Set up guide 3.0 – the how only

Below, I have described how I have set up OmniFocus based on version 4.2. The setup evolved over some 13 years of working with this wonderful product with excellent support. Because it is reliable and of good quality, it can serve as the “heart of the enabling system” and can be trusted.

💡Tip: If I use a Shortcut or Applescript, I have linked it to the text as a link, so you can download it, use it, and adjust it to your needs.

Below you see the highly customisable User Interface for macOS in combination of some KeyBoard Maestro pallets (UI explained further below):

Below you see the setup on my iPad, consisting of a Home screen and a Dashboard screen:

Below, you see the setup on my iPhone, using Focus mode Work, consisting of a Home screen, GTD contextual computing screen, and a Dashboard screen:

Below you see the setup as it shows on Web version of OmniFocus, mostly used by my assistant:

For further explanation of the setup I use the MacOS setup.

The content of “the OmniFocus set up” guide is as follows (click on the link to go to this paragraph directly):

• Folders – roles in my life
• Tags – ordering and sequencing projects and tags
• Projects – realizing the goals.
• The user interface adjusted to the contextual computing concept

Roles in my life
When I embarked on my career journey, I began by setting goals (v1), gradually evolving to categorize them by ‘areas of responsibility’ with the Value I will deliver (v2). As my journey unfolded, I realized the importance of delineating these responsibilities into distinct roles—roles that encapsulate my essence both as a human being as well as in my personal and professional spheres (v3). Through introspective sessions, I meticulously crafted a vision of the roles I aspire to embody. Below, I share the fruits of this introspection, inviting you to embark on a similar journey of self-discovery to discern your own life roles and aspirations: you are a different person!!

As I share my insights, I urge you to embark on your own journey of self-discovery, crafting projects and habits aligned with your aspirations. Whether you adopt “my” methodology or forge your path, the essence lies in cultivating a system—holding yourself accountable and steering towards your ‘best version of yourself’. Once charted, you’ll set sail towards your destination, equipped not just with a compass but also the unwavering resolve to stay the course.

I use folders in OmniFocus to map out my roles. The same setup is in Mail folders, DevonThink for files, and Drafts 5 for (meeting) notes, all initiated out of the folder structure in OmniFocus. Within the folders is the checklist of “what I have to do to become the best version of myself” in each role and the checks and projects I am carrying out in that role to achieve “the best version of myself”.

• 05. Assignments are commitments I have made to clients to deliver agreed results. Because of confidentially, I cannot show the clients I am working on. What I can show are the responsibilities I can have within these assignments:

• 06. Boer & Croon is the company I work with in the role of Associated Partner. I have the same setup as above, and I will further clarify the name conventions used (important for “easy navigation” dashboards and shortcuts I use):

• Aspirations and results shape my identity, and one facet I aspire to embody is that of a 07. Reliable Human. For me, this entails more than just fulfilling obligations—it’s about punctually honoring invoices, maintaining meticulous financial records, promptly submitting timesheets, and ensuring accurate, timely invoicing.
  
  Striving for reliability isn’t just a goal; it’s a commitment to excellence in every detail. I have checklists for fact-based assessment where I stand in this role, and projects defined like “submitting Sales Tax Q1”, “Sending time sheets weekly,” etc.;
  
• Number 08: Embracing the role of a Caring Human encompasses a myriad of responsibilities—from tending to the upkeep and repairs of my home, vehicles, garden, and wardrobe to delving into the realm of home automation.
  
  Moreover, it extends beyond personal boundaries, fostering collaboration with neighbors on community-driven projects like windmill initiatives and advancing toward a sustainable energy transition. It’s about nurturing not only my immediate surroundings but also the collective well-being of our shared environment;
  
  💡Tip: A profound aspect of embodying genuine care as a human is remaining mindful of avoiding the pitfalls of the Drama Triangle (based on your level or lack of self-esteem). This involves recognizing when one might feel compelled to act as a “Saver,” assume the role of a Victim, or resort to constant Complaining about others and/ or your environment. By steering clear of these dynamics, we pave the way for more authentic and constructive interactions, fostering a culture of empathy and understanding. 💡
  
• In embodying the 09. Professional Human role: I prioritize the continual refinement of my professional expertise, adeptly managing my responsibilities within supervisory board roles while actively enhancing my proficiency in these capacities.
  
