OmniFocus Workflows with Michael Kirkham Jones
Summary
TLDR在这段视频中,Michael Kirkman Jones分享了他如何使用OmniFocus以及其他生产力工具来优化个人工作流程。Mike是一名经验丰富的项目经理和前IBM Java开发者,他介绍了自己独特的系统,包括如何利用iPad和自动化工具(如Shortcuts)来管理任务和项目。他详细讨论了如何创建项目文件夹、使用独特标识符以及如何将项目与目标相结合。此外,Mike还展示了他如何通过自动化脚本来创建新项目,包括在OmniFocus、iCloud、Apple Notes和Airtable中同步信息。他的方法强调了组织、时间管理和个人生产力的优化,为观众提供了丰富的信息和实用的建议。
Takeaways
- 📅 **OmniFocus 学习社区**:社区即将迎来六周年,致力于通过 OmniFocus 支持人们过上充实和高效的生活。
- 🚀 **多样化服务**:Learn OmniFocus 提供包括主题会议、工作流嘉宾访谈、办公时间以及私人咨询等多种形式的服务。
- 🌟 **个性化工作流**:Mike 使用 OmniFocus 结合其他生产力应用,如 Shortcuts 和 Devonthink,创建了独特的个人任务管理系统。
- 📂 **项目和文件夹管理**:Mike 采用 Tiago Forte 的第二大脑方法来组织 OmniFocus 中的项目和文件夹,确保每个项目都与目标相关联。
- 🔍 **搜索和标签**:在 OmniFocus 中,Mike 强调了为每个任务添加标签和估计持续时间的重要性,以提高任务的可执行性。
- 🛫 **航空式工作流**:Mike 将航空术语应用于他的 OmniFocus 工作流中,如“滑行道”、“跑道”和“在飞”,以帮助更好地理解和记忆 GTD 流程。
- ⏱️ **时间管理**:通过使用 Shortcuts 自动化工具,Mike 能够跟踪和规划他的每日任务时间,确保任务安排与他的日程相匹配。
- 🔗 **集成其他应用**:Mike 的工作流不仅限于 OmniFocus,他还利用 iCloud、Apple Notes、Data Jar 和 Airtable 等多种工具来管理项目信息。
- 📝 **文档和记录**:Mike 为每个项目创建了详细的文档和记录,包括项目笔记、OmniFocus 任务链接和项目状态更新。
- 🔄 **自动化和迭代**:Mike 展示了如何使用 Shortcuts 来自动化创建项目、更新笔记和 OmniFocus 任务以及在 Airtable 中创建条目的过程。
- 📈 **项目跟踪和报告**:通过 Airtable 数据库,Mike 能够跟踪项目的各个方面,并生成报告,这对于项目管理和客户沟通非常有用。
Q & A
Mike Kirkham Jones 是如何开始使用 OmniFocus 的?
-Mike Kirkham Jones 在 2015 年参加了一个生产力课程时首次接触到 OmniFocus,并从那时起开始使用它。
在 OmniFocus 中,Mike 如何组织他的项目和文件夹?
-Mike 使用了 Tiago Forte 在其第二大脑课程中介绍的 PARA 方式来组织 OmniFocus 中的项目和文件夹,为每个项目创建了一个唯一标识符,并确保每个项目都与一个目标相关联。
Mike 使用哪些工具来支持他的 OmniFocus 工作流程?
-Mike 使用了包括 Shortcuts、iCloud、Apple Notes、OmniFocus 以及 Airtable 在内的工具来支持他的 OmniFocus 工作流程。
Mike 如何处理 OmniFocus 中的任务估算时间?
-Mike 坚持为 OmniFocus 中的每个任务添加一个估算时间,这帮助他从项目管理的角度更好地管理任务。
Mike 是如何使用 Airtable 来管理项目信息的?
-Mike 在 Airtable 中创建了一个项目表格,用于记录项目 ID、创建日期、描述、状态、项目类型、与目标和领域的关联以及 OmniFocus 任务链接等信息。
Mike 提到了哪些与 OmniFocus 结合使用的其他生产力应用?
