As the busyness of the fall season arrives, many of us find ourselves more time-crunched than ever. And if you have ADHD like me, you know how easy it is to slip into overwhelm at this time. So how can we stay organized at work when life is busy and we’re overwhelmed?
Our brains freak out, thinking, “How on earth can I get everything done when it’s all urgent?!”
If so, I have some good news for you. It doesn’t have to be that way. Really, it’s true!
In episode 218 of the I’m Busy Being Awesome podcast, we’re talking all about it.
Tune in now to discover my top five actionable strategies to help you stay organized amidst the chaos.
Choose the approaches that resonate with you, start small, and move through the season with a bit more ease.
Are you ready?
You can listen to the episode above or stream it on your favorite podcasting app here.
Prefer to read? No problem! Keep scrolling for the entire podcast transcript.
In Episode #218: 5 Tips to Stay Organized At Work, You’ll Discover How To
- Consolidate the tasks on your list for less overwhelm
- Streamline your work for greater effectiveness and efficiency
- Make the most of your time so it doesn’t slip through the cracks
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Episode #218: 5 Ways To Stay Organized at Work When Overwhelmed & Life Gets Busy (Transcript)
If you are listening to this episode in real-time, we’ve reached the end of September.
The fall season is in full swing and for many of us, this can feel a bit like crunch time both at home and at work.
In fact, it is this experience that inspired today’s podcast episode.
I recently had somebody reach out asking about strategies and tips to stay organized at work when everything seems so busy.
I think this is incredibly relatable generally.
Whether you’re thinking about what’s going on at work or at home, activities usually ramp up at this time, we’re entering Q4, and we have a lot going on.
Or looking through a slightly different but related lens, many of us get into a version of waiting mode, either preparing for upcoming holidays or knowing we have upcoming bigger projects and reports for work, but the deadline isn’t super near.
We know we’d benefit from doing something – from getting started on the projects or thinking about the holiday prep, but due to our time blindness, there’s no real sense of urgency.
This often leaves us feeling untethered and unstructured, and we don’t know what to do with ourselves.
We’re feeling stressed but don’t know what to focus on or where to put our energy.
Before we explore these 5, please gently remind your brain that it is not necessary to do all ten of these at once. This is not all or nothing.
As you listen, notice which tips stand out the most to you
Notice the one or two that have you thinking, “Oh my gosh, that would be incredibly helpful.”
Notice those suggestions and lean into them.
You can always come back to this episode at any time to continue implementing the next suggestion. Because again, the process of building supports is step by step. So please don’t expect yourself to do it all at once. Deal?
Lean Into removing Friction
The other thing I want to mention before we talk about these 5 strategies is an overarching concept that I’m often playing with when it comes to getting organized and creating systems for my clients and myself. This concept focuses on friction, and more specifically, the removal and creation of friction.
When things feel especially challenging, or I’m having a hard time getting started or sticking with a routine, or a project, or a task, I often think about removing friction.
I’m asking myself questions like:
- Where in my life would it be beneficial to remove friction so I can streamline processes and make things as smooth as possible?
- Where is it hard for me to do things, and how might I remove some friction to make it a bit easier?
Then, on the flip side, when I notice time unintentionally slipping away, that’s when I asked myself,
- Where would it be helpful to create additional friction?
- What are the distractions that pull me down rabbit holes, and how can I create additional friction that helps me to pause just long enough to make an intentional choice?
So I offer this overarching framework for each of you to keep in mind as you listen to this episode. Whether you want to get yourself organized at work, or you’re using these guidelines to create a bit more structure at home, looking through the lens of friction first can be incredibly helpful.
If you want to take this concept further, I have an entire episode dedicated to friction when it comes to establishing habits.
How To Stay Organized At Work: 5 Strategies
1. Keep tasks and projects consolidated in one place, and review it frequently
When things get increasingly busy, it’s easy for us to stop using the system that works. We grab whatever post-it note or a scrap of paper is nearby, and we jot down the task we need to do or the number we need to call back.
While this can be helpful, the problem is that in a busy season, when things keep coming at us, we tend to lose track of everything when it’s scattered in different places.
This is why I think it is incredibly helpful to keep everything consolidated in one place.
