Do Yourself A Favor: Get OmniFocus 2

My Favorite Task Manager

OmniFocus 2

 

Get OmniFocus 2

Small business owners, pastors, church planters, entrepreneurs, ministry professionals, and anyone who has a lot of freedom in their work needs something to help them stay on task.  OmniFocus 2 is my tool.

If you want to make sure you don’t drop the ball on tasks then please, do yourself a favor… get Omnifocus 2.  I love it.

There are a lot of task managers out there.  This one is highly adaptable to the way that you track your tasks.  I am goal oriented and it helps me track goals through the powerful folders feature.  Within the folder you can setup incremental projects that lead to the accomplishment of the goal.  Inside of those projects you can place your tasks that lead to the accomplishment of the goal.

I don’t recommend products unless I use them.  I literally use this app EVERY DAY.

  • Integrates with Calendars seamlessly.
  • I have it on my iPhone, iPad, and Mac.
  • Contexts, I use this as a “hats I wear” feature.  It helps me keep things straight as a Husband/Father, Pastor, Network Leader, Business Owner, and Individual.
  • Send tasks directly from email to your task manager.
  • Attach important reference material.
  • The Review Perspective is something I do every Monday as I setup my schedule for the week.
There are lots of people who have done free essential training for OmniFocus 2 online.  Here’s a great resource: https://www.youtube.com/user/learnomnifocus
Let me know if you have questions.  I’d be happy to answer as best I can.

Who Do You Want To Be?

My first step before I start getting specific about my goals

characterized

How are you characterized?

If you ask your spouse  come up with 3-5 non-physical descriptive words to explain who you are what would they be?  If you asked friends or colleagues that same question what do you think the answer would be?  If you’ve never tried it I highly suggest it.  Making people choose a few words causes them to be more careful with the words they choose.  It’s a fun exercise, but not exactly the point of this post.

I ask people that question as it relates to this past year.  How would you characterize me in 2017?

After I process that feedback (sometimes it is harder than other times).  I start to think about how I’d like to be characterized at the end of the next year.

An Example

For instance, at this time last year I decided I wanted to be more clearly characterized as someone who prays.  I know, I’m a pastor, that should come naturally.  I’ll be honest… it doesn’t.  But I want it to be more natural.

So about this time last year that was on my list of things I wanted to be characterized by.  That gave way to a goal of writing in a prayer journal weekly which I’m happy to say I did.  Prayer isn’t a lot easier for me, but it has definitely become a larger part of my life.  My kids know I keep a prayer journal and they know when they come to me with a problem or something they’re worried about the first thing I do is ask if they’ve prayed about it yet.

 

My advice before writing goals is to think about what you want to be known as at the end of this next year.  Think about the type of person you want to BE, before you think about the things you are going to DO.

 

What do you want to be characterized as this next year?

Before Attacking Problems: Pray – 3 Reasons Among Many

Pray First

Photo by Ben White on Unsplash

I wrote earlier this week on my Productive GRACE system.

  1. Get serious about the vision
  2. Required resources
  3. Author a plan
  4. Consistently execute the plan
  5. Effectively adapt to changes

This is the way that I attack problems in everyday life.  The system is scalable and works for long term goals and short term goals alike.  I’m following it up with a few posts that dive in more specifically.  However, there is a pre-step.  The pre-step is prayer.  Pray First!  Prayer is a great gift that believers in Jesus don’t fall on enough.  It almost seems silly to write a list of reasons why we should pray about problems, but I think sometimes we all need reminders and at the very least I need the reminder (and this is my blog).

3 Reasons to Pray First

 

1) We are commanded to pray

Do not be anxious about anything, but in everything by prayer and supplication with thanksgiving let your requests be made known to God. (Philippians 4.6)

When we are anxious, which is what I am when a problem arises, we are told to pray.  I’ve often heard this verse summarized in this way, “Don’t worry about anything, but pray about everything”.  Pray about the thing that is on your mind and heart.  A loving father wants to hear from his children and specifically about those things that are making their hearts worry.  Pray.

