Sep 13

Written By Marcy Caldwell

How to Create Smart Systems for ADHD Brains

(that are totally do-able!)

ADHD brains are different brains. Sure, Marcy, Duh!! You might be saying.

No, but really. They are DIFFERENT. And by different, I mean just that- unlike neurotypical brains.

But only different. NOT deficient.

ADHD brains are different brains with different pros and cons, different strengths and weaknesses, different superpowers, and vulnerabilities.

But it feels worse!! It feels bad! It feels like I’m behind/failing/constantly overwhelmed/not keeping up because of my brain!

That, my friend, is why adult ADHD is so complicated. Because living with this set of strengths and vulnerabilities in a world specifically crafted to celebrate and support a different brain’s set of strengths and vulnerabilities can feel terrible.

It's like your brain is a beautiful, shiny, sweet, delicate strawberry, but the world is crafted specifically to get the juice from rough and tumble oranges, leaving your sweet, ruby-red strawberry a tiny mound of mush.

So, because the systems the world has crafted —The ones that get the best stuff from neurotypical brains and allow them to flourish– don’t work for your brain, it’s time to build some of our own.

It’s time to make the most of that beautiful sweet strawberry!

Why Create ADHD Systems Anyway?

I like to think of ADHD brains as being like water. Water has a huge amount of power. But on its own, it’s just a puddle.

Give that puddle some walls, with a river bank, and a little tilt, though and you have a fast, streaming river.

Those walls? They are the system of ADHD brains. They are what keep the power of ADHD from spreading out in all directions. Systems help ADHD brains flow in the direction of our intentions, values, and goals.

For example. You sit down to start your work for the day. But you have nothing to direct your efforts- no plan, no list, no system for using your time in the best way possible. So you do one thing, then another, and then yet another, never really digging in, never really making progress. Your attention is like a pollen-drunk butterfly, flitting and floating from one compelling flower to the next.

That is one of the vulnerabilities of ADHD brains- that all-in/all-out attention; while it fuels some of the ADHD brain’s greatest strengths, it’s also the source of one of its greatest vulnerabilities: a spreading of effort and focus.

Good, ADHD-friendly systems accentuate and celebrate an ADHD brain’s greatest strengths while protecting against its vulnerabilities, creating the walls for its powerful river.

The 4 Vital Parts of a Stellar System for ADHD

When we’re building the riverbank of systems, AKA our adult ADHD tools set, we want to make sure that any systems we create meet 4 main criteria in order to ensure that they are optimally crafted for our success. ADHD systems should be:

Brain-based

All good ADHD systems are based on an understanding of what brain differences and vulnerabilities are at play that are making a given situation difficult.

For example, you find yourself procrastinating your work, it makes you feel terrible, and you don’t have enough time to do as good a job as you know you could. One of the big brain differences at play could be that your brain is motivated by time pressure, and it needs that pressure to get over the monumental hurdle of getting started on a task. So we want to keep that in mind- the 5 motivating factors of ADHD brains- when creating a system to handle procrastination.

External

If just thinking “I should do….” or “I just need to…” were enough, you wouldn’t be reading this article. As the brilliant Russel Barkley says, ADHD brains know what to do, but they struggle to do what they know. So, systems can’t depend on your brain. They can be based on things like “On Tuesdays, I’ll remember to take the trash out.” That’s not how ADHD brains work.

ADHD brains work differently. And ADHD brains work beautifully So we don’t want to change your brain; we want to create systems outside of you that help keep you headed where you want to head.

So good ADHD systems exist outside your brain, holding you, your energy, your passion, and your drive in a bit so that it can flow in the right direction. Things like alarms, schedules, charts, appointments, meetings, internet-blocking apps, signs, and prompts are just a small sampling of possible external tools and systems that can help do exactly that.

Simple

Good ADHD systems should be simple. Not because ADHD brains can’t handle the complex. They can- with gusto and fervor! Good systems are simple because ADHD brains are prone to the kind of all-or-nothing thinking that can mean that because a 15-step system breaks down after a couple of days, the whole thing is declared unusable and thrown out.

Simple systems help you create adhd routines (more on that later) that you can later add on to and that can, over time, be done easily and with little executive functioning resources.

Actionable

What’s an actionable system? It’s something that is a discrete, concrete process.

It’s:

Every morning while I drink my coffee, I’ll note 3 specific things I’m grateful for in my gratitude journal that I will keep propped against the coffee maker.

Not:

I’m going to start being more grateful and noticing the good things more often.

See the difference? One has an external system and is very clear what action you are going to take. A fly on the wall knows if you are working the system. The other is vague with no definition- that fly would be stumped if you asked it if you were working your system!

So are Solid Systems just ADHD Routines?

Routines and systems are like best friends for ADHD brains- they are similar, and have a lot of overlap but aren’t the exact same thing.

So, routines are part of systems. They're the daily building blocks that create stability, while systems are the bigger picture that helps you manage ADHD and boost your productivity.

Embrace the power of routines and systems, and you'll discover a whole new level of control and success in your ADHD journey. They're here to be your helpful companions, making life smoother and more manageable. You've got this!

The Power of ADHD Routines for Adults

Routines are like regular habits and activities that bring structure and predictability to your day. They help you establish a rhythm and make important decisions automatically.

The automaticness of routines is a benefit that can’t be understated. When a routine becomes automatic, your brain creates a shortcut called a neural pathway. It's like a well-worn trail that makes the routine easier and requires less conscious thinking. It's like your brain goes on autopilot, saving energy and making life simpler. This savings is HUGE for an ADHD brain that has a lower supply of executive functioning resources and has to spend them more frequently throughout the day.

