{"id":673,"date":"2008-04-02T10:00:01","date_gmt":"2008-04-02T17:00:01","guid":{"rendered":"https:\/\/www.scotthyoung.com\/blog\/2008\/04\/02\/20-tips-to-survive-when-you%e2%80%99ve-overloaded-your-schedule\/"},"modified":"2018-04-03T08:27:57","modified_gmt":"2018-04-03T15:27:57","slug":"20-tips-to-survive-when-youve-overloaded-your-schedule","status":"publish","type":"post","link":"https:\/\/www.scotthyoung.com\/blog\/2008\/04\/02\/20-tips-to-survive-when-youve-overloaded-your-schedule\/","title":{"rendered":"20 Tips to Survive When You\u2019ve Overloaded Your Schedule"},"content":{"rendered":"

\"Vice.png\"<\/p>\n

It isn\u2019t hard to accidentally overload your schedule. It starts by making a few commitments, months in advance. Those commitments get pushed back and rescheduled until you need to face all of them at the same time. Working through an overloaded schedule without burning yourself out isn\u2019t easy.<\/p>\n

I\u2019m currently going through my own mini-overload with my schedule. Although I\u2019m normally careful about balancing my schedule, I mismanaged when my major commitments would be taking place. As a result I\u2019ve been dealing with exams, starting up on a volunteer position I was just recruited for, finishing an e-book, completing my taxes, running elections for my Toastmasters club and catching up on all the work I missed last week when I was sick.<\/p>\n

This hasn\u2019t been the first time I\u2019ve unintentionally overloaded my schedule, and I wanted to share some tips I\u2019ve learned in the past and the ideas I\u2019m trying to apply right now.<\/p>\n

Tips for Avoiding an Overload<\/h2>\n

An ounce of prevention is worth a pound of cure. Getting out of an overloaded schedule is never fun. But you can save yourself hassle by insuring you don\u2019t get in one. Although some work-related crunches are unavoidable, here are some tips for avoiding one in the first place:<\/p>\n

    \n
  1. Worship Your Calenda<\/strong>r. I love Google Calendar. Place all of your projects and to-do items on the list and you can quickly see when events start piling up. The calendar can be somewhat deceptive (a 15-minute meeting looks the same as a 20 hour project), but it does give you a heads-up.<\/li>\n
  2. Say No and Don\u2019t Back Down<\/strong>. I enjoy taking on a lot of projects, but I make sure that they are my projects, not just those forced on me from the outside. Learn to say no to events that don\u2019t add value.<\/li>\n
  3. Give Yourself Flexibility<\/strong>. I avoid making promises I might not be able to keep. Let people know where the activity sits on your priority list before you sign up. This way you have more flexibility to back out if you can\u2019t follow-up later.<\/li>\n
  4. Go Soft With Your Deadlines<\/strong>. Hard deadlines (those given by other people) often clump together. Take the initiative to train yourself to follow your own soft deadlines (those you give yourself). I use a weekly and daily goals system to commit myself to getting as much work done ahead of time as possible.<\/li>\n
  5. Use Your Network<\/strong>. You won\u2019t be able to delegate everything in a crunch. But if you\u2019ve helped other people during their crunches, they will be more willing to help you when you have an overload. Help out and call in favors when other people can lighten your workload.<\/li>\n<\/ol>\n

    Tips for Boosting Your Productivity<\/h2>\n

    If you didn\u2019t manage to avoid the overload, you now have two options:<\/p>\n

      \n
    • Become more productive.<\/li>\n
    • Dump some of your commitments.<\/li>\n<\/ul>\n

      Depending on your situation you might have to do a bit of both. I try to avoid the second option as much as possible. I don\u2019t want to tarnish my reputation by going back on promises to other people. More importantly, I don\u2019t want to tarnish my resolve by going back on promises I made to myself.<\/p>\n

      If you\u2019re committed to the first options, here are some tips to temporarily boost your productivity while avoiding complete burnout:<\/p>\n

