5 Steps to ‘Non-Overwhelm’

by | Apr 4, 2018

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“Months? It takes you six months to write a blog post?”

My friend’s eyes were deer-in-headlights big, and his eyebrows shot up.

Way up.

The same thing has probably happened to you.
Others rarely understand the complexity of our work.

They don’t see the details behind ‘Task A,’ and they’ve never heard of ‘Task H.’

However, we regularly deal with A-through-Z.

Keeping track of it all can be overwhelming.

I decided, long ago, I wasn’t too crazy about ‘overwhelming.’

To protect my heart rate, if nothing else, I developed a seven-part solution to the stress.

And I coined a new word: ‘non-overwhelm’

Today, I share the first 5 steps in my process to keep it all together business- and personal-wise … without becoming overwhelmed by it all.

My ‘perfect’

If you’re a landscaper or a software developer, a minor error in spelling or grammar on a handout isn’t such a big deal.

It’s met with, “Oh, too bad. Someone missed that.”

One tiny proofing error on my site?

Business lost.

This is why it takes me so long to perfect a blog post.

Where must you be perfect?

What’s the visible part of your business where you cannot afford to make mistakes?

The landscaper I mentioned? Those bushes must make it through their first year and still look great.

The software developer? A client’s new website needs to work 24/7 from the get-go.

Just keeping up with it all can be overwhelming.

Here are the five steps I take for building
non-overwhelm into my daily schedule
No matter your area of expertise, you can
tweak this information for your use.

Build in the non-overwhelm.

Build in the non-overwhelm.

STEP 1: Create your base

Before I started this journey, I perfected six posts while still ‘working for the man.’

Building in Step 1 non-overwhelm

I needed six-months of blog posts to support my goal: having good examples of my work ‘out there’ while pursuing other projects.

For you, it might be landscaping a friend’s yard or creating their website while you still have time to change your procedures or find better suppliers.

Experience, glowing testimonials, and several examples to show others? Pure gold.

While we’re at it, we can build in processes to make the journey more enjoyable.

STEP 2: Set up your process

My best up-front company process decisions were:

• Specifying a weekly Blog Day where I work only on posts.
• Naming a recurring day each month as posting day.
• Creating a checklist to keep me on track.

My checklist includes steps in the writing process, behind-the-scenes technicalities for the website, and leaving time for coaching clients in my strategic website assessment program.

Building in Step 2 non-overwhelm

Our lists will be different, but the purpose is the same:

Keeping us on track!

Surprising side-effects of my first and third bullets:

• Blog Day is so different from client work, I find it relaxing.
• The checklist helps me sleep at night. My brain can rest, too.

Follow, tweak, and perfect your process.

Follow, tweak, and perfect your process.

STEP 3: Follow your process!

No matter how difficult, stick with the plan every Monday.

As you move through each day, tweak the process as needed.

By Friday, you’ll have your updated process.

Test it next week, and change what doesn’t work.

This isn’t a quick fix. You won’t perfect anything overnight.

For example, here’s my current Blog Day process:

• Review the next month’s release.
• Edit other in-process files.
• Check for blog maintenance issues.

A pretty good list, right? Logical. Succinct.

Yeah, now.

It took a while to get it together because it was a paradigm shift.

Not letting anything get in the way?

But … but ….

I removed things that didn’t have to be done on this special day (which was more time-consuming than you might think).

Building in Step 3 non-overwhelm

Note that, on Blog Day, I spend most of my time improving files.

This creates built-in calm and encouragement as I see posts come together into the final result.

Just in case, I leave time to address WordPress behind-the-scenes maintenance issues for my blog (more about this, later) and delegate the work to others.

No matter our business, delegating isn’t easy.

It used to be ‘just us,’ and it’s hard to let go.

Once we can, it’s liberating.

STEP 4: ‘Rinse and repeat’

As it tells us on the shampoo bottle, repeat as necessary.

No matter the timeline, the non-overwhelm process is the same:

1. Give yourself plenty of time to perform the work.
2. Walk away and let it ‘season’ a bit.
3. Revisit it later.
4. Make it better.
5. Repeat #1-#4 as necessary.

Sometimes, #4 (‘Make it better’) comes from a hard lesson: a shrub you planted dies in the sun, or a website link goes nowhere.

Add a note to your Lessons Learned file, update options in STEP 3 (‘Follow your process’), and m-o-v-e on.

Building in Step 4 non-overwhelm

“Move on?! How? We have an angry client!”

No … no, we don’t, because we build in non-overwhelm.

When we try something new, we start with friends – or a willing trusted client – needing the product or service.

They know we’re learning and usually provide helpful feedback.

Maintain and grow the company.

Maintain and grow the company.

STEP 5: Maintain and grow

Regularly schedule a time to maintain and grow your business.

Three parts of my ongoing maintenance are:

• Learning about my craft (others’ blogs, training courses, etc.)
• Setting aside a ‘catch up’ day each week
• Attending specially-selected networking venues

Building in Step 5 non-overwhelm

(In other posts, I’ll address shutting the business down each week,
plus wrangling our ever-present paperwork.)

‘Catch-up’ day is my biggest non-overwhelm boost.

Try it!

It’s a day to wrangle those little bits and pieces and march ducks into rows.

Researching ideas from others in our fields can keep us motivated.

That’s calming, too.

Regarding the networking: I strongly suggest building a professional ‘live’ network, not just online groups.

It took me two years to explore local face-to-face venues and finally winnow the list down to the two best groups for me.

Tiring, but worth the effort.

‘Maintain’ can mean actual maintenance!

Whether it’s working with my webmaster, my computer expert, or doing the office paperwork, I schedule ongoing maintenance.

HUGE in the non-overwhelm department.

Try it! I know it works!

Your Takeaway: No matter your area of expertise, incorporating ‘non-overwhelm’ steps can add peace to your business process.

Note: I’d be glad to help you think through your possibilities in creating a more peaceful environment. I promise: it’s not a sales call!

Join the Conversation:

What is your favorite way to build ‘non-overwhelm’ into your schedule?

Please share this post, subscribe so you won’t miss the next offering, and join the conversation in the comments section.

Let’s all learn from each other!

Check out the next post in this series: 6th Step to Non-Overwhelm: “Shut it down!”

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  1. kiyomi

    Kathie, Your insights and advice regarding overwhelm are excellent. Your strategy for success is a perfect remedy for staying focused. Thank you for posting it.

    • Kathie York


      You are welcome! It occurred – once I finally got this in some semblance of order – these ideas might help others.
      Please share the blog, and we’ll spread around the ‘non-overwhelm’ peace!



  1. 7th Step to 'Non-Overwhelm': "Wrangle your paperwork!" - Kathie York - […] my 5 Steps to ‘Non-Overwhelm’ post (April 2018), I promised to address two additional ways to keep our companies…
  2. 6th Step to 'Non-Overwhelm': "Shut it down!" - Kathie York - […] Steps 1-5 for Non-Overwhelm […]

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Kathie York, CSQE
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