When overwhelm takes over it’s time for a reset
Last week was super busy. By the time Friday arrived I was shattered and behind where I'd planned to be, so I had to prioritise and let a couple of things go.
The amount of information we expect our brains to process (and remember!) each day is incredible. I think I overdid it with some research. Too many inputs. Information overload. Warning, warning!
It doesn't matter how organised we are, once in a while stuff comes up unexpectedly, or we bite off more than we can chew, and the plates we're spinning start to wobble.
When that happens I have some go-to tools that help me get back on track. I've shared them here incase you'd like to try and would love to know what works for you too.
Time for a reset
Shift from head to paper. When I start to feel overwhelmed, I tip out everything that's whizzing around in my head onto paper. It immediately calms me down and helps me size up what's really going on. I like to use scrap paper torn into little squares and note down everything that comes to mind on a separate piece, from the pint of milk I need to pick up to the budget that needs signing off, or something someone said days ago. I know other people who prefer to use sticky notes, mindmaps, or set a timer and free-write for a few minutes. Experiment to see what works for you.
Pause for breath. Even if my head feels clearer, the stress levels can quickly soar again when I see the pile of paper squares mounting up, so when I've finished I take a pause. I close my eyes and breathe in through my nose for 4 seconds and out through my mouth for 8 seconds. Repeated 10 times. Thoughts and emotions usually pop up and it takes some practice to let them go and focus back on my breathing and relax. Breathing like this is my favourite stress-buster and helps put me in a better frame of mind for decision making.
Prioritise. I work through the pile of notes, deciding where each one sits in the Covey Circles. When you have more to do than you can manage in the time you've got, it calls for some ruthless prioritisation. If it's something I can't control or influence I have to accept it. Those things can't take up space in my brain right now. If I can't control it but have some influence then these are the 'nice to have' actions that I keep in a running list for quieter times. The main focus is on the smallest circle - the things I can control directly. This is where I need so spend my time and energy first.
The Covey Circles of Influence
When I'm clear what sits in the Control circle I'll move those pieces of paper into priority order, based on urgency and impact/importance. Another way to do this is using the Eisenhower matrix.
If it's not urgent or important then it goes to the bottom of the list, or I screw up the paper and 'delete' it. If someone else can do it then I delegate it straight away. If it's something only I can do it, but it's not urgent, I'll schedule it in my calendar for the week ahead. And if it's Urgent and Important I'll clear my diary and do it now/next.
The Eisenhower Matrix
4. Re-plan the week ahead. With a better idea of what needs to be done and the priority order it's so much easier to plan the work in my calendar. I use time-boxing, allocating the time I think I'll realistically need to complete each task. Life can get in the way, so build some spare in too.
5. Review my 'best me' list. With the week ahead under control and urgent tasks done, I check my 'best me' list. It sounds a bit cringey but years ago I had some coaching and did a list of all the things I'd include in a perfect day. The things that make me feel happy, motivated and be the best version of me. It includes things like plenty of sleep, walks in nature, good food, supportive people around me, learning new things, work that's meaningful and helping my community.
When you're under pressure it's hard to be objective and stress can cause things to blow up out of proportion. Is it just a bad day, or have you drifted off course and need to get back on track? Or is it something more than that that needs more attention?
When I check my list I'm thinking about how much I'm managing to fit those things in to my daily life, what I need more of and what's stopping me. If you don't make time to care for yourself then stress will take its toll, so I have time booked in my calendar for this stuff too (sad I know, but it works for me.. :-)
6. Take any problems for a walk. Sometimes there's a little niggle that I haven't quite worked through, so I generally go off for a walk to clear my head. For some reason nothing ever seems as bad after some time outdoors and it's amazing what new ideas and fresh perspectives can pop up along the way.
7. Learn from it. I try not to dwell on things if they haven't gone to plan. The steps above are enough to get back on track and what seems like a disaster right now generally works itself out with some attention or the passing of time. I use a coaching technique to reflect on what happened and try to take a positive learning: What? (do I notice), So What? (why is that significant), What Now? (what action I can take).
8. Let it go... and do something fun.
It might sound like a lot of work when you're already busy, but steps 1-4 take around half an hour and for me it's time well spent. At the end I feel calmer, back in control and ready to start the next day with fresh energy.
I hope they help and maybe inspire you to experiment with something new. If you do, let me know how you get on, or share your own tips and what works for you.
If you (or your teams) are feeling overwhelmed by change then please get in touch. I'd be happy to talk through what's going on and share some ideas to move things forward. You can message me here on LinkedIn, or book a free call on my website
Davina
If you’re new here, welcome! I’m Davina, founder of Change Ready. I help leaders and their teams develop the skills and confidence to make change that matters, at work and in their communities. I offer a range of workshops, coaching and delivery options. If you'd like to talk about a change you're working on, or need support, get in touch or book a free call (button top right).
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