Windows alternatives to OmniFocus

Posted by William Gallagher

Pity me. I go around doing workshops about being a productive writer and I've even written a book about it (The Blank Screen: Productivity for Creative Writers, UK edition, US edition) And it all makes sense, it all works – I promise you that and I have such gorgeous tweets and emails from people telling me so – but there is a big problem. It's the To Do list.

When I started this, the problem was that I'm on a Mac and quite a few people go for that there Windows thing. And my To Do manager of choice only runs on Macs. Actually, I say it's the To Do manager of my choice, I think it's more the To Do manager of my heart and soul. It used to be that in a workshop I would put up a slide showing you OmniFocus and where to get it. And then I'd say: “If you know a Windows equivalent, it would be a huge help for me to hear about it.” Or something like that.

But there are two problems now: I can't automatically and easily evangelise OmniFocus because the app is in a bit of a flux as new versions are coming.

OmniFocus for iPhone has already been radically updated and I like it a lot. OmniFocus for iPad hasn't and won't be until OmniFocus 2 for Mac is done. Do you buy now or wait? It's easy with the iPhone version: buy it. It's sort-of easy with the Mac one: buy the current OmniFocus 1 for Mac and you'll get version 2 for free when it's released. But OmniFocus 1 for Mac is hard work. I understand it now and I adore the power, but it took me a long time to get there. Even last year's failed OmniFocus 2 beta was a significant improvement in some key areas so surely OF 2 will be too. So I'd wait for OmniFocus 2.

When you buy any Mac version of OmniFocus, do it from the main Omni Group website itself, don't go through the Mac App Store. As handy as that is, there are problems upgrading for free when you have bought via the App Store.

You have no choice with the iPad and iPhone ones and that's also why I hesitate: the iPad one is already the best of the three, can they actually make it any better? Very likely.

But here's the thing. I have all three versions of OmniFocus and I use them all. But when OmniFocus 2 for iPad or Mac comes out, I'm buying them again immediately.

Because I truly don't know of any other To Do software that is this good.

I ask about that and about Windows and so far so far nobody has ever piped up with an answer during the workshop, during the after-session nattering (possibly my favourite part) or over the many emails I get later.

That's not a scientific or statistically valid sampling of people to call from. For the most part, I don't presume any computer knowledge and I don't ask anyone in advance what equipment they prefer to use. But most festival or university blurbs that describe my talk use one of the many texts I give them and they they invariably include the phrase “make your computer work harder for you”. If you were deeply into Windows software already, or Mac for that matter, I don't think that line would sell the workshop to you. So very broadly, I think one can expect fewer than average power-users in a typical workshop. Which means we can equally expect fewer people to know Windows software well enough to tell me what they've got that is as powerful as OmniFocus.

I know I'm right in all this but I want to tell you that I doubt it matters. I doubt that there is actually an equivalent to OmniFocus in Windows. But telling you that now, six years into this post, feels a bit rich. So let me show you what I've been working on for the workshop I'm doing next week. This is a special limited-number workshop for a specific group of writers that I work with on Writing West Midlands' Room 204 programme. I know them so I have an idea of how they like to work and what kit they use. Many are PC fans and I will ask them for advice but I think it's time I stepped up.

So I've been looking into this in detail. Or at least as much detail as you can without owning a Windows PC. I've checked reviews, I've tried all the online web versions I can find and I've downloaded iOS companion apps. No Android, I don't have the facility to test that nor the patience of Job to go through all the Android permutations.

There is nothing in Windows that is as strong as OmniFocus for Macintosh.

However.

I've boiled it down to a few that have one of the core things of OmniFocus: the start date. Let's just take a second to think about that term and what we'd use it for. If I enter a new task in OmniFocus then I can, if I'm fussed, also give it a deadline date. An end date. If I want to, though, I can also stepm in and add what's now called a Defer Until date. In my head it's still a Start Date. But whatever you call it, OmniFocus uses it and uses it for this one specific purpose: to hide it from you.

It's little short of disturbing. You enter a task, tap in a start date and you're sure you've saved it, you're sure, but you cannot see it anywhere.