-Mike 提到了使用 Shortcuts、Apple Notes、iCloud 和 Airtable 等应用与 OmniFocus 结合,以创建一个全面的个人任务管理系统。
Mike 如何使用 Shortcuts 来自动化他的 OmniFocus 工作流程?
-Mike 使用 Shortcuts 创建了自动化脚本,这些脚本可以自动生成项目的唯一标识符、在 iCloud 中创建文件夹、在 Apple Notes 中创建笔记、在 OmniFocus 中创建任务,以及在 Airtable 中更新项目信息。
Mike 在创建新项目时如何确保每个项目都有一个唯一标识符?
-Mike 使用一个 Shortcuts 脚本,该脚本调用一个名为 Data Jar 的工具来生成一个递增的项目 ID,确保每个项目都有一个唯一的标识符。
Mike 如何使用时间估算来管理他的日常工作?
-Mike 会为每天的工作安排一个时间限制,比如五个小时,并在 Shortcuts 中创建一个脚本来计算他已经计划的任务所需的总时间,以此来管理他的日常工作。
Mike 的 OmniFocus 工作流程中有哪些不同的阶段或视角?
-Mike 的 OmniFocus 工作流程包括了诸如 'on-ramp'(进场)、'taxiway'(滑行道)、'runway'(跑道)、'in-flight'(飞行中)、'stopover'(中途停留)、'arrival'(到达)和 'emergency'(紧急情况)等不同的阶段或视角。
Mike 如何确保他的 OmniFocus 系统保持整洁有序?
-Mike 遵循了从 Tiago Forte 的第二大脑课程中学到的原则,为每个项目创建了唯一标识符,并且确保所有项目都与一个目标相关联,以此来保持他的 OmniFocus 系统整洁有序。
Outlines
🎉 OmniFocus工作流介绍
本段介绍了OmniFocus工作流课程的开始,由Michael Kirkham Jones主讲。提到了OmniFocus在个人任务管理中的核心作用,以及如何通过这个应用程序提高生产力。还提到了learn OmniFocus社区,它支持人们过上充实高效的生活,并且提到了即将举办的关于OmniFocus特定功能的学习会话和工作流嘉宾访谈。
📅 learn OmniFocus社区和资源
这段内容详细介绍了learn OmniFocus社区提供的资源和服务,包括主题会话、工作流嘉宾访谈、办公时间以及私人咨询服务。特别强调了办公时间的互动性和私人咨询的个性化。还提到了即将举办的关于管理某天可能列表的会话,以及learn OmniFocus社区网站的更新,包括新的主页设计、内容整合和课程库的改进。
👨💼 Michael Kirkham Jones的个人和职业背景
Michael Kirkham Jones介绍了自己的背景,包括作为程序员、数据库管理员、项目和投资组合经理的丰富经验。他谈到了自己对自动化的热爱,以及如何使用iPad和OmniFocus来管理个人和工作任务。此外,他还提到了自己的艺术爱好和作为身体语言及测谎训练师的资格。
📁 文件和项目管理方法
Michael解释了他如何使用Tiago Forte的第二大脑方法来组织文件和项目。他强调了为目标和项目创建唯一标识符的重要性,并且讨论了如何将任务与目标联系起来。他还介绍了自己的工作流程,包括如何使用不同的文件夹和区域来管理任务和项目。
🛫 工作流概览:从进场到起飞
本段描述了Michael的工作流程,包括他如何使用不同的OmniFocus视角来管理任务。他将任务从进场(相当于收件箱)移动到滑行道(准备进行中的任务),然后到跑道(即将执行的任务)。这个过程涉及到对任务进行时间估计,确保任务与项目相关联,并且有标签。
🛬 任务执行和紧急情况处理
Michael讨论了如何在日常工作中执行任务,包括如何使用'在飞行中'视角来管理当前正在进行的任务。他还介绍了如何处理紧急情况,以及如何使用不同的视角来标记、今天完成的任务和待处理的项目。
🔄 快捷指令在工作流中的应用
本段内容展示了Michael如何使用快捷指令(Shortcuts)来自动化日常任务和与OmniFocus的交互。他介绍了一个具体的快捷指令,用于检查一天中计划的任务是否符合他为当天安排的时间。此外,他还提到了使用Launch Center Pro来管理和快速访问他的快捷指令。
🔗 创建新项目的自动化流程
Michael详细介绍了他创建新项目的自动化流程,包括在iCloud、Apple Notes、OmniFocus和Airtable中创建相关的条目和文件夹。他解释了如何使用快捷指令来生成项目的唯一标识符,以及如何确保所有相关信息都被捕捉并适当地组织起来。
📋 项目和任务的详细管理
最后,Michael展示了如何在Airtable中管理项目和任务的详细信息。他讨论了如何使用状态、类型、目标和区域等字段来跟踪项目的进展,并如何利用Airtable的报告功能来更新利益相关者。他还提到了使用唯一标识符进行专业项目管理和发票开具的原因。
Mindmap
Keywords
💡OmniFocus
💡GTD (Getting Things Done)
💡Workflow
💡Shortcuts
💡Airtable
💡Project Management
💡Unique Identifier
💡Time Estimation
💡Review
💡On-Ramp
💡Launch Center Pro
Highlights
Mike Kirkham Jones分享了他独特的OmniFocus工作流程,结合了GTD方法和个人生产力系统。
介绍了learn OmniFocus网站,一个致力于支持人们通过OmniFocus过上充实和高效生活的教学平台。
提到了OmniFocus在个人任务管理中的核心作用,以及与其他生产力应用的协同使用。
讨论了learn OmniFocus life的不同组成部分,包括主题会议、工作流程嘉宾和办公时间。
Mike介绍了他的背景,包括作为程序员、数据库管理员、项目经理和艺术家的经验。
展示了如何使用iPad和OmniFocus进行任务管理,以及如何通过自动化提高效率。
解释了项目文件夹和文件存储系统的设计,以及如何与OmniFocus集成。
讨论了项目编号系统和如何为每个项目创建唯一标识符。
强调了项目与目标之间的联系,以及如何确保每个项目都有助于实现具体目标。
介绍了Mike的工作流程视角,包括'ramp'、'taxiway'、'runway'等,以及它们在任务管理中的作用。
展示了如何使用捷径(Shortcuts)自动化日常任务和项目设置。
讨论了如何使用iCloud、Apple Notes、OmniFocus和Airtable等工具来组织和跟踪项目信息。
Mike演示了创建新项目的捷径流程,包括自动生成唯一标识符和跨应用的数据同步。
强调了使用独特标识符在项目管理和客户发票中的重要性。
分享了如何通过Airtable数据库跟踪项目进度、状态和相关目标。
讨论了如何使用OmniFocus的透视图来优化日常工作流程和任务的优先级设置。
Mike提供了关于如何将OmniFocus与其他生产力工具结合使用的见解,以及如何通过这种方式提高个人效率。
最后,Mike提供了联系方式,并邀请观众访问他的博客以获取更多关于他的工作流程和生产力技巧的信息。
Transcripts
warm welcome to OmniFocus workflows with
michael Kirkham jones and really excited
to have Mike here today I originally met
Mike back in 2015 when he did one of my
productivity courses and and that's a
great to have him here today showing off
a twitch app and what I think is very
unique system and I'll talk a little bit
more about what what's in store in just
a moment before we get to that I just
want to welcome those of you who are new
to learn OmniFocus 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 OmniFocus
has always been to support people and
living a fulfilling and productive life
with OmniFocus helping to helping to
bring a productive aspect to it and as
you've noticed if you've seen some of
the other videos OmniFocus is one of the
product of the apps that's gonna form
your productivity system I often feature
other ones as well I think Mike's gonna
be talking a little bit about some of
the other 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 or maybe attending
live is one of the components of what's
called learn OmniFocus life so this is
one of the services of learn OmniFocus
and there's a few few different aspects
to this first of all we have themed
sessions very often that cover a certain
aspect of product to the some of them
take a a deep dive into some of the
features in OmniFocus and so an example
of a recent one is mastering reviews
with OmniFocus 3 and I'll be talking
about another one that's going to be
gonna be live soon we also have workflow
guests on very often just like they were
having Mike on today we've had many
workflow guests so you can get a
different taste of the many different
ways that Omni folk
can be used you can see how people are
using it in in different geographies and
cultures and professions and things like
that so there's a really rich library of
fabric phone 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 that's a
