Eliminating 'Overwhelm'

We have all experienced a time in our lives when we felt that there were so many things requiring our focus, when there was so much on our plates, that we were unsure how (or even if) we were ever going to be able to get through it.  For many of us these moments of overwhelm tend to arise relatively infrequently.  For others, it almost feels like a constant state.

Regardless of the frequency with which we have to face this feeling though, we know how paralyzing and crippling the feeling of overwhelm can be.  Enough so that we may find ourselves shutting down, refusing and unable to move forward. With so many priorities and so many things screaming for our attention we can quickly become so overwhelmed that we are unable to determine what actions to take next.

Think of all the mental noise that our constant thoughts of items on our to-do lists and things we need to remember create. If we envision all of those thoughts that enter our brains flowing like water into a glass we see how quickly our glass (and brains) become full and overflowing. We become overwhelmed when we feel that we can no longer contain and hold onto all of those thoughts, we become fearful of forgetting, of overlooking a priority, of falling short.

One of the easiest ways to manage this feeling is to create a Dumping Ground List. Get out a pad of paper and begin dumping all of the thoughts that are in your head onto the paper. Think of this as one massive list of all of your thoughts, your priorities, your to-dos, your 'cannot forgets'.  As you purge those thoughts from your mind, capturing them on paper, begin noticing how much lighter you feel. The stress of potentially forgetting something floating in your head lessens as a concrete journal of all those 'somethings' takes shape.

Don't qualify any of your thoughts thinking it's not important enough or that you won't forget it. Anything that you are trying to remember in your head needs to be recorded on the list.  Don't take up unnecessary brain-space.  Clear the clutter in your head by committing it to the Dumping Ground.

Once your list is complete take highlighters in 3 different colours. Designate one colour for your 'Immediate' priorities. These are the items on your list that must be completed within the next two days. Using a second colour highlight those items that need to be completed within the next 5-7 and a third colour for those that must be completed within 7-14 days.

You likely have items on the list that have not been highlighted. These are either items you have been carrying around that you feel you 'should' take care of, but that really aren't that important or urgent, in which case let 'em go, and those that may be important but whose time frame is long enough that you need not worry about them today.  These items you can revisit in 3-5 days and build into your action list.

Actively focus and work on the few items you have highlighted that need completion within the next 2 days. Don't worry about the rest - you'll get to them.  Just know that they are recorded there for you to reference when you have the available brain space to focus on them.

If you are someone that suffers from a sense of overwhelm often, you may find that maintaining this running Dumping Ground List becomes your best tool.  Cross off items as you complete them and continue adding to it as more things arise. Maintaining the list means you always have a concrete record of items to refer to, freeing up your brain space and power to focus and hone in on those priorities that are important 'now'.

Dedicate a small lined book to your Dumping Ground and develop the habit of taking it into meetings with you, adding to it as items get assigned or you are extending promises.  Using the book to extend and direct your brain's focus may be one of the best productivity and success tools you activate. Certainly it's a great way for you to eliminate the feeling of being overwhelmed by everything on your plate and get down to the business of managing them instead.

Tip Thursday - Time Management

When we say that 'We don't have time' to do something, it implies that we are overloaded. Not only does this send a signal to others that we are operating at capacity (and therefore should not be considered for that great new project) but it signals to our brains that we are overwhelmed, increasing our feelings of stress.

Instead, replace it with 'It's not my priority'.  The implication with this phrase is that your time, and how you spend it, is a choice. You are currently engaged in those activities of your choosing, that will propel you, your career and life, forward. If you are not happy with the way that things are going for you, then you have complete control over your priorities, and therefore have the time to implement the changes required.

6 Top Ways to Minimize your Stress at Work

We all face stress at work, if not also in our personal lives.  And, truth be told, that isn't going to change.  Some moments are more stress-filled than others, but stress is pretty much a given. Although we have heard about the differences between 'good' stress (Eustress) versus 'bad' stress (Distress), most of us could likely agree on the fact that we generally could do with less of it in our lives.

The following is a list of 6 key methods for reducing your on-the-job stress levels, though each could likely have a role to play in decreasing your stress outside of work as well!

1.  Learn to say No!  

Studies have shown significantly higher levels of stress in Managers who experience difficulty in saying 'no' more readily to others.  In this case we are our own worst enemy.  Our inability to say no leads us to take on more and more projects and tasks, until we are over-burdened, over-tasked, over-worked.  Bear in mind that saying No to someone may not mean that you are refusing to help them... Ever!... but simply that you are saying 'not right now'.  Just because they may have something that is a priority to them doesn't mean you need make it one of yours.

2.  Delegation.  

I'm all for being a DIYer (do-it-yourselfer) in the home... IF you derive pleasure and satisfaction from the doing.  If you simply derive satisfaction from having it done... hire someone else!  This DIY mentality carries over into the workplace where we also somehow feel that we need to take care of it ourselves to gain credit for it.  Trust me...  it only matters that it gets done.  Your facilitation of that process is all that counts.  Learning to delegate more allows you the time you need to take on more senior responsibilities, to have more time to plan and think pro-actively and strategically, all of which will serve you better in the long run.  In short...  you have to learn to 'give up' to 'move up'!

3.  Procrastination.  

Despite the belief you have created to justify your behaviour, research shows that NO you do NOT do your best work when under the gun.  Yes, you may finally get it done at the last minute, but that does not mean that it will be your best work.  Starting early provides you with more time to think and reflect on the process and steps, providing you with the opportunity to refine along the way, an option that would not be possible when in the midst of a time crunch.  If you know you are unlikely to heed this nugget and mend your procrastinating ways... then consider breaking your task down into smaller chunks and creating arbitrary deadlines for each along the way.  You will work to those imposed deadlines (last minute) but still find yourself ahead at the end.

4.  Criticism.  

Although we can't eliminate the amount, type and nature of the criticism we receive from others, we can reduce the stress impact of the criticism by managing our reaction to it.  Instead of internalizing and personalizing the criticism, dissect it instead.  Go on a hunt to find the one kernel of meaningful truth contained within it that will help you to improve, then toss the rest away.  you don't have enough mental cupboard space to house it all, so identify the piece worth saving and purge the rest.

5.  Be Proactive.  

The more you prepare, the less you have to repair.  Most time management experts agree that the preparation to execution saved ration is roughly 1:3.  Meaning, 10 minutes of preparation time will save you 30 minutes of execution time.  If you are looking to find more 'time' in your work day, start by spending a little more upfront time planning your execution of a task before taking action.  It might feel as though it is slowing the process down, but research shows us that you are significantly reducing the effort you need to expend on the back end.

6.  Play to your Strengths.  

High levels of stress are generally found in those that are working predominantly in areas outside of their strengths.  We often get so caught up in the perceived need to be 'better' at those areas we are weakest in that we overlook the fact that it is our strengths we enjoy using the most and in which we typically add the greatest level of value.  Playing to your talents means you are likely engaged in work that is stimulating and enjoyable (you're more productive then too) and that is less stressful because of it.  Sure... develop your weaknesses where it matters, but build your role and career around your strengths.  This is where your purpose is.  Find it and use it for great satisfaction.