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Things for Mac: Intuitive & Streamlined Task Management Software

Things for Mac: Intuitive & Streamlined Task Management Software

things

    I’ve followed the development of Cultured Code’s Things with keen interest since it was announced in its early stages. It seemed like it was going to come closer to providing a truly seamless and ubiquitous, but most importantly, smooth application for managing the things that need to get done each day.

    My problem with task management applications is this: they require too much conscious effort on my part. Task management apps should flow, should make using them easier than jotting things down on a napkin. Many are perfectly functional but don’t put the effort into creating that flow. Things is the first OS X task management application I tried where I felt like I didn’t really have to try, despite it some similar features to other offerings.

    It received its fair share of praise and criticism while in beta, and I referenced both Things for Mac and Things Touch (the iPhone and iPod touch version) in articles here and elsewhere, but I always find it best – in terms of good etiquette, at least – to allow a product to exit beta before judging it.

    For those of you who want to save time, my verdict is this: it’s still the smoothest experience, and I still don’t feel like I have to try. For those who want the grand tour, follow along with me.

    The Inbox

    The first thing you’ll see when you open Things is the Inbox. Falling in line with good GTD methodology, you capture everything in your inbox as you go, and you process it later at an appropriate time. For me, this is the cornerstone of the system, and any good custom productivity system, because it allows you to keep track of everything that needs doing without allowing it to steal mental processing power and attention at that time.

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    1inbox

      The Inbox is built so that you can rapidly enter tasks in succession as they come to mind, which is great for a mind-dumping session. You can just enter the tasks as they are, or you can include notes and a deadline. Usually for a mind-dump, the description of the task is sufficient, but the extra features come in handy.

      Of course, rapid mind-dumping is important and Things caters to this, but perhaps even more important is ubiquitous capture. If all you want is ubiquitous capture on your one computer running Things, you’ve got it with the help of the Quick Entry feature. Tap a keystroke on your keyboard, and this window will appear:

      1bquickentry

        After you’ve captured tasks either on the fly with Quick Entry or in a mind-dumping session, getting those tasks sorted is an easy and smooth process. Once you’ve done some initial set-up work with Things, it’s a matter of drag-and-drop, and the occasional need to begin a new project or area of responsibility.

        Things offers ubiquitous capture beyond the computer, but it comes at a price. That price is the need to own an iPhone or iPod touch. You can then purchase and install Things Touch which is an excellent companion with sync capability, but is the subject of another review, another day.

        Today

        One of my favorite parts of Things is the Today screen. This section allows you to see tasks you have either manually designated or automatically (and perhaps recurringly) scheduled to fall on the current day. Basically, it lets you narrow down and focus exclusively on the tasks you wanted to get done today, and it reminds you of any deadlines that might’ve slipped past your memory.

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        2today

          I often have hundreds or thousands of tasks floating around in my task management software. Don’t worry, I haven’t been writing one thing here and doing another for the past year, because many of these are someday/maybe tasks I’d like to get around to in the future, when I have the time and inclination. But still, having dozens of projects and plenty of someday ideas can be a little distracting when you need to hunker down and work. I don’t need to or want to see them on a day-to-day basis; I need to see what I assigned for today on my last weekly review, hunker down, and get off the computer in time for dinner.

          And this is something I miss in too many programs: there’s not enough to focus you. There’s plenty to capture, sort, record, archive, and do all sorts of librarianesque stuff. But focus is perhaps the most important, and most frequently missing, key to having an effective and efficient day.

          Next

          The Next screen is another pane of focus, but of a different sort. Today is a focus restrained by chronological factors. Next is, as GTDers would expect, a list of the immediate next actions of each project or area of responsibility you’ve used Things to track. Today helps you focus on what you need to do to finish work and go home. Next helps you focus on what you need to do to move each of your projects forward, whether you want to finish them this week or this year.

