Over the years, I’ve run plenty of productivity trainings, and one tip that people often bring up (even years later) is how a simple follow-up system made a lasting difference. We tend to underestimate how much unfinished work lingers in the background. If you’ve ever felt the weight of things you’re waiting on, keep reading because this one will resonate... because a lot of work doesn’t get stuck due to lack of effort, but lack of follow up.

Tip of the Week: If you’re waiting on something, write it down immediately. Your brain shouldn’t be your follow-up system. Remember: "Your mind is for having ideas, not holding them"

Side note: The follow-up system I describe here is one of the core systems included in my Effective Workload Management Systems course.

If your inbox feels out of control, it’s probably a system problem. That’s exactly why I created the course - a proven framework to help you take back control of your inbox, design repeatable workflows, and stay on top of your priorities without constantly reacting. It’s been refined with input from over 70,000 Amazonians, and it’s helped thousands finally get to inbox zero (and actually stay there). If you’re serious about cleaning up your inbox for good and be in control of what you need to follow up on start here.

The Theory Behind

Unfinished tasks stay active in our minds. The Zeigarnik Effect shows that when something is incomplete, it holds mental space until it’s resolved. Without follow-up, these open loops don’t disappear, they stay active in the background, and quietly start consuming attention and energy. Wonder why some of us feel stressed all the time?

Our brains are not designed to track everything. Cognitive load theory explains that we have limited working memory. Research suggests we juggle over 100 tasks or commitments in our minds at once. If you try to remember everything, you’re either going to forget something or feel constantly stressed trying not to. A follow-up system helps offload that burden so your mind doesn’t have to carry it all.

Track what you’re waiting on. David Allen’s Getting Things Done method (and the origin of most people's productivity journeys) highlights the “Waiting For” list. This is a simple list where you write down everything you’re waiting on from others. By capturing these pending items, you don’t actually have to rely on memory. You know exactly what needs a follow-up and when to revisit it.

What I’ve Learned

In my trainings, people love when I show how to make the GTD “Waiting For” list effortless. Personally, I use two systems. First, in my email, I have a “Waiting” folder. When I need to follow up, I copy myself on the email, and a rule sends it there automatically. I review that folder a couple of times a week. Second, I keep a simple Excel list for everything that happens outside of email... things that come up in meetings or quick conversations. I note what I asked for, who it’s with, and how important it is. Then, I follow up weekly during 1:1s or just sent an email about it and then it gets captured by my waiting folder on my email. The important thing here is that whether you use email, Excel, or even pen and paper, the key is to capture everything and review it regularly, otherwise it just disappears.

Make It Happen

1. Use two lists. One lives in your email system (Outlook, Gmail, etc.) for anything you request over email. The other is for everything else (conversations, meetings, quick asks). This can be Excel, a notebook, or any simple tool. Excel works well because you can filter and sort.

2. Capture immediately. Every time you ask someone for something, write it down right away. Don’t trust memory. If it matters, it should be in your system.

3. Keep it simple. You don’t need a complex setup. Just track: What you’re waiting for. Who it’s with. (Optionally) priority

4. Schedule follow-up time (Very important). Block time once or a few times a week to review your lists. This is where the system actually works. If you don’t review it, it becomes another forgotten list.

5. Close the loop. When something gets done, remove it. Keep the list clean so it stays useful and easy to trust.

Follow-up is one of those small habits that quietly changes everything. If you feel stressed all the time, this will help, and as usually, I am happy to help if needed, just reply to this email.

Friendly reminder,

Jorge Luis Pando

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PS: Wow, you made it all the way down here? You must really care about your personal development! Here are 3 ways I can help you grow even faster:

1. Get My Most Popular Course: Learn the exact system I’ve taught to 70,000+ professionals to take control of emails, meetings, and DMs, and reclaim 150+ hours in your year.

2. Join The Effective Collective: Our private membership is opening soon as invite-only. Get access to two best-seller courses, weekly coaching, and support to level up your performance without burning out.

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