maximum of 10 people and everyone's
asked to be on video so it's as much
like that and then person gathering as
possible and we discuss OmniFocus 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 if you're finding your sort
of interest in nómine focus or
productivity is waning a little bit I
can pretty much guarantee you it'll get
a nice boost by coming to so one or more
of these sessions and then something
I've been doing and even before learn
OmniFocus existed is doing private
consulting around OmniFocus as well as
some other productivity ups and that's
something i i definitely continue to
enjoy doing and a little taste of what's
what's coming soon our first Father next
live session is gonna be on managing
some day maybe list with OmniFocus and
we'll talk about where to store this
information and the pros and cons to
keeping it in OmniFocus now you can use
OmniFocus to make sure that these lists
get the appropriate amount of attention
regardless of where you're storing it
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 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 have been
around how many focus for a while no
don't recognize crushed and 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 Koresh to be one of my my
first teachers when I was getting into
OmniFocus I think it was in 2010 so
about 10 years ago I picked up this book
and really got a lot of value from from
he had to share not just on in terms of
understanding the features but also
understanding their the methodology that
has OmniFocus become a useful component
and just yesterday grush launched a
brand new book it's called taking smart
notes would Devin think and Devin think
I think is a really nice compliment 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
wouldn't want to keep all that stuff and
only focus because it would load the
system but it how many focus can still
be very useful to make sure that you're
engaging with all of that stuff they've
got in Devin think appropriately so I
was talking to a grush recently and he
was telling me about the book and so
forth and I thought it would be great to
have you back on learn OmniFocus and
just get your own take on how you're
using these these two apps together so
I'm very happy that he said yes so on
July 15th from 10:00 to 11:00 Pacific
time he's going to be joining us and
learn OmniFocus and talking about tea
how he takes these these random ideas
and and finds all the connections and
devonthink and stores the information
there and then how we use as OmniFocus
to take all of that that stuff that he's
captured and turn it into something
something tangible something useful so I
hope you'll be able to join us for that
as well there's currently six learn
OmniFocus office hours open for
registration there's three in June then
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 in one of these small group sessions
and as for we get to to Mike's intro I
just want to briefly mention that the
learn OmniFocus comm just under saw a
major facelift 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 sites first of all the the
homepage has been completely redone that
all
we give you direction in terms of where
to go on the sites and also will be
dynamically updated as we write new blog
posts and add new content and add new
things that learn OmniFocus five
calendars so you can get kind of a news
that kind of as a dashboard for them the
site's also all of the content has been
consolidated into one place and you can
actually filter the 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's just 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 sit down for two
hours and go through a whole course but
this way you can actually go through it
at 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 and it's got
mainly support articles at the moment
but I'm really looking forward to
growing this out over time so can become
a really useful repository of OmniFocus
related information okay and 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 has 20
years of experience as a programmer as
in one of his claims to fame he is one
of the first Java developers of IBM also
worked as a database administrator in
Oracle and not surprisingly he's very
much into to automation he's gonna be
talking about his use of shortcuts today
and this is a session that's going to be
focusing entirely on the iPad so if
you're not maybe giving your iPad is my
air time is a deserves or maybe or even
iPad only with OmniFocus I think this
session will really give you lots of
great inspiration to really put this
device to to good use like you're
encouraged you to check out Mike's
websites and blog so it's Kirkham -
Jones CO and I'll include that link in
then the notes that go with the
recording as well and in particular he
recently published a part one of his
workflow that includes OmniFocus GTD and
flying and if you're curious about what
those three things that have in common
