Dear Gaurav,

It sounds like you're facing a common challenge: balancing multiple tasks and priorities while managing the unexpected interruptions that come with daily work. The key here is to rethink how you approach your tasks and how to manage the pressure of unfinished work.

First, let’s take a step back and consider a few things:

1. Prioritize the Right Tasks Your thirty-minute tasks are clearly important, and you might be letting smaller tasks push them aside. Start your day by reviewing your calendar and task lists before diving into emails or messages. This helps you focus on what matters most rather than getting sidetracked by smaller, less important tasks.

2. Keep a Clear Inventory Many people keep their to-dos in their heads, but this only leads to mental clutter. Write everything down—whether on paper or digitally—so that you can see all of your commitments and tasks clearly. This makes it easier to assess what's truly urgent or important and helps you let go of tasks that aren't getting done without guilt.

3. Set Boundaries and Manage Distractions It’s easy to fall into the trap of responding to the latest and loudest request, but that doesn't always align with your priorities. Try turning off notifications and setting specific times to focus on important tasks. This may feel simple, but it can have a profound effect on your productivity and stress levels.

4. Plan for the Unexpected Unexpected requests will always arise. One strategy is to block off some time each day (or every other day) to handle these interruptions. By allocating time for surprises, you can prevent them from taking over your entire schedule and pushing your key tasks further down the list.

5. Renegotiate Commitments You have three choices when it comes to commitments: do it, don’t do it, or renegotiate it. If you're still falling behind despite trying these tips, it might be time to renegotiate deadlines or expectations with the people relying on you. David Allen says, “Organizations must create a culture in which it is acceptable that everyone has more to do than he or she can do.” Open conversations about what’s realistic will help you manage expectations and reduce stress.

Remember, nobody gets it all done. The trick is to manage your expectations and be okay with having more to do than you can realistically handle. By creating a clear inventory, prioritizing your time, and renegotiating commitments when necessary, you’ll feel more in control of your tasks and less overwhelmed by unfinished work.

Sincerely,
Yogesh