Overcoming Overwhelm: Strategies from an Executive Functioning Coach
Are you struggling with executive dysfunction and feeling overwhelmed? You’re not alone. Many people face challenges with executive function, which involves essential life management skills that can be developed through coaching.
In this post, one of our top executive coaches, Danielle Lloyd, will share her tips to help students overcome overwhelm and find a path to success.
Danielle Lloyd - Executive Function Coach
Hi, I’m Danielle Lloyd!
As a 3X certified coach, successful entrepreneur, and woman with ADHD, I specialize in helping both teens and adults make consistent progress toward their goals.
I hope you find these strategies helpful.
Here’s to you absolutely crushing it!
One Moment At A Time
Overcoming overwhelm starts with taking things one step at a time, one moment at a time. This can be especially challenging for high school and college students who juggle numerous responsibilities, from classes and extracurricular activities to part-time jobs.
Individuals, especially those with ADHD, often face executive function challenges, which include difficulties in planning, prioritizing, self-regulating, focusing, and juggling multiple tasks successfully.
But remember, taking it one step, one moment at a time is key. Often, we see a huge mountain of tasks and feel paralyzed rather than springing into action. This paralysis can make the situation feel even more daunting.
Remember, it’s just a moment. I promise you that even my toughest moments of overwhelm—like forgetting about a final until the last minute or hyperfocusing on a paper at 4 a.m. when it was due at 8 a.m.—were only moments.
Once I developed strategies to manage these moments, everything became more manageable.
So remember:
Inhale. Exhale. Deep breathing slows your heart rate and helps relieve stress. Take 30 seconds to do some focused breathing before jumping into the next part of your task.
Do, Ditch, Delegate
As much as we want to, we can’t do it all. Managing tasks effectively requires strong executive function skills, which are essential cognitive processes that help with time management, decision-making, and goal-directed behavior.
That’s why we have to draw a line and determine:
What we’re going to do.
What we’re going to ditch for later.
What we’re going to delegate.
I know it’s easier said than done, especially if you’re someone like me who used to “hoard” tasks because I was either stuck on analysis paralysis or perfection mode. I also felt I didn’t have time to thoroughly explain things to properly delegate them. Then on top of it all, I had my regular to-dos as well.
The thing is though, nothing is going to get done—until something is done.
So here’s what you do:
Make a list of everything that you need to do. Get it ALL out. (This in itself can be therapeutic.)
Make three columns on your page: Today, This Week, & This Month.
Sort your tasks into these three categories.
Finally, break these three categories into sub-categories: What you’ll do, what you’ll ditch for later, and what you’ll delegate.
Set yourself up for success by not trying to do more than three big tasks in a day. Even just one is fine!
Be very critical about what you can ditch and delegate. The goal here is to focus on what matters most, and spend your time and energy on tasks that are the most beneficial.
Focus On One Thing to Juggle Multiple Tasks Successfully
Once your tasks are mostly prioritized, it’s time to get them done!
But, you’ve got to take it one item at a time.
To successfully accomplish your goals, dedicate yourself to the task at hand. Managing multiple tasks effectively requires strong executive functioning skills. Multitasking is a surefire way of increasing stress levels and overwhelm, so avoid it and stay focused on one task until you can cross it off your list!
It’s super common to experience overwhelm when you’re:
Juggling multiple deadlines.
Have a lot of ideas.
Find it hard to switch your brain to something different. (Shout out to my fellow ADHDers who have trouble getting into…then breaking out of hyperfocus.)
This is why we’re going to make it easier on ourselves by taking it step-by-step, one task at a time, with time to rest and reset in between.
Do A Messy Lightning Round
You’re probably thinking, “What?” But let me explain…
Have you ever wanted to do something so much that you actually couldn’t get it done? It lived in your head for so long, and you could see it… taste it… but it just wasn’t coming to fruition?
That’s why this exercise is about eliminating perfection. ANY form of action is good.
Taking action is also crucial for improving executive function skills, which can help in managing tasks, planning, and self-regulating.
With a “Messy Lightning Round” you:
Actively push perfectionism to the side.
Commit to powering through your first version of a task or idea, even if it’s super rough.
Set a timer, no longer than 40 minutes, to just power through it. Make it sloppy. Skip parts if you need to. Just get a base down.
That’s even how this guide came into being. I just did a “Messy Lightning Round” session where I powered through all of my ideas and just got everything into a Google Doc. It wasn’t pretty, but it was super helpful.
