OmniFocus Workflows with Michael Kirkham Jones - バイリンガル字幕
Warren, welcome to Omni Focus Workflows with Michael Kirkham-Jones, and we're really excited to have Mike here.
Today, I originally met Mike back in 2015 when he did one of my productivity courses.
And it's great to have him here today showing off at which I think is very unique system.
And I'll talk a little bit more about what's in store in just a Before we get to that,
I just wanted to welcome those of you who are new to Learn Omni Focus.
This is a site that's coming up on its sixth anniversary.
I think it's June 2nd of 2014 that I officially launched the site.
And it's great to have it going strong years later.
And the mission of Learn Omni Focus
has always been to support people in living a fulfilling and productive life with Omni Focus helping to bring a productive aspect to it.
And as you've noticed,
if you've seen some of the other videos, Omni Focus is one of the productivity apps that's gonna form your productivity system.
I often feature other ones as well.
And think Mike's gonna be talking a little bit about some of that.
productivity apps that he's using.
And it's really having OmniFocus be the focal point for your personal task management.
And just the fact that everyone in the community
is using OmniFocus makes it a lot easier to talk about specific productivity practices like getting things done, my own holistic productivity and so forth.
And what you're watching now, we're maybe attending live, is one of the components of what's called Learn Omni Focus Live.
So this is one of the services of Learn Omni Focus.
And there's a few different aspects to this.
First of all, we have themed sessions very often that cover a certain aspect of productivity.
Some of them take a, a deep dive into some of the features in OmniFocus.
And an example of a recent one is Mastering Reviews with OmniFocus3.
And I'll be talking about another one that's gonna be live soon.
We also have workflow guests on very often, just like we were having Mike on today.
We've had many workflow guests, so you can get a different taste of the many different ways that OmniFocus could be used.
You can see how people are using it in different geographies and cultures and professions and things like that.
So there's a really rich library of workflow episodes you can go and check out.
There's also office hours.
This is one of my favorite parts of Learn Omnifocus personally, and this is where we get together in a small group.
It's a maximum of 10 people, and everyone's asked to be on video, so it's as much like a.
gathering as possible and we discussed how many focus, what's working, what's not working.
exchange ideas.
It's a good place to get advice, even just to get some kind of moral support.
And you're finding your sort of interest in omnifocus or productivity is waiting a little bit,
I can pretty much guarantee it'll get a nice boost by coming to to wonder more of these sessions.
And then something I've been doing even before their nominee focus existed is doing
private consulting around omni focus as well as some other productivity ups.
And that's something I definitely continue to enjoy doing.
A little taste of what's coming soon.
First of all,
the next live session is going to be on managing some name,
maybe lists with OmniFocus,
and we'll talk about where to store this information,
the pros and cons to keeping it in OmniFocus,
how you can use OmniFocus to make sure that
these lists get the appropriate amount of attention regardless of where you're and there'll be some interactive exercises as we go through the live session,
certainly it's always a good opportunity to share your own feedback and get some questions in the mix and so forth.
So that'll be on June 23rd, and that's from 10 to 11.30 Pacific Daylight Time.
Those of you who have been around OmniFocus for a while, no doubt, recognize Kourashini.
He's based in Chicago and definitely one of the top experts in the world on not just OmniFocus but productivity in general.
And I consider Kourash to be one of my my first teachers when I was getting OmniFocus,
I think is in 2010,
so about 10 years ago,
I picked up this book and really got a lot of value from what he had to share,
not just on terms of understanding the features, but also understanding the methodology that has OmniFocus become a useful component.
And yesterday, Grush launched a round.
taking smart notes with Devynthink.
And Devynthink, I think, is a really nice complement to OmniFocus.
It's a repository of information.
It's a place where you can capture research and ideas and things like that.
And generally speaking, you want to keep all that stuff in OmniFocus.
and I guess it would blow the system,
but it,
OmniFocus can still be very useful to make sure that you're engaging with all of that stuff you've got in Dev and Think appropriately.
So I was talking to a crush recently
and he was telling me about the book and so far
and I thought it'd be great to have you back
on Learn OmniFocus and just to get your own take on how you're using these two apps together.
So very happy that he said yes.
