I’m on the verge of losing it.
Over the last few weeks in my role as a freelance writer, I’ve composed an in-depth article on retired NASCAR racer Dale Earnhardt Jr., conducted extensive research on wearable tech for my upcoming piece, cycled 250 miles across Missouri for an additional project, revamped my social media tactics, employed someone to oversee it, and laid the foundation to embark on a whole new dimension of my career.
My list of tasks is so extensive that I’m struggling to keep everything organized, concentrate, and determine what to tackle first, as well as for how long. This situation is the direct result of my efforts to build a career as a solopreneur, and I suspect I’m not the only one facing it.
I can picture many other individuals working independently encountering this very dilemma. It’s definitely a positive predicament, or at the very least, preferable to having an empty agenda. The most important lesson from this has to be mastering the art of saying no. It’s a preventative measure against the issues cropping up in the first place, and I’ll keep this in mind the next time things start spiraling out of control.
For the moment, I need to dive into this workload, make sense of what lies ahead, and devise a strategy to complete it all. I sought guidance from experts on maintaining focus, establishing priorities, and finding structure within the chaos.
Be purposeful.
“It’s fascinating how much time we devote to work and how little time we allocate to deciding what to work on initially,” observes Chris Bailey, author of multiple productivity books and co-host of the podcast Becoming Better. “At its core, productivity boils down to intentionality. It’s not merely about being busier or faster; it’s about purposefully engaging in the right tasks.”
Bailey fosters intentionality using the ‘rule of three’. Each week and day, he identifies the three most crucial tasks to prioritize. “Visualize the end of the day. Ask yourself, At the end of today, which three primary objectives will I aim to achieve?”
Often, the hardest part of deciding what to pursue is figuring out what to set aside. The other 10, 12, or 15 tasks on my to-do list may have to be postponed. “This approach sharply focuses your efforts and allows you to hone in on just a few tasks,” explains Bailey.
Concentrating on a limited selection of tasks while putting the rest aside provides him with tranquility. “The road to productivity is a direct route through serenity,” he comments.
I’ve long recognized that distractions are a significant challenge for me. The rule of three might help mitigate that. One advantage of clarifying which three tasks are paramount is that when an unexpected issue arises during the day, you’ll be better equipped to determine its actual significance.
“Sometimes, determining the scale of a problem while you’re embroiled in it can be tricky; it could either be a minor inconvenience or a major crisis,” he states. “But if you take a step back, you can decide whether it’s something that needs immediate attention or a simple fix.”
From a visual perspective, a to-do list with three tasks appears manageable. In comparison, a list with 20 seems daunting. I prefer the satisfaction of completing three tasks rather than making little headway on a dozen. As Bailey aptly puts it: “You can be incredibly busy yet not really achieve anything.”
Achieve clarity.
I consulted with Peter Bregman, an author, speaker, and CEO of the executive coaching firm Bregman Partners, and shared my difficulties. Through a series of probing questions, it became clear that one reason for my indecision stemmed from my lack of understanding of how to complete necessary tasks. It felt akin to having all the ingredients for a recipe without knowing the correct order or amounts for each component.
The pivotal concept was structure. Once Bregman articulated it, I realized that was my missing link. As a writer for 30 years, I’m so used to structuring my work instinctively that it often slips my mind. However, embarking on my new initiative demanded a degree of structural focus I hadn’t recognized I required.
To create a solid framework, Bregman recommended that I outline the project I wished to initiate as if it were a recipe. On a blank sheet of paper, I should note the project’s title at the top. Below that, I would list the various categories necessary for developing the project—such as product, customer, sales, marketing, etc. Under each category, I’d specify the tasks needed to execute them. “Now you have a structured approach to your undertaking, not just a disorganized array of activities,” he remarked.
Distinguish between chaos and crisis.
At times, I become so engrossed in my internal dialogue that I lose sight of finding a way out. My trepidation about the daunting journey ahead replaces the enthusiasm I should feel for the perspective awaiting me at the summit.
I discussed this with MK Kim, an author and motivational speaker based in Korea. The pandemic forced her to abandon profitable speaking engagements. A career she painstakingly built over three decades vanished when live events ceased. “I felt hopeless,” says Kim, who calls herself the Korean Oprah in the U.S. “I was consumed with fear over not being able to earn a living, terrified of losing my platform to inspire others.”
She constantly reminded herself, I can’t give lectures. That phrase didn’t resonate well; it felt like she was the negative example in one of the very speeches she could no longer deliver. “My role is to uplift others. So, if I’m experiencing difficulties, I need to motivate myself first,” she stated. “Only then can I inspire others.”
She transformed I can’t give lectures into I will not give lectures because it’s unsafe. This shift empowered her. She reclaimed her agency. Next, she resolved, I will not deliver lectures in person, but I will find alternative methods to engage audiences.
In her journey through difficult times, she advises recognizing the distinction between chaos and crisis. If chaos is only viewed negatively—I can’t give lectures—it will seem like a full-blown crisis. However, if you focus on the opportunities amid the chaos or seek solutions, it morphs into a chance for growth.
In her latest book, Reboot, she recounts her experience of establishing order within chaos by connecting previously unlinked information. The first connection was the global no-contact rules. The second was the growing significance of online video content. The third was the advancements in AI that bridged language gaps.
While she could no longer hold in-person lectures, the surge in video and language technology allowed her to reach a global audience effortlessly. She founded MK University to cater to non-traditional students, expanding from 5,000 to 60,000 enrollees. Her YouTube channel now boasts 1.6 million subscribers. “You can create your own structure within the chaos,” she asserts.
* * *
Following these discussions, the chaotic situation that prompted them persisted for weeks. I successfully launched the side venture, which proved far more intimidating than the preparations I undertook for it.
I returned home from one assignment feeling nearly overwhelmed. I had to implement all three lessons—and so accurately it was almost eerie—especially in recognizing the difference between chaos and crisis.
For now, at least, a mountain of work stretches before me. I must remain deliberate, achieve clarity, and discern between chaos and crisis. Yet, I have a much clearer understanding of the challenges I face and how best to overcome them.
