Best Systems for Organizing Your Workflow

In Tech, you don’t run out of things to do - you run out of time ⏳ Your day is a blur of Jira tickets, Slack pings, and “quick” syncs that eat half your sprint. Without a solid prioritisation system - you’re just reacting. 🛠️ We obsess over clean code, lean sprints, perfect pipelines… but not always over the systems that help us work smarter. Here's six tools that help you prioritise effectively👇 1️⃣ Eisenhower Matrix What it does: Gives you a visual map of what to do when ↘️ Urgent and important = Do it now ↘️ Important but not urgent = Schedule it deliberately ↘️ Urgent but not important = Delegate it ruthlessly ↘️ Neither = Delete it without guilt 🔧 How this helps tech teams: • Separates true improvement fixes from “tidy up the wiki” • Prevents every Slack ping from hijacking your day • Makes firefighting meaningful 2️⃣ 80/20 Rule (Pareto Principle) What it does: Focuses you on the 20% of actions that drive 80% of outcomes ↘️ Find the real levers ↘️ Optimise the critical path, not the entire codebase 🔧 How this helps tech teams: • Spend time on features customers actually use • Fix bugs that impact OKRs, not just your sense of code elegance • Avoid the trap of endlessly polishing prototypes that never ship 3️⃣ RAG Status (Red, Amber, Green) What it does: A quick triage system everyone understands ↘️ Red = critical ↘️ Amber = monitor ↘️ Green = on track 🔧 How this helps tech teams: • Stops stand-ups from sounding like panic in three acts • Flags real blockers without inflating drama • Brings clarity to chaos - fast 4️⃣ Kanban Boards What it does: Visualises workflow and limits chaos ↘️ Makes invisible work visible ↘️ Respects cognitive limits with WIP boundaries ↘️ Shows progress at a glance 🔧 How this helps tech teams: • Exposes bottlenecks before they become blockers • Eliminates the “Where’s that ticket?” game • Encourages finishing over constant context-switching 5️⃣ 3-3-3 Method What it does: Focuses you on 3 key tasks, 3 times per day ↘️ Morning = critical tasks ↘️ Afternoon = important progress ↘️ End of day = prep for tomorrow 🔧 How this helps tech teams: • Enables deep work over distractions • Stops the trap of starting everything and shipping nothing • Builds natural breathing space into heavy schedules 6️⃣ A-B-C-D-E Method What it does: Prioritises your to-dos from mission-critical to “ditch it” ↘️ A: Must-do ↘️ B: Should-do ↘️ C: Nice-to-do ↘️ D: Delegate ↘️ E: Eliminate 🔧 How this helps tech teams: • Cuts through backlog bloat • Surfaces high-impact work hiding under busywork • Stops you optimising dead-end code that's on the chopping block 🚀 Prioritisation = Better Outcomes. Period. ✅ People act fast ✅ Teams execute cleanly ✅ Decisions get made ✅ Stops Whack-a-Mole with your workday Prioritisation isn’t about doing less - it’s making what you do count. Because busy is easy. Focus is harder.  Impact is intentional. Choose it. 🔧 ♻️ Share & 🔔 Follow 👉Maryann(MJ) for Tech Career Tips

