Getting Over "Overwhelm"
Do you have too many tasks and not enough time to do them? It's frustrating, to say the least! Here are some tips on how to manage your workload to the best of your ability:
🌟 Prioritize Tasks
Create a list of everything you need to do and then apply the Eisenhower Box technique:
Do First / Urgent and Important: These tasks require immediate attention. Failure to do them could result in severe consequences.
Schedule / Important, Not Urgent: Important tasks that contribute to long-term missions and goals. They are not pressing but should be scheduled for later.
Delegate: If someone else can do it, pass it on. This frees up time for tasks that require your expertise.
Don't Do / Not Important, Not Urgent: Eliminate tasks that do not add value to your work or personal life.
I use ClickUp to organize my tasks and projects. If you use a program to manage your tasks and projects, spend a few hours learning the program before implementing it. I'm still learning ClickUp!
⏱️ Break Down Your Work
Divide large projects into phases, then break those phases down into individual tasks. Set mini-deadlines for each task to keep yourself on track. Celebrate small victories as you complete each step.
Breaking down your work into chunks or bite-sized pieces is a double-edged sword because it gives the appearance of having more things on your to-do list, which contributes to feeling overwhelmed. On the other hand, if you can focus on getting past the feelings of being overwhelmed to focus on completing one mini-task, you get to enjoy the feeling of accomplishment when you start crossing stuff off your list. When you get your first win of the day, imagine what multiple wins will feel like at the end of your day.
📅 Regularly Reviewing and Updating Your Workload
Whether you use a simple to-do list app or a comprehensive tool like ClickUp, find a system that works for you and stick with it. Update your task manager regularly, review your tasks, and adjust your schedule. I habitually put down things I want to remember, which I don't necessarily need to do. I usually want to review "Ideas" and "Resources" later, so I created a folder for each. End each day with a quick review of what you've accomplished and what needs to be shifted. This helps you stay proactive rather than reactive, giving you control over your workload.
💡 Set Realistic Goals
Understand your limits and set daily, weekly, and monthly goals accordingly. Overcommitting leads to stress and burnout. It's better to under-promise and over-deliver than to stretch yourself too thin. Practice saying "No" to others to preserve your time. Also, create boundaries and schedule your time in such a way that you aren't easily accessible. Many "problems" find a way of resolving themselves when you're not readily available to fix things. If you fall short of your expectations, remember to praise yourself for doing your best, just like you would for your best friend. Allow yourself some grace and show yourself some love.
🤲 Delegate
Identify tasks that others can handle and provide clear instructions when delegating. Trust your team or colleagues and resist the urge to micromanage. Delegation can empower others and lighten your load. Sometimes, I feel so busy that I don't have time to explain how I want things done to someone else. That's when I block an hour on a weekend, when I'm less likely to be interrupted. I will clarify how I want the project to look and list all the steps that need to be done. Then, I create a template for that project along with Loom videos, if needed, showing my associate how the project should be done. Sometimes, taking this hour to plan the task will save me several hours in the long run.
😌 Take Breaks
Incorporate the Pomodoro Technique or similar methods to ensure you're taking regular breaks. Even a 5-minute walk or stretching session can rejuvenate your mind and body. I work straight through because I am "out of sight, and out of mind." However, taking breaks provides the opportunity to allow your conscious mind to relax. Your unconscious mind never stops working, so sometimes I return to a project after a 5-10minute break with a fresh approach.
🛑 Learn to Say No
Evaluate new requests against your priorities. If a task doesn't align with your goals or capacity, politely decline. It's essential to protect your time and focus on what truly matters. The best way to stay focused is to review your mission statement daily. Anything that aligns differently with your mission statement means there's no time for it in your schedule.
🌱 Practice Mindfulness and Self-Care
Mindfulness can improve concentration and reduce stress. Try meditation, deep-breathing exercises, or yoga. Self-care also means eating well, exercising, and getting enough sleep. Ensure you drink plenty of water, as dehydration can contribute to brain fog.
🎯 Focus on One Thing at a Time
Switching between tasks can lead to mistakes and unfinished work. To enhance your concentration and output, dedicate blocks of time to single tasks and minimize distractions during these periods. I've recently revised my work schedule to devote an entire day to catching up on my backlog. There are no clients, text messages, phone calls, or interruptions. I go to my office, play relaxing music, and focus on what needs to be done.
Expanding on these strategies can create a more balanced approach to managing a heavy workload. Staying optimistic and adaptable is critical to overcoming challenges and achieving success.
