How Can You Reduce the Stress of Completing a Project?
Completing a project can be immensely overwhelming. Which I am sure is what led you to google “How Can You Reduce the Stress of Completing a Project?”. There are so many things that can go wrong, and it’s often difficult to know where to start. In this article, we will explore some organization and calming strategies that can help reduce the stress of completing a project.
Project Types
What projects are we talking about?
The type of project will have an impact on the amount of stress you experience. You may be more skilled (and confident) in some projects, and maybe less so in others. The complexity and timelines of a project most definitely play a role in stress levels.
What one person perceives as stress may be manageable for another person. This is because everyone experiences and copes with stress differently.
There are different types of projects, and each one has its own set of unique challenges.
Here are some of the most common types of projects:
1. Business projects – These projects could involve the launch or expansion of a business. They can be very complex and require a lot of planning and coordination.
2. Research projects – These projects involve conducting research in a specific area or topic. Taking the time to decipher content that is reliable and accurate is key to a completed project.
3. Creative projects – These projects involve expressing yourself creatively, often through art or writing. They can be fun but also challenging, as you need to find new ways to express yourself creatively. Marketing projects often fall into this category.
4. Technical projects – These projects often involve building or repairing something. They can be very intricate and require a lot of attention to detail.
5. Educational projects – These projects involve completing a task or learning new information. They can be very challenging, as you need to make sure you understand the material before moving on.
6.Event Planning – These projects can be large or small and often involve coordinating many different people and moving parts.
There are many other types of projects, but these are some of the most common. A project can be something that is completed on your own or with a team.
No matter what type of project you are working on, there are certain steps to take to reduce the stress of completing it.
Why should you listen to me about project stress?
Early in my career, I was fortunate to work for a Fortune 500 company. The systems and processes in place were top-notch and allowed for efficient coordination and completion of complex projects.
However, even with the best systems in place, there was still a lot of stress involved in completing a project. There were deadlines to meet, and there are always setbacks to contend with.
There are a lot of moving parts, and it’s easy to get lost in the details.
And with 7-figure project budgets, the stress was amplified.
Our vision and scope were defined, we created an action plan and we kept track of our progress.
But being organized was only part of the battle.
The other part was learning how to manage our stress levels so that we could stay focused, work efficiently and avoid making mistakes.
Only years later have I discovered the secrets to removing stress from the equation.
And in this article, I will share those secrets with you.
So let’s get started.
Here are 7 steps to reduce stress when completing a project:
- Define Your Vision and Scope
- Create an Action Plan
- Track Your Progress
- Take Small Steps
- Don’t Underrate Breaks
- Mindset: Your Inner Chatter Can Build You Up (Or Take You Down)
- Quiet the Mind Through Meditation
Now, let’s dive into detail on how can you reduce the stress of completing a project!
Define Your Vision & Scope
Defining the vision and scope of the project – This step is important in any type of project. You need to make sure you know what needs to be done, and how much time and resources you have available. Trying to do too much can be overwhelming, and can lead to mistakes being made.
How to Define Your Vision and Scope?
Set aside some time to lay out the project at a high level. A pen and paper are all you need for this!
Some questions to consider are:
- Define the goal of the project – What are you trying to achieve?
- Define the parameters of the project – What are the limitations?
- Who is involved in the project?
- What is the timeline for the project?
- Estimate how much time and resources you have available – This
- What is the budget available for this project?
Once we have these details laid out, we can start dividing the project into smaller tasks to create an action plan.
Create an Action Plan
When it comes to tackling a large project, the best strategy is often to break it down into smaller tasks. This approach can feel less overwhelming and allows for more effective planning and delegation of responsibilities. When breaking a project down, it’s important to consider deadlines, prioritize certain tasks that may be time sensitive, and delegate based on individual strengths and available resources. Breaking a project down into smaller tasks can also make it easier to track progress and make any necessary adjustments along the way. Ultimately, taking the time to break a project down into manageable chunks can lead to improved efficiency and an increased likelihood of completing the task at hand.
The specific elements included in an action plan will vary depending on the individual project, but some helpful items to include are the task, identifying personnel responsible for certain tasks, important dates or milestones, and progress.
Set deadlines and stick to it
When it comes to achieving our goals, setting a deadline for ourselves can be a powerful tool. Not only does it give us a clear endpoint to work toward, but it also adds a sense of urgency and accountability.
