What are your 'mental hacks' to remember small tasks?

Paper notes. Either a spiral bound notebooks or spoiled prints that come out of making things like

https://mastodon.social/@UP8/111275639588948846

Nothing electronic because of problems with object constancy: I am already looking at a screen and don't want to lose what I am looking at, have to navigate through lots of tabs and icons to find my note taking application, then navigate through lots of tabs and icons to get back where I was.

Not entirely related to little tasks from meetings, but when I need to remember something eg. the next morning but I'm already in bed and dont want to get up to write it down etc, I find that a quick way to remind myself is to take something nearby, for example the book on my nightstand or just a crumpled tissue or two, and throw it on the ground where I'll see/stumble over it the next morning and think "why is this here" and then remember.

I'd like to say I have some productivity routine and daily practice that improves my memory....

But I just follow one simple rule. Don't even try to remember anything critical, put all information in Google Keep, or paper if I want to appear professional or not break theming and atmosphere by being seen with a phone.

If it's time based I set calendar reminders.

The only time I don't use tech is when the cost of failure is relatively low, otherwise... I've screwed myself over way too many times by not setting reminders.

It's essentially creating states/variables then garbage collect it upon completing. There are several things you can do:

Remember it in your brain: It's like let the state occupying one of the 16 registers in your brain. Later it will automatically offloads in the hard disk in your brain but there's a chance it gets lost or cannot be recalled reliably. Not recommend. But I do this more recently because I realised I don't have to do everything.

The stateless approach: Do it immediately so you don't need to bear the state/variable. Even though sometime it disrupts my current tasks, I find this approach is surprisingly relieving - less debts. Just like software engineering - minimise states because they're evil.

External storage approach: Write it down on paper or an app. There are trade offs between the tool you're using, but the key is to minimise the cost of your moves.

For pen and paper I tried different configurations until I can always comfortably carry them in my pocket.

For digital approaches I'm currently shovel things to Linear. Make sure you're fluent with shortcuts so you can create tasks and jump around like a breeze. I also use Arc browser and pin it in the third slot so I can jump to Linear with without even thinking about it.

A paper notebook with todo lists. In my original industry (mechanical engineering) I was taught to maintain notebooks with glued spines (i.e. not binders or coiled-notebooks that can have pages removed/added) in case you ever have to defend yourself within a company or even in court. Over time I have developed a system to keep todo lists in my notebooks.

Generally, I have one "backlog" list and one "current" list. Whenever a task comes up, I make a small box ("⃞") and a description in one of the lists. I fill in the box when a task is done ("■"). Every 1-3 days I start a new current todo list by striking through remaining items off the old one and writing them in priority order in a new list, writing them in backlog, or deciding they don't need to be done, ever ("⊠"), or delegate to someone (strike through with an arrowhead and note about the name). Every week or so I do the same thing with the backlog list. I always write the date at the top of the page when I start a new list, and very rarely note dates for starting/finishing tasks.

I see a few benefits with a notebook system. 1) It takes some effort to rewrite tasks so it also encourages me to just do 5 or so low-effort tasks for 20 minutes instead of re-writing them. 2) If I need to focus on some particular tasks, I can make a priority list in a very deliberate order, finish it and then go back to my current list. 3) I can look back at my old lists and see patterns in struck-through vs checked-done vs X-d tasks vs delegated tasks

I also take notes (for meetings etc) in the notebook, and when needed for work, rewrite them in confluence or whatever. At the top right corner of pages which need an online version, I draw "⧄", and I fill it in as "◩" when it's actually online. It's saved my ass a few times to use my notebook to say "well we met on x date, and I put the notes online with you tagged so you should know this" or "I see here that I marked this task as done, and thinking back I sent you a message about it". It's way faster and more credible in the moment than opening your laptop and searching n number of services for communication.

Write it in a notebook (paper) with a pen. Using a notebook, I write as usual from the beginning, but I insert TODOs/tasks starting from the back (end) of the notebook and backward. I usually draw a square as a checkbox for the items.

Every page or section (in a page) has checkboxes for the notes or a way to tick it off as done. I keep checking them off when I’m done reviewing them or if they are transferred digitally or “consumed” with meaning and context. Sometimes, a page lingers longer (working on it), and I need to return to it a few times; I use commonly available tiny stickies that stick a tad out of the page.

So, my finished notebook will not just have notes and sketches but will always have a tick (done mark) at the top of the pages and no stickies sticking out.

I’ve also found that if I need to remember anything in the next minutes or hours, I set a timer[1] on my watch. Instead of taxing my brain to remember something, it is easier to jolt back when the timer kicks in.

1. https://brajeshwar.com/2023/timer/

For work, I keep a file called todo.org in a company-provided synced directory.

For personal stuff, I use a similar local file for longer term things and Google Keep for short term, transient things (i.e., grocery lists, packing lists and prep for travel).

I put each task on a line in a file called `to-do.txt` which perpetually lives on my desktop. When I complete a task, I mark `X` on the beginning of the line. Whenever the length of the file starts to feel unwieldy, I delete the oldest completed tasks.

A todo.txt file, with a line for each item. As items get turned into DevOps tasks, emails, etc., they are removed. For meeting notes I sometimes create a txt file with the filename YYYYMMDD_meeting_name.txt.

