How I Organized My Entire Life Using Just Apple Notes

Organizing Your Life with Apple Notes: A Simple, Powerful System

Author

Ark
June 07, 2025

I used to juggle multiple productivity apps—Notion, Readwise, Obsidian, Evernote, another Notion account, and Instapaper. I spent more time trying to sync and organize my notes across these platforms than actually using them. It was overwhelming. But one simple change transformed everything: I switched to Apple Notes. Its clean, intuitive design and deceptively powerful features—like toggle lists, headings, subheadings, file linking, and collaboration—made me feel more organized than ever. Below, I’ll share how I set up my Apple Notes system using the PALACE framework to streamline my workflow, along with some tips to maximize its potential.

The PALACE System: A Framework for Clarity

To keep things simple and effective, I developed the PALACE system, which stands for Projects, Actions, Learnings, Archives, and Extras. It’s inspired by the PARA method (Projects, Areas, Resources, Archives) but tailored to my needs, avoiding the confusion I felt with areas and resources. The goal is to ensure every note has a place, using mutually exclusive and completely exhaustive (MECE) categories. Here’s how it works:

Projects: Focus on What Matters Most

Projects are the one to three high-priority goals I’m actively working on. Limiting projects keeps me focused. For example, I currently have two professional projects: Coding and Personal Stories (Zack Highly LLC).

  • Coding: Contains tasks and notes for specific coding projects.

  • Personal Stories: Includes books I’m writing, products, standard operating procedures (SOPs), marketing, YouTube, and website tasks.

Each project folder has subfolders for specific tasks, keeping everything top-of-mind and actionable. For instance, under Personal Stories, I have subfolders for “Books,” “Marketing,” and “YouTube.”

Actions: Everything Else You Might Do

Actions cover tasks that aren’t top-priority projects but still need attention. I organize them into MECE subfolders: Personal Life, Business, Relationships, and Miscellaneous (MK). These cover every possible action in my life. For example:

  • Relationships: Subdivided into romantic, family (immediate, extended), friends (close, far), and business (medicine, YouTube, consulting). Each subfolder is unique, ensuring no overlap, and together they encompass all relationship-related tasks.

  • Business: Contains ideas, calls, or tasks like updating YouTube scripts or consulting notes.

This structure lets me quickly navigate to the right place. For example, if I have a YouTube-related idea, I go to Actions > Business > YouTube and add it there.

Learnings: Capturing Knowledge

The Learnings folder is for notes from books, podcasts, documentaries, or other educational content. I organize it with subfolders like Cooking, Languages, and Media (Books, Podcasts, Blogs). For example:

  • Cooking: Includes a “Recipe Master List,” “Blue Chips” (reliable recipes), “High Protein Meals,” and “Snacks.” This helps me quickly find recipes or meal ideas.

  • Media: Contains book notes, podcast summaries, and blog ideas, with ratings for books to track my reviews.

The organization here is less rigid, but the subfolders guide me to the right note instantly.

Archives: The Catch-All for Old Stuff

Archives store anything I haven’t used in the past year or don’t expect to need soon. This includes old music notes, poker strategies, consulting records, journals, or personal information. It’s a digital attic—organized enough to find things if needed, but out of the way to keep my active folders clean.

Extras: Optional Flexibility

The “Extras” category (the “E” in PALACE) is optional for miscellaneous items that don’t fit elsewhere but aren’t ready for archiving. For example, I might temporarily store notes for a new hobby here before moving them to Learnings or Archives.

Apple Notes Power Features

Apple Notes’ simplicity hides some game-changing features that make it incredibly powerful. Here are my favorite tricks:

Toggle Lists and Headings

  • Bullet Lists: Use Command + Shift + 7 for quick bullet points.

  • Headings: Command + Shift + H creates a main heading, while Command + Shift + J adds a subheading. These are collapsible, letting you hide or reveal details to avoid clutter. For example, under a “Books” heading, I can collapse subheadings for individual book notes.

  • Toggle Lists: Similar to Notion, you can create collapsible lists to organize content neatly.

Linking Notes

You can link to other notes within Apple Notes, creating a web of interconnected ideas. To do this, type >> followed by the note’s title (e.g., >>Start Here), and it auto-links. This is perfect for cross-referencing SOPs, YouTube scripts, or project outlines. For example, my “Start Here” note links to my YouTube channel’s mission, making it easy for collaborators to access.

Collaboration

Apple Notes supports real-time collaboration. I share notes with contractors working on YouTube scripts or blog posts. They can edit directly, whether on an iPhone, iPad, Mac, or even a web browser (no Apple device required). This eliminates the need for complex tools like Notion or Monday.com.

Syncing Across Devices

Apple Notes syncs seamlessly across my iPhone, iPad, and Mac, ensuring I have access to my system anywhere. This portability is a game-changer for staying organized on the go.

Weekly Workflow Integration

To keep my system running smoothly, I use the Things app for weekly to-dos. Every Sunday, I review my to-dos and transfer relevant tasks to the appropriate Apple Notes folder (e.g., Actions > Business). This ensures nothing falls through the cracks.

Why Apple Notes Works for Me

Apple Notes’ simplicity is its strength. It’s free, intuitive, and powerful enough for my needs as a solo entrepreneur with a few contractors. While it might not scale for a large company, it’s perfect for individuals or small teams. The PALACE system, combined with Apple Notes’ features, keeps me focused and organized without the overwhelm of multiple apps.

Tips for Your Own System

  • Customize PALACE: Use my system as inspiration, but tailor it to your needs. Maybe you need different subfolders or categories.

  • Keep Projects Lean: Limit projects to one to three to stay focused.

  • Use MECE subfolders: Ensure subfolders are unique and cover all possibilities.

  • Experiment with Features: Try toggle lists, headings, and note linking to see what works for you.

  • Archive Regularly: Move unused notes to Archives to keep active folders clean.

Apple Notes has been a breath of fresh air, simplifying my life and boosting my productivity. Give it a try, play with its features, and see how it can transform your workflow. If you’re tired of app overload, this might just be the solution you need.

#Innovation #Leadership #Entrepreneurship #DigitalMarketing #Technology #Career #Networking #Business #Motivation #FutureOfWork

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