So on July 15th from 10 to 11 Pacific time,
he's going to be joining us on Learn Omni Focus and talking about how he takes these random ideas.
and finds all the connections and demonstrate stores the information there and then how
we use this omni focus to take all of that stuff that is captured and turn it into something tangible, something useful.
So I hope you'll be able to join us for that as well.
There's currently six Learn on Me Focus office hours open for registration.
There's three in June and three in July,
and I'll keep adding these into August and can add more sessions as the other one starts to fill up.
So hopefully at least one of these times will work for you, and it'd be great to see one of these small group sessions.
Just before we get to Mike's intro,
I want to briefly mention that
the learnomniefocus.com just
under saw major facelifts and this is
something that's been a long time and the works and I'm really happy to have brought it to fruition.
So just a few things to point out to help you get the most of the new site.
First of all,
the homepage has been completely,
We give you direction in terms of where to go on the site and also will be dynamically updated as we write new blog posts and add new content and add new things that are nominee
focused by a calendar.
So can get kind of a use that kind of as a dashboard for them the site.
Also, all of the content has been consolidated into the site.
And you can actually filter the items by the content type,
the user level,
and there's more filters button if you want to get even more granular than that,
just to make it much easier to hone in on what's useful.
And one of the most exciting new additions is some of the longer form content is now available in the course from it.
So you can mark sections complete and then you can keep track of how far into the course you are.
So maybe it's not practical to down for two hours and go through a whole
but this way you can actually go through it to your own pace and kind of absorb the material,
try out some of the techniques and then you can also jump back to those sections that you want to review.
So there's currently 11 courses available in the library and I'll be adding more in the coming weeks and months.
There's a knowledge base as well.
It's got mainly support articles in the moment but I'm really looking forward to growing this out over time.
So it can be really useful repository of omnifocus-related information.
Okay, well, without further ado, I'm really happy to introduce Michael or Mike Kirkman-Jones, who is joining us from Wales.
And he has a lot of really interesting work experience from the past.
He's a seasoned portfolio and project manager.
He 20 years of experience as a programmer.
He one of his claims to fame.
He one of the first Java developers that IBM also worked as a database administrator at Oracle.
And not surprisingly, he's very much into automation.
He's gonna be talking about his use of shortcuts today.
And is a session that's gonna be focusing entirely on the iPad.
So if you're,
Not maybe giving your iPad as much airtime as it deserves,
or maybe even iPad only,
but on the focus, I think this session will really give you lots of great inspiration to really put this device to good use.
I encourage you to check out Mike's website and blogs.
So it's Kirkham-Jones.co, and I'll include that link in the notes that go with the recording as well.
And in particular, he recently published a part one of his workflow that includes omni-focused GTD and flying.
And if you're curious about what those three things have in common,
stay tuned, Mike's going to be talking about his, I think, very creative approach to organizing omni-focus.
Okay, well, at this point, I'd like to hand it over to you, Mike.
introduction to who I am, who I am.
As you could see earlier, I'm living in Wales in the sunny beach of the tropics.
I wish but it's nice here at the moment.
I'm a husband, I've been married for two years, far all grown up now, all left the house.
I'm a grandfather, got a two-year-old and a six-month year old.
They both call me, well, no, the older one calls me bear.
primarily because I don't want to be called granddad.
So I came up with something else and for some reason he decided to call me Bear anyway.
I've, as Tim said, I've been a programmer.
I've been a DBA person.
I've done loads of things.
I in Java was the primary language, then moved to PHP.
database languages sequel so a whole host of technical side of things and
then finally decided to move along and go into project management so project management they've done for Coming up to 15 years now,
15, 20 years somewhere between, so I've moved from project manager or technical, or within the software and IT infrastructure environments, and then moved
to portfolio manager, so managing a portfolio of project managers.
Currently studying my master's for project management.
I'm also a trained body language and lie detection trainer so
I took this on because I thought it would be quite useful for project management when I sat down with my sponsors and my stakeholders.
I can tell what you're doing.
So yeah, very useful.
So I was quite eager to train my staff at the same time, but never got around to it unfortunately.
I'm a semi-professional artist.
I have, I do painting, I used to painting watercolor, then to oils, so quite a few oil paintings.
