Make the Most of Every Day for those with ADHD

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make the most of your day adhd

 

Organizing and productivity tips are everywhere online, on our devices, and in articles.  Having a productive, meaningful and balanced day can be difficult to accomplish. Choosing strategies and executing actions can be frustrating because of interruptions. Here are ways you can break through to feel accomplished at the end of the day.

 

Move from overwhelmed to in charge

  • It is easy to over plan and be overly optimistic about what can be accomplished in a day. Overplanning by packing every time block can be a cycle with no rewards. Start your planning with time blocks and allow for overflow options and time for last-minute changes. Overflow options include an end-of-day wrap-up section or designating Friday as a catch-up day.
  • Plan self-care every day. That time gives you the energy to be your most productive the rest of the day. That might be setting a boundary on starting and ending your day. A lunchtime walk or lunch with a friend can energize you.
  • Align your plan with your colleagues and boss through collaboration. When priorities are not aligned, or when others plan poorly, you have more interruptions to your day. A weekly project meeting and collaboration tools help you stay in charge of your day.
  • Know that your task list relates to the big picture and the meaning of your work. Reframing and destressing your task list, connecting to the reason behind each step, helps you feel like a contributor instead of a worker bee.

 

Use your calendar as your road map

  • Set up time blocks that work best for you. A time block can be 90 minutes or longer depending on how long you allocate and how you work best.
  • Keep your calendar where you can see it to be your guide daily. Set up a hybrid system with your calendar and your devices if an auditory reminder will keep you on track. Check your calendar routinely throughout the day to know what is next and what is planned for tomorrow.
  • Use transition time wisely. You may decide that you want fewer transitions in your day and assign themes to the day. That is when you assign specific related tasks to a specific day.
  • Meetings can be a valuable time to collaborate with productive strategies. Include time blocks to prepare, capture and complete tasks from meetings. Transition between meetings with a prep time to be prepared to contribute. Takes notes and add information to your collaboration tools during your meeting. End the meeting with a wrap-up of actions and assignments.

 

Minimize distractions that take time away from being productive

  • Be aware of your devices and the impact they have. Use airplane mode for your devices during time blocks. A five-minute scroll can turn into extended time away from work.
  • Be intentional about your use of social media. Determine when and how you will be online during the day.
  • Internet blockers help you stay on track. RescueTime assesses how much time you are being productive and on task.
  • For internal distractions, think about online body double help. For a virtual focused time, join Focusmate for virtual coworking.
  • Keep a specific task list, prioritized in the morning or night before, on your desk to remind you of your priorities for the day.

 

Get more done in less time

  • We all have a chronotype, where we are at our peak productivity time. Get more done by matching your best work time to the task requirements.
  • Batching your work helps you ramp up your productivity. Group similar activities together, such as bill paying, phone calls, email responses, or errands, to be more efficient.
  • Single task to get more done. Focus on one thing at a time to completion.
  • Use checklists to know all the steps in a process. This removes decision-making, giving you more time and taking less energy to complete a task or project.
  • Add routines to your week. Routines can be for both home and work, giving you the time pre-set and automated to get stuff done. Routines keep us happy and healthy.

 

Use lists wisely

  • Post-it notes, notebooks, and other writing devices are great to capture thoughts. Take this to the next step by consolidating your list on paper or in an easy-to-use app. The magic of a brain dump is that it clears your mind. The magic of consolidating is that you have a spot for all the tasks in one place.
  • Process and prioritize your list each day. You can be very optimistic about what you can accomplish. Specify the three Most Important Tasks (MITs) each day. Add three bonus MITs just in case you can accomplish more. Focus on these to feel accomplished at the end of the day. Make your MITs visual with a list on your desk.
  • Hold your own Weekly Planning meeting each with your list and your planner. Slot in tasks into time blocks that work with your energy and the task requirements.

 

There are many steps to have a productive day. Take away one of these strategies and work toward integration into your day.

The Power of the Pause to Support Your Goals

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I often write about the power of a pause. A pause is an intentional stop between any time frame. It can be helpful when an emotionally reactive situation is about to occur or when you feel overwhelmed. Here are other situations where a pause can help you find clarity and help you set your goals.

 

Pause between seasons

Seasons are a natural transition for us each year. As the environment changes temperature, external elements unfold to move us forward. Those seasonal transitions are also a good time to evaluate your goals. This is instead of an annual assessment, think about a 90-day pause and assessment. Questions you can ask yourself as you pause are:

  • What worked?
  • What happened to make this work?
  • What’s next?

These reflections give you an opportunity to course-correct or amplify your efforts.

Pause when there are life transitions

Life transitions, such as moving, job changes, or family losses can be happy or sad. We may want to barrel through and get to the other side of that transition. A pause can help all types of support. It can be with emotional support therapy or coaching. Addressing your emotions and finding additional support can offer clarity and move you forward. You can add to your team knowing the support you need. A bigger team might include a cleaning person at home,

Initiate a strategic pause

An intentional strategic pause helps you at home and at work. Strategic meetings offer clarity in all forms. A family board meeting or annual summit with time together, away from home, talking about family values, connects families with communication and cohesiveness. Your business hosts an annual strategic planning meeting to interpret data from last year and know the next steps.

 

Pause for self-care

More people are speaking about their needs for a pause. If you have been moving at warp speed or feeling out of sorts because of the speed of life, here is permission for you to speak what you need when you need it. “Slowing down before jumping to action can set you on a much more meaningful path to action.” You will be all the better for responding in a way that is authentic to you and your values.

 

Here is your first step to empowering your pause. That is knowing when a pause is valuable for you. I encourage you to take a few minutes now and jot a few ideas down.