stay tuned Mike's gonna be talking about
his I think very creative approach to to
organizing OmniFocus okay about this
points I'd like to hand it over to Mike
so I'd give you a quick introduction to
Who I am from I am um as you could see
earlier I'm living in Wales and this
sunny beach of the tropics I wish but
it's nice it's nice here at the moment
um I'm a husband in married 32 years
father got three daughters 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 be called grandad okay up with
something else and for some reason he
decided to call me bear anyway um I've
as Tim said I've been a programmer I've
been a DBA person I've I've done loads
of things a programmed in Java was the
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 or coming up
to 15 years now 15 20 years somewhere
between so I moved from project manager
all technical or within the software and
in IT infrastructure environments and
then move to portfolio manager so
managing a portfolio of project managers
currently studying my Master's for
project management I'm also a a trained
body language and lie detection trainer
so I took this song because I thought
it'd be quite useful for project
management when I sat down with my
sponsors and my stakeholders other I can
tell all you do so yeah very useful so I
was quite so eager to train my staff at
the same time but never got around to it
unfortunately I'm semi-professional
artist I have I do painting I used to
paint in watercolor then move to oils
and sold quite a few oil paintings and
now I currently do pastels and pencil
drawings 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 instead of my
laptop machine because I haven't had
like top 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 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 which is
unbelievably brilliant makes a huge
change from the the old keyboard and
OmniFocus I've been using well just
before I met Tim ministry so around
about 2014 I got into OmniFocus before
then I tried every other task management
system going
and well at it now looking too
they never came to much I was hunting
and hunting for the the ideal system the
one that I probably would not get
tweaked to to work for myself and well I
finally moved into OmniFocus I want to
go through today's it's three I want to
go through three areas I want to look at
my my projects area projects and folders
area and just run you through that then
I want to run through the perspectives
that I've drawn up and 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 to
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 spent 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 in a tidy 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 they
yeah all the terrible things that I do I
was getting desperate because there were
files everywhere but I can't afford to
do that in the in the jobs that I do I I
mean I work for the MOT part of the time
the Ministry of Defense so I've got to
be able to know where my project files
are her and how I'm storing them and so
I read up and came across something
buying a Tiago Forte in his second brain
course and that was the the para way of
storing files and structuring things on
the the database and back inside and so
I've said that 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
go into in a bit more detail about the
project numbering and then but basically
to say that I try to create a unique
identifier for each of my projects and
that stems from my work I I use the iPad
as a work tool and at home as well as as
a tool to to manage my tasks so to home
so within work I've got to be able to
quickly identify what tasks are Wotton
and how they're relating to the project
management side of things and so I
create a unique identifier for that so
within the project's 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
Tiago's 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
Thiago's tools 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
reason that really struck home sorry I
thought yeah I understand that I know
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 it's very clear what that
goal is so I just wanted to jump in
there with that one because later on
you'll see you in air table that I do
hold all this information as well
areas this is areas of focus so with
concentrating 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 finance etc and the things like
yeah so we basically catching up the the
tasks 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 a 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
these are small tasks that I'm able to
do quite quickly they're they're they're
very small in size jumbo to here
resources 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
I'm a quite interested in thinking about
buying a yacht and so I might do is pull
the information that I have oh 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 man from the
master's degree and any resources and I