2) Prayer brings peace

And the peace of God, which surpasses all understanding, will guard your hearts and your minds in Christ Jesus. (Philippians 4:7)

Talking to my loving Father who also is the Sovereign God of all creation brings peace.  This peace goes beyond our mental capacities to understand, but it is truly there.  The next time you are anxious about some problem or goal, pray about it.

3) Prayer puts things in perspective

But seek first the kingdom of God and his righteousness, and all these things will be added to you. (Matthew 6:33)

When we pray about our anxious moments we are reminded that there is something greater than our worries or goals.  There is God’s Kingdom.  Those goals and worries shouldn’t be our first priority.  God’s Kingdom coming is the thing that matters most.  We need to capture perspective.

 

Next we’ll deal with what to do when there are problems.  However, before we talk about attacking problems why don’t you spend some significant time praying about those problems.  Let me point you to Philippians 4:4-7 and Matthew 6:25-34 for some further reading and study.

Goals Need to be RELEVANT

Tips to help make your goals relevant

Relevant

You may want to watch every new movie on Netflix, but unless you are a internet TV blogger it isn’t relevant to your personal growth.  Your goals need to be relevant to who you want to be over a lifetime.

You need to have goals that are relevant to your station in life and your own growth. When you write a goal it needs to be relevant to some greater purpose that you have. It has to have meaning behind it.  The goal needs to hold meaning for you.  When a goal is relevant then you have motivation to keep pushing towards it when the excitement has worn off.  I love this quote by Viktor Frankl

“Those who have a ‘why’ can bear with almost any ‘how’.

Tips to help you clarify

  • Where do you want to be in 10 years? 5 years? 3 years?  Does the goal help you get there?
  • Why is this goal important to you?   Should it be?
  • What are the benefits of this goal for your long term growth and development.

 

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.

SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR

Goals Need to be TIME BOUND

Tips to make your goals time bound

time

Goals have to have a definite starting point and ending point.  I work really well with a deadline.  I want to know when something needs to be completed.  Time matters when it comes to writing goals.  Most of the goals I’ve talked about are annual.  They could all have an end date of 12/31 or if you are following the way I do my goals then 1/31.  Time bound is essential for working through the progressive necessity of goals.  You may want to lose 30 pounds by the end of the year, but you aren’t going to come to December 30th and see how you’re doing on your weight loss goal.  Set monthly and weekly time bound sub goals that help you attain your goal progressively.

 

Tips to help you clarify

  • Is your goal an annual goal?  Should it be a 2 year goal or longer?
  • What are some milestones associated with your goal?
  • How can you break it up into quarterly, monthly or weekly chunks?

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.

SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR

Goals Need to be MEASURABLE

Tips to help make your goals measurable

measurable
 

A couple years ago I wanted to improve my physical endurance.  I set the goal of completing a marathon which means moving forward for 26.2 miles over the course of hours.  It was easy to see during training runs that I was going further.  Each month I could see progress towards the measurable goal of 26.2.Your goals need to be measurable.  You need to be able to know when you’ve achieved the goal.  You need to be able to see progress and movement forward towards the goal.  This aspect goes hand-in-hand with specific.  Specific focus helps define the measurable aspect of the goal.  When annual goals are measurable it aids in the process of setting monthly goals that help achieve it.

 

Tips to help you clarify

  • What number can be associated with the goal?  Maybe it is a distance you want to be able to run or an amount you want to put in your retirement account.
  • Is it possible to see progress towards your goal?   Where do you want to be in April? July? November?
  • If you are having trouble coming up with a measure you may need to make your goal more narrow and specific.

 

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.

SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR

Goals Need to be SPECIFIC

Tips to help make your goals specific

specific

Goals needs to be specific.  The destination needs to be obvious.  Your goal needs to have a very clear target.  Words like “more” and “less” are off limits when writing a goal. Ideas like “do better” or “weigh less” are also strictly prohibited.  Vague is the enemy of accomplishing goals.  You’ve got to know what you want to accomplish…exactly.

Do’s and Don’ts of Specific

  • Don’t say, “save more”. Do say, “save $1000.”
  • Don’t say,  “lose weight”. Do say, “lose 10lbs.”
  • Don’t say, “get better at returning emails”. Do say, “set a reminder to check and respond to emails at 5pm.”
  • Don’t say, “have more blog followers”.  Do say, “have 1000 new blog followers”.