  Central to this pursuit is the cultivation of a strong personal brand, underpinned by a strategic checklist encompassing the regular monitoring of pertinent RSS feeds (Daily Digest), a diligent perusal of industry literature, and the consistent creation and dissemination of insightful blogs pertaining to my field of expertise.
  
  By rigorously adhering to these practices, I endeavor to remain at the forefront of my profession while fostering a compelling and distinguished professional presence;
  
• Embracing the 10. Healthy Human role is a commitment to self-care and vitality. It entails a personalized checklist encompassing regular monitoring of vital metrics like sugar levels and blood pressure, heart rate, etc., complemented by proactive visits to healthcare professionals for comprehensive check-ups.
  
  Yet, it’s not just about physical well-being; it’s also about mental rejuvenation—creating space to clear the mind and indulging in enriching experiences that add vibrancy to life. By prioritizing both physical and mental health, I try to cultivate a lifestyle that’s as fulfilling as it is nourishing;
  
• 11. Routines are about 1) being retrospective and learning from the past, 2) about good habits, and 3) maintaining a trusted system. I have Routines daily (Reveille, Daily Digest, and Day Closing), Weekly, Monthly, and Quarterly.
  
  Amidst my journey of self-discovery, I stumbled upon an intriguing revelation: some roles in life lack the grand projects typically associated with accomplishment (v1 and v2 of my management system). Take, for instance, my role as a Husband—while there are occasional “Husband projects” like going on a Holiday trip, there are mainly “habits” that make this Role develop (like being present/taking care when needed/ going to the movies every month/ hiking together/ eating 3x per week together, etc.).
  
  Habits, long hailed by productivity enthusiasts, emerged as potent tools even in roles devoid of project-centric pursuits. Delving into the realm of habits, I unearthed their transformative power in nurturing my relationships with my Wife and Children. Simple yet consistent acts—engaging in meaningful conversations and small gestures of kindness—formed the cornerstone of my journey.
  
  My aspiration wasn’t just sporadic connections but a consistent thread of warmth and care woven into our lives. These habits, meticulously documented and integrated into my daily routines and periodic reviews, became the linchpin of my journey toward fulfilling my roles. They underscored a fundamental truth: habits are as pivotal as projects in shaping our ideal selves. Thus, for every role, I advocate a thoughtful blend of projects and habits (I call these “Checklists” to propel progress). I have made a special section explaining my Routines here. By doing the reviews, the checklists are evolving. I started with using the checklist from David Sparks, and they evolved over time;
  
• 12. Someday/ maybe there are things I probably want to do sometimes. To get it out of my head in a trusted place. I review this section weekly;
  
• 13. The checklist contains professional checklists to increase the quality of my output and deliver quality products and services. It contains 25 years of mistakes/ learnings/ PWC and McKinsey methodologies and what I have discovered and learned myself. It is for me very valuable, and I trust to put it in OmniFocus, always available on every device;
  
• 14. Templates contain predefined “goals/ projects/ result in streams/actions” for “projects set up,” so every project (goal) starts with an identical setup/ structure, “Travel plans” and “Preparation for meetings.”

💡Tip: The order/ sequence of folders is essential. In views, perspectives, and listings, I mostly use the project order. The most important folders are at the top of the list, so I work on the important stuff first.

💡Tip: I try to use as many sequential projects () to work with the first action available and the next actions and not see all actions in available action.

Tags – to sequence what is important for you

Tags serve as your navigational beacon in the sea of tasks and projects, enabling swift and effortless identification of what matters most. Each tag acts as a unique identifier, offering valuable context or additional metadata that streamlines the process of organizing and accessing related actions, action groups, and projects. With tags, you effortlessly carve out pathways to productivity, ensuring that every endeavor is seamlessly aligned with your roles and priorities.