𝗧𝗵𝗲𝘀𝗲 𝘁𝗼𝗼𝗹𝘀, 𝗵𝗲𝗹𝗽𝗲𝗱 𝗺𝗲 stop drowning in the chaos of managing multiple projects simultaneously while keeping C-suite stakeholders informed and cross-functional teams productive. Two years ago, I was juggling five active projects across different teams, with varying timelines and competing priorities. My inbox had 200+ unread emails, project updates were scattered across endless email threads, and I spent more time hunting for information than actually managing projects. Sound familiar? Here's what saved my sanity: → 𝗔𝘀𝗮𝗻𝗮 - Project timelines that auto-update when dependencies shift. No more manual Gantt chart nightmares when scope changes hit. → 𝗦𝗹𝗮𝗰𝗸 - Organized project channels replaced email chaos. Each project gets its own space, decisions are documented, and nothing gets buried in threads. → 𝗟𝗼𝗼𝗺 - Quick video explanations replaced status meetings. Five-minute screen recordings for complex technical updates saved hours of calendar coordination. → 𝗡𝗼𝘁𝗶𝗼𝗻 - Became my project knowledge base. Meeting notes, decisions, templates, and project artifacts are all searchable in one place. → 𝗠𝗼𝗻𝗱𝗮𝘆.𝗰𝗼𝗺 - Visual project boards that executives actually understand. Status reporting went from PowerPoint decks to real-time dashboards. → 𝗧𝗼𝗴𝗴𝗹 - Time tracking that doesn't feel like micromanagement. Finally had real data for resource planning and accurate future estimates. → 𝗠𝗶𝗿𝗼 - Virtual collaboration that actually works. Requirements gathering, process mapping, and stakeholder alignment sessions for distributed teams. → 𝗖𝗹𝗶𝗰𝗸𝗨𝗽 - Custom workflows for different project types. What works for software development doesn't work for marketing campaigns or facility upgrades. → 𝗝𝗶𝗿𝗮 - When you need serious issue and change management. Bug tracking, change requests, and technical project coordination that scales. → 𝗔𝗶𝗿𝘁𝗮𝗯𝗹𝗲 - Database power without complexity. Resource management, vendor coordination, and project portfolio tracking that makes sense. → 𝗖𝗮𝗹𝗲𝗻𝗱𝗹𝘆 - Eliminated scheduling ping-pong with busy stakeholders. Meeting coordination went from hours of back-and-forth to automatic booking. → 𝗭𝗮𝗽𝗶𝗲𝗿 - Connected everything together. Project data flows automatically between tools, eliminating manual copying and spreadsheet updates. The breakthrough wasn't using more tools. It was using the right tool for each specific challenge. Task management, stakeholder communication, time tracking, documentation, and team collaboration all require different approaches. If this sounds familiar, I put together a simple guide that shows what each tool does best and when to use them. Because the right tool at the right moment can transform project chaos into smooth execution. Follow Brian Ables, PMP, for practical tips and strategies to grow your career. ♻️ If this changed how you think about PM tools, share it with other PMs.

💡 One Follow-Up Trick That Transformed My EA Workflow 💡 One of the simplest EA habits I’ve ever implemented has also been one of the most transformative: I BCC myself on any email that requires a follow-up or an action from me. Every single time. No exceptions. It sounds almost too basic, but this one practice completely changed how I stay on top of my responsibilities. Once the email is sent and drops into my inbox, I immediately file it into a red highlighted folder titled “Follow Up.” That folder becomes my single source of truth. No sticky notes all over my screen. No half-remembered mental reminders. No frantic searching through my inbox trying to recall who I owe a response to or what I promised to do. Everything that needs my attention lives in one place, waiting for me. The real magic, though, happens on my calendar. Every day, I block 30 minutes at the beginning of the day and 30 minutes at the end of the day specifically to review that Follow Up folder. That blocked time is non-negotiable. It’s protected just like a meeting with my executive would be, because it is a meeting — with my commitments, my accountability, and my future self. This daily rhythm ensures nothing slips through the cracks and keeps small tasks from turning into big problems. When a task is complete, it's removed from the Follow Up folder. ✅ About ten years ago, I made a conscious decision to stop writing everything down in notebooks. While notebooks felt productive, they were fragmented, easy to misplace, and impossible to scale as my role became more and more complex. Implementing this email and calendar system brought structure, consistency, and clarity to my days. It removed the constant low-level stress of wondering if I forgot something — because if it’s not in my Follow Up folder, it doesn’t exist. For me, following up isn’t just about being organized. It’s about trust. It’s about being reliable. It’s about knowing that when I say, “I’ll take care of that,” I absolutely will. This system allows me to show up calm, prepared, and in control — even on the busiest days. If you’re drowning in notes, reminders, and mental to-do lists, consider this your sign to change the system — because the way you follow up may be the very thing holding you back from operating at your highest level. 🚀 #ExecutiveAssistant #EACommunity #EATips #FollowUpMatters #InboxManagement #TimeBlocking #CalendarManagement #ProductivitySystems #EAWorkflow #WorkSmarterNotHarder #ProfessionalOrganization #OperationalExcellence #BehindTheScenes #EAExcellence #AdministrativeProfessionals #TrustAndReliability #ProcessOverChaos #SystemsNotStress #CareerGrowth #ModernEA #EfficiencyAtWork #OwnYourRole

