How to Prioritize When Everything Feels Important

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You have a lengthy list and  you want to be as productive as you can be. You have several projects to work on and you want to include self-care in your day. Everything seems equally important to do. What do you do to prioritize your list?

 

Align your goals with your tasks

Knowing your goal is the first step to prioritizing.  Take a few minutes to process what your goals are. Write these where you can see these every day to keep these in mind.  You will have both personal and professional goals so seeing and acknowledging all of these helps you prioritize.

If you have more than 5 goals, it may be time to refine your goals or consolidate your goals into categories.  The categories would also include single or multiple tasks or projects in that area. Improving  your health  might be a goal, and the action is to take a daily walk of 10k steps or run a half marathon.

You can simplify your tasks with one or two per goal. Working in micro-steps to a goal is one of the most successful methods. An example of this might be to market your business with 3 posts per week on social media, rather than posting on multiple sites many times a week.

 

Capture and categorize your tasks

You want to know all the actions before you start prioritizing. Capturing all the tasks is when  you write down all the actions you are planning or thinking of doing. It could be post it notes around your computer screen, a yellow pad with a long list, or a list in Click Up or Notion. Capturing tasks may be the point where you are overwhelmed and feel that you need to prioritize. It is an important step because you want to have all the possibilities.

After you create your lists, you can again categorize your tasks by topic. See the tasks by category helps you sequence, delegate and possibly delete actions. You can add categories like parking lot, pause, or waiting for pending tasks.

It is distracting when there are more tasks assigned to you with colleagues and your boss. Use a collaborative tool to capture all your team tasks and know what is assigned to you. Work productively with dates for deliverables.

 

Use dates to prioritize

A date is the most productive prioritizer. Agree on when your task is due, then add time to work on that task in a time block. Set aside time after a meeting to capture the dates and add work time in your planner. Once you know the amount of time required, you can set a date on your own as a way to prioritize.

During your Weekly Planning Time, review what is due this week. Extend the view during that time to look out a week or two as a heads up to prioritize and assess. Use time blocking to decide ahead of time and schedule work sessions that remove prioritizing at the last minute.

 

Establish routines for necessary tasks

Long term priorities often get little attention as due dates seem far off. Administrative and financial priorities need a routine schedule to give ample priority to the foundations of your life and work. A set routine for those tasks that are required but not date driven make it easy to accomplish these. You can set Friday afternoon for tasks like admin time, financial reviews or completing expense reports when less energy is available. Personal bill pay and financial reviews can be done on the 2nd and 4th Thursday evening or once a month on a Sunday.

Process and prioritize with your team

It may be unclear the next steps for a project. Your priorities should align with your team priorities. Host a clarifying discussion to be sure you are all aligned, what the next steps are and when the project will conclude. In processing this information, you can be best prepared to prioritize on  your own as well.

 

Choose a tracking tool that automates prioritizing

There are many tools to use that can help you prioritize. A Gantt chart can help you sequence priorities. Asana, Trello and Basecamp keep your tasks consolidated and your project on tracK. There are no perfect tools so choose what is easy for you to use and a tool you can use consistently.

 

No matter how you choose to prioritize, there may be a day that you don’t feel organized enough to prioritize. Take a step back, look at the big picture, and choose a strategy to help you know what to do then. Once you have prioritized, write your tasks where you can see them all day and all week.

How to Improve Motivation with Executive Function Challenges

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how to improve motivation with executive function challenges

 

Finding the motivation to start and finish a task can be difficult for all of us. Executive function involves processes that are essential for behavior regulation and impulsivity, time management and planning, and problem-solving and decision-making. Where there are Executive Function challenges for initiating, planning, organizing, prioritizing, and sustaining attention, motivation is a bigger factor. There are many reasons why getting started on tasks is difficult. Focusing on specific strategies helps improve motivation.

 

Difficulty initiating or getting started

When tasks pile up, getting started can feel overwhelming.

  • Break your tasks into baby steps or chunks. Work on starting just one of these chunks.
  • Remember that done is perfect. Perfectionism is often paralyzing. Know what the end of your project should look like to complete it.
  • Create an initiation “warm-up” strategy. That is a way to ramp up to get started. This can be getting on headphones for quiet work, moving to a new space with a clear desk, or gathering all your materials together.