will fit in this section and finally I
got the archive if as soon as the
project's finished it'll get dropped
into the archive as soon as I finished
with anything from the resources section
that gets dropped into the archive as
well so that's 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 when I was using it 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 the dog type of
information is stored in each of those
at file
areas so if someone does ask me where is
there this document I can tell them very
quickly it's in this area okay I'm just
going to jump in to my main workflow
area now and these are the perspectives
I've I have no Tim was alluding earlier
on that about this aviation form of
approach the reason behind this is that
I've tried to to be of an evangelist of
omni focus for a long time not just
OmniFocus but GTD and 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
from a GT DS perspective and to get them
to remember and at one point I sat down
with a couple of people are and I've got
an interesting in aviation anyway
but I was sat down with a couple of
people and we would we were just talking
and we started to discuss GCD and I said
how about the difficulties I was having
of of getting people to understand it
and then we came up with an idea why not
cover it over put a layer on top of GTD
so that it it's easier X to explain it
and so I thought like we alpha let's go
with that
let's and let's have a thing and I came
up with this structure that I have at
the moment the run on the ramp
you can think of being on the ramp is
the same as the regular inbox now the
reason I don't use the regular inbox is
that I have three things the half 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 oK we've already got those on on
the the regular ring box 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 two 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 it anything but a title unless
it's given a time period when she live
in 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 inboxed except that
in here we've got those three the rules
that they have to have those three
things in place so yes you can see how
I've got that got his test area tasks
any here at the moment the first ones
got no no s that no estimate on it the
second one's got no project
no tagged 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 the reason I've called it the ramp
or you could call it the apron which is
now called nowadays is that if you park
your plane on the ramp every minute
every second that that plane is parked
on that ramp you're losing money are you
losing money in the fact that you've got
the rent that's based on the ramp you've
got the rental or the pay back 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 planer sat on that
ramp the more cost is going to be and
that's another thing that I was able to
to tell the people I was trying to teach
Oh to bring up to speed with GTT it's
the longer I have a task on here the
more it's costing me in probably time
but it's also costing me in the fact I'm
I'm not going to be remembering it or it
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
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 er listed in it it's
good 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 exactly the same as what you'd
see in a in an Indian box 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
saying if there is no no estimation in
place then it's going to say that it's
going to come up in the perspective not
be listed and as far as presentation
goes I've got to individual actions but
I made that sir and recently flexible I
don't I
wasn't too concerned about the
presentation site at the time on that
just one question while we're while
we're on the ramp is the do you actually
use the inbox anymore or is it as it
essentially been replaced by on-ramp if
the inbox has been replaced so the inbox
now is it's down in the in all the
perspectives that that a height hidden
so I've actually taken it off my view
because I find no no use for it because
whatever's in the inbox is duplicated on
the ramp anyway okay so I might be
jumping in a little bit but it sounds
like before anything gets onto the
taxiway it needs to be cleared from the
on ramp area you can think of it as an
airport before the 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 got 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 and yeah 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 it's there to look
at on a weekly basis it's 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 they I spend about an hour
every morning reviewing what's happened
previously what I'm planning to do and
any other bits and pieces they're
causing me trouble in between so on the
taxiway we've got there will be a
mixture of a mixture a project work so
here 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 to set it up down here in health
I've got my repeat medic medication
that's coming up because it's it's due
