Documents to prepare before a meeting, the weekend shop, a friend's birthday, things to sort out before moving house… The dozens of small tasks that cross your mind every day either get forgotten if you don't write them down, or wear you out as you try to keep them all in your head. Notes with reminders and checklists are the simplest way to move those tasks out of your head and into a system you can trust.
Short answer: Use a note for a single piece of information or one thing to remember, and a checklist for anything with several steps. Link notes you need to remember on a particular day, and lists with a deadline, to your calendar. Start each day with a quick look at your lists, tick things off as soon as they're done, and review all your notes and lists once a week.
1. Know when to use a note and when to use a checklist
The two are often confused, but they do different jobs:
- Note: A single piece of information or task to remember. For example "Sarah's birthday – 14 November", "Call about the boiler service", or a few points from a meeting.
- Checklist: A task made up of several steps that you complete one by one. For example preparing for a trip, moving house, getting ready for a meeting or the weekly shop.
If you find yourself listing steps inside a note ("do this, then that, and don't forget the other"), that note should really be a checklist.
2. Write things down straight away
Putting off writing something down ("I'll note it later") is the quickest way to forget it. As soon as a task comes to mind, jot down a short note; you can add details later. Not keeping your mind busy with a list of things you mustn't forget reduces stress and makes it easier to focus.
3. Link notes to the right day
Not every note needs a date, but notes you need to remember on a particular day should always be on your calendar:
- Notes to link to a date: Birthdays, appointments, application deadlines, the day a task needs doing.
- Notes that don't need a date: Book recommendations, ideas, a recipe's ingredients, general information.
For a one-off event such as an appointment, create a dated note and add it to your calendar; you'll be reminded on the day, and when you look at your calendar you'll see the day's plan on one screen.
4. Build good checklists
A good checklist is made of short, clear, actionable items:
- One task per item: Instead of "prepare documents", write "copy my ID" and "print the contract".
- Start each item with an action: "Put passport in bag" rather than just "Passport".
- Put items in order when order matters: When moving, "pack the boxes" comes after "book the removal company".
- Add lists with a deadline to your calendar, with a reminder a few days before if needed.
Example checklist – Meeting preparation:
- Email the agenda to attendees
- Do a final check of the presentation
- Print the report
- Put the laptop charger in my bag
- Confirm the meeting room booking
5. Use ready-made lists for recurring tasks
For recurring tasks such as packing for a trip, weekly cleaning or a monthly bill check, you don't need to write a new list from scratch each time. Prepare a good list once and reuse it. Suggested item lists are also a good starting point; add or remove items to suit your needs.
6. Start the day with a quick check
Spend a few minutes each morning looking at the day's notes and lists:
- Which notes are dated today, and which lists are due?
- What are the three most important tasks I must finish today?
- Is anything left over from yesterday?
Deciding the day's most important tasks up front stops urgent but unimportant tasks from taking over.
7. Tick things off as soon as they're done
Mark an item as done the moment you finish it. This keeps the list up to date and gives you the motivation of seeing progress. Seeing a list completed helps you close that task in your mind.
8. Review once a week
Once a week, for example on Sunday evening, go through all your notes and lists:
- Delete notes that no longer apply.
- Remove or archive completed lists.
- Check next week's dated notes and lists.
- Add any tasks that are in your head but not written down.
Common mistakes
- Putting everything in one long note: You can't see what's done and what's left.
- Not linking dated notes to your calendar: The note exists, but you don't remember it on the right day.
- Writing vague items: Items like "get ready" get put off.
- Never clearing out lists: Current notes get lost among old ones.
Notes and checklists with BudPlan
In BudPlan you take notes with a title and content in My Notes; turn on Add to calendar and pick a date, and the note appears on your calendar that day, with a reminder if notifications are on. In My Checklists you build lists item by item and can add items from the Suggestions groups: Documents, Electronics, Clothing, Health & Care, Meeting & Presentation, Tech & Connectivity and Business Attire. When you add a list to the calendar you choose its due date and how many days before to be reminded, and when every item is done the list shows as Completed.
Last updated: 7 October 2026
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