 

Lack of motivation leads to poor planning and time management

You think a task will take five minutes, but overall it takes two hours. Lack of time awareness can deter motivation.

  • Use visual tools to create a workflow for any task or project. A dry-erase or paper calendar helps you plan out the steps.
  • Assign tasks to time blocks. This assignment indicates what needs to be accomplished and when to do that.
  • Plan with the end in mind. Start backward and assign times for completion.
  • Use an overflow day to catch up and finish a task or project. That day is open just to have extra time available.

 

Disorganization of materials and due dates

Projects need organization in order to proceed. If you have trouble organizing the materials, it is difficult to start.

  • Set a time daily to capture information in your planner. Use the end of the day to review email, text, or other communication to add dates to calendars.
  • Organize your materials in a way that you feel is easiest to access. For some, that means printing and placing it in a notebook or keeping digital files. Use consistent naming to keep your system easy to use.
  • Maintain your system by including time to get your materials updated and put away at the end of the project.

 

Clear priorities help motivation

When everything seems important is the time to establish clear priorities.

  • Make a list of your top 3- 5 priorities. Be sure that your tasks match up with these priorities. This will help you define how many projects are not on this list and may need to be eliminated.
  • Use a daily focus list to keep your daily priorities clear and easy to see.
  • Often there are two competing priorities simultaneously. You want to finish up your work for the day and have dinner at 6 pm. Giving yourself a boundary or rules to follow help you stay on track rather than decide at the moment.
  • Make a list of what you can delegate to help you do your best work.

 

Keep on keeping on with sustained attention

There is hyperfocus and not enough focus.

  • Limit distractions by silencing devices and blocking pop-ups. Use an internet blocker to stay on track.
  • Use the Pomodoro method of alternating work and break times to maximize attention.
  • Body doubling can help you stay tethered to your tasks. Invite another person to work in your space while you work on your project.
  • When your attention wanes, look for positive ways to gain traction with productivity. Take a walk, get some water, and re-assess your next steps.

 

Knowing your WHY can be the most important factor in motivation. If you feel your work is compelling or interesting, it is much easier to get started. Take a look at your assignment and see if you can make it more interesting by approaching it with curiosity.

 

 

How to Stop Procrastinating for Those who Procrastinate Most

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how to stop procrastinating

 

Just the mention of taxes, completing an expense report, or scheduling appointments can make you delay and procrastinate. Avoidance is common for all of us, most especially those with ADHD. There are many reasons behind procrastinating and many strategies that help you remove barriers to getting started.

Chunk it down and create micro-steps

One of the most common reasons we procrastinate is because we are overwhelmed. Create micro-steps in a task or project just to get started. You will find that once you successfully complete one micro-step, you have the confidence and skill to move forward. This is certainly true of taxes!

 

Make a plan and block your time

Time blocking has become a well-known strategy for productivity. Those especially hard tasks and projects you are avoiding are best suited to high-energy time blocks. Having a routine of doing hard stuff at a consistent time makes it easier to accomplish. Be true to your plan with commitment. Remember, your time blocks can be as small as you like, that being five to fifteen minutes.

 

Name your emotions

Yes, let’s say what it is that is behind that delay. Powerful emotions like fear, anxiety, or sadness can prevent you from starting a task. Work to identify and manage the emotion you are dealing with through self-awareness and the help of a therapist or coach. Naming your emotions also helps you find a way to a more positive emotion and the results you want to achieve.

 

Create the right environment

According to James Clear, environmental design makes a significant impact. You can surround yourself with the right cues to start your efforts. Design your workspace with what cues you to work without distractions. In combination with collaboration and delegation, your task can be managed with and by others. Bringing in additional help energizes you.

 

Set yourself up for success

When faced with any task or project, the better rested we are the better we feel and perform. Set up for success with a great night’s rest.

 

Spend time processing what is holding you back. Once you know more about your obstacles, choose a path and create a plan that helps you move forward.

