I’ve tried several task management apps, looking for something flexible, fast, and low-maintenance. But the tool I keep returning to is Apple Reminders. It’s simple enough not to become a system I have to manage, but powerful enough to support how I actually get things done—across both my phone and laptop, wherever I am.
Here are a few features that make it work well for me.
Location-Based Reminders
One of my favorite things: I can set a reminder to trigger when I arrive somewhere, not just at a specific time. I use this for errands and small things that slip through the cracks. For example, I have a reminder that goes off when I get home to “check mailbox.” I’ve also used it to remember to call someone when I leave work so I can make the call on my way home.
Recurring Reminders for Weekly Routines
Sometimes we have recurring professional development work for the Accelerator program at Atomic. We’ll read an article, book chapter, or prep for a discussion. I use a weekly recurring reminder that says something like “Accelerator prep,” and usually I’ll include a link directly in the reminder so it’s ready to go.
Prioritizing Without Overthinking
Apple Reminders lets you assign low, medium, or high priority to tasks, which I use selectively to keep things simple. Instead of a traditional to-do list, I keep a running priority list. I don’t always know how much I’ll get done in a day, but sorting by priority helps me focus on what matters most. If something’s urgent, I flag it. If I just need to check what’s due today, that’s one tap away. It’s enough structure to stay on track, without overthinking the system.
Make It Easy to Act
One thing I try to do consistently: make reminders as actionable as possible. If a reminder says “Call the dentist,” I’ll add the phone number in the notes so I can do it in one step, not three. If it’s “Update README,” I’ll link to the repo. It’s a small tweak, but it removes a lot of friction.
Templates for Repeatable Tasks
I keep a packing list saved as a reminder template. It includes grouped subtasks for different categories—clothes (which I leave empty so I can fill it in per trip), and then prepopulated sections for toiletries, airport stuff, summer gear, and electronics. Instead of rewriting the list or searching through past ones, I just reuse the template and adjust as needed.
It Works Everywhere I Do
If you’re in the Apple ecosystem, the sync between iPhone and Mac is seamless, which matters to me. Sometimes I’ll capture a task while I’m walking or driving using Siri, then follow up on it from my laptop later. Or vice versa—I’ll throw a few reminders into a list during work, and get a reminder later when I’m out and about.
Apple Reminders isn’t trying to be a full-blown project manager, and that’s part of the appeal. Because it’s built in and completely free, there’s no subscription to manage or app to justify. It handles location, recurrence, templates, and links in a way that feels integrated and lightweight. I don’t have to think about how to use it—I just do.