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If managing your business feels like you’re trying to juggle 15 balls while riding a unicycle, I get it. As an ADHD entrepreneur, the chaos of day-to-day tasks can be completely overwhelming. But what if I told you that the right business systems could help you juggle fewer balls – and keep them from dropping?
We’re about to take you from drowning in the manual day-to-day tasks to building ADHD-friendly business systems that are simple, flexible and sustainable. You’re about to go from a stressed-out, overworked entrepreneur to having more time and less stress, thanks to systems that actually work for the ADHD brain. The best part? You don’t have to be a tech and operations guru to actually figure this all out! If I can do it, so can you. Let’s dive in!
Start with Project Management – Your Business’s Control Center
Everybody needs a project management system, whether you’re a solopreneur or have a team! You need a digital brain that holds everything for you, so you’re not relying on sticky notes, random papers or trying to remember what’s due next. My absolute favorite project management system is Asana because it’s super easy and fun to use. There are also others out there that I’ve used in the past, like Trello and Monday. Figure out what works best for you and get to work!
Once you choose which software you want to use, you’ll need to set it up. Keep it simple: create high-level categories (ex: client work, admin tasks, marketing, business) and break them into bite-sized to-dos. Slowly work on building out your processes as you add them to your project management system. They don’t have to be perfect in the beginning and if you’re anything like me, you’ll forever be tweaking them to include tasks you don’t need to forget!
Pro Tip: Use color coding to visually organize projects. Our brains love color, so use it! Make urgent projects stand out with a bright red and break those projects into small, easy-to-tackle steps.
Task Prioritization – What to Focus on First?
The ADHD struggle is real – so many tasks, but how do we know what’s important? It’s too easy to get lost in the weeds, unsure of what to tackle first. You might start working on one thing, but halfway through, you jump to something else. Sound familiar? It happens to the best of us.
This is where simple prioritization techniques come in handy. Try using the Eisenhower Matrix: separate tasks by urgency and importance. Or, if that feels too formal, create a daily “must-do” list of 3 tasks that’ll move the needle the most in your business. Try not to focus on what would be the most fun to work on, but what actually needs to be worked on.
Pro Tip: ADHD brains can sometimes be overly optimistic about how much can be done in a day. Be kind to yourself – less is more when it comes to priorities. It’s better to check off everything on your list for the day than overfill it and give yourself unrealistic expectations!
Automations – Let Tech Do the Work for You
Next up on the business systems tour is one of my favorite things – automations! Less brain power equals more efficiency. Why do the same thing over and over when you can automate it? For ADHD entrepreneurs, automations save you from the small, boring tasks that drain your energy. Let’s take those important but repetitive tasks off your plate!
The world is pretty much your oyster when it comes to automations. A lot of tech has built-in automations (like Asana, QuickBooks Online, Gmail and Anchor). Automate as much of your admin work as possible – Zapier is your new best friend! Have it add new clients to your email contacts or create new tasks in Asana when a new client signs your engagement letter. You’ll thank yourself later.
Pro Tip: Start small. Pick one area of your business to automate first (like invoicing) and build from there. There’s no need to overwhelm yourself by automating everything at once! Take it in bite-sized pieces.
Designing Business Systems that Adapt with You
Rigid business systems can make ADHD entrepreneurs feel trapped, which leads to avoidance. If your system feels too rigid, it’s going to feel like yet another burden. The key? Flexibility. Your systems should work for you – not the other way around!
You need to create adaptable systems and set up processes that can change as your business and needs evolve. Instead of sticking to one method, build in room for change. If you’re using a project management tool, adjust deadlines and task lists as your focus shifts. Keep tweaking until it feels right.
Pro Tip: Review your business systems monthly to make sure they’re still working. Ask yourself: is this system still making my life easier? If not, tweak it until it does. ADHD brains need refreshers and change – it’s part of the process!
Maintaining Business Systems with Minimal Effort
Maintaining your system shouldn’t feel like a full-time job. Once it’s set up, it’s just about making small adjustments here and there. You shouldn’t ever have to overhaul your system. Easily keep it in check by setting aside a monthly check-in to ensure everything is running smoothly.
Once a week, do a quick review. Move any overdue tasks (no judgment here!), reprioritize and make sure automations are working. Easy peasy! If once a week feels like too much, try it every other week. As long as your client work is being submitted on time and you’re paying your bills on time, everything else is flexible.
Pro Tip: Don’t wait until it’s broken. Adjust your system whenever something feels off. If you feel resistance or overwhelm creeping back in, that’s your cue to tweak your system before things spiral out of control.
Take Control of Your Business – One System at a Time
Celebrate, because you don’t have to drown in the day-to-day anymore! By creating business systems that work with your ADHD brain, you can finally free up time to focus on what you love in your business. Pick one area – whether it’s task management, automation or prioritization – and start there. Even small changes can have a big impact. And remember, it’s not about being perfect. As Pam Halpert from The Office would say, “pobody’s nerfect.” Find what works for you and tweak it as you go!
Want more ADHD-friendly business tips? Grab my free guide on How I Saved 5 Hours a Week with Gmail Labels & Filters or follow me on Instagram for more ways to streamline and simplify your entrepreneurial journey!
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