Feeling overwhelmed by your workload can lead to stress, burnout, and reduced productivity. However, you can avoid this by applying some effective stress management techniques. In this article, you will learn how to prioritize, delegate, communicate, balance, and relax your way out of overwhelm.
One of the first steps to avoid feeling overwhelmed is to prioritize your tasks according to their urgency and importance. You can use a simple matrix to categorize your tasks into four quadrants: urgent and important, urgent but not important, important but not urgent, and not urgent and not important. Focus on the tasks that are urgent and important first, and plan ahead for the ones that are important but not urgent. Delegate or eliminate the ones that are not important, and avoid distractions and interruptions.
I find it useful to stick to one type of task at a time for example if I’m making payments, I do nothing but make payments and save other tasks for after I’m done making payments.
Another way to reduce your workload is to delegate some of the tasks that you don't have to do yourself. Delegation can help you free up your time, leverage the skills and talents of others, and empower your team members. However, delegation requires trust, communication, and feedback. You need to choose the right person for the task, clearly explain the expectations and deadlines, and provide support and guidance along the way. You also need to monitor the progress and quality of the work, and acknowledge and appreciate the results.
Sometimes, feeling overwhelmed can be a result of poor communication. You may have unrealistic expectations, unclear instructions, or conflicting priorities. To avoid this, you need to communicate your needs effectively to your manager, colleagues, and clients. You need to set boundaries, say no when necessary, and ask for help when you need it. You also need to listen actively, clarify any doubts, and give and receive feedback. Communication can help you align your goals, resolve issues, and build trust and rapport.
Having an open line of communication and the confidence to ask any questions (there are no stupid questions) allows you the confidence to properly handle your workload asking for assistance when necessary to make sure you don’t fall behind.
Another source of overwhelm can be the lack of balance between your work and personal life. You may feel like you have to work all the time, neglecting your health, hobbies, and relationships. To avoid this, you need to create a healthy work-life balance that suits your needs and preferences. You need to manage your time, energy, and attention wisely, and avoid multitasking, procrastination, and perfectionism. You also need to schedule some breaks, exercise, and fun activities, and disconnect from work when you are off.
Finally, one of the best ways to avoid feeling overwhelmed is to relax your mind and body regularly. Relaxation can help you cope with stress, calm your emotions, and recharge your batteries. You can use different relaxation techniques, such as deep breathing, meditation, yoga, massage, or aromatherapy. You can also practice gratitude, positive affirmations, or mindfulness. Relaxation can help you improve your mood, focus, and creativity, and enhance your well-being and performance.
I find that as soon as I begin to feel overwhelmed I stop clear my mind and take a few deep breaths using the square breathing technique (breathe in for a count of four, hold for a count of four, out for a count of four, holds for a count of four). This calms my mind and allows me to begin again without any of the distress I was feeling.
Having a trustworthy co-worker you can vent to without fear of it getting to management (and therefore having to worry about repercussions) really allows you to just get things out and start all over again with your tasks. This helps to calm your mind.