The "Less Is More" Toolkit: My ADHD-Friendly App Philosophy

For years, I chased the dream: that one magical app that would do everything. You know the one – CRM, task manager, invoicing, project tracker, all rolled into a single, glorious digital beast. It felt like the answer to all my organisational woes, especially with my ADHD brain.

The reality? It ended up having the opposite effect. I'd jump in to add a simple task, and before I could even type it, my eye would catch a notification about an overdue invoice or a deal to chase. My brain would immediately jump ship, and the original task? Gone, vanished into the digital ether.

It took me a long time to realise that for a brain that thrives on clear pathways and minimal distractions, the "all-in-one" solution was actually the enemy. My biggest breakthrough came when I embraced the idea of single-function apps. If an app's primary job is to manage tasks, that's all it does.

No tempting sidebars, no flashing alerts from other modules. This approach has been a game-changer for my focus and productivity. It's about finding tools that work with my ADHD, not against it, by removing the constant invitation to get sidetracked. This simple philosophy has transformed how I manage my day, my projects, and ultimately, my business.

Google's Dynamic Trio: Keep, Tasks & Calendar –

When it comes to keeping my day running smoothly, I rely heavily on Google's suite of apps. They're straightforward, widely accessible, and crucially, they stick to their lanes. This "one app, one job" approach is a godsend for my ADHD brain, preventing the digital clutter that leads to distraction.

1. Google Calendar: Your Time Anchor

Google Calendar is my digital diary. It's where every appointment, meeting, and time-blocked session lives. Why does it work? It's super simple and visually clear. When I need to add an event, I open Calendar directly, click the time slot, type it in, and add a reminder. Done. No other features to tempt me away. I also use colour-coding for different types of events (work, personal, client calls) for a quick visual overview, and I set up recurring events so I don't have to constantly re-add regular meetings.

2. Google Tasks: Your No-Fuss To-Do List

For all my actionable items, Google Tasks is my go-to. It's exactly what it says on the tin: a simple, straightforward list. There are no fancy features to get lost in, which means I can get in, add my task, and get out quickly. I typically open it as a sidebar in my Gmail or Calendar, type the task, and add a due date if needed. For bigger tasks, I break them down into subtasks to make them less daunting. It's quick, efficient, and keeps me focused.

3. Google Keep: Your Digital Scrapbook

Google Keep is my versatile space for quick notes, ideas, lists, and saving content. It's incredibly flexible and visually oriented, making it ideal for quickly dumping information without needing to organise it perfectly right away. I use it for jotting down sudden thoughts, creating simple checklists, or – and this is a big one – copying and pasting long articles or content I want to read later. This stops me from getting sidetracked by it right now. I use simple labels (like "To Read" or "Ideas") to easily find notes later, but I don't overcomplicate the system.

Gemini: My AI Sidekick and Seamless Integrator

For my AI needs, Google Gemini is my chosen agent. While tools like ChatGPT are powerful, Gemini's deep integration with the Google ecosystem is what makes it a game-changer for me, especially with my ADHD. It significantly reduces the friction of moving information between different tools.

Gemini isn't just a smart AI that generates text or brainstorms ideas; it's also a fantastic digital assistant that directly interacts with my Google apps.

Here's how I use it to keep everything connected:

• Adding to Calendar: If I'm chatting with Gemini and decide I need to schedule something, I can simply prompt it, "Add 'Client follow-up call at 10 AM tomorrow' to my Google Calendar." It understands and creates the event directly.
• Adding to Tasks: Need to remember a new to-do? I just tell Gemini, "Add 'Research new social media trends' to my Google Tasks." Or even more specific, "Remind me at 3 PM to email Sarah via @Google Tasks."
• Saving to Keep: If Gemini generates a brilliant idea or I want to save a summary of a conversation it's helped with, I can instruct it, "Save this response to a new note in Google Keep."
  
  

This seamless flow means I can capture information and organise it almost instantly, without losing my train of thought or getting sidetracked by opening multiple apps. It's like having a super-efficient personal assistant who anticipates my next move and keeps everything tidy.

Trello: Visualising My Projects (Without the Overwhelm)

While my Google apps handle my daily tasks and quick notes, for more structured projects and collaborative work, Trello has proven to be an invaluable tool. It’s a visual project management platform that uses "boards," "lists," and "cards" to organise tasks.

