What Is Working Memory?

Working memory is more than just short-term recall. It's an active system that allows you to hold information in mind while simultaneously using or processing that information.

Think of it as your brain's RAM: the space where you hold the phone number while dialing, the instructions while following them, or the beginning of a sentence while completing it.

How Working Memory Challenges Manifest

Common Experiences:

• Forgetting what you were about to say mid-sentence
• Walking into a room and forgetting why
• Losing track of instructions before completing them
• Needing to re-read paragraphs multiple times
• Losing your train of thought when interrupted
• Forgetting parts of multi-step requests
• Missing details in conversations
• Struggling to hold numbers in your head while calculating

Business Impact:

• Important details slip through the cracks
• Conversations require repetition
• Multi-step processes executed incompletely
• Difficulty following complex instructions
• Losing track of project requirements
• Forgetting commitments made in meetings

External Memory Systems

Since internal working memory is limited, the solution is to externalize memory functions. Your environment becomes an extension of your brain.

1. Capture Everything Immediately

The Principle: Don't trust your brain to remember. Write it down the moment it occurs.

Tools:

• Pocket notebook always accessible
• Voice memos for ideas on the go
• Quick-capture app on every device
• Whiteboard in your workspace

2. Document Conversations in Real-Time

The Principle: Take notes during conversations, not after.

Strategies:

• Type notes during video calls
• Use a notepad during in-person meetings
• Record important calls (with permission)
• Summarize key points before ending conversations

3. Create Visual Reminders

The Principle: Make information visible in your environment.

Applications:

• Sticky notes for immediate priorities
• Whiteboards for ongoing projects
• Visual dashboards for key metrics
• Physical objects as task reminders

4. Use Checklists and Templates

The Principle: Don't rely on remembering steps. Document them.

Applications:

• Checklists for recurring processes
• Templates for common documents
• Standard operating procedures
• Pre-meeting preparation lists

5. Leverage Technology

The Principle: Let devices remember what your brain forgets.

Tools:

• Calendar with detailed event notes
• Task management apps with reminders
• Password managers
• Automated recurring reminders
• Cloud storage with good search

Strategies During Work

1. Single-Tasking

Multitasking is especially challenging with limited working memory. Focus on one thing at a time.

• Close unnecessary applications
• Hide distracting browser tabs
• Put phone in another room
• Complete one task before starting another

2. External Processing

When solving complex problems, get your thinking out of your head:

• Talk through problems out loud
• Sketch diagrams and mind maps
• Write out options and considerations
• Use a whiteboard for brainstorming

3. Reduce Memory Load

Simplify tasks to reduce working memory demands:

• Break complex instructions into single steps
• Use checklists for multi-step processes
• Create templates that guide you through tasks
• Automate anything that can be automated

4. Strategic Repetition

When you need to remember something temporarily:

• Repeat it aloud several times
• Connect it to something memorable
• Write it down immediately
• Create a physical reminder

Protecting Working Memory

Minimize Distractions

Every distraction taxes working memory. Reduce environmental interruptions:

• Notification silencing during focused work
• Physical workspace designed for focus
• "Do not disturb" signals for others
• Scheduled check-in times instead of constant availability

Manage Cognitive Load

Some times are worse for working memory than others:

• Avoid complex decisions when tired
• Schedule demanding tasks for peak focus times
• Build breaks into intensive work
• Recognize when working memory is depleted

Support With Basics

Working memory is particularly vulnerable to:

• Sleep deprivation
• Stress and anxiety
• Hunger and dehydration
• Physical discomfort

Maintaining these basics protects your limited working memory capacity.

Communication Strategies

When Receiving Information:

• Ask people to repeat or slow down
• Take notes in real-time
• Summarize back what you heard
• Request written follow-up for complex information

When Giving Information:

• Break complex messages into parts
• Provide written summaries of verbal discussions
• Check for understanding
• Follow up important conversations in writing

Self-Assessment: Working Memory Support

Rate each area (1 = Rarely, 5 = Consistently):

• I capture thoughts and tasks immediately when they occur
• I take notes during conversations and meetings
• I use checklists for multi-step processes
• I have a reliable system for storing and finding information
• I minimize distractions during focused work
• I summarize important conversations in writing
• I break complex tasks into smaller steps
• I use templates for recurring work

Scores of 3 or below indicate opportunities to strengthen external memory systems.

Summary

• Working memory is the mental "clipboard" that holds information while you use it
• ADHD brains often have smaller capacity and lose information more easily
• External memory systems compensate for internal limitations
• Capture everything immediately. Don't trust your brain to remember.
• Document conversations in real-time, not after
• Use checklists and templates for recurring processes
• Minimize distractions to protect limited working memory capacity
• Support working memory through sleep, stress management, and basic self-care