for the 12th of June and also I got this
flu jab reminder 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 I need to be looking at as a
built my daily plan
so first of all I want to make sure it
contains everything from these this
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 its first
available it has tags that are active or
on hold it's not a bits not a project or
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 and and that's because later on
I've got areas that I need to to pick up
areas in the workflow that pick up the
flagged items the today items and the do
items again under the the groupings our
group and of individual actions I want
group into projects at the moment and
group those actions by projects and then
I've got the 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 a tack seeing the Sutekh
seeing is just basically a waiting area
I've got things off the ramp I I've made
sure that I understand exactly what the
each of the tasks is all about it's not
costing me any time or effort anymore in
the long term I 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
inter-gender it need to take off the
next thing I moved to is the runway
itself no I used to have a workflow that
had a jus perspective in it the runway
is it's basically a do perspective so
it's everything that's that's coming up
that's do to be 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 again on this project 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 on the runway now that runway I
will the runway item I will have it
again I will be looking at during my
daily review I'm pulling putting that
together to form my list of tasks I want
to undertake why we'll 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 today tag on to it
and the today tag will move me into an
in flight status and again with the
projects with the SAP example there the
oversee assessment if on the oversee I
will add the today tag onto it this will
then be taken and added
to be in flight so this is built the
runway is by looking at what's remaining
has it got an estimate again this is the
the main one is is it juice soon I've
got the juice soon set in my settings to
two days I didn't like it longer
I don't like it longer than that but I
don't like it and I definitely don't
like it down to short so I don't 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 read up
documentation that I've been given or it
may be that I've got to send
documentation at because it's one of my
meetings okay yeah none of the following
not tanked 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 has already
picked up in the in flight perspective
and flag is is in an emergency
perspective and again we'll see the same
in flight is everything that I'm
currently working on so this will be
what I be working on today and that will
see I've got the daily review I've got
some test tasks in there I got blue
normally focus in that just been bought
the the Apple Mac so I've got to be
setting that up as well oh my god the
accounts to to look at and I do a daily
journal to complete as well so those
that's the pieces of work thigh I have
currently running and these needs our
pieces of work that I into working on
today actually so as you can see that
they're all sets of the today flag so as
far as stadium reviews concerned I I've
already done that and I've done my
journal as well oh is this set up again
its seats looking at what is available
it's not a project or group so I'm
making sure I'm just picking up a task
it can be flagged I'll already can have
the today tag on it so I'm picking up
the flagged 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 stop over when is basically on
hold so quite often with a project
Sooni 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 other
other tasks so I will put it on hold so
this is where I have all the hold items
and then at any time I can start it up
again arrival is everything that's
finished
I have emergencies now this could be
anything that comes up during the day
quite often I'll have it'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 flag will
will be highlighted put in the in flight
perspective and identify dessert there's
an emergency itself I don't tend to use
due dates unless they're true due dates
and as far as milestones are concerned
with in a project and this is more on
the professional side of things anything
that has a affixed do a date on it will
form probably a milestone within my
project plan itself and so i I've just
created a perspective for that in here
so that's said 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 set
let's just run one of the shortcuts that
I run on that on a daily basis now you
saw that I on my in-flight perspective I
had a list of tasks I wanted to perform
now the trouble is that I work on are 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
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 to be able to
manage my tasks and down here it tells
