tips to reduce procrastination

Tips for Eliminating Procrastination

Does indecision keep you from getting your projects started … or finished? Did you know that besides derailing you from achieving your goals and advancing in your work, procrastinating reflects on your professional image as well?

Everyone procrastinates on occasion but some people do it regularly. Even when they are aware they are procrastinating, they still put off important projects. If procrastination keeps you from completing projects, it is chronic and should not be ignored. Otherwise, it could easily affect your career, your home life and your self-esteem.

If you are committed to overcoming your procrastination habit once and for all, we assure you that it can be done. Why not give the tips below a try? They will help you stop the games you play with yourself to avoid a project you do not want to do.

BEFORE STARTING THE PROJECT:

Evaluate the importance of the project. Is it still a priority?  If not, take it off your to-do list or consider moving it to your Someday/Maybe list.

Figure out the reasons you are procrastinating. Knowing “why” will help you come up with the tools to fight it. For example, if you do not understand a particular area of the project and how to go about completing it, consult colleagues who are experts in this area or research the area in question on your own.

Find uninterrupted time. Enter a date in your calendar to work on a specific step of the project. Be sure and keep the appointment. Your dates are just as important as meetings with others. Your time is valuable.

Decide on the location where you will do the project. Sometimes working in a coffee shop with headphones on is better than the office where there are many external interruptions and distractions.

Prepare ahead of time. Decide what is needed that will make the task as easy as possible. A larger work surface? Clear space on your desk. Last year’s documents? Find those important papers ahead of time and have them ready. These are the types of obstacles that could  prevent you from moving ahead.

Create a positive mindset. It makes all the difference in the world how you approach the project. If you think of it as impossible and too hard to do, then it will be. On the other hand, if you tell yourself that you can do this and are ready for the challenge, it will not be as difficult. Think of the feeling of accomplishment when the project is completed.   

BEGIN THE PROJECT: 

Divide the project into individual tasks or steps. Make each step doable. A project may have five steps or fifteen. Write each step down on paper or electronically.  

Estimate the time it will take to complete each step of the project. Then double it. That may seem to be far too much time but most steps take longer than estimated. If you finish the step sooner than expected, continue. Or, leave the next step for another time.(Don’t forget to enter the next step on your planner so you will know exactly when you will be getting to it.)

Make the first step easy. Ease into the project slowly. You may want to make this step short and simple although, once you have completed it, you will have gained momentum and the commitment to continue.

Set the mood.  What external stimuli will entice you to get started?  For example, lighting, music, and snacks can make the task more enjoyable.

Ask a trusted friend or colleague to help you get started.  Even if the person is just there while you work, sometimes that is all it takes.

Seek help from colleagues or friends if you run into obstacles. If you do not know how to tackle a specific step, consult with someone who does. All you need to do is ask. People are happy to help.

Eliminate interruptions and distractions so you can focus on the project. Turn off the sound and pop-ups signaling new email. Let your phone go to voicemail. Close your door or put up a sign saying you are working on an important project. Keep a pencil and pad where you are working to jot down thoughts not related to the project. That way you will not forget them and can go back to them later when you are finished working.

Be mindful of the progress you are making. Track your accomplishments and be aware of the progress you are making. Think in the present.

WHAT IF THE PROJECT IS DUE IMMEDIATELY? 

If you have delayed the project until the 11th hour, you may have to condense the suggested steps above and move right into action. Here’s one approach:

Move directly to the “Begin the Project” section.  Imagine you are leaving town tomorrow. We have all experienced that hyper-active mode before leaving for a business trip or vacation. You had no idea you could accomplish so much that quickly. And why is that? Because you concentrated on the tasks that needed to get done. That probably meant limiting conversations with colleagues and not allowing distractions and interruptions to throw you off target.

