I retired about 4 years ago, but before I did, my office was using Teams, Slack, and Outlook to manage communications at work, and occasionally text messaging or social media (FB Messenger, WhatsApp, Signal, etc.) outside of work to get information outside of business hours.

To keep things organized, we always had a singular database where we tracked all tasks and projects, as well as who they were assigned to. We used to have this on SharePoint, but with Teams expanding their toolkit, we rebuilt our SharePoint sites there. No matter where the communication came from, it was everyone’s responsibility to update the master task list with new items, but core projects were always added and tracked by upper management.

It became habit to update the status of projects at least once daily. If a project went 2 or 3 days without a new status - even a simple note stating that no work had been done that day on this particular task - then upper management would come asking questions. Yes, there was a bit of micromanagement, but it kept us task-oriented and productive. We always reviewed everything on the master task list every morning and prioritized our day based on what could be accomplished. Nothing was missed.

I personally would also make bullet lists throughout my day with simple checklist-type objectives. Anytime someone asked me to do something, it’d go on the bullet list. Any new update I needed to add to the master task list, I’d make a quick bullet reminder. A new idea pops into my head… into the bullet list so I don’t forget about it later.

I have ADHD, so keeping focused on multiple things throughout my day was difficult and I’d always forget some important details. Keeping my own simple checklist on my person let me hyperfocus on one or two projects at a time without completely losing track of all the other things I needed to deal with that day.

I got real quick at jotting down notes as information came to me, so I could track dozens of projects a day and never lose details on any of them. At the end of my work day, I could settle down and take my time writing out detailed logs in the master task list so upper management would be satisfied with the effort put into my projects that day. The more detailed my logs, the less likely they’d come to ask me questions and interrupt my workflow during the day.