My (macOS) Workflow

Alex Tietjen
Aug 23, 2017 · 5 min read

I apologize if this all turns out to be the blind leading the blind, but I thought I might write up my workflow and share it with you. My masters degree was completed through an asynchronous online program, same as this, and I had a few key take-aways.

Before we get started, a note on my personal requirements for any software that becomes a part of my daily workflow (be it for this program or anything else). First, I am a Mac user and I want the tools that I use to feel like they were built for macOS and iOS. I do not want a port, I do not want to learn a new visual language (sorry OneNote). Perhaps it is capricious, I don’t really care. Second, any app that I use as part of my workflow needs to have versions on both macOS and iOS. I do not want to be somewhere without access to what I need because I am carrying the “wrong” device. Third, any data I create must live in the cloud, not on my device. I have had hard drives go bad and worrying about that is no way to live. I prefer iCloud because I already pay for it, but barring that I will consider something if it uses Dropbox or Google Drive. Fourth and finally, I’m happy to pay for these tools if they do what they want. We’re sinking a lot of money into this program, it does not pay to be penny wise and pound foolish.

To Do List

The first tool I use is in contradiction to something said at orientation. We were warned about being too “check-off list focused” and that is true as far as it goes I’m sure, but having a list where I could check dates and completion status was very helpful. I use, and like, Omnifocus. It’s not the cheapest task manager out there, but it is incredibly customizable and has both macOS and iOS apps that sync well. Here is what my setup looks like for DAE

As you can see I use it for more than just our program. I like having one place to look when I wake up panicking that I left something undone, or need to write something down to get it off my mind so I can get back to sleep.

You’ll also notice that I’ve added more than just the assignments to my to-do list. Forum posts are such a big deal that I don’t want to forget them, and I’ve added the initial post and the responses separately. I’ve found there is a fine line to be drawn here. Lets take posts for example, having a check box for each of the three responses I intend to post is overboard, for me, and having them together as one, something I can’t check off until they are all posted, forces me to finish them before I get the satisfaction of completing the task.

A note on calendars here. I do maintain an electronic calendar and have noted important dates on it because I want to refer to them as I schedule work events, but I’ve found that I prefer having all the dates grouped together and easily readable in a to-do list. Otherwise, I tend to page back and forth in my calendar and get mixed up. If you’re looking for a good macOS and iOS calendar app I use, and like, Fantastical 2.

Note Taking

For the masters program I was required to use Evernote. It’s okay but I found the UI awkward and unintuitive. Also, like many similar programs, I don’t like the way it arranged notes, the most recently changed always came to the top of a stack. I would much prefer to put a note in the place I want it and have it stay there, which is why I am moving to Ulysses for this program. It does a lot of things I like (simple formatting with Markdown, program wide search, filters, iCloud sync, iOS and macOS apps, and much more) but the biggest win is it’s “manual sort” option. Pictured here:

You can’t really tell yet because I haven’t added any notes, but in that sort menu is a manual setting. I can’t personally recommend Ulysses yet but if you are interested in the kinds of features I mentioned, it is worth checking out.

Papers Management

I’m as in the dark as you regarding the use of a database to store all of the papers we are going to read in the coming years. However, after listening to the presentation at orientation, and because of my personal predilections when it comes to technology I’ve settled on Papers.

At the very least it meets my personal minimum requirements for being part of my workflow. It did cost money, but there is a student discount and the application process for that was quick and easy. I’ll have to let you know how it goes.

Email

I’ll finish this with my email client. It is, perhaps, the least macOS looking tool I employ. I allow for this exception because it works the way I want in so many other ways. I use Newton.

The single most important feature of Newton, for me, is that it provides push email for all of the accounts you link with it (emails will arrive on your phone or in your client immediately, no waiting for the phone to check manually). It has a host of other features and shortcuts that are useful and expected in a modern email client. I’ve tried all of the major macOS alternatives and I keep coming back to this one. I spend a lot of my day in email, I just like this one.

Conclusion

There you have it. This turned out longer than I expected. I hope it helped.

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