You’re Not the Problem—Your Planning System Is
You’re no stranger to the “get organized” struggle. You’ve bought the planners, downloaded the apps, and even color-coded your to-do list—only to abandon it weeks (or days) later when life got in the way.
You’ve watched YouTube gurus, admired those perfectly curated Instagram calendars, and told yourself, This time, I’ll stick with it. In your head, you can see the perfect system—structured, effortless, foolproof.
But then reality hits. You’re at your desk, shuffling through a pile of papers, searching for that one Post-it where you scribbled something important. Or maybe it’s buried in your Notes app? Somewhere?
And just like that… you have no idea what you’re supposed to be doing today.
Sound familiar? Thought so.
The problem isn’t a lack of effort—it’s using a system that doesn’t match how your ADHD brain actually works. Instead of forcing another rigid method into place, let’s build an ADHD planning system—one that adapts to the way neurodivergent minds naturally operate.
The 3 ADHD-Friendly Planning Components That Actually Work
✔ Free up mental space with a Thought Vault – so your brain isn’t overloaded with scattered ideas.
✔ Break the “Where do I start?” loop with a Next-Step Generator – so taking action feels easier.
✔ Make time feel real with a Time Anchor – so tasks don’t just float in the “later” zone.
Let’s start with the first (and most crucial) piece.
1. The Thought Vault: Clearing Mental Overload
“Your brain isn’t a storage unit—so stop treating it like one.”
“I Have Too Much to Do!” (But… Do You?)
A client once came to a session in tears.
“I just have too much to do. I don’t know where to start. It’s all too much.”
I nodded. “Okay. How many things do you need to do?”
She stared at me, blankly. “…I don’t know. A lot?”
That right there is one of the biggest ADHD traps: it’s not just about forgetting tasks—it’s about feeling like everything is floating around with nowhere to land.
ADHD brains aren’t wired to store information efficiently. Trying to hold onto everything in your head leads to mental clutter, overwhelm, and decision paralysis. That’s where the Thought Vault comes in—your external hard drive for ideas, reminders, and to-dos, so they don’t vanish the moment something shiny distracts you.
The Fix: Get It Out of Your Head
The first step in ADHD-friendly planning isn’t scheduling or prioritizing—it’s externalizing your thoughts. Think of it as decluttering your brain so you have the mental space to focus on what actually matters.
That’s where a Thought Vault comes in—a reliable place where ideas, to-dos, and reminders live, so your brain doesn’t have to hold onto them all at once.
Simple Ways to Build Your Thought Vault
There’s no one-size-fits-all solution, but the key is finding a tool that’s easy to access, fits your workflow, and something you’ll actually use.
Here are some options worth trying:
- A dedicated notebook for brain dumps – Simple, distraction-free, and always available. (Bonus: If you want something durable, I’ve been using this sketchbook for years.)
- A digital journal that supports multimodal capture – Sometimes words aren’t enough. If you like using voice notes, images, or handwriting, try DayOne (Apple) or Diarium (PC).
- A whiteboard in your office – Great for quick, big-picture idea capturing without needing to open an app.
- A single digital note-taking tool – Notion, OneNote, or Evernote. Pick one and commit to it for at least three months. (Switching tools too often = instant overwhelm.)
Whatever method you choose, consistency matters more than the tool itself. The more your brain trusts your Thought Vault, the less it will panic about “too much to do.”
2. The Next-Step Generator: Turning Ideas Into Action
“Your brain can do amazing things—once it knows where to begin.”
“I Know What I Need to Do… So Why Can’t I Start?”
It happens all the time. A client finally gets everything out of their head—brain dump complete, ideas mapped out, chores listed. For a moment, relief sets in.
And then? … Nothing.
Their Thought Vault fills up, but tasks just sit there. Guilt creeps in: “Why don’t I ever start the things I say I’m going to do?”
But let’s take a closer look at the problem.
If you had to start right now, do you actually know what the first step is?
Not in a vague, “Oh, I just need to work on it” kind of way—but in a clear, concrete, “I could do this in the next five minutes” kind of way.
If the answer is no, you’re not stuck because of laziness or lack of motivation. You’re stuck because your brain doesn’t have enough clarity to generate momentum.
ADHD brains thrive on clear, specific instructions. But high-level, vague tasks? They kill momentum before it even begins.
Ever written something like this?
❌ “Prepare for meeting” → Great… but how? What’s step one?
❌ “Start job search” → Okay… but where? What’s the first move?
❌ “Be more organized” → This isn’t even a task—it’s a concept.
These kinds of tasks feel productive but don’t give your brain clear instructions. And without clarity, getting started feels impossible.
The Fix: A Next-Step Generator
Traditional task management systems assume that once you write something down, you’ll just do it.
But if that worked, you wouldn’t be reading this.
ADHD brains need a system that makes starting effortless—not one that just collects tasks and hopes motivation will strike.
That’s where the Next-Step Generator comes in.
Instead of leaving tasks vague, the Next-Step Generator translates “big, overwhelming ideas” into “clear, doable actions”—so you always know what to do next.
