ADHD Tip 4: Make Your Calendar Your Ally

The Challenge of Time Perception and Planning

Difficulties with time management are a hallmark challenge for many with ADHD. This can manifest as "time blindness" – an inability to accurately sense the passage of time or estimate how long tasks will take. Remembering appointments, deadlines, and multi-step plans can also be difficult due to working memory challenges. The common ADHD tendency towards "now or not now" thinking can make it hard to prioritize future tasks or prepare adequately for upcoming events. Relying on internal memory alone is often insufficient and stressful.

Why Calendars Are Essential Tools for Individuals with ADHD

Using a calendar consistently is crucial because it externalizes the abstract concepts of time and future commitments. It serves as an external memory aid, a planning tool, and a way to make time visible and tangible. Effective calendaring for ADHD isn't just about recording appointments; it's about actively externalizing time perception and future planning, translating abstract time into concrete visual representations and actionable steps.

Choosing Your Calendar Tool: Paper vs. Digital

There's no single "best" calendar format for everyone with ADHD. The ideal choice depends on individual needs, preferences, and the challenges that require the most support. Often, a hybrid approach combining the strengths of both paper and digital systems offers the most comprehensive support.

Feature	Paper Calendar Pros	Paper Calendar Cons	Digital Calendar Pros	Digital Calendar Cons
Visibility	Can be kept in constant sight (on a desk or wall); ideal for visual reminders.	Less portable; requires dedicated space.	Accessible anywhere via phone/ computer.	Can be "out of sight, out of mind" if app isn't open.
Portability	Less portable, especially larger planners.	Can be bulky.	Highly portable via smartphone/ tablet.	Requires a charged device.
Reminders/ Alerts	Relies on the user remembering to check it.	No automatic alerts.	Excellent for setting multiple pop-up/audio reminders (crucial for ADHD memory).	Potential for excessive notifications (requires management).
Ease of Editing	Can be messy with changes; requires rewriting.	Changes can look cluttered.	Very easy to reschedule, edit details, and change colors.	Less tangible sense of commitment sometimes.
Tangibility	Physical act of writing can aid memory/ engagement. Provides tangible record.	Can be lost or damaged.	Less tactile interaction.	Data loss possible if not backed up.
Big Picture Planning	Excellent for monthly/yearly "bird's-eye view"; helps make the future concrete.	Can be harder to see daily details on large views.	Can switch views, but small screens limit overview.	May feel less concrete for long-term planning.
Syncing	Manual process to coordinate with other calendars.	Requires manual updating.	Easily syncs across devices and platforms (work/home).	Requires internet connectivity for syncing.
Recurring Events	Requires manual entry for each occurrence.	Tedious for frequent recurring events.	Can automate recurring events indefinitely.	Easy to set up.

Effective Calendaring Strategies for ADHD

Regardless of the format chosen, how the calendar is used is paramount. Consistency is key.

• Schedule Everything: Go beyond appointments. Block out time for specific tasks (taken from the to-do list), travel time to and from events, preparation or transition time before meetings, breaks, meals, exercise, and even dedicated planning sessions. Use it as a "brain dump" space for future ideas if needed. Integrating to-do list items directly into time slots increases the likelihood of completion.

• Use Color-Coding: Visually differentiate types of activities (e.g., work = blue, personal = green, appointments = red, tasks = orange). This allows for quick scanning and understanding of the day's or week's structure.

• Set Multiple Reminders: Don't rely on a single alert. For important events or transitions, set several reminders (e.g., 1 day before, 1 hour before, 15 minutes before, time to leave). Use phone alarms liberally, including "pre-timers" to signal that the end of an activity is approaching.

• Include Generous Buffer Time: Always schedule extra time around appointments for travel, parking, finding the location, and transitioning mentally. When scheduling tasks, overestimate the time needed, especially initially (e.g., multiply initial estimate by 1.5 or 2).

