Breaking Down Tasks: A How-to Guide

Breaking down tasks into smaller, more manageable steps can be an effective strategy for improving focus and productivity, especially for neurodivergent people. Neurodivergent people, such as those with ADHD, autism, or dyslexia, often struggle with executive functioning skills, which can make it difficult to stay organized and focused on tasks. By breaking down tasks into smaller steps, you can better manage your time, reduce overwhelm, and improve your ability to complete tasks.

When tasks are broken down into smaller steps, it can also help you better understand the task at hand. By breaking tasks down into concrete steps, you can better understand what is expected to approach the task.

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Photo byShannyn Schroeder

The Importance of Task Breakdown

As a neurodivergent person, you may find it challenging to stay focused on a task for an extended period. Breaking down tasks into smaller, more manageable steps can help you stay on track and maintain your focus.

Improving Focus

When you break down a task into smaller steps, you can focus on each step individually. This approach helps you avoid becoming overwhelmed by the entire task, which can lead to distraction and loss of focus. By focusing on one step at a time, you can complete each step more efficiently, which can lead to a sense of accomplishment and motivation to continue.

Reducing Overwhelm

When you face a complex task, it can be easy to feel overwhelmed. Breaking the task down into smaller steps can help you feel less overwhelmed and more in control. You can prioritize the steps and tackle them one by one, which can help you manage your time and energy more effectively.

Using tables, lists, bold, italic, and other formatting techniques can help you visually break down the task and emphasize key points. By breaking down tasks into smaller steps and using formatting techniques, you can enhance your focus, reduce overwhelm, and accomplish your goals more efficiently.

Steps for Breaking Down Tasks

Step 1: Identify the Overall Task

Start by clearly defining the task you need to complete. This helps to set a clear objective and understand the full scope of what needs to be done.

If the task is “organize the office,” your goal might be to create a clean, functional workspace.

Step 2: Understand the Components

List all the elements involved in the task. Think about what steps are necessary to complete the task from start to finish.

For “organize the office,” components might include:

Sorting papers
Shredding old documents
Filing important documents
Cleaning the desk and shelves
Setting up storage solutions

Step 3: Break Down Each Component into Smaller Steps

For each component identified, break it down further into smaller, actionable steps. These steps should be specific and manageable. You want to make the steps as small as possible because that way, even when you’re having a horrible day, you can still get something done. Baby steps still make progress.

For “sorting papers”:

Gather all papers from the desk and drawers.
Separate papers into categories: work-related, personal, junk.
Decide what to keep, shred, or recycle.
Organize the kept papers into folders.

Step 4: Sequence the Subtasks

Determine the logical order in which the subtasks should be completed. Some tasks may need to be done before others.

Gather all papers.
Separate papers into categories.
Decide what to keep, shred, or recycle.
Organize the kept papers into folders.
Shred or recycle discarded papers.

Step 5: Estimate Time for Each Subtask

Estimate how long each subtask will take. This helps in creating a realistic schedule and ensures you allocate sufficient time for each part of the task.

Gather all papers: 15 minutes
Separate papers into categories: 30 minutes
Decide what to keep, shred, or recycle: 20 minutes
Organize the kept papers into folders: 30 minutes
Shred or recycle discarded papers: 15 minutes

Step 6: Prioritize Subtasks

Determine the importance and urgency of each subtask. Prioritize them based on which ones need immediate attention and which can wait.

Gather all papers (High priority, must be done first).
Separate papers into categories (High priority, necessary for next steps).
Decide what to keep, shred, or recycle (Medium priority, follows sorting).
Organize the kept papers into folders (High priority for organization).
Shred or recycle discarded papers (Medium priority, final clean-up).

Step 7: Create a Timeline or Schedule

Assign specific deadlines to each subtask and create a timeline. This helps in tracking progress and ensures you stay on track.

Monday: Gather all papers.
Tuesday: Separate papers into categories.
Wednesday: Decide what to keep, shred, or recycle.
Thursday: Organize the kept papers into folders.
Friday: Shred or recycle discarded papers.

Step 8: Use Tools to Track Progress

Utilize planners, to-do lists, or digital tools to keep track of your subtasks and deadlines. Tools can help visualize your progress and remind you of upcoming steps.

Use a planner to write down the timeline.
Set reminders on your phone for each subtask deadline.
Use a digital task manager like Trello to create a board with cards for each subtask.

Step 9: Focus on One Subtask at a Time

Avoid multitasking by concentrating on one subtask at a time. This helps maintain focus and ensures each part of the task is completed thoroughly.

On Monday, focus solely on gathering all papers. Don’t worry about sorting or organizing until you’ve completed the first step.

Step 10: Review and Adjust

Regularly review your progress and make necessary adjustments. If you encounter difficulties, reassess your plan and make changes to your timeline or approach.

If separating papers takes longer than expected, adjust your schedule to allow more time. Shift the deadlines for the remaining subtasks accordingly.

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Challenges and Solutions

Common Hurdles

When it comes to breaking down tasks for better focus, there are several common hurdles that can arise. These hurdles include:

• Difficulty with prioritizing tasks
• Overwhelm with too many tasks at once
• Struggling to break down tasks into manageable steps
• Lack of motivation to start or complete tasks

While these hurdles can be frustrating, there are several strategies that can help you overcome them.

Problem-Solving Strategies

One helpful strategy is to create a visual or written list of tasks and prioritize them based on urgency and importance. This can help you focus on the most critical tasks and avoid feeling overwhelmed by a long to-do list.

Start with a brain dump. Write everything down. I mean everything. That way, you have a realistic idea of what you have to do.

Another strategy is to break down larger tasks into smaller, more manageable steps. This can help you avoid feeling overwhelmed and make it easier to focus on each individual step.

If you struggle with being able to do this, try using Goblin.tools. It’s a free site where you can input your task and ask it to break it down. You can decide how far down to break it (number of chili peppers). You can also ask it to break the steps down further. It’s not perfect, but it’ll give you a starting place until you get better at breaking down tasks.

If you’re struggling with motivation, try setting small goals and rewarding yourself for completing them. This can help you build momentum and make it easier to tackle larger tasks.

Now that you have a better understanding of how breaking down tasks can improve focus in neurodivergent people, you can start implementing these strategies in your own life.

By taking the time to plan and organize your tasks, you can reduce stress and anxiety, and improve your productivity and overall well-being. Whether you are neurodivergent or not, these strategies can benefit anyone who wants to improve their focus and achieve their goals.

Don’t be afraid to experiment with different methods and find what works best for you. With practice and patience, you can develop the skills you need to stay focused and accomplish your tasks with ease.