Spoiler Alert: It’s not about color-coded planners or doing more. It’s about doing what actually works for YOUR brain.

I’ve Tried It All. And Nothing Worked—At Least Not the Way I Wanted It To.

Digital planners, paper planners, micro-managing my time in 15-minute blocks, running mile-long to-do lists, ditching to-do lists altogether (because... rebellion)... yep, I’ve been there. And maybe you have, too.

While I was trying every time management trick in the book, I’d watch my husband breeze through life with this calm, laser-focused energy. He’d just pick a task, do it, and move on. What?! No internal chaos? No spiraling into five different tabs while forgetting why you opened the first one?

Some days I admired him.

Other days? Let’s just say… there may have been a teeny bit of silent resentment.

Shhh, don’t tell him ;)

Then, I came to a turning point. I stopped trying to force myself into a mold that didn’t fit. I began to accept how my brain works the way that overwhelm sometimes creeps in, the times of day I’m sharp vs. foggy, and the kind of structure that feels supportive for me instead of suffocating.

That shift changed everything.

Why Time Management Feels So Hard with ADHD

If you’re someone who struggles with:

Starting tasks
Switching between them
Finishing them
Or even just remembering what you were supposed to do...

That’s not laziness. That’s executive dysfunction.

Our brains often deal with:

Time blindness - we think we have time... until we don't
Overcommitting - because we want to do all the things
Underestimating- not accurately accounting for how long things take
Perfectionism or overcomplication - hello, 17-tab task planners

It’s important to note that it’s not that we can’t manage time with executive dysfunction. It’s just that we need to manage time differently.

My Real-Life Shift: From Overwhelm to “I Got This”

One of the best changes I made? I started timing myself for recurring tasks.

Take blog writing for example. I thought that it would take me an hour to write a blog. When I timed it, it was closer to three hours, and that was on a good day! I had been planning this task into my day for significantly less time than it actually took. No wonder I always felt behind!

Now, I block out the actual time I need in my calendar. It sounds simple and maybe even silly, but it has been a game-changer.

My kid’s teacher once taught them to make a to-do list and illustrate little empty circles next to each task. They would then shade in a quarter for a 15-minute task, half for 30 minutes, etc. I think it was called “seeing time.” Whatever the name, it was brilliant. We could all use more of that, actually connecting tasks to the time.

When I started applying this tool to my day, I realized I had packed sixteen hours of tasks into one day.

It was sobering. And also freeing. I finally understood the disconnect.

Time Management Tips That Actually Work for ADHD Brains

Here are some methods that have helped me and may help you too.

1.) Start With a Brain Dump

When your brain is spinning with 100 open tabs, just get it out.

Paper, digital, voice memo, it doesn’t matter. Just dump it.

No organizing. No judging. Just release the noise.

2.) Try the “Rule of 3”

Pick just three main tasks for the day. That’s it.

They don’t have to be massive. They just have to matter.

Some days, my ADHD is flaring and I can only look at two tasks at a time. Anything more spikes my anxiety and spirals me into freeze mode. So I number just two at a time, and that’s enough.

3.) Time Block (with Wiggle Room)

Instead of rigid scheduling hour-by-hour or minute-by-minute, try creating time buckets. For example:

Morning: admin
Afternoon: creative work
Evening: rest or reset

You can even use color coding if it helps, but be sure to build in white space. Transitions are hard for ADHD brains—we need time to reset between tasks.

4.) Anchor Your Time with Cues

Timers, alarms, and visual clocks like the Pomodoro Timer can help “show” time passing. These tools can guide you to keep yourself on track with your plans for the day.

Even better than clocks? Pair tasks with accountability: a coworking buddy, a coach, or even a voice note to a friend saying, “I’m starting now.”

5.) Map Your Energy, Not Just Your Hours

Notice when you’re sharpest (for me, it’s mid-morning) and when you fade (hello, 3 p.m. slump).

Place your most demanding tasks in your high-energy zones, and reserve the auto-pilot stuff for your lower-energy times.

6.) Build in Buffers and Breaks

ADHD brains tend to underestimate how long things take. Build in extra time between tasks so that you’re not rushing from one fire to the next.

Schedule breaks before you need them! Burnout sneaks up super fast if you wait too long.

Preventing Burnout: Less Is Actually More

Burnout isn’t necessarily caused by doing too much at once, it’s caused by pushing through whatever is on your plate without support.

Here’s how you can support yourself and prevent burnout:

Say no more often (no guilt needed).
Keep your systems simple. ADHD brains love to overcomplicate things; fight that urge.
Track your wins. Seriously.

Personal Tip: Create a Place for Your Wins

Every evening, I erase my digital task list in an app titled GoodNotes. In this digital journal, I write down my wins for the day and sometimes even add a picture. It’s part-planner, part-journal. It’s simple, and my brain loves it.

Find your own version: a notebook by your bed, a notes app on your phone, or a sticky note on the fridge.

The key is to celebrate progress, not just productivity.

Seek Simplicity and Self-Kindness

You are not a machine. You don’t need to “optimize” every second of your day.

You need tools that respect how your brain works.

You need space, grace, and maybe a little less on your plate.

You don’t have to do it all. And you don’t have to do it alone.

Do You Want Help Building Your Brain-Friendly Time System?

If this struggle to manage time resonates with you and you’re ready to receive and apply strategies that actually work for you, coaching can help. Together, we can build a simple, supportive system that honors your energy, your priorities, and your beautiful ADHD brain. If you’d be interested in working with me or would like to learn more about my offerings and specializations, please check out my bio below:

Claudia is an NBC-HWC Board Certified Health and Wellness Coach, the owner of Vibrant Health by Claudia LLC and Virtual Health Coaches LLC. She studied Health and Wellness Coaching at the Institute for Integrative Nutrition where she also completed courses in Gut Health, Hormone Health, and Advanced Coaching. She is a Havening TechniquesⓇ Certified Practitioner and certified 21-Day Sugar Detox Coach as well as a co-author of three Amazon Bestsellers “The Ultimate Guide to Creating Your Soul Aligned Business”, “The Ultimate Guide to Becoming a Successful Soul Professional” and “The Ultimate Guide To Leaving Your Legacy.”

To schedule a time for a free information call click here or join her Vibrant Health Power Community - a free Facebook Group - here..

Time Management Tips for Women with ADHD: How to Stay Productive Without Burning Out