CHAPTER 5

OVERCOMING PROCRASTINATION AND IMPROVING TIME MANAGEMENT

God put me on this earth to accomplish a certain number of things. Right now I am so far behind that I will never die.

—Humorist Bill Watterson

One of the biggest concerns held by many adults with attention-deficit/hyperactivity disorder (ADHD) is the inability to manage time well. Some individuals complain of trying to jam too much into the day and never getting to the end of their to-do list. Others can’t remember what they are supposed to be doing and end up missing out on important events. Still others know what they should be doing but choose to engage in low-priority activities that are more fun. Poor time management is a form of disorganization. In Chapter 7, we focus on organization in terms of physical “stuff or things,” but here, in this chapter, we focus on organizing the slightly more abstract, cerebral idea of time.

Effective time management is not as easy as it sounds. In this fast-paced, overscheduled society that we live in, even adults without ADHD often struggle to get everything done. Furthermore, time management is not a skill traditionally taught in our homes or schools, leaving most of us to our own devices to navigate our hectic lives. However, when this rudimentary skill is mastered, it can provide a sense of freedom and confidence that can positively affect many other areas of life.

In this chapter, I help you to use techniques to manage your time more effectively. To assist you in accomplishing this task, I have included case examples of clients who have struggled with time management, ways to help you gain insight into your procrastination style or “type,” specific tools and strategies to use in your daily life, detailed instructions on using some of these tools, and fill-in exercises to help you create and implement your own plan.

QUIZ YOURSELF—DOES THIS SOUND LIKE YOU?

1. Do you procrastinate on everything, putting off tasks until an unwanted consequence has you scrambling to get it done, leaving you stressed and regretful?
2. Are loved ones often upset with you because you commit to doing something and then find you are “too busy” to follow through?
3. Do you have trouble prioritizing the things you need to do?
4. Do you create daily to-do lists with several items and only manage to cross one or two off at the end of the day?
5. Do you over- or underestimate how long a task will take and attempt to do too much at one time?
6. Does your boss or colleague have to hassle you to get work turned in on time?
7. Do you find yourself putting off items that should be taken care of immediately, such as paying bills to do something unimportant like leveling up in your new video game?
8. Do you have trouble starting, continuing, or finishing tasks?
9. Does it feel like everyone around you is getting done three times as much as you in the same amount of time?

WHAT THE EXPERTS SAY

The concept of time is a mental and biological construct that is innate in many living organisms. This includes the perception of time, time sequencing, and time reproduction. The perception of time is directly associated with time processing, or the ability to record and estimate how much time is passing (Ptacek et al., 2019). Individuals with ADHD generally have difficulties in time estimation and discrimination activities. Many also report the feeling that time is passing by without them being able to complete tasks accurately and well. In a 2017 study evaluating the approach set forth in this book, researchers found that poor time management was one of the primary barriers to task completion (Prevatt et al., 2017). Moreover, timed tasks tend to result in cognitive overload in subjects with ADHD. Although studies around this have mostly focused on children and adolescents, evidence suggests that perception of time is a mediating factor between ADHD and deficits in executive functioning and can result in significant difficulties for people with ADHD.

Generally, the more structure and routine incorporated into the life of an adult with ADHD, the more successful they will be in managing their time. In addition, setting specific (and realistic) time frames for meeting goals will help you to achieve objectives and goals quicker and easier. Implementing time management strategies targeting both big and small tasks can help you, as an adult with ADHD, gain better control over your life, reduce anxiety, and improve productivity. Research on adults with ADHD has shown that individuals who are most successful at reaching their goals are able to follow the regime of breaking down their objectives into small steps and setting strict timelines for completing their objectives. One study participant named Evelyn felt that the “process of making little steps and listing what it would take to meet the larger agenda made things much more manageable.” Along related lines, those individuals who consistently write in and follow planners or calendars meet more objectives than those who cannot manage to keep some type of planning device (Reaser, 2008). Not surprisingly, learning time management and organization skills has been linked to better academic performance in students with ADHD (Prevatt et al., 2006).

Another important research finding is that individuals who find “micromanaging” their goals and keeping a planner too rigid and overwhelming are less successful in obtaining their objectives. For example, Susan, who had a history of getting easily overwhelmed by details, felt that it “freaked her out a little bit.” If you or your loved one is unable or unwilling to break down goals or objectives into more precise and manageable steps, or to consistently record assignments on some type of calendar, this may indicate that you will have a more difficult time getting everything accomplished. It may also mean that you are struggling with a high degree of anxiety in addition to your ADHD symptoms, which should be addressed.

