It is normal to feel overwhelmed with your work at different times. Overwhelm is the result of a variety of internal or external pressures like an excessive workload, lack of clear priorities, poor time management, not enough resources, unclear expectations, constant interruptions, or poor communication.

According to Brene Brown’s book, Atlas of the Heart, the feeling of overwhelm can be described as an extreme level of stress - an emotional and/or cognitive intensity to the point of feeling unable to function. It is that sense that you are completely overcome or overpowered by thought or feeling.

That sense of being overcome in such an intesnse way is a natural biological response to stress. Our thinking about our situation is driving a stress response in your body that activates your autonomic nervous system and prevents you from getting access to that part of your brain that helps you think rationally and put things in perspective. And we know that prolonged exposure to stress is not only going to impair your performance at work, it isn’t good for your health either.

What to do when you feel overwhelmed

In my experience, when overwhelm shows up, the first thing to do is to take a deep breath, go for a walk, and try to calm down that stress response in your body so you can think more clearly. (If you experienced past trauma you might jump into this state quickly and it is especially important to create safety for yourself first. If you aren’t sure how to do that, seek the support of a trauma-informed therapist.)

One thing that can help is to simplify things by seeing that it is coming from either:

1. Actually having too much to do in too little time. ✅

2. Being in a stressful state where you are anxious or feel insecure about your ability to perform. 😬

If you actually have too much to do in the time allotted, you only have two choices: reduce the number of items you are trying to accomplish (or trim the scope) OR lengthen the amount of time you can get it done. That’s it.

But discerning if #1 or #2 applies is the tricky part. So something I use with my clients is the Eisenhower Matrix to help them get out of their heads when it is spinning or shutting down, and prioritize what is on their plate so they can see more clearly if this is about what you are trying to accomplish or if it is related to an emotional or thought pattern that is causing stress (which requires a different solution).

What is the Eisenhower Matrix?

The Eisenhower Matrix is named after Dwight D. Eisenhower, the 34th President of the United States, who served from 1953 - 1961. While there's some debate about the direct attribution of the matrix to Eisenhower, it is commonly associated with his approach to decision-making and time management.

The matrix is said to reflect Eisenhower's philosophy on managing tasks and priorities, which he applied during his military and political career. The story goes that he once said, "What is important is seldom urgent, and what is urgent is seldom important." This principle encapsulates the core idea behind his matrix which is sometimes referred to as the Urgent-Important Matrix. Over time, the Eisenhower Matrix has become a popular tool in the realm of productivity and time management, helping to prioritize tasks and focus on what truly matters.

The Eisenhower Matrix categorizes tasks into four quadrants based on their urgency and importance:

1. Urgent and Important (Quadrant I): Tasks in this quadrant require immediate attention and are crucial to your goals. They often involve critical issues or emergencies.

2. Not Urgent but Important (Quadrant II): These tasks are significant for long-term success and goal achievement. They don't have an immediate deadline, but they contribute to personal and professional development, strategic planning, and prevention of future crises.

3. Urgent but Not Important (Quadrant III): Tasks in this quadrant may seem urgent but don't necessarily contribute to your long-term goals. They often involve interruptions, distractions, or activities that can be delegated.

4. Not Urgent and Not Important (Quadrant IV): Activities in this quadrant are neither urgent nor important. They are time-wasters and distractions that should be minimized or eliminated.

The Eisenhower Matrix helps individuals prioritize tasks and focus on what truly matters, ensuring a more effective allocation of time and resources. It encourages a proactive approach to time management, emphasizing the importance of planning and preventing crises rather than constantly reacting to them.

How do you use the Eisenhower Matrix?

I created a free PDF download for you to use that is pretty simple.

Here’s a step-by-step guide on how to apply the matrix:

1. Brain dump your tasks: Begin by listing all the tasks you need to accomplish. This could include work-related projects, personal goals, or any other responsibilities. Do not worry about the order, just take a few minutes to get everything out of your head.

2. Evaluate Urgency and Importance: Assess each task's urgency and importance. Urgency refers to how soon a task requires attention, while importance relates to its impact on your overall goals and priorities. You can add a U or I to items as you go down the list to help you keep track.

3. Place tasks in quadrants: You are going to re-write (or copy and paste) tasks to categorize each them into one of the four quadrants (each is labeled for you, such that the upper-left quadrant is urgent and important and the lower-right quadrant is not urgent or important). I’ve included checkboxes on the brain dump side of the PDF download so you can keep track of things as you prioritize them and nothing falls through the cracks.

4. Prioritize your focus based on the quadrants: Now you can start to schedule or plan what to do first. You may need to carve out time on your calendar for the important tasks - Quadrant I tasks should be addressed immediately, Quadrant II tasks should be planned and scheduled for optimal execution. But for those things that are less important, you want to get them off your plate if at all possible - Quadrant III tasks may be delegated or minimized, and Quadrant IV tasks should be minimized or eliminated. You’ve now given yourself permission to drop the ball on those things that are not important to make sure the stuff you really care about happens.

5. Execute and review: Act on your prioritized tasks and regularly review and adjust as needed. Update the matrix as new tasks arise or as your priorities shift. Regularly reassess and update your task list and priorities as your goals or workload changes.

You can download the PDF to use on a tablet, with apps like Goodnotes or Notability on an iPad or using Remarkable. Or you can just print it out and get started.

You can also use the Eisenhower Matrix in productivity tools like Asana or Notion (I included links to videos that show you how to create a matrix digitally).

The whole point of this exercise is to help you find relief! If you want to hear from a client who used this technique, listen to the Upleveling Work Podcast episode 9 with Jeanna where she shares how this helped her through a really stressful job transition.

If you find that your overwhelm is caused by #2 above, reach out to me to chat about how I can help you learn how to manage what is going on in your head and eliminate any stress or suffering that is optional or avoidable.