When life feels overwhelming and your to-do list feels never-ending, it’s easy to give up and give in to procrastination… which ultimately increases your sense of overwhelm. If this hits a little too close to home, the 5 simple steps below will help break down your overwhelming projects and give you a straightforward path to progress!
Our boys enjoy the challenge of solving a Rubik’s Cube… and yes, there really is a step-by-step process. They can’t solve their cubes in 5 seconds, but if they follow the steps, they can eventually solve them.
Simply knowing the steps turns an otherwise overwhelming project into a fun activity they enjoy.
Sometimes the daily and weekly tasks we face can feel as overwhelming as a Rubik’s Cube — Where do we start? What should we do first? What should we do next? Why is it taking so long? Why does it feel so big and heavy?
Examples of Overwhelming Tasks:
- Cleaning the house — especially deep cleaning projects.
- Laundry — especially when you get behind.
- Starting a home renovation.
- Organizing a closet, a basement, a pantry, a kitchen, a garage, or any other space.
- Sorting and organizing your photos.
- Taxes and paperwork
- Gearing up for a garage sale.
- Hosting an upcoming party or event.
- Freezer cooking and/or canning.
- Meal planning.
- Completing a college (or advanced) degree.
- Starting the college search process with a teen.
- Setting up a budget.
- Paying off debt or setting up an emergency fund.
- Potty training a toddler.
- Researching assisted living facilities for an elderly relative.
- Starting a business.
- Moving.
- Navigating a new diagnosis and/or treatment plan.
- Learning new technology or a new skill.
- Solving a Rubik’s Cube ☺️
Of course, there are dozens more I could add to this list… but hopefully it will get you thinking.
If you’re struggling with overwhelming projects (big or small), here are 5 steps that should help you move forward without burning out.
1. Get Clear on What You’re Actually Doing
Overwhelm often starts with vague expectations, like…
- I need to get the yard in order.
- I should make progress on this work project.
- There’s so much laundry.
Pause and define the real task:
- Pull weeds in the front yard.
- Draft the first section of the report.
- Do the laundry.
Clear, specific goals reduce your mental load and make action possible.
2. Do One Small Thing
If a project feels overwhelming, it’s too big.
Break it down until the steps feel manageable… then do ONE small thing:
- Gather weeding tools.
- Write one paragraph.
- Wash the towels.
Small steps get the ball rolling… which is often the most difficult part. Once you have a bit of momentum and are actively working towards your goal, it will be easier to keep going.
3. Do it Now (with time boundaries)
Get started right away, but also acknowledge your time limits. You don’t need to finish everything… you just need to get closer to finishing than you were before.
Decide in advance how long you will work for…
- I’ll pull weeds for 15 minutes.
- I’ll work on my writing until the baby wakes up (or for 20 minutes).
- I’ll do 2 loads of laundry.
Time limits create safety — you can always do more, but you don’t have to.
If you push yourself to exhaustion, you might be more apt to avoid this task in the future (which is the opposite of what we want!)
4. Do it Again… and Again!
Taking the first step is great… but most projects and to-dos require more than a one-time effort.
Put the next steps of your task on tomorrow’s to-do list, and then add another step the next day. Keep working towards the end goal a little at a time.
I speak from experience that you will be amazed how quickly you can make noticeable progress on a big project when you keep pluggin’ away, little by little, day after day.
5. Redefine What “Done” Means
Perfection keeps projects stuck (I know this from experience, too).
Focus on progress instead:
- Fewer weeds, not zero.
- A usable draft, not a final one.
- Less dirty laundry, not empty clothes baskets.
Keep your focus on forward progress that feels doable instead of perfect results that drain you.
With many of the overwhelming tasks listed above, there is no clear “done” point as continual maintenance is required (think cleaning, laundry, yardwork, child training).
There’s always more we could do — which is why these tasks quickly become overwhelming.
With a little effort on small to-dos each day or each week, you’ll continue working towards your goal of a cleaner, simpler, more organized home and life, while still maintaining the progress you’ve already made.
- Know what you need to do.
- Do one small thing.
