Ana Natkins

Systems versus Chaos, how the ADHD brain can get used to systems Read More »

How to Use Calendar View in ClickUp to Organize Your Brain

TL;DR:

If you’re constantly wondering “What should I work on today?”, especially with an ADHD brain, Calendar View might be your new best friend.

Instead of juggling tasks in your head or on endless lists, Calendar View lets you visualize your workload by due date, making it easier to prioritize, plan, and actually finish things.

Reframe tasks as milestones using verb-noun naming (like “Write sales email”), assign every task a due date (even soft ones!), and use ClickUp’s drag-and-drop Calendar View to build structure without rigidity.

Plus, if you’re using a GTD-style setup, this method works beautifully to move tasks from your “Next Actions” list into time-specific slots—bridging the gap between your intentions and your execution.

This approach helps reduce overwhelm, boosts time awareness, and gives your brain the clarity it craves.

One thing I used to struggle with (and still do sometimes) is knowing what the right thing to work on today actually is. For many of us who are neurodivergent, organizing all the thoughts, ideas, and information in our heads can feel overwhelming. Figuring out how to start a task—and more importantly, what the next step is—can be paralyzing.

That’s where prioritization comes in.

I’ve built up lots of strategies to help ADHD brains sort through “all the things” we need to do every day, but today I want to focus on one in particular: using due dates and your Calendar View in ClickUp to guide your priorities.

It’s why I always, always, always assign a due date to every task—even if I’m not totally sure that’s when it’ll be done. It gives me a clear mile-marker to aim for, rather than leaving tasks floating around in limbo.

In this blog, I’ll show you:

Why setting due dates matters (even for tiny tasks)
How to reframe tasks as milestones
And how to use Calendar View in ClickUp to visually prioritize your to-dos, reduce decision fatigue, and stay focused on what really matters

Why Calendar View is a Game-Changer for Task Organization

Being able to see when tasks are due—and how they stack up against each other—is a game-changer. A visual layout helps solidify due dates, but more importantly, it gives you context. You can instantly see which tasks need immediate attention, which ones can shift, and how everything fits together over the week or month.

Calendar View also lets you break down big, complex projects into bite-sized, time-blocked steps. Think of it like following a LEGO instruction manual—each block has its place, and each step builds on the last.

This kind of visual structure is especially helpful for ADHD brains. We often need a different lens to understand time, urgency, and sequence. Calendar View offers just that: a way to externalize time, clarify what needs to happen when, and reduce the mental load of figuring out where to start.

Milestone-Based Thinking: Tasks as Deliverables

One of the biggest mindset shifts you can make is to stop thinking of tasks as isolated to-dos—and start seeing them as building blocks toward a larger deliverable.

Every project or process, whether it’s launching a course or planning a birthday party, is ultimately aimed at creating a result: a presentation, a product, a published post, or a perfectly hosted event. Even something “small” has milestones.

Framing your tasks around milestones makes the work more goal-driven and less overwhelming. A great way to do this is by using the Verb-Noun format. This simple structure turns vague tasks into clear, actionable steps.

👉 What is the Verb-Noun Format?

It’s exactly what it sounds like: a task name that starts with an action (verb) and ends with a thing (noun). It defines what you’re doing and to what, often with the deliverable in mind.

Example:

Call Caterer for Final Attendee Count
→ “Call” (verb) + “Caterer” (noun) = focused action toward the milestone of confirming the event.

For a birthday party, if the milestone is “Invitations,” the tasks might look like:

☑️ Buy invitations
☑️ Fill out invitations
☑️ Address envelopes for invitations

Each step is a clear action with a purpose—and when viewed in Calendar View, it becomes easy to plan, prioritize, and pace out the work.

Why does this matter for ADHD brains?
Because clarity kills procrastination. This approach gives your brain specifics: what needs to happen, why it matters, and how it contributes to the bigger picture. It also gives “future you” the context you’ll need to pick the task back up—even if it’s been days since you last touched it.

Prioritizing Tasks by Due Date

Calendar View naturally helps you prioritize based on when things are due. Instead of relying on memory or a messy list, you can visually scan your week or month and spot what’s coming up fast.

For ADHD entrepreneurs, this reduces impulsive task switching—because the calendar shows you exactly what needs your attention now vs. what can wait. It helps combat procrastination by putting time front and center.

Pro Tip: Color-code your tasks by urgency, category, or project. That extra visual cue helps you quickly identify what’s critical and what’s flexible.

How to Organize Tasks in ClickUp’s Calendar View

Here’s how to start using Calendar View effectively in ClickUp:

Create tasks with clear names (using that Verb-Noun format!)
Assign due dates to everything—even if they might change.
Define milestones so each project has clear end goals.
Switch to Calendar View to see your tasks spread out across days or weeks.
Drag-and-drop to reschedule easily based on your availability or energy.
Use recurring tasks for ongoing habits or processes.
Add subtasks to break milestones into smaller steps.
Filter by tag, assignee, or priority to zoom in on what matters most.

This turns your ClickUp into more than a task list—it becomes your visual roadmap.

ADHD-Friendly Planning: Why It Works

For ADHD brains, traditional lists don’t cut it. Calendar View supports the way we actually need to think:

It externalizes memory—no more relying on brainpower alone.
It’s dopamine-friendly: checking off visible tasks feels good.
It reduces decision fatigue—the calendar shows what’s next, so you don’t have to guess.
It helps anchor time, combatting time-blindness by turning abstract due dates into visible, structured plans.

Conclusion: See Your Time Differently

Calendar View isn’t just a pretty way to organize tasks—it’s a strategic, brain-friendly tool for getting things done with less stress and more clarity.

If you’ve struggled with knowing what to do next, or felt overwhelmed by all the pieces in your head, give this approach a try. Start small. Add due dates. Create milestones. Use ClickUp’s Calendar View to make your time visible.

Then? Watch how much easier it becomes to move forward.

✨ Want to skip the setup and dive straight in?

Grab my ClickUp Daily Planning Template — designed specifically to help ADHD entrepreneurs stay on track, prioritize effectively, and feel in control of their time.

Looking to learn more?

Check out these blogs:

Unlock Efficiency with our ClickUp Business Hub👈

How to Use Calendar View in ClickUp to Organize Your Brain Read More »

Airtable for ADHD 👈

GTD for ADHD Brains: A Flexible System You Can Actually Stick To

One of the first forays I took into the world of productivity was just after I had my first child. I was working at a company as a Data Manager during the day and trying to figure out how to be a mother at night. I didn’t know I was neurodivergent at the time, but I vividly remember the daily feelings of panic and overwhelm.

I needed to find a way to keep everything organized—something with structure, but also flexible enough to let me do things in a way that worked for me.

That year, I listened to Getting Things Done by David Allen on the way to work. (It was on CD, so you KNOW this was a while ago!) The rules of GTD have stuck with me throughout the last 12 years of managing work, life, family, and everything else.

In this blog, I’m going to walk you through what GTD is, how it can help if you have ADHD, and how to implement it using tools like ClickUp, Airtable, or even a good old-fashioned notebook.

What is GTD?

The Getting Things Done (GTD) method is a productivity system created by David Allen. At its core, GTD is about capturing all your tasks, ideas, and commitments in a trusted system outside of your mind, allowing you to focus on what truly matters. If you’ve followed my work or webinars, you’ll know this was one of the earliest versions of what I now call a “second brain.”

GTD is also system-agnostic, meaning you can apply it anywhere, from paper to digital tools—which makes it perfect for ADHD brains that love flexibility but crave structure.

The 5 Steps of GTD:

Capture – Collect everything that has your attention into one place.
Clarify – Decide what each item means and what needs to happen next.
Organize – Sort tasks into categories like projects, contexts, or priorities.
Reflect – Regularly review your system to stay on track.
Engage – Choose what to work on based on your context, time, and energy.

How GTD Helps ADHD Entrepreneurs

🧠 1. Externalize Mental Clutter

This method is a great way to “get rid of” all of those thoughts that come roaring at you when you’re supposed to be thinking about what groceries to buy.

For ADHD minds, the constant stream of ideas can be overwhelming. GTD gives you a structure to capture everything in one trusted place. By externalizing your thoughts, you reduce anxiety and improve your focus.

✅ 2. Turn Ambiguity Into Clear Steps

ADHD can make it hard to break tasks down into manageable steps. GTD’s Clarify and Organize phases help you define exactly what needs to happen next and in what order. Imagine the relief of starting your day already knowing what to do and what matters most.

🗂️ 3. Create Calm Through Structure

For those who feel overwhelmed by too much information, the GTD system’s categories and workflows can bring order. You’ll know what’s urgent, what’s optional, and what can wait—without trying to juggle it all in your head.

🔁 4. Build Reliable Routines with Reviews

The weekly review is a core GTD principle—and it’s gold for ADHD minds. We often live in “out of sight, out of mind” territory. By scheduling a set time to review your tasks and projects, you’ll stay accountable and avoid letting important things slip through the cracks.

5. Adapt Tasks to Your Brain & Energy

This is one of the most ADHD-friendly features of GTD: you get to choose what to work on based on how you feel.

When doing your daily review, ask:

What context am I in?
How much time do I have?
What’s my current energy level?
What’s the priority?

