2000 iPhone Notes - Reduced It Into 4 Blocks in 30 Mins

Actually organized?! Let’s declutter real quick..right now.

Change is good, revisit it often.

I've spent the last week offline, grieving a young family member who took their life.. I might expand on my thoughts more about this at a later date. But I’ll say coming back to reality feels overwhelming so l'm taking my time with it. I'm making space only as it feels authentic.

Before you read on - if YOU are ANYONE you know is struggling with mental health and thoughts of self harm, I beg you to dial 988. There is help immediately available.

Photo by nikko macaspac on Unsplash

We’re on our flight headed back to Seattle and I feel the need to share something productive I did this morning. I opened my iPhone notes app and faced 2000 thoughts, reminders, and ideas 🥴. My notes are my go to place to jot stuff down and reminders scattered everywhere.

I couldn't find anything y'all!

I gave myself 30 minutes and didn't use any new apps. Just some folders and a simple plan. I created a new system: 3 pinned notes, 1 folder, and a little more room to breathe 😅. Take this as your sign to do one small task to feel clearer.

Lighter. Less mentally noisy. And if you've been going through something hard, even small organization wins can help you feel grounded again.

Here’s the exact step-by-step I used to clear space and start anew.

🧡 Step 1: Create an Archive Folder

Name it something like: 🗃 Archive – To Sort Later

This is where you’ll move everything that’s not relevant today…no deleting needed. I literally mass selected and moved everything. I’m learning the mental strain on have many things in many places. Seems like you're just shifting your mess right lol?

NO

You’re overwhelmed because your brain is holding too much without relief. Whether it be your phone notes, stickys/written to do list, productivity apps. You get it, reduce it.

🧡 Step 2: Go and tap “Edit” and Select All Old Notes

Keep the ones you actively use or want to rework soon. Move the rest to your new archive folder.

🧡 Step 3: Create These 3 Notes, and 1 Folder

TO-DO TODAY – This is just 3–6 tasks you want to focus on

MASTER TASK LIST – A categorized brain dump (ex: work, personal, creative)

BRAIN DUMP – A parking lot for messy thoughts, quotes, or ideas. Just jot shit down.

REFERENCE - A short blurb/reminder explaining the quick system that was set up

🧡 Step 4: Pin Those 3 Notes to the Top

This keeps your focus narrow. You won’t see distractions. It’s just what you need each day. This is the only place, to place all the things.

🧡 Step 5: Each Day, Pull 3-6 things from your archive or master list

They can’t stay there forever okay?! We’re knocking it down bit by bit. I started this today and most go straight to my trash.

So How I Will Use My iPhone Notes Moving Forward

• Each morning, I will move 2–3 items from MASTER → TO-DO TODAY. And 2-3 from ARCHIVE → TO TRASH, MASTER, or DUMP.

• I will check in weekly each Friday to clean up, check things off, and adjust

• I’m being flexible and gentle with myself. And it works because it’s simple.

If your Notes or to do list/app has been feeling heavy, try this. You can do it in 30 minutes. Your brain will thank you.

Although I’m sad AF and already silently cried 2x on this plane (forgive my typos), I’m blessed to be alive and thankful for family and something in my spirit urging me to get organized.

Can you tell me your fav productivity tip in the comments?

xoxo,

Tanise