Get Organized at Work | Career, Leadership, Project Management, Productivity, Time Management

The Biggest Leadership Lesson I Learned This Year
Today is my birthday, and birthdays have a funny way of making me pause and reflect.

As I looked back over the past year, I realized something that completely changed how I think about leadership, organization, and even my own business.

For years, I thought I was teaching OneNote and time management. But after working with hundreds of leaders, creating the Ultimate OneNote Hub, launching the Leadership Operating System Audit, and hearing incredible success stories from members of our community, I realized I was actually teaching something much bigger.

In this episode, I'm sharing the five leadership systems that I believe every leader needs:

📝 Task Management – Know your top priorities each day.

📁 Project Management – Always know the status of your projects.

📄 Information Management – Quickly find meeting notes and important information when you need it.

👥 Leadership Management – Know who and what needs your leadership attention.

🎯 Strategic Planning – Pause to plan instead of constantly reacting.

I'll also share what I've learned from the first 26 Leadership Operating System Audit responses, why I believe most leaders don't actually have a time management problem, and how one weak system can quietly create friction throughout your entire workday.

If you've ever felt overwhelmed, reactive, or like you're working hard but never quite getting ahead, I think this episode will help you identify where to start.

Remember: You don't need to rebuild your entire life.

You just need to build the next system.

🎁 Resources Mentioned
📋 Take the FREE Leadership Operating System Audit

🌱 Join My Podcast Community and App for Professionals

 

⭐ 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

Microsoft Planner: 4 Kanban Boards Every Leader Should Build: https://www.youtube.com/watch?v=QH0etm9NgkI

📖 Want the full Microsoft Planner Kanban system? Check-out my e-book: https://kayla-fahey-ahrndt.myflodesk.com/microsoft-planner-kanban-boards

🎥Watch the Active Projects List walkthrough in my OneNote Hub: https://www.youtube.com/watch?v=tEDJl9M7178

🎥Watch the Daily & Weekly Dashboard tutorial in my OneNote Hub: https://youtu.be/nWgmoIJBCPc

🎥 Watch the Leader Standard Work and Weekly Reflections Questions tutorial in my OneNote Hub: https://youtu.be/JQ4IFTDQV9Y

🎥Watch the Goal Setting for Professionals in OneNote | Annual Goals + Self-Assessment tutorial in my OneNote Hub: https://youtu.be/wf7qvyBNK5o

 

Keywords
leadership, leadership development, leadership systems, leadership operating system, productivity, workplace organization, time management, project management. task management, strategic planning, information management, meeting notes, OneNote. Microsoft OneNote, OneNote for work. executive leadership, healthcare leadership, manager productivity, new manager, leader organization, weekly planning, work organization, professional development, work systems, organizational systems, personal productivity, intentional leadership, leadership habits, leadership podcast, get organized at work

Why Slowing Down Feels Wrong (Until It Changes Everything) 
Why does slowing down feel so...wrong?

If you've ever felt guilty for blocking 30 minutes to plan your week, reflect, or simply think ahead, you're not alone.

Many high-performing professionals have been conditioned to believe that productivity only counts if it looks busy. But what if the most valuable work you do isn't answering emails or checking off tasks—but preventing problems before they happen?

In this episode, I share a story from my years working in a hospital blood bank that completely changed how I think about productivity, leadership, and creating systems that reduce chaos before it starts. We'll explore why planning feels uncomfortable, why your nervous system may resist slowing down, and how creating intentional thinking time can completely transform the way you lead.

If you're ready to stop reacting and start leading proactively, this episode is for you.

✨ In this episode you'll learn:

Why planning often feels "unproductive" (even though it isn't)

The difference between visible work and invisible work

How high-performing leaders create space to think

Why preventing chaos is more valuable than constantly responding to it

One simple practice you can implement this week

Next Steps:
1. Take the Leadership Operating System Audit - ➡️Leadership Operating System Audit Link

2. Join the Get Organized at Work Community and improve your score with us through our weekly practice - 📱Join My Podcast Community and App for Professionals

Keywords
leadership development, productivity mindset, weekly planning, time management, high performer, leadership habits, leadership operating system, organization, work systems, productivity tips, manager development, burnout prevention, systems thinking, planning ahead, leadership skills

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

Microsoft Planner: 4 Kanban Boards Every Leader Should Build: https://www.youtube.com/watch?v=QH0etm9NgkI

📖 Want the full Microsoft Planner Kanban system? Check-out my e-book: https://kayla-fahey-ahrndt.myflodesk.com/microsoft-planner-kanban-boards

🎥Watch the Active Projects List walkthrough in my OneNote Hub: https://www.youtube.com/watch?v=tEDJl9M7178

🎥Watch the Daily & Weekly Dashboard tutorial in my OneNote Hub: https://youtu.be/nWgmoIJBCPc

🎥 Watch the Leader Standard Work and Weekly Reflections Questions tutorial in my OneNote Hub: https://youtu.be/JQ4IFTDQV9Y

🎥Watch the Goal Setting for Professionals in OneNote | Annual Goals + Self-Assessment tutorial in my OneNote Hub: https://youtu.be/wf7qvyBNK5o

What You Can't See in Hero Mode (And Why It Matters)
What if the goal isn't to become more productive... but more present?