What makes it particularly effective for a mind like mine? It's highly visual. My brain loves to see things laid out in a clear, accessible way. This visual structure prevents the information overload that can come with complex projects, allowing me to focus on specific stages without getting lost in the details.

Here’s how I use it to keep my projects on track:

• Separate Boards for Projects: To avoid overwhelming myself, I create a separate Trello board for each major project or client. This keeps everything contained and reduces visual clutter.
• Simple Lists: Within each board, I stick to very simple, intuitive lists. Typically, these are "To Do," "Doing," and "Done," or specific project stages like "Drafting," "Review," and "Published." This allows me to see progress at a glance.
• Cards for Tasks: Each individual task within a project becomes a "card." I keep the descriptions on these cards concise and to the point, avoiding the trap of getting bogged down in too much detail at this stage.
• Colour-coding and Due Dates: I use colour-coding for priority or type of task, and crucially, I set due dates on cards. These visual cues serve as powerful reminders and help me prioritise without needing to dig deep into each task.
  
  

Trello provides that perfect balance of visual clarity and structured organisation, allowing me to manage larger projects effectively without falling into the "overwhelm" trap.

Fireflies.ai & Zoom's AI Companion: My Meeting Memory Boosters



Meetings can be a real challenge for many ADHD brains. We want to be present, engaged, and contribute, but also remember every key decision and action point. This often leads to frantic scribbling, missing crucial details, or simply feeling overwhelmed. That's where Fireflies.ai has been an absolute game-changer.

Fireflies.ai is an AI tool that joins my online or even in-person meetings. It automatically records, transcribes, and summarises everything that's said. This means I no longer have to worry about taking detailed notes; I can fully focus on the conversation, listen intently, and participate meaningfully. It's truly liberating.

Here’s how these tools have transformed my meeting management:

• Automated Summaries: After every call, Fireflies.ai sends me a concise summary, highlighting key decisions, discussion points, and most importantly, tasks assigned to each participant. This ensures nothing slips through the cracks.
• Searchable Transcripts: If I need to recall a specific detail from a past meeting, I can easily search the full transcript rather than relying on my often-forgetful memory or trying to decipher hurried notes.
• Prepared for Next Steps: Before any follow-up meeting, I quickly review the Fireflies.ai summary. This instant refresh ensures I'm always prepared, remembering exactly what was discussed and agreed upon previously.
  
  

I'm currently trialling Zoom's recently added AI Companion which offers similar functionalities. The goal is to see if I can consolidate my tools and cut down on subscriptions, but the core benefit of automated, intelligent meeting notes remains invaluable.

These tools aren't just note-takers; they're memory boosters that significantly reduce post-meeting anxiety and improve my overall productivity.

Notion: The "Grown-Up" Experiment (Using it Wisely)

So, I'm trying to be a "grown-up" – which, for me, means exploring tools like Notion. It's an incredibly powerful and flexible workspace for notes, tasks, project management, and databases. It promises to do everything, and that's precisely why I'm approaching it with caution! As I've learned, the "all-in-one" solution can quickly become overwhelming for my ADHD brain.

My goal with Notion is to integrate it wisely into my existing suite of single-function apps, without falling into the trap of using it for every single thing. It’s a delicate balance, and I'm still in the process of finding the best way to make it work for me, rather than becoming another source of distraction.

Here's my current approach to this "grown-up" tool:

• Single Purpose Focus: Instead of trying to shift all my daily tasks and quick notes into Notion, I'm consciously reserving it for very specific, more formulated processes that genuinely benefit from its powerful database capabilities.
• Linked, Not Overlapping: The aim isn't to replace my tried-and-tested Google suite or Trello boards. Instead, Notion is meant to complement them. I'm exploring linking information where appropriate, using it for things that benefit from a structured database (like content planning pipelines or detailed client onboarding checklists), while my quick, daily tasks remain firmly in Google Tasks.
• Controlled Integration: I'm deliberately taking my time to understand its features and how they can enhance, rather than complicate, my existing workflow. It's a careful experiment in leveraging its power without getting lost in its vastness.
  
  

Notion offers immense potential, but for a brain like mine, the key is discipline and a clear understanding of its role within my overall system. It's a journey towards more sophisticated organisation, but one taken with careful, measured steps.