WHY DO I PROCRASTINATE? IDENTIFY YOUR “TYPE”

People with ADHD struggle with procrastination significantly more than do people without ADHD. To tackle the issue of procrastination head on, it is important to first understand why you procrastinate. The following examples illustrate five reasons why you may be putting things off. You may see yourself in one, some, or all of these examples. Read them carefully, and then use the space provided to write down your procrastination style(s), personal examples of each, and a brief description of one thing you can do to try to procrastinate less.

FIVE KINDS OF PROCRASTINATORS

Homer Simpson—The Ineffective Prioritizer

Ineffective-prioritizer type procrastinators attend to those tasks that are most convenient, salient, or interesting. In essence, priority is sacrificed for ease. The problem is that although these easy tasks are being attended to, other tasks begin to pile up, and soon an excess of important responsibilities has been overlooked. Eventually, all of the tasks become urgent—both the backlog of old tasks and imminent new ones—causing stress and confusion. The ineffective-prioritizer type procrastinator is then forced to drop their current tasks to attend to the urgent ones, barely squeaking by. When this happens, your priority becomes what is urgent; however, the tendency to want to engage in those nonurgent, nonpriority tasks still exists. An endless cycle ensues: The ineffective-prioritizer type procrastinator becomes bound to pressing issues; therefore, they are unable to establish the appropriate priorities and constantly seek to reduce stress by attending to tasks that are neither urgent nor priority.

Homer Simpson’s character on The Simpsons consistently deals with this challenge. He’ll often promise his wife, Marge, that he will complete an important task for her and then finds himself sitting at the bar in Moe’s Tavern instead. At the end of an episode, he is often feeling remorseful and trying to make amends for his poor decisions. Needless to say, taking the time to create and stick to a well-laid plan and completing the most pressing tasks first will help resolve the problems of an ineffective prioritizer.

When deciding what tasks should come first, second, and third on your list, think of the consequences of not completing each task and whether there is a specific due date associated with each task. Use numbers, letters, or even colored star stickers to designate around five levels of priority, and then create a legend to keep with your planner.

For example,

1. Task is “due” in 1 week or less, or my boss expects me to complete it ASAP. If not complete, I could lose my job.
2. Task is “due” in 2 weeks or less, or a team member has expressed that he would like to see results soon. If not completed, my coworkers will be angry.
3. Task is “due” in 3 weeks or more, or it is something that I would like to get off my plate. If not completed, I will be disappointed.
4. Task has no pending “due date” and is something that would be nice to have done at some point. If not completed, it’s okay.

Winnie the Pooh—The Forgetful Type

Many individuals with ADHD also struggle with poor working memory (Weigard & Huang-Pollock, 2017). Working memory is a system for temporarily storing and managing the information required to perform complex cognitive tasks such as learning, reasoning, and comprehension. No matter how well these individuals plan and prioritize, problems with memory often keep them from accomplishing their goals. Winnie the Pooh, that loveable childhood classic character, frequently struggles with working memory issues. In one of his adventures, Pooh Goes Visiting and Pooh and Piglet Nearly Catch a Woozle, Pooh sets out a honey jar to try and catch a Woozle; then, forgetting what he has done, he finds himself caught in the jar while attempting to get the honey for himself. Of course, this leads Piglet to think there is a nonexistent Woozle inside and Christopher Robin to once again declare, “Silly Ol’ Bear!” Because Pooh was unable to store the fact that he had put out the honey for the Woozle, he was unable to reason that he should not attempt to eat it himself.

Several tricks can help you remember things better. Post-it notes or messages on the bathroom mirror, writing things on your hand, or setting alarms on a cell phone can all be helpful. However, the best and most sustaining way to remember things is to get into the habit or routine of writing them down in one place (i.e., in a planner or task management app) and looking in that place multiple times per day. This can be difficult at first, but, just like brushing your teeth, once you do it enough, it can become second nature. For the forgetful type, repetition and consistency are the keys.

