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Take Control: 17 Tips to Avoid Overwhelm and Burnout

Writer's picture: Victoria LewisVictoria Lewis

A 2023 study by Simply Business,"How is poor mental health affecting the UK's self-employed?" found that 59% of small business owners in the UK suffer from anxiety, 38% with depression, and 22% reported experiencing feelings of loneliness. One in three also experience burnout at work.


You know all too well that running a small business can be overwhelming and exhausting. That's why it's so important to stay organised and productive.


But how can you do it?


Taking control of your productivity is easier than you might think. With a few simple strategies you can boost your efficiency and make significant progress toward turning your business dreams into reality.


In this article, we'll explore 17 top tips to help you take control of your workload and avoid overwhelm and burnout.


a man is sat in a dark office.  He is working out of hours and look exhausted.  He has his head in his hands.


1. Set Clear Goals and Prioritise Them


The first step to improving your productivity is to set clear and achievable goals, and prioritise them.


Having a clear vision will help you focus on the important tasks and prioritise accordingly. Having achievable goals makes it easier to stay motivated. Start by making a list of all the tasks you need to complete – big or small – then categorise them into urgent or non-urgent buckets.


Once you have identified what needs to be done, assign each task a priority rating from one to three – with one being the most important task and three the least important. Work on these, one by one, starting with the most important ones. This way, you can ensure that the most important things are getting done first, saving the ‘threes’ for later in the day when your energy levels are lower.



2. Create a Schedule and Stick To It


Are you feeling overwhelmed and unable to keep up with all your tasks?


Establishing a routine is an essential part of being productive, allowing you to focus on what needs to be done and when. This not only saves time, but it also helps reduce stress and improve mental clarity.


Here are some tips for creating and sticking to a schedule that works for you:


  • Set daily goals for yourself; break them down into manageable tasks

  • Prioritise tasks according to importance and urgency

  • Block out time for specific activities - client meetings, research, emails, etc.

  • Create an ideal hourly plan for each day – this will help track your progress

  • Take breaks throughout the day – fresh air and physical activity can help focus

  • Track your progress each day – this will help you stay accountable and motivated

  • Experiment with different methods until you find one that works best for you



3. Keep Your Workspace Clean and Organised


Staying on top of your workspace is key to avoiding overwhelm and burnout. Nothing says stress like a cluttered workspace.


Declutter your physical workspace


Creating a clutter-free and well-organised physical workspace is crucial for stress reduction and enhanced productivity.


Begin by setting up your desk to prioritise comfort and efficiency. Ensure that your chair and desk height help to maintain good posture, reducing the risk of discomfort or strain during long work periods. Arrange essential items within arm's reach to minimise unnecessary movement and distractions.


To add a touch of tranquility to your workspace, consider adding in elements that bring a sense of calm. Introduce plants or artwork to add colour and a soothing atmosphere into your surroundings. Plants not only add aesthetic appeal but also contribute to improved air quality, creating a healthier and more enjoyable workspace.


A well-organised and aesthetically pleasing workspace not only improves your mood but also creates a positive environment for creativity and sustained focus.



Clear your digital space


Ensure your digital workspace is a well-organised and clutter-free too. Just as you declutter your physical space, it's equally important to streamline your digital workspace. Start by archiving or deleting files that are no longer necessary, freeing up valuable storage space and making it easier to locate essential documents.


Take control of your inbox by unsubscribing from emails that contribute to information overload or distract you from your priorities. Unnecessary newsletters, promotions, and notifications can clutter your inbox, making it harder to focus on critical tasks. Regularly review and purge your email subscriptions.


Additionally, establish a systematic folder structure on your computer to categorise and store files in a logical order. Create folders based on projects, clients, or themes to enable quick access and retrieval of documents.




4. Limit Distractions


Distractions are a productivity killer. They can also be difficult to spot and you may not even realise how much of your time and energy is stolen by small, insignificant things like scrolling through your social media feed for too long.


