digest
Short Summary
Main recommendation: Combine Apple Calendar and Reminders by blocking time for your critical work categories in Calendar, then creating matching tagged Smart Lists in Reminders so each day's tasks appear in the right category. Once the Smart Lists are grouped into a folder, opening that folder gives an organized view of everything needed for the day, which the speaker presents as a way to beat procrastination.
Key Points
- Calendar should be the foundation: first block out time for categories such as project work, writing, admin, and important communication, with meetings kept as fixed, non-negotiable events.
- The Reminders tags must match the calendar categories, so each block of time has a matching list of tasks.
- Smart Lists filtered by tag and today's date replace a general to-do list, so during a given block you only see the tasks for that block.
- Including overdue tasks keeps unfinished work from before visible in the daily view.
- Grouping the daily Smart Lists into a folder gives a single overview of the day's critical work.
Details Worth Noting
- Concrete instructions:
- In Calendar, block out categories of critical work, such as about an hour for communication and about an hour for admin each day, plus core work time for the job you are employed to do.
- In Reminders, make sure your tags (for example Admin, Audio Visual, Communications, Projects, Writing, Errands) match the calendar categories.
- Create a new list (for example "Today's Project Work", colored red), change the list type to Smart List, and set the criteria to "all selected" with the Projects tag.
- Tap the plus button to add a date condition set to today, and turn on "Include Overdue."
- Set the matching setting to "all" rather than "any," then tap OK.
- Repeat for "Today's Writing" using the Writing tag, with the same date and overdue settings.
- On a Mac, create a folder via File > New Group, then drag the Smart Lists into it (on iPad or iPhone, use "Groups" in the bottom-left sidebar).
- To attach a project note, set the note's sharing to "Anyone with the link can make changes" via the share sheet, copy the link, then paste it into the Reminders item's URL field in the information view rather than the notes.
- The speaker demonstrates a demo calendar and says the setup is pointless if the calendar and tags do not match.
- Deleting a Smart List does not delete the tasks inside it, so lists can be adjusted safely.
Bottom Line
The method works by making the calendar and Reminders reinforce each other: time blocks set when work happens, and matching daily Smart Lists show exactly what to do during each block.