“Dug” the Dog—The Easily Distracted

If you were fortunate enough to see the fantastic 2009 award-winning Pixar film Up, you will surely remember the laughable, lovable character Dug, the talking dog. Dug had a short attention span, to say the least. Every time he set forth on his journey and an errant noise or movement occurred, Dug completely lost his focus and shouted, “Squirrel!” It is no secret that being easily distracted is a major symptom of ADHD. What may not be as obvious is how distractibility plays into the idea of procrastination. Distractibility not only occurs in the moment, such as when one is briefly distracted by a noise, but it can also unravel even the best-laid plans when something else “comes up.” To help control this impulse, “Dug” must learn to first identify common distractions and the emotional boundaries they cross. Let’s say every time you use your phone with the intention of checking email, you get pulled to social media and end up watching hours of cute animal videos. This leaves you feeling guilty and anxious. Deleting or blocking your social media app during work hours or using your computer only to check email will certainly help. However, paying attention and identifying when your emotional boundaries are crossed can serve as an indicator that you are off track. Is that sick, guilty feeling creeping up during your workday? Check in with yourself, and you might find you have been distracted by something. The use of rewards and consequences for the completion of tasks can also aid in limiting attention, as discussed in Chapter 2.

The Seven Dwarfs—The Big-Picture Type

Many adults with ADHD share the erroneous perception that most tasks come as an inseparable whole. By assuming that a particular goal or task cannot be subdivided or dealt with systematically, one can easily become overwhelmed and give up. In Chapter 7 on organizing your space, I discuss “chunking” in terms of space. The same principles can and should be used when it comes to both division of tasks and division of time. In Disney’s Snow White and the Seven Dwarfs, the dwarfs kept their cottage in the woods dirty and disorganized. We believe this is because the dwarfs each looked at the huge mess and found it too much to handle. However, when Snow White broke down the space into seven small tasks that they could do individually, the place was cleaned up in no time.

Just as one space can always be divided into two smaller spaces, one task can always be divided into two smaller tasks. Just as one task can be divided into two smaller tasks, 1 hour can be divided into 2 half hours, and so on and so forth. Mastering this skill will ultimately reduce anxiety and feelings of being overwhelmed and, in turn, increase your motivation to continue a task to completion.

Charlie Brown—The Perfectionist

A 2017 study by Ramsay found perfectionism to be the most frequently endorsed cognitive distortion in a clinical sample of adults with ADHD. Ramsay further broke down perfectionism into two types common to individuals with ADHD. He called the first type “back end perfectionism,” which he defined as having extremely high, rigid standards for quality, details, and/or performance. In our offices, we occasionally see this type of client. Brad, for example, had been a stellar student, but he hit a roadblock halfway through his career when he was promoted to a managerial position. Finding himself in charge of other people, he became paralyzed and started to procrastinate on assigning projects to his staff. The source of his procrastination was the incredibly high expectations he had created for himself over the years: getting straight As and completing a master’s degree straight out of undergraduate school. He did not want to produce something that was anything less than spectacular, and, therefore, he did nothing. Just as Brad had to discover in treatment, this perfectionistic individual must learn to create realistic goals—whether they involve writing a dissertation, planning a project, or even organizing the kitchen. Setting limits on the time allowed to complete a task and creating an effective incentive system will help you to gain control over your perfectionism.

Ramsay (2017) defined “front end perfectionism” as a mindset that manifests as rigid standards or preconditions that must be met in order to engage in a task or endeavor (e.g., “If circumstances are right, then I can perform the task”), as well as a corresponding and self-distrusting conditional belief (e.g., “If circumstances are not just right, then I cannot perform the task”). Front end perfection, he asserts, runs the risk of being overgeneralized and generating irrational escape and avoidance, creating a thought of “I know I can do this . . . but I do not trust that I can make myself do it right now.”

Who else comes to mind but the relentlessly insecure Charlie Brown, characterized by his constant intrusive thoughts that he is less than perfect and, thus, incapable of reaching his goals: “If I stand here, I can see the Little Red Haired girl when she comes out of her house. . . . Of course, if she sees me peeking around this tree, she’ll think I’m the dumbest person in the world. . . . But if I don’t peek around the tree, I’ll never see her. . . . Which means I probably AM the dumbest person in the world. . . . Which explains why I’m standing in a batch of poison oak.”

Those who struggle with perfectionism would do well to nourish their “growth mindset” and challenge their unrealistic though patterns through cognitive behavior therapy (CBT; see Part 1). If dealing with expectations feels too big to handle alone, don’t hesitate to enlist the help of a licensed therapist.

Think about your own procrastination style, and complete the exercise in Exhibit 5.1.

