Agave Health | Automate to Elevate: Step-by-Step AI and Automation Strategies for Productivity

Introduction: Why Working Harder Isn’t the Answer

If you have ADHD or executive function challenges, you probably already know:

Managing time isn’t the problem—it’s managing mental energy.
Decisions, distractions, and switching tasks drain your brain fast.
Overwhelm leads to procrastination, not progress.

But here’s the good news: AI and automation can take a lot of this mental load off your plate.

Let’s break it down step-by-step—no fancy tech required, just simple changes that make life easier.

March 2025, Kristina Proctor, ADHD Coach @ Agave Health

Step 1: Automate Small Decisions to Reduce Overwhelm

Why? Your brain burns out from making too many tiny choices (What to do first? When to respond to emails? Where to put things?)—this leads to decision fatigue and paralysis.

The Fix: Let automation handle these small decisions so your brain doesn’t have to.

Try This Step-by-Step:

Step 1: Stop Sorting Through Emails Manually

Set up an email filter that labels “important” messages automatically.
All non-urgent emails get addressed later
Check “Important” emails first—ignore the rest until you have time.

Step 2: Schedule Meetings Without Thinking About It

Use an auto-scheduler (built into Gmail, Outlook, or Apple Calendar) that picks the best meeting time for you based on your availability.
No back-and-forth emails = more energy saved.

Step 3: Create Default Responses for Common Emails

If you type the same thing a lot, save a pre-written response to use instead.
Example: If people always ask to “schedule a call,” have an auto-reply that includes your booking link instead of rewriting the email every time.
- Coach Kristina’s favorite productivity tip 👆

➡️ ADHD-friendly tip: Save these responses in Notes or a Google Doc so you don’t have to look for them.

Step 2: Automate Repetitive Tasks to Save Mental Energy

Why? Your brain hates boring, repetitive tasks, which can lead to task avoidance and procrastination.

The Fix: Let automation handle admin work so you can focus on things that actually matter.

Try This Step-by-Step:

Step 1: Stop Taking Notes in Meetings (Use AI Instead)

Use AI to auto-summarize meetings so you don’t waste energy writing everything down.
After the meeting, read the AI summary and highlight key points.

Step 2: Automate Filing & Organizing Digital Stuff

Set up rules in Google Drive or Dropbox to automatically sort files into folders so you don’t have to.
Example: If a file has “Invoice” in the name, it automatically moves to your “Invoices” folder.

Step 3: Set Up Reminders for Tasks You Always Forget

Use repeatable calendar events (daily, weekly, or monthly) for things like:
- Sending invoices
- Checking emails
- Prepping for meetings
This removes the stress of “I know I’m forgetting something…”

➡️ ADHD-friendly tip: Keep reminders short and clear (e.g., “Email follow-ups” instead of “Check inbox and respond accordingly”).

Step 3: Automate Focus to Prevent Distractions

Why? ADHD brains are easily distracted and hate task-switching—once your attention breaks, it’s hard to get it back.

The Fix: Set up automation that blocks distractions and keeps your focus in place.

Try This Step-by-Step:

Step 1: Block Distractions with a Click

Use “Do Not Disturb” mode on your phone & computer for deep work sessions.
Set up an auto-reply that tells people when you’re available so they don’t expect an immediate response.

Step 2: Schedule Focus Time Automatically

Set up a recurring “Deep Work” time block on your calendar.
When it’s time, your phone automatically goes silent, and notifications turn off.

Step 3: Use AI to Keep You on Track

If you tend to wander online, set a simple "Stay on Task" alert (via a browser extension or phone reminder) that pops up and asks, "Are you still working on X?"
This small interruption can snap you back into focus.

➡️ ADHD-friendly tip: If you struggle to get started, pair automation with body doubling (working alongside someone else).

Step 4: Automate Workflows to Reduce Task-Switching

Why? Switching between tasks drains your energy and leads to forgotten steps and lost momentum.

The Fix: Batch similar tasks together so your brain doesn’t have to switch gears constantly.

Try This Step-by-Step:

Step 1: Group Similar Tasks Together

Example: Instead of responding to emails all day, set one block of time to answer them all at once.
This reduces the mental cost of switching between tasks.

Step 2: Automate Prep Work for Meetings

Instead of spending time gathering notes before a meeting, use AI to:
- Auto-generate a quick summary of past discussions.
- Highlight action items so you know what to follow up on.

Step 3: Automate Task Tracking

Set up a system where every new task you add automatically gets a deadline and reminder (so you don’t have to remember).
This keeps things from slipping through the cracks.

➡️ ADHD-friendly tip: Keep a “Done” list alongside your to-do list—it helps your brain see progress, reducing the feeling of being overwhelmed.