me I've actually scheduled a total of
two hundred and ninety 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 why I've got planned today does
it fit in with what I I want to do 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 ten 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 launch cuts which
is a another tool I'm sure that if you
know anything about shortcuts its
downfall it's the fact that if you've
got 200-300 shortcuts trying to find one
of them is a nightmare
what launch cuts does is give them that
gives us a tool that allows us to
actually tag the shortcuts and be able
to actually identify those tags and then
gets those tanks pretty quickly okay
well I do is I just do some
initialization at the front here so I
really know that for now and the next
thing I do is I go through Omni focus
and I bring back first of all I bring
back a list of items that have tags with
today in them so this is bringing back
all the items all the tasks but I have
items set aside for that and I store
that in a in a variable again I do
another search within OmniFocus and in
this one 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 don't do a repeat loop and I do some
calculations based on those around all
of those items I add them together and
create a total for the total number of
minutes that I have planned so then 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 that subtext if I have some time
left it comes up with this text and
finally if I have planned exactly on the
five hours they set aside then they're
either jumps up and down and claps its
hand and does everything else but so
that's basically that I'm happy to have
you to pass over to you at some point
Tim to put on your website yeah that
sounds great in this an example just
shows how deep you can go with shortcuts
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 the next one I
want to go in and is this new project
one this is a whopper is a huge huge
beast of a thing again I'm using launch
cuts like this works with OmniFocus it
works with it's talking to notes it's
talking to iCloud and it's using
something called data jar and it also
talks to air table as well so what 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 earlier on 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 why
call the black box and this is where a
lot of my 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 they get out of it
what it's supposed to do you can't pull
it from anywhere else you can only call
it directly through that as a shortcut
run here so this one AIDS is creating
that unique ID and this goes away and it
goes into something called data jar and
it will take a value that I have for the
project ID and it will use that value as
the the next unique number in the list
for the project once I come back out I
then increment that value by one and I
output that value to data jar so data
jars in
remanded by one and I'm ready for thee
for the next
right the next thing I do is in iCloud I
create a folder 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 fold of name within I claves so I
was running this on Dropbox but recently
decided to to go back to I clouds just
for simplicity sake really and I didn't
want to carry too many subscriptions
around with me okay I use Apple notes
that 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 abysmal there is a
way of doing it but they say too much of
a manual process what I do is I take I
generate a uu ID a unique identifier
using tool box Pro which is another a
tool set that you can get for shortcuts
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 will take
me to the correct note within Apple
knows it's just a quicker way of doing
things instead of actually doing it
manually OmniFocus I create a task paper
text 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 I 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 why also
- I grab the output from when I run the
task so as soon as I run the task and
create the entry
on me focus on me focus 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 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 from this chap as well
you
here we are at the end of the short cut
the last thing with we do here is that
we create a row in the a table database
within the projects table and this is
done via running another shortcut called
BB project table entry so that's going
to pay table and here is the projects
table I'll just go back and just show
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 don't mean 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 it's passed over here
automatically and placed into this field
in this field we 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 as 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
next field is a status field and within
this field
I have a list of options like tags here
they are five of them currently this
project is in progress 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 I've