EXHIBIT 5.1. Try It! Your Procrastination Profile

Type(s): __________________________

     __________________________

     __________________________

     __________________________

Example of a time I was the ____________ type: _______________

_______________________________________________________

______________________________________________________

One thing I can do to procrastinate less in this way:

_______________________________________________________

_______________________________________________________

_______________________________________________________

Example of a time I was the ____________ type: _______________

_______________________________________________________

_______________________________________________________

One thing I can do to procrastinate less in this way:

_______________________________________________________

_______________________________________________________

_______________________________________________________

Example of a time I was the ____________ type: _______________

_______________________________________________________

_______________________________________________________

One thing I can do to procrastinate less in this way:

_______________________________________________________

_______________________________________________________

_______________________________________________________

Example of a time I was the ____________ type: _______________

_______________________________________________________

_______________________________________________________

One thing I can do to procrastinate less in this way:

_______________________________________________________

_______________________________________________________

_______________________________________________________

GETTING BACK ON TRACK: IMPROVING TIME MANAGEMENT

Now that we have discussed the reasons for procrastination, we can begin to integrate these ideas into a plan of action to help you overcome poor time management. Digital tools such as phone apps, web-based products, or downloadable programs have advantages and disadvantages, as do paper-and-pencil time management systems. Phones and tablets are portable, convenient, and hold endless possibilities as far as application choices. On the other hand, portable can mean easy to lose, endless notifications can get ignored, and endless possibilities can lead to endless distractions. Also, because these devices are small, it is hard to get a complete picture on a tiny screen. Desktop or laptop computers pose the opposite dilemma; they are big enough and certainly noticeable, but their lack of portability and readiness makes adding tasks as they come difficult. Paper planners, lists, and calendars can be cumbersome and lack alert systems or ease in sharing but gain what psychologists call the “writing superiority effect”—that is to say, the act of writing leads to more complete memory consolidation and knowledge recollection (Janczyk et al., 2018). Here are some ideas to help keep you on track.

Keep Track of Time Using Kitchen Timers, Clocks, Cell Phones, Computers, and Calendars

These and other devices can break down time and issue alarms when a designated period of time has passed. The more external you make the passage of time and the more you structure that time with periodic physical reminders, the more likely you are to manage your time well. Devices like Amazon Echo, Google Home, or Siri on the iPhone have the added benefit of giving verbal reminders and routines so you don’t have to remember to check for tasks and events that are written only. There is even an Echo analog clock that lights up and counts down minutes, providing an added visual for time. The Time Timer is a battery-operated, simpler version of this idea, using a red overlay to count down minutes.

Popular, effective, and tangible paper-and-pencil choices for time management include monthly desk calendars with large boxes to write in or notebook-sized planners with 15-minute increments printed for each day. Monthly calendars have a valuable “in your face” characteristic, great for large looming deadlines. On the other hand, 15-minute planners create a visual representation of time and help with micromanaging. If you prefer to use an electronic device to manage time, most calendar apps also break things down into 15-minute increments, as well as provide a monthly view.

Create Routines

Ideally, you should have at minimum a morning routine and an evening routine. Keep these routines as consistent as possible regarding the order you do things and the amount of time each item takes. This will eliminate decision making, help you feel grounded and in control, as well as cue your body for wake-up and shutdown or sleep. Involve your family members when possible. Routines also help children feel safe and secure, and stress is reduced when everyone knows what to expect. You may also want to introduce routines to your work or school day or weekend or unstructured time.

Learn How to Plan Ahead Realistically

Break down tasks or large goals into smaller, tangible objectives and provide these goals with appropriate deadlines. Breaking down a task into manageable subtasks or steps usually removes the threat and anxiety of having to do a large task all at once. Learn to break down tasks into 15-minute segments to begin with. As you get more practiced at it, you may be able to increase these blocks of time.

Keep a Task List/Running List of “To Dos” That You Can Enter Into Your Schedule

Even items you perceive to be small, easy, or habitual should be kept track of. This can be done within your planner, in a separate notebook, on a whiteboard, or on your device. A task list is an effective way to track the items needed for completion of a task or project and even how much time each item will take. This is different than a planner or calendar system, which is used to plan WHEN an item will be completed within your schedule. When addressing your task list, make sure to check off the items as you go along.

One option for keeping track of to-do list items is to put your list on a prominent wall that you see frequently. Use painter’s tape to create three columns on a wall you pass by often. Write the words “to do,” “working on,” and “done” on three separate pieces of tape and put one above each column. Use Post-its to capture new items as they come up. You can even use one color of post its for “work to dos” and another for “home to dos,” and so on. When you come up with a new item, write it on the correct Post-it and put it in the “to do” column. Once you have begun to address the item, move it to “working on,” and, finally, when you are finished with it, move it to “done.” This is a creative and fun way to not only keep track of your to-do list but also be reminded of all that you have accomplished in your done column.

