Omnifocus vs Apple Reminders

[gnugrep]

For years I have used the Omnifocus apps on my Mac and iPhone. The learning curve was steep, but I became a master. Even though I was really good at using it, I always felt a certain unease with the complexity. I was intrigued when Apple came out with Reminders on iOS in 2011, especially the location based reminders. I played around with it, but still stuck to my investment in Omnifocus. I recently re-read the GTD book and Allen talks about having simple lists, a list of projects, a list of Errands etc. I then decided to give the Apple Reminders app a more serious try to see if it can be my trusted system. The key feature is that you can create different lists. I created 9, Projects, Calls, Home, Office, etc. After a couple of weeks of using this as my GTD system, I now realize how much friction is built into the Omnifocus apps. For every task you have to set two fields, the Project and the Context. There are different filters, Next Actions, Available, Remaining. There are nested folders, perspectives, etc. It is a really complex app that I think gets in the way of actually getting things done. It is really easy to hide tasks inadvertently because you are not looking in the right type of view. The Project view, Context view etc all show or hide tasks in different ways. In contrast, Reminders just shows all of your tasks all the time. I can quickly swipe through my 9 lists and see everything. I don't have to worry about things not appearing because I don't have the view setup properly. I review all of my lists every day, because it is so easy. In Omnifocus I only did that in my weekly review.

Another useful feature of Apple Reminders is Siri integration. It is so easy to create a reminder now. When I'm out and about I ask Siri to tell me what is on my Errands list and she reads it back to me! I don't have to take the iPhone out of my pocket to see what Errands I have, it is a feature I use every day. The other feature I use a lot is the web interface of reminders on icloud.com. I have to use a PC at work and now I can add things to my reminders list via this web interface. This is of course impossible due to the fact that Omnifocus is only available for the Mac and iOS.

After a few weeks with Reminders I've decided to permanently make the switch away from Omnifocus. I thought to do GTD right, I needed a power tool like Omnifocus, but in reality the simplicity of Reminders is making me more productive. I spend less time fiddling with the software and more time actually doing my tasks. I encourage everyone that has an iOS device or a Mac to give it a try.

[photodiva]

This past weekend, I made exactly the same switch - for very similar reasons! I could pretty much have written this post :).

I was introduced to GTD when David's book first came out, and I've implemented his methodology using paper, Omnifocus, Things, and others... but my very first switch from paper to digital was using a Palm Treo and the Palm desktop, and Reminders reminds me of that simple little tool! I like the way you can click on today's date and have an instant list of things that must be done today.

I'd be interested to hear from others what they think of Reminders. It's enabling me to keep my Next Actions and Project lists simple, and I'm using Evernote for Project Support, along with paper for collection and notes.

[Chads]

I really like the simplicity of this setup, however I do have a few questions regarding your use of project tasks.

You mentioned that you create a list for projects. So do you create a separate list for each project? As far as I can tell, Reminders doesn't support subfolders, so do you just have a list of project tasks for all your projects? If so, assuming the first part of the task name is the project its associated with?

Thanks!

[paulmcdonald]

I've wondered much about doing this myself recently. The added benefit of using Siri to create reminders on the fly I think would be very valuable.

Have you switched to the iPhone Calendar tool?

How does synching with desktops work for you, if you do that?

[silvine]

Can you describe your set up on Reminders or better yet post a pic?

[photodiva]

Paul - my iPhone and iPad sync immediately with my desktop and vice versa. Also - you can share lists - I share my grocery list with my husband and any changes are instantly seen.

And Silvine, here's a screenshot of my setup - hope it helps! I'd love to see other examples too.

[LynnC]

I'm glad you started this thread. Somebody else also had this idea too and started the thread below. Kelly Forrister was in on the thread and said they are working on a ' GTD best practices for Reminders'

I'm really looking forward to that. Here's the link to the other thread.

Anybody used iOS5 reminder app?
http://www.davidco.com/forum/showthread.php?13001-Anybody-used-iOS5-reminder-app

[kelstarrising]

Kelly Forrister was in on the thread and said they are working on a ' GTD best practices for Reminders'

Yes! I'm still working on it. No release date yet, but hopefully Q1 2013.

[paulmcdonald]

Is anyone syncing Outlook tasks with the reminder app on iPhone?

