Table of Contents
Introduction
The neurodivergent community often struggles with building habits and finding effective ways to be productive. However, there is another option: creating systems. Instead of viewing each day as a pass or fail based on completing a habit, systems offer a menu of activities tailored to your specific needs and abilities on any given day. In this article, we will explore various tools and strategies for building systems, including the use of lists, visual calendars, browser tab grouping, organization apps, monotasking, batching tasks by category, sensory brain cues, automation, and outsourcing as tools to help with focus and efficiency. We will also discuss the importance of giving yourself permission to wake up and start your day in a way that works for you by listening to your body and mind, going with your flow, taking regular breaks, and avoiding overcomplication and perfectionism. By being prepared, understanding the different "moods" your days fall into, and utilizing these tools, the neurodivergent community can find ways to be productive and successful on their terms.
Tools for the Neurodivergent Entrepreneur
Systems Instead of Habits
It feels like building habits have been the only other option presented, but there’s another option making systems. Instead of feeling like completing a habit is a pass/fail for each day, create a system or menu of activities based on where you can best succeed that day. I’m writing this as the first in the list of tools because you can mix and match any of the tools below to build your systems. It’s not necessarily creating a new system or menu each day, it’s identifying the different “moods” your days fall into and what you do best depending on how your brain or body is functioning on those days. Ideally, this works best for those who work from home, but others may benefit as well.
Think about those days when you feel like you should work, but know you’re just not going to get much done. There could be various reasons why you can’t get much work done on those days, but be curious about what you could do on those days. If your brain doesn’t feel like it can engage to be creative, clever, or focused, perhaps something you are comfortable doing is the way to go - Cooking, Cleaning, or Errands. Perhaps you’re feeling burned out or in too much pain and need a system of recovery activities - Reading, TV, Video games, Art, Calling, or texting a friend. Maybe you’re having a high-energy day and want to use this time to get all of your creative work done in your hyper-focused state. All of these various situations call for different systems based on where you will be most effective that day. Sometimes, the best way to be productive is to take it slow and rest when you need to.
Being Prepared
Something that can help you from being distracted or overwhelmed, is being prepared. It’s important to figure out what being prepared means for you on your work days. I like to run through the various sensory systems to figure this out:
Sight: Are the lights at a level you are comfortable with? Is there visual clutter that will distract you?
Sound: Music playlists for working. Reduce any noises that may become distracting or irritating
Smell: Any candles or essential oils that help you relax and focus
Taste: Do you need any snacks or drinks to keep you engaged?
Touch: Are you wearing something comfortable? Do you have stim toys nearby?
Time: Do you have a plan of what to focus on? Do you have timers set if you need them?
Then I make sure I have everything on hand for the task I will be working on. Whatever project you are working on, get the tools ready that you will need to succeed that day. I work with my computer a lot, so I make sure to have the charger plugged in where I need it. To take it a step further, I make sure all my tabs are set up how I want them before beginning.
Lists
As previously discussed, object constancy affects many neurodiverse people. Lists can be helpful, but they can also be hindering. these are some different ways to use lists that can be helpful in different ways:
Post-it notes in strategic places where you need to be reminded of things can be helpful for not forgetting important daily tasks. For some people, this note can blend into the environment after a few days, so it may be important to change the look of this note.
Category List
Sometimes it feels like there's too much to do and you don’t know where to start. Writing everything down from your head into one list and then sorting those lists into categories and priorities for the day can be very helpful.
Possibilities list
Lists can elicit an adrenaline response in those with PDA and may not be the way to organize the day. One tool instead of a to-do list is a possibilities list. This can get all the things out of your head onto paper without feeling the demand to get them done - they are possibilities of what you can do today and you have the freedom to choose.
Already Done List
It’s completely understandable if you still feel stressed out by writing out things you should do in the future. However, I have just one more suggestion about lists that may help you - how about writing things down as you get them done? A lot of neurodivergent folks just do what they know needs to get done at the moment. Writing down what we’ve accomplished throughout the day/week/year helps us stay on track for goals by keeping track of what’s already done and knowing what still needs to be done. Keep in mind that object constancy is not only for physical things, it also hinders our ability to remember all of our accomplishments and actions unless they are brought to the surface.
Visual Calendar
Sometimes a visual calendar is all we need - little icons or images that show what the focus and priorities are for the day. This can cut through all the self-talk that comes from lists made with words and go straight to visualizing the task at hand.
Grouping Browser Tabs
Speaking of lists, how many tabs on the internet do you usually have on your computer? Did you know there is a way to group browser tabs by category? It’s a game-changer for those who get stressed out by computer clutter.
Free & Paid Organization Apps
For those who like to be highly organized in their life, companies like Monday and Asana can help you plan, categorize, and track various tasks and projects. You can customize projects to show what stage they are in and what is needed to proceed.
