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Battle of the Mac and iOS Productivity Apps: OmniFocus vs. Things 2.0

Battle of the Mac and iOS Productivity Apps: OmniFocus vs. Things 2.0

    If you are someone that likes to Get Things Done on a Mac, (and I do mean that in a GTD type of way) there have been two Mac apps that have been prevalent for most users in the past few years; OmniFocus by The Omni Group and Things by Cultured Code.

    Things sat on the sidelines for the last couple of years because of a lack of good cloud sync, that is, sync that didn’t require you to be by your Mac or on the same network, happened throughout the day as you were checking things off, and kept the Mac, iPad, and iPhone apps in sync. OmniFocus has had reliable sync for sometime through WebDAV and then with the new Omni Sync Server. But, with the release of Things Cloud and then Things 2.0, Cultured Code has proven that Things isn’t dead. But, how does Things 2.0 fair against one of the best, most powerful productivity apps on the Mac even after all its new features? Let’s take a look.

    Structure

    We are going to take a look at each app separately. There is no scoring or anything corny like that. This comes from my experience of using both apps for an extended period of time.

    OmniFocus

    OmniFocus for Mac by the Omni Group is now only $39.99 and can be had through the Mac App Store or the Omni Store. The iPhone app is $19.99 and the iPad app is $19.99.

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    Ease of use

    OmniFocus is not necessarily the easiest app to use, especially at first crack. This is mostly due to its many features and ways that you can customize it. The thing is that once you get over a tiny learning curve (there are a lot of great resources for this) you can create new tasks, outline projects, create powerful perspectives, and slice-and-dice your data easily. It’s worth diving into to get this added functionality.

    The iPad app may be the most straightforward of all of the apps on first use, but don’t let that fool you. You can basically do everything that the Mac app can offer, except create perspectives. In fact, many things on the app iPad especially reviewing your projects are super easy because of Omni’s infamous Review and Forecast modes.

    Features

    If you need a “professional grade” personal productivity app, OmniFocus has the features to cover you. Here are just a few of the features that you get with OmniFocus:

    • Quick add to your “inbox” with just a single tap on the iPad or iPhone and with a nifty user changeable keyboard shortcut on the Mac.
    • Actions can have names, project, context, due and start dates, time estimation, flagged (on or off), and even a note field where you can store links and many other pieces of media like documents, sounds, etc.
    • A free Omni Sync Server that you can use to sync several Macs, iPhones, and iPads (currently syncing three Macs, and iPhone, and an iPad.
    • Intelligent backup features so you don’t lose your data or so you can make a backup of your task and project “library” so you can start over.
    • The iPhone has integration with Siri by adding to your default Reminder list or to an OmniFocus list.
    • Ability to outline hierarchy of Folders, Projects and then groups of tasks (you can even have groups of groups if you want to get really crazy).
    • Powerful Perspective feature allows you to create different “views” of your data based on focus of a specific groups of projects or contexts. You can’t create perspectives on iOS and only context-based perspectives are available as of this writing.
      • An extensive AppleScript API that allows you to basically do everything that you can do via the app.
      • Location-based context creation via the iPad or iPhone apps allow you to lock a GPS location, search parameter, contact address, as well as a notification when you arrive or when you leave.
        Location based contexts
        • Review mode to keep you on top of your projects and deadlines. You can make your project set to review any timespan that you want like every week, month, year, etc.
          OmniFocus Review Mode on Mac
          • Project status of Active, On Hold, Complete, or Canceled.
          • In depth repeat functions of Repeat every day, week, month, etc., start again after a certain time, or even make something due again after a certain time.
          • A extremely geeky and fan-boyish community of people that love them some OmniFocus (that’s a feature, right?).
          • Excellent communication and support from developers and “Support Ninjas.”

          OmniFocus is a powerhouse when it comes to features. It sports pretty much every feature you may want in a productivity app for Mac and iOS.

          Cons

          I love OmniFocus but there are a few issues:

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          • Sync is entirely too slow, especially when you have a large database and attachments. You can rebuild your database, but the sync is still slow.
          • Not easy to use and could have “feature-overload”. OF is a great tool, but it can be extremely overwhelming for a new user.
          • The design needs some work. You can customize the Mac app to your liking, but there is a general blandness and boringness to the design.
          • Only context-based perspectives on the iPad. Also, you have to have a Mac to create perspectives.

          OmniFocus is definitely a staple of Mac productivity applications and is favorited by many, but with let’s see what Things 2.0 has to offer the user and if it can beat out OmniFocus.

          Things

          Things for Mac by Cultured Code is available for $49.99 through the Mac App Store. You can also purchase the iPad version for $19.99 or the iPhone version for $9.99.

