A couple people have asked me to post an update on how I’m using tags in Things 3. When I originally discussed how I was using tags
last October, I had recently left Omnifocus
(ironically due in part to its addition of tags and my inability to adapt to them). At that time, I was mainly concerned with trying to replicate my Omnifocus workflows as closely as possible. Now that I’ve been using Things for a while, I’ve had a chance to test out a number of different tags and figure out what works and what doesn’t.
In short, tags in Things help me to do three things:
- Filter the default views (Today, Anytime, Upcoming)
- Easily generate a list of specific tasks across all areas/projects
I’ve ended up with a set of tags comprised of 3 main groups:
Let me break down what each of those actually is a bit further.
Each of my areas (and sub-area projects) has a matching tag assigned to it. Once assigned to an area, tasks are automatically tagged with their respective area tags. Automatically assigned tags are also inherited so a task in Support get both the Support and Work tags. At first, this might seem redundant, but it allows me to filter the default views (e.g. Today, Anytime, Upcoming, etc.) by area – a feature that’s so powerful I’m not sure why it’s not built in.
Locations are just what they sound like. They allow me to filter any list down to only tasks I can complete at the location I’m currently at. If I’m at home and only want to see the tasks I can complete at home, I can do so by selecting the Home tag.
I’ve discussed my Evening tag before, but as a recap, I use this in conjunction with an AppleScript as a workaround to automatically move some tasks to the Evening section of the Today view.
Waiting is for any tasks that I’m waiting for either because they’ve been delegated to someone else or I’m waiting for something else to happen before it can be completed. I review this list each week as part of my weekly review.
There is one last tag that I haven’t discussed, and that’s the very first one, my Goal tag. I mainly use this as a pick-me-up by looking at the Logbook to see all the goal-related things I’ve accomplished.
Because Things doesn’t require tasks to have tags, it’s easy to forget to add them. With that in mind, I try to keep a few things in mind when using tags in Things:
Wherever possible, I try to assign tags at an area or project level so that tagging is done automatically whenever a task gets filed.
I’ve also learned it’s best not to add tags just because you can. More tags mean more tags you have to remember. If a tag isn’t useful for filtering down a list, it’s probably not necessary.
Occasionally it is helpful to add a tag temporarily. If you’re going on a trip, consider adding a location for that place or just “Vacation” so that you can filter your list to only what you can do while on vacation. My Shopping tag is another example of where temporary tags come into play. I frequently add and remove stores depending on where I shop. Just don’t forget to delete your temporary tags!
- Lastly, it’s worth noting that filtering by tags in Things is additive. Filtering a list by both the Home and Evening tags won’t show a list of tasks I can complete at home OR in the evening, but rather only tasks that can be completed at home AND in the evening. This is something I wish Things would change but understand it’s not likely.
I’ve found tagging (in any app) to be one of those areas where people struggle with (myself included). Most people either don’t know where to start or jump all in and end up with a myriad of tags they never use. Regardless of which camp you fall into, the end result is usually the same – you end up not using them. Hopefully, my tags will give you a few ideas for how to implement tags in your own use of Things.