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44 Tips for Dealing with Overwhelm

Posted by on Sep 25 2014 | Managing Projects, Tasks & Time, Running a Strong & Efficient Business

Dealing with overwhelm is like juggling balls.The Ultimate Guide for Entrepreneurs Who Do Too Much.

As a small business owner, there are often too many ideas, too many tasks and projects, and not enough time or resources. Entrepreneurs are a creative bunch of people and we’re always thinking of new ideas!

I don’t know anyone who isn’t time-constrained. We all have busy lives, and if you run your own business, you are doubly busy.

Below are 44 tips for dealing with overwhelm and increasing productivity. Feel free to share this with your friends, colleagues and mastermind group partners.

The Rules

Just pick ONE of these tips and do it. Do not overload yourself more, by trying to do all these tips. This article will be online later and you can come back to it to pick up your next tip.

Understand Why You’re Feeling Overwhelmed

Many of my clients and students tell me they are feeling overwhelmed by running their own small business. It doesn’t matter whether your business is brand new or 20 years old, there are many things to juggle as a business owner. You are not alone in feeling this way, and there are some very common reasons why we feel overwhelmed:

  • Trying to be everything to everyone
  • Trying to focus on too many things at once
  • Being too optimistic about how much time it takes to do a task
  • Adding too many appointments and projects to your weekly calendar
  • Not saying “no” to people and projects

Notice how all these things are a CHOICE you made? Every time you make a choice to do too much, you make a choice to feel overwhelmed. You are in control.

You are in control of your calendar. You are in control of which projects are top priority. You are in control of your thoughts about your business. You’re even in control about whether you answer a ringing phone or not.

The power is in your hands.

Admitting That You Can’t Do It All

I have a To Do list that is six typewritten pages long. Every time I have a brilliant idea for a new project, I add it to the To Do list.

As surely as the sun rises each morning, the more I add to the list, the more overwhelmed I feel.

Then I had a startling insight: I will never be finished with my To Do list. I will always have wonderful new projects that I want to add. I will always have maintenance tasks that need to be performed. There will always be emails to answer and phone calls to make.

Once I understood that I would never get it all done, then it was only a baby step to the knowledge that I can’t do it all myself. Either I have to delegate projects and tasks, or I have to delete them from my list. If you are serious about not feeling burned out and overwhelmed, then the first place to start making cuts is in your To Do list.

Take Your Time

New habits take some getting used to, don’t they?

The outcome will be a feeling of mastery over your workload, your time and your energy. You will be in control of your calendar and To Do list instead of feeling as if they are in control of you.

Start With These Simple Tips

1. Calm down. You cannot do any of these tips if you are feeling stressed. Do 5 minutes of something relaxing before trying any of these tips.

2. Set priorities and goals. Where do you want your business to be in 12 months? What is most important, right now, to get you to your 12-month goals? Pick just three goals for 12 months. If you complete them, you can always add another one later.

3. Centralize your To Do list. Because I’m at my desk most of workday, I have a To Do file right on my computer that I can easily access and update. Whether you keep your To Do list on your smart phone or in a notebook, make sure you can get your hands on it quickly. When a new idea comes up, you have a place to put it immediately, instead of trying to keep track of it in your head. This is so liberating!

4. Focus. Choose one task and focus solely on that until it is complete. Stop multitasking; it will only lead you to feeling more overwhelmed.

5. Set a timer. Work on one task for 20 minutes, and then take a break. Every week, work for 5 minutes extra (25 minutes instead of 20, and so on) to help rebuild your focus, sustained attention span and ability to concentrate. Pay attention to when you start to become distracted and work with your natural biorhythm to take mini-breaks when you need them. Most adults can pay sustained attention for 20 minutes before becoming distracted. (Most adults can renew their attention to a task after being distracted, too.) I use a timer from TimeTimer to keep track of my 20-minute work segments.

6. Know how long it takes. I am notorious for assuming that tasks take much less time than they actually take. I block out 15 minutes for a task then discover it actually takes 30 minutes. I have learned this simple rule: whatever you think a task will take, double it. That way you won’t add too many tasks to your daily calendar and you will feel less stress because you know you’ve given adequate time to every task. Plus there’s a nice added cushion of time for a tea break!