If you’ve ever worked at TikTok, you’ll probably agree with me on this: Lark is hands down one of the best tools out there. Back at TikTok, I saw how Lark (built by ByteDance) kept thousands of employees across the globe perfectly aligned. What I didn’t expect were two things: How much I’d actually miss it after leaving TikTok, and how seamlessly it would fit into my current role, where I now run a much smaller but very fast-moving team that plans and produces YouTube videos week after week. Today, Lark is the backbone of everything we do. Not only does our entire video-planning process run on it, but also our broader operations. We even built our own hub inside (the “Laserhub”) where every idea, production detail, client information, publishing date, and even thumbnail concept comes together. From the initial brainstorm to assigning tasks and tracking performance after upload, everything is in one place. Why it works so well for us: • All-in-one structure. Docs, chat, calendar, tasks, CRM, automations, AI tools, and video calls are seamlessly integrated. No more jumping between Slack, Notion, Zoom, or WhatsApp. • Real-time collaboration. Everyone sees updates instantly, whether we are brainstorming the next video, shifting production timelines, or refining a thumbnail. • Adaptable to every style. Each person can manage tasks the way that works for them, while staying plugged into the same shared workflow. • Perfect for small (& big) teams. Instead of creating complexity, Lark gives us clarity. It scales down just as easily as it scales up. For us, Lark isn’t just another tool. It’s the system that keeps our team organized, creative, and focused. At TikTok, it powered global operations. Today, it powers laserluca and all of our content. And here’s the best part: Lark is completely free for teams of up to 20 people. This is btw. not an ad, I’m just genuinely convinced that more creators and teams should know about it!

Someone asked how I organise my projects. I use Microsoft Loop extensively. For years, I used notebooks, sticky notes, teams chat, meeting minutes, screenshots, and “mental reminders.” It worked…until the work scaled, the stakeholders multiplied, and the complexity crossed a threshold. That’s when you realise something important: You don’t need more tools. You need a system. This visual is how I run mine today. At the centre is Microsoft Loop. Not because it’s trendy, but because it mirrors real work: - Flexible - Collaborative - Always live - Built for context, not storage Everything else connects into it with purpose: - OneNote → personal thinking + meeting notes - Planner → shared accountability + execution - To Do → follow-ups I must not drop - SharePoint / OneDrive → files, working drafts, final artefacts - Teams → conversations, channels, alignment - M365 Apps → Word, Excel, PowerPoint, Outlook. The reality of enterprise work Loop becomes the workspace, not another document. It holds the running narrative of the program: - pages - decisions - status - risks - operating rhythm Everything else feeds it or extends it — but nothing replaces it. Will this work for everyone? No. Systems only work if you actually maintain them. But if you’re leading complex delivery and feel your work is scattered, this might be a better starting point than yet another productivity hack. Small shifts compound. Start with one thing: Move your next project workspace into Loop and connect only what you need. Then evolve it as the program scales. If you want more posts on delivery systems, tools, and operating models for real-world program execution, follow along.

