How to Break Down an Overwhelming Project

You have a project and you’re overwhelmed. You don’t know where to start. If that sounds like you, this post is going to help. Most people know that when something feels big and intimidating, you need to break it down into smaller steps. We’ve heard that advice. But the real question is: how do you actually break down an overwhelming project? Nobody teaches you a concrete framework for that — and that’s exactly what I’m sharing today.

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Two Things to Do Before You Start

Before you dive into the framework, there are two things I want you to do first. Together, they set the right foundation.

Set aside dedicated time just to plan the project. This is not time to start working on it. Block 30 minutes to an hour in your schedule specifically to think through and break it down. You’re not doing any actual project work yet — just planning.

Then, approach it with curiosity, compassion, and interest. Think of breaking down the project as solving a problem. You’re not looking for the one right answer — you’re looking for all the different possible answers you could come up with. There are probably many different ways to approach whatever’s intimidating you. Putting pressure on yourself to find the single correct path doesn’t help.

The MSP Framework for Breaking Down Any Project

This is one of my favorite frameworks for approaching anything that feels a little intimidating. Take out a piece of paper and divide it into three columns. Label them M, S, and P.

M is for Minimum

In this column, brainstorm the bare minimum tasks needed to complete the project. These are the non-negotiables — the things that must happen for it to be done. For example, in a move: the minimum is packing, scheduling movers, and unpacking at the new place. That’s the floor.

P is for Perfectionistic

Next, in this column, brainstorm everything you’d do in your ideal, no-limits version of the project. Think of this as your fantasy version — with all the time and energy in the world. For the moving example, that list might include donating old clothes, sorting every kitchen cabinet, perfectly labeled boxes, a full spread for the movers, and a deep clean before unpacking a single item.

S is for Satisfactory

This is the middle column — and it’s the most important one. The S column is where your minimum and your perfectionistic version come together to create a realistic, satisfying plan.

Why You Need All Three Columns

So here’s the truth. You’ll probably want to do more than the bare minimum — doing more makes you feel good about yourself. But you’re probably not going to execute the full perfectionistic version either. Fixating on that perfect version is often what makes the project feel too overwhelming to even start.

That’s where the S column comes in. It’s your actual plan.

For the moving example, my Satisfactory column might look like this: spend 10 minutes on a quick closet purge, pack boxes with general labels, order pizza for the movers instead of cooking something in advance, and do a quick 30-minute clean before unpacking. It’s not the bare minimum. It’s not the impossible ideal. Instead, it’s the version you can actually follow through on.

How to Use Your Satisfactory List

Once you’ve filled in all three columns, your Satisfactory list becomes your project plan. These are the steps you’re going to focus on. And you can always scale up or scale back depending on what’s happening in your life.

What project are you going to break down first? Drop it in the comments — and after you go through this activity, share one thing that landed on your Satisfactory list.

Want More Frameworks Like This?

If you want more detailed help with goals and projects that feel intimidating, check out our Change Academy membership. There’s an entire workshop with a full PDF packet on how to approach overwhelming goals — from both a practical and a mindset standpoint. Use the link in the description for a three-day free trial.