Mind Like Water: How to Reset When You’re Overwhelmed

James Smith, Executive Director

“Your mind is for having ideas, not holding them.”—David Allen, Getting Things Done

When I stepped into my role as Executive Director of the Cynthiana-Harrison County Chamber of Commerce, I did so during what might’ve been the busiest month in our Chamber calendar.

In the first 90 days, we had:

• Our annual awards banquet coming up in just 3 weeks

• A major leadership conference happening 2 months later

• Dues renewals for 190 members in full swing

• And, oh yeah—I was also trying to learn an entirely new job from the ground up

  
  

"Overwhelmed" wasn't just a feeling—it felt like my permanent zip code. Every day brought more emails, more decisions, more moving parts, more expectations. It wasn’t burnout... yet. But it was clutter. Mentally, emotionally, organizationally.

Then I remembered a principle from one of the best productivity books I’ve ever read: David Allen’s Getting Things Done.

The “Mind Like Water” Principle

Allen describes the ideal mental state of a high-functioning leader as having a “mind like water.” That is, your mind should respond to what comes your way like water does: appropriately, calmly, and efficiently.

• If you throw a small pebble into a pond, water ripples just enough.

• If you throw in a boulder, it responds proportionately—but then quickly returns to calm.

That’s what your brain should do.But when we’re overwhelmed, it doesn’t. It swirls, spirals, and spins—constantly reacting instead of calmly responding. And that’s when focus, energy, and clear thinking disappear.

⚠️ Why We Feel Overwhelmed

Most of us don’t lack time—we lack mental clarity. Here’s what often causes that sense of overload:

• Too many open loops—tasks we’ve started but haven’t finished

• Constant context switching—jumping between emails, texts, projects, meetings

• Lack of a clear next step, which leads to procrastination

• No system to “hold” all the moving pieces—so our brain tries (and fails) to hold it all

In that first month, I felt like I was managing a dozen different jigsaw puzzles with all the pieces mixed together—and no box lids to show me what I was building.

How to Reset When You’re Spinning

Here’s what helped me—and what might help you too.

1. Do a Full Brain Dump

Get everything out of your head. Projects. Worries. Random to-dos. Unanswered texts. Just scribble it all out—on paper or in a note app. No filters. No order. Just unload.

2. Clarify What’s Actionable

Review your list. What actually needs your attention today? What can be scheduled for later? What can be delegated or deleted?

3. Pick the “Next Right Step”

Not the whole project—just the very next thing.

• Need to plan the banquet? ➝ Schedule a 30-minute planning block

• Need to onboard a new member? ➝ Send welcome emailOne clear step breaks the mental logjam.

4. Use a Trusted System (Not Your Brain)

Whether it’s a digital planner, a journal, or even sticky notes in a drawer—have a consistent place where your thoughts and tasks go. Don’t make your brain do the heavy lifting.

5. Move Your Body. Breathe. Step Away.

When your brain is full, your body is often stiff. Take a short walk. Do 5 minutes of box breathing. Step outside and feel the sun. Reset your nervous system so your mind can follow.

⚡ The Leadership Power of Clarity

You can’t lead well from a place of panic.You can’t make wise decisions with mental static. You can’t inspire others if you’re constantly behind.

But when you clear the mental clutter, even a little, you create space for:✅ Better thinking✅ More meaningful work✅ Healthier leadership

It doesn’t mean everything’s done—it just means you’re back in control.

Big Takeaway:

Overwhelm is not a time problem—it’s a clarity problem. You don’t need to work harder or faster. You need to step back, breathe, and reset your mind so you can respond like water: calm, focused, and exactly where you need to be.