This lets you align your task list with your current capacity, not just your ideal schedule.

Tools to Help You Apply GTD

The original GTD method was created in a pre-digital world. The idea was to empty your brain into a physical inbox—paper notes, sticky notes, meeting minutes—and process them regularly.

Today, we have more options. You can still go analog, or you can build your system digitally (which is what I do now). Let’s walk through both.

📝 Using a Notebook (Analog GTD)

A bullet journal is a great analog interpretation of GTD. Here’s how to use it:

Capture daily thoughts, tasks, and ideas in an “Inbox” section.
Use symbols (• for tasks, ○ for ideas, → for scheduled) to differentiate entries.
During your weekly review, move items to:
- Next Actions
- Projects
- Waiting For
- Someday/Maybe

If you love writing things down, a notebook can be a great starting point. But if you work with a team or need better searchability, digital is the way to go.

💻 Using ClickUp for GTD

ClickUp is a powerful project management tool that you can easily adapt to GTD.

1. Capture

Create a “GTD” space with inbox-style task lists for Personal, Work, Clients, etc.

2. Clarify & Organize

Use custom statuses (Inbox → Next Action → In Progress → Waiting → Done) and tags for context, priority, or energy level.

3. Reminders

Set task reminders and due dates. ClickUp will nudge you when something needs your attention.

4. Reviews

Schedule a weekly review task with a checklist (or use Dashboards to visualize progress).

5. Engage

Use time tracking and custom views to pick tasks based on your energy and available time.

👉 I’ve created a ClickUp “GTD” template tailored for ADHD brains. It includes motivational cues and energy-level filters. You can check it out here

📊 Using Airtable for GTD

This is what I use myself! Airtable is great for ADHD entrepreneurs because it blends structure with visual flexibility.

1. Capture

Create a base called “GTD Dashboard.” Use one table as your Inbox.

Fields may include:

Task/Idea Name (text)
Notes (long text)
Category (Work, Personal, Clients…)
Date Captured (date)
Status (Inbox, Next Action, Waiting, Someday/Maybe, Completed)
Energy Level (High, Medium, Low)
Priority (High, Medium, Low)

2. Clarify

During your weekly review, ask:

Is this actionable?
- If yes → define the next step and update status
- If no → archive or move to Someday/Maybe

3. Organize

Create views to work how you work:

Kanban View by Status
Grid View by Category
Filtered Views like:
- “Low Energy Tasks”
- “High Priority Today”
- “Waiting For Follow-Up”

4. Automate

Set up Airtable automations:

Email reminders for stale Inbox items
Slack pings for “Waiting For” tasks
Weekly checklist emailed to you for review

5. Engage

Filter by status and energy to choose the best task for your current mindset and capacity.

📱 Pro tip: Use the Airtable app or create a quick mobile form to capture tasks on the go.

🎯 Final Thoughts

Whether you’re managing a business, your home life, or both—it’s easy to feel overwhelmed, especially if your brain works a little differently. The beauty of GTD is that it offers a flexible but structured way to handle the chaos.

Start small. Pick one capture method—paper, ClickUp, or Airtable. Build your system gradually and give yourself grace as you tweak it to fit your flow.

Remember: productivity isn’t about perfection. It’s about creating a system that works for your brain, not against it.

Want Help Getting Started?

I’ve created GTD templates for both ClickUp and Airtable, specifically designed for ADHD entrepreneurs. They include built-in reviews, energy filters, and fun prompts to keep you motivated.

👉 Grab the templates here or Join my email list to get access + tutorials.

Looking to learn more?

Check out these blogs:

GTD for ADHD Brains: A Flexible System You Can Actually Stick To Read More »

Why ADHD Founders Need Process Mapping

Why ADHD Founders Need Process Mapping Read More »

Why ADHD Founders Need Process Mapping

“Give me six hours to chop down a tree, and I will spend the first four sharpening the ax.”

– Abraham Lincoln

Honest Abe wasn’t talking about project management, but wow, does that quote hit hard when you’re trying to run a business and manage your executive function.

Process mapping is that “sharpening the ax” moment, especially for ADHD entrepreneurs. Instead of reinventing the wheel (or worse, forgetting how you built the wheel last time), you’re creating a visual map of your workflow that you can reuse, optimize, and delegate with confidence.

Learn how process mapping helps ADHD entrepreneurs create clear, repeatable systems that reduce overwhelm and boost productivity. Discover how building a second brain for your business can make everything from planning to delegation feel a whole lot easier.

I can’t count the number of hours I’ve lost re-doing a process from scratch because I didn’t write it down. I knew I’d remember how I did it last time… until I didn’t.

When clients come to me for help building their ClickUp or Airtable systems, I always ask, “What does your process look like?” And I usually get:

A vague description
A Google Doc with three bullet points
Or… crickets

If that’s your current system, you’re not alone—but you are wasting time. Especially if you’re prone to hyper-focusing on tools or rabbit-holing into productivity hacks instead of finishing the dang thing.

Process mapping is the planning that saves your sanity. It helps you see how all the moving parts of your business work together. You’re no longer relying on your memory (a risky move for any ADHD brain). You’re building a visual system—whether that’s a flowchart, checklist, diagram, or a full-blown swimlane situation (for the overachievers).

Personally? I’m a flowchart girl through and through.

(List of flowchart tools including Miro and Whimsical, ClickUp, Airtable)

Why does this matter for ADHD business owners?

🧠 Why Process Mapping Matters (Especially for ADHD Brains That Don’t Love Routine)

If you’re anything like me, your brain isn’t exactly linear. It loves a good idea sprint, thrives on novelty, and absolutely rebels against anything that feels too structured. So the idea of mapping out a process might feel… restrictive. But here’s the twist: process mapping actually gives you more freedom, not less.

It’s like giving your brain a shortcut through the chaos. You’re not trying to box yourself in — you’re just making it easier to get to the fun part without tripping over the basics every time.

Here’s how it actually helps:

🧠 Reduces cognitive load

Trying to remember every single step of a workflow every single time? That’s exhausting. When the steps live outside your head in a flowchart, diagram, or even a sticky-note list (though I recommend the former) you give your brain a break and create space to actually focus.

🧭 Cuts down decision fatigue

When everything is mapped out, you don’t have to constantly pause to figure out what comes next. It’s like setting up future-you with a game plan so you’re not always starting from scratch.

💥 Delivers those dopamine wins

Honestly, seeing progress visually is motivating. Whether it’s checking off a step, moving a task to “done,” or watching a colorful process board come together, your brain gets the reward it craves.

😵 Makes overwhelm manageable

Everything feels bigger and messier when it only exists in your mind. Seeing the whole process laid out in front of you makes it way less intimidating. Suddenly, it’s not one huge thing, it’s five small things, and you already know step one.

Real-World Examples

⚙️ Real-World Examples

Let’s talk about what this actually looks like in your business. Knowing that process mapping is helpful is one thing, but seeing it in action is where it starts to make sense.
My clients are extremely happy when we work through their process maps because they can now understand all of the pieces that need to come together, get a better idea of how long it will take AND able to see the parts of the process that maybe don’t need to be included.

Here are a few real ways I use process maps, or help clients use them, to stay out of the chaos zone:

🎯 Client onboarding processes

Instead of making it up every time a new client signs on, you create a clear path. Start with the inquiry, move to the contract, then send the welcome email and schedule the kickoff call. Each step is easy to follow, repeatable, and perfect for handing off to your assistant when you’re ready.

📝 Weekly content creation process

Posting consistently is hard when your brain is full of ideas and distractions. But if you map the process — from brainstorming to writing to editing to scheduling — it turns into a system. No more sitting down and wondering what you’re supposed to do next.

🚀 Product launch process

Launching something new? Map it. From ideation and planning to pre-launch tasks and follow-up, laying it out visually helps you avoid that last-minute scramble. Plus, once you’ve done it once, you can tweak and reuse it instead of starting from scratch every time.

How Process Mapping Supports Executive Function

(AKA Why your brain and team will thank you.)

If you’ve ever looked at your to-do list and immediately needed a nap…. I feel you. Executive function is the part of your brain that helps with things like planning, prioritizing, and following through, and let’s just say it doesn’t always show up on time (or at all) when you have ADHD.

That’s where process mapping comes in. It’s not just about making things look pretty. It’s a tool that helps your brain actually do what it wants to do… without getting sidetracked.

🔄 Helps with prioritization and planning

When everything is mapped out visually, it’s easier to see what’s urgent, what’s next, and what can wait. No more spinning your wheels on low-priority stuff just because it feels easier in the moment. When the steps are laid out clearly, it’s easier to understand what needs to happen. You don’t have to figure it out on the spot. You just follow the path.

🔁 Builds consistency

Routines might feel like the enemy of creativity, but ADHD brains actually thrive with the right kind of structure. Having a process you can follow helps create momentum without feeling boxed in. When something works, it makes sense to do it the same way next time. A process map helps you repeat what worked instead of having to remember every detail.

🙋‍♀️ Makes delegation easier

Ever tried to hand off a task and then spent more time explaining it than it would have taken to just do it yourself? A mapped process does the explaining for you. Your team knows exactly what to do and when, without having to check in every five minutes. If someone is helping you out, they don’t need you to walk them through everything. You can share the process, and they’ll know what to do without needing constant direction.

