Overwhelm: Poor time management skills, lack of prioritisation, or difficulty setting boundaries

The walls bow inwards and burst as the relentless tidal wave of tasks and responsibilities that threatens to engulf us all rushes in.

Overwhelm.

Poor time management skills, a lack of prioritisation, and difficulty setting boundaries can quickly transform our lives into a chaotic mess. But fear not, for there is hope amidst the chaos. It's time to rise above overwhelm, regain control, and find the balance you crave.

I did a post on this recently, but have been requested to go a little deeper with some more practical tips and resources, so this one, you will want to save.

The Power of Effective Time Management

Time, our most precious resource, often slips through our fingers like sand. By honing our time management skills, we can unlock the potential to accomplish more while creating space for the things that truly matter.

As productivity expert Brian Tracy once said, "Every minute you spend in planning saves 10 minutes in execution."

If you'd like some examples, I break down 7 time management strategies in a previous newsletter:

Procrastination: Fear of failure or perfectionism leading to self-doubt and avoidance

The Art of Prioritisation for Efficiency

In a world inundated with endless tasks and obligations, knowing what truly deserves our attention becomes paramount. By mastering the art of prioritisation, we can focus our energy on the activities that align with our goals and values.

As entrepreneur and author Greg McKeown aptly stated, "If you don't prioritise your life, someone else will."

Here are 10 practical strategies for this:

1. Eisenhower Matrix:

Named after President Dwight D. Eisenhower, this technique involves categorising tasks into four quadrants based on their urgency and importance. The quadrants are:

• Urgent and Important: Tasks that require immediate attention and should be done first.
• Important but Not Urgent: Tasks that are significant but can be scheduled for later.
• Urgent but Not Important: Tasks that can be delegated or eliminated if possible.
• Not Urgent and Not Important: Tasks that are time-wasters and should be avoided.

2. ABC Analysis:

This technique, similar to the Eisenhower Matrix, involves prioritising tasks based on their importance. Tasks are categorised into three groups:

- A: High-priority tasks that are crucial and need to be completed as soon as possible.

- B: Medium-priority tasks that are important but can be scheduled for a later time.

- C: Low-priority tasks that are less important and can be done if time permits.

How you define something as high priority, for me, is what helps these frameworks work.

You need to be clear on the short/medium/long term outcome you're looking for. What is priority will push you further and faster towards that clear goal than something that isn't.

Without a clear, S.M.A.R.T definition, we might run the risk of just doing the things that 'feel' like a priority when actually, it's just something that scares us.

3. Pareto Principle:

Also known as the 80/20 rule, this technique suggests that 80% of the outcomes result from 20% of the efforts. Prioritising tasks based on their potential impact allows you to focus on the most significant and valuable activities.

What you can do is reflect on your goals and tasks. Which 20% of your tasks tend to get you 80% of the results towards you goals?

Be. Objective.

You might find that the things you don't enjoy do most of the heavy lifting, in which case you can either, factor that into your schedule, or delegate to someone who loves it.

4. MoSCoW Method:

This technique helps prioritise tasks and requirements by categorising them as Must Have, Should Have, Could Have, and Won't Have. It helps ensure that essential tasks are completed before moving on to less critical ones.

5. The Pomodoro Technique:

I've been using and speaking about this technique for a while now - it involves breaking tasks into smaller, manageable intervals (typically 25 minutes) called "Pomodoros."

After each Pomodoro, take a short break. This method helps maintain focus, increase productivity, and prioritise tasks based on the time required for completion.

A bonus is if you can assign tasks that is urgent, high priority, and can be completed within a Pomodoro - you get a burst of dopamine for completing a task which gives you energy for the next, and also move the needle towards your goal in a tangible way.

6. RICE Framework:

This framework is commonly used in product management. RICE stands for Reach, Impact, Confidence, and Effort . By assigning a score to each category, you can prioritise tasks or projects based on their potential reach, impact, confidence in success, and effort required.