That's not entirely true. You can see it whenever you do a review of all your tasks. (Reviews are a big part of Getting Things Done, the ideas behind many successful To Do apps like OmniFocus and yet, weirdly, not many systems include it. Note, too, that the iPhone version of OmniFocus hasn't got reviews either. I truly don't understand why and I think it's a big gap. I'm okay because I just do my reviews on the iPad, where it is a gorgeous system. I do think once you start on OmniFocus you'll buy all three versions, but again, they're in flux. I don't know what to suggest.) There are other ways to find and see this new task but the kicker is that you don't get to see it on your main To Do List. It ain't there. At all.

It isn't there on your list and it isn't going to be there until that start date comes around.

Here's a typical, practical use for that. I'm doing The Blank Screen workshop at the Stratford Literary Festival in May. I've done everything I need to do to get that going, now I don't even have to think about it until mid-April when I'll update and rewrite the presentation. So get it off my list until April. I don't want to see it and I don't want to have to keep thinking “Is it April yet?” (Tell me I'm not the only person who would have to stop to think that.)

Typical, practical and shorter example: if I'm doing a particular job every week on a Tuesday, keep things off my list until the Monday when I need to think about them.

I could talk to you all day about OmniFocus and it would just be cruel if you're on a PC. But if we just and only talk about start dates, then we've got some options here. The following are all Windows apps with web versions that work crossplatform: if there's one you fancy, see whether it has a companion app that works with your phone.

Toodledo
By default, there are no start dates. But go to Account Settings and look for the many fields you can choose to switch on for a task. One of them is start dates and once you've ticked that, every task you enter has the option for a start date.

Appigo To Do
I was a big Appigo To Do user until I found OmniFocus. Since then it's become a little suite of programs including a web client and I'm honestly a little confused over what option gets you what. But as of a few months ago, Appigo To Do includes Start Dates.

It's rather poorly done on the iPhone version: you have no way to realise that this icon is for setting the end date and that one is for setting the start date. None. Do what I did: press everything. When you know which button it is, though, you're set.

Well, nearly. Appigo doesn't have the same control as OmniFocus so it's a touch less refined in what does and doesn't show you. But a task with a start date that isn't today will get separated from more urgent tasks on your list.

Asana
This is team-wide To Do management and that would put it outside my usual sphere of interest: I want to make you, personally and specifically you, more productive. Not companies. I reckon if everyone in a firm is as good as you then that's great, but it's you I'm working with.

It also tends to mean complex. Enterprise-wide software takes some learning and I haven't done that. But Asana promises start dates. It's even an automatic thing. Yet I couldn't figure it out.

There's a line somewhere between To Do apps and Project Management software. I think it might be here.

I'm disappointed that there are no start dates in the best-named To Do software ever: Remember the Milk. Going by the chatter on its support forums, there never will be either. So I'm afraid that means RTM is out for me.

They all are, I suppose: I've said before that you'd need Primacord explosive around my waist to get me away from OmniFocus on a Mac, iPhone and iPad. But there is Primacord, it is possible and I thought – I still think – that it will happen that some day there's going to be a better To Do manager. But it isn't today and it unquestionably isn't on a PC.

Mixing sound and vision to get the full picture

Posted by William Gallagher

I’m a very visual kind of man but, awkwardly, what I visualise is text. I can see words. If you and I are talking, I can choose to see your words as text. Squint a bit and there it is, word by word, white text on a black background, right in front of my eyes. It’s great for transcriptions. But text is so much a par of me and I am so much a writer through and through that I have ignored other visual ways of looking at detail. Okay, maybe I can see scenes visually when I’m reading or writing a script, but when faced with a problem, I used to always just think it through. More recently, I’ve written it down and thought it through.

But then last week, I had a meeting that was intentionally nebulous. It was clearly a chance to pitch something, but I didn’t know what and I was fairly sure that there were no specifics behind the invitation either. It would be up to me and what I could bring to the meeting.

And I mind-mapped it.

Slapped down everything I could think of that even considered crossing my mind in the week before the meeting. I used MindNode for iPad (£6.99 UK, $9.99 US) so it was with me wherever I went and by the morning of the meeting, I had a completely useless mess. But it was a big mess. Lots of things on it. And I started dragging bits around. This stuff sorta, kinda belonged with those bits over there. This one was daft. That one was actually part of my shopping list and I’d just put it in the wrong app.

