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Last Updated on August 20, 2019

How Not to Feel Overwhelmed at Work & Take Control of Your Day

How Not to Feel Overwhelmed at Work & Take Control of Your Day

Overwhelm is a pernicious state largely caused by the ever-increasing demands on our time and the distractions that exist all around us. It creeps up on us and can, in its extreme form, leave us feeling anxious, stressed and exhausted.

If you’re feeling overwhelmed at work, here are a few strategies you can follow that will reduce the feeling of overwhelm; leaving you calmer, in control and a lot less stressed.

1. Write Everything down to Offload Your Mind

The first thing you can do when you begin to feel overwhelmed is to write everything down that is on your mind.

Often people just write down all the things they think they have to do. This does help, but a more effective way to reduce overwhelm is to also write down everything that’s on your mind.

For example, you may have had an argument with your colleague or a loved one. If it’s on your mind write it down. A good way to do this is to draw a line down the middle of the page and title one section “things to do” and the other “what’s on my mind”.

The act of writing all this down and getting it out of your head will begin the process of removing your feeling of overwhelm. Writing things down can really change your life.

2. Decide How Long It Will Take to Complete Your To-Dos

Once you have ‘emptied your head,’ go through your list and estimate how long it will take to complete each to-do.

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As you go through your list, you will find quite a few to-dos will only take you five or ten minutes. Others will take longer, often up to several hours.

Do not worry about that at this stage. Just focus on estimating how long you will need to complete each task to the best of your ability. Here’s How to Cultivate a More Meaningful To Do List.

3. Take Advantage of Parkinson’s Law

Now here’s a little trick I learned a long time ago. Parkinson’s Law states that work will fill the time you have available to complete it, and us humans are terrible at estimating how long something will take:((Odhable: Genesis of Parkinson’s Law))

    This is why many people are always late. They think it will only take them thirty minutes to drive across town when previous experience has taught them it usually takes forty-five minutes to do so because traffic is often bad but they stick to the belief it will only take thirty minutes. It’s more wishful thinking than good judgment.

    We can use Parkinson’s Law to our advantage. If you have estimated that to write five emails that desperately need a reply to be ninety minutes, then reduce it down to one hour. Likewise, if you have estimated it will take you three hours to prepare your upcoming presentation, reduce it down to two hours.

    Reducing the time you estimate something will take gives you two advantages. The first is you get your work done quicker, obviously. The second is you put yourself under a little time pressure and in doing so you reduce the likelihood you will be distracted or allow yourself to procrastinate.

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    When we overestimate how long something will take, subconsciously our brains know we have plenty of time and so it plays tricks on us and we end up checking reviews of the Apple Watch 4 or allow our colleagues to interrupt us with the latest office gossip.

    Applying a little time pressure prevents this from happening and we get more focused and more work done.

    4. Use the Power of Your Calendar

    Once you have your time estimates done, open up your calendar and schedule your to-dos. Go through your to-dos and schedule time on your calendar for doing those tasks. Group tasks up into similar tasks.

    For emails that need attention on your to-do list, schedule time on your calendar to deal with all your emails at once. Likewise, if you have a report to write or a presentation to prepare, add these to your calendar using your estimated time as a guide for how long each will take.

    Seeing these items on your calendar eases your mind because you know you have allocated time to get them done and you no longer feel you have no time. Grouping similar tasks together keeps you in a focused state longer and it’s amazing how much work you get done when you do this.

    5. Make Decisions

    For those things you wrote down that are on your mind but are not tasks, make a decision about what you will do with each one. These things are on your mind because you have not made a decision about them.

    If you have an issue with a colleague, a friend or a loved one, take a little time to think about what would be the best way to resolve the problem. More often than not just talking with the person involved will clear the air and resolve the problem.

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    If it is a more serious issue, then decide how best to deal with it. Talk to your boss, a colleague and get advice.

