In over 25 years of as a company leader in various positions and now leading my own consulting work, I learned a couple of things that made me more efficient and stay ahead in my work.
First - Take the time needed to be on top of your job. Practice the 10, 10 and 10 each day. The first 10 minutes of your day are without interruption to review what you will be doing during the day and getting whatever materials necessary ready for those tasks. You will never walk in to a meeting unprepared if you do this.
The last 20 minutes of your day is broken into two 10 minute segments. One is to organize your physical desk and computer desktop from the many activities you have worked on all day. I know mine can get messy in a busy day. Put things away, use folders to be sure all of the items for one task are organized in one place for follow up. I hate it when I have to think "where did I put that?". The last 10 minutes is to look at the day's folders and be sure the tasks needed are put on your calendar so that you do not overlook appropriate action steps. Many times, we forget the little things we need to do because we simply don't get them on our TO DO list.
I know you may think you don't have 30 minutes a day but this will save you hours of time when done correctly and give you the peace of mind to know that you are on top of all of your responsibilities. You will be more prepared for all tasks and you will be noticed as you have information at your fingertips. Everyone needs time to plan and organize to be successful. Happy planning and organizing!