I'm a freelance designer juggling 5 different clients. Each has their own Trello board, their own deadlines, their own "urgent" requests. I used to switch between Trello, email, calendar, and Slack dozens of times per hour. By noon, I was mentally exhausted before doing any real design work.
Now I manage everything through voice messages while I'm out - at a coffee shop, waiting for the metro, walking between meetings. No laptop needed.
This morning at the coffee shop: "Show me all cards due this week across all boards." Clear picture of my week in 10 seconds. No opening 5 different boards.
Walking to lunch, a client texts me about a revision. Before, I'd think "I'll add it to Trello later" and forget. Now I immediately say: "Add card to ClientX board: Homepage revision round 2, due Thursday, checklist: update hero image, fix mobile menu, add testimonials section."
The calendar sync helps too: "Schedule focused work for TechStartup logo, tomorrow 9am to 12pm" blocks my calendar instantly.
I went from constantly feeling behind to actually finishing work early. The secret? Capturing tasks the moment they come up, not "later."