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

Links from the show:

• Robin on Threads: https://www.threads.com/@robinsanahkai
• ForMacUsers.com: https://www.formacusers.com/
• Robin's Apple Reminders guide on Medium: https://medium.com/macoclock/apple-reminders-full-setup-deb28e755eb6?sk=21ab358dbf39f28ed90133d706fb7cf5
• Stories from Ukraine: The True Price of War: https://a.co/d/0gu6KDAl

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• Show artwork by the great Randall Martin Design

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