Why You Feel Overwhelmed and Overworked (and What To Do About It)

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Technology promised to make our lives easier by taking the word “hard” out of hard work, and in many ways, it has done that but by making our lives easier it has also raised the expectation on the amount of work we can accomplish each day. Twenty-years ago if you read and replied to ten or so letters in a day, that would have been considered a productive day. Today, you are expected to read and reply to ten emails in thirty minutes or so.

The wonderful technology that surrounds us today is fantastic. We have the answers to questions at our fingertips throughout mobile phones and computers. If I want to know the birthday of Nelson Mandela, all I have to do is ask Siri and within seconds I have the answer. Fifteen years ago, I would have had to have gone to a library to get that information and depending on where the nearest library was that could have taken hours.

With that growth in technology has come raised expectations. We are now expected to do a lot more work in a day than we ever had to do just ten to fifteen years ago and that means we need to change the way we work.

Fifteen years ago I was using a Franklin Planner to organise my day. I had time each morning before I left for work to spend a few minutes planning my day and I remember if I had more than ten tasks on my to-do list I was being very ambitious about what I was going to try and do. Today, for most people, ten tasks on a to-do list for the day would be considered a quiet day.

So the problem most people have today is not that the work has changed — it has, but only in how we do our work — the problem most people face today is the volume of expected daily work has increased dramatically and we have not developed ways of working to handle that explosion.

This is why you need to develop strategies that allow you to focus on your work, to get better at prioritising the work that comes in and to learn how to automate as much of that work as you possibly can.

Take email for example. Almost all email clients whether you are using Outlook, Gmail or Apple Mail allow you to create rules to manage your email. You can create simple rules that take all your newsletters out of your inbox and put them into their own folder so you can read them when you have time later. Or if you are managing a project you can have all your project update emails sent directly to a folder without ever dropping into your inbox. Likewise, you can create templates in Microsoft Word, Google Docs or Apple Pages to take care of a lot of the regular work you need to do.

Of course, to set up these rules and templates takes time, and time is what many people feel they don’t have. But here’s the problem with that thinking. Part of the reason you do not have time is that you are not taking advantage of these features. If you did take an hour or so to set up some mail rules and create a few templates out of the documents you regularly have to create, you would save yourself a lot of time in the future. It’s a sort of no gain without pain situation. The pain of setting up rules and templates now gains you a lot of time in the future.

Technology enables us to do so much more and learning how to take advantage of that technology is easy. YouTube is full of tutorial videos on how to get the most out Microsoft Office and Apple or Google’s productivity apps and so much more. There are tools such as Evernote that allow us to create digital brains that can store information simply and easily which can then be found within seconds later.

With all this wonderful technology it is still your responsibility to find out how to get the most out of it. It is up to you to learn how to use the tools you use so you get the most out of their functions. If you are not prepared to spend a few minutes each week watching a YouTube video on managing email more effectively or reading an article on best practices for working in the digital age then you only have yourself to blame when you cannot cope with the volume of work that continues to come your way.

Your workload is not going to reduce. The expectations on you to complete more and more is not going to go away. If you want to reduce your levels of stress and overwhelm then you need to take responsibility to spend a little time each week learning how to get the most out of all this incredible technology. Just learning the basics will not do much for you. Go deep, learn everything you can about the tools you use. Spend some of your valuable time setting up templates, rules and automation so the technology at your fingertips does a lot of the work for you.

To finish, here are a few resources you may find useful in developing your skills at using the amazing technology we are so lucky to be able to use.

Dotto Tech YouTube Channel

TechTalk America

My Channel on Todoist and Evernote

Getting Things Done

Now go learn.


Thank you for reading my stories! 😊 If you enjoyed this article, hit that like button below👍. It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

This Simple Trick Will Guarantee to Improve Your Productivity.

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Do you want to improve your productivity, get more work done and feel less overwhelmed and stressed? There is a simple and easy way to do it.