📈 Strategic Benefits

When you map out your processes, you’re not just organizing tasks; you’re building a part of your second brain for your business. That means you no longer have to carry everything in your head or rely on memory or random notes throughout a notebook.

This second brain holds your systems, your routines, and your workflows. It remembers what needs to happen next, even when you don’t. And that kind of mental relief is extremely helpful when you’re managing ADHD on top of running a business.

Also, once your process is mapped, it becomes so much easier to plug into your project management tool.

Here’s what happens when you treat process mapping like building your second brain:

🔍 You see what’s not working

With everything laid out, it’s easier to spot broken steps, unnecessary tasks, or things that take way too much time. When it’s all in your head, those issues hide in the background. But your second brain doesn’t forget or gloss over the gaps.

🤖 You make space for automation

Once you’ve mapped out your routine tasks, you can figure out what doesn’t need your time anymore. Your second brain helps you identify what can be automated, and that means more energy for creative work and decision-making.

📊 You’re ready to grow

Scaling a business without mapped processes is a recipe for burnout. With a second brain in place, you can bring in help, delegate with confidence, and let your team follow the steps, without needing you to explain everything five times.

💬 You communicate more clearly

When your systems are mapped out, you can stop having the same conversations over and over. Everyone knows what the process is, where it lives, and how to follow it. That clarity cuts down on confusion and keeps things moving.

Getting Started Tips

(Build Your Processes Overwhelm)

So now you know how powerful process mapping can be. But if your brain is already spinning with all the things you “should” map, take a breath. This doesn’t have to be complicated or fancy. In fact, the best way to build your second brain is to start small.

Here’s how to begin without getting overwhelmed:

1. Start with one repeatable process

Pick something you do all the time, like sending your weekly newsletter, onboarding a new client, or posting to social media. Choose a process that already exists in your day-to-day work so you don’t have to invent anything new.

2. Write out the steps

Just list them. You can do this in a Google Doc, ClickUp, a notebook, or even voice-to-text if that works better for your brain. Keep it simple and don’t worry about formatting yet. The goal is to get it out of your head.

3. Make it visual

Once you have the steps, turn it into a visual process map. This can be a flowchart, a checklist, or a simple diagram. Use tools like ClickUp Whiteboards, Miro, or even sticky notes on your wall. Visuals help your brain see the big picture and reduce that “where do I start?” feeling.

4. Add some ADHD-friendly flair

Use colors, icons, or emojis to make it easier to follow and more fun to look at. This isn’t about making it pretty. It’s about creating a process that your brain actually wants to use and come back to.

5. Plug it into your project management tool

Once you have your map, move it into ClickUp, Airtable, or whatever system you’re using. Create a template, set up recurring tasks, or build an automation to take work off your plate. This is where your second brain starts doing the heavy lifting for you.

6. Don’t wait for perfect

Your first version is not your final version. Done is better than perfect. You can update your process later, but having something is better than holding out for the ideal setup.

You didn’t start your business to be on the hamster wheel, constantly redoing the same tasks or wondering what the next step is. You started it to create something meaningful, to serve your clients, and to do work that feels good.

Process mapping is how you get back to that.

It’s not about creating more structure than you can handle. It’s about building a second brain that supports your actual brain, the one that gets distracted, overthinks everything, and sometimes forgets which email the request came in.

When you map your processes, you’re giving yourself a way to work with your ADHD, not against it. You’re turning chaos into clarity and trading burnout for systems that actually feel good to use.

And if you’re feeling stuck on where to start, I’ve got you.

Simplify & Conquer Day is a 90-minute session where we sit down together and actually map out your key business processes. We take the ideas out of your head, turn them into a visual system, and build the foundation for a business that runs smoother, faster, and with way less mental strain.

This isn’t just a chat or a strategy call. We roll up our sleeves, get into the details, and leave with a real process map you can plug straight into your project management tool.

You bring the messy thoughts and half-formed systems. I’ll bring the structure, support, and clarity.

Let’s build your second brain — one clear step at a time.

Book Your Simplify & Conquer Session

🙋 Frequently Asked Questions

What if I don’t know where to start with mapping my process?
Start with one small, repeatable task — something you do often, like writing a newsletter or onboarding a client. Write down the steps as you do them this week, then turn that into your first process map. Done is better than perfect.

Do I need fancy tools to map my processes?
Nope. You can start with a whiteboard, sticky notes, or a Google Doc. Tools like ClickUp, Miro, and Whimsical are amazing once you’re ready to digitize and scale, but they’re not required to get started.

Isn’t this going to take a lot of time?
It takes less time than redoing the same task from scratch over and over. Investing a little time now saves you hours later — and makes your brain work a lot less hard every time you revisit that task.

How is this different from just making a to-do list?
A to-do list shows what needs to be done. A process map shows how it gets done, in order, with all the moving parts. It’s the difference between “clean the house” and a step-by-step plan that tells you where to start, what’s next, and how to know you’re finished.

What if my brain resists structure?

Process mapping isn’t about rigid rules. It’s about creating support systems you can trust, so your creativity and energy are freed up for the stuff that actually excites you.

The only way to learn something is to USE it!
Grab my FREE Productivity Workbook below

Looking to learn more?

Check out these blogs:

Favorite tools for digital organization with ADHD 👈

Airtable for ADHD 👈

The Ultimate ADHD Productivity System: ClickUp & Airtable 👈

Boost Productivity: Daily Planning Template for Busy Entrepreneurs in ClickUp

Boost Productivity: Daily Planning Template for Busy Entrepreneurs in ClickUp Read More »

The Ultimate Daily Planning Template for ADHD and Busy Entrepreneurs Using ClickUp

Are you constantly juggling multiple tasks and struggling to keep up with the demands of your daily life? Whether you’re dealing with executive function challenges or simply managing a packed schedule, staying organized on a daily basis can feel like an impossible task. This is a large reason why I created a daily planning list in ClickUp. It helps support my OWN needs on a daily basis to organize my tasks and ideas and helps me prioritize them.

Unlike complex systems overloaded with features, this template is designed with simplicity in mind, making it perfect for beginners or anyone looking to organize tasks more effectively. Let’s dive into how this streamlined approach can help you prioritize what truly matters.

Why Choose a Daily Planning Template in ClickUp?

When your mind is racing with a million different thoughts and tasks, it’s easy to feel overwhelmed. This is especially true if you’re neurodiverse (like many ADHD entrepreneurs) or simply trying to balance a hectic lifestyle.

With ClickUp’s Daily Planning Template, you can:

Prioritize tasks that align with your goals.
Organize tasks by importance and due date.
Streamline your day to focus on what matters most.

I’ve worked with so many overwhelmed entrepreneurs, women business owners, and anyone feeling neuro-spicy (my favorite term for neurodiverse folks) streamline their lives and businesses. This template is one of the most effective tools I’ve found to help clients regain control over their schedules in a simple way.

How the Daily Planning Template Works

This template is crafted to help you brain dump all your tasks in one place and then strategically prioritize them. Here’s how it works:

1. Add and Organize Your Tasks

Start by adding tasks that typically take about 30 minutes or less to complete. This keeps tasks manageable and reduces the chances of feeling overwhelmed. You can easily:

Brain dump all your to-dos.
Categorize tasks by priority.
Assign due dates using automations that update the due dates based on the status you select.

💡 Pro Tip: I’ve even used ClickUp’s automation features to save time. For example, when you mark a task as “Today,” the due date automatically updates, keeping you on track effortlessly.

2. Prioritize Using Status and Categories

The template allows you to prioritize tasks by selecting statuses like:

Today – High-priority tasks to complete today.
Tomorrow – Tasks to prepare for the next day.
Later – Non-urgent tasks that can wait.
Unplanned – Tasks with no fixed timeline.

Once a status is selected, an automation updates the due date accordingly. This ensures your most important tasks are always at the top of your list.

3. Categorize by Type of Work

Organize tasks by their nature to help you balance your workload throughout the day. Categories include:

Quick Wins – Tasks that take 15 minutes or less.
Deep Work – Tasks requiring focused attention, like writing or developing automations.
Follow-Up – Client check-ins or follow-up emails.
Rewards – Self-care activities like a 15-minute walk or reading.

✨ Why This Works: Categorizing tasks not only helps in managing time but also in maintaining mental energy by balancing focused work with lighter tasks.

4. Estimate Time for Each Task

Adding time estimates allows for more efficient planning. For example:

Quick Wins – 15 minutes.
Deep Work – 2-3 hours, depending on complexity.

⏰ Time-Blocking Made Easy: This feature is particularly useful for those who practice time-blocking. Allocate specific time slots for each category to maximize productivity.

Advanced Features: Relating Tasks to Projects

One of ClickUp’s most powerful features is the ability to relate tasks to larger projects. This is particularly useful for ongoing projects. Using the Relationship Field, you can:

Link tasks to relevant projects without duplication.
Track progress across multiple tasks in one view.

This ensures you always see the bigger picture and understand how daily tasks contribute to your larger goals.

