Magical holidays? Not for everyone. We’re supposed to feel festive… energetic… excited! We’re supposed to look forward to the New Year with anticipation and, well, happiness – it is ‘Happy New Year,’ right? So, why does this time of year create so much stress and anxiety? Why are so many people exhausted, even depressed under their cheery façades?
Since the first step in working through a problem is to recognize, define and accept it, let’s face it – the holiday season CAN be fun, but it can also be incredibly challenging. Especially this year, with the intense political discord and the many natural disasters. So give yourself a break!
Sure, there are tons of positive things about the holidays, including the window displays, the festivity, the spirituality and the family bonding. But there are also tons of stressors, like the time and effort of preparing for family gatherings, parties, travel arrangements, shopping, the additional expenses, rush to complete work projects, etc.
First it’s the Thanksgiving gathering (if you have people with whom you gather, and if you don’t, you might feel a sense of isolation). Having people over, for the somewhat disorganized, can be a time-consuming quagmire. It isn’t just the meal prep; it’s clearing the paper clutter off the dining table and finding hiding spots for the various piles of stuff. And the traveling doesn’t help – especially if stuck in holiday traffic (I admit it; I’ve skipped family events to avoid a two-hour traffic jam).
Thanksgiving Day immediately segues into the holiday buying frenzy, with its extra expenses and the stress of gift-buying, magnified by the pressure of getting those perfect bargains during Black Friday and Cyber Monday (now week-long, or longer, events). This is further complicated by the anxiety caused by FOMO – fear of missing out, whether it’s the sale of the century or that special party invite. Who has invited you where (and who hasn’t)? How should you reciprocate? What should you wear? And woe if you’ve gained or lost weight and don’t feel attractive in the holiday clothes you have! Even the lack of sunlight can darken the mood of people with a degree of SAD (seasonal affective disorder).
Then there are the interpersonal issues. Whether it’s home for the holidays and dealing with complicated family relationships, or the feelings of loss when you think about missing loved ones or the lack of a significant other with whom to share a New Year’s kiss. There is also the double-edged pleasure of having children home from school, especially if you still have to work. And magnify the difficulty if you have children who get easily overwhelmed or overly excited by a disruption of their routine.
On a more subtle note, there’s a sense of judgement. The year is about to end, and what have you accomplished? Sometimes it’s external evaluations at work, which may, or may not, include raises and bonuses. But often it’s an internal sense of “I planned to do more…“. Unfortunately, we tend to dwell more on what we didn’t do than celebrate everything we did accomplish. Like a birthday, the upcoming New Year is a passage, and an opportunity (welcome or not) to pause and look at where we are in life.
I can go on, but now that it’s really clear you have valid reasons to feel Holiday Anxiety Disorder, let’s switch to what we can do differently to have a better, more fulfilling holiday season.
Let Go of the ‘Shoulds’
Many of us dwell in a mental world of how things should be. Relationships are warm, fuzzy and supportive. Money is not a concern. We’re easily able to leap tall buildings, which represents any obstacle, whether preparing a holiday meal or completing a work project early and under budget. Our children are always a joy, and our parents are never a problem. Realistically, we know that’s ridiculous. But there’s a part of us that wants it to be that way, and thinks it should be that way. Until we embrace imperfection and still delight in ourselves and others – despite our failings, and theirs – we’re doomed to feel like failures.
Practice Intentional Rejuvenation
Schedule in ‘ME’ time. Consider it as My Energy; time to recharge. It might mean a massage, distraction-free time to read, draw, play the guitar or go for a walk – whatever recharges your sense of self, so you’ll have more to give to others. If you spend too much time alone, working or taking care of your family, plan get-togethers with friends. Let go of the guilt that comes from having too little time to get things done or take care of others, so you give even less to yourself. As the airlines say, ‘put the oxygen mask on yourself before you worry about others.’ Keep in mind thatself-care is not the same as ME time. Things like going to the gym are important for self-care, but there aren’t ME time, unless you love going to the gym!
Put Your Health First
Alas, that includes getting enough sleep, eating right, staying hydrated and exercising. These are all critical for real self-care. They take effort, but the payoff is that you’ll have more energy, and feel a lot less stressed. And for those of us with ADHD, depression or anxiety, these have proven, brain-based benefits. Studies show that spending some time in nature, even in winter, helps positivity. Get outside, even if it’s cold. Use natural daylight bulbs. And consider appropriate supplements, like Vitamin D and Omega-3.
Give Yourself Permission
It’s okay to decline an invitation. It’s okay to serve fewer choices at a meal or have less elaborate holiday decorations. And it’s okay to ask for help.
