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Three Strategies for Simplifying CTO Information Management

The amount of information a CTO handles on a weekly basis can be overwhelming.

With such a broad scope of responsibility, constant interruptions, needs of other departments and incidents, information accumulates quickly. It is easy to lose focus, forget important conversations or jump from one topic to another with a constant sense of urgency.

Less focus, more stress and worse results.

However, there are small actions that can help you gradually simplify information management.

1. Create a Simple and Automatic Capture System

Implements a centralized and automated capture system based on David Allen’s GTD methodology. This system should be simple and no more than two steps.

Recommendations:

  • Tools: Use Jira, Trello, Google Tasks, or Redmine.
  • Automation: Employ Slack Workflow, Make or Zapier.

Practical example: Set up a channel in Slack where, when reacting with a specific emoji, the information is automatically captured in a Jira project.

2. Automates Reporting Systems

Creating an automatic feed on your main platform can significantly reduce the cognitive load generated by the dispersion of information.

Recommended actions:

  • Use Jira Automation to send regular updates to Slack.
  • Configure these reports so that they do not interrupt your workflow.

Benefit: Less chaos, more control.

3. Organize a Weekly Work Session

Block out a specific time each week to work on your backlog. This session should be immovable; if you have conflicts, reschedule but do not skip it.

Use this time to:

  • Review the information entered.
  • Eliminate irrelevant tasks.
  • Update the status of completed tasks.
  • Clarify and plan the following actions.

4. Develops Information Management Routines

Developing and maintaining routines is crucial to avoid becoming a bottleneck.

Tip:

Schedule reviews strategically, for example, on Mondays to prepare for the week or before key meetings.

Result: Less complexity and better adoption of new practices.

By implementing these systems and routines, you will reduce stress and improve both your efficiency and that of your team. These changes, implemented gradually, will significantly transform information management and contribute to achieving better results.




This article was previously published in my newsletter “Tactical Leadership”.


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