As such, you need something more than a simple to-do list that contains your daily tasks and the groceries you need to buy. It's getting the right things done at the right time. I stopped switching contexts for every item instead, I’m spending more time at the project level and dealing with new things from this perspective.Productivity isn't just getting stuff done. I can process my OmniFocus Inbox about 15-20% faster than before, but more importantly, I don’t feel tired after doing it. I’ve been pre-organizing inbox actions by the project for about a month now, and I can assure you that having unprocessed stuff grouped by the project can make a big difference. I have to open the project and its support material again, get into the same mindset, and maybe even reconsider everything I figured out 5 minutes ago. I always get annoyed when I deal with something related to a big project in my inbox, and then 5 minutes later, another thing pops into my view about the same subject. Why having a pre-organized inbox is better than a flat list of unknown stuff Now you can go through each item and deal with them in the context of its project instead of having them all over the place. When you have pre-organized everything, you can click the clean-up button (or press Command-K) to see all of your unprocessed items grouped by project.If you don’t know where to assign it, just skip it, or move it into a singular action list related to an area. Set whatever comes to your mind the important thing is to pre-organize unprocessed items in this step. You don’t have to come up with the final name for a new project. You must quickly go through each item and assign it to an existing or new project (don’t assign tags). Open the Process perspective, where you’ll see your unorganized stuff sitting in the Inbox waiting to be pre-organized.The Hook app can help a lot with this step. Go through your inboxes (email, Slack, DEVONthink, etc.) and link a new action to all unprocessed items in OmniFocus. It’s essential to have everything corralled into the OmniFocus Inbox, so you can stop jumping around different inboxes, but more importantly, have everything pre-organized by the project.You’ll use this perspective to process things instead of the standard OmniFocus Inbox. The first step is to create a new perspective in OmniFocus called Process with the rules shown on the screenshot above.Having new information pre-organized by projects (or topics) can reduce the load of thinking about a project twice or more in an inbox processing session. I hate when I have to switch my current context (not my GTD context, but the current mindset that I’m in) and go back to a project I already thought about and assigned a next action to possibly, I even closed its support material since then. This item can even be connected to “Item 1” somehow. Item 4 (could be about Project X) ← This is where I will have to return to “Project X” again.This can reduce the attention switching to different topics/projects. It would be nice to have them batched and grouped by their project. The problem is that I constantly switch thoughts about many different things as I go through each item.
I usually do some form of project planning and next action creation when I’m emptying my inbox.
The point is to add a temporary structure to information in the inbox.
#Omnifocus inbox how to
I will show you how to do this inside  OmniFocus, but you can also steal this approach for  Things using a similar “Process” tag. Using this approach for the GTD Process and Organize steps will ensure that we clean things related to each project in one go, not randomly. If we want to spare our attention, it is a good idea to group our unprocessed inbox items by project, so we can reduce the context switching when we process them. This constant context switching drains energy from our brain. The problem with this approach is that many items related to different projects are scattered in our inbox, so we’re jumping in and out of projects while processing our inbox. GTD recommends that we process our stuff in the inbox sequentially, without grouping beforehand. This gave me an idea about solving a similar problem I had with my GTD inbox for a while now. He mentioned that instead of processing his emails one by one, he captures the essence of every email into his text file, then starts to categorize it, organize it by projects, etc. I watched a video from Cal Newport on how he uses a simple text file for the sense-making of a bunch of new information.
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