Set Limits
This might be the dollar amount or the number of gifts you’ll purchase. It might mean how much time you’ll spend shopping (maybe the online purchase isn’t as perfect as something you’d pick out in a store, but it’s a lot easier!). Also, consider how you can say no to unacceptable behavior, whether from a child, friend or family member. This also applies to work.Learn to say NO to yourself! Perfectionism destroys productivity. Be realistic in terms of what you can accomplish in a given time, and what you can’t. Have clear priorities and learn to self-advocate.
Journal
Write down your frustrations – it’s better than taking them out on others, or yourself. Keep a gratitude journal to remind yourself of what you have, and what you’ve done. Keep a list of what you can do differently next year, and a reminder of what you’ve done that works. (Don’t count on remembering anything, although do try to remember where you keep your Journal and lists!)
Pause – Breathe – Appreciate
Life is a collection of moments, so capture those moments by being truly present. Mindfulness is a way of staying centered, and when we’re centered in the moment we can’t be disappointed by the past or anxious about the future.
Expect Breakdowns
It’s extremely rare when everything works as planned. Stuff happens. Being flexible and building in the expectation that there will be occasional breakdowns and meltdowns makes it easier to deal with them when they (inevitably) happen, and increases the likelihood that your holidays will be successful!
Focus on the Positive
In my 7-Step PowerPlan to Success™, Step 3 is ‘Believe in Possibility, and that you always have the Power of Choice.’ When you truly believe that you will have a wonderful, fulfilling holiday season, and that the upcoming year will be your best one yet, you dramatically increase the likelihood it will be. Positive thinking is critical to successful action. How we think absolutely affects what we attract in our lives.
Plan for Success
A positive attitude is essential, but achieving goals is more likely when there’s also a plan in place. It’s helpful to have clarity as to goals and priorities, and the steps you’ll take to reach them, whether it’s planning for December 25th, New Year’s Eve or the upcoming year. If you need help with your Success Plan, let me know!
Have the Happiest of Holidays!!! What are your tips to conquer Holiday Anxiety Disorder? I’d love to see them, so share them on my blog.
This article may be reposted, only with the following attribution:
Written by Susan Lasky, Productivity, ADD/ADHD, Executive Function & Organization Coach. Susan Lasky Productivity Solutions, www.SusanLasky.com. Used with permission.
There is often a collapse in our understanding when it comes to getting things done. We’re taught to believe that if we were really motivated, we would get started on that work project, organize the closet or declutter the entry. We’re told that if we really cared about our family’s health, we would consistently prepare tasty, nutritious meals. We tell ourselves that if we’re not exercising or finishing the online course we started, lack of willpower and poor self-image is to blame. If only we tried harder… Maybe, but not likely.
Activation, unlike motivation, is an executive function skill, also known as Initiation. That means it is brain-based in an area of our brain (the frontal lobes) that may not be as consistently high-performing as we’d like. Especially so for people with ADD / ADHD. This is the area of our brain that is largely responsible for things like organization, time management, prioritization and activation (the ability to get started on something). It is easily overwhelmed by too much to do, confusion as to how to do things, or the dread that comes when a project seems too big or boring to be easily accomplished.
That’s when the protective amygdala— the part of our brain that helps us to manage stress— steps in with its fight, flight or freeze response. So we go into avoidance mode. OK, this is an oversimplification, but it helps us to understand WHY we find that doing some things becomes so challenging that we continually procrastinate, even if we are motivated to get them done.
Just because we’ve decided to do something, doesn’t mean we will actually get it done – despite motivation by desire, rewards or dire consequences. This lack of ability to get going can be both frustrating and scary!Here are eight strategies to help you overcome overwhelm, minimize the avoidance factor, get activated and successfully accomplish your goals.
Stop Identifying Yourself by Failure.Procrastinator. Lack of willpower. Lazy. Unmotivated. Selfish. Inconsiderate. Untrustworthy. These are words that make me want to quit, not put in the effort needed to overcome a brain-based executive function challenge. So recognize that despite the widespread ‘Just do it’ mentality, it’s often necessary to find work-arounds. Let go of the negative self-talk. Accept that you’re having difficulty beginning a task, and instead of being self-critical and judgmental (which accomplishes nothing), be gentle with yourself. You may be anxious about the task, uncertain about how to get it done, uncomfortable about doing it (like calling a company to complain about something), or stuck because you might ‘do it wrong.’ Avoid paralysis by analysis. Often all that’s needed is that first step, which is what activation is about. Identifying what is getting in the way is part of the solution. It’s important to take action despite your feelings, but it helps to understand them. Studies show that you’re 50% more effective if you first get clarity as to why it’s tough to get going, than you’d be if you just push through and try to get it done.
