Do you ever sit down to work, and the next thing you know, you’ve checked five emails, opened 10 new tabs and completely forgotten what you started doing? Yeah, me too – welcome to the ADHD brain! Distractions are a constant battle, especially when it comes to juggling the manual day-to-day tasks.
But it is possible to build a distraction-free business workflow through systems and automations that will help ADHD women business owners focus on deep, productive work without getting sidetracked. If I can do it, you can do it! Let’s jump in.
The ADHD Entrepreneur’s Challenge: Constant Distractions
Distractions are the worst for us ADHD entrepreneurs! One minute you’re writing a proposal, and the next, you’re sending your bestie reels on Instagram (been there, done that!). As someone who has ADHD, it’s a daily struggle to maintain focus and not be pulled into multiple tasks at once. And while I’m sometimes the best multitasker, it’s not always productive when it comes to my business and I end up wasting time.
The more distractions we face, the more we get behind on work, and suddenly, the overwhelm kicks in. It’s a vicious cycle – but it’s one we can break with the right business workflow and systems.
Step 1: Brain Dump Everything You Need to Do
Brain dumping is a game changer for ADHD entrepreneurs. It can clear mental clutter and help you get all your ideas, tasks and worries out of your head and onto paper (or into your digital project management tool). When your brain feels like a web of jumbled thoughts, brain dumping can help. It’s like hitting "clear cache" for your mind – getting everything out so you can see what actually needs to be done.
Before you start your brain dump session, you’ll need to decide if you’re putting this on paper, adding it to a digital tool like Asana or leaving notes in a voice memo app. Choose what works best for you! Once you decide, set a 15-minute timer and list every single task, idea or thought on your mind. No filter, just let it all flow. The goal isn’t to organize yet, just to capture everything. Whether it’s personal tasks, business ideas or even “buy more snacks,” get it all out there.
Make brain dumping part of your routine, especially at the start of each week or project. If you store your list in Google Docs or Asana, you can add to it whenever your brain is buzzing.
Step 2: Map Out Your Processes for Clear Focus in Your Business Workflow
Creating a clear visual map of your work processes can help you focus by breaking tasks into steps. Process mapping is like building a roadmap for your brain – it shows you exactly how to get from point A to point B without getting lost along the way.
You’re basically creating a step-by-step process with clear and simple to-do’s that are easy to follow. Start by choosing a project to map out, such as a client project. First, list all the tasks involved in completing that project – like client onboarding, research, content creation and delivery. Then, break those tasks into smaller steps, so you know exactly what to do next.
Digital tools like Miro, Lucidchart or even a blank Google Slide are great ways to create visual maps for your ADHD brain to easily follow. Visuals are powerful! Tools like Miro let you create flowcharts, so you can see your tasks clearly and stay on track without the “what was I doing again?” moments.
Use different colors for different types of tasks – like admin tasks in blue, creative tasks in yellow and so on. It helps your brain immediately know what kind of focus you need for each step and keeps you engaged.
Step 3: Use Timers to Stay Focused and Limit Distractions
Timers are lifesavers! They give your brain a clear deadline and permission to take breaks, which is essential for avoiding burnout. As long as you stay focused and only work on the task at hand, you’ll get more done by limiting distractions and knowing that you have a break coming soon.
Set a timer for 30 minutes and fully focus on one task during that time. When the timer goes off, take a 5-minute break to reset your brain. Repeat for a few cycles, then take a longer break. If 30 minutes doesn’t sound like enough for the task you need to complete, then make it 45 minutes or an hour. Just don’t go for too long!
I like to set a timer on my phone, both for the focused work time AND for the break time. Because let’s be real, 5 minutes on social media easily turns into 30 minutes if you don’t have an outside source (your timer) to pull you out.
Adjust your timer length based on how your brain feels that day and how much you need to get done. Some days, 30-minute blocks feel too short, or too long, depending on where your focus is at. That’s okay! Tweak the timing until you find your sweet spot.
Step 4: Set Up Automations to Minimize Repetitive Tasks in Your Business Workflow
Automations seriously help ADHD entrepreneurs stay focused. Automating those repetitive tasks (like sorting through emails, client onboarding or invoicing) frees up mental energy for deeper work. Every little decision we have to make throughout the day – like responding to emails or sending out invoices – pulls our focus away. Automating those tasks lets your brain relax and focus on more important things.
A lot of tech that you may already use likely has automations you can set up within it. Content Snare automates your client onboarding and monthly requests. Asana automates your recurring tasks. Anchor automates your proposal, contract, invoicing and payments. Gmail can filter and label your emails. Zapier can connect apps and automate processes between them.
Automate what drains you! Client onboarding, follow-up emails, sending out contracts, scheduling social media posts – these are all perfect tasks to automate so they don’t interrupt your flow. You don’t have to automate everything at once. Start with the most repetitive tasks that eat up your time, and as you get more comfortable, add more layers of automation.
Step 5: Build a Business Workflow You Can Tweak as You Go
Flexibility is key, here. Your business workflows should be adaptable and easy to tweak over time, especially since your business is ever evolving and our ADHD brains thrive on novelty and flexibility. The beauty of building your own workflow is that it doesn’t have to be set in stone. Your brain (and business) will change over time, so it’s important to allow for tweaks and adjustments.
Every month or so, take a step back and assess: is this system still working for me? Do I need to tweak the process map, add a new automation or extend my timer lengths? It’s all about finding what fits your brain. Regularly adjust your systems and automations as needed to keep things running smoothly.
Set a recurring reminder on your calendar to check in with your business workflow. Maybe something that worked last month isn’t as effective now – don’t be afraid to make changes!
Create a Business Workflow That Works with Your Brain, Not Against It
Let’s do a quick recap – start with a brain dump, map out your processes, use timers, automate where possible and remember that your workflow can evolve over time. Distractions don’t have to rule your day! By building a system that’s tailored to your ADHD brain, you can minimize distractions, increase focus and get more done without burning out.
Now, you don’t have to implement all of these steps right away. Start with one or two, see how it feels and adjust as needed. The goal is to create a system that makes your workday smoother and more focused. Workflows are meant to support you, not stress you out. With the right systems and automations in place, you can reclaim your focus and take back control of your day!
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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