Using Your Notes App to Manage Your To-Do List

The humble to-do list doesn’t just have to be a simple reminder—it can be the backbone of your business! We know what you’re thinking: “Why would I want to make my to-do list longer?”

Because tasks like “rebrand social media assets” or “complete custom wholesale order for a new client” are more complicated than a single line implies. You need a system to track deadlines, supply costs, inspiration photos, client preferences, and delegated tasks.

Luckily, a professional project management system doesn’t have to be expensive. Your phone or laptop already has a built-in note-taking app—like Apple Notes, Samsung Notes, Google Keep, or Microsoft OneNote—that can do the heavy lifting for you.

I personally use Google Keep to help me operate over a dozen businesses at any given time.  Whether it's critical To-Do's, ongoing projects or just notes to self, I use these lists to keep my head clear.

CHECKLISTS

First, use the checklist feature to break down big projects into manageable steps.

• Take it to the next level: Organize by priority. Use symbols like exclamation marks (!) for urgent client deliverables and asterisks (*) for long-term growth tasks.

• How I use it:  I keep a seperate check list for each business, color coded so they're easy to sort through.  I have an additional list of my weekly tasks.  For example, I do all my reporting and data analysis on Tuesdays, review new applications and get marketing scheduled on Wednesdays, and have a standing conference call on Fridays.   Then I have a list of ongoing projects that I'm not actively working on right now, but I want to still keep top of mind.

ADDING MANY MODES OF INFORMATION

The best part of a digital list is that it’s more than just text. Consider adding:

• Photos: Snap a picture of a specific material, fabric swatch, or a physical receipt to keep your expenses organized.

• Links: Save URLs for competitor research, shipping trackers, or wholesale portals.

• Drawings or sketches: Quickly doodle a floor plan for a pop-up shop or a rough logo concept.

• Voice recordings: Record ideas during your commute or dictations from a client meeting so you never miss a detail.

• How I use it:  When I find an article I want to save for later, or a marketing post I want to use for inspiration, I'll save the link.

A NESTING SYSTEM

Organize your notes into folders or "notebooks." Create a dedicated folder for each client or project category (e.g., "Inventory," "Marketing," or "Legal").

• Take it to the next level: Create templates. Once you have a perfect "New Client Onboarding" checklist, copy it for every new lead to ensure a consistent professional experience.

CALENDAR AND DEADLINES

Don't just list the task—set a time for it. Most apps allow you to set a reminder that syncs with your phone's calendar, ensuring you never miss a tax deadline or a follow-up call.

COMMUNICATION WITH TEAM MEMBERS OR CLIENTS

DOWNLOADABLE APPS

The purpose of this blog post is to show you that you don’t necessarily need fancy apps (especially ones you have to pay for) to keep organized. No need to relearn a whole new user interface and memorize the different functions. But sometimes you want the extra features or you just do not like your notes apps. Here are a few of the most useful apps for task management you can explore.

• nTask

Free and paid subscription plans

• Create lists with start and end dates and add sub-tasks to each item. Estimate the duration of each task to help you plan your work days.
• Assign tasks to collaborators and add comments and attachments to help them accomplish their work.
• Tag tasks with their completion status, priority, or project.
• Use a calendar view and budget summary to keep track of time and expenses.
• Clear

$5 purchase price (one-time)

• Only available for Apple products (iPad and iPhone)
• Create simple lists without the distracting bells and whistles of useless features.
• The user interface focuses on simplicity, which means you can easily see what needs to be done next. This may be the most useful app for those just starting out and who are working by themselves.
• Evernote

Free and paid subscription plans

• Utilize one of the biggest apps in project management -- this means there’s a good chance your collaborators know how to use this app and there’s tons of tips online
• Organize your notes with tags and attachments, and then organize those notes into notebooks and then into stacks. Include tables, links, pictures, etc. in each note.
• Sync between their mobile app and desktop app so you can stay up to date.
• Evernote integrates well with Google, Microsoft, and other services to help you send emails, edit documents, and add reminders on calendars no matter which product your client or collaborator is using.
• Todoist

Free and paid subscription plans

• Create to-do lists that quickly integrate deadlines, tags, filters, and into projects. Each task can also have sub-tasks and priority levels.
• If you add deadlines to each task, you can utilize their Today feature that pulls all tasks from any list or project that is due today (and within the next 7 days) so you can keep on track of all your projects from a bird’s eye view. 
• You can also add collaborators, get notifications, and use progress visualization to keep track of how the work is going.

IN REVIEW

A to-do list is rarely just a list of actions; it’s a roadmap for your business. Whether you are launching a new service or fulfilling a complex order, things move fast. By using the free tools already in your pocket, you can stay organized, professional, and focused on growth 

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ABOUT THE AUTHORS

Scott Chervitz is owner of George Supply Company, dedicated to helping woodshops build their brand. See more at GeorgeSupplyCo.com. You can reach him at Scott@GeorgeSupplyCo.com, on Instagram at @GeorgeSupplyCompany or Twitter @ScottChervitz

Brian Chervitz, M.S., is an Associate Instructional Designer at the University of Wisconsin Extended Campus.