And now I currently do pastels and pencil drawings, so that's in my spare time to get my mind off the IT side of things.
I've used the iPad since birth,
basically the day it came out I ran down and bought the iPad and ever since then I've been using the iPad.
you can say it instead of my laptop machine,
because I haven't had a laptop machine we haven't been able to afford it at the time so I've used the laptops
and PCs in where I've been working but certainly for home I've
concentrated on the iPad and continue to buy them as they came through and
currently have the iPad Pro 2018 11-inch model at the moment with its brand new keyboard.
unbelievably brilliant.
It a huge change from the old keyboard.
And on the focus I've been using, well just before I met Tim next week, so I ran about 2014.
I got into only focus before then I tried every other task management system going.
And well, that never came too much.
I was hunting and hunting for the ideal system.
The one that I could tweak to work for myself.
And well, I finally moved into only focus.
What I want to go through today is three, I want to go through three areas.
I to look at my projects and folders area and just run you through that.
Then I want to run through the perspectives that I've drawn up and those drive my workflow.
And then I want to look at What's driving the workflow from behind, as Tim said, I use a couple of different tools.
I don't tie myself down to tools, by the way.
If there is a tool that does the job and does the job better, I will bring that tool in.
And therefore, I have.
think about that when I build my shortcuts on the back end and I'll show you that as we go through.
So I want to start off with the projects and folders.
I years using OmniFocus and finding that it was great to have a workflow.
But the workflow didn't teach me how to store my files and put everything in an
entirely fashion and I've never been a good person that being able to keep things tidy.
I mean, you can ask my wife, she'll tell you all the all the terrible things that I do.
I was getting desperate because there were files everywhere and I can't afford to do that in the jobs that I do.
I mean, I work for the MOD part of the time, the Ministry of Defense.
So I've got to be able to know where my project files are and how I'm storing them.
And so I read up and came across something by Tiago Forte in his second brain course.
was the power way of storing files and structuring things on the on the database and back inside.
And so I've set that up as my file system as far as folders and projects go.
So on the top of all of this I have a projects folder and within that projects
folder obviously I'm going to store all my projects a whole list of projects.
I'll going to in a bit more detail about the project numbering.
and but basically to say that I I try to create a unique identifier for each of my projects and that stems from my work.
I the iPad as a work tool and at home as well as a tool to manage my task.
So within work,
I've got to be able to quickly identify what tasks are what and how they're relating to the project management side of things.
And so I create a unique identifier for that.
So within the projects folder, it does what it says on the wrapper, it holds all my projects, so every project in here is captured.
One thing that I did get from T.O.
as a course was that mentioning about goals.
He was talking about how goals and projects should be related together.
Now I had never really tied my projects up with a goal until I listened to one of Diego's talks.
And he came up with the saying that a project without a goal is basically a hobby.
And he said a goal without a project is a dream.
And for some reason that really struck home.
Sorry.
I thought, yeah, I understand that.
I how that works and I took that.
And now I make sure that all my projects, there is a goal and all my projects work towards that goal.
And very clear what that goal is.
So I just wanted to jump in there with that one because later on you'll see,
you know, that I do hold all this information as well.
Areas, this is areas of focus,
so on things like health, family, finance, So, again, in here, I have tasks that are related to, for example, health.
We got other things, examples with family.
etc.
and like that.
So we're basically catching up the tarts that are very related to areas that of responsibility that I have, and I capture those here.
If there is a,
for example,
with apartment,
if there is a piece of work that I need to,
that I think is too big to hold in here, it's not small enough to hold as in the area of responsibility.
That's then moved into the projects area and managed as a project.
For example, I'm refitting the bathroom at the moment.
That's not something that I could fit in here.
These are small tasks that I'm able to do quite quickly.
They're very small in the size.
Let's jump to here.
Resources is an area where I hold everything that I am interested in.
So if,
for example,
my wife and I are watching sailing programs at the moment,
and we're quite interested in thinking about
buying yacht and so what I might do is pull all the information that I have while I'm picking up
and store it in the resources section.
I'm also,
as I said,
I'm doing a master's degree so I will pull all the information into the from the master's degree and any resources I will fit in this.
And finally, I got the archive.
As soon as the project's finished, it'll get dropped into the archive.
