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30 Days With: OmniOutliner Professional

30 Days With: OmniOutliner Professional

    Editor’s note:

     This is a featured post in our ongoing series “30 Days With” which outlines the use of a productivity tool, service, or product that we have used for the past 30 days. We want to provide our readers with an in depth view of tools and products that they are interested in and provide them our thoughts as well as ways to use these products faster and better. Enjoy.

    I love outlines and I think in them. I love to be able to quickly make a list, add children to certain topics or ideas and then easily sort that list. For many years I have used the Outline mode in Microsoft Word and then in Microsoft OneNote to make my outlines, take notes, create plans, and plan projects. This was several years ago before I switched to Mac and ever since then my use of the Microsoft Office suite (at least for personal use) has slowly been diminishing with the availability of excellent replacement apps on Mac as well as Google Docs.

    The outlining tool for the Mac is OmniOutliner Professional, plain and simple. In doing a quick search of the Mac App Store there are a few other outlining applications, but OmniOutliner is the one that wins with its feature set, ease of use, excellent interface, and design decisions.

    I have been using OmniOutliner 3 a little over 30 days now. Below is my accounting of that experience.

    What OmniOutliner got right

    Let’s first take a look at what OmniOutliner does the best.

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    Ease of use

    The first Omni Group product that I had the pleasure to use was OmniFocus. OmniFocus is awesome because of how easy it is to use and organize things, that is once you get over the small learning curve. What OmniOutliner gets right is that it uses the same type of list creation interface that OF uses that makes creating a parented list of items dead simple and super fast to do. You can easily drag and drop items, reorder them, indent and outdent them, sort them, etc. This is probably the main reason that OmniOutliner is so good.

    Oh, the export options

      Something else of note is that OmniOutliner accepts the growing in popularity outline format OPML (Outline Processor Markup Language) making it pretty darn versatile. I have taken mindmaps from iPad or Mac, exported them to OMPL, and then opened them in OmniOutliner. I could then easily organize my outline once in OmniOutliner. This is much easier than organizing in a traditional mindmapping application because organizing tends to be a more linear process than actual brainstorming. Also, with OMPL I can open up my outline in Scrivener and then sync different sections of text with Dropbox and have access to it with any text editing app I use.

      Exporting options in OmniOutliner are superb. You can even share with your Microsoft Word using friends or create a quick HTML page that you can open and view with any web browser.

      Two dimensions

      OmniOutliner gives you the option of adding multiple columns. This opens up a whole new dimension to your outlines allowing for almost any type of data to be stored like a check register, task list, budget, contact list, time log, or any other type of small “database” data.

      Two dimensional outlines coupled with the next point make OmniOutliner very powerful.

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      Datatypes

        I love that OmniOutliner supports several different datatypes. You can set a column to any data type that you want including dates and duration, amounts, checkboxes, pop up lists, etc. Another nicety is that you can then sort your rows by the columns’ data types allowing for ease of sorting your outline data.

        Something else great is that OmniOutliner has a nice short hand for durations. So, you can type something like, “12w148h” and OmniOutliner will convert it to “15w 3d 4h”.

        What OmniOutliner got wrong (for me)

        There isn’t too much that is “wrong” per se with OmniOutliner, but there is one glaring issue that I encountered for the first couple of weeks of use of the app: it’s complexity and my own tendency to want to fiddle and tweak it.

        Complexity

        There is a good quote on the Omni Group’s site for OmniOutliner,

        “If you can think it, it is possible with OmniOutliner 3 Pro.”

        – IT-Enquirer

        This is both a blessing and a curse. OmniOutliner is one of the best apps I know for creating a simple, nested list, but also templates for creating budgets, keeping an inventory of things, planning projects, etc. But there are almost endless options for font styles, line heights, tab spaces, etc. Its versatility and complicated nature make it an app that has to be learned with an overcoming of a steep learning curve, that is, if you want to use the more advanced features of the applications.

        If you are simply wanting to create simple lists and outlines, change their appearance a bit, and use them for keeping track of things, that is pretty straight forward. But, the notion of “if you can think it, it is possible,” leads to the potential for thinking that you need to tweak the application and your document to be perfect in some way.

        What can you do with this thing?

          Like I said above there really is not too much of a limit to what you can do with OmniOutliner as you are only limited by your imagination and time. I have used OmniOutliner as an intermediary step to project planning by following the process that I mentioned above by first planning a project with a mindmapping application an then importing the OPML. This is even more powerful when you find that you can easily drag-and-drop your outline into OmniFocus where it will ask you what columns in your outline match up with the inherent columns in your OmniFocus setup (name, project, context, due date, etc.)

          I found that creating quick budgets and some basic things that I would use spreadsheets for can easily be done in OmniOutliner because of its sorting and summation capabilities.

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            Another thing OmniOutliner is good for, and something that I am working on now, is using it as a way to store information, like research that I may be doing for an article, keeping track of product warranty information, a list of hardware for the company I work for, and other things that would “traditionally” be stored in a database of some kind. OmniOutliner is a great way to create a personal database of sorts, but only if you and possibly a small team are going to access and manage it. Anything larger than this, especially with need of custom reports and views, there are much better options.

            Does it replace anything?

            I can’t say that OmniOutliner has replaced anything completely in my workflow as of today, but has definitely added value to it. I could see OmniOutliner replacing Evernote for the way that I keep data (mostly research and links) while using my MacBook or Mac, but can’t do anything like Evernote can do while I’m mobile with my iPhone.

            If you just do basic calculations and sorting in Excel or Numbers, then OmniOutliner may be able to replace that. But really, OmniOutliner feels like a product of its own and if you are in need of a good outlining application, this is the app to get for Mac.

            Conclusion

            My 30 days with OmniOutliner has gone a little longer because of my growing love for the app. I love taking notes with it, organizing ideas, keeping track of small datasets, and summing up values. But, the thing that makes OmniOutliner so darn compelling is Omni’s excellent outlining engine that is also included in OmniFocus. It make organizing and moving things so easy and once you use it and try something else for outlining, you will see just how awesome it really is.

            The long and the short of it; OmniOutliner is the best way to create outlines on the Mac or any platform for that matter and if you want that, the $39.99 for OmniOutliner 3 or $69.99 for OmniOutliner Professional is totally worth it.

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            More by this author

            CM Smith

            A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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            Last Updated on October 15, 2019

            Is Procrastination Bad? The Truth About Procrastination Revealed

            Is Procrastination Bad? The Truth About Procrastination Revealed

            Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

            Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

            There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

            Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

            Why we procrastinate after all

            We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

            Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

            Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

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            To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

            If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

            So, is procrastination bad?

            Yes it is.

            Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

            Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

            Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

            It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

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            The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

            Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

            For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

            A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

            Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

            Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

            How bad procrastination can be

            Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

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            After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

            One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

            That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

            Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

            In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

            You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

            More consequences of procrastination can be found in this article:

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            8 Dreadful Effects of Procrastination That Can Destroy Your Life

            Procrastination, a technical failure

            Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

            It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

            It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

            Featured photo credit: chuttersnap via unsplash.com

            Reference

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