What to do when there is too much to do?

by | Nov 27, 2024

Some periods are more intense than others. Some intense periods seem endless. These moments can be exhausting! While you may not control all the causes of this volume of work, there are elements that you can control.

Here are 5 tips when there’s too much to do

For these tips to work, there needs to be a desire for change. I suggest an exercise that lasts about 10 minutes and could help you have a better day.

 

Tip #1: No goals, no satisfaction

Human beings need goals: short, medium and long term.

A never-ending to-do list is NOT a goal.

So what is a goal? A goal is recognized when there is a concrete result, a clear deliverable and it makes sense.

I invite you to take your to-do list. We will add 5 columns (total of 6 columns). We will fill them in as this article progresses.

I know you already have too much on your plate and you want something quick. Here is one, and in addition it will be more concrete if you participate. And you’ll tell me how you feel next 😊

 

❗ Potential problem: Your to-do list is all in your head!

Remedy this by listing the 5-10 tasks that come to mind. And know that if your stress is high right now, having your list in mind rather than on paper is a determining factor.

Step 1:
  • Column #1: Your task
  • Column #2: The objective attached to the task

To find the objective

To find the goal and take a step back when you have too much to do, you need to ask yourself the following questions:

  • Ultimately, what is the purpose of this task? Whose?
  • What is the contribution of this task to the team? to the organization?

For example, here are 3 tasks from my current list:

  1. Call the electricity provider to fix a problem
  2. Write a blog post
  3. Follow up with 3 clients on appointment changes

😎 Yes, my to-do list includes all areas of my life. Because my brain doesn’t differentiate between the different spheres of my life.

And here are the goals for each of these tasks.
  1. Call the electricity provider to fix a problem. / Do maintenance as you go rather than accumulate.
  2. Write a blog post. / Contribute to readers and make my expertise known.
  3. Follow up with 3 clients on appointment changes. / To offer unparalleled service.
What if there is no objective to the task?

If there is no or the objective is unclear, ask the right person. If this doesn’t apply, maybe one of the 4 strategies would be appropriate (eliminate, simplify, automate, delegate). Read this other article on time management.

 

Finally, how will this step help you concretely?

Because if you can remember what the task is “for”, what it is related to and what the impacts of doing it or not are, it will contribute to the clarity of its prioritization and your motivation.

 

Tip #2: Do you have a small internal voice? You might as well listen to him.

I don’t know about you, but by working on my list and listing the goals, my brain has already provided me with “reasons” or obstacles to their accomplishment. Listing them will help find solutions.

Here we are at step 2, the 3rd column:
  • Column #3: Obstacle

As an example, here is the list of obstacles for each of my tasks.

  1. Call the electricity provider to fix a problem. / Do maintenance as you go rather than accumulate. / The waiting time is long. When will I be able to call?
  2. Write a blog post. / To contribute to readers with my expertise. / How do I find the times to do it?
  3. Follow up with 3 clients on appointment changes. / To offer unparalleled service. / no obstacle yé!

Whew. Motivation has dropped? Let’s move on to point 3!

 

Tip #3: “Motivate your to-do list!”

It’s good to think about others and the organization, but you’re going to say: what about me? And you’re right. You also need to find what motivates you in your to-do list.

Then… What motivates you? What will the end of this task do? Peace of mind? A feeling of satisfaction?

Here are my motivators:

  1. Call the electricity provider to fix a problem. / Do maintenance as you go rather than accumulate. / The waiting time is long. When will I be able to call? / Safety at the cottage so that trees do not touch electrical wires.
  2. Write a blog post. / To contribute to readers with my expertise. / How do I find the times to do it? / Feeling of accomplishing something important to me in connection with my mission.
  3. Follow up with 3 clients on appointment changes. / To offer unparalleled service. / no obstacles / More visibility on my schedule for the next few days.

Do you think we lack a solution to the obstacles? Well done! That’s what I call going into solution mode.

And why do solutions to obstacles come in the4th step? Because with clarity about your motivation, you will find a solution more easily.

 

Tip #4: Solution Mode!

Then you have the goal, the obstacle and the motivation. You still have to figure out how you will get around the obstacle.

Here are my workaround strategies:

  1. Call the electricity provider to fix a problem. / Do maintenance as you go rather than accumulate. / The waiting time is long. When will I be able to call? / Safety at the cottage so that trees do not touch electrical wires. / I’m going to use the instant messaging of their site, it will be more convenient for me than staying on the phone.
  2. Write a blog post. / To contribute to readers with my expertise. / How do I find the times to do it? / Feeling of accomplishing something important to me in connection with my mission. / Monday and Tuesday mornings are best for this kind of work and I will change the frequency to give myself some leeway.
  3. Follow up with 3 clients to change appointments. / To offer unparalleled service. / no obstacles / more visibility on my schedule for the next few days. / All I have to do is set aside some time in my diary to execute!

 

Tip #5: Schedule = reality / adjustment = agility

At this point, having done the previous steps, you should feel more confident with your list.

And if you say to yourself: this is very interesting and motivating, but I don’t have time! I have too many things to do!!

Again, maybe you need to simplify, eliminate, automate, or delegate.

Other common problems include:
  1. Time is not set aside in the calendar, in a concrete way. The hope of having time is unrealistic 😉
  2. The time to complete the task has not been estimated, or has been misjudged (usually we are too optimistic.)
  3. Priorities are unclear or misaligned with objectives. For example: you know what you need to do, but you have a hard time saying no. Another example: you are not sure of the priorities, or you are, but everything is not officially validated.
So here are the tips for this point:
  • If you don’t have an estimate of the task (or 30-60 minute subtasks), you’re more hopeful than concrete. So the advice is twofold: cut up the task as needed and plan the blocks of time in your calendar or agenda.
  • If you’re having trouble saying no, start by realizing that saying no to a request is different (and isn’t), saying no to a person. Here’s a follow-up article on how to say no.
  • Every day has its share of unforeseen events, right? Your plan this morning is not necessarily completed in the evening? Never mind, simply adjust. If you have to postpone a deadline, communicate it, it will take the pressure off. And will offer clarity to the applicant. Eventually you will reprioritize and continue to move forward.
  • If your schedule doesn’t have room for the unexpected, it’s unlikely that your planning is realistic in general.
Last step:
  • Column #5: Add the time or steps needed to complete the task

 

In conclusion

Taking a step back when you have too many things to do, asking yourself the right questions, prioritizing, knowing how to say no and better organizing yourself will help you see the steps to climb this mountain of tasks.

If you feel like your to-do list is a mountain, the steps and tips in this article will help demystify the steps and motivate you.

When you have a high volume of work, take at least 10-15 minutes a day to adjust, evaluate.

Take your list and look at what goal each task is related to, then the obstacles, motivators, and workaround strategy, not to mention estimating how long it will take.

Several other tips can help you, there are suggestions for articles below and a self-study on energy and time management, click here for information and pricing.