Hello, I have reorganized my Omnifocus several times in the past 24 hours and would like to ask the OF community what they would suggest, as this is new to me. I have recently departed Things3.
Quick Version of the Question:
How should I organize my folders, projects, actions based on the flow of my business? I have use the agencies that I work with as folder names and also as projects (organized by month) and have a zillion other ideas too and don’t know where to go from here. I’d also like to keep “Reviews” as options which thinks this may result in me not using any single action lists. I’d also like the structure to result in the name of clients instead or in addition to agency names as viewable in the perspective I created to view available work.
Background Information:
I am a consultant and work with individuals who are affiliated with different agencies. All but one of the 10 agencies have repeating tasks by month or quarter that will be the same every year. I have five agencies that have work to be completed every single month and require weekly review. I have created a “Monthly Tasks” folder with a project named the agency name. These projects will never be complete because there will be work to get done every single month. And I have projected hours to complete each month so I can rationalize having “January-Agency1” as a project. I am not sure if it would be better to create a separate project for every single month or to just list all tasks under the monthly folder name. Is the folder name better to be the month, or the agency? I also want to be sure that the Review process is weekly for these items and using a single action list does not show up in Review lists so I’ve heard…?
I also have five agencies who have less frequent tasks at a quarterly frequency and I’ve most recently created a “Quarterly Tasks” folder and then a project name with the agency name for those. I did have four separate folders labeled, “Q1 Tasks”, “Q2 Tasks”, etc. But I thought this might be better. These agencies would only need monthly review instead of weekly.
My concern is that I wanted the Review frequency for some agencies to be more frequent however I don’t want to include work due 12 months from now as part of my weekly review. I am not sure if I can just check it off as reviewed without looking at this, or if it can be or should be eliminated from the process altogether.
I have categorized the monthly work for each agency as a project as there is a clear start and end date for the varying tasks due that month, but there are also repeating one off tasks that are due each month.
Another qualm with the way I have it set up now is that in the perspective I created to see what is actionable now, it doesn’t include the client’s name as part of the task now available for my sequential template.
Any and all feedback would be appreciated. I have redone this so many times and I’d really like to have it finalized by bedtime tonight so I can add the actions tomorrow.
I am including an image of what it looks like right at this moment for reference.