The best way to limit distractions is to be aware of them. That means becoming more mindful and conscious of where your time is being spent, and working out ways that you can eliminate, or at least reduce, the amount of time you lose to these distractions:


Be Disciplined


Set aside certain times during the day where you won't allow yourself to be distracted from the task at hand. A great way to do this is by using the Pomodoro technique, where you break up your work into 25 minute intervals, with 5 minute breaks in between. This will help keep you focused when tackling big tasks.


Track Your Time


Use an app or spreadsheet to track all of your activities for a couple days to visualise how much time you're spending on different tasks throughout the day, as well as which activities are causing the most distractions. This will help you determine what needs to be adjusted, or eliminated, from your daily routine.


Turn Off Notifications


Set aside specific hours where certain notifications won't pop up on your computer or phone (or better yet, turn them off completely). Have a policy that all emails should be answered within 24 hours, but not right away. This will help keep distractions at bay, while giving people a reasonable timeframe to expect a response.




5. Focus on One Task at a Time


Do you ever feel like you're buried in a pile of work and can't get out? You're not alone. That's why it's important to focus on one task at a time. Being able to focus on a single task instead of trying to do several at once will help you get more done in less time.


Here are some tips for how to focus on one task at a time:


Create a plan and prioritise tasks


Take the time to create a plan and prioritise tasks that need to be done each day, week, or month. This will help you focus on the tasks that should come first and eliminate distractions that can cause you to lose focus.


Turn off distractions


Limit distractions such as emails, social media notifications, or any other notifications that may take your attention away from what you are currently working on. If necessary, set up times when these notifications can come through, so you spend less time getting distracted by them.


Set short-term goals


Setting short-term goals is key for staying focused and motivated on the task at hand. Make sure these goals are realistic and achievable within a certain amount of time so that you can stay focused on what needs to be done.


Take regular breaks


When working on something for a long period of time it's important to take regular breaks throughout the day so that your mind stays fresh and alert when focusing on tasks at hand. It helps to reset your thoughts so you can return to the task with renewed energy.




6. Use the Pomodoro technique to Manage Time Effectively


The Pomodoro technique is a simple yet effective way for you to manage your time more efficiently and reduce stress levels.


By breaking down tasks into short, timed intervals that are broken up by short breaks, the Pomodoro technique helps boost productivity and energy levels, so that you can maximise your motivation and get more done. Here’s how it works:


1. Choose a task that you want to complete

2. Set a timer for 25 minutes (this is the Pomodoro interval)

3. Work on the task until the timer rings

4. Take a 5 minutes break before starting another 25-minute Pomodoro interval

5. Repeat steps 1-4 until you have completed all of your tasks

6. After four intervals, take an extended break of 15-20 minutes)


Using this technique can help keep your mind fresh so that you can focus on one task at a time without distractions or interruptions. It prevents overworking because it encourages taking regular breaks, so that you avoid burnout or exhaustion while still getting your work done.



7. Use Templates for Commonly Used Documents or Emails


Nobody likes starting from scratch every time, and creating and using templates doesn’t have to be difficult.


Here are some tips on how you can use templates:


  • Create official-looking emails with readily available templates that come with most email programs.

  • Customise the templates with your own personal information.

  • Invest in software that comes preloaded with templates for everyday needs like invoices, contracts, order forms and more.

  • Use the same look and feel across all relevant platforms – like your website, emails and forms – so that your brand remains consistent.

  • Take advantage of the wide variety of online services that offer customisable document templates.

  • Keep a library of relevant materials like your most frequently-used documents or emails.


The key to successful templating is organisation. Keep all your templates in one place so they're easy to find when needed. By doing this, you’ll drastically reduce the amount of time spent creating documents from scratch.



8. Use Productivity Tools or Apps


Productivity tools and apps like Trello, Asana, and Monday can help you stay organised, prioritise tasks, and track progress. They are a great way to break down larger projects into smaller tasks so that you don’t get overwhelmed by what needs to be done.