Ways to Thrive During the Especially Busy Month of May

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Ways to thrive

 

The beginning of this year ushered in especially busy times. We are heading into the month of May with celebrations, graduations, and special occasions. Like Thanksgiving and the holidays, we have more to do. It is easy to get overwhelmed by all there is happening. There are many ways to thrive and be specially organized during extremely busy times.

 

Your planner is your road map.

Your planner is your most important trusted tool for being proactive in busy times. Keep your planner up to date as details come in about family celebrations and special events. Look ahead to the upcoming week and be proactive about planning for the weeks ahead. Each day prioritize a list of your three most important tasks to keep on track. Use a checklist to help with tasks and deadlines. Make notes, make lists, and set time blocks to get stuff done. Set a weekly planning time to be sure you are progressing in all areas.

 

Do your best to maintain self-care routines.

Taking care of yourself helps you do your best. Do the best you can to keep consistent wake-up and going-to-bed times. Drink lots of water to hydrate, get outside for sunshine, and walk as much as you can. Stay true to your exercise routine. Self-care will be your steady guide during busy, fun, crazy times.

 

Celebrate and be in the moment.

Moments we cherish happen when we steer clear of distractions. Stepping away from work, and being in the moment, gives us rare opportunities to connect. Celebrate every small win with gratitude. Share the joy with a handwritten card or special conversation. These moments build lifelong memories.

 

Build a bigger team

Being the party planner doesn’t mean you have to miss the fun. Ask for and accept help in all ways and forms. Teens can build a playlist and set up music, attendees can put up and stack chairs, and catering comes in all forms. Have groceries, treats, and party supplies delivered. Look around for ways to make everything easy for you and find support to get stuff done.

 

Being organized brings you joy during these bustling times. Never miss a minute of fun with these ways to thrive when especially busy.

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.

The Power of Positive Self-Talk

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In your decluttering, organizing and productivity journey, your inner dialogue has a profound impact. We create outer change in being aware of challenges and taking the steps to ensure clarity.  Our inner dialogue will help us as we change and to maintain the changes we are making. I ask my clients to chronicle their journeys by creating these value statements for themselves. Their statements might resonate with you. See what you think.

In the case of organizing

It is more important to have a sense of peace rather than the regret of throwing out something.

Letting go might have a sense of regret. That regret could be short lived or something you remember you lost. It is peace that comes from not living in a cluttered environment that provides long lasting emotional impact.

 

Life interrupting events will not derail me.

Life happens and you respond, likely as a supporter of someone else or something big. Respond accordingly and then get back to routines. You may be detained in routines, but not derailed.

 

Okay present Susie, how will future Susie feel or deal with this?

Putting anything off you dread will not make it easier. Be in the moment and take action now for your future self.

In the case of productivity

I know my lane and I want to play in my lane.

Knowing your strengths and where you do your best work is empowering. When you know your “lane,” you can feel confident in your role and your work.

 

Stick with the plan.

It is tempting to bypass boundaries we have established. Stick with the work plan and the outcome will be best. And, you will be less stressed if you follow your plan.

 

What was the most important things that aligned with my mission today?

Keeping the big picture keeps you aligned. Prioritizing and acting on what is the most important task or project for the day keeps you productive.

 

Build a bigger team.

This statement is my reminder that when I get overwhelmed or feel underprepared, a bigger team makes everything better.  That means I will seek out a person with more skill in whatever area I need help.

 

Do you have a mantra for your inner dialogue to keep you on track with your organizing and productivity journey? Try a few options to see what fits you.

Happy Collaborations

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Happy project collaboration

 

Did you know that individuals who work in collaborative settings at work are more than 50% more effective at completing tasks than those who work independently? There is great research that suggests that working collaboratively and collectively leads to better on-the-job performance rates, according to a Stanford study. In addition,  those who collaborated were 64% more likely to stick to their assigned tasks than their solitary peers. That is great evidence for creating a structure for easy collaboration!

Creating a collaborative environment

A collaborative environment brings the best of all skills and efforts to a project. For you, you must first recognize and be confident in your own abilities, skills, and experience. Also, you and all the collaborators must be there for a win-win for everyone on the team. Have a clear and specific agreement on expectations and roles so that everyone can contribute and communicate effectively. Be sure that all parties are open to positive feedback as needed. These are the best practices for collaboration.

 

Set common work agreements

Start your project with work agreements about communication, roles, and expectations. I recently started a new project in collaboration with three team members. We worked together on different projects and knew each other’s strengths. What we needed first was to set up common work agreements with guidelines for roles, which we allocated by strengths. Then, we mapped out communication and project management for the course of the project. Next, we wanted to set expectations on when we worked, how we communicated, and when we communicated. During those first weeks, we tested our system of a set meeting schedule, email requirements of who to copy when, and documentation hosted on google drive. Each week we have tweaked out system. The initial investment in communication paid off well.

 

Choose easy to use collaboration tools.

There are so many options for collaboration tools. Most require a little learning to ramp up. Choose collaboration tools that are easy to use. Everyone has a favorite tool, while some people have tools established by their workplace.

 

Establish routine meetings that fuel momentum

Establish meetings that assist moving the needle forward and steering the project. For many of us, that is a weekly meeting with a specific agenda. That agenda includes updates on the project and new information for momentum. Host your meeting at a time what works well for everyone’s productivity, however gives opportunity for real work to be done throughout the week. Always be sure everyone has the opportunity to provide input.

 

Share feedback and successes

Give a shout out to those who are doing work that is insightful and above and beyond. There is not enough celebration for what is going well. When correction and redirection is needed, be specific about what is not working. Take time to chat with a team member who needs to share more about the work itself.

 

Every project has bumps in the road. Working as a team helps you overcome these challenges together and finish up strong. If you are unsure if collaborations works for you, look for a team member who has the qualities you need to finish up a project.

 

 

 

 

 

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.