Keep Your To-Do List In No More Than 2 Places
For those of you who like to have both a paper and digital option, brilliant. That works too. But in this situation, limit yourself to two spaces.
- One notebook or planner
- A digital app, whether it’s a larger task or project management tool like Todoist or Asana, or something simpler like the reminders app or notes app in your phone
Your brain will want to go down the rabbit hole doing all the research on all the options. It will tell you that you need to find the best option. Please don’t fall for this. Please don’t use your precious time during this busy season trying to decide which app to use.
If you have an app that you already know works for you stick with it. Or if you have no idea, and you just want something simple, stick with the reminders app, your notes app, or Google Tasks.
- Want something a little more complicated for managing your To Do List? Try Todoist or TickTick
- For project management, check out Asana.
Put a container of time around this search and then choose one.
The most important thing is that you have one consolidated place to store your tasks and reminders.
The easier it is to access it, the more often you will.
Additionally, the easier it is to actually use the system, the more often you will. I’ll be the first to admit that it can be SUPER FUN to set up a super complex system, but I’ll also be the first the admit that the more complicated the system, the less likely I am to use it.
And if it’s too complex to use – if it requires too much executive function late at night when I just don’t have it in me – I definitely won’t use it.
2. Use A startup ritual or morning routine
This tip may feel loaded for those of you who have a lot of thoughts about morning routines. Please notice if you are feeling any kind of resistance or urgency around this suggestion.
So many of us believe we need to have long, elaborate morning routines to be “successful,” and this is just not true.
With that being said, it can be helpful to have some kind of routine or startup ritual in the morning that grounds us in what we’re focused on for the day. And – as always – this can be as simple or complex as you want it to be, as long as it’s supportive of you and your specific goals.
As humans generally, and people with ADHD and ADHD tendencies more specifically – most of thrive on routine and structure.
Now, as I often say on the podcast, it’s different levels of structure and routine; not everyone thrives on following the exact same rigid steps in a row every day, but some form of structure is key for most brains.
The reason why I love routines or startup rituals so much for the ADHD brain is that they remove the guesswork and need for unnecessary decisions.
When we have a simple routine established, we’ve essentially decided ahead of time where we want to focus our attention. Because of this, we don’t have to use unnecessary energy making that decision each day. Instead, we get to focus all of our energy and attention on actually doing the thing.
Example Routine For Work
So what might this look like? For example, if we’re thinking about getting organized at work, maybe you have a startup ritual that helps you build momentum as you gear up for your deep work that morning.
Maybe once you get into the office, you:
- Fill your water bottle
- You sit down at your desk
- As you start up your computer and sip your coffee, you look at the top three things you want to do that day.
- From there, you set a timer to review your task list.
- Once the computer is up and running, you review the upcoming deadlines for the remainder of the week and then scan your inbox for any urgent emails that require an immediate response.
- Since you have a designated e-mail time in about 3 hours, you remind yourself that anything that’s not truly urgent can wait until then.
- Your timer goes off in 10 or 15 minutes, which signals that it’s time to the first task that you identified when you planned out your day the night before.
- If you’re feeling some resistance to getting started on that task, maybe you do a little bit of self-coaching to better understand what’s getting in the way so you can identify the specific supports your brain needs to help you lean in and get started.
Want support learning these self-coaching tools and the ADHD-specific strategies? Be sure to add your name to the wait list for We’re Busy Being Awesome. The next cohort begins shortly, and by putting your name on the waitlist, you’ll be the first to know when enrollment opens. You can tap through the link in the show notes to read more. You won’t want to miss this one.
3. Create and use workflows for repetitive tasks
Keeping with the theme of reducing the need for unnecessary decisions and offloading high-demand executive function tasks in different ways, tip #3 is all about creating workflows for tasks you do often.
This is a process that took me a while to genuinely appreciate.
At first, it seemed a bit unnecessary. A workflow is essentially writing out all the steps required to do a specific task, and I thought to myself, “I already know how to do this thing.
Why do I need to write it out in a workflow?” The answer? Because it reduces so much unnecessary demand on our executive functions! I’m telling you, it’s a game changer.
A workflow is essentially a sequence of tasks that you follow in order to complete something from start to finish.
By knowing each step required in the process, and having it written directly in front of you, you not only reduce the chances of missing important tiny details, but also, your brain doesn’t have to work as hard recalling all of the small steps.
