Before I learned how to create ADHD-friendly to-do lists, I was living in a tornado of Post-it Notes, unopened planner pages, and guilt. And I don’t mean occasional forgetfulness—I mean full-on, can’t-remember-what-I-was-doing-two-minutes-ago chaos.

As someone who juggles directing theatrical musicals, running a full-time content creation platform, and working in marketing, I’ve had to get real cozy with time management. The thing is, “traditional” productivity tools just didn’t work for my ADHD brain. And if you’re reading this, I’m guessing they don’t work for you either.

So let’s talk about how I finally built a system that works—with humor, honesty, and zero shame.

Why Regular To-Do Lists Fail for ADHD Brains

If you live with ADHD, you know that telling someone to “just write a to-do list” is like telling a fish to climb a tree.

We struggle with executive dysfunction. That means planning, prioritizing, and completing tasks doesn’t come naturally. According to CHADD, executive function skills include organizing, activating for tasks, sustaining focus, managing emotions, and remembering information. You know… everything a to-do list relies on.

For years, I’d scribble down 20 tasks, forget I made the list, and beat myself up when nothing got done.

How I Built My ADHD-Friendly To-Do List System

1. The “Top Three” Rule Saved Me

Every morning, I pick just three must-do tasks. That’s it. Three things that absolutely need my attention. Once those are done, I’m free to do more—or not. This reduces the overwhelm and gives my brain a clear path forward.

It’s wild how effective this is. I learned it from reading an article on ADDitude Magazine, and it changed everything.

2. I Made It Visual (Because My Brain Likes Pretty Things)

Color-coding. Stickers. Big bold headings. I use dry-erase boards for flexibility and colorful sticky notes that scream for attention.

Fun fact: I even have a color just for self-care. Lavender = “do something for YOU today.” It works.

3. I Keep Multiple Lists (But Don’t Panic!)

I keep three main lists:

  • Short List: My top 3 tasks for the day
  • Brain Dump List: Every random thing that pops into my head
  • Routine List: Daily tasks like medication, emails, social posts

This setup is based on organizing expert Judith Kolberg’s advice from ADDitude. It helps me keep everything in view without feeling buried alive by my own tasks.

My Personal Life Demands This System

Between managing my blog, podcast, and socials for The Vibe With Ky, directing shows like West Side Story and Sister Act, and working full-time in marketing, I don’t have the luxury of chaos anymore. This system is how I stay afloat.

I even built a digital guidebook around strategies like this. It’s called “Navigating Daily Life with ADHD: A Digital Guidebook for Adults”—and it’s packed with more ADHD-friendly tools like this one. If you’re ready to build a system that actually works for your brain, check it out. It’s only $5 right now.

Woman with ADHD sitting at a kitchen counter using a laptop to create a personalized ADHD-friendly to-do list, demonstrating productivity in a calm, organized space.

Tips That Work for Me (and Might Work for You)

  • Use apps with visuals and reminders (Try Numo, TickTick, or ChronoCat)
  • Write tasks like “Email Rachel about podcast clip,” not “Podcast stuff”
  • Use timers like the Time Cube to stay on track in short bursts
  • Celebrate small wins (Yes, I’ve added tasks I already did… just to check them off)
  • Create a reward system—like watching Severance after completing your top 3

5 Key Takeaways

  1. Traditional to-do lists often fail because they ignore executive dysfunction.
  2. A simplified “Top Three” task list reduces overwhelm.
  3. Visuals and rewards can hack ADHD motivation.
  4. Multiple list systems help prevent mental overload.
  5. Consistency matters more than perfection—adjust your system as needed.

FAQ: ADHD To-Do Lists

Q: What’s the best format—digital or paper?
A: Whatever keeps you engaged. I personally mix both. I use paper for planning and apps for reminders.

Q: How do I stay consistent?
A: Set a daily review time. Mine is right after lunch. Build the habit.

Q: What if I forget to check my list?
A: Put it where you’ll see it—on the fridge, the bathroom mirror, wherever your eyes go first thing in the morning.

Q: Is it okay to rewrite my list every day?
A: Yes. Rewrite it as many times as you need. The process itself is part of the habit.

Q: What if I still feel overwhelmed?
A: Go back to your Top 3. That’s your safe zone.

Final Thoughts

You don’t need to “fix” yourself. You need systems that work with your brain, not against it. My to-do list isn’t perfect—but it helps me live, create, lead, and (mostly) stay sane. And that’s a win.

And remember, I’m not a doctor. I’m not a therapist. I’m just a dude with ADHD who figured out what works for him. Please always speak to a mental health professional for help navigating your unique situation.

What has helped you stay organized? Drop a comment below—I’d love to hear what works for you.

Much love. Good vibes. – Ky