Jan 10, 2020 If you want even more powerful features than Things, then you should look at the opposite side of the coin: OmniFocus 3. OmniFocus 3 follows in the more traditional GTD (Get Things Done) format, which can take some time to learn and understand fully.
If you want even more powerful features than Things, then you should look at the opposite side of the coin: OmniFocus 3. OmniFocus 3 follows in the more traditional GTD (Get Things Done) format, which can take some time to learn and understand fully. OmniFocus Pro 3.1.4 – GTD task manager with iOS companion app. OmniFocus helps you manage your tasks the way that you want, freeing you to focus your attention on the things that matter to you most. If iGTD is the most popular GTD app for the Mac, then for a long time that crown was held by Kinkless. It’s an ingenious workaround for OmniOutliner, a popular outlining program for the Mac. Using a well-written script, Kinkless automatically sorts and updates stuff. Official native apps are available on popular platforms such as Android, iPhone, iPad, Kindle, OS X, Windows and Linux. Open-source clients extend this support even more widely to various other platforms, such as webOS and the BlackBerry PlayBook. These apps embody the core philosophy of Simplenote: minimalism and focus on the note taking.
Are you the kind of person who makes a list at the beginning of the day and then crushes it before the sun goes down?
Or, are you the kind of person who wants to be that kind of person but ends most days with a handful of half-finished projects, missed deadlines, and emails awaiting responses?
Let’s be honest: We all want to be like the person in the first scenario, but most of us are fighting a constant battle to avoid being the second person.
Well, I have a secret for you.
“Getting Things Done” isn’t about being superhuman. It’s about having the right tools and using them effectively. It’s more Batman than Superman.
To get things done efficiently, both at work and in your personal life, you need a system that works. And as a project manager—either by title or by accident—organization and time management are essential skills.
After all, if you can’t keep track of your own priorities and schedule, how can you lead your team in those areas?
But sifting through thousands of productivity apps or trying to juggle projects between a dozen different apps on your phone is counterproductive. So, I’ve done the research for you and have found five apps you can start using today to get your “Getting Things Done” process in order.
What is the ‘Getting Things Done’ process?
If you’re not familiar with the “Getting Things Done” system, here’s a quick primer: “Getting Things Done” is a productivity philosophy based on the best-selling book of the same name by David Allen.
Since the book was first published in 2001, the “Getting Things Done” movement has become a phenomenon, with certified trainers franchised around the world and a global summit in 2008. How to run windows apps on mac.
Like Elvis Presley’s mantra (taking care of business, or TCB), “Getting Things Done” is known in shorthand as GTD.
The GTD system can be summed up by this principle: The more productive you are, the less stress you’ll have.
In other words, get more done in less time so you can relax more.
The key to this, according to Allen’s system, is to prioritize your inbox so that you can remove clutter and focus on your task at hand, while moving incomplete tasks into a reliable queue until they are your task at hand.
The “Getting Things Done” process requires the following tools:- Inbox
- Trash can
- Filing system for reference material
- Lists
- Calendar
In 2001, those tools were still physical—an actual file cabinet and desktop calendar. But in 2018, you can access versions of all of those tools on your phone.
For some people, having a physical calendar or to-do list is their most reliable way of getting organized, and that’s fine.
But technology has come a long way since the early 2000s, and apps are here to stay.
A GTD tool on your smartphone includes features—such as automation and collaboration—that your trusty old notebook or daily planner calendar just can’t compete with and can save your business time and money and help your team stay connected.
5 GTD apps to save time and reduce stress
Focusing on the GTD system’s five key tools--inbox, trash can, filing system, checklist, and calendar—we’ve come up with the five options below that address all of GTD’s steps.
I chose these options after reading through a handful of GTD message boards to see what real practitioners recommend and use themselves. These five tools came up over and over again. Some are iOS only (after all, there are quite a few Apple users out there), but I have also included cross-platform options so that everyone is covered.
Apps are listed in alphabetical order.
1. G Suite
Android | iOS
A Gmail inbox alongside the G Suite ecosystem of apps (Source)
The GTD system starts with the inbox, and G Suite—Google’s GTD-friendly ecosystem—has that covered with a little program called Gmail. You may have heard of it: It’s only the most popular cross-platform email client on the planet.
From there, you can archive old emails or file them away into sorted folders, for ongoing projects that you need to come back to.