The process of breaking down projects into smaller steps and sequencing them out in the right order is super demanding for an ADHD brain.
When we don’t use a workflow…
We make ourselves do this taxing exercise over and over and over, which drains unnecessary energy and attention. No, thank you.
However, when we can turn the tasks that we do often into a workflow, we remove the friction and make the process so much easier.
When things seem especially busy at work or in our day-to-day lives, having that additional energy in the tank makes a difference. What’s more, I know I tend to miss steps more easily when things are busy, and I have a lot on my radar. Bringing in a workflow helps ensure you don’t miss those steps, either.
Create workflows for virtually everything
I use them for creating my podcasts, writing my e-mail newsletters, creating social media content, planning out launches in the business, teaching a class, etc.
And I’m guessing everyone here has used some form of a workflow at some point in their life because, at its most basic, a recipe is a workflow. You have a starting point. You follow a series of steps. And when you follow all those steps in order, you have a final end product.
For those of you listening with businesses or who are in a role where they delegate a lot – whether to a team or to family members, workflows are extra beneficial.
Because once you have your system down and you’ve written out the steps, you can then hand that workflow over to someone on your team, your VA, or your partner or child or roommate to follow the steps as well. So tip #3, create your workflows.
4. Batch work
I love batch working. It is such an effective and efficient way to use your time in so many situations because it allows you to get into a flow state and stay there.
As we know, ADHD brains struggle with transition periods, and when we are constantly task-switching from one project or focus to the next, we spend a lot of our time in this uncomfortable transition period. By adopting a batch working approach, you reduce those unnecessary transitions significantly.
Batch working means that you work on the same type of task for an extended period of time.
Example
I might batch my podcast process where I write several episodes, then I record several episodes, then Iedit several episodes.
Each of those tasks requires a different part of the brain, so batching allows me to stay in that skill set for an extended period of time, which makes things move more efficiently.
I do the same with creating social media content.
First, I write the content, then I design the graphics. I stay in the writing part of my brain, and then I go into the design part of my brain. And I like to batch several posts at once, not one at a time.
Similarly, you might batch emails. Rather than popping in and out of your inbox all day, where you sometimes read messages, sometimes respond to them, and sometimes just see if anything new came in, you instead set aside an hour, two or three times a day – depending on how much you have coming into your inbox.
- Use the 1st 20 minutes reading and deleting the things that don’t require a response.
- And then the remaining time responding to those that require a longer response.
Essentially, setting up your schedule in a way that allows you to batch your work can be incredibly effective because it creates a sense of order when things seem especially busy – you know exactly what you’re working on – and it helps you stay in your flow state by reducing transition time and distractions that inevitably come up more often when bouncing from one task to the next.
5. Book time in your schedule for actual work with time blocking
One of the biggest obstacles so many of us face is creating time in our schedule to do the work we want to do.
I work with several clients who find themselves playing calendar Tetris with their colleagues all day long, popping in and out of meetings – both virtually and in person. Yet they never actually have time to do the work they’re hired to do.
I’m not going to solve for this overarching problem of the way the corporate world runs meetings in one tip of a podcast, but I do want to highlight the often impossible feat in which many of you find yourselves.
You’re incredibly busy, your calendar is packed with back-to-back meetings, and you literally don’t have any hours in your time budget at work to do the work you’re hired to do.
Here’s the deal, I know there are many situations where you have little to no control over when these meetings are held and how many you need to attend.
I challenge you to question whether you have zero control
- Do you have any say in your meeting schedule, what it looks like, and how full it is? Any say at all?
- Are you able to block off dedicated working hours- at least a few of them each day- to ensure that you’re able to do the work you’re hired to do?
If so, this is where time blocking comes in.
I find that for many of us ADHD brains, when we have things like meetings or events scheduled back-to-back, we can usually show up and keep moving. We have the outer accountability of someone else expecting us to be there, and we have body doubling with people in the meeting to help us stay focused and on track with what’s going on.
The moment those meetings end, and you are left with three hours of open space, the brain freaks out from a lack of structure and a lack of plan.
There are so many things to do, the brain has no idea where to start, and it spins. Or it begins procrastiworking because procrastiwork like checking email and organizing your desk or folding laundry is familiar and feels busy.