[photodiva]

Yes! I'm still working on it. No release date yet, but hopefully Q1 2013.

Kelly, I really look forward to this - it will be great to get your opinion!

[MOMOJO68]

I recently read GTD and I am a total MAC geek, have been since the 80's. I've been spending time over the holidays (with a little time off) scouring the internet for best practices on GTD, especially those involving OSX. After many hours and days of work, my inbox is ZERO thanks to Apple mail.

I've been looking at Evernote, Reminders, and the other systems that exist for GTD implementation.

For me, GTD will be in full swing beginning Jan 2. So far, I am leaning toward Apple Reminders since it is so simple.

Just agreeing! Good luck.

[mcogilvie]

I find Reminders just a bit too simple. It cannot produce a date-sorted list, for example. I think it's also the ugliest app Apple makes, but that's not a functionality issue.

[shayne771]

Can you describe your set up on Reminders or better yet post a pic?

I've integrated Reminders into my GTD system in a way similar to what is described here for Evernote: http://examinehealth.com/personal-productivity/69-gtd-and-evernote.html

I have separate lists for my inbox, single actions, and individual projects, with project lists beginning with a period to help identify them more easily. Because Reminders doesn't have tags like Evernote, I add context tags manually to the end of the entered item (e.g., "Call Jason re: conference @phone"). This allows me to use the search function w/in the app to find tasks appropriate for any given context.

It's certainly not a perfect set up, but I find the convenience of Siri along with the native apps in OS X and iCloud.com to outweigh any shortcomings.

[jbert]

A useful feature of the Reminders application for Mac OS I did not see mentioned is selecting multiple lists using the "command" and "shift" buttons. All applicable tasks are shown in the task list under the appropriate list heading. I have not found a similar feature on the iPhone application though.

[Jonagold]

For years I have used the Omnifocus apps on my Mac and iPhone. The learning curve was steep, but I became a master. Even though I was really good at using it, I always felt a certain unease with the complexity. I was intrigued when Apple came out with Reminders on iOS in 2011, especially the location based reminders. I played around with it, but still stuck to my investment in Omnifocus. I recently re-read the GTD book and Allen talks about having simple lists, a list of projects, a list of Errands etc. I then decided to give the Apple Reminders app a more serious try to see if it can be my trusted system. The key feature is that you can create different lists. I created 9, Projects, Calls, Home, Office, etc. After a couple of weeks of using this as my GTD system, I now realize how much friction is built into the Omnifocus apps. For every task you have to set two fields, the Project and the Context. There are different filters, Next Actions, Available, Remaining. There are nested folders, perspectives, etc. It is a really complex app that I think gets in the way of actually getting things done. It is really easy to hide tasks inadvertently because you are not looking in the right type of view. The Project view, Context view etc all show or hide tasks in different ways. In contrast, Reminders just shows all of your tasks all the time. I can quickly swipe through my 9 lists and see everything. I don't have to worry about things not appearing because I don't have the view setup properly. I review all of my lists every day, because it is so easy. In Omnifocus I only did that in my weekly review.

Another useful feature of Apple Reminders is Siri integration. It is so easy to create a reminder now. When I'm out and about I ask Siri to tell me what is on my Errands list and she reads it back to me! I don't have to take the iPhone out of my pocket to see what Errands I have, it is a feature I use every day. The other feature I use a lot is the web interface of reminders on icloud.com. I have to use a PC at work and now I can add things to my reminders list via this web interface. This is of course impossible due to the fact that Omnifocus is only available for the Mac and iOS.

After a few weeks with Reminders I've decided to permanently make the switch away from Omnifocus. I thought to do GTD right, I needed a power tool like Omnifocus, but in reality the simplicity of Reminders is making me more productive. I spend less time fiddling with the software and more time actually doing my tasks. I encourage everyone that has an iOS device or a Mac to give it a try.

This seems to fit GTD very well it's as though they had it in mind when they built iOS 6. It's even better with iCloud as it syncs between devices.

However, I can't get Siri to talk through my list as the previous contributor did, any ideas?

[mcogilvie]

This seems to fit GTD very well it's as though they had it in mind when they built iOS 6. It's even better with iCloud as it syncs between devices.

