Archiv der Kategorie: GTD

My GTD Setup

My GTD Setup 4104n6me70l sl160My GTD Setup ir t rainblog 21 l as2 o 3 a 0142000280

I have posted a lot about a few of the scripts and tools I use but I wanted to wrap this up in order to give a consolidated overview of the tools and little life hacks that I am using on a daily basis. So maybe some of you find this interesting.

OmniFocus for Mac:

On the Mac, I use OmniFocus which is the tool that fits my needs the most. I have tried Things and it would be my 2nd best in the list but as of now, I prefer OmniFocus for a number of reasons.

I have a number of contexts such as :

  • Office
  • HomeOffice
  • Home
  • Errands
  • Car
  • Phone
  • a few others…

In addition I have projects which I group into personal and work related. There are quite a lot of tutorials and infos out there for OmniFocus which is why I dont want to spend too much time on this topic. If you are interested, leave a comment and I might go into more detail in a follow up post.

IMAP inbox + mail rule:

I have a dedicated IMAP inbox which I use to quickly post new tasks to myself. This inbox is hooked up with my modified OmniFocus Mail Rule so every mail I send to my todo account will automatically be added to OmniFocus once I turn on my Mac. I use this feature mainly when my mac is not around or also when I am on my iphone.

OmniFocus for iPhone:

On my iPhone I also use OmniFocus for iPhone sometimes. While I have paid good money for it I am not happy with it (I am actually working on an own iPhone app that will let me do similar things). The reason why I am not very happy with it is that its ridiculously slow. I mean it usually takes 20 secs or more to start the app and around 2 minutes to synchronize which makes it pretty much a deal killer for me. Anyhow if you can live with the delays then IMHO its pretty much still the best GTD app on the iphone so far (at least when considering the good integration with the desktop).

So when I just need to quickly capture a new task then I usually only use the email rule mentioned above. However, when I want to see what I have to do or organize some of the tasks on the go, then I take the time to launch OF on the iPhone.

Entourage script plugin

At work we use Exchange so until Snow Leopard is out I am stuck with Entourage on the Mac (which is the least terrible of the Office:mac apps but that does not say that I am happy with it 🙂

Unfortunately Entourage does not support the quick entry feature (since MS does not know how to write Cocoa apps) I have to resort to my modified Entourage script plugin. With this one you can assign a hotkey combination and whenever you hit it, it will add the selected mail to your tasks which is very nice.

So thats about it, I hope this will help whoever is interested in doing GTD on a Mac.

Creating OmniFocus Tasks from Entourage, take 2

Creating OmniFocus Tasks from Entourage, take 2 entourage

This is a different solution to the previous entourage 2 omnifocus problem. This script will create an omnifocus task from an entourage mail message (I believe it will also store the attachments). I found it on the OmniGroup Forum and I like it better than the previous one, since it now also creates a back link.
latest, greatest Entourage to Omnifocus – Page 2 – The Omni Group Forums

The only drawback in my setup is that the mail is subsequently opened in Mail.app (which can be a plus too, depending on how you see it :). Most likely thats just what the default email app is configured to be to handle .eml files.

You can either use the script directly from the page or take my slightly modified version. The original script saves the file to the users folder where you have to actually change the file name inside the script to make it work for you. I have changed the path to /tmp which works fine for me and is independent of the user.

I also took the liberty to bring Omnifocus to the front which is quite nice.

download the script here.

Installation:
Place the script in your ~/Documents/Microsoft User Data/Entourage Script Menu Items/ directory

You can rename it if you wish; I put an [OF] so it sorts to the top and groups with more OF scripts as they become available.

The script currently supports importing multiple emails: just select all the emails you want to import (you can command click them to select non-sequential emails), then hit the hotkey (control-O for me).

Entourage Hotkey:
I have also assigned it a keyboard shortcut of control-O for OmniFocus (which you can change by altering the last character in the filename, but be sure to beware of conflicts)

This has been tested with Entourage 2008 on Exchange messages.

Let me know what you think

Update 11.11.2008

I have noticed that my wordpress mangled up the filename of the script. Please rename it to

[OF] SendEntourageToOmniFocuscO.scpt

Update 17.11.2008

I have now placed a zip file for download so that you dont have to rename the script anymore.

In addition as already noted in the comments, in order to make OF open the linked mails in Entourage instead of Mail.app you have to assign the .eml extension to entourage. You can do this by

  1. drag a mail to the desktop (from Entourage or Mail.app)
  2. select the mail file (should be something.eml) and hit Cmd-I (to show info)
  3. then in the open with dropdown select “Entourage” and click “change all”

Update

this mail rule is out out date, please take a look at the newest posts tagged with „Omnifocus„, to find the latest version.

Modified mail rule for Omnifocus

Modified mail rule for Omnifocus omnifocus 300x84

I have recently switched from iGTD to Omnifocus since it has got a really good iPhone app and its integration (with a WebDav Server) is the best IMHO. However, I didnt like their stock mail rule as it would always treated my email footer as a new task (if I forward something or CC myself onto a mail). Furthermore, my email server does not support the +omnifocus address extension.

Therefore, I have changed the builtin mail rule a bit by

A) ignoring the allowed senders (I have an own imap mailbox for my tasks), since they are automatically turned off once you disable the stock email rule. However, you can probably modify the mail rule appropriately.

B) making the whole post a single action so that all of the mails content goes into the notes of the task.

I will modify the script a bit further (once I have time) to also add a link to the original mail (if I manage to get that working). This is one of the drawbacks of OmniFocus at the moment. This was working better in iGTD.

sendtoomnifocus

Update:

Installation Instructions:

Set up a manual mail rule, define your rules when to apply the rule, then fill out the form similar as shown in the screenshot below.

Mailrule settings  Modified mail rule for Omnifocus mailrule 1 300x149

Update

this mail rule is out out date, please take a look at the newest posts tagged with „Omnifocus„, to find the latest version.

Modified mail rule for Omnifocus Mailrule

GTD Folders, paper style

GTD Folders, paper style 21BDBEJRH8LGTD Folders, paper style ir t rainblog 21 l as2 o 3 a 0142000280

I have read the book Getting Things Done. The Art of Stress-Free ProductivityGTD Folders, paper style ir t rainblog 21 l as2 o 3 a 0142000280 by David Allen and I have been trying to get my hands on some of his recommended folders to do all my paperwork. It has been really hard to find them in Europe (at least Germany and Austria). Finally I found comparable Folders on Amazon.

Leitz: Leitz Einstellmap.m.Tabs cham. 2434VE100GTD Folders, paper style ir t rainblog 21 l as2 o 3 a B000KT6WI0

These ones are exactly like the normal US manila file folders with easy to label latches. I can really recommend them.

iGTD iPhone Export

iGTD iPhone Export tools
After lots of hackery I finally got a decent semi automated iGTD -> iPhone export working.

It goes like that:

  • it changes the default html export format of iGTD, based on the information here. You have to open the package contents of iGTD and replace the old export templates with these files. The template is inspired by the good looking OmniFocus bookmark exporter (OFfline)
  • then create a folder which will receive the exported html file
  • use this folder action script which is based on the information macosxhints
  • put the script into /Library/Scripts/Folder Action Scripts

How to use:

1. go to the context view (projects view does not work yet)

2. select File->Export to file

3. in the export dialog select „HTML table“ as a format

4. save it in the folder that you have assigned the folder action to

5. done

In the near future I intend to extend this to also sync with an iphone data bookmark but for now this is already quite nice.

Grab the file here