Do you feel like you're buried under a mountain of endless tasks? Let me show you a simple, science-backed way to quickly and easily lighten the load. I struggle with this myself, juggling dozens of responsibilities, battling procrastination, and having it front of mind during nearly everything I do. But I found a system that not only helped me handle that stress by getting it all organized but also reduced my stress significantly. You’ll learn how this simple system works and can start implementing it today.
Where This System Comes From
I came across David Allen’s "Getting Things Done" (GTD) method, and it was a game-changer. The core idea is straightforward: get everything out of your head and onto paper (or into an app). Our brains aren’t built to hold onto every task and reminder—we’re not computers, after all. Cognitive psychology shows that when we keep too much in our heads, it leads to mental stress and decision fatigue. This is where GTD excels—by getting your tasks out of your head and into a system, you free up mental space, which immediately makes you feel more in control.
For me personally, once I discovered this concept and some of the foundational knowledge and tactics used to deal with this, it was a huge game-changer for me. I felt like I had the tools necessary to start to tackle my problem of endless task pile-up. I’ll run through some key concepts below:
Step 1: The Brain Dump
One of the most effective ways to clear your mind and reduce stress is through a simple brain-dump. The idea is simple: take everything that’s cluttering up your brain—tasks, ideas, worries, reminders—and get it out.
The beauty of the brain-dump is its low-energy requirements and speed; you simply just jot down things as they come to you as if your brain was waterfalling onto the paper (or screen). You’ll actually feel some physical relief once you’re done (I did!).
Some people prefer to do it first thing in the morning to start the day with a clear mind, while others, like me, find it helpful to do it at night before bed for a good night’s sleep.
Let’s quickly cover a few differing ways you can do this...
Different Methods for Brain Dumping
There are several ways to approach a brain dump, and finding the method that resonates with you is key:
- Morning Brain Dump: Starting your day with a brain dump can help you organize your thoughts and set clear priorities. It’s a great way to transition from waking up to getting into a productive mindset. If you’re interested in optimizing your morning routine, check out this article on building effective morning routines.
-
Nightly Brain Dump: If you’re like me and find your mind racing with tasks and thoughts at night, a nightly brain dump can be incredibly beneficial. By writing everything down before bed, you can ease your mind and improve sleep quality. Research supports this practice—studies show that journaling before bed helps reduce anxiety and leads to better sleep. If sleep quality is a concern for you, this post on 20 sleep tips might be worth a read. And if you prefer a more simple alarm/radio instead of being distracted by your phone, check out our recommended Loftie modern alarm clock.
-
Digital vs. Analog: Your choice between digital tools and good old-fashioned pen and paper is personal. Some people enjoy the tactile experience of writing by hand, while others prefer the convenience and organization of digital tools like Evernote, Notion, or Todoist.
If you’re looking for an analog solution like a planner or journal, we usually recommend the Max Planner or the something else.
If you prefer digital solutions, check out Coda or Google Tasks. Even something as simple as Google or Apple notes works.
- Mind Mapping: For those who are visual thinkers, mind mapping is a powerful way to perform a brain dump. Instead of listing items linearly, you draw out your thoughts and tasks in a diagram, connecting related ideas. This method helps you see the bigger picture and how different tasks or ideas are interconnected. Mind mapping can be particularly helpful if you’re feeling overwhelmed by a complex project or have a lot of creative ideas that you need to organize.
The Science Behind Brain Dumping
The brain dump isn’t just a productivity hack—it’s backed by science. Our brains are designed to process information, not to store it. When we try to keep too many tasks, ideas, or worries in our heads, it creates cognitive overload. This mental clutter can lead to stress, anxiety, and even impact our ability to think clearly and make decisions.
The act of writing things down—whether it’s on paper or digitally—relieves the brain of this burden. Studies on the "Zeigarnik Effect" have shown that our brains tend to hold onto unfinished tasks, creating a sense of unease or stress. However, simply writing down these tasks can reduce the mental load and give you a sense of closure, even before you tackle the task itself.
Moreover, studies have found that externalizing your thoughts through writing can enhance memory and understanding. This is because writing helps consolidate and clarify your thoughts, making them easier to process and remember.
Personalizing Your Brain Dump
There’s no one-size-fits-all approach to brain dumping, and nothing anyone ever recommends will be a magic bullet, so it’s important to tailor the practice to your needs and be OK with having to work out kinks and friction.
- Structured vs. Freeform: Some people prefer a structured approach, where they categorize tasks and ideas as they write them down (e.g., Work, Home, Personal Projects). Others find it more freeing to simply write without worrying about organization until later. Try both methods to see which one resonates with you. My personal preference is to first just dump it all in quick bullet points of a few words each.
- Frequency and Timing: How often you do a brain dump can vary depending on your needs. Some find it helpful to do it daily, while others might only need to do it a few times a week or when they feel particularly overwhelmed. Similarly, experiment with different times of day to find what works best for you.