However, I can't get Siri to talk through my list as the previous contributor did, any ideas?

If I ask Siri "What's on my errands list?" She replies with the number of items and shows the list. To get her to speak the list, I believe you have to turn on assistive technologies. Try searching that Internet thing to find out.

[robfrommars]

I swore I'd never leave OmniFocus...but thanks to your post I'm a changed man. Reminders truly does force you to remove the friction you can create with OmniFocus. And Siri reading me my projects list in the car every morning is way cool. Thanks for the push!

[ratz]

Yes that one, that would be the sound of my hand hitting my forehead.

Since the downfall of palm and the rise of the iphone, I have been waiting for Apple to understand even the basics of task list to give us something usable. Interestingly I had given up and stopped paying any attention to what Apple had done as of late instead focusing on Omni focus, things, and you name it every other source of to do application available for the Mac the iPhone the iPad nothing worked to my satisfaction. Now you going post this I read it and realize the obvious . 48 hours later I am completely converted to the task list and everything is just flowing smoothly like it did back in the days of the palm. add Siri on top of that and what a boon. Thank you so much for posting this.

Now I get back to getting things done

[kelstarrising]

It took some experimenting, but I got Siri to read my Errands list by specifically saying, "Read my Errands List." I did not change anything in Accessibility for it to work.

Also, here's a really useful 4 minute video I found walking through more iPhone features. I learned a few things from this that I didn't know were possible (like creating a home button on the touch screen.) http://www.youtube.com/watch?v=f_aADB8k5nA

We expect to have our GTD & iPhone available in the DAC Store by this Friday. It focuses solely on the built-in applications (no 3rd party) to take advantage of what comes native to the iPhone. Hope you all find it useful!

Kelly

[sestephan]

It took some experimenting, but I got Siri to read my Errands list by specifically saying, "Read my Errands List." I did not change anything in Accessibility for it to work.

Also, here's a really useful 4 minute video I found walking through more iPhone features. I learned a few things from this that I didn't know were possible (like creating a home button on the touch screen.) http://www.youtube.com/watch?v=f_aADB8k5nA

We expect to have our GTD & iPhone available in the DAC Store by this Friday. It focuses solely on the built-in applications (no 3rd party) to take advantage of what comes native to the iPhone. Hope you all find it useful!

Kelly

Kelly! GREAT!! I have dedicated way to much time to searching systems!! I used the blackberry system FOR YEARS with no problems. I think I have too many choices now! I need this bad!!! Thank you!!!! I follow GTD VERY VERY VERY STRICTLY. VERY. Everything on the market forces adaptation or comprimise, or makes features available that fly in the very face of GTD! THIS IS BIG for me!

[mebstein]

We expect to have our GTD & iPhone available in the DAC Store by this Friday. It focuses solely on the built-in applications (no 3rd party) to take advantage of what comes native to the iPhone.

Excited to get my hands on this!

[Mary Jane Russell]

Is anyone syncing Outlook tasks with the reminder app on iPhone?

Paul, I was ... until I inadvertently exported all of my Outlook tasks into OmniFocus while trying out the "reminders capture" in the IPad version. I recovered them all in the deleted items folder of Outlook, fortunately, but now have turned off the sync of Outlook to "reminders" and only allow Outlook to sync with my iPhone/iPad using IMExchange2, because I like how it preserves the categories from Outlook.

[ratz]

After switching to the reminders app last week it occurred to me that I could save myself some time when process email..

If you are a GTDer and you use Apple Mail instead of Outlook or Entourage. Then it's almost a must that you use the Mail-Act-On software. It's a simple piece of dirt cheap software that allows you to use hotkeys to trigger "mail rules" against the currently selected message(s). Essential for rapid filing, forward+filing, forwarding+deleted, etc. One extra feature it has is that is can trigger an AppleScript against a message.

So here's an applescript that you can place into "~/Library/Application Scripts/com.apple.mail" that allows you to create a reminder in your "Inbox" list that has a link back to the orginal message. I use a rule that moves the message to an email folder called "Reference" and then creates an Action in Inbox for that message and has a link back to in Mail. With Mail-Act-On automating all this; I simply highlight the message and hit "Ctrl-A" and poof the message is filed and a new action is in my reminders inbox waiting to be "actionafied". This script would need to be modified if not triggered by Mail-Act-On. The whole process runs in under 1 sec.

