As someone juggling ADHD, ME/CFS, and various other chronic conditions while running a digital agency, I’ve learned that traditional calendar management advice often doesn’t cut it.
Let’s dive into some actually helpful strategies that work for real humans (especially the wonderfully chaotic ones! 😉).
1. Embrace Flexible Meeting Lengths
Forget the standard 30-minute blocks! As a neurodivergent business owner, I’ve learned that some days I’m sharp for 45 minutes, other days 15 is my sweet spot. Listen to your body and energy levels – it’s okay to schedule according to your needs rather than conventional time blocks.
2. Automation is Your Best Friend
- Calendly: My absolute lifesaver for client bookings
- ManyChat: Handles my social media responses when brain fog kicks in
- Google Calendar: Syncs everything in one place
3. The Modified Pomodoro Technique (because regular Pomodoro isn’t always neurodivergent-friendly)
Instead of rigid 25-minute blocks, I use what I call “energy-based time blocking”:
- High Energy Periods: Task-heavy work
- Medium Energy: Client calls and content creation
- Low Energy: Administrative tasks and email management
4. Buffer Time is Non-Negotiable
Living with chronic illness means some days just don’t go as planned. I always add 15-30 minute buffers between appointments for:
- Rest breaks
- Medication timing
- Unexpected flare management
- Processing time between tasks
5. Digital Tools That Actually Help
My tried-and-tested stack:
- Canva Pro for content creation (perfect for both high and low energy days)
- Google Calendar with multiple time zones (client-friendly!)
- Reminder apps that don’t shame you for rescheduling
6. Print Calendars (Yes, Really!)
Sometimes the old ways work best. I keep a physical calendar for:
- Visual processing
- Tactile planning
- Backup when screen time becomes too much
7. Regular Calendar Audits (But Make Them Gentle)
Monthly check-ins to assess:
- What worked?
- What caused stress?
- Where do I need more flexibility?
- How can I better honor my energy levels?
Pro Tip: Colour-code your calendar based on energy requirements rather than task types. This helps in planning around your body’s natural rhythms and potential flare days.
Remember: Your calendar should work for YOU, not the other way around. There’s no “right” way to manage time when you’re juggling health conditions and running a business. The best system is the one that supports your wellbeing while helping you serve your clients effectively.