        \n
      1. Set Your Alarm Clock an Hour Earlier<\/strong>. I already wake up at 5:30 on most mornings. But if your natural rising time is 7-8, turn back your clock an hour earlier. The more momentum you can build into your morning, the more likely you\u2019ll get everything done.<\/li>\n
      2. Eliminate Television, Games and Internet<\/strong>. Cut off the big three time users in your life. Television, internet, email and games can chew up a lot of time. Eliminating them keeps you from procrastinating when you\u2019re behind.<\/li>\n
      3. Be Excessively Top-Heavy<\/strong>. When setting your to-do list for the day, place the biggest activities in the morning. If your entire week is overloaded, place the majority of work on Monday, Tuesday and Wednesday. A bottom-heavy schedule won\u2019t get done if you\u2019re overloaded.<\/li>\n
      4. Don\u2019t Cut Exercise<\/strong>. Energy, not time, will be the critical factor in a schedule overload. Cutting exercise for a day might not have an impact. But if your overload lasts a week or two, avoiding the gym will drain your energy. If you\u2019re tight on time, try 30 minute runs in the morning.<\/li>\n
      5. No Junk Food Allowed<\/strong>. What you eat has a big impact on your energy levels. Don\u2019t eat foods high in fat or simple sugars. Go for whole grains, vegetables and plenty of water to keep yourself hydrated and allow you to maintain a stable blood glucose level throughout the day.<\/li>\n
      6. Turn Off Phones, Email and Blackberries<\/strong>. Only check your inbox at specific times each day. In an overload, connectivity becomes less important than productivity, so turn off anything that distracts you from work.<\/li>\n
      7. Be a Hermit<\/strong>. I like to spend time with friends and have fun. But when you\u2019re facing 2-3x the workload, you don\u2019t have the time. Isolate yourself and keep your contacts work-related. The quicker you get out of your overloaded schedule, the faster you can get back to seeing other human beings.<\/li>\n
      8. Keep Your To-Do List With You at All Times<\/strong>. Your to-do list should never be far from your mind. Unless you are working on a task, you should be checking your to-do list to see what should come next.<\/li>\n<\/ol>\n

        Tips for Lightening Your Schedule<\/h2>\n

        Boosting your productivity might not be possible. I have a great deal of flexibility with my projects and commitments. If you\u2019re married with kids and work 60-hour workweeks normally, then a schedule overload might kill you. Here are some tips for lightening your schedule while reducing the damage:<\/p>\n

          \n
        1. Create a Consequences Table<\/strong>. Instead of looking at the payoff if you do finish a task, look at what will happen if you don\u2019t. I\u2019m not a fan of this strategy in down times, because it can overvalue urgent, but unimportant tasks. But in an overload, knowing what will hurt you the least to drop can be a lifesaver.<\/li>\n
        2. Lower Your Quality Threshold<\/strong>. Lower the standards for what you consider \u201cgood enough\u201d. Mediocre work won\u2019t win you awards, but it can save you a lot of time without the costs of breaking a commitment.<\/li>\n
        3. Explain Your Situation<\/strong>. If you need to break a promise with someone, explain what has happened and why you won\u2019t be able to help. An explanation won\u2019t undo the damage, but it gives you room for repaying the debt later.<\/li>\n
        4. Triage<\/strong>. Triage is a principle from war-time medics. The idea is that you don\u2019t treat the patients that will live without treatment. You also don\u2019t treat the patients that will die with the treatment. Focus your efforts on the injuries where medical attention can save a life. Apply the same concept to your projects by focusing your energy where it has the biggest impact.<\/li>\n
        5. Defer, When Possible<\/strong>. If a task can be put off, put it off. Selective procrastination can keep you focused in an overload.<\/li>\n
        6. Eliminate Noisy Tasks<\/strong>. Noisy tasks are activities that draw your attention, but don\u2019t have major consequences for avoiding them. Shutting down email, not picking up your phone and ignoring some requests can save you time with few short-term side effects.<\/li>\n
        7. Decide What Your Priority Is<\/strong>. What is your global priority in life at this moment? Is it work? Family? Health? Finances? Use that as a guide for deciding what to drop.<\/li>\n<\/ol>\n

          Avoiding a crunch is the best solution. It\u2019s far better to work with a calm focus at a sustainable pace than scramble to finish everything last-minute. But, when that fails, you might as well have a strategy to all the scrambling you\u2019ll be doing.<\/p>\n

          Now I\u2019m off to go finish more work…<\/p>\n","protected":false},"excerpt":{"rendered":"

          It isn\u2019t hard to accidentally overload your schedule. It starts by making a few commitments, months in advance. Those commitments get pushed back and rescheduled until you need to face all of them at the same time. Working through an overloaded schedule without burning yourself out isn\u2019t easy. I\u2019m currently going through my own mini-overload […]<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":"","_links_to":"","_links_to_target":""},"categories":[18,680],"tags":[36,38],"class_list":{"0":"post-673","1":"post","2":"type-post","3":"status-publish","4":"format-standard","6":"category-energy-management","7":"category-nc-productivity","8":"tag-energy","9":"tag-productivity","10":"entry"},"acf":[],"yoast_head":"\n20 Tips to Survive When You\u2019ve Overloaded Your Schedule - Scott H Young<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.scotthyoung.com\/blog\/2008\/04\/02\/20-tips-to-survive-when-youve-overloaded-your-schedule\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"20 Tips to Survive When You\u2019ve Overloaded Your Schedule - Scott H Young\" \/>\n<meta property=\"og:description\" content=\"It isn\u2019t hard to accidentally overload your schedule. 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