I'm not affiliated with MAO's creator you can google them easy enough.

I will be making a similar solution for Safari web pages soon and will post that.



using terms from application "Mail"
# Set the name of the list where to create the reminder
set InboxName to "Inbox"

# Set the color of the message (used to mark the message after being linked to Reminders)
set MessageColor to green

# set the default reminder due date
set ReminderDueDate to 0

# set the default remind me date
set ReminderReminderMeDate to 0

# set the prefix to be prepended to the reminders' name
set ReminderPrefix to ""

# Find the selected mail message
set selectedMessages to selection
if (count of selectedMessages) is greater than 0 then

set theMessage to item 1 of selectedMessages

# Get the message properties
set theSubject to my trimText(subject of theMessage)
set theSender to sender of theMessage
set theMessageId to my replaceText("%", "%25", message id of theMessage)
set theTags to "Mail"

# if we have a message with no ID then we give up, since we can't create a link
# based on an empty id
if theMessageId is "" then
display dialog "Can't link this message to Reminders"
return
end if

# build the reminder properties
set message_url to "message:%3C" & theMessageId & "%3E"
set todo_name to my replaceText(return, "", ReminderPrefix & theSubject & "(" & theSender & ")")

tell application "System Events" to set frontmost of process "Reminders" to true

tell application "Reminders"

# Search for the proper list where to create the reminder
repeat with listIndex from 0 to (count of list)

set oneList to list listIndex
set listId to id of oneList

if (name of oneList) is equal to InboxName then

# create the reminder based on the selected mail
# set mailReminder to make new reminder with properties {name:todo_name, body:message_url, container:oneList, due date:((current date) + (ReminderDueDate * days))}
set mailReminder to make new reminder with properties {name:todo_name, body:message_url, container:oneList}

oneList show
end if

end repeat

end tell

# finally mark the message
set the background color of theMessage to MessageColor

end if
end using terms from

# Trims the unnecessary whitespace from someText
on trimText(someText)
set theseCharacters to {" ", tab, ASCII character 10, ASCII character 13, ASCII character 0}

repeat until first character of someText is not in theseCharacters
set someText to text 2 thru -1 of someText
end repeat

repeat until last character of someText is not in theseCharacters
set someText to text 1 thru -2 of someText
end repeat

return someText
end trimText

on replaceText(find, replace, subject)
set previousDelimiters to text item delimiters of AppleScript
set text item delimiters of AppleScript to find
set subject to text items of subject

set text item delimiters of AppleScript to replace
set subject to "" & subject
set text item delimiters of AppleScript to previousDelimiters

return subject
end replaceText

[robertedwards]

After switching to the reminders app last week it occurred to me that I could save myself some time when process email..
You can also drag-and-drop the email onto Reminders.

-- Robert.

[ratz]

You can also drag-and-drop the email onto Reminders.

-- Robert.

Definitely true, that was worth mentioning. However I found that was not working well for me. I always seem to grab the entire message thread and then it does not work. Also I still have to return the mail program and file the message. I am too lazy for that I want the computer to do it fast and save me the work.

[ratz]

Ok here's the Safari script. You will either need to know how to turn on scripting; or use something like the free FastScripts from red sweater software; to trigger it. I use FastScript and assign it to "Control+Shift+A"

This version will ask you if it is and action or a project. You can configure it to have actions go directly to your inbox; or prompt you for which action list to put it on.

-Enjoy



tell application "Safari"
set SafariURL to URL of document 1
# Set the name of the list where to create the action reminder
set InboxName to "_Inbox"

# Set the name of the list where to create project reminders
set ProjectListName to "Projects"

# Turn on or off the prompting for which Action List
set PlaceActionsInInbox to false

# Set the names of your Actions Lists
set AvailableLists to {"_Inbox", "@Agendas", "@Afterhours", "@Calls", "@Computer", "@Desk", "@Errands", "@Home", "@WaitingFor"}

