Thriving in Chaos: Managing Overwhelm and Constant Change
Part 3 of the "Leading from Where You Are: Personal Leadership Development" Series
"Changing priorities fast, significant. Struggling to keep everything going. Pivoting at the last minute due to changes. Having a constant trickle of tasks added at the last minute."
This stream-of-consciousness came from a client describing her typical week. Budget cuts had eliminated two positions on her team, a major software system was being replaced, her supervisor was out on medical leave, and she was getting urgent requests from three different directors who seemed unaware of what the others were asking for.
Sound familiar? If you're feeling like you're constantly putting out fires, juggling competing priorities, and struggling to keep your head above water while everything around you shifts, you're not alone. The modern workplace—especially in public sector and nonprofit environments—often feels like organized chaos with a side of last-minute emergencies.
As someone who coaches LGBTQIA+, minority, women professionals, veterans, and individuals with disabilities through these exact challenges, I've learned that thriving in chaos isn't about eliminating uncertainty—it's about developing systems and mindsets that help you stay grounded and effective when everything around you is in flux.
The Unique Impact on Marginalized Professionals
Let's be honest about something that often goes unmentioned: constant change and overwhelm affect marginalized professionals differently. When you're already expending extra energy navigating bias, proving your competence, or managing the stress of being "the only one" in many rooms, adding chaos and constant change can push you past your breaking point faster.
Additional challenges include:
Perfectionism pressure from knowing your mistakes are more visible and remembered
Hypervigilance about appearing competent when everything feels out of control
Isolation when you can't find time for the relationships and support systems you need
Advocacy fatigue from having to fight for resources, recognition, or accommodation while managing everything else
Impostor syndrome amplification when chaos makes everyone feel less capable, but you worry it's just you
For veterans transitioning to civilian workplaces, the lack of clear command structure during chaotic periods can be particularly disorienting. For individuals with disabilities, constant change can disrupt established systems and accommodations. The key is developing strategies that work with your specific needs and circumstances.
Redefining Thriving: From Control to Resilience
The biggest mindset shift I help clients make is moving from trying to control chaos to building resilience within it. Thriving in chaos doesn't mean having everything under control—it means developing the skills and systems to navigate uncertainty with confidence and maintain your effectiveness even when circumstances are constantly shifting.
This involves:
Accepting that some level of chaos is the new normal in most workplaces
Focusing on what you can influence rather than what you can't control
Building systems that are flexible enough to adapt to changing circumstances
Developing resilience that allows you to bounce back from setbacks quickly
Finding stability in your values and processes rather than external circumstances
The ADAPT Framework for Managing Chaos
Here's the framework I use with clients who need to maintain effectiveness during constant change:
A - Assess What's Actually Essential
When everything feels urgent, you need systems for determining what actually matters:
Daily triage: What must be done today vs. what would be nice to complete?
Impact assessment: Which tasks directly affect key stakeholders or critical outcomes?
Consequence analysis: What happens if this specific task is delayed by a day? A week?
Value alignment: Does this activity support your core responsibilities and goals?
D - Document Everything for Sanity
In chaotic environments, your memory becomes unreliable. Create systems to track:
Decision rationale: Why you prioritized certain tasks when everything seemed urgent
Communication logs: What you told whom and when, especially for shifting priorities
Process changes: How procedures have evolved so you can adapt quickly
Lessons learned: What worked and what didn't during previous chaotic periods
A - Anticipate and Prepare for Disruption
Instead of being constantly surprised by change, build anticipation into your planning:
Scenario planning: "If X changes, how will that affect Y and Z?"
Buffer time: Build flexibility into deadlines and schedules
Backup plans: Have alternative approaches ready for key projects
Resource mapping: Know who you can call for help with different types of problems
P - Protect Your Core Functions
Identify the non-negotiables that must continue regardless of chaos:
Key relationships: Which stakeholders need regular communication from you?
Critical processes: What absolutely cannot be dropped without serious consequences?
Personal sustainability: What do you need to maintain your well-being and effectiveness?
Team stability: How can you provide consistency for others who depend on you?
T - Take Strategic Breaks
This sounds counterintuitive when you're overwhelmed, but strategic pauses actually increase effectiveness:
Micro-breaks: 60-second breathing exercises between meetings
Daily reflection: 10 minutes to assess what went well and what to adjust
Weekly planning: Dedicated time to step back and see the bigger picture
Boundary setting: Protecting time for thinking and planning, not just reacting
Managing Constant Priority Shifts
One of the most exhausting aspects of chaotic work environments is constantly shifting priorities. Here's how to maintain your sanity and effectiveness:
When New Urgent Tasks Appear:
Before saying yes, ask:
"Help me understand how this fits with [current priority]. Should I shift focus or find a way to handle both?"
"What's the real deadline on this, and what happens if it's delivered [alternative timeframe]?"
"Who else might be able to handle this, or how can we divide the work?"
"Is this a one-time request or something that will need ongoing attention?"
