Too Many Things to Do, Too Little Time: Do We Have Enough Time to Do Everything We Want?

I have frequently asked this question in the past, and even now, it sometimes comes to my mind. Do we have too little time to do everything that we want to do?

Why such a question?

In the past, every day, when I went to my work and looked at my to-do list, I saw 50 to hundreds of tasks. There were tasks, even several months, I put on the list. So, it was not possible to focus on my most important things with such a to-do list.

So, every day, I asked myself, “Why did this happen to me?” How can I become a better achiever?

Simply, I need to do something. I need to improve myself and start finishing every critical thing on my list, even when it feels like there’s not enough time.

How Much Time Do We Have?

The time when we talk about productivity is a limited category. We can not have more than 24 hours in a day. There is no escape from this. It’s a fact.

In this time interval, besides your working duties, you have other personal obligations such as basic physiological needs. When I think about time, it’s easy to come to the hasty conclusion that we have too little time and that time is guilty of our failure to do everything we want to do. Many people feel overwhelmed when they have too many tasks to complete and not enough time to accomplish them.

But, apparently, we can not change anything here.

How We Make Horrible Mistakes When It Comes to Managing Priority Tasks

These few months, I was so busy that, for example, a couple of days on the road, it’s going to get 500-600 emails in my email inbox. One part of these emails is those that do not require responses from my side. Another part is simple questions, one small part is those unwanted messages, and one part is the priority ones that need some action by me, etc.

So, although perhaps only 20% of those messages are essential to my work, 80% require some kind of processing, such as review, deletion, or leaving to answer later. I treat the priority emails immediately, no matter which device I’m using and from where. However, the problem remains with 80 % of messages remaining.

When it comes to emails, I have decided to sort the messages I receive in my inbox so that the oldest messages appear first and the latest ones are the last. And just because of such a decision, for some time, I’ve managed to keep the level of messages in my Inbox to around 30. Simply to get to the latest one, I must at least look at some of the older ones and finally decide whether to download something or simply press the Delete button or the “Archive” button.

In such a situation, when I want to do something, I can not do it. This is because of the GTD principle that I use. In many cases, the message requires more than two minutes of my attention and focus. So it often happens that there are unread messages because I want to reply, but again and again when I see them, I need more than two minutes of my time. It’s going to take days or months when I finally decide something.

I say, “Why am I already lying to myself when I will not respond to this email? It is my shame to have to respond a couple of months later.” So, I simply click the “Delete” button or “Archive.”

To manage overwhelming workloads and reduce stress, I decided to focus on creating a clear list of priority tasks. This helps me manage my responsibilities more effectively and ensures better focus and productivity.

What is The Real Problem Behind Our Productivity?

This example and dozens of others brought me to one conclusion: It is not true that we have too little time to do whatever we want to do or need to do. It is exactly how it should be. The problem is that we want to do too many things in an impossible time frame instead of focusing on bigger tasks that have a higher impact.

With such behavior, we only increase, add, switch from today to tomorrow, and add again for tomorrow, which increases our to-do list twice and more.

Then, we will go back and delete what we have added, and when we finally think that we are returning our lives to our own hands, we again exponentially increase our list.

This is a huge problem for all of us. We need to do something about our to-do list and our behavior when it comes to time management and our own productivity.

Tools for Effective Time Management

How do you spend your time?

Effective time management is really important for all of us if we really want to achieve a better work-life balance and reduce overwhelming feelings.

1. Time Management Matrix (Eisenhower Matrix)

One strategy that, according to my experience, has proven to be incredibly useful is the Eisenhower Matrix. This tool can help you categorize tasks into four different quadrants based on their urgency and importance. In such a way, you can easily prioritize tasks and focus on the most critical ones first.

Imagine starting your day knowing exactly which tasks need your immediate attention and which can wait—this clarity can transform your productivity.

Simply, conduct a “brain dump” and clarify your priorities with the matrix to reduce your mental clutter.

And remember, it’s essential to learn to say no to non-essential tasks and delegate when possible. Ansd, learning to say no is a skill that will require real-world practice.

