Breaking free from overwhelm: Your guide to meaningful productivity

5 minute read

Have you ever felt like you're drowning in a sea of tasks, or being chased by a tiger whilst trying to write a shopping list? Unable to catch even a single productive moment or find a big enough tree to hide behind to sit and think for just a moment? 

Feeling overwhelmed by the need to be productive is a common struggle for many people. But with a little guidance and introspection, you can transform the apparent chaos into clarity.

APDO member Julie Stevens is joined in our blog today by her colleagues from APDO’s special productivity focus group. Together they bring you strategies and resources to combat overwhelm in your life. Julie begins by exploring what overwhelm might feel like and how it can affect us.

Understanding Overwhelm: The Invisible Weight on Your Shoulders

Overwhelm often feels like carrying an invisible backpack filled with bricks. It's that nagging sensation that there's too much to do and not enough time or energy to do it. Encountering this weight whilst juggling multiple responsibilities, deadlines and expectations often results in confusion, loss of clarity of purpose and a sense of total discombobulation. I remember a time when my own productivity hit a wall. My desk was cluttered, my mind was racing and no matter how hard I tried, I couldn't seem to get anything done. That chasing tiger was catching up fast: it was exhausting and a futile effort.

The Mind Declutter: Clearing Mental Space for Better Focus

Just as physical clutter can crowd our living spaces, mental clutter can cloud our heads. It’s what happens in our minds when we don't take time to organise our thoughts.

To clear mental space, start by jotting down everything that's swirling in your head—no filter needed. This simple act of brain-dumping can help you see what's truly important. Once you've got it all on paper check the list and prioritise your tasks based on urgency and importance. (The Eisenhower Matrix). You’ll be surprised at how much lighter you feel.

Karen Woodman from Jumpstart Coaching & Organising says this: 

“What helps best will vary for different people & situations – but personally I find planning a good place to start. It can feel counter-intuitive to spend time ‘planning’ rather than ‘doing’ when we’ve got loads on our plate – but getting clear on exactly what we’ve got to do can actually help us to feel calmer. 

Setting Realistic Goals: Breaking Down the Mountain

When faced with a mountain of tasks, it's easy to become paralysed by the sheer size of it all. But remember, every mountain is climbed one step at a time. Instead of focusing on the peak, concentrate on the next foothold—the small steps that will gradually lead you upward. Think of goal-setting as embarking on a journey rather than sprinting towards a finish line. By setting realistic goals and celebrating incremental progress, you'll keep moving forward without burning out.

Julia Jamieson from Orka Living suggests the 333 Rule

• Prioritise Tasks Using the 3-3-3 Rule:
  Choose three tasks to focus on for the day, three for the week, and three longer-term goals. This strategy helps you concentrate on what's most important and prevents you from spreading your attention too thinly across too many tasks.

Time Management: Your Secret Weapon Against Chaos

Sometimes we confuse activity with productivity, filling our days with busyness rather than meaningful work. Are you genuinely busy or simply unfocused? Effective time management is about creating a schedule that balances structure with flexibility—a roadmap that guides but doesn't confine you. Consider using tools like calendars or apps that allow for both planning and spontaneity.

Julia Jamieson (Orka Living) suggests setting boundaries with Time Blocking

“Schedule specific blocks of time for different tasks. This helps create a clear structure to your day, giving you permission to focus on one thing at a time. Be sure to include breaks for a cuppa and lunch to recharge”.

In a similar vein Louise Davidson of The Tidy Lark would encourage us to “focus entirely on the task at hand without any deviation or interruption”.

Stephanie Rough from The Organised Zone would remind us to manage our energy as well as our time. So when time-blocking think about what type of tasks you are best doing in the morning and what type of tasks are best left for the afternoon or evening. This will vary from person to person - so just because your friend is great at doing accounts in the afternoon after 3pm, it doesn’t mean that will work for you. You may be far more in tune with figures and spreadsheets at 8 in the morning, and that’s ok.

Finding Joy in the Process: Embracing Productivity as a Lifestyle

Productivity is often seen as a necessary chore rather than an exciting opportunity. But what if we could flip that perspective? Finding joy in daily tasks involves embracing them as part of life's rich tapestry rather than mere obligations. Celebrate small victories along the way—a completed task here, an organised workspace there—and let these moments fuel your motivation. 

The idea of a ‘Ta Dah!’ list is suggested by Stephanie (The Organised Zone), who “encourages clients who are struggling to move forwards to reflect with a ‘Ta Dah!’ list, celebrating what you have done, instead of focusing on the to-dos.  Thinking about your achievements, however small, can help you see that you are making progress and give you motivation to continue”.

Accountability Partners: Harnessing Support for Success

There's power in numbers when it comes to staying accountable and motivated on your journey towards increasing your productivity. Sharing your goals with someone else fosters commitment because now there's another person rooting for your success! Whether it's a friend or colleague who checks in regularly or an online community where members support each other's growth—you'll find strength in knowing you're not alone.

Conclusion

As we draw this blog to an end, I would like you to take a moment to look over your shoulder and see where the tiger is.

Does the overwhelm tiger chase you most at work or at home? Whichever it is, choose one of the strategies that resonates with you and give it a try. You may need to try it a few times before you start to see a kitten chasing you, but keep on persevering until you find a strategy or combination of strategies that work for you.

Finally, share your overwhelm wins with someone who can cheer you on. Someone who will celebrate the Ta Dah’s with you and acknowledge the transformation as you break free from overwhelm and achieve meaningful productivity.

PS: a special mention goes to Jasmine Falconer of Create Space who said: “When we are in overwhelm, we can’t think clearly. Imagine trying to do a shopping list while you are running from a tiger!”

Let all your tigers become like kittens.