In a recent search to see how others use their Notes app, I stumbled upon a Wired article that perfectly encapsulates my feelings. They quoted a podcast listener who said, “Forget my search history. When I die, my BFF needs to delete my Notes app.” (Read it here) That pretty much sums it up. The Notes app touches every corner of my life, and there’s not a day that goes by without me using it. I’m guessing many of you feel the same way. So, while I can’t share all my secrets, I can give you a peek into how I use this tool to keep my daily habits on track.
Task List: The One List to Rule Them All
I keep my task list simple and unified. No separate lists for work and personal life—it’s all in one place. Whether it’s transferring money, reminding myself to call someone, or picking up a prescription, it’s all on the same list. The trick is to make it actionable. I never jot down vague tasks like “sort out investment strategy.” Instead, I break it down: “create an overview of current investments.” Once that’s done, the next task reveals itself. It’s a slow but steady approach, and it works. Right now, my task list sits at a solid 30 items.
Daily Practice: The End-of-Day Ritual
Sorting my task list is the last thing I do before shutting down my laptop each evening. I make sure any new tasks are added, review what’s on the list, and pick out what I’ll tackle the next day. I always aim for a mix—some small, easy wins, and a few bigger, more challenging tasks. I don’t just prioritize by urgency; sometimes, I prioritize tasks simply because I enjoy doing them. Why shouldn’t “fun” tasks get a high priority?
On days when I know I’m too busy for anything serious—like when I’ve got back-to-back calls, a lunch date, and a road trip to Stuttgart planned—I’ll just put “0” on my task list. Who am I kidding? Nothing’s getting done that day. Maybe I’ll add one tiny task, like making an appointment, just to feel productive.
Message of the Week: Staying Focused
A couple of years ago, I added a “Message of the Week” section to my Notes. This isn’t just for others—it’s for me, too. Program or transformation management can get messy, with so many moving parts. Keeping everyone aligned with the big picture is crucial, and sometimes that means repeating key messages. Seeing my core message of the week at the top of my to-do list helps me keep myself—and others—on track.
During my last transition from being a founder to an advisor, this practice became invaluable. I needed to remind myself to take a break, refuel my mind, and stop rushing into the next big thing. My message of these weeks? “Regain your energy. Don’t rush. It’s not the time to start something new, yet”. Like a little mantra.
People to Check In With
This last one might sound a bit odd, but I’ve started keeping a list of people I want to check in with regularly or over the next few weeks. As an founder, I often de-prioritized reaching out to friends who weren’t in my immediate circle. It didn’t feel right to let those relationships slip, so now I remind myself to connect. I’s not like I’m going to forget to call my mom, but that friend I haven’t texted in two months? They deserve some attention too.
Long-Term Goals: Out of Sight, Not Out of Mind
When I’m working on more content-heavy tasks, Notion is my go-to platform. I keep the top Notion links I’m currently working on in my Notes app, so I can quickly jump between tasks without getting lost in the shuffle. I’ve also moved my 6-12 month goals to Notion because, let’s be honest, I don’t check them daily. But that doesn’t mean I forget about them. They’re minimalist—just five or so bullet points. No fancy methods, just clear, concise goals to keep me focused on the big picture.
Happy note-taking!