As soon as I've finished with anything from the resources section, that gets dropped into the archive as well.
So that's how I'm storing information.
And this is replicated.
I have a shortcut script that goes away and it creates the same file structure in iCloud.
There's the same file structure.
in Evernote,
I got the same file structure in Drafts,
so I keep the structure exactly the same across the board and the same information,
all type of information is stored in each of those file areas.
So if someone does ask me where is this document, I can tell them very quickly, it's in this area.
Okay, I'm just going to jump into my main workflow area now.
And these are the perspectives I've, I have no, Tim eluding earlier on that about this aviation form of approach.
The reason behind this is that I've tried to, to be an evangelist of Omni Focus for a long time.
Not just Omni Focus, but GTD and I'm trying to bring people along.
And quite often it's been very hard to,
to get them to understand the actual flow of information,
certainly for perspective and to get them to remember and at one point I sat down with a couple of people and I've
got an interest in aviation anyway but I was sat down with a couple of people and we were just talking
and we started to discuss GTD and I said how about the difficult I was having of getting people to understand it.
And then we came up with an idea of why not cover it over,
put a layer on top of GTD so that it's easier to explain it.
and so I thought, well, let's go with that.
Let's have a think and I came up with this structure that I have at the moment.
On the ramp, you can think of being on the ramp as the same as the regular inbox.
Now the reason I don't use the regular inbox is that I have three things that you have to have.
to get off the ramp.
First of all, it's a project, so a task has to be associated with a project.
A task has to have a tag associated with it, so okay we've got those on the record.
The third thing that I pushed for,
and this is primarily from my professional project management side is that I insist on having an estimate added to everything.
So all my tasks, every single task will have an estimate that I will put to things.
And this, again, as I said, it stems from my project management time.
And I cannot.
work without having a time restraint on a task.
I mean I can't see a task as being anything but a title unless it's given a time period to actually
And so I make sure that all my tasks have a an estimate put on top of them.
So here we are with the ramp, the ramp area.
Think of it as your inbox except that in here we've got those three,
the rules that they have to have those three things in place.
So as you can see, I've got, I've got these tests.
around tasks any here at the moment.
The first one's got no, no s, no estimate on it.
The second one's got no project and no tag.
So those, even though they may have the other two, will stay in the on the ramp side of things.
Those are things that I don't like being on the ramp.
And the reason I've called it the ramp,
or you could call it the apron,
which is now called nowadays,
If you park your plane on the ramp, every minute, every second that that plane is parked on that ramp, you're losing money.
You're losing money and the fact that you've got the rent that's based on the ramp,
you've got the rental or the payback on the plane.
you've got maintenance costs so the longer you leave the plane the more you've got to maintain it etc.
So if the longer you've got a plane sat on that ramp the more cost is going to be and that's another thing that I was able to tell the people
I was trying to teach or to bring up to speed with GTT is the longer I had a task on here,
the more it's costing me in probably time,
but it's also costing me in the fact that I'm I'm not going to be remembering it or it'll get pushed to one side,
so that that was the importance of calling it the ramp.
Anything sat on the ramp, it's being charged out, it's costing me money.
Basically the setup is anything that's available, I don't want any projects or groups listed in it.
It's got to be untagged, it's got to come from any of these folders.
and it's got to have an estimated duration on it.
Basically the exactly the same as what you'd see in a in the inbox setup,
except that in this circumstance I've got this chap here which is the estimated duration and I insist that that's got to be in place.
So in this way of doing it, it's saying if there is no estimation in place, then it's going to stay there.
It's going to come up in the perspective and be listed.
And as far as presentation goes, I've got individual actions.
I mean, that's a reasonably flexible light.
I too concerned about the presentation side at the time on that.
Just one question while we're on the ramp, do actually use the inbox anymore or has it essentially been replaced by on-ramp?
The inbox has been replaced, so the inbox now is down in all the perspectives that are hidden.
So I've actually taken it off my view because I find no use for it,
because whatever's in the inbox is duplicated on the ramp anyway.
Okay, so I might be jumping ahead a little bit, but it sounds like before anything gets on to the
taxiway, it needs to be cleared.
from the on-ramp area.
You can think of it as an airport before the airplane can get off the ramp.
