Start by examining what you’re responsible for and focused on in your life, and configure OmniFocus to match.
OmniFocus is a very aptly named app. “Omni” (meaning “all”) implies that this tool can be used to manage all aspects of your life while giving you the ability to “focus” on a specific area or even a specific project or task.
With this in mind, the following article introduces one possible approach you could take to structuring OmniFocus, whether you’re using OmniFocus for the first time or revamping an existing database.
Gaining Perspective on Your System
Before delving into OmniFocus, I recommend hitting the pause button and looking at your life’s big picture. Gaining clarity around what you’re responsible for and what’s important to you can help you configure OmniFocus to mirror your life.
If OmniFocus is configured in this fashion and kept up to date, it can help you ensure that all areas of your life receive the appropriate attention and provide a convenient and reliable way to gauge your commitment level.
Mind Mapping Your Areas of Responsibility
David Allen’s Getting Things Done (GTD) methodology introduces the concept of horizons of focus, six levels of perspective that range from the “runway” level, where you perform discrete actions such as sending emails and running errands, to “Horizon 5”, where the emphasis is on your purpose in life.
We’ll focus on Horizon 2, also known as “areas of responsibility.” Specifically, we’ll look at creating a mind map that graphically depicts your multifaceted life and all of the responsibilities you’ve assumed and need to track using OmniFocus.
A mind map is essentially a visual outline. You start with a central theme (in this case, you and your areas of responsibility), then add detail as you expand on this central theme. If you’re less visually inclined, you could use an outlining tool such as OmniOutliner for this exercise.
Meet Robin
To illustrate what this looks like in practice, I’ve created a fictional character called “Robin.” In a nutshell, Robin’s immediate family consists of a spouse, Chris and two children, Fredrick and Heidi. Robin works full-time at ACME Consulting, managing three team members (Larry, Mary, and Harry) and reporting to ACME’s CEO, John. Robin is also an avid photographer with a business called “Smile Photography” on the side.
Creating a Basic Mind Map
To begin with, let’s create a mind map that outlines Robin’s three main areas of life: personal, ACME Consulting, and Smile Photography.
For this example, I created a mind map using MindNode. This outstanding app is available for Mac, iPhone, iPad and Apple Vision Pro and is an excellent complement to OmniFocus. MindNode is available directly from the developer and as part of a Setapp subscription.
Adding Depth
Next, let’s take one of the top-level items we just created and add another level of detail.
We’ll get more specific about Robin’s Personal responsibilities. They include everything from maintaining the family car to cultivating and maintaining strong relationships with friends and family.
Each of these areas can be expanded to add additional detail. For example, “Friends and Family” includes Robin’s immediate family and some close friends with whom Robin is committed to staying in touch, even when life gets busy and hectic. Essentially, this mind map becomes a visual declaration of who and what is important in your life. Aim to make this mind map as complete as possible and include even the menial things, such as your responsibilities around paying bills and caring for your home.
An all-encompassing mind map will help you create a well-rounded and complete system and ensure that nothing slips through the cracks.
Getting the Complete Picture
You can also apply this same approach to other areas of your life. In this example, Robin has a range of responsibilities at ACME Consulting. Start by listing the most general areas of responsibility, then delve into the specific responsibilities within these areas.
Similarly, for Smile Photography to be successful, Robin needs to assume specific responsibilities, everything from managing the finances to honouring promises made to clients.
In some cases, other people might be involved in doing the work. For example, Robin has a bookkeeper who keeps the books in order. Even though someone else is doing some of the work, Robin is still responsible for ensuring the books are in order. Practically speaking, this might translate into having monthly check-ins with the bookkeeper.
A Living Document
The final mind map can be quite extensive and even a little daunting. Remember that you won’t be focusing on all areas at once. That would be impractical and unproductive. The amount of attention you give all of these areas may vary dramatically.
For example, when you’re on vacation, your attention is (hopefully) going to be focused on the friends and family you’re travelling with and the exciting new places you’re visiting. When you’re at work, you’ll primarily focus on work-related activities.
It’s important to treat this as a living document and to review and update it automatically, perhaps as part of a monthly review of your system. As part of this review, identify any areas of responsibilities that aren’t included on the mind map. If you’re overcommitted now, look for responsibilities that could be partially delegated and identify things you’re committed to that you’d be willing to let go of.
Creating Structure in OmniFocus
The next step is to apply the insights you’ve gained through this exercise as you create or revamp your OmniFocus database. This process is covered in a separate article, Creating Structure in OmniFocus.