As a leader, you may be under the impression that feeling overloaded and overwhelmed is just part of the job. Today’s leaders have more responsibilities and demands on their time than ever before. Leadership has also become more than just a full-time job — it’s a full-life job. The expectations placed on leaders can be overwhelming. So much so, in fact, that the feelings of being overloaded and overwhelmed extend into organizational cultures, “infecting” entire teams and making individuals feel as if they are doing something wrong if they don’t feel the same stressed-out feelings.

As I observe the world around me and today’s culture at large, it’s clear to me that these feelings are symptoms of a backwards system of values. All the advancements and technological breakthroughs that promise to make life easier have introduced new stresses, new fears and new anxieties. Feeling overloaded and overwhelmed is now accepted as “the way things are,” but I don’t think life or work has to be this way.

To me, the most effective and meaningful way to lead — and to live one’s life — is to ensure balance. I want to challenge leaders to think about these ideas differently and to challenge the status quo. Sure, a little bit of pressure and some healthy constraints can boost productivity and engagement. And a bit of stress can be a terrific motivator for people who want to get things done. But too much time spent feeling overwhelmed only leads to burn out and potentially negative outcomes.

I believe today’s leaders have a choice to make between perpetuating the feeling of being overwhelmed and finding new ways to make sure work gets done.  How many times have I asked someone how they were doing only to hear the response – “busy.” We are all busy, but there is a sense that if they do not give off the impression of being run ragged, they are not contributing. That is not leadership, nor is it a healthy mindset.

How can leaders like you reduce overload and overwhelm while ensuring a steady flow of work and productivity?

First, let’s take a look at some tips that can help you reduce your own feelings of overload and overwhelm.

It’s All About Mindset and Mindfulness

If you are feeling overloaded and overwhelmed, it’s critical that you recognize that these feelings must first be dealt with in your own mind. Grounded leaders develop ways to recognize their own thought patterns. They also mindfully construct internal, mental processes that keep them focused. Here are some of the behaviors they employ:

• Take time to set intentions at the beginning of every day — Grounded leaders start their days with time devoted to intention setting. This means prioritizing the day’s objectives while visualizing how those objectives fit in to the bigger picture. They ask themselves what their organizations truly need from them, and they do so without letting their egos get in the way.
• Spend time reflecting — Grounded leaders take time at the end of each day to reflect on their actions. This allows them to avoid becoming overwhelmed and overloaded because they are continuously placing their work and objectives into the proper context, mentally. Without taking time to set intentions and reflect, leaders tend to get caught up in the “noise” of the workplace, which only leads to increased feelings of stress and being overwhelmed.
• Practice meditation and mindfulness — The most effective leaders practice mindfulness, whether it’s through a structured meditation practice or a more informal practice of staying present in each moment. Leaders can become overwhelmed and overloaded by going on auto-pilot, making decisions that are not tied to their values or the organization’s objectives. Practicing mindfulness keeps leaders grounded in the present moment, focused on the here and now. A meditation practice does not require much time — 10 minutes a day is enough — but it yields amazing results in the form of greater awareness and a feeling of more mental space.
• Create a disciplined practice — When it feels like time is always slipping away, clearing space in the schedule for meditation, reflection and intention setting can seem impossible. This is where discipline comes in. Grounded leaders not only set time aside for internal, mental housekeeping; they also protect that time fiercely, understanding that it is a key to success.

What Else Can Leaders Do to Feel Less Overloaded and Overwhelmed?

To me, focusing on one’s headspace is essential for feeling grounded and focused in leadership. But there are some other methods that the most successful leaders use to stay on top of their games:

• Exercise — There is no better release valve for stress and anxiety than exercise. Leaders who value physical fitness feel less overwhelmed and overloaded. They also recognize that engaging the body through exercise jump starts healthy mental processes and effective problem-solving techniques.
• Be discerning about meeting invitations — We all know that meetings can be unproductive and time consuming. Leaders can do a number of things to make meetings more meaningful, but they also need to recognize the times when their presence is essential — and when it is not. Leaders should only accept invitations to meetings if the agenda is clear and the objectives are outlined unambiguously.
• Avoid multitasking — The most effective leaders understand that they are at their best when they are focused on one thing at a time. This is why reflection and intention setting are so important. Prioritizing tasks, agendas and objectives allows leaders to give their full attention to the most pressing matters, one at a time. They also understand the value and power of delegation.
• Ask for support — Mentors, coaches and other leaders provide a network of support that should not be ignored. Leaders can feel lonely, as if there is no one who understands what they are going through. But this is a myth. Communicating with trusted allies or supporters allows leaders to express their fears and anxieties in a safe, nonjudgmental manner. Leaders who know they have a solid support system operate more confidently and with greater presence.
• Find meaning in life outside of work — This might be the most important piece of advice I can give to leaders who feel overloaded or overwhelmed. If your life outside of work has no meaning, what are you working for? Grounded, highly effective leaders recharge and refresh themselves when they are not in the office. They spend quality time with loved ones and participate in activities and interests that connect them to the larger world. This gives them the perspective they need to approach leadership in a healthy, focused and inspiring manner.

‍
How Can Leaders Help their People Reduce Overload and Overwhelm?

If overload and overwhelm have become notable characteristics of your team or your organization, the best thing you can do is set a better example. I think it’s important for you to focus initially on your own relationship to stress and feelings of being overwhelmed. When you implement the behaviors listed above into your daily life as a leader, you become a model of a better, more efficient way of working.

Communication is also vital. Teams become overwhelmed when communication breaks down, and they feel as if they cannot talk to their leaders. However, when leaders maintain open, direct and thoughtful lines of communication, team members are more likely to speak up and describe their needs.

It’s up to you to ask your people what they require to do their best work. But you must also listen and follow through. You can relieve a lot of stress just by showing your people that you recognize what they’re going through, and that you have their best interests in mind. But it’s your actions that will truly transform the negative feelings your people are experiencing. Be sure to offer team members time to reflect and set intentions, and encourage them to use the same pieces of advice that work for you when it comes to reducing overload and overwhelm.

Are You Feeling Overloaded and Overwhelmed?

If you are a leader whose life is characterized by these types of feelings, you are not alone. It’s quite common these days for leaders to feel like they have too much on their plates. And it’s even more common for entire organizations to operate under a cloud of stress and strain. I want you to know that these feelings do not have to persist.

If you are feeling overloaded and overwhelmed, I would encourage you to incorporate the tips I outlined into your life. I would also encourage you to reach out if you need a little more support in making necessary changes.

If you are interested in learning more about how to remove overload and overwhelm from your organizational equation, I would love to hear from you! Give me a call today at 1-855-871-3374 or send me an email at joanne.trotta@leadersedgeinc.ca.