7. Simplify. Is your business too complicated? Should some of your manual tasks be automated? Take a deep look at every task you do and ask yourself if there is a better, easier way to do it, or if a piece of software could do that task for you.

8. Know your Productivity Peak. When is your best, most productive time? Most creative time? For me, it’s 8AM to 2PM. That is the time when my intellect and my creativity is flying high. So I use that time to work with clients, teach classes, write books, and create training programs. Knowing and using your personal productivity peak times will help you be more productive and produce better quality work. Use your non-peak time for maintenance items that don’t require much brainpower (or willpower).

9. Give yourself the gift of distraction. Sometimes we push ourselves too hard. Owning a business is a marathon, not a sprint. Every few hours, take a break from your work. Step out your front door and get a breath of fresh air. Play some music. Go for a walk. Read a fun book. Have coffee with a friend. Do anything that takes your heart and mind away from business. You will be rewarded with a clear mind and a fresh perspective when you get back to work.

10. Get rid of clutter. For many people, when there are too many things in your visual field of focus, it is hard for your brain to concentrate on the task at hand. If out of sight really does mean out of mind, keep a file drawer for paperwork and put a note to yourself in your To Do list about where to find the necessary paperwork or email when you’re ready to work on that task.

11. Know your RQ (resistance quotient). Discover what you’re resisting when you use distraction and procrastination instead of doing your work. Stop self-sabotaging your success.

Specific Things You Can Do to Deal with Overwhelm

12. Just say no without guilt. Too often we try to please everyone and end up with too much on our plates. When you are feeling overwhelmed, look at the people and projects you’ve say Yes to that perhaps you should have said No to. Here’s a practical article I wrote on how to say no to people when they ask for your time.  Look at your To Do list and ask yourself if you can simply say No to any of the tasks. Remember, you are in control of your task list and your calendar. Only you can overbook yourself, so only you can say No to requests for your time.

13. Clear your desk. There is no better feeling than starting fresh and getting a complete handle on everything that needs to be done. By going through every paper, every pile, every note, you consolidate and prioritize. Remember to use your centralized To Do list and throw away all those individual To Do notes!

14. What’s most important? Each morning, enter your office and ask, “What are the MOST important tasks to get done today?” Make a careful balance about short-term emergencies and long-term tasks so that you can meet your goals without getting swept-up in daily disasters.

15. Do it. Sometimes, a bare-knuckle commitment to getting things done is necessary. That pesky colonoscopy you’ve been putting off? Do it. That phone call to a disgruntled employee? Do it. That 3,000 word article? Do it.

16. Ditch it. Some projects were never meant to be. Some catalogs and magazines can be thrown away.

17. Delegate it. Ask for help. Look at all the tasks you do, and for each one ask, “Am I the only person who can do this task in the entire world?” Some tasks are your sole providence; others can be delegated to a website designer, graphic artist, administrative assistant, etc.

18. Work for results. Which things you currently do are giving you the results you want? Stop wasting time on things that don’t give you the outcomes you want, even if other people tell you that you “have to” do them. Stop listening to gurus and start listening to your own intelligence and experience. The only thing that matters is whether you are creating the outcomes you want.

19. Get into task habits. For instance, the first thing I do each morning is handle emails from clients and students. Then I do social media because it allows me to use a different part of my brain. Next, I look at financials. Then I prep for that day’s client calls and classes. These four tasks take me about 60 minutes, warm up my brain, and allow me to serve my clients and students first, before getting into the main part of my day. Each afternoon before I leave, I plan my projects/tasks for the next day, answer any last-minute emails, and straighten up my desk. Having task habits each day allows you to get the important daily tasks done in an orderly fashion.

20. Chunk your schedule. Do you have scheduled time each week for marketing? For administrative work? For speaking with clients? If you block out scheduled time each week for your work, you will know that you have a plan for how to tackle the work. For instance, I use all day Friday to write articles, books and new classes. I use Monday morning for administrative work. I teach on Tuesdays and Thursdays at 1PM. What does your ideal workweek look like?