The more specific you can get the better.  Specificity brings definition to the goal.

Tips to help you clarify

  • What EXACTLY do you want to accomplish this year?
  • Where do you want to go EXACTLY?
  • Ask a friend, mentor, or coach and see if they understand your goal.  Is it obvious to them what you are trying to accomplish?

 

 

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.

SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR

 

Goals Need to be ACHIEVABLE

Tips to help make your goals achievable

Achievable
 

I recently completed a marathon.  That was a stretch, but an achievable goal based on my ability level, size, and talent as a runner.  All it essentially requires is that you need to be able to endure pain and boredom for a long period of time and not stop moving your legs forward.  It would absurd for me to make my goal to set the world record in the marathon or win the Chevron Marathon.  Those goals aren’t achievable, they are ridiculous.  Don’t write ridiculous goals.Your goals need to be achievable.  The goal needs to require stretching, but also be attainable if you are diligent and disciplined.  This is a tightrope to walk.  Don’t make the goal to easy. Don’t make the goal to hard.  Unless you are in your last year in college you can’t graduate within a year most likely, but perhaps you could graduate in two years.  You can accomplish more than you think you can when focus on the goal, but be honest with yourself about what is actually doable.

 

Tips to help you clarify

  • Is it reasonable to see yourself achieving this goal within a year?
  • Based on your current position and ability level will this goal stretch you, but not demoralize you?
  • Would your goal be better as a 3 year goal with separate annual goals?

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.


SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR

Goals Need to be TAILORED

Tips to tailor your goals

 

tailor

After you’ve written the goals and evaluated them for yourself and shared them. Now you should tailor them or tweak them.  Take the input from your personal evaluation and the input from others and rewrite your final draft of your goals.  Write them clearly for the year.  Then write out the subgoals that will get you to those major goals.  Make sure those subgoals also carry the markers of the S.M.A.R.T.E.S.T. Goals system.

Tips to help you tailor your goals.

  • Write the goals down and put them in a very visible spot.  You need to be reminded of what you’re working towards.
  • Put the goals and subgoal deadlines on your personal calendar.  I need deadlines.  This help me see tangibly how much time I have left before a goal is due.
  • Get organized.  I use a two primary tools to help me write out my goals and track them.
    • Evernote – This is my brain.  I send clips and snippets of everything that relates to my goals here.  Motivations, ideas, websites all go here.  Everything is easily uploaded and easily systematized.  They have a wonderful free version.  I upgraded though and am so happy I did.
    • Omnifocus – This is my primary project management and task tracker.  Every goal and subgoal goes into Omnifocus.  I set annual goals as folders and subgoals as projects within the folder then I write tasks that correspond to those subgoals.  This software is a tad pricey, but I’ve found it to be superior to the other task and personal project management apps available.

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.

SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR

Goals Need to be SHARED

Tips for sharing your goals

 

share

Once you’ve evaluated your first draft of your goals you should share those goals with others.  Share them with close friends, your spouse, mentors, and coaches.  Tell them why you are trying to get more serious about setting and completing goals.  Ask them to take a look at the 5-7 goals you are working towards.

When it comes to sharing your goals with others the benefit comes in two areas.

1) Input

You’ll be able to hear what others think about your goal’s attainability and benefit to you.  One of the hardest things to do is to open yourself up to others in this way.  Let them see your goals, maybe even give them a couple days to think about them, and then ask for HONEST feedback about them.  The eyes of others on your situation is a gift.

2) Accountability

Others will be able to know what you are working towards and ask you about it in the future.  Make sure these people are close to you and will ask you about them on a fairly consistent basis.  This community around your goal will help you push forward when you want to quit.  Give them the freedom to ask specific questions.

 

Tips to help you share your goals

  • Who should you share your goals with?
  • Do you have a coach or mentor?
  • What barriers might you find in sharing your goals.

Click on one of the S.M.A.R.T.E.S.T. Goals elements below to jump to a more specific description of that area.  Click here to get an overview of the S.M.A.R.T.E.S.T. Goals system.

SPECIFIC
MEASURABLE
ACHIEVABLE
RELEVANT
TIME BOUND
EVALUATE
SHARE
TAILOR