How to Create a System that Works for You

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how to create systems that work for you

 

“I need a system!”

Creating systems is one of the best ways to be organized, save time and maximize productivity. A system is a method or process that you create to carry out repeated actions in a consistent way. Even better, systems can be automated and streamlined to maximize efficiency. A system is the best way to save your sanity.

There are systems to implement in all areas of your life. Home systems include meal preparation, laundry, and cleaning. Work systems include onboarding a new client or payment methods. Use this step-by-step method to create systems that work for you.

 

Reflect and take stock of the systems that are working

Take a step back and reflect on your current goals and projects, as well as self-care. Where you feel productive and energized, that’s a system that works for you. When frustration and fatigue bubble up, that’s an indicator that a system will help you. Review where there is an obstacle in your home tasks. That’s another area that can use an improved system. Start small by starting only one new system at a time.

Example: Your laundry piles up but your dishes never do. What’s holding you back with the laundry?

Example: You meet with clients daily but you have trouble billing them regularly. What’s the obstacle to billing?

 

Assess your working systems

Use your successful systems to create new ones that work well. Analyze what you are currently doing that leads to success. What and how many steps are you taking? What tools and strategies are you using? How can you simplify an existing system, improve it, and apply it to another area?

Remember that simple, easy systems with few steps make it more likely the system will work and be consistently used.

Example: What’s working? Dishes go directly into the dishwasher.

Example: What’s not working? It is easier to meet with a client than stay at home to create the invoice.

 

Plan a new system

Now you are ready to create a process that streamlines your task. What’s the result you are looking for? What’s the least number of steps to achieve this goal? Would a checklist or template help if there are multiple steps? Is there a better tool to use for this than what I have currently?

Example: Could the laundry skip the sorting stage and go directly into the washing machine?

Example: Could you bill the client immediately at the end of the session?

 

Execute the system

Now you are ready to put your plan into action. Think of it is as a practice session for the first few times you work on your new system. Apply the process you created and evaluate the results. Make any adjustments as you work on your system.

Example: Did the laundry get started? Did the laundry get completed and back into closets?

Example: Did you receive payment regularly from clients with this process?

 

Continuous improvement

Now your system is working however there is always room for improvement. Are there ways to make this system even better by adding technology or delegating this to someone else? Once you have created one system, you may be ready to add more systems to your life. Small improvements keep your system functional and consistent.

 

Some of the systems that my clients have shared with me might be helpful to you!

  • Plan a Door Dash night every Friday night.
  • Cooks most proteins on Sunday.
  • Host a “cafeteria night” every Thursday with leftovers.
  • Do one load of laundry a day, every day.
  • Store your kids’ clothes in the laundry room instead of storing them in their rooms.
  • Every kid has a color. That means we all know that the pink cup, the blue folder, the green lunchbox, the orange towel, etc have a rightful owner.
  • If your family is very resistant to helping at home, hire help for cleaning and picking up.
  • Always check when you’re leaving a room for something that belongs elsewhere and take it with you.
  • Every Sunday I gather and review my notes for the last week to ensure I haven’t missed any action items. It’s part of my planning routine which has a checklist for places to look.
  • Have a permanent donation box.

 

Once you are ready with your system, back up your system with habits. Habits are the actions that follow through on the systems you have established. Systems and habits work together to make life easier.

 

Prioritizing What’s Important to You

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napo2023

 

I love to learn! Each year I give myself the gift of professional development. This week I am at NAPO 2023 Summit, the annual conference for our professional association and industry. I prioritize what is important to me which is learning with my peers for the benefit of my clients. Pictured with me here are NAPO Summit work team including Mimi Brown, keynote speaker for our Summit.

 

Know what is important to you

Education brings me joy. It is easy for me to know this is important for me. How do you know what is important to you? Think about what brings you joy.

 

Make it happen

  • No matter what date, there will always be conflicts in scheduling. We have to make choices. I choose to make this happen by writing this on my planner well in advance. I share this love of learning with clients who know I will be away at this time. You can make your priority happen by writing it in your planner.
  • I have learned that we need resources to make our priorities happen. I save funds each year for this opportunity. I allocate appropriate resources to travel, meals, and registration. Make your priority happen by using your resources wisely.
  • Sharing what I love with those I love helps me prioritize. They are my cheerleaders and encourage me to follow my path.

 

I encourage each of you to write a list of your three top priorities and make these happen!

 

 

 

3 Ways to Make a Disorganized Day Better

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three ways to make a disorganized day better

 

There are days that start frazzled and disorganized. You know that a little organizing will help you be more productive and feel more in charge.  Here are three quick and easy ways to get on track.

Add all your dates and actions to your calendar and capture tool.

Let’s face it when you have meetings back to back, there are many dates and tasks that are left behind. You did not have time to capture this information and put it where you can find it.  The first way to get organized is to gather this information and add it to where it goes on your calendar and your task list. Knowing that you have gathered and consolidated this information helps you move forward with the next steps. It also ensures you are on top of the details.

 

Prioritize your list.

