6 ways to make progress when you're overwhelmed

There are times in life when even the tiniest little task can feel impossible.

Your to-do list keeps getting longer, you’re pulled in a million different directions all at once, and suddenly even replying to a text or putting a wash on feels like climbing a mountain. 

When we’re overwhelmed like this, our brains often respond by going into freeze-mode. Counselling Directory member and therapist, Katie Evans, explains more about functional freeze:

“Functional freeze is when you are able to outwardly function and complete daily tasks such as going to work, seeing friends and preparing meals, but psychologically you are still stuck in this freeze mode. It is often described as being ‘tired and wired’, feeling heightened anxiety levels and a lack of desire to do things at the same time.”

This means that you’re essentially working against an ancient and very powerful survival mechanism, so don’t be too hard on yourself if taking action feels out of reach when you’re stressed. 

If you’re feeling stuck right now, here are a few gentle ways to regain a sense of momentum  without pushing yourself beyond your limits.

1. Get it all down on paper 

When everything feels overwhelming, our brains tend to view problems as one giant tangled mess. And sometimes, what can help here is to empty that ‘mess’ out of our heads and onto paper.

So, grab a pen and scribble everything that’s on your mind. This kind of ‘brain dump’ can be incredibly cathartic. But, more than that, it can also release the pressure to get everything done right now.

Reading your notes back, you will likely notice things that can be crossed off your list immediately because they aren’t important or could be passed on to a colleague or partner to lighten your load. You’ll also be able to pick out the most urgent things because they are important and/or time sensitive.

From there, just ask: what is the next tiny step I can take?

Maybe it’s opening the document, drinking a glass of water, or making one phone call. Often getting started is the hardest part. 

You might also find this helpful: How to deal with too much choice

2. Reframe your idea of motivation 

We often assume that motivation comes first and, then, action follows. But in reality, the opposite is usually true.

In fact, achieving a small win (like clearing out one drawer) can release dopamine, a neurotransmitter that gives a "feel-good" sense of achievement and triggers a craving to repeat the action (clearing out the cupboards too!). 

That doesn’t mean forcing yourself into toxic productivity, or ignoring signs of depression or burnout. It’s more about recognising that sometimes, we can benefit from setting our sights a little lower – reaching for small, doable tasks, even when we don’t feel as motivated as we'd like. 

Try this: 5 natural ways to increase dopamine

3. Support your nervous system

Overwhelm is more than an emotional state. When we’re stressed, and our nervous shift into fight, flight, or freeze mode, we can experience a resulting tension in the body. This might trigger migraines, insomnia, restless legs, muscle aches, and chronic illness flares. 

So, before trying to take action on your to-do list, try regulating your body instead.

• Step outside and feel the fresh air on your face
• Make a cup of tea and drink it slowly, without looking at your phone
• Put on some music and dance off the nervous energy

These moments won’t directly help you get your tasks done, but they do help bring down feelings of overwhelm, allowing you to move out of that survival response in order to think more clearly.

For more details, read this: 5 physical symptoms of stress and how to manage them

4. Stop looking for perfection

Is perfectionism the root of your procrastination? Sometimes, we get stuck in overwhelm because we have this idea of the perfect timing, the ideal scenario, or the right 'vibe' that will somehow give us the motivation to get going. 

But if you find this is putting a permanent pause on your plans, perhaps the most helpful thing you can do is get comfortable moving forward in an imperfect way. 

Whether that’s allowing yourself to write a messy first draft of a difficult email, not knowing how to organise your clutter but giving it a go anyway, or fumbling through your first attempt at a new hobby. 

For expert tips, read this: Counsellor Bea Appleby explores the roots of perfectionism

5. Ask for help earlier than you think you should

Many of us wait until we’re completely overwhelmed before reaching out, and that can be the hardest support to access due to waiting lists and competing needs.

It’s important to remember that you don’t have to be in crisis to access support, and that there are many avenues available to help you.

Reaching out to a friend or family member, delegating a task, speaking to a therapist, or simply admitting “I’m struggling a bit at the moment” can ease the pressure significantly.

You’ll be surprised how much clearer things become when you talk things through with someone you trust, and you may also be surprised at how much others are willing to help – but they don’t always know you need it unless you ask. 

If you're feeling nervous, here's how to approach anxiety about opening up to a friend.

6. Remember that slowing down is not failure

In a world that constantly tells us to optimise, be productive, and check things off an ever growing list, rest can feel really uncomfortable.

That’s why it’s important to look closely at your feelings around slowing down. Does it make you feel lazy? Or like you’re falling behind? The truth is that, sometimes, the most productive thing you can do is pause.

And it doesn’t even have to be for very long – just a few minutes can be enough to check in with your brain and body, take a few deep breaths, and remind yourself that it’s OK to give yourself what you need – whether that’s a drink of water, a screen break, or downing tools entirely for a few days of complete rest.

Read this: 7 ways to slow down when there is too much going on.

Whatever is going on for you at the moment, no matter what kind of pressure, stress, or overwhelm is circling you – know that it won't always be this way, and that progress (however slow) is possible.