CELEBRATE WHEN THE PROJECT IS COMPLETED 

Once a project is off your to-do list, it is not always easy to move immediately into another high-level task. Switch from your high-functioning thinking to low-level tasks such as returning phone calls or doing email. Consider taking a walk and giving your brain a well-needed rest.

Enjoy the feeling of relief and satisfaction knowing that the weight hanging over you is gone and that you did it! Feel good about your accomplishment. Remind yourself that you overcame procrastination and that you can do it again. Maybe, just maybe, the next project won’t be nearly as hard as you anticipate and will go faster than you expected. The secret: just start. 

We hope these tips inspire you to begin a project you have avoided yet must be done. Once you actually begin, you’ll be amazed at your energy and motivation.  The effort will be well worth it, and we are here to help.

Too Many Choices? It’s Hard To Decide!

Have you ever found yourself “stuck”  because there are so many good options from which to

choose? In today’s world, the possibilities are endless. Interestingly, that’s not always a plus and can often interfere

with decision-making. What to do?

Often, the best way to get things done is by process of elimination so that you are left with limited, desirable

choices. Here are two real-life examples we all face at one time or another …

… you decide to join an association to network, be part of the community and potentially meet prospective clients.

Which group should it be? Perhaps it would make sense to become part of the local Chamber of Commerce. Many of

your colleagues attend their meetings and have found it helpful to be part of the Chamber. Or, maybe

consider a business association a good friend is urging you to join. There are several excellent choices and it is hard to

decide which one would be best.

We recommend using the process of elimination to decide which association to choose. Once you have

narrowed it down to one or two associations, the decision will be easier. Plus, that overwhelmed feeling will go away.

Here is another example of too many choices. You have decided to scan all documents as soon as they arrive in the

office but have no idea which product best meet your needs and gets the job done most efficiently. The market is flooded

with scanner manufacturers with each one vying for your attention. To eliminate a number of scanners, we suggest that

beginning by listing your criteria — how you want the scanner to function and what you want to accomplish. Then you

are ready to review the scanners sold and to compare each one with the criteria you established. This process will

narrow the selection process and move it along by reducing the number of scanners in the running. Isn’t that an easy

way to limit the options? We hope you will give it a try.

 

Want to read more about how this concept works? Check out the 6/21/13 article: Choose What To

Leave Out at www.delanceyplace.com.

Eat That Frog

Eat That Frog!     This morning I had a lot of calls to make and did not particularly feel like making them. Then I remembered the book I had just finished reading —  Eat That Frog by Brian Tracy. In the book procrastination is not allowed. I would need to make the calls first thing and begin with the most difficult one. Ug. Well, I did it and it felt wonderful.

Tracy’s premise is that starting and completing the most important — and often the most difficult — task of the day will soon become a habit. Email and less important to-dos must wait until the most important one is done.

He suggests that we ask ourselves 3 key questions:

1) What are my highest value activities?

2) What are the biggest frogs I have to eat to make the greatest contribution to my organization? What can I and only I do that, if done well, will make a real difference?

3) Ask yourself every hour: What is the most valuable use of my time right now?

What important eat that frog task will you tackle tomorrow morning?

 

Tips To Eliminate Procrastination

With the start of spring and warm weather, it gets even more challenging to focus on the tasks you know you need to get done. Try these suggestions to stop the games you play with yourself to avoid the task at hand.

1) Add planning time to your day to decide what must get done.

2) Confront the task or project you have let slide. Is is still a priority? No? Take it off your list.

3) Write down specific steps to complete the project and estimate how long each step will take.

4) Decide what will make the task as easy as possible. A larger work surface? Last year’s documents? Uninterrupted time?

5) Set the mood. What external stimuli will entice you to get started? Music and snacks often the task more enjoyable.

6) Tackle the first step. If you have time, continue. If not, leave the next step for later.

7) Ask a trusted friend or colleague to help you get started.

What a feeling of relief and satisfaction knowing that the project is done — or, at least, started.

Now, if you’ll excuse me, I need to get to the project I’ve been putting off.