Bullet Journal – My Hack

Or…how I found a way to make bullet journals work for me.

Bullet Journal - My Hack


I have previously introduced the subject of Bullet Journals and how I personally found the system both appealing as a solution to becoming organised, but also how I found it too much work to actually do in any practical or useful way. Having found a way that works for me, here is a summary of what I do and I present this in the hope that it might inspire people to give it a go, and fine their own solution.

Key Points

  • A Bullet Journal is a system for making and managing lists of what needs doing (click here to find out more);
  • I adapted it to make a more streamlined way of listing what I need to do and keeping on top of it;
  • I made it work for me because I know what I am like, and so what I am likely to actually follow and keep using.

Why I use a Bullet Journal system

Put simply, I found myself overwhelmed with too much to do and a list that never seemed to get any shorter. Important long-term aims would be lost in the chaos of daily tasks that built up. I wanted a way to:

  • Have an overall plan of where I wanted to be (or in my case where I wanted the business to be);
  • Keep track of what I needed to do to achieve this;
  • Be able to prioritise and ultimately get rid of unwanted tasks, or delay them until another day.

The tools

A pen, a notebook, a pen loop and some highlighters. Job done. In fact what I use is:

  • A Rhodiarama soft-cover dot-grid extra-large notebook
  • A Caran d’Ache 849 ballpoint pen
  • A Leuchtturm pen loop
  • A set of Faber Castell highlighters

See the notes at the end for more on these choices.

Bullet Journal - My Hack

Overall structure

I set out my plans, from long-term to short-term so that I know what the overall aim is and what I need to do to achieve it. So I started with a list of what I felt we needed to achieve this year, anytime in the year. Big aims. About 20 of them currently. Things like ‘launch new website’. Which we are about to do.

I then set out a monthly to-do list – what I wanted or had to get done in that month. It can be a mix of big and small jobs, but it needs to be realistic. No point shoving everything into the list as it will crowd out what you need to get done. Some of the ‘year’ tasks were added to this list.

You might already be thinking it sounds like too much work, but it’s not hard really, and a bit of effort into the planning now pays off over the year. I am focused on what needs to be done.

After that, I start a new page each day and list what I need to get done, whilst adding new items that crop up.

Bullet Journal - My Hack

Monthly routine

Each month I do the same – I set out a new to-do list by reviewing the previous month’s list and seeing what I managed to do, or didn’t. I then check the ‘year’ to-do list for any items that I need to start work on, and add them to the monthly list.

I then scan through the daily pages and pick out all incomplete tasks, and either add them to the list (because they still need doing) or tick them off as being no longer needed or important. If it still needs doing but just not for the foreseeable future, just add it to the ‘year’ list.

Daily routine

I start each day and take maybe 2 minutes to plan out what I will do. A quick referral back to the previous list, sort out what still needs to be done, highlight it (see below on this), and then I make a 1-2-3 list. This is something I came across on a blog somewhere and it flicked a switch in my mind. Think of it in terms of saying ‘if I get nothing else done, what are the three most important things I must get done today?’. Of course some days you struggle to get to three, some days it’s impossible to limit it to three but the basic idea works for me. So my daily routine is:

  • Check previous day and highlight any incomplete tasks
  • Start a new page, date it at the top
  • List 1-2-3 and set out the most important tasks to do today
  • Build a list of to-do items below with tick boxes
  • Add any useful information such as a great idea and mark this accordingly
  • That’s it – below I explain the process for how I mark up items to keep on top of it all

The process

Using the tools I set out earlier, I keep this to a minimal process. Each to-do item on any list has a simple square tick box. When the item is done, I tick it. Simple. If it’s not done, it’s not ticked. If I have a great idea (yes, it does happen) then I note it down in the list and highlight it in green. Any useful information is marked with the orange highlighter. Which leads on to…


I use my trusty pack of Faber Castell highlighters and make good use of all four colours. This is how I can keep on top of everything very easily and I don’t know it would work for me without them.

  • Each day I look back at the previous day and highlight any incomplete item in yellow
  • Any completed item that was marked in yellow I go over in pink
  • Any idea I have (and there are a few!) gets marked in green
  • Any useful information or data I have noted down gets marked in orange

This means at a glance that I can see which items are still to do, and also scan through ideas I have had over the past few months for inspiration. I also mark off each day in pink at the top when it is fully ticked off, again so I can see what’s done.

Bullet Journal - My Hack

So why is this different to Bullet Journaling?

