The Essential Series #2 - Tools to Organize Your ADHD Thought Jungle
Why Read This?
For people with ADHD, having a structured way to capture their ideas is crucial. It allows their brain to relax, clearing the mental clutter so they can begin taking action.
What will you get from reading this?
A variety of options for capturing your ideas
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One trait I admire in my clients with ADHD is their remarkable ability to generate ideas and see potential everywhere. While this creativity can be a tremendous asset, it can also lead to a state of overwhelm. One client described their mind as a chaotic swirl of ideas they had, things they needed to do, promises they had made, dreams they had dreamt and realities they needed to execute right now. In that space it is hard to discern what to do today, what can be put off until tomorrow and what can wait until next year. That’s why it’s so important to have a solid system for getting all those thoughts down in one central location.
Below I will list some of the systems that have worked for my clients, but first let’s talk about what you are trying to capture, how to choose your system and how to test it out.
What Are You Capturing?
David Allen said, “Your mind is for having ideas, not holding them” and the ADHD brain generates even more ideas than most. This means it is even more important you have an adequate place to hold all those ideas.
Those ideas can include things like:
Concrete tasks you need to do (take the car for oil change, pay gas bill...)
Larger plans with many smaller steps
Long term goals
Short term goals
Bucket list items
Dreams
If it’s bouncing around in your head, our goal is to get it out. Our goal is to create a system where you can get as much of that swirl out of your head and into a reliable “Idea Tracking” (Task Management) System.
Knowing Your Needs
What factors should you be considering when identifying the best “Idea Capturing” system for you?
Some things to think about:
Have you had a system in the past that worked for you? Why did you stop using it? Are there creative solutions to the ways it didn’t work for you?
Once you have your task list system, what will you want it to tell you when you look at it? (Priorities? Due dates? All your Tasks? Tasks pertinent to specific circumstances?)
Are you a paper person or an electronic person?
How will you enter tasks into this system? (some clients find voice command integration very helpful)
Where do you want to be able to access this information? (On your phone? Work computer? Home computer? tablet?)
How will you want to be able to sort these items?
Do you like the simplicity of spreadsheets and paper lists or the elegance of a well designed app?
Trying Out a System
When testing out a system, start with only 5-10 items.
Do not invest hours of your life downloading everything into a system you may end up deciding doesn’t work for you. 5-10 tasks are enough to start playing with your system and seeing where it may (or may not) meet your needs.
Also, beware of too many bells and whistles. They tend to excite the brain at first, but then make things so complicated the brain becomes overwhelmed.
Tools You Can Use (Or at least try)
Here are a few effective systems that have worked for my clients:
Paper-Based Systems
Notebooks - Many clients find success in using a simple notebook. Write down tasks as they come to mind and review them regularly to prioritize and schedule them.
Bullet Journaling - This customizable method allows you to track tasks, events, and ideas visually. You can design layouts that resonate with you, making it a fun way to stay organized.
Sticky Notes - Some clients are finding the new variety of sizes for sticky notes to be useful, especially when paired with a designated wall space for said notes.
White Boards - The ease of writing, rewriting, reordering and erasing items can make white boards a very useful tool for some individuals.
Digital Systems
Todoist - A versatile task management app that lets you create, organize, and prioritize tasks easily. Its simplicity makes it user-friendly, especially for those who might feel overwhelmed by complex systems.
Microsoft To Do - This app integrates well with other Microsoft products and provides a straightforward interface for managing tasks, including reminders and deadlines.
Google Keep - A note-taking app that allows you to create simple checklists. You can color-code notes and set reminders, making it visually appealing and easy to use.
Google Tasks - A simple to-do list app by Google that helps users organize tasks, create lists, set due dates, and integrate seamlessly with other Google services like Calendar and Gmail.
Reminders - An app for organizing tasks and to-do lists, featuring basic list management, due dates, and reminders that sync across Apple devices, integrating well with Siri for voice-controlled task management.
Spreadsheets - Many people opt to customize a spreadsheet to help track tasks, deadlines, and progress. You can categorize tasks by priority, due date, location of tasks, project or any other distinction you deem important.
Visual Tools
Trello - A project management tool that uses boards and cards to help you visualize your tasks and projects. This can be especially helpful if you like to see everything laid out in a clear format.
Mind Mapping - Tools like MindMeister or even simple pen and paper can help you visually organize your thoughts and ideas, making it easier to prioritize what needs to be done.
Kanban Boards - Whether physical (using sticky notes on a whiteboard) or digital (like Trello), this method helps you see your tasks at different stages of completion.
Eisenhower Matrix - Also known as the Urgent-Important Matrix, a decision-making framework that helps prioritize tasks based on their urgency and importance, guiding users to focus on what matters most and manage their time effectively.
Combination Systems
Some clients find a mix of tools works best for them—perhaps using a paper planner for daily tasks and a digital app for weekly overviews. Experimenting with combinations can lead to discovering what feels most comfortable and effective.
How You Know You Have YOUR System
(Questions You Can Ask Yourself)
Does this system allow you to adequately capture what is circulating in your brain?
Has your concern about forgetting things lessened?
Do you have a way to organize them that makes sense to you?
Do you to feel a little calmer (not total peace, but more calm)?
Do you have a better sense of what you need to do?
A Client’s Anecdote
Two issues that may still pop up even after you find a workable system are (1) Prioritizing and (2) The “Out of Sight, Out of Mind” Phenomena. The latter we will address in the next blog regarding creating a regular review system. The former, Prioritizing, is tricky and will probably become its own blog in due time. For now I will share one of my favorite client solutions for the difficulty of Prioritizing when “everything feels important”. This client used a spreadsheet to track his tasks and came up with a very creative three column solution for prioritization. Here’s how he it worked:
In the first column he ranked all his tasks with a priority ranking system of 1, 2 or 3 (1s being the most important, 3s the least important).
He then sorted for the 1s. (Since the ADHD brain struggles with prioritization he would usually have twenty or so 1s.)
Then he would move to the second column and only prioritize the 1s from the first column asking himself, “Of these 1s, what feels the most important?”
He would typically be able to halve his list of 1s in the second column and he would then sort for those 1s in the second column.
Next he would turn to the third column with this pared down list and ask, “Out of these 1s, what are the 2 or 3 items that really need to happen today?” He would label those two or three 1s in the third column and sort for them. That would be his focus for the day.
When my client shared this system with me, he seemed a little embarrassed. I think he thought I was going to tell him this was ridiculous. Instead I think started visibly clapping on our zoom call. From my perspective, he had created a system that allowed his brain to acknowledge everything felt important (a common ADHD experience) and then from that space begin to help his brain sort through that feeling and come up with a workable plan for the day. As I said, I really don’t care what your system is, as long as it works for you and this worked for him.
I share this example, not as a recommendation that you use it, per se; but more that you consider using the spirit of the strategy - to experiment and uncover the best way for your brain to prioritize your list.
To Sum It Up
By finding the right tool to capture and organize your tasks, you can clear the mental clutter and focus on harnessing your creativity. Hopefully with the suggestions above you can find an effective system for you to capture and organize your thoughts in a way that works for you. Ultimately, I hope you discover a method that aligns with your unique way of thinking and working.
Stay tuned for the final part of “The Essentials” Series, where we’ll explore how to create a system for reviewing both your calendar and your task list on a regular basis to help you ease the mental clutter and begin your path to achieving your goals!
Did I leave out your organizing system? Tell me about it and why it works for you! I am always happy to learn more!
Also, if you missed my blog on finding the best calendar system for you, check it out here!