G Suite also has Google Docs (or Keep) for taking notes and making checklists, and Google Calendar for keeping track of your team schedule. Collaboration is a strength in G Suite: Team members can comment and reply on everything from documents, to spreadsheets, to presentations. And of course, everything is integrated.
It’s almost like Google built G Suite with GTD in mind.
BEST FOR: Highly collaborative teams that are comfortable working in a Gmail-based environment.Price: $5 per user, per month for custom email domain, 30 GB storage, and 24/7 support. You can download the component apps individually for free.
2. Microsoft To-Do
Android | iOS https://yellowaus526.weebly.com/blog/mac-keyboard-close-app.
Microsoft To-Do on a laptop and an iPhone (Source)
If you’re already familiar with GTD apps and you’re wondering why Wunderlist (the beloved German task management app) isn’t on this list, it’s because Microsoft bought Wunderlist in 2015 and has promised to replace it with Microsoft To-Do.
As of the summer of 2018, Wunderlist is still hanging in there, but Microsoft To-Do general manager Ori Artman said in 2017 that, “Once we are confident that we have incorporated the best of Wunderlist into Microsoft To-Do, we will retire Wunderlist.”
The good news is that—as Artman said—Microsoft has promised to incorporate all of Wunderlist’s best features (such as a free version, collaboration, cross-platform functionality, notifications, and subtasks) into To-Do.
To-Do also includes hallmark feature My Day that allows users to pull a few tasks off their backlog to focus on tackling that day. https://yellowaus526.weebly.com/blog/mac-dock-group-apps. If you’re an Agile project management enthusiast, you’ll love this feature.
BEST FOR: Agile project managers comfortable working in an Office 365 environment who are looking for a super-simple GTD tool and don’t want to pay a dime for it.Price: Free
3. OmniFocus
OmniFocus running on an iPhone (Source)
OmniFocus is available only on iOS devices, so if you’re not an Apple user, you can skip ahead to number five. If you are an Apple user looking for a GTD app, you’ll want to give OmniFocus a good, long look.
Sacrificing hyper-simplicity for horsepower, OmniFocus adds some heft in the features department for users who don’t mind trading a little clutter in the UI in exchange for a few more functions.
The most recent update—OmniFocus 3, released in the spring of 2018—includes new features such as automation, tags, and batch editing. If you’re really serious about GTD, you’ll love the way OmniFocus was built specifically on a GTD foundation, guiding the user from inbox to processing and delegation to organization to action and review.
Keep in mind that collaboration is not a strong point for OmniFocus, which is designed for single users (the developer has a different product, OmniPlan, for team projects). If your projects require lots of collaboration, you’ll need a separate tool.
BEST FOR: GTD power users who do most of their work alone are fully committed to Apple products and don’t mind spending a little money for their GTD tool.Price: $39.99
4. Things
The lists view on the Things app (Source)
The curiously named “Things” app started as a Mac program by German startup Cultured Code in 2007 and was actually one of the first apps released for iPhone when the App Store launched in 2008.
Things has remained loyal to Apple, helping to launch the iPad and Apple Watch with updated versions of the popular productivity app. It won the prestigious Apple Design Award in 2009 and 2017 and is now in its third generation: “Things 3” was released in May 2017.
How has Things stuck around for more than a decade, gaining new disciples every year? Reviewers find that the minimalist design fits well with Apple’s ecosystem, and the app has just enough features—inbox, filing system, to-do list, calendar—to fully implement your GTD system without extraneous features to distract you.
While OmniFocus excels in customization and depth of features, Things excels through its simplicity and minimalist design. Like OmniFocus, Things also cuts out collaboration, so you can use it to get your own things done but you’ll need another tool to get your team involved.
BEST FOR: Solo users who want a simple, elegant GTD tool that fits right in with the clean, minimalist Apple aesthetic.Price: $9.99
5. Todoist
Android | iOS
Todoist’s view of a task-free day (wouldn’t that be nice? ) running in a browser (Source)
If the last two apps sounded perfect to you, but you don’t have an Apple device, you’re in luck. Todoist takes the best elements of OmniFocus and Things and delivers them in a cross-platform package. It even has a browser version.
Dating back to 2007 (the app was created by Bosnian refugee Amir Salihefendic as a way for him to organize his own projects), Todoist has built a user base five million strong (that’s halfway to Flintstones Vitamins)!
What sets Todoist apart? It has a free option, it includes collaboration tools (unlike OmniFocus and Things, which are designed for one user), and it has a unique gamification feature, rewarding users with “karma” for completing tasks.