Set Aside Planning Time and Action Time.They are not the same. Planning time is for deciding exactly WHAT you are going to do, and HOW you’ll get it done. It’s the time to determine your priorities and decide WHEN you’ll actually work on your tasks (your Action times). It’s the time to make DECISIONS, so they don’t hold up your progress once you start working. Sometimes we plan to do something without being realistic about how much available time we actually have (the ‘white space’ in our calendars). So when planning, take all of your time commitments into account. And don’t overplan. Activation takes effort, so leave space for recharging, along with time to deal with interruptions, unexpected tasks or spill-overs from tasks that take longer than planned. If you skip Planning time and go directly to Action time, it’s easy to lose focus on what is most important and spend that Action time pursuing any new bright and shiny object (or checking emails, Facebook, Instagram, Twitter, Pinterest, etc.). If you haven’t planned very specific tasks for your Action time, it’s easy to get overwhelmed by all of the options when you are ready to work.
Use your Planning time to gain CLARITY. What are the specific tasks that will enable you to make progress towards your goal? A project is too big to ‘do’ in one sitting, so the thought of ‘doing’ an entire project is overwhelming, resulting in avoidance rather than clarity. It’s easier to activate when there’s something very specific to do, with no conflicting priorities and a set time for starting –and ending– your efforts. It’s the way you solve that proverbial question, “How do you eat an elephant?” (the project you tend to avoid because it’s just too big, scary or unappetizing). How? One bite at a time! Begin by breaking the project into do-able tasks, or individual bites that aren’t too painful to swallow. The smaller you make them, the easier they’ll fit into your busy schedule. Prioritize those tasks (what has to be done before you can move on to the next task?). WRITE DOWN THE STEPS! Then, when you are in Action time, put on your blinders to stay focused on the designated task.
Make the Task more Appealing. How can you turn a need-to, should-do or must-do into a want-to? Same task, different attitude. Even then activation may be difficult, but it’s easier when you see a positive reason for accomplishing a task (even if it’s just to get it over with so it no longer gives you angst!). How can you add a fun element to the task? Some ideas: Do it with a friend, working together or just in parallel play… get out of your home or office and work in a coffee shop or park… upgrade your writing tools with a special pen and appealing notebook… promise yourself a reward for getting the task accomplished (even if it’s just some guilt-free ‘me’ time)… make finishing the task a game… have a giant check-off list, etc. Or try one of my favorites: get to work on it to avoid doing a task that’s even less appealing! Remember the benefit. Write down what you will gain from finishing the task. Keeping the goal in mind can make the work that goes into accomplishing it less onerous.
Think Progress, not Perfection. It’s easier to eat the elephant (work on that task or project) when you feel like it, or when you’re really hungry (deadline anyone?). But that’s a less effective way of ensuring you successfully accomplish your business or personal goals than if you were to commit to taking small, palatable bites every day (consistent effort). Prioritize the bites and keep them small, triumphing over your perfectionistic avoidance tendencies. Consistent small bites get things done!
Take a Short Detour to Gain Momentum. Sitting and staring at a blank screen won’t get that blog written. First, try doing a tiny action, like writing one sentence. This small action will often get you over the inertia hump, so you can continue. But if you find yourself unable to initiate action, take a detour. Do something physical (energizes your body and your mind). Take a short nature break (relaxes the anxiety and provides a feeling of well-being you can take back to your desk). Call a positive friend and make plans to do something fun. Listen to music that energizes and helps you stay focused. Make sure you eat and drink (dehydration contributes to brain fog). If you take medication, check that you’ve taken it. If you need ten minutes of down time, take it – even if it’s to check your social media or email (be safe and set a STOP alarm!). Remind yourself of your commitment to get to your Action task, and then, refreshed, get back to work.
Be Aware of Transition Trauma. Sometimes it’s hard to stop one activity to begin another. Our brains just don’t want to make the switch. Be clear as to what you plan to do when. Write it on your Daily Action List. Put it in your calendar as a Task-Appointment. Use alarms to define your Action times and alert you that it’s time to begin (activate). Get up and move between activities so you can clear the Zombie-like focus, or hyperfocus, from a previous task (or from that computer solitaire marathon session).
Find an Accountability Partner. When someone else cares whether we’ve accomplished what we said we would, we’re more likely to get it done. This is often difficult when you work alone. Just as it’s easier to get to the gym when you go with a friend, it’s easier to get activated and work towards your goals when there are others who are supportive of your efforts and cheerleaders for overcoming your challenges. Share with a non-judgmental friend, join a mastermind group, consider the benefits of individual coaching, or join a group like my TUIT Project, which is designed to provide support and accountability. A new online group begins each month—visit OvercomeOverwhelm.com.