 

 

 

Mastering Your Calendar and To-Do List

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Organizing your schedule and life doesn’t have to be complicated. With a trusted tool, you can take back control of your life and have more time for the things you enjoy!

For years I have worked with clients on mastering their calendars and to-do lists! I wanted to share with you a new product created by me to help you make time for what’s important to you.

  • This combination of monthly and weekly planners and to-do lists gives you the opportunity to craft your own calendar system that works best for you. You’ll also receive a checklist for getting started with the options to craft your own system.
  • Using the printable weekly and monthly undated pages, perpetual pages, and uncategorized pages for task lists, you’ll be empowered to process your schedule and integrate your goals and tasks.
  • Sample schedules and task lists are included to help you manage your own calendar and tasks.
  • Craft your calendar to work for you!

You can see your plan, get it organized, be productive, and have time for self-care. Check this out here on Etsy!

In Celebration of Get Organized Month, Make It Easy to be Productive

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make it easy to be productive

 

The link between organizing and productivity is clear! The more organized you are, the more productive you can be. That is not always enough. Make it easy to be productive with these tips and tricks.

 

List it and prioritize it

Writing stuff down is a remarkably important part of being productive. Make it easy by speaking into your Notes or other apps to make a list. Then go back, categorize and prioritize the list. End with the three Most Important Tasks (MITs) for one day.

 

Time block it

Match your MITs with time blocks that connect to your energy level. Set up a time block that gives you both structure to get stuff done and the freedom to work for a long-ish period of time.

 

Chunk it

It is easy to get overwhelmed and shut down when you are working. Create a manageable, small chunk of work to do to feel accomplished.

 

Break it up

Intervals of work and reset make work easier. The Pomodoro Method, with alternating times of work and a 5-minute break, highlights how effective this strategy is for many people.

 

Template it

If you are doing the same task or responding to the same email repeatedly, create a template to use to accomplish this. A template is can be a checklist or a pre-written response. You can also establish standard operating procedures for a task or project. These automate your work.

 

Communicate it

Meetings and email work best when used to communicate proactively.  Be efficient and effective with email by checking it only three times a day. Move information into project collaboration tools. Set dates to meet to create momentum for a project.

 

Energize it

Know what energizes you when you need a break. That might be a walk, adding a team member, or giving yourself a break. Managing and matching your energy to a project makes it easier to accomplish.

 

 

Making it easier to be productive involves managing your time well, using your productivity tools wisely, and taking care of yourself.

ADHD Friendly Solutions to Productivity Challenges

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adhd friendly solutions to productivity challenges

 

It is common for people with ADHD can have productivity challenges. It is hard to get started, stay focused, and complete tasks. Depending on the challenge, there is an ADHD Friendly solution to your productivity obstacle.

 

Challenge: Having trouble getting started

Executive function challenges can prevent you from starting a task. Initiating a task requires a “warm-up” to the task. It could be using a timer that is set for 15 minutes, organizing the stuff or space you are working or reviewing materials for the task.  Writing a note where you left off helps start up the next work session.

 

Challenge: Gathering too much information for a project

Many people are “information seekers” and love researching information. Often that leads to more information than needed for a project and disorganized information that is hard to use. If you are a paper person, write the information on note cards or post-it notes to organize later. Evernote works well for digital people to gather information in “notebooks.” Call this information into your messages and dictate it verbally to capture it. Set a guideline for how much information you need, such as how many websites to visit or sources to quote. With a “rule” in place, it is easier to gather less data.

 

Challenge: Getting distracted while working on a project.

External and internal distractions are part of the lives of everyone with ADHD. Make a plan for yourself to lessen distractions. Make a list of quick finish tasks to feel the joy of finishing a project. Establish a power period for deep work at your best time of day. Matching your chronotype to your work lowers distractibility. For external distractions, use headphones while working or move to the quietest space at work.

 

Challenge: Getting bored with the project while in the middle of it

When projects drag on, there are many updates or details, or project scope changes, the thrill, and interest in a project can wane. Reclaim your interest by checking “why” you are investing time and energy in the project. That “why” can be something related to the greater good too.

