Optimizing macOS workflow for managing multiple projects
I'm keen to explore how to efficiently utilize macOS on my 16" MacBook Pro (M1, 16 GB RAM) for managing multiple workspaces and swiftly switching between them. This laptop serves dual roles for both personal and work tasks, encompassing numerous projects. My primary aim is to expedite my project-focused workflow and minimize time spent on tasks like reopening windows or hunting for the right project-related window.
For instance, for a "Teaching" project, I usually have a Chrome browser open with multiple tabs (one for each Google Classroom course page), along with documents related to my teaching activities. I rely on Finder bookmarks, one per course, for easy access to folders during lectures.
In the case of a "Research" project at work, I keep an IDE open alongside a few other applications. When I switch to a different project (e.g., Teaching), I need a swift transition during class, followed by a quick return to research mode later on, preserving all open windows.
Additionally, bookmarks added to Finder for personal projects should remain hidden when I access Finder during class (for eg during the Teaching project) or for Research project, and vice versa.
The most straightforward approach appears to be using Fast User Switching, creating a dedicated user account for each project (I have around 10 -15 projects). Clicking on the upper-right corner icon to choose a different user account (i.e., a different project) would provide the ideal switching speed, allowing me to pick up where I left off. However, when I created even just two user accounts in macOS, dealing with file sharing and permissions between user accounts was cumbersome. Note that it's necessary to store all documents in a common folder as that would make them accessible to all projects and make it easy to backup the laptop.
Currently, I rely on multiple desktops (unfortunately, they can't be named as per my Project name, just numbered as Desktop 1, Desktop 2, etc., and sometimes it's difficult to find the correct Desktop quickly). I've created multiple profiles in Safari (macOS Sonoma), which helps to some extent. Still, I use various other apps, and clicking on an app can occasionally lead me to the wrong desktop, especially if the app has multiple windows open. A partial solution is to use different apps for different projects/Desktops (eg Chrome for the teaching project, Safari for a personal project, etc).
I have a Parallels subscription, so if virtual machines can enhance my workflow (I'm a former Ubuntu Linux and Windows user), I'm eager to explore these options.