Energy-Based Task Management

Energy levels fluctuate throughout the day, and the Daily Planning Template helps you align tasks with your energy levels by letting you add Sentiment to each task:

Positive Sentiment – Tasks you enjoy and are excited about.
Negative Sentiment – Tasks you dread or find draining.
Neutral Sentiment – Tasks you feel indifferent about.

🔋 Boost Your Productivity: Schedule high-energy tasks when you’re most productive and save lower-energy tasks for less energetic times.

Organizing Your Day: From Daily List to Time Blocking

Once your tasks are organized, you can use the Daily List View to sort tasks by:

Due Date – What needs to be completed today, tomorrow, or later.
Energy Level – Prioritizing high-energy tasks first.
Category – Balancing quick wins, deep work, and self-care.

Next Level Planning: Use Time Blocking and Board View to visually plan out your day. These advanced features will be covered in the next post, but for now, getting tasks on the list and prioritizing them is a huge step toward better productivity.

Ready to Simplify Your Day?

The Daily Planning Template in ClickUp is a game-changer for anyone struggling to organize their day. Whether you’re an ADHD entrepreneur, a busy business owner, or someone juggling multiple roles, this template helps you prioritize, organize, and focus on what truly matters.

Get the Daily Planning Template!

Ready to give it a try? Purchase the Daily Planning Template today and start organizing your day more effectively.

📩 Questions or Feedback? Feel free to reach out or leave a comment below. I’d love to hear how you’re organizing your tasks and what challenges you’re facing.

✨ Keep it Simple, Stay Productive!

Join the Conversation

I’d love to hear how you’re organizing your tasks and what challenges you’re facin

The only way to learn something is to USE it!
Grab my FREE Productivity Workbook below

Looking to learn more?

Check out these blogs:

Favorite tools for digital organization with ADHD 👈

Unlock Efficiency with our ClickUp Business Hub 👈

Boost Productivity: Ditch Multitasking Myth 👈

How to Send Emails from Airtable (A Step-by-Step Guide for ADHD Entrepreneurs)

📧 How to Send Emails from Airtable

(A Step-by-Step Guide for ADHD Entrepreneurs)

Why Sending Emails from Airtable is a Game-Changer for ADHD Productivity

If you’re an ADHD entrepreneur, you probably know the struggle of keeping everything organized while also remembering to follow up with clients, send important emails, and stay on top of communication. Switching between tools can be a major distraction, making it easy to forget what you were working on in the first place. No? Just me?

That’s why I love automations that allow me to reduce my task-switching. They allow you to keep everything in one place, reducing decision fatigue and context switching—two things that can be incredibly challenging for everyone, let alone those of us with executive function struggles.

Today, I’ll show you how to send emails directly from Airtable so you can avoid the mental load of copying and pasting emails between tools. By the end of this guide, you’ll have a system where you can simply check a box, and your email will be sent automatically.

Sound good? Let’s jump in!

Step 1: Setting Up Your Airtable Database for Emailing

Before we get into automation, let’s make sure your Airtable is set up properly. If you’re using Airtable as a CRM, project management tool, or client tracker, you probably already have a table with contact details. If not, it’s time to create one.

At the very least, you’ll need fields for:

First Name & Last Name – To personalize your emails
Email Address – Since, you know… we need to send an email
Interaction Type – A dropdown for calls, emails, meetings, etc.
Email Subject & Message – The actual content of your email
Send Email Checkbox – This is what will trigger the automation

Once you’ve got these fields ready, you’re all set to move on to automation.

🖼️ A screenshot of an Airtable database with these fields labeled.

Step 2: Creating an Airtable Automation to Send Emails

This is where the magic happens. Airtable’s no-code automation feature makes it easy to send emails without needing an external tool (though we’ll be linking Gmail in the next step).

To create your automation, go to Automations in Airtable and set up a new trigger. You’ll want to choose “When a Record Matches Conditions” and tell Airtable to fire the automation only when the Send Email checkbox is checked and the Email field is not empty.

This setup ensures that an email only goes out when you actually want it to—no accidental blank emails being sent into the void!

If you’re someone who tends to forget small details (hello, ADHD brain!), automations like this are a lifesaver. They take repetitive tasks off your plate, so you can focus on the big-picture work that actually grows your business.

🖼️ A screenshot of the Airtable automation trigger settings.

Step 3: Connecting Airtable to Gmail for Email Sending

Now that the trigger is set, Airtable needs to know what to do when that checkbox is checked. This is where we integrate Gmail.

When setting up the action, choose “Send an Email” and connect your Gmail account. Once connected, you’ll map the fields like this:

To: Select the email address field from Airtable
Subject: Use the email subject field from Airtable
Body: Insert the email message field (and add a signature if you like)

At this point, you have an automation that sends an email with the click of a checkbox—no more copy-pasting or losing focus while switching between apps.

For ADHD entrepreneurs, this kind of workflow reduces overwhelm and makes client communication so much easier. Instead of overthinking, forgetting, or procrastinating, you just check a box and move on to your next task.

🖼️ A screenshot of the Airtable Automation configuration

Step 4: Testing & Activating Your Email Automation

Before you go live, you’ll want to test the automation to make sure everything is working properly. Airtable allows you to run a test to see what the email would look like before actually sending it.

If everything looks good, turn on the automation. Now, whenever you check the “Send Email” box, Airtable will instantly send an email—no extra steps needed.

This is where automation can be a game-changer for ADHD business owners. Instead of spending mental energy remembering who to follow up with, when to send an email, or where you saved that last conversation, Airtable does it for you.

🖼️ Example of a test email sent from Airtable.

Bonus: How to Track Email Replies in Airtable

Sending emails is great, but what if you want to track who replies? Since Airtable doesn’t have built-in email tracking, you can use Zapier or Make (formerly Integromat) to log incoming responses in Airtable.

For example, you can create a Zapier automation that:

Detects an incoming email in Gmail
Finds the matching record in Airtable
Logs the response in an “Interactions” table

That way, you can see who replied and what they said—without leaving Airtable. If you tend to lose track of conversations, this setup ensures nothing gets forgotten.

Do you want a video on how to use Zapier to gather email replies from specific leads? Let me know! [email protected]

Final Thoughts: Automate Your ADHD Business and Stay Productive

If you struggle with follow-through, context switching, or remembering to send emails, this Airtable automation is an absolute lifesaver. By automating repetitive tasks, you free up mental space for creative work, big-picture thinking, and actually growing your business.

Want More ADHD-Friendly Productivity Tips?

🚀 Grab my Free Airtable Business Template → https://www.anasimplesolutions.com/airtable-business-hub/

💡 Want more ADHD-friendly business productivity tips? Join my newsletter → https://landing.mailerlite.com/webforms/landing/d3w8t0

More Productivity & Airtable Tutorials:

📃 Favorite Tools for digital organization with ADHD [HERE]
📃 Airtable for ADHD [HERE]
🎥 Airtable views for beginners [HERE]

The only way to learn something is to USE it!
Grab my FREE Productivity Workbook below

Looking to learn more?

Check out these blogs:

How to Send Emails from Airtable (A Step-by-Step Guide for ADHD Entrepreneurs) Read More »

Optimize Your Workflow: Mid-Year Review and Planning with ClickUp

How to conduct your own Mid-year review

If you’re feeling like you’re either way ahead or way behind on your goals, now is the perfect time to do a mid-year goals check-in.

A lot has probably changed since the beginning of the year, and this is your chance to reflect on what’s working, adjust what isn’t, and make sure you’re focusing on the important things to achieve the results you want.

I am aiming to write this guide to tell you exactly how to do a mid-year goals check-in, update and how you can do this in ClickUp so you can stay on track.

Why Should You Review Your Goals?

So why should you review your goals? Well, how do you know where you are going if you don’t know where you are headed? Things change, and goals that you may have had at the beginning of the year, or even a few weeks ago may It helps you see how much progress you’ve made, spot any problems, and adjust your plans so you can still achieve what you set out to do.

By checking in halfway through the year, you can make sure you’re on the right track and make any needed changes to keep moving forward.

As a multi-passionate person, I tend to have different ideas come up mid-quarter or week and find myself distracted by the idea and trying to fit it into my already packed week despite my knowing better. My mid-year checking really help refine the things that I’m doing, that they align with my life and direction.

What is a Mid-Year Goals Check-In?

So what is a mid-year goal check-in exactly? It’s a time to stop and look at how you’re doing with the goals you set at the beginning of the year or at any time you sat down to set goals.

Like a progress report, it’s a chance to look at what has worked, what challenges you have faced, what has changed and what you may need to update to align with your values and your life.

This, and a few touch-bases with your goals will help you stay focused and motivated for the rest of the year.

How Do I Do a Mid-Year Goals Check-In?

Alright, so let’s get down to the actionable parts of your Mid-year goal check in. Look at the steps below, grab a piece of paper, and start hashing out the key points of these steps by using the right questions to narrow down your focus.

Preparation for your Mid-year review

Set aside time:

The first thing you need to do is set aside time, preferably an afternoon or a couple of hours to do a mid-year review.

Maybe a Sunday afternoon when there’s not a lot going on, or a Friday.

You can use a Google Doc, or Notion, or even just a pen and paper journal to write out your answers to the questions below.