21. OMD: Off My Desk. Make a concerted effort to handle each item that comes across your desk ONCE. Do not stack it in a pile and think, “I’ll get back to it later.” Each morning, make a clean sweep of your desk while reciting the mantra: OMD, OMD, OMD!

22. Bit-sized chunks. Divide big projects into mini-tasks. Grab a piece of paper and write down all the tasks you can think go into the project. Divide any task that takes more than 60 minutes into smaller, doable chunks.

23. Find it in 60 seconds or less. Create a rule for yourself that you will be able to get your hands on anything in your office in 60 seconds or less. When you put something away, put it away in the most intuitive place you can think of, so that it will be at your fingertips when you need it. Find a home for every item in your office and return it to its home after each use. Fall in love with your filing cabinet.

24. Just three tasks a day. Stop overscheduling your time. Choose just three tasks a day to complete. If you are done early, you can always take on another task (or escape from the office for a little hard-earned play time).

25. Admit that you will never get caught up. Your To Do list will never be empty. Humans are the only animal who, once they complete a task, create new projects and tasks to occupy their minds, their time, their creativity, their energy. We’re hard wired this way.

26. Stop multitasking. While there are conflicting scientific research findings about whether multitasking causes productivity loss or not, my clients tell me that trying to do too many things at once causes them to do a poorer job, both in productivity and quality of work.

27. Out of sight, out of mind. When you need to focus deeply on a task, especially for a long amount of time, try clearing off your desk first. We get overstimulated, visually, by having many items within our view. By putting them out of sight, you can then focus more fully on the task in front of you. I use this technique when doing in-depth strategy work for myself or with clients. It forces my visual focus, and therefore my mental focus, on just one thing.

28. When you need to focus, get away from your desk. When I’m working on a big project, like writing a book, I find it best if I take my laptop and leave my office. If the weather is cooperative, I will go site by the lake and write; if not, I will find some quiet corner of a coffee house or hotel and write there. Even moving from your office to your living room will help. Because there is nothing else to grab your attention, you are able to focus for longer periods of time.

29. Check it off. Make a list (a To Do, a Task list for a big project). Put a big checkmark next to each task when you get it done. It’s very satisfying!

30. Make an appointment with yourself. Having a To Do list is great, but the real payoff comes when you move tasks from your To Do list and put them in your actual calendar as an appointment with yourself. In this way, you can estimate how much time something will take, and know that you have blocked out enough time to get it done.

31. Celebrate. When you get done with a big project, don’t automatically move to the next one. Find some wonderful way to celebrate your achievement!

32. Put on your CEO Hat. What are priority tasks for the ultimate success of my business? Sometimes what seems like the right thing to do in the moment is exactly the wrong thing to do for the future.

33. Get it out of your head and on to paper. Are you trying to carry your entire project plan in your head? Are you carrying your shopping list and your weekend appointments in your head, too? Stop it! Find a place to write down all these things, and use it consistently, so that you have a clear mind.

34. Unsubscribe. Do you belong to too many email newsletters that you never read? I have a litmus test: Every quarter, I go through all the email newsletters I have received from a specific person. If I don’t find at least one brilliant idea, one great tip, or one deep insight, I unsubscribe. By knowing why you subscribe to email newsletters, and using those values to judge whether a newsletter is delivering value to you (or not), you’ll easily be able to unsubscribe from those that don’t meet your needs. Life is too short to wade through emails that don’t sing to you.

35. Close down your email and social media sites during peak work periods. It’s too distracting, too tempting. (It’s like not keeping ice cream in the house when you are on a diet.)

36. Set up a good filing system. Keep big projects in their own 3-ring binder or an electronic folder on your hard drive, so that all your material is in one place. Archive old financial papers, client files, etc. into storage drawers or boxes.

37. Embrace the PDF. Get the paper off your desk by using electronic PDFs of anything that’s important. You can scan anything that comes in to your office on paper to a PDF. You can also print any online or electronic file to PDF using your operating system’s PDF creation software. If your computer’s operating system doesn’t include a PDF creation software package, try the free PrimoPDF.

