5 of My Favorite Coaching Hacks to Reduce Overwhelm at Work
Overwhelm is a pervasive issue I frequently encounter among my coaching clients, yet it's one that can be effectively managed with the right tools and mindset. In my 8 years as a coach, I’ve gathered a number of tricks and hacks for reducing overwhelm at work. In this quick guide, I’ll go over some of the most effective techniques my clients have used to regain control and boost productivity.
Understanding Overwhelm
It’s helpful to first distinguish feelings of overwhelm from other emotions. Some common symptoms of overwhelm in the workplace are:
Withdrawal: Avoiding things you usually enjoy because you're just too tired or busy.
Procrastination or Paralysis: Feeling unable to tackle daily tasks or constantly deferring them to a later time.
Cognitive Fatigue: Struggling with concentrating, making decisions, or solving problems.
Disproportionate reactions/mood changes: Experiencing heightened negativity or more emotional responses than you would normally.
Note that overwhelm is commonly also referred to as burnout or exhaustion in the workplace. If you experience any of the above signs, rest assured there are some simple, yet overlooked, practices you can adopt to alleviate overwhelm.
5 Practical Strategies for Overwhelm Reduction
I have recommended the following ideas and techniques to my coaching clients over the years, and they have repeatedly driven positive outcomes and feedback.
1. Create a Next Day Priority List
Creating a simple list of the 3-5 most critical tasks for the next day can significantly streamline focus and productivity. Tools like the Eisenhower Matrix help discern which tasks deserve immediate attention versus those that can wait. The key here is simplicity. Listing too many tasks, especially ones that aren’t important, will contribute to overwhelm.
2. Warm-up work
Starting with smaller, less daunting tasks can ease the transition into more substantial projects. If jumping into a big important project feels overwhelming, try doing an easier task to start your thinking going in the right direction. That may be answering a few emails or reading relevant materials. Once you’ve spent some time leaning into the work, the momentum you’ve started will help you keep moving forward, paving the way for tackling larger tasks with greater confidence.
3. The 1% Improvement Rule
This is a tool I use with my clients almost everyday. No matter their goals—i.e.starting a business, exercising more or moving faster on a project—my clients often want to be further along than they are. In coaching, the 1% Improvement Rule focuses on making small, consistent progress by improving just 1% each day, leading to significant long-term gains.
The point isn’t to take the 1% literally, but to encourage incremental daily steps toward long-term goals. This fosters consistent advancement without the pressure of expecting instant results.
4. Create a “Not-to-Do” List
Writing down your stress-inducing responsibilities can help clarify your priorities and highlight areas where you might need to strengthen boundaries with colleagues or others. Categorizing tasks as "out of my control," "other’s responsibilities," or "not important" helps prioritize essential duties while shedding non-essential ones. This tool helps reduce stress and establish clearer boundaries for more effective time management and peace of mind.
Below is an example of a Not-to-Do List I give my clients. The right-hand side lists the tasks that you may want to consider delegating or deleting to free up column one. Once you have a clear view of your workload, you'll feel more confident about what you can decline.
5. Take Strategic Breaks
Analyzing more than 80 studies, Harvard Business Review found that “taking breaks can help employees to recharge and short-circuit the negative spiral of exhaustion and decreasing productivity.” Whether it's a short walk, micro-breaks for hydration, or moments of relaxation, short pauses rejuvenate the mind and prevent burnout. Don’t overlook these small but critical breaks.
Conclusion
In coaching dozens of overworked clients, I can confidently tell you that managing overwhelm is achievable. It takes structured approaches that promote clarity, efficiency, and well-being. By implementing these strategies through coaching, my clients have not only prioritized their workload, but also cultivated a more balanced professional life.
If you're interested in exploring more about my coaching approach and how it can benefit you, please read more about me here. For a complimentary 20-minute consultation to discuss your specific needs, please get in touch via the button below.