• Routines are collections of checklists, checks on having a trusted system, and habits. I have written a separate paragraph on Routines here;
• The Decision tag is used for decision logs on all projects. Making a decision is one step. Most decisions need to be operationalized to keep track of these items until they are also implemented;
• The People tag I am using to add names of people to a task. For example, if I need an answer from John, I add the tag Waiting for and the tag  “John” stored under People. This is how I can build “meeting cheat sheets” with people to see in a few seconds the commitment somebody has with me. (For projects, here to download, for 1:1, here to download);

• Maybe/ Sometime is being used for ideas/ bucket list stored in Someday/ Maybe folder

💡Tip: As you can see, some tags ” are “on hold,” meaning that they will not show up in Available/ Remaining actions views: no clutter.

💡Tip: You can use more tags on one project or action. I try to minimize the use of more tags (keep it simple). I only use it for New Assignment (priority and step in sales funnel), Waiting for and people I am waiting for, and Agenda.

Goals represented in projects
Within the folders (=roles), I set up projects. Sometimes I oversee programs or projects with more than 100 people, but I also have project teams with two people. I still use one template that I strip for smaller or personal projects to maintain a consistent structure.

I am using a script for copying a template into a new project using <<placeholders>>. You can download the script here. The breakdown/ setup of the project is as follows:

The user interface on the macOS version

I use different devices in my Apple ecosystem. However, every menu structure is the same, no matter which device I use. Furthermore, my way of working is based on the concept of contextual computing to avoid distraction as much as possible, as lean as possible and the outcome of 13 years of using OmniFocus.

This also means that I do not use OmniFocus’s user interface often but instead use KeyBoard Maestro pallets on the Mac and iOS shortcuts on the iPad and iPhone to jump directly to the action I want to take.

Below you will find the clean user interface in OmniFocus on the Mac:

Below I will explain what is on the Sidebar. I have chosen to put here a limited but important perspective/views on my task list. If you click on the link, you will see the setup of the specific perspective.

Toolbar
I use the toolbar for contextual computing. Unfortunately, we cannot place the text of an icon under the icon, so I have an overview. Please find below the setup of this toolbar:

From left to right, I will explain each icon’s functionality and, if applicable, attach a link to the setup and/or AppleScript/ Shortcut or KeyBoard Maestro Macro.

• All projects is a standard functionality of OmniFocus and show all projects, depending on how you adjust your focus;
  
• Likewise, All tags;
  
• Clean up the screen, refreshes your views, and is standard functionality;
  
• Add to Inbox, do what the title states;
  
• The “+” , Add action is about adding a task to the place you are currently in. F.e., if you are in a project view, it will add to that specific project;
  
• The Reveille routine, which I do every day in 30 minutes time, consists of several checks and balances to keep your system up-to-date/ trusted. The setup is explained here;
  
• The Daily digest routine helps me limit my time of news consumption to around 30 minutes per day. I have listed the sources I want to read and set a timer of 30 minutes. The process is explained here;
  
• Closure of the day is a 15-minute routine to end the day and write in my journal about how it went. The routine is explained here;
  
• Verify Next action I use to identify projects which do not contain a next action. I should close this project or add a next action to keep it afloat. It is an Applescript, which you can download here;
  
• To pay Private / Business lists all payments sorted by the due date. The Perspective setup you can find here;
  
• Mail notes link to an Omni Automation script that sends the selected note in the task via mail. I often use this to inquire about the task via mail and include the text of the inquiry in the task. You can download the script here;
  
• A reference folder in Mail and Drafts 5. OmniFocus is the heart of the system, so when I create a project, I will create a mail folder in Drafts 5 workplace and put all the links in the specific OmniFocus project. I use a shortcut for this, which you can find here;
  
• Creates a Reference Folder in DevonThink for the selected project with a backlink to the OmniFocus Project. You can download the script here;
  
• Sync, if you want to immediately sync with the other devices;
  
• View options are standard functionality to change the view;
  
• Inspector shows the project/ task details, which you can change. I have the inspector always open.