38. Create an at-a-glance project planner. I juggle many projects each month. So once a month I grab a piece of art paper and create multiple squares, one square for each project. In each square, I write down the five most important tasks that need to be done for that project in that month. When I glance at it, I can see how all the puzzle pieces fit together and where the demands on my time will be felt the most.

39. Big rocks first. Do you know how to plan your priorities? This wonderful video with Stephen Covey will help you see the big picture.

40. Perfectionism kills. I know, because I tried to do every task perfectly and it nearly killed my business. Some tasks are critical for your success and need to be as good as they possibly can be. Other tasks are not so important and just need to be done without a lot of glory or perfection.

41. Backlink tasks to a project deadline. If you have a project with a deadline (like a class that starts on a certain date), put that deadline in your calendar. Then, working backwards, fill in the tasks on your calendar that lead up to the project conclusion. Then you will know when you have to start the project in order to complete the tasks in time.

42. Use GanttProject software. I’m a geek. I love software. I love Gantt charts. A Gantt chart is a visual way of seeing and linking tasks within a project, assigning time to each task, and connecting the tasks to figure out how long the entire project will take. I use a free software program called GanttProject for mapping out project/task work for big projects. You can download it for free here: http://www.ganttproject.biz/download (Don’t use the big green “download” button on this page. That doesn’t download GanttProject. Instead, look for the link in the upper left corner that says “GanttProject 2.5.” That’s the correct link.

43. Allow for Murphy’s Law. No week is complete without something going wrong. So plan for it. Allow time in your week for tasks to take longer, phone calls to take longer, emergencies to crop up. You’ll be happier planning for breathing space.

44. Action alleviates anxiety. Pick one high-priority task on your To Do list and do it. Nothing relieves stress better than getting off your butt and taking action. Don’t fall in the trap of picking a low-priority task just because it is easy. Do the things that matter.

Whew! That’s quite some list! As I said earlier, don’t try to do all 44 tips at once. Pick one that feels like it will work well for you and take a month to make it a habit. Then pick another and another until you can feel your overwhelm and anxiety lessen.

I’m wishing you a peaceful and productive business life!

Which one of these tips have you tried?

copyright (c) 2012, Karyn Greenstreet. All rights reserved.

64 comments for now

Dealing with Crazymaker Clients – Part 1

Posted by on Jan 23 2014 | Running a Strong & Efficient Business

Dealing with difficult clients?

I hear horrific stories all the time from my colleagues and clients about their own customers (also — vendors, mastermind group members, partners and employees) who constantly step outside the boundaries of what’s considered good social behavior.

Sure, we all make mistakes from time-to-time, but these folks make a nasty habit of it.

Your overall health and your quality of business life matters. Identifying and dealing with crazymakers will give you a helping hand in creating the business you want.

Are your clients making you crazy? Your health and the health of your business matters.

I’m sure you’ll recognize some of these types of customers:

  1. The Non-payer: They promise to pay, they may even have a contract, but over and over again the check doesn’t arrive. They pretend they didn’t get your invoice, or your emails, or your phone calls.
  2. The Verbal Twister: They “remember” everything you say, and will tell you that you said (and meant) something completely different than your actual words. They take all your words and interpret them in their own way, especially when it’s not possible for you to remember everything you’ve ever said.
  3. The Complainer: Everything in their life sucks, and they tell you about it ad nauseam, every chance they get; also known as The Squeaky Wheel because they feel if they make enough noise, they’ll get more attention. Also akin to The Energy Vampire — every time you come in contact with them, you walk away feeling drained, exhausted and debilitated.
  4. I Love You, But: This crazymaker starts off praising you. They say things like, “I love your work,” or “You really understand me.” In the next sentence they rip you apart, accusing you of double-dealing, sub-standard work, or unethical behavior on your part, completely out of the blue. This “give then take” approach keeps you off balance, which is the whole point.
  5. The Rusher: Always in a hurry to get something done and doesn’t care if you’re busy with other projects or other customers. They say things like, “I want it yesterday,” or “I know you said you have no open appointments, but can you sneak me in first thing tomorrow morning?”
  6. The Naysayer: No matter how many creative solutions you come up with, the Naysayer can find a reason why it won’t work, could never work, hasn’t ever worked in the history of mankind. They exhaust you then are unhappy with the results they’re not getting because they won’t change their behavior (and it’s all your fault because you didn’t come up with the one idea that they’d actually be willing to implement out of the 100 you gave them).

That’s just a starter list; there are many more crazymaker types out there.

I know you’ve run into business connections whose repeated bad behavior has you scratching your head in bewilderment. I’d love to hear your stories…share them in the Comments below, okay? We all benefit by reading about other people’s experiences with crazymaker clients.

Remember, unless you are a psychotherapist or psychiatrist, you are not trained to identify crazymakers upon first meeting them, so don’t beat yourself up if one of these people sneaks into your business life. Even trained mental health practioners cannot always instantly spot a crazymaker.

In Part 2 of this blog post, I’ll give you some tips on how to deal with the crazymaker clients in your business life.

19 comments for now

Dealing With Overwhelm

Posted by on Jul 06 2011 | Managing Projects, Tasks & Time

As I sit here writing my “to do” list for the upcoming months, I can feel that weird little tingle in the pit of my stomach: Overwhelm. There’s so much to do! How will I get it all done?

Then I remember all the tricks and tips I’ve learned over the years of how to manage entrepreneurial overwhelm:

1. Breathe. Stop whatever you’re doing, and take several deep breaths. Close your eyes and take a visual and emotional break from the craziness.

2. Get Organized. Write down your “to do” list all in one place (instead of having all those little Post-It notes all over your desk). Next, write a priority next to each item on your list. Is it urgent (“U”)? Is it Important But Not Urgent (“I”)? Is it something that has to be done this month, or can it wait until next month?

3. Get Help. Look at your list and determine if everything on it must be done by you. Don’t fall into the trap of “Oh, it will take me longer to explain it to someone than to just do it myself.” Instead, think of the “explaining time” as an investment: once you explain it one time, the other person can document the procedure and repeat it over and over again.

4. Action Alleviates Anxiety. Pick one high-priority task on your “to do” list and do it. Nothing relieves stress better than getting off your butt and taking action. Don’t fall in the trap of picking a low-priority task just because it’s easy. Do the things that matter.

5. Just Say No. Look at your “to do” list and ask yourself if you can simply say No to any of these tasks? Remember, you are in control of your task list and your calendar. Only you can overbook yourself, so only you can say No to requests for your time.

6. Focus. Avoid the temptation to multi-task and choose instead to focus solely on the task in front of you. If you have to, set a kitchen timer and tell yourself you’ll work on the task for 15 or 30 minutes without taking a break or doing other work.

Want more tips? Read my blog post 44 Tips for Dealing with Overwhelm!

 

I think I’ll start by taking a nice long breath…

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Will Facebook Terminate You? Facebook Strategy Tips for the Small Biz Owner

Posted by on Jun 28 2011 | Internet & Social Media Marketing

If you’re seriously interested in using Facebook for marketing, you may be heading for trouble.

The solution is easier than you think.

If you make class announcements, offer products or services, or in any way do marketing for your business on your personal profile, Facebook could remove your account completely.

According to the Facebook Terms of Service, you are not allowed to use your personal profile to post commercial messages. They say, “You will not use your personal profile for your own commercial gain.”

So if you’re using Facebook for social media marketing, be aware that your Facebook account could get terminated (ouch!), and you’ll lose all the Friend connections you’ve made and all the content you’ve posted.

So what’s a biz owner to do?

The answer is Pages.

I’m going to be offering a free webinar next month on this topic and share my Page strategies and examples with you, but in the meanwhile I want to give you some tips to get you started.

(I’d love to know what questions you have about creating Pages and using them as part of your overall marketing strategy. Please post your questions here and I’ll answer as many questions as possible in my webinar.)

To get you all warm and fuzzy about Facebook Pages, here are some tips:

1. Think about the reason you’re using Facebook and Pages for your marketing. Typically biz owners say, “To communicate with and form a relationship with my audience,” and that’s one great reason.

But another great reason is to build up a fan base and then offer them a freebie in exchange for their email address, thus building your mailing list and allowing you to do greater email marketing.

Ask yourself, “What business and marketing outcome(s) do I want from my Page?”

2. What will you name your Page? You only get one shot at this, and you can’t edit it later, so choose wisely. If people know you and your name, then you might want to use your name. However if you’re also trying to promote your business name, or the type of work you do, then you might want to include this in your Page name. For instance, here are some I’ve seen lately:

  • Karyn Greenstreet – Passion For Business (personal name plus business name)
  • Nancy Marmolejo – Online Visibility Expert (personal name plus area of expertise)
  • Louise L. Hay (personal name of a celebrity or someone well-known or when your personal name is your brand)
  • The Big Brand System (product/business brand name)
  • Solo-E.com: The Solo Entrepreneur Lifestyle via Multiple Streams of Income (business name plus tagline)
  • Think and Grow Rich (book name)
  • Breakthrough with Tony Robbins (name of a TV show, internet radio program, etc.)

3. What strategy will you use to get people to “Like” your Page? Here’s why it’s important: If people Like your Page, it will show up in their Newsfeed; but if they don’t Like your page, they’ll never be automatically reminded of the new posts you’ve added. One of your key strategies must be to get people to Like your Page.

My strategic thinking about Facebook Pages

One of my key Page strategies starts with a “Like Gate.” A like gate is software you place on your Page which allows you to offer exclusive content to people — but ONLY to those who Like your Page.

Remember, whatever you put on your Page Wall is visible to everyone, even those who have not Liked your Page yet.

So if you want to offer exclusive content to your true fans who have Liked your Page, don’t announce it on your Wall. Instead, use special coding or apps that allow content to remain hidden until someone Likes your Page…a Like Gate.

(Pages are different than your Personal Profile. In your Personal Profile, you are able to set Privacy Settings to indicate who could and could not see your Wall. In Pages, everyone can see your Wall.)

In my case, the free, exclusive offering to those who Like my Page is a 1-hour video training class on Personal Branding for Small Biz Owners:

http://www.facebook.com/KarynGreenstreetFan

When you go to my Page, watch carefully how the graphics change pre-Like and post-Like. That’s what a Like Gate will look like to the visitors of your Page.

My thinking is that I’ll first get my 3,900 “friends” on my personal profile moved over to become “fans” of my Page, by announcing the free Personal Branding video training and posting a link to my Page on my personal profile Wall. This should encourage people who want to continue to follow me on Facebook to Like my Page.

I’ll keep the fans happy with exclusive coupons, contests, free content, free classes, etc.

The power of marketing and communicating on Facebook

I think there’s more power than ever in using Facebook for staying connected to my community. My tribe seems to prefer Facebook over Twitter; I’ve tested it for a year and watched the results. There’s much more (and deeper) conversation on Facebook than on Twitter among my community.

Now I want to leverage that power to build it into my overall marketing strategy. How about you?

I have so many more tips and strategies to share with you about using Facebook Pages! I’m putting together a free webinar in July with my special guest, Michele Quinn, to share more great ideas. Please post your questions and comments about Facebook Pages here. I’ll gather up the comments and questions, and answer as many as possible in my free webinar.

 

14 comments for now

Email Marketing Tips

Posted by on Apr 29 2008 | Internet & Social Media Marketing

I thought you’d enjoy this great article, 13 Tips for Effective Email Marketing from MarketingVOX.

You’ll also appreciate some other, lesser known email marketing tips from them as well.

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Great Copywriting Tips

Posted by on Mar 12 2008 | Marketing, Website Planning


All small business owners need to learn good copywriting skills.

If you haven’t visited CopyBlogger yet, I strongly encourage you to do so…today!

CopyBlogger offers tips and tutorials on good copywriting. Their recent blog posting, Just Say No to These Three Enemies of Clear and Direct Writing, is a perfect example of what you’ll learn on this great blog. Sure, you may already know these writing tips, but the examples clarify good and bad writing habits.

(After reading CopyBlogger’s post, I feel like it’s time to re-write my entire site!)

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