Here’s how I do mine.
I set all of my projects’ status to “On Hold.”
In the weekly review, I will go through my projects and pick out three to six projects that I intend to work on this week. Then I set the project status to “Active.”
I have a limited amount of energy and time to work with. I know I am not going to work on 80 active projects. But I will work on this small handful of active projects. If you try to do one next action from each of your 80 projects, you will have 80 unfinished active projects. But if you work on three to six of your active projects. You can knock them out faster because you are focusing on just those projects.
All of the other projects are set to “On Hold” and will not show up in any perspective where you have the view settings to show Available actions.
As a tickler, I set the review cycles of each “On Hold” project to every two weeks or once a month. I know that when the review date comes, I will see the “On Hold” projects in my Review perspective. Then I can determine whether to set them to “Active” status or keep them to “On Hold” status. Use the review to remind yourself of these projects as they come up in the Review perspective. You can also set the next review date in the inspector panel.
The only projects that I consider “on fire” are anything that has a real due date.
If you want to pay closer attention to certain projects, shorten the review cycle to once every day, every two days, or some short amount of time. Other projects can be set to a longer cycle such as once every two weeks, once a month, or once every 3 months.
Personally, I’ve found three big rocks to be a good number. I have enough variety to switch from Project A to Project B or Project C. But I fully intend to complete any of these three projects. I don’t switch Big Rocks unless an event occurred that demoted its urgency/importance or I am stalled because I am waiting for something. I try not to switch Big Rocks frequently because I want to make significant progress or complete the Big Rock projects.
I’ve found that having more than three Big Rocks can dilute the significance of selecting the Big Rock status. I might get lazy and switch to another project that is easier. By limiting myself to three Big Rocks, I’ve found that I’m motivated to actually achieve these Big Rocks instead of going to another easier Big Rock. When you have 80 active projects, you might just go to the easiest one first and leave the other in various incomplete states.
As a way to boost its importance, I often create a planning perspective and have it show up in the perspectives tab.
Select menu Perspectives > Show perspectives.
Click on the + button at the bottom left of the perspectives window.
Enter a name and select an icon for the perspective.
Change the settings to:
Project Hierarchy: Use project hierarchy
Presentation:
Group Actions by: Folder
Sort Projects by: unsorted
Filtering:
Filter by status: Any status
Filter by availability: Remaining
Filter by duration: Any duration
Filter project: Remaining
Focus:
Use the Focus dropdown popup menu to select the project that you want to focus on.
Click on the “Add to Focus” button.
Click on the star next to the new perspective to make it appear in the perspectives tab.
Now I see my Big Rock project in the perspectives tab on the left side of my OmniFocus window. This is a visual key to remind myself that I am working on this Big Rock today.
You can create as many project perspectives as needed to fill up your perspectives tab.