    Whatever you do, do not allow it to fester. Ignoring the problem will not make it go away. You need to make a decision to deal with it and the sooner you do so the sooner the problem will be resolved. (You can take a look at this guide on How To Make Good Decisions All The Time.)

    I remember long ago, when I was in my early twenties and had gone mad with my newly acquired credit cards. I discovered I didn’t have the money to pay my monthly bills. I worried about it for days, got stressed and really didn’t know what to do. Eventually, I told a good friend of mine of the problem. He suggested I called the credit card company to explain my problem. The next day, I plucked up the courage to call the company, explained my problem and the wonderful person the other end listened and then suggested I paid a smaller amount for a couple of months.

    This one phone call took no more than ten minutes to make, yet it solved my problem and took away a lot of the stress I was feeling at the time. I learned two very valuable lessons from that experience:

    The first, don’t go mad with newly acquired credit cards! And the second, there’s always a solution to every problem if you just talk to the right person.

    6. Take Some Form of Action

    Because overwhelm is something that creeps up on us, once we feel overwhelmed (and stressed as the two often go together), the key is to take some form of action.

    The act of writing everything down that is bothering you and causing you to feel overwhelmed is a great place to start. Being able to see what it is that is bothering you in a list form, no matter how long that list is, eases the mind. You have externalized it.

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    It also means rather than these worries floating around in a jumbled mess inside your head, they are now visible and you can make decisions easier about what to do about them. Often it could be asking a colleague for a little help, or it could be you see you need to allocate some focused time to get the work done. The important thing is you make a decision on what to do next.

    Overwhelm is not always caused by a feeling of having a lack of time or too much work, it can also be caused by avoiding a decision about what to do next.

    The Bottom Line

    Make a decision, even if it is to just talk to someone about what to do next. Making a decision about how you will resolve something on its own will reduce your feelings of overwhelm and start you down the path to a resolution one way or another.

    When you follow these strategies to can say goodbye to your overwhelm and gain much more control over your day.

    More About Reducing Work Stress

    Featured photo credit: Andrei Lazarev via unsplash.com

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    Carl Pullein

    Dedicated to helping people to achieve their maximum potential through better time management and productivity.

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    Last Updated on October 22, 2019

    How to Focus and Concentrate Better to Boost Productivity

    How to Focus and Concentrate Better to Boost Productivity

    We live in a world of massive distraction. No matter where you are today, there is always going to be distractions. Your colleagues talking about their latest date, notification messages popping up on your screens, and not just your mobile phone screens. And even if you try to find a quiet place, there will always be someone with a mobile device that is beeping and chirping.

    With all these distractions, it is incredibly difficult to concentrate on anything for very long. Something will distract you and that means you will find it very difficult to focus on anything.

    So how to focus and concentrate better? How to focus better and produce work that lifts us and takes us closer towards achieving our outcomes?

    1. Get Used to Turning off Your Devices

    Yes, I know this one is hard for most people. We believe our devices are so vital to our lives that the thought of turning them off makes us feel insecure. The reality is they are not so vital and the world is not going to end within the next thirty minutes.

    So turn them off. Your battery will thank you for it. More importantly though is when you are free from your mobile distraction addiction, you will begin to concentrate more on what needs to get done.

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    You do not need to do this for very long. You could set a thirty-minute time frame for being completely mobile free. Let’s say you have an important piece of work to complete by lunchtime today. Turn off your mobile device between 10 am and 11 am and see what happens.

    If you have never done this before, you will feel very uncomfortable at first. Your brain will be fighting you. It will be telling you all sorts of horror stories such as a meteorite is about to hit earth, or your boss is very angry and is trying to contact you. None of these things is true, but your brain is going to fight you. Prepare yourself for the fight.