Also consider thebenefits of individual coaching. Contact Susan Lasky Productivity Solutions to discuss how coaching could help you move forward and have a less stressful, more fulfilling life. Susan is based in Westchester, but works virtually anywhere. She can be reached at 914-373-4787 or Susan@SusanLasky.com. You can schedule a convenient, no-cost or obligation Initial Consult at https://SusanLasky.AcuityScheduling.com.
Frustrated by the gap between knowing what you should/want/need to get done and the reality of what you are actually accomplishing? For many people, this is a chronic struggle – especially those with ADD/ADHD/EF (executive function) challenges, myself included! Even when we are at the top of our game there’s still a backlog that can approach critical mass. Do you wonder what the top of your game would be if you could be more Nike™-like and ‘Just Do It.’ Fortunately, there ARE strategies that help, and here are a few:
Begin with Clarity– Know exactly what you plan to do AND why you want to do it. Maybe it’s because you need to get something done, but by phrasing it as something you want (even if the reason is to keep your job, pass a course or stay on speaking terms with your partner), it becomes your CHOICE, and our motivational circuits work a lot better when we choose to do something. So convert your ‘have-to’s’ ‘must-do’s’ and ‘need-to’s’ to ‘WANT-TO’s.’
Confusion by Susan Lasky
Think ‘Task’ NOT ‘Project’ – Often, what we want to do is too big to accomplish in a single sitting, leading to a feeling of overwhelm. For many of us, overwhelm is a trigger to shutting down and doing less, rather than ‘attacking’ the project to successfully accomplish it. Our brain perceives the situation as threatening, and shifts into the protective ‘fight, flight or freeze’ mode, which doesn’t help with getting things done.
Avoid overwhelm by identifying the PROJECT (it might be to redo the files, create a newsletter, plan a vacation, organize the closet, write the thesis, ‘do’ the taxes). Whatever it is, break it down into the multiple small steps (TASKS) that are needed to complete the project.
The first task of any project is to create a written Project Sheet that specifies everything you’ll need to get it done, from resources needed (information, people, money, tools) to a step-by-step breakdown of each action, with approximations of the time you’ll need for each step – then double it (or more). Reinforce the steps by writing them down and saying them out loud. Keep the Project Sheet where you can easily refer back to it. (Think weekly and daily planning/review sessions, which take time but totally save you hours!)
Set a Conscious Intention (Commitment) – Once you are clear about WHAT you will do, decide WHEN you’ll get it done – PRIORITIZE. Put each step in your calendar or planner as a Task-Appointment, which is an appointment with yourself to work on a specific task at a specific time.
Saying ‘yes’ without saying ‘when’ is a typical precursor to not getting things done. Consider posting a reminder with the specific task you have prioritized, in a place that will draw your attention back to it when it begins to wander (and accept that it will wander!). You might want to expand your declared focus to prioritize an entire day or a week, “This week I will finish …” This doesn’t mean you won’t do other things, but it helps to swing you back to your key priority when your attention drifts or your interest wanes.
Make it Do-Able – It often helps to set a timer for a short amount of time so you don’t feel ‘trapped.’ It is easier to start something if you know you only have to stay focused on it for 20 minutes (or 15… or 10!). If you don’t complete the task within the time you’ve allotted, that’s okay. Congratulate yourself for having done what you said you would, then set additional Task-Appointments to finish what you’ve successfully begun. Take breaks between scheduled appointments. Some people find background music makes it easier to stay focused (volume and genre do matter!).
Minimize Distractions – Put on your blinders and resist temptation by making it less intrusive. Turn off email notifications, and even the phone if possible. Put a sign on your door that you will be available at 3:30 (or whenever), to minimize interruptions. Use a chalk or white board so visitors can leave messages. Give yourself permission to let go of the guilt from the other projects that need your attention, so you can successfully focus on one at a time. (I’m a brilliant multi-tasker, as long as I only work on one task at a time!)
We can’t quite turn off our brain (although a few minutes of mindful focus before you begin the work can help), so keep a ‘parking lot’ handy – a place to write down the thoughts that pop up and can compromise your focus. You don’t want to forget to make that call, send an email, pick up the dry cleaning, order a replacement phone charger, etc., and these are the things that will often pop into your mind while doing something else. You will think about it, so capture these thoughts in writing or tell it to Siri, OK Google, Alexa or your phone companion. Then you don’t need to shift your attention away from your project in order to remember to do it.