It also has all the functions necessary to implement a streamlined GTD process. But perhaps Todoist’s greatest strength is that you can use it on any device with a browser.
BEST FOR: Brand-agnostic and budget-minded project leaders who just need to get things done.Price: Free
What are your favorite GTD apps?
There you have it. I hope these apps get your “Getting Things Done” process up and running smoothly and help you declutter. Remember, everyone needs to tailor their own system. So try out a few of these if you need to, and see what sticks.
Cross Platform Gtd Apps
What are your favorite GTD apps? Please share them in the comments!
If you’re hungry for more content on the “Getting Things Done” process, follow our project management blog, and check out these other articles:
Looking for Project Management software? Check out Capterra's list of the best Project Management software solutions.
Ever caught yourself procrastinating in the morning, only to feel overwhelmed at the end of the day? These two fluctuating states trick you into thinking you can “make” more time for yourself. When at best, you can only organize it. This is exactly what the Pomodoro Technique intends to do: break work into manageable chunks to keep your mind sharp and ready.
Let’s see what this productivity method is all about, along with the best Pomodoro apps to use to get you started.
What is the Pomodoro Technique?
The Pomodoro Technique was invented by Francisco Cirillo in the late ’80s as a means to study more efficiently. He used a kitchen timer in the shape of a tomato (“pomodoro” in Italian), forced himself to study for exactly 25 minutes, then took a break of 5 minutes. And it worked!
Cirillo discovered that to stay focused you have to work with time, not against it. To follow his advice, divide your projects and tasks into short sprints and reward yourself with regular breaks to recharge before the next sprint. This will boost your productivity and keep the creative juices flowing, without relying too much on your willpower.
Is this it? Frankly, yes. And that’s why the Pomodoro Technique is so attractive. You only need a timer and a paper to keep track of your pomodoros and focus single mindedly on a task.
I’d argue that the length of a work session and break can vary since it takes approximately between 5 and 15 minutes to achieve a flow state.
But here’s how the basic process looks like:
1. Choose a task you want to work on.
2. Set the Pomodoro timer to 25 minutes, the standard pomodoro duration.
3. Work on the task until the Pomodoro timer rings, then put a checkmark on a paper.
4. Take a short break of 5 minutes to do something non-work-related like stretching or making a call.
5. Take a longer break of 20-30 minutes after every 4 pomodoros. This will help you regroup your thoughts and rest before the next batch of pomodoros.
How the Pomodoro Technique works
Notice a couple of things here. You need to approximate how many pomodoros it takes to finish a task. This information is not ready accessible, but through some trial and error you should get the hang of it.
You also need to set up a timetable. Block your most important pomodoros for when you’re most creative (for me it’s the afternoon) and leave the rest for when you tend to get distracted. The point is to have a clear limit and motivate yourself enough to push things forward, as well as a clear boundary between work and spare time.
As for the pomodoro, know that it is a non-negotiable time unit. This means that whenever an emergency or colleague bumps in with a request, you have to either end the pomodoro right then or protect it from outside distractions until completed. In most cases, you can get by with telling your colleagues to reach out in 10 minutes. Otherwise, use the “inform, negotiate, schedule, call back” approach proposed by Cirillo:
- Inform the other person that you’re in the middle of something important.
- Negotiate with them a time to address the issue.
- Schedule it.
- Call back or give them a nudge when the pomodoro is over.
For distractions that are internal by nature like a new idea or article to read, write it down on your paper and proceed with your work until the Pomodoro timer rings. Calibrate battery mac app.
The benefits of using the Pomodoro Technique
To get a taste of how your life will look like after using the Pomodoro Technique, here are a few benefits to consider:
Improved concentration power
Not all of us can focus for extended periods of time. But everyone can make a little effort to put their heads down for 25 minutes, work, and take a break after.
In fact, a couple of researchers discovered that brief breaks actually improve the overall concentration power, or vigilance as they call it. They actually reset it, allowing you to start with a clean slate. Much like the bonus parts in most video games.
The Pomodoro Technique rests on the same principle. After each pomodoro, take full advantage of your break to recharge and keep your mind fresh for the next session of work. You’ll reduce the number of mistakes caused by a lack of concentration and avoid burnout in the long run.
Decreased back pain
Ever wondered why everyone is so obsessed with making 10,000 steps each day? As cliche as it may sound, sitting is the new smoking. I’m referring here to the health risks associated with excessive sitting, like cardiovascular diseases and diabetes. Which, according to this study, can’t be compensated by occasional leisure activities even if they exceed the minimum level of physical activity recommended.