And then I’d find one that ignited another small idea so I’d add that.

After a bit of adding and subtracting and moving around, I had three or four solid blocks of ideas that were related. I exported the lot from MindNode to OmniOutliner for iPad (£20.99 UK, $29.99 US) which picked it all up and showed it to me as a hierarchy of text lines instead of a visual bubble of blogs. I work better with text, I may have mentioned this, so that was perfect for me.

Nearly perfect. I really wanted to then hand the lot on from OmniOutliner to OmniFocus, my To Do manager, (iPad £27.99 UK, $39.99 US). I wanted to be able to tick off the ideas as I got through them in the meeting. I wasn’t able to do that on the iPad; I suspect that it’s something that needs me to use OmniOutliner on my Mac (from £34.99 UK, from $49.99 US). I’ve got that and I use it ever increasingly more, but I wasn’t at my office.

So instead I stayed with the text in OmniOutliner. Made some more changes and additions, moved some more things around. And then I worked from that list in the meeting and it went really, really well.

The whole process went well: the mind mapping on to the meeting itself. Enough so that afterwards I tried mind mapping again, this time to figure out what I’m doing with everything, not just this one meeting. I’m still working on it. But it’s proving useful. And while I can’t show you the meeting mind map as it’s naturally confidential, and I obviously can’t show you this new mind map of everything because it’s in progress, I can show you a blurry version. This is what I’m doing now:

Zippy To Do app watches what you do

Posted by William Gallagher

You would need Primacord explosive wrapped around my waist to get me away from using OmniFocus as my To Do manager but that doesn’t mean it has an exclusive on all good ideas. And it doesn’t mean that sometimes I can be rather tempted. Today that temptation is an iOS app called Zippy and it’s because of what it does besides remind you of tasks.

Zippy is the simplest and quickest way to manage tasks and reminders. It provides you with Insights on your habits to help you get better at managing and completing tasks. Here’s what the infographic shows you:

• How many tasks you’ve completed and how many on time
• Completion breakdown by completed early, on time and late
• How far ahead you plan out your tasks and how close to completion time you finish them
• What time of day you’re best at planning and finishing tasks
• Weekday breakdown of when you create and complete your tasks
• How many times you snooze tasks

Zippy on the App Store

I’m not saying I’d like to be told how long it takes me to do a task – Zippy reports the average time from entering a task to ticking it as done – but I’m terribly curious. Not enough to swap from OmniFocus but enough to be very tempted.

If you fancy it too, get it now. Zippy is on sale for 69p UK or 99c US until 4 March. Get it on the iTunes App Store.

More scientific than tossing a coin

Posted by William Gallagher

Coin tossing is really more statistics than science, but we use it for making decisions and now there is a app that wants to do it more scientifically. I’m honestly not remotely sure of the science but that’s what the app smart Decisions claims.

You did read that right and I did type it correctly: smart Decisions with a lowercase s.

For 99c US or 69p UK, you get to list choices in a decision and make some criteria. The app calls them criterions: apparently criterion is the correct singular and criteria is the plural but this kinda covers you both ways. You might want to decide what to drink, in which case your criteria might include price, alcoholic or not, and so on. Perhaps location: if you’re in desert, you might take anything going.

The algorithm does some sorting on this and reduces your choices to clearer, more comparable ones – so not New York has more museums than Dulles but rather Dulles is cheaper than NYC – and offers you a decision.

You need to play with it to see if it’s any use to you and I am resistant because of the criterions and the lowercase s. Ridiculous of me, but there you go.

Have a look at the screen grabs and what little detail there is about the app on the iTunes Store here.

‘Mandatory’ applications from a decade ago

Posted by William Gallagher

I’ve just found a backup CD that looks like it’s from late 2002 and it’s like a time capsule. Then as now, I was devoted to software and I ran my life through various applications. Of course I mean my professional life as a writer but also, frankly, everything. Not a single day goes by that I don’t use a good half dozen applications and in every case they have earned that spot. They are so good or they are so right for what I need that I can neither comprehend how I worked without them nor conceive how I could ever work without them in the future.

