It's your responsibility as an administrator to ensure that your team is properly managed. The multitude of work management tools available can make the task difficult however, there are some that are more efficient than others. The trick is to figure out which tools and processes meet the specific needs of your team and then focus on how to use these tools to maximize efficiency.
The root of many organizational problems is poor prioritization. It's counterproductive to try to juggle several tasks at the same time. It is possible my explanation to waste time working on tasks that have little value, while overlooking those with high value. Prioritizing tasks according to their importance and the effort required to complete them is the best method to avoid this. If you're unsure the best way to organize your tasks determine the strategic goals for your business and the organization-wide OKRs. Connect your work with these goals by linking tasks to deliverables deadlines, milestones, and deadlines.
If your team has everything they need in one place, it's easier to keep track of projects and meet deadlines. For example using templates for project management for all your initiatives can help you standardize the process and accelerate approvals and reviews. Checklists for repetitive tasks are a great way to save time and increase accuracy. It's also easier to know who is responsible for each task when the tasks are clearly defined. This avoids situations where one person is stuck with a small task while the rest of the team waits.