Lists... and how to use them

“Just write a list!” or “why not make a list?”. How many times have I heard that advice? It always comes from a good place, and it does generally help a bit to make lists for things that need to get done, but noone ever explains how to write a list in a way that can help someone with ADHD.

I used to just write a long list of everything that I needed to do and then either get one or two things done and feel bad about the remaining items on the list, or I would just end up staring at the list feeling overwhelmed and paralyzed from doing anything. Not exactly what I was hoping to get from using a list…

It wasn’t until many years later I realized why lists never worked for me. I was using them in the wrong way! To effectively use a list and get things done there are unspoken rules. I am going to speak them today right here, right now.

Quick Summary

For those of you in a rush or revisiting this info and need a quick start.

One thing at a time - Write down 1 item at the top of your list and don’t add any more items until that one is completed.
Break items down - If your looking at a single list item and cannot get started then it is time to make a “sub-list” under it with the steps you need to get started.
Master list brain dump - If your worried about forgetting something during your day then create a long list of all the things you need to do. Then create a second list and add 1 item at a time to it from the master list as you complete things. Pro tip: hide the master list in a drawer nearby so it doesn’t keep staring you down…
Mess up the page - If your having trouble getting started because of the blank page then take your pen and draw a random line through the page. Now its all messed up and you can use it because it’s scrap paper now… weird, but it works for me!
Use the fancy stuff - Having a nice notebook and pen to make lists in makes a big difference because you end up wanting to use the nice things more. My recommendations are in the main chapter text.
Make time for creating the list - In the mad rush of life it can be strange to consider sitting down and writing out a list. It feels like it takes forever some days… but it deserves the time and it will make a big difference.
Tips and Tricks - A couple extra little things I’ve come across in my experience that might be helpful.
Examples - Some of my own lists from the real world to give some more context.

One thing at a time

Write down 1 item at the top of your list and don’t add any more items until that one is completed.

At the start of my work day I turn on my PC and then turn to the notebook on my desk. I write today’s date at the top, the I write my first item of the day:

Check email

Then, when reading my emails I will add one or two tasks to my list if any emails require my attention. If I get to more than two tasks then I read the email and set it back to “unread” so I can refer to it later on. Now our list looks like this:

Check email
Reply to Tom about reporting issues
Close out task 12335

Working this way is good for two reasons:

Doing 1 task at a time is far less overwhelming than seeing everything at once and trying to force your ADHD mind to prioritize them successfully.
By the end of the day you have a list of completed tasks, and it looks (and sometimes feels) great! You get to look at a list like this:

Check email
Reply to Tom about the reporting issues
Close out task 12335
Refactor code in repair program to make it faster
- Try the new functions to replace the old ones
- Add the new code change from yesterday
- Test the change
- Get the code reviewed by another programmer
Pick up milk on the way home

I also recommend using a separate space on the page for listing personal tasks. For example, if I need to get something after work or call someone to book an appointment during the day then I’ll note that in a separate spot and highlight it so it is clear to see, but not cluttering up work specific tasks.

Break items down

If you added 1 item to your list but are still struggling to get started it could be because the task is too generalized or broad. It may need to be broken down. Here’s an example:

Clean the kitchen and dishes

That’s a general statement that doesn’t give much indication of where to begin, what steps it takes to achieve, or what the overall task requires from you. Instead, we can make a “sub list” that breaks things down further. Like this:

Clean the kitchen and dishes
- Dishwasher:
- Empty Clean dishwasher, putting clean dishes away
- Load dirty dishes into dishwasher
- Remaining Dishes:
- Wash remaining dishes by hand
  - Dry hand washed dishes
  - Put away hand washed dishes
- Counters:
- Throw wet dishcloth into laundry basket/washing machine
- Wipe down counters

There are more steps now, but they are much more actionable instructions to follow. More like a recipe than just the name of a dish.

You can also use the 1 task at a time method for the sub list too to prevent overwhelm.

There’s also sub lists for sub lists. Keep breaking down steps until you feel confident you can start the task. If things balloon out of control then the task might need to break out into a separate list for each sub list and it can be handled over multiple days.

I used to feel like an idiot because I was breaking tasks down into microscopic pieces just to get started on it. But I realized that my lists are just for me to reference and they really do help me get things done, so I feel way less stupid once I am crushing through tasks I used to despise instead of procrastinating them or being paralyzed from starting them. For example:

Cook dinner
- Take all ingredients out of fridge
- Take all spices and oil out of pantry cupboard
- Put the pots I need on the stove top
- Prep veggies first
- Prep raw meat next
- Follow the recipe from here…

This used to feel excessive, but it works for me so I do it!

