I think many of us know the feeling: you're looking at your project list, and suddenly there’s a rush in your body. Overwhelm. Everything feels urgent.
And the worst thing you can do in that moment? Start doing tasks at random — one after the other, without direction.
In times like this, having a system to help you decide what to focus on next is a game-changer. Especially when everything feels important.
In this Founder Note, I’ll walk you through four methods I personally use to bring clarity and direction when my to-do list starts to feel like a flood. Let’s dive in.
The 5-minute rule
This is one of my favorite techniques for overcoming procrastination. Especially when I’m overloaded with small tasks I don’t want to do — but still need to get done.
The idea is simple: commit to doing the task for just five minutes. That’s it. If after five minutes it’s unbearable, you can stop. But more often than not, once I start, I find myself continuing until it’s finished.
The hardest part is usually just getting started. Thinking of a task as “just five minutes” takes the weight off and makes it feel manageable. By lowering the barrier to entry, this trick helps me build momentum and get out of analysis paralysis.
The goal impact method
This one is all about aligning your work with your goals. It’s especially useful when everything seems equally important.
Here’s how it works: I set three clear priorities for my business—building my audience, growing revenue, and maintaining personal joy.
When I look at my to-do list, I ask: Which of these tasks will have the biggest positive (or negative) impact on those three goals?
Then I sort my tasks accordingly. Start at the top of that list. It’s simple, but surprisingly effective in helping you focus on what truly matters.
The energy method
An empty battery won’t take you far. When I’m feeling drained, this method helps me figure out what’s giving me energy — and what’s taking it away.
Here’s the exercise: for a week or two, track your tasks in your calendar. After each one, mark it with a color:
Green = gave me energy
Yellow = neutral
Red = drained my energy
After some time, you’ll have a visual overview of what fuels you and what exhausts you. From there, you can start prioritizing the green tasks and building your schedule around what fills your cup.
The 5 Why Method
This technique, originally developed by Taiichi Ohno at Toyota, is my go-to when I feel stuck or unclear on why I’m doing something.
It’s simple: take the task or problem you’re facing and ask “why?”—then repeat that five times, digging deeper with each answer. It helps uncover the real reason behind a task, and whether it’s worth your time or just noise.
More clarity means better decision-making. And that’s exactly what we need when everything feels like a priority.
I’d love to hear from you—what techniques do you use when your to-do list gets out of hand? Feel free to send me an email or drop me a note on LinkedIn. I'm always here to learn, and happy to share what I know too.
Have a great day,
Ralph Wolbrink
Founder @ Guram
P.S. Know someone who might find this helpful? Feel free to forward it. 💡
