Running a small business can feel like spinning plates. You're juggling client work, inboxes, deadlines, family commitments... and somehow you're supposed to squeeze in some 'me time' too?
You're not alone - running your own business really is hard. Recent research from Simply Business found that over half (56%) of small business owners have experienced poor mental health in the past year.
But here’s the good news: overwhelm doesn’t have to be your default setting. There are clear, simple steps you can take to calm the chaos and create breathing space again – and that’s exactly what this post is here to help with.
Let’s walk through eight practical ways to reduce overwhelm and regain control (without burning out).
How to Stop Feeling Overwhelmed: 8 Actionable Steps
When that overwhelmed feeling creeps in, the instinct is usually to push harder. Work longer. Power through. Try to get everything ticked off so things feel calmer.
But here’s the kicker – that doesn’t actually work. Not for long, anyway.
There’s always going to be more to do when you run your own business. And the more you pile on, the more your focus (and sometimes quality) slips. You get tired, you start cutting corners or maybe you even start doubting yourself. Before you know it, you’ve looped right back to feeling even more overwhelmed.
So instead of trying to outrun the chaos, try this: slow down just enough to figure out what your brain actually needs right now. Because more effort isn’t the fix – more clarity is.
The next steps aren’t about productivity hacks or overhauling your whole life. They’re about giving yourself some real breathing room so you can think straight, act intentionally, and start to feel like you’ve got your footing again:
1. Take a Deep Breath (No, really!)
It's a cliche, but it's a cliche for a reason - it works. The people in white coats have proved time and time again that deep breathing can induce a relaxation response in the body, and when we're feeling overwhelmed, this is exactly what we need.
First things first, try out this simple breathing exercise:
2. Brain Dumps (or Automatic Writing)
Let’s be real – nine times out of ten, half the stress isn’t the work itself, it’s trying to hold everything in your brain at once. The deadlines. The half-finished ideas. The “must remember to email her back” at 3am. It’s like having 15 tabs open in your head with no way to hit refresh.
That’s where a good old-fashioned brain dump comes in (otherwise known as automatic writing, which is sometimes used as a therapy technique). Think of it like tipping your thoughts out into a notebook to give your brain a bit of breathing space.
There’s no fancy method. No pressure to be neat or profound. Just grab a pen (or open your notes app), and start writing whatever’s rattling around up there. Doesn’t matter where you start – even “I don’t know what to write” will do. The aim is to clear the mental clutter, not write a masterpiece.
Once you’ve spilled it all out, stop and breathe! IF you’re feeling up to it, you can then start making sense of what’s there:
- Something that needs doing? Add it to your proper to-do list.
- A reminder? Set it somewhere you won’t miss it.
- A worry? Acknowledge it – maybe even set a time to come back to it.
- A bright idea? Park it in your “someday” notes before it slips away.
But even if you don’t do anything with what you’ve written, just getting it out can be enough. Your brain’s no longer holding it all alone. And that? That’s where the clarity starts.
3. Review Your To-Do List and Prioritise with the Eisenhower Matrix
If your to-do list is stressing you out just by looking at it – you’re not alone. When everything feels urgent, it’s hard to know where to start. And when you don’t know where to start? That’s when overwhelm creeps in and everything suddenly feels impossible.
One trick that genuinely helps? The Eisenhower Matrix. Sounds a bit corporate, but stick with it – it’s actually super simple. Here’s the idea…
You split your tasks into four boxes:
- Urgent and important - do these first (they're the fires)
- Important but not urgent - schedule them in (this is the good stuff – the strategy work, the business-building things that never feel ‘pressing’)
- Urgent but not important - delegate where you can
- Not urgent and not important - be brave and ditch them (for a while, or forever)
The goal here isn’t to get everything done – it’s to stop treating everything like it matters equally. And when your brain knows what can wait, or what you can hand off, things start to feel a whole lot more manageable.
Start by taking five minutes with your current to-do list and dropping each item into one of those four boxes. You might be surprised how much of it isn’t really a problem right now, even if it felt like it before.
Check out this blog for other genius ways to prioritise the items on your to-do list.
4. Manage Expectations
Running a small business is a lot of pressure. You find yourself constantly trying to live up to what everyone else needs from you while also holding yourself to impossibly high standards. When those two collide, it’s no wonder things start to feel overwhelming.
So here’s your reminder: you’re allowed to ease up. You don’t have to do it all. And if you’re expecting things from yourself that you’d never expect from anyone else in your position, maybe it’s time to show yourself the same compassion you’d show them.
