Creating a Smart Grocery List in Omnifocus

Last week, I added an Amazon Echo to my slowly-growing collection of home automation devices. The recently added Spotify integration is what sold me, but within a few days, Alexa, unexpectedly, made herself known as the missing link in how I collect my grocery shopping routine. I’ve written about my set up before, but it’s evolved since then especially with the addition of Alexa in my kitchen.

**Disclaimer: References to products on this page may contain affiliate links.**

To start, it’s probably best to share a few basic tidbits of my routine:

  1. I tend to make 1 weekly trip to the grocery store (typically Aldi).
  2. Paprika is my recipe manager of choice. Two years ago, I was keeping a messy collection of recipes on Pinterest, which I later found out consisted of mostly dead links. Now all of my recipes get saved to Paprika for safe keeping and are meticulously organized based on meal type and whether or not I’ve made them before. I also only save things I’d truly want to make, so no more 30 unprounceable-ingredient, 25+-step recipes.

    Paprika OS X

    Paprika for Mac

  3. Omnifocus is where my grocery list lives along with all of my other tasks. I’ve tried keeping a separate list, but I really prefer having my lists in as few places as possible.
  4. Both Paprika and Omnifocus are available on Mac and iOS meaning the majority of my workflow can be used anywhere.

Getting Things on to the Grocery List

  • Things I buy regularly on a predictable schedule – These are set up as recurring tasks in Omnifocus based on how often I buy them – the”defer another” option, if you’re curious.
  • Things I need for a particular recipe – One of Paprika‘s best features is it’s ability to make grocery lists. It even combines quantities if multiple recipes call for the same item. While you can use the Paprika app to manage your list entirely, I prefer Omnifocus. Thankfully, Paprika also has the ability to export their grocery list to Reminders. I know I said I prefer Omnifocus, but stay with me here. Omnifocus can capture tasks sent to Reminders. With that you can essentially export from Paprika to Omnifocus.
  • Things I want or don’t necessarily buy on a predicable schedule. Not everything in my kitchen is part of a recipe or something I buy regularly – sale items, less used staples, etc. I could just manually add these things to Omnifocus, and when I’m out of the house that’s what I do, but when I’m at home the Amazon Echo makes things crazy easy. I set up an IFTTT recipe so that any time something is added to my Echo shopping list, it gets added to Reminders. Again, Omnifocus is set to capture anything sent to Reminders. The result, whenever I run out of something that’s not a regular buy or I think of something I’d like to buy and I happen to be home, I simply say “Alexa, add <item> to my shopping list.”

Items added either via Paprika or the Echo are added to the inbox in Omnifocus where I process them with the rest of my tasks. Once processed, they get added to my Shopping List single actions list. Anything I need to buy gets added to this list with the “Shopping” context. If they happen to be grocery-related, they get added to a special “Shopping: Grocery” sub-context. That used to be where the filtering stopped, but the lack of organization left me scrambling around the store. (If any of you are familiar with Aldi, you’ll know it’s set up much like an IKEA where you’re supposed to go in one direction.) To account for this, I recently added sub-sub-contexts to further sort my list. Since I always shop at the same store, my Grocery sub-contexts are set up to match the layout of the store. Aldi happens to be a small store so this ends up being about 6 sub-contexts.

Getting to the Grocery Store

When I arrive at the store, Launch Center Pro prompts me to open my Grocery Store perspective. Any items with a Grocery or Grocery sub-context appear sorted by context. The result: A grocery list sorted by aisle.

 

Grocery List Perspective on iPhone

Grocery Perspective in Omnifocus for iOS

 

*Other people have suggested using recurring projects to sort your grocery list. I decided to go with contexts because it allows me to add one-off items along with my recurring items each week. If using recurring projects, those one-off items would also end up as recurring items which required an extra step of removing them from the next week.

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{March Topic: Meal Planning} My Routine

Since moving out on my own, I’m pretty surprised to admit that the most challenging thing I’ve had to deal with has been shopping for food. I finally feel like I’m about 80% there in terms of figuring things out, but some weeks are inevitably better than others. I thought I’d share my “fun” journey as it might help some others that live alone.

