Are you having trouble starting a huge project because you feel overwhelmed? Here is how to break it down and get it done.

Previously, we talked about dealing with the overwhelm that comes from having too many things to do.

In this article, we are going to tackle those projects that are so big they are overwhelming. For example, I work with a lot of people who say that they want to write a book but they do not know where to start. Or they want to take on a new project in their business, or get organized, or create a product or any number of things that seem, well, overwhelming. [Read more…]

Is feeling overwhelmed stopping you from what you should be doing?

Too often, people use overwhelm as the excuse not to do something. They don’t have time, they don’t know where to start, they are just…overwhelmed.

One of my guilty pleasures is watching the TV show Clean House, where a group of “experts” helps a family get rid of clutter and get their home and their lives in order. Invariably, when asked why they have not even attempted to clear the mounds of clutter in their homes, the homeowners say it was, “Just too overwhelming.”

I understand that clearing out 20 years of accumulated crap is not something any of us would look forward to doing; however, it can be done–even without a crew of comedians moonlighting as organization experts.

Whatever project you are avoiding because you feel overwhelmed, I am taking that excuse away from you right now.

There are two major types of overwhelm. One comes from scope and the other from quantity. Let’s look at quantity overwhelm first. That occurs when you have so many things on your to-do list that you can’t imagine getting through all of it. Just the thought of it may make you so tired that you have to take a nap.

This is no time to sleep on the job! Here is what you need to do to conquer the overwhelm.

First, look for anything on your list that doesn’t really have to be done. Be honest here. How many things are on the list because you think other people expect you to do them or because you have set ridiculous expectations for yourself? Dump the stuff that doesn’t need to be done.

Next identify the things that have to be done, but not by you. Don’t forget personal stuff here. One of the cheapest things to outsource is laundry, and there are lots of other personal tasks that can be done by someone else, as well as business tasks. Let go of the idea that you are the only one that can do things and get help.

Set your priorities. The highest priorities (from a business standpoint) are the things that earn you money. Those are the tasks you are going to be sure to do.

Establish routines. When I talk with clients, I find one reason they feel overwhelmed is that they spend a lot of time trying to decide what they should be working on. Know what tasks must be done and when, schedule them and do them. Focus on your high ROI tasks.

Now that you are starting to chop the list down to size, the next step is to cherry-pick some easy stuff you can do and be done with. At any given time I usually have 10, 20 or more annoying little items that would only take a few minutes each to do, but they never rise to a high enough priority to get done. Set aside a day, or half a day, and knock them out one after another.

Look for something you must do, but you dread. Do it. That one thing can make you feel overwhelmed, so get it out of the way. Your load will immediately feel lighter.

Group like tasks. When you shift from one activity to another, your brain takes a little while to catch up. That is why multitasking doesn’t work. By working on a series of similar tasks, you and your brain get in a groove.

Focus. I like to use a timer and work on something for a set period of time, for example, 15 minutes. Set the timer, and just work on the task at hand for that time. No phone calls, no email, no “just this one thing.” Work for a solid 15 minutes (or whatever time you have set) and see how far you can get.

Feeling less overwhelmed now? Next we will talk about dealing with scope overwhelm, when you are faced with a ginormous goal. You will discover how to cut it down to size and get it done.

Do you know the difference between a goal and a dream? A goal is specific and measurable, with steps you will take to reach it. A dream is a fantasy. You say you want something, but you are not doing anything to realize the dream and make it a reality.

Thinking and dreaming about something does not make it happen. Deciding you want it, outlining a plan, then implementing each step of the plan will make it so. Let’s see how you can turn your dreams into goals that become reality.

First, make your goal specific. Saying, “I want to have more time with my family,” or “I want to make more money,” is not specific. A goal might be, “I will work no more than 30 hours a week, with no reduction in income.” Or, “This year I will earn $100,000.” Your goal may be anything. You might decide that you will finish your degree, start a business, acquire a new skill, take the trip of a lifetime, homeschool your children, start a blog, or anything at all.

Put a time frame to your goal. When will you accomplish it?

Next, break the goal into chunks. What do you have to do to make your dream real? You might want to start where you are and determine each step you will have to take to reach your goal.

Or, you may find that it is easier to work backwards from your goal. If you have ever planned a wedding or other big event, you know that by planning backwards you get a better idea of what you have to do when so that all of the tasks are completed in time for the big day. For example, if you have to have the final numbers to the caterer one week before the event, you need the RSVPs one week before that. That means the invitations should go out two weeks before that. And to get the invitations out on time, they should be on order six weeks before they have to be mailed.

Either way, when you break a big job into smaller pieces it does not seem quite so overwhelming.

Put a time with each of the steps you have identified, as you did for the overall goal.

Visualize your success. If you can not imagine what your life will be like when you achieve your goal, it will be hard (or perhaps impossible) for you to get there. Imagine yourself in more activities with your kids, or in Paris, or working in your new job or business. Put up pictures of the places you will go, the things you will do, your new office, the car you want, whatever your goal involves.

What do you need that you do not have? If you want to reduce the number of hours you work, will that mean hiring help? Determine what kind of help you need and how you will find the right person. Do you need to determine how much going back to school will cost, and how you will pay for it? Make an appointment to talk with a counselor at the school. Will a coach or other professional be able to provide the guidance you need?

Take action now. The first step is usually the hardest. Do it and it gets easier from there. Do not spend so much time planning that you fail to do. If there is no clear first step (i.e., there are several possible first steps) just choose one and get it done.

Celebrate milestones. When you accomplish something important to your goal, savor the feeling. Reward yourself. It might be as simple as taking an afternoon to go to the movies, or buying a little something you want.

Enjoy the feeling of success, then keep moving toward your goal.