Popular task management apps include Google Task, Todoist, and Trello. Or you may choose to create your own electronic document to keep track of items. Task Timer is an application that allows you to pick a task and choose the completion time. It helps to keep you on track by showing time elapsed and time remaining. It also includes breaks and uses a vibration reminder to help you stay on task. Skoach is an online integrated task list and calendar with color coding and text-message and email reminders that is accessible on most mobile devices. It was developed by clinical psychologist and ADHD authority Kathleen Nadeau specifically for adults with ADHD. Epic Win uses video game elements to appeal to the ADHD brain. It incentivizes completing tasks by allowing you to pick up points and “treasure.” The iReward Chart allows you to input goals and track progress over the course of a week and then earn stars on your way to completion of a task.

Give Yourself Credit When a Task Is Accomplished

For more on this idea, see Part I on goal setting and using incentives. By registering accomplishment tangibly, you will be more motivated to continue through your day.

Stay Flexible, and Be Prepared to Change Your Plan

Things will inevitably come up to throw your perfectly outlined schedule off course, and you need to be able to adapt. Likewise, regardless of how effectively you manage your ADHD symptoms, you will occasionally have a “bad” day during which you are unable to complete the tasks at hand. I liken this situation to hiking up a mountain. You may get halfway up and hit a rough patch that causes you to stumble and lose your footing. When this happens, the important thing is not to then go rolling back down to the bottom of the hill. Instead, you should be able to brush yourself off, reroute your course, and find your way back up the trail. Finally, you may at some point become bored with a system that once worked very well for you—that’s the nature of ADHD. Don’t think this means you haven’t found the “right” tool yet. It simply means that, although that tool worked for a certain period of time (and may work again later), you need to find a new tool for a while.

Keeping these ideas in mind, the next step in managing your time more efficiently is to find a planner, appointment book, or software program that works for you. These tools help to address problems with disorganization, as well as poor working memory. There is no “magic bullet” when it comes to agendas. Try not to get sucked into thinking you need some fancy or expensive device. In fact, deluxe planners that come with stickers, pockets, and categories for everything or apps with too many features will probably make you feel more overwhelmed than you already do. Instead, think simple and straightforward to begin. Once you have the hang of using it, you can customize your time management system to your liking.

SPECIFIC TOOLS

Next, I discuss a few options for adults with ADHD and the pros and cons of each. In addition, I offer a way to enhance your time-management technique, regardless of what type of planning tool you choose. Remember that there is more than one way to use each tool. Just because you have used something similar previously without success, it doesn’t mean you will always be unsuccessful. You may just need to try using it in a slightly different way or be ready to add incentives when the first way you try no longer works. A professional coach or therapist can help teach you the skill of scheduling and how to apply the methods set in this chapter if you have difficulty doing so on your own.

Quarter-Hour Planners

I recommend that everyone try a quarter-hour planning system. This can be done via pencil and paper or online via programs like Microsoft Outlook or Google Calendar or most calendar apps. If you can master this type of time tracker, you have the best chances of keeping your days organized and efficient. What makes the quarter-hour planner unique is that it creates a visual representation of time in small segments. Most planners do not account for time, let alone 15-minute blocks of time. Instead, they provide you with a large empty rectangle that says “Monday” on the inside. You are then expected to write down all the things you would like to get done that day and somehow fit it all into 24 hours. Quarter-hour planners, conversely, invite you to break down large tasks into smaller pieces and help you to see where you can fit a particular task into your busy day. For example, let’s say it’s Monday, and you would like to cook a nice dinner from scratch for your family this coming Sunday. In the meantime, you have to go to work, pay your bills, do laundry, clean yourself every day, and help children with homework (to name a few). You may think that, on Sunday, you can just make a quick trip to the grocery store and throw something on the table, but when you have tried this in the past, you have ended up ordering take-out Chinese at the last minute because you “didn’t have time.” You do have time, and the quarter-hour planner will help you see where it is. Exhibit 5.2 shows a sample planner.

