@Jake_Nguyen thank you for your kind comment: well to be honest the mental model was already there, itâs the GTD methodology.
What was a challenge it was building up the an whole system that must work as easy and immediate as pen and paper: it really required a constant effort, but also grants constant everyday improvements was the polishing and the GUI setup that for me must be easy, frictionless and that can easily mesh physical and digital domain and quickly change focus from personal and professional domain.
There is a tweak, a refinement, that the more I use the system the more I get my doc extended and polished, with a/b testing.
Regarding how you manage your time and your team, anyone has itâs own style. I donât know exactly in which domain you work and what is at stake but it seems to me that you work and the latest and loudest and managing on daily basis with the 5 most important things that are equally known as a good practice; âeat that frog!â: but you have to ask you and your team: what has my attention, the teams attention now? Because the more you use the GTD the more you will experience more clarity, free some huge amount of relief passing from putting out fires to really start to think more strategically on what you can really plan to do in the long term and how to get there in the more fruitful way.
When you get to a clear picture on whatâs on your and your teamâs plate you will have more and more free mental space that could unleash great creative thinking and solution and opening for new projects and ideas.
What I really love of Coda is that it can grow accordingly to my speed and needs, and the more I know the tools the more I increase the power and ubiquity of the system. Even the last feature I have added ( a notes management system) that let me easily pull down, edit, add and rearrange notes attached to a project or a task have changed my productivity life:
Think about notes before and after a team meeting: no need to duplicate agendas;
I can filter a task, or search a task related to a project or start pulling down directly from the domain:
After I have polished the notes and rearranged them, itâs just a click of a button to update them in the right place with no click or navigating through project folders and going to search the notes field, and with another click of a button I can pull the participants from the event and automatically send out delegated next actions, or just the post meeting agenda via the Gmail pack with a pre-formatted mail template to my team.
This has really increased my leadership on the team as I tend to answer faster, clearly and consistently before and after a 1:1 or a group meeting and itâs clear for anyone why, what and how has to be done by whom; also itâs easier and faster for me to request and track feedback when I am with someone; I can ask about multiple updates of very different project stages without the fear of forgetting something or have to make a second call because I havenât filtered out all the task and project assigned to a team or a colleague or a supplier.
The more you grow and become better to manage, the more the senior executives and manager will trust you giving new and most challenging projects; I noticed that in the past; the better organized you become the more work and tasks are assigned to you and your team; it will be mandatory to become better and better or you will get really frustrated or tend to care less on less short term goals like health, relationships, personal life and your happiness. Thatâs the caveat of managing the latest and loudest imho.
Sorry for the long run, I hope you find these insight useful and inspiring.
You guys at Coda, and all the community have made this possible! 
!