How to overcome getting overwhelmed and work efficiently

I sometimes have a problem with getting overwhelmed and feeling anxious about all that I have to do. Over time, I’ve come up with these ludicrously simple (and ludicrously difficult for someone who has a hard time focusing) rules and tools.

Here are my rules of efficiency:

1: Focus on one task at a time

Focus on one task at a time, work on it for at least 30 minutes (use a timer, it helps) or when you need someone else’s input, then make the contact (in person, set up a meeting, make a call, or send an email).

2: Focus on a task for at least fifteen minutes to get momentum

I find that if I focus on one task for at least fifteen minutes, I get into the groove and the rest of the time comes much easier.

3: List all projects and subtasks, put aside and focus

List all projects and sub-tasks needed to get those projects done. Put this list aside when focusing on 1 task (this helps keep you from feeling confused and overwhelmed because you won’t have to remember it all, there is a list!).

4: Multiply expected time by 2 or 3

Assume that everything will take 2-3 times as long as your first impression. Don’t commit the planning fallacy!

5: Listen to non-distracting music

Listen to wordless, calm music like this meditation track (it must be music that will help drown out distractions but won’t be a distraction itself).

5: Wait to check texts or emails

Do not check texts or emails until you are between tasks.

6: Take breaks

Take short breaks (5-10 minutes) every hour or two and long breaks (15-30 minutes) every three or four  hours.

7: Spend 5 minutes pre-task getting pumped up

Spend 5 minutes before each working session to plan, visualize, brainstorm, understand and get pumped up for what you are going to work on next, write this in a paragraph or two on paper. It helps you to get in the mindset.  (Thanks to Rachel Aaron for this glorious tip!

8: Be patient with yourself

Some days you can’t do it all. Forgive yourself. You’ll have to shorten your list and simplify your life as you go along. But if you stress about everything you have to do, the guilt will make you explode!

There you go! Quit lying to yourself about your ability to multitask. You can’t. Become a monotasker (someone who can actually focus). Quit stressing out about all that you have to do, and do one thing at a time. You’ll get a lot more done.

You can do it!

Booyah!

-Thomas

Note: Article Updated Mon Dec 5 2016

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