There are a lot of ‘systems’ and ‘techniques’ that claim to improve your time management and your productivity and work. Many of them, though, involves a lot of setting up and organising and an inordinate amount of time to maintain which means that while they look great, they don’t actually improve your productivity and your effectiveness.

However, there is one ‘system’ that is guaranteed to improve your effectiveness and your overall productivity and that is to do the work.

The single biggest problem I see when I help people with their productivity is the number of apps and ‘systems’ they are using. Too many of these and you spend all your time shuffling tasks, adding labels and or tags and trying to decide where something goes. Now that’s all fine if you want your lists to look pretty and well organised but it does nothing for your effectiveness or productivity. You are just shuffling. You are not doing.

The simple, easy technique to dramatically improve your productivity is to just do the work. Stop shuffling, stop reorganising, stop app switching. Just get on and do the work.

The COD framework promotes this. COD stands for Collect Organise and Do and what it does is puts the focus on doing. Throughout the day you are collecting all the stuff that comes your way into a trusted place. That could be a to-do list manager, sheet of paper or a notes app. It does not matter where you collect everything, all that matters is you collect everything into a trusted place. Don’t trust your brain to remember — it won’t. The rest of the time you spend doing the work you assigned yourself to do.

At the end of the day, you give yourself ten to twenty minutes to organise the stuff you collected throughout the day in its rightful place. tasks go into their project folders, notes go to your notes and events go onto your calendar. You then give yourself a few minutes to decide what ten things you will do tomorrow and then get yourself a good night’s sleep, safe in the knowledge you know exactly what you will work on tomorrow.

Once a week, you give yourself an hour or so to do a full weekly review to be sure you have not missed anything, to organise all your tasks and to create a plan for yourself the following week.

Take the FREE COD online course here

With all that done, the key is to focus all your efforts on doing the work. Doing the work is the only way I know that will guarantee you do not feel stressed and overwhelmed. It is the only way I know that gets your work done. Shuffling tasks around, making your lists look pretty and moving all your tasks into a new app has never improved my productivity and I have not found anyone else who has found it works either.

Becoming better organised and more productive is not difficult. You do not need elaborate systems or expensive apps. All you need is to focus on doing your work not shuffling your work.

When you restrict yourself to focusing on doing the work, you get better at prioritising and you are clear about what is important to you. Your to-do list manager tells you what needs doing next. Your notes app supports your projects and ideas and your calendar tells you where you need to be and when. There’s no complexity at all.

Complexity creeps in when you start adding more and more levels of stuff to your system. You only need one to-do list manager, one notes app and one calendar. It does not matter how busy or important you think you are, you still only need one. As the saying goes; the less moving parts the less there is to go wrong.

If you look at the most successful people they only use the simplest of productivity tools. David Allen, author of Getting Things Done uses Lotus Notes eProductivity and has been using that for over twenty-five years. Warren Buffett uses a $2.00 pocket diary he carries with him everywhere he goes, Sir Richard Branson and Cheryl Sandberg use simple notebooks. There’s nothing complex about any of these tools and these people have reached the top of their fields.

So, if you want to dramatically improve your productivity and time management, then reduce and simplify. Use fewer tools, keep things as simple as you possibly can and focus on doing the work you need to do instead of reorganising, shuffling and switching.

Thank you for reading my stories! 😊 If you enjoyed this article, hit the like button below👍 It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

6 Books That Will Make You More Productive And Change Your Life

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Books are the lifeblood of knowledge. Books go deeper than a YouTube video or a blog post and help us to understand a topic in its entirety. This week, I want to share six books I have read over the last six months that have really helped me to grow and develop myself and I hope in turn they do the same for you.

So here goes in no particular order.

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Ready For Anything by David Allen.

Few people realise that the father of GTD, David Allen, has written more than the productivity bible, Getting Things Done. Among those books, Ready For Anything is the follow up to GTD where David Allen explains some of the finer points of how GTD can work for you and some of the more deeper levels of GTD.

