5 Signs You Need Better Organizational Systems at Work - Which One is Holding You Back? (Replay from March 2025)

How to Stay Organized as a Leader: The System Nobody Teaches You have a system for managing your tasks. You're tracking your projects. Maybe you've even organized your inbox, calendar, and information. But what about managing the actual work of being a leader? Employee development. One-on-one meetings. Coaching conversations. Feedback. Follow-ups. Supporting your team. Building relationships. Making decisions. These responsibilities are some of the most important parts of leadership, yet they're often the least organized. And when you're busy managing everything else, it's surprisingly easy for them to fall through the cracks. We spend a lot of time teaching people how to lead, but very little time teaching them how to manage the work of leading. In this episode of the Get Organized at Work Podcast, we're exploring Leadership Management, the fourth of five core systems in the Leadership Operating System (LOS). We'll discuss why even highly capable leaders struggle to keep up with their leadership responsibilities, why traditional task and project management systems aren't enough, and how to create a practical system that helps you lead more intentionally. In This Episode, You'll Learn:

Task Management: Why To-Do Lists Failing Leaders Why do to-do lists fail leaders? A task list can capture everything you need to do, but it can’t prioritize your work, track a project, or keep delegated tasks moving on its own. In this episode of Get Organized at Work, Kayla explains how to build a more useful task management system. Learn how to:

Project Management for Leaders: Always Know What's Happening Project work gets hard to lead when the status, decisions, owners, and next steps are scattered across meetings, messages, and your memory. In this episode, Kayla breaks down a simple project management system to help you see what’s happening and keep work moving. You’ll learn how to distinguish projects from tasks, what information to track for each active project, how to partner with a project manager without handing over your role as project owner, and how a regular review can help you spot blockers and support your team. If a project needs coordination support and no project manager has been assigned, Kayla also suggests asking what support may be available. In this episode:

Get Organized at Work Podcast has now reached over 100,000 downloads! 🎉 I’m still wrapping my head around that number. Every download represents someone choosing to spend time with an idea, a conversation, or a tool that might help them feel more organized and lead with greater clarity. Thank you for listening, sharing episodes, and being part of this community.There’s another reason this milestone feels special. Around this time last year, I was leading a live membership cohort and teaching what I called the COGS of Leadership. I was showing how tools like Microsoft Teams and OneNote could support different parts of a leader’s work: communication, information, and the systems that help everything move forward.Looking back, I can see the early shape of what I’m building now: the Leadership Operating System. This idea has been taking form over months of conversations, teaching, experimenting, and noticing what leaders actually need.It feels pretty wild to see how far the work has come—and to know there are more than 100,000 downloads behind it.Thank you for being here. I’m celebrating this one. 🩵 -- The 5 Systems Every Leader Needs Workshop Replay Registration is OPEN NOW until 11:59PM Central on 10/4/26 for the Leadership Operating System Live Cohort! ➡️All details are here: https://www.kfaconsulting.org/livecohort Feeling pulled in too many directions, reacting all day, or trying to keep too much in your head? In this workshop, I introduce the Leadership Operating System: a practical way to bring more clarity, structure, and follow-through to your work as a leader. ' You’ll learn how to think about the systems that support your leadership, identify where your current approach is getting stuck, and choose practical changes that can help you lead with greater focus and intention. This workshop is for leaders who want to manage priorities, information, and everyday responsibilities with more confidence—without relying on memory or constantly starting over. Want support putting your Leadership Operating System into practice? The 8-week Leadership Operating System Cohort begins the week of October 5, 2026. You’ll get live workshops, replays, a Leadership Operating Manual, practical templates, weekly practice, and a private cohort community. ➡️Register for the Founding Cohort here and sign up today: https://www.kfaconsulting.org/livecohort -- 🎁 Resources Mentioned 📋 Take the FREE Leadership Operating System Audit 🌱 Join My Podcast Community and App for Professionals 🎙️ Subscribe so you don't miss the next episode in this Leadership Operating System series. ⭐ If this episode was helpful... If you enjoyed today's conversation, I'd be so grateful if you would subscribe, leave a review, or share this episode with another leader. It helps more people discover the show and build systems that create more capacity for what matters most. Continue Your Leadership Journey: 🎯 Free Resource:Download the Simple Task System Template to start organizing your tasks today: https://kayla-fahey-ahrndt.myflodesk.com/simpletasklist 📓Get the OneNote Hub template I use to organize my work and leadership systems:https://kayla-fahey-ahrndt.myflodesk.com/ultimateonenotetemplate 🎥If you want to watch my OneNote Hub tutorial, it's here on YouTube: https://youtu.be/Co83sC_qovw?si=nQtnaV3EQiqaQKas

Build Your Leadership Operating System With Me You don’t need another productivity hack. You need a leadership system that can actually support the complexity of your role. In this episode of Get Organized at Work, we’re taking the next step in the Leadership Operating System series and talking about what it looks like to intentionally build the systems underneath the way you lead. If you’ve ever felt like you’re the person holding everything together — remembering the details, tracking projects, following up on commitments, finding information, managing priorities, and trying to stay strategic at the same time — this episode is for you. You’ll learn why successful leaders often outgrow the systems that used to work for them, how disconnected tools and processes create unnecessary mental load, and what changes when your leadership systems actually work together. We’ll also talk about the difference between learning about better systems and actually implementing them — and why building a Leadership Operating System can help you create more clarity, consistency, visibility, and space to lead. And if you’re ready to build yours with support, enrollment is now open for the Leadership Operating System Founding Cohort, an eight-week live experience designed to help you create a practical operating system for your real leadership role. ➡️*Learn more about the Founding Live Cohort here:* https://www.kfaconsulting.org/livecohort In this episode, we cover: