Simplify

I work at a startup and we are currently going through a rough patch where several people are feeling overwhelmed and stretched far too thin. It’s interesting to see how different people react and what works and does not work. I have found the following steps help quite a bit when trying to keep your head above water.

1. Take a deep breath.

It’s really easy to focus on the sky falling around you. But running around, shouting that the sky is falling isn’t going to get you anywhere. Stop for a minute, take a deep breadth. Calming down and focusing on the tasks at hand is the first step to picking up the pieces.

2. Make a list - Write down the problems not the solutions.

When you don’t write things down, it’s easy to bounce from problem to problem, making each seem bigger than it actually is. Focus on the problems, not the solutions. You won’t find suitable solutions until you clearly identify the problems. Often times, we feel overwhelmed because our “solutions” aren’t actually solving our problems. To avoid this, clearly define each problem. Be as specific as you can.

Often times, clearly defining and listing out the problems is enough for people to realize the sky isn’t falling. Seeing it all on paper, often helps us realize we aren’t in as deep as we thought. Other times, we aren’t so lucky. For those other times, keep reading.

3. Sort each problem according to when it has to be done.

This is the toughest step for most people. When you feel overwhelmed, it’s usually because you feel like everything has to be done right now. This is rarely the case. For each item on your list, honestly ask yourself:

a) What’s the worst thing that would happen if I ignored this problem?

If you can live with the answer, cross it off your list, and move on. Period. Don’t get overwhelmed with “shoulds” or self-imagined responsibilities or perfectionism. If you can’t live with the answer, next ask:

b) Has this problem already been solved?

This one surprises people. But often times we worry about things that have already been handled. For these problems, all we need is to acknowledge the solution so our brains can stop worrying. If this isn’t the case, next ask:

c) Will this problem be solved with time?

Sometimes we identify solutions, but they take time to bring about. Other times, problems can’t be solved until something else occurs. In both cases, it’s very easy to worry about something that can’t be acted on immediately. If it will be solved with time and it’s an acceptable time-frame, cross it off your list.

If the time-frame is not acceptable, split the problem up: the long-term problem will be solved with time, cross it off the list. Address the short-term problem only.

For example, suppose you need a place to live. You’ve found the perfect apartment but it’s not available for 30 days. You need somewhere to sleep tonight. You’ve solved the problem of where to live for the long-term, but now you have a new problem: where to live in the short-term?

This is a simple example, but now imagine your problem is you need “x” today. But it takes 6 weeks to build “x”. Once you start building “x”, this problem becomes a problem that will be solved in time. However, you might have a new problem: How to deal with not having “x” for 6 weeks. Fortunately, many solutions that are unacceptable in the long-term are perfectly adequate in the short-term. Don’t confuse your short-term problems with your long-term problems.

At this point, if your list is still overwhelming, next ask:

d) Can I solve this problem tomorrow, next week, or next month (in other words, later)?

This is another tough one to answer honestly. You are feeling overwhelmed because you think you need to sovle it right now. But ask yourself, what will happen if I wait a day, a week, a month? If you can live with the answer, mark it for later.

4. Take Action

The only things that should be left on your list are real emergencies. The only thing you can do with these is take action. In true GTD fashion, identify the first step and do it. If it’s still too much, find someone to help you out. Get creative. But do something. The sky isn’t going to stop falling until you start picking up the pieces.