What a Coffee & Chat Taught Me

🚧 The Project Pressure Cooker

Several years ago, I was managing a bespoke software project for a small IT company. The timeline was tight - just four months - and the client was one of the most high-profile we’d ever landed. Expectations were high and, as Project Manager, I was responsible for keeping everything on track.

We hit our first hurdle early on: hiring a lead developer. After weeks of searching, we brought in John (not his real name). His CV was solid, his technical interview went well and my boss - an experienced programmer himself - was confident John could handle the complexity of the build.

⚠️ Early Warning Signs

Within days, things started to unravel. John was frequently late. Deadlines slipped. Communication was patchy and his workspace was often chaotic. The contrast between his interview performance and his day-to-day habits was stark.

Pressure mounted. My boss wanted answers. The team was frustrated. I knew we couldn’t continue like this but I also sensed there was more going on beneath the surface.

☕ A Conversation, Not a Confrontation

I’d seen similar patterns before - in a family member whose strengths (including being a mathematical genius) were often overshadowed by challenges with focus and organisation. I didn’t know what John might be dealing with but I recognised the signs.

We met for coffee, away from the office. No agenda, no pressure - just a chance to talk. John was clearly frustrated but, once he realised I wasn’t there to criticise, he opened up. We talked about how he worked best, what threw him off and what kind of support might help.

🛠️ Building a Better Workday

Together, we built a simple plan:

• Start time shifted to 11am, when he felt most productive

• Daily focus narrowed to three priority tasks with time estimates

• Regular check-ins every two hours to review progress and offer support

• Quieter solo workspace with noise-cancelling headphones

• Deadline reminders via email and text the night before and morning of

• A whiteboard at his desk to visually map out tasks

None of these changes were dramatic but they made a huge difference.

🔥 From Struggling to Thriving

Within two days, John’s energy shifted. He was more focused, more engaged and visibly relieved to have a structure that worked for him.

He started finishing tasks early and asking for more. His coding hours jumped from 3–5 a day to over 8. He took initiative with the junior developer and offered clear, helpful guidance to the wider team. He arrived at 11am sharp, looking refreshed. Our check-ins kept him on track. Deadlines were met and his work was not only timely - it was excellent.

By the end of the project, John’s work had helped us deliver a standout product on time. The client was thrilled. And John? He’d gone from struggling to thriving - all because someone had taken the time to understand what he needed.

💡 What I Learned

Supporting John taught me that productivity isn’t just about discipline or drive - it’s about fit.

When someone’s working style doesn’t match the environment, even the most capable person can flounder. With a few thoughtful adjustments, however, everything can change.

John’s challenges were never formally diagnosed but that wasn’t the point. What mattered was that we found a way to work together that made sense for him.

That experience shaped my work, leading me to help ADHD and other business owners create systems that truly fit the way they work.

Clarity isn’t about forcing yourself to fit a mould. It’s about building a way of working that fits you.