Still Disorganized With ADHD? Four Ways to Get On Track
Episode Summary
Feel organized on the outside but chaotic behind the scenes? In this episode, I’ll unpack four hidden ADHD trouble spots — like email overload, scattered to-do lists, and time blindness — that quietly fuel disorganization. You’ll explore simple, ADHD-friendly strategies for managing your time, memory, mood, and tasks, so you can stop spinning and feel more in control.
What You’ll Learn About Fixing Hidden ADHD Chaos:
- Why decision fatigue — not disorganization — may be the real inbox culprit
- How to reduce mental clutter by choosing the right task system for you
- Simple ways to support ADHD working memory (instead of relying on it)
- Why your calendar needs buffer time — and how to build it in
- How self-talk can shift emotional overwhelm into meaningful momentum
Transcript: More Strategies for ADHD Disorganization
Why does life feel chaotic even when things look fine?
[00:03]
Ever feel like you’ve built an outer life that seems okay—you’re getting things done, showing up for others, making it all work—but behind the scenes, maybe it’s held together with sticky notes, half-finished lists, and sheer willpower?
If that sounds familiar, you’re not alone. And the good news? There’s a way through that doesn’t involve becoming someone you’re not.
You’re listening to Scattered, Focused, Done – Reimagining Productivity with ADHD, and I’m Marla Cummins.
This is part two of our conversation about what I call the messy back end—the hidden clutter, dropped balls, and unfinished admin that pile up behind the scenes, even when you look like you’ve got it all together on the outside.
In Part 1, I talked about why this happens—especially for high performers with ADHD—and how to start rebuilding with strategies around initiation and planning.
Today, we’re going to cover four more executive function areas where things often break down: organization, working memory, time management, and emotional regulation.
What does it really mean to be organized with ADHD?
[01:19]
So let’s get into it. Let’s shift to organization. And just to be clear, I’m not talking about Instagram-worthy pantries or color-coded folders. What I mean is simple: being able to find what you need, when you need it—consistently.
So let’s take email as an example.
If your inbox feels like a disaster zone, you might think it’s because you’re not organized enough. But the real issue often isn’t how you organize your inbox—it’s not having a process that works for you around when to check it and how to make decisions about each message.
Because let’s be honest: one of the biggest barriers to email isn’t the volume—it’s the decision fatigue.
You open your inbox, see a message, and think,
“Oh, I’ll deal with that later.”
Not because you’re careless, but because your brain is already juggling so much, and pausing to decide what to do with each email can feel like just too much to do.
Why do emails and small admin tasks pile up?
[02:28]
So what happens? You skim for the urgent stuff and the rest piles up for—yes—later. But “later” never really comes, because what you really mean is just “not now.”
The solution? You need a system that works for how you operate best. Not someone else’s rules—your reality.
I’ve linked a blog post on my site that walks you through a simple way to approach this. But here’s the heart of it: the more you reduce the number of decisions you need to make in the moment, the easier it gets to stay on top of things.
Should you switch to a digital task manager?
[03:30]
Okay, let’s shift gears to task management.
If paper is working for you, truly—stick with it. As I always say: don’t fix what isn’t broken.
But if you’re constantly overwhelmed, missing things, or jumping between five systems—sticky notes here, a notebook there, a voice memo you forgot you even recorded—it might be time to consider a digital task manager.
Now, I get it. I hear this all the time:
“I’ve tried that before—it didn’t work.”
“It takes too long to set up.”
“I can never stick with it.”
And that’s all true. Those are valid frustrations.
But the noise level—the mental clutter—that comes from not having one central place for your tasks? That can be just as exhausting.
And the trick isn’t just setting up the tool. That part? Honestly, it’s usually the easiest and most fun.
What’s hard is creating a process you can use consistently. That’s where support can really help—whether that’s a coach, tutorials, or even a few focused hours of trial and error.
Once you’ve got a system that fits, the noise? It starts to quiet down.
It doesn’t matter what platform you choose—Todoist, Notion, Trello, something else. What matters is that it works for you.
What’s the role of a weekly review?
[04:25]
Finally, let’s talk about the weekly review.
This is your anchor point—a quiet moment to take a breath, zoom out, and bring order to the chaos.
It’s your chance to pull together all the floating pieces—the sticky notes, the half-baked to-dos, random ideas—and place them where they belong.
You’re clearing off your mental desk. You’re giving your brain space to breathe.
And the more often you do it, the easier it gets.
What is working memory and why does it matter for ADHD?
[05:39]
Okay, let’s shift gears again. Let’s talk about working memory.
Working memory is your brain’s short-term notepad. It holds information briefly—maybe 15 to 30 seconds—while you try to use or act on the information.
The problem is, when you have ADHD, that notepad is really easy to misplace.
So if you’ve ever had a thought like, “Oh, I need to reply to that email,” and then—poof—two minutes later it’s completely gone? That’s working memory at play. Or rather… not at play.
How can you support your memory instead of relying on it?
[06:39]
Here’s the key: it’s not about trying harder to remember. It’s about recognizing that this is happening and building supports around it.
Let me give you an example. What I see often is someone will have a thought—like, “I need to call the dentist”—but instead of writing it down, they’ll kind of tell themselves, not in these exact words, but effectively, “I’ll remember that.” And of course… they don’t.
That’s not laziness or flakiness. That’s your brain doing exactly what it does.
So what can you do instead?
First, write it down. Keep a place where you can reliably capture thoughts the moment they happen—whether that’s a notebook, your Notes app, a voice memo, or directly into your task manager.
Second, set up cues so you’re not relying on memory alone.
For example, you might be rushing to leave the house and think, “Oh, I need to remember to bring the library books.” And then—you don’t. Not because you don’t care, but because you didn’t set a cue.
