Podcast Summary: The $100 MBA Show – Episode MBA2699

Q&A Wednesday: How Do I Not Get Overwhelmed With Everything I Need To Do Every Day?

Host: Omar Zenhom
Date: November 5, 2025

Overview: Main Theme

In this Q&A Wednesday episode, host Omar Zenhom addresses a listener’s pressing question: “How do I not get overwhelmed with everything I need to do every day?” Omar dives deep into practical strategies for combating overwhelm in entrepreneurship, sharing his personal system for managing daily tasks and priorities. The episode is packed with actionable advice for founders and business owners struggling to keep up with endless to-dos, with a focus on discipline, prioritization, and sustaining progress without burning out.

Key Discussion Points & Insights

1. Understanding Overwhelm in Business

• Omar starts by normalizing the feeling of overwhelm, identifying it as a universal experience for entrepreneurs.
  • “Overwhelm is one of the biggest killers of productivity, creativity, and just pure joy in entrepreneurship.” (01:10)
• He stresses that the list of business tasks will never be truly “finished,” so it’s vital to shift your mindset accordingly.
  • “Finished doesn't exist in business. There’s always going to be more to do… You just need to be at peace with that.” (01:55)

2. The Shift from “Do It All” to “Do What Matters”

• Omar encourages reframing the question from, “How do I do it all?” to “What matters most right now?”
• Acceptance brings relief and maturity, allowing for more effective prioritization and less anxiety. (02:30)

3. Omar’s Task Management System

Step 1: End-of-Day (or Morning) Brain Dump

• At the end of each workday, write down everything you need or want to do for the next day—no matter how small or big.
  • “This gets the chaos out of your head and onto paper… You can't prioritize what you can't see.” (03:38)
  • Example tasks: Shoot video ad, process payroll, doctor visit, gym, reply to important customer emails, record podcast.

Step 2: Underline Non-Negotiables

• Mark tasks that are essential for your business/life continuity. Health, commitments, critical operations (like payroll) are typical examples.
  • “Think of these as anchors of your day. Everything else has to fit around them.” (05:00)
• Schedule non-negotiables at the time of day where you’re most likely to follow through.

Step 3: Circle and Rank Highest ROI Activities

• Identify which tasks drive the most meaningful progress or revenue.
  • Examples: Launching marketing campaigns, recording sales videos, initiating partnerships – not busywork (like tweaking logos or spending hours in your inbox).
    • “Ask yourself: If I only did one thing today that moved the needle in my business, what would it be?” (06:10)
• Rank these activities by their potential impact.

Step 4: Schedule by Priority

• Order of execution:
  • Start with non-negotiables.
  • Tackle the top ROI activity first, then move to the next. Only take on lower-priority tasks if time allows.
    • “If you accomplish those two things—the non-negotiable and the highest ROI activity—then that day is a win.” (09:31)
• Move unfinished tasks to the next day, always re-prioritizing using the same method.

4. Bonus Productivity Strategies

Theming Days

• Assign specific business focuses to each day to reduce mental switching, e.g., Mondays for marketing, Tuesdays for product.
  • “Context switching is very taxing and tiring… Some people love this so you may want to try it.” (10:00)

Time Blocking

• Block out time on your calendar for specific tasks.
  • “If it’s not blocked out in your calendar, it’s probably not going to get done.” (10:33)

Delegation of Low-Value Tasks

• Offload anything that can be outsourced or assigned—especially $10 or $100 tasks—so you can focus on $1,000 and $10,000 tasks.
  • “You should definitely delegate all your $10 tasks... So you can focus on the $1,000 and $10,000 tasks.” (11:28)
• Use VAs or part-time help for admin, scheduling, routine emails, etc.

Setting a Hard Stop

• Prevent burnout by establishing clear end times for work.
  • “Overwhelm really grows when you blur the lines between work and life. And I used to not do this rule… That's not really good because that really encourages burnout.” (12:22)
• Use a timer or calendar to enforce this boundary and improve daily focus.

Notable Quotes & Memorable Moments

• On accepting imperfection:
  “The secret isn't about doing everything. It’s about doing the right things in the right order.” (02:17)
• On priorities:
  “If you accomplish those two things—the non-negotiables and the highest ROI activity—then that day is a win, that day is successful.” (09:31)
• On discipline:
  “A lot of business is just discipline, all right? It’s just having the discipline to do what’s important at any given time and not get distracted with smaller things, easier things.” (14:04)
• On testing the system:
  “You’ve tried your way and you’re feeling overwhelmed, try this way. You’ll see what happens and I’m pretty sure you’re going to start to feel better.” (14:38)

Episode Structure & Timestamps

• [00:30] – Liam’s Question Introduced: “How do I not get overwhelmed with everything I need to do every day?”
• [01:10] – Omar explains overwhelm and the myth of “finished” in business
• [02:30] – Reframing the challenge: Focus on what matters most now
• [03:15] – Omar’s system: Brain dump, non-negotiables, prioritization
• [06:10] – Identifying high-ROI activities
• [09:20] – Daily scheduling in priority order
• [10:00] – Bonus tips: Theming days, time blocking
• [11:28] – Delegation tips: Focus on high-value tasks
• [12:22] – Hard stops to protect work-life boundaries
• [14:04] – The role of discipline and a recap of the process

Flow & Tone

Omar remains conversational and encouraging, blending real talk with practical action steps. His advice feels experienced yet approachable, and he emphasizes that every entrepreneur faces these struggles—discipline, focus, and systemization are the keys to pushing through.

Recap & Takeaways

• Accept you’ll never finish everything.
• Get every to-do out of your head—brain dump.
• Underline non-negotiables, circle and rank high-ROI tasks.
• Do them in order, repeat the process daily.
• Try bonus strategies: Theme days, time blocking, delegation, and set clear work boundaries.
• Progress over perfection is the antidote to overwhelm.

If you’re feeling overwhelmed in your business, Omar’s repeatable, simple process and mindset shifts can provide immediate relief and better results.

Catch future episodes for more actionable entrepreneurial advice from Omar Zenhom.