If you’re reading this, you probably have a to-do list (or more than one!) sitting somewhere on your desk or tucked into a digital app, waiting for your attention.
But, instead of feeling productive, you’re likely feeling overwhelmed, exhausted, and—if we’re honest—maybe even defeated. For learning delivery leaders and managers, this can be an unrelenting cycle.
The pressure to always keep up, and the nagging thought of “I didn’t get it all done” becomes more than just a day-to-day inconvenience. It affects your well-being, mindset, and even your effectiveness as a leader. This constant chase is impacting you, but what can you do about it?
The Hidden Costs of an Unfinished To-Do List
1. Mental Load:
~ Every unfinished task takes up mental space
~ When your list is endlessly long, your brain starts to carry the weight of what could have been done, leaving you in a constant state of tension
~ You’re always in “work mode,” even if you’re technically “off”
2. Burnout Risk:
~ Chronic stress from feeling behind or “not enough” can lead to burnout
~ And from experience this takes a serious and costly toll on your physical and emotional health, and can take years to recover from
3. Decreased Focus & Performance:
~ That constant backlog can feel like white noise in the background of every task
~ Rather than focusing on high-impact projects or strategic thinking, you’re pulled into urgent, reactionary work, leaving less time for innovation and leadership
4. Impact on Relationships:
~ When you’re mentally checked out or focused on unfinished work, your relationships—both personal and professional—can suffer
~ The spillover of stress into your interactions often leads to feeling isolated, misunderstood, or an inability to feel present
Strategies to Reclaim Control
You can reshape how you approach your tasks to lessen the stress, prioritise effectively, and regain your focus. Here are some proven methods that help leaders move from a cycle of “always behind” to “in control”:
1. Prioritise Ruthlessly:
~ Not everything is urgent, and not everything is worth your time
~ Each day, identify the three tasks that will make the biggest difference in your work life, and focus on those
~ For everything else, ask: can this wait, be delegated, or removed entirely?
2. Create Boundaries Around Your Time:
~ Set a hard stop at the end of each day
~ By creating clear boundaries, you allow yourself the mental space to recharge
~ Communicate these boundaries with your team and colleagues so they respect your time—and see that they too need to prioritise their well-being
3. Limit Daily Tasks:
~ Instead of a massive to-do list, choose a “today list”
~ Aim for three achievable tasks each day
~ By keeping your daily goals manageable, you’re more likely to finish them, which can reduce stress and give you a sense of accomplishment
4. Adopt “Good Enough” Thinking:
~ Perfectionism is the enemy of productivity
~ Not every task has to be perfect; sometimes, done is better than perfect
~ Embracing this mindset can free you from unnecessary self-imposed pressures
5. Schedule Time for Reflection:
~ Block out weekly “no-work time” to review your goals, progress, and challenges
~ Reflection helps reset your priorities and allows you to re-center, keeping you on a path that aligns with your values rather than the loudest, most pressing demands
The Impact of a Lighter Mental Load
When you start to change how you manage your workload, the benefits ripple out. Learning to prioritise, set boundaries, and manage your mindset doesn’t just lead to more productivity; it leads to a renewed sense of control, confidence, and focus. You become a more effective leader who’s able to inspire and uplift rather than a leader who’s constantly playing catch-up.
For more on this, and other ways to overcome work-stress to regain clarity, confidence and control, follow me on LinkedIn: karenlhague.
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