ADHD and Overwhelm: How to Break Down Big Tasks Without Breaking Yourself

People with ADHD are often told to “just break down big tasks”. On the surface, this seems like solid advice. But in practice? Instead of eliminating overwhelm, we often create new problems: Where do I start? What do I do first? And why are there suddenly fifty new tasks staring at me?

This is where the advice usually falls short — because it doesn’t account for the ADHD brain. Here’s a framework that actually works for us.

Step 1: Define the Task

Ask yourself:

• What am I trying to complete? (household project, paperwork, website revamp)

• Is there a deadline, or when do I want it done?

• Are other people involved?

That’s it. Skip the endless “make another list” trap; you don’t need a spreadsheet of materials before you even begin. We’re trying to build momentum not get stuck in the quagmire of logistics.

Step 2: Identify Milestones

Not every project needs them, but for longer ones, consider creating phases, categories, or weekly checkpoints to keep yourself moving forward. Painting one room in your house, probably won’t need this step. Painting every room in the house will.

If you’re working with a larger team, it can be helpful to brainstorm milestones together so everyone is on the same page. When seeking feedback from your supervisor, try framing it like this: “I work best with clearly defined goals, and I want to make sure my milestones align with yours. Can we review them together?”

Clear milestones create shared expectations, reduce misunderstandings, and give you concrete markers of progress along the way.

Step 3: Sort the Tasks

Look at your milestones and categorize them:

• 1’s: Must-do (urgent) or can-do-right-now.

• 2’s and 3’s: Important but not urgent (ignore these for now).

Start with your 1’s. If multiple options are open, go with the dopamine and pick the one that “speaks to you.”

You tackle urgent things first because those are the ones that have to get done. Tackle the can-do-right-now, to give yourself small wins to build up motivation.

Step 4: Prep Before You Dive In

Before rushing ahead, take two minutes to jot down what you’ll need — supplies, steps, or info from others. This saves you from the classic ADHD trap of getting halfway through and stalling out.

Depending on the task a quick google search for premade lists may save you hours of work and frustration. For example, I have a pre-printed packing check list that I keep in my luggage. Whenever I need to pack for a trip, I already have my list ready to go right where I need it. Outsource your executive functioning as much as possible.

Step 5: Identify Barriers

Most of us skip this step, but barriers are often what derail us. They can be:

• Physical: Needing to buy supplies, but the store is 30 minutes away.

• Sensory: Bread dough = sticky overload.

• Logistical: Waiting on Steve’s report.

• Emotional: Anxiety, stress, or burnout.

Spotting barriers early gives you time to problem-solve before frustration hits.

Step 6: Schedule It

A to-do list alone won’t cut it. Put tasks directly on your calendar, even if you need to reschedule, it keeps your goals visible and front of mind.

If it’s a team project, scheduling also communicates with your teammates or supervisor when you’ll be tackling different parts of the work, which helps with planning and workflow. At home, it can signal to your spouse or family when you’re planning to take on a project and what the timeline looks like. That simple step can reduce misunderstandings, eliminate nagging, and even prevent arguments.

Final Step: Repeat and Adjust

Repeat Steps 3–6 until each milestone is complete. Stay flexible with your 1’s, 2’s, and 3’s — priorities can shift. Something that once felt like a low-priority “3” might suddenly jump to a “1” as circumstances change. The key is to keep moving forward while adjusting as needed.

Takeaway: Breaking down big tasks with ADHD isn’t about perfection — it’s about making projects actionable, realistic, and frustration-proof. Progress counts more than perfect execution.

Whether it’s projects at work or chores at home, you don’t have to figure it all out alone. Let’s find what works best for your brain — schedule a session today (pets, fidgets, and coffee welcome).

Want to explore more tips? Check out the rest of my blog.