- Do it now.
- Do it again.
- Keep making progress.
It’s a simple process, but not always easy to stick with (especially when you feel overwhelmed).
What overwhelming project will you tackle first?
Liane says
Over the years, I have stuck to one short list of essential to-dos before tackling any sort of big project. These can save time, embarrassment and that horrid feeling of where did the day go — I’m not dressed, it is noon, there is a neighbor at the door and I have nothing planned for dinner.
So before diving into a closet head first or deciding to totally rearrange the kitchen I always:
Get dressed in clothing both appropriate for the day’s task and opening the door!
Do one load of laundry and put it away!
Finish up all the daily everyday tasks like emptying the dishwasher, planning dinner, making the beds, sweeping and vacuuming the high traffic areas.
Double check my calendar to make sure that after pulling out all the clothes from the closet I remember the vet appointment I made a year ago for annual shots.
Ask myself if Queen Elizabeth were to ask for the restroom or a glass of water, I would not give her directions to the closest Starbucks. Then I can start on the project du jour.
I had babies when I did this, and then teens, and then grand babies, and now I hire my granddaughter to help me. She works really hard on purging projects and has zero attachments to my old junk. A fresh eye is awesome. She got that from her mom, but not from me. And paying her keeps her on track. She’s starting college in the fall so this money goes toward her books so it’s a win win for all. Another bonus – she brought her family’s huge SUV over Christmas break so all the stuff we boxed up could go to the donation center for Goodwill in a single trip (my tiny car can only hold one medium box at a time in the back). So if you have a Christmas break, Easter break, Presidents Day break and an able bodied teen in the family, drop by an ATM, negotiate an hourly rate, and provide a teen friendly lunch.
JJ says
The post where you wrote about plucking up thousands of maple tree babies, a little at a time, has stuck with me. I have 3 kids 3 and under and moved when I was 9 months pregnant.My babies had croup right before my newest baby was born. We are all sick now. On top of many sleepless nights and keeping up with my whirlwind blessings, it has been hard to find a place for everything. I am normally hyper organized, so this has overwhelmed me. But, the plucking of the maple leaves inspired me. Even if I do a little, it’s better than nothing at all. And I’m having so much fun with my kiddos, so even if everything isn’t perfect, I’m embracing the moments. And slowly but surely getting organized. Thank you for your posts!!!
Andrea says
wow — you are dealing with a lot right now (and with a more positive attitude than most!)
Congrats on the big move and the new baby… and sorry to hear about the sicknesses.
Everything will eventually get unpacked… just keep plugging away. Good luck!
Emily says
Great post Andrea! With each child we add I find myself having to revamp and reorganize our home to make it work for us. We have limited storage space so it’s a fun challenge 😉 I enjoy doing small projects over a period of time (in this stage of life it’s all I have time for) and they add up to make a big impact once they’re complete. I also try to keep things clean as I go so I can easily walk away from the project and not worry about a toddler getting into it and making a bigger mess. 🙂 Organizing all our photos is my BIG overwhelming project…ah, someday…
Andrea says
Thanks Emily… I was just tell Dave the exact same thing — about how we need to keep rearranging, purging, and changing systems when each new child come along and after each new holiday or birthday (when we accumulate more).
Just doing a little at a time seems to keep things under control and manageable!
Good luck with the photos 🙂
ann in E. oregon says
Hi Andrea, I followed a little rabbit trail of links from this posts to several of your other posts, which brings up this question….you shared in one of your posts that you wear the same t-shirt in several different colors. Could you share what brand to t-shirt you like? Thank you! 🙂 I really enjoy your blog….the photos, your beautiful home, the recipes, organizational tips, etc., etc. Thank you!
Andrea says
hi Ann — I actually don’t have one specific brand of shirts that I always buy… but they are usually short sleeve, v-neck, from Kohl’s or Target. I currently have 4 of the same Merona brand from Target. They are pretty thick and sturdy.