EXHIBIT 5.2. Sample Quarter-Hour Calendar

To use the quarter-hour planner effectively, you first need to list all of your ongoing or repeating weekly activities in order of priority, and estimate the amount of time each will take. When listing weekly tasks, try to remember even the smallest of things such as brushing your teeth or taking out the garbage. They may seem insignificant, but these small events add up and, if unaccounted for, can cause major disruptions to your schedule. Make sure to include time for “brain breaks” or “me time” to refill your energy bucket. The following is an example of just some of the things the average adult might include on their weekly schedule:

• At work (8 hours)
• Driving to work (45 minutes)
• Driving home from work (45 minutes)
• Sleep (7 hours)
• Shower and get ready for work (brush teeth, style hair, put on makeup, get dressed; 1.5 hours)
• Prepare and eat breakfast (30 minutes)
• Prepare lunch to bring to work (15 minutes)
• Have lunch (1 hour)
• Make dinner (30 minutes)
• Eat dinner (30 minutes)
• Get children up and off to school (45 minutes)
• Help children with homework (30 minutes)
• Take an evening walk (30 minutes)
• Take medication (15 minutes)
• Fold laundry (30 minutes)
• Vacuum the house (1 hour)
• Clean the bathrooms (30 minutes)
• Feed the pets breakfast (15 minutes)
• Feed the pets dinner (15 minutes)
• Water the plants (15 minutes)
• Get and go through the mail (15 minutes)
• Collect and take out the trash (15 minutes)
• Pay bills (30 minutes)
• Fill the car with gas (30 minutes)
• Brain break (20 minutes)

Although it may seem a bit daunting to see so many items, remember that most adults with ADHD thrive with routine and structure. Adults with ADHD tend to be poor estimators of how long a task may take or how much time has passed during a given task. Thus, prior to creating a schedule, it is helpful to take a week or two to record what you did after doing it. This takes out the guesswork, providing a clear picture of how long each item on your list actually takes. I also advise that, when in doubt, overestimate. As a general rule, adding an extra 15 and sometimes 30 minutes onto a given task can never hurt. Plus, you never know when you may need to run to the restroom.

In Exhibit 5.3, create a list of your regular ongoing weekly activities and order them from most important to least important. On the adjacent line, write how long each task will take, remembering to err on the side of overestimation.

EXHIBIT 5.3. Try It! Ongoing Weekly Activities and How Long Each Activity Takes

 1. ___________________________________________________

 2. ___________________________________________________

 3. ___________________________________________________

 4. ___________________________________________________

 5. ___________________________________________________

 6. ___________________________________________________

 7. ___________________________________________________

 8. ___________________________________________________

 9. ___________________________________________________

10. ___________________________________________________

11. ___________________________________________________

12. ___________________________________________________

13. ___________________________________________________

14. ___________________________________________________

15. ___________________________________________________

16. ___________________________________________________

17. ___________________________________________________

18. ___________________________________________________

19. ___________________________________________________

20. ___________________________________________________

Next, insert the items from your list above into the quarter-hour calendar in Exhibit 5.4, starting with the top-priority items and working your way down to the bottom of your list. For your work schedule, you may choose to delineate work tasks within the same planner as your personal life or use something completely different. Many people choose to use something like Microsoft Outlook if their entire office is on the same system, but then use a paper-and-pencil quarter-hour planner for everything else. If this is the case, you would need to simply draw a line through the hours you will need for work.

EXHIBIT 5.4. Try It! Quarter-Hour Calendar

Time	Monday	Tuesday	Wednesday	Thursday	Friday
6:00 a.m.
6:15 a.m.
6:30 a.m.
6:45 a.m.
7:00 a.m.
7:15 a.m.
7:30 a.m.
7:45 a.m.
8:00 a.m.
8:15 a.m.
8:30 a.m.
8:45 a.m.
9:00 a.m.
9:15 a.m.
9:30 a.m.
9:45 a.m.
10:00 a.m.
10:15 a.m.
10:30 a.m.
10:45 a.m.
11:00 a.m.
11:15 a.m.
11:30 a.m.
11:45 a.m.
12:00 p.m.
12:15 p.m.
12:30 p.m.
12:45 p.m.
1:00 p.m.
1:15 p.m.
1:30 p.m.
1:45 p.m.
2:00 p.m.
2:15 p.m.
2:30 p.m.
2:45 p.m.
3:00 p.m.
3:15 p.m.
3:30 p.m.
3:45 p.m.
4:00 p.m.
4:15 p.m.
4:30 p.m.
4:45 p.m.
5:00 p.m.
5:15 p.m.
5:30 p.m.
5:45 p.m.
6:00 p.m.
6:15 p.m.
6:30 p.m.
6:45 p.m.
7:00 p.m.
7:15 p.m.
7:30 p.m.
7:45 p.m.
8:00 p.m.
8:15 p.m.
8:30 p.m.
8:45 p.m.
9:00 p.m.
9:15 p.m.
9:30 p.m.
9:45 p.m.
10:00 p.m.