(I personally use ClickUp for this, see how here)

👉🏼 Grab my Mid-year goals ClickUp Doc template

Gather Your Data:

Collect all the info you need about your progress. This could include notes, project updates, and feedback from others.

Most of this should be in your project management or data management tool. If not, make sure you gather and/or have the software open that would contain the information you will need to measure your progress on these goals.

Get comfortable and set yourself up for success

Sometimes I tend to be super-distracted when trying to focus on a difficult subject. There are always so many things going on that it’s hard to get in that focus state I need. To counteract this, I go into my office, shut the door, and turn on ambient or some sort of music that won’t distract me from the task at hand.

Remember WHY you set your goals.

First, think back to why you set your goals in the first place. This helps you see if they’re still important to you.

Your goals at the beginning of the year, after the holiday rush and the end of 2023 were probably pretty lofty and motivated. I know they were for me. I had seen a dip in my revenue and knew that upping my social media and emails were on the agenda.

I didn’t know however the events that were to transpire at the beginning of 2023, or the opportunities that would present themselves.

So I needed to remember WHY I had those goals in the first place? How did they support my values? How achievable were they really in my life?

So take out that notebook or notewriting software and answer the questions below.

Why did I choose this goal?
What do I want to achieve?
Does this goal still fit with what I want for the future?

If necessary, think about the values that are important to you. (Check out this blog for more on values). The things that you are focusing on should not only align with those values, but bring you closer to what those values have brought to your life. For example, I have nature and family as two of my main values. Having time to go camping with them and spend time outdoors is a large reason why I do what I do.

Having a crystal clear understanding of your big WHY can keep you motivated. Picture your life in 5 or 10 years from now and think about how your goals fit into that vision.

Visualizing your ideal future can anchor your dreams and keep you focused on what matters.

Reflecting on your year’s goals so far

Next, look at the goals you set at the start of the year.

I bet you life (and your business) looks a bit different now than it did at the beginning of the year.

View the goals through the lens of the person you are now (not the one you were 6 months ago) and not only understand why you set those goals in the first place, but what you would change about those goals now, knowing what you know.

Time to do the work. Answer the questions below. Take as long as you need to really dig in and figure out if what you envisioned at the beginning of the year is really working, or needs to be changed.

Are these goals still important to me?
Have my priorities changed?
Do any of these goals no longer make sense for me?

Understanding how far you’ve come and where you’ve stalled helps unlock what is and isn’t working.

Once you have done this. Make sure to celebrate your small and big wins. If you have reached any of those goals, or if you have pivoted to a place where those goals are no longer relevant, celebrations are a great way to motivate yourself for future goals.. Celebrate the work you did do!

Reflect on What is and Isn’t Working

As an ADHD woman, I am extremely sensitive to things that aren’t working in my life. (Self-critical much?) Sometimes however, I am not able to see the forest through the trees.

Taking the time to reflect on my goals and really figure out and give myself meaningful feedback as to what is or isn’t working is key to knowing whether I am going the right direction.

The questions below have been extremely helpful to really figure out what is working in what I have been doing, and what isn’t.

Answer these key questions for yourself to figure out the obstacles that you may need to overcome.

Which strategies have been effective?
What obstacles have I encountered?
What can I do differently to overcome these challenges?

Think about areas where you may need to focus more or streamline your efforts. Are you working on too many things at once? How can you simplify and create a repeatable process? Look at how you spend your time and make sure your strategy aligns with your goals.

Let’s Reset.

Okay, so now you have looked at your past goals, reflected on what you did, or did not accomplish, and figure out what is and what is not working, it’s time to adjust those bad boys to be achievable and aligned with who you are what is actually going on in your life.

Because life happens, and that’s okay.

Based on your reflections, think how you need to adjust your goals, strategies and action items for the next 6 months.

Do you need to set new milestones for your goals? Like creating consistency with your blog posts (who me?)

Do you need to modify or scrap an existing goal to make room for another?

Has something happened that requires completely setting new goals?

Is there something that needs to be added to get you to that next level?

Ask yourself these questions and adjust those goals to match, being realistic about how achievable they are in the time provided.

For more on setting SMART goals, check out this blog post

Once you have set these, then it is time to really look at the projects you need to complete to help achieve them.

Here are some tips for getting your goals back on track if you have fallen off the path and still want to achieve them.

Tips for Getting Back on Track

Break Down Goals: Make big goals into smaller, manageable tasks.
Set Clear Milestones: Create clear, easy-to-reach milestones to help you see your progress.
Create a Support System: Surround yourself with supportive people.
Stay Accountable: Use ClickUp (or another Project Management tool) to set deadlines and reminders to keep you on track.

Sharing My Own Goal Review

I recently did my own mid-year goal review using ClickUp, and it was very helpful.

I set my goals by Year and Quarter to make sure they are achievable in the amount of time provided.

First, I reminded myself why I set my goals. This helped me see that my goals are still important.

When I looked at my progress, I saw that I had done well in some areas but needed to improve in others. By thinking about what worked and what didn’t, I was able to reset my goals and make a clear plan for the next six months. Using ClickUp made the whole process easier and more organized.

Remember, a mid-year review isn’t just about checking your progress. It’s also about learning and making changes. By taking the time to reflect and adjust, you set yourself up for success for the rest of the year.

Using ClickUp for planning out the rest of your year.

You can use almost any tool, down to a paper and notebook to do your planning. But if you read my blog, or my emails, you will know that I can’t really mention something business -related without talking about how to do it digitally.

I have shown you how to add your goals to Airtable in a previous blog.

— Check out Goals in Airtable here —

Now it’s time to do it in ClickUp. I use to do my goals in Airtable, but have recently tried to do it in ClickUp since that is where all the projects I create actually live. It is better to keep your goals in a place where you can see them and remind yourself.

Check out my video below.

The only way to learn something is to USE it!
Grab my FREE Productivity Workbook below

Looking to learn more?

Check out these blogs:

Optimize Your Workflow: Mid-Year Review and Planning with ClickUp Read More »

Favorite tools for digital organization with ADHD

https://www.google.com/sheets/about/

My favorite tools for ADHD organization

John J Ratey, the author of “Driven to Distraction” an awesome book about ADHD by someone with ADHD, said

“The modern world, with its speed and constant barrage of stimuli, can overwhelm anyone. For those with ADD, it can be especially difficult to filter out the noise and stay focused.”

Just look around you at all of the sources of noise, music, social media. All of the noises, bings, bongs and clicks specifically designed to get your attention and pull you in 50 different directions. Throw in some kids and all of their sports, music and social activities, let alone home maintenance and… gasp taking care of YOURSELF. (Speaking as someone who still hasn’t showered today and it’s almost 8PM).

The first thing I try to do is cut OUT all of the extra noise if I’m feeling especially overwhelmed and chaotic… but we have to realize that technology is part of our life, and it within itself is not a bad thing. In fact, there are many ways technology can actually help those of us who struggle with focus and organization.

This blog is meant to help you use technology as a tool and not a distraction for your adult adhd. I am sharing with you tech tools I personally use to organize my life and settle my nerves. The tools that I haven’t yet used have come to me highly recommended by people I know and trust and also are neuro-spicy… so I don’t come to this list lightly or without thought.

What Are the Best Tools for ADHD Organization?

Struggling with ADHD organization? Try these top tools: Google Sheets for task lists, ClickUp for project management, and Google Calendar for scheduling. They are user-friendly, flexible, and work across devices, making it easier to stay organized and focused.

What to look for when choosing tools to help with ADHD

First thing to cover is a general list of things I look for when deciding or considering trying an app or tech for any reason.

Although Attention Deficite Hyperactivity Disorder (or ADHD) has Hyperactivity in the label, it is not necessarily a problem with activity levels of the body, moreso the brain. This is why I have come up with the following list specifically for those looking for organizational tools to work with this specific challenge.

It must be easy to use. I don’t have time to figure out complicated tech, and I’m techy! It should be clean, user-friendly and well organized that doesn’t make navigation a chore
It must be somewhat flexible with options that allow me to cater it to the way that I work. If I have to work too hard to fit it into my life or create a habit using it, it won’t work, period.
It should be able to work seamlessly across different operating systems and types of devices… think Desktop, Mobile phone or voice-activated smart-device
It should allow other people to be able to “see” what you are doing, especially in terms of to-do lists, projects or calendar events that they may have a stake in, whether it’s your family or your work-colleagues and clients.
Along with flexibility, it should be somewhat customizable in terms of setup, colors, tones, volume in order for it to work with the way your brain works, or in our case, doesn’t work sometimes.

With these guidelines in mind, let’s dive into different parts of our live that technology can help with.

A brief note to those with ADHD

All neuro-spicy people have executive function struggles. Some of us “hyper-focus” on these and find ways to alleviate the stress it causes (Ahem, ME!) and some of us just figured we will never get our shit together (um, also me some days).

Thats why the first and probably most important list of adhd organizational tools list are to HOW to get and stay organized with all of the “things” that we must do as adults in our lives.