This is just a friendly reminder that I TOTALLY GET IT. I can point this out because I know the pull so well myself. So, if you notice yourself judging this behavior, let’s put that down. There is no need for judgment. We’re simply bringing awareness to where the friction lies.
When we have large, open blocks of time, time gets slippery. We often find ourselves in indecision. And we have a hard time getting started on something. This is where time blocking comes in.
Examples of Time Blocking
You set aside the hours from 3-5 pm to do your own work.
This is YOUR TIME, and you’ve blocked off your shared calendar as busy, so people can’t schedule a meeting during that time.
It’s time you can count on.
I encourage you to…
- Look at your task list
- Take what is on your task list and schedule it into blocks of time on your calendar
Sample:
- 3:00 to 3:30 – Schedule expense report email
- 3:30 to 4:00 – Answer emails
- 4:00 to 5:00 – Work on presentation outline
By intentionally transferring your To Do List onto your time-blocked schedule, you’re helping your brain clearly understand what you can actually get done.
Many of us look at this endless To Do List and expect ourselves to get everything done in a 2-hour period. Or worse, in a day full of meetings when we have no focus time whatsoever, we get hard on ourselves for not finishing the list.
When we make math out of the situation, and we literally add the specific tasks into our open blocks of time, we get a much closer estimation of what we can realistically accomplish.
Time blindness definitely shows its head here, too.
If you haven’t practiced time blocking often, or are trying something new, you might underestimate how much time you need to complete the task. This is not a problem. This is simply part of the process.
In fact, I work through this very process with my clients both one-on-one, and in we’re busy being awesome, to help them actually recognize how much time they need to do the things they want to do each day and each week. Are they sticking to their time budget, or are they overspending?
Time Blocking Tip #1: Expand Throughout The Day
If you have more flexibility in your schedule, you can expand this practice of time blocking throughout your day.
Also, note that not everybody wants or needs this rigid of structure.
One of the things I work on with my clients is helping them uncover what level of structure is most supportive for their brains.
Do they do better with high, medium, or low structure? What might that look like for their unique situation?
If you find yourself resisting a high level of structure when scheduling tasks within the hour blocks, that’s not a problem. You’re not doing it wrong.
There’s wiggle room regarding the best level of structure and support for different brains, and what you need to stay on top of the things that matter most to them.
In a busy season of life, when your time budget seems stretched extra thin, you can start on the higher end of structure first, and then allow yourself to loosen up if it works better for you.
I think of it like a financial budget during a season when you’re spending more money than usual.
You may want to start out with a little bit more awareness of where you’re spending your money, what your spending patterns are, and where you tend to spend the most of your money.
Once you understand these patterns and feel comfortable, knowing you have enough for the things you want to do, you may decide you don’t need to check your accounts so frequently. Or you may not feel the need to account for every dollar in your budget software.
While others love that sense of awareness and choose to maintain that level of strict adherence.
Both approaches are great as long as it’s getting you to the result you want. The same is true with your time budget.
If you have more open stretches of time, I encourage you to play around with time blocking and the different levels of structure that feel most supportive for you.
Want to try my I’m Busy Being Awesome at planning system?
You can actually purchase the physical planner, and once it arrives in the mail, you get access to a free course that walks you step by step through using the system. If you want to check out the planner, you can head to imbusybeingawesome.com/planningsystem.
Time Blocking Tip #2: Include Time For Admin
Make sure to block off a chunk of time for all of that admin work that you tell yourself you’ll fit in the cracks. Because we don’t.
If we do try and fit it in the cracks, we largely underestimate how big those cracks should be. And we end up stretching the 5-minute e-mail response into 30 minutes, and we’ve thrown off our plan.
So don’t forget to schedule…
- Responding to emails
- Checking your Slack messages or however you communicate with your team
- Eating lunch
- Walking to and from meetings if you work in person
I remember in academia, when I have meetings in different buildings on campus, it could be a 15 minute walk from one to the other, and that’s not including needing to put on my coat and grab all my things.
If I don’t allow time for that transition, i’m going to be 30 minutes late.
So, when you’re playing around with time blocking, take into account all those little things as well. And again, you will definitely miss them the first few times you do this. No problem.
