The Most Consistent Thing I Do With My Project Management System Is Switch It Up Every 6 Months

If there’s one thing I can count on in my business, it’s this:

Every 6 months, I will absolutely ditch whatever project management system I swore was “the one” and start fresh.

And guess what?
I don’t feel bad about it anymore.

Because I’ve realized something game-changing:

For ADHD brains like mine, switching systems isn’t inconsistency — it’s actually how I stay consistent.

Wait, I Thought I Was the Problem

For the longest time, I felt low-key ashamed about how often I bounced between planning tools.

Asana → Airtable → Notion → back to pen and paper → then my notes app on my iPhone → then ClickUp because someone on Instagram said it was life-changing (spoiler: it was not).

I kept thinking, “If I could just stick to one system, maybe I’d finally be organized.”
But I couldn’t. And it made me question my ability to run a business.

Spoiler: It wasn’t me. It was the system.

Most Project Management Systems Aren’t Built for ADHD Brains

Here’s the truth most productivity gurus don’t say out loud:

Most project management tools are built for brains that love rules, rigidity, and repetition.
Mine? Not so much.

I’ve even purchased those beautifully designed, pre-made templates that everyone raves about — and instead of feeling inspired, my head hurt. Not because they weren’t “good,” but because I instantly felt like I had to contort myself to fit into someone else’s system.

ADHD project management systems need to be:

• Visual, flexible, and fast to set up
• Easy to abandon and easy to restart
• Low-pressure and low-friction (especially on low-energy days)

Most templates? Overbuilt. Overwhelming. Optimized for people who think in perfect timelines and nested subtasks — not for neurodivergent business owners juggling 47 ideas and trying not to cry when they open a cluttered dashboard.

Switching Systems Isn’t a Failure. It’s a Strategy

Once I stopped trying to “fix” myself and started observing what actually worked, I noticed a pattern:
Every 6-ish months, I naturally wanted a change.

Not because I was flaky.
But because my environment was stale — and my brain thrives on novelty.

Now, instead of fighting that urge, I plan for it.

As someone with ADHD, I’ve learned that systems only work when they strike a balance:
enough structure to keep things moving, and enough flexibility for when our brain gets bored or decides to do things a completely different way.

That’s why I don’t shame myself for switching tools — I build that flexibility in on purpose.

Here’s How I Make This Work Without Losing My Mind

If the idea of switching tools makes you panic because “what about all my data?!”, let me walk you through how I do it.

My essentials for project management are pretty low-lift:

• Task name – This is pretty self-explanatory.
• Deadline – This is the “if all else fails, it has to be done by this date” marker. Because let’s be honest, ADHD brains often wait until the last possible moment to hit go — and that’s not always a bad thing. Deadlines give me a clear line in the sand without the pressure to finish early “just because.”
• Do-On Day – This is a dropdown menu with days of the week (Monday through Sunday). It lets me actually plan my week without assigning rigid dates that I’ll end up ignoring. If a day looks overloaded, I’ll drag a few things to another one that feels lighter. And when I start my day, I can immediately see what’s on deck — no digging, no guessing.
• Notes – A place to brain-dump extra context, reminders, and tiny sub-tasks that don’t need their own line.
• Link field – For attaching anything I’ll need: Google Docs, Canva files, client folders, emails… basically anything I’d otherwise waste time searching for later.

Routine tasks (like send my weekly newsletter or track my funnel data) get added as recurring events on my calendar so I never miss them — or waste brainpower trying to remember them. Since I bounce between project management tools pretty often, I’ve found it’s easier to keep these recurring tasks on my calendar so I’m not constantly re-entering or transferring them every time I switch systems.

What I’ve Gained From This Rhythm

Since letting go of the “one perfect system” mindset, here’s what I’ve gained:

• More momentum — because switching tools sparks motivation
• Less shame — because I’m not “doing it wrong,” I’m doing it my way
• Stronger systems — because now they flex with my energy instead of fighting it
• More follow-through — because when I’m excited about the tool, I actually open it

I stopped aiming for perfection. I started designing around my patterns.

And honestly?
It’s the most consistent thing I’ve ever done with my systems.

Final Thought: You’re Not Broken. Your System Just Expired.

If you’ve been beating yourself up because you can’t stick to a planner or Trello board for more than a season… please hear this:

You’re not disorganized. You’re adaptive.

Your brain might just need new scenery to stay engaged — and your systems can (and should) evolve with you.

So the next time you feel the urge to abandon your old setup and start fresh?
Go for it.

It might just be the most consistent thing you do all year.

If you’re looking for a project management rhythm that actually works for your ADHD brain…

Inside The Systems Pharmacy, I help you build systems that work with your energy, not against it.

👉 Click here to learn more.