          Things 2.0 was released and Things Cloud availability started on August 9th, 2012.

          Ease of use

          Things is a delightfully easy and beautiful app to use. The layout and design invites you to start adding tasks, adding tags, due dates, and assigning those to-dos to projects. Adding tasks is simple on all versions of the app by simply clicking or tapping the new todo button. Assigning due dates and tags to a task is just as simple. After you have added a new task you can fill out the information and the to-do is ready to go.

          Things also has an easy way to add project by clicking or tapping the new project button. Projects can have one flat list of to-dos with separate due dates or an overall due date for the project. Tags in Things makes it easy to assign different categories and “contexts” to your tasks. You can also assign more than one per task which is a nice and powerful touch.

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            Easily add to-dos or projects

            Things also stores your finished to-dos in the Logbook, a chronological list of what you have completed.

            Features

            Things isn’t as featured-laden as OmniFocus, but the features it was are well thought out and useful.

            • Quick add of to-dos via tap of new To-do button on Mac and iOS, or the quick add keyboard combo on Mac.
            • Tasks can be added with a name, due date, tags, notes, and can be made repeating.
            • Projects can be added with a name, due date, tags, and notes.
            • Tags allow you to tag your to-dos and projects in multiple ways so you can view your data in different perspectives. Allows for multiple tag selection on Mac but only one tag on iOS.
              Multiple tag selection
              • Projects can have multiple to-dos associated with them and can have their own due dates.
              • Focus views give you a Today view, Next actions, Scheduled, Someday, and Projects. You can view your tasks that are due or scheduled for a certain day as well as tasks that you may want to do sometime later via Someday.
              • Things Areas are a way to segregate projects and tasks by Areas of your life, or simply by subject. It’s basically another organizational unit outside of projects.
              • Daily Review on Mac and iOS gives you a handy list of tasks that were scheduled to start on the current day. You can then assign them to do today or dismiss them until tomorrow.
                Daily Review on iPhone
                • Extremely fast and reliable sync through Things Cloud. It’s free too.
                • Ability to only see a certain number of tasks for a project in your Next list to help keep you focused.
                See only the to-dos you want
                  • In depth schedule and repeat functions. Can set repeats to almost any daily, weekly, monthly, bi-weekly, yearly, combo that you can think of.
                  • Excellent new scrolling calendar view for adding a due date.
                    Scrolling Calendar

                    Cons

                    Things is so gorgeous that I don’t want to say anything bad about it, but there are some glaring issues.

                    • Inconsistent experience across platforms. Sorting by multiple tags can be done on Mac but not iOS. Adding a Contact to a task can be done on Mac but not iOS. You can’t add repeating to-dos to a project on iOS nor can you convert a to-do to project easily.
                    • Adding projects to a new to-do can be tough when you have a lot of projects because of the lack of smart autocomplete on the project field. You have to choose from a list.
                    • Can only see single to-dos or projects in an Area, not the to-dos that are assigned to a project.
                    • When having multiple projects (25 or more) Things starts to get cluttered under Active Projects. Areas help, but Folders would be more appropriate.
                    • Lack of communication amongst Cultured Code and their customers.

                    Conclusion

                    First things first. Things 2.0 and OmniFocus are both terrific apps that are out there helping people get things done every day, even as you read this. Things has been behind in the last couple of years and with the addition of its stellar Cloud Sync and new Daily Review it has started to bridge the gap in features, but is still behind OmniFocus.

                    Sure, OmniFocus is a very complicated and sometimes difficult app to use, but it has all the features that Things has (aside from some implementation details) and is constantly and consistently being updated which is a killer feature in and of itself. Things 2.0 is good now, but The Omni Group is working on OmniFocus 2.0 and it will assuredly add new features that Culture Code will be behind in once again.

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                    So, the winner?

                    While I would say that I recommend Things for the “novice” GTD and productivity user out there, it wouldn’t make sense to recommend a product on shear ease of use and attractiveness. Things is definitely nice looking and feels light and bubbly to use, but after a new user gets passed the initial phase of getting used to OmniFocus they will find those extra features extremely useful and eventually require them in their workflow.

                    I highly recommend taking the time and energy to learn something a little more complicated that will be useful in more situations and for a longer time. Despite the great improvements to Things 2.0, OmniFocus is still the pick if you want to be king of your productivity.

                    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 May 22, 2019

                    The Pomodoro Technique: Is It Right for You to Boost Productivity?

                    The Pomodoro Technique: Is It Right for You to Boost Productivity?