- Reflect and Revise: After you’ve done a few brain dumps, take some time to reflect on the process. Are you capturing everything that’s important? Are you finding it easier to manage your tasks and thoughts? Don’t be afraid to revise your approach if something isn’t working. Have a dedicated time and process for reviewing your life and work is critical to staying on track. You won’t be able to make much progress otherwise. I wrote an article on the importance of this and some suggestions on some things to try to develop a consistent reflection period.
Step 2: Review, Prioritize, and Act
The next morning, I go over my brain dump and start prioritizing. What’s most important? What can wait? What’s the next step I can take to move something forward? This process is crucial because it helps you avoid decision fatigue, where your ability to make decisions gets worse as your mental energy runs out. By prioritizing early, you’re making the most of your fresh morning brainpower.
Breaking down big tasks into smaller, actionable steps is key. When you do this, tasks become less daunting and more manageable. This approach aligns with how our brains naturally process complex information—by breaking it into bite-sized pieces.
Practical Tips for Making This Work for You
Now that you’re familiar with the concept of brain-dumping and organizing that information keep the most important tasks in front of you, here’s a few things to keep in mind as you start implementing this:
Start Small: Begin with a Simple Brain Dump
Don’t overwhelm yourself by trying to implement everything at once. Start with something simple, like a brain-dump tonight. It doesn’t have to be perfect—just get everything out of your head. This could be a quick 5-minute session before bed or first thing in the morning, depending on what works best for you. The key is consistency; once you’ve experienced the clarity it brings, you’ll be motivated to keep going.
Use the Right Tools for Your Workflow
Finding the right tools can make a big difference in how effective these methods are for you. Here are some tool recommendations that align well with the GTD method and brain dumping:
- Todoist: A powerful task management app that helps you organize tasks by projects, labels, and priorities. It’s great for capturing tasks during your brain dump and then sorting them into actionable steps.
- Evernote: Perfect for those who prefer a more note-based approach. You can create notebooks for different areas of your life and easily add tasks, ideas, and reminders during your brain dump.
- Notion: This all-in-one workspace is ideal if you like to combine notes, tasks, and databases. You can create a customized system that fits your workflow, whether that’s a simple to-do list or a more complex project management setup.
- Trello: For those who prefer a visual layout, Trello’s board system is excellent. You can create cards for each task or idea, then move them across boards like "To Do," "In Progress," and "Done," making it easy to track your progress.
- Coda: Coda is my personal favorite and combines documents, spreadsheets, and apps into one powerful platform. It’s great for creating customized to-do lists and organizing your brain dump into actionable steps. The flexibility of the platform is largely unmatched.
- Apple Notes: Apple Notes is a simple, intuitive app that syncs across all your Apple devices. Perfect for quick brain dumps, it lets you organize thoughts with folders, checklists, and images.
- Google Tasks: Google Tasks is a lightweight task manager integrated with Gmail and Google Calendar. It’s ideal for capturing tasks during your brain dump and managing them in a straightforward way.
- Google Keep: Google Keep offers a visual, flexible way to capture notes and tasks. With labels, checklists, and images, it’s perfect for organizing your brain dump and syncing across all your devices.
- Pen and Paper: Sometimes, simple is best. A notebook dedicated to your brain dumps can be just as effective as any app. There’s something satisfying about physically writing down your tasks and crossing them off as you complete them.
Make It a Habit: Build Consistency Over Time
Like any new habit, consistency is key. As mentioned earlier, it’s critical to set aside a specific time each day for your brain dump and task review. This could be a few minutes before bed, first thing in the morning, or even during your lunch break. By making it a regular part of your routine, it will soon become second nature, and you’ll notice a significant reduction in stress and an increase in productivity.
Here’s a tip: Set a reminder on your phone or calendar to do your brain dump at the same time every day. Over time, you’ll find that you rely on it less and less as the habit becomes ingrained in your daily routine.
TLDR; Try Writing Everything Down From Your Head And Organizing It Today
Managing stress isn’t about finding a magic bullet—it’s about taking small, consistent steps that lighten your mental load. The "Getting Things Done" method and the brain dump practice are simple but powerful tools that can help you feel more in control and less overwhelmed. Whether you choose to do a brain dump at night, in the morning, or whenever it fits into your routine, the key is to start. By getting your thoughts out of your head and into a system, you create space for clarity, focus, and, ultimately, peace of mind.
But don’t just take my word for it—try it for yourself. Tonight, grab a notebook or open your favorite app, and do a quick brain dump. List out everything that’s on your mind, no matter how small or insignificant it might seem. Tomorrow, take a few minutes to review your list, prioritize, and identify your next action. You’ll be surprised at how much lighter and more focused you feel.
Finally, I’d love to hear how these strategies work for you. Have you tried the GTD method before? What challenges do you face in managing your tasks and stress? Share your experiences and tips in the comments below. Let’s start a conversation and help each other build better, more productive lives.
Remember: Progress is the goal, not perfection. Start small, stay consistent, and watch as these simple practices make a big difference in your day-to-day life.