Having a list, a lot of sticky notes, or a digital task list can be unsettling. You have a lot to do! What to do first? Go through and determine the three most important tasks (MITs) for the day and the week. Some people know by deadlines what are the priorities. Some people know that there are tasks that are never getting started because these require more information or need to be sequenced to be completed. Find three tasks that you know will align right away with making money or making connections to be your priorities for the day. Prioritizing ensures you are doing the right tasks for the day.

 

Clear your workspace.

A disorganized desk is disorienting. Spend five minutes recycling and shredding what is on your desk, then filing the rest. If you are using visual cues of papers as reminders, switch the details to a task list instead. A clear workspace keeps your head clear.

 

Step back and pick one of these ways to improve your day with a little organizing. Your day will be more organized and productive.

 

 

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.

 

 

 

How to Acknowledge and Strengthen Executive Function Skills

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how to acknowledge and build executive function skills

 

Executive function skills are skills controlled by the brain that include planning, focus, goal setting, and emotional regulation. Those with skill challenges in this area find it hard to focus, follow directions, and handle emotions. There are many reasons that people have trouble with executive function including ADHD, brain injury, learning differences, and more. By acknowledging gaps, you can build skills, capabilities, and confidence. Ultimately building these skills leads to greater productivity.

 

Awareness of skill gaps

You might be having trouble with these daily life situations if you have executive function challenges. Specifically, executive function challenges are self-awareness, inhibition, non-verbal working memory, verbal working memory, emotional regulation, motivation, and planning.

  • Difficulty initiating or completing tasks or projects
  • Talking over someone during a conversation
  • Trouble focusing due to lots of internal dialogue or external distractions
  • Upset by conversations with friends or colleagues
  • Lose items frequently
  • Excessive clutter in your space
  • Too disorganized to be productive

If you have challenges with executive function skills this is not a reflection of intelligence. Intelligence shows a depth of understanding of concepts. Executive Function is the capability of productivity and showing output in an academic or work setting.

However, the lack of these skills can frustrate you, and those you live and work with. These skills can have a long-term impact on self-concept and confidence. Check out these strategies to begin addressing these challenges and build competence as a skill.

 

Self-awareness

Self-awareness is knowing your place in relation to others in a relationship. This could be in relation to your family, your work colleague, or in a social setting. Start by “reading the room.” Take a moment to regroup before you start a conversation. Be curious in discussions.

 

Inhibition

Inhibition or the lack of restraint impacts how quickly and in what context you respond to a situation. Start a yoga or meditation practice to build the ability to pause and reflect.

 

Non-Verbal Working Memory

Non-verbal working memory relates to visual imagery and your memory of visual images.  Use alarms, paper and pencil, charts, and diagrams to capture and retain this information. Use alarms as reminders.

 

Verbal Working Memory

Verbal working memory is your internal dialogue of how you remember a single or sequence of tasks. Break up information into small chunks or use visual cues like a checklist to offset this.

 

Emotional Self-Regulation

Emotional self-regulation is the ability to maintain a balance emotional state. Identify triggers that set off imbalances in your emotional state. Name the emotion you are feeling to identify what you are feeling and why. Look for positive emotions that help you balance out the negativity.

 

Self-motivation

Self-motivation is how well you can initiate and complete a task. Set dates and deadlines for tasks. Break tasks into the smallest chunk to get started. Reward yourself for small wins. Create a “warm up” getting started strategy that works for you. Consider obstacles to sustained attention and remove distractions as much as possible.

 

Planning and Problem-Solving

Planning, problem-solving, and decision-making all add up to organization. Project plan in writing, then write each step on a calendar. Use creative, realistic problem-solving to move a project forward. Set up clear, step-by-step directions to take the next step.

 

Be aware of which Executive Function challenges impact you the most and take a baby step forward in strengthening that skill. Your productivity can improve by addressing these executive function skills.

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!

Organizing Products That I Love

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Although the answer to organizing challenges is not more bins, there are organizing products I love. These are products that are universally useful throughout your home, office, or work place. Declutter first so you know what products you need. Remember to label to be sure to maintain your space. Happy Organizing!

 

 

Drop front boxes available at Amazon

Drop front boxes are available at Amazon. Useful for more than just shoes! Stack in any closet or high shelf for easy storage.

 

brother label maker

Brother Label Maker is available at Amazon. Label anywhere in your space for better maintenance and access.

 

Clear pantry bins are available at Amazon. Useful for storage in the kitchen, bedroom, bathroom, or storage closet to see what you have. Label these bins to keep them organized.

 

Vertical bins are available at The Container Store. These unique storage containers can be used in any space for medicine, papers, or other items.

 

This rolling utility cart is available at Amazon. Use this cart for your office, crafts and more.

 

Happy Relationships and ADHD Connections

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happy relationships and adhd

 

According to a recent Harvard Study shared in the Wall Street Journal, our connection with others is the most beneficial impact on the longevity of our lives.

