How to Tell If an ADHD-Friendly Productivity System Will Actually Work for You
If you’ve ever spent hours customizing a Notion template only to abandon it days later, you’re not alone. Ask me how I know. The search for an ADHD-friendly productivity system can be long, frustrating, and filled with false starts. We’re often promised that one tool will “fix” everything, until it doesn’t. What we really need isn’t the perfect platform, but something that works with our brains, not against them.
In my quest to find a project management system that could help me break things down into doable steps and track my progress, I tried them all—Trello, Notion, paper planners, printable checklists, apps with cute animal mascots. I’ve lost count of how many times I thought, “This is it. This is the one that’s finally going to fix my executive dysfunction!”
But here’s what I discovered: finding a system that works for an ADHD brain isn’t about choosing the perfect tool. It’s about recognizing what you need—and allowing yourself the grace to experiment without shame.
The Bottleneck No One Talks About
A big sticking point for me wasn’t just picking a tool, but figuring out how to break things down in the first place. So many systems and tutorials assume you already know how to go from “launch a product” to manageable, bite-sized steps.
I didn’t.
And when I couldn’t get Notion to “click” for me—despite trying again and again—I started to think something was wrong with me.
Spoiler: it wasn’t.
Why Some Systems Don’t Work (Even If Everyone Swears by Them)
You might hear someone say, “Just use this Notion template!” or “Trello changed my life!” And while I’m genuinely happy for them, those systems didn’t work for me. Not because they’re bad tools—but because they were built around someone else’s brain.
That’s the thing about ADHD: we have our own rhythms, our own energy cycles, and our own ways of processing overwhelm. An ADHD-friendly productivity system should respect those needs—not demand that we change who we are to fit the tool.
If a system:
- Requires too many steps to maintain
- Looks too cluttered or visually overwhelming
- Depends on consistent use without immediate dopamine rewards
…it’s probably not going to stick, no matter how shiny it looks on Instagram.
And here’s where it can get emotionally tricky. When we realize we’ve stopped using yet another system, we might feel guilt, frustration, or even shame. We wonder if we’re just not trying hard enough. We tell ourselves stories about being lazy or broken.
Please hear this: you are not broken. The system was.
How to Tell If a System Is Actually Right for You
Here are a few signs you’ve found something that might actually work:
- You come back to it naturally. If you have to force yourself to use it every time, that’s a red flag. That’s not building gently.
- You feel a sense of relief, not dread, when you engage with it.
- You can tweak it without breaking it. Flexibility is a non-negotiable.
- You see your progress without digging. Visual wins are crucial for dopamine-starved brains.
Tips to Adapt a System Instead of Forcing It
- Start small. Don’t try to build an entire productivity empire overnight. Create one tiny workflow that supports today. I started with breaking down the tasks for writing a blog post. Step-by-repeatable-step.
- Use your own language. Rename sections and tasks with words that spark something in you. “Today’s Survival List” might be more effective than “To Do.”
- Build in dopamine. Use colors, emojis, or celebratory noises. Whatever gives you a tiny hit of delight. I get a tiny hit clicking off tasks completed. Works every time. For ME.
- Don’t over-customize. It’s tempting (and fun!) to design elaborate dashboards. But we can get stuck in creating the system instead of using it.
- Give yourself permission to walk away. Not everything will stick. That’s not a failure—it’s data. Now you know more about what doesn’t work.
- Celebrate what did help. Even if a system only worked for three days, maybe those were three more productive days than the week before. That’s a win.
What’s Working for Me (For Now)
Right now, my system is a patchwork—but it’s helping.
- Google Calendar with color-coded time blocks
- Simple task list inside my calendar
- Audible reminders that interrupt my forgetfulness gently. This gives me a great sense of freedom, as I no longer worry about whether I showered or not. It’s on the list, it dings, I do it, because I made a promise to myself.
- Post-its everywhere, because apparently I’m still a paper person in a digital world
It’s not perfect. It’s not exactly aesthetic. But it works (mostly), and I’m refining it as I go. For now, this is my ADHD-friendly productivity system, and it’s been built with self-compassion, not shame.
The key difference this time? I’m not beating myself up for needing Post-its or missing a reminder. I’m giving myself room to build a system that supports me, not the other way around.
If you’ve been on a similar journey, I hope this gives you permission to stop chasing someone else’s solution and start shaping your own. You are allowed to be a work in progress. And your workflow can be, too.
✨
P.S. If you’d like to hear more gentle, honest reflections like this—plus cozy resources for building a business that works with your beautifully wired brain—sign up for my behind-the-scenes newsletter, Dear Beloved. I’d love to have you.
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