How often do you ask yourself, “Where do I even begin?”

I get it. You’ve got a dozen things tugging at your attention. Client projects, emails, invoices, family, chores, that one task you’ve been putting off for weeks…and somehow everything feels equally important.

It’s exhausting, right?

That constant mental tug-of-war between “I need to get this done” and “I don’t know what to do first” can leave you frozen, scattered, or bouncing between tasks without real progress.

Here’s the thing: our brains aren’t built to juggle endless priorities. When we try to, we overload our decision-making center (the prefrontal cortex), trigger the stress response, and fall into what I call productive paralysis – aka doing lots of little things that feel busy but don’t actually move us forward.

The good news? Clarity is a skill you can learn!

“Instead of saying, ‘I don’t have time,’ try saying, ‘It’s not a priority,’ and see how that feels.” – Laura Vanderkam

Which is why this blog post is going to walk you through the simple, mindful process I use – a sort of mental Eisenhower Matrix – to calm the chaos, focus your energy where it counts, and finally feel in control of your day again.

Here’s what you’ll learn:

• The science behind why prioritizing feels so hard (and what’s actually happening in your brain)
• A 5-step mindful process to get clear on what truly matters right now
• How to match your priorities to your energy, not just your time

By the end, you’ll have a simple system to stop spinning your wheels and start making real progress, one task at a time.

Before we dive in, I wanted to tell ya that I created a FREE PRIORITY PLANNING TEMPLATE just for you! It walks you through the steps below so you can cut through the overwhelm, get clear on what matters most, and take productive action. So click that button below, enter your info, then check your email to save the template!

WHY WE STRUGGLE TO PRIORITIZE 

THE SCIENCE BEHIND THE CHAOS

When you’re staring at a packed to do list and can’t seem to decide what to do first, it’s not cuz you’re disorganized or even lazy. It’s cuz your brain is overloaded.

Our brain’s prefrontal cortex – the part responsible for planning, decision-making, and focus – can only handle so much at once. When you throw too many competing demands at it (“Should I answer emails, finish that report, or finally update my website?”), it quickly becomes overstimulated.

This is what we call decision fatigue: when the mental energy required to choose starts running low.

Then, there’s something called the Zeigarnik Effect, which is your brain’s habit of keeping unfinished tasks on mental “open tabs.”

It’s why you can’t relax even after crossing a few things off the list. Those incomplete thoughts loop in the background, convincing you everything is urgent.

And when all of that piles up? Your amygdala – the brain’s stress center – kicks in. It interprets all those competing priorities as a threat, triggering your stress response.

“The result of taking on too much is that nothing gets done. Or it doesn’t get done well.” – Karen Martin

That’s when you freeze, overthink, or bounce from one task to another without finishing anything. I call that productive paralysis since your nervous system is trying to protect you from the overwhelm by keeping you busy.

Let me emphasize this, though: with a few mindset shifts and a simple process, you can calm the mental noise, retrain your brain to focus, and finally see what truly deserves your energy.

And the Priority Planning Template can help you do just that! So be sure to click that button below, enter your name and email, then check your inbox for the FREE TEMPLATE to overcome the stress and figure out what matters most!

HOW TO GET CLEAR ON YOUR PRIORITIES

Now that you know your brain isn’t really the problem – the overload is – let’s walk through a simple, mindful way to bring things back into focus.

Think of this as your mental clarity reset. It’s a 5 step process I use whenever I feel pulled in too many directions. Each step helps you quiet the chaos, reconnect with what matters most, and channel your energy into progress (not panic).

Here’s the steps to finally get clear on your priorities:

1. Get it all out of your head
2. Sort what matters most
3. Number and focus
4. Match to your energy
5. Review and refine

Ready? Let’s start with the first (and arguably the most powerful) step: get it all out of your head.

STEP 1: GET IT ALL OUT OF YOUR HEAD

Before you can figure out what your priorities are, you gotta first clear out the mental clutter that’s blocking your clarity.

Most people try to jump straight into what to do first, but that’s like trying to organize a closet without taking anything out. You can’t see what matters until you can see it all.

So, start simple. Grab a notebook or open a blank doc, and write down every single thing competing for your attention. Work projects, errands, personal goals, random reminders…all of it!

Don’t filter, don’t judge, and don’t try to organize it yet. Just brain dump it out.

This step may seem small, but there’s real neuroscience behind why it works! Hear me out:

When you externalize your thoughts – meaning you get them out of your head and onto paper – you reduce what’s called cognitive load.