But the future is a funny place. You only have to look to the past to find that out.

This CD is labelled Mac Apps. It’s a backup of my most precious and most used software in 2002. There’s folder of system bits I’ve not bothered to look into yet, there’s a folder I’ve called Nice for some reason. But then there is a folder called Mandatory. Wherever I go, whatever Mac I work on, these are the tools I have to have with me. There are eleven.

Corel WordPerfect 3.5 Enhanced

I’m astonished that this was there as late as 2002. I liked WordPerfect for Mac, I was in a minority there but I did, yet it ceased to exist such a long time ago. I think this was me hanging onto it to the bitter end but the bitter end must’ve come pretty soon afterwards because WordPerfect for Mac doesn’t run on Mac OS X.

Desktop Printer Utility

Not one single clue what this is for.

Disc Burner and Disk First Aid

Notice the c and the k endings. I’m just saying. I could work this pair out if I tried, but it’s not going to happen. Except that I did use a descendent of Disk First Aid just yesterday: Disk Utility. Was it truly ever mandatory, though?

DVD Region Switch Autolauncher

I don’t know what the autolauncher bit did now but region coding, I well remember region coding. This commercial decision to block people from buying DVDs outside their own home region. Even if the DVD they want has never and will never be released there. Nobody with any interest ever stood still for that decision, and I didn’t either.

Final Draft 4.1

I still use Final Draft today. I have version 8.0.3.1 but there is a version 9. I’m unlikely to buy that. But I did buy Final Draft for iPad, it’s still useful enough to me to be worth upgrading sometimes and the Mac one does stay in my dock.

Microsoft Outlook

There’s mandatory because I liked something and there’s mandatory because some firm or client demanded it. Surely this is the latter. I don’t remember there being an Outlook for OS 9, I thought the Mac version was called Entourage around this time. But here it is. And there it goes.

Now Up-to-Date and Contact

Oh, now, these I miss. These I’d be using today if I could. It was actually a pair of applications: Now Up-to-Date was a Calendar and Now Contact was an address book. I remember they worked together very well and that every time I’ve tried an calendar or address book since, I’ve been judging it against these two. If I imagine I would’ve held on to WordPerfect for as long as I could, I know I wouldn’t have given up NUDC willingly. But times move on, hardware and operating systems move on, you can neither buy NUDC now nor run it on any current machines. It’s a loss. Mind you, I’m no longer the power user I was for calendars so the one that comes on my Mac is fine enough for me. Especially as OmniFocus, my current beloved To Do manager shows you today’s tasks along with a peek at the calendar for today’s events. So useful. But I’ll raise a mug of tea to NUDC tonight.

OED

And I will sob about this. Weirdly, it’s not six hours since I told someone the tale. Back when I worked on computer magazines, journalists used to blag more than they blogged. Some people got press trips to Vegas, practically everyone got computers on short- and long-term loans. My biggest blah was this. The Oxford English Dictionary on CD-ROM. The original disc is still on my shelf. But neither it nor this backup copy has worked in a long time. I’d have said since the 1990s but presumably I’m wrong. Still, it’s another victim of changing and developing platforms and operating systems. I miss this more than I can say and I don’t believe you can buy an up to date version: you can only subscribe to an online one for more than I can afford or blag.

PageSpinner 4.1

Not a clue.

Virex

What? Anti-virus on a Mac in 2002 and I called it Mandatory? Let’s just walk away from that. I was young.

I wonder what hardware I was using then. I think it was a black PowerBook but I’m rubbish with computer names and models, I only remember what I do with them.

I’m feeling all nostalgic for a time not a heartbeat ago. I’m feeling as nostalgic for the OED on CD-ROM as you might be for whatever music was in the top twenty in your school days.

But I look at each of these applications, at least the ones I can remember what they did, and I can see how much better things are today. NUDC would look out of date, I know. Seriously, I know: there was a failed project to bring it back in the 2000s and I was right there using the betas and contributing. OmniFocus plus OS X’s address book and calendar together beat NUDC. I know.

Yet in another ten or twelve years, will I even remember what OmniFocus does? It’s not like there’s a huge clue in the title.

Thanks for letting me tell you all this. It’s been a buzz.

