Simple Ways to Get Things Done with Any Note-Taking App

Your note-taking app can do a lot more than just store random thoughts and grocery lists. With a few simple tweaks to how you use it, that same app can become the hub of your daily routine, helping you stay organized and actually get things done.

In my last article, I covered how to choose the right note-taking app for your needs. But picking the right app is only half the battle. The real magic happens when you start using it in ways that actually make your day easier and more productive.

The good news? You don’t need fancy features or premium subscriptions to make this work. These simple tips work with pretty much any note-taking app, whether you’re using Apple Notes, Google Keep, or something more advanced like Notion or Obsidian.

Here’s what I’ve learned after years of tweaking my note-taking system to actually help me get stuff done.

Use Templates to Stop Starting from Scratch

One of the biggest time-wasters in note-taking is staring at a blank page, wondering what to write. Templates solve this problem by giving you a ready-made structure for notes you create regularly.

I started using templates after realizing I was writing the same type of meeting notes over and over, always forgetting to include important details like action items or follow-ups. Now I have a simple template that includes:

• Date and attendees
• Main topics discussed
• Action items (with who’s responsible)
• Follow-up needed

For daily planning, I use an even simpler template:

• Top 3 priorities for today
• Quick tasks (things that take less than 15 minutes)
• Notes and ideas that come up

Most apps don’t have built-in templates, but you can easily create a note with your preferred structure and copy it whenever you need it. In Notion, I keep my templates in a dedicated section. In Apple Notes, I just duplicate my template note. In Google Keep, I pin my template and copy the text when needed.

The key is keeping templates simple. If they’re too complex, you’ll avoid using them. Start with just a few basic sections and adjust as you go.

Try Daily Notes (Even If You’re Not a Journaler)

Daily notes changed how I think about organizing information. Instead of having notes scattered across different topics and projects, I create one note per day that becomes my central hub for everything.

This isn’t about journaling or deep reflection (though you can add that if you want). It’s about having one place to dump tasks, ideas, meeting notes, and random thoughts throughout the day.

Here’s how I use daily notes in different apps:

• Obsidian: The Daily Notes plugin automatically creates a new note titled with today’s date. I just click and start writing.
• Notion: I created a simple database where each page represents a day. I have a template that includes my task list and a section for notes.
• Apple Notes: Every morning, I create a new note titled “Monday June 2” and use it throughout the day.
• Google Keep: I make a new note each morning called “Today” and delete yesterday’s when I’m done with it.

The beauty of daily notes is that you don’t have to worry about perfect organization. Everything goes in one place, and you can always search for it later. I’ve found that having a single place to put everything makes me more likely to actually write things down.

Some days I forget to look at my daily note until the afternoon. That’s fine. Some days I write three sentences, other days I fill up pages. The system works because it’s flexible.

Keep Organization Simple (Seriously)

I used to have elaborate folder systems and dozens of tags. It was a mess. Now I keep things much simpler, and my notes are actually easier to find.

For folders, I stick to broad categories:

• Work
• Personal
• Projects (for bigger ongoing things)
• Archive (for old stuff I don’t need regularly)

For tags, I focus on actions rather than topics:

• #todo for things I need to do
• #idea for thoughts to revisit later
• #urgent for time-sensitive stuff
• #reference for information I’ll need again

In Google Keep, I use colors instead of tags. Yellow for work, blue for personal, red for urgent. It’s visual and fast.

The trick is being consistent but not obsessive. If I can’t decide where something goes, I just put it in my daily note and move on. Perfect organization isn’t the goal; finding things when you need them is.

Connect Related Notes (The Simple Way)

Linking notes sounds complicated, but it doesn’t have to be. Even in apps without fancy linking features, you can connect related information in simple ways.

In apps with built-in linking (like Obsidian or Notion), I link meeting notes to project pages or connect research notes to writing ideas. In simpler apps, I just reference note titles or dates. For example, in my project note, I might write “see meeting notes from June 2” or “check daily note from last Tuesday.”

I also keep a simple “current projects” note that lists what I’m working on and points to relevant notes. It’s like a table of contents for my most important stuff.

The goal isn’t to create a perfect web of connected information. It’s to make it easy to find related notes when you need them.

Turn Your Notes into a Simple Task Manager

You don’t need a separate app to track basic tasks. Your note-taking app can handle most of what you need with simple checklists and reminders.

In my daily notes, I always include a task section with checkboxes. There’s something satisfying about checking things off, and it keeps me focused on what actually needs to get done.

For apps that support reminders (like Google Keep), I set alerts for time-sensitive tasks. For apps that don’t, I just put deadlines in the note title or add them to my phone’s reminder app with a link back to the relevant note.

I’ve tried complex task management systems, but I always come back to simple checklists in my notes. They’re fast, flexible, and don’t require learning new apps or features.

Capture Ideas Fast (Before They Disappear)

Good ideas have terrible timing. They show up when you’re in the shower, driving, or falling asleep. The key is making it as easy as possible to capture them quickly.

I keep my note app easily accessible on my phone. On iPhone, I use the Control Center shortcut for Apple Notes. With Google Keep, I use the widget on my home screen. In Obsidian, I have a quick capture note that I can access from anywhere.

For really quick ideas, I use Voice Memos or even take a photo of handwritten notes. The goal is getting the idea down fast, not writing perfectly formatted notes. I can clean them up later.

I also have a “random ideas” note where I dump thoughts that don’t fit anywhere else. Once a week, I go through it and either develop the ideas further or delete them.

Do a Weekly Cleanup (It Takes 10 Minutes)

Every Sunday, I spend about 10 minutes cleaning up my notes from the week. This keeps things from getting overwhelming and helps me stay on top of important stuff.

Here’s my simple routine:

• Review my daily notes from the week and pull out anything important
• Check my task list and move unfinished items to next week
• Archive or delete notes I don’t need anymore
• Clear out my random ideas note

This weekly review also helps me see patterns. Maybe I keep writing down the same task without doing it (probably means it’s not actually important). Or maybe I notice I’m consistently forgetting certain types of information (time to create a template).

The cleanup doesn’t have to be perfect. Sometimes I skip a week, and that’s fine. The habit of regular review is more important than doing it perfectly every time.

When Simple Integrations Make Sense

Some note apps can connect with other tools you use, and occasionally this actually helps rather than complicates things.

I use a few simple integrations:

• My calendar app can create notes for meetings
• I can export important notes to a PDF for sharing
• My notes sync across devices through iCloud or Google Drive

But I’m careful not to go overboard. Every integration is another thing that can break or confuse you. I only use them if they solve a real problem I have, not just because they seem cool.

Common Mistakes I’ve Made (And How to Avoid Them)

After years of trying different systems, I’ve made plenty of mistakes. Here are the big ones:

Over-organizing: I spent more time organizing notes than actually using them. Keep it simple and focus on finding things when you need them.

Perfect system syndrome: I kept trying to build the perfect note-taking system instead of just taking notes. Done is better than perfect.

Abandoning systems when they break: I’d miss a few days of daily notes and think the whole system was broken. Systems are meant to be flexible. Just pick up where you left off.

Copying other people’s systems exactly: What works for someone else might not work for you. Start simple and adjust based on how you actually use your notes.

Start Small and Build Up

The best note-taking system is the one you’ll actually use. Start with just one or two of these ideas and see how they work for you.

Maybe try daily notes for a week, or create a simple template for something you do regularly. Don’t try to implement everything at once or you’ll get overwhelmed and give up.

Your note-taking app should make your life easier, not more complicated. These simple tips help turn whatever app you’re using into a tool that helps you get things done, stay organized, and keep track of what matters to you.