Doing More with Less: Finding Calm in the Chaos

If you work in government right now, you’ve probably heard the phrase “do more with less.” Less money in the budget. Less opportunity for extra staff.

But the same amount (or more!) of work is landing on you to deliver.

I hear this line almost weekly when I’m on-site with my teams. And I’ll be honest — it can feel overwhelming. The pit-in-the-stomach feeling that there just aren’t enough hours in the day, or enough hands on deck, is very real.

But here’s the good news: while we can’t change the budget or magically add more staff, there are tools and approaches we can use to help us work smarter, protect our well-being, and even find a sense of calm amid the storm.

1. Stop & Think Before You Dive In

When the pressure is high, the instinct is to react — answer every email, jump into every task, attend every meeting. But this often scatters our energy and leaves us drained. A slight pause to “Stop & Think” before you dive in helps you:

• Clarify what’s truly important versus what’s just noise.

• Decide the best way to tackle the work, rather than defaulting to old habits.

  
  

2. Focus on What You Can Control

We can’t control budgets or staffing decisions. But we can control how we manage our own time and attention. Tools like the Circle of Influence help remind us to shift energy away from what we can’t change, and double down on what we can.

This mindset shift reduces stress and keeps us from getting stuck in frustration.

3. Touch It Once

One of the most straightforward but powerful practices is the “Touch It Once” principle. Instead of opening an email, parking it, re-reading it, and worrying about it five times — make the decision once:

• Do it now.

• Decide when you’ll do it.

• Or delegate it.

  
  

This clears mental clutter and creates real momentum.

4. Protect Your Energy with Boundaries

Efficiency isn’t only about tools and processes — it’s about wellness, too. You are one of your team’s most valuable resources when resources are stretched.

Simple but deliberate boundaries matter:

• Short breaks to reset your focus.

• Blocking out time for deep work.

• When something isn’t a priority, say “no” or “not now” (politely, but firmly).

  
  

Protecting your energy isn’t selfish — it enables you to keep showing up at your best.

5. Build Small Habits, Not Big Overhauls

When the workload feels heavy, the last thing you need is to overhaul everything at once. Instead, pick one or two small changes — like creating workflow folders in Outlook, or setting aside 10 minutes for daily planning — and practice them until they become automatic.

Small shifts compound into significant results over time.

Final Thought

“Doing more with less” is tough—there’s no denying that. But you don’t have to do it by grinding yourself down. With the right tools, a few small habits, and a mindset focused on what you can control, you can create space, regain clarity, and protect your well-being

I see it every week: when people put even one or two of these practices into action, the pressure starts to lift. They feel calmer, more in control, and more able to focus on what matters most — even in the most challenging environments.

Jacqui Walsh is the Professional Services Manager @ PEP

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