Why You Feel Overwhelmed at Work: It’s More Than Just Your To-Do List
Many people believe their overwhelming workload is the root cause of their stress and reduced productivity. However, Henna Pryor, a workplace performance expert, reveals a deeper truth based on insights from organizational psychologist Liane Davey: it’s not the workload itself that overwhelms you; it’s your thought load. Thought load refers to the mental distractions, anxieties, and emotional baggage you carry into your workday, which can deplete your energy and effectiveness more than the tasks on your to-do list.
Understanding Thought Load
Thought load encompasses all the hidden mental burdens that keep individuals distracted or anxious. While traditional accountability tends to focus on workloads and activities, Pryor and Davey emphasize that the real challenge lies in addressing mental clutter. This includes misplaced focus, feelings of depletion, and being overly triggered by workplace dynamics. Such distractions can lead to poor outcomes, even if a person appears busy or productive.
Accountability Starts Within
Accountability, according to Davey, is not something that can be imposed by external forces—it’s an internal state. She critiques the often-heard phrase “holding someone accountable” and instead reframes accountability as a personal responsibility that leaders should nurture in their teams. For leaders, two common mistakes can derail accountability:
- Forcing accountability through punitive measures: Threatening or punishing employees may instill fear but rarely builds true responsibility.
- Rescuing employees from their mistakes: Intervening to fix errors trains dependence rather than independence, preventing employees from learning to be accountable.
Davey suggests adopting a mindset focused on outcomes rather than activities or outputs. For example, rather than tracking whether brochures are sent (outputs), leaders should focus on whether those brochures lead to customer purchases (outcomes). This approach fosters both accountability and effective work results.
Delegating Effectively
The framework of effective delegation involves shifting from micromanaging tasks to emphasizing outcomes. This allows employees the freedom to think creatively and take ownership of their results. Leaders who do this create a culture of accountability while reducing mental strain and frustration for everyone involved.
Natural Consequences and Accountability
Davey highlights the importance of allowing employees to experience natural consequences for their actions. For example:
- If someone misses a deadline, they should face the repercussions of incomplete work rather than being “rescued” by a manager.
- If an employee repeatedly arrives late to meetings, the session should proceed without them, naturally reinforcing the importance of punctuality.
By stepping back, leaders give their employees the space to learn from their mistakes, fostering a sense of internal accountability.
The Impact of Clear Communication
A fragmented and overwhelmed team often results from unclear communication and unrealistic expectations. Pryor and Davey advocate for clear, results-oriented communication, which provides teams with the psychological safety necessary for collaboration. This clarity also strengthens team connections, allowing individuals to focus on joint outcomes rather than individual tasks.
Thought Load and Mental Clutter
High performers often report that their feelings of overwhelm stem not from physical workloads but from mental overload. In times of disruption or pressure, thought clutter—comprising distractions, anxieties, and unresolved triggers—can lead to poor performance. Davey’s upcoming book, anticipated in 2026, delves into managing thought load effectively to transform workplace performance.
To tackle thought load, Pryor offers a simple challenge:
- Identify “rubber balls,” or non-critical tasks that can be safely dropped without serious consequences.
- Let one of those tasks fall and observe the effects. Often, this shift opens new opportunities for team resourcefulness and clearer communication.
Conclusion:
The root of workplace overwhelm often lies not in the tasks themselves, but in the mental clutter and emotional baggage we carry—a concept known as thought load. By understanding and addressing this internal burden, leaders can foster a culture of true accountability, where employees take ownership of outcomes rather than just activities. Shifting focus from micromanaging tasks to emphasizing results, allowing natural consequences, and practicing clear communication can transform workplace dynamics. Ultimately, recognizing and managing thought load is key to unlocking productivity and reducing frustration for individuals and teams alike.
FAQ:
Frequently Asked Questions
What is thought load and how does it impact productivity?
Thought load refers to the mental distractions, anxieties, and emotional baggage that individuals carry into their workday. It can deplete energy and effectiveness more than physical tasks, leading to reduced productivity and increased stress.
How can leaders promote accountability in the workplace?
Leaders can promote accountability by fostering an internal state of responsibility rather than relying on external measures. This includes focusing on outcomes, allowing employees to experience natural consequences, and avoiding punitive or rescuing behaviors.
What is the difference between outputs and outcomes in the context of accountability?
Outputs are the tasks or activities completed (e.g., sending brochures), while outcomes are the results those activities achieve (e.g., customer purchases). Focusing on outcomes ensures accountability and effectiveness.
How can I identify and manage “rubber balls” in my workload?
Identify non-critical tasks (“rubber balls”) that can be safely dropped without serious consequences. Let one of these tasks go and observe the effects to create opportunities for clearer communication and team resourcefulness.
Why is clear communication important for reducing thought load?
Clear, results-oriented communication provides psychological safety and strengthens team connections, allowing individuals to focus on joint outcomes rather than individual tasks and reducing mental clutter.