- Technology Insights Daily
- Posts
- Still missing or mixing things up with reminders? Build a second-brain workflow that doesn't overly rely on them
Still missing or mixing things up with reminders? Build a second-brain workflow that doesn't overly rely on them
Technology Insights Daily
June 23, 2025
In partnership with
Find out why 1M+ professionals read Superhuman AI daily.
In 2 years you will be working for AI
Or an AI will be working for you
Here's how you can future-proof yourself:
Join the Superhuman AI newsletter – read by 1M+ people at top companies
Master AI tools, tutorials, and news in just 3 minutes a day
Become 10X more productive using AI
Join 1,000,000+ pros at companies like Google, Meta, and Amazon that are using AI to get ahead.
Blink, and you’ve already missed the next big thing. AI, automation, quantum computing—while you’re scrolling past headlines, others are leveraging new tech to get ahead. Instead of scrambling to catch up, why not have the latest breakthroughs delivered straight to you? These handpicked tech newsletters keep you ahead of the curve, so you never miss an innovation that could change everything. Stop playing catch-up—start leading the trend. Get Daily Tech Updates – Join Free 🚀
Still Missing Tasks Even with Reminders? Build a “Second Brain” Workflow That Doesn’t Rely on Them
Recently, I received a question from a reader of The Illustrated Guide to an Efficient Life Workflow. He shared a frustration: he was challenging himself to publish short essays daily for 30 days, but completely forgot on a Saturday due to attending a concert—breaking his streak.
Even though the concert was scheduled in his calendar, and he had set a daily reminder at 8:30 PM to write, the notification popped up while he was already at the venue and couldn’t act on it. The plan was disrupted.
Feeling regretful, he asked:
"How can I build a system that helps me avoid missing important tasks when my reminders are scattered across multiple tools?"
A Real-World Breakdown: A Second Brain System That Doesn’t Depend on Reminders
When I manage my workflow using the Bulletproof Note System, how would I handle a situation like this?
According to the principle of one task = one note, I would have:
A task note for the concert (with ticket info, date/time, location, transport, even the digital ticket).
A task note for the 30-day writing challenge (with completed topics, drafts, ideas, reference links, writing style guides, etc.).
While apps like Evernote allow reminders, I treat notifications as the last line of defense, not the main method to manage tasks.
The goal is to see tasks before the reminder appears—by actively engaging with the system. 🔁 Know someone who’d love this? Forward it in 1 tap
How the Workflow Functions:
Whenever I’m preparing for a task—say the concert—I’ll open that task note (because all relevant info is inside). Similarly, when I’m working on the writing challenge, I’ll open the writing note (where progress and ideas are stored).
Recently updated notes automatically move to the top of the task list. So, what I need to focus on is always within sight. When I open one note, I naturally see other active tasks at the top too.
This creates a smooth, self-updating task system:
Over the years, I’ve found this to be the simplest and most effective workflow.
Why This System Works
Adding something to my second brain isn’t just about organizing—it means “this task needs to be handled.”
So, updated notes at the top of my list are the tasks I need to act on now.
For example: if I check my concert note Saturday morning, I’ll also see the writing challenge note next to it. If I have free time, I might advance that task—even without a reminder.
This workflow helps me stay proactive rather than reactive. I don’t need the notification, because the system naturally shows me what’s next. This gives me control, not pressure.
Compared to Traditional Reminders...
Let’s explore common problems with relying too much on reminders:
You end up chasing time.
Reminders often pop up when it’s already urgent—too late to adjust.Notifications get ignored.
With multiple distractions, it’s easy to miss alerts.Reminders become excuses to delay.
We wait for the ding instead of taking action earlier.Too many alerts = mental clutter.
Calendar, emails, task apps—so many pings we lose sight of the real priorities.Loss of control and increased pressure.
Reminders tell us when to act, but we resist that pressure, leading to inaction.
The Solution: A Second Brain That Surfaces What Matters
Instead of letting reminders dictate our actions, we build a Second Brain using the Bulletproof Note system.
By focusing on recently updated task notes:
Tasks appear where we can see them.
We can decide what to do based on free time—not alerts.
Our workflow becomes fluid and flexible instead of rigid and reactive.
Reminders are still useful—but as a final checkpoint, not the main driver.
Final Thoughts: Don’t Overengineer It
You don’t need a complicated setup.
Just follow:
This is how I’ve built a calm, efficient system that gives me clarity, reduces stress, and keeps me moving forward—even when life gets busy.
In the next article, I’ll share a practical guide to building this kind of system with the Bulletproof Note method—so you can finally stop chasing reminders and start leading your day.
Don’t just scroll past breakthroughs in AI, automation, and quantum computing — get the most important updates delivered directly to you.
With our handpicked tech insights, you’ll spot new opportunities before others even notice them, helping you lead trends instead of chasing them.
That’s a wrap for today! Stay informed and ahead—catch us tomorrow for more insights. Forward 🔗 www.technologyinsightsdaily.com to a colleague who loves emerging tech.