It's got to know where it's going.
It's got to know where it's headed.
It's to have all this information.
So exactly the same with this.
We've got to know that it's a project.
We've got to know roughly how long it's going to take.
And we've got to have some sort of tagging to say where it's heading to or what.
So essentially, you want to have enough information added to it to the point it actually becomes useful and actionable.
That's OK.
That's OK.
OK.
Yeah.
So on the taxing side of things, this is an area that I use on my review side of things.
So I will review this usually on a daily basis.
Primarily, it's there to look at on a weekly basis as part of my weekly review.
But I do perform daily reviews and they will take about an hour,
I'll go into that shortly about my reviews,
but I spend about an hour every morning reviewing what's happened previously,
what I'm planning to do and any other bits and pieces that are causing me trouble in between.
So on the taxiway, we've got...
I make sure a project work.
So I'm looking at starting a thing on Skillshare, so I'm trying to create a class title.
I'm looking to see what the class title is going to be and how it works.
Down here, in health, I've got my repeat medication.
That's coming up because it's due for the 12th of
And also I got this flu jab remind us to make sure I remind myself that I've got to have that flu jab.
The same will go for all the other areas.
They will just hold what is currently available or first available actions that I need to be looking at as I build my daily plan.
So first of all, I want to make sure it contains everything from these areas.
So I've got the projects areas and I've got miscellaneous.
I checked to make sure, again, it's got the estimated duration in place.
It's first available.
It has tags that are...
active or on hold.
It's not a project and group.
And finally, it's with the flags as well.
So it's not flagged.
It isn't tagged with the today tag.
And also it's not due soon.
Later on,
I've got areas that I need to pick up areas in the workflow that pick up the flagged items,
the today items and the due items again.
Under the, the groupings, our group and individual actions.
I want group and projects at the moment.
I those actions by projects, and then I've sorted by the due date.
So if they do happen to have a due date, I will, that will be prioritized in that list.
So that's the taxiing.
The area.
I've got things off the ramp.
I've made sure that I understand exactly what each of the tasks is on about.
It's not cost to me any time or effort anymore in the long term.
I've got rid of that.
It's now on the taxiway.
It's in my line of sight.
I'm set up in the control tower.
I can see they're all moving around and getting ready to take off.
The next thing I move to is the runway itself.
workflow that had a dew perspective in it, the runway is basically a dew perspective.
So everything that's coming up, that's dew to be done.
So in here, I'll have I got to visit my father.
I visit my father every other day during lockdown, make sure he's okay and he's getting all the food that he requires.
And on this SAC project that I'm currently doing with one of my clients in work, I've got to oversee an assessment workshop.
tomorrow.
So we have a video conferencing in place and that's I will pick up as well.
So that's coming through on the runway.
Now that runway, the runway item, I will have again I will be looking at during my daily review.
view.
I'm putting that together to form my list of tasks that I want to undertake.
What I will do is that during the review, if I feel that today's the day that I'm going to visit my father, it's due.
I will add a to-day tag onto it and the to-day tag will move me into an in-flight status.
And again, with the projects, with the SAP.
the OVC assessment.
If on the OVC I will add the today tag onto it.
This will then be taken and added to the inflight.
So this is built the runway is by looking at what's remaining as you've got an estimate again.
This is the main one.
Is it due soon?
I've got the due soon set in my settings to two.
I don't like it longer than that, but I don't like it.
I definitely don't like it down too short, so I need to give myself some room for doing some work to set up.
If it was a meeting that I was due to go to,
which I often do, I need some time to actually up documentation that I've been given.
or it may be that I've got to send documentation out, because it's one of my meetings.
Okay, none of the following, not tagged with today, not flagged, and not on hold.
And those are just making sure that they're not picked up in the other perspectives.
This is already picked up in the in-flight perspective.
And is in an emergency perspective, and again, we'll see.
Inflite is everything that I'm currently working on,
so this will be what I'll be working on today,
and that will obviously,
I've got the daily review,
I've got some test task in there,
I've got learn on many focus in there,
just been bought the Apple Mac, so I've got to be setting that up as well, and I've got.
to look at and I do a daily journal to complete as well.
So that's the pieces of work that I have currently running.