To be honest it probably isn’t that different – I use a system of lists of things that need to be done, day by day and month by month, review them, carry forward the ones I want and lose the rest. The difference as I see it is that a Bullet Journal in its truest form is quite a detailed process that involves marking out pages, using an index, carrying page numbers back and forth, using a detailed language to mark off items at different stages of progress, and more. This may work for you. It doesn’t for me. If you take out the monthly element of what I do you could create a truly streamlined to-do system although the monthly routine does help put regular checks in place. Without that I would drift from day to day and nine months would sail by.

Finishing comment…

If you, like me, are wishing you could find a way to stay organised and on top of everything you have to do then I would recommend giving this a go and finding a way that suits your personality – avoiding using a way of working that you know you will quit after a few weeks of well-meant endeavour! That’s why I dropped the idea of adding too much in like weather symbols and more which I know would give up on and it might have stopped the whole process.


Dot paper

For me, whatever the book it had to have dot-grid paper. It gives enough structure on the page to let you use it for lines or grids, for writing or for tables. It also allows enough ‘white paper’ to let you draw when the time comes. Most importantly it means I can keep myself to one notebook and not have several on the go for different purposes. All my important notes are in one book.

Notebook size

I did use a Leuchtturm A4 Master Book – gorgeous and serious, but it stayed at work as it was too heavy to carry. I then had a Leuchhtturm A5 medium-size version which I loved, but the new extra-large Rhodiarama books give just that bit more space, which I missed with an A5 book. I should point out that I only recently stopped using the Leuchtturm A5 book and I am still deciding whether I like the Rhodiarama book more or less. Look out for a head-to-head review before the month is out.

Pen loops

The pen loop means no fumbling for a pen when you need it. Sounds obvious until you need a pen. That said, you do need to put your pen back in the loop each time…

Faber Castell highlighters

These are the glue that binds my system together. Any ones will do, but Faber Castell make really good ones (award winning!) and there is a pack of 4 meaning enough colours for my needs.

New pages

I would highly recommend using a new page for each day as it helps stay more organised. I also mark each day as completed so it is easy to see which days are done. It may use up the book faster but I prefer it.

Projects and other subjects

If I am working on a specific project or theme then I use a page for that purpose as it really helps to keep all the to-do’s related to it in one place.

Page numbers and indexes

The one big advantage of the Leuchtturm notebooks is that they come with an index and page numbers. So if I have made notes on a project I can note the page number in the index and then one day when I am thinking ‘where were those notes on such and such?’ I can find them easily. You could make your own page numbers and index in any notebook, but this is where I get a bit bored with the time the whole process can take.


Another reason to use Leuchtturm books is that they come with stickers for the cover and spine so that you can archive it away, marking up the dates and that way it’s easy to find again.

Washi tape

This little marvel can be useful too. Just use it to mark page edges to act as a permanent page marker – maybe for the start of each month, or ideas or important notes. A huge range covers everything from plain to patterns to designs.

No Comments Yet
  1. awesome article dom
    respect if you can follow the process day after day. i have tried similar things many times. they are generally great but i usually fall off the wagon…. however, using faber and rhodia should be help with the pleasure of doing…
    great article
    say hi to mish!!

  2. Tip about putting the pen back in the loop – put the loop nearer the top of the book, then thread the pen all the way through, so you only take the pen out and leave the cap on! Almost totally guaranteed not to forget to put the pen back!

    and it’s the A5 dotted Leuchtturm for me every time, but I’m using one a month as I use it for pretty much everything in my life, and take photos and add to an evernote notebook for things I need to see time and time again…

  3. Thanks for sharing your hack. It’s great to see how others are fitting Bullet Journal to their needs.

    A couple of questions:
    1. How are you handling calendaring? Electronically, on paper, or both?
    2. Did you attach the pen loop on the inside or outside of the notebook? I’ve found them awkward to attach on he inside when there is a pocket. I’m interested in how others approach his dilemma.

    1. Hi Neil. I kept the article simple so I kept my calendar out of it for fear of putting people off. I do put one in for each month to help give an overview although I also use a Google calendar for my diary.

      I did put it the loop inside but had no issue. A firm hand to stick it down did the trick for me.

  4. Really enjoyed this article. I’ve been trying a bullet journal myself and in typical fashion, I went to town on it for the first two months then collapsed with exhaustion. It was way too detailed and I never remembered the “code”. Also, I like things to be more visual – so your approach feels better already with the colour coding. And, like Jen, I want to put everything in the same place so it needs to be simpler I think and I want room for drawings and pictures. So I’m going to give the highlighters a go and the pen loop, and I just need to decide on the Leuchtturm A5 v Rhodiarama….

