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Originally Posted by prominence View Post
But like I said.. just feels like I don't "have enough" to put into OmniFocus.. any responses/advice to this?
Can I send you some of my work?

But seriously, I think you've raised the crucial point here:

I guess where I get hung-up is when trying to decide what exact folders to make and what constitutes taking the time to put into OmniFocus or if I should just leave it in the back of my head.
If you can leave stuff in the back of your head and trust that you won't forget it at the opportune moment, then more power to you. I can't trust myself to do that. I could, more or less, when I was in my 20s and early 30s, but either aging or a broader set of responsibilities makes that impossible for me.

These days, if something pops into the front of my head, I have a simple decision tree that I use:

Is this at all potentially important or interesting?
  • NO: Do nothing
  • YES: Can I do it now, ideally in less than two minutes?
    • YES: Do it now
    • NO: Enter it in OmniFocus or in an inbox that will make its way to OmniFocus

Once I know it's in my "trusted system" (as David Allen says), I no longer need to devote any effort to remembering it. That's a liberating feeling for me.

As for your hierarchy, I think you're spot on: folders are areas of responsibility that don't have a clear end (or, if there is an end, it's because you've changed jobs/children are out of the house/whatever), projects are concrete goals that can be completed, and actions are steps toward that goal. For me, "House" is a folder, "Reorganized garage" is a project, and "Install wall hooks for hand tools" is an action. (A purist might make "Install wall hooks" a project, since it might involve buying hooks, getting the tools required to install them, etc. Since I have them on hand, it's effectively a one step action for me.)

In the end, I think OmniFocus or any task manager is most useful if you enter just enough detail to make sure you won't forget anything. If you do something habitually--e.g. a morning stretching routine, brushing your teeth, etc.--it doesn't need to go in OmniFocus. If there is some other prompt that will get you to do something--like a sink full of dirty dishes that prompts you to load the dishwasher--it doesn't need to go into OmniFocus. If it's in your calendar and scanning your calendar will be a good enough reminder, it doesn't need to go into OmniFocus. But if you can't count on a concrete reminder, then it should go into OmniFocus.