With a tool like Trello, you can quickly create boards for each of your projects, lists for each task and assign them to team members or yourself. You can also attach files to cards, create due dates and even add labels and stickers to your tasks. This helps make sure that nothing escapes your attention, while also providing an easy way to stay on top of everything that needs to be done.


Other productivity tools like Asana let you set up detailed workflows with specific roles and deadlines – so that everyone knows exactly who is responsible for what task and when it needs to be completed by. It also provides tracking capabilities so that you can see the progress of each project at a glance and make sure everything is running smoothly.


Finally, with an app like Monday, you can manage multiple projects from one centralised hub – giving everyone visibility into the progress of the project without having to manually switch between different programs or tabs. It also allows you to quickly view the status of individual tasks as well as estimate how much time is required for certain activities.



9. Automate Repetitive Tasks


One major way to save time and increase productivity is to automate routine tasks whenever possible. This can save you a lot of time and energy so you can focus on the more important things.


The idea behind automation is that it frees up valuable time and resources, so you can use them elsewhere. Plus, when tasks are automated, they usually take less time to complete than if they were done manually.


There are a variety of automation tools available that can help with common tasks like scheduling emails, sending newsletters, generating reports, updating customers on project progress, and much more.


By automating as many tasks as possible, small business owners can save time and get more out of their day-to-day workflows.



10. Take Breaks and Avoid Burnout


It’s easy to get caught up in the hustle and bustle of running a small business, leaving you feeling overwhelmed and burned out. Taking regular breaks is an essential part of avoiding burnout, so don’t underestimate the power of stepping away for a few minutes to reset and recharge.


Get Outside


Fresh air does wonders for productivity, so try getting outside for your breaks whenever possible. Even 15 minutes outside can make a huge difference in how you feel mentally, physically and emotionally.


Schedule It In


Adding breaks into your daily routine helps ensure you actually take them throughout the day. Block off time in your calendar to focus on yourself—go for a walk or read a book—and make sure these “me” moments are non-negotiable.


Use Technology


Your devices can help keep you accountable with regards to taking regular breaks. Use your smartphone’s timer app or try one of the many apps designed specifically for tracking work/break sessions, like a Pomodoro Timer. If you need help staying focused during that break period, turn off any notifications from messaging apps like Whatsapp or Slack, or email alerts from Outlook or Gmail too.



11. Set Boundaries and Learn to Say No


It’s great to be a team player, but you can’t take on every project without suffering from overwhelm. Learning to set healthy boundaries is key for any entrepreneur or small business owner who wants to stay productive and avoid burnout.


Knowing when to say “no” and prioritising tasks will help you focus on the most important projects and achieve better results. Here are a few things you can do to set appropriate boundaries and avoid burning out:


Establish Boundaries With Your Clients


Create clear expectations with your clients, so there's no question about what you can offer them and when. Building a relationship of mutual respect is essential, so be transparent when it comes to your availability, pricing, working norms, deadlines, etc.


Take Regular Breaks Throughout the Day


Working too long can lead to feeling overwhelmed and even undermine productivity. To avoid this problem, establish a schedule that includes regular breaks throughout the day where you step away from your desk—or better yet, leave your workspace altogether—and focus on something other than work. Pause for lunch or coffee with friends/colleagues; go for a walk; read or do something creative like drawing or writing.


Make Time for Yourself


Set aside time for yourself each day—even if it’s just 10 minutes—where you do something relaxing that feeds your soul. Spending time alone will not only make you feel calmer but also give you more clarity in the decision-making process.


By establishing healthy boundaries with clients, taking regular breaks and scheduling some time for self-care each day, you’ll increase your productivity levels while preventing burnout.



12. Delegate or Outsource Tasks When Possible


At some point, you may find yourself unable to handle all the tasks that come your way and start to feel overwhelmed. That’s when it’s time to start delegating or outsourcing tasks to someone else.


