Table of Contents
Simple Tools and Systems That Help Me Stay Organised
I do not believe in using more tools just to feel more organised.
Most of the time, simple systems work better when the tools around them are easy to use, easy to find, and easy to repeat. Here I have included simple tools that I use or recommend for everyday systems – notes, digital files, life admin, planning, documents, and reminders.
Nothing here is meant to create a complicated setup.
The goal is simple:
To make everyday life easier to manage without keeping everything in your head.
Planning & Daily Capture
1. Simple A6 Notebook
I still like having one small notebook for quick planning, daily tracking, and small reminders.
It is useful when I do not want to open another app or create a full productivity system just to capture one small thing.
I use it for:
- quick daily notes
- simple planning
- small reminders
- things I need to check later
- low-energy days when apps feel like too much
A notebook is not the system by itself.
It is just a simple place where thoughts can land.
👉 View Notebook: A6-Notebook
2. Basic Pen
This sounds small, but friction matters.
If writing something down feels annoying, I am less likely to do it. A simple pen that writes smoothly makes quick capture easier.
I use a basic pen for:
- daily notes
- quick task capture
- weekly planning
- small admin reminders
Nothing fancy. Just something that works.
👉 View Pen: Pen
3. Simple Sticky Notes
I use sticky notes carefully, not as a permanent system.
They are useful for short-term reminders, quick labels, or something I need to notice today.
I use them for:
- temporary reminders
- quick labels
- page markers
- small things I do not want to forget
The rule is simple: sticky notes should not become a second brain. They are only temporary helpers.
👉 View Sticky Notes: Sticky Notes
Notes & Information
1. Simple Notes App
For digital notes, I prefer keeping things simple.
A notes app is useful for quick capture when something comes up and I cannot deal with it immediately.
I use it for:
- ideas
- reminders
- links
- quick lists
- things to check later
- notes that need to move into a proper system
The tool matters less than the rule:
Every note should eventually know whether it is for Now, Later, or Reference.
2. iPad Stylus
If you like handwritten digital notes, a simple stylus can make digital note-taking feel more natural.
It is useful for:
- handwritten notes
- marking PDFs
- planning digitally
- using note apps like Notability or Noteshelf
- keeping notes in one digital place
I do not think everyone needs one. But if you already use an iPad for notes, a stylus can reduce friction.
👉 View Stylus: Stylus
Digital Organisation
1. Cloud Storage
For digital documents, I like having one main cloud storage home.
This could be Google Drive, Dropbox, OneDrive, or whichever system you already use and understand.
The important thing is not choosing the “perfect” cloud storage tool.
The important thing is having one predictable place for:
- documents
- bills
- PDFs
- scanned papers
- receipts
- travel records
- forms
- files you may need again
A cloud folder works best when it is simple and consistent.
👉 Read Dropbox vs Google Drive →
2. External Drive
Cloud storage is useful, but I also like having one offline backup for important digital files.
This is especially helpful for:
- tax papers
- scanned documents
- IDs and passports
- travel records
- health files
- family records
- important personal documents
An external drive does not need to become another complicated system.
It can simply be a periodic backup of your most important folders.
Cloud storage helps with access.
An offline backup helps with safety.
Life Admin
1. Document Folder
Some papers still need a physical place.
A simple document folder or expanding file folder helps keep important papers from disappearing into drawers, bags, kitchen counters, or random piles.
I use this kind of folder for:
- bills
- forms
- warranties
- receipts
- original documents
- papers waiting for action
- documents I may need to carry somewhere
The goal is not to create a perfect filing cabinet.
The goal is to give important papers one clear place to land.
2. Calendar
A calendar is one of the most useful life admin tools because it removes dates from memory.
I use a calendar for:
- appointments
- renewals
- deadlines
- payment reminders
- follow-ups
- document expiry dates
- repair visits
- admin tasks that need time
For important dates, I like adding reminders before the deadline, not only on the deadline.
Life admin often needs breathing room.
3. Password Manager
Life admin often involves logins.
Bank accounts. Insurance portals. Cloud storage. Subscriptions. Government websites. Travel accounts.
A password manager can reduce the stress of finding logins when you need to pay, renew, upload, download, or check something.
I do not treat this as a productivity tool.
I treat it as a friction-reduction tool.
Password manager recommendation coming soon →
My Tool Philosophy
I do not use tools to make life look organized.
I use tools to reduce friction.
A good tool should make the system easier to follow.
If a tool adds more decisions, more maintenance, or more places to check, it is not helping.
My rule is simple:
Use fewer tools, but give each one a clear job.
A notebook for quick capture.
A notes app for digital notes.
A cloud folder for important files.
An external drive for backup.
A document folder for physical papers.
A calendar for dates and reminders.
That is enough to begin.
You do not need a perfect setup.
You just need a few simple places where important things can land.
* Some links on this page may be affiliate links. If you buy through them, I may earn a small commission at no extra cost to you. I only include tools that fit the simple systems shared on this site.