Then, when I made space to write this guide fully, I had a really good jumping-off point.
So the next time you feel overwhelmed or stuck, try a “Messy Lightning Round” with a timer. It just might help!
Use The Salsa System
What does delicious, freshly made, chunky tomato salsa make me think of? This technique for eliminating overwhelm: Chunk It, Pomodoro It.
The Pomodoro Technique is a timeboxing method in which you work for 25 minutes, then take a 5-minute break. After four rounds of this, you take a longer 15-30 minute break.
I’m sure you’ve heard about it before. It’s based on using one of those old-school tomato timers. (Pomodoro is the Italian word for tomato!)
My version goes one step further and adds an additional layer with the “Chunk” as the first step. Take your one big task and break it down into little “chunks.” This strategy is often used in executive function coaching to help manage tasks more effectively.
I’m sure you’ve heard the saying, “How do you eat an elephant? One bite at a time.” That’s exactly what this is about. Break everything down into little pieces, and follow a Pomodoro—aka 25-minute work session—for each piece of the whole.
Remember: Chunk it, Pomodoro it.
That’s my “Salsa Method!”
Change Up Your Environment
A change of scenery—in a non-distracting atmosphere—can help you get the job done.
Have you ever been in a place where the environment just isn’t conducive to getting things done?
I’m sure you have! It’s so hard to focus on what needs to be done when all around you is chaos, noise, and unproductive activities.
One of my favorite techniques is to change up where I work. This is especially useful if you’re dealing with a task that requires more creativity or focus than usual. When working as an executive function coach, I often recommend this strategy to improve focus and productivity.
There are the usual places like a coffee shop, but those don’t always make for the best work environments.
That’s why I like to try things like:
Take your laptop outside.
Head to a nice library within driving distance. (One different than your usual.)
Renting a co-working space for a day. (Many spaces have day passes that are like $15-$20)
Utilizing the common areas of a local university or college campus.
Setting up a comfortable workspace in your backyard or balcony.
Want to know something else? If I have a big copywriting project, where I have to write an entire course or book, my favorite place to write is a hotel room that has a desk! Even if that hotel is just a few minutes from my home, the change of pace really helps. You can often find deals at really nice places if you go during the week! (My favorite clients know this and sometimes ask where I’ll be writing their projects, haha. This is definitely more of a work strategy than a school strategy, but just sharing how I like to work!)
The bottom line is this: when it comes to getting things done, your environment matters. Make sure that you create an atmosphere where the right things happen, and progress is made!
If you need help finding your flow, an executive functioning coach like myself can help!
Time Blocking for Better Time Management
Time blocking is a productivity technique where you divide your day into blocks of time, each dedicated to accomplishing a specific task or group of tasks. This method helps you allocate time efficiently, reduce distractions, and maintain focus, which is particularly beneficial for individuals facing executive function challenges. These challenges involve difficulties in planning, prioritizing, self-regulating, and managing multiple tasks effectively.
How to Use Time Blocking:
Identify Your Tasks: List all the tasks you need to complete.
Create Time Blocks: Allocate specific blocks of time for each task on your calendar. Make sure to include breaks and buffer times.
Prioritize Tasks: Assign time blocks to high-priority tasks first, ensuring they get your most focused and productive periods.
Stick to the Schedule: Follow the time blocks strictly, treating them as non-negotiable appointments.
Review and Adjust: At the end of the day or week, review your progress and adjust the time blocks as necessary for better efficiency.
By using time blocking, you can ensure dedicated time for each task, minimizing multitasking and increasing productivity.
Sometimes you need assistance creating your time blocks and accountability in showing up for them! An executive function coach can be what you need to make this happen!
Visual Task Management
Visual task management involves using tools and techniques to make your tasks visible and easy to track, which can significantly enhance your executive function skills. These essential cognitive processes include time management, decision-making, emotional regulation, and goal-directed behavior. This can include virtual task managers like ClickUp and Basecamp, a big calendar on your wall, or a Kanban board. Making tasks visible helps you stay organized and motivated.
How to Use Visual Task Management:
Choose Your Tool: Select a visual tool that works best for you, such as a digital task manager, a physical calendar, or a Kanban board.
List Your Tasks: Write down all your tasks and categorize them by priority or project.
