8-minute read
With uncertainty continuing to seep into every aspect of our lives, it is no surprise that many of us feel overwhelmed.
Uncertainty thrives in unpredictable times and leads to distraction, a major contributor to overwhelm.
So here we are, feeling there isn’t enough time and too much to do. Let’s get straight to the tools you can use to rebalance and regain control of your work.
First, a quiz: How are you feeling?
(Check all that apply)
A) Irritable
B) Content
A) Tense
B) Calm
A) Tired
B) Energetic
A) Unfocused
B) Fully present
A) Unproductive
B) Productive
A) Distracted
B) Engaged
Check more B’s than A’s? If so, you are headed towards being overwhelmed.
When we’re overwhelmed, all tasks take on the same level of importance, and we lose the ability to prioritize. Mapping your current workload helps you make prioritization decisions.
Use these tools to create a visual map of the work you own, what can shift, and what is outside of your control.
The tools help identify and manage workload stress, delegation, and places for recapturing time.
Tool 1: Control What You Can, Manage the Rest
Neil and Sue Thompson introduced the CIA Model in their 2008 book, The Critically Reflective Practitioner. The model is designed to focus time and effort where you have the most impact within projects or in managing situations that arise. (Want more? Read this MindTools article.)
Use the CIA Model to make decisions that increase productivity in an area where you feel overwhelmed. You can do this exercise individually or with your team against a team challenge.
Step 1: Control: What elements are under your control? What can you solve? This may include owning tasks, delegating, reprioritizing workflows, or changing your feelings about the work. Regaining control is a significant factor in decreasing stress.
Step 2: Influence: What aspects of a project or situation can you positively influence but not own? Where can you collaborate with others or offer help within your expertise? Positively influencing what you can boosts productivity.
Step 3: Adapt: How can you adapt to elements out of your control? This includes managing your feelings about a situation or looking for new ways to address the obstacle. Are you the right person for the task? If not, find partners. Do you need additional resources? Part of adapting is asking for help, rather than struggling alone.
Tool 2: Tidy It Up: Your Workload in Four Boxes
Delegate when you can, especially work that supports a team member’s professional growth. Many of you have seen this delegation matrix before, but it is essential for managing time and effort.
Do: These are the tasks that only you, no one else, can do. If you find too many tasks in this box, reassess your relationship to the task. Is it here because you’re good at it, or can you do it faster than others? If yes, these can be delegated.
Delegate: These tasks can be delegated quickly with little or no oversight.
Enhance: These support team members’ professional growth but require your oversight, expectation setting, and support. However, when your team member becomes proficient, these tasks will be off your list!
Delete: These are legacy tasks that may be obsolete or overly complicated processes that can be streamlined. Identifying inefficiencies helps to recapture time.
Tool 3: 80% is the New Perfect
Perfection is the enemy of output. If you endlessly refine micro-details, you’re far in the weeds and not using time wisely. While you’re refining, the work is piling up behind you.
Perfectionists will cringe, but most of the time, 80% is enough to move a project to the next step. Leave final details for the test-and-learn or final review phase.
Revamp project emails to follow a standard format: Outcome Sought, Action Needed, Supporting Bullet Points, Next Steps, and Deadlines, rather than narrative paragraphs. Use AI tools to jumpstart projects. Review administrative tasks and processes for efficiency.
(Note: Exceptions to this are highly technical or regulated financial tasks)
Tool 4: Recapturing Time: The Meeting Audit
Do you really need to attend all the meetings on your calendar? Are you the decision-maker? Will a summary suffice? Perform a meeting audit to see where you can recapture time and transfer ownership to a teammate or direct report. Having an everything, everywhere, all at once participation mindset is unsustainable and undercuts others’ ability to step up.
Tool 5: ‘No’, Three Ways
When overwhelmed, taking on more work is not the answer. When new projects come your way, assess if you are the best person for the job or just the most convenient.
Understanding how new projects fit your current demands helps you make better decisions and explain the rationale to others. If you never say no, you will be constantly overwhelmed, and your overall productivity, accuracy, and outlook will suffer.
Here are three ways to say no and still be a good colleague:
Not now: Use this if deadlines are unmanageable. If you want to do the work, reprioritize other tasks and request deadline flexibility.
Not this: This task may be unnecessary if the work falls outside your expertise and professional development goals. Offer to act as an advisor rather than the lead.
Not ever: These are highly administrative tasks looking for a home, and don’t add to your skills development or career trajectory. As a good team member, offer to mentor others who will grow from these tasks.
And Finally, Managing the Voice in Your Head
Tools and filters offer clarity and organization. But there is the voice in your head that may need taming. We’ll wrap up with some well-being reminders.
Slow your Internal Monologue
Mental churn is exhausting. Take notice if you’re repeating to-do lists or churning information. Write down the list and use the delegation or CIA matrix.
Try the Pomodoro Technique
The Pomodoro technique is an easy-to-implement time management tool. Work in concentrated bursts and then take a break to maximize your energy throughout the day. For to-do list tasks, 25 minutes on and 5 minutes off is effective. For more in-depth work, 90 minutes on and 15 off gives enough time to think, ideate, and recharge. Challenge yourself to move, walk, and get outside during break time.
Set Micro goals
Eat the elephant one bite at a time. The smaller the goal, the more doable it is and the better you will feel.
Have a Proper Lunch (I wrote this one for me)
There is a reason Europeans are generally calmer and happier than Americans. Eat a meal, preferably with others, and decompress. Connect with those who matter.
There is a lot we can’t control these days, but there is much about our work lives that we can.
Reorganize, rebalance, reenergize.
Thank you for reading.
If someone forwarded this and it was helpful,
please sign up and share freely.
Give the gift of a successful career launch