The book is a collection of essays David wrote for the GTD Connect community. It is easy to follow and over time can serve as a quick reference guide for those time you feel a little lost or ‘fall off the GTD wagon’

This is a brilliant read and shines a light on some of the more deeper concepts of GTD. If you do consider buying this book, I recommend you read Getting Things Done first as this will give you the context to take your GTD practice to a much higher level.

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Checklist Manifesto by Atul Gawande

While most people know pilots use checklists to ensure the safety of their planes, few know that checklists are also extensively used in the construction industry as well as in surgical operating rooms.

Atul Gawande explains that the humble checklist can also help us to ensure we are doing the right things at the right time and that we don’t skip essential steps when it comes to achieving our goals and successfully completing projects on time.

I learnt the value of not skipping steps years ago when I sold cars for a living. There was a concept called “the six-month salesman” where after receiving training in the art of sales, a salesperson would grow over-confident and start skipping steps in the sales process at around the six-month mark. When that happened, their sales would begin to fall and their performance would suffer.

The Checklist Manifesto will give you the inspiration and know-how to create your own checklists for those important areas of your life.

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5 AM Club by Robin Sharma

This was definitely my book of 2018. Robin Sharma writes these books differently, choosing to impart his wisdom through the format of a novel. In this book, we are taken on a journey through the eyes of an embattled entrepreneur and a struggling, yet a talented artist.

The book takes us to Mauritius, Rome, São Paulo and South Africa and along the way we learn the power of waking up early, exercise and giving ourselves an hour of power every day. Through the power of story, Robin Sharma teaches us some of his greatest wisdom.

If you only read one book from this list, this is the one to read.

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Thinking Fast and Slow by Daniel Kahneman

A scientific book that is readable — a rare book indeed in my experience. In this book, Daniel Kahneman shows us how our brains use two types of analysis when presented with a situation. System one and system two.

System one often leads us to form erroneous conclusions and system two adds the all-important context and analysis. Unfortunately, type two is lazy and will often defer to system one — the less intelligent part.

This book gives us a fascinating insight into how our brains work. Understanding why we think and interpret things as we do and goes a long way to helping us to overcome our worst traits when it comes to productivity.

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The Daily Stoic by Ryan Holiday

This is a brilliant book to help you keep things in perspective. There are 366 mini-essays of no more than around 500 words and you read one a day — hence “The Daily” part of the title.

Not only is this book inspiring every day, but it also shows us that we control only two things in life — our thoughts and our feelings. When you get control of those and do not allow anyone or anything takes that control away from you, you begin to really enjoy life and focus on the things that will improve you and the quality of your life.

What I find with this book is that no matter my mood, or how I feel about something, with quotes from Marcus Aurelius and Epictetus, this book really helps to set me up for a day of gratitude and philosophical thought and brings me valuable perspective and context when I need it most.

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The Obstacle Is The Way by Ryan Holiday

A second book from Ryan Holiday and again a book on the Stoics. This is one of those exceptional self-help books that motivates and educates at the same time. The basic tenet of Stoicism is that we cannot control what happens to us, all we can control is how we react to what happens to us.

This book shows us how by taking obstacles and bad events that happen to us and turning them around we can gain insights and knowledge that improve us as people. We can use the three disciplines of Stoicism — perception, action and will — to take these negative events and use them to build stronger and better lives.

When I began reading this book, it was a book I couldn’t wait to pick up again the next day as it inspired and energised me.

With around six months to go this year, these six books are worth a read. That’s just one book a month, reading these books will not only improve your productivity but also your perspective and understanding of life.



Thank you for reading my stories! 😊 If you enjoyed this article, hit those clapping hands below many times👏 It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

Get Control of Your Calendar And Take back Control Of Your Time.