About 3yrs ago, I lost count of how many times I subscribed to a new software, just because a creator said it helped them with this or that. If you run a business, you’ve probably Signed up for every app. That’s why you’re stuck. The top 1% know better & this is what they’re doing differently ___________________________________________ Every time I add a new tool, I feel hopeful for about five minutes; then I’m right back where I started. If you run a business today, you’re bombarded with “must-have” tools every time you scroll. Morris on Instagram says one app made him six figures. ___________________________________________ So you sign up for one. Then another. Maybe you migrate your whole setup, hoping this time it will change your life. But what really happens? You end up with a graveyard of apps, half-finished dashboards, and three platforms that do the same thing. Tools don't build workflows for you. They give you structure, but you still have to build the workflow and make it work. ___________________________________________ The Fix: Start With Your Actual Workflow Instead of starting with tools, start with your work. Example 1: Let’s say you’re a Business Consultant, you Workflow might look like this : → Attract leads → Qualify and book calls → Deliver proposals and close deals → Onboard clients → Run sessions and deliverables → Collect feedback ___________________________________________ Knowing this, your tool stack should be simple: → Calendar/booking (Calendly) → CRM (HubSpot/Notion) → Video calls (Zoom) → Document tools (Google Docs) → Loom & Scribe to save you time → Simple invoicing No need for five CRMS or multiple funnel builders. ___________________________________________ Example 2: Now, let’s say you’re a social media manager. Your workflow is different: → Content planning and approval → Scheduling posts → Engaging followers → Reporting analytics Your tool stack might be: → Content calendar (Notion, Trello) → Scheduling (Buffer, Hootsuite) → Analytics (native or Sprout Social) Copying the consultant’s workflow here makes no sense for you & vice versa ___________________________________________ My Simple Formula: Keep, Kill, or Add → Start with your workflow. Write your process step by step. → Map tools to steps. Add tools only if they support a step. → Audit regularly. If unused for a month, kill it. If two tools do the same job, pick one. → Don’t copy, customize. What works for Morris might not work for you. ___________________________________________ You don’t need more tools. You need the right ones for your process. Start with your workflow, then pick tools that fit. Not the other way around. Do this, and you’ll spend less time getting overwhelmed and more time moving your business forward. ___________________________________________ P.S: I share the juicy stuff in my comment section

I end almost every workday the same way: entering billables and mapping out tomorrow. This system has evolved with me from paper to digital, but its core remains unchanged and more valuable than ever in today's hybrid work environment. The Process: ✅ Write down daily action items ☑️ Monitor time continuously throughout the day ✅ Document follow-up obligations ☑️ Prioritize with asterisks and due dates ✅ Plan ahead with dated task sheets Although this system started on paper (template pictured below), I've since migrated to GoodNotes. The digital version lets me highlight, copy/paste, and reorganize tasks instantly. Whether you prefer paper, digital, or other tools like Notion or ClickUp, the key is consistency. At day's end, I: ☑️ Review pending items ✅ Enter billable time ☑️ Create tomorrow's sheet Sometimes life happens – I'll work until an evening commitment without completing this routine or just need to rush out the door. When that occurs, it's the first thing I do the next morning. This flexibility is crucial for long-term habit sustainability. Why It Works: ✅ Reduces mental load ☑️ Ensures nothing falls through cracks ✅ Makes time entry smoother ☑️ Creates a sustainable workflow ✅ Adapts to both office and remote work In demanding environments like #biglaw, success hinges on robust systems for time management and task tracking. While this specific approach works for me, the crucial part is finding and committing to a system that works for you. Remember: Organization isn't about perfection – it's about creating space for more meaningful work and reducing cognitive load. Build the system, establish the habit, and watch your productivity transform. 🔥✌🏻❤️ #mindfullyemily #lawyerwellbeing #professionalwomen #emilylitigates