got a field allows me to select project
types this is more experimental at the
moment so I'm playing around with it but
so the projects I run a lot of them are
agile a lot of them or waterfall and
again a lot of them are a mixture of the
two so they may be a bit agile a bit
waterfall waterfall I mean very
sequential so one thing follows another
where agile is very iterative so things
keep repeating
[Music]
and you do small bits at a time I've
also gotten not known in there because a
lot of the stuff I do around the house
for myself whether it's phony up the
dentists or cleaning the floors or
things like that the project's not known
it's it's nice project methodology
really and the next thing I do and again
this is manual is that I have a goals
field and in here I linked to the I have
a goals table and you barely see it down
here the Mont but I have an aerial areas
table as well and so these to hold rows
in them relating to goals and relate
them 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 so it's 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've set it up and finances the next two
fields automatically filled in so
there's a whole the OmniFocus length I
used to link back to OmniFocus and here
we have a notes identify that I am
putting on the app or note so that I can
quickly and usually identify that it's
very rare that I put attachments into
the project in this say I put it in for
completeness but it's so far it's always
been 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 one if
someone wants to an update there's a
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 um shortcut
there's nothing wonderful gonna 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 a unique
ID and then update the iCloud notes
OmniFocus and finally a table so let's
run it let's put in new project for the
OmniFocus 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 air table and damn
the bottom hopefully there we have it we
have the sorry hey we have it that was
an old one we have the one that we just
entered new project for loon OmniFocus
and it's given a unique identifier pkj
two five five let's put that creation
date in so created today 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 our going 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
folder and under shortcuts there is also
a projects folder that we're currently
in and in here we have the project
already curse re the folder already
created so the shortcuts gone away going
to iCloud and in the area that I asked
it to so under power projects
remember that para setup 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 and see
if we have that notes entry this is why
I did earlier just to check things are
working so here we go again pkk 255 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 identifier so this
is that unique identifier though I
mentioned that we put on this and also
it's added the OmniFocus tasks link as
well so down here what I normally do for
this note is that a user as a journal
every project I have a journal for and I
will update that journal on a daily
basis so for example today I will add in
their started project Afghan and I would
update that all this on the daily basis
and this goes for all projects and so
that's the reason for producing the note
section so if we just pop into OmniFocus
now last one just to see if we had that
sir you OmniFocus project created and
here it is it's crazy actually remember
this is an old one there but you can see
by the numbers this is 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 and the note section it's but
the user identifier for the note so
there we go that is my workflow 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 was showing you
have had a question of what about the
unique identifiers why do I use them oh
it's it's mainly professionally I used
the unique identifier
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 will be able to capture
individually and invoice the client
properly we also use it because a lot of
the projects will fall under what's
called the 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 get the reason
is using this is that we put that unique
identifier on it that's that's primarily
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
this 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 the only reason but
I don't really for the areas of focus I
don't really need the identifiers there
that's it thank you for your time thank
you for listening I hope this all makes
sense and please just mail me it Mike at
kokum - Jones CEO and I will get back to
you have a look 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 the reasoning in
depth behind me using the time
estimation ok thanks for now bye
okay well thanks again and thanks
everyone who is here live thanks to
everyone who is watching recording in
this session and hope to see you again
soon
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