How to Do a Brain Dump to Beat Overwhelm and Take Action
Do you ever feel like there are so many ideas, tasks, and worries swirling around in your head that you can’t focus? There are half-done projects and to-do’s piling up, your home feels chaotic, and the idea of getting started is so exhausting you fall into a doom-scroll constantly.
That’s what we loosely call “overwhelm”, and it’s a common struggle — but it’s so much more than that. It’s not just a long to-do list — it’s often a severe mental load that’s compounded by digital and mental clutter.
It’s when you open the fridge and see the sticky mess a bottle of dressing made, but you don’t have time to clean it…
…or when you open your email and see the family photos download but haven’t ordered the Christmas card yet…
…or when you’re searching for a client file so you can finish a big project, but realize your Google Drive is hopelessly cluttered and it will take hours to clean up.
When there’s too much happening in your mind that crosses your field of vision or mental to-do list, even the simplest decisions can feel exhausting. This is where a brain dump comes in—a tool that can help you declutter your thoughts and open loops, get clear on priorities, and start taking meaningful action.
In this blog, you’ll learn exactly how to do a brain dump effectively to get out of overwhelm, get unstuck, and set yourself up for success.
Why a Brain Dump Helps with Overwhelm
A brain dump is a simple but powerful technique that allows you to release mental clutter onto paper (or a screen) so you can see clearly what needs to be done (all in one place) and focus on prioritizing what matters.
When you know how to do a brain dump, your mental load is eased, you can schedule what needs to happen, and you’ll see what you can delete off your list. It’s like hitting a “reset” button for your mind.
Brain dumps are backed by psychological studies (see the end of this blog for citations) that show writing down thoughts can reduce stress, improve focus, and help organize information in ways that make problem-solving easier. When used consistently, brain dumps help you feel more in control, focused, and ready to take action.
Step-by-Step Guide to Doing an Effective Brain Dump
Choose a quiet spot and a tool that works for you—a notebook, a digital document, or even a voice recording if that’s easier. The goal is to have a space where you can write without interruptions. I prefer to write with pen and paper, then transfer what I need to Notion.
Real-Life Hack: If you’re a busy parent with kids at home, it might feel impossible to get that quiet space. Keep a small notebook with you so you can jot down to-do’s and project ideas anytime they occur to you.
Step 1: Find Your Space and Tools
Setting a 10-15 minute timer can help you focus without overthinking. Knowing there’s a limited time often encourages a better flow and prevents the urge to censor yourself.
I also like to have focus music in the background. I don’t know the science behind music with certain frequencies — all I know is it works! Try brain.fm or this YouTube channel.
Step 2: Set a Timer for Focus
Now, let it all out! Write down every task, thought, and idea. Don’t bother trying to organize this list right now; it’s just about getting everything in your head onto paper. Don’t worry about structure; the goal here is to free up mental space.
Often, after the initial several tasks (or open loops) are written down, you need to stare off into space for a bit. I find I’ll recall groups of tasks and ideas sporadically, not in a steady constant stream. Give yourself some space to remember random other things.
Step 3: Write Down Everything on Your Mind
After writing, review your brain dump and start to organize it into categories. Group similar thoughts together—like “urgent tasks,” “errands/shopping,” and “client project.”
I like to do this visually in a few different ways:
Colored highlighters (these are the best) - one color per category.
Mind-mapping (one category per sheet) - center circle is a category, off-shoot circles are tasks.
Dividing a piece of paper into quadrants (or however many categories you have) and sorting each note/task into its proper spot.
Any or all of these techniques will help you see which areas are taking up the most mental space and what tasks can be knocked out together.
Step 4: Categorize and Group Similar Thoughts
Step 5: Apply the Theme Day Planning Method for Work and Home Life
After grouping your brain dump items into categories, it’s time to create theme days that address both work and home responsibilities. By dedicating specific days to different types of tasks, you can focus on one area at a time, reducing the mental load of constantly switching between work and personal tasks.
Here’s how to put it into action:
Assign Themes for Work and Home Categories: Review the categories from your brain dump and choose a theme for each day that includes both work and personal priorities. For example, designate one day as “Admin and Errands Day” for both business-related admin tasks and personal errands. Another day could be “Creative Work and Home Projects” for content creation and any household projects you want to focus on.
There could also be days that you realistically only have time for either work or home tasks — by looking at your brain dump you’ll have an idea of which category needs to be the only focus on its designated day.
Schedule Similar Tasks Together: For each theme day, organize related tasks together. On “Admin and Errands Day,” for example, you might batch tasks like scheduling work meetings, paying bills, making personal phone calls, and running errands. By grouping similar tasks, you stay focused and minimize mental shifts.
Simplify Decision-Making by Following Daily Themes: Knowing your theme for the day makes it easier to decide what to work on without getting overwhelmed. You’re not choosing randomly; instead, you have a clear, planned focus that covers both work and home life.
You’ve already made the decision of what to work on or do — you don’t need to keep making it again and again.
Stay Flexible and Adapt as Needed: Theme days provide a guide, not a strict schedule. If something urgent comes up, you can handle it, but having a theme helps you get back on track for the rest of the day.
If you find your plan blowing up constantly, my free MAP Process training will help you!
Example Theme Day Plan (Work & Home):
Monday – Planning, Admin, and Errands
Business Tasks: Scheduling meetings, email management, organizing work files.
Personal Tasks: Grocery shopping, personal phone calls, paying bills.
Tuesday – Content Creation and Household Projects
Business Tasks: Writing blog posts, creating social media content, brainstorming new ideas.
Personal Tasks: Tackling small home projects, like organizing closets or planning meals.