As someone juggling multiple projects and needing to stay on top of everything, I know how overwhelming it can get—especially when your desktop looks like chaos! Here’s my setup: 📂 𝐖𝐨𝐫𝐤𝐢𝐧𝐠 𝐍𝐨𝐰: For files I’m actively working on, like presentations or ongoing programs. 📂 𝐈𝐦𝐩𝐨𝐫𝐭𝐚𝐧𝐭: High-priority items that need my attention soon. 📂 𝐃𝐞𝐦𝐨𝐬: Resources I need when preparing or presenting demos. With this system: ✅ I spend less time searching for files. ✅ My mental clutter is reduced (a clear workspace = a clear mind!). ✅ It’s easier to focus on what’s important now. For me, the real benefit, it’s in reducing the mental load that comes with clutter. It’s a simple system that works with my brain, not against it. 💡 𝐇𝐨𝐰 𝐲𝐨𝐮 𝐜𝐚𝐧 𝐜𝐫𝐞𝐚𝐭𝐞 𝐲𝐨𝐮𝐫 𝐨𝐰𝐧 𝐬𝐲𝐬𝐭𝐞𝐦: 1️⃣ Use a desktop wallpaper with zones to visually organize your files. 2️⃣ Label the sections based on what makes sense for you (projects, deadlines, etc.). 3️⃣ Clean up weekly to maintain order. This small change has saved me hours each week and helps me stay focused on what really matters. 🌟 And it gives me joy every time I look at it.

Ever felt like you have 20 tabs open in your brain and none of them are loading properly? That used to be me every day. Juggling a full-time job at Amazon, creating content, responding to DMs, planning videos, and tracking everything, my brain started feeling like a messy Google Drive folder I never cleaned up. But here's the thing about me: if systems break, I rebuild them better. The problem wasn't workload, it was how I was managing information. So I built what people call a "second brain" in Notion, and honestly, it changed how I work. Before Notion, I had ideas scattered across: 📌Random notes on my phone (half-finished thoughts at 2 AM) 📌Browser bookmarks I'd never revisit 📌Email drafts that turned into to-do lists 📌Paper sticky notes on my desk that got buried It was chaos. 💡 Now, everything lives in one place. When a student asks me about scholarships, I pull up my Scholarship Database. When I'm planning content, I open my Content Calendar. When I need to prep for a 1:1, I check my Meeting Notes. 📁 My favorite part was linked databases. I can tag a resource with "Internships," and it shows up in my job search board, my student resources page, and my newsletter ideas, automatically. 🤝 I also share specific pages with students. They get access to templates I've built for resumes, cold emails, or interview prep without me having to copy-paste every time. Building systems used to feel like extra work, but now it feels like the only way I can keep up. What's your system for staying organized? #systems #notion

How I optimized my Webflow workflow to save 40+ hours per project When you’re running a Webflow agency, time is your most valuable asset. After building 100+ websites, I’ve honed a workflow that’s not only efficient but also delivers high-quality results. Here are a few game-changing strategies that save me and my team hours on every project: 1️⃣ Use a Class Naming System Adopting a structured system like Client-First or combination with Relume keeps my projects organized and scalable. It saves at least 10-20+ hours a week of meaningless work when it's done properly. 2️⃣ Master Reusables Headers, footers, buttons, and modals—design them once and use them across the entire project. With Webflow’s Variables and Components, I ensure consistency while cutting down on repetitive work. 3️⃣ Plan the CMS from Day One A well-structured CMS is the backbone of dynamic content. I map out collections and relationships during the design phase to avoid unnecessary rework during development. 4️⃣ Lean on Productivity Tools ✔️ Figma for design handoffs: Aligning on designs before starting in Webflow reduces revisions. ✔️ Relume Library: Ready-made components speed up build time without compromising quality. ✔️ Loom for feedback and tutorials: Quick videos save time on endless back-and-forth emails. 5️⃣ Batch and Automate Tasks By grouping similar tasks—like setting up interactions or applying styles—I minimize mental switching and work more efficiently. Automation tools like Zapier also help with integrating Webflow forms with external tools like HubSpot or Slack. The Results? A streamlined workflow that saves 20+ hours per project, freeing up time for what matters most: creativity, innovation, and building websites that truly deliver results. P.S. Efficiency isn’t about cutting corners; it’s about working smarter. If you’re in the Webflow space, what’s one workflow hack you swear by? Share it below—I’d love to learn from you!