Your Workweek Just Skidded Off Course. Here’s How to Pull the Emergency Brake and Regain Control. In 15 Minutes.

Every nonprofit leader has been there.

You start the week with a solid plan. Your calendar is set, priorities are clear, and you know where to focus.

Your regular “brakes” keep you on track. Things like your strategic plan, time blocking, and strong processes. These systems work most of the time, until they don’t.

• A board member calls with an urgent issue. Your strategic priorities get pushed aside.
• A key staff member resigns suddenly. Delegation falls apart, and everything lands on your plate.
• A major funder requests an unexpected report. Your planned deep work time disappears.

That’s when you pull the Emergency Brake—a structured 15-minute reset designed to stop the chaos and put you back in control before things spiral further.

Step 1: Pull the Emergency Brake (5 minutes)

When your week starts spinning out of control, your instinct may be to keep pushing through, reacting to every urgent request at once. But you need to halt the chaos, assess the situation, and regain control before you lose traction completely.

->Write Everything Down

Capture everything that feels urgent—emails, requests, problems, deadlines, and decisions—on paper or in a digital note. Getting it out of your head on paper reduces stress and provides a clear view of what you’re dealing with.

?->Identify True Emergencies

Not everything that feels urgent is a real emergency. Instead of reacting immediately, assess each issue using these three questions:

Question: Does this have immediate and significant consequences if ignored? A legal compliance deadline or a crisis affecting staff well-being are real emergencies. A last-minute meeting request or an overflowing inbox probably isn’t.

Question: Is this directly tied to your core responsibilities as ED/CEO? If it impacts financial stability, legal risk, or a major operational issue, it’s your priority. If it’s a minor process breakdown, someone else can handle it.

Question: Would delaying this by 24 hours create bigger problems? If a delay will lead to major fallout, address it now. If not, put it on your schedule for later. Many so-called emergencies lose urgency when given time.

->Once you’ve identified what truly requires your attention, sort the rest:

• Defer non-urgent tasks to later in the week.
• Delegate anything that doesn’t require your direct involvement. (Team member, volunteer, or outsource).

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Step 2: Reprioritize (5 minutes)

Now that you've slowed the chaos, it's time to build a plan for moving forward.

• Review Your Original Weekly Plan

Look at what was already scheduled before everything went sideways. Are there still high-priority tasks that align with your goals? Instead of trying to salvage everything, focus on what still matters.

• Set 1-3 Non-Negotiable Tasks

A common mistake at this stage is trying to catch up on everything that has fallen behind. Instead, focus on moving forward strategically.

Pick one to three high-impact tasks that must be completed today. These should be the most meaningful contributions to your organization’s success, not just whatever is screaming the loudest.

If you get only these tasks done, the day is a success.

• Communicate Boundaries

Let your team know if you need uninterrupted focus time. A simple message like, "I’ll be heads-down on a critical priority for the next two hours but available afterward" can reduce interruptions while maintaining transparency.

Step 3: Restart with Focus (5 minutes)

With a clear plan in place, it’s time to get back to work without the feeling of being pulled in a hundred directions.

• Time-Block Your Priorities

Schedule a time to complete your non-negotiable tasks. If necessary, reschedule or cancel non-essential meetings to make room.

• Use Structured Work Sprints

Set a timer (Pomodoro method) for focused work. Commit to working on just one task without distractions for a set time. Even 25 minutes of laser focus helps you regain momentum quickly.

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Why This Method Works

-> Prevents Overwhelm. Instead of reacting emotionally, you slow down, assess, and take intentional action.

-> Prioritizes High-Value Work. You shift focus from reactive firefighting to meaningful progress.

-> Strengthens Resilience. The more you practice this, the faster you recover when things go off track.

Important Add-On. Conduct a Quick End-of-Day Check-In

At the end of the day, take five minutes to reflect:

• What did you accomplish?
• What still needs attention?
• What adjustments are needed for tomorrow?

If you find yourself acting in crisis mode repeatedly, schedule a 15-minute Friday review to identify patterns around what keeps derailing your schedule. This helps you anticipate and prevent future disruptions.

You've got this!