It might seem counterintuitive that hiring someone else would save you time and help you focus on what needs to be done, but it makes sense if you think about it. By handing off tasks like bookkeeping and marketing, both of which require specialised skills, you can free up more time for the things that only you can do.


Who?


You don’t have to hire a full-time employee; there are many freelance professional VA's who specialise in certain tasks. You can take advantage of their services on an as-needed basis, which is both cost-effective and convenient for most small businesses.


When?


Start by tidying up your processes and introduce tools to automate repetitive tasks, then look to outsource tasks that will benefit from the experience of skilled professionals. Once you get comfortable with delegating or outsourcing, you can hand over larger projects like website design or development, social media marketing, content creation, app/software development, etc.


How?


The best way to start outsourcing tasks is to ask your local network, or online business groups, for recommendations. Personal recommendations will make you feel much more comfortable and confident when you first decide to delegate work. Just be sure to do your research and read reviews where available.



13. Network and Build Relationships with Other Small Business Owners


Making connections with other founders and business owners is an effective way to stay motivated. Plus, you can use these connections to help one another out by exchanging advice and expertise.


Overcome Founder Loneliness


Loneliness is a major challenge faced by many entrepreneurs, so having a trusted network of fellow business owners can be extremely helpful in this sense. You can join relevant industry networks, go to networking events and participate in events that allow you to connect with like-minded individuals.


Swap Ideas and Recommendations


You never know when an idea from a fellow small business owner may inspire you or provide a great solution for your own challenges. This kind of information swap can be incredibly useful.l Additionally, if you’re in a good relationship with other business owners, they may refer their clients to your services or products when the need arises.


Get Valuable Insights and Advice


As an lone business owner, getting feedback from your peers can be invaluable. It’s great to have people who are familiar with the issues and challenges of real-world businesses and they can offer practical advice based on their experience.


The best part is that building relationships with other small business owners doesn’t have to be time consuming—all it takes is knowing where to find them (such as through social media, local meetups or relevant professional groups) and making an effort reach out.



14. Balance Work and Personal Life


Making sure you keep a healthy balance between your work life and personal life is super important for achieving peak productivity. When you're constantly going at 100mph, it's easy to forget that you need to take a break now and again.


So here are some tips to help you find the right balance between the two:


Set Boundaries


Learning how to set boundaries in different areas of your life is key. Whether it's an hour in the morning before you check emails, or one day per week where you take complete time off, make sure these boundaries are firmly in place. This will help protect your mental health as well as allowing you time to do what matters most.


Create a Schedule


The saying "fail to plan, plan to fail" applies here too so carve out some time each week for planning. Priorities change all the time so make sure that each day or week is scheduled according to what’s important at that moment in time. Where it’s possible, set fixed working hours and make sure that everyone else knows about them too.


Track Your Time


A great way of ensuring you don't overwork yourself is tracking how long certain tasks take – this will help build an accurate picture of how much work needs doing and when. Use this information to adjust your schedule accordingly and reduce the risk of burnout. Clockify is a great time tracking app.


Prioritise Self-Care


Above all else, look after yourself. Find something that works for you whether it's yoga, catching up with friends, reading a book, or something completely different, and make sure it becomes a regular part of your routine.



15. Establish Healthy Habits to Stay Focused


It's no secret that healthy habits help you stay focused and productive. Establishing a routine and sticking to it is a great way to be consistent in your work, and can help you avoid the temptation of procrastination.


Here are some tips on promoting healthy habits in your workflow:


Make sleep a priority


Getting enough sleep is essential to staying focused, so make sure to build it into your daily routine. Try to stick to a consistent sleep schedule; aim for 8 hours each night and even take a nap during the day if you need.


Eat well


Healthy eating is key to having the energy you need to stay productive throughout the day. Start your day off with a balanced breakfast, snack on nourishing foods during the day, and try not to overindulge in sugary snacks.