Then, in Exhibit 5.5, write down any “extra” activities you would like to schedule into your week, including extracurriculars, and break down the extra activities into small steps or segments of time. Write down how long each step will take.

Now, go back to your calendar in Exhibit 5.4 and insert extra activities wherever you have space in your planner, ideally, doing one small item per day or so.

EXHIBIT 5.5. Try It! Time Required for Extra Activities

Activity and steps	Time required
1. _______________________________________ a. _____________________________________ b. _____________________________________ c. _____________________________________ d. _____________________________________ e. _____________________________________	a. __________ b. __________ c. __________ d. __________ e. __________
2. _______________________________________ a. _____________________________________ b. _____________________________________ c. _____________________________________ d. _____________________________________ e. _____________________________________	a. __________ b. __________ c. __________ d. __________ e. __________
3. _______________________________________ a. _____________________________________ b. _____________________________________ c. _____________________________________ d. _____________________________________ e. _____________________________________	a. __________ b. __________ c. __________ d. __________ e. __________
4. _______________________________________ a. _____________________________________ b. _____________________________________ c. _____________________________________ d. _____________________________________ e. _____________________________________	a. __________ b. __________ c. __________ d. __________ e. __________
5. _______________________________________ a. _____________________________________ b. _____________________________________ c. _____________________________________ d. _____________________________________ e. _____________________________________	a. __________ b. __________ c. __________ d. __________ e. __________

Some individuals will shy away from micromanaging (such as those with high anxiety) and will find the above approach too nerve wracking. Should you be one of those anxious individuals, keep in mind that there are other ways to use your quarter-hour planner that offer you some added flexibility in how your day goes. For example, consider blocking your day into three large sections of morning (6 a.m.–12 p.m.), afternoon (12 p.m.–5 p.m.), and evening (5 p.m.–11 p.m.) and, instead of putting specific times when you want to complete something, put a list of three or so items you would like to address during this time in each block. Allow yourself the flexibility to choose what you work on first, second, or third, as long as it is within the appropriate time block. Some people find this way of using their quarter-hour planner less stressful and, thus, accomplish more throughout their day.

Once you have mastered the process of scheduling and following through with your regular schedule, you can attempt to insert some extra activities, such as the previous example of making a nice family dinner from scratch. To do this, first break down your goal of making dinner into smaller tasks or steps and estimate the time each will take, always overestimating by at least 15 minutes per task. Don’t forget even the smallest of steps, such as setting the table before your meal.

For example, suppose your goal is to make dinner for the family. These might be your steps:

1. Find a recipe (30 minutes)
2. Write down the necessary ingredients (30 minutes)
3. Drive to the store (30 minutes), buy groceries (2 hours), drive home (30 minutes), and unpack groceries (30 minutes; total: 3.5 hours)
4. Prep food (1 hour)
5. Cook food (1.5 hours)
6. Set the table (30 minutes)
7. Clean up the kitchen (1 hour)

Now you can clearly see how this task could take almost half a Sunday in itself, and if you left it to be completed all in 1 day, you would surely be disappointed. Because the rest of your schedule has been written out in the quarter-hour planner, you can now begin to insert these steps into the empty spaces throughout the week, leaving Sunday for Steps 5 through 7.

The most important thing when it comes to a portable planner such as the quarter-hour planner is to make its use a habit or routine. Make sure you carry it around with you, keep it in the same place when not in use (so that it doesn’t get lost), and look at it several times a day, perhaps pairing this with your daily meals. However, as with all tools for adults with ADHD, quarter-hour planners have pros and cons.

Quarter-hour planner pros:

• creates a visual of time
• allows you to break down large tasks into smaller subtasks
• helps you to see where in your day a task may fit
• creates structure and routine
• is portable
• minimizes the tendency to become overwhelmed or procrastinate because tasks can be completed in small steps

Quarter-hour planner cons:

• micromanaging approach can increase anxiety for some
• requires constant updating and weekly scheduling
• must be opened and viewed several times a day