                    If you spend any time at all researching life hacks, you’ve probably heard of the famous Pomodoro Technique.

                    Created in the 1980s by Francesco Cirillo, the Pomodoro Technique is one of the more popular time management life hacks used today. But this method isn’t for everyone, and for every person who is a passionate adherent of the system, there is another person who is critical of the results.

                    Is the Pomodoro Technique right for you? It’s a matter of personal preference. But if you are curious about the benefits of using the technique, this article will break down the basic information you will need to decide if this technique is worth trying out.

                    What is the Pomodoro Technique?

                    The Pomodoro Technique is a time management philosophy that aims to provide the user with maximum focus and creative freshness, thereby allowing them to complete projects faster with less mental fatigue.

                    The process is simple:

                    For every project throughout the day, you budget your time into short increments and take breaks periodically.

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                    You work for 25 minutes, then take break for five minutes.

                    Each 25-minute work period is called a “pomodoro”, named after the Italian word for tomato. Francesco Cirillo used a kitchen timer shaped like a tomato as his personal timer, and thus the method’s name.

                    After four “pomodoros” have passed, (100 minutes of work time with 15 minutes of break time) you then take a 15-20 minute break.

                    Every time you finish a pomodoro, you mark your progress with an “X”, and note the number of times you had the impulse to procrastinate or switch gears to work on another task for each 25-minute chunk of time.

                    How the Pomodoro Technique boosts your productivity

                    Frequent breaks keep your mind fresh and focused. According to the official Pomodoro website, the system is easy to use and you will see results very quickly:

                    “You will probably begin to notice a difference in your work or study process within a day or two. True mastery of the technique takes from seven to twenty days of constant use.”

                    If you have a large and varied to-do list, using the Pomodoro Technique can help you crank through projects faster by forcing you to adhere to strict timing.

                    Watching the timer wind down can spur you to wrap up your current task more quickly, and spreading a task over two or three pomodoros can keep you from getting frustrated.

                    The constant timing of your activities makes you more accountable for your tasks and minimizes the time you spend procrastinating.

                    You’ll grow to “respect the tomato”, and that can help you to better handle your workload.

                    Successful people who love it

                    Steven Sande of The Unofficial Apple Weblog is a fan of the system, and has compiled a great list of Apple-compatible Pomodoro tools.

                    Before he started using the technique, he said,

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                    “Sometimes I couldn’t figure out how to organize a single day in my calendar, simply because I would jump around to all sorts of projects and never get even one of them accomplished.”

                    Another proponent of the Pomodoro Technique is Sue Shellenbarger of the Wall Street Journal. Shellenbarger tried out this system along with several other similar methods for time management, and said,

                    “It eased my anxiety over the passing of time and also made me more efficient; refreshed by breaks, for example, I halved the total time required to fact-check a column.”

                    Any cons for the Pomodoro Technique?

                    Despite the number of Pomodoro-heads out there, the system isn’t without its critics. Colin T. Miller, a Yahoo! employee and blogger, tried using the Pomodoro Technique and had some issues:[1]

                    “Pomodoros are an all or nothing affair. Either you work for 25 minutes straight to mark your X or you don’t complete a pomodoro. Since marking that X is the measurable sign of progress, you start to shy away from engaging in an activity if it won’t result in an X. For instance…meetings get in the way of pomodoros. Say I have a meeting set for 4:30pm. It is currently 4:10pm, meaning I only have 20 minutes between now and the meeting…In these instances I tend to not start a pomodoro because I won’t have enough time to complete it anyway.”

                    Another critic is Mario Fusco, who argues that the Pomodoro Technique is…well…sort of ridiculous:[2]

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                    “Aren’t we really able to keep ourselves concentrated without a timer ticketing on our desk?… Have you ever seen a civil engineer using a timer to keep his concentration while working on his projects?… I think that, like any other serious professional, I can stay concentrated on what I am doing for hours… Bring back your timer to your kitchen and start working in a more professional and effective way.”

                    Conclusion

                    One of the best things about the Pomodoro Technique is that it’s free. Yeah, you can fork over some bills to get a tomato-shaped timer if you want… or you can use any timer program on your computer or phone. So even if you try it and hate it, you haven’t lost any cash.

                    The process isn’t ideal for every person, or in any line of work. But if you need a systematic way to tackle your daily to-do list, the Pomodoro Technique may fit your needs.

                    If you want to learn more about the Pomodoro Technique, check out this article: How to Make the Pomodoro Technique More Productive

                    Reference

                    [1] Aspirations of a Software Developer: A Month of the Pomodoro Technique
                    [2] InfoQ: A Critique of the Pomodoro Technique

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