Overwhelmed to Organized

Do you ever feel as though you’re juggling flames while riding a unicycle on a tightrope? Yeah, me too.

Very often, being overwhelmed isn’t just a feeling; it’s a way of life. Every day, we are bombarded with to-dos, pings, and expectations, making us feel like we’re playing catch-up all the time. Fortunately, you don’t have to live in chaos. With just a little strategy and self-compassion, you can transform that feeling of being swamped into feeling calm and in control.

With that said, let’s get started on reclaiming your sanity and creating an organized life you actually enjoy.

Unmasking the Overwhelm: Where’s the Fire?

Before throwing water on the flames, we must find out where they come from. So, grab a notebook (or your favorite note-taking app) and take a deep breath. We need to do some detective work. Consider all the aspects of your life: your work, your home, your relationships, your finances, and even your own mental and physical health.

Take a moment to ask yourself these tough questions;

  • Is there anything piling up, like laundry on a Sunday night? Do you have a mountain of emails? Is it a never-ending project? Dishes overflowing in the sink?
  • Are there any situations that make your heart race or your palms sweat? Could it be the upcoming presentation? How about all the notifications you receive on your phone? Is there a pressure to be “always on”?
  • What external forces are pushing you beyond your limits? Is it a demanding boss? Obligations to your family? Societal expectations?

Make sure you are honest with yourself. It’s not about blaming or judging; it’s about understanding. After all, once you identify the culprits, you’ll have a much clearer picture of what needs to be changed.

In other words, imagine yourself as a detective investigating the evidence in your own life. If you see 300 unread emails in your email inbox, or if you think about your next family gathering, a sense of dread comes over you. These are clues.

Prioritize Like a Pro: Not Everything Needs to Be a Priority

Okay, so you’ve identified some overwhelm-inducing culprits. What’s next? Well, remember, not everything is created equal. It’s like trying to eat an entire pizza in one bite—impossible, right? We should instead slice it up. It’s here that prioritization comes into play.

Let’s talk about the Eisenhower Matrix, a simple concept with a fancy name. Tasks are divided into four categories;

  • Urgent and important. You need to put out these fires right now. In other words, make sure they are done immediately. It may be a deadline or a medical emergency involving your child.
  • Important but not urgent. You need these things to reach your long-term goals. So, your calendar should be filled with them. Your exercise, long-term projects, and learning new skills can be found here.
  • Urgent but not important. Often, these are distractions masquerading as emergencies. If possible, delegate them or politely decline. Imagine receiving many phone calls or emails that don’t need your attention.
  • Neither urgent nor important. These are the things that drain your energy. You may want to consider eliminating them altogether. This is where endless scrolling on social media takes place, as well as other time-wasting activities.

Also, don’t forget about SMART goals as well. This means that your goals are;

  • Specific: Clearly defined.
  • Measurable: You can track your progress.
  • Achievable: Realistic and attainable.
  • Relevant: Aligned with your values and priorities.
  • Time-bound: With a deadline.

Tiny Bites, Big Wins: Breaking Down the Beast

When faced with a massive project, it can seem like you are looking into the abyss. However, even the biggest tasks can be broken down into smaller, manageable steps. When decluttering your entire house, don’t do it all at once. Start with a drawer, a shelf, or a corner of your room.

And remember the Two-Minute Rule? If a task takes less than two minutes, do it immediately. This rule saves me every day, and I try to have all employees follow the two-minute rule, too. How much you can accomplish in those little bursts of productivity is amazing. For more significant tasks, set a timer for 15-30 minutes and focus without distractions. You’ll be surprised at how much you can accomplish in short, focused bursts.

Crafting Your Organization Sanctuary: Systems That Work for You

Organization isn’t about having a perfectly color-coded planner — but if that’s your thing, go for it. Instead, it’s about simplifying your life. Here are a few suggestions to get you started on your organization journey;

  • Time blocking. Schedule a specific time slot for each task. This will help you stay focused and not get sidetracked.
  • Decluttering routines. Everyday, set aside 10-15 minutes to tidy up. It’s like brushing your teeth, but for your home or workspace.
  • Digital tools. You can manage your tasks with Calendar, Trello, Notion, and Todoist apps. Of course, feel free to experiment with different tools until you find something that works.
  • The 80/20 rule. Don’t waste time on tasks that don’t produce 80% of results. Instead, focus on the 20% that do.