Don’t let your brain tell you you’re doing it wrong or that you’re bad at time blocking. This is how it works for everybody when we’re starting out.
When you’re willing to learn from what worked and what didn’t with curiosity and non judgment, that’s when you’re able to assess and make adjustments and more accurately schedule your time going forward.
Recap
So there you have it, my top five tips for staying organized when life gets particularly busy.
We started by looking through the overarching lens of friction.
We asked ourselves, “Where might I remove the friction to make things easier? And how can I create friction to interrupt the things that are throwing me off track?”
By creating workflows, we remove friction. By blocking off your shared calendar as busy, you’re creating friction for other people so they can’t interrupt your designated work time.
After talking about friction, we dove into our five key strategies.
- Keep your tasks and projects consolidated in one place and review it frequently. And if you prefer both digital and analog, limit yourself to one of each.
- Give your brain clear direction in the morning with either a morning routine or a startup ritual. These terms can be used interchangeably, though I tend to think of a startup ritual as something that’s quite a bit smaller where the routine might be more complex.
- Create and use workflows for your repetitive tasks to both reduce the unnecessary demand on your executive function and the opportunity for small mistakes.
- Batch work as often as possible. If your schedule allows for it, do like tasks at the same time, allowing your brain to get into flow state rather than staying in constant transition from one thing to the next.
- Reserve time in your schedule for actual work and do so with this strategy of time blocking.
How To Stay Organized at Work: Next Steps
As you think about all five of these tips, please remind your brain that you don’t need to do all of them.
Choose the one that sounds most supportive for you right now, start small, and lean in.
If you want more support in learning how to take these approaches and concepts deeper and apply them to your life and learn how to support your ADHD in a way that works for YOU, then I invite you to check out my small group coaching program, We’re Busy Being Awesome. And if it sounds like a great fit for you, you can add your name to the waitlist so you’re the first to know when the next cohort begins.
Join Our Group Coaching Program – We’re Busy Being Awesome!
Add your name to the waitlist!
A four-month small, supportive group coaching program for ADHDers and people with ADHD tendencies.
To learn more check out We’re Busy Being Awesome. Are you ready?
Alright, my friends, that will do it for us this week. If you’re enjoying the podcast or finding it helpful in working with your ADHD brain, would you be a rockstar and leave a review? You can head to the link in the show notes and see step by step instructions right there to guide you through it. It only takes a minute, and by doing so, you help get these strategies to even more people. And I really appreciate it.
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Until next time, keep being awesome. I’ll talk with you soon.
About Paula Engebretson
ADHD COACH | PODCASTER
I spent the first 31 years of my life thinking I just needed to “try harder” while dealing with crushing self-doubt, perfectionism and imposter syndrome. Then I was diagnosed with ADHD.
Finally understanding the missing puzzle piece, I discovered how to work with my brain, build upon my strengths, and take back control of my life.
Now I help others with ADHD do the same. Learn more.
A 10 minute cleanup is a great idea! Love your tips!
Thanks! I’m so glad 🙂
I love all of these wonderful tips for staying organized. These will work well with none work days too.
Thanks, Sharon! I am so glad to hear it 🙂
These are such helpful tips! Not only for work but for anyone who just wants to stay organized in their personal life too. I find the easiest way to stay organized is by getting all work done by the end of the day, and making sure that everything has a place.
Thanks, April! I love making sure everything has its place, too 🙂
I feel like for the first time in a long time, I’m finally feeling organized and it’s because of tips like these!
I love to hear it, Heather!
I use many of these and they really do work! Excellent tips!
I love to hear it!
These tips would have been really helpful in my last role as Assistant Nurse Manager…OMG. I was always burnt out & while I still followed some of your tips, I didn’t stick with it. I am now happily back on the nursing floor & will continue to follow a routine. It definitely helps start your day off right!
Yes, absolutely! Routines are such a positive game changer.
I find that it is so important that I stay organized and on top of things, especially at work! Everything flows so much better and I am more efficient and relaxed! These are great tips.
Kileen
Thanks, Kileen!
I started doing the 1 minute rule the last few weeks and it has helped so much to stay on top of mini tasks! Love all these great tips!
I love to hear that, Amber!
I have tried some of these techniques for a while and it really helped me be more productive. I need to get back to it though.
I’m so glad to hear it!
