How I make meetings work with ADHD: Focus, productivity, and clear notes

Meetings used to drain me. I would sit there, trying to focus, but my mind would jump between ten different things. By the end, I would realise I had either zoned out or forgotten half of what was said. It was not that I did not care, my brain just processed information differently.

ADHD is not about a lack of attention, it is about how our brains manage focus, information, and energy. We thrive on structure, visual aids, and movement, but long meetings with vague instructions? That is where things get tricky.

But meetings do not have to feel overwhelming. With the right approach, they can actually be productive and easy to navigate. One of the biggest game-changers for me has been using a structured meeting notebook, a simple but powerful tool that helps me stay engaged, process discussions, and track action items without getting lost in the chaos.

 

Leading a meeting with ADHD and the system that works

For me, following the LH Agenda Meeting Notebook structure has been my  meeting-day-lifesaver. I need to see things visually, and having a dedicated space for meeting intentions and agendas keeps me on track. Instead of getting overwhelmed by scattered discussions, I can tick off topics as they’re addressed which, let’s be honest, gives me a dopamine boost. Seeing my progress in real time makes the meeting feel more structured and keeps my brain engaged.

 

Breaking it down: Structuring meetings to avoid overwhelm

One thing I have learned is not to make meeting topics too long or overwhelming. If there is too much to cover in one go, breaking it down into smaller subtopics makes all the difference.

✔ Instead of listing a huge discussion point, break it into bite-sized sections so it is easier to follow.

✔ Use stop cues to pause after covering each point, so you do not rush through everything and give people a chance to ask questions before moving on.

✔ Chunk information into sections so you do not get bombarded with “Wait, what about this?” later.

This helps you stay on track while also making the meeting easier for everyone else to follow.

The power of seeing progress: gamifying meeting tasks

I also love that I no longer need to scribble notes on random scraps of paper or create last-minute columns for tasks, deadlines, and checklists. It is all already structured for me. Each task has its own section, along with a due date and a place to mark it as done.

For ADHD brains, seeing progress is everything. The dopamine hit from checking off completed tasks keeps me engaged and helps me stay accountable. Instead of getting lost in a long to-do list, I can visually track what I have accomplished, which keeps me motivated.

Preparing for the next meeting: Stop forgetting what matters

And meetings are not just about action items, there is always the next meeting to prepare for. That small section for next meeting notes is a lifesaver.

If I do not physically write something down or have a reminder in place, it will disappear from my brain completely. Having a dedicated space to jot down key follow-ups or upcoming discussion points means I can pick up where I left off without scrambling to remember what I was supposed to do.

I also use this space to remind myself of key questions or discussion points I want to bring up in the next meeting. This way, I do not forget to advocate for myself or clarify something important.

 

The underrated features that make a huge difference

You know what is not talked about enough but has helped me more than I ever realised?

The ribbon page marker

When you are taking pages of notes during meetings, you do not always realise how much time is wasted flipping through pages trying to find something from last week.

Instead of saying, “Hang on a second while I find my notes…” and awkwardly flipping through page after page, I just open straight to where I need to be. That saves time, keeps me looking professional, and honestly, helps reduce stress.

And what is the difference between a built-in ribbon marker and a bookmark? If it is not attached, I am definitely losing it. (ADHD brain things)

Micro-perforated sheets, for perfectionism and the fear of making mistakes on paper

As someone with ADHD, I am a little obsessed with structure. If I start something on a page and make a mistake using a permanent pen, it throws me off completely.

I know it should not matter, but if I scratch something out or strike through it messily, my momentum and excitement drop instantly. Suddenly, that one mistake is all I see, and it ruins my focus on the task.

Having a clean structure, a way to neatly remove mistakes, and a space to visually plan things has made a massive difference in keeping me engaged.

 

Mind mapping for ADHD brains: Seeing the bigger picture

One of my absolute favourite parts of the notebook is the full page of dotted space. Mind mapping has always helped me process and connect ideas. Seeing concepts visually and how they relate to each other makes problem-solving so much easier.

Our ADHD brains are wired to trace connections, and having a space where I can physically map out my thoughts lets me see the bigger picture. The more I use it, the better I can track my ideas and build on them. Instead of trying to keep everything in my head, I lay it out on paper where I can see the flow of my thoughts.

 

Choosing the right meeting notebook for your ADHD workflow

If you love having everything in one place and need lots of space for notes and ideas, I highly recommend the 7.8″ x 8.7″ size. It gives you room to track everything visually without feeling cramped.

If you struggle with overwhelm and tend to avoid tasks that feel too big, the regular-sized meeting notebook can help trick your brain into making the work seem more manageable. Smaller space = less intimidating.

 

If you want to make meetings more engaging, use stickers. Customising your notes with colours, symbols, and highlights makes processing information easier and more enjoyable.

At the end of the day, it is all about finding a system that works for you. The structure of my meeting notebook has helped me stay focused, process information better, and track my progress without the usual stress of meetings.

 

If you’ve got a creatively chaotic or ADHD-style brain like mine, having a clear structure changes everything. The LH Agenda Meeting Notebook has honestly been such a helpful tool and if you’re also in the thick of building your career, it pairs perfectly with the Aspire Career Designer to keep your goals and growth aligned.

Monica Citco is a strategist with a background in psychology, operations, and nonprofit development. She works with mission-driven teams to build practical, aligned strategies across marketing, systems, and growth. Her focus includes supporting neurodivergent-led organisations, workplace inclusion, and mental wellbeing, with a grounded approach to intentional work and supportive systems.