Master list brain dump

If your worried about forgetting something during your day then create a long list of all the things you need to do. Then create a second list and add 1 item at a time to it from the master list as you complete things. Pro tip: hide the master list in a drawer nearby so it doesn’t keep staring you down…

This can be a double edge sword though as the full list of things to do can be overwhelming and you may not want to go back to it later. This is what I have experienced at least. But it does work sometimes for me. Especially with much bigger personal projects.

Mess up the page

If your having trouble getting started because of the blank page then take your pen and draw a random line through the page. Now its all messed up and you can use it because it’s scrap paper now… weird, but it works for me!

You can also do things like put the date at the top of the page, doodle an image, write a stream of consciousness, draw a shape, write random letters, etc… but I find it easiest to have 1 thing I just go to instead of having options for this sort of technique. The idea is to avoid the overwhelm of the blank page with a quick trick, not getting stuck on deciding which trick to use.

Use the fancy stuff

Analog Hardware

I used to work in sales at a Music retailer. Customers always used to say that they “don’t deserve such a fancy guitar” because they can’t play that well or whatever. One of the senior sales guys always told them that they were probably more likely to play the high end guitar because it sounds great and feels really nice to play. Having something nice/high end/fancy changes your perception of the item and gives people a different appreciation for it. This has definitely been the case for me when it comes to notetaking and list writing. I have a nicer-than-a-biro pen and a sleek ringbound notepad to write on. All in all it’s only ~$30 (at time of writing) for the notepad and a pack of 3 pens, nothing too crazy… but I use them all the time! Here’s my recommendations:

Sharpie S-Gel Pens - The 0.7 nibs specifically. The 0.5s feel too scratchy for my taste
Tru Red Medium ruled notebook

Having a ringbound notebook is essential too. They can’t fold themselves shut when your not looking and you can fold them over to only see a single page at a time. This reduces visual clutter for your lists too.

Lists on the go…

Having a notepad and pen in your pocket is also really helpful for lists on the go, grocery lists, quick to-do’s, places you need to stop around town and what you need to get/do at each place. Field Notes make really nice, small notebooks that are easy to put in a pocket with a small pen. But you don’t need to spend a lot to get a pocket notebook! I make my own version of a Field Notes 48 page notebook using some boxboard and printer paper, a sharp knife, some staples, and a bit of patience. You can also pick up small notebooks similar to this at the dollar store or staples.

Software and Apps

For grocery lists and to-do lists for around the house I use the FamilyWall app. This is so my family can add anything they are looking for to the grocery list, and with a note or picture so I end up buying the right thing! Technology can be amazing!

I also use Obsidian notes for notetaking and keeping lists handy, although I don’t use this for lists on the go as I feel like my phone is going to get stolen from me in Walmart or something…

I am wary of using apps for lists and notes though. They add extra steps to accessing, creating and updating lists and they are also surrounded by distractions and other apps vying for attention. When I use my phone for lists it is usually for a task I am doing in the current moment, and I use the list to keep me on track. The list might lose all relevance once I stop or finish the task, but it still helps in the moment.

Make time for creating the list

In the hustle and bustle of everyday life it can be hard to find time to sit down and create a list. Hopefully, using the 1 item at a time method will make this easier, but it can still be difficult to justify that list making time.

Also, I often have to fight the urge to just plough on into the task and try to tackle it right now because I know that will only take me so far. Then, when I have run out of steam I will also not have the mental stamina to create a list to carry me on to the end of the task. Taking those extra few minutes to write down the steps will help me keep my momentum when losing steam/focus, and I am more likely to complete the task(s).

Tips and Tricks

A couple extra little things I’ve come across in my experience that might be helpful.

I draw little square bullet points and use them as checkboxes. It looks neater than crossing out the line, and also leaves the text from completed tasks legible in case you need to reference the info later.
Titles and dates for lists are not important. These can slow down the list writing process, so don’t worry about titling the list if you can’t think of one.
Have a notebook for work and another for home. This way you can separate priorities and have less chance of losing or forgetting to bring the notebook with you.

Examples

Here’s some examples of my own lists in action. I feel like a lot of self-help and productivity guides don’t give real world examples. They really help me when I’m learning new things so I’m including them with my post(s) where I can.

From my pocket notebook

From my work notebook