Your working memory has limited space, and when it’s cluttered with too many “open tabs” your brain struggles to think clearly or make decisions.

So by writing everything down, you give your mind permission to relax. It’s like telling your brain, “You don’t have to hold on to this anymore. It’s safe here.”

“When you’re clear about your purpose and priorities, you can painlessly discard whatever does not support these, whether it’s clutter in your cabinet or commitments on your calendar.” – Victoria Moran

Once you’ve done this, take a deep breath. You’ve already done the hardest part! You’ve created the mental space for clarity to grow.

Next, we’ll start turning that messy list into a focused plan by identifying what’s urgent, important, and energizing.

And here’s a friendly reminder to download the FREE PRIORITY PLANNING TEMPLATE! That way you can save the 5 steps for later, when you need them most. So click that button below, enter your info, then check your email to save the template!

STEP 2: SORT WHAT MATTERS MOST

Once you’ve gotten everything out of your head, it’s time to start sorting through the noise.

This is where most people get stuck. Cuz when you look at your long list of tasks, everything feels important. But the hard truth is not everything deserves equal attention.

I like to think of this step as my mental Eisenhower Matrix, but simpler, more intuitive, and energy-aware.

Instead of getting caught up in fancy quadrants or labels, I just ask myself these 3 questions:

1. What’s most urgent?
   1. What truly cannot wait? These are immediate deadlines or commitments that, if ignored, created real consequences.
2. What takes the most energy?
   1. These are heavy-lift tasks that require focus, creativity, and emotional bandwidth. Identifying them helps you plan when to do them (ideally during your peak energy hours).
3. What will move the needle forward the most?
   1. These are your impact tasks – the ones that might not be urgent, but that align with your bigger goals and values. They’re things that make future you proud.

I simply suggest adding a “U” next to your urgent items, an “E” next to your high-energy items, and an “F” for the items that’ll move you forward. There’s going to be some items that don’t get anything next to them…those aren’t your priorities!

Here’s a real life example:

I’ve had to “update my website” sitting on my to do list for probably two months. Every time I looked at it, it felt too big, too vague, too time-consuming.

But when I went through this process recently, I realized this didn’t feel urgent but it will move the needle forward the most. I also realized that the real priority wasn’t redoing my whole site, but getting clarity on what exactly I want my site to communicate.

Once I reframed it that way, it instantly felt more doable and meaningful.

“If you chase two rabbits, you will not catch either one.” – Russian Proverb

There’s (of course) a bit of neuroscience behind this, too. The brain loves clear categories. When you label and sort tasks, you reduce uncertainty which lowers stress and activated your prefrontal cortex (the part of your brain responsible for logical, calm decision-making).

So instead of seeing a wall of stuff on your to do list, you start to see patterns. You know what needs attention now, what can wait, and what deserves your best energy.

Next, we’ll take those insights and turn them into focused action by numbering your priorities and committing to one at a time.

STEP 3: NUMBER AND FOCUS

Now that you’ve sorted your tasks by urgency, energy, and impact, it’s time to turn that clarity into focused action.

Here’s the key: you CAN’T do everything at once, and you’re not meant to.

Once you’ve figured out your top handful of priorities, give them numbers based on importance or impact. Literally write 1 through 5 next to them, with 1 being the most important and 5 being the least. This simple act tells your brain, “Here’s the order that matters.”

Then, start with number one, and only number one!

Your brain thrives on focus. Neuroscience shows that multitasking can reduce productivity by up to 40% cuz your brain isn’t actually doing multiple things at once. It’s switching rapidly between things, wasting a crap ton of energy each time.

But when you monotask – meaning you give your full attention to one thing at a time – your brain rewards you with a boost of dopamine when you finish. That hit of accomplishment fuels motivation and momentum for the next task.

So if you tend to get distracted, try setting a timer to create structure. You can use a Pomodoro (25 minutes of focus with a 5-minute break) or work in larger time blocks based on how long your energy and attention naturally last.

I do this all of the time when my list feels heavy. For example, instead of looking at 5 major to-do’s and feeling pressured to juggle them, I number them, start with one, and set a 45-minute timer.

“You can do anything, but not everything.” – David Allen

By the time it goes off, I’ve made real progress. Plus I’m calmer, clearer, and more confident about what comes next.

Cuz when you stop trying to do everything at once, you finally give yourself the space to do one thing well.

Next up, we’ll make sure those priorities line up not just with your schedule, but with your energy.

If you’d like to dive deeper into how to track your energy and actually align it with your calendar (and get a FREE workbook!), check out my post: A System for Listening to Your Internal Clock & Managing Energy.

