“How do you manage it all without feeling overwhelmed?"

In today's newsletter, we'll tackle the challenge of overcoming overwhelm at work, even if you’re a super busy person.

“How do you manage it all without feeling overwhelmed? You have so much on your plate!”

This is one of the most-common questions I get asked.

For about 3 years, I was leading a small software development organization. You know, the type of role that required you to wear multiple hats. The pressure was on – huge responsibilities, a never-ending stream of emails, tons of deadlines but somehow, I wasn't constantly stressed.

However, it wasn’t always like that.

It was 2017. I was taking the lead on one of the company’s biggest projects. I eventually found out that I wasn’t ready yet.

• I forgot things often.

• I often took action on whatever was urgent. Even if it meant putting off more important tasks.

• I was abysmal at organizing my notes. I wrote in various locations: a physical notebook, Apple Notes, sticky notes, and Trello.

Looking back, it was the toughest phase of my career. I was overwhelmed.

Feeling overwhelmed at work messed with everything—not just my job but my whole life.

It was like being stuck in a storm that messes up my work performance and creeps into my personal life. I always felt stressed, not fully present with my loved ones, and I miss out on the fun stuff because work worries won't let up.

There was no other way to go. I needed to deal with my overwhelm. And to me, it wasn’t just about improving work productivity—it was about reclaiming control and balance over my life. Have you ever felt this way too?

And like many, I've tried various ways to tackle overwhelm, from positive thinking to sheer determination. But these quick fixes only provided temporary relief.

Positive vibes might give a momentary boost, but they don't fix the underlying problems. And powering through tasks? It just leads to burnout. I used to think both could solve everything. But I was wrong.

Here's what worked for me to overcome overwhelm at work:

First: Simplify Your Toolkit

I used to juggle between a physical notebook, Apple Notes, sticky notes, and even Trello. It was a disaster. I’d forget where I put a crucial note or idea.

And what I’ve realized is that the value of information declines when it is not retrieved when it is most needed.

So now I jot everything down immediately. I use either Notion or my physical notebook to capture and organize my tasks. Getting the right information is so much easier.

Choose 1-2 capture tools that work best for you, such as Notion for organizing ideas and tasks, and a notebook for journaling.

Second: Daily Prioritization

Picture this: End of the day, I kick back with a hot green tea and my trusty list of to-dos in my physical notebook. I write down everything that comes to mind. And once I lay everything down, comes ruthless prioritization. I scrutinize each task. I make sure that I have time for things that are important and for those that are urgent.

With my priorities laid out before bedtime, I wake up ready. No more groggy-eyed planning sessions at dawn. I hit the ground running, knowing exactly what needs my attention. Talk about starting the day on the right foot!

Third: Level-up your Task Organization

One of the most significant shifts in my life occurred back in 2017 when I came across David Allen's book, "Getting Things Done." Let me tell you, this book was a game-changer. His approach completely revolutionized how I manage my tasks and time.

I'm such a believer in his method that I've integrated it into my own workflow (and even teach it to my clients). Now, with this system in place, I've got a structured way to handle everything—from major projects to minor tasks. It's like having a personal assistant at my side, ensuring I stay organized and on top of my game.

Remember, overcoming overwhelm isn't about making drastic changes overnight—it's about taking small, actionable steps that lead to lasting progress.

So why not give this approach a try and see how it works for you?