In this context, the Pomodoro method becomes your greatest ally for slipping in more movement throughout the day. Use the five minute break to do a stretch, fill up your water bottle, or just chat with a coworker in the lobby area. Your back and shoulders will thank you later.
Get rid of the perfectionist mindset
This is the creator’s curse, also known as Parkinson’s Law, which I talked about in another article. According to it, work expands to fill the time available for its completion. To put it simply, if you have to complete a one hour task in two days, you’ll probably take the full two days. That’s because perfection sets in, making you fine-tune the task until the very end.
By all means, do what you need to do to create your best work. But don’t get stuck in endless revisions and ship it! Use the strict time limit of a pomodoro as a race to get things done and free up more time for other creative endeavors.
Best Pomodoro apps to try out
Enough with the benefits, time to get to the real work.
Again, because of the method’s simplicity, you only need a kitchen timer and a notebook or piece of paper to keep track of your pomodoros. That’s it. Nothing less, nothing more. This doesn’t give you enough insight into timesheets, the nature of your interruptions, or how did you progress on each of your tasks.
To automate the system and customize it to fit your workflow in terms of session lengths, ticking sounds, alerts, and so on, try out these Pomodoro apps:
Popular Mac Gtd Apps
1. PomoDone (Web, Mac, Windows, Linux, iOS, Android)
PomoDone Desktop App
Best for: using the Pomodoro Technique with a separate task or project management software
PomoDone connects with a wide variety of project management tools, allowing you to directly import tasks and time entries from the ones that already have a time tracking module – like Paymo.
If you are looking for modern and customizable all in one project tools that have already a time tracking module, here’s a list with software project management tools.
If you don’t use one, then you can add your own tasks directly into the app. Then clock in using their Pomodoro timer. A pretty robust one I have to say, since you can customize your own session lengths, set auto breaks, and add up an interruption note so you don’t have to rely on a notebook anymore.
PomoDone also comes with a great Chrome Extension that embeds the Pomodoro tracker in certain project management apps and blocks distracting websites if you know yourself to be a slippery procrastinator (I sure am from time to time).
Price:
- Lite plan ($2.29/month), with 3 integrations included
- Ultimate plan ($4.01/month), with unlimited integrations and unlimited log access
2. Focus Booster (Web, Mac, Windows, iOS, Android)
Focus Booster Mobile App
Best for: freelancers who do client-related work
Focus Booster seems to be a Pomodoro app that’s more oriented towards freelancers and agency owners since you can choose which client to track time for. All pomodoro sessions get automatically logged under a timesheets area, with the possibility to create manual entries on your own. The best part? You can actually export them into a CSV format so it’s much easier to invoice your client at the end of a month or project.
Data nerds, you’re in for a treat. In terms of analytics, you have complete visibility into how you’ve spent your time over a certain period thanks to the Reports Dashboard. This one also includes stats regarding your profitability and percentage of tracked time per each client, so you know which client brings in more cash.
I also like how you can save incomplete sessions and resume them when ready, a feature that will serve well first time Pomodoro users and hybrid fans.
![Gtd Gtd](/uploads/1/3/4/1/134124343/821002684.png)
Price:
- Free, but limited to 20 sessions
- Individual plan ($2.99/month), with 200 sessions and extended settings
- Unlimited plan ($4.99/month), with unlimited sessions and invoicing
3. Focus Keeper (iOS)
Focus Keeper tracker and chart views
Best for: iOS users
By far, the Focus Keeper Pomodoro app is the closest one to the authentic Pomodoro experience. It features a red background that lets you change the length of the pomodoro through a simple swipe (breaks have a blue one). And a ticking sound to know it’s focus time.
You can also set a goal in terms of the number of sessions you wish to accomplish each day, which I find very helpful. Too bad you can’t name them to know what you’re working on. The app has a notification centre though to remind about your session if you browse other apps on your phone.
There are many ways of customizing this app, from different themes to sounds and alarm levels for each session, short, and long break. Charts over the past 14 and 30 are days are there to help you monitor your productivity, limited to only the past 3 days with the free version.
The Pro one brings 10 premium ticking sounds to get more productive or relaxed, depending on the moment of the Pomodoro cycle, and a full view over your stats.