Caveat, there is no one tool that will take away or solve all of our problems. The effectiveness of the tool is 20% how it’s used an 80% your motivation and/or commitment to use it. Learning organizational skills outside of the technical is as important as the tech skills themselves. The tools I go into below have specific things that are helpful for those that are ND, but everyone is different, so somethings that may be helpful for 1 person may be overwhelming for another.

Getting Organized with your “To-Do’s”

Tool 1. Google Sheets

It is free if you purchase the google suite, and it’s tried and true column and row format is great for listing out everything in your head and then categorizing it. You can make a quick notes about each thing and even put in a column for notes. Before I discovered the many tools created for project management out there, I used Google sheets to keep everything straight, from my daily tasks and projects to my school notes and papers.

Tool 2. – ClickUp

www.clickup.com (affiliate link, thank you for clicking! 🙂 )

Of all the Project management-specific tools out there, I have to suggest this one. Time and time again I’ve worked with different tools that always come up short in one department or another, whether they don’t have the ability to view tasks in different ways or keep track of the time spent on each one.

Some individuals feel as though ClickUp is too complicated for their brain, and I get it, it does need some setup. But I also feel that there is NO Project Management tool out there made for “your” brain specifically, and being able to “create” one with a little practice and know-how will allow you to move beyond the initial learning curve and manage your workflow with expertise.

I have a few other articles, talking about why ClickUp is a great tool for small businesses, but in short, it’s because you can see everything you need in one place, you have access to note-taking tools such as the under-rated ClickUp Docs, and it can integrate with other platforms (ie Airtable) so that you never have to leave it to get work done.

Tool 3. Google Tasks

Google Tasks

When I first started working in my and other people’s businesses, I discovered this little side-tool known as “Google Tasks” that is part of the Google suite.

I love it because it can be opened up at the same time as most other google programs, allowing tasks to be added without actually leaving the program or looking somewhere else. It is simple (which us ND people need) and you can still categorize tasks for different parts of your lives.

I have since moved onto other tools

Honorable Mentions or other tools that other smart ADHD people use:

Notion

www.notion.com

I’d be remiss to not mention this little tool that so many of my friends and colleagues have used. The reasons why it doesn’t make the top of my list for ND folks is because it’s main purpose is NOT to be a task management tool, though it has some functionality, but because it’s more of a note-taking tool.

Monday.com

www.monday.com

Also a solid project management tool, it’s graphic nature is easy on the eyes and just “feels” good to use which is important to a lot of ADHD individuals, where aesthetic may be important enough to encourage actually logging into the tool. It also has some decent automations and dashboards that help with organization and collaboration. If you need help to complete tasks, Monday is worth checking out.

Managing your Time

Time management, time blindness, and losing oneself in various projects are common adhd symptoms. We are familiar with missing meetings accidentally and not turning in assignments on time due to procrastination or just not REALIZING something was due. It’s not lack of knowledge, it’s lack of the ability to be aware of upcoming deadlines without it right in front of us or someone telling us.

This is why using tools to help manage your time in multiple ways can be so important for us. Especially those who are managing multiple schedules of kids, clients and team members.

These are my favorite tools to manage that time as well as some non-digital tips and tricks.

Tool 1. Google Calendar

You probably knew there would be a section in here about electronic calendars. I don’t use Apple Calendar or the Microsoft version, though I know that there are similarities with them so I won’t talk about them in this post, but I do want to at least state that they are an option.

The reason I use Google, versus the others, is that it is available on ALL devices, even devices that aren’t my own, which makes it much easier to share with others that aren’t Apple-faithful or don’t purchase Microsoft Suite. It really is on a platform that can be used by all.

Even though I understand the draw of a paper calendar, and I too use a paper calendar in our kitchen to keep our weekly schedule straight, I also use Google Calendar because I can integrate it with all of my work tasks.

It also has the ability to have multiple calendars (personal, business, client, family) in different colors and to be able to turn them on and off when needed.

Because it integrates with so many other tools, you can embed it or integrate it with any type of management tool you use. I talk about how I use it here.

https://www.anasimplesolutions.com/create-a-digital-calendar-organization-system-that-works-for-you/

Tool 2. Amazon Echo

Yes… Alexa, the name that shall not be used 😉 .. (I do prefer it over the Google version).

I know some people do not like the voice-activated virtual assistants, and though I understand the concerns, I have to admit that “she” (it) has been instrumental in keeping my meetings in check.

Did you know that you can actually hook up your Alexa to your calendar and HAVE HER REMIND YOU OF MEETINGS 10 minutes or so before they happen?

As someone who needs to avoid the constant stimuli of pop-ups on my computer but needs the important stuff to come through so I don’t miss anything, this way of getting clear reminders is game-changing.

To Connect your Alexa to your Google Calendar, just go onto the Alexa app, go to Settings and then “Calendar”. You can add one from Google, Microsoft or Apple.

To have your app actually ANNOUNCE from a specific calendar, navigate to Alexa Reminders you will need to set a reminder in your actual calendar app.

In google, you can set multiple reminders for the same event (it defaults to 1 reminder 10 minutes before the event) and when that time comes, the Alexa device you associated with the calendar will remind you.

Tool 3. Motion

https://www.usemotion.com/

Now, I am mentioning this tool because I have used it, and it is helpful, however I do not use it anymore because the price was too high for something that I do myself every day. I like to have a little more control of my priorities than Motion gives me, but let’s discuss what it is first.

Motion is a calendar and time-management tool that caters to ADHD people. Their slogan, “Use AI to play your work automatically”, sounds like it’s the ultimate digital adhd planner. And it is… almost.

The strategy is to put all of your tasks in this tool, estimate how much time it takes and it will automatically find time on your calendar to get things done.

For some, this can be such a relief to not have to constantly think about what to do next, but as I already have a morning planning session every day to figure out priorities and I use ClickUp as my PM tool, I didn’t see the point in adding another $19 (the price of the lowest version) to my monthly bill if it was just a another tool.

If you use it, I’d love to know your experience!

Staying Motivated

Staying motivated is a common struggle for us who need the dopamine fix or classically have low motivation. Even if it’s something we KNOW we need to do to get to our ultimate goal, if it doesn’t interest us, it is SO difficult to make it happen. This is where systemizing our motivation and habits comes into play.

Creating games out of typical “mundane” tasks or just taking the time to take care of yourself can be the difference between getting shit done, or not. The next few apps aim to making habit formation FUN (which is a key piece of Atomic Habits teachings).

Tool 1. Finch

https://finchcare.com/

A mobile phone app that aims to make self-care fun by keeping a “pet” (called Finch) and helping it grow through habit creation. It’s cute, simple, and helps you feel good every time you do something big… or small… or anywhere in between.

I started off using it, and I like it, but I’m more internally motivated and experienced and doing some of the self-care motivation, so I found myself a bit bored with it after a few weeks, but really noticed how it could be helpful for someone who’s self-control isn’t as well-honed as this 46 year old mama.

Though it does have a monthly charge, I could see using it to start good self-habits like a) getting enough sleep b) getting out of bed in time to have a few minutes of peace before the kids get up or c) drinking enough water.

Tool 2. Habitica

https://habitica.com/

I have to be honest, I haven’t tried this one yet… but oooohh boy I want to! I LOVE the 8-bit graphics, takes me back to my first days in MMORPG games (Everquest anyone?). 🙂 Specifically for those of us who like halflings and dragons. To be honest, this is very much like Finch, but aimed for a different type of crowd.

You add in the things or tasks that you want to do or get better at, and you complete them to purchase items for your inventory or for specific parts of quests to “level up” in the game. (I’m already wondering what the epic quest would be….. would I have to run 5 miles every day???)

If you put tasks in and you DONT complete them… then you lose Hit Points or you take “damage” if you are battling a monster. (you KNOW you are geeking out with me right now). I may do this with my boys to see if it helps their habits get better too.

You can play it on desktop (my preferred) or on mobile which makes it acccessible from anywhere.

While you can sign up for this for free, there are optional subscription packages for $4.99 per month, $14.99 per three months, $29.99 per six months, and $47.99 per year.

Tool 3. Streaks

(streaksapp.com)

For those who like to “keep it simple”, but still need the motivation to keep up with good habits (you know, like brushing your teeth and walking the dog), I really like this app.

The point of this is to focus on the important things and don’t pack your task and/or habit list with so many items that you will become easily overwhelmed and give it up.

You are only able to schedule 24 things to “track” at a time, and can even schedule the days that they should be done to help encourage consistency.

Health-related activities (walking, exercise, sleep) can even be related within your health app on your phone if that is something that you measure.

It is also affordable at $5.99 (at the time of this writing) though it is only for your phone, so if you are more of a “desktop” user, this may not be for you.

Remembering all the things

If there’s one thing I struggle with when it comes to my own Neuro-Diversity, it’s remembering all the things. Especially as a busy mom who not only manages my own schedule, but the schedule of my kids and our family. If it’s not written down, it probably won’t happen.

Even when it comes to physical objects, if I don’t have a “place” for it (or 2 places, we have an upstairs and downstairs in our house, so I need to designate two places for important items) I won’t be able to find it. It’s maddening some days.

The same goes for my digital life. In fact, most of my work NEEDS to be organized or I will spend way too much time looking for it and probably lose interest and go do something else.

The next apps that I recommend are super-important to keeping my life in order and functioning within my job at a high level.

