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 LEADERSHIP DEVELOPMENT CENTER

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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.


Man in suit smiles on graphic with text: "Your Path: Navigating ADHD, Tip #4, Calendar as Ally." Blue, yellow, and white geometric design.

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:



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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