Only a few weeks ago, I wrote about how much I was enjoying my return to OmniFocus. Yet today, I find myself back using ToDoist.
If I’m honest, the OmniFocus experiment only lasted a couple of weeks.
What’s wrong with OmniFocus? Nothing. It’s a superb app. But after using it intensively for work and personal projects, I realised that all its amazing functionality was slowing me down. I was spending too much time setting up custom perspectives and trying to figure out how to set it up ‘just so’.
It’s complexity was – for me – its downfall.
I took an evening to get slip back into ToDoist and (cliche alert!) it was like stepping into a favourite – and comfortable – pair of shoes. While ToDost doesn’t have all the whizz-bang of OmniFocus, it makes life easier for me.
And isn’t that the point of these apps?
I’ve realised that I need a quick and simple task management app, not an app that can launch a thousand ships. I’ve also realised that I really like sharing projects, something that isn’t possible with OmniFocus and is just a couple of clicks away with ToDoist.
In fact, last week I upgraded to ToDoist for Business, so that I can use it with colleagues on a project-by-project basis. Great for delegation!
Another difference that I really noticed was that OmniFocus uses tags very differently. I’d built up the habit of assigning multiple tags to tasks in ToDoist (e.g. ‘phone’, ‘5mins’ and so on) which allowed the task to appear in various perspectives. OmniFocus forces you to chose a single tag and I realised this was causing me to slow down and spend time considering which was the most appropriate tag.
Really counterintuitive for a ‘productivity’ app.
In ToDoist, I use tags (or ‘labels’) with abandon, so I can understand the perceived difficulty of a task, what tools I’ll need, where I’ll need to be and who else is involved. I work in various locations and with a lot of different people, so this is very important to me.
Flicking through the labels column allows me to see what I can do where I am or who I’m with. This gives me incredible flexibility and is the very opposite of a static ‘to do’ list on paper, where tasks appear based on the order in which you thought to write them down.
So, while OmniFocus thoroughly deserves all the accolades it’s received over the years, it’s just not for me. ToDoist helps me get more done and it’s only by trying another app that I’ve realised it. A slightly inefficient and time-consuming exercise, but worth it in the end, I think.
All of which for me means that there is no one, perfect task management app. What works for me may not work for you and vice versa. And when considering which one to use in 2016, maybe try a few different ones and see how they work for you. On top of all the apps’ functionality, there’s one very important metric: do you want to use it? If you don’t, it’s going to sit unused on your computer/smartphone and you’ll fall back on your memory.
Which is never a good idea.