We all have max obligations that we can take on. What happens when we get overloaded and go above what we can do? Notes from Cal Newport’s show, 279.

We have a capacity to accomplish a certain amount of things, what Newport calls “max obligations.” When we go over the number of max obligations, we feel overloaded. To combat feelings of overload, many people try for a “steady state” of obligations just under their max load. Life, however, often brings with it spikes in obligations, shooting their numbers well past their max obligations point. To combat the feeling of overload, some people try to keep their spikes under their max obligations. The downsides of choosing to keep the spikes well below one’s max is that the “valleys,” the times when obligations lighten up, can be so load that someone might feel bored and restless. Therefore, the solution is to “tighten up” the fluctation, so that the highs are not too high and the lows are not too low.

He then gives some steps for combatting overload:

Step 1: Reduce what you can right away.

Look over the list of obligations and try to cut back where you can. Push meetings, cancel plans, and defer work if you can.

Step 2: Systematize work that remains

Come up with a plan with how remaining work will get done. Look ahead and block out work on calendar. Auto-pilot scheduling. Add big blocks that you might not normally have. Fight for time to do a large block of work (hire childcare, arrange time with spouse).

Step 3: Plan to prevent similar overload in the future.

Spend time thinking through how to keep it from happening again.

Quotas: set a limit on certain work items. Events, meetings.

Future time block: Block in time to do work on calendar ahead of time.

Automatic “No” List

Hard No: Be apologetic but don’t give wiggle room.

Deferred Yes: “Look, that sounds interesting. I look at my calendar on Fridays so I’ll get back to you then.”

Bigger Shifts: Consider workload when stepping into a position.