The Solution to Overwhelm – From a Time Strategy Visionary

Feeling overwhelmed is common – in fact I’ve devoted an entire month to this time management challenge on my blog.  Sometimes even I, a time strategy visionary, can feel overwhelmed.  Many time demands, choices, and priorities caused me to shift to scheduling my day based on deadlines – not based on importance.  Rush, rush, rush, rush, rush!  UGGG!  (Wondering what in the world I’m talking about?  Check out yesterday’s post!)

So, after taking a moment to recognize the feeling, I implemented the A.W.E. principle to this dilemma.  (Hey – if the strategy works for my clients, it should work for me!)   Once I devoted time to figuring out WHY I was starting to feel anxious each morning, I was able to move out of the AWARENESS phase and I moved into the WORK phase.  

In this instance I used the 3 D’s – Delete, Delegate and Do.

• The first step I implemented was to call my Virtual Assistant, Holly.  We talked through my upcoming priorities and what additional tasks I could delegate to her.
• Another area I was able to delegate in was my committee obligations.  I asked for help, and when a few volunteers stepped up, I was able to delegate some tasks.
• Secondly, I decided if I wanted to delete or adjust the bar on any of my projects.  (I’m a big believer in the 80/20 Rule – and I needed to decide on where my 80% bar was!)
  • For example,  I decided to only participate in two of the 30 day challenges I was registered for.
    • I am still completing the Ultimate Blog Challenge (30 posts, 30 days) but I will drastically cut down on the length of the posts.  One juicy meaty post per week that will be used as the basis for my newsletter – then two short posts the rest of the week.  I’ll only be blogging 12 times during the month and I’m comfortable with that commitment.
    • I scheduled a meeting with Gabe of tEkk3 to create some benchmark goals and action plans.  I don’t need to implement EVERY marketing strategy I learned in his beta program.
    • I examined the organizations I belong to and determined which were filling the most needs.  The others I chose to delete from my short term calendar.  Then, when I’m feeling less overwhelmed, I’ll determine whether or not I want to continue my membership.
  • I used the same thought process for each of the projects listed in the previous post.  Some I didn’t adjust at all, others I did.
• Lastly, I adjusted how I planned my day.
  • I scheduled the morning to complete Quadrant 1 tasks and the afternoon to work on Quadrant 2 tasks.  (Given enough time, all Quadrant 2 tasks become Quadrant 1 tasks!  This breaks the cycle!)
  • I rearranged appointments to create an uninterrupted block of time each morning – and then worked on whatever project had the nearest deadline.
  • In the afternoon, I focused on spending at least one hour each day on moving a different project forward.   This process allowed me to spend time in both Quadrant I and Quadrant 2 each day.
  • I added an hour of self care activities to each day.  When I can take care of my mental and physical body, I’m much more productive.

What have I learned?  I know that “getting caught up” is unrealistic.  Priorities change, new opportunities present themselves causing schedules, time demands, and task lists to adjust.  But creating a schedule I’m comfortable with IS realistic.