Fix what no one sees — before it becomes the thing everyone remembers.
The truth is, no one cares how your system works.
But when it breaks?
They’ll notice.
- When you’re live on a call and the file won’t open.
- When the team starts rehashing decisions you already made — but didn’t capture.
- When you’re in the room but can’t steer — because someone else came more prepared.
Those moments quietly chip away at trust.
Not just others’ trust in you — but your own belief that you’re still in control.
This ritual exists to catch those cracks — before they compound into something public.
What You Do
Block 30 minutes every Friday.
Don’t expect to overhaul your entire system but do expect to spot one friction point and strip it before it costs you next week.
This is how you patch leaks before they turn into full-blown failures.
Step 1: Scan for Open Loops
Start with your inbox.
If you’re like most people, it’s a graveyard of half-decisions and tasks you meant to circle back to.
Pick one of two moves:
- Send yourself a list of what’s still open (subject line: “Open Loops – [Date]”)
- Or forward anything unhandled to a folder that you actually review
This doesn’t close every loop.
But it keeps the thread alive — and saves your future self from saying “I forgot”.
Step 2: Run a Surface Check on What’s Coming
Look at your calendar. Again. But this time, ask:
“If this were happening live, what would make me fumble?”
- Rename files so they’re share-safe
- Reorder folders so you’re not fumbling on Zoom
- Make sure AI tools (like Copilot) are turned on and trained
- Drop links or files directly into invites
Test: Would you be proud to share our screen mid-call? No? Fix it now.
Step 3: Make One Thing Easier for Future You
Fix the one thing that slowed you down this week — or would’ve made you look unprepared.
- Rename the file so it makes sense
- Move it where you’d expect to find it
- Leave yourself a note for Monday so you’re not asking, “Where was I?”
Step 4: Test the Trust Layer
Ask yourself:
“If I had to share my screen with my boss right now, what would break?”
- Would the file open?
- Would the name make sense?
- Would it look like you own the system — or that you’re held together by duct tape?
That’s your test.
Because broken systems don’t always break in private.
And once they’ve seen you scramble?
They start to question if that’s the default.
Wrap-Up
Most people won’t tell you when your system looks shaky.
But they’ll remember how it felt.
And they’ll make quiet decisions about what you’re capable of.
A solid system keeps you efficient and protects your reputation in rooms you’re not in.