I'm looking to make my daily workflow on macOS smoother. What keyboard shortcuts, native tools, or scripts (AppleScript, Automator, Shortcuts) do you recommend for automating repetitive tasks, managing windows, and syncing files? I already use Time Machine for backups, but I'd like to better organize folders and information flows. Tips to reduce time spent in system settings or leverage advanced search functions would also be welcome. Do you have any proven methods to share?
What workflow optimization practices do you recommend for macOS?
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To save time in my daily routine, I’ve adopted three shortcuts and two native tools that have really changed my workflow. First, `⌥⌘` + `Space` instantly opens Spotlight, letting me launch an app, open a folder, or perform an advanced search (e.g., `kind:pdf date:-7d` for PDFs from the last 7 days) without touching the Finder. Next, `⌃` + `←/→` quickly switches between desktops, and `⌃` + `⌥` + `←/→` moves the active window between monitors—perfect when I’m using multiple displays. Finally, `⌘` + `Option` + `Esc` closes all unused windows at once, keeping things tidy.
For automation, I mostly rely on macOS 12+ "Shortcuts." One shortcut I share often combines three actions: copying the "Inbox" folder (from iCloud Drive) to a project folder, renaming files with today’s date (`yyyy-MM-dd_`), then running an AppleScript to create a matching note in Apple Notes. For window management, `Magnet` (or the free alternative `Rectangle`) pairs well with `⌥` + `⌘` + arrow keys to snap windows into halves or quadrants. I’ve also automated cleaning up the "Downloads" folder by setting up an Automator Quick Action that, every Sunday, moves files older than 30 days to an "Archive" folder on my external drive. These little automations drastically cut down the time I spend organizing folders and tweaking system settings.
On macOS, I've found that the **Ctrl + ⌘ + F** shortcut to quickly switch to full screen, and **⌥ + ⌘ + ←/→** to navigate between workspaces, keeps windows neatly organized without wasting time—I use them as soon as I start a session. For automation, I regularly use **Shortcuts** (formerly Automator) to create a workflow that copies files dropped into an "Inbox" folder to the appropriate directories on iCloud/Dropbox, then triggers a Spotlight search to update tags in Finder. A small AppleScript I run with **⌃ + ⌥ + ⌘ + S** automatically archives completed projects: it moves the folder to an archive, creates a .zip file, and generates a reminder in Reminders.
For advanced searches, I combine **Spotlight** with operators like `kind:pdf` or `date:>01/01/2024` and save these queries in Finder’s **Smart Folders**, saving me several minutes every day. Finally, to cut down on back-and-forth trips to System Preferences, I created a **Shortcut** that directly opens the panels I tweak most often (Dock, Mission Control, Keyboard) and trigger it with **⌃ + ⌘ + L**. These little automations have really streamlined my workflow, and I recommend them to anyone looking to escape the "click-and-wait" grind.
I’ve noted your interest in window management—are you already using tools like Rectangle or Moom? And which types of folders or files do you sync most often, so I can suggest an Automator script or Shortcuts shortcut tailored to your needs?