Are you an overwhelmed business owner trying to juggle your business and everything else?
I’ve been there — working 10+ hours a day on Wall Street until a stress-related illness put me in the hospital. But together with my wife, Carey, we turned things around, building a 7-figure business that only takes 20 hours a week to run.
Today, we’re fulfilled, free, and living life on our terms.
Ready to discover how you can do the same? Let’s dive in!
How to overcome overwhelm in business:
- Take a step back
- Plan and prioritize
- Get support
- Create systems
- Reduce clutter
- Focus on one task at a time
- Delegate and outsource
- Prioritize self-care
💡Key takeaways:
- While overwhelm is common among business owners, it doesn’t have to define your entrepreneurial journey
- Delegation, support networks, and automation are powerful tools to free up time and focus on what matters
- Inflation and poor time management are the two biggest struggles most business owners face
Why do business owners struggle with overwhelm?
You’re not alone if you struggle with overwhelm as a business owner.
A survey shows that 75% of small business owners worry about their mental health. Plus, 56% have been diagnosed with anxiety, depression, or stress-related problems.
Why does this happen? Here are the top reasons:
- The constant pressure to succeed
- Being caught in the daily grind
- Isolation and a lack of support
- Wanting to do it all without delegating
- Financial constraints and rising inflation
- A lack of control or effective systems
- Neglecting self-care
- Anxiety due to uncertainty
- Poor time management
As an entrepreneur, you face a lot. But that doesn’t mean you’re doomed to stay an overwhelmed business owner forever.
To help, let’s dive into eight practical steps to help you get unstuck.
1. Take a step back
When you’re overwhelmed, powering through can sometimes seem like your only option.
But here’s the thing: pausing and recalibrating is often the smarter move.
Why? Because stopping helps you clear your mind and approach tasks with a fresh focus. 🧠✨
Start with scheduling regular breaks. Not “maybe” breaks — actual ones. Block them on your calendar like any other task.
It might feel counterproductive, but studies show that regular breaks boost productivity and lower stress levels.
Another game-changer? Mindfulness and deep breathing.
When your brain is flooded with endless thoughts and worries, it’s hard to focus.
Mindfulness reduces that mental chatter, creating space for better decision-making.
Ultimately, stepping back allows you to see the big picture, such as:
- Why you started your business in the first place
- What kind of life you’re working to build
- And what your end goal is
Reflecting on these questions helps you cut through the chaos and reconnect with what really matters.
Then, you can start planning.
2. Plan and prioritize
Being busy doesn’t always mean you’re making progress. The key is focusing on tasks that truly move the needle.
Start by setting clear goals. For instance, what’s the ONE thing you want to achieve this month?
Break that down into smaller milestones. These become your roadmap, showing you exactly what needs to happen to get where you want to be.
From there, figure out three to five subgoals for each milestone and then prioritize.
You might struggle with that last step, though, but you’re not alone. 98.2% of people struggle to prioritize tasks.
It’s tough, but it doesn’t have to be.
A handy framework we swear by is the 1:4:5 rule:
- 1️⃣ High-priority task
- 4️⃣ Mid-level tasks
- 5️⃣ Low-priority or simple tasks
This approach helps you avoid the urgency trap, where everything feels important, but nothing gets done.
Task management tools (like Trello, Asana, or Notion) also simplify planning. Use them to see what’s next, delegate tasks, and stay organized.
💡 Pro tip: Tackle high-priority tasks during your most productive hours. (Not sure when that is? Track your energy levels throughout the day — you’ll spot patterns fast.)
Feel like your weeks are too unpredictable to plan? This video will help:
3. Get support
Many overwhelmed business owners think they should handle everything. But that mindset often leads to overwhelm and burnout.
Dare to ask for help instead. It’s not just smart — it’s brave. 🙌
Opening yourself up to support requires vulnerability, but it also sets you up for long-lasting success.
Getting support also:
- Gives you access to valuable insights
- Reduces decision fatigue (less overthinking = more clarity)
- Helps you avoid loneliness and isolation — something 26.9% of entrepreneurs struggle with
And you can get support in a variety of ways:
- Sign up for coaching to get expert advice
- Find a mentor to learn from someone who’s already walked your path
- Join a business network (like BNI) where you can build connections and share ideas
- Join professional online groups where you can meet like-minded professionals
Next, we’ll go over building systems.
4. Create systems
Systems keep you organized when life gets busy.
But when you’re already overwhelmed, setting them up can feel like yet another task on your plate. 😵💫
Here’s why we say it’s worth it anyway: systems save you time and energy in the long run.