2. Pomodoro Technique

Another powerful technique is the Pomodoro Technique. I have tested this technique on myself and then on my clients, and in both cases, I have seen great results.

By working in focused 25-minute increments followed by a five-minute break, you can maintain high levels of concentration and reduce distractions. This time is by default, however you can say work one hour and make a five minutes break. So, this will depend on your own preferences.

This method not only helps in completing tasks more efficiently but also keeps your mind fresh and engaged.

3. Task Management Tool (To-Do List)

In addition to these techniques, using a task management tool, such as a planner or an app, can be a game-changer. These tools help keep track of tasks and deadlines, ensuring nothing slips through the cracks. For instance, I am using Omnifocus, but I have tested Things, which is also a great app when it comes to task management tools.

Managing Time and Energy

Managing time and energy is essential to achieving a better work-life balance.

1. Self-care activities

One way to manage energy is to prioritize self-care activities, such as exercise, meditation, and spending time with loved ones. These activities are not just luxuries; they are necessities for maintaining high energy levels and overall well-being.

For instance, a morning jog or a short meditation session can set a positive tone for the day, making it easier to manage the things you must do more energetically.

It’s also crucial to get enough sleep and maintain a healthy diet. These fundamental aspects of self-care can significantly impact your productivity. When you’re well-rested and nourished, you’re more likely to have the energy and focus needed to complete your tasks efficiently.

2. Time Blocking Strategy

Another effective strategy is time blocking, which involves scheduling tasks into fixed time slots, allowing you more focused work and minimizing some possible distractions.

Simply by dedicating specific times to specific tasks, you can ensure that each task gets the attention it deserves without feeling overwhelmed.

And don’t forget to take breaks using the Pomodoro technique I discuss above. Practicing time management techniques like the Pomodoro Technique can help you avoid burnout and keep your energy levels high throughout the day.

3. Get Rid of Distractions and Interruptions

One way to get rid of distractions is to create a work environment according to your own working habits. This means using noise-canceling headphones, finding a quiet space, or even a website blocker to stop you from wandering off social media.

Setting boundaries with others is another big one. Communicate your work hours and schedule tasks. Let your family or colleagues know when you need uninterrupted time to focus. This will give you a buffer against unexpected interruptions.

Also, don’t multitask. While it might seem like a good idea to do multiple things at once, it usually leads to decreased productivity and increased stress. Instead, focus on one task at a time and give it your full attention.

Lastly, you must minimize social media and email checks. Instead of constantly checking your email and social media throughout the day, allocate specific times to do so.

4. Overcome Procrastination

You can easily reduce your feelings of overwhelm if you succeed in overcoming procrastination.

One effective way to overcome procrastination is to break down large tasks into smaller, manageable pieces. This makes the task less daunting and increases your motivation. For example, if you have a big project due, start by breaking it down into smaller tasks that you can complete in a day or even an hour.

Another helpful strategy is the “2-minute rule.” This involves committing to work on a task immediately if it requires less than 2 minutes. Often, the hardest part is getting started; once you begin, you’ll find it easier to continue. This simple rule can help build momentum and increase motivation.

5. Overcome Perfectionism

Another important thing to practice self-compassion is acknowledging that perfection is not always possible. So, you must set realistic goals and focus on progress rather than perfection. By doing so, you can reduce the pressure you put on yourself and make it easier to complete your tasks.

Remember, it’s better to finish a task imperfectly than to never finish it at all because you’re striving for perfection.

Get Help and Support

Getting help and support is key when you’re feeling overwhelmed. One way to get help is to talk to a trusted friend, family member, or mental health professional. They can offer emotional support and new perspectives and help you develop coping strategies. Sometimes, just talking about how you’re feeling can lift the load and make your tasks seem more doable.

Joining a support group or online community can also be super helpful. These groups give you a sense of belonging and practical advice from people who are going through the same thing. Whether it’s a group for people in your industry or a community focused on personal development, connecting with others can give you emotional and practical support.

Get help from professionals – therapists or coaches. They can give you one-on-one guidance and support specific to you. Whether you’re stressed, overwhelmed, or struggling to get your tasks done, professional help will give you the tools and strategies to get back in control.