Feeling overwhelmed at work has become the new normal.
We’re constantly squeezed to do more in less time, juggling endless tasks, projects, and meetings.
It’s not just the workload that can drive us to the brink of burnout—it’s also the mental stress caused by colleagues, unclear expectations, and poor communication.
The result? We feel trapped, anxious, and unsure how to break the cycle.
But there’s hope. If you’re feeling overwhelmed, the first step is to take a breath and recognize that you have more control over the situation than you think.
Setting boundaries, managing time, and communicating effectively can help you regain control over your workload and mental space.
The tactic below can help. I start my day by exercising, writing, or reading a book.
This gives me a sense of accomplishment, as it’s valuable to me. Even if I don’t finish other tasks, I feel I have accomplished something or am still committed to my priorities.
1. Set Clear Expectations Early On
One of the main reasons we feel overwhelmed at work is the lack of clarity in expectations.
Whether it’s your boss, colleagues, or clients, they often make assumptions about your availability and bandwidth.
Setting expectations early is critical in managing your time and others’ perception of your time.
Here’s the hard truth: If you don’t set boundaries, people will push yours. You have to define when you’re available and how you work best.
Do your coworkers expect instant replies to every email? Are you constantly receiving last-minute “urgent” tasks?
Push back by setting clear communication guidelines upfront. Let people know when and how they can reach you. You’re not being difficult; you’re protecting your time and mental health.
For example, you can say something like, “I’ll respond to non-urgent emails within 24 hours,” or “I’ll be unavailable for meetings after 5 PM to focus on my tasks.”
This approach sets clear limits while keeping others informed. Ultimately, it’s up to you to ensure others respect your time.
2. Use Time-Tracking Tools to Understand Where Your Time Goes
You might think you work 60 or 70 hours a week, but chances are you’re overestimating. Research shows that people tend to exaggerate their work hours.
According to a study from Harvard Business Review, those who claim to work over 60 hours a week often overestimate by about 10%, especially when stressed.
This misperception creates a vicious cycle, as believing you’re working more than you are increases anxiety, which in turn makes you feel even more overwhelmed.
The solution? Time-tracking. Tools like Toggl, Clockify, and RescueTime can help you objectively track where your time goes daily. These apps let you categorize your tasks—meetings, deep work, or admin work—and analyze which activities are draining most of your time.
You can identify time-wasters, improve focus, and even learn how to delegate by tracking your time.
How much time is spent on small, unnecessary tasks might surprise you. As the saying goes, "What gets measured gets managed."
3. Practice Positive Self-Talk to Break the Overwhelm Cycle
When you’re feeling overwhelmed, your mind often amplifies the stress. It’s easy to get trapped in negative self-talk like “I’ll never get all this done” or “I’m not good enough for this role.”
These thoughts are not only counterproductive, but they also heighten anxiety and hinder your ability to prioritize effectively.
A person marking off tasks on a checklist or organizing a planner.
Instead, try reframing your internal dialogue.
Positive self-talk is about acknowledging the challenge without magnifying it.
For example, instead of saying, "I have too much to do," tell yourself, "I can focus on the most important task right now." Remind yourself that taking things one step at a time is okay.
Here are a few more self-talk examples:
- “Even though my workload feels overwhelming, I’ll start with the first task and go from there.”
- “I may not finish everything today, but I’ll prioritize and make meaningful progress.”
Remember, it’s not about fooling yourself; it’s about helping your brain to stop panicking and focus on what’s achievable.
4. Use Breathing Techniques to Manage Immediate Stress
One simplest and most effective way to manage stress is to regulate your breathing. When anxiety hits, your breath quickens, and your mind starts racing.
Slow, controlled breathing activates the parasympathetic nervous system, which helps calm your body and focus your thoughts.
Try the 4-7-8 breathing technique:
- Inhale quietly through your nose for 4 seconds.
- Hold your breath for 7 seconds.
- Exhale entirely through your mouth for 8 seconds.
Doing this for just a minute can significantly lower your stress levels. If you prefer guided breathing exercises, apps like Calm and Headspace offer easy-to-follow practices to get you back on track.
5. Set Boundaries for After-Hours Communication
Technology has blurred the lines between work and personal life.
Glancing at your inbox on a Sunday afternoon can turn into hours of unexpected work.
But just because you receive an email at 8 PM doesn’t mean you must respond immediately.
You have the power to set boundaries.
Turn off your notifications after work hours, use Slack’s “Do Not Disturb” feature, or schedule your emails for business hours with tools like Gmail’s Schedule Send.
It’s not about ignoring responsibilities but ensuring work doesn’t consume your entire life. Let your colleagues know you’re unavailable after a particular time, and they’ll adapt.
The world won’t fall apart if you don’t respond to an email within minutes.
Setting these boundaries helps others respect your time and makes you more productive during work hours.
6. Take Meaningful Breaks Using the Pomodoro Technique
When was the last time you took a real break? I’m not talking about scrolling through social media or answering emails while eating lunch. Taking meaningful, intentional breaks is crucial for recharging energy and staying productive.
The Pomodoro Technique is a time management method that encourages focused work and short breaks. Here’s how it works:
- Set a timer for 25 minutes of focused work (a “Pomodoro”).
- After 25 minutes, take a 5-minute break.
- After four Pomodoros, take a more extended break of 15-30 minutes.
This technique helps combat burnout by balancing productivity with rest.
Whether you stretch, take a walk, or practice a quick mindfulness exercise using an app like Insight Timer, these short breaks will refresh your mind and prevent exhaustion.
7. Build Better Systems to Prevent Future Overwhelm
Feeling overwhelmed often stems from a lack of effective systems.
Instead of waiting for the perfect time, start now to create better workflows.
Tools like Trello or Asana help organize projects, set priorities, and track progress.
Create systems that batch similar tasks together to minimize the mental strain of constantly switching between different types of work.
For example, group meetings back-to-back on certain days leave uninterrupted blocks of time for deep work on others.
By creating better systems, you’ll reduce daily stress and become more proactive in managing your workload.
When you stop chasing after small tasks and start working strategically, you’ll feel less busy and more in control.
A sunrise or sunset over a calm landscape represents new beginnings and hope.
Final Thoughts: You Have More Control Than You Think
Workload overwhelm can feel like an inescapable trap, but you can regain control with a few practical steps. Set clear expectations, track your time, and focus on meaningful work.
Protect your mental health by setting boundaries and practising positive self-talk.
Don’t let work dictate your life. Remember, the goal is progress, not perfection.
When you take these actions, you’ll notice a shift—not only in how you work but in how you feel about work.
You’ll be less anxious, more productive, and better equipped to handle whatever comes your way.
My go-to practice when I feel overwhelmed is a 15-minute walk.
If you are too busy to do 15-minute work, it’s time to reconsider your priorities.