Journals. One for work, one for personal. I searched a lot on the matter and came up with 'codes' (square is task, triangle is meeting, !, ?)(squares and triangles are striken off or crossed out depending on Completed or Cancelled). Date, topic, participants in red. Text in blue.

For individual tasks (buy milk, empty washing machine, etc.) I use visual queue. Laundry room door open = washer/dryer. Post-it notes on the door, so before I exit I remember to take X thing with me. Also shopping list goes on post-it and at door.

Because I am getting old and stupid, I also stick a post-it the 'previous night' on what I plan to have tomorrow for lunch (e.g. 'steak, 2 eggs, 2 carrots'). I usually plan my day the previous night, so I plan stuff, spread out post-it notes and I don't have to 'think' the next day.

Handwritten notes on my paper calendar or in my journal/diary/notebook or on random scraps of paper; since I generally keep track of things spatially, this approach works better than digital notes, which all get flattened to a nebulous point in my mind. CTRL+F is wonderful, but the barrier to getting to the file in the first place is too high. I'll keep using this for archiving notes I think I'll want to access later, until I finally grow out of that and realize that a thought I had three years ago is relatively unimportant. I'm not there yet, and still compulsively comb through my notes, saving some and discarding others.

For awhile I was chucking notes into Obsidian but now I'm in the process of transferring it all of my phone to text files on my laptop and using paper more again. The shine is off Obsidian; takes too long to load, and the Find action is too out of reach. I like the act of writing by hand, anyway.

No mental hacks, only a phone app. Always have the phone handy. Always note the task immediately before it gets forgotten.

I am locked in on Apple software by now, mostly due to work hardware.

In that case, i find that really only the Apple reminders app makes remotely sense.

Apple does not allow any other todo app to have meaningful integration with os features like siri. For instance, i add stuff to named lists with voice commands or text inputs from any device like watch, phone etc in a second. Remind me to buy X, add y ti that list, remind me tomorrow at x to do y, do i have z on my list h… stuff like that works.

By contrast, no other application is allowed such direct access and hence, by comparison, sucks by a mile. You always have ti use extra short cuts or open the app, or use special weird commands in siri. Half the time, tasks still end up on Reminders. So yeah

Reminders isn’t exactly the best todo app, but then again adding new items is really easy and it is simple. So i use it

I wrote them down and create a very badly described ticket in the backlog after the meeting, eg title only.

I learned that if i forget something it doesn't really matter - if it's important it will resurface and if it won't then it was not important enough.

For small tasks or things that pop into my head I like braintoss, it sends a mail to my inbox with the txt/pic/voicenote. I like it because I do5get sucked into my inbox. I have it setup to open on my phone with a double tap of the power button.

Calendar app. If it’s day of stuff (travel, etc.) I make a list in a notes app and check things off, make sure it’s all checked off before locking the door and rolling out. I’m sure some crazy Kanban thing works for others, but it just never did for me, too much worrying about setting the right metadata on cards so I can aggregate them later (I don’t). Basically, a series of ad-hoc events and lists, and turns out it’s fine for me.

As I'm in the terminal most of the time, I started using todo.txt [0], but I haven't used it enough to tell if this is *the* solution for me. Curious if others use this too and can stay on top of things with todo.txt

[0] https://github.com/todotxt/todo.txt-cli/wiki/User-Documentat...

Put it in my phone as a reminder with a notification set to a more convenient time. The intrusiveness of the notification is proportional to its urgency. Usually just a silent badge. I also only use it for things that I cannot forget. If I can forget it without consequence, I do not set a reminder. Otherwise the system becomes useless.

Slack yourself or use whatever is faster.m,Reminder app , etc.

Avoid paper

Only use app you use on a daily based. Go back and consolidate them to at EOD.

For work, it goes into my Todoist inbox.

For personal, it goes into my Apple Reminders app.

I put in as much or as little information as I care to, at that moment.

I make it a point to look at both every day, and adjust items as necessary.

I do keep a pen and notepad on my nightstand, but my phone's also there, so I almost never end up using the notepad.

Draft email to the other party that might be affected, could be myself. I review those drafts regularly to see if they can be deleted or need to be refined and eventually sent out, deleted or incorporated into some kind of project schedule.

I don't remember them. I just use a list to manage my tasks and check them off.

Post-its (r).

I find apple reminders to be the least frictional to input tasks, it took a lot of tinkering with smart lists to get the app to work with the GTD methodology though

For recurring tasks I use cron + ntfy to send myself a notification.

This way I can add a bit more conditional logic before sending myself a notification.

A block of post-its. Done most of the top page? Rip it off and start another.

I glued some cardboard on the back of the block. More durable.

This will expose me as a tech boomer, but when stuff really piles up, I end up using Notepad++. There's something basic about multiple tabs with just basic text that works for me. I'm not sure why I don't revert to Sublime as it does the same exact thing!

I like that I can have multiple tabs and I just organize tasks by priority. Then I don't delete them when I'm done but I offload them to the bottom of the file. That's really helpful when I'm trying to remember something I did a long time ago.

Separate your capture process from your categorisation/prioritisation process

Obsidian. I started when I wound up with too much going on for paper notebooks.