• Conduct Regular Reviews: Make checking the calendar a routine. Look at it each morning to understand the day ahead, check in midday to stay on track, and review it each evening to see what was accomplished and plan for the next day. A weekly review session is also helpful for longer-term planning.

• Maximize Visibility: Keep paper calendars prominently displayed where they will be seen often. Use widgets to keep digital calendars visible on your phone's home screen or computer desktop.

• Be Realistic (Time Blocking): Use the calendar to visualize the actual amount of time available. Blocking out chunks of time for tasks helps prevent over-scheduling and provides a realistic picture of capacity.

• Complement with Analog Clocks: Having analog clocks visible in key locations (office, kitchen, bedroom) reinforces the visual passage of time throughout the day, supporting the time awareness function of the calendar.

Calendar Resources:

• ADDitude - Time Management Skills (incl. Calendars for Kids/Adults): https://www.additudemag.com/time-management-skills-organization-help-adhd/

• ADDitude - Time Management Apps & Hacks (Calendar/List Methods): https://www.additudemag.com/punctuality-time-blindness-adhd-apps-tips/

• ADDitude - Strategies for Seeing and Feeling Time: https://www.additudemag.com/time-management-skills-adhd-brain/

• CHADD - Choosing and Using Day Planners (Paper vs. Digital): https://chadd.org/for-adults/time-management-planner/

• CHADD - Why Paper Calendars Support Future Thinking: https://chadd.org/adhd-news/adhd-news-caregivers/support-your-future-thinking-skills/

• ClickUp - Calendar Planner Template: https://clickup.com/blog/adhd-templates/

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If ADHD is hindering your productivity, working with an executive coach could help you build the habits, routines, and skills you need to focus and follow through more consistently. If you are interested in learning more, schedule a discovery call. We can discuss how we can help you better manage your ADHD.

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Time Management Tips for Small Business Owners

What is keeping you up at night? Are concerns around rising costs due to tariffs, the disruptive force of AI, or pressure to attract and retain talent causing you stress? When you own a business, you must be able to keep track of the changing macroenvironment and make small adjustments to ensure you are growing profits while meeting the evolving needs of various stakeholders. When faced with competing priorities, you need frameworks to help you evaluate which path you should take. The business schools and consulting experts will say you need foundational documents like a company mission, vision, and core values to inform your strategy, but how do you convert ambiguous documents into a practical strategy?

Your Path to Time Management

Your company's mission, vision, and core values serve as a compass that guides you when faced with multiple decisions and uncertainty about which direction to take. Using these three foundational concepts can help you evaluate your to-do list and determine which tactics align most with your business aspirations. Business strategy is more about what you choose not to do than what you do. Staying committed to your values, knowing why your business exists, and working towards your long-term goals will give you confidence and certainty. 

Conduct a brain dump to identify key tasks.

As you begin your day, list all the potential actions you can take. Think as broadly as possible. Consider what you could do to attract more customers, develop your employees, expand partnerships with key partners, and implement other strategic initiatives that could help you grow your business. By emptying your mind and getting it all on paper, you will gain clarity about all the possibilities before you. With this clarity, you can prioritize what actions you want to take to move towards your long-term goals. 

Set your priorities for key tasks.

Once you have made this list, you must begin evaluating how these potential actions align with your company's mission, vision, and core values. Analyzing these tasks against these foundational documents can help you determine their relative importance. Determining their relative importance will make it easier to prioritize which tasks to do today versus those to put off for tomorrow. Planning future tasks can be an effective strategy for reducing the stress and anxiety associated with an extensive to-do list. 

Determine the urgency of key tasks.

Now that you have evaluated the tasks based on relative importance, you can consider them based on urgency. If you determine that a task is urgent and important, you know it should be prioritized and completed as soon as possible. If you determine that a task is urgent but unimportant, look for someone to whom you can delegate it. The delegated task can go to employees, contractors, or vendors. When you identify that a task is not urgent, then you have an easy decision. You can either delete it from your to-do list or schedule to tackle it in the future. Correctly classifying tasks based on their urgency and importance can help you prioritize effectively. 