And these are pieces of work that I've been working on today, actually.
So as you can see, they're all set with a today flag.
So as far as daily review is concerned, I've already done that and I've done my journal as well.
How is this set up?
Again, it's looking at what is available.
It's not a project to the group, so I'm making sure I'm just picking up a task.
It can be flagged, or it can have the today.
tag on it.
So I'm picking up the flag which are emergencies and I'm picking up the today tag which I set in my morning review.
What I'll do is I'll just quickly whisk over these.
The stop over one is basically on hold.
So quite often with a project, certain projects in work, I may have a task that actually pauses.
This could be because I'm waiting for another task to finish.
It has a relationship with another task, so I will put it on hold.
So this is where I have all the hold items,
and then at any time I can anything that comes up during the day,
quite often I'll have, there's always an emergency during the daytime, so I will pick that emergency up.
Here I will put a flag on it and anything that's flagged will be highlighted, put in the in-flight.
perspective and identified as an emergency itself.
I don't tend to use due dates unless they're true due dates and as far as milestones concerned within a project and this is more on the professional
side of things, anything that has a fixed date on it will form probably a milestone.
project plan itself.
And I've just created a perspective for that in here.
So that's it.
As far as the workflow is concerned, I do want to make sure that we are covering some of the shortcuts that I've created.
So let's just run when the shortcuts that I run on a daily basis.
On my in-flight perspective, I had a list of tasks that I wanted to perform.
The trouble is that I work on a time-based approach to managing my day.
Everything is blocked out, and I have five hours blocked out for tasks that I need to be working on.
So anything from projects to anything from my areas of focus.
We come up with all the lists of tasks that I've got planned for today.
It's also picking up the how much I've estimated duration-wise for that task.
It knows that I have 300 minutes prepared for today that I want to be able to
manage my tasks and down here it tells me I
scheduled a total of 290 minutes so there is still 10 minutes left in my plan or
in my backlog I tend to call it in in work so that's got a very quick way of
identifying exactly what I've got running what I've got planned today does it fitting with what I have If it doesn't,
then I can go back and add or I can take away some of the tasks.
In this case,
I probably leave it as it is and just be happy with the 10 minutes and have a cup of coffee in place of it.
Let's just quickly jump into the way this is set up.
I use Launchcuts, which is another tool.
I'm sure that if you know anything about shortcuts,
it's downfalls the fact that if you've got 200, 300 shortcuts, trying to find one of them is a nightmare.
What Launchcuts does is it gives us a tool
that allows us to actually tag the shortcuts and be able to actually identify those tags pretty quickly.
Okay, what I do is I just do some initialization at the front here, so I really know that for now.
The next thing I do is that I go through omni-focus and I bring back, first of all, I bring back a list of...
of items that have tags with today in them.
So this is bringing you back all the items, all the tasks that I have items set aside for that.
And I store that in a variable.
Again, I do another search within omni-focus
and, I do a search for things that are flagged, so everything that's flagged, I want to bring back all those items.
Then I go through and for every single item on both of those lists,
I do a loop, I do a repeat loop, and I do some calculations based on that.
All of those items, I add them together and create a total for the total number of minutes that I have planned.
So I then break it down.
This is where I just set up a different output.
So this one is if I've over planned, it will come up with some text.
If I have some time left, it comes up with this.
And finally,
if I have planned exactly on the five hours that I set aside,
then it all jumps up and down and traps its hand and does everything else.
But so that's basically that.
I'm happy to pass that over to you at some point, Tim, to put on your website.
Yeah, that sounds great.
And this is an example.
It shows how deep you can go with shortcuts.
And if you don't fully understand the mechanics of this, you could still make use of it, and maybe make a few little minor tweaks.
The next one I want to go in is this new project one.
is a huge beast of a thing.
Again, I'm using launch cuts.
This works with omni-focus,
it works with, it's talking to notes, it's talking to iCloud, and it's using something called and it also talks to Airtable as well.
So I do is when I create a project one of the first things I will want to do is create a unique header for it,
okay?
So I want to create that unique ID that I mentioned.