 

Challenge: Not prioritizing your To-Do List

The best list is a prioritized list! Knowing the most important tasks for that day helps you feel accomplished. For those with impulsivity, it’s tempting to jump right in!  Many people with ADHD use urgency as a prioritization tool. Take a bigger look at your list for the week and the day and color code or number your priorities. Remember, the only task you can count on working on in any day is the first task of the day.

 

Challenge: Scheduling a task and ignoring it

The reminder chimes and you ignore it, over and over again. A better strategy is to schedule mindfully and match your task with a time block. Give yourself ample time in your block to get started and do a deep dive into the work. Time blocks should also match your best times to work.

 

Challenge: Finishing a project late

Those with ADHD lack time awareness and do not know how long it takes to complete a task or project. Overestimate the time it takes to complete a project. Work backward from the due date to set intervals for project progress.

 

Challenge: Being overwhelmed by a project

Overwhelming projects are a part of home and work life. Just thinking about these may be paralyzing because of the planning, executing, and doing the work itself. Use sticky notes or a mind map to jot down all the parts of the project. Then write in who can help with each step. Make a note of which steps have deadlines. Keep these notes in a notebook for reference as the project moves forward. Write only the first steps on your To Do list. Adding in help makes the project more fun.

 

Challenge: Too much paper around

People with ADHD have a love/hate relationship with paper. Highly visual people like to see information in print, rather than digitally. Kinesthetic modality people like to write notes to keep information and to keep focused. Printing often feels like the right step to not lose information. Set up rules for paper management. That might be never open junk mail or keep all paper in a basket rather than on your desk. Paper management systems include a command center or file cart near your workspace to keep the paper organized.

 

Being intentional about your ADHD -productivity challenges is a starting point. Productivity may occur more in spurts than seamlessly. Choose one of these optons to find your own solution for your best workflow.

3 Tips for Reducing Cognitive Load

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reducing cognitive load

 

Have you heard the term cognitive load? “Cognitive load” is the amount of information that working memory can hold at one time. The term is often used in the learning environment. However, we have an ever-increasing amount of cognitive load, especially since the pandemic. We are holding a lot of information in our heads, often novel information that is being processed. The information in working memory is more and more complex. Because we are incorporating and processing the information, it feels unwieldy to think.  Happily, there are a variety of tools to help us reduce that load.

 

Use a reliable, easy-to-use capture tool.

Write stuff down. Use an app to capture information. The less we keep in our heads the more we free up the cognitive load. First capture, then prioritize the information. By capturing information it is no longer in working memory. By evaluating you shorten your list of tasks.

  • Be intentional about your paper capture tool. A notebook keeps all the information together. A disk binder system creatively gives you the opportunity to create sections for information. Your binder becomes a safe place for all information.
  • Use apps wisely. The Notes app is an easy-to-use system.
  • Use your system consistently for the best off-loading of cognitive load. That is to have a routine to add to, delete and review your information. GTD, Getting Stuff Done, uses a capture and review system with a weekly planning time.

 

Add routines to daily living.

Daily routines lighten your cognitive load by creating an auto-pilot for daily and weekly self-care. Routines add consistency which adds serenity.

  • Use a checklist for your daily routines. Dry erase board checklists can help start or end the day. Your family will benefit from this as well. No more yelling at your family to get stuff done too.
  • Create a parallel schedule for your day with getting up and going to bed at the same time. You will be sure to be well rested and better able to think.
  • Track your success with visual signs of success. Whether it is a checkmark on your planner or a habit tracker app, you will enjoy your success knowing this data.

 

Be intentional about new information, tasks, and projects.

Intention can lighten your cognitive load. Paying attention to the purpose and related actions that are behind a task brings clarity. Limit new projects to no more than 2 simultaneous projects and have pre-set rules for decisions as new information comes along. Remember that anxiety can affect your cognitive load and create stress and paralysis. When you give yourself time to process and create a plan, you gain control and create successful outcomes. Intentional actions include giving yourself time to plan, time to process information, and time to act on the plan. All of this can be accomplished with a fresh perspective and time blocking.