Very, very snap review: OmniDiskSweeper for Mac

Posted by William Gallagher

I tells you, right, I’ve got a 3Tb hard drive in this ‘ere iMac and it got down to just 15Gb free. Without my noticing. How dare it.

If you go below around ten percent free space on your hard drive, you pay for it in a dramatic slowness and that’s what I’ve had lately. This is the fastest machine I’ve ever owned, it is so much faster than my last Mac – a Mac Pro that officially ran for six years but actually I’m still using sometimes – that I could design books using the Adobe CC suite. But suddenly it was a molass at opening a folder.

OmniDiskSweeper saves the day. It’s a tool from the Omni Group and it chunders away across your drive, totting up the figures and tutting a bit, then showing you the lay of the land. You’re spending how much space on movies? Everything’s detailed and shown in such a way that you can quickly zero in on the – in this case – more than a terabyte of files to do with one old job. I am at this very moment copying that lot off to an external drive and intend to luxuriate in an iMac that is restored to life and which has enough room to paddle about in.

OmniDiskSweeper is free. Get it where many fine applications are sold, over at The Omni Group. It interests me, mind, that I would not have heard of or found or considered OmniDiskSweeper if I didn’t happen to be an ardent user of one of the firm’s other products and a pretty ardent user of a second. The Omni Group makes the To Do manager OmniFocus and the outlining software OmniOutliner. I am actually waiting for the chance to give them more money for the next versions of OmniFocus, I like it that much.

Very, very snap review: RescueTime

Posted by William Gallagher

You know how you hear about something and then suddenly it’s everywhere? I’ve been hearing of RescueTime like it’s a new thing but it’s been around at least for a while and it does this (click to see it better):

If you didn’t click – and honestly who has the time to click? – then what it says is that I have spent about a minute and a half in Photoshop today. And that was the result. A cropped screen grab you can barely see. Oh, and also the wee cropped-even-closer graphic in Save a Whole Second When You’re Installing Software on Macs. A minute and a half. Wasn’t worth it, really, was it?

But it also tells me I stopped by the Omni Group website – not a shock, Omni does my long-beloved To Do manager OmniFocus and my recently-becoming-beloved OmniOutliner – and some stuff about how I piddled about in my Mac’s Finder. As you do.

But if that looks a bit rubbish as a snapshot of my entire working day – it’s now 11:45 and I’ve been writing since 5am so I promise I’ve accomplished more than that – it is a terrific snapshot of the three minutes since I installed RescueTime.

In the free version that I’m trying out, RescueTime does this logging so that you can see where in the world you spent your time. I’m looking forward to how it describes my bacon sandwiches at lunchtime. But armed with all this, you can see where you are effective and where you are procrastinating. You can see what on your computer keeps you working and what keeps you from working too. There’s a paid-for Premium version which lets you work with that information directly: it assigns scores to how distracting various sites or activities appear to be to you and then you can say no more. For the next thirty minutes, or whatever you choose, the premium version of RescueTime will deny you access to what most distracts you.

The premium version has other features and costs $9.99 US/month. The free one is impressing me, a whole four minutes in, so I’m going to keep it around for a time longer. I wrote in The Blank Screen (UK edition, US edition) about software that blocks distracting websites by actually blocking the whole internet but I have never used any of it. This might change my mind.

Save a whole second when you’re installing software on Macs

Posted by William Gallagher

It’s only a second, but it adds up. Next time you download some software to your Mac, don’t wait for the Verifying. Just immediately click Skip.

After all, what exactly are you going to do if it fails to be verified? If it’s going to die on you, take that gigantic gamble of waiting until you run this software. It will always be fine. If there were every anything that would’ve stopped the thing being verified, the application won’t run now and you are no further behind than you were.

I’m wondering if this is all a hangover from the days when we would lose disc 6 of 19. Do you even remember the prehistoric days when you used to have to buy software on disc? I know. Crazy.

Evernote and Pocket – together they fight crime

Posted by William Gallagher

If it is always risky to rely on one piece of software – companies shut them down often enough – then relying on two is either doubly risky or twice as smart. But sometimes two totally separate applications from unrelated companies just happen to go together and produce something new. Ity that hydrogen and oxygen get together; two gasses team up to become a liquid.