Start Small – When you are REALLY stuck, just open the notebook or computer file and look at the page or screen. Then put your pen to paper or fingers to keypad. They may start moving of their own volition. If not, commit to writing just one sentence, which often opens the gateway to moving forward. Or pull out a folder and skim the papers. Or make a list of what you think you should be doing. It’s the ACTIVATION that’s so difficult. Sometimes, all it takes is a minimal start to trigger our brains to become involved with something we’ve been avoiding. And remember how good it feels to get something done!
Take Breaks & Make Time for Self-Care – Avoid ‘overbooking.’ Often, less IS more. Leave ‘white space’ in your day. Especially when you have things to do in the evening or over the weekend. Leave time between Task-Appointments (if you work for 20 minutes, take a 5-10 minute break, then a longer break every two hours or so). Get up and MOVE (keeps the energy flowing). This is easy to forget when in hyper-focus mode, where we can work for hours on something because we are so caught up in it. Try to remember the law of diminishing returns (and ask yourself what is not getting done that is also important.
Take care of yourself! SELF-CARE is often the first thing to go when we feel there is too much to do.
Stop and Smell the Flowers by Susan Lasky
Yet self-care provides the physical AND mental energy to accomplish more. Think about it – how much more cognitively alert and productive are you after a good night’s SLEEP? Multiple studies are showing that our body and brain use sleep as a time to recharge, including eliminating toxins, so it isn’t, as many feel, a ‘necessary evil,’ but part of the productive process.
We know that EXERCISE boosts our body chemistry so we are more functional (and ofter a lot less ‘hyper’ or ‘antsy’). So fit some version of it into your schedule (again, less is often more if it means you’ll actually do it – sometimes our exercise goals may be somewhat unrealistic). DRINK a lot of water (hydrate). SNACK on fruit or have a protein shake. A quick NAP or MEDITATION can be super-restorative. Science is proving that time spent OUTSIDE in greenery can dramatically enhance our mood. (The Japanese even have a concept for this called ‘Forest Bathing.’) Yet when we feel ‘behind,’ as is so typical, we deny ourselves these self-care actions that boost our brain chemistry and pay us back with increased focus and productivity.
We NEED and DESERVE to ENJOY ourselves. Take a break to play with your kids or your dog (laughter totally energizes). Pet the cat and let the purring calm your brainwaves. Allow yourself time to garden, paint, create music or anything that comforts your soul. Have lunch with friends or make some private time with your partner, and you’ll usually get MORE done – and feel less deprived or annoyed by having to do the work in the first place!
Accountability Helps – Don’t try to go it alone. Report your progress to a non-judgmental accountability-partner, whether a friend, family member or coach, or consider joining an Accountability Group. (Check out my Get Around TUIT online action group at www.OvercomeOverwhelm.com)
Here’s an accountability strategy that is especially appealing to the tech-savvy. I ask some of my coaching clients to take a photo of their progress and text it to me. It might be a completed page in their planner, homework assignment or business plan, an organized desktop, newly labeled files or an emptied suitcase from last month’s trip – whatever supports their intention at the end of our last coaching session. If they said they would join a study group, go to the library or attend a networking event, I ask for an on-location ‘selfie.’ The photo is fun, helps them to feel more motivated and gives ‘instant’ feedback as to a job well done – not from me, but from their camera 🙂 It is a testament to their success! You can use this accountability strategy with yourself or a friend.
Commit to a Daily Action Plan, which is different than your 50-page ‘To-Do’ list. It has space for just your 3 primary actions and, if you finish those, 3 secondary activities. If you want to check out my Daily Focus form, you can download it here.
Be a Detective – The best strategies may not work for you, or may work for only a short time (so frustrating, but that’s reality). It is okay to acknowledge you are stuck. Maybe you need new tools, techniques or strategies, or just to tweak the ones you’ve been using. Perhaps you would benefit from a greater understanding of how to do something – a workable office requires an understanding of functional organization, and systems that work with the way YOU think – especially for those of us who are ‘out of sight, out of mind’ thinkers. Maybe you’ve been struggling with writing papers because you never really mastered the process from a technical perspective (organization, time and project management and keeping a check on perfectionism!). Perhaps you would benefit from a better system for managing your emails or running meetings.
So now, imagine that you’re solving your problem, but for a friend or colleague. When we take the emotional component out of the equation, it’s often easier to come up with a workable solution. Things can be different, but how to effect successful change? (Step #3 in my PowerPlan to Success: Believe in Possibility, and that you always have a Choice.) Sometimes we just don’t know what we don’t know, and help is needed.