When we're in "hero mode," our brains become incredibly efficient at scanning for problems, deadlines, and the next thing that needs our attention. It's how we survive busy seasons.

But it's also why we miss so much.

In this episode, I'm sharing one of the biggest lessons I've learned this summer: the connection between margin, noticing, and leadership. We'll talk about why organization isn't just about getting more done—it's about creating enough space to see the people, opportunities, patterns, and moments that matter most.

If you've been feeling like you're constantly reacting instead of leading, this episode is for you.

In this episode:

Why hero mode narrows our perspective

The difference between surviving and leading

How systems create margin—not just productivity

Questions that help you become a more observant leader

Why noticing might be your greatest leadership skill

☕ Coffee with Kayla Challenge:
This week, spend five intentional minutes simply noticing. No fixing. No optimizing. Just ask yourself:

"What have I been too busy to see?"

☕ Inside the Get Organized at Work Community, we're practicing these leadership habits together every Monday during Coffee with Kayla. We'll open our Weekly Dashboards, plan the week, and build the habits that help leaders become more intentional over time.

Next Steps:
1. Take the Leadership Operating System Audit - ➡️Leadership Operating System Audit Link

2. Join the Get Organized at Work Community and improve your score with us through weekly Leadership Sprints - 📱Join My Podcast Community and App for Professionals

Remember: Leadership isn't about having all the answers. Sometimes the greatest value you bring to a conversation is asking the question that helps everyone else think differently.

 

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

Microsoft Planner: 4 Kanban Boards Every Leader Should Build: https://www.youtube.com/watch?v=QH0etm9NgkI

📖 Want the full Microsoft Planner Kanban system? Check-out my e-book: https://kayla-fahey-ahrndt.myflodesk.com/microsoft-planner-kanban-boards

🎥Watch the Active Projects List walkthrough in my OneNote Hub: https://www.youtube.com/watch?v=tEDJl9M7178

🎥Watch the Daily & Weekly Dashboard tutorial in my OneNote Hub: https://youtu.be/nWgmoIJBCPc

🎥 Watch the Leader Standard Work and Weekly Reflections Questions tutorial in my OneNote Hub: https://youtu.be/JQ4IFTDQV9Y

🎥Watch the Goal Setting for Professionals in OneNote | Annual Goals + Self-Assessment tutorial in my OneNote Hub: https://youtu.be/wf7qvyBNK5o

The Most Valuable Skill I Learned Was Asking Better Questions
The most valuable leadership skill I've learned wasn't having better answers—it was asking better questions.

Early in my career, I believed great leaders were the ones with the answers. The more responsibility I took on, the more I realized that the highest-impact leaders often do something very different.

They ask better questions.

In this episode, I'm sharing the questions that have transformed the way I lead, facilitate meetings, make decisions, and think strategically. These aren't questions I learned overnight—they've developed over years of building systems, creating more mental capacity, and learning to lead at a higher level.

We'll explore:

Why leaders don't need to have all the answers

The questions I ask in meetings to create clarity

How better questions lead to better decisions

Why systems create the capacity to think strategically

A simple challenge you can use in your next meeting

If you've ever walked into a meeting feeling like you needed to prove yourself, this episode is for you.

☕ Inside the Get Organized at Work Community, we're practicing these leadership habits together every Monday during Coffee with Kayla. We'll open our Weekly Dashboards, plan the week, and build the habits that help leaders become more intentional over time.

Next Steps:
1. Take the Leadership Operating System Audit - ➡️Leadership Operating System Audit Link

2. Join the Get Organized at Work Community and improve your score with us through weekly Leadership Sprints - 📱Join My Podcast Community and App for Professionals

Remember: Leadership isn't about having all the answers. Sometimes the greatest value you bring to a conversation is asking the question that helps everyone else think differently.