Here’s how to build one:
1. Break Tasks Into Clear, Actionable Steps
Every task needs two things to break through the ADHD “where do I even start?” loop:
✔ An action word (write, email, decide, review).
✔ A clear definition of done.
For example, instead of:
❌ “Prepare for meeting”
Try:
✅ Write a 3-point agenda for the meeting.
✅ Email Sarah to confirm discussion points.
Now, your brain knows exactly where to start. No guesswork. No overwhelm. Just action.
2. Give Your Tasks a Home (So They Don’t End Up on the Streets)
Look, I know the words “Just make a to-do list” might make you want to walk straight out the door. (🚶♀️➡️ Don’t leave! I promise this is different!)
If you’ve ever tried using a task manager, you’ve probably run into one (or all) of these ADHD nightmares:
- The “Endless Shoulds” Pile-Up – Your list becomes a shrine to procrastination. (Thanks a lot, To-Do List!)
- The “Where Do I Even Start?” Spiral – You see everything at once and shut down.
- The “Lost in the Abyss” Problem – You carefully enter tasks… and then never check them again.
Sound familiar? It’s not you—it’s that your system doesn’t make it easy to know what to do next.
Your Next-Step Generator fixes this by ensuring every task has both:
1️⃣ A clear action step
2️⃣ A place to live
3. Use the “Now, Next, Later” Method to Sort Tasks
Instead of one giant, overwhelming list, break tasks into three simple buckets:
✔ NOW: Urgent or happening today (max 3 things).
✔ NEXT: Coming up soon (within the next few days).
✔ LATER: Important but not urgent (future-you will handle it).
When you check your task manager, you won’t see a massive backlog—you’ll see exactly what matters right now.
(Bonus: If “LATER” gets too long, move some to a “Probably Never” list. No shame.)
4. Pick a System You’ll Actually Use
📝 Analog? – Use sticky notes or a simple notebook.
📱 Digital? – Try Todoist, Google Keep, or Trello.
🔊 Voice-Based? – Use voice notes in Apple Notes or Google Assistant.
The best system? The one you actually check.
3. Time Anchors: Making Time Feel Real
“You don’t have a time management problem—you have a time awareness problem.”
By now, you’ve cleared mental clutter with a Thought Vault and made tasks actionable with a Next-Step Generator. But even with a solid plan, there’s one more hurdle:
When are you actually going to do it?
For ADHD brains, time is slippery. There’s now and not now—everything else exists in a vague “later” that never seems to arrive. That’s why even with a clear task list, things still get pushed… and pushed… and pushed.
The Problem: “I’ll Just Do It Monday!” (Will You, Though?)
A client once told me, “I’ll work on my resume Monday.”
I asked, “Great! What else is happening Monday?”
They blinked. “…I have no idea.”
That’s the thing—without seeing how a task fits into the rest of your life, it’s easy to overcommit, forget, or assume you’ll magically have time. ADHD-friendly planning isn’t just about what to do, but also when it will actually happen.
The Fix: Use Time Anchors to Make “Later” Real
Instead of saying, “I’ll do it sometime this week,” give tasks a real time and place.
✅ Tuesday, 3-4 PM: Draft resume.
Now it’s not just an idea floating around—it’s a scheduled event. This is what a Time Anchor does: ties a task to a specific moment, so it actually gets done.
3️⃣ ADHD-Friendly Time Anchors That Make Time Visible
Time blindness makes planning tricky, but these simple tools help:
🗓 The Calendar as a Reality Check
Instead of saying, “I’ll do it later,” assign tasks a real date and time.
✅ “Thursday at 2 PM: Research flights” instead of “Plan vacation.”
✅ “Saturday at 10 AM: Sort laundry” instead of “Do laundry.”
A calendar isn’t just for meetings—it’s your time map for making tasks real.
⏳ Timers & Body Doubling
External accountability can make time more tangible. Try:
- Countdown timers (like the Pomodoro technique).
- Working alongside a friend or using a body doubling tool.
- Co-working apps like Focusmate to add social accountability.
Short bursts of focused time (with a clear end) make it easier to start—and finish.
🔄 “Today Me” vs. “Future Me” Sorting
ADHD brains often overload today’s to-do list and leave Future You with nothing but stress. Instead, ask:
- “Does this actually need to happen today?”
- “What’s a realistic time for Future Me to handle this?”
If something can wait, schedule it for later instead of dumping it into the mental abyss.
Final Takeaway: A System That Works With Your Brain, Not Against It
ADHD-friendly planning isn’t about forcing yourself into rigid systems—it’s about using tools that actually work with how your brain operates.
✔ Free up mental space with a Thought Vault (so your brain isn’t overloaded with scattered ideas).
✔ Break the “Where do I start?” loop with a Next-Step Generator (so starting feels easier).
✔ Make time feel real with a Time Anchor (so tasks don’t just float in the “later” zone).
When these three elements work together, planning stops being a battle—and starts being something that actually helps you.
Ready to Build a System That Works for Your Brain?
If your planning system keeps falling apart, burnout might be to blame. Take the Burnout Quiz to uncover what’s draining your focus—and what to do about it. 🚀