Designing More Effective To-do Lists and Projects

One of the most important tools you can add to your ADHD toolbox is understanding how to set up goals and to-dos so they actually work for you.

Why is it so hard for ADHDers to get through a to-do list or finish a project?

The answer lies in the deficits of our cognitive functions. We don't sense the passing of time well, only sensing the present moment clearly. There is only “now” or “not now”, so understanding how much time it will take to finish the to-do item or reach the goal (“future”) is extremely difficult.

Additionally, planning does not come naturally to ADHDers and can take an incredible amount of mental energy. And just what does “done” look like anyway? Having a template to evaluate your ideas reduces the amount of energy/spoons needed. With practice, this process becomes easier, and even welcome.

I was never good at using the SMART method to set goals. "Specific, Measurable, Achievable, Realistic, and Timely", those terms were nebulous for me. “Realistic”? I have an ADHD brain, and I didn’t know how to discern whether something I wanted to do was realistic. I just knew I wanted to do the thing. Wasn’t that enough?

For impulsive, time-blind ADHDers, just having a strong desire to do something ISN’T enough. Without clarity to fully understand the task, there’s a high likelihood that task won’t be completed, which leads to a sense of failure and overwhelm.

I take a different approach now, and I teach my clients the same technique to bring clarity to tasks, projects, and to-dos.

Let’s say you have a goal to drink more water, a commonly difficult challenge. At first glance, it seems like a simple goal, but if drinking adequate water was easy for our example person, they wouldn’t need to give it much thought. Here are the steps:

When – What is my timeframe?
A: Each day drink a total of 10 glasses of water for the next four weeks.

What – What is the outcome I’m looking for in that time?
A: My doctor says my ADHD meds will work better if I’m well hydrated, and that I’ll feel better overall.

Why – What is the significance, and how does it align with my values or strengths?
A: I place a high value on my health, and I want to take better care of myself.

How - Have I broken it down into the smallest steps possible? What are the tools I have already and what am I missing?
A: I think I will be more successful if I use a water bottle that keeps my water cold, AND is easy to take with me in my car and bag. (Note to self: add “Purchase new water bottle” to to-do list. Add sub-step: “Ask Courtney where she found her bottle.”

Starting Point – Of the steps I’ve identified, which is the best first step for me?
A: Choose water bottle I already have to use until new bottle arrives.

Barriers – What are the things that might get in the way of my success?
A: I don’t like plain water very much. Will try a squeeze of fresh lime juice to enhance flavor. (Note: Add “limes” to grocery list.)

Accountability – What support do I need?
A: 1.) Set phone reminders for top of each hour from 9am to 7pm.
2.) Add “How Many Glasses of Water Today?” to my Habit Tracker.

A bonus of this process is that including all of the steps identified into a to-do list means more opportunities to check off boxes. This is important because ADHD people benefit greatly when they can see their progress.