You may benefit from hands-on advice, situational coaching, or exploring the underlying causes that create or compound your challenges. These can include emotional issues, physical problems, learning disabilities, and executive function or attention disorders that can get in the way of success (and here you wasted so much energy blaming yourself for lack of willpower!). Perhaps you struggle with perfectionism, are overly self-critical, feel the work you do isn’t ‘good enough,’ or subconsciously sabotage your success. Remember that it shows strength to work with a consultant, organizer, tutor, coach or therapist to get at the roots of these chronic challenges.
Be Kind to Yourself … Please!!! That’s the most important thing I can leave you with. Studies show that the more you accept yourself, the more productive – and happier – you’ll be!
I’m curious. What do YOU find helps to get things done?
The deadline for filing taxes is fast approaching. Many people have difficulty getting their financial records in order (if they can even find them!). This can be especially painful for those with ADHD or executive function challenges.
Be realistic. What is the likelihood that you will have your personal taxes ready to post or postmark by April 15th? (April 17th in 2017.) If it is slim, or predicated on wishful thinking, file for an extension now, to avoid penalties for late filing (you’ll still have to pay taxes and interest, so the sooner you file, the better).
Avoid avoidance. It is possible to overcome major avoidance, which is what keeps many people from getting their taxes done on time. For some of us, just the idea of finding and gathering all of the information feels overwhelming. And when something is overwhelming, we’ll do anything to avoid dealing with it (including putting it off despite the financial consequences). So accept that tax prep is a necessary evil, and make it easier by treating it as a PROJECT – not a task. A project consists of many tasks, and you can only do one at a time!
Begin by breaking down this project into various steps (the individual tasks). Some of these are itemized below. The idea is to focus on a single task at a time, so you aren’t overloaded by everything that needs doing.
Don’t say ‘YES’ unless you can say ‘WHEN.’ After you’ve decided what tasks you’ll need to do in order to finish your Tax Prep Project, decide when you’ll do them. Enter each task on your calendar, as a Task-Appointment, which is an appointment with yourself to do a specific thing at a specific time. This dramatically increases the likelihood that you’ll actually work on the task. It is easier to wrap your head and energy around beginning a specific task (activate!) then it is to think about accomplishing the entire project.
And if a task looks like it will take too long to complete in one appointment (given your attention span and other obligations), just work on it for a set amount of time. If you do that, you’ll have met your goal (even if the task itself isn’t finished). By doing what you planned, you’ll feel successful, and so more likely continue with other Task-Appointments and complete the project. Success breeds success.
The following steps will apply to most people:
Task #1Gather Papers. Begin by gathering the many financial papers you probably have in several different places, and put them in one location, even if you use the proverbial shoebox to hold everything! Don’t review them; don’t think about them. Just collect.
Task #2Sort into Categories. Sort the various papers you’ve gathered into categories (receipts, statements, tax reporting forms). Put them in separate folders (paper or poly project files) or just stack the papers, writing the category name on a blank paper kept on top of the pile. If you do your banking/investing/accounting by computer, set up a folder for the tax year, and include all relevant downloads.
Task #3Group your Deductions. If you itemize, group your family’s deductible receipts (medical, charitable contributions, childcare, education, business expenses, etc.). Note: You can request an annual statement from your local or mail order pharmacy that itemizes all medication expenses, so you don’t need to worry about keeping each receipt during the year. Obtaining this statement can be a separate Task (visit the pharmacy… make the call… or download the pharmacy record).
Task #4Review Banking Documents. Go through your checkbooks, bank and credit card statements for possible deductible expenses. Note: If you are reimbursed for a medical expense, it is not a deduction.
Task #5Determine if Anything is Missing. Are any reporting forms missing? (W2 or 1099’s, property or school taxes, mortgage interest, bank interest, investment records, stock dividends, etc.) You should have a list of what to look for from your accountant or tax preparer (many will send you a tax preparation document that you can just fill in with your information). If not, several are available online or through the IRS or free (legitimate) tax prep websites. If any critical reporting forms are missing, set a Task to contact the originator for a copy. Do this early enough to get the information before the filing deadline! Note: Accountants may have different requirements as to what documentation they need to do your taxes, so check in advance.
Task #6Tally the Results. Go through each category, list the details (whether using paper or computer) and add up the totals.
Task #7Make your IRA Contributions before April 15th, if you intend to deduct them for the prior year.
Task #8Complete the actual Tax Return Forms. Having everything organized isn’t enough – now it’s time to complete the actual tax returns, and submit them before the tax deadline. You can complete the forms yourself, use legitimate online tax software, or give your prep work to your accountant or tax preparer.
Take your Tax Prep Project a baby step, or task, at a time, and it will be easier to complete it without getting into a state of overwhelm or frustration. Hopefully you can do this in time to file by the due date, but if not, by or before the extension deadline.