I also just got 4 new long-sleeve shirts from Kohl’s (only $4.99 each!) that are the APT.9 brand (and also v-neck)
ann in E. oregon says
Thank you, Andrea. That is helpful. I don’t have a Kohl’s or Target within 100 miles, but I can sure check online. 🙂
Bonnie'sMama says
Two things that I find helpful–
A mentor taught me that right-brained people often get paralyzed with starting. All they need is to have someone tell them the first step. When I need to start something, I try to take a minute to think through what the obvious first step is. I use this with my five-year-old son when I tell him to tidy up a room–start by picking up the books or the shoes.
Nony at A Slob Comes Clean says if you’re starting a project, start with the easy thing, the obvious thing. Then Something is better, even if it’s not much and even if there’s lots left, and especially if you get distracted easily.
So now we right-brained people have no excuse–we have a first step, which is to start with the easy, obvious thing. Then we probably can go on from there.
Paulette says
It’s like that adage. “How do you eat an elephant? One bite at a time.” Thanks for the reminder, Andrea. I need to start painting and I’ve been dreading it, though I don’t mind painting at all.
Andrea says
yes yes! Thanks for that reminder!
Also, I don’t mind painting either — but I always need to force myself to get started on every single painting project 🙂
Cindy says
I bought a digital timer at the dollar store, which I use to keep track of the time running on laundry, so I don’t get distracted, and delay re-booting the laundry as soon as it’s done. 🙂 I waste FAR less time now, and I work on other projects in the meantime. I actually make a sort of game of it: I set the timer, and then dive into a task: sort through the pile of mail. shred the stuff that needs it, or file papers, etc. during the time on my timer. Usually, I can be pretty productive in a short amount of time that way. Key hint: keep your timer where you can hear it, whatever you’re doing! 🙂
Linda says
I used to have a fairly long list of household tasks that could be completed in 15 minutes of less. When I either didn’t have the time or energy to devote hours to cleaning and de-cluttering I worked off of that list. Somehow it managed to disappear (probably under a mound of clutter). I was reading your blog, and was reminded that those 15-20 minute jump starts really are the answer to eliminating the feeling of being overwhelmed. Thank you for the reminder! It is sound advice. 🙂
Liane says
Hi Linda!
Yes! I’ve helped countless people get going on that idea of a morning routine where the same set of behaviors are performed in a memorized orderly fashion.
Myself, I have three mental checklists. Mental because written lists get lost. Or used as a coaster and become illegible.
Mine are:
1. Bed Bath and Beyond
(Daily bed making, putting away clothes, jewelry, starting laundry; wiping bath mirrors, sink, counter, toilet; picking up stray apparently ambulatory objects, and cleaning up the dog toys and back yard deposits)
2. Daily Grind
(Tackling the appliance spills and splatters, wiping spots off window over sink, spills and explosion residue in microwave etc)
3. Keeping Up With The Joneses
(Actually a rather tongue in cheek way of describing my daily online visit with Messrs. Wells, Fargo, Chase, Uncle Sam, Bell i.e. banking, credit card charges, social security direct deposit, checking phone and mobile bills etc. all of which became a daily habit after discovering someone had hacked our PayPal account and absconded with over $2000. So a daily visit to all those gentlemen keeps me abreast of any suspicious activity. Doing it daily takes about 10 min. Doing it monthly can result in very unpleasant surprises.)
My husband was in the Air Force. He is a total disorganized mess when it comes to his stuff but he is totally disciplined in his routines. I once read some Flylady stuff where she says you need to make a pre bedtime routine that includes brush your teeth. Hello???? If you need a reminder for something that you should be doing by rote for at least 25 years, you need help. Seriously. My husband has the approach of doing it in the same order at the same time everyday. And it’s not on paper. He taught me that and it works. Memorize it, and like times tables, will serve you well. No more lists for daily tasks. Save them for the more intricate multiple step projects. That said I did make reminder cards posted on the fridge for kiddos. Pictures of beds, shoes etc cut from magazines for the pre-reader, and block printing for the emerging reader.
Pick one thing to do every day at the same time and do it religiously. The use it as an anchor habit to link to another action. That way they are connected in your brain, sort of like when you eat you ale at associate salt with pepper and fork and spoon. Time management is really thought management! You can do it without those lists!