    Over time, as you do this more frequently, you will soon begin to find your brain fights you less and less. When you do turn on your device after your period of focused work and discover that the world did not end, you have not lost an important customer and all you have are a few email newsletters, a confirmation of an online order you made earlier and a text message from your mum asking you to call about dinner this weekend, you will start to feel more comfortable turning things off.

    2. Create a Playlist in Your Favourite Music Streaming App

    Many of us listen to music using some form of music streaming service, and it is very easy to create our own playlists of songs. This means we can create playlists for specific purposes.

    Many years ago, when I was just starting to drive, there was a trend selling driving compilation tapes and CDs. The songs on these tapes and CDs were uplifting driving music songs. Songs such as C W McCall’s Convoy theme and the Allman Brothers Band’s, Jessica. They were great songs to drive to and helped to keep us awake and focused while we were driving.

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    Today, we can create playlists to help us to focus on our work. Choose non-vocal music that has a low tempo. Music from artists such as Ben Böhmer, Ilan Bluestone or Andrew Bayer has the perfect tempo.

    Whenever you want to go into deep, focused work, listen to that playlist. What happens is your brain soon associates when you listen to the playlist you created with focused work and it’s time to concentrate on what it is you want to do.

    3. Have a Place to Go to When You Need to Concentrate

    If you eat, surf online and read at your desk, you will find your desk a very distracting place to do your work. One way to get your brain to understand it is focused work time is, to use the same place each time for just focused work.

    This could be a quiet place in your office, or it could be a special coffee shop you use specifically for focused work. Again, what you are doing is associating an environment with focus.

    Just as with having a playlist to listen to when you want to concentrate, having a physical place that accomplishes the same thing will also put you in the right frame of mind to be more focused.

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    When you do find the right place to do your focused work, then only do focused work there. Never surf, never do any online shopping. Just do your work and then leave. You want to be training your brain to associate focused work with that environment and nothing else.

    If you need to make a phone call, respond to an email or message, then go outside and do it. From now on, this place is your special working place and that is all you use it for.

    Every morning, I do fifteens minutes of meditation. Each time, I sit down to do my meditation, I use the same music playlist and the same place. As soon as I put my earphones in and sit down in this place, my mind immediately knows it is meditation time and I become relaxed and focused almost immediately. I have trained my brain over a few months to associate a sound and a place with relaxed, thoughtful meditation. It works.

    4. Get up and Move

    We humans have a limited attention span. How long you can stay focused for depends on your own personal makeup. It can range from between twenty minutes to around two hours. With practice, you can stay focused for longer, but it takes time and it takes a lot of practice.

    When you do find yourself being unable to concentrate any longer, get up from where you are and move. Go for a walk, move around and get some air. Do something completely different from what you were doing when you were concentrating.

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    If you were writing a report in front of a screen, get away from your screens and look out the window and appreciate the view. Take a walk in the local park, or just walk around your office. You need to give your brain completely different stimuli.

    Your brain is like a muscle. There is only so much it can do before it fatigues. If you are doing some focused work in Photoshop and then switch to surfing the internet, you are not giving your brain any rest. You are still using many of the same parts of your brain.

    It’s like doing fifty pushups and then immediately trying to do bench presses. Although you are doing a different exercise, you are still exercising your chest. What you need to be doing to build up superior levels of concentrated focus is, in a sense, do fifty pushups and then a session of squats. Now you are exercising your chest and then your legs. Two completely different exercises.

    Do the same with your brain. Do focused visual work and then do some form of movement with a different type of work. Focused visual work followed by a discussion with a colleague about another unrelated piece of work, for example.

    The Bottom Line

    It is not difficult to train your brain to become better at concentrating and focusing, but you do need to exercise deliberate practice. You need to develop the intention to focus and be very strict with yourself.

    Set time aside in your calendar and make sure you tell your colleagues that you will be ‘off the grid’ for a couple of hours. With practice and a little time, you will soon find yourself being able to resist temptations and focus better.

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    Featured photo credit: Wenni Zhou via unsplash.com

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