I trust systems more than memory

I wish I could remember everything.
But I can’t.

That’s why I’ve found a method that helps me. For me, everything needs to be written down.

It matters a lot to me to follow up properly and deliver on what has been agreed. That also means I need systems that help me keep an overview, especially when many tasks are moving at the same time.

On the day I took this photo, I had 33 tasks on my list, including meetings. That may sound like a lot, but over time I’ve found a structure that actually works for me.

Google Calendar is a big part of that structure. I use color coding to create a clear overview of my day. Light blue is for tasks that need to be done. Dark blue is for recurring tasks, such as daily checks of customers’ Trello boards. Light purple means I’m waiting on someone else. Green means done. Black marks phone calls where the customer didn’t answer.

I also use exclamation marks as visual priority markers. One means it needs to be done today. Two means top priority. Three means urgent.

It sounds simple, and it is. But for me, it makes a real difference. It helps me plan ahead while still staying flexible in a busy day.

The most important thing is still the same: making sure our customers’ tasks do not slip through the cracks, even when many things are happening at once. This applies both in day-to-day work and in longer collaborations around WordPress service agreements and WordPress hosting.

That’s why I’ve learned to trust systems more than memory.

It may not be the right method for everyone. But it works for me, and it helps me create clarity, follow up properly, and be someone customers can rely on.