Timeboxing and the tactical pause- a diagnosis and treatment for modern overwhelm

It was far easier in the days before smartphones and notifications to be a bit dismissive of traditional time management. As someone who thrives in a creative, human centred environment, it always felt rather stifling. Getting in the way of creativity and inspiration, too clinical a view of life. This was a position of privilege that only those born in the 70s and 80s ever really experienced. You could get away with it.

But as the information flowed with an ever more urgent current, you can try and outrun overwhelm but it gets you in the end. Its tendrils are born of this abundance of choice, priority, tasks, projects, input, output, foundations we relied on changing beneath our feet, just as we’ve found our balance. As we enter this next revolution, as AI moves from research and fringe interest to an underpinning of our ways of working, the future can feel even more uncertain. Much has been written about what uncertainty looks like, but in the last year, it feels like has impacted every part of my life. Personal uncertainty borne of loss and mourning, traumatic events, menopause, parental concerns as children become adults, wrestling with how I prioritise what is truly fulfilling whilst meeting responsibilities, not truly having conquered imposter syndrome. Then later on macro level political, societal and environmental challenges and that flame you took for granted suddenly seems so much more vulnerable to the breeze.

This story is probably no different at a broad level than the human experience of anyone reading this. Of course it feels uniquely overwhelming and confusing to you, but trust me, everyone has their own version of this tune. It’s only that we don’t all wish to share it, may not acknowledge it, may practice more acceptance of it or practice more denial of it.

when crisis happens or I’m really needed, I can take control, get things done, support people, be there. But i’d not offered myself this gift outside of when I felt huge levels of responsibility for others

My wake up call was supporting someone close to me through something deeply traumatic and recognising that when crisis happens or I’m really needed, I can take control, get things done, support people, be there. But i’d not offered myself this gift outside of when I felt huge levels of responsibility for others. So increasingly I was finding day to day things for myself overwhelming to the extent that I felt paralysis, numbness. To displace this, I worked myself hard and in doing so, worked myself into a corner, which resulting in taking a step away from a company I loved (spoiler alert, there's a happy ending to come!), because I hadn’t realised the truest of adages - wherever you go, there you are.

So this all sounds a bit heavy and probably beyond the abilities of a new perspective on time management to address. But in addition to my ‘I’ve lost count’ re readings of A New Earth and On Purpose, walking therapy and some incredible friends and mentors, I found one of the missing piece of the puzzle. You don’t expect to be seen by a book called Timeboxing when you are navigating some of the roughest of life's rapids, but that’s exactly what happened.

So quick question, how many of you have considered throwing your phone into a volcano? Or where the geographical logistics make this a bit tricky, installed app blockers, time managers, switched off notifications etc? Quite a few hands went up I expect. How many of you tried blocking out ‘reading time’ ‘thinking time’ ‘lunch’ ‘walk’ ‘cry into the abyss’ in your calendars? Again I could sense quite a few nods there. Well over the years I’ve tried - I’ve wrestled, cajoled, bargained and wept into my calendar to create come semblance of order, but every technique I tried didn’t feel authentic to me.

What was missing was what I like to call spacious order!

Now don’t get me wrong, my track record shows I deliver and I’m fortunate have the testimony of colleagues and customers who tell me I can be relied upon. But at a personal level, it often felt tenuous, just about keeping a grip of it all. What was missing was what I like to call spacious order! A way to manage my time that honours creativity, the drive to help and recuperation.

So thanks to the brilliant Marc Zao-Sanders , I’ve had prioritisation and time management articulated in a way that resonates with me, the whole person. The drive to help is noble but often not as selfless as we like to think. I felt that often I wasn’t really clear on my priorities, so leapt into everything, not want to let anyone down, but not leaving space. The missing piece for me was planning for space, rather than fitting more in.

When you work in a fast paced sector, it’s easy to sacrifice space, but understanding what not to do is possibly more important than the what to do. When a major life event sweeps in, the ability to see what needs to be done now, later or not at all is the key to survival. What I loved about Marc’s book is It helps you understand the why, the who, the what that enables you to put in place the time you need to work, create and contribute. It honours that, for me, I need undefined time as well as defined time - that is all embraced and managed by timeboxing. It keeps you accountable to your health and wellbeing, your relationships and your growth. I’m still early in my journey, but I’m making the commitment to take this year to embrace timeboxing. I’ll refine it, get it wrong, get frustrated, have breakthroughs - I cannot wait!

But not all of life’s crazy shapes will fit neatly in a timebox; or as my late mother would say ‘when a great big pudding comes flying through the window’. That particular pudding could be an event, it could be an emotion but either way, the tactical pause is something I know I need to cultivate more.

As ADHD diagnosis continue to rise, at a time when disappointingly burnout appears to be an almost accepted price of career progression (companies, do better !), when our brains are bombarded with stimuli and our ability to process all this is simply not at the evolutionary pace of technology, we have to step off for a moment. In a world of notifications, it’s easy to believe everything requires an immediate response. But ask yourself this, how respected is that person who pauses, considers their response, maybe asks for some time so they give an issue the reflection it deserves. I’m sure you’ve met people like this (if you are reading this and have met me, i sadly fall way short of this standard!) but the calmness and confidence they bring is magnetic. They instinctively understand the tactical pause and the good news is, it can be learnt. Headspace has a great tutorial on this (this link goes to the Headspace app).

Not all emotions and responses are created equal or require an action

The tactical pause also gives us the gift of perspective. Not all emotions and responses are created equal or require an action. It just feels like it in the moment. Recognising and accepting that certain thoughts and feelings will arise in moments of stress, challenge, delight and surprise is the important . But understanding they don’t all need a response is essential. I encourage you to explore this further - even if you are not a meditation fan, it’s short, simple and easy to get started (this article on Emotional Intelligence is a lovely summary of how awareness of emotions that ability to manage our response applies in work ).

So as I head into the next chapter of this crazy story, I do so with enormous gratitude yet again. I’m returning to a place I love, a role I want and a mission I believe in. I walk in with all the passion, energy, talents, vulnerability and imperfections that are me and I continue to commit to grow.

I can do this because I have amazing people who care authentically about me and what a gift that is. It’s why this kind of trust and openness is so important, on an individual and leadership level. It’s through this I’ve recognised some critical growth areas, held in a space of compassion, constructive challenge and accountability. I have kept all the plates spinning, kept delivering, kept my commitments, but sometimes, you need to set those plates down and decide which ones can go back in the cupboard.

So to the team I am soon to lead, keep me accountable for creating that space for you, giving you feedback when you need it, creating dedicated time that you can rely on, allowing you to breathe, take a tactical pause, refocus on what's important and fly.