Price:
- Free, limited charts for the past 3 days
- Pro ($1.99/month), unlimited charts plus 10 ticking sounds
4. Focus To-Do: Pomodoro Timer & To Do List (Mac, Windows, iOS, Android)
Focus To-Do Mobile App
Best for: Android users
As the name states, Focus To-Do is an all-in-one Pomodoro timer and to-do list. Quite practical, as you can create projects to better categorize sessions, as well as set task priorities for a clear picture on what to work on first. It’s a bit unclear how many projects I’m allowed to create, since the app introduces you in a free trial of the premium version.
Other than that, I like the “Forest” feature which gamifies the whole user experience and let’s you contribute with your actions at growing a plant. If you don’t complete the daily challenges, you guessed it, the plant dies. An interesting way to build up motivation and stick with the Pomodoro Technique.
This Pomodoro timer also comes with a trend chart of all your completed to-dos and statistics over how you’ve spent your time for each project.
Price:
- Free
- Premium (£2.99/3 months), with unlimited projects, app whitelist, daily/weekly/monthly report, repeating tasks,reminder tasks
5. Marinara Timer (Web)
Shareable links in the Marinara Timer
Best for: teams who want to share their online Pomodoro timers
If you’re looking for a simple Pomodoro app that doesn’t require any setup whatsoever, not even a signup, then Marinara Timer is the way to go. Just open it in a separate web browser tab and pin it there.
In terms of options, you’re lucky enough. The team behind this app thinks the Pomodoro method is a bit too rigid, that’s why they made three timers available:
- A traditional pomodoro with the 25-5 minutes cycles
- Custom one, where you can change the length of each work session and rename them
- Kitchen one, where you set a time limit and let it run backwards
What sets it apart though is the ability to share your timer through a URL. In case you wish to synchronize work with your team and take a break together, or just share your pomodoro clock with a manager. There are two links, an admin one and a viewer link, to avoid stepping on each other’s feet and make sure no timer is stopped by accident. A cautious feature indeed!
Price: Free
Are Pomodoro apps for everyone?
No, not really. The method is best suited for creatives, those who need to ship work and have deadlines in place for them: designers, developers, copywriters, and so on. For them, the boxed sprints might catalyze productivity while also making sure they don’t waste too much time and effort on trivial things.
But what about if you’re a customer support rep or someone who has to do continuous work as it comes in? You can still hack the method and run a few pomodoros back-to-back until you finish the self-imposed target: 50 tickets in one hour, 30 emails in under 30 minutes, you name it. Do a break, then pick up work from where you left it.
It’s not advisable to use a Pomodoro timer when you are engaged in fast-paced projects where changes can occur at any minute. Or when you’re someone who requires a lot of input from the others, like a team leader or sales ops manager.
How does the Pomodoro Technique work with other productivity methods
In essence, a pomodoro focuses more on doing tasks in a timely manner as opposed to planning them. That’s why it’s better to combine it with other productivity methods.
Like the Getting Things Done (GTD) method. Use it to process and organize work, then rely on the Pomodoro Technique to actually get things done. It also works well with the Eisenhower Decision Matrix to prioritize tasks before actually doing them, as well as the Kanban method which relies on continuous delivery and improvement of your workflow. A practice that is also encouraged by Cirillo who insists on spending the first and last 5 minutes of a pomodoro session to recap and review work. For improvement purposes, again.
Note
Don’t overdo this part or else you’ll ruin the simplicity provided by the Pomodoro method.
Final thoughts
With the existing theory and best Pomodoro apps at hand, you should already be able to use the method on your own. Yes, it will take some time to get the hang of it, but you can only reap its benefits if you try it first hand.
Before we part away, remember that the Pomodoro method is just that – a way for you to get into the zone and recharge your energy with regular breaks. If you happen to be half way through your work and the Pomodoro timer has ringed, stop it, continue with your task, and take a break only after you’ve finished it.
Under all conditions, don’t try to push it if it doesn’t work for you. To put it Ryan Holiday’s words:
What we need is something sustainable. Something balanced. Something deliberate without being forced. Purposeful without being obsessed with productivity.
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Pomodoro Technique definition
The benefits of using the Pomodoro Technique
Best Pomodoro apps to try out
Are Pomodoro apps for everyone?
How the Pomodoro Technique works with other productivity methods
The benefits of using the Pomodoro Technique
Best Pomodoro apps to try out
Are Pomodoro apps for everyone?
How the Pomodoro Technique works with other productivity methods