Most people don’t struggle with motivation. We all have plenty of motivation to do things, get things done, and even dream about things we want. We all want to lose weight, make more money, start that side hustle, learn to play guitar, etc. The issue is never the desire, it’s the follow-through… it’s the “sticking to it”… and maybe most importantly, it’s the HOW.

The problem likely isn’t you. The problem might be your system.

I believe productivity isn’t about doing more. It’s about designing a system that makes the right things easier to do. And that starts with using the tools you already have in a smarter, more intentional way.

In this article, I’ll show you how to build a lightweight productivity system using three simple tools: Apple Notes, Apple Reminders, and Notion, . Think of them as three rooms in a single architecture—each with a clear purpose and no overlap. I am assuming for this article you are using the Apple ecosystem.

1. Apple Notes — Your Idea Inbox

Apple Notes is the fastest place to capture ideas. It’s available instantly, syncs across devices, and doesn’t slow you down with structure. It might not be the trendiest, latest notes app, but it has come a long way the last few years and it is extremely powerful, especially when you work exclusively in the Apple ecosystem.

Apple Notes syncs your notes across all your devices (Mac, iPhone, iPad, etc.) automatically. If you own these devices already, there is really no reason not to at least start here and see if it works for you.

Use Apple Notes for:

• Quick ideas
• Meeting notes
• Thoughts you want to revisit
• Rough drafts
• Things that appear out of nowhere

This is your “raw material.” Don’t worry about formatting or organization. Your only job here is to capture. Life presents us information at high speed these days, and iOS gives their users a lot of options for capturing these fleeting moments before they get lost in the ether (or you just forget them 😵‍💫).

Here is how I set up my iPhone for quick note capture:

You can see (in the yellow box) I set up my quick access for Notes right on my lock screen so I can create a Quick Note anytime the urge strikes. This could be while I am out and about somewhere and get an idea for something I am working on. It could also just be a reminder that I will schedule later. The idea here is just to get your thoughts down. Some people actually use a paper notebook for this, and I do this on occasion as well, but I find for most of my notes this is the method that works because I almost always have my phone with me.

Once a day—or at least a few times a week—review your Notes and decide what moves forward into the next stage of your system.

2. Apple Reminders — Your Action Layer

Apple Reminders is simple, but that’s what makes it powerful. It gives you structure without friction. There is not much learning curve and it is so well integrated with Notes that you can just create Reminders out of your notes with very little effort.

Use Apple Reminders for:

• Tasks you need to take action on
• Time-sensitive commitments
• Recurring habits (e.g., daily reading, weekly reviews)
• Home and personal errands
• Work tasks with deadlines

The key principle:
If it requires action, it goes in Reminders. If it requires thinking, it stays in Notes.

Create a few focused lists:

• Today
• This Week
• Waiting On (great for accountability)
• Personal
• Work

For repeatable processes—like your weekly review—create recurring reminders. These become the “heartbeat” of your productivity system.

3. Notion — Your Brain’s Operating System

Where Apple Notes captures ideas and Reminders drives action, Notion is where your systems live.

Use Notion for:

• Long-term goals
• Annual themes or focus areas
• Project tracking
• Knowledge bases
• Templates and checklists
• Journaling or reflection
• Dashboards to tie everything together

Notion is where you architect your growth. Think of it as the control room where you step back, analyze, and design the next step of your life and work.

A simple setup:

• Life Dashboard — high-level overview
• Projects Database — work + personal
• Goals & Outcomes — what you’re moving toward
• Reflection Journal — weekly review notes
• Resource Library — articles, ideas, references

This is where your system gains clarity and direction.

Putting It All Together

When you combine these tools with intention, you create a system that is simple, scalable, and almost effortless:

• Apple Notes captures everything quickly
• Apple Reminders makes sure things get done.
• Notion organizes your life, goals, and direction.

Each tool has a job. No bloat here.

This is a picture of productivity:
Capture → Organize → Act → Improve

Your life becomes easier not because you’re doing more—but because your system actually works for you. Making it simple keeps you from becoming disorganized and abandoning your goals.

This is Part 1 of this series. Look for my next post in this series where we will get more in depth with each of these tools.