However, simply setting a deadline isn’t enough – we also need to make sure that we stick to it. This means making an action plan, breaking tasks down into smaller steps, and staying focused and motivated.
It may not always be easy, but the satisfaction and sense of accomplishment that comes from meeting our deadline can be worth the effort. So next time you set a goal for yourself, try setting a deadline as well – and make sure to stick to it!
Delegate tasks to other people, if possible
As both a business owner and a busy individual, it can be tempting to try to do everything yourself. However, delegation is key for optimizing your time and utilizing the skills of those around you. When possible, delegate tasks to other people and allow them to take ownership of their responsibilities. This not only frees up your own time and energy but also allows team members to develop their skills and contribute in a meaningful way.
Of course, delegation requires effective communication and trust in your team members’ abilities, but taking the time to delegate can lead to better efficiency and success for everyone involved. So next time you find yourself trying to juggle multiple tasks, remember the power of delegation. Let others step up, and focus on tackling tasks that only you can handle.
Track Your Progress
It can be easy to lose track of tasks and deadlines, especially when life gets busy. But staying organized and keeping track of your progress can make a huge difference in both your productivity and stress levels. One way to stay on top of things is to regularly update your action plan. This can help you prioritize tasks and see what still needs to be done.
Updating your action plan can be done by updating the “Status” column. Some like to use percentages to represent completion (0%, 25%, 50%, or 100% complete) while others like to use symbols like a simple “X” and “✓”. Another way to represent completion status is by using circles or pies like these ◔ ◗ ◕ ●
Take time at the end of the day or week to reflect on what you’ve accomplished, as well as any challenges or roadblocks that may have come up. Staying organized may require some effort, but the payoff in terms of increased efficiency and decreased stress will make it more than worth it.
Small Steps Each Day
One of the best ways to make progress on a large project is to take small steps each day. This approach can help you avoid feeling overwhelmed and ensure that you are making consistent progress.
Sometimes we commit to an unrealistic amount of tasks on our to-do list. This can leave us feeling stressed and discouraged when we don’t cross everything off. You’ve set the bar too high for yourself. If this happens consistently it can lead to burnout.
A more effective approach is to focus on one task OR a few small tasks each day. This allows us to give each task the attention it deserves and avoid scattered energy.
Make a habit of jotting down 1 – 3 tasks you will achieve the following day (a daily planner is useful for this!). This could be as simple as checking off one of the items on your action plan or taking a small step toward completing one of the action items. Then, make sure to complete those tasks!
Give your undivided attention to these things today, and try to finish them earlier in the day while you’re still feeling fresh. According to research, many adults’ productivity starts dipping in the afternoon hours. So make sure you tackle your most important tasks when you’re at your best mentally!
“There are many reasons why people feel less energetic in the afternoon, especially between 1 and 4 pm. In part, it is physiological: Our normal circadian cycle dictates a period of sleepiness or decreased alertness in the afternoon.”
Northwestern Medicine
By starting your tasks earlier in the day, you won’t have to worry about finishing them before going to sleep. This way, the task doesn’t become a stressor that hangs over your head throughout the day.
If you’re having trouble getting everything done each day, take a look at your action items and see if there’s anything you can delegate or put off until later.
Remember, taking small steps each day is the key to making progress on your projects!
Trouble Focusing on a Task?
If you’re finding it difficult to focus on a task, don’t worry – you’re not alone. In today’s age of constant distractions, it can be hard to stay on track. Luckily, there are some things you can do to help improve your focus. Try changing up your routine and see how that affects things!
Give this routine a try! Dedicate 20-30 minutes to focusing intently on a single task, then allow yourself a break before returning to another 20 minutes of focused work. This method is more likely to help you stay productive throughout the day.
Here are some tips to stay focused:
- Mute the notifications on your phone and computer
- Use headphones to block any noise
- Set a timer for 20 – 30 minutes
Once the timer goes off, use this time to rejuvenate yourself. Get up and move around for a couple of minutes. Drink some water or make yourself a cup of tea. Chat with a coworker or friend.
Then you can return to your workstation and repeat this cycle of completing a focused task followed by rest and hydration.
This system can help you feel accomplished, and stay accountable and on track, without putting too much pressure on yourself each day. You are more likely to feel motivated and continue making progress on your goal.
