Author: Jenna Knight

I would like to demystify what Executive Functioning is for women with ADHD. After you are done reading my series on EF, I want you to walk about thinking “Wow, I now have a pretty good grasp of Executive Functions, I have a better understanding of why you have difficulty organizing, planning and creating timelines to complete task, and most importantly you will learn strategies on how overcome EF challenges.

Executive Functioning can be described as a set of high order mental skills that allows you to get things done. EF allows women with ADHD analyze tasks, plan on how to take on the task, organize the steps required to carry out the task, create timelines for completing the task, use flexibility to adjust to changes needed to complete the task, and to finish a task in a timely manner. 

The executive functioning deficit skills makes it hard to gather information and structure. While some women with ADHD may have learned tips or strategies to help compensate, many women still continue to fail to meet their daily responsibilities and experience difficulties at home or work. Some of the signs that there may be some difficulties with EF in women with ADHD not being able to manage time well, not being able to remember details, misplacing and losing possessions, difficulty delaying responses, difficulty with setting priorities, and difficulty with self-monitoring behavior, progress and emotions.

So, what causes EF. Well, executive functioning is not a diagnosis (meaning it is not in the DSM V), instead it is a bunch of symptoms that may signal a host of other mental health or neurological conditions. Some of these conditions may include ADHD, Learning Disabilities, Depression, Obsessive Compulsive Disorder (OCD), and Schizophrenia

Unfortunately, there is no medication to eliminate the challenges that come along with executive functioning. However, there are strategies that can help you improve your time management, better manage your space, keep things from getting lost and improve work habits which I will be providing you in this series. 

© Coach Jenna Knight, Never Defeated Coaching, August 24, 2021

In a continuation of my previous fact sheets on Executive Functioning this one will focus on working memory. My goal of this article is to break down what the phrase “Working Memory” means and also give concrete examples, so that everyone understands why it is important, the role it plays in a life of a women with ADHD and strategies to help you with working memory. 

You may have heard of the term short term memory which is interchangeably used with the term working memory. Both of these terms refer to thoughts or information that you temporarily hold in your memory so that they are there when you want to complete a task. You can think of working memory as a shelf in your brain. For example, imagine that you are going to the grocery store, and you need milk, eggs and bread, while you are at the store you remember that you also need cereal. You head to the cereal aisle and focus on the cheerios, the eggs fall off your mental shelf and you end up going home with only cereal, milk, bread and you forget to get eggs. 

Women with ADHD use their working memory every day and in many different situations such as reading, writing, planning, organizing, following a conversation, or if a task has many different steps.  The following are some examples on how poor working memory can affect your day life. 

• You want to be part of a conversation but by the time the other person stops telling you forget what you were planning to say.
• Consistently losing things like your keys, cell phone or pocketbook 
• You get lost easily even when you use your gps
• You have difficulty following in on a conversation because you forget what the other person had said
• You have a lot of unfinished tasks or projects due to you get distracted or forget about it
• You plan to work from home but forget to bring items that you need 
• You have to reread a paragraph several times to retain the information.
• You miss deadlines at work because of your disorganization and inability to follow through on projects.

Strategies for Working Memory

There are a number of different products and services that you can use to help you train your brain and improve your working memory. However, the following are actually strategies that my coaching clients have used to improve their working memory. 

Understand How Working Memory Works and Accept Your Limitations-

The first step to better your working memory to understand it and to accept your limitations. This doesn’t mean you get to say, “Oh I forgot and excuse yourself” It means learning to develop and using strategies to compensate for this. Many women with ADHD that I coach use reminder systems to keep things in order, or they use a notepad app on their cell phone or tablet to keep their running to-do list or a list of things that they need to pick up at the store. 

Break big chunks into small, bite-sized pieces- Think about if you are getting ready to have a party in your home, and you are very overwhelmed with everything that needs to be done, shopping, cleaning, cooking and setting up for the party. Focus on one area such as the cleaning and break what you need to clean into small bite sized pieces, you can do it room by room or by sections. Ignore the rest until you are done with the cleaning. 

Use checklists for tasks with multiple steps- Create a checklist for your first hour at work or before you start a task. This checklist may include the phone calls that you need to make, appointments that you have, emails that you have to answer. 

