A leader’s role inevitably involves constant interruptions. This stems from the simple fact that you’re responsible for many people, each with complex jobs. The projects you lead likely involve multiple stakeholders and priorities. On any given day, questions arise that require your input. Blockers may emerge, and you’ll need to step in to remove them. Priorities shift. New initiatives or feature requests will demand your prompt evaluation and input. You must manage these interruptions while retaining focus and momentum on the strategic work you are driving.

In my experience, I try to start each day with a short list of the most important tasks I need to accomplish. This list must be short because I know I’ll be interrupted throughout the day with various requests for help. As a leader, providing that support is a critical part of my role.

So, how do you stay organized and make progress despite the chaos? While the best tools or processes will differ for each individual, the key is to find what works for you.

For the past five years, I’ve been using a technique called Bullet Journaling. At its core, Bullet Journaling is a flexible, paper-based system for organizing your thoughts, taking notes, and tracking to-do lists. The flexibility is useful to me, as it allows me to adapt my system on the fly, changing how I structure the pages in my notebook. I also enjoy the creative outlet of drawing new layouts for my monthly calendar, shopping lists, blog post ideas, and more.

Of course, there are countless other ways to manage your to-do list. Getting Things Done (David Allen) is a popular method, and several companies have adapted it for use with software like Microsoft Outlook. No matter your platform of choice, the market is full of apps designed to help you track your tasks.

In my experience, the keys to a successful system are:

1. Ease of Entry – Recently, I was introduced to Microsoft Office’s To Do app. I love how easy it is to create tasks from any content – emails, texts, Microsoft Teams messages, calendar invitations, and more – with just a right-click. Find a system that you can access anywhere, and into which you can quickly add new tasks. The earlier it is to enter new items, the more likely you are to capture everything that comes your way.
2. One System to Rule Them All – I recommend using one tool to track all your action items. Having a single place to review your to-do list will save time and reduce frustration, compared to spreading tasks across multiple platforms like notebooks, software tools, and Post-It notes.
3. Prioritization – Most tools will let you assign a priority to tasks, which is helpful. However, I often need to prioritize tasks based on multiple factors – urgency, customer value, and effort level, among others. My favorite tools allow me to create custom fields, which help me sort tasks based on multiple criteria at once. This is especially useful when I want to track things like “boss requests,” “team blockers,” or “things I need next time I’m at the hardware store.” Note: This is one area where my Bullet Journal falls short.
4. Multimedia Support – While I don’t need this all the time, there are moments when attaching a PowerPoint slide, screenshot, or data file to an action item is helpful. It’s much easier to tackle a task when you have all the relevant information at hand.
5. Access Anywhere – As I mentioned earlier, it’s essential that I can access my tasks from anywhere, on any device. A cloud-based system that syncs across platforms or my paper Bullet Journal both meet this need.

Whatever system you choose, make sure it’s easy to use, intuitive, and fits your workflow. People learn and retain information differently, so it’s worth experimenting to find what works best for you.

I hope you’ve already found a system that serves you well. If not, I hope this inspires you to explore new options.

What tools or systems have you used? I’m sure both I and other readers would benefit from hearing about tools that have worked well for you.

Please share your recommendations and stories in the comments below.