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n our armoury of productivity tools, there is one tool that beats them all when it comes to getting control of time and life. Your calendar.

While there are a lot incredible so-called ‘next generation’ productivity tools — more intelligent to-do lists, better notes applications to collect your ideas — the humble calendar is the one tool that will tell you where you are spending your time, how much time and whether or not you are wasting your valuable time. It’s simple and in one form or another has been around hundreds of years.

Sadly, so many people allow others to schedule stuff on their calendars, they give other people access to their calendars to schedule meetings that may or may not be important to them. It’s incredible when you think about it. Time is a limited resource and if you waste it, unlike money, you are never going to get it back.

Sure, you may think to allow someone to schedule a meeting on your calendar at 9 AM on a Monday morning is not going to cause you any problems, but 9 AM Monday might actually be the best time for you to plan your week so you are focusing on what is important to you. When you allow someone else to schedule a meeting for 9 AM Monday morning, you know you are going to spend the first fifteen minutes or so talking about how your weekend was and what you did. That someone else has seized your time and now controls what you do with that time. There’s also a good chance you are going to be given more work to do that now completely destroys any plan you may have had for the week.

I’ve been thinking a lot about calendar use over the last couple of days and I realise the calendar is quite different from other productivity tools in that it only allows us to schedule events for the twenty-four hours we have each day. It helps to constrain our enthusiasm for doing more stuff than we have the ability to do and it brings a sense of reality to our day. That means if we allow other people to have control over our calendar, we are delegating how we use our valuable time to other people who do not know what work we have on, do not know what is important to us and does not care anyway. Surely your time is worth more than that?

I have two calendars (plus a couple of subscriptions — Korean public holidays and my sport’s team fixtures list) I have a personal calendar and a work calendar. I don’t hide any calendars — I don’t see the point — I want to see everything I have scheduled for the day so I can be alerted to any conflicts that may cause me problems later. It’s simple and I have complete control. The classes I teach are fixed and are on my calendar, my writing time, podcast preparation and recording as well as my video recording sessions. These are fixed, non-negotiable events on my calendar. I know if they were not on my calendar they would not get done. These ‘events’ are important to me because they directly contribute to my purpose in life — to reduce the epidemic levels of workplace stress in the world by helping as many people as I can to become better organised and more productive. That is why these ‘events’ are non-negotiable.

I maintain strict control over my calendar. I do not allow anyone else to schedule anything. I use a booking service, Acuity, for clients so they can schedule call times with me at a convenient time for all of us.

There are a number of things you need to be aware of. You need to get enough sleep, you need some time each day for ‘me time’ so you have some time to develop new ideas and you need time with your family and friends each day. Again, these should be non-negotiable because they are important. When you give control of your calendar to other people they don’t care you want time with your family, or need time for yourself. They only care about their agenda.

All these important areas of life need time. And the only place you will find the time is on your calendar. Your to-do list is not going to tell you how much time you have in a visual format. All your to-do list will do is tell you what tasks you need to do. Only your calendar will give you a true picture of your day and where you are spending your day. If you give control of your calendar to other people you will lose that important control.

If you really want to take control of your time then take control of your calendar. Use it to schedule the things that are important to you and adopt a strict policy of what goes on my calendar gets done Schedule your exercise time, your family and friends time and never give control of your calendar to other people. If you do have a work calendar that allows other people to schedule meetings, then make sure you are blocking time out on your calendar for the times you want to get on with some focused work. If you know you are most creative in the morning, for example, then block an hour or two every morning for your focused work. Why would you want to give up your best times of the day to other people? That’s just madness.

It is very easy to use the excuse that you have to be available for your boss or clients or customers. But if you want time to work on what is important to you then you need to accept that you can no longer use that excuse. You have to take control of your time and the best tool to do that is your calendar. So don’t give up control of it to other people.

Thank you for reading my stories! 😊 If you enjoyed this article, hit the like button below👍 It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.