Be You Emotion Coach

Work is often very demanding, with many tasks and not enough time to complete them. The pressure, numerous responsibilities, and the need to keep many things in mind can lead to stress, anxiety, and exhaustion. One of the best tools I know to avoid stress and anxiety caused by an infinite to-do list is planning and using a calendar.

I used to struggle to manage all the tasks within the limited time I had. The infinite to-do list, coupled with the ongoing addition of tasks, caused me significant stress and anxiety. At times, these feelings were overwhelming, unpleasant, leading me to procrastinate or feel overwhelmed. That’s when I decided to implement planning and a calendar to regain control of both my time and my mind.

Work, although dynamic, often follows patterns and includes regular tasks. The initial step involves identifying different tasks and estimating the time required for each. I began using an online calendar to register every event and allocate the appropriate time for each.

I started by recording all meetings and their time slots. Additionally, for smaller tasks requiring 5 or 10 minutes, I maintained a list and scheduled a specific time once a week to complete them collectively.

I found several advantages to this approach:

• Consolidating smaller tasks optimizes my time, eliminating daily disruptions in my normal routine.
• I don’t need to invest effort in remembering tasks since they are all noted in my list.
• Having a designated time for these tasks ensures they get done, preventing me from feeling overwhelmed by the sheer volume on my to-do list.

I also realized the importance of allocating “random time” to finalize unfinished tasks. This dedicated time prevents the temptation to complete ongoing tasks during subsequent events, which could disrupt the entire schedule. While this can be challenging, the sense of being on time and knowing there is allocated time to finish incomplete tasks helps me avoid struggling and maintain control of my time.

Now, I have structured all my client calls and work projects within a carefully planned schedule. For instance, I allocate time after each call to work on the corresponding client project. This approach allows me to lay the foundations of the project with fresh information immediately after the call, potentially enhancing the quality of my work. If I can’t complete the project during the scheduled time, I know there’s a dedicated block later on to finish any outstanding tasks.

This planning strategy ensures my work is consistently completed on time. Realistically, it also helps me assess whether I can take on new clients or accept new missions, allowing me to provide accurate estimated response times to each client.

In summary, this technique has helped me rely on planning, feel more confident, manage my time accurately, and, consequently, be more relaxed. It serves as a preventive measure against pressure, guarantees the quality of my work, and contributes to overall client satisfaction.

I hope that this example can help or inspire you to seek and use tools that would help you feel better, even at work.