As an entrepreneur, do you ever feel like you’re drowning in endless to-do lists? Does the sheer volume of tasks leave you paralyzed, unsure where to even begin? If so, you’re not alone. In fact, this is a common struggle for many business owners, regardless of their industry or experience level.
The good news? There are proven strategies to break free from this cycle of overwhelm and regain control of your business and life. In our latest episode of The Business You Really Want podcast, my co-host Tonya Kubo and I dive deep into this issue, offering practical advice to help you overcome paralysis and boost your productivity.
The Multitasking Myth
One of the biggest culprits behind entrepreneurial overwhelm is the myth of multitasking. Many of us, especially women, have bought into the idea that we can effectively juggle multiple tasks simultaneously. The truth is, our brains aren’t wired that way.
What we perceive as multitasking is actually rapid task-switching. This constant mental gear-shifting is exhausting and can lead to what I call “vapor lock” — a state where your brain becomes so overwhelmed it can’t prioritize or execute tasks effectively. Tonya calls this thrashing, a term she picked up when watching news coverage of the Mars Pathfinder robot overwhelmed to the point of paralysis.
Recognizing Urgency vs. Importance
We live in a society where immediacy surrounds us. It’s easy to fall into the trap of treating everything as urgent. But not everything that feels urgent is truly important. Learning to distinguish between the two is crucial for managing your time and energy effectively.
Here’s a simple yet powerful question to ask yourself when faced with a task: “What happens if I don’t do this right now?”
This query helps you evaluate the true urgency and importance of each item on your list.
Breaking Down Your To-Do List
When you’re feeling overwhelmed, take a step back and break down your to-do list. Here’s a process I recommend:
- Identify high-attention vs. low-attention tasks
- Evaluate the urgency and importance of each task
- Determine what can be delayed or eliminated entirely
Success isn’t about doing everything yourself. It’s about doing the right things at the right time — based on your priorities and values.

The Power of Focusing on One Thing
One of the most effective strategies for overcoming overwhelm is to focus on just one important task per day. This approach might seem counterintuitive, especially when you’re facing a mountain of work. However, by consistently making progress on one significant task each day, you’ll be amazed at how much you can accomplish over time.
When selecting your “one thing,” consider:
- Which task will move the needle most in your business?
- What’s foundational for other tasks?
- If you could only do one thing today, what would have the biggest impact?
Balancing Short-Term Tasks with Long-Term Goals
It’s easy to get caught up in day-to-day urgencies and lose sight of your long-term goals. To maintain focus on the big picture:
- Clearly define your goals and keep them visible
- Regularly review and adjust your goals
- Ensure your daily “one thing” aligns with your long-term objectives
Recognizing Self-Imposed Busy Work
As entrepreneurs, we often create our own busy work without realizing it. This can stem from the belief that constant activity equals value. However, true productivity means you’re making meaningful progress towards your goals. Being busy for the sake of being busy isn’t going to get you to where you want to be.
To identify and eliminate unnecessary busy work, regularly ask yourself:
- What happens if I don’t do this task?
- Is this task actually moving my business forward?
- Am I doing this because it’s truly necessary, or because I think I “should”?
The Reality of Daily Capacity
We all have limited daily capacity. When planning your day, remember to account for routine tasks, unexpected interruptions, and necessary breaks. Realistically, most of us can only tackle one to three significant tasks per day on top of our regular responsibilities.
Breaking Free from Overwhelm
Overcoming entrepreneurial overwhelm is possible. By ignoring the multitasking myth, learning to prioritize effectively, focusing on one important task per day, and recognizing your true capacity, you can transform your productivity and reclaim control of your business and life.
Ready to dive deeper into these strategies and learn more about how to conquer entrepreneurial overwhelm? Listen to the full episode of The Business You Really Want on your favorite podcast player or watch it on YouTube.
Tonya and I are both here to help you build the business you really want — one that supports your goals and lifestyle without running you into the ground.
About Your Hosts
Gwen Bortner has spent four decades advising executives and entrepreneurs in 45+ industries. She helps women succeed in business without sacrificing happiness by identifying their true desires and aligning their business functions. She spots overlooked bottlenecks and crafts efficient plans toward sustainable success that center your values and priorities. Known for her unique approach to problem-solving and accountability through the G.E.A.R.S. framework, Gwen empowers clients to achieve their definition of success without sacrificing what matters most.
Tonya Kubo is a marketing strategist and community builder who helps entrepreneurs build thriving online communities. As co-host of The Business You Really Want and Chief Marketing and Operations Officer (CMOO) at Everyday Effectiveness, she keeps conversations on track and ensures complex business concepts are accessible to everyone. A master facilitator with 18+ years of experience in online community building, Tonya takes a people-first approach to marketing and centers the human experience in all she does.