OmniFocus 3 Redesign
Introduction
OmniFocus, a leading task management app, required a major update to address evolving user needs and maintain its competitive edge. As a key contributor to version 3, I worked closely with the CEO and product manager to define the scope of the release.
Our goal was to enhance the product based on user feedback — including the need for more flexible tagging and improved calendar integration — while ensuring a cohesive experience across macOS and iOS.
Objectives and Responsibilities
My responsibilities included:
Team Leadership & Strategy
- Leading the UX team through the redesign
- Defining design strategy and overseeing operations
- Managing a team of five designers and researchers
Research & Creative Direction
- Planning and directing research initiatives
- Providing UX and UI creative direction
Collaboration & Quality Assurance
- Partnering with QA and Support to incorporate user feedback and bug reports
Key Areas for Improvement
Based on user feedback and analytics, we identified four major opportunities:
- Replacing contexts with tags (macOS and iOS)
- Enhancing custom perspectives (macOS and iOS)
- Improving calendar visualization in Forecast (macOS and iOS)
- Introducing customizable inspectors (iOS only)
Research Methodology
We used a combination of qualitative and quantitative methods:
- User interviews with existing customers
- Surveys to validate feature demand
- Usability testing with prototypes
- Analytics review to guide prioritization
This ensured our decisions reflected real-world usage patterns.
Challenges and Solutions
Replacing Contexts with Tags
Extensive usability testing ensured flexibility without overwhelming users.
Balancing Power and Simplicity
We leveraged the macOS predicate editor framework to enable advanced perspectives while maintaining clarity.
Calendar Integration
Calendar colors were matched to users’ native calendars to prevent visual overload.
Reducing Cognitive Load in Inspectors
Customizable inspector panels were iteratively tested and refined.
Design Actions
Replacing Contexts with Tags
- Introduced new iconography
- Designed capsule-style tag indicators
- Implemented an ellipsis system for tag overflow
Enhancing Custom Perspectives
Improving Calendar Visualization
- Embedded calendar events directly into Forecast
- Matched event colors to external calendars
Customizable Inspectors (iOS)
User-Centered Metrics and Tracking
- Task completion rate: +15%
- User satisfaction: +12%
- Feature adoption: Custom inspectors reached 46% usage in month one
- Support requests: Significant reduction in context-related confusion
Results and Key Takeaways
Product Impact
- Daily active users increased 12% on macOS and 17% on iOS
- Both platforms reached Top-25 grossing positions for multiple weeks
- Strong positive reception from users and media
“This release represents a substantial upgrade… and will keep many, including me, committed OmniFocus users far into the future.”
— Rosemary Orchard, MacStories
Key Lessons
- Early user feedback is essential
- Power-user features require careful balance
- Tight collaboration across design, engineering, and support drives quality outcomes