In my pursuit of a simpler, more focused life, I’ve streamlined my daily workflow to prioritize what truly matters: being present, engaging in meaningful discussions, and capturing essential information without unnecessary overhead. As someone who thrives on simplicity, I’ve designed a system in Apple Notes that serves as the central hub for my meeting notes, thoughts, projects, and objectives. This system requires minimal setup and zero maintenance and allows me to focus on the value of note-taking itself. Here’s how I use Apple Notes to manage my workday effortlessly, with tags and smart folders doing the heavy lifting.

Why Apple Notes?

Apple Notes is my tool of choice because it’s intuitive, seamless, and aligns with my goal of staying as close to analog as possible. While AI-powered tools and complex productivity apps exist, I prefer a minimalist approach that doesn’t demand constant upkeep. Apple Notes delivers a clean, distraction-free interface that lets me capture and retrieve information quickly, keeping my focus on the work itself rather than managing the system.

My Daily Workflow: The Daily Log

Every morning, I start by creating a single note titled with the current date, which serves as my daily log. This note evolves throughout the day, capturing key discussion points, decisions, and actions from meetings and conversations. Whether I’m in a senior leadership team meeting, a one-on-one with my chief technology officer, or reviewing a fire drill evacuation with our health and safety officer, everything goes into this single note.

To keep things simple, I use a consistent format for actionable items. When an action arises during a meeting, I don’t interrupt my engagement to log it elsewhere. Instead, I insert a large, distinct bullet point (•) using a text replacement shortcut I’ve set up. This bullet signals that an action needs to be logged later, ensuring I stay present in the moment. For example, a note from April 30 might include:

• Senior Leadership Team meeting: Discussed Q2 priorities • Schedule follow-up with CEO.

• Quality meeting: Reviewed defect rates and requested updated metrics from the director of quality.

• Fire drill review: Identified evacuation bottlenecks • Coordinate with the Health and Safety Officer for next steps.

At the end of each day, I review the daily log, split my iPad screen with Apple Reminders, and transfer all actionable bullet points into my single task list in one go. This intentional, mindful process ensures I capture everything without breaking my flow during meetings. For more details on my Apple Reminders setup, check out my related video (link in the description).

Tagging for Effortless Organization

To avoid the hassle of manually sorting or archiving notes, I rely on tags to organize everything automatically. When I create a note, I immediately add a relevant tag based on its content. My tagging system is straightforward:

• #DailyLog: For all daily log notes.

• #PersonName: For one-on-one notes (e.g., #JohnSmith for a direct report).

• #CS: For notes related to customer services, the function I manage.

• #OKR: For notes tied to Objectives and Key Results.

• #KPI: For notes related to improving Key Performance Indicators.

• #Improvement: For notes about process or system improvements.

• #Work: A catch-all for general work-related notes.

• #Video: For ideas related to my YouTube channel, a personal hobby.

Adding a tag takes seconds and is the only “effort” required. Apple Notes displays all tags on its homepage, allowing me to quickly filter and find notes by clicking a tag. Since notes are sorted by creation date, the most recent ones are always at the top, making retrieval fast and intuitive. This approach eliminates the need for complex folder structures or manual archiving, which I found cumbersome when using apps like OneNote in the past.

Smart Folders for Focused Access

To further streamline access, I use three smart folders to automatically pull in notes based on their tags:

1. Daily Log: Collects all notes tagged #DailyLog from the past three months, giving me a quick view of my recent daily activities.

2. People: Gathers notes tagged with #PersonName for regular one-on-ones or discussions with colleagues outside my immediate team.

3. Videos: Captures notes tagged #Video for YouTube content ideas, keeping my hobby separate from work.

These smart folders require no maintenance—they automatically update as I add tagged notes. This setup ensures I can instantly access the notes I need, whether I’m in a meeting or on the go, without wasting time searching or reorganizing.

Capturing Notes on the Go

I primarily use my iPad or iPhone to take notes, either by typing or dictating. Dictation is especially handy for quick captures when I’m mobile—I simply speak the note, then fine-tune it later if needed. This flexibility allows me to record thoughts or actions in the moment, whether I’m in a meeting or brainstorming during a break. The simplicity of Apple Notes’ interface, combined with its cross-device syncing, makes this process seamless.

Why Simplicity Matters

For me, the value lies in the act of note-taking itself—capturing meaningful insights and actions that drive my work forward. Any additional effort, like maintaining folders or navigating complex apps, is what I consider “waste” (a term familiar to those versed in lean methodology). By using a single daily log, a simple tagging system, and minimal smart folders, I’ve eliminated unnecessary tasks and created a sustainable workflow that supports my role without overwhelming me.

Final Thoughts

This Apple Notes system has transformed how I manage my workday, allowing me to stay focused, present, and productive. It’s not about leveraging every feature Apple Notes offers (there are plenty of great videos covering those details). Instead, it’s about creating a system that’s as effortless as possible, letting me prioritize what matters: engaging with my team, driving results, and occasionally jotting down ideas for my YouTube channel.

If you’re looking to simplify your own workflow, give this approach a try. Start with a daily log, experiment with a few tags, and set up a smart folder or two. You might be surprised at how much time and mental energy you save.