This is what you can do with Evernote and Pocket: the former being the note taking application and the latter a Read It Later one.

Evernote is excellent for collecting notes but sometimes you don't want to keep them. If you just want to have a read and then decide whether you need to keep something around…

The solution is to dump all of the clippings from the web, Twitter, and your RSS reader to Pocket. Pocket makes it easy to check off the things you've read. Then, if you want to save the article for future reference, send it to Evernote. This way, Evernote becomes more of a long-term yet uncluttered storage tool.P

Evernote comes with a we clipper that is handy for grabbing pages yet somehow I only use it extremely rarely. It's just handier to save to Pocket. It's become automatic for me to do that where I have to positively think to use Evernote. Funny how some things stick with you and others don't.

Review everything so you don’t have to see it all

Posted by William Gallagher

Yesterday's post about reviewing one's Evernote notes each day got me a message about how OmniFocus rocks reviews. It does. I even said so. In fact, I said it was because I'd felt the huge benefit of reviews in OmniFocus that I was going to give this similar Evernote one a go. But I didn't say what OmniFocus's review is.

I'm not sure I've even said what OmniFocus is. That's rare. Usually you can't shut me up about this software. It even comes up in my otherwise application- and platform-agnostic book about productivity for creative writers, The Blank Screen (UK edition, US edition)

Songs will be sung of the day I finally shut up about it. OmniFocus is a To Do manager but as I'm sure I've said before, that's like saying War and Peace is a stack of paper with some ink on it.

So, you may guess, I'm a fan. Rather than fan on at you about it now, though, I want to make sure we're clear on what a review is in this context. If you have OmniFocus, great. If you can get it – it only runs on Macs and iOS so Windows and Android users are out of luck – well, that's great too. But if you don't have it, you can still do this part.

Maybe not so well.

Actually, no, there's not a maybe about it. OmniFocus does reviews really well, most especially in the iPad version.

But you can and even more than I would go on at you about OmniFocus, I would go on at you about reviews.

Here's the thing.

Right now I have several hundred tasks in my To Do manager, arranged in probably a couple of dozen different projects. Everything I ever have to do, everything I ever think of gets chucked into OmniFocus. Now, many of them never get done. If it occurs to me, I'll add it to OmniFocus and think about it later. When that time comes, often I've done the thing already. Very often I'll find it occurred to twice so it's in there twice. And fairly often I'll look at it and decide no, I'm not going to do that.

But otherwise, it's all in here and it's all live.

Except.

I have a busy day today and OmniFocus is showing me 24 things. Just 24. Actually, hang on… I see I've done four of them this morning. Okay, that's 20 left. But as much as 20 is, it's nowhere near as much as several hundred. I can completely forget all the rest of them, I can pretend they don't even exist and because I do that, I am doing these twenty – wait, just remembered another one I've done, it's now 19 left – I am doing these 19 at a clip.

That's nice for me.

But the reason I can do it all is that OmniFocus is hiding the rest until I need them. And the reason OmniFocus can do that is because I review regularly.

On Mondays, Wednesdays and Fridays I open up OmniFocus and check every task in every project. If you think ticking one thing off as done is good, imagine how great it was just now ticking off five or doing a review and seeing you've already done thirty tasks. I look at every task and if it isn't done yet, I have a ponder about why. Do I need to do something else before I can get that done? Fine, add another task. I rattle through these remarkably quickly and at the end I still have the hundreds of tasks but I know what they all are.

And most importantly, I know they're being dealt with. Those things I have to wait for Bert to call me back, they'll wait there until he rings me or I chase him. Those things I know I have to do on Tuesday, I'll see the list on Tuesday and not before.

You end up trusting your system, whether it's OmniFocus or anything that works to David Allen's Getting Things Done ideas (UK edition, US edition). And that trust is amazingly liberating. Knowing that you list is only showing you what you need to know now, it means that the list is doable.

And that means you do it.

This is one of the key things that makes a To Do list something I use rather than hide away from. And it's just this simple idea of a review.

Seriously, you don't need OmniFocus to do this. But, seriously, OmniFocus could just be the finest piece of software I've ever used and it is certainly the one thing that has made me productive. You'd think they were paying me.