So, what this will do is that it will ask you for your title of the project and you give
that title and it will go away to this,
what I call,
the black box and this is where on
shortcut coding is focused on nowadays is that where I'm using a lot of areas
within a shortcut repeatedly I take that out and put it into a separate shortcut
which basically has a single input and a single output and what happens in the
middle of it I really don't care as long as I get out of it what it's supposed to to do.
You can't call it from anywhere else.
You can only call it directly through the as a shortcut run here.
So this one is creating that unique idea and this goes away and it goes into something called data.
and it will take a value that I have for the project ID,
and it will use that value as the next unique number in the list for the project.
Once I come back out, I then increment that value by one and I put that value to data jars.
So jars incremented by one and I'm ready for the next.
The next thing I do is in iCloud, I create a folder and remember I talked about Para.
Now this is creating a folder unique to the project.
So this is where all my project items will go within this projects folder.
So I've created a projects folder, and it creates the project ID and that ID will then form the folder name within iCloud.
So I was running this on Dropbox but recently decided to to go back to iCloud,
just for simplicity's sake really, I didn't want to carry too many subscriptions around with me.
Okay, I use Apple Notes to hold my notes at the moment.
One of the things I have with Apple Notes is that the the linking between Apple Notes and shortcuts is is a
There is a way of doing it, but it's too much of a manual process.
What I do is I take,
I generate a UUID, a unique identifier using toolbox pro, which is another tool set that you can get for.
And within there, I then create a unique identifier that I slap onto the note, the Apple note.
And all that allows me to do is very,
very quickly, I can then search for that ID and immediately it'll take me to the correct note within Apple notes.
It's just a quicker way of doing things instead of actually doing it manually.
On the focus, I create a task paper.
And in this task paper text,
all I'm doing here is giving it the unique identifier,
giving it a tag of project because it helps me to identify them in some of the other shortcuts.
If put this tag on, it.
And also within the notes section of OmniFocus and this project I put that UUID.
So from here I can actually quickly identify the notes section.
And so that's fired off.
What I also do, I grab output from when I run the task.
So soon as I run the task and create the entry in OmniFocus,
OmniFocus will then return to me the URL for that project or that task and I can then take that information
and actually save it or update the note that I've already created so I'll update
the note now and I will put in there the direct link to Omnifocus task using that the output from this chap as well.
Here we are at the end of the shortcut.
The last thing that we do here is that we create a row in the Airtable database within the projects table and this is
done via running another shortcut called BB Project Table Entry.
So let's go into Airtable and here is the projects table.
you.
I've got a set of tables here one to keep all my shortcuts,
documentation, blog material, lessons and here's the projects one that we are currently looking at.
So I'll pop into there and in here you can see that...
If I click on this, we can see that this table holds the project ID.
So this is the ID that's created in the shortcut and that's passed over here automatically and placed into this field.
In this field, I hold the date created.
So that's the date the shortcut ran.
So that's defined as the date created.
We use that as the date created.
Description field is a manual field in that I will type in something,
some remark, just so I can have a little bit extra description about what the project is all about.
The field is a status field and within this field,
list of options like tags here they are five of them currently this project is
in progress okay it could be put on hold complete dropped or not started at all
so that's that one I can also hold the project type.
So got a that allows me to select project types.
This is more experimental at the moment, so I'm playing around with it.
But the projects I run,
a lot of them are agile, a lot of them are waterfall, and a lot of them are a mixture of the two.
So they may be a bit agile, a waterfall.
I mean very secret.
follows another where agile is very iterative so that things keep repeating and you do small bits at a time.
I've also got a knot known in there because a lot of the stuff I do around the house for myself whether it's foaming up the dentist or cleaning the floors or things like that.
the project is not known.
It's not a project methodology really.
The next thing I do and again this is manual is that I have a goals field and in here I link to the I have a goals table
and you can barely see it down here at the moment but I have an aerial.
areas table as well and so these two hold rows in them relating to goals and relating to the areas.
So here I've gone in and set this up as some viable income for to help my income coming in in the future.
looking at ideas to help finance things.
So thinking about financing we go into the areas and again manually I set it up and in this area I set it up and
finances.
The next two fields are automatically filled in,
so there's a whole the omni-focus link that I use to link back to omni-focus and Here we have a good notes identifier that I put in the app or note so that I
can quickly and easily identify that It's very rare that I put attachments into the project in this set.