And when it comes to client expectations? Setting clear, realistic expectations doesn’t make you unreliable – it makes you trustworthy. It builds stronger relationships and gives you the breathing space you need to work well, without the silent panic of trying to do everything right now.
5. Delegate, Delegate, Delegate
There are a lot of moving parts in running a successful business, and it can be overwhelming. Sometimes it's best to focus on what you want to do and need to do while letting others take on the rest.
You’re not meant to do everything. And trying to will only lead to burnout.
That’s where support comes in. Virtual assistants bring a wide range of skills to the table – from inbox management and admin to systems, scheduling and beyond. They’re used to stepping in when things feel chaotic, getting stuck in straight away, and helping you regain clarity and capacity fast.
Whether you’re growing, shifting gears, or just trying to stay afloat, a good VA will lift the weight without adding pressure. They’ll take things off your hands, free up your time, and stick with you for the long haul, so the overwhelm doesn’t just come back the minute you breathe out.
Want to find out more about virtual assistants? Check out this blog or get in touch!
6. Get Organised and Cut the Noise
Distractions make everything feel harder. Emails, notifications, clutter, half-finished tasks – they’re constantly pulling your attention in five directions at once. And when your brain’s already overloaded? That’s a one-way ticket to overwhelm.
Here are a few quick wins to help clear the noise:
- Tidy your desk - Chuck the rubbish, file the paperwork, and maybe round up those stray post-it notes into one notebook (you know the ones).
- Declutter your desktop or homescreen - If it’s covered in files and shortcuts, drag them into one folder. You can organise them properly later – for now, you just want a cleaner start when you log in.
- Audit your notifications - Spend a couple of days noticing every ping and pop-up. Then ask yourself: “Do I actually need this?” If not, mute it. Silence is underrated.
- Unsubscribe - Clear out the newsletters and email lists you never open. Fewer pings = more peace.
None of this has to be perfect. But even small tweaks can give your brain the breathing space it’s been craving.
7. Stop Trying to Multitask
You know those days where you feel like you’ve been non-stop, but somehow, barely ticked anything off your list? That’s often multitasking at work.
It feels productive in the moment – jumping between emails, tabs, half-finished tasks – but it actually slows you down. Every time you switch from one thing to another, your brain leaves part of itself behind. That lingering mental fog? That’s called attention residue. And it adds up fast.
You’re not imagining it – it really does take longer to get things done when you keep chopping and changing. And the quality tends to slip, too, especially when your brain’s playing catch-up all day.
So if you’re feeling scattered, try this: pick one task. Stick with it until it’s done (or at least at a solid stopping point). Then move on.
It’s not always easy – especially when you’re used to spinning ten plates at once – but focusing on one thing at a time can go a long way in clearing that overwhelmed feeling.
Click here to discover the best ways to increase your productivity and get more done in less time.
8. Take Time Out
When you’re running a small business, taking time out can feel like a luxury you can’t afford (whether it's financially or because there just never seems to be enough hours in the day). There’s always something that needs doing, and stepping away can bring guilt with it.
But here’s the thing: time out isn’t indulgent. It’s necessary. Stepping back, even briefly, gives your brain a break from the constant go-go-go – and that’s what helps stop the overwhelm from spiralling into burnout.
It doesn’t have to be a two-week trip to a tropical island (though, yes please!). It might just be a proper lunch break. A short walk without your phone. A weekend where you actually switch off.
Whatever version works for you, make space for it. Your business can wait a little while – your wellbeing shouldn’t have to.
Key Takeaways
Overwhelm can creep in quietly – a few too many tasks, a few too few breaks – and suddenly everything feels like too much. But it doesn’t have to stay that way.
Whether it’s getting your thoughts out of your head, setting more realistic expectations, or simply stepping back for a breather, small changes can make a big difference. You don’t need to fix everything overnight. You just need to give yourself space to think clearly and act intentionally again.
These eight steps aren’t about perfection – they’re about feeling more in control, even on the busy days.
How Ashwood VA Can Help Overcome Overwhelm
Overwhelm is often a sign you’re doing too much alone, and that’s where we come in.
From admin support and inbox management to systems, scheduling, and day-to-day organisation, we’re here to help you breathe easier and focus on what really matters. Whether you need a short-term hand or ongoing support, we step in quickly, quietly, and with zero fuss so you can get back to running your business without the overwhelm.
If your to-do list’s been running the show for too long, we’d love to help change that.
Get in touch to find your breathing room again, or take a look at our services here.
