OmniFocus Task Management Software Review for 2025
OmniFocus is a task management software that helps you organize tasks and projects efficiently. It’s ideal for individuals and teams in industries like tech, creative fields, and consulting who need to juggle complex schedules and priorities.
OmniFocus offers value by enhancing your ability to focus on what truly matters, improving productivity and clarity in your work.
In this article, you’ll find insights on OmniFocus's features, pros and cons, best and worst use cases, pricing, and more. Whether you're looking to streamline your projects or boost your team's productivity, this review aims to align with your goals.
OmniFocus Evaluation Summary
- From $9.99/user/month (billed annually)
- 14-day free trial
Why You Can Trust Us
OmniFocus Overview
pros
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It helps you focus with customizable views that prioritize your tasks.
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It allows for detailed task hierarchies, perfect for complex projects.
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You can organize tasks with powerful tagging and context options.
cons
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You may find the interface less intuitive compared to other tools.
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It might feel overwhelming for simple task lists.
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The learning curve can be steep for new users.
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Our Review Methodology
How We Test & Score Tools
We’ve spent years building, refining, and improving our software testing and scoring system. The rubric is designed to capture the nuances of software selection and what makes a tool effective, focusing on critical aspects of the decision-making process.
Below, you can see exactly how our testing and scoring works across seven criteria. It allows us to provide an unbiased evaluation of the software based on core functionality, standout features, ease of use, onboarding, customer support, integrations, customer reviews, and value for money.
Core Functionality (25% of final scoring)
The starting point of our evaluation is always the core functionality of the tool. Does it have the basic features and functions that a user would expect to see? Are any of those core features locked to higher-tiered pricing plans? At its core, we expect a tool to stand up against the baseline capabilities of its competitors.
Standout Features (25% of final scoring)
Next, we evaluate uncommon standout features that go above and beyond the core functionality typically found in tools of its kind. A high score reflects specialized or unique features that make the product faster, more efficient, or offer additional value to the user.
We also evaluate how easy it is to integrate with other tools typically found in the tech stack to expand the functionality and utility of the software. Tools offering plentiful native integrations, 3rd party connections, and API access to build custom integrations score best.
Ease of Use (10% of final scoring)
We consider how quick and easy it is to execute the tasks defined in the core functionality using the tool. High scoring software is well designed, intuitive to use, offers mobile apps, provides templates, and makes relatively complex tasks seem simple.
Onboarding (10% of final scoring)
We know how important rapid team adoption is for a new platform, so we evaluate how easy it is to learn and use a tool with minimal training. We evaluate how quickly a team member can get set up and start using the tool with no experience. High scoring solutions indicate little or no support is required.
Customer Support (10% of final scoring)
We review how quick and easy it is to get unstuck and find help by phone, live chat, or knowledge base.Tools and companies that provide real-time support score best, while chatbots score worst.
Customer Reviews (10% of final scoring)
Beyond our own testing and evaluation, we consider the net promoter score from current and past customers. We review their likelihood, given the option, to choose the tool again for the core functionality. A high scoring software reflects a high net promoter score from current or past customers.
Value for Money (10% of final scoring)
Lastly, in consideration of all the other criteria, we review the average price of entry level plans against the core features and consider the value of the other evaluation criteria. Software that delivers more, for less, will score higher.
Core Features
Task Organization: OmniFocus lets you categorize tasks using projects and folders, helping you keep everything organized. You can easily find what you need and stay on top of deadlines.
Tagging System: You can assign multiple tags to tasks, allowing for flexible filtering and prioritization. This helps you focus on what’s most important at any given moment.
Customizable Views: Create perspectives that highlight specific tasks or projects. This feature lets you tailor your view to match your workflow, enhancing productivity.
Perspectives: Create custom views that filter and organize tasks based on specific criteria, helping you focus on what matters most.
Review Mode: This feature prompts you to regularly review tasks and projects, ensuring nothing falls through the cracks. You can stay updated and adapt your plans as needed.
Forecast View: See your tasks laid out over the week alongside calendar events. This helps you balance your workload and plan effectively.
Ease of Use
OmniFocus comes with a rich feature set, but its complexity can be intimidating for new users. The interface may feel overwhelming at first due to its detailed task options and customizable views.
However, once familiar with the system, the control and organization it offers are hard to beat. For those willing to invest time in learning it, OmniFocus can greatly improve productivity and task management efficiency.
OmniFocus Specs
- API
- External Integrations
- Project Management
OmniFocus Frequently Asked Questions
How does OmniFocus handle data security and compliance?
OmniFocus prioritizes data security by using end-to-end encryption to protect tasks and projects. It stores data securely on its servers, following industry-standard protection practices.
The team regularly updates the software to maintain alignment with the latest security protocols and keep your information safe and private.
Can my team collaborate on projects in OmniFocus?
OmniFocus focuses on individual task management and leaves out built-in team collaboration features. Each user handles their own tasks, which supports personal productivity.
While it doesn’t support group workflows directly, you can still share tasks and projects by exporting them or syncing with shared calendars.
Is there a mobile version of OmniFocus?
Yes, OmniFocus provides mobile apps for both iOS and Android devices. The mobile version syncs with the desktop app, letting you manage tasks on the go.
This setup lets you view and update tasks from anywhere, helping you stay productive wherever you are.
How often does OmniFocus update its software?
The OmniFocus team regularly releases updates to improve functionality and strengthen security. These updates often add new features, fix bugs, and enhance existing tools. By updating the software, you gain access to the latest improvements and ensure reliable performance.
Can I customize the interface of OmniFocus?
Yes, OmniFocus allows you to customize the interface to fit your workflow. You can set up custom perspectives to view tasks based on your priorities and project requirements. This flexibility helps you organize tasks effectively and stay focused.
How does OmniFocus support task prioritization?
OmniFocus lets you prioritize tasks using tagging and context features. For example, you can use tags to indicate priority levels or specific conditions. Additionally, you can apply contexts to group tasks by resources, locations, or situations. As a result, this setup helps you focus on the most important tasks based on timing and availability.
What kind of support does OmniFocus offer?
OmniFocus provides customer support through email and offers a variety of online resources, including user guides and community forums. Additionally, the support team typically responds quickly, and the community often shares helpful troubleshooting advice and tips.
Together, these resources make it easier to resolve issues and get the most out of the software.
Does OmniFocus offer a trial period?
Yes, OmniFocus provides a free trial for new users. With this trial, you can explore all features and evaluate whether the software meets your productivity needs. Moreover, the trial gives you full access, allowing you to test its capabilities thoroughly before making a commitment.
OmniFocus Company Overview & History
The Omni Group, a software company based in Seattle, Washington, developed OmniFocus as a task management app. Originally, they began the project based on the Kinkless GTD scripts created for OmniOutliner, aiming to support the Getting Things Done (GTD) methodology.
In 2008, they launched OmniFocus on macOS and eventually expanded it to iOS and the web. Today, the Omni Group continues to focus on building tools for the Apple ecosystem and maintains a strong reputation for quality design, long-term customer support, and consistent software updates.
OmniFocus Major Milestones
- 2008: OmniFocus for Mac is launched
- 2011: OmniFocus for iPad is introduced
- 2013: OmniFocus 2 for Mac is announced, with a redesigned interface
- 2018: OmniFocus 3 adds tagging, flexible task organization, and major design changes
- 2019: OmniFocus 3 launches on the web, broadening cross-platform support
- 2023: OmniFocus 4 is released with a unified interface across macOS, iOS, and iPadOS
- 2024: Ongoing updates continue to improve functionality and user experience
What's Next?
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