We are all victims of procrastination due to our innate need to second guess everything we do and question a decision before we move on. This, combined with ‘waiting for the right moment’, will continue to hold us back. We have a great ability to create reasons in our head that supply us with enough logic to put off the task at hand. Many of us may not be aware that we are avoiding tasks as we productively procrastinate by taking care of all the small things, rather than the things that actually need to be done.
The ability to recognise our avoidance is half the battle. Here are some tips to help identify and act against procrastination:
Make a List
This is an obvious choice to top the list but a failsafe option of recognising what needs to be done and when. There is always more to be done than can be achieved so make sure you are prioritising the right tasks. Stagger the big tasks throughout your week so you do not lose productivity or motivation on the first day. Once you have decided the goals for the day, plan them out with a realistic start to finish timeframe: invoicing 8-10 am, chapter one of report 10.10am – 1pm. If the task is not completed within the timeframe, adjust it. Do not start a number of tasks without completing them.
Keep a diary
This may seem like procrastination in itself, but you will be surprised at how much time you waste with distracting technology, checking emails and productive procrastination. Check your progress at the end of the day and reflect on what goals you have achieved and how much of your day was filled with keeping busy for the sake of being busy. Managing productivity is personal so the best thing you can do is analyse yourself – what made you stop writing your business plan? Why did you pick up your phone to check Facebook? Only when you understand your distractions can you implement change.
Give yourself regular scheduled breaks
Have a two to three-hour focus period followed by a short break where you can make a drink or check your phone. You will be more productive during that period than if you are repeatedly interrupted. Regular breaks will stop us burning out and losing productivity.
Split the task into approachable segments
Writing a three-thousand-word report will keep getting pushed to the bottom of the list regardless of its importance. It looks intimidating and it will take all day which will not leave you with time to do the rest of your urgent tasks. Break the job into digestible, approachable segments: write the introduction, first chapter and so on. Set yourself a goal of a clear start and end point and not just an hour or so at a time. We may think our ability to multi task speeds up the process but it can actually cause loss of productivity.
Apply rewards and consequences
In addition to stress and a seemingly burdening schedule, you will feel guilt for not achieving what you want. Bargain with yourself. If you finish your reporting before midday, you can treat yourself to lunch out. If you fail to go to the gym twice a week as planned, you can’t go out at the weekend.
Follow the two-minute rule
This is a rule followed by top strategists and the first part of this rule comes from David Allen’s bestselling book, Getting Things Done. It is advised that if the task takes two minutes or less to complete, do it immediately. The tasks are not difficult nor require a lot of thought, they are mundane tasks that we keep putting off. This is not only effective at work but throughout all aspects of life. Wash the dishes immediately after your meal, send that thank you email you have been meaning to send, take out the rubbish. Not only will this prevent an ever piling ‘to do’ list for the end of the day when you are least productive, but it will train your brain to look at an obstacle and tackle it immediately.
The second part of this rule encourages you to start a new habit in less than two minutes. It is based on the idea of the inertia of life. Once you start doing something, you will continue to do it. It isn’t based so much on the end goal but the process of actually doing the work. You cannot complete long term goals in two minutes but you can start one. If you want to start writing, set yourself up with a pen and paper or a computer and write a sentence in under two minutes. Chances are you will continue writing. If you want to travel, book your first ticket – even if it is a bus to the airport.
Stop making excuses
Are you waiting for the right time to start something? Now is not the right time because of X, Y Z? There is never a perfect time. If you keep waiting for the right moment, you will never get anything achieved. You can do all the thinking, planning and strategizing, but if you do not take action, nothing is going to happen.