We have all experienced it: that feeling that we have got so much to do that there's no chance we'll get it done. And certainly not done on time.

Here's is the crazy part. We all spend time trying to work without actually working. I start something but get distracted by the internet, or a phone call, or an e-mail. At a time when I need to be most efficient than ever. You'd think it would be the opposite- that when we have a lot do, we’d become very productive in order to get it done. Sometimes that happens. But often, when there's much competing for our attention, we don't know where to begin- so we don't begin anywhere. 

Next time you find yourself in this situation, try this approach:

1. Write down everything you have to do on a piece of paper - resist the urge to use technology for this task. Why? I am not sure, but somehow writing on paper- and then crossing this out - creates momentum. 

2. Spend 15 minutes completing as many of the easiest, fastest tasks on your list as you can- Make your quick phone calls, send your short emails. Don't worry about whether these are the most important tasks on your lists. You are moving. The goal is to cross off as many tasks as possible in the shortest time. Use the timer to keep you focused. 

3. Work on the most daunting task for next 35 minutes without interruption - turn off your phone, close all the unnecessary windows on your computer, and choose the most challenging task on your list, the one that instills the most stress or the highest priority. Then work on it and only it- without hesitation or distraction - for 35 minutes.

4. Take a break for 10 minutes and repeat the cycle again- After 35 minutes of focused work, take a break. Then start the hour long process over again, beginning with the 15 minutes of quick actions. 

Working within a specific time frame is important because the race against time keeps you focused. When stress is and diffuse, it’s hard to manage. Using a short time frame actually, increases the pressure but keeps your effort specific and particular to a single task. That increases good, motivating stress while reducing the negative, disconcerting stress.

This method has been working for me and offers some structure to motivate my effort. Am I still stressed? Sure. But overwhelmed? Much less so. Because I am crossing things off my list and getting somewhere on my little tasks as well as my big ones, step by step.

References: Peter Bregman 18 minutes: Find Your Focus, Master Distraction and Get the Right Things Done.