By the way, don’t forget to download your FREE PRIORITY PLANNING TEMPLATE so you can calm down the overwhelm, determine what’s most important, and actually move forward! So click that button below, add your info, then check your email!

STEP 4: MATCH TO YOUR ENERGY

Here’s the piece most people skip when it comes to productivity, and it’s often the reason even a well-planned day falls apart: you’re scheduling based on time, not energy.

We’ve all done it. Looked at our calendar, found an open block, sand said, “Okay, I’ll do that task then.”

But time alone doesn’t guarantee focus. You might have a free hour at 3 pm, but if your energy is tanking, that open block won’t translate into quality work.

So instead of asking, “When do I have time for this?” start asking, “When do I have the energy for this?”

This is the foundation of what I like to think of as energy-based prioritization. A mindful way to work with your brain and body, not against them.

Here’s a simple framework to guide you on prioritizing based on energy:

• Peak energy = creative and strategic work: tackle high-focus tasks like writing, problem-solving, or planning when your energy and mental clarity are at their best.
• Mid energy = collaboration and admin work: use these middle-ground hours for meetings, communication, and lighter tasks that keep things moving forward.
• Low energy = reflection and reset: reserve low-energy times for cleanup tasks, reviewing your to dos, or reflecting on your progress. This is when your brain benefits from slower, restorative work.

There’s solid science behind this, too!

Your circadian rhythm – the natural cycle that regulates your alertness and energy throughout the day – plays a big role in how effective you are at different types of work.

When you match your tasks to your energy, you improve follow-through, reduce mental friction, and significantly lower your risk of burnout.

“The key is to not prioritize what’s on your schedule, but to schedule your priorities.” – Stephen Covey

The more you practice noticing your energy patterns, the more intuitive this becomes. You’ll start to realize that productivity isn’t about squeezing more into the day. It’s about syncing your priorities with the natural rhythm of your focus and flow.

Next, we’re going to get into how to keep your priorities flexible by reviewing and refining them each week.

But first, here’s another chance to download the FREE PRIORITY PLANNING TEMPLATE that walks you through these 5 steps! Click that button below, enter your info, then check your email inbox!

STEP 5: REVIEW AND REFINE

Here’s the truth about priorities: they’re not permanent!

What matters most this week will probably shift next week, and that’s completely okay.

One of the biggest mistakes people make is setting their priorities once and assuming they’ll stay the same. But life changes, energy changes, and goals evolve.

That’s why a weekly check in is so powerful. It gives you the space to realign before things spiral into overwhelm again.

So at the end of each week, take 10-15 minutes to reflect and ask yourself:

• What worked?
• What didn’t work?
• What needs to move up or down the priority list next week?

This small practice not only keeps you organized, but it literally rewires your brain.

Through neuroplasticity (aka your brain’s ability to change based on how you use it), consistent reflection trains your brain to recognize what’s truly effective, make decisions faster, and course-correct with less stress.

I like to do this during my Friday weekly shutdown ritual. It’s a quick ritual where I look at my week, celebrate even the smallest of wins, and set one tiny intention for the next. This isn’t about perfection, but about progress.

“Like it or not, the world evolves, priorities change, and so do you.” – Marilu Henner

The more you practice this, the more natural it becomes to adjust instead of abandon your plans. You’ll start each week grounded, clear, and confident in what deserves your attention next.

Pssstt…did you download your FREE PRIORITY PLANNING TEMPLATE yet? You don’t want to miss out on having a go-to system for getting clear on your priorities, trust me! So click that button below, add your info, then check your email to save the template for later!

CONCLUSION

You don’t need to have every priority perfectly planned or balanced. You just need to know the one thing that deserves your focus right now.

Cuz when you stop trying to do it all yourself, you finally give yourself permission to do what matters most with calm, confidence, and intention.

That’s the heart of my productivity coaching approach: small, brain-aligned shifts that help you create clarity, restore balance, and move 1% forward each day.

Remember! Clarity isn’t about control. It’s about awareness. When you understand what truly deserves your time and energy, you stop reacting to your to do list and start leading it.

If you’re ready to bring this process into your own routine, here’s your last chance to download your FREE PRIORITY PLANNING TEMPLATE that’ll help you put it all into action. It walks you through the exact step-by-step process we covered here so you can clear the mental clutter, focus your energy, and make real progress that feels good.

So click that button below, enter your info, then check your email and download now!

Cuz clarity isn’t just productive…it’s peaceful.