7. Warren Buffett's 2-List Strategy:

This technique involves creating a list of your top 25 goals or tasks and then identifying the top 5 most important ones. Focus solely on the top 5 and avoid all distractions until they are completed. This strategy helps prioritise and avoid diluting efforts.

8. The Eat That Frog Method:

Coined by Brian Tracy, this technique suggests tackling ("eat") the most challenging or unpleasant task (the "frog") first, to boost productivity and prevent procrastination.

By completing the most challenging task early in the day, you create momentum for the rest of your tasks.

9. Weighted Shortest Job First (WSJF):

This technique is commonly used in Agile methodologies. It involves assigning priorities to tasks based on their cost of delay, duration, and value. Tasks with higher WSJF scores are prioritised and completed first.

10. The MoSCoW Matrix:

Similar to the MoSCoW method, this matrix categorises tasks and requirements as Must Have, Should Have, Could Have, and Won't Have. It provides a visual representation of priorities and helps decision-making in terms of resource allocation and project scope.

Setting Boundaries for Balance

All the frameworks in the world are useless if you don't identify and enforce boundaries.

Boundaries act as guardians of our time and energy, protecting us from the onslaught of demands and distractions.

By learning to set clear boundaries and respectfully saying no when necessary, we create the space needed for self-care, personal growth, and meaningful connections.

As author and speaker Brené Brown wisely said, "Daring to set boundaries is about having the courage to love ourselves even when we risk disappointing others."

Here are 10 strategies for setting boundaries you can try:

1. The Clear Communication Technique:

Clearly communicate your boundaries to others by speaking assertively and using "I" statements to express your needs and expectations. For example, "I need some alone time in the evenings to recharge, so I won't be available for calls or socialising after 8 pm."

2. The Two-Minute Rule:

Set a two-minute time limit for responding to requests or demands that fall outside of your boundaries. If it can be resolved or addressed within two minutes, go ahead and handle it. If not, kindly explain that you need more time or that it doesn't align with your boundaries.

3. The Buddy System:

Establish a support system of trusted friends, family, or colleagues who can help hold you accountable to your boundaries. Share your boundaries with them and ask for their support in reminding you to enforce them when necessary.

4. The Pause and Reflect Technique:

Before agreeing to a request or committing to something, take a moment to pause and reflect on how it aligns with your boundaries, values, and priorities. This allows you to make more intentional decisions and avoid overcommitting.

5. The Non-Negotiable List:

Create a list of non-negotiable boundaries that you will not compromise on under any circumstances. These boundaries may relate to your physical and mental well-being, personal values, or core principles. Use this list as a guiding tool when faced with challenging situations.

6. The Time Blocking Method:

Allocate specific time blocks for different activities and responsibilities, ensuring that you have designated time for self-care, relaxation, and pursuing personal interests. Guard these time blocks fiercely and avoid scheduling conflicting commitments.

7. The No Apologies Approach:

When setting boundaries, avoid excessive apologising or over-explaining yourself. You have the right to establish and enforce your boundaries without feeling guilty or needing to justify your choices.

8. The Visualisation Technique:

Visualise yourself confidently asserting your boundaries and experiencing the positive outcomes that come from honouring them. This technique helps reinforce your commitment to maintaining healthy boundaries and boosts your confidence in setting and enforcing them.

9. The Digital Detox Strategy:

Set boundaries with technology by designating specific times or locations where you disconnect from your devices. Create technology-free zones or establish "no phone" periods to prioritise face-to-face interactions and present-moment experiences.

10. The Review and Adjust Method:

Regularly review and assess your boundaries to ensure they still align with your current needs and circumstances. Be open to adjusting and refining your boundaries as necessary to maintain a healthy balance in your life.

Seeking Support and Delegation

Overwhelm should not be faced alone.

Reach out to trusted friends, family, or colleagues for support, and consider delegating tasks to lighten your load. Collaboration and support can alleviate stress and provide fresh perspectives.

As entrepreneur Richard Branson famously said, "The art of delegation is one of the key skills any entrepreneur must master."