Don’t ignore them – taxes DON’T just go away! Worse, the amount you’ll owe will increase if you don’t file on time. As a coach and organizer who mostly works with clients who have ADHD or executive function challenges, I’ve seen SO many who didn’t file taxes, even though they had the money to pay them or didn’t even owe money. Some were in dire trouble with the IRS. All because of overwhelm and avoidance!
Prepare now for a stress free next year. If you want next year to be less stressful, set up a system now, instead of scrambling next March. Use the category folders (Task #2) to file the appropriate papers as you receive them, so you’ll only have one place to look when it’s tax prep time. Consider keeping everything in a convenient magazine holder or file tray on or near your desk (the less effort you have to put into filing, the more likely you’ll be to do it). Some people prefer to scan each paper as it comes it in, so they don’t have to worry about storing/sorting papers.
If organizing for tax preparation is a challenge, work with someone to set up a simple system for managing your financial papers. It is worth the investment to hire a professional, given the possible penalties and interest due to late filings, the potential savings from having a clear record of all deductible items and from spending less time (and money) with your accountant and, perhaps most important, the reduced stress and improved comfort level you’ll experience. Find a local organizer who specializes in these systems at the National Association of Professional Organizers, www.napo.net or the American Association of Daily Money Managers, http://www.aadmm.com/findDMM.php.
Change the internal filter you use to view a situation and the results can be staggering!
Words are powerful – whether you say them out loud or just think them. They reflect how we perceive a situation, a person or ourselves. They can reinforce the positive, but all too often they give power to the negative. When we change our perception – what we think we see – our dialog changes. These new thoughts, and the accompanying words, can move us forward, instead of keeping us trapped.
When my son was about 9, he was in a crowded restaurant, sitting at a table with several adults. Running about the restaurant and disturbing the patrons was a very young girl. One of the adults described her as hyperactive, and the others agreed. But not my son, who said, She’s not hyperactive, she’s just actively exploring the world. Whoa…
Here’s a little girl who could grow up thinking of herself as having a problem, as being different in a negative way. Or she could grow up believing herself to be a curious explorer, destined to discover new things and truly observe the world around her. Think of her parents, who could either see her as a challenge or see her potential and help her to positively channel her energy.
In coaching we call this process of looking at things from a different perspective ‘reframing’. When you change the frame, the picture looks different.
Take the trait of impulsivity, which is often considered negative (and can sometimes lead to dire situations). However, without it there would be little creativity, which is often the flip side of spontaneity. Impulsivity can be a strength, leading to new ideas, and to taking risks on new businesses and new experiences. How dull life would be without it! Instead of perceiving impulsivity as negative, try looking at it from its potential, and help to positively channel that creativity and willingness to take risks.
When Thomas A Edison was young, he was sent home from school with a note. His mother told him it said, “Your son is a genius.” This school is too small for him and doesn’t have teachers who are good enough to train him. Please teach him yourself. Many years later he found the actual note, which said, “Your son is mentally deficient. We cannot let him attend our school anymore. He is expelled.” He wrote in his diary, “Thomas A Edison was a mentally deficient child whose mother turned him into the genius of the century.”
I don’t know whether that story is true, although I do know he was expelled from school (and that he also blew up part of his home doing experiments, and most likely had ADHD). His mother chose to interpret the school note from a different perspective, and look at the difference that made! She chose words that changed her son’s self-perception. What would his future have been if he thought his teachers considered him ‘deficient’?
So the next time you are tempted to criticize someone – OR YOURSELF! – try to reframe what you are thinking from a positive, supportive perspective. Words can change the future! 🙂
I would love to hear your thoughts on this! – Share your ideas blow.
Please feel free to share this article, with the following attribution: Written by Susan Lasky, Productivity, ADD/ADHD, Career & Organization Coach. Susan Lasky Productivity Solutions, www.SusanLasky.com. Used with permission.
Most of us feel overwhelmed by the many important, but not always urgent, tasks and projects that we need/want/have to or should do. We’re frustrated and stressed by our failure to get it all done.
What gets in the way? It isn’t necessarily a lack of motivation that’s holding us back, but the challenges that come from a lack of time and/or clarity:
What to do – conflicting priorities because there are just too many options
When to do it – lack of time to do it all (we’re not always realistic about our time and energy!)
