How I use Apple Reminders to Run My Business
I love project management tools. ClickUp, Trello, Asana, Monday, Sunsama—you name it, I’ve tried it. They all have powerful features and endless ways to tinker, but here’s the truth: Apple Reminders doesn’t come close to their complexity. It has far fewer features, doesn’t integrate with dozens of apps, and will never replace a full project management system.
And yet… it’s the tool I always come back to.
See why Apple Reminders was my app of the year.
Apple Reminders is simple, straightforward, and keeps me on track without the noise. At its core, it’s just lists—with due dates, priorities, and tags added in. Think of it as digital sticky notes that sync seamlessly across your Apple devices. If you’re already an Apple user, using Reminders to its full potential means one less app to juggle.
Behind the tech-savvy front, I’m a bullet journal girl. I use rapid logging on paper every day at my desk. But when I’m out and about, managing recurring tasks, or planning bigger projects, Apple Reminders is the system that supports me. Together, the two ensure tasks, ideas, and reminders are captured and never forgotten.
Here are 10 ways I use Apple Reminders to help run my business:
1. Today View
I use Reminders for both work and home life, so the Today view at the top of the app is a lifesaver. In one glance, I can see exactly what’s scheduled for today—no flipping through different lists or calendars.
2. Recurring Tasks
Every business has a set of repeat tasks—daily, weekly, monthly. For me, it’s things like balancing accounts, paying invoices, and completing tax returns. In Reminders, I can set custom repeat schedules (e.g., “first Monday of the month”) and sync them with iCal, so they sit alongside my appointments.
3. Blog Post Planner
Reminders has a section/column feature that works beautifully as a simple Kanban board. I use four columns: Ideas, Next Posts, Posted, and Review. Each blog post gets a reminder card. Once a post is published, I move it to Posted and add the date, URL, and a tag for the category (content pillar). This way, I can quickly see the balance of my content and get a nudge in my Today list when it goes live.
4. Lead Tracker
Networking is much easier when I don’t lose track of who I’ve met. I keep a dedicated “Leads” list to log people I want to follow up with after meetings or events.
5. Project Planner
Every new website or system build I create follows a set of repeatable steps. I’ve saved these as checklist templates in Reminders, broken down into sections like Onboarding, Pre-Work, Build, Edit, Launch. For each project, I copy the template, assign due dates, and schedule tasks into the timeline. I can even collaborate with clients by assigning them their part of the checklist.
6. Timely Tasks
Bullet journaling has its future logs and monthly logs, but sometimes a task doesn’t fit neatly into those spreads—like something I need to do “next Monday.” For those, I use a simple “To Do” list in Reminders, scheduling tasks for the exact day I’ll need them.
7. Braindump
Ideas arrive at the most inconvenient times—usually on a dog walk! With Reminders syncing across all my devices, plus Siri and Apple Watch integration, I can capture thoughts instantly before they slip away.
8. Content Ideas
Beyond blog posts, I keep separate lists for social media, newsletters, and other content. Having them organised in one place means I always have ideas ready to pull from.
9. Someday
Not every idea needs immediate action. My “Someday” list is for projects or tasks that might come to life in the future, when time and headspace allow.
10. Client Follow-ups
Keeping track of client communication is one of the most important parts of running a business. I use Reminders for follow-ups—whether it’s “send proposal to X on Friday” or “check in with Y two weeks after launch.” With due dates added, nothing slips through the cracks.
Apple Reminders isn’t the most powerful project management tool out there, and it’s not trying to be. But for simplicity, portability, and reliability, it’s one of the most underrated tools I use. It helps me stay organised without the overwhelm of yet another complex app.
Sometimes, the simplest systems are the ones that actually get used.
Other Posts About Apple Reminders:
Apple Reminders: The Best Task Manager You Already Own
10 Things You Didn’t Know Apple Reminders Can Do
