Your inbox is overflowing. Projects are piling up. And you feel like you’re forgetting important things. OmniFocus is a task manager that addresses exactly that, based on the Getting Things Done method. But exclusively for Apple users.
Who is behind OmniFocus?
The Omni Group has been around since 1993. Ken Case, Wil Shipley and Tim Wood founded the company in Seattle. They started with software for NeXT computers, the platform that Steve Jobs developed between his Apple periods. When Apple acquired NeXT, The Omni Group transitioned to macOS.
OmniFocus was created in a unique way. Ethan Schoonover had written a set of scripts for OmniOutliner, called ‘Kinkless GTD’. Those scripts made it possible to apply David Allen’s Getting Things Done method digitally. The scripts became so popular that The Omni Group decided to turn it into a standalone application. That’s how OmniFocus was born.
The company is completely employee-owned and has more than 1 million customers. They have won multiple Apple Design Awards and have never been acquired. After more than 30 years, they continue to independently make software for the Apple ecosystem.
Who is OmniFocus for?
OmniFocus targets a specific group. Apple users who take the Getting Things Done method seriously. Power users who won’t settle for a simple to-do list. Managers who need to track complex projects with dozens of subtasks.
But it’s not for everyone. Do you use Android or Windows? Then you can only use the web version, and that’s not the full experience. Looking for a free tool? Then you need to look elsewhere. And do you mainly want a simple app without a learning curve? Then OmniFocus is too overwhelming.
The tool requires an investment. Not just financially, but also in time to learn the system. If you’re willing to make that investment and are fully in the Apple ecosystem, you get a lot in return.
What can OmniFocus do?
You can try OmniFocus free for 14 days. The Standard version already offers a lot of functionality. For advanced features like Custom Perspectives, AppleScript support and Focus mode, you need the Pro version. Here are the main capabilities:
- Forecast View: An overview that combines your calendar and tasks. You see in one view what’s on your calendar today and which tasks you want to check off. No more switching between apps.
- Review Perspective: The heart of the GTD method. Each week you systematically go through your projects to check if everything is still current. OmniFocus tracks when you last reviewed a project and pushes you to keep this up.
- Projects & Tags: Projects are groups of tasks that belong together. Tags are the modern version of GTD Contexts. You can tag a task with ‘phone’, ‘energy-high’, or ‘office’ and later filter by what you can do now.
- Custom Perspectives: Create your own filters and save them. For example: all tasks with the ‘quick’ tag that take less than 15 minutes. Or all overdue items from projects you’ve marked as important. The possibilities are endless.
- Omni Automation: Write JavaScript plugins to automate repetitive actions. The community has already created hundreds of plugins that you can download and customize.
- Location-based Alerts: Get a notification when you arrive at the supermarket with your shopping list. Or when you arrive at the office with tasks you need to do there. Your iPhone uses GPS to trigger this.
- Omni Sync Server: Sync your tasks between all your Apple devices via The Omni Group’s servers. Free and hassle-free. You can also set up your own sync server if you want.
The app runs on macOS, iOS, iPadOS and Apple Watch. There’s also a web version, but you have to purchase that separately as an add-on. The integration with the Apple ecosystem runs deep. Widgets, Siri shortcuts, Apple Watch complications. It feels like a native part of your devices.
What does OmniFocus cost?
OmniFocus doesn’t have a free version. You can try it free for 14 days before you pay. After that, you choose between a subscription or a one-time license.
The subscription costs $ 9.99 per month or $ 99.99 per year (equivalent to $ 8.33 per month). This gives you access to all platforms and all features. The web version is not included. That costs extra: $ 4.99 per month or $ 49.99 per year.
Don’t want a subscription? Then you can buy a one-time license for version 4. The Standard license costs $ 74.99 and gives you the basic features. The Pro license costs $ 149.99 and unlocks everything. Note: these licenses are for one major version. With version 5, you’ll need to pay again, usually with a discount for existing customers.
The universal purchase means you pay once for Mac, iPhone, iPad, and Apple Watch together. That saves money compared to apps that charge separately per platform. Still, it remains a significant investment, especially if you want to include the web version.
What should you watch out for?
The price scares many people away. For casual use, OmniFocus is too expensive. If you only want to keep a shopping list and a handful of tasks, there are better options. The investment only pays off if you really use the system as intended.
Collaboration is not possible. OmniFocus is strictly personal. You can’t share tasks with colleagues or family members. No comments, no shared projects. For teams, you need to look at other tools.
The learning curve is steep. Beginners get lost in all the options. What’s the difference between a project and an action group? When do you use tags versus perspectives? It takes weeks before you truly master the app. And even then, you discover new possibilities months later.
The Apple ecosystem is mandatory. Without an iPhone or Mac, you miss the complete experience. The web version is functional, but feels like a fallback solution. Android users are better off choosing something else.
Version 4 had many bugs at launch. Users complained about sync problems and crashes on iPadOS. The Mac version was more stable. By now, many problems have been fixed with updates, but the launch was messy. Some long-term users switched to alternatives out of frustration.
OmniFocus alternatives
Wondering if OmniFocus is the right choice? These alternatives are worth considering:
- Things 3: Choose this if you value aesthetics and simplicity over complex automation. Things has a beautiful design and is much more accessible. You will miss the powerful filters and advanced GTD features of OmniFocus.
- Todoist: Choose this if you’re not in the Apple ecosystem or collaborate with others. Todoist works on all platforms, including Windows and Android. It has a free version and excellent collaboration features. However, it’s less deep than OmniFocus for personal GTD.
- Nirvana: Choose this if you’re looking for a pure GTD tool that is platform-independent. Nirvana follows the Getting Things Done method even more strictly than OmniFocus. It’s web-based and works everywhere. But the apps feel less modern and you miss features like location-based reminders.
Frequently asked questions
Here are answers to the most frequently asked questions about OmniFocus:
Is there a Windows or Android app?
No, there are no native apps for Windows or Android. You can use the web version in a browser on these devices. But that’s not the full experience and costs extra on top of your subscription.
What is the difference between Standard and Pro?
The Pro version adds advanced features like Custom Perspectives, AppleScript support, and Focus mode. For most people, Standard is enough to get started. You can always upgrade later if you need more.
Is OmniFocus suitable for teams?
No, OmniFocus is primarily designed as a personal task manager. For team collaboration, tools like Asana or Todoist are often more suitable. They have built-in features for sharing tasks and projects.
Conclusion
OmniFocus is a powerful tool for those who want to seriously get started with Getting Things Done. The flexibility and customizability are unmatched. But you do pay for that, both financially and in learning time.
Are you fully in the Apple ecosystem and do you want a system that grows with complex projects? Then OmniFocus is a good investment. Are you mainly looking for a simple task list, do you work on multiple platforms, or do you have a limited budget? Then there are better alternatives.
The 14-day trial is plenty to discover if the tool suits you. Take that time to really get to know the system. Trying it for a day is too short for such an extensive app.