Think of them as investments that pay off every day.
Plus, you need to have the right systems in place to scale your business in the future. Because without them, you’ll just be scaling your overwhelm.
The good news?
You don’t need to overhaul everything at once. Start small and build from there.
Look at repetitive tasks in your business:
- Can you automate billing?
- Set up email templates?
- And so on?
Tools like Zapier or IFTTT can streamline the chaos. (Another option is outsourcing, but we’ll cover that in a bit.)
Your task management systems and tools from step two will also come in handy here.
And don’t forget time management:
- Plan your week in advance
- Set clear deadlines
- Track your time to see where it’s going
- Batch similar tasks together
For more advice on setting up the right systems, check out this video:
5. Reduce clutter
Clutter — whether mental, physical, or digital — reduces your ability to focus and process information.
Here are some practical fixes:
- Mental clutter: Write everything down — your to-dos, goals, ideas, even worries. Getting it out of your head and onto paper frees up mental space and makes priorities visible.
- Physical clutter: Organize your workspace. Keep only what you need daily and use trays or folders for documents.
- Digital clutter: Set aside 15 minutes a week to declutter your inbox and organize files.
Just like setting up your systems, writing things down takes a little extra time. But constantly rummaging through your thoughts is far more draining.
After you’ve decluttered, you’ll want to start working on one task at a time.
6. Focus on one task at a time
Do you multitask to try and get more done?
Then, I’ve got some news for you: multitasking is a productivity myth!
Research shows it drains your focus and slashes your productivity by up to 40%. 📉
The fix? Single-tasking.
Choose one task, give it your full attention, and watch how much faster you finish (with better results).
Time blocking is a great way to zone in without having to switch gears.
Here are two simple techniques to try:
- Pomodoro: work for 25 minutes, then take a 5-minute break 🍅
- Timeboxing: set a fixed time slot in your calendar for each task 📅
Want more tips on what to stop doing to reduce overwhelm? Then you’ll love this video:
7. Delegate and outsource
Delegation isn’t just about saving time (although that’s a nice bonus!) — it’s also about making space for what matters.
When you focus on your strengths and what only you can do, your business thrives.
So, what should you delegate?
Anything that doesn’t need your unique expertise. Here are some ideas:
- Admin tasks and repetitive chores: Hire a virtual assistant to handle emails, scheduling, or social media.
- Specialized tasks: Delegate projects to someone on your team or outsource through platforms like Upwork or Fiverr.
- Personal tasks: Hire help for errands, laundry, or household management. (We’ve been delegating our laundry for years.)
Need help getting started? Watch this video where Carey shares how to delegate like a pro:
Ready to dive even deeper? Then our Outsourcing Mastery course is for you.
Now, we’ll cover self-care.
8. Prioritize self-care
Overwhelmed entrepreneurs often struggle to switch off. Long hours, constant work thoughts, and poor sleep are (unfortunately) very common.
In fact, only one in four small business owners say they always take time off when they need it. The rest feel anxious, think they can’t afford to, or worry their business won’t survive without them.
But you can’t pour from an empty cup.
That’s why radical self-care is key. It reduces stress and boosts confidence, happiness, and productivity.
Here’s how to build this kind of self-care into your routine:
- Get 7+ hours of sleep every night: Better sleep has many benefits, including improved learning, problem-solving, and creativity.
- Block time for physical activity: Exercise reduces stress and increases energy levels (while also helping you sleep better).
- Start saying “no”: Specifically to tasks or commitments that don’t align with your goals. Remember, time is your most precious resource.
Does self-care feel like a luxury? We say no, and you should, too.
By taking care of yourself, you’re building the foundation for long-term success in your business and your life.
FAQ: Overwhelm in business
What are the symptoms of business owner burnout?
Entrepreneurial burnout often sneaks up on business owners. Typical symptoms include stress headaches, insomnia, and constant exhaustion. Personality changes like more negativity and cynicism are also common. Left unchecked, it can lead to a sense of hopelessness and even trigger depression and anxiety.
What do small business owners struggle with the most?
Externally, inflation is currently the top concern for 56% of American small business owners, regardless of their sector, region, or number of employees. Internally, most business owners see poor time management as the #1 productivity killer for their business.
What’s next?
And that’s how you avoid becoming (or staying) an overwhelmed business owner!
Ultimately, your business can only be as healthy as you are.
So, use these strategies to regain control and build a life you love.
Want a proven system to make it even easier?
Our Winning the Week worksheet helps you take control of your schedule and design the life you’ve always wanted — all in just 30 minutes a week.
Grab it for free today and start seeing results right away!
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