Develop Zones- Create zones for your items (i.e., cell phone, keys) when you return home from either work, or running errands. This zone could be a basket by your door or in the kitchen. 

Experiment with various ways of remembering information –One of my clients found it easier to remember things when she created a song or made up a rhyme. Another one of my clients found that having a visualization helped her remember multiple items. When you are driving home from work or an errand and you can’t write it down at the moment, try to visualize yourself stopping at the store picking up the items that you need.  Because images are more powerful than words, you are apt to remember everything you need at the store as you follow your visualization.

Exercise Routine- Some ADHD research studies have shown that exercising helps working memory. While the reasons for this aren’t fully understood, scientists believe physical activity improves the health of brain cells. It can also indirectly affect memory by improving mood, helping you sleep better, and reducing stress – areas that can affect cognitive abilities

© Coach Jenna Knight, Never Defeated Coaching, August 25, 2021

Task initiation refers to the ability to efficiently begin a task or activity and to then independently generate ideas, responses, and problem-solving strategies. Successful application of this ability allows women with ADHD to initiate a task without procrastination.

This skill is demonstrated when they start directly on a task, such as doing specific tasks or projects. Getting started involves having an understanding of what is expected, the resources to ask appropriate questions if there are misunderstandings, and the skills to redirect their attention from a previous involvement.

Warm-Up Routine –Does your learner have a favorite athlete or follow a sports team? One analogy women with ADHD can use when it comes to task initiation is the warm-up routine. High performing athletes and teams go through a specific routine before each big game. Many have a similar warm-up exercise at the start of practice sessions or workouts. Over time, our brains learn the warm-up is a cue that a work session is coming, and the transition to working gets easier.

Warm-ups can be as simple as listening to an upbeat song, watching a motivational video, or a few minutes of physical activity. The content of the warm-up only needs to be consistent to help with task initiation.

Countdowns And Timers- Of all the methods to help women with ADHD get started faster, perhaps the easiest to implement use countdowns and timers. Women with ADHD, and other unique learning needs respond well to timers. Some studies indicate that timers (especially visual timers like this one) work well because women with ADHD have a greater need for predictability but have challenges predicting what comes next. Especially in situations where task initiation involves transitioning from a preferred activity to a non-preferred, timers can be helpful.

Make It Visual- We’ve written here before, but visual schedules and supports are among the most well-researched teaching strategies for individuals with unique needs like ADHD. When it comes to task initiation, as often as you can, incorporate visuals. Try out one of these strategies to a better understand what’s ahead and move more efficiently from one task to another.

• Create a to-do list for tasks, appointments etc.
• Use a visual timer to help gauge when the next task needs to start.
• Show a photo or example of the finished product.
• Create a daily schedule with photos or symbols representing each activity.
• Use a visual signal to cue what task should be started next.
• Graph progress on the number of tasks completed or minutes it takes to get started

© Coach Jenna Knight, Never Defeated Coaching, August 25, 2021

In this post, I will be continuing my series on executive functioning skills specifically I will be discussing organization and time management for women with ADHD.

While many people think of someone with executive functioning skills, they probably picture someone who is well organized and on top of everything. Even though EF has many other aspects, organization and time management are both essential skills that have a significant and lasting impact for women with ADHD. Many women with ADHD believe that organization refers to having everything in its place, but organization is actually the ability to use time, energy and resources to effectively achieve a goal. When your materials are easy to find, it saves you time and prevents certain setbacks like lost or misplaced belongings.

Time management is the process of planning and controlling the amount of time you spend on certain tasks, activities or projects. Learning how to use time management effectively encompasses your ability to focus more time on important tasks while spending time less on others.

Like I mentioned above organization and time management work closely together. These are both underlying EF skills that are important to just every facet of a women with ADHD life and these areas can lead to many positive outcomes. For one, a reduction in stress! When everything is where you expect it to be and you know what you need to spend time doing, your life will run smoothly. Whether it’s finding your keys, your cell phone or paperwork the faster you can retrieve them, the less stressed you will feel. These skills also make you much more efficient and productive. If you’re feeling overwhelmed with the amount of time you have to spend on different tasks, you might have poor time management (or you may have taken on way too much!). If you take a step back to organize your schedule and plan your day, it will run flow better and you will accomplish a lot more. Being organized can also save you money and resources. Think about it. If you are constantly misplacing things, you will have to spend money to replace them or take extra time to find or redo them. People who are well organized, then, can save both time and money by being able to access materials when they are needed.