# set the default reminder due date
set ReminderDueDate to 0

# set the default remind me date
set ReminderReminderMeDate to 0

# set the prefix to be prepended to the reminders' name
set ReminderPrefix to ""


# Get the Action statement or Project description from user
set prompt1 to display dialog "Enter Action Statement or Project Description" default answer "" buttons {"Action", "Project", "Cancel"} default button "Action"
set theSubject to the text returned of prompt1
if theSubject is not "" then set theSubject to my trimText(the text returned of prompt1)
set theList to the button returned of prompt1

#react to button pushed
if theList is equal to "Project" then
set targetList to ProjectListName
else if theList is equal to "Action" then
#Put in Inbox or ask for Action List based on mode
if PlaceActionsInInbox then
set targetList to InboxName
else
set myChoice to (choose from list AvailableLists with title "Action Lists" with prompt "Put in List")
set targetList to item 1 of myChoice
end if
else
set targetList to "Cancel"
end if

if theList is equal to "Cancel" or theSubject is "" then end run

set todo_name to my replaceText(return, "", ReminderPrefix & theSubject)

tell application "System Events" to set frontmost of process "Reminders" to true

tell application "Reminders"

# Search for the proper list where to create the reminder
repeat with listIndex from 0 to (count of list)

set oneList to list listIndex
set listId to id of oneList

if (name of oneList) is equal to targetList then

# create the reminder based on the URL
if ReminderReminderMeDate is equal to 0 then
set mailReminder to make new reminder with properties {name:todo_name, body:SafariURL, container:oneList}
else
set mailReminder to make new reminder with properties {name:todo_name, body:SafariURL, container:oneList, due date:((current date) + (ReminderDueDate * days))}
end if

oneList show
end if

end repeat

end tell
end tell

# Trims the unnecessary whitespace from someText
on trimText(someText)
set theseCharacters to {" ", tab, ASCII character 10, ASCII character 13, ASCII character 0}

repeat until first character of someText is not in theseCharacters
set someText to text 2 thru -1 of someText
end repeat

repeat until last character of someText is not in theseCharacters
set someText to text 1 thru -2 of someText
end repeat

return someText
end trimText

on replaceText(find, replace, subject)
set previousDelimiters to text item delimiters of AppleScript
set text item delimiters of AppleScript to find
set subject to text items of subject

set text item delimiters of AppleScript to replace
set subject to "" & subject
set text item delimiters of AppleScript to previousDelimiters

return subject
end replaceText

[ratz]

So here's an applescript that you can place into "~/Library/Application Scripts/com.apple.mail"


Ok not to turn this into "scripts today" but there was a conflict in Mail-ActOn that messes with the reliability of that script if you try to auto file the message. so here's the "improved one" This one assume you know a little bit more about your mail server. In This version the script does the filing, which is less flexible but more reliable.

To use this version You will need to program the line Set FileBox to point at your reference email folder in your mail account. Notice in the sample code that it's set for a Subfolder of Inbox as "Inbox/@Reference" if yours is in the root folder (common if not on an exchange server) you might just have "Reference" as the folder name. Also change NameOfMailMailAccountInMailAppDisplay to be the DESCRIPTION you gave your mail account in your settings.

The rest of the stuff to configure should be obvious.

This script is for mail act on. If you want to use it with FastScripts instead to save some funds, then change the first line of the code to be:
tell application "Mail" and the line that says "end using terms from" to be
end tell

it's about 1/5 of the way from the end of the code.




using terms from application "Mail"
# Set the name of the list where to create the reminder
set InboxName to "_Inbox"

# Set the color of the message (used to mark the message after being linked to Reminders)
set MessageColor to green

# Set the Folder to file the Message in after creating action
set Filebox to mailbox "Inbox/@Reference" of account "NameOfMailMailAccountInMailAppDisplay"

# Set the name of the list where to create project reminders
set ProjectListName to "Projects"

# Turn on or off the prompting for which Action List
set PlaceActionsInInbox to false

# Set the names of your Actions Lists in the Reminders App
set AvailableLists to {"_Inbox", "@Agendas", "@Afterhours", "@Calls", "@Computer", "@Desk", "@Errands", "@Home", "@WaitingFor", "SomeDay/Maybe"}

