Drinking from the fire hose

Do you have days where you feel like you are drinking from the fire hose? That is what it is like these days as each of us gets increasingly overwhelmed by all the information coming at us.

When I started my career, I had a computer but did not have a laptop and I did not have a cell phone. I would receive email, but it was an amount easy to work through. For handling tasks, it was perfectly manageable to keep everything in a calendar. This single, unidirectional information stream, this was something I could handle.

A lot has changed since then, and I am not so sure it is all for the better. The wireless networks are more stable, the average computer is far more powerful, but the biggest problem I am experiencing is this relentless onslaught of information, coming at me from every side in every possible medium. We now get email, texts, are parts of group chats or spaces, we have mobile phones that are always with us, and everyday there is something new that distracts us. I know how to get things done, but I do not know how to do this.

Our time is precious, even at work. Managing multiple projects, tasks and deadlines has become the new norm for all team members in a workplace. This is partly because of organizational resource limitations and partly because of the demand. In Healthcare, as I am sure with many industries, everything seems important, and you want to help those caring for patients. Demand is never ending, and I know the teams in my organization will give projects 150% because no one wants to fail or be a part of a project that does. When we give 150% our organizations think we can do it regularly. So, what do we do, when we feel we are “drinking out of a fire hose”?

I have been thinking on this a lot over the last many months. Ready for some tough love? —being overwhelmed is a choice. If I do not like being overwhelmed, I have to change. It may seem as if everything that is required of us in a day is a non-negotiable obligation or responsibility, a “have to.” But the truth is, somewhere along the line, we made a decision. Our job, our role, and all the other things we “think” we need are from decisions we made. All these decisions may be good things, and they have their benefits, but once they are in place, they can make it seem like we are drinking from the firehose.

I am not sure what the solution is, but I have thought through a couple of approaches. Here is what I have been thinking on because like most of my blog posts, I am mostly talking to myself here. If it resonates with you as well, then all the better.

Work a normal day

We are not set up to work 150% all the time. We have to put restraints in place and take care of ourselves, our families, and determine what is required and important.

We can keep track of how much time we spend, how much we work, and do more of what make us less stressed and brings us more joy.

Relax, Organize and Prioritize

What is the first thing you are supposed to do when faced with a stressful situation, such as a fire within your building? Stay calm! When you are in a heightened state of anxiety and stress, staying calm and composed helps you think clearly and remain cool. As a result, one of the most important things you can do when juggling multiple activities and deadlines is to take a deep breath and re-calibrate.

The next step is to organize and prioritize your work. This requires you to be proactive rather than reactive by making you think “big picture” so that you become aware of all the tasks and deadlines you are in charge of. The important thing is that you set all the projects on the table and note all of the crunch times, or the periods of high demand and pressure. Prioritize your projects by task, timeline, and deadline. Projects that have tight timelines and turnaround times should take priority, while those with longer timelines should take the back seat. Our leaders often have us view everything as urgent and important, so a follow up meeting to explain how you see the big picture and what this looks like from a timeline and effort will help ensure you are on the same page.

Stay Focused

This is a tough one. Although multi-tasking might seem useful, resist the urge to work on different projects simultaneously. Block your time and focus. Going back and forth saps your attention and reduces efficiencies.

If you have a tight turnaround and you have no choice but to multi-task, ask if team members or colleagues can join in. In reality, there is no such thing as multi-tasking, it is really the ability to shift focus from one task to another while maintaining focus, and I do not know too many that have mastered this ability.

Take it Day by Day

It can be overwhelming to consider all the projects and to dos that we have on our plates. Each day identify a manageable number of tasks to complete in that day. Think of it as a sprint, as opposed to a marathon. This also allows you to consider the “people” aspect of the job by providing for those critical conversations you have been putting off, connecting with team members, rewarding and recognizing performance, and simply building community among your team.

Wrapping it up

I do not have the perfect solution on how to stop drinking from a fire hose but owning the choice of whether or not to allow myself to get overwhelmed is something I am trying to improve upon one day at a time. Like so many things we make difficult, it is a choice and is really a very simple process. For me I am looking at my calendar:

• Tracking how I spend my time.

• Looking for the opportunities to focus and simplify

• Making the choice to spend my finite time on this earth on what I choose.

Balance is not better time management, but better boundary management. Balance means making choices and enjoying those choices. - Betsy Jacobson

Work is inevitable and not always fun, but how much you work outside what you are obligated to do is absolutely up to you. I would love to hear what you are learning about yourself and how you manage demand. I have not found anyone or any organization that has perfected it, but I am always following and trying to learn from individuals or organizations that are working to improve their processes and better their culture.

Until next time…. -Leigh