Have you ever opened a spreadsheet at work, stared at it blankly, and immediately felt like running in the other direction?

You’re not alone. For many neurodivergent professionals, especially those with ADHD or executive functioning challenges, keeping up with work deadlines and using tools someone else designed (like dense spreadsheets or rigid project trackers) can feel confusing, defeating, and even impossible. It’s not a lack of intelligence or effort. It’s often a mismatch between how your brain processes information and how the system is built.

This post is for anyone who’s trying to do great work in a world that wasn’t designed for your brain. Let’s walk through why traditional organizational tools can feel so difficult and, more importantly, what you can do to adapt, advocate, and succeed on your own terms.

Before you can improve a system, you need to identify what’s creating friction. Take a moment to ask yourself some targeted questions:

• Is the spreadsheet too cluttered or hard to navigate?
• Are the deadlines hidden or unclear?
• Do you forget to check it regularly?
• Does it require a step-by-step process that doesn’t suit how you think?
• Is the layout visually overwhelming or mentally draining?

Jot down a few observations, no need to overanalyze or judge yourself. Simply note what feels hard or frustrating. When you understand what’s tripping you up, you can make targeted tweaks that actually help, instead of overhauling everything blindly.

If you’re struggling to keep track of tasks tucked away in a spreadsheet you rarely open, it’s time to bring the big picture into your daily line of sight. Consider creating a visual overview or dashboard that summarizes what’s most important. This might look like:

• A whiteboard next to your workspace
• Sticky notes arranged by priority on a wall
• A digital tool you do enjoy using (like Trello, Notion, or Todoist)
• A printed one-page summary of top tasks and deadlines

This doesn’t mean ditching the spreadsheet. Instead, you’re creating an easy-access, brain-friendly version of the information so you don’t have to hunt for it. The goal is to reduce overwhelm by giving your brain an anchor, something simple and visible that helps you stay oriented and focused.

If the spreadsheet is confusing or packed with details that don’t make sense at first glance, don’t force yourself to decode it every time. Instead, make a simplified guide, a cheat sheet just for you. This could be a digital note, paper guide, or visual map that explains:

Add screenshots, emojis, or color-coded labels if that helps your future self follow the process more easily. Think of this as directions you’d give someone else if they were stepping in to help. You’re creating less friction for yourself and conserving valuable mental energy.

Color is a fast, powerful way to communicate information, especially for neurodivergent brains that benefit from visual cues. Use color coding to bring structure and clarity to the spreadsheet. For example:

• Red = urgent or due this week
• Yellow = due soon
• Green = completed
• Blue = meetings
• Purple = client-related tasks

If you didn’t create the spreadsheet, you might ask if it’s okay to add visual formatting or make your own copy with colors that help you focus. The goal isn’t to make it pretty, it’s to make it readable at a glance.

One of the biggest barriers to using a system is simply starting. If the spreadsheet feels vague or overwhelming, your brain might delay action until it’s an emergency. To counter this, batch related tasks and schedule them like appointments. For example:

• Monday at 3 pm: Quick scan to see what’s coming up
• Wednesday morning: Collect any info or data needed
• Thursday at 9 am: Update the spreadsheet
• Friday: Review what went well and what needs tweaking

You can also use body doubling (working alongside someone), co-working sessions, or a “just start” timer to get over the hump. You don’t need to finish everything, just give yourself a clear place and time to begin.

If you find yourself doing the same task over and over, like copying data or calculating due dates, consider using automation to reduce the load. A few options:

• Zapier or Make to connect spreadsheets with other apps
• IFTTT to trigger reminders or actions automatically
• Google Sheets formulas to highlight overdue tasks or track progress (you can use AI to help make the formulas)

Even small automations can reduce errors, save time, and free your brain for more important thinking. You don’t have to automate everything, just pick one repetitive task and see how much smoother your system becomes.

A short weekly reset can go a long way toward keeping you on track. Set aside 15–30 minutes at the beginning or end of the week to:

Make this feel less like a chore and more like a personal reset: light a candle, play your favorite playlist, or grab a cozy drink. When you build in a reset, you’re not just catching up, you’re giving yourself a fresh start each week.

It’s easy to fixate on what’s not working, but don’t forget to honor the systems and strategies that do support you. Maybe you:

• Stay on top of things when they’re on your calendar
• Remember better when you use voice memos
• Feel more focused when you color-code or visualize tasks
• Think more clearly when walking or using your hands

These aren’t “workarounds,” they’re personalized strategies. They reflect how your brain works best. The more you lean into them, the more sustainable your workflow becomes. Think of it like writing your own user manual, one that’s honest, effective, and designed just for you.

Let’s say your job is to update a project tracker in Excel every Thursday. Here’s how you might structure that across your week:

• Monday: Add a task to glance at the spreadsheet: what might need updating?
• Wednesday: Block 15 minutes to prep any info or reports.
• Thursday 9 am: Get a reminder with the link: “Update columns B, F, H.”
• Thursday 9:30 am: Mark the task as complete in your personal system.
• Friday: Do a quick review: what helped this week? What got in the way?

This kind of rhythm creates predictability, reduces stress, and helps you develop self-awareness over time. Executive functioning isn’t about doing it all perfectly, it’s about figuring out what works and doing it again.

The truth is, most workplace systems weren’t designed with neurodivergent brains in mind. But that doesn’t mean you have to contort yourself to fit a mold that doesn’t work. With the right supports, tools, and self-awareness, you can thrive, not by doing things their way, but by crafting a path that works for you.

You’re not lazy. You’re not incapable. You’re navigating a world of invisible steps, and still showing up. That’s powerful.

So the next time you open a spreadsheet and feel the dread creeping in, take a breath. Break it down. Translate it. Bring it into view. Ask for clarity. And most of all, give yourself credit for working with your brain, not against it.

You’ve got this.