For Managing Multiple "Urgent" Requests:
Create a visible priority system:
Use project management tools that show your current workload
Communicate your capacity clearly: "I can take this on, but it means X will be delayed until Y"
Document priority decisions: "Based on our conversation, I'm prioritizing A over B because..."
Regular check-ins: "My priorities are currently X, Y, Z. Does this still align with what you need?"
Building Systems That Flex
Rigid systems break under pressure. Flexible systems bend without breaking. Here's how to build anti-fragile work processes:
Communication Systems:
Daily check-ins with key stakeholders (even if brief)
Weekly summaries of accomplishments and upcoming priorities
Status dashboards that update automatically when possible
Emergency protocols for when normal communication channels don't work
Task Management Systems:
Flexible categorization: By deadline, by impact, by energy required
Quick capture methods for new requests and changing priorities
Regular review cycles to reassess and reprioritize
Integration between different tools and platforms you must use
Energy Management Systems:
Matching task difficulty to your energy levels throughout the day
Clustering similar activities to reduce mental switching costs
Protecting high-energy time for your most complex work
Building in recovery time after particularly intense periods
The Art of Strategic "No"
Learning to say no strategically is crucial for managing overwhelm, but it's particularly challenging for marginalized professionals who may feel pressure to prove their value by saying yes to everything.
When to Say No:
Tasks that don't align with your core responsibilities or goals
Requests that would compromise the quality of your essential work
Commitments you can't fulfill given your current capacity
Projects that lack clear outcomes or success metrics
How to Say No Effectively:
Acknowledge the importance: "I can see why this is a priority..."
Explain your constraint: "Given my current commitments to X and Y..."
Offer alternatives: "I can't take this on fully, but I could..."
Suggest other resources: "Have you considered asking Z, who has expertise in..."
For People-Pleasing Tendencies:
Remember that saying yes to everything means doing nothing well. Your value comes from being excellent at what matters most, not from being mediocre at everything.
Maintaining Well-being During Chaos
Chaos can quickly lead to burnout if you don't actively protect your well-being. This isn't self-indulgence—it's strategic sustainability.
Daily Practices:
Morning grounding: 5 minutes to set intentions before diving into chaos
Transition rituals: Brief activities that help you shift between different types of work
End-of-day review: Acknowledge what you accomplished, even if it wasn't everything
Boundary enforcement: Protecting time for rest, relationships, and activities that restore you
Weekly Practices:
Progress celebration: Recognizing what you've accomplished despite the chaos
System evaluation: What's working in your current approach? What needs adjustment?
Relationship maintenance: Checking in with colleagues, mentors, and support systems
Learning capture: What are you learning about yourself and your work through this challenge?
Monthly Practices:
Chaos pattern analysis: Are there predictable patterns in the disruption?
Skill development: What capabilities are you building by navigating constant change?
Support system review: Do you have the help and resources you need?
Career perspective: How is this experience preparing you for future opportunities?
Finding Purpose in the Chaos
One of the most challenging aspects of constant change is maintaining a sense of purpose and direction when everything feels reactive. Here's how to stay connected to your bigger why:
Connect Daily Tasks to Larger Impact:
How does handling these urgent requests serve the people you're ultimately trying to help?
What values are you living out by showing up consistently during difficult times?
How is your ability to remain stable during chaos supporting others who depend on you?
See Chaos as Skill Building:
Crisis management and adaptability are valuable leadership competencies
Learning to prioritize under pressure builds strategic thinking skills
Maintaining relationships during stressful times develops emotional intelligence
Finding solutions with limited resources builds creativity and resourcefulness
Your Chaos Navigation Edge
If you're currently managing overwhelm and constant change, here are three strategic questions:
What systems could I put in place to make the next chaotic period more manageable?
How can I protect my most important work and relationships even when everything else is shifting?
What am I learning about myself and my capabilities by navigating this level of complexity?
Remember: your ability to thrive in chaos is a valuable professional skill that many people lack. Document and develop it intentionally.
Ready to Master Chaos Navigation?
Learning to thrive in chaotic work environments while maintaining your well-being and effectiveness requires both strategic systems and mindset shifts. It's especially challenging when you're also navigating the additional stressors that come with being from an underrepresented group.
Through my practice, Hourglass Coaching, I work with mid-career professionals—particularly LGBTQIA+, minority, women, veterans, and individuals with disabilities—who need to maintain excellence while managing constant change and competing priorities. Together, we'll develop personalized systems for prioritization, communication, and resilience that work with your specific circumstances and needs.
I'm offering a complimentary 30-minute coaching session to readers who want to transform chaos from a source of stress into a competitive advantage. This isn't a sales call—it's an opportunity to explore your specific overwhelm patterns and develop strategies for thriving in uncertainty.
If you're ready to stop feeling like you're drowning in constant change and start building anti-fragile systems that support your success, email me directly. Let's explore how to turn your chaos navigation skills into a professional superpower.
Previously in This Series:
Part 1: "Confidence vs. Arrogance: Navigating Success When You're Still Learning"
Part 2: "Building Trust and Influence: Leading When You Don't Have the Title"
Coming Next in This Series:
Part 4: "Communication That Connects: Stakeholder Management for Personal Leaders"
