Welcome back to Aunty Treacle after the summer break!
This episode tackles a universal challenge: feeling constantly overwhelmed by work coming at you at pace, feeling reactive rather than proactive, and struggling to focus on what truly matters and makes an impact.
The Listener Question
"Dear Aunty Treacle, I feel constantly overwhelmed as there is so much work coming at me at pace. As a result, I feel like I am constantly reacting and I don't feel like I am getting to the stuff that actually matters, makes a difference and makes an impact. Can you please help me get some control back and feel effective in my work?"
Key Insights & Strategies
Take a Breath and Step Back
The Foundation:Â While feeling overwhelmed is normal, we must question how long we allow this to be "normal." The first step is recognizing when daily churn becomes ever-encroaching.
The Balcony vs. Dance Floor Approach (Andrew Barrett's insight):
- Remove yourself from the situation to gain perspective
- Like a chess grandmaster observing the board rather than just making the next move
- Brief pauses for reflection (alone or with colleagues) can reset clarity and priorities
- Sometimes doing something isn't the solutionâit can reinforce the overwhelm cycle
Personal Foundations First
Before tackling organizational issues, address your individual resilience:
- Maintain energy-giving activities: Don't stop going to the gym, reading, or other activities that help you perform
- "An empty vessel serves no one": Prioritize self-care to have the resilience for difficult conversations
- Energy management: Protect your energy, especially before busy seasons
- Sleep, exercise, nutrition: These become critical during high-demand periods
The Art of Saying No
Hell Yes or Hell No Framework (Derek Shivers):
- Instead of learning to say no, define what makes something a "yes"
- When you know your "yes" criteria, saying no becomes easier and less awkward
- Powerful reframe: "If I say yes to this, what am I saying no to?"
Subtraction over Addition:
- Focus on what to stop or pause, not just what to start
- Test approach: Don't do something for a monthâif nobody notices, it's not a priority
- Pausing is less confrontational than stopping
Prioritization Strategies
The Eisenhower Matrix & Beyond:
- Map tasks on urgent vs. important axes
- Focus on high health and safety impact, low effort activities where possible
- Tools mentioned: PARA method, Eisenhower Matrix, Dichotomy of Control
Strategic Questioning:
- What's the value? Is it actually making work safer or just making us feel better?
- What's the intended output and impact?
- If it doesn't fit within your organizational strategy, question why you're doing it
Don't Chase Every Email:
- Some things resolve themselves if left alone
- Create space between stimulus and response
- Use rules to manage inbox (filter "for info" emails into folders)
Managing Perfectionism
- "Perfect is the enemy of good": Don't let perfection get in the way of better
- "Done is better than perfect": Sometimes action and progress matter more than a perfect finished product
- Experiment, fail fast, iterate, learn, evolve
- Ask: "Is it good enough?" Then get it out and test it
Time and Energy Management
Time Blocking Strategies:
- Block thinking time in your calendar (others just see "meetings")
- Be proactive about organizational cadences (monthly/quarterly reporting)
- Block out predictable busy periods in advance
- Even if you don't finish everything, you make progress
Analyze Your Time Usage:
- Study how you actually spend timeâit's your rarest resource
- Look back at tasks and assess how they help achieve long-term goals
- Reflect daily: How did I use my time? How did this compare to my plan?
- Fact vs. Story: Video camera facts vs. stories we tell ourselves
Team and Organizational Strategies
Know Your Team's Strengths:
- Map activities to people's strengths and preferences
- Don't carry people or make up for deficiencies elsewhere
- Be honest about whether you're being given more work because you're effective
Communication is Key:
- "You can't fix a secret": If nobody knows you're overwhelmed, nothing will change
- Have honest conversations with managers about capacity and priorities
- Ask for help with reframing priorities
- Sample approach: "I need to prioritize X, Y, Z, so I'm suggesting changing timescales for other deliverables"
Sprint vs. Marathon Approach:
- Sometimes work like a lionâput intense energy where it's really needed
- Know when you can take your foot off the gas
- Short bursts of focus on specific areas can create momentum
Reflection and Celebration
- Stop and celebrate wins: Look back over 6 months and acknowledge achievements
- Safety professionals are humbleâdon't be afraid to wave your flag
- Communicate successes to stakeholders
- Counter the hamster wheel: We often don't pause to see how much we've actually accomplished
Community Insights Summary
Jason Catterson - Frameworks & Reset Moments:
- Use practical tools: PARA method, Eisenhower Matrix, Dichotomy of Control
- Don't chase every emailâsometimes things resolve themselves
- Step away to reset; even a few minutes of breathing space helps
Chris Hewitt - Communication & Time Blocking:
- Talk to your managerâothers can help share the load
- Block focused time in your diary
- Use inbox rules to manage information flow
Peter Jenkins - Getting Extra Support:
- Sometimes overwhelm links to deeper factors (ADHD, mental health)
- Therapy, coaching, or diagnosis can unlock new management strategies
- We're all human and sometimes need more than productivity hacks
Andrew Barrett - The Balcony vs Dance Floor:
- Gain perspective by stepping away from the immediate situation
- Brief pauses for reflection can reset priorities and clarity
The Prescription: What to Do When Overwhelmed
- Take a breath and step back - Get off the hamster wheel and onto the chess board
- Analyze your relationship with time - Study how you're actually spending your time
- Challenge the stories you tell yourself - What might you need to change to take control back?
- Learn to say no - You might have to drop some balls, but prioritize what's truly important
- Have the conversation - Talk to your manager, peer, coach, or mentor about your situation
- Take control of the controllables - Your energy, priorities, and responses are within your control
Key Takeaway
"Taking time to stop and think isn't a luxuryâit's mission critical."Â If you're passionate about what you do and want to get people home safe (or excel in any role), you must be intentional about how you use your time and energy.
Next Episode Preview
Coming up: "I Feel Like a Filing Cabinet" - exploring whether paperwork is really keeping people safe or just keeping us busy, featuring Helen Rawlinson and her insights on the actual work of safety versus administrative burden.
Remember: Feeling overwhelmed gradually and then suddenly is normal, but don't let it become your permanent normal. Be intentional, use these tools to take control, and fundamentallyâtalk to somebody about what you're experiencing and what you'd like it to be instead.
