Three Keys to Managing Too Many Tasks With Too Little Time

It’s a feeling that everyone can relate to: too many tasks to complete and too little time. There are a few things that feel more overwhelming than looking at a full calendar or a lengthy to-do list while the clock ticks away. Feeling overwhelmed can lead to stress, anxiety and sometimes even depression. If your tasks are consuming all of your focus, time and energy, burnout is a likely result. 

So how can we manage our many tasks in the time that we have? 

Prioritise Rest

1. It will sound counter-intuitive, but prioritise rest. When your brain is overwhelmed, you will never be at your best. Anxiety can make us push ourselves to exhaustion, make poor decisions and fail to think clearly. Sometimes, we even push ourselves to the point where nothing feels possible and we are tempted to give up entirely.
   
   So, instead of going through this feeling, give yourself time to reflect and relax. Even a small break, a calming walk, a nap, a good meal or an hour doing something you enjoy can change your mindset, allow you to see clearly and feel more energised and hopeful. Though it can feel like you are abandoning your assignment, it will actually allow you to finish the work. Think about it like a long car ride: steep hills and rugged terrain will require more fuel. Instead of running on an empty tank, it is worth stopping for more petrol. The principle here: increase rest when you experience increased stress. 

The Four D’s

2. A great trick to managing time is to remember the four D’s: Do, Delay, Delegate and Delete. Look at your list and sort each task into one of these sections.
   1. Do: What must be done today? What should be prioritised? 
   2. Delay: What can wait until tomorrow? 
   3. Delegate: What am I taking on that could be delegated to others? 
   4. Delete: What am I taking on that really isn’t essential? 

You may be surprised at the burdens you have taken on that you don’t need to be carrying! In our society hard work is rewarded and we often push ourselves to excel through completing as many things as quickly as possible. Sometimes, our pride or the need to please puts us at risk. Consider what you expect of yourself, and if it is reasonable. 

Acknowledge

3. Acknowledge that you are overwhelmed and ask “Why?” This is especially important if you find yourself feeling overwhelmed often. Your schedule may not be sustainable and requires some adjustment. 

Ask for help, whether that is finding someone to talk to about your feelings, asking for some time off, or finding someone to help lighten your load. 

We often feel guilty for stopping, feeling responsible to get to the destination quickly, but if we don’t replenish and pause, we will never get there at all. Self-care is not inherently selfish. In fact, it is a sign that you are wise enough to know what is needed to continue your work. 

So give yourself permission to rest.

Your work, your tasks, your goals are still the priority in the big picture, but for the moment, the priority is filling your tank, so you can eventually get back to the work at hand. The aim is to refuel to be ready to go! 

Eph 2:10 (NLT)

For we are God’s masterpiece. He has created us anew in Christ Jesus, so we can do the good things he planned for us long ago.

Reflection questions: 

• How is my tank level? https://vervelead.com/buoyancy/ 
• Do I find it difficult to stop and replenish? 
• What is preventing me from giving myself permission to rest and replenish? 

What’s next? 

Who can I talk to about my fuel levels?