If you only use Apple’s Reminders app to add basic reminders, you’re missing out on its full potential. While it has built a reputation for simplicity, you can also use Apple’s Reminders as a fully-fledged task organizer.

1Create an Inbox List to Capture To-Dos

If you wear multiple hats, chances are you often get overwhelmed with tasks coming from different directions. This leads to procrastination and missed deadlines because you spend more time thinking about your to-dos than doing them. To avoid this, I use theGetting Things Done (GTD) methodwith the Reminders app.

The first step is to create anInboxlist in Reminders to capture all your to-dos. This is where you’ll dump all your to-dos, including assignments, emails, errands, and more. It’s a temporary holding ground where you collect everything you need to work on to clear your mind and prevent ideas from slipping away.

How to create a list in the Reminders app on a Mac

Here’s how to create anInboxlist in the Reminders app on your Mac:

While you can create a new list for this purpose, it’s better to rename the existing default list where all your reminders automatically go. This way, whenever you add a to-do and don’t have the time to organize it immediately, it will go to theInboxlist by default.

Separate lists representing different categories

2Create Separate Lists to Categorize To-Dos

Now that you have a bunch of tasks in your Inbox list, you need to organize them into different lists depending on their nature. However, before doing this, create separate lists covering all areas of your life, such as work, personal, family, school, travel, and more.

For instance, all your assignments and school-related tasks can go into aSchoollist, while yourWorklist can have reminders for work-related tasks, deadlines, and meetings. This will help you have a clear overview of your responsibilities and commitments in each area.

The Work reminder list on Reminders

Here’s how to create new lists in the Reminders app on your Mac:

Once the new lists (categories) are created, it will be easier to organize your to-dos from the Inbox list when you have some free time.

The column view in the Reminders app

3Create Sections for Individual Projects Within Lists

I have created several categories (lists) in the Reminders app but I often need to break them down into individual projects or sections. In this scenario, a project can be a group of related subtasks that have a common goal or lead to a specific outcome.

For example, under theWorklist, you may have a project (section) for aMarketing Campaign for New Product Launchwith several tasks such asCreate social media posts,Design promotional materials,Coordinate with the sales team, andSchedule meetings with potential clients.

How to assign priorities to tasks in the Reminders app

Similarly, in yourHealthlist, you may have a project (section) calledFitness Goalswith subtasks likeGo for a run,Do 50 push-ups, andDrink a glass of water.

Here’s how to create sections within a list in Reminders:

After adding multiple sections to a list, the view may start to feel a bit cluttered. You can fix this by using theView as Columnsfeature. This will make each section appear as a separate column, allowing you to visualize your tasks in a Kanban-style view. Go to theView > as Columns.

4Sort Tasks by Priority and Create Smart Lists

Not every task is equal in importance or urgency, which becomes more relevant when you have a limited amount of time. This is why it’s essential to set priority tags in the Reminders app after organizing your tasks in their respective lists and sections.

To set task priority levels, go to the reminder you want to prioritize, click theinfo icon,and choose a priority level from thePrioritydropdown menu. You can also sort tasks according to priority by going toView > Sort By > Priority.

In addition, one of the best ways toget the most out of the Reminders appis to create Smart Lists. This handy feature lets you view all your tasks from different lists in one place based on specific criteria, including date, time, priority, location, and more.

For example, Iuse the Smart List feature in Remindersto view all the tasks I need to complete over the next seven days. So, when I select this Smart List, I can see all my tasks from different lists that are due within the next seven days.

Here’s how to create a Smart List in the Reminders app:

5Create Templates for Repetitive Tasks

You probably work on the same types of tasks repeatedly, and creating each task from scratch would be time-consuming. Luckily, you can save a reminder list as a template in Reminders and use it to set up routine to-dos quickly.

Here’s how to create a reminder list template in the Reminders app:

6Set Up a Weekly Review Process

A weekly review process is essential for staying organized and productive and ensuring you don’t miss any important deadlines or goals. As emails, personal commitments, assignments, and other tasks pile up, it can be easy to lose track of what is done and what needs to be done. For example, I review my tasks every Sunday to plan for the upcoming week.

Here’s how to set up a weekly review to-do in the Reminders app:

If you own one or multiple Apple devices, the Reminders app is all you need to stay organized and on top of your tasks. All you have to do is take the time to set it up and get into the habit of using it regularly.