7 TIPS TO REDUCE OVERWHELM

You know that feeling when you’ve simply got too much going on and instead of tackling your to-do list, you just start doing nothing? That’s a tell-tale sign that you may be overwhelmed.  

Here are 7 tips you can implement in your workday to help you reduce symptoms of overwhelm when things start feeling out of control.

TIP #1: OHIO

Only Handle It Once.  Handle papers, mail, email, resources, etc. only once.  File or put things away in their designated place the first time you touch them.  

TIP #2: USE THE A-B-C METHOD

Next time you feel distracted, unfocused, or just can’t seem to “get started” use the ABC method to regain your clarity or jump start your productivity. 

First, become Aware of your surroundings and options and ask the following questions:

• What’s making you uncomfortable or distracted right now?
• What disturbed your workflow or concentration?

Next, Breathe deeply to let go pf the tension and relax your body.

Lastly, Choose what to do next.  Pick one specific action item you can complete and immediately take action on it, no matter how big or small.  Complete it and move on to the next action.

TIP #3:  APPLY THE 2 MINUTE RULE

Anything that can be completed in 2 minutes or less should be completed right away.  Fostering this practice of completing quick and easy tasks in the moment will help you avoid procrastinating and minimize overwhelm.

TIP #4: SCHEDULE A MAINTENANCE DAY

Once per month block out a chunk of time (half-day or full day would be ideal).  Do not schedule anything during this time.  Focus on completing your pre-determined, prioritized task list and catching up on important items that you simply have not had the time (or energy perhaps) to tackle. 

TIP #5: 4 QUESTIONS TO ASK YOUR TO-DO LIST

To help reduce to-do list overwhelm, ask these 4 questions of your daily to-do list.

1. Does this task need to be done right now? Only keep tasks on today’s list that require your focus right now.  Move other items to the day that they will be urgent and place them on a “Long Range “to-do list.
2. Does this task need to be done by me? What tasks on your daily list can be delegated? If you cannot fully delegate the task, who can you ask for assistance?  If the task must get done but it is not very important, limit the amount of time you are willing to spend on it.  Get it done and move on to a more important task.
3. Does this task really need to be done at all? Determine if the task is truly a priority or simply a “it would be nice if this were done” task.  If possible, eliminate it.
4. Can the task be automated? Are there reoccurring tasks that you find yourself doing regularly or repeatedly?  Is there a way to automate such tasks?  By automating tasks, you front load the work of setting up the automation process but gain precious time over the long haul by not repeatedly doing the same or a similar task over and over again.

TIP #6: CREATE AN END-OF-DAY ROUTINE

How you end your day is just as important as how you start it. All school leaders recognize that the work is never done.  There’s always more to do tomorrow and that work is often carried home each night, physically and mentally.  Creating and implementing an end-of-day routine (EODR) can help you leave work at work.  It may help you stop worrying about all the things still left to do and set you up to start getting things done right away upon your return the next day. 

TIP #7: SLEEP, VITAMIN D & HYDRATION

Three aspects of daily self-care that can have a significantly positive impact on overcoming overwhelm are: sleep, Vitamin D, and hydration. 

Getting adequate, restorative sleep is one of the most impactful daily self-care routines you can develop to help with overwhelm.  Good sleep hygiene habits that enable you enter REM sleep help ensure your body has the time and energy to respond, react, recover, and rejuvenate daily.

Vitamin D is a key nutrient and is believed to aid in the body’s ability to ward off many common chronic illnesses such as cancer, type 2 diabetes, and cardiovascular disease.  Vitamin D deficiency is common and can result in excessive fatigue, tiredness, depression, and anxiety – all of which may resemble or contribute to feeling overwhelmed.  

Your body naturally makes Vitamin D when your skin is exposed to sunlight.  Adequate sun exposure may be difficult for many people so other sources may be needed.  By consuming Vitamin D rich foods such as egg yolks, salmon, milk, enriched orange juice, and spinach among others you may help minimize the risk of a deficiency.  Another option may be taking Vitamin D supplements under the guidance of your physician.

Finally, staying hydrated is an important daily self-care habit for school leaders to combat overwhelm.  Dehydration may resemble the symptoms of overwhelm and can easily occur due to the very busy schedules held by leaders.  Even mild dehydration may result in impaired concentration, loss of focus, fatigue, and headaches.