One method I learned from Tim Ferriss ' book The 4-Hour Work Week is D.E.A.L. Though the context in the book is around business, I find it to be transferable as a method to streamline your plate in any context:

1. Define

Peter Drucker is often quoted as saying, “You can't manage what you can't measure.”

The trick here is to be S.M.A.R.T. when defining what needs to be done.

Like crossing a field on a foggy vs clear day, lack of clarity can be a hidden threat when it comes to overwhelm and procrastination.

2. Eliminate

Once clear on the tasks ahead, you can identify what is waste, and get rid of it.

Support from a coach, mentor or consultant could help here when you can't see for yourself, what is unnecessary.

Ask yourself - What is on my plate that shouldn't be? What is a distraction? What takes a lot of energy but doesn't move the needle?

The idea is that what's waste shouldn't be done at all - forget delegating.

You might use the Eisenhower Matrix to identify what's Important and Urgent (do), Important but Not Urgent (reschedule), Urgent but Not Important (delegate), or Not Urgent and Not Important (ignore).

3. Automate

Are there apps or systems that can help organise, automate or even do some of the tasks on your plate that are Important and Urgent? Could AI help?

Some I know of are:

1. Trello : A popular project management tool that allows you to create boards, lists, and cards to organise and prioritise tasks. It offers features like due dates, labels, and checklists to streamline your workflow.

2. Asana : A versatile task management platform that helps you create and manage projects, assign tasks, set due dates, and track progress. It offers integrations with various other tools and allows for seamless collaboration.

3. Todoist : A simple and intuitive to-do list app that lets you organise tasks, set due dates and reminders, and delegate tasks to others. It also provides insights and productivity trends to help you optimise your workflow.

4. Evernote : A note-taking app that allows you to capture ideas, create to-do lists, and organise information across multiple devices. It offers features like tags, notebooks, and search functionality, making it easy to retrieve and organise your notes.

5. Zapier : An automation platform that connects and automates workflows between different apps and services. It allows you to create "Zaps" that automate repetitive tasks, saving you time and effort.

6. Calendly : A scheduling tool that eliminates the back-and-forth of finding mutually convenient meeting times. It syncs with your calendar and lets others book meetings with you based on your availability.

7. RescueTime : A time-tracking app that monitors your digital activities and provides detailed reports on how you spend your time. It helps you identify time-wasting habits and optimise your productivity.

8. LastPass : A password manager that securely stores and autofills your login credentials across different websites and apps. It eliminates the need to remember multiple passwords and enhances online security.

9. Dropbox : A cloud storage and file-sharing platform that allows you to access and share files from anywhere. It streamlines collaboration by enabling real-time document editing and version control.

10. IFTTT : An automation service that connects different apps and devices to create custom workflows. It allows you to create "Applets" that trigger actions based on specific conditions, simplifying repetitive tasks.

11. Notion.so : Summarise action items and key takeaways from notes with a single click. It offers organisational tools including task management, project tracking, to-do lists, and bookmarking.

12. Otter.ai : Uses AI to write automatic meeting notes with real-time transcription, recorded audio, automated slide capture, and automated meeting summaries.

4. Liberate

This, for me, is the fun part. I mentioned this in a previous newsletter, as novelty .

How can you do it on your terms?

• When you want - Maybe on the bus to work so you're not taking out of time from something you enjoy?
• How you want - Maybe there's a new platform or creative approach you can try to make the presentation interesting for you?
• Where you want - Maybe you can work remotely for a month while you travel western Africa and take meetings on the beach?

Since overwhelm isn't just about the amount on your plate or the magnitude of the individual tasks but the energy you have to do them, changing the circumstances can increase your capacity and drive to take action.

So Now What?

Overwhelm may try to consume us, but we have the power to rise above it.

By mastering effective time management, prioritising our tasks, setting boundaries, utilising efficiency frameworks, and seeking support, we can conquer overwhelm and find the balance we yearn for.

Remember, as author and poet Rumi once wrote, "Respond to every call that excites your spirit."

Embrace the challenge, take control of your time, and create a life that is both productive and fulfilling. The journey to conquering overwhelm starts now.

If you need help, let's book a call !

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