Instead, put the books by the door or drop them in your bag right then. That way, when you’re walking out, the reminder is built into your environment. No memory required.
Same goes for things that are time- or date-sensitive. If you need to stop at the store after work, don’t just hope you’ll remember. Ask yourself:
“How will I remember this?”
Maybe it’s a calendar reminder with a notification. Maybe it’s an alarm labeled “Pick up groceries.”
If it’s not time-specific? Just get it into your task manager. That’s your external brain.
And here’s the theme: stop asking your brain to hold what it’s just not built to hold.
Even if the idea felt important at the time, unless it gets captured or cued, it often doesn’t make it into long-term memory—it just vanishes.
That doesn’t make you unreliable. It makes you human—with ADHD.
And the solution isn’t more pressure—it’s better systems.
What is time blindness and how does it affect ADHD adults?
[07:41]
So here’s another place where things can really unravel, and that’s time management—and more specifically, time blindness. That fuzzy, out-of-sync sense of time passing, or not being able to judge how long things actually take.
Sound familiar?
One strategy that helps is color-coding your calendar. Use one color for meetings, another for focus work, and a third for admin or breaks—whatever you need to use it for.
That visual structure gives you a concrete way to see the shape of your day or week and helps you spot when things are getting, well, lopsided.
Why isn’t a perfect-looking calendar enough?
[08:53]
But here’s where it often falls apart: we make calendars that look perfect on paper. Everything fits like Lego bricks.
“This meeting ends at 10, so I’ll start writing at 10, then I’ll jump on a call at 11.”
It looks good—but it ignores real life.
We forget about the transition moments: wrapping up one thing, shifting focus, grabbing a snack, mentally switching gears. And so we end up feeling behind all day, even when we’re sort of on schedule.
So what can you do instead?
Build in buffers. Even just 10 minutes between blocks—although I often recommend 15—can help you reset. Think of it as padding, not wasted time, but needed time.
Especially if you’re heading to an appointment or meeting in person, factor in how long it really takes to get out the door, find parking, walk into the building.
These are the invisible minutes that get missed when we assume everything will just… work out.
How can time estimates improve your daily planning?
[10:35]
And here’s another common trap: having to-do lists that are totally disconnected from time.
When you’re staring at a list of 12 things and saying to yourself, “I need to get these done today,” but you haven’t actually mapped them into your schedule—it’s almost impossible to gauge what’s realistic.
Try this instead: attach time estimates to your tasks—even rough ones.
Then look at your calendar and ask, “Where would this fit?”
That simple check often reveals:
“Oh… this is more like a two-day list, not a one-day sprint.”
And that’s not failure. That’s clarity.
Why is emotional regulation so important for ADHD productivity?
[10:35]
And finally, let’s talk about emotional regulation.
Because let’s be honest—when your systems fall apart, it’s easy to go straight to self-blame. Shame creeps in.
“Why can’t I just keep up?”
“What’s wrong with me?”
And here’s the thing—shame doesn’t motivate. It shuts you down.
So instead of asking, “What’s wrong with me?” try this:
“I’m overwhelmed, not incapable.”
That simple reframe creates space for problem-solving.
And if you’ve fallen off your systems—or didn’t have the right ones to begin with—start with compassionate reentry.
That means meeting yourself with kindness as you begin again.
You might say to yourself,
“Okay, I’ve been struggling. That’s true. But that’s not the whole story. What’s one step I can take right now?”
That kind of self-talk isn’t fluff. It’s fuel.
What’s the one step you can take today?
[12:38]
Okay, let’s take a breath and zoom out for a second.
I know I shared a lot. And if you’re thinking,
“I should be doing all of this—but I can’t…”
Just breathe a little with me.
You’re not supposed to do it all. Not today. Not all at once.
The point of this episode isn’t to add pressure—it’s to show you what’s possible.
So instead of trying to overhaul everything, just pick one area that stood out to you.
Maybe it’s building a simple checklist.
Maybe it’s giving yourself buffer between meetings.
Then again, it could be just naming your overwhelm without judgment.
Whatever it is—start there.
That’s how real change will happen:
One small, meaningful step at a time.
You’re not behind. You’re just getting started.
What kind of support can help you rebuild?
[13:39]
So right now, your outer life might look pulled together. You’re showing up, doing your job, holding it all down.
But it feels like your behind-the-scenes systems are barely holding with—as I said before—tape and hope.
And again, you’re not alone.
As one of my clients once said:
“Hope is not a strategy.”
And that’s not because you’re failing. It’s just a signal.
A signal that your brain is working really hard in some areas—and could use a bit more scaffolding in others.
You don’t need a personality transplant. You just need the right support.
That support might come from your people. Or from a therapist, a professional organizer, a coach—anybody in your life you think could help you.
The point is: this is not something you have to muscle through alone.
And with the right scaffolding, you can absolutely create systems that support the way you actually work.
Want more help? Here’s your next step.
[14:35]
So that’s four more ways to start organizing the chaos behind the scenes—and building systems that work for your brain, not against it.
That’s it for now.
If today’s episode hit home, I’d love to send you something to help you take the next step.
It’s a free guide I created called Six Common Planning Mistakes Adults with ADHD Make (and How to Avoid Them).
Just go to marlacummins.com/planning to get your copy.
And when you sign up, you’ll also get ongoing ADHD-friendly strategies and resources from me—straight to your inbox.
And if you know someone else who’s outwardly successful but secretly drowning in admin chaos, feel free to share this episode with them.
Until next time, this is Scattered, Focused, Done – Reimagining Productivity with ADHD.
I’m Marla Cummins—and I’m so glad you’re here doing the work.
Keep going.
You’ve got this.