          3next

            Scheduled & Projects

            The Scheduled pane shows you a list of all tasks for which you’ve elected to assign a due date or a recurrence. The way the data is presented is refreshing; some programs sort the tasks by numerical dates (like 12/12/12). It’s important to see this data, but what’s better is to sort the tasks by a more human-readable name and provide the exact date next to the task description as Things has done.

            So what you get here are tasks sorted by names like Daily, Every month, or just March, to give you an overview of when and how often things happen:

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            4scheduled1

              I would suggest that Cultured Code implement a calendar view so you can see what’s coming up in a more tangible way.

              Projects is a succinct, well-presented listing of all your active projects, as well as your someday and scheduled projects which can be hidden from view until the time comes. I haven’t got a lot of them going on in this reviewing deployment of Things – there are a heap in my day-to-day deployment and I’ve just taken that and stripped it of sensitive projects for screenshots, and that happened to be most of them!

              5projects

                Things will give you the name and rough due date of the project, along with the number of tasks inside and a satisfying checkbox for when you’ve completed the whole thing.

                The pane for active projects themselves gives you all the information you’ve recorded regarding the project as a whole at the top — description, due date, notes, tags, and so on — followed by a listing of all the tasks that comprise the project, with similar data available. You need to double-click tasks to see info other than the description (which I think is a good thing), but the project overview information is persistent:

                6activeproject

                  Area of Responsibility provides a place to assign those tasks that don’t fall under a time-constrainted, results-oriented project, and are either one-offs or recurring tasks for a role you occupy. This pane works a lot like the Inbox, a clean listing of the tasks, and nothing but the tasks.

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                  Someday

                  Every good system needs a place for you to dump the ideas you’ve ubiquitously captured but can’t or don’t want to work on yet. Someday items and projects stay out of the road until you’re ready to review them or drag them onto the production line. If a piece of task management software doesn’t have a Someday section, I won’t use it, so I’m glad to see this.

                  someday

                    What I’d Like to See

                    While Things is a great piece of software and is now my preferred day-to-day digital task management system, there’s one place where I think it falls down the most: synchronization. The ability to sync between my phone and one Mac is a great start, but I have more than one Mac and I spend equal amounts of time working on each.

                    So while Things works great when I’m out and about and need to remember something, or I’m plugging away at my iMac, I’m left out in the cold while I’m on my Macbook Pro. So far I’ve made this work by using Things Touch, but trust me when I say this approach gets mighty tiresome. I’m longing for Things to synchronize between my iPhone and multiple Macs.

                    Perhaps the best way to facilitate this would be by syncing through a service like Remember the Milk; it saves Cultured Code from having to develop an entire online infrastructure to facilitate said synchronization over the Internet, and it allows you to access your tasks wherever there’s an Internet connection if you don’t have an iPhone or you lose it.

                    Go take a look at Things for Mac — I highly recommend it!

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                    Joel Falconer

                    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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                    Last Updated on September 16, 2019

                    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

                    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

                    You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

                    We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

                    The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

                    Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

                    1. Break Your Work into Little Steps

                    Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

                    For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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                    • (1) Research
                    • (2) Deciding the topic
                    • (3) Creating the outline
                    • (4) Drafting the content
                    • (5) Writing Chapters #1 to #10,
                    • (6) Revision
                    • (7) etc.

                    Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

                    2. Change Your Environment

                    Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

                    One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

                    3. Create a Detailed Timeline with Specific Deadlines

                    Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

                    Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

                    My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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                    Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

                    4. Eliminate Your Procrastination Pit-Stops

                    If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

                    Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

                    I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

                    5. Hang out with People Who Inspire You to Take Action

                    I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

                    Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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                    As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

                    6. Get a Buddy

                    Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

                    I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

                    7. Tell Others About Your Goals

                    This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

                    For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

                    8. Seek out Someone Who Has Already Achieved the Outcome

                    What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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                    9. Re-Clarify Your Goals

                    If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

                    Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

                    10. Stop Over-Complicating Things

                    Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

                    Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

                    11. Get a Grip and Just Do It

                    At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

                    Reality check:

                    I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

                    More About Procrastination

                    Featured photo credit: Malvestida Magazine via unsplash.com

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