Katherine says
I’m totally overwhelmed by our photographs. I want to do photobooks, but the pictures are in four different places…which overwhelms me from the start.
My last blog post was about the potential of outsourcing the job of getting all the pictures in one place for me. Would be totally worth the money invested to be rid of the “ugh” feeling I have about this project.
Andrea says
Well, I can totally relate to being overwhelmed with pictures — I was super overwhelmed with them for a long time too!
You can read all about how I organize our photos here and here — but one thing I did from the very beginning was to drastically pare down how many pictures I kept. I got rid of a lot of pictures from my childhood (before things were digital) and that helped things FEEL less overwhelming.
I’ve never looked into the cost of outsources the pictures, but if it’s in your budget, I do think it would be nice just to get that huge project off your to-do list once and for all 🙂
Susan says
Thanks for breaking down the overwhelming! My overwhelming tasks are to gain control of photographs, and learn to sell on ebay. Did you write about the photograph project or are there any resources on this?
Andrea says
Yes Susan, I have an entire section of my blog devoted to photos — because lots of people are overwhelmed by them! You can read all those posts here.
LJ says
If there is a “project” on your “to do list” that never gets done and just drives you crazy because it stays on the list week after week another option is to just take it off the list for now. If you resist doing something for some reason and it clearly isn’t urgent – otherwise it would already be done – consider coming back to it a later time. Don’t force it. When the energy is there and the time is right it will go easier. There are other things that I never did do and wonder why I even felt like I needed to do them in the first place. Just my 2 cents, a little bit of a “slacker” mentality coming through here.
Andrea says
LOVE LOVE LOVE this advice — and yes, I totally agree!! Sometimes, it’s just better to “drop the task” for a while (maybe forever) since it obviously isn’t that important right now. I’ve done this many times in the past (I even blogged about it here) and I always feel a huge sense of relief once that task is off my to-do list for good!
Kristen says
I think the “Do One Thing” advice is really good. If I want to do something like clean/organize my closet, I always feel like I need to wait until I have an entire afternoon free, because I think “why start if I can’t finish?” But finding a few minutes here and there is much easier, and as you pointed out it can really add up. Thanks for the encouragement 🙂
Tamara says
Last year I decided to write a book. I started it. Hated writing in word. Researched and purchased a different software. Then I made myself write every day for a minimum of 100 words or 20 minutes. Took me two months to finish the rough draft. Now if I can convince myself to edit it a little each day I might end up as that writer I’ve dreamed of becoming!
Andrea says
“Writing a book” is definitely on my list of “seems too overwhelming to get started”!! I’d love to do it SOMEDAY — but probably not right now 🙂 Sounds like you have a pretty good system down — I’ll have to remember this for whenever I finally get around to writing my book!
Leanne says
Being a “perfectionist” it’s hard to start anything. You want everything to be “perfect” but know the outcome will never be what you see in your mind’s eye and so you become paralyzed and get nothing accomplished.
For years I wanted to make my own Christmas cards. I bought, and bought and collected the necessary supplies to do just that, but it never happened because I didn’t have the perfect crafting space.
This past Christmas I took steps to make cards without worrying about the crafting space I thought I needed. I found a card layout I liked, a stamp I liked, learned how to color with alcohol based markers, use an embossing machine and I made Christmas cards at the dining table! I did it!
And now that I made some pretty awesome but not perfect cards, I have begun the process of creating an awesome but not perfect crafting space.
Sometimes you need to wade into the clutter and just do want you want to be motivated and inspired to clean up, haul off, and create a peaceful and fun area.
Janet says
I set a timer. If I don’t, 20 minutes working on the basement turns into three hours and something else won’t get finished. I also try to do it at the same time everyday.
Jacquie says
I find it helpful to break down the project into steps. That way, if I find myself with extra time when my son naps, I know where to start. If I don’t have steps (or any kind of daily list) I find myself wasting my little bit of free time.
Kim says
That is what has worked for me, too. Great advice!