Don’t Underrate Breaks
While it can be tempting to work through the day and night, taking some time to recover can improve productivity and boost creativity. It may feel counterintuitive, but taking breaks helps to recharge the brain and refresh your mindset.
Scheduling regular relaxation time also allows you the opportunity to pursue personal interests or hobbies, which can lead to new insights and ideas that can help in your work.
Additionally, taking breaks throughout the day can prevent burnout and reduce stress levels. So next time you feel like you need to power through, remember that pausing for a bit can ultimately benefit both your productivity and your overall well-being. So go ahead and schedule some time for relaxation – your mind will thank you.
Mindset: Your Inner Chatter Can Build You Up (Or Take You Down)
Our mindset is the lens through which we see the world. It’s our beliefs, attitudes, and thoughts about ourselves and others. This inner dialogue shapes how we see reality and can impact everything from our relationships to our work.
Many of us entrepreneurs are too busy to even hear our inner dialogue. Take a moment each day to be still and pay attention to the thoughts you are telling yourself.
With time and practice, you’ll be able to catch yourself thinking throughout the day. Simply observe your thoughts without passing judgment on them (this will only make matters worse!).
The act of simply noticing your thoughts is often enough to bring change to your inner dialogue.
While working on a project, you may find your mind races. Like an internal to-do list that causes our stress levels to rise.
Here are some thoughts that can be stress-inducing:
- What if….
- I should…
- I have to…
- I must…
Now, sometimes these statements are good and productive when they are realistic and we are prompted to take action right away.
So when are these thoughts stress-inducing? When it is something that isn’t realistic or not achievable at the moment.
Some examples of stress-inducing thoughts:
- I have to fall asleep now so that I am well rested
- I should have completed more work today while the kids were at home sick
- I must have looked like an idiot when I made a mistake today at work.
- I have to get all of this done right away. I am feeling overwhelmed.
Reframing Your Thoughts
Try to catch yourself when you are having these thoughts and see if you can reframe them into something more positive, realistic, or actionable.
Here are some examples of reframing your thoughts that you can practice:
| Instead of… | Try this… |
| I have to fall asleep now so that I am well rested | I am grateful for the opportunity to lay my head on my pillow to rest and recharge |
| I should have completed more work today while the kids were at home sick | I’m grateful that I have the flexibility to be with my family when they need me |
| I must have looked like an idiot when I made a mistake today at work | We are all human and everyone makes mistakes |
| I have to get all of this done right away. I am feeling overwhelmed. | I did my best today and that’s all I can do. There is always another day coming. |
In order to have a positive mindset, it’s important to be aware of the thoughts that we tell ourselves on a daily basis. Often, these thoughts are stress-inducing and can prevent us from achieving our goals.
However, by reframing these thoughts into something more positive, realistic, and actionable, we can quiet the mind and be more productive. For entrepreneurs who are too busy to even hear their inner dialogue, meditation is a fantastic way to center yourself and achieve clarity.
Quiet the Mind Through Meditation
Meditation is a way to calm the mind from the constant chatter and stress-inducing thoughts.
When we meditate, we are training our brains to focus and be in the present moment. This can help to quiet the mind and allow us to be more productive when we need to be.
Companies offer meditation classes to their employees for a good reason. While billionaires are using it to get through tough days, including names like Bill Gates, Salesforce CEO Marc Benioff, Investor Ray Dalio, and the late Steve Jobs.
“Studies of people who have meditated over the long-term show changes in areas of the brain concerned with stress and anxiety” (Afonso et al. 2020)
National Library of Medicine
Meditation is a fantastic way to center yourself, but it can be daunting to know where to start. If you’re new to the practice, begin with 5 minutes a day and gradually increase the time you meditate.
BONUS TIP: Check out our blog post on using visualization to promote relaxation and stress reduction.
By following the tips in this article, you can hopefully avoid some of the project pitfalls that lead to extra stress. If you take the time to map out your plan and create a timeline, you can ensure that each task is completed efficiently and effectively. Delegating tasks will also help to lighten your load and allow you to focus on other aspects of the project. Lastly, don’t forget to schedule in breaks so that you can stay refreshed and motivated throughout. By taking these steps, you can minimize the stress of completing a project and set yourself up for success.