Tool 1: Google Keep/Google Drive

https://keep.google.com/u/0/
https://www.google.com/drive/

Google Keep is great for capturing ideas on the run. Especially because it can transcribe your voice. I have used it many times to jot down ideas when I’m out walking the dog or listening to a particularly good podcast but not at my desk. In short, Google Keep (part of the google suite) is a free note-taking app that allows users to create and organize their notes, lists, images and audios.

I am not an advanced Keep user, like I said I mostly just use it to collect my thoughts when out and about, but it is possible to create organization within it using color coding, labeling and pinning. If anyone out there is an expect Google Keep users, I’d love to know your experience

Google Driveis where I put ALL of my files. Much like a library, every “type” of file has a place it belongs. I spend an hour or so every month organizing the files and/or trashing the ones that don’t matter, because being able to FIND them is the whole reason for having them. Being able to store different kinds of files, from images to PDF’s and even Word Documents is also a draw as I get many kinds of documents from many kinds of people.

However, even if I organize well, it still can be difficult to find specific files, especially if I don’t remember exactly what I named them (which is why naming convention is important), but also having a place for Quick Links” or “Table of Contents” is also important… which is where my next Tool recommendation comes from

Tool 2: Airtable

www.airtable.com (this is an affiliate link, thank you for clicking! 🙂 )

I would be remiss to not mention one of my favorite tools out there. This one is an easy one to miss or not understand because it is mostly thought of as a “fancy Excel document”, but like many business owners have realized, it is SO much more.

Airtable is the Swiss army knife of tools. It is so flexible, that you could run everything out of it, from project management to your CRM, but what it really excels at is organizing your information. That is to say, all of the data and information you have in your business, from your products and services to Customer Details and Content creation and management.

It allows you to link your information (like Clients to the products they purchase), send out emails automatically (through automation) to those clients, add comments about a client’s wants/needs and display it in multiple different ways (kanban, calendar, list).

Find out more about it on my Blog Article HERE: https://www.anasimplesolutions.com/airtable-for-adhd/

Tool 3: Lastpass

https://www.lastpass.com/

I didn’t know if I should include this in this category, because remembering passwords is a subject all on it’s own, but in interest in keeping this article SOMEWHAT manageable, I lumped it in with the “remembering” portion. Because let’s face it, passwords can be the bane of our existence.

There are a bunch of password programs out there, and though I have tried them all, Lastpass seems to be the one that I stick with the most, mostly because it is easily accessible on my chrome browser and my iPhone and does exactly what I need it to do.

The whole point of password tools is to keep passwords safe and accessible for those that need it. You are able to share passwords “secretly” with other individuals on your team or to consultants that you work with and then easily adjust the access when they are off the project. They also remind you when you have a security risk, or if you have too many passwords that are the same (Ask me how I know!)

You can also save other information, such as Credit Card info or Bank info within Lastpass if needed. Just make sure you save the Lastpass LOGIN username and password somewhere safe (preferably not on your computer.

Honorable Mention:

ClickUp Documents / OneNote

I need to mention note-taking apps within this section as well, because they are vital to how we work.

A lot of notes I actually do write down physically during a meeting. In fact, it’s a great way to make sure the information stays in my head, however I typically transfer that information into a ClickUp Document (you can also use Microsoft OneNote) and organized in a way that makes sense for you.

Client notes I keep as a tab in the Client List. Proposals are added to my Proposal folder and linked to the CRM (that I have in Airtable). They are also great for meeting notes and/or sharing information from Client projects with them as documents are able to be shared outside the organization without “permission”.

Reducing Distractions

Sometimes we just need to “get the thing done”, and in those situations we need to figure out HOW to get ourselves in a state to actually GET it done.

Anyone who has ever been overwhelmed because they have so much to do, they don’t know where to start… these are for you.

Overwhelm is caused by a nervous-system overload, constant anxiety, all the time. The first step it to reduce the nervous-system overload, whether that be by meditation, clearing out the clutter, or just reducing all of the distractions.

Some of my favorite Distraction Reducing tech include

Tool 1. Calm app

https://www.calm.com/

I’ve been meditating or deep breathing since 2020 or so when I first started suffering the effects of constant anxiety and burnout. Add in a little Covid shutdown and I couldn’t get through the day without doing some deep breathing or at least 10 minutes of meditation.

The Calm app is super helpful with guided meditation, as well as focus music that I constantly use when I am looking to head into hyper-focus mode quickly. In many situations, this app is my focus keeper. (For some reason, my auditory senses need to be stimulated with non-verbal music to make my mind calm).

Well worth the fee (I pay yearly, 69.99) Right now you can buy lifetime for $399.99, but I reserve the right to change my mind. 🙂

Tool 2. RescueTime

https://www.rescuetime.com/

Know the value of tracking your time, but can’t remember (or don’t want) to do it. This app may be just what you are looking for. Why track your time? Well, how do you know what you are spending your time on, or how to change your behavior, spend more time on things you love if you don’t know WHAT you are DOING right now?

Believe me, I hate tracking time, but I love being able to see how I spend my time. That’s where RescueTime helps me out and feels like a better option than manually doing it.

RescueTime is an app you can install on your computer and mobile devices to automatically track the apps you use, the files you open, and the websites you visit. It logs the amount of time you spend on each. You can turn it on and off as needed, or set it to run automatically during specific days and hours. It also features a pause button preset for 15 minutes or one hour, making it easy to disable during breaks.

It isn’t free (But with technology that does that, I don’t think it can be free), but it is as low as 6.99/mo if you pay by the year.

Otherwise you can use THIS! (Time Tracker https://www.anasimplesolutions.com/time-tracker/)

Tool 3: Unroll.me

https://unroll.me/

Email. It is the bane of our existence, and yet we need to be in our email inbox to make sure we are kept up to date of everything going on. Whether it’s family, your kids soccer coaches, the PTA, or just the lady down the street asking if you can walk their dog next weekend. Email is a necessary evil.

I aim to make it less evil by clearing out the clutter and only focusing on the important pieces.

There is a much larger blog post, or dare I say training to help with this, but the first step I would take would be to sign up for unroll.me. It is a little app that you can connect with your inbox that automatically un-signs (or dare I say, “unroll”) you up for those newsletters you wanted to be part of, but no longer have time to read.

It also asks you if you still want to receive certain emails and will send you a periodic list of the emails it has pulled out of your inbox. Best of all, it does this for free. https://unroll.me/app/inbox

Honorable mention:

Momentum (with Pomodoro timer)

So this little app I have used for years… and mostly enjoy it for the serene images and motivational quotes it gives me on a daily basis. But this simple little chrome extension has many more possibilities.

I like to make this screen my “home” screen when I start up my Chrome browser for the day. It shows a different background image and motivational quote, as well as a clock with the time (important for us who get time blindness) or a Pomodoro timer (you can choose which you like).

(For more on the Pomodoro technique, and how it can help those with ADHD, check out this article here

Hidden in the corners are buttons that can help you focus your day. From focus tips to the weather in your area, as well as the ability to add tasks and main items for the day, this little app feels serene and simple. I use the free version but you can upgrade it and get even more functionality. like integrating it with your project management tools and note-taking.

OneTab

https://www.one-tab.com/

OneTab is another google chrome extension that helps save up to 95% of your memory on your computer by clicking the “OneTab” icon in your extension bar and instantly converting all of your tabs into a list. For those of us who have too many tabs open all the time, get lost in them, but don’t want to close them because we have 5-10 projects going on in those tabs, this is a GREAT alternative to A. Calm the Chaos B. Save your computer from constantly updating all of those tabs all the time.

Automations to reduce admin

One type of app I haven’t mentioned yet are automation apps. That is because it is the process that saves you time.. not necessarily automations. But if you have a good process down and want to start delegating your administrative tasks to something or someone else, you may consider the following applications to help you.

While many more tools are having internal automations within their “umbrella” of services, there are only a few real automation tools that I would suggest.

Tool 1. Zapier

https://www.zapier.com

Zapier helps streamline workflows and cuts down on distractions. By automating repetitive tasks, it lets you focus on what really matters and boosts productivity. The easy-to-use interface and customizable triggers mean you can set up automations without needing tech skills. Plus, with its wide range of app integrations, Zapier connects all your favorite tools, making it easier to stay organized and on track.

Tool 2. Make

https://www.make.com/en

Make (formerly Integromat) is another awesome automation tool that’s great for people with ADHD. Like Zapier, it streamlines workflows and cuts down on distractions by automating repetitive tasks, helping you focus on what really matters and boosting your productivity.

What makes Make stand out is its visual interface. You can easily create and manage automations just by dragging and dropping elements. It also lets you customize automations more deeply, so you can tweak everything to fit your exact needs. Plus, Make handles complex workflows with multiple steps and conditions like a champ.

Other tool recommendations to help out ADHD individuals

Whimsical

One of the best ways I have found to help my ADHD brain remain focused when learning new information is to mindmap in order to understand how separate thoughts relate to each other. I also do a lot of process mapping when it comes to working with my clients and my own processes to really figure out what happens when and where things can be dropped or automated.

