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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 January 24, 2020

    10 Good Habits To Have in Life To Be More Successful

    10 Good Habits To Have in Life To Be More Successful

    Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

    Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

    Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

    • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
    • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
    • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

    Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

    Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

    Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

    That’s why I would share 10 good habits to have to be more successful in life.

    1. Begin Your Day with Meditation

    I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

    Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

    Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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    2. Be Grateful for What You Have

    Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

    Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

    “I say one thing I’m grateful for each day when I sit down to eat dinner.”

    3. Smile

    Can you pause and smile before you continue reading this?

    Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

    Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

    Can you smile again?

    4. Start Your Day with a Healthy Breakfast

    Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

    If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

    This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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    Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

    5. Exercise Daily

    One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

    Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

    ‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

    He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

    6. Manage Your Time as You Manage Your Finance

    Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

    Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

    So how do you manage your time effectively?

    Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

    “I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

    And this is Dorsey’s weekly theme:[5]

    • Monday – Management
    • Tuesdays – Product
    • Wednesday – Marketing and growth
    • Thursdays – Developers and partnerships
    • Fridays – Culture and recruiting
    • Saturdays – Taking off
    • Sundays – Reflection, feedback, strategy, and preparing for Monday

    No wonder he was able to run two companies when others were struggling with one job.

    7. Set Daily Goals with Intentions

    Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

    Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

    Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

    “What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

    Be intentional about your daily goals!

    8. Seek Inspiration

    It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

    A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

    Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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    Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

    “The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

    9. Save Steadily, Invest with All Prudence

    I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

    However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

    10. Budget and Track Your Spendings

    Benjamin Franklin warned of taking the precaution of little expenses. He said,

    “A small leak sinks a great ship.”

    It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

    Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

    The Bottom Line

    Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

    More About Habits

    Featured photo credit: Andrijana Bozic via unsplash.com

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