Navigating That Overwhelmed Feeling
With so many roles and expectations, how do you keep all the plates spinning?
The career of a chamber executive is unique. We view the world from a fortunate vantage point, that very few experience - the intersection of business, government and society. Multiple private, public and community stakeholders, all with high expectations, require us to fulfil multiple roles, each and every day. In this dynamic world of commerce, executives, whether seasoned or new, often find themselves grappling with overwhelming demands. What’s your system? How do you keep the plates spinning?
Let’s look at a few approaches, that help to navigate this feeling of overwhelm to better manage our priorities, time, energy and health.
1. Acknowledge Overwhelm: Executives, regardless of experience, will, at some time, feel overwhelmed. You are not alone. Acknowledge these feelings, understanding that it's okay, and most importantly, you can change how you feel. That uncomfortable feeling is not a character flaw; its OK to seek support and to implement strategies to alleviate the burden. Believe that there is a way out from under the weight of responsibility on you. Once acknowledged, there are action steps you can take to better enjoy and be more effective in your work.
2. Break Tasks into Manageable Written Steps: Get it out of your head and onto paper or the notes field on your phone – somewhere that you know is safe and it can be easily retrieved. Knowing that the task is written down, allows you to relieve your mind from the fear of forgetting, which can contribute significantly to that feeling of overwhelm. Also, recognize the potential for overwhelm with large tasks. Break tasks into smaller steps, determining what can be delegated, celebrating incremental progress, and fostering a sense of achievement. But often, simple checklists aren’t enough to truly be effective or extinguish that overwhelmed feeling. Something more is needed.
3. Time Block and Prioritize: Allocate time for tasks thoughtfully, considering their urgency, importance, duration to complete, and your energy level. The Covey Matrix (below), a brainchild of productivity expert Stephen Covey, author of The 7 Habits of Highly Effective People, serves as a guiding compass in the face of overwhelming responsibilities. Let's revisit its four quadrants, recognizing the challenges executives may encounter:
Quadrant 1: Urgent and Important - The Firefighting Zone
Executives often find themselves firefighting in this quadrant, dealing with crises and urgent matters. It's vital to efficiently handle these tasks while proactively seeking ways to reduce their frequency.
Quadrant 2: Not Urgent but Important - The Proactive Zone
High-priority, long-term goals reside here, offering you a strategic path forward. Embracing Quadrant 2 allows you to shift from reactive to proactive leadership, combating overwhelm with a clear vision.
Quadrant 3: Urgent but Not Important - The Deceptive Zone
You may feel pulled into this quadrant by seemingly urgent but less significant tasks. Recognizing and minimizing these distractions is crucial for maintaining focus on strategic objectives.
Quadrant 4: Not Urgent and Not Important - The Time-Wasting Zone
The risk of executive burnout lurks in Quadrant 4. Balancing relaxation with purposeful activities is essential to prevent overwhelm and foster sustainable growth.
4. Create a Supportive Environment: Foster an organizational culture that supports you and your team in managing overwhelm. Encourage open communication about challenges and provide resources for stress management. Supplement the supportive internal environment by reaching out to colleagues in the network. Sometimes it helps to share your goals and tasks with a colleague and ask them to be your accountability partner – to ensure regular progress on your tasks.
5. The Pomodoro Technique To Get Started: Sometimes it is so hard to get started. That priority task stays on your list but you just can’t seem to start. Implement the Pomodoro Technique where you break work into focused intervals – typically 25 minutes - followed by a short 5 minute break. During each focused interval, commit to working solely on the task at hand. Knowing that a break is imminent can make it easier to concentrate, and the sense of accomplishment during each interval can boost motivation. Acknowledge that even small steps can be significant victories for executives facing overwhelming responsibilities.
6. Optimize Your Day and Energy: The concept of “chronotype” suggests that individuals have different peak times of the day when they ae most alert, focused and energized. While this can vary from person to person, there are some general patterns that can guide when certain tasks may be approached more effectively.
· Morning – Strategic Planning and Important Decision-making
· Late Morning Creative Work and Problem-solving
· Early Afternoon – Routine Tasks and Administrative Work
· Late Afternoon – Collaboration and Meetings
· Evening – Reflective Work and Planning for Tomorrow
· Night – Relaxation and Unwinding
As we navigate the complexities of executive responsibilities, it's vital to acknowledge the potential for overwhelm, and foster a culture that supports each other in achieving better balance and emotional health. No one benefits by prolonged feelings of overwhelm. By combining strategic tools with an empathetic mindset, executives can not only conquer overwhelming challenges of their own but also lead with resilience, purpose, and sustained success.
