Learn about organizing tasks based on the specific context of each.
- [Zack] By now, I hope that you have a solid understanding of the GTD system as well as the basic fundamentals for using both OmniFocus and Trello. Now we're going to combine these two powerful forces into one to help you organize all of your daily editing tasks into simple cards and checklists that are organized by context in Trello. If you're not familiar with the concept of context yet, I recommend that you go back and you watch the previous lesson in this course, titled What is Contextual Editing? And you can also do a deeper dive by reading my article about editing and contexts, which is available at optimizeyourself.me/contexts.
We're back in OmniFocus right now, we're in an earlier lesson, we started laying out some of our contextual topics and tasks that we needed to do for editing. So, you can see that we broke it down by Background, Sound FX, Notes, First Cuts, Dailies, Music, stuff for our assistant, all kinds of different stuff, all kinds of different categories. Where this come become problematic is that OmniFocus is a personal task manager. You cannot link this with other people, you can't share it between members, this is just for you.
So, with everything that we've talked about with OmniFocus, it's all been about, what do you need to do as one person? I'm now going to show you how to apply the same GTD philosophy, but to using Trello in a team atmosphere. So, we're going to go ahead and open Trello, and we're back to our Main Board that we created in a much earlier lesson. What we're going to do is, we're going to create checklists that have contextual tasks. So, there's a couple of places you can do this, it's completely up to you and your own preference for organization.
It's one of the great things about Trello, is how much you can customize it to your own needs. For now, I'm just going to go ahead and put a task list in the General Info, Workflow, & Docs list, so I add a card, let's just call this Zack Editing Task. So, we're going to open that up and I'm going to create my same contextual lists, but now they're going to be in Trello instead of OmniFocus. Now, you can't move them back and forth, you'll have to make a decision where do I want this contextual to-do list to live.
I personally let it live in Trello because it's something that I trade back and forth with my team members. If you choose to keep it in OmniFocus because you work by yourself, great, but this is how we're going to do it in the team atmosphere once again. So, we're going to say Dailies, we're going to add a Checklist for Music, we're going to add a Checklist for Sound FX, we're going to add a Checklist for First Cut, we're going to add a Checklist for Busy Work.
So, now I have the same context and the reason this is so important is that you have this sitting off on a tab to the side and you're able to capture this information as you are working. That way, if you're working on dialogue and you're thinking to yourself, man, I really don't like this music cue, I really want to replace it. Nope, I'm not going to go do down that rabbit hole now, I'm going to note that I want to make this change, so change music cue in scene four, for example. So, I've gotten that information out of my brain because my brain is not made for storing information, it's made for creativity.
So, that information pops up, I want to change the music cue in scene four, drop it in your Contextual Editing Tasks card. Now as you're going through, you can say, alright, so Dailies, I need to watch dailies for scene six, watch dailies for scene 12, watch dailies for scene 19. If I add a few other things in here, first cut of scene seven, first cut of scene 10, first cut of scene 24.
Sound FX, replace sound fx of door closing in scene one. Right now, these are notes that I'm giving to myself, by the way. If you want to see how to organize notes that you get from other people, whether it's in emails, whether it's in the room, whatever it is, I've already created a lesson for you, for creating your Notes Checklist, in a previous lesson. So, now that we have all of these context organized, the important thing is thinking to yourself, what should I be doing right now? And the way that you're going to think about that is, what is the right energy that I have to use right now? If it's in the morning and you're super creative and you don't have specific deadline or things you have to be doing, you might want to do more highly creative, more high-energy tasks.
For me, a high-energy task is doing the first cut of scene, where I really need to be focused, I need to dig into those dailies, I need to make all kinds of creative decisions, so these would be high-energy tasks. That's where this checklist becomes so powerful. Now let's say that it's three o'clock in the afternoon and I'm completely exhausted, guess what? I have some busy work, so let's say that some of my busy work was clean up the messy dialogue edits in scene two.
Export visual fx shots in scene 28. Mix up the music in scene 19. These are all ideas that I had as I was working along that I dumped into my Contextual Checklist. So, it's four o'clock in the afternoon and I'm exhausted. Creatively, I have no energy right now, but guess what? It doesn't take a lot of energy to mix up the music in a scene or clean up the messy dialogue edits, that's stuff that I can do without really having to think.
One other thing I want to note, exporting visual fx shots in scene 28, I probably shouldn't be doing that, that's something that I can delegate if I'm an editor. If you're an assistant, that might be your job. So, what I'm going to do now is create an Assistant Checklist, so what I can do is have this contextual list and I can say, this is no longer something I want to do as busy work. This is something that I want to send to my assistant and if I want him to know that I dropped this in here, I can mention him down here. Either he would be attached to this card or I can mention him by name, so say @assistant, hey I dropped a task in here for you, need you to export some vfx shots, thanks.
This is where using this in a team atmosphere can be so helpful because you can collect all of the random tasks, all the ideas that you have into one place and delegate them in one single step. Now, my assistant personally prefers that he has one master to-do list in a card in Trello where I dump everything, but there are others that actually prefer to have multiple cards and checklists, so it's all completely dependent on your own personal preference, but that's the beauty of organizing with Trello when you're working in a team environment.
You can build your workflow however you choose. Now, in my next lesson on contextual editing, we're going to go even deeper and we're going to organize your tasks by time of day and your specific energy level.
- File management
- Time blocking
- Cleaning up your email inbox
- Organizing and prioritizing notifications
- Selecting apps to help you with task and time management
- Filtering email messages and paperwork
Skill Level Appropriate for all
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.