Make it Visible: Place your tasks where you can’t miss them. If using a physical tool, put it in a prominent place in your workspace. For digital tools, set up notifications and reminders.
Track Progress: Regularly update your tasks, crossing them off or moving them around as you complete them. This gamification aspect can increase motivation and satisfaction.
Review and Adjust: Periodically review your progress and adjust your task lists to stay on track.
By making your tasks visible, you can more easily keep track of what needs to be done, prioritize effectively, and maintain motivation through visual progress.
If you find task management a consistent struggle, executive function coaching can help you build the skills to do so successfully.
Set SMART Goals
Setting SMART goals is an effective way to ensure your objectives are clear and achievable. SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. This framework, often used in executive function coaching, helps in creating well-defined goals that are easier to track and accomplish.
How to Set SMART Goals:
Specific: Define your goal clearly. What exactly do you want to achieve?
Example: “I want to improve my study habits.”
Measurable: Determine how you will measure your progress. What metrics will you use?
Example: “I will study for 2 hours every day and complete all assignments on time.”
Achievable: Ensure the goal is realistic and attainable. Do you have the resources and skills needed?
Example: “I can set aside 2 hours each day for studying without affecting other responsibilities.”
Relevant: Make sure the goal aligns with your broader objectives. Why is this goal important?
Example: “Improving my study habits will help me achieve better grades and reduce stress.”
Time-bound: Set a deadline for achieving your goal. When do you want to accomplish it?
Example: “I want to establish this new study routine within the next month.”
By setting SMART goals, you can break down overwhelming tasks into manageable steps and track your progress more effectively. This method ensures you stay focused and motivated, making it easier to achieve your objectives.
Celebrate Your Wins
Don’t wait until everything is done before taking time to reflect on how far you’ve come. Celebrate all of your wins—big and small!
Providing executive function support can be crucial in celebrating progress and offering encouragement.
If you keep going and going and going, you’ll be in a never-ending cycle of to-dos. Or maybe you do that big project, then you’re onto the next one, or finding ways to tweak it, without ever really taking time to appreciate the progress that you’ve made.
Instead, take a moment to be proud of yourself every time you make progress. Whether it’s finishing one task or completing an entire project, give yourself the credit and kudos that you deserve!
Celebrating wins not only boosts morale and helps foster a positive work environment, but it also helps you gain feedback and insights.
Schedule even just a small bit of self-care each week. No matter what! I love the saying, "You can't pour from an empty cup." Because you can't.
Additionally, an executive function coach can help you recognize and celebrate wins.
Realize You Can’t Do It All
Maybe it’s time to ask yourself whether you really don’t have enough time for your tasks, or you are just not using the time you have wisely.
An executive function coach can help you prioritize and delegate tasks effectively, ensuring you make the most of your time.
If you don’t have enough time in the day and certain assignments on your list are perpetually pushed back, it might be worth considering whether they’re truly necessary tasks to undertake. Or, take time to reflect on how you can prevent these types of situations from recurring.
No one is perfect at time management. There will always be things that need to be done. But if this is a cycle, you don’t have to live in that cycle.
You can’t do it all, and that’s ok. Concentrate on what you can manage and seek help with the rest.
Work with an Executive Functioning Coach to Improve Executive Function Skills
A coach that specializes in executive dysfunction can help you go from frustrated and overwhelmed to organized and empowered. Here’s how an executive functioning coach works with individuals to identify their specific executive functioning strengths and weaknesses, and to develop strategies to improve their skills:
Personalized Strategies: Coaches provide tailored strategies that fit your unique needs and challenges, helping you manage tasks more effectively.
Accountability: Regular check-ins with your coach ensure you stay on track and make consistent progress toward your goals.
Skill Building: Learn practical skills for time management, organization, and prioritization that you can apply in all areas of your life.
Support and Encouragement: Coaches offer ongoing support and encouragement, helping you navigate setbacks and celebrate successes.
Stress Reduction: By helping you create and stick to a manageable plan, coaches can significantly reduce your stress levels.
With the right guidance, you can transform your approach to tasks and responsibilities, achieving greater success and peace of mind.
Reach Out to Happy Student!
Our executive functioning coaches would be honored to help you manage overwhelm, build good habits, accomplish goals, and achieve your dreams.
Success is found when you select the right executive function coach. One who deeply understands your level of executive functioning and can help you reach the next level.
We want to be that coach for you! Reach out to schedule a free discovery call and start your journey to success today!
