Next I write down the objective of the project and the requirements. (Generally it’s an academic project for me)
Next I make a brief outline about the process which includes the tasks, deadlines and dates at which I’ll be doing the work.
If I have more time for completion, I ensure its interspersed over a span of days so that I don’t feel overwhelmed and get some other work done as well.
Generally understanding the objective and summarising the keypoints and giving yourself enough time helps reducing burden. Also I make sure not to think about it when I am doing some other work and I try not to do it all in one go (stressful) or on the last minute (also stressful).
Here’s how I approach big projects to make them feel less overwhelming:
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1. Start with a Mindset Shift: From Overwhelm to Control
Before diving into action, I acknowledge my feelings. If I feel overwhelmed, I remind myself:
“This is doable. I’ve handled challenges before.”
“I don’t have to do everything at once; I just need to take the first step.”
“Progress, not perfection, is the goal.”
Instead of seeing the project as a massive mountain, I visualize it as a series of small steps. This shift in thinking helps reduce anxiety and makes the project feel more manageable.
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2. Clarify the Goal and Define Success
A big project can feel overwhelming because it’s unclear. To make it more tangible, I ask myself:
What exactly needs to be done? (Define the outcome)
What does success look like? (Is it a finished report, a presentation, a completed task?)
What’s the deadline? (Is it urgent, or do I have flexibility?)
Writing down the goal in clear, specific terms helps me focus. Instead of thinking “I need to do this entire project,” I reframe it as “I need to complete [specific task] by [specific time].”
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3. Break It Down into Small, Manageable Steps
The key to overcoming overwhelm is to break the project into smaller, actionable tasks. I do this by:
Creating a list of all the steps required. (Even the smallest steps matter.)
Grouping similar tasks together. (For example, all research tasks in one phase, all writing tasks in another.)
Prioritizing what needs to be done first. (What’s the most urgent or important step?)
For example, if I need to write a research paper, I don’t just write “Finish research paper” on my to-do list. Instead, I break it into:
Choose a topic
Gather sources
Read and take notes
Create an outline
Write the introduction
Write the main sections
Revise and edit
This way, I focus on one small step at a time instead of the whole project.
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4. Set a Timeline and Work in Time Blocks
Instead of saying “I’ll work on this project all day,” I set specific time blocks:
Work for 30-45 minutes, then take a break.
Assign certain tasks to specific days.
Set realistic daily goals (e.g., “By today, I’ll complete the research phase”).
I also use the Pomodoro Technique—working for 25 minutes, taking a 5-minute break, then repeating. This keeps my focus sharp and prevents burnout.
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5. Start with the Easiest or the Hardest Task?
I have two strategies:
Starting small: If I feel overwhelmed, I start with an easy task to build momentum. This tricks my brain into thinking, “I’ve already made progress!”
Starting with the hardest: If a certain task is making me anxious, I tackle it first (the “eat the frog” method). This removes the biggest mental barrier and makes the rest feel easier.
I choose based on my energy levels and motivation.
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6. Remove Distractions and Create Focus
When dealing with a big workload, distractions make everything harder. I create a distraction-free workspace by:
Turning off unnecessary notifications
Using apps like Forest or Focus@Will
Having a clear desk space with only what I need
Setting a timer so I commit to focused work
Sometimes, I also play instrumental music or white noise to stay in the zone.
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7. Track Progress and Celebrate Small Wins
One mistake I used to make was only focusing on what’s left to do instead of what I had already done. To stay motivated, I:
Check off completed tasks. (Seeing progress keeps me going.)
Reflect at the end of the day. (I ask: What did I accomplish? What’s next?)
Reward myself. (Even small rewards—like a cup of coffee or a short walk—help.)
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8. Ask for Help When Needed
If I’m stuck on something, I remind myself: I don’t have to figure everything out alone. Asking for guidance, feedback, or support can save time and stress. Whether it’s a mentor, a friend, or an online resource, seeking help speeds up progress.
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9. Embrace Imperfection and Adjust as Needed
Perfectionism can make big tasks feel even more overwhelming. I remind myself:
Done is better than perfect.
I can always refine things later.
Making mistakes is part of learning.
If something isn’t working, I adjust my plan instead of feeling discouraged. Flexibility is key.
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10. Stay Positive and Keep Perspective
Whenever I feel stuck or demotivated, I remind myself:
Every big project was once just an idea.
Every successful person started somewhere.
This is just one step in a bigger journey.
A temporary challenge doesn’t define me. I keep pushing forward, knowing that even small progress adds up over time.
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Final Thought: Overcoming Overwhelm is a Skill
Managing big workloads isn’t about never feeling overwhelmed—it’s about knowing how to respond when overwhelm happens. The more I practice breaking things down, focusing on small wins, and managing my energy, the easier it gets.
Big tasks may feel impossible at first, but step by step, they become achievable. What once seemed overwhelming eventually turns into something I look back on with pride, knowing I conquered it one step at a time.