When I moved out, I was offered the opportunity to “shop” the shelves at my mom’s house before I bought anything. {Another perk of having family members with hoarding tendencies} I didn’t really have any sort of plan though. Long story short, after a trip to her house and the grocery store and many trips from my car to the kitchen, I realized I’d ended up with a whole lot of condiments, coffee, snacks, and things for lunch, but not much for any other meal. It was pretty comical. A friend even stopped by and asked “Wait, you already went shopping? Where’s the food?!”

The next week, I planned to rectify my lack of any actual food, so I picked out two recipes to make for dinner that week figuring that each one typically lasted my mom and I a couple days. Again, I came back with bags of food, but I had a plan so I was set. It wasn’t until I started cooking that I realized one recipe called for a 1/2 can of soup. I ended up doubling the recipe to use the whole can which ended making it enough food for the week. I never did end up making the other recipe, and a lot of the ingredients went bad. Fail on my part for not checking the recipe in the first place.

One way or another this went on for weeks. Buying too much food, spending too much money, forgetting to cook something before it went bad, and then having a fridge full of food I was stuck with until trash day. A lot of it has been learning what doesn’t make sense to buy, e.g. an entire gallon of milk for 1 recipe and I don’t drink milk. I’d like to think those days are past me, but having a plan has made a big difference in both having a kitchen with actual food and my wallet.

At some point during the weekend, I open up my recipe manager, Paprika, to find a recipe for the next week. As a creature of habit, I’ve grown used to eating one thing for a few days, so one recipe actually works. Another perk to this is I typically only have to really cook once during the week. Lately, I’ve been picking a lot of casseroles because they’re easy enough to make and reheat well. If for some reason I can’t find something I want to make in Paprika, I turn to Pinterest.

Once I’ve picked out a recipe, I add it to Paprika’s Meal Planner just so I can keep track of what I’m making each week, and add any ingredients I’m missing to my Shopping List project in Omnifocus. Paprika actually has it’s own grocery list feature, but I’ve found I prefer Omnifocus because I can set the items I buy frequently to recur every week or every other week. I also like having my lists in one place. I have a “Grocery List” perspective in Omnifocus to show any items with the “Shopping: Grocery Store” context. It’s also a “starred” perspective on my phone, so it’s 1 tap away once I open up Omnifocus when I’m out shopping.

I try to do my grocery shopping on Monday after work partly to save some gas, but mainly because I found myself putting off weekend trips in favor of lounging around the house in pajamas. I try to do most of my shopping at Aldi, but if for some reason, they don’t have somthing, I can save it for a trip to another grocery store or add it onto an order from Amazon. I generally try to keep to my list, but truthfully, Aldi’s prices are low enough on most things that if I throw in a few extra things, I’ll still stay under budget for the month. Another perk of Aldi is that you bring your own bags. One week of groceries fits in 1-2 bags for me, so I’ve eliminated the back and forth trips from car to kitchen.

Monday night is also typically my cooking day. Once I get home, I grab my iPad or computer and open up Paprika to the recipe I’m making. I like to listen to podcasts while cooking too, and while I’m in the kitchen, waiting for my food to cook, I’ll prep my lunches for the week. Doing all the cooking and prep {and cleaning} on one day means the rest of the week is fairly simple. Whatever I made typically lasts me most of the week, which means after work, I just have to pop some left overs in the microwave. By the time the week starts wrapping up and I’ve likely run out of the meal I made, I tend to make something simple from the freezer like a pizza or order carryout from my local Chinese restaurant as a treat for the weekend.

The last step in my meal planning routine takes me back to Paprika. Before I start the process over again for the next week, I use Paprika’s built-in rating system to rate the recipe I picked. My hope is that eventually I’ll be able to use them to simply the recipe picking process down to 10-20 favorites so that I’m not constantly buying new items.

Andrea