“Through all the years of studying these lives, one crucial factor stands out for the consistency and power of its ties to physical health, mental health and longevity. Contrary to what many people might think, it’s not career achievement, or exercise, or a healthy diet. Don’t get us wrong; these things matter. But one thing continuously demonstrates its broad and enduring importance: good relationships.”

 

Relationships are complex. With ADHD in the mix, even more so. Symptoms can impact partners, friends, family, and colleagues. Emotional regulation can cause people to feel disconnected and hurt. Adding structure to our lives can connect us with those we love and care about.

 

Foundations to connection

Your values show up in your relationships.  Authenticity, respect, and honesty are important when in a relationship. Respect is when we accept someone for who they are, even if they are different in how they think or look. This feels like trust, safety, and well-being and is communicated by the appropriate tone of language, physical touch, and attentive listening. At times symptoms of ADHD can be viewed as disrespectful. Executive function challenges like impulsivity and emotional regulation can interfere. Knowing about these challenges helps both partners navigate when this happens.

Respect is fostered by boundaries. Boundaries are the limits we put in place, whether mental, emotional, physical, or more. These are the expectations stated to start and stay in respectful relationships. To be in a relationship with anyone, with ADHD or not, means to have stated what is okay and what is not. Healthy boundaries are a part of every positive relationship.

 

Strategies that foster communication and connection

In the busy times we live in, having a structure for communicating and connecting makes relationships intentional.

 

Build structure in your daily life that reinforces communication. Time allocated as together time prioritizes your family and partner. Family dinner together is a powerful connection. Each evening you gather to discuss, process, and applaud each other. This time together empowers all of the family as individuals and creates unity as a team. You and your partner might also choose a daily check-in time with calendars after dinner to be sure home and work run smoothly. Make dinner time not so much about the specific foods you are eating as the time together.

 

A weekly structure can include a weekly family meeting and weekly date night for partners. A weekly family meeting opens up communication and coordinates schedules for everyone. Your family calendar is where to find dates and details of family life. End your family meeting with fun. Your weekly date night gives you and your partner time away from the daily conversations and offers you opportunities for new activities and adventure.

 

Strategies that support self-care

Practice self-care that empowers good communication. Knowing what you need for your own self-care, whether that is time away from family you love in order to reset, helps you do your best with relationships. Strong self-care starts with a good night’s rest, setting time to step away and pause, and knowing your productivity patterns.

 

At times the best self-care comes with delegating. We can’t do it all and we shouldn’t. Having a cleaning person, laundry person, lawn person, or virtual assistant are all supportive self-care for all the extra tasks that need to be done at home and work.  Finding specific solutions for specific situations sets up a solution-minded framework. When you feel supported, you can do your best with what matters most.

 

Gathering support

There are many ways to gather support for you and your partner. Therapy, coaching, and support groups are available both in person and virtually to support you in your relationships. These professionals are available to help you learn more about ADHD and ADHD symptoms as well as anxiety and co-existing conditions. They will help you recognize skills and focus on working from your strengths.

 

 

How to Start the Week Strong with Sunday Night Routines

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Sunday night routines

 

The transition from a relaxing weekend to a busy week can be stressful. Labeled “Sunday scaries,” many families experience a sense of dread on Sunday evening. There are ways that organization can help! You can start the week off strong with a positive Sunday evening routine.

 

Begin with a Sunday start to the week mindset

As much as Sunday evening is the end of the weekend, it is also a fresh start to the week. Note your perspective that your week starts here rather than Monday morning. Embracing routines that reinforce this mindset helps you prepare for your week. A Sunday evening family dinner or family meeting set the stage for this transition as you meet together as a family and talk about the week ahead.

 

Create a Sunday evening routine

A Sunday evening routine helps you focus and prepare for the week ahead. Start in the late afternoon with your routine. Plan ahead for an early bedtime and prepare ahead of time for this for you and your family. Prepare your materials for work or school and prepare lunch for the next day. Review your calendar for Monday. Wind down by reading or journaling. Your Sunday night routine includes calming self-care. That self-care carries over to emotional regulation.

 

Host a Sunday night reset

Throughout the week and over the weekend, life is busy and stuff gets disorganized. Wrangle it all back to where it goes with a Sunday night reset. That is when you pick up, put away, and place everything back. The Sunday night reset helps you start the week freshly organized.

 

Plan self-care for the week ahead

Planning self-care for the week ahead makes your week easier.  Of course, there will be much to do, however knowing when you will be going to an exercise class, taking a walk, or doing yoga or pilates, help you balance the stress of the week with relaxation. Look ahead to your schedule for the week and write in your self-care.

 

Write stuff down on a master list

Take a few minutes to capture all the thoughts, actions, projects, and any other tasks on a list. Clearing your head will lessen anxiety. Use this list during your weekly planning time and time block your tasks. Weekly planning time gives you a specific time to get organized, prioritize, and manage all your projects well.

 

Say no to distractions on Sunday evening

It is tempting to numb on Sunday evening with a late night of streaming services or looking at social media. Know the value of making a plan and sticking to that. Your work-life integration will be what benefits you most.

 

End your weekend with calm and start the week strong with a Sunday night routine.