Video summary

My Simple Apple Productivity System

Main summary

Key takeaways

Wellness and Self-Improvement

Key wellness & productivity strategies (iPhone + iPad “Apple productivity system”)

1) Start with a clear purpose for every device (then delete the rest)

Define each device’s role(s) and remove anything that doesn’t serve one of six core purposes:

  • Capture
  • Task management
  • Ideas / note-taking
  • Track (money, habits, fitness, focus)
  • Communicate (message/email)
  • Learn, entertain, and navigate (as additional device uses)

2) Optimize devices for specific jobs (iPhone for capture, iPad for execution)

  • iPhone (on-the-go): fast “capture” for tasks and quick additions
  • iPad (desk/work): where you manage ongoing work and keep things visible

Use hardware strengths:

  • iPad touchscreen for quickly moving/reorganizing items
  • Apple Pencil for handwriting

3) Task management that works across devices

Use a task system like Trello (or alternatives like Apple Reminders / OneNote).

Why Trello was chosen:

  • Works across platforms (e.g., Windows work laptop)
  • Flexible structure (cards + multiple checklists inside one card)

Cross-device workflow:

  • iPhone: quick task entry
  • iPad: ongoing visibility and management

Urgent reminders via Siri on iPhone Reminders (e.g., “remind me at 3pm”).

Use Reminders triggers like:

  • Arrival at a location
  • When you open a specific message/thread

4) Calendar rules for focus

Use a calendar app (Apple Calendar or Google Calendar).

Key tips:

  • Share calendars with your partner whenever possible
  • Use iPad’s split-screen to view calendar alongside relevant info (bookings, time-off tracking, etc.)
  • Add multiple alerts and far enough in advance to actually prepare

5) Capture ideas + maintain “reference” note folders

Note-taking tools:

  • Main: Craft (more versatile than Apple Notes)
  • Free option: Apple Notes

Use iPad as the handwriting + offline/low-friction capture device.

Create note folders commonly useful for everyone:

  • Recipes
  • “Present list” (gift ideas)
  • Other people’s lists
  • Workout + stretching routines
  • Film/restaurant/book recommendations
  • Packing lists

Packing list workflow (AI-assisted):

  • Start from a similar previous trip
  • Use Claude to generate a new packing list for the current trip
  • Copy into notes with checkboxes to check items off while packing

Capture receipts/bills by scanning so you don’t lose track searching later.

Share key lists with spouse (explicitly mentioned as shared with wife Beth).

6) Tracking for money, habits, focus, and fitness

Money + net worth

  • Keep banking/investment apps off the iPhone for security and reduced “checking distractions”
  • Track net worth over time (handwrite occasionally, log entries in a notes app like Craft)

Habit tracking on iPhone

  • Runs/walks, workouts
  • Meditation time

Focus tracking / distraction blocking

  • Use a Pomodoro timer and/or “focus” tools (example mentioned: Endel)
  • Block distracting apps while playing a focus soundtrack + timer widget

Fitness tracking

  • Use fitness apps + dedicated “fitness focus mode” during workouts (example apps mentioned: Peloton, Runkeeper)

7) Communicate without derailing deep work

Core principle: don’t let messaging/email interrupt focus work.

  • Use dedicated time windows to check/respond (commute, breaks, weekend time blocks)

Tool mentioned to cut email time:

  • Superhuman Mail (sponsor)

AI-native features (as described):

  • Groups emails by type
  • Prioritizes what matters
  • Reminds you when replies are needed
  • Can draft responses
  • Supports follow-ups and scheduling based on your calendar
  • Voice-based replies (“Write with Voice”)

8) Replace doomscrolling with learning + mindful entertainment

Learn setup (replace scrolling apps with):

  • Podcasts, audiobooks
  • Duolingo, Skillshare, Blinkist
  • News
  • Headspace for meditation

Entertain setup:

  • Keep entertainment apps contained (foldered away from first home screen pages)
  • Use Sleep Focus to swap in TV apps for a controlled wind-down period (15–20 minutes in bed)

Wellness/mental comparison hack:

  • Use a large photos widget to cue happy memories (instead of social media comparison)

Limit YouTube/social influence:

  • Keep only relevant YouTube access (e.g., in a “business” folder)
  • Schedule time to watch creators without letting it spread into the rest of life

9) Navigation (simple)

Keep basic navigation on phone:

  • Google Maps

“Productivity machine” hacks & device setup tricks

A) Shortcuts (fast workflows)

  • Home screen shortcut icons:
    • One-tap task entry into specific Trello lists
    • Tasks “go to the top” of the board
  • iPad split-screen shortcut:
    • Green pencil icon opens Craft + another app (Cloud) in split view for scripting

Recommended thinking pattern:

  • Design shortcuts around how you actually do tasks (especially with split-screen app pairs)

B) Keyboard shortcuts for iPad speed

Use gestures/shortcuts to manage windows and split view quickly (examples mentioned):

  • Globe control + arrow keys to snap windows side-by-side
  • Globe F to toggle full screen
  • Command M to minimize
  • Globe up to view apps

C) Focus modes (separate home screens + notification control)

Set up multiple focus modes with different home screen + notification rules:

  • Work
  • Fitness
  • Sleep
  • Do Not Disturb

Automation:

  • Work focus turns on when you get close to work; off when you leave

Notification philosophy:

  • Work focus reduces notifications to only essential apps + limited contacts

Sleep focus:

  • Limits visible apps to bed-friendly options
  • Adjusts aesthetics (described as “sleepy purple color”)

Fitness focus:

  • Shows only workout apps to prevent distraction

D) Cleanup to prevent distraction

  • Turn off most notification badges (keep only essentials; example: iMessage for specific contacts)
  • Improve dock layout:
    • Hide app library in dock and disable “suggested/recent apps in dock”
    • Goal: fewer accidental taps (no random TV app sitting there)

E) Final rule: audit every app against the “six purposes”

Ask for each app:

  • “What purpose is it fulfilling?”

If it doesn’t match the defined purposes:

  • Delete it

Presenters / sources

Presenter

  • Presenter: Not explicitly named in the subtitles (video author/speaker)

Apps / services mentioned

  • Trello
  • Apple Reminders
  • Apple Calendar
  • Google Calendar
  • Craft
  • Apple Notes
  • Claude (used for generating packing lists)
  • Superhuman Mail / Superhuman Productivity Suite (sponsor)
  • Superhuman’s AI features (Ask AI, write with voice, reminders/drafts)
  • Siri
  • Pomodoro timer / Endel
  • Peloton, Runkeeper
  • Headspace
  • Duolingo, Skillshare, Blinkist
  • FT (Financial Times), BBC News
  • Google Maps
  • Cloud (paired in split-screen shortcut; exact app not fully specified in subtitles)

Original video