocus according to my 5 areas of responsibility: Personal, Family, Social, GFC [church], and Business. Each area of responsibility contains what OmniFocus calls projects and these projects represent my roles, duties and projects. Within each of these OmniFocus projects I have one or more tasks. Here are some examples of this hierarchy of area of responsibility → project → task.
Area of Responsibility: Family
- Project: Finance
- Open: New Savings Account
- Update: Budget
- Research: New Insurance Policy
- Project: Home
- Register: Keurig
- Complete: Kitchen Paint
- Buy: New Fire Extinguisher
Area of Responsibility: Business
- Project: G3 Conference
- Decide: Text to Preach
- Prepare: Sermon
- Book: Flights
- Project: Free Stuff Fridays
- Verify: This Week’s Sponsor
- Launch: This Week’s Giveaway
- Choose: This Week’s Winners
- Send: Winners to Sponsor
Area of Responsibility: Church
- Project: Young Adults’ Ministry
- Set: Next Meeting Date
- Decide: Next Meeting Topic
- Project: Members’ Meeting
- Create: Members’ Meeting Agenda
- Discuss: Agenda with Elders
- Send: Agenda to Members
Whenever I think of something I must do, or may want to do, I immediately add it into my OmniFocus inbox. The inbox is a place to hold unfiltered and unsorted tasks, so I add tasks to it indiscriminately. Because OmniFocus is on my laptop, desktop, and iPhone, I have it with me just about anywhere I go, and this allows me to enter items the moment I think of them.