Robin Kai, based in Munich, Germany, is a husband, dad, and writer on Medium and at ForMacUsers.com. He's built a simple, flexible system around Apple's built-in apps that actually fits real life: family, day job, and side projects.

In this episode, Robin walks us through how he captures tasks without thinking about it, organizes them into a structure that doesn't require daily upkeep, and builds a custom "today" view that shows exactly what matters — without the noise.

Topics covered:

  • Why Robin left third-party apps like Remember the Milk and Wunderlist behind
  • His inbox-first capture method and weekly Friday review
  • How he uses folders (groups) in Reminders to separate work, side hustle, and family
  • The "Your Day" and "Growth" smart list setup for a cleaner today view
  • Month → Week → Priorities planning cadence
  • Connecting Reminders to Notes for project context
  • What Robin is most excited about from WWDC 2026: AI-powered Shortcuts and Safari improvements
  • Tom's own journey from Evernote + OmniFocus to Craft tasks

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Intro Music: Psychokinetics - The Chosen


Transcripts and some images are AI generated and may contain errors and general silliness.

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