Any probate paralegals here? What are your tips, especially on sending out documents on time?

Probates have all sorts of documents to send out to heirs and such. I’m struggling to keep up with it even with a to-do list, because we’re an understaffed and busy estate planning firm and I get pulled in a million different directions. I do enjoy who I work with and want to do a good job. I also get great feedback too but sometimes I’ll forget to send out documents to the people listed on the certificate of service until later. It’s not super often, but I don’t want to cause a bigger issue with the court if someone didn’t get a copy of the petition or something. The attorney I work for is super patient but I don’t want to keep screwing it up!

What are your tips or general advice? What systems do you rely heavily on if you work in probate? We just use an excel spreadsheet to track everything, and Clio for general info and calendar. I may need to start using a different program. TIA! 🙏🏻