How many projects, task lists, someday projects you got?


in total, across the board of personal and business life, including someday lists, on going never ending ‘single action lists’ I have a total of 114!

considering a move to Trello for a stronger focus on the most important things, finding I put absolutely everything into OF using the gTD method but in reality my time is limited and probably will never be able to do everything, hence need to prioritise more.

how’s it going with you guys here? how many OF projects you got going on?


Why not prioritize in OF? It’s built for doing such things.


By the way, I have tried Trello as a complement to Omnifocus. I liked it, but I found that I handled tasks much faster in a conventional task manager and chose Ticktick for some special tasks that I prefer to keep separate.

My recommendation for you, though, is to make more use of the features in Omnifocus. You could for example set projects on hold. You could also use folders to categorize your projects. To me, it is much easier to prioritize among tasks and projects that are of the same kind. You could also make frequent use of the excellent review feature in Omnifocus. Then you could put projects away without worrying about forgetting them.


Current Stats in my OF system. Someday/Maybe lives elsewhere
Active projects: 209
Current projects: 109
Pending projects: 100
On-hold projects: 42
Completed projects: 59

All the on-hold projects will get moved out of OF into DEVONThink when I do my weekly review as that is where I store someday/maybe projects which includes the not now but soon projects.



Completed actions: 524
Remaining actions: 1473
Actions in Projects on hold: 303
Actions in Contexts on hold: 0
Blocked actions: 893
Sequentially blocked: 283
Awaiting start date: 610
Available actions: 277

Someday/Maybe and any project I can’t work on during this 3 month period lives in DEVONThink. Right now I have 52 lists and each one has somewhere around 100 projects on it. I also have a further 210 projects in Someday/Maybe that have significant project support materials already gathered and in many cases some actions already taken on them. For whatever reason I can’t work on them right now so they are on hold.

I used to keep everything in Omnifocus but with thousands of projects review using OF tools took too long. I can review my DEVONThink notes very quickly because they are basically text files so very quick to read down and say nope, nope, nope, nope and if I find one that yep, time to do this now I can quickly pull it into OF and start it up.

Moving projects out of OF into DT does take a bit longer to do but I’m faster at it now. I expect the moving of the on-hold projects that are listed above into DT to take about 15 seconds per project or less. Most are simply select, copy, paste and move on.


nice. I have been using OF now for about 8 years. I am a landlord fo 2 properties, currently in a long distance relationship and building a second business, where the team (of 2) are not located in the same country either.

So have just moved out of OF and will stop using it now for a more collaborative friendly task manager, was between Asana & Trello, I chose Trello.

If Omnifocus entered the domain of team collaboration, they would kick the ass of many of the big players both in terms of functions and price


I have been using David Allen’s GTD for maybe too many years now, so will give the whole thing a shift around, the whole inbox capture thing I think was encouraging me to put EVERYTHING down, my tasks and projects grew so large.

Something needs to change anyway I used to be more productive when my ‘system’ was less organised, just a calendar, and some paper and pen or text notes on my computer.

need a break from all the reviews seemed like I was ticking off ‘mark reviewed’ for too long each week even with many on a 2 month review cycle etc.

not criticising OF here there is no app more powerful than these guys, their customer service is awesome also. just need a change.

I am enjoying the visual aspect of Trello and I think I can get a little OCD about task lists so it’s doing me good now to have a more ‘messy’ approach.

With the philosophy, if it’s important enough, I will remember, and if I forget, then let’s take it from there, that’s probably 10 years of Buddhist philosophy talking though as in the end we cannot control everything in our life and often life is more enjoyable just letting go and letting things be as they are apart from the abolsute most important things in our life.

anyway going on a bit there, peace out thanks for the comment



I have many projects and single action lists in my setup. But most of my projects have their project status set to On Hold (in the someday/maybe zone). I’m not going to work on these in the next 7 days.

I have a small handful of projects that have an Active project status. These become my current Big Rocks and what I am working on within the next 7 days.

When I finish one project, I can go look at my On Hold projects and choose which ones to start up next. Of course, there are projects that fall into my lap that I have no control over (customer request or new project). So I work on those and maybe squeeze in some of my own someday/maybe projects.

It sounds like you have too many active projects and can’t gain traction on any one of them. I’d rather focus on a small handful of projects and work on those.

The app (OmniFocus, Todoist, 2Do, Things, etc.) is just a tool. It is more important to have the system or series of workflows that can help you. Create the foundation and the building blocks that you can carry to any system. I experimented a lot and did a reboot. I restarted with a pen and paper system and then built up my different workflows (capture, organize, do, review). After I got the foundation built, I started to fish around for an app that could do it. The biggest thing that have kept me with OmniFocus was the review workflow. I couldn’t find a review system that I felt comfortable until I got into OmniFocus. I know I can do the review in other apps and am willing to adapt my review workflow to them but I’ve liked OmniFocus’ review perspective the most.

Have you tried Googling for “Omnifocus Workflow” and see what results come up? You might find some workflows that fit you. Or you can take parts of what you liked from others and create your own.

Google is a free way to look for workflows. You will find great value in some of the commercial offerings from respected authors such as MacSparky’s OmniFocus Video Field Guide, Kourosh Dini’s Creating Flow with OmniFocus, Tim Stringer’s Learn OmniFocus, Joe Buhlig’s Working with OmniFocus among other offerings. You’ll most likely get your money’s worth by studying what others are doing and fitting some of their workflows into your own system.


What does your DEVONThink structure look like? How do you organize your text lists? Is a project a line of text, or a text file for each project within a folder?


It varies depending on the nature of the material.

My DT Structure is as follows:

Top folder Active_Projects
Subfolders under that for project support material for current active projects that are in my OF system. Within those folders are the notes, emails and other materials for that project.
examples: Bowie Schoolhouse Grant, 2019 Art and Ag Tour, Lightroom Cataloging, Glass Plate Negative Scanning etc.
Top folder Equipment and Software
Subfolders for some of my hardware and software for things I need as reference, tip sheets, other misc notes, sometimes manuals etc.
examples: Equip. - Kindle, Equip. - Macintosh, Software - DEVONThink, Software - Lightroom etc.
Top Folder GTD Info

  1. GTD Someday/maybe Misc - contains individual notes where each note is a separate S/M project these are usually things that have been worked on a bit so take more than a line or 2 to place mark where I am but do not have any additional project support material.
  2. GTD Someday/Maybe Lists - individual notes for each S/M list that contain 1-2 line descriptions on possible S/M projects. The notes in this folder have titles like ABWMSA Projects to Do, Farm Projects to Do, Books to Read-Mystery, Books to Read-Thriller, Books to Read-Misc, Books to Read-SciFi, LambTracker Projects to Do and so on. There are 60 of these lists right now.
  3. GTD Someday/Maybe Projects - Within this are the folders for things that probably were in Active_Projects at one time but have been moved off my lists either due to the season changing or some other reason. They are typically full of lots of project support materials from emails, to notes to documents drawings pictures etc.
    Top Folder Reference My short form electronic reference filing cabinet. Contains folders filled with notes but typically not documents.


Thats super helpful! Thank you.

I’m at the point where I, too, have too many “ON HOLD” projects in OmniFocus and am looking for an alternative to simplify my OF experience.

I current dabble in both OmniOutliner and DEVONthink. Both seem like reasonable places to put someday/maybe material.

Currently doing some learning on both softwares to decide on the best solution.



I used OF for a long time but am MUCH happier with S/M material in DT instead. So much easier to handle IMO.