@bradleybclark. I suspect you are mixing contexts and organisation.
For example, How do you anticipate using the Follow-Up contexts?
You may not need the Follow-Up contexts. If you put a task in your Daily list for 'sweep Delegated Tasks - Anyone need chasing?’ With the repeat set as ‘defer another’ one day then you will get the regular prompt to chase overdue stuff. Waiting on could be treated similarly - 'Check waiting On - does anyone need chasing?’
Each task can only have one context, if you are not careful you will be spending a lot of time moving tasks between contexts. If a task is ‘Waiting on: Judge’ it can’t also be in ‘Follow up Weekly’ (though a different task like ‘Check with Court that Judge xyz has received the papers for ABC’ could go there. The downside that you now have two tasks to track rather than one)
You probably won’t need three contexts for waiting on - by setting the appropriate defer dates tasks will be ‘invisible’ until needed. If it is a weekly follow up then set the defer date as Monday or 7days (depending on when you want it to ‘re-appear’
I suspect that the Deadlines will have little benefit - if they are dead dead dead deadlines then use a due date on the project or appropriate task. If you are trying to get visibility of ‘what’s looming’ then having Folders at the project level might be the easiest way to do this.
For your ‘Today’ Context, you might find a perspective (PRO Version of OmniFocus) a better solution. Flag each item that you want to do Today. Then use the ‘Estimated Duration’ field for priority 1 = Must, 2 = Should, 3 = Could.
When creating the perspective
- Presentation = ‘Sort Actions by: Estimated Duration’
- Filtering = ‘Flagged’
That said, you might be better served (particularly if you have the standard version) by just flagging the ‘Musts’ and once those are completed, going through the actions flagging ‘Shoulds’ and, once those are done, picking another item as a reward (the coulds).
Some users, aggressively defer out anything that doesn’t have a chance of being done today so anything visible is a ‘Could’ - I have too many possible tasks for that approach.
A Learning Journey
OmniFocus is a huge learning journey, don’t be surprised if you have lots of false turns early in the journey.
The Fewer contexts that you can ‘get away with’ the easier it to decide which context to put a task in. Carefully wording the task helps. As does using the Filter function ( OmniFocus call it the search box) as this enables you to filter the view using keywords.
My own contexts are:
- Comms. All email, letters, calls go here. The first word of the task tells me what to do - 'e.g. write to architect and tell him where to shove his latest bill’; ‘Call Fred - agree meeting date and location’
- Do. My catch all, if it doesn’t fit anywhere else it goes in here. Usually I find the right context during the daily/weekly review.
- Tickler. This is for reminders that I haven’t set a project up for yet (the Project is also Tickler), e.g. ‘Insurance is due for renewal on (dd/mm)’ or key dates - 'Is xxxxxxx domain available now, did yyyy renew it?’ - I have a daily task reminding me to check the ticklers - if there is something there then I either deal with it (<2 mins), kick it into touch for a day or two (defer it again) or set up a project to handle it properly). I find Omnifocus better than using a computer diary (the traditional approach for tickler type items). I do have a physical tickler file as well for tickets etc.
- Waiting. Stuff that the next action depends on someone else. Typical tasks are ‘Fred - has XYZ application been submitted yet?’ - starting with the individual’s name makes it easy to find, if there are lots of tasks for Fred I can use the filter (search) box to narrow the view down just those things that are with him.
- Admin. This is where my daily/weekly/monthly tasks and rituals sit. They are dealt with when I am in ‘Admin Mode’.
- Places. These are location/client specific, I have one for each client, one for home, one for my monthly CEO Group meeting etc/ My location/client contexts start with an @ - that makes it really easy to filter them when entering tasks.
- People. Several sub-contexts under here. Each of the kids, wife, CEO’s of the client businesses etc. This context gets purged quite regularly. More recently (esp. for Client CEOs and their key Staff) I have been starting tasks with their name and using the appropriate places context. I have perspectives set up for the client company which pull together the appropriate ‘Place’ and the appropriate ‘People’ into a single view. Perspectives are your friend and it is well worth playing with them as a way to consolidate several contexts into a single view.
- Errands, with the subcontexts for appropriate stores etc. Like many others errands isn’t used for General Shopping - that goes on the iOS ‘reminders list’ because all of us can add/tick off items - the errands is for low urgency items, mostly diy/hardware - there are GEO fenced locations to ‘remind’ me of appropriate tasks when I arrive, this has saved me from many ‘second trips’
- Mac. For stuff that I need a computer/internet to do.
- Planning. Like ‘Admin’ this is a ‘mode’ that I block out time to do. This can include working out the major steps in a project or putting tasks in the right place. Typical tasks in this context would be 'Plan - Redecorate Study’ or occasionally tasks that make up a key part of a project that suddenly occur to me that I don’t want to forget and for which there isn’t a full project yet .e.g. ‘Use accountability pairs in CGP Programme’. When I am in planning mode I will either create the project, or put the task in the right place.
- Reading. - stuff that needs to be read, This is a bit of an orphan context for me. If it is work then it will drop into the ‘Do’ Context ‘Read Board Papers for XXX’ if it is a ‘yeah, whenever’ thing then it should go into the ‘Someday/Maybe’ context
- Someday/Maybe - nuff said…
Typical Daily Workflow
My typical day will start in Admin mode, running through the morning ritual (which involves looking at the waiting list, checking diary etc.) then flagging the top 3 to 5 items for the day. At this point I will block out time in my diary for the flagged tasks around any meetings that I have - making sure that there is plenty of ‘faffing’ time for the interruptions etc. From here I work in my ‘Today’ context which shows tasks that are ‘Due or Flagged’ (For me due is in the next 5 days, but items with a due date are as rare as rocking horse dung in my database so if they are visible in the perspective it is very important)
If I am in any meetings/Clients I switch to the appropriate perspective to make sure I cover all of my questions/follow ups. I don’t capture actions directly into OmniFocus in meetings (it’s rude and distracting for the other person) but use an A5 case bound day-book. Late PM is back to Admin, transferring actions (theirs and mine) from the day book, cleaning down the inboxs etc.
Good Luck - As mentioned earlier the learning curve is huge, I regularly fall off the wagon and have to climb back on, each time gets a bit easier.
The best bits of advice I got were -
- Due dates should be rare, defer dates should be used as often as possible (and changed as often as needed).
- If in doubt about whether you will do something then stick it into ‘someday/maybe’ - you are going to put more things into OmniFocus than there are hours in the day to do them so kick as much into touch as you can at the start.
- Do your weekly review - remembering to set the review frequency of the project appropriately (not every project needs to be reviewed every week) If your weekly review takes too long, you need to diarise some planning time.
Edit: removed orphan brackets, included reference to Tickler project