Managing next actions and projects in Apple reminders
- Thread starter damianp
- Start date
When I read this article, I did not think it was simple:
jsloat
Registered
I agree, I read the article and did enjoy the in-depth explanation, but I think I would prefer the method of a previous poster of using tags for context & separate lists for projects.
tmlr
Registered
> Don't use contexts as lists; use them as tags.
I'll do you one better. Use tags for contexts, create lists for Projects and then use Smart Lists to get your context lists.
The screenshots look kinda empty because I'm in the process migrating from Obsidian. Don't get me wrong, I love Obsidian, but ingestion and quick checks on mobile are too hard, so I'm trying to simplify with Apple Reminders.
I'll do you one better. Use tags for contexts, create lists for Projects and then use Smart Lists to get your context lists.
The screenshots look kinda empty because I'm in the process migrating from Obsidian. Don't get me wrong, I love Obsidian, but ingestion and quick checks on mobile are too hard, so I'm trying to simplify with Apple Reminders.
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jsloat
Registered
Nice, what is your list setup? I only see Inbox and whatever is inside the places folder
tmlr
Registered
My lists are split into 3 groups:
- Contexts
- People
- Places
- @chores (I'm in the mood to get into zone and do lots of small tasks)
- @coding (do some programming that I wanted)
- @diy (feel like working with tools in the shed)
- @evening (some calm small bits and pieces, may be reading)
- @tinker (I'm in to mood to learn something new or may be improve something in my setup, tinker with computer stuff)
- @idle (waiting for computer to finish operation or just having a break? Procrastinate efficiently, funny videos, TikTok or small articles go there)
- @today - it automatically collects tasks from daily notes. My daily notes are my inbox. But also some times I feel like outlining the day, so all times will automatically go there.
- @next actions - collects all contexts in Obsidian, grouped by context but in Reminders it'll be just a group
- @agendas - same as next actions but for people
- @errands - same as next actions but for places
I have list for areas but I'm not quite figured them out yet so it is not worth posting, won't be a good example.
When you have a Mac, using apple Apps is often better. It is an holistic system, so it's easy to use for example you can use reminder, apple note both of them, make link, use tags linking inside orouside the app. Using reminder is interesting if you like having the the task inside your calendar at the right day and it is elegant, efficient and smart.
However I dislike this system. I tried ;-). From my point of view it is Ok if you have a very light system with only a few projects or a few tasks. But when things becomes serious I felt more comfortable using Omnifocus, things or even todoist (paid version). Paper or a good note book is better, Bujo approach is better too if use with apple note as reference material for example or any good note app.
I feel much better with Omnifocus it is easy, fast efficient. Every next action can be link to the project itself.
But us is just a personal point of view. Any one can use anything for GTD. Having a digital solution just helps when you have an iPhone and use it every time and everywhere.
However I dislike this system. I tried ;-). From my point of view it is Ok if you have a very light system with only a few projects or a few tasks. But when things becomes serious I felt more comfortable using Omnifocus, things or even todoist (paid version). Paper or a good note book is better, Bujo approach is better too if use with apple note as reference material for example or any good note app.
I feel much better with Omnifocus it is easy, fast efficient. Every next action can be link to the project itself.
But us is just a personal point of view. Any one can use anything for GTD. Having a digital solution just helps when you have an iPhone and use it every time and everywhere.
You can link the two pretty easily if you keep one simple rule. Put every project in its own list, then add one reminder inside each list tagged as your next action. Your context lists stay clean because you only drag the next action into them, not the whole project. When you finish that task, open the project list, pick the next step and tag it. It keeps things moving without turning Reminders into a maze.
MichaelB215
Registered
This is a great tool.I don't use it for GTD purposes as its still not quite suited to GTD imo. But for people that use Reminders, Remind Me Faster is a great little app that makes it easier to get things into your system.
Remind Me Faster App - App Store
Download Remind Me Faster by Nick Leith on the App Store. See screenshots, ratings and reviews, user tips, and more games like Remind Me Faster.apps.apple.com
You can also replace the Camera or Flashlight widget on the iPhone lock screen with the iOS
26 native New Reminder widget (the same one as in the Control Panel).
Curiously, this only works for those two “permanent” buttons on the lower left and right of the lock screen - not in the customizable widgets above. But with the introduction of the physical camera button on the side of iPhone 17 I didn’t mind losing the on screen one.
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Popeye
0
We are moving into 2026 now and I wonder…
Do you guys still using Apple Reminders today or do Todoist and Omnifocus won you back from this ”flirt” ??
TesTeq
0
@MichaelB215 Thank you! I didn't know it. I don't need the Camera button when I can achieve the same by swiping left!
schmeggahead
Registered
The swipe left gesture can now be disabled in settings (having a dedicated button makes it unnecessary for me.
TesTeq
0
@schmeggahead Unfortunatelly I'm stuck with iPhone 13 mini without a dedicated button. Tim Cook is unable to create a small iPhone – though he managed to create a falsely thin one (Air). By "falsely" I mean that they advertise the "thinness" without the camera bump, but the camera bump is here…
Personally, I still use Apple Reminders as my primary GTD system. What works for me is its simplicity and clean interface—it keeps the friction low, which is essential for staying consistent.
I try to be very careful not to spend more time managing the system than actually doing the work. To help with this, I use about 6 or 7 Shortcuts for automation. They handle the "heavy lifting" so I can focus on execution.
I’ve already shared my email integration shortcut previously, but I thought this one might interest you: it’s designed to automatically pre-tag Next Actions based on action verbs or keywords. It also parses dates, whether they are specific or written in natural language.
https://talk.macpowerusers.com/t/sh...-and-more-looking-for-optimization-tips/43989
Hope this helps someone looking to streamline their Reminders setup!
David Parker
GTD Connect
If you include in the Notes field of a Reminder a # followed by the Project name without spaces (for example #FixLockOnGarage or #Fix-lock-on-garage) this is recognised as Tag. Then you can create a Smart List of all matching Tags to track a Project. You can apply other Tags to the same Reminder for a Context if you wish. Again a Smart List can be used for each Context. I successfully replaced OmniFocus with Reminders but my system is quite simple as I'm retired (but still busy!)
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In pure GTD this is not a thing. Next actions can happily have no relationship to the project list nor support or reference materials. Writing clear next actions goes a long way to mediate the need to have such a close connection between projects and their next actions.
And there are a number of ways, should you care to, to easily connect reminders to a project list or project support / reference materials.
My biggest issue with reminders and almost all task managers is how poorly they think thru UI. It's simply too easy to enter into an edit mode on a touch device. If every app just followed the genius of Drafts and provided a read / interact mode, with a single toggle, so many more apps would be more viable for me.