Monotasking
For those who hyperfocus on one task for hours and lose track of what else they are supposed to be doing or those who go aimlessly from task to task not knowing what to focus on, time blocking and monotasking can be very helpful tools. The idea is to block certain times in the day to focus on one task only and to set a timer 15 minutes before the task ends so that you have time to transition. This can reduce the anxiety of moving from one task to the next trying to get everything done, but losing efficiency from task switching often. It also helps set a time boundary for the person who gets lost in what they are doing.
Batching
It can be very hard for some folks to do many different types of tasks and activities throughout the day, so batching tasks by categories can help immensely. Perhaps one or two days of the week you focus on social media - get your posts made and scheduled to post throughout the next week. Another day is focused on research and product development and the next is bookkeeping and finances. You may not be able to fit everything into one category for the day, but batching as much as possible can save a lot of energy if task switching is difficult.
Sensory Cue for Working Brain
If you find that it’s very difficult to change gears and get focused into work mode, you can try a sensory cue. Pick something that you can use only while you’re working - a candle, a specific music playlist, a special work light, or even a space where you only do your work. It can take a little while for this effect to take place, but after a couple of weeks of using a working brain cue almost every day, you may be able to notice being able to focus more quickly or for longer periods. Because this requires establishing a habit, this tool may not be appropriate for everyone, but it’s worth trying to see if it helps you.
Automation
If you are not a “jack-of-all-trades” kind of person and you like to minimize the variety of your work, I highly recommend looking for options to automate and outsource anything that you can. Here are steps you can take to automate a project:
Define the goal of your project (for example: write a reply email)
Identify and sequence each step involved in the process
Note any decision points: If there are steps in the sequence that involve a creative decision, make a note of that
Here are some suggestions for projects to automate:
Email Campaigns
Email Replies
Lead scoring system
Social media scheduling tool
SMS marketing (reminders, restock alerts, special promotions)
Employee/Client onboarding process
Password Manager
See a more complete list here: https://blog.hubspot.com/marketing/most-effective-ways-to-
Outsourcing
Outsourcing is an effective way to redistribute parts of your business that you find difficult to manage on your own. Here are some suggestions for outsourcing:
Fiverr is a marketplace of freelancers of many different fields and a great all-in-one website for outsourcing a lot of work. This can be marketing, advertising, bookkeeping, social media management, photography, etc. With over 150 categories of jobs, Fiverr has a lot of professional freelancers to help you succeed.
99 designs is a great website for anything to do with branding
Writer Access has freelance writers that are there to help you with anything like
product descriptions, articles, blogs, email campaigns, and more
Gigster is a place to hire a software developer to write code for software, apps, or other coding projects.
Creativemarket is a marketplace of digital artists of all different kinds. You can buy the rights for commercial or personal use with fonts, icons, graphics, vectors, WordPress themes, stock photos, website & print templates, and
ChatGPT
Note: There is another fantastic and very flexible tool that is currently free as I’m writing this in February 2023. It’s called ChatGPT and it’s an extremely powerful language modeling software that is open for free public use at the moment. That may change quickly as more investors get on board. It may become pay-to-use or it may remain free through advertising. Caution needs to be used when using this tool because sometimes the information that is written from ChatGPT is unfactual or misrepresentative. This is why care needs to be used when determining why and how you are using this tool. One example that clearly shows how ChatGPT cannot do everything, is asking the Chatbot to create a crochet pattern. It’s hilarious to watch people try these patterns because even though it’s written in a way that looks like a crochet pattern, the actual finished project is comically different than what was asked for.
How ChatGPT is extremely helpful is in the design - a language modeling software. It is exceptionally good at writing. And since it has access to the entire internet, generally it is pretty knowledgeable about most subjects. Because ChatGPT has been known to say some things that are completely untrue, you need to ensure that what it’s typing is appropriate before using it for anything.
You also need to know that you can NOT use ChatGPT for commercial purposes, licensing, or copyrighting anything created from ChatGPT, but it’s free for personal use. There is even software that can recognize when ChatGPT has been used. This does not stop someone from taking inspiration from ChatGPT results and using that to create for commercial purposes.
Give Yourself Permission
Wake Up How You Need To
Wake up how you need to in the mornings. A lot of people leave “fun stuff” until after they are done with work. Sometimes I can’t do work until I have fun first. If this means that I need 2 hours to scroll through social media on my phone, I don’t feel bad about it one bit, I just make sure to wake up early enough if I need to be on a schedule. Some days I can get out of bed within about 5 minutes and start my day fast, other days it takes an hour or two (sometimes even longer!). I listen to my body and mind to find what it needs in the morning to help sustain me through the day. Some ways that I let myself wake up are:
Scrolling social media
Reading a book
Working on an art project
Getting out into nature
Playing video games
Finding inspiration on Pinterest
Cooking a breakfast I would enjoy
Taking a relaxing shower or bath
This is not about what seems like the “best” thing to do in the morning, this is about what you find fun or entertaining. It can take a lot of executive functioning to perform work, so sometimes it really is crucial to have some fun in the morning before you start.