 

Remember the phrase, “Almost everything will work again if you unplug it for a few minutes, including you.” Ultimately, that is the remedy for reducing cognitive load.

 

How to Get Unstuck (and stop procrastinating)

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how to get unstuck

 

No matter the project, we all get stuck at some time. That might be procrastination to start a project or getting stuck midway. Here are ADHD-friendly ways to help you move forward with any task or project.

 

Make it fun

As Mary Poppins says, in every job there must be done there is an element of fun. Be creative and use a playlist matching your energy to your music to energize and interest you. Make your task a game with “beat the timer.” Track your progress with a chart or checklist. The more fun something is, the more likely you are going to make it happen.

 

Establish Micro-Steps

According to Thrive Global, being productive is “less about giant leaps and more about small steps” called micro-steps. Determine the smallest, or minimum, next step you can take to keep momentum going. It is about moving the needle just a little bit.

 

Set milestones

Milestones give you a deadline and a detail for your work. You can establish these milestones with a chart, a date in your planner, or a detail or of the task itself. Be specific and actionable about your milestone so you know you have finished. Each milestone you accomplish, whether it is a quantity of time or a detail of the project gives you confidence you are moving forward and assures you of completion.

 

Let’s get physical

Getting a drink of water or taking a 5 minute walk outside can get you moving forward. These physical activities and self care give you a short break to refresh. You will think more clearly and be ready to resume your task.

 

Talk it out

Determining a process or making a decision can be best accomplished by talking it out with a friend or colleague. Talking through a task or project with someone can give you a new perspective and new strategy to go about that activity. Look for a processing partner who has a skill in that area or has successfully accomplished this task.

 

Get focused

Distractions keep us from getting started and moving forward. Eliminate technology distractions by silencing notifications. Do a brain dump and write a out your internal thoughts and distractions to focus on the task at hand. Use a time block to keep focused on just this task or project to keep on track.

 

No matter if it is about starting or completing a task or project, have handy your list of what works for you to get unstuck.

 

How to Set ADHD Friendly Dates and Deadlines

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how to set adhd friendly dates and deadlines

 

Deadlines can be scary. These are the ultimate accountability when working on a task or project. You can use these to create momentum and power through to completion with a little insight into setting a date that works taking many points into account, including who is on your team, what resources are available and your work style. Check out these tips on how to set ADHD friendly dates and deadlines for your productivity.

 

Use data to create a deadline

Deadlines depend on how long a task takes and how many tasks are part of a project.  Use real time data to determine how much time is needed by using a timer or Rescue Time on your computer. Gather this data early in order to set up your project management.  With that data, determine how much time you have available and plan accordingly.  One project might take more time and require cutting back on another project. Plan accordingly to set a deadline.

 

Process dates and deadlines with visual tools

We process information with a variety of time management tools. These include a month at a glance planner, a week at a glance planner, and a categorized list of tasks. Use the tools that help you best “see” the needs of your project and when the outcome works best. When finished, be sure to post your work in segments with dates where you can see these at a glance.

 

Untangle the decisions on your project

Your list may be a tangled maze of decisions depending on a sequence of decisions.  In order to simplify the deadline, list details in order of decision or use a mind map to intertwine decisions. Getting clarity on the sequence and creating a sequence of smaller deadlines helps you complete the project.

 

Work backwards to set a date

You may be given a deadline for a project instead of choosing a deadline  You can work backwards to determine the sequence of tasks to complete this on time and the segments to work on.

 

Outsource part of your work

It may be that you can outsource some of the small tasks in your work.  Can a colleague supply data or write up a section for your work? There are lots of creative in person and online tech tools to help you delegate too.

 

Work with a body double

Working in parallel can help you overcome paralysis.  Setting a deadline while body doubling can help you come to a conclusion. That body double can also be a person from FocusMate, a tech tool that partners you up for productivity.

 

Frame your outcome

While working on a project, the goal can become fuzzy.  Be sure to go back and clarify the required outcome. If you are not clear, you will spend more time unnecessarily. Finishing on time is one of the most important objectives too.

 

Check out which tool you want to use to help you set the deadlines for your next task or project. After you practice, review what worked for you!