# set the default reminder due date
set ReminderDueDate to 0

# Turn Reminder on or off
set RemindMeOn to 0

# set the prefix to be prepended to the reminders' name
set ReminderPrefix to ""

#### END of Configuration ####

# Find the selected mail message
set selectedMessages to selection

if (count of selectedMessages) is greater than 0 then

set theMessage to item 1 of selectedMessages

# Get the message properties
set theSubject to my trimText(subject of theMessage)
set theSender to sender of theMessage
set theMessageId to my replaceText("%", "%25", message id of theMessage)
set theTags to "Mail"

# if we have a message with no ID then we give up, since we can't create a link
# based on an empty id
if theMessageId is "" then
display dialog "Can't link this message to Reminders"
return
end if

# build the reminder properties
set message_url to "message:%3C" & theMessageId & "%3E"
set suggestedSubject to my replaceText(return, "", ReminderPrefix & theSubject & "(" & theSender & ")")

display dialog suggestedSubject
# Get the Action statement or Project description from user
set prompt1 to display dialog "Enter Action Statement or Project Description" default answer suggestedSubject buttons {"Action", "Project", "Cancel"} default button "Action"
set finalSubject to the text returned of prompt1
if finalSubject is not "" then set todo_name to my trimText(the text returned of prompt1)
set theList to the button returned of prompt1

#react to button pushed
if theList is equal to "Project" then
set targetList to ProjectListName
else if theList is equal to "Action" then
#Put in Inbox or ask for Action List based on mode
if PlaceActionsInInbox then
set targetList to InboxName
else
set myChoice to (choose from list AvailableLists with title "Action Lists" with prompt "Put in List")
set targetList to item 1 of myChoice
end if
else
set targetList to "Cancel"
end if

if theList is equal to "Cancel" or finalSubject is "" then end run

tell application "System Events" to set frontmost of process "Reminders" to true

tell application "Reminders"

# Search for the proper list where to create the reminder
repeat with listIndex from 0 to (count of list)

set oneList to list listIndex
set listId to id of oneList

if (name of oneList) is equal to targetList then

# create the reminder based on the selected mail
if RemindMeOn is equal to 0 then
set mailReminder to make new reminder with properties {name:todo_name, body:message_url, container:oneList}
else
set mailReminder to make new reminder with properties {name:todo_name, body:message_url, container:oneList, due date:((current date) + (ReminderDueDate * days))}

end if

oneList show
end if

end repeat

end tell

# finally mark the message
set the background color of theMessage to MessageColor
move theMessage to Filebox

end if
end using terms from

# Trims the unnecessary whitespace from someText
on trimText(someText)
set theseCharacters to {" ", tab, ASCII character 10, ASCII character 13, ASCII character 0}

repeat until first character of someText is not in theseCharacters
set someText to text 2 thru -1 of someText
end repeat

repeat until last character of someText is not in theseCharacters
set someText to text 1 thru -2 of someText
end repeat

return someText
end trimText

on replaceText(find, replace, subject)
set previousDelimiters to text item delimiters of AppleScript
set text item delimiters of AppleScript to find
set subject to text items of subject

set text item delimiters of AppleScript to replace
set subject to "" & subject
set text item delimiters of AppleScript to previousDelimiters

return subject
end replaceText

[ratz]

Ok so after having reasonable success with the scripts. I went back and made them much more universal and easier for non programmers to work with.

Attached is a zip file called "Public Scripts.zip" free for the taking. It contains the final versions of the script. Configure your inbox list name, project list name and icloud account name or mail server account name; and your off and running. The scripts will stay updated as you add and remove action lists.

[rdgeorge]

Of course, you can set up OmniFocus to sweep everything out of iOS Reminders and drop the items into your OF Inbox. Therefore, you can use Siri with OF.

rdgeorge

[rdgeorge]

Just as Notes can be better-set-up on a Mac before using Notes on iDevices, I recall that it was better/easier to set up multiple color-coded Calendars on a Mac before using them on iDevices.

rdgeorge

[srfogel]

I find the Apple reminders app too limited. The value of OmniFocus to me is the multi-dimensional view, specifically the ability to take a Context view across all Projects or a Project View across all Context.

There is Siri integration with OmniFocus on iPhone and iPad as well as a need capture tool in the web browser. I use that piece to quickly move items from my inbox to OmniFocus as part of my GTD process.

Here is a post I made in another website with details

http://productivepractice.org/2013/03/15/multi-dimensional-task-focus/