Bring it all together.

As a small business owner, your most limited asset is time, which makes time management vital to business success. It is also the one thing you can never get back. Taking the time to prioritize your to-do list can help alleviate the stress and anxiety that come with owning a business. Will you make mistakes? Of course you will, but that is part of the learning process. What is important is not that you are error-free, but that you learn from each experience. By documenting your potential actions, making decisions based on your foundational documents, and evaluating the impact of those decisions, you will learn, grow, and improve every day. Running a business is a journey. Enjoy the ride. 

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If you have read this far, thank you for taking the time to review this blog. Running a small business is one of the most challenging yet rewarding endeavors you can undertake. If you would benefit from additional support and guidance running your small business, please email Executive Coach Dorian Cunion at dcunion@yourpathexecutivesolutions.com or book a session to learn more about our services.

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Thriving at Work with ADHD: Best Practices for Success

First posted on LinkedIn

Feeling Overwhelmed at Work?

Do you feel like your ADHD gets in the way of you achieving your goals at work? If you have ADHD, you're likely familiar with the struggles of distractions, disorganization, and difficulty prioritizing tasks. This can lead to feeling overwhelmed, frustrated, and even discouraged in your work environment. But there's good news: you're not alone, and there are strategies to help you not just survive but thrive.

Your Path: Empowering Career Tips for Thriving at Work with ADHD.

Taming the Time Management Beast

One of the biggest hurdles with ADHD is time management. Traditional methods often don't work for us. Instead of trying to fit a square peg in a round hole, consider a more strategic approach. Don't just make a to-do list; identify your peak focus times and schedule your most demanding tasks for those periods. Break large projects into smaller, more manageable chunks, and leverage digital tools and apps to help you stay organized. Also, be mindful of tasks that tend to absorb you for too long (hyperfocusing) or those that are prime distractions. Setting time limits and using alarms can help you stay on track and avoid getting lost in the weeds. Finally, remember that your environment plays a huge role in your focus. Minimize clutter, noise, and visual distractions. Noise-canceling headphones or a white noise machine can be invaluable tools.

Communication is Key

Effective communication is crucial for anyone, but especially for those with ADHD. Sharing your ADHD diagnosis with your employer is a personal decision. If you choose to disclose, focus on the positive aspects and how you're actively managing your symptoms. Communicate to your boss and co-workers how they can help you perform at your best. Be upfront and realistic about deadlines and commitments, and if you foresee challenges, communicate them proactively. Don't be afraid to ask for feedback from your supervisor and colleagues, as this can provide valuable insights into your performance and areas for improvement.

Self-Care Isn't Selfish

When you have ADHD, self-care isn't a luxury; it's a necessity. Think of it as the foundation for everything else. Prioritize sleep, exercise, and a balanced diet, as these factors significantly impact focus and concentration. Stress can exacerbate ADHD symptoms, so incorporate stress-reduction techniques like mindfulness, deep breathing, or qi-qong into your routine. And remember that ADHD comes with unique advantages, such as creativity, out-of-the-box thinking, and hyperfocus. Identify your strengths and find ways to leverage them in your role.

Remember...

You have valuable skills and talents to offer. By implementing these strategies and seeking support, you can confidently navigate the workplace and achieve your professional goals. Don't be afraid to experiment and find what works best for you. And most importantly, be kind to yourself throughout the process.

For more strategies and tips on leadership and professional development, visit our resource center at MANAGEMENT & LEADERSHIP RESOURCE CENTER | Your Path Coaching and Consulting | Executive Solutions. 

For more resources related to better managing your ADHD, visit

• Resources for Adults with ADHD - ADDA - Attention Deficit Disorder Association

• CHADD - Improving the lives of people affected by ADHD

Together, we can help you find your path to fulfillment in your work.