Last week, while teaching Sustainable Leadership to a group of CEOs from leading technology companies, I asked them: “What’s the biggest challenge you and your teams face?”
Their response was unanimous: OVERWHELM.
Overwhelm isn’t just the feeling of being busy. It’s a state where the brain’s executive functions—responsible, among other things, for creativity, big-picture thinking, decision-making, and focus—become overburdened. Leaders often grapple with this due to the sheer demands of their roles, but with this group, one cause stood out: Data Overload, fueled by a phenomenon known as the Zeigarnik Effect.
In 1927, Bluma Zeigarnik, a young psychologist, was dining with colleagues at a bustling Berlin café. Their waiter amazed the group by flawlessly remembering intricate orders for the entire table without writing anything down. However, when Zeigarnik later returned to the café to retrieve her forgotten purse, the same waiter did not recognize her or remember where she had sat. It was as if he’d erased all memory of her table once the task was complete.
This observation led Zeigarnik together with her academic advisor, Kurt Lewin, to uncover a fundamental psychological principle. They discovered that our minds are wired to hold onto unfinished tasks, keeping them active in our thoughts, while completed tasks are quickly dismissed from memory. This tendency, later named the Zeigarnik Effect, is our brain’s way of ensuring that we don’t forget what needs to be done. While useful in certain contexts, it can also wreak havoc when open loops—unresolved tasks or unanswered questions—pile up.
For the group of CEOs I was working with, the Zeigarnik Effect had taken a toll. Their open loops were relentless, draining their focus and preventing them from prioritizing effectively. These mental “pop-ups” kept them ruminating on unfinished work, making it nearly impossible to disconnect, even during evenings and weekends. The result? Overwhelm, exhaustion, and diminished productivity.
If this sounds familiar, you’re not alone. Here are 4 evidence-based strategies that can help:
The Nike Rule
Unfinished tasks, no matter how minor, can act as mental clutter. Research by Baumeister and Masicampo (2011) shows that even small, incomplete tasks occupy cognitive resources until resolved. The solution? If you can close a loop in 2 minutes or less, do it immediately. Think of it as the Nike Rule: Just Do It (now).
Write It Down
A 2011 study by Masicampo and Baumeister demonstrated that creating a concrete plan for incomplete tasks immediately reduces their mental burden. Writing tasks down—even on a simple to-do list—frees up cognitive resources and lowers anxiety. Execution can come later; the act of organizing your thoughts is what provides relief.
Pro-Tip 1: If you are like me, choose a TODO app and stick to it! Don’t change it even if you see a great YouTube video about the great next tool.
I tried them all: Trello, Obsidian, Todoist, Google Tasks, you name it. I currently use Notion and it works just as well. Stop switching apps!
Pro-Tip 2: Having a reliable “second brain” that you can always rely on is great. However, research shows that MAKING the plan is what frees up the energy.
So even if you’re not sure when you could complete the task, writing it down will allow your brain to let go of it.
The Elephant Rule
Our brains crave closure but resist tasks that feel overwhelming or undefined. Research by Amabile and Kramer (2011) on the progress principle reveals that making even small advances on meaningful work boosts motivation and reduces stress. Break big tasks into smaller, manageable steps and focus on incremental progress. Ask yourself: How do you eat an Elephant? One bite at a time!
Reframe
Overwhelm often stems from feeling out of control. Crum, Salovey, and Achor (2013) found that reframing stress as an opportunity for growth—rather than as a sign of failure—can significantly improve resilience and performance. When you’re feeling overwhelmed, try viewing it as a cue to (re)organize and refocus.
The Zeigarnik Effect, while a natural part of how our brains function, doesn’t have to control us.
By closing loops, organizing tasks, and taking small steps, we can reclaim our focus and regain clarity.
Which of these strategies resonates with you? Have you tried any of them? Share your experience—so we could all be inspired to tackle our open loops!
References
- Zeigarnik, B. (1927). On finished and unfinished tasks. In W. D. Ellis (Ed.), A source book of Gestalt psychology (pp. 300–314). London: Routledge & Kegan Paul.
- Baumeister, R. F., & Masicampo, E. J. (2011). Consider it done! Plan making can eliminate the cognitive effects of unfulfilled goals. Journal of Personality and Social Psychology, 101(4), 667–683.
- Masicampo, E. J., & Baumeister, R. F. (2011). Writing about personal goals and plans boosts goal achievement. Personality and Social Psychology Bulletin, 37(10), 1399–1411.
- Amabile, T. M., & Kramer, S. J. (2011). The progress principle: Using small wins to ignite joy, engagement, and creativity at work. Harvard Business Review Press.
- Crum, A. J., Salovey, P., & Achor, S. (2013). Rethinking stress: The role of mindsets in determining the stress response. Journal of Personality and Social Psychology, 104(4), 716–733.
Image: Bluma Zeigarnik source: Wikipedia