When isn’t life busy!?! These are some great tips, and I am all about lists, so I’m going to check out ASANA. Thank you!
Absolutely!
I love the idea of the 10 minute clean up at the end of the day! I am so bad about piling stuff up and then having to take an hour to organize when I can’t stand the mess anymore. I am going to try to practice this at home and work!
Hooray! I can’t wait to hear how it goes 🙂
Batching is my downfall! When I have a new idea it’s really a challenge not to follow it and see where it takes me!
I hear you, Elease. If you can stick with the batching, however, it can really streamline your process. I am the same way about new ideas. I like to keep a notepad next to me when I work. That way, when those new ideas pop in my head, I can write them down and know I won’t forget 🙂
Good point! May that will be one of my goals for July!
Hooray! You got this 🙂
I start every day with a list, and end it the same way. I need to check ASANA – it sounds like it could be very useful.
That’s awesome, Renee!
My goodness this is perfect timing for me. I have so much on my plate and I don’t even know where to begin!
I hope this helps, Amanda!
Lists are the only things that keep me sane. I have lists FOR my lists haha!
Ha! I hear you! Me too 😂
I’m an administrative assistant who works for a company that takes care of special needs individuals so everything we do has to be by Medicaid standards which are very strict. I am so overwhelmed at work and while I love your suggestions, I don’t have permission to say no to anything I’m told to do., I have at least 10 or more people giving me projects to do daily, plus staff coming in and out daily needing paperwork and then I have to listen to everything that’s going on in our day program. I have charts to do for new clients coming in as well as their staff and for our AFLs (Assisted Family Living homes) they have 4 charts I need to make for them along with new training charts. I’m not given all the paperwork that I need and sometimes have to ask for it 3-4 times. I’m also supposed to keep track of all training dates as well as auto information that I also have to ask for. Plus I process all the safety drills for 3 offices for the Safety Committee. And if that isn’t enough, I’m going to HAVE to copy all receipts for our many AFL homes monthly. For clients, I have to keep up with all their medications and do umpteen forms for them. I also type all the provider plans and data sheets for each client who have different yearly plans. That’s just some of what I do and I’m tired!! I’m having trouble keeping track of the filing and can’t finish ONE thing entirely without being interrupted a dozen times and given another project and they keep dumping things on me. I’ve worked there 5 years and have never had a raise, either.. There is constant drama with people, too, that affects me. I’ve worked as a stenographer for the CA Dept of Education and a legal assistant for 10 years to 5 attorneys and was never as busy or frustrated as I am now.
Oh my goodness, Diane. I am exhausted just reading this to-do list! It sounds like you’re doing the job of 5 different people; you’re Superwoman over there! Have you tried any kind of project management system like Asana or Trello? I love to use Asana for all of my different tasks because everything is online, color-coded, listed by the due date, and grouped into categories and projects. You can even share it with your team and assign duties to different people. Perhaps something like that might be helpful? There are tons of great Asana tutorials on YouTube that do a great job of describing how the tool can help keep all of those tasks organized.
I stay organized with my planner I use it for personal and work. It makes such a huge difference for me.
Yes! That’s so awesome, Aria 🙂
As an organization freak I can say I love your tips, they are so accurate! Batching is one of my favorite ways of being organized
It’s the best, isn’t it? And hooray for a fellow organization freak 🙂
I really like the tip about embracing the one minute rule. This would help me considerably!
I’m so glad to hear it, Marta!
Did you write this specifically for me?! Haha I have been so busy at work lately! I recently started to implement the one minute rule and it has really helped.
Yay! I am so glad to hear it, Amanda 🙂
I’m definitely a paper planner person too, but I will have to check out ASANA! It sounds like a fantastic tool.
Yeah! It’s fantastic. I love that I can access it on both my computer and my phone.:)
Oh cool, love that it is available on the phone too! I’ve also just downloaded your time blocking templates. They will be super helpful :-).
Hooray! I am so glad to hear it 🙂
Hi, You really provided a lot of great ideas! I tend no to batch my work and I probably should! I also like the idea of the 1 minute rule to get the quick stuff out of the way, and the 10 minute end of day clean up! Thanks for the informative post! Melissa Damiani | Gratitude Grace Glamour
I’m so glad you found them helpful!