    1. Hi Caroline. Glad it might inspire you to try again. Love to know how you get on. I do really find the highlighters work for me though, such an easy visual tool

  5. I like your streamlined approach. One question, re: highlighting. If you have previously used a yellow highlighter and go over that with pink, don’t you get orange?

    1. Rumbled. Yes sadly it is a bit orange but I rely on being able to see the yellow poking out. It’s a work in progress and I rarely use the orange anyway as I use that more for a big info panel or similar that I want to refer back to

      1. Ha! I do like the idea, though. I would probably adapt it by just not using any highlighter color if it’s an open task within the period covered by that page. If it is a May task and still open at the end of May, only then would I color it yellow. And migrate it to June, where it would remain colorless until elligible for pink. Just a thought.

  6. Love your article – have noticed that bullet journals are suddenly everywhere on instagram etc and had no clue what they were until you pointed me in the right direction. I also love nosying around others diaries/desks 🙂
    The full on bullet journal experience seems a little bit crazy to me – very complicated and like you need a second bullet journal to schedule the bullet journalling.
    What I’ve realised though is I basically do the bare-bones already – I’m a great one for to-do lists, daily and at other more lengthy periods. It’s always the first thing I do in the morning to help tackle a busy day, or stop me slacking off at quiet times. I have my own codes which I think has to be the best way. I’m not sure I’m disciplined enough for colour-coding although I like the idea of washi tape to mark important page so may start doing that.
    I currently use a leuchturm day to page diary which works fine – as I only work 3 days a week the Thurs-Sunday pages get filled with other lists.
    I might go back to a blank book next year though. I used to use a Paperways notebook (the yellowy orange one) bought from you that was split into 8 boxes over a double page spread…. I liked the options for listmaking (and the slightly random hexagonal background).

  7. I am struggling to see what you found complicated about the “plain” Bullet Journal. I see it as very minimalistic just as it stands. You say:

    “Bullet Journal in its truest form is quite a detailed process that involves marking out pages, using an index, carrying page numbers back and forth, using a detailed language to mark off items at different stages of progress”

    But the only thing I think is true is that an index is very handy even essential – and, to be honest, adding an entry at the front saying “Annual ToDo – pg 21” is hardly complex or detailed.

    There are no pages to be “marked out” – each page is effectively blank and contains whatever you want and *only* what you want (in my case the date, and some basic health tracking for each day). The “language” is just some basic symbols: again, use just the ones you need. In my case, tasks and events are sufficient, with the odd $ notation to help keep track of spending…

    For me, the BuJo inspired me to start tracking things again *precisely* because it is minimal and allows me to do the minimum I need. I’d encourage others who come here to try out the system (even for just a few weeks) as it stands before adding and/or removing things. https://bulletjournal.com/ is really is a great concept.

    1. Hi – I struggled because the ‘official’ system is quite long-winded with symbols and processes and I just found it off-putting. It’s a personal thing because it cearly works for some and not others. My take is that if I found it off-putting others would likely too and might appreciate the idea of trying elements of it rather than the whole process as laid out by Ryder. Horses for courses as they say.

  8. Great article and nice hacks – thanks. I want to like bullet journalling and also struggle with the quantity of symbols. I also use an electronic diary and I don’t want to use the bullet journal to duplicate my calendar.

    What I do find useful though is focusing on a small number of tasks each day. I find I am more productive this way.

    It’s also worth remembering to keep action lists to specific tasks, not larger projects. Eat that elephant one spoon at a time.

  9. The fully blown Bullet Journal written by people who have time to waste with boxes, flowing headings, a gratitude place and habit trackers to me seem a bit ‘precious.’ perhaps they haven’t enough to do.
    I used to write bullet scrap paper so that’s what I do in my ‘day book.’ Each job has a square and that;s coloured in when done, arrowed if not done but needs to be completed to the next day. Appointments are circles. I have occasional lists noted in the index and occasionally things get glued on eg book titles from the newspaper. My monthly calendar is a cut out printed square stuck on the corner of an A5 lined post it note. Below that the page is divided in half and there is a half line for each day. This large post it note is stuck on a card so I can move it to the page I am working on. Anything that only happens in that month ie birthdays are noted at the top beside the calendar square. At the end of the month it is stuck to a page at the back of the book and a new month started. At the back of the book are pages of things I wish to remember eg phone numbers, addresses, words for the song I am learning at the moment, book titles etc. These are added to the index when the book is finished. I mean to scan these pages and form a collection in one note so I can refer back to then when necessary.etc I also use my day as a journal of each day doings. This works for me and I don’t have to spend time drawing boxes and pictures in my Bu Jo

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