The real problem in work organisation isn’t that we have too little information. It’s that we constantly have to decide where to put it.
An email comes in. A chat happens. A document gets created. A decision gets made. A task gets added. And every time, the same question: where do I file this now, so that someone can find it again later? In the CRM? In the DMS? In Teams? In the project folder? On the task? Or in the email inbox after all?
The process should know the context
I think we need to think about work organisation differently. It shouldn’t be the person who has to capture the context around a piece of information — the process should already know the context.
If I’m currently working on a customer case, the process knows what I’m working on. It knows the customer, the file, the current step, the people involved, and the activities so far.
That also makes it clear where the next piece of information belongs: a document, a chat, an email, a note, a task, an appointment, a decision. Everything is created within the context of the work — and stays there.
I don’t have to tag anything. I don’t have to look for a place to file it. I don’t have to think about which tool someone will later search in. Because I’m working within the process — and the process knows the context.
The key difference
For me, this is the key difference between simply digitising work and truly good digital work organisation: information doesn’t organise itself by tool or storage location, but by the context in which it arises. And that’s exactly where it should be findable again.
