Tag: Omnifocus

How I use TextExpander and Omnifocus to force clarity of action.

I have had several sophisticated senior executives tell me that installing “What’s the next action?” as an operational standard in their organisation was transformative in terms of measurable performance output. It changed their culture permanently and significantly for the better.

Why? Because the question forces clarity, accountability, productivity and empowerment.

~ David Allen – Getting Things Done (page 261).

Sometimes it can feel little overwhelming. You know, all the things that one needs to do to manage a knowledge intensive career. There are so many projects to complete, next actions to take, things to DO. It’s relentless and sometimes it gets hard to remember the reasons why these things to do became tasks in the first place.

Keeping clear about why things need to get done is one of the keystone behaviours of David Allen’s Getting Things Done (GTD) methodology. Here’s how I use two of my favourite pieces of software to keep me on track.

Software number 1: TextExpander.

If you haven’t yet found TextExpander, then I suggest you head over to Smile Software and check it out. In essence, TextExpander allows someone to pre-define some text, or some code, or an image – nearly anything really – that will ‘expand’ when a specific key-combination is entered. It works in nearly any application that accepts ‘text’ as an input and it is cross-platform. So, for example, I have some comments that I frequently use when providing feedback to students. These can be quite lengthy and include links to resources that can help students to improve their assessment performance. Here’s a example  of a predefined feedback comment about referencing that I use quite frequently:

You need to get assistance with your referencing, particularly in understand how, when and why it is important to reference correctly. Please see the available online tools e.g.: [Referencing introduction](https://www.dlsweb.rmit.edu.au/bus/public/referencing/), or visit the [Study and learning centre](http://www.rmit.edu.au/studyandlearningcentre).

To insert this comment in a student’s work, I need only type my pre-defined keyboard combination which in this case is a period followed by the letters ‘href’ (.href). The ability to expand text with only a few keystrokes has literally saved me from typing millions of characters. Here’s my most recent stats on ‘characters saved’ : 2,039,126!

Although I love the fact that TextExpander has saved me all those extra key-strokes, the real value I find in TE is that it produces the same outcome every.single.time that I type an abbreviation. This becomes important when developing a habit, such as clarifying the reason for undertaking a task. I’ll come back to this idea, but first…

Software number 2: OmniFocus

My task manager of choice is OmniFocus2 produced by The Omni Group. OmniFocus2 is a super powerful task management system that leverages the GTD system. Much has been written about how people use this software so I won’t rehash that work, rather I want to focus on a tiny little aspect of the task input window: the notes pane.

The notes pane is where I can add extra detail to a task. This often might be a link to an email that provides context for the task, or it might be a link to a specific file in DropBox, or maybe I’ve jotted a few notes down while I was on a phonecall. And while all of these are legitimate uses of the notes pane, I find I get the most out of it when I use my TextExpander abbreviation of (.tna). .tna is shorthand for The Next Action. When I fire off this abbreviation in the notes pane of an OmniFocus task, it generates the following text and places the cursor at the point at which I need to start entering my reasons for completing the task:

Why is this task being done? :

Outcomes expected :

Next actionable step once completed :

It looks like this:

These three questions force me to consider each and every task that makes it onto my project list.

The first question forces me to link the task to a larger project*. The second question forces me to link the action with an expected outcome – this acts as a check that the action I’m taking will actually lead to an outcome that I want. The third question forces me to think about what the next immediate action is. This helps me to define exactly what the next step is in the project – have I got it down to the smallest possible bit?

Why Clarity Matters

I’ve mentioned before how I have lots of projects on the go at any one time and I admit that when I’m not clear about what the next step is in any of them that I can feel a little anxious. By taking a few seconds to pause and put answers against the three questions in my OmniFocus task notes pane, I can feel a little more comfortable about the reasons for agreeing to take on the tasks in the first place. This is particularly helpful for when I’m scheduling tasks to be completed in the future. When I’m down in the weeds, not always do I remember the exact thinking that was going on when I created the task. Having answers to those three questions embedded in the task helps me to remember why I’m doing it and what the outcome needs to be. That level of clarity leads to motivation to complete the tasks as they become available – I get a real sense of accomplishment.

It’s taken me a while to adapt this process of task management. It can feel a little like overkill when I’m putting these ‘extra’ detail of the task in the notes pane, but that short-term pause, reflect and act process helps me to immediately get clear about what I am doing and why. Over time, this has had enormous positive impacts on my ‘productivity’ and effectiveness.


* It’s worth pausing here to explain that I think of tasks as the smallest piece of a larger nested sequence of actions that move me towards my goal of living a fulfilled life. Not to get too woo-hoo about it, but I have a vision of what I want my life to be and I then set up a series of projects, each with associated tasks to help me move forward to that vision.



How many projects are you on?

I did a count today: I have 52 active projects in my Omnifocus database. Each project has multiple actions associated with it (but I didn’t bother to count them).

Actively filtering all this (planned) activity requires time and commitment. Without the discipline to review what’s active and what needs to be done next, the wheels would quickly fall off.

This is the lot of the modern knowledge worker. Activity has to be self-managed. Having a system helps enormously.

"project management" (CC BY 2.0) by Sean MacEntee