November 8, 2022

Executive Function: Time Management

We have focused on executive functions throughout the year. This month’s topic is time management. Time management can be defined as the process of planning and exercising conscious control of time spent on specific activities to increase effectiveness and productivity. For many diagnosed with ADHD time management is a real struggle. Getting through the day without a plan can make us feel overwhelmed and out of control. David Allen, author of Getting Things Done suggests we look at time management through a different lens. Allen suggests viewing time management as thought management. Consider this: think about how you want to move through the day. Start the day with an intention and then move action forward with a) a clear mind, b) realistic goals, and c) an effective system to manage tasks and activities.

Challenges
Typical ADHD behaviors include racing though the day without a plan, difficulty getting started, then once started we are bombarded with an array of external and internal distractions. Text messages, emails, interruptions and not finishing what we start. We can also get distracted by more interesting ideas that get us off task. Then, as we approach impending deadlines, we feel defeated because time is running out. Missing deadlines, handing things in late and feeling out of control are all challenges we experience.

Managing Thoughts and Moving Action Forward
We can start to take control of our day by creating an intentional mindset. Consider thinking about how you want to show up today. It starts with a clear mind and a positive attitude. Set yourself up in a quiet space and rehearse the day in your head. Get a mental picture. Write down three of the most important things you want to complete today. Be realistic about your priorities. Make a blank copy of the day from your google calendar with the times or you can use your planner. Identify what meetings, appointments, tasks are scheduled for the day. Include breaks for lunch and self-care. Add them to the schedule. Then you have a view of your available time for the day. Finally, figure out when you can complete the priorities during the times when you are most energized in the day. Then block out times in your daily calendar sheet to complete the priority tasks. Keep that visual front and center to refer back to it throughout the day to keep yourself on task.

10 Strategies for Success
The lack of planning, time management, and thought management can result in lost productivity. It can lead to poor reviews in the workplace and a chaotic home life that can impact our most important relationships. Here are 10 strategies to help you gain control of your day.

Distractions: tell others who may be distracting you that you are in the middle of something and cannot be disturbed. Let them know when you are available, perhaps later in the day. Turn off your cell phone and let others know that you cannot be interrupted. You can set up a “focus time” on your phone to alert people that you are busy.
Learn how to say “no” when someone asks you to do one more task that you do not have time to complete. If you can’t say no, consider letting the person know that you will get back to them to discuss the task or project at a time when you can evaluate whether you can take on another task/project. By doing this you are establishing clear boundaries with others.
If a task or email takes less than 5 minutes to complete, just get it done if you have a few minutes to spare. You can also schedule times in the day to check emails and respond to urgent text messages.
To Do’s: having a to-do list is a good tool as long as it is simple and limited. If you have a long to-do list, prioritize them and complete a few items, cross out or create a check next to the item. It’s a good way to view your progress.
Calendars: create a system that works for you. Use a combination of paper and digital calendars to keep track of your days, the week ahead and month ahead for large projects. Use colors to make it more appealing for you.
Schedule time to plan your day. Take 10 minutes in the morning or at the end of the day to plan the day ahead. Experiment with different times in your day to figure out the best time to devote to this activity. Be realistic and strategic with your planning and you may start feeling more in control of your time. Be sure to plan time for meals, exercising, socializing and brief (10-20 minute) mental breaks to help you pause and reset.
Multitasking does not work well when the activity is new or complex. Work on one activity at a time. Multitasking makes us less efficient.
Set alarms and notifications for important events and when you want to be prompted to remember something or transition to another task. Another useful tool is to set recurring notifications on your phone or computer for important dates to remember like birthdays.
For projects, papers, and writing assignments, break down the steps necessary for completion. Write them down on a pad or project planner to get them into a word document. Then create time estimates for completing the tasks and add those activities to your calendar in specific time slots in the week. We are often poor judges of how much time projects take. Track estimated compared to actual time it took to complete. Then add time as needed.
Tech Tools to manage tasks: Todoist (todoist.com), Fantastical (calendar app), Monday.com and Asana (work flow).

Victoria Roche, MSW, PCC
ADHD Coach | Center For Living Well with ADHD, LLC

More about Victoria

Cool Resource

Research has shown that many of us learn better when we have visual aids. And thanks to the Internet, there is a wealth of visual opportunities at our fingertips. One of the best free resources is YouTube. Not only is it the second most accessed search engine, there is a plethora of training videos on just about anything. When I needed to know how to reset my LG washer without dragging it out from the wall to pull the plug, I found the answer on YouTube. When I needed to dismantle my laptop to unclog the fan, I found a video that demonstrated how to not only take the laptop apart, but also put it back together correctly. Therefore after reading Victoria’s terrific article about Time Management and wanting to learn more about any of the suggested tools for managing tasks, have a look on YouTube for the quick tutorials getting started. For example, find valuable training videos for Todoist at this link or help with Asana at this link.

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