Stay hydrated


Staying hydrated helps keep your mind sharp and alert, so aim for at least 8 glasses of water per day. Keep a water bottle at your desk for easy access throughout the day and use an app with reminders.


Exercise regularly


Exercise helps get oxygen flowing through your body and releases endorphins that keep your energy levels up. Even just taking regular breaks throughout the day can help keep you motivated. Go for a walk or stretch whenever you’re feeling sluggish.




16. Manage Stress Through Meditation, Counselling or Coaching


When it comes to taking control of your day, it's important to manage stress levels. Feeling overwhelmed can lead to burnout and hamper productivity, so taking time out from your busy schedule for some self-care is essential.


Meditation is a great way to unwind, recenter and reflect. It can help clear away any mental clutter, enabling you to see the whole picture more clearly and make decisions with greater clarity.


Counselling or coaching can also be effective in helping you prioritise tasks, identify obstacles and identify areas of improvement within your workflow. It's a professional service where you can voice concerns or gain insight into better ways to manage time and tasks.


Finally, don't forget the power of good old-fashioned exercise. Physical activity stimulates endorphins which can help boost your mood and give you the energy to take on whatever task lies ahead. A brisk walk around the block or some light yoga could be just what you need for a recharge.



17. Celebrate your Successes


Congratulations, you’re well on your way to taking control and stopping overwhelm and burnout. As you take small steps towards boosting your productivity, it’s important to also celebrate your successes.


Celebrating your successes will provide an extra boost of motivation and remind you of why it’s worth it to focus on productivity.


Here are a few tips for celebrating your successes:


Start tracking


Track your progress each day, week or month. It’s a great way to stay accountable, but also notice the improvements that can result from focusing on greater productivity.


Be objective


Assess how far you have come by looking at what has been achieved and creating mental or physical reminders of those accomplishments. This will help with motivation if there are periods of difficulty in future tasks.


Reward yourself


Allow yourself to enjoy the fruits of labour with small rewards if desired, such as scheduling a break or indulging in your favourite activities. This can help create a healthier balance and give you something to look forward to after completing tasks related to productivity goals.


Spend time with loved ones


Connecting with family and friends can also be rewarding since it brings perspective and remind us why it is so important to focus on our goals and continuously strive for greater productivity in our lives.




Successfully Avoid Overwhelm and Burnout Before it Happens


Running a small business is hard work, but it's also incredibly rewarding. Increasing your productivity, and reducing your stress levels can significantly reduce the overwhelm and reduce the risk of burnout.


Using the 17 tips outlines in this blog, small business owners should be able to better structure their workload and reap the benefits of their hard work, without working themselves to the bone.


Take the time to prioritise your tasks and set realistic goals to keep yourself motivated. Take regular breaks and automate or delegate when possible.


Taking control of your productivity starts with you, but it doesn't have to be a solo effort. Connecting with other small business owners and entrepreneurs, or working with a virtual assistant, can also help you stay on track.



 

Chaos to Clarity


Chaos to Clarity improves your workflows through automation, integration and the creation of effective business processes, giving you time to spend on what really matters to you. When you're running a business, it's easy to get overwhelmed and burnt out. But with a few simple changes, I can help build a business that works for you, not against you.

Streamline: Think about the daily work you have to do - is there a smarter, more efficient way to do it? Set up systems and processes that will help save time and make things easier. Automate: Think about what tasks are taking up a lot of your time, and find ways to automate them. Are there certain mundane tasks that you do on a regular basis that you could set up to run automatically? Automating these tasks means you can save time, and focus on the important things. Integrate: Look for ways to make all the pieces of your business work together. Integrate your systems, so you can share data between them, making your workflows more efficient. Delegate: Don't be afraid to outsource tasks to other people if you're swamped. You don't have to do everything yourself. Figure out which tasks you can delegate and free up your time to focus on the bigger picture. Need help working out where to start? I can help.

Book a free 15 minute call today and l can help you to understand what changes would be best for you and your business.




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