ep 132: REBROADCAST ADHD Time Management - The System That Finally Worked for Me

ep 132: REBROADCAST ADHD Time Management – The System That Finally Worked for Me

For years, I thought I was just “not a person that could manage time.” I’d try, fail, try again, and fail again. Then I built an ADHD time management system that actually stuck.

This wasn’t about finding the perfect app. It was about understanding what works for my ADHD brain and committing to using it consistently. Today, I run two businesses, show up for my family, and actually get things done—not perfectly, but consistently.

In Episode 132, I break down my complete time management system for ADHD and show you exactly how to build one that works for you.

🧠 The Problem (Why Most Time Management Systems Fail)

You’ve probably tried building a time management system. You’ve used calendars, planners, time-blocking apps, productivity hacks. And nothing stuck.

Here’s what I discovered: Everyone teaches you the tools of time management, but almost nobody teaches you the mind piece.

You can have the perfect calendar. But if your brain is telling you that task is:

Too scary
Too big
Going to open a can of worms

…you’ll sit down to do it and want to do literally anything else instead.

That’s where systems fail. Not because the tools are wrong. Not because you lack discipline. But because the thoughts underneath are blocking you.

This is why so many people abandon their time management system after a few days or weeks. It wasn’t the system—it was the mind.

🎯 What Actually Changes Things (The Foundation of My ADHD Time Management System)

After years of struggling, here’s what finally worked for me:

1. Mind Management + Time Management Together Not just the tools, but getting curious about what’s actually stopping you from using them

2. A System I Actually Use Not searching for the perfect system, but committing to a system

3. Understanding How My ADHD Brain Works Building my time management system around how I’m wired, not against it

4. Support to Keep Going Getting coached through the stuck points instead of white-knuckling alone

🗓️ Building Your ADHD Time Management System: The Tools

1. Google Calendar: The Foundation

Google Calendar is the anchor of my ADHD time management system:

Repeat events — I don’t reinvent the wheel; I set things once and they recur
White space — I deliberately keep empty time so I’m not feeling boxed in
Sync with scheduling — It syncs with my Acuity Scheduling, so client bookings automatically appear
Mobile widget — I have my calendar on my phone, always accessible (but I’m not obsessing about what’s next—I trust it’s there)

Alternative: Some of my clients prefer paper calendars for the tactile, visual experience. The best time management system is the one you’ll actually use.

2. The “Now vs. Not Now” List: The Game-Changer

This came from Dr. Hallowell’s framework of how ADHD brains work:

Now — Important right now; I’m focused on it
Not Now — Not important right now; I intentionally set it aside (not forgotten, not stressing about it)

This is one page in my Tul Planner, and it’s transformed how I manage overwhelm. Everything that’s not pressing right now goes here. When I look at that list, I’m not stressed—I’m relieved because I know it’s somewhere safe.

3. Offloading Everything From Your Brain

This is critical. I used to keep everything in my head, and it was exhausting.

Now I capture ideas everywhere:

Phone notes — Video ideas, quick captures
Post-its — For sudden inspiration while running around the office
Voice notes — Ideas on the go
ChatGPT voice — For fleshing out ideas while capturing them

All of these go into one central place every week or two. What doesn’t serve me, I throw away. What works, I move forward on.

4. Trello: For Delegation and Projects

I use Trello with my assistant to track:

In-progress items
Delegated tasks
Multi-step processes (like podcast production)

This keeps me from keeping other people’s tasks in my head.

5. Time Blocking Done Right (Without the Stress)

Here’s where people get it wrong: They think time blocking means being locked into a rigid schedule.

But in my ADHD time management system, time blocking is flexible:

You’re the boss — Change your schedule whenever you want
Track planned vs. actual — Note what you planned to do and what actually happened. This shows you the truth without judgment
Keep white space — Empty time gives you breathing room. Life happens.
When you avoid something, get curious — Don’t beat yourself up. Ask: Do I need more info? Is it too big? Am I afraid?

Time blocking fails when you make it restrictive. Mine works because I made it flexible.

6. Routines: The Non-Negotiable (Even If You Hate Them)

I used to think routines were boring. I was wrong.

Routines are the piece that made everything else work. Once I added routines to my time management system, I went from struggling to thriving.

Why routines matter:

Decision fatigue disappears — Your brain doesn’t decide what comes next; it’s already planned
You relax more — Not constantly planning and thinking ahead
Important things happen automatically — No willpower needed
You have mental energy for decisions that actually matter

My routines include:

Morning routine (locked in, even posted in the bathroom so I remember)
Evening routine
Work routine (the minimums that must happen daily)
Even shower routine (decide shampoo order once—then it’s automatic)

📊 Daily vs. Weekly Planning in Your ADHD Time Management System

These are different tasks:

Daily Planning (5-10 minutes): Look at your to-do list and ask: What needs a time block on today’s calendar?

Weekly Planning (5-10 minutes): Ask: Are all client schedules set? Is there time for big projects coming up? (This prevents important work from getting pushed.)

Both matter. They’re different things.

🧠 The Mind Management Piece (Why Most People Abandon Their Time Management System)

This is where I credit coaching.

When you sit down to do something you planned and:

You don’t want to do it
You feel stuck
You feel afraid
You feel overwhelmed

…that’s not a time management problem. That’s a mind management problem.

Questions to ask yourself:

Is it too big? Break it down further. There’s nothing wrong with needing help breaking things down. I do too.

Do I need information? Get the info you need to start. You don’t have to have all the answers.

Am I afraid? What am I afraid will happen if I start this? Sometimes projects feel dangerous because of where they lead. Getting support helps you see the thoughts underneath.

Is my brain just full? Do you have white space on your calendar? Are routines in place? Are you offloading everything from your head?

This is the piece that separates people who use a time management system successfully from people who abandon it. It’s not about the tools. It’s about the mind.

💡 The Quote That Changed Everything

“You cannot fit what’s important to you into the cracks of time that you have.”

Once I got that—really got it—everything shifted.

I stopped hoping time management would magically happen and started building a system. I stopped thinking I wasn’t capable and started getting the support I needed. I stopped being a person who tried and became a person who does.

🎯 Building Your Own ADHD Time Management System: The Action Steps

1. Pick ONE tool to start. Don’t overthink it. You won’t know if you like it until you use it. Give it 10 minutes daily, not hours of setup.

2. Make your system searchable. Whether it’s Post-its, voice notes, or digital files—you need to find things when you need them.

3. Get curious, not critical. When you avoid something, ask why instead of beating yourself up.

4. Add routines to your calendar. Don’t just “remember” them. Put them on repeat in your calendar so they become automatic.

5. Keep white space. A packed calendar feels stressful and restrictive. Leave room for life.

6. Get support for the mind piece. If you keep abandoning systems, the issue isn’t the system. Get a coach, therapist, or trusted friend to help you see what’s underneath.