Do What Works For You
Maybe you had a great day yesterday where you turned on some music that made you feel ready to take on the world. You had all the energy and motivation to get things done, but today most music feels like nails on a chalkboard. Maybe what would work for you today is something quiet, calm, and simple. Going with these natural rhythms may feel like you won’t get enough done, but consistently going against our unique experiences will make us ill. Whether it manifests in frequent emotional breakdowns, extended burnout, or a chronic illness, it’s not worth running ourselves into the ground trying to go against the grain.
In the mornings, I like to take a moment to be aware of my body, how I’m feeling, and what senses may be feeling sensitive needing rest and what senses need stimulus. This will help me plan and organize my day accordingly. If you aren’t aware of or don’t respect these needs from your nervous system, your energy and motivation may take quite a plunge without you knowing why.
Going With the Flow
Since we all have slightly different rhythms, having flexible hours can help productivity for almost everyone. If your brain is most active at 8 pm, you can’t force yourself to be that productive at 8 am, it just doesn’t work and will use up more energy while getting less done. Our body's rhythms even change from day to day in the same person, so being aware of how you’re feeling and finding activities to fit that energy level can be the most productive and leave you feeling the best too. You may even find over the long run that you get sick less when you are less stressed out, and fewer sick days leaves more hours for work (and fun!).
Experiment & Play
Life is not just about getting things done and being productive. I want to help you find new ways to look at the world. Try new things and have fun with it. Don't be afraid to make mistakes, because that's how you learn. Life is a big experiment, and the more you explore, the more you will learn and grow.
Things to Keep in Mind
Regular Breaks
If your work is something that takes a lot of willpower and focus, it would be very helpful to take breaks regularly. Even 5 minutes out of an hour can have a big effect. The reason this is true is that concentrating hard on one or more tasks takes a lot of executive functioning. That level of concentration takes more and more energy as time goes on. You’re likely to get distracted and tired much faster if you just try and power through until the end. The caveat here is that neurodiverse people may be able to hyperfocus for hours on end - this is because the neurodivergent person gets into a flow state which does not require much willpower - willpower drains executive functioning energy.
Meltdown & Shutdown Warning Signs
Being aware and knowledgeable about your own body and how it functions is critical to remaining emotionally regulated. Knowing what kind of sensory input is disruptive or even a little irritating. Having many small unpleasant sensations over the day can stack up fast and if you aren’t aware along the way, it can seem like it’s coming out of nowhere. Sensations are part of what help inform and create our emotions, so if you are experiencing strong emotions and not sure why, take a moment to inventory what your body is experiencing at the moment.
There’s a common acronym for helping become aware of your senses when feeling overwhelmed - it is called HALT: Hungry Angry Lonely Tired. It’s much more than that, but it can start with some of the fundamental emotions that cause overwhelm and these are often due to our environment. I would like to add that I also ask myself when was the last time I went outside, moved my body, and took a shower. Sometimes these things aren’t helpful at all (and not accessible to everyone), but sometimes they completely change the day. We are all living in a body that needs certain care and stimulation that will produce unpleasant feelings and emotions if we aren’t receiving what we need. It sounds simple, but can be difficult to know what our body and mind need in a moment or situation.
Over Complication
Many neurodivergent people tend to hyperfixate on the details and sometimes it’s not easy to know where to stop. Without clear boundaries of the goal in mind and how detailed it needs to be, hyperfixation can lead to perfectionism and overcomplication. These aren’t the only areas that perfectionism creeps into the neurodivergent's life.
Perfectionism
Another place is being able to make mistakes. It can truly be a debilitating feeling when there is no grace for anything but perfection. If you are your own worst critic, the best approach is to be curious about why. This is a non-judgmental approach to searching for the root of why that need to be perfect is there. Our internal voice can be changed through our external environment. So be curious about where this is coming from. Are they messages you’ve received from family, friends, local community, organizations, systemic or individual oppression? Whether you know where it’s coming from or not, you can write scripts for yourself when the perfectionist thoughts present themselves. By repeating these scripts as the thoughts come up, we can help change our thoughts and beliefs over time.
Closing
In conclusion, there are many tools available for neurodivergent individuals to help them organize and manage their tasks and projects. By creating systems instead of relying solely on building habits, identifying what being prepared means for you, categorizing work into lists or calendars, neurodivergent individuals can find ways to work and live that are most effective for them. Remember to take the time to find the tools that work best for you, tailor them to your specific needs, and give yourself permission to wake up and start your day in a way that works for you. Be aware of your own rhythms and work with them, rather than against them by having flexible hours or taking regular breaks to avoid burnout. Be mindful of your needs and take care of yourself physically and emotionally. And most importantly, don't be afraid to experiment and play with new things in life, as this is how you learn and grow.
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