Organizing workflow happens best in the commons. Good tools to consider include Trello, Meister Task, Asana and Planner in Office 365. They are all Kanban boards featuring movable and detailed lists and cards.
Classic boards have four lists: Task Backlog, To Do, Doing and Done. In day to day work, they organize work in 2-week sprints. Backlog is all the known work we gave in front of us. To Do is the work we have dedicated to the current sprint.
We also use the boards as dashboards for the Agile Canvas process, with lists: 20 year dreams, 2 year progess indicators and 2 quarter projects. This feeds the sprint boards.
These keep everyone collaborating, aligned and agile in ways that no amount of emails and meetings could make possible.