Taming the Distraction Dragon: Reclaiming Your Focus

We are all susceptible to distractions, sneaky little gremlins that destroy our productivity. Fortunately, you can easily defeat these gremlins by turning off digital notifications. Also, set a specific time to check your email. Think about using the Pomodoro Technique, which involves working in 25-minute intervals, followed by short breaks.

Also, establish “no interruptions” hours if necessary. Establishing “no-interruptions” hours requires clearly communicating your dedicated focus time to colleagues and superiors. Visual cues, like “Do Not Disturb” signs, setting proper notifications, and politely declining interruptions during these times, can be used to accomplish this.

The Power of “No:” Setting Boundaries and Protecting Your Peace

Having the ability to say no is like having a superpower. The point is not to be rude but to respect your time and energy. As such, set clear boundaries and practice assertive communication. And, whenever you say “no,” you complete a sentence.

Want to make this easier? Consider scenarios for when you should say no.

For instance, if you’re already swamped with tasks and your colleague asks you to take on an additional project, politely declining ensures your current quality can remain intact. Similarly, if friends invite you out on a night when you need to rest and recharge, saying “no” allows you to prioritize your health. Last but not least, declining a meeting that doesn’t align with your goals will enable you to concentrate on the activities that really matter to you.

The Magic of Routines: Creating a Predictable Rhythm

Routines reduce decision fatigue and provide structure. Furthermore, research shows that workers need less cognitive energy for recurring tasks when they have regular work processes, which supports their focus and creativity. Routines can also help people feel in control of their daily lives and manage their health positively.

As such, design your morning, workday, and evening routines. For example, you can start the day by practicing mindfulness, plan out your workday, and relax at the end of the day.

The Art of Reflection: Regularly Review and Adjust

Monitor your progress regularly to stay in line with your goals and make any necessary corrections. Why? You can maintain momentum by celebrating your achievements, learning from setbacks, and continually refining your strategies. As a result, you will remain focused and motivated, ultimately leading to personal and professional growth.

To accomplish this, schedule weekly check-ins to assess your progress, identify challenges, and adjust your plan.

Nurturing Your Well-Being: The Foundation of Organization

By prioritizing your well-being, you ensure that your body and mind operate optimally, directly enhancing your productivity. Specifically, getting enough sleep, eating well, and exercising will boost your energy levels, improve your concentration, and help you cope with stress more effectively.

Maintaining a balanced lifestyle will help you stay focused and perform effectively, both personally and professionally.

Celebrate Your Victories: Progress Over Perfection

Rather than focusing on perfection, remember that progress is more important. Take the time to celebrate your small victories, and don’t be too hard on yourself for setbacks. Being organized means creating a life that works for you, not trying to achieve some unachievable goal.

Following these steps, you can go from overwhelmed to organized, from chaos to calm.

FAQs

I feel constantly overwhelmed. Where do I even begin?

You should start small. Take a look at the area causing the most stress, for example. You could clean out your email inbox, rearrange your desk, or make time for yourself. Breaking it down into smaller tasks can make it manageable. It only takes 15 minutes of concentrated effort to make a difference.

I’ve tried to get organized before but always fall back into old habits. What am I doing wrong?

Often, it comes down to not creating sustainable systems. Look back at your previous attempts and identify what didn’t work. Were your goals too ambitious? Did your systems seem too complex? Build habits gradually and incorporate them into your routine.

How do I deal with the mental clutter that contributes to feeling overwhelmed?

Keep a journal or practice mindfulness. You should also write down your worries, tasks, and thoughts. As a result, they feel less overwhelmed as they are externalized. Try creating a “brain dump” in which you write down everything you need to do, then sort it out later.

I have so much to do but don’t know where to start prioritizing.

To prioritize tasks, use the Eisenhower Matrix (important/urgent) or the 80/20 rule. Be sure to consider which tasks align with your long-term objectives.

Are there any apps or tools that can help me get organized?

Yes, there are quite a few. Among the most popular options are;

  • Calendar. Calendar, Google Calendar, Outlook Calendar
  • Task management. Todoist, Trello, Asana
  • Note-taking. Evernote, OneNote
  • File management. Google Drive, Dropbox

Image Credit: Ylanite Koppens; Pexels

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