My tips for an ADHD friendly Trello workflow
I have used just about every productivity tool there is. As an ADHDer one of my favourite tools is Trello. I find it helpful to start by seeing everything and filter to hide things. That generally works better than when everything is hidden and I have to go looking for it or trust that it will surface under the right conditions.
I had a session with a coachee today who is restarting with Trello and so we had a conversation as they were working though it. They already had a lot of things in place but I thought it might be useful to list my top tips for an ADHD friendly Trello Workflow.
If you have not used Trello before and you would like a quick run through take a look at the video on this page and come back.
Use the first list on the board for information. On my organisation board I would include my objectives and areas of focus (AOF) in my role.
Have a simple method of prioritising tasks. My coachee used a version of the Eisenhower Matrix to sort their outstanding tasks into Important, Urgent, both Important and Urgent and neither Important or Urgent. Initially they removed all of the tasks in the fourth category. I recommended keeping things they decide to deprioritise in a list or on another board as it is as much an exercise in seeing all that is on their plate as being organised. That list can be archived to remove it from the board and bring it back if needed or just left in place.
Use a method to see when tasks are likely to have aged out or need updating. I use Pirate Aging to see which cards I have not updated for a long time and so which tasks or projects are likely to either need action or have been superseded. Once they are updated or moved they will ‘un-age’.
Give yourself plenty of information at the top of lists to reduce cognitive load. You could add a card at the top of a list if you need more space for information.
Set up a list for things which need some processing. If you keep things in one place until they have the detail you need to move them forward it reduces overwhelm.
Use email to board to get things into the board and into the processing list.
Keep like things together on one card in a checklist until you need an item to have more detail. An example of this is a list of linked tasks. Only move them out into their own card when you have to as this will reduce overwhelm.
Use a spreadsheet to get lots of things into Trello card titles easily. Make a list in a spreadsheet with one item per row and then highlight them all, copy and paste into a card. A message will appear asking you to confirm if you want everything in one card or a card per line.
Use labels to filter on a variety of categories. Pick a colour to identify the type of category or remove the colour to have the label only appear on the card back and be available to filter on.
Reduce the number of items in certain lists, such as doing, to reduce Work in Progress with the List Limits power up. This will encourage you to finish things before starting something new.
Of course even with all of this in place I will become overwhelmed, have to assert task manager bankruptcy and start again. It takes longer to get to that point though.
Having said all of that, I am currently using Tana which is a really interesting product. It is a notes app, an outliner, it has commands and tagging and I love using it. I have implemented these tips in different ways in that tool.
What is your favorite way to keep track of things and what tips have you got?
If you want more detail about any of this please let me know.
Here is a view of the whole board in case you need it
