ADHD at Work: Navigating the challenges of IT Project Management

The Critical Role of IT Project Managers

IT Project Managers (IT PMs) are the backbone of technology-driven initiatives, ensuring projects are delivered on time, within budget, and according to business goals. They oversee planning, execution, risk management, stakeholder communication, and problem-solving to drive success in software development, system implementations, cybersecurity upgrades, and infrastructure projects.

This role is fast paced, requiring strategic thinking, multitasking, and adaptability, as IT projects often evolve based on technical challenges, business needs, or emerging risks. IT PMs must coordinate teams, track progress, and mitigate obstacles while keeping stakeholders aligned. Their work ensures that organizations remain competitive, efficient, and secure in an increasingly digital world.

March 2025, CJ Pringle, ADHD Coach @ Agave Health

Common ADHD Challenges for IT Project Managers

The dynamic and complex nature of IT project management presents unique hurdles for professionals with ADHD, such as:

•  Managing Multiple Projects and Priorities

  • IT PMs often handle multiple projects at different stages, making it difficult to track deadlines, dependencies, and shifting priorities.

  • ADHD can make context switching overwhelming, leading to missed details or procrastination on complex tasks.

• Staying Organized with Documentation / Tracking Tools

  • IT projects require detailed documentation, reports, and updates, often using tools like Jira, Trello, or Asana.

  • ADHDers may struggle with keeping up with this documentation, remembering to update tasks, or feeling bogged down by excessive details.

• Navigating Long Meetings / Stakeholder Communication

  • IT PMs must lead or participate in status meetings, sprint planning, stakeholder updates, and problem-solving discussions.

  • ADHD can make it challenging to stay engaged during long meetings, retain key details, or effectively structure follow-ups.

• Handling Unexpected Problems and Last-Minute Changes

  • Technology projects frequently encounter bugs, system failures, scope changes, and client demands, requiring adaptability.

  • ADHD can make it harder to stay calm under pressure, shift focus efficiently and prevent stress from derailing productivity.

• Avoiding Hyperfocus on the Wrong Tasks

  • IT PMs must juggle big-picture planning with tactical execution.  

  • ADHD can cause hyperfocus on certain tasks (like troubleshooting an issue) while neglecting higher-priority planning or team coordination.

Strategies for IT Project Managers with ADHD

ADHD brains thrive with structured yet flexible systems. Here are some strategies that can help IT PMs manage their workload effectively:

• Use a Two-Tiered Planning System 

  • Daily Check-Ins: Start each morning by reviewing critical tasks and aligning priorities.  Weekly Overviews: Set aside time at the beginning or end of the week to reassess project timelines and dependencies.

• Automate and Simplify Task Management

  • Use project management software (Jira, ClickUp, Asana, or Monday.com) with automation features to reduce manual tracking. Set up reminders and recurring check-ins to prompt updates before meetings.

• Create ADHD-Friendly Meeting Strategies

  • Use agenda templates to structure meeting notes and key takeaways. Request a follow-up email or action summary to reinforce important details. Doodle, take notes, or move around to stay engaged during long discussions.

• Manage Context Switching with Theme Days

  • Dedicate specific days or time blocks for different types of work (e.g., Mondays for planning, Tuesdays for problem-solving, Fridays for documentation). Avoid excessive back-to-back meetings, which can drain focus and make transitions harder.

• Use Timeboxing for Deep Work vs. Admin Tasks

  • Schedule uninterrupted “focus sprints” (30-60 minutes) for critical thinking tasks. Use a 5-minute transition routine (stretch, drink water, breathe) before shifting to another task.

•  Prevent Hyperfocus from Derailing Priorities

  • Set alarms or accountability check-ins to remind yourself to switch tasks. Use a “must-do today” list to avoid getting stuck on minor details.

• Develop Quick, Standardized Communication Templates

  • Create email and update templates for stakeholder reports and team check-ins.

  • Use voice memos or AI-powered transcription tools to capture and summarize ideas on the go.

How ADHD Coaching Can Help IT Project Managers Thrive

Navigating the high-paced, detail-heavy world of IT project management with ADHD can feel overwhelming, but it doesn’t have to be. ADHD coaching provides tailored strategies to help you:

• Develop efficient systems to track tasks and manage projects seamlessly.

• Improve prioritization skills to prevent overload and last-minute scrambles.

• Leverage strengths like problem-solving and adaptability while mitigating struggles.

• Build sustainable routines to reduce stress and boost long-term productivity.

If you’re ready to turn ADHD from a roadblock into an asset, Agave Health is here to help. Our ADHD coaches specialize in creating personalized strategies that support your strengths and meet the demands of fast-paced roles like IT project management. With 1:1 coaching, practical tools, and a collaborative care team, we help you optimize your workflow, manage challenges, and unlock your full potential — without the burnout.