We all have tough days at work when we just can’t seem to get everything done. Maybe you’re coming back from vacation and having difficulty returning to your routine; maybe your boss is training you for additional responsibilities, and it feels overwhelming; or perhaps you’re covering for a colleague who called in sick.
However, what if you feel like that all the time? Constant overwhelm increases our stress levels and reduces productivity. It’s not just about the impact on our mental well-being—feeling perpetually overwhelmed also affects our physical and long-term health.
10 Proven Strategies to Overcome Workplace Overwhelm
1. Streamline Your Workspace
Before doing anything else, take a few moments at the start of each day to organize and declutter your workspace. Having a clutter-free environment helps you think more clearly and produce better results, said Kristoph Matthews, CEO of on-demand storage company Boxbee. By cleaning up and organizing your space, you’ll greatly increase productivity and reduce time spent searching for items.
2. Add Color and Live Plants
Color can significantly affect your mood and productivity throughout the day, said Jenny Gauld, an interior designer for office furniture and accessory retailer Turnstone. Blue creates feelings of calmness and helps you focus, while red is excellent for work requiring accuracy and attention to detail. Plants also help people focus by reducing headaches and fatigue—a study from Texas A&M University found that plants increase workplace productivity and creative performance by up to 30%.
3. Use the Time-Blocking Method
Productivity results from intelligent planning—not working extra hours every day. This is where organizing and prioritizing become crucial. Prioritize your tasks by week, then by day. Use the time-blocking method by blocking out calendar time for projects you need to complete. Mark this time on your calendar so others can’t schedule meetings during focused work periods.
Stay flexible during the week—things change, and you can’t always control your schedule. Spend a few minutes each afternoon prioritizing tasks for the next day. Create your to-do list and adjust time blocks accordingly. Time blocking should be both a weekly and daily planning task.
4. Create a Routine and Stick to It
We are creatures of habit, and so are our brains. When we establish routines, we can carry out tasks faster since we don’t have to “think” about or prepare for them as much—we can work on autopilot. This is particularly helpful for less important, daily, repetitive office tasks.
Example routine:
Get organized in the morning
Check and respond to all emails
Prepare for appointments and meetings
Start on your project list
When you group smaller tasks together and your brain creates that habit, you’ll fly through them and move on with your day.
5. Tackle Your Most Dreaded Task First
Everyone has at least one task on their to-do list that keeps getting postponed simply because the thought of doing it seems awful. That task is actually the one you should complete first, Matthews told Business News Daily. Instead of waiting until the last minute, get it off your plate as soon as possible. Your other tasks will seem less daunting by comparison, and you’ll stop stressing about that one task all day, making you more productive overall.
6. Prioritize Quick Tasks
It’s easy to procrastinate on short, easy-to-complete items and tell yourself you’ll handle them after tackling your big project. But what if that project takes longer than expected? To avoid scrambling at day’s end to complete numerous quick tasks (which can really add up time-wise), get them done earlier. Matthews noted that his general rule is: if it takes less than two minutes to complete, tackle it immediately.
7. Remember Your Professional Standards
While it’s helpful to schedule harder tasks during times when you feel more alert (like after your afternoon coffee), don’t let this become an excuse to constantly wait until you feel “ready.” Be honest with yourself and start the project you need to tackle. Set yourself up for success by gathering every tool needed to complete the task. Turn off unnecessary distractions like your cell phone and email alerts. Try listening to music or audiobooks if your job permits, and power through.
8. Maintain Work-Life Balance
If your office allows breaks during the day, take advantage—even if it’s only five minutes instead of 15. Get up, walk around, go outside for fresh air. Also, respect your days off. If you take weekends off, don’t work unless absolutely necessary. Enjoy time with friends and family doing activities unrelated to work.
9. Use Music Strategically
Wearing headphones doesn’t always mean you’re being antisocial. When working, listening to your favorite music can help you get into the zone and knock out your to-do list, Gauld said. It also sends a subtle signal to coworkers that you’d prefer not to be disturbed.
10. Change Your Environment
If your employer allows it, take one day per week to work from a different environment, like a coffee shop or coworking space, Gauld suggested. The change of scenery and opportunity to interact with other people may provide renewed energy. If you can’t work outside the office, try finding a quiet space away from distractions where you can fully focus.
