You have just described a Project Management position — that is actually a job title. There are a lot of tools to do that, but you hit the main point: have a plan and write it down. It doesn’t make any difference if it is a Gantt chart or the simple bullet list that you described. Then, track your progress like you do with the white board. With your method, you can handle surprises without it being a disaster. Good job. PS, my kids used to wonder how I could cook 5 different dishes and have them all finish cooking at the same time.