Do you ever feel like your to-do list is running your life instead of the other way around? It’s a fairly common lament from the people I speak to on a weekly basis who are looking for help. Some know that they are trying to do too much, some recognise that they are disorganised, and some even understand that they are probably part of the problem, whether it be through micromanagement or a lack of an ability to say ‘no’.

Whatever the back story, everyone says that they ‘need more time’.

But last time I checked, all human beings have just 24 hours a day. No-one gets any more, no-one gets any less. So why are some people able to seemingly achieve more, while many struggle with overwhelm? That’s a question I’ll be seeking to answer over the next few weeks to help you get your year into gear and break some of the negative habits and beliefs you might have about getting things done.

Today I want to talk about ‘overwhelm.’

Overwhelm is that feeling of being completely consumed by the things you need to do. It paralyses you, leaving you unsure where to start or how to move forward. It’s more than just being busy—it’s a state of mental and emotional overload where tasks pile up faster than you can manage them. Overwhelm often feels like your brain is running at full capacity yet unable to focus, leaving you paralysed by indecision. Physically, it might show up as tension in your shoulders, a racing heart, or a constant knot in your stomach. Emotionally, it can feel like frustration, guilt, or even panic, as you juggle a growing to-do list and fear you’re dropping the ball on something important. It’s exhausting, draining, and can leave you doubting your ability to cope.

Overwhelm can creep in when your systems, boundaries, or mindset need adjusting. But the good news? You can take back control with small, actionable steps.

What Causes Overwhelm?

Overwhelm often stems from three main culprits:

• Decision Fatigue: The more choices you face daily, the harder it is to make good decisions, leaving you mentally drained.

• Lack of Boundaries: Without clear boundaries, it’s easy for other people’s priorities to invade your time.

• Unrealistic Expectations: Trying to do everything at once often results in doing nothing well.

These challenges lead to a reactive state where it feels impossible to focus or make progress. But by identifying the causes, you can stop the cycle before it starts.

Step 1: Do a Brain Dump

Overwhelm thrives in a cluttered mind. Start by listing everything on your mind, from major projects to minor errands. The renowned time management guru David Allen starts with this step in his fantastic book ‘Getting things Done’. This simple exercise helps you declutter your thoughts and see the bigger picture. Once you’ve captured everything, categorise your list into priorities and non-essentials. My friend Chris Barrow likes to label things as A, B and C on the first pass, and then prioritise as A1, A2, A3 and so on to really work out what’s important.

Overwhelm has a way of creeping up on me, and if I’m honest, it happens almost every year. Gradually, I lose track of what’s truly important, and before I know it, I’ve overcomplicated my life to the point where it feels like everything is crashing down at once. The tipping point often comes when the unexpected happens—an emergency at work, a shift in family responsibilities, or even just too many plates spinning at once. Suddenly, my carefully laid plans feel impossible to stick to, and the weight of it all becomes overwhelming.

When this happens, I’ve learned that the key is to stop, reassess, and simplify. The first step is to make a simple list. I write down everything swirling in my head, getting it all out onto paper. It’s amazing how much clarity this brings. Then, I adjust my expectations. If circumstances have changed unexpectedly, I know I can’t hold myself to the same ideal list of tasks. Instead, I focus on what absolutely needs to get done—the non-negotiables.

This often means taking the “A” priorities from my list and combining them into a single, manageable to-do list. From there, I work through those priorities systematically. The act of organising and prioritising not only helps me regain control but also calms the stress that comes from trying to keep it all in my head. Overwhelm doesn’t disappear instantly, but this process helps me feel capable and grounded again.

By recognising when it’s time to shift expectations and focusing on what truly matters, I’ve been able to get through even the most chaotic times with a sense of purpose and calm. It’s not about doing everything—it’s about doing the right things.

‘It doesn't matter how much work you do, but how much the work that you do, matters’

Craig Groeschel

Step 2: Set Clear Boundaries

Interruptions can be a major barrier to productivity in a practice, especially when clinicians and managers are pulled in multiple directions during the day. For clinicians, interruptions might mean a constant stream of questions while trying to care for patients. For managers, it’s balancing admin tasks with supporting the team. Without boundaries, it’s easy to feel like you’re always available—and as a result, never fully present.

The key to overcoming this challenge isn’t just about individual focus but creating a solution-oriented team that can handle issues independently. Here’s how to foster focus and teamwork in a clinical setting:

Create Protected Time for Key Tasks

For clinicians, this might mean delegating patient-related admin to specific periods during the day, rather than squeezing it in between appointments. For managers, block out time to handle paperwork or strategic planning without interruptions.

Use Visual Signals to Reduce Interruptions

In a clinical setting, a closed door may not be practical, but simple tools like colour-coded signs or even an agreed signal (e.g., a flipped file on a desk) can let the team know whether interruptions are appropriate.

Hold Regular Team Huddles

Designate specific times during the day—perhaps first thing in the morning or during a midday lull—for the team to discuss non-urgent issues. This keeps concerns from cropping up throughout the day and allows everyone to refocus quickly.

Empower Your Team to Solve Problems

Equip team members with clear protocols for routine decisions and encourage them to handle issues within their scope. By building trust and autonomy, your team can resolve smaller challenges themselves, freeing you to focus on bigger priorities.

Setting boundaries in a dental practice isn’t about shutting people out—it’s about creating a culture where everyone respects each other’s time and space. When your team knows when and how to communicate effectively, interruptions decrease, energy is preserved, and the practice runs more smoothly. It’s not just about reclaiming focus for yourself; it’s about enabling the entire team to work smarter, together.

Step 3: Simplify Your Focus

Trying to tackle everything at once can leave you feeling stuck and overwhelmed. The key is to focus on what truly matters. For clinicians, this might mean prioritising the most complex treatments or urgent patient cases for the day. For practice managers, it could be handling key operational tasks like staffing issues or financial planning.

Each day, identify your top three priorities—tasks that align with the practice’s larger goals and have the greatest impact. For example, a clinician might prioritise reviewing patient care plans, while a manager could focus on addressing a team concern that’s affecting morale.

By focusing on fewer tasks, you can give each one your full attention, ensuring it’s done to the highest standard. This approach benefits your team and patients, as well as improving your working life, creating a smoother, more efficient practice where everyone knows what’s most important for the day.

Overcoming Overwhelm, One Step at a Time

Overwhelm doesn’t disappear on its own. It requires intention and action. Start with these steps: clear your mind with a brain dump, set boundaries to protect your time, and narrow your focus to what truly matters. These small shifts can help you regain clarity and control in both your personal and professional life.

If managing time and energy feels like a constant battle, you’re not alone—and there’s a better way. Join me on 31st January for a 30-minute Masterclass on Time and Energy Management, where we’ll take a look at overcoming overwhelm, creating focus, and making room for what truly matters.

This practical session is designed to help you reclaim control of your time and energy, so you can lead your practice and your team with confidence. Don’t miss this opportunity to kick-start the year with strategies that work. Register now to secure your spot!