Enter Whimsical. There are other tools, like Miro, that also are great collaboration and mapping tools, but I have found Whimsical to be extremely easy to use (which is important when taking quick notes) and able to share with others when need be. I have it open on most days just to make sure my thoughts are aligned.

Grammarly

www.grammarly.com

I would be lost without this free little plugin. I absolutely love that it catches my mistakes, mispellings, and makes recommendations for my writing to sound better. I am constantly forgetting when I should use initial caps, if I should you “it’s” or “its'” (sorry grammar nerds!), so I heavily rely on this little app to make sure that I sound like a real adult. 😉

ChatGPT

As the newcomer to the group, I talk to ChatGPT multiple times a day, whether I need to bounce ideas off of it, or have it check a paragraph I write for clarity, or even just to get ideas about the next blog post or even a course or two. It’s like my well-educated assistant.

For those that are a little wary of AI, I completely understand. But remember it’s all in how you use it, AI in it of itself is not a BAD thing, in fact it can be extremely helpful to keep you on track and not lose yourself when something feels “hard” or if you can’t come up with any ideas. And remember, you probably won’t be replaced by AI, but you may be replaced by someone who DOES use AI, so look at how it can help you in the long term and learn how to use it now.

Conclusion

Nothing can replace good habits and when all else fails use paper and pencil. Nothing replaces planning each day based on your values and goals.

But once you have those intangible pieces of your life in place, then finding the right tools to be able to help you with your neuro-divergent brain is vital to keep you on track.

Also, these are just suggestions, and they work for me and my clients, however, every person is different and you may find paper and pen to work just fine for you. That is awesome (and one day I will talk more about bullet journaling as a great way for ADHDers to organize their life).

In the meantime, I hope these suggestions are helpful to you, at least to check out and broaden your horizons as far as what is out there that can and are helpful to those that struggle with our executive function.

If you like what you have read here, or want more help achieving this balance in your work or in your life, check out my productivity workbook or look into my Simplify & Conquer service where we walk through your business processes in 90 minutes and you get personalized actionable steps to reduce the chaos and simplify your systems.

Looking to learn more?

Check out these blogs:

Cultivating Productivity and Mindfulness every day 👈

Managing distractions as a word from home mom with ADHD 👈

Airtable and clickUp Workflow: Optimize Your Processes 👈

The only way to learn something is to USE it!
Grab my FREE Productivity Workbook below

Favorite tools for digital organization with ADHD Read More »

Unlock Efficiency with our ClickUp Business Hub

Unlock Efficiency with our ClickUp Business Hub Read More »

Unlocking Efficiency with the Ultimate ClickUp Business Hub

Introduction: The Cost of Inefficiency

Just want to see it? Purchase here

We could all do with an extra day each week. With all of the responsibilities we have to fulfill in our daily lives, let alone making time for ourselves, I use to find myself wishing for an extra day each week just to get all of the “things” done I neglected to do in the other days of the week.

Think things like teacher gifts, calling your mom, making that new recipe you’ve clipped 6 months ago.

Now imagine gaining an extra day each week.

Research shows that employees can spend up to 20% of their time simply searching for information or tracking down colleagues for answers. That is exactly 1 day out of their workweek.

For small businesses and startups, this inefficiency can be a significant roadblock to growth, especially if you are struggling with ADHD and executive function challenges, let alone motherhood.

This is why I have created the ClickUp Business Hub. It’s a simple yet transformative management Clickup template I have designed to streamline projects and business management, allowing you and your team to focus more on strategic growth and less on operational inefficiencies, like searching for all the things.

The Challenge of Time Management in Small Business

Effective time management is super important to be a successful (and less stressed) business operator. However, I don’t know many who run their own businesses who feel “zen” when they are creating products and services, getting their genius out the door.

It’s fair to say… it’s a significant challenge, but not one that gets a lot of attention.

Small businesses, in particular, face the daunting task of juggling numerous responsibilities with small teams, making any inefficiencies even MORE disruptive than for big businesses. (I know, that seems backwards, doesn’t it?)

Check out some of these other time management challenges that I have come across time and time again. Pun intended? … maybe.

Disorganization: Starting a business can feel like piecing together a complex puzzle without knowing what the final picture should look like. Even at the beginning, devising a system for storing crucial documents, contacts and tasks can cause any semblance of organization to fly out the window. Knowing your business process fundamentals from the beginning, and creating a solid organizational system for them already puts you ahead of the pack in terms of using your time with intention.
Task Switching: Frequent task switching leads to decreased productivity and increased cognitive fatigue. I’m tired just saying that sentence. This is particularly challenging for individuals with ADHD, as the constant shift in focus can prevent them from completing tasks efficiently. Look squirrel!!!! 🐿️
Access to Information: Employees often waste valuable time rummaging through emails and files to find essential information that they JUST had 2 days ago. If they knew where to find the information… they could actually be spending their efforts on activities that earn the business money, and isn’t that just the point?

Introducing the ClickUp Business Hub template

I get it, I’ve been in the business world since 2001 and seen all sorts of organizational chaos as well as solutions for it.

I designed the ClickUp Business Hub specifically for entrepreneurs like me (AND YOU!) who need a reliable way to store, find and manage the important business “things” in one place. This isn’t just any template—it’s a fully customizable hub that can and will grow with your business.

What you need ->

Centralized Information: The Business Hub allows you to keep all your essential business details—from team contacts and project timelines to SOPs and important links—in one accessible location. No more searching in multiple folders. No more opening multiple applications. Go directly to the QuickLinks list and find the Brand guidelines for the business. Find the freebie you made last year in the “his reduces the time spent searching for information and ensures that your team is always on the same page.
Streamlined Information Management: The Business Hub features built-in tools that simplify how you view information by views and by context. By reducing the need for task switching, it helps you and your team stay focused and efficient, enhancing productivity without the exhaustion of constant context shifts.
Scalable and Customizable: Tailored to grow with your business, the ClickUp Business Hub adapts to your needs. You can add lists, set up new templates, or tweak settings as your operations expand and evolve, ensuring that the system remains as agile as your business.

Key Features of the ClickUp Business Hub

The ClickUp Business Hub is a well-organized, templated ClickUp folder that contains all the parts of your business that your team will need easy access to. Think of it as a living and breathing wiki, easier to access than a document housed in your Google Drive. Key features include:

Tracking SOPs: Organizes all your SOPs and allows you to see which need to be updated or created after a new process is introduced. Automate accuracy checks every 30 days.
Comprehensive List of Services/Products: Onboard new team members seamlessly with detailed information on all services and products, including pricing.
Internal Training and Resources: Centralizes access to purchased or potential trainings, making them readily available to your team.
Team Details: Provides quick access to team information, including start dates, raise dates, and email addresses, without diving into your email software.
Additional Functionalities: A quick-access hub for important information, software stack data, and a list of automations used in your business.

Real-World Success Stories

I’ve used this exact hub with countless clients and those in operations that felt they had too many plates in the air. It’s not just a theoretical template I made up. Here are some of their stories:

Digital Marketing Firm: Reduced Document management sear times by 50% and greatly improved team collaboration. Projects that once took weeks to initiate are now up and running in days, with clear details and communications.
Event Planning Business: Having all of their vendors information located in 1 place, and able to be linked to various tasks throughout their system was game-changing. What started as a training and resource hub got extended to include all details for vendors, utilizing the original setup for a variety of use-cases.
Consulting Services Firm: Onboarding their team member is now super-easy because they have all of their links, trainings and SOP’s in 1 location organized categorically that makes sense for THEIR business. No more focus-destroying interruptions from new employees.

Transform your organization, by just being organized.

It’s time to take control of your business productivity and stop wasting time searching for things The ClickUp Business Hub is here to make that happen. It’s affordable pricing will pay for itself in.

Want to know more about me? Visit our website to learn more about the ClickUp and other tools that will 10X your productivity. Explore the features, read a few more blogs and even schedule a free strategy call with me. www.anasimplesolutions.com
Where to get this thing? Head on over to HERE
In a digital age where efficiency is key, the ClickUp Business Hub emerges as a beacon of streamlined productivity.
Special Offer: The first 20 individuals to purchase this will be $10 off! Don’t wait! MAKE SURE TO USE THE CODE: CU-BIZHUB10

Your ClickUp Partner in Efficiency

Our ClickUp Business Hub isn’t just another organizational tool. It’s a comprehensive solution tailored to meet the unique challenges of managing a small business and, let’s be honest, your life. Whether you’re struggling with disorganization, inefficient task management, ADHD or simply the everyday demands of growth, the Business Hub is designed to simplify and enhance every aspect of your operations.

With proven results, intuitive design, and adaptable features, the ClickUp Business Hub is ready to help you transform your workflow and achieve new levels of success. Don’t let inefficiency hold you back. Embrace the solution that hundreds of businesses trust and see how much more you can accomplish. Transform your business today—because when your operations thrive, so does your business.

Some more helpful blog posts are

And finally, if you are interested in purchasing any of my ClickUp or Airtable Templates, designed to take you from neuro-spicy overwhelm to organized kick-ass business owner, check out everything here on my EVERYTHING page.

The only way to learn something is to USE it!
Grab my FREE Productivity Workbook below

Follow me on Pinterest

Cultivating productivity and mindfulness every day