 

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

Microsoft Planner: 4 Kanban Boards Every Leader Should Build: https://www.youtube.com/watch?v=QH0etm9NgkI

📖 Want the full Microsoft Planner Kanban system? Check-out my e-book: https://kayla-fahey-ahrndt.myflodesk.com/microsoft-planner-kanban-boards

🎥Watch the Active Projects List walkthrough in my OneNote Hub: https://www.youtube.com/watch?v=tEDJl9M7178

🎥Watch the Daily & Weekly Dashboard tutorial in my OneNote Hub: https://youtu.be/nWgmoIJBCPc

🎥 Watch the Leader Standard Work and Weekly Reflections Questions tutorial in my OneNote Hub: https://youtu.be/JQ4IFTDQV9Y

🎥Watch the Goal Setting for Professionals in OneNote | Annual Goals + Self-Assessment tutorial in my OneNote Hub: https://youtu.be/wf7qvyBNK5o

Stop Getting Organized. Start Building Leadership Capacity.
Have you ever stopped to ask yourself why getting organized actually changes the way you lead?

For years, I've taught productivity systems, OneNote, weekly planning, and dashboards. I've experienced firsthand how these tools transformed my own career—but this weekend, I finally found the words to explain why they work.

In this episode, I'm sharing one of the biggest mindset shifts I've had in a long time:

Systems don't just help you get organized. They create capacity.

And that capacity gives you the mental space to notice patterns, ask better questions, make better decisions, and become a more intentional leader.

In this episode, we'll talk about:

Why organization isn't the ultimate goal

How systems create mental capacity

The leadership shift from having all the answers to asking better questions

Why awareness is the foundation of better decision-making

A simple challenge to help you create more capacity this week

I'm also sharing an exciting update about a new way we'll be practicing these leadership habits together inside the Get Organized at Work Community through weekly Leadership Sprints.

If you've ever felt like you're capable of more but stuck reacting to your day instead of leading it, I think this episode will resonate with you.

Next Steps:
1. Take the Leadership Operating System Audit - ➡️Leadership Operating System Audit Link

2. Join the Get Organized at Work Community and improve your score with us through weekly Leadership Sprints - 📱Join My Podcast Community and App for Professionals

Remember: Getting organized isn't the destination. It's how we create the capacity to become the leaders we're capable of becoming.

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Resources
📋 Free Simple Task List: 
If you're feeling overwhelmed, download my free Simple Task List to capture everything in one place, organize your work, and identify your top 3–5 priorities (or even just 1–3 during especially busy seasons).

 ➡️https://kayla-fahey-ahrndt.myflodesk.com/simpletasklist

🧠 Ultimate OneNote Hub: 
Ready to build your complete Leadership Operating System? My Ultimate OneNote Hub includes weekly, monthly, and annual dashboards, project management tools, leadership templates, meeting notes, goals, and everything you need to lead proactively instead of reactively.

➡️https://kayla-fahey-ahrndt.myflodesk.com/ultimateonenotetemplate

📊 Leadership Operating System Audit
Curious where you fall on the reactive vs. proactive leadership scale? Take my free Leadership Operating System Audit to discover your strengths, identify opportunities for growth, and receive personalized next steps.

➡️Leadership Operating System Audit Link

If you enjoyed this episode, I'd love it if you followed the podcast and shared it with another leader who's ready to stop reacting and start leading with intention.

Remember: Organization isn't the goal. Freedom is.

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CONNECT WITH KAYLA:
📱Join My Podcast Community and App for Professionals

Follow me on LinkedIn: https://www.linkedin.com/in/kaylafaheyahrndt/

Subscribe to my LinkedIn Newsletter: https://www.linkedin.com/build-relation/newsletter-follow?entityUrn=7459643636083896320

Follow the podcast on Instagram: Get Organized At Work Podcast (@getorganizedatwork) • Instagram photos and videos

 

Additional Resources:
🎯 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

Microsoft Planner: 4 Kanban Boards Every Leader Should Build: https://www.youtube.com/watch?v=QH0etm9NgkI

📖 Want the full Microsoft Planner Kanban system? Check-out my e-book: https://kayla-fahey-ahrndt.myflodesk.com/microsoft-planner-kanban-boards

🎥Watch the Active Projects List walkthrough in my OneNote Hub: https://www.youtube.com/watch?v=tEDJl9M7178

🎥Watch the Daily & Weekly Dashboard tutorial in my OneNote Hub: https://youtu.be/nWgmoIJBCPc

🎥 Watch the Leader Standard Work and Weekly Reflections Questions tutorial in my OneNote Hub: https://youtu.be/JQ4IFTDQV9Y

🎥Watch the Goal Setting for Professionals in OneNote | Annual Goals + Self-Assessment tutorial in my OneNote Hub: https://youtu.be/wf7qvyBNK5o