ADHD-Friendly Project Planning & Task Management Strategies

"Do you find it hard to relax during free time?" 

"Struggling to pay attention when people talk to you?" 

"How often do you put things off until the last minute?"

These are just some questions I answered during an online ADHD quiz. The question that hit home the most? “Do you often re-read sections because you forget them?” All. The. Time. I switched to audiobooks in favor of reading for that very reason. I just thought I was tired. 

The realization that it might be ADHD came when I was mentoring a fellow writer through the Minding Creative Minds program in Ireland. Having an official ADHD diagnosis, my mentee ran through the issues she was experiencing in terms of trying to complete projects. They included most of the adult symptoms listed on the NIH website, those being:

1. Following instructions or finishing projects

2. Focusing on a large task or multitasking

3. Disorganization and procrastination

4. Poor time management and planning

5. The need for constant stimulation

While some symptoms felt familiar, I still didn’t (want to) see the correlation. Then, I started writing for Memtime and soon realized that my habit of moving furniture down flights of stairs instead of tending to a looming deadline was perhaps more than your average case of procrastination… 

There’s a whole spectrum of people experiencing difficulties with attention. We are freelancers, project managers, and small business owners, all struggling with project planning, task management, and finishing tasks. 

Since I'm posting this in October, which is ADHD Awareness Month, it’s important to note that you're not tackling this alone – especially given that 9 million adults in the US are estimated to have it. So, let’s explore ADHD-friendly foundations for effective project planning, task management, and tracking.

What is ADHD in Adulthood?

I don’t know about you, but my first introduction to ADHD came courtesy of Bart Simpson. As such, I thought it was just the purview of hyperactive kids; I wasn’t aware it could affect adults.

While you can do a deep dive on the condition itself via the Attention Deficit Disorder Association (where they offer a test to gauge your symptoms), the basic definition as per the CDC is:

“ADHD is one of the most common neurodevelopmental disorders of childhood. Neurodevelopmental means having to do with the way the brain grows and develops… Children with ADHD may have trouble paying attention, controlling impulsive behaviors (may act without thinking about what the result will be), or be overly active.”

How ADHD can present in adulthood? The CDC states that:

‍“Some adults have ADHD but have never been diagnosed. The symptoms can cause difficulty at work, at home, or with relationships. Symptoms may look different at older ages, for example, hyperactivity may appear as extreme restlessness. Symptoms can become more severe when the demands of adulthood increase.”

‍You can read more about that via National Institute of Mental Health article entitled ADHD in Adults: 4 Things to Know. By way of summary, adults with ADHD will experience a combination of the below traits:

• Hyperactivity: Being overly active or restless at inopportune times, plus struggling with quiet activities.
• Inattentiveness: Inability to maintain focus, stay on task, or keep organized.
• Impulsivity: Acting on impulse or having difficulty with self-control.

Now that you have a slew of credible resources at hand, you might consider taking a test to gauge if you might exhibit the symptoms of ADHD.

ADHD and self-diagnosing

Before we delve into some of the ADHD quizzes available, we should point out that one of the many scourges of the internet is that everyone now thinks they’re an expert. That’s why it’s important to follow credible advice around ADHD diagnosis, as outlined here by ADDitude Magazine. In short, The most crucial step in the process is to source a doctor who is qualified to diagnose ADHD.

While the aforementioned ADDA test takes 3-10 minutes, I opted for “The #1 science-based ADHD app” curated by Inflow, which took slightly longer. Created by ADHD clinicians and psychologists, Inflow guides you through a series of emotionally charged questions, such as:

• "Do you consider yourself a people pleaser?”
• "Are you your own harshest critic?" 
• “Do you feel anxious in social situations because you assume that no one likes you?”
• “Do you pass opportunities, or avoid starting projects because you’re afraid you’ll fail?”
  

I’m a hard “YES” to all of the above. And while that rings true on a personal level, the prior points pertaining to “poor time management”, “disorganization”, and “need for constant stimulation” didn’t as much. My symptoms largely revolve around “procrastination”, being “hyper-focused” and subsequently “unable to wind down”, alongside prolonged bouts of “couch lock.”

This led me to the question of “Does ADHD have a spectrum?” And, according to several sources – such as Understood.org – ADHD symptoms do indeed “exist on a spectrum or a continuum.” As for my Inflow results? Well, it would appear that I have a home on that spectrum…

As for how those results are potentially impacting my day-to-day life? Unsurprisingly, the hardest hit area is mental health.

Understandably, feeling like you don’t have a handle on things – especially in terms of time management – can contribute to already latent anxiety. So, what can we do about this? Start to take back control. Without further ado, let’s tackle some simple task management strategies that can help fellow neurodivergents in day-to-day life. 

8 task management strategies for ADHDers

One of the biggest challenges for ADHDers is the inability to “see time” or be fully cognizant of it. Generally speaking, there’s a propensity to be more “present” than “future-focused” in terms of time. 

Obviously, suffering from “time blindness” isn’t great for project management given how time estimation is a key component. 

There are practical ways to help ADHDers to “see” time and to be mindful of it, as outlined by ADDitude. 

1. Externalize time

You need to visualize your day, or your week, by mapping out your routine. No matter if your schedule is paper-based or digital, make sure to follow it closely. Reminders and alarms can help manage a busy day. No matter your medium, get it out of your head and on to a page.