Systems and Routines: Which one do I choose?

Want to turn your system into a routine? Great! Some systems, though not all, are great routines. Let's look at what makes a good routine:

Good ADHD routines are:

Simple: Good ADHD routines involve simple steps to take
Frequent: Routines happen frequently; this helps our brains make them automatic
Easily chunked: Routines involve several steps that can be “chunked” or grouped together in our brains as one

How to create a routine with an ADHD brain

So you’ve got a simple, easily chunked system, and you want to get all the automatic magic of a routine out of it? Great- so how do we do that?

Routines are much like habits; they require a bit of extra thought and scaffolding while you are setting them up in order for them to feel solid. But the more you do them, the more support you have while you create them, the stronger they’ll be.

When setting up a routine, you want that scaffolding to include 3 vital building blocks: an action (a discrete action you are going to take), a stack (the thing you are going to connect that new action to), and a prompt (the thing outside your brain that is going to prompt your brain to do the routine).

Want to learn more about how to build those good, ADHD-friendly routines and habits? Check out How to Create Game-Changing New Habits: An ADHD Guide.

Setting up Systems for Success: Adult ADHD Tools, Tricks and Tips

Setting up ADHD systems and routines is essential for getting the most out of the strawberry of your brain. Unfortunately, the world’s systems are often not going to work for your brain. They weren’t built to. That’s not something wrong with you or your brain- that’s something wrong with the world.

But systems specifically crafted for your unique ADHD brain can help it shine and help you celebrate those beautiful strengths and protect against vulnerabilities.

And…

Setting up systems isn’t always as easy as it sounds. Here are some tips, tricks, and tools to get you started:

Use Visual Cues: Part of keeping systems external is about creating cues for your brain to use the system. This is where visual cues can come in handy. Placing visible reminders in key areas, such as sticky notes on the computer screen, a notecard with the coffee cups, or a whiteboard in a prominent location, can help remind your brain of your intention.
Start with one: Your brain has so many great ideas trying to tackle them all at once is tempting. When it comes to setting up systems for ADHD brains, though, it’s crucial to hem in that gorgeous ambition and try to stick with just one at a time. Amid the whirlwind of an ADHD brain, introducing too many systems at once can lead to major frustration and giving up on everything. Instead, giving yourself time to learn and adapt will allow you to give that one system the energy it needs to get it mastered. Once you've nailed it, you can add more systems gradually.
Use Technology to Your Advantage (though beware of its vulnerabilities): Leveraging the power of technology to support ADHD systems can be a huge benefit. Smartphones, AI, digital family command centers, shared lists, and task apps, habit trackers, and bedtime routine lamps are just a few of the many tools that can help you craft systems to support your brain. But no tech is perfect. Sometimes the mere fact that it is tech creates too much risk or vulnerability to make it useful. So use it, but also watch how you use it and be willing to adapt if it’s creating more issues than helping.
Iterate, iterate, iterate: Iterating when building systems for ADHD brains is super important! It's all about continuous improvement and customization. ADHD brains thrive on flexibility and adaptability. By iterating, you can assess what works and what doesn't, making tweaks and refinements along the way. It's like finding the perfect fit for your unique brain! So, don't hesitate to experiment, try new strategies, and make adjustments. Embracing this iterative process ensures that your systems are tailored to your ADHD brain, boosting your organization and productivity to the next level. Keep evolving and rocking it!
Aim for resilience, not perfection: Building resilient systems, rather than perfect ones, is crucial for ADHD brains because it acknowledges the challenges and unpredictability that often come with ADHD. Perfectionism can be a roadblock, as it sets unrealistic expectations and can lead to frustration and discouragement when those expectations aren't met. Resilient systems, on the other hand, focus on adaptability and flexibility. They account for potential setbacks and allow for adjustments when needed. ADHD brains thrive in an environment that embraces imperfection and offers room for trial and error. By building resilient systems, individuals with ADHD can better navigate distractions, changes in focus, and other obstacles, ultimately leading to improved organization and productivity. So, let go of the need for perfection and embrace the power of resilience!

5 Transformative Systems Routines for ADHD Adults to Try

Here are five game-changing systems and routines that ADHD adults can try:

Morning Mindfulness: Start your day with a mindfulness practice, such as deep breathing, meditation, or yoga. This routine helps calm the mind, increase focus, and set a positive tone for the day ahead.
Prioritization Power Hour: Dedicate a specific time each day to prioritize tasks and activities. Make a to-do list and identify the most important tasks to tackle first. Breaking them down into smaller, manageable steps can make them less overwhelming.
Pomodoro Technique: Use the Pomodoro Technique to structure your work and study sessions. Set a timer for 25 minutes and work on a task with full focus. Take a short break of 5 minutes, then repeat. After completing four cycles, take a longer break of 15-30 minutes. This routine enhances productivity and prevents burnout.
Evening Wind-Down Ritual: Establish a wind-down routine before bed to promote relaxation and better sleep. This can include activities like reading, taking a warm bath, journaling, or practicing gratitude. Consistency in this routine can improve sleep quality and prepare your mind for a restful night.
Weekly Review and Planning: Set aside time each week to review your progress, reflect on what worked and what didn't, and plan for the upcoming week. Use a planner or digital tools to schedule tasks, appointments, and reminders. This routine helps you stay organized, manage your time effectively, and stay on top of important commitments.

Remember, routines can be personalized to suit your preferences and needs. Experiment with these routines and adapt them to find what works best for you.