How I Run My Entire Workday with ONE Apple Reminders List

From Bullet Journal to Apple Reminders: Simplifying Task Management

Author

Ark
May 19, 2025

Over the past few months, I’ve been on a mission to streamline my task management system. After abandoning Todoist, I returned to a classic analog approach: a notebook built around the bullet journaling method. My system organized tasks into “collections”—daily, weekly, monthly, and future logs. It worked well until my weekly and monthly collections grew beyond a single page, scattering across non-consecutive pages in my notebook. This made it challenging to stay on top of tasks and ensure nothing slipped through the cracks.

In this article, I’ll share how I transitioned from a notebook to a single, streamlined list in Apple Reminders to manage my work priorities. I’ll walk you through the evolution of this system—from bullet journaling to Apple Notes and finally to Apple Reminders—and explain how it adapts to my daily needs.

The Breaking Point: January 2025

January 2025 was the month that broke my analog system. January always feels endless, but this year, my task list was relentless—admin-heavy, packed with meetings, objectives, KPIs, and planning for the year ahead. Despite preparing in December, the workload was overwhelming. My monthly collection sprawled across three pages in my notebook (pages 95, 125, and 164), and the weekly log for January 20th stretched from page 152 to 172.

You might think I was overloading my lists, but I’m an essentialist. I only write down tasks that are a clear “yes”—no “maybe” or “someday” tasks. If it doesn’t move the needle, it doesn’t make the list. Yet, the analog system was failing me, and I needed a better solution.

First Stop: Apple Notes

Since I was already using Apple Notes for meeting notes, I decided to bring my collections into the app. I created separate notes for my weekly and monthly logs, thinking a digital format would solve the issue of scattered pages. The lists could grow indefinitely in one place, making them easier to locate and manage.

But a new problem emerged: moving tasks between collections was clunky. Copying and pasting tasks from the monthly log to the weekly log felt inefficient. I wanted a system where I could drag and drop tasks between lists, streamlining the process. This led me to explore Apple Reminders.

The Reluctant Return to a Task Management App

Initially, I hesitated to use Apple Reminders. When I started bullet journaling in December, I deliberately ditched task management apps. My issue with apps like To-Doist was their automation—events tagged with dates would automatically populate my daily list, often overriding my priorities. Bullet journaling, by contrast, gave me control. I could house tasks in monthly, weekly, and daily collections, pulling only the most relevant ones into my daily log based on my schedule and commitments.

But Apple Reminders offered a way to replicate this flexibility. I created a single Kanban-style list with four columns: Daily Log, Weekly Log, Monthly Log, and Future Log. Its simplicity keeps things minimal, and the drag-and-drop functionality makes it easy to move tasks between columns. For example, I pull tasks from the weekly log into the daily log each morning and from the monthly log into the weekly log at the end of each week.

How It Works

Here’s how I use Apple Reminders to manage my tasks:

  • Task Entry: When a new task arises, I add it to the appropriate collection (daily, weekly, monthly, or future). If I know when I need to complete it, I might assign a date, but I rarely do this to stay agile and adapt to the unpredictable nature of my job.

  • Daily Planning: Each morning, I review my commitments and drag tasks from the weekly log into the daily log, ensuring my day is realistic and focused.

  • Weekly Planning: At the end of each week, I pull tasks from the monthly log into the weekly log, setting high-level priorities for the next week.

  • Contextual Notes: If a task requires context (e.g., meeting notes), I reference the relevant Apple Notes entry by noting the daily log date and meeting name. Unfortunately, Apple Reminders doesn’t yet support direct tagging of Apple Notes, which would complete this workflow.

Why It Works

This system has significantly reduced the time I spend managing tasks. The drag-and-drop functionality is slick, and the single-list approach keeps everything in one place. Unlike my notebook, there are no scattered pages, and unlike Apple Notes, there’s no cumbersome copying and pasting. The minimalist design of Apple Reminders aligns with my essentialist philosophy—only the tasks that matter make the list.

Final Thoughts

My journey from bullet journaling to Apple Reminders has been about finding a system that adapts to my needs while keeping things simple. The analog method grounded me in intentional planning, but its limitations became clear under pressure. Apple Reminders offers the flexibility I loved about bullet journaling with the efficiency of a digital tool.

If you’re struggling with task management, consider experimenting with a single, Kanban-style list. It might just be the solution you need to stay on top of your priorities without letting anything fall through the cracks.

Thanks for reading! If you found this helpful, feel free to share your own task management tips in the comments below.

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