How can you prioritize your workload when you're overwhelmed?

When things get overwhelming, it helps to identify the tasks that are both important and urgent. This means focusing on the responsibilities that will have the most significant impact and are time-sensitive. Create a to-do list, ranking each rask based on its urgency and importance.

Using an urgent vs. important matrix is so key to distinguishing what you should prioritize. Only focusing on one or the other will get you to a certain point until you're stuck and overwhelmed again. A great way to think about it is taking a piece of paper and dividing it into 4 quadrants: ASAP, Soon, Later, Whenever. It's also important to set a regular time block in your calendar (like Friday afternoons) to get the Whenever stuff done or it'll pile up.

The first and foremost is to analyze the importance of each task and assign weightage to it. This can immediately help to relax because overburdened mind is bound to create some errors which we do not want. Delegation is another way to get things done in a proper and efficient way but it would require monitoring and look over at the final result. Re-evaluation of certain timelines can also help to ease the burden.

It's important to understand the difference between important & urgent. Once the concept about these two is cleared, it would be very easy to segregate the tasks.

This is where many teams (including the senior and tenured members of the team struggle). Generally requests come with the tag of urgent and important and it further gets more weight based on the source of the request (consider a request coming from a new member vs request coming from your manager of manager). One thing which could help is knowing the why of the request before jumping to the how of the request. Once you know the why the prioritisation exercise gets simpler. It's ok to review your other deliverables and negotiate on a reasonable timeline for the new requests and if required reach out for help in the prioritisation process. Considering everything as immediately required request will further increase possibility of burnout.

Emulate Nature's Lessons: Apply these strategies to your task: Start Small: Tackle the task in small, achievable steps. This makes the work less daunting and allows for progress tracking. Build Systematically: Like a coral reef, each small effort contributes to the larger structure. Focus on how each part contributes to the whole. Adapt and Adjust: Be open to modifying your approach based on what is or isn’t working, similar to how natural systems evolve in response to their environments. By emulating these natural processes, you can manage large and complex tasks more effectively. This approach encourages a systematic, adaptable, and incremental method, reducing the overwhelm and making the task more approachable.

I list everything on my to-do list. Then I break the list out by 4-5 columns: delegate/who, automate, outsource, eliminate. Then it comes down to a few items that *only* I can do. My ideal is I am left with no more than two tasks per season/3months

Despite from the methodology mentioned by others, the time estimation is missing. One of the largest mistakes is done by estimations how fast something can be done in theory. This a) does not reflect other incoming tasks that occur during the day/week and b) puts unrealistic expectations and persons under stress where it is partly not required. I always advise to calculate a buffer in case the target cannot be achieved and to not run into the risk to underdeliver or having overtime. This is obligatory as soon as external dependencies (input, alignments, etc.) are critical do finalise a task.

While applying SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) provides a structured and clear framework for setting goals and prioritizing tasks, flexibility and responsiveness are equally important, especially in a VUCA (Volatile, Uncertain, Complex, Ambiguous) environment. For example: A Dynamic Planning System not only sets specific goals but also allows for adjustment as situations evolve. A Diversified Project Portfolio combines measurable targets for individual projects with the flexibility to shift focus based on changing priorities or opportunities.

I don't follow SMART goals, or other frameworks as they lack aligning the team or employee to their own vision, values and goals. I believe if you want to see more traction in your goals, teach your employees to set goals for their life: career, relationships, health, wealth and community impact. Then ask them to sign up for your company goals. If the company goal is 60-80% aligned to the employee's life goals, then you'll get higher adoption. If they are more like 20% alignment, as a team leader you have more work to do in leading your team to the goal.

Volta e meia recorro a um método que o Van Hallen utilizava para conferir se os pedidos feitos por ele na prepara??o de um show, foram seguidos. Hoje a tecnica é conhecida como a dos M&Ms marrons. trazendo para a nossa realidade, procuro por itens que se bem cuidados, v?o me mostrar ou garantir de tantos outros tambem estejam bem cuidados. Alinhar o ONDE queremos chegar e deixar o time trabalhar no COMO chegar é uma boa. Com isso as métricas de medi??o do quanto estamos nos aproximando do ONDE, s?o os únicos M&Ms que vc precisa acompanhar em primeiro plano. Havendo desvios neste, daí sim, desce na camada do COMO e se necessário, até do O QUE está sendo feito.

Incorporating effective communication and negotiation strategies into your workload prioritization process will help ensure that goals are met efficiently while maintaining a collaborative and supportive team environment. It's about finding a balance between individual, team, and organizational needs, and adjusting as those needs evolve. From a biomimetic standpoint, nature often shows us how communication and negotiation are key for survival and efficiency. For instance, in a forest ecosystem, different species communicate and sometimes compete or negotiate for resources like light, water, and nutrients. Yet, there's also a symbiotic relationship where they coexist and support each other's growth.

I fundamentally believe people can manage themselves. As a team leader, your job it to manage your conversations. That starts with getting clearer on your promises and holding yourself accountable. E.g. I promise X by time Y. Then you need to work on how you make requests of others, E.g. I request X by time Y. These two steps apply to everyone in your life - your kids, parents, staff, etc.

Vale respeitar as caracteristicas de cada colaborador. Alguns funcionam mais de manh? e outros de tarde ou noite. Uns s?o ótimos em produtividade e na colabora??o já n?o curtem muito. Outros gostam do mix ou até da liberdade de decidir. De novo, concentrando a medi??o no ONDE queremos chegar, damos liberadade para cada integrante montar as outras duas camadas, distribuindo isso em seu dia, que também conta com a familia, estudos e outros temas que merecem igual ou até mais aten??o.

You are more productive if you balance your time. When you feel overwhelmed, pause and go do something you enjoy, relax. When you come back to your desk you will feel energized and more productive.

Setting boundaries is absolutely critical to leading a business, team and delivering on client requests. To do this well, you first set boundaries with yourself. If you can't stay true to your work for yourself, how can uphold healthy boundaries with others. Second, setting boundaries is a healthy first step to connection, intimacy and love in any relationships. Setting healthy boundaries is not about blocking, ghosting or ignoring others.

When I start feeling overwhelmed by the volume of work or changing circumstances there are two habits that help me to keep moving forward: 1. Setting weekly priorities. What do I need to accomplish this week to chip away at my priorities for the quarter. 2. Daily focus. What are the three things that I want finish today to feel like I accomplished something. This allows me to address shifting priorities or circumstances, while continuing to feel like I'm adding value. My team sets and evaluates priorities quarterly. So, I typically operate with "longer" term goals to work towards.

Whenever one feels overwhelmed, trying to finish any task becomes a difficulty. I would recommend doing tasks that you feel happy doing and you personally connect with. Your mind will push you to complete these tasks because your inner self likes doing these tasks. Once you complete the task, the feeling of accomplishment sets in which slowly starts taking over your overwhelmed feeling. This way you slowly move into the motivated space and your mind starts helping you in pushing yourself to take up other tasks too

One thing I found helpful is to identify tasks that can be delegated to other team members or external experts. Then I focus on tasks that meets my skill set and goals.