10. Where to Begin When Everything Feels Urgent

The Business You Really Want

Feeling overwhelmed by all the tasks on your to-do list? Struggling with which to tackle first when everything seems equally urgent?

In this episode of The Business You Really Want, hosts Gwen Bortner and Tonya Kubo discuss the challenge many entrepreneurs face: managing the overwhelming sense of urgency that leads to paralysis. Together, they explore how to prioritize tasks, the myth of multitasking, and practical tips for regaining control when everything feels equally important.

Here’s what you can expect in this episode:

• 3:05 – Why are entrepreneurs constantly getting overwhelmed by “urgent” tasks
• 3:41 – The lie entrepreneurs believe about multitasking
• 8:09 – The "G.I. Joe Rule": Knowing is half the battle in overcoming overwhelm
• 13:17 – How to distinguish between what’s truly urgent and what just feels urgent
• 18:40 – A practical question to determine what’s actually urgent
• 20:26 – How to avoid creating busy work in order to feel productive
• 24:21 – How to balance daily tasks with long-term strategic priorities
• 27:40 – Practical steps for prioritizing tasks and eliminating unnecessary busywork

Key Takeaways:

• Multitasking doesn’t exist: Switching rapidly between tasks is not effective and can drain more energy than it saves.
• Not everything is urgent: Ask yourself, "What happens if I don’t do this now?" to identify what’s truly important.
• Focus on 1-3 key tasks per day: Making slow, steady progress on big goals is more effective than trying to do everything at once.
• Eliminate busywork: Some tasks might feel important, but they could just be habits that don’t move the needle in your business.
• Prioritize self-awareness: Recognizing when you’re overwhelmed is the first step to addressing it.

Ready to manage your business without feeling overwhelmed? Try this:

1. List all tasks: Write down everything you think is urgent and assess how much focus each task requires.
2. Ask, "What happens if I don’t do this now?": This will help you separate urgent tasks from important ones.
3. Focus on 1-3 key tasks per day: Prioritize tasks that truly make an impact.
4. Create space for long-term goals: Remember, daily tasks shouldn’t overshadow long-term strategies.

MENTIONED IN THIS EPISODE

The Everyday Effectiveness team practices true accountability internally and in partnership with their clients. If you’d like to experience the Weekly Course of Action for yourself, join the waitlist here: https://forms.gle/eqSzk6oktYdoCUaM9

The Mars Pathfinder overwhelmed to the point of paralysis: https://www.tiktok.com/@thatmakessensetome/video/7196121424539487530

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Don’t miss Episode 11, where you’ll learn whether there’s such a thing as a bad goal and how to set objectives that truly serve your business and align with your values.