How to get it done – confusion about how to accomplish a task or project
Other action-stoppers include:
Procrastination, due to the lack of a pressing deadline or consequence
Avoidance of tasks that are particularly difficult or boring
Inability to activate, or just get started (begin stuck in the ‘off’ position)
Time blindness that leads to poor planning – it’s either now, or not now
So, How DO We Get Anything Done? Many people, especially those with ADHD, are ‘burst workers.’ It takes us so long to activate, that when we finally get going on something, we want to get all of the mileage we can. So we wait until the last minute then shift into hyperfocus mode, then get so caught up in what we’re doing that it’s hard to stop. It helps when there’s a deadline, as there are no longer conflicting priorities, and the adrenaline (think stimulant) is naturally flowing, helping with concentration.
But what if there isn’t a deadline? What if it is a project that’s important, but not urgent?
Start by Making the Project Do-Able… and Avoid Overwhelm Projects can be complicated, and often involve many steps that can take a lot of time to complete. Just thinking about a project (instead of an individual task) can lead to feeling overwhelmed. Our protective brain perceives overwhelm as a threat, triggering the ‘fight, flight or freeze’ response. So instead of the increased clarity and focus we need to get things accomplished, we’re more likely to escape into avoidance mode.
The only way a project becomes do-able is when it’s broken down into tasks (individual components). Tasks allow you to focus on doing just one thing at a time. Yet sometimes, accomplishing even a single task can be challenging.
Think about it: How do you eat an elephant? Bite-by-bite. How does Pac-Man win? Byte-by-byte. How do you tackle a project, bit by bit, step-by-step or task-by-task!
Enter the Tortoise Approach… Slow and Steady Wins the Race
How to Overcome Avoidance, and Cross the Finish Line (Get it Done!) Start by choosing one very specific task (or mini-project) that will help you accomplish your project or long-term goal.
If your project is to send out weekly blogs, your task is to write one blog
If your project is to declutter your office, your task is to organize your desktop.
If your project is to find a new job, your task is to update your resume.
You can put the task on your calendar as a Task-Appointment (an appointment with yourself to accomplish a specific task at a specific time).
But putting it on the calendar doesn’t mean you’ll get it done.
We’re most likely to complete things when there’s a looming deadline with consequences, when it’s a task we really enjoy, or if we’re trying to avoid something that’s even less appealing! Otherwise, so many things can get in the way, and we wind up with a large number of important tasks that we never seem to get around to completing.
So make the task more do-able by making it even smaller:
Instead of writing a blog, jot down your ideas for the blog.
Instead of organizing your desktop, clear the space around your keyboard.
Instead of updating your resume, make a list of your job responsibilities.
The smaller the task, the more likely you’ll be to do it – especially if you’ve assigned a time to work on it.
Slow down and limit the amount of time you work on the task (so you’re more willing to do it!)
These are the tasks that you haven’t been able to accomplish burst-working, so try a different approach – don’t try to get it all done in a day. Think progress, not immediate completion. (Also, be wary of perfection, which is often the enemy of progress).
Assign just 20 minutes to the task, or if that seems like too much effort, go for 15 minutes… or even 10.
The goal is tomake your task-time short enough that you’ll actually get to it. You can do almost anything for 10 minutes! Don’t worry about finishing the task (unless you are on a deadline). The way you’ll finish is with consistent effort.
Shoot for the minimum time and set a timer to keep you honest! If you’re on a roll and want to work longer, it’s okay to keep the momentum going if there’s nothing else you have scheduled. If you are still having a hard time getting started on the task, use a timer that shows the remaining minutes disappearing – so the end is actually in sight!
Like the tortoise, keep plodding onward. Studies show that authors complete more books when they write for ten minutes a day than when they wait for the time and inspiration to do burst-writing sessions. Commit to working on your task, or other parts of the project, on a regular basis (every day, four times a week, or whatever makes sense for you).
Even if you absolutely don’t feel like it, or you’ve been swamped by other, more pressing tasks, by carving out these short but regular sessions to work on tasks related to that important, but neglected project,you will get it done!
Susan Lasky Productivity, ADD/ADHD & Organization Coach at Susan Lasky Productivity Solutions
Susan Lasky helps people who are overworked, overwhelmed or disorganized to get things done by working with the way they think. For more than 25 years she’s helped them find the right tools and strategies to better manage their time, priorities, paperwork, projects, space and stuff, so they gain more time, energy and focus to grow their business, succeed in school or the workplace, balance work/home/self-care and truly live a life they love!
Susan is a Board Certified Coach, Senior Certified ADHD Coach, Edge-Certified Student Coach and Level II Specialist in Chronic Disorganization, as well as a trained Organizer-Coach and Office Productivity & Systems Consultant, certified Career & Life Planning Specialist, Holistic Time Mastery Coach, and a Golden Circle member of NAPO, National Association of Productivity and Organizing Professionals.