Large Monthly Calendars

Large monthly calendars offer some features that you won’t find in most book-size, portable agendas. For starters, the paper versions are too large to move from place to place and, therefore, are harder to lose. Second, they allow you to see multiple weeks at a time rather than just one. These large monthly calendars can be paper, dry erase, or digital. When using a calendar that allows you to view one week at a time, it is difficult to keep long-term projects or upcoming events in mind. Often, the scenario plays out like this: You are feeling confident because you have been regularly using your weekly agenda, writing in it, and checking it multiple times a day. You have a relaxing, carefree weekend. Then Monday comes. You sit down at your desk at 9:02 a.m., ready to face the day. You turn the page of your planner to your new week and—whoops! There, written in big capital letters, is that big client meeting that was scheduled weeks ago. You completely forgot because there was no prep work other than to wear your best suit (which you did not) and psych yourself up (which you did not). Oh, and it started 2 minutes ago. Using a large monthly calendar may help you avoid this scenario. Whenever possible, we recommend using both a quarter-hour planner or other weekly agenda book in conjunction with a large monthly calendar.

When using a paper version of this tool, to most effectively plan long-term with a monthly calendar, we suggest you purchase the calendar that is meant for a desktop. But do not put it on your desktop. If you do, it will surely get covered by stuff in no time. Instead, hang it on the wall next to your desk or wherever you do most of your work. The blocks on these desk calendars are large enough for you to write down multiple items. Many even come with lines within the boxes to help keep writing neat and organized.

Large monthly calendars are not meant for micromanaging. Leave nightly assignments and daily household tasks to the smaller weekly and daily planners. Instead, write only your large or long-term projects and big events on these time management tools. This will help you to keep a big picture view but not to the extent that you will become overwhelmed. Here are some pros and cons of a large monthly calendar.

Large monthly calendar pros:

• difficult to lose
• can view multiple weeks at a time
• large blocks fit lots of writing
• helps you to see the “big picture”

Large monthly calendar cons:

• cannot write things as they come up—lack of portability with paper version
• does not show time (only days)
• not enough space for daily tasks or routine activities

Color Coding

Many adults with ADHD consider themselves to be visual learners (learning through seeing) or kinesthetic learners (learning by doing) rather than auditory learners (learning by hearing). Verbal instructions often get forgotten about within minutes. All planners and agendas are visual aids to help you remember. The physical act of writing down what needs to be done makes the practice of using a planner kinesthetic as well. Another highly effective way to strengthen the visual aspect of using a planner is color coding. Like any new tool, color coding takes some effort at first but ultimately can become routine and actually decrease your stress when engaging in time-management exercises. Take a look at the following list:

• Wash car
• Fix dinner
• Pay bills
• Answer emails
• Call boss
• Cancel credit card
• Mow the lawn

Seeing one big list can seem a little overwhelming, right? So, instead, let’s say that you have created a color-coding system that designates yellow for household chores, green for financial tasks, and red for work-related activities. The same list now looks like this:

• Wash car (yellow)
• Fix dinner (yellow)
• Mow the lawn (yellow)
• Pay bills (green)
• Cancel credit card (green)
• Answer emails (red)
• Call boss (red)

By using a color system, you have broken up what seemed like one blur of a list into three smaller, more manageable sublists. You can see priorities pop out easily—in this case, using the color red for work-related activities may mean “Stop! Do these items first.” Figure out a system that makes sense to you, using no more than four to seven colors to avoid confusion and negate the purpose of color coding. Once you have your system in place, color coding can be used in both weekly (quarter-hour) planners and large monthly calendars, as well as on the computer or with paper and highlighters.

Pros of using apps:

• portability and accessibility of mobile devices
• can easily merge data with others
• can set reminder alarms, group data, color code, etc.
• online (cloud-based) information can’t get lost/deleted

Cons of using apps:

• small size makes some devices easy to misplace or forget about
• can’t access data if the device isn’t working or crashes
• visually overstimulating or confusing to some adults with ADHD

No matter what system you choose, the most important factor will be to use it with diligence and consistency. The more routinely you use your preferred time-management tool, the easier and more automatic this task will become, freeing up your mental energy for more important things. Once you have mastered the art of time management, you will be well on your way to successfully managing many of your other ADHD symptoms.

SUMMARY

Here are the important points you will want to take away from this chapter. Use the following checklist to note the areas you have thoroughly studied. Leave the box empty if it is an area you would like to come back to and review further.

• I understand the pitfalls of time management as they relate to ADHD.
• I have discovered methods to combat struggles with time management.
• I can identify the reasons why I procrastinate and have learned how to resolve these issues.
• I have learned ways to reduce my fear as it relates to time management and getting things done.
• I understand how to get back on track when I slip up and have learned how to apply some specific time-management techniques.