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Overwhelm and prioritization

Q&A: how to prioritize effectively and stop feeling overwhelmed.

Question: “Hi Tomas, I often feel overwhelmed by my to-do list. How can I prioritise effectively?”

That’s a very relatable dilemma: feeling swamped by a to-do list that seems more like a never-ending story. But, there’s a solution.

Let’s get into it.

❓WHY


So, why does this heap of tasks feel like a mountain rather than a molehill?

Mostly because each task starts to look equally urgent and important, like a crowd of people all talking at once. You need to find a way to make someone in that crowd speak louder than the rest, so you know where to focus first.

Prioritising isn’t just about deciding what to do; it’s also about deciding what you can leave for later, or maybe not do at all.

It’s your permission slip to focus on what truly matters first.

🎯 WHAT


The magic lies in mastering the art of distinguishing the urgent from the important, and sometimes, the neither.

This requires clarity about your goals, values, and the impact of your tasks.

The right prioritisation approach can turn a chaotic list into a clear roadmap, guiding you where you need to go step by step.

⚙️ HOW


Here are practical steps you can take:

1️⃣ Categorize Your Tasks:

Use a method like the Eisenhower Box to sort tasks into categories: urgent and important, important but not urgent, urgent but not important, and neither. This helps clarify what needs your immediate attention and what can wait.

Q&A: how to prioritize effectively and stop feeling overwhelmed. image

2️⃣ Set Daily Top 3:

Each day, pick three key tasks that need your focus above all others. Make sure these align with your broader goals. Completing these will give you a sense of accomplishment and make the day feel successful, no matter what else happens.

3️⃣ Learn to Say No:

Not every task deserves a spot on your list. Be selective. Saying no to lower-priority tasks frees up time and energy for the tasks that truly matter. This might mean turning down requests or re-evaluating current commitments.

4️⃣ Use Time Blocks:

Allocate specific times for batches of similar tasks. For instance, set aside a morning block for deep focus work and an afternoon block for meetings or emails. This helps prevent the day from slipping away under a pile of mixed priorities.

5️⃣ Review and Adjust Weekly:

At the end of each week, review your accomplishments and adjust your priorities based on what’s still outstanding and any new tasks that have come up. This keeps your to-do list dynamic and responsive to your real-time needs.

⏱️ NOW


Take a moment right now to write down everything that’s on your mind—every single task, from the monumental to the minute.

Then apply the Eisenhower Box method to categorize them.

Choose your top three for tomorrow.

There’s something deeply satisfying about moving from chaos to order.

Start small, think big, and watch your to-do list become a done list.

Hope this helps. 

Tomas

Ipad

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