2. Embrace positive patterns

It’s all too easy to dwell on the negative. You can thank your brain’s predilection towards negativity bias. Instead of dwelling on unproductive moments, focus on times when you were efficient and identify patterns to help you achieve peak performance again.

3. Make your routine a routine

 I’ve said it before and I’ll say it again; schedule a day to schedule your week – and stick with it. You can’t just dip in and out of these things, otherwise chaos ensues. 

4. Tik-Tok

It might sound really obvious, but have a range of clocks in your eyeline at any given time. Moreover, hearing a clock ticking can remind you of the importance of pacing. Consider it your metronome. 

5. Build a buffer

Irrespective of how long you anticipate a task taking, double it when something is new. Don’t worry; this is just initially, while you’re finding your feet in terms of time boundaries. Once you repeat the process and know how long a task will take, you can then think about removing the buffer.

6. Step back 

This seems counterintuitive when there’s a project deadline, but so is getting overwhelmed. By taking a step back for a moment, you slow down your brain. Perhaps you’ll recall how you dealt with a similar situation. Then, you can fully refocus on the task at hand.

7. Try therapeutic methods

Take it from someone who’s tried everything to cease incessant rumination; CBT (cognitive behavioral therapy) is one of the more accessible and practical ways to deal with ADHD symptoms. 

8. Consider your environment

Is it conducive to productivity? If not, mix it up a bit where possible. 

10 simple project management tips for ADHDers

Managing projects can be particularly challenging for those with ADHD, but with the right foundations in place, it can become much more manageable. 

1. Be clear about the ‘why’ 

Define your motivation, target audience, and personal feelings towards the project. For client projects, the purpose and beneficiary are usually evident, but just for clarity, I find encapsulating the nub of a project into one sentence – and quoting it at the top of each subsequent page of planning – tends to keep me on track as to the overriding ethos.

2. Break it down and prioritize 

The best way to avoid any feelings of overwhelm is to break down large projects into smaller, more manageable tasks. Prioritize these tasks using tools – like the Eisenhower Matrix – which helps you focus on what’s urgent and important.

3. Keep it visual 

Calendars, Kanban boards, mind maps… all these methods – be they digital or analog – work well for ADHDers in terms of planning achievable timelines and deadlines. Why? Because we tend to be visual thinkers. Creating a mind map with images, color coding, and shapes helps to organize your thoughts and hone in on the information. You don’t need to get bogged down in options; a series of well-placed sticky notes can work just as well depending on the task.

4. Block it out

I’m not just referring to the use of noise-cancelling headphones, but rather the practice of blocking out time. Regular readers will know we’re a fan of time chunking in particular.

5. Use all the tools

Be they intricate or simple, there are a slew of project management tools available to you, so why not use them? Asana is one such project management tool that can be as basic or as granular as you need. Other options include:

• Forest App: Particularly useful at times when high-focus is required and you’re feeling a bit scattered. It revolves around planting a tree; if you leave the task, your tree dies. 
• Be Focused: Using the Pomodoro Technique, this app breaks tasks into intervals separated by short breaks to help you maintain productivity.
• Memtime: The reviews speak for themselves…

6. Cultivate a routine 

With all your tools (and your assigned day to schedule), you can now establish a viable daily routine to build consistency and reduce decision fatigue.

7. Create a “Thought Dump”

As advised by ADD.org, a ‘thought dump’ can help manage distractions by jotting down unrelated thoughts as they bubble to the surface, allowing you to revisit them later. This method ensures you stay focused on your current task while remembering important things that pop into your head.

8. Fidgeting is your friend

Research indicates that fidgeting can enhance focus, functioning, and productivity for individuals with ADHD. How? By increasing brain engagement. Suitable fidgeting methods, such as doodling or using fidget toys, should be non-disruptive to both the individual and those around them. So no clicking pens repeatedly (a favourite of mine).

9. Seek support 

While it’s easy to complain about the internet, it can also be a force for good in terms of support. The r/ADHD subreddit has 1.9 million members and is a decent place to start connecting with like-minded souls.

10. Reap the rewards

I know it’s hard sometimes, but try and make yourself your biggest cheerleader. As such, reward yourself for completing tasks and fulfilling deadlines. This will maintain motivation.

How to finish projects with ADHD

Most ADHDers feel stuck in a “Can’t start, won’t start” doom loop. Once you manage to get past the case of “Where do I even start-itus”, trying to bring something to a successful completion is another Everest entirely. 

Wrapping up

I know it’s tough keeping focused (never mind getting started in the first place) so celebrate the wins, no matter how small they may seem. They’re all important building blocks bolstering your future career. 

Don’t forget to use the tools available to you. Memtime has been recommended by several prominent sources – from savvy Reddit users to neurodivergent entrepreneurs.

Memtime’s also received several shout-outs on Best ADHD tools for 2024, like this one via Saner.air and the Holistic Time Coach. Why? Well, that’s self-evident when you consider the following plus points:

• Tracks your time in all programs and pages automatically.
• Monitors activities both online and offline.
• Keeps all data on your device, ensuring privacy.

Moreover, as one user puts it; “Time tracking was like a part-time job. Now it only takes seconds.”

If you’re ready to see how Memtime can work for you so you can focus on work, consider our 14-day free trial with no payment deets required.