Calming chaos, beating burnout (first of a two-part series).
What could change in your daily life if you knew…
…the right thing to do
…at the right moment
…with minimal effort and maximum output?
Imagine that for a moment — really feel a sense of control in your world, autonomy in your mind-state and proactivity in your plans.
Contrast that with where you are now. Are you in the shame spiral of overwhelm? Feeling like you’d ask for help if only you knew where to begin or what to request? So busy that there’s no time to rest, but you never feel like all that busy-ness gets you ahead?
Calming the chaos isn’t easy to achieve, but it’s possible, and here’s your start.
First, calm the limbic overload.
When we get wrapped up in all the many things we already must do, more that we want to do, plus all the things others throw at us, our brain goes into reactive hyper-drive. There’s no forward thinking, only reaction — we enter flight-fight-freeze mode courtesy of our brain’s natural response to perceived danger. This overload shuts down the prefrontal cortex, a part of the brain responsible for executive functioning skills, clear thinking, memory and more.
So, it’s important to enter this discussion of being more “productive” by understanding that we may first need to unplug and recharge (which can look a lot like being unproductive). Calming activities are unique to each person, often including things like walking, meditation, grounding, a change of scenery, connecting with a friend, etc.
It’s also important to acknowledge the nature of task lists — and in this digital age — inboxes. No matter how much we might want to feel the satisfaction of CROSSING OFF EVERY ITEM FROM THE LIST, it’s not going to happen. As long as we’re living, there is always more do to; there’s always another response to send, another plan to make, another loose end to tie. Rather than fight the frustration of the never-ending list, it’s more realistic (and thus more calming) to accept that there’s no end, and maybe even eke out a little gratitude that we are still here to accept new tasks. I recently heard this brilliant analogy: think of to-do’s as being a stream. It’s always flowing, never ending — but we can choose to put on our boots and wade in, or we can step out. Onward!
Second, use the Task Razor.
- Start with a comprehensive brain dump. Use paper, a whiteboard, a digital tool or anything you like; the key is to have some “container” for tasks that’s external to your mind. Record everything you can, whether it’s a work assignment, a personal task, a wish for one day down the road, or any other idea requiring your time and action. Employ the cardinal rule of brainstorming: no judgment yet. That time will come, but it’s not in this first stage.
- Once you’ve dumped all you can (be aware this can take hours, and will surely evolve over days — you can add anytime you need), well….this is where it gets real. There’s a lot more detail to this step, but for purposes today, understand that this is where you begin to order and prioritize what needs to be done. High-impact tasks are one part of this identification process:
- what sets up the next big thing to happen
- what’s one-and-done
- what clears the cognitive clutter
- As you move through your list, understand the difference between MOTION and ACTION. Motion often looks like pre-work: planning, researching, organizing, etc. Action is the one and only thing that results in an outcome. Action moves the needle; motion keeps us busy.
- Next, estimate the time each task will take, and then (don’t shoot the messenger!) DOUBLE IT. Doubling builds in a buffer for all the unforeseen delays and interruptions that you know are coming.
- The final step is to create your customized reward menu, or “dopa-menu.” Quick-list 2–5 things you enjoy — things that feel restorative for you — in three categories: short (5 minutes or less), medium (around 15 minutes) and long (more than 15 minutes).
This is often a good time to revisit your CNS calming activities, because the very process of brain-dumping and task-razoring can be stressful.
Part two of this short series will cover setting up your time to hold the tasks you’ve organized diligently. Stay tuned.
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