How can I improve these skills?

Make a schedule. Schedules help you organize your tasks and your time. Whether you prefer a large calendar, a daily planner, or your phone, having a way to make a plan and keep track of your day is important. Consider organizing your schedule by color coding different types of tasks. You might choose red for school or work tasks, blue for chores or responsibilities at home, and green for social activities. This acts as a visual cue for how much time you are spending on each of the different types of activities in your life and can alert you to any imbalances. For example, if you see a lot of blue, you may want to spend more time on red activities. If you prefer to use an app instead of drawing out your schedule by hand, try downloading Cal or a Calendar.

Make a checklist of daily tasks. Using your schedule, try making a daily checklist of everything you need to complete. From there, prioritize the order in which you should complete the tasks and note how much time you will spend on each task. Remember, scheduling time for yourself is necessary! If you struggle when making a to-do list, give Trello a try.

 Analyze how you use your time. When you understand how you spend your time, you’re better able to make decisions to improve your time management. Do you fully focus on a task, or are you distracted by outside things like social media or surfing the web? If it’s hard for you to tell how much time you spend on different tasks, try an app like Rescue Time to help you keep track—it will give you a detailed report! If you find that you are constantly being distracted, apps like Self-control can help you avoid certain websites while you work.

Prioritize your work. Even if you don’t make an actual checklist, you still need to prioritize your tasks. A good way to prioritize is to label your tasks as “must do,” “may do,” or “want to do.” “Must do” items are those that need to be completed that day and include things like homework or going to a club meeting. “May do” items are things that need to be done but can be put off if you are out of time. They include things like writing a term paper that’s due at the end of the month and doing your laundry. Remember, though, eventually your “may do” items will turn into “must dos,” so don’t push them off for too long. “Want to do” items are those that are desirable, but you don’t have to do them at all. Think watching a Netflix show or going out to dinner. Again, it’s important to note that you need a balance. If you organize your schedule and use your time wisely, you should have enough time to complete everything!

Break down large tasks into small, manageable pieces. This will help you organize your tasks by forcing you to plan out each step. Once you do that, you can manage your time by accomplishing a few pieces each day. A warning, though. If you procrastinate, this strategy will not work.

Set time limits and take breaks. Did you know that the average attention span for adults is 20 minutes and dropping? While you should be able to focus on tasks, this statistic shows that setting a time limit for each of your tasks could be necessary. You’re not a machine, so it’s not realistic to expect yourself to focus for four straight hours. Instead, try working for 30 minutes and then give yourself a five- or ten-minute break (to check Facebook or eat a snack). This will keep your mind fresh and prevent you from burning out when you get back to work.

Set deadlines. In addition to time limits, it’s important to have deadlines. The pressure of an upcoming deadline will help you use your time more efficiently. Don’t just rely on external deadlines from your teachers or your boss. Rather, set your own personal deadlines for each of the smaller tasks you have created.

Reward yourself. When you accomplish a task, celebrate!! You deserve it! Making time to give yourself a little reward for accomplishing a goal is extremely important. Maybe you take yourself out for a treat or spend an evening with friends. Knowing a reward is coming is more motivation to get organized and use your time well.

Some of these strategies might seem familiar, and they should! Lots of the same strategies can help improve a variety of executive functioning skills simultaneously, since so many EF skills work closely together. When used correctly, these strategies will help your executive functioning skills improve as a whole.

© Coach Jenna Knight, Never Defeated Coaching, August 25, 2021

Focus is the ability to concentrate on one thing and ignore everything else (to an extent). Focus helps you stay on task or on topic, manage disinterest in what you’re working on, and screen out distractions.

Focus is important for women with ADHD due to is the linked to your ability to think, and without it, all aspects of your thinking will suffer. For, instance, when a women with ADHD is faced with an issue and you need to problem solve to come up with a solution.  When a women with ADHD is unable to focus and unlikely to come up with a reasonable solution it could have a negative impact on your life as a whole.

Focus increases your effectiveness because you are able to concentrate on the right things and limit outside distractions. It also increases the quality of your work and the likelihood that you will achieve your goals.

