Improving Your Executive Functioning Skills

Do you struggle with time management? Have trouble with getting distracted? Procrastinate working on difficult tasks? Have difficulty finishing what you started? It’s possible that challenges with executive functioning might be to blame.

What are executive functions? It’s helpful to think of them as the CEO of your brain, directing your behavior. Executive functions are a set of cognitive processes responsible for various organizational and regulating tasks. They include:

• Working memory – holding and mentally manipulating information in your mind
• Cognitive flexibility – switching between different tasks, adapting thinking to new situations or demands
• Inhibitory control – resisting inappropriate impulses and choosing more intentional responses
• Planning and organization – breaking down goals into actionable steps, coordinating appropriate resources
• Task initiation and follow-through – starting and completing tasks
• Self-monitoring and emotional regulation – being aware of one’s thoughts, feelings, and behaviors; experiencing and managing emotions effectively

While some people who struggle with executive functioning have ADHD, others do not. Alternate drivers for these challenges could be diagnoses of anxiety, depression, or PTSD, as well as experiences of aging, burnout, or overwhelm. So it’s important to understand that difficulties with executive functioning don’t necessarily point to an ADHD neurotype. Understanding what’s driving challenges with executive functioning can help inform relevant interventions.

The reality is that many of us struggle with executive functions these days. Our fast-paced, modern world is filled with distractions, multi-tasking, and expectations for constant striving. It’s not surprising that we have trouble staying focused and on task; the demands are simply too great.

Thankfully, executive functioning skills can be targeted in several ways. Doing so can help us at work or school, of course, and with managing our day-to-day lives. Preparing dinner, working on a home project, paying bills, and planning a vacation are all examples of behaviors that require executive functions. So how do we strengthen these skills? Below are some strategies to get you started.

1. Create routines. Developing routines can create structure and make it easier to choose effective behaviors in the moment. For instance, deciding on a plan to study in the library from 4-6pm on Monday and Wednesdays takes the hemming and hawing out of the equation when those afternoons strike.

2. Break it down. If a task feels too daunting to tackle, that’s probably because it is. Break it down into smaller, more manageable steps. For example, let’s say you have a work presentation due later in the week. A completed project often seems out of reach, but if we break it down, we might identify steps such as: 1) identify the goal of the presentation 2) research 3) create an outline 4) make slides 5) revise and 6) rehearse presentation. While some of these steps might be more challenging than others, they are all more manageable than the larger goal of the project as a whole.

3. Externalize your memory. When working memory is a struggle, you can benefit from turning to external tools and supports. Planners (whether digital or old-school paper), alarms/reminders, to-do lists, and similar aides can help you stay on top of tasks and deadlines. But, keep in mind that having a thousand-item to-do list isn’t helpful either. And a to-do list is only as good as your ability to remember to complete the tasks when needed. If you’re keeping an ongoing list, enter items from the list directly into your schedule so that you’re cued to do them at the appropriate times.

4. Block your time. Many who struggle with executive functioning have an experience of “time blindness,” meaning that they aren’t aware of passing time. Using timers can help you keep yourself on track. Let’s say you have trouble staying on task getting  ready for school or work in the morning. You’re tired, struggling with motivation, and there are enough distractions to derail you. If you use timers to assist you along the way, (e.g., setting alarms to go off every 15 minutes), this can help you stay on task and avoid time slipping away. Using timers could help you get out the door in time. For those with attentional issues, using timers to block work and breaks tends to be an effective approach. Many find benefit in the Pomodoro Technique for blocking their time; here, each 25 minutes of work is paired with a five-minute break. After a few cycles, a somewhat longer break is earned.

5. Practice mindfulness. Mindfulness is, by definition, a practice of attention that brings our focus to the current moment. If sustained attention is an issue for you, start with brief mindfulness practices – just a few minutes here and there. Like a muscle, our focus can strengthen over time with sufficient practice. For many, more active mindfulness practices might be a good place to start. Can you mindfully complete a word game or another type of mental challenge? What about observing what’s around you? Can you, for example, name the colors in your space? Mindfulness doesn’t have to mean meditating. As long as we’re bringing our attention to the current moment without judgment, that’s mindfulness.

6. Learn emotion regulation skills. As a DBT practice, we teach emotion regulation skills to help folks with a wide range of concerns. These skills can have a positive impact on how you experience and express your emotions. Mindfulness plays a role here too. It’s almost impossible to regulate an emotion if you aren’t aware you’re having it or able to identify which emotion you’re experiencing. So the first part of emotion regulation is becoming aware of what you’re feeling. You can then turn to other DBT skills (e.g., problem solving, opposite action) to help dial down the intensity of unwanted emotions.

7. Minimize distractions. It’s hard to stay focused and on task with distractions galore. Explore some methods for minimizing these distractions, such as disabling notifications on your devices and using website/app blockers. Rather than continuously checking emails, messages, and alerts, schedule specific times to check. Plan to do more challenging tasks in distraction-free environments.

8. Declutter. An uncluttered space reduces competing visual stimuli, making it easier to concentrate. Decluttering can help streamline workflows and even free up mental space for  enhanced decision-making and creativity.  If organizing and straightening up are challenging for you, tie this to some reinforcing behavior. Set a timer for 15 or 20 minutes or so. Declutter while you listen to music. While seeing the fruits of your labor might be reinforcing enough, if not, add additional reinforcements such as a short work break following clearing out your space.

9. Use technology. While cell phones and tablets come with their fair share of distractions, there are a number of apps that are quite helpful in aiding executive functions. Here are some notable ones:

10. Take stock. As you’re working on enhancing your executive functioning, regularly evaluate what’s working – and what isn’t. Even if something doesn’t work, that’s information that can direct your next steps. What might you do differently next time? Keep in mind that it’s important to be nonjudgmental of your process, and remember to offer yourself validation and compassion.

Whether you’re a student, professional, parent, or just someone desiring to increase your focus and productivity,  practicing these skills can go a long way toward helping you feel more effective in your life. But please be patient with yourself. Enhancing your executive functioning is more a practice than an outcome; it’s about becoming more aware of how your brain works and creating systems that assist you with this in mind. With curiosity, consistency, patience, and the recruitment of individually tailored strategies, you can create a system that supports your success in various ways.