I put it in for completeness, but it's so far empty.
So that's the table in a table.
I use it quite often to do reports.
I can do reports on this and pull the information out,
especially if someone wants to update this or form part of my project update as well.
So that's it for that.
What I might do now is if I go back into shortcuts,
I suppose one of the best things to do is actually show you it running.
It's not a spectacular shortcut, there's nothing wonderful going to happen.
It'll just drop through,
ask me what the title of the project is,
and then it'll go off and create the project unique ID, and then update the iCloud notes on the focus and finally a table.
So let's run it, let's put in new project for now.
focus.
Okay, so I've entered the project title, so I click okay.
That goes away.
It's created the unique identifier,
it's put an entry in iCloud, it's created the note, it's created the entry in Omnifocus and also the entry in a table.
So, the best thing for us to do is go and just check that that is the case, so it's
going to Airtable and down the bottom, hopefully, there we have it, we have the...
Sorry, there we have it.
That was an old one.
We have the one that we just entered a new project for Learn Omnifocus and it's given a new unique identifier, PKJ255.
Let's put that creation date in, so it created today.
It hasn't added any goals, description, area at the moment.
It has added the Omnifocus link and it has added the unique identifier.
So, usually I will go in and just fill in these fields once I've created this.
So, let's go and have a look at iCloud.
So, we'll pop into iCloud.
We're in the shortcuts for and under shortcuts there is also a projects folder that we're currently in.
And in here we have the project already, sorry, the folder already created.
So the shortcuts gone away, go into iCloud and in the area that I asked it to.
So projects, remember that para.
I have so under projects it's created another folder specifically to hold any
documentation related to that project and there it is there with the project name.
So the next thing to do let's pop into notes see if we have that notes entry.
This is what I did earlier.
Just to check things are working.
So we go again,
PKG255, it's created the note and I build it up with a template and in here
it's got the title of the project, the date it was created and time.
The so this is that unique identifier that I mentioned.
that we put on this and also it's added the omni-focus task link as well.
So down here what I normally do for this note is I use it as a journal.
Every project I have a journal for and I will update that journal on a daily basis.
So example today I will add in the started project and I would update all this on
a daily basis and this goes for all the projects.
So that's the reason for producing the note section.
So if we just pop in to omni-focus now last one just to see if we had that You only focus project created and here it is.
It's created, actually, remember this is an old one there.
But you can see by the numbers, this was 254.
This is 255, so that incremental number within the data jar is working.
That's created the project and title.
And within the project, section, it's put the user identifier for the note.
So there we go.
That is my work flow.
I hope it is helpful.
I hope I gave you just one little thing that will help you in the following days,
whether it was something I said did or whatever I'll show you.
I have had a question of what about the unique identifiers?
Why do I use them?
Well, it's mainly professionally I use the unique identifiers for invoicing.
So when I invoice a client, I will put the unique identifier on there so that I can relate it back to the right project.
because I may be doing several pieces of work for a client,
and so I'll be able to catch it individually and invoice the client properly.
We also use it because a lot of the projects will fall under what's called a program.
So a program will have a set of related projects, so all projects need to run and once they're all complete the program is finished.
But what often happens is that we can end up with project names duplicated within those projects under the program.
And so to eliminate that we also, the reason is using this is that we put that unique identifier on it.
That's that's primary.
the reason.
I don't necessarily need the unique identifier when I'm dealing with my own projects and tasks but you will have noticed that within the areas
table this pop over there just quickly.
I do have unique identifiers on these and And is just because I ran the same routine as I do for all the other projects.
It's easier because it creates that notes entry, it creates the table entry for me as well.
It keeps everything up to date.
So that's your new reason, but I don't really, for the areas of focus, I don't really need the identifier there.
That's it.
Thank you for your time.
Thank you for listening.
I hope this all makes sense.
and please just mail me at mike.com-jones.co and I'll go back to you.
Have a at my site.
I've just got a part two of the blog going up which goes into detail about the ramp and
tells you also the reasoning in depth behind me using the time estimation.
Okay, thanks for now.
Bye.
Okay, well thanks again and thanks everyone who is here live.
who is watching a recording of this session and hope to see you again soon.
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