The ability to focus is also a main component of productivity, or the ability to get things done. The learning process, at all levels, requires focus (on the information, on the work, on the discussion, etc.). The better you can focus, the easier it is to retain learned information. The ability to focus also includes the ability to shift between tasks, and people who can shift easily but remain focused on the task at hand will accomplish more.

How can a women with ADHD improve these skills?

Plan your schedule. Having a set plan for your day helps you know what you need to accomplish, and therefore what you need to focus on. Knowing where to put your focus is the first piece in being able to improve your attention toward tasks. So, take control, make a list of everything you need to do, prioritize that list and get working. Knowing what needs to be done and having a plan to complete your tasks will keep you more focused, productive, and in control.

Manage your time and energy. It’s an accepted fact that different people are more productive at different times of the day. Each person has their own peaks and lows in their levels of energy, so use that knowledge to accomplish tasks efficiently. Find the time of day when you work best, and make sure to complete the tasks that need the highest levels of focus then. If you’re like me, mornings are your most productive time, so read that chapter or write that paper before lunch! If you try to complete your tasks at a time when you have low energy levels, it will be much more difficult for you. Managing time and energy is essential to productivity. Figure out when your energy levels are highest (so you’re able to focus better) and build your daily schedule around that.

Limit multitasking. I know, I know. Multitasking is supposed to be a good thing—and it can be! But did you know that every time your email pings, your brain spends time switching focus to the email, then has to switch back to the original task? Multiply that a couple hundred times throughout the day, and you’ve lost valuable time and actually made it harder on yourself to get things done. The human brain can only concentrate on one thing at a time, so if you are listening to music while cleaning your room, your brain is really only concentrating on the cleaning or the music (though often music is just background noise). “Multitasking” is just switching from task to task, which can end up having a negative impact on your productivity. It’s much better to just focus on one task at a time and get the work done.

Limit distractions and temptations. Similar to multitasking, distractions and temptations steal your focus, attention, and self-control. How many times have you been in a sort of rhythm completing your work just to have your phone vibrate with a text? Should you ignore it? What if it’s important? You’ve already lost your focus on your task and are now paying attention to the text, which you know you’re going to give in and check. Try to limit these distractions and temptations from happening in the first place. You can leave your phone in another room, work in full-screen mode on your computer (to avoid the open Instagram tab), block ads on your internet browser (to avoid those blinking sidebar advertisements), and limit checking your email to break time. This allows you to regain control of situations that may otherwise control you.

Declutter. Clutter takes away your attention and ultimately your time. Physical clutter (a messy room or a disorganized desk) is a visual distraction that prevents you from focusing on the task at hand. Focus on organizing your workspace and you will better focus on your tasks. Your mind can also get cluttered; thinking about the phone call you need to return or the clothes you need dry cleaned and wondering who starred in that movie are thoughts that clutter your mind. Try making lists. By getting it down on paper, you also can get it out of your head.

Take breaks. Think of your brain as a muscle and increasing your ability to focus as an exercise. You need to build up to an extended amount of focus, and you can do that by giving yourself breaks along the way. If you wish you could focus for 30 minutes (a big goal considering the average adult attention span is anywhere from 10 to 20 minutes), then start by focusing for five minutes and taking two-minute breaks. Gradually, you can increase the time as your brain gets stronger and better at this focus exercise.

Reward yourself. Rewards increase your motivation to complete tasks, which in turn gives you the motivation you need to focus on and begin tasks in the first place. If you know something good is coming (maybe a game night, take-out. If you know something good is coming (maybe a game night, take-out dinner, or a movie), you’re much more likely to focus in order to get the task done. So, the next time you can’t focus on putting your laundry away, tell yourself that once it’s done you can Netflix and chill.

Forgive yourself and learn from your mistakes. When you fail (which everyone will at some point in their lives) it can really take over your ability to focus and distract you from the progress you’ve made toward a goal. Too much focus on negative energy is bad for productivity and your mental well-being. Instead of dwelling on a failure, try to figure out what caused it, learn your lesson, forgive yourself, and move on. Focus on moving forward rather than looking back.

All of these strategies and suggestions can help develop your ability to focus and increase your self-control. Any time you use your own willpower to overcome a setback, you are exercising self-control and self-regulation. Doing this will allow you to spend more time focusing on what needs to be done and will result in higher productivity levels.

© Coach Jenna Knight, Never Defeated Coaching, August 25, 2021