Wednesday – Meetings and Appointments
Business Tasks: Client meetings, team check-ins, networking calls.
Personal Tasks: Doctor’s appointments, kids’ activities, or meeting with friends.
Thursday – Strategy and Big-Picture Goals
Business Tasks: Strategic planning, big-picture projects, reviewing progress on long-term goals.
Personal Tasks: Reviewing family plans, budgeting, setting personal goals.
Friday – Wrap-Up and Personal Development
Business Tasks: Finishing open tasks, preparing for next week, following up on loose ends.
Personal Tasks: Reading, self-care, learning something new, or even a fun hobby.
With this structure, you’re not only tackling your brain dump items but also balancing work and home life in a way that feels manageable. It allows you to focus on specific areas without feeling like you’re neglecting any part of your life.
💡The above example is only a guide to show you how it could work — it’s up to you to tweak and edit for your own life, schedule, and responsibilities.
Step 6: Prioritize Key Actions to Move Forward
Choose your top three tasks or steps to focus on first. This way, you’re not trying to tackle everything at once, which can just add to the overwhelm. By prioritizing, you can start taking action in a manageable way.
How to Use Your Brain Dump to Take Action
Once you’ve categorized your brain dump and created a theme day plan, it’s time to bring it into your calendar and start taking intentional action. Here’s how:
Put Your Theme Days in Your Calendar: Block out each theme day on your calendar so you know in advance what type of tasks you’ll focus on each day. Marking these themes in your calendar creates a structured rhythm, helping you mentally prepare for the kind of work (or personal responsibilities) you’ll tackle.
Schedule Specific Tasks within Each Day: Under each theme, identify 3–5 priority tasks from your brain dump that align with the day’s focus. For example, on “Admin and Errands Day,” schedule blocks of time for booking appointments, sending follow-up emails, and running essential errands. Scheduling tasks gives structure to your day, reduces decision-making, and ensures you don’t overload any single day.
Stay Flexible but Intentional: Remember, theme days offer a guiding structure, not a rigid rule. If something urgent pops up, handle it, then return to your scheduled tasks. This way, you keep a steady pace without feeling restricted, staying aligned with your big-picture goals.
Review and Adjust Weekly: At the end of each week, take a few minutes to review how your theme days worked. Were there days that felt overloaded? Did you need more or less time for certain themes? Adjust your calendar for the coming week to fine-tune your focus and keep both work and home life manageable.
With your brain dump organized and your theme days scheduled, you’re equipped to make steady, intentional progress. This method not only provides clarity but also helps you move forward with a sense of balance, managing both professional and personal tasks effectively.
Tips for Making Brain Dumps a Habit
Making brain dumps a regular habit can help you avoid reaching a point of overwhelm.
💡Try doing a quick brain dump at the end of each day or week to stay on top of your mental clutter.
💡You can also combine brain dumps with other tools, like journaling or to-do lists, to keep a clear, organized approach to everything on your plate.
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Conclusion
A brain dump is an excellent way to get out of overwhelm and start making clear, confident decisions. By following these simple steps, you’ll have a tool you can rely on whenever you feel stuck. Give it a try, and notice how much more manageable everything feels!
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When Do You Work? 3 Ways to Map Your Energy to Boost Productivity
Free Video Training: The MAP Process
Digital Spring Cleaning - How To Clear The Clutter Like A CEO
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Expressive Writing and Emotional Processing:
Research by psychologist James W. Pennebaker shows that expressive writing (writing about one's thoughts and emotions) can help reduce stress, improve mood, and even support immune function. Pennebaker's studies suggest that writing things down can act as an emotional release, allowing individuals to process feelings and reduce the emotional weight of those thoughts. (Pennebaker, J.W., & Beall, S.K., 1986, "Confronting a traumatic event: Toward an understanding of inhibition and disease.")
Cognitive Load Theory:
Cognitive Load Theory, developed by psychologist John Sweller, explains that our working memory has limited capacity. When too much information is held in the mind, cognitive overload can occur, making it hard to focus or process information effectively. Offloading thoughts onto paper or a screen can reduce cognitive load, freeing up mental resources for clearer thinking and problem-solving. (Sweller, J., 1988, "Cognitive load during problem solving: Effects on learning.")
Externalizing to Enhance Problem-Solving:
Studies in cognitive psychology suggest that externalizing thoughts—by writing, sketching, or speaking aloud—can enhance problem-solving by allowing individuals to organize, categorize, and prioritize information more effectively. Writing provides a visual structure that helps break down complex or overwhelming thoughts, making it easier to identify actionable steps. This concept is linked to distributed cognition theory, which posits that cognitive processes are aided by external representations, such as written notes. (Kirsh, D., 1995, "The intelligent use of space.")
Stress Reduction Through Journaling and Structured Writing:
Research on journaling shows that writing can serve as a coping mechanism, helping people gain perspective on overwhelming thoughts, reducing the perception of stress. Studies by researchers like Joshua M. Smyth have shown that regular journaling improves mental well-being and enhances focus. Writing has been linked to stress reduction because it allows people to process and reframe their worries. (Smyth, J. M., 1998, "Written emotional expression: Effect sizes, outcome types, and moderating variables.")
Goal Setting and Task Prioritization:
Writing down tasks and goals has been shown to increase commitment and clarity, as seen in studies on goal-setting theory by Edwin Locke and Gary Latham. These studies support the idea that creating written lists of tasks can enhance productivity and reduce overwhelm by turning abstract ideas into actionable steps. (Locke, E.A., & Latham, G.P., 2002, "Building a practically useful theory of goal setting and task motivation.")
