Bite-Sized Training

Overcoming
Procrastination
Bite-Sized Scenario Training
Overcoming Procrastination
Bite-Sized Training

This e-book is published by Mind Tools Ltd.

Copyright Mind Tools Ltd 2007-2016. All rights reserved.

Version 3.0.

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EU 012473377) of Mind Tools Ltd.

Cover image iStockphoto/marekuliasz.

Contents

1. Introduction 1

2. Signs and Symptoms 2

3. Planning to Take Action 6

4. Set the Stage for High-Value Work 8

5. Key Learning Points 13

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1. Introduction

H
ave you eaten your elephant beetle today?
In other words, have you done that task that you really dont want to do,
but know that you have to do? If you regularly put off tasks like this, you
need to admit to yourself that youre procrastinating.
An elephant beetle is an ornery, ugly critter. No matter how long you look at it, or
from which angle you approach it, its still ugly. So, isnt it better to get the nasty
thing out of your sight sooner rather than later? Unfortunately, for procrastinators,
its not as simple as that.
Procrastination is a bad habit, and it feeds on itself if you procrastinate once and
get away with it, its much easier to do it again. But procrastination makes you
look bad, because you end up rushing through the task, and it makes you feel bad,
because putting off important tasks and handing in rushed or lackluster work can
damage your self-esteem.
Despite their struggle to get things done, procrastinators are among some of the
most creative and visionary of people, so youre in very good company! Leonardo
Da Vinci, Truman Capote, Samuel Taylor Coleridge, the Dalai Lama, and Bill Clinton
are just some of the more well-known people who put off important tasks. And
just as these people produced great work despite their bad habit so can you.
This Bite-Sized Training session will help you to get out of the procrastination
habit. In under an hour, well look at how you can:
Recognize the signs and symptoms of procrastination.
Plan to complete high-value tasks.
Set the stage for getting work done.
When you focus your attention on doing rather than avoiding, youll be amazed
at what you can accomplish. As a result, you will increase your value to your
employer, and lower your stress levels.

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2. Signs and Symptoms

T
o understand how procrastination impacts your life, you need to be aware
of what it looks like, what the emotional repercussions are, and how you
got into this pattern of behavior in the first place.
Its important to emphasize that procrastination isnt the same as laziness
a lazy person may procrastinate, and a procrastinator may be lazy, but one doesnt
automatically follow to the other. A procrastinator is more likely to be unmotivated
or overwhelmed than lazy.
You may be a procrastinator if you say things like:
I wont be able to get it all done, so why bother?
Ive missed the deadline already, so whats the point of even trying? Ill just
take the rap and move on.
I wont do it well, so I wont do it at all.
Im not in the mood right now. Ill do it tomorrow.
Ill do it once Ive got all these little things out of the way.
There are so many things to do that I dont have a clue where to start.
Do any of these sound familiar?
Once you recognize that you procrastinate, the next step is to understand why you
do it, and when.

The Procrastinator's Toxic Cycle

Often, when a procrastinator is putting off a task, he distracts himself with another
activity. This act of busying himself with an alternative activity feels somewhat
satisfying, as he gets something done. However, the sense of satisfaction is only
temporary and it is tempered with guilt at putting off the more pressing task.
When the alternative activity comes to an end, the procrastinator is faced again
with the daunting prospect of beginning the original task, and the internal
struggle starts once more. She may even berate herself for not having just got on
with it in the first place. Then comes panic.
Panic is a familiar emotion to the procrastinator. It is often the only thing that can
make him actually start the original task. However, because he has procrastinated,
he will have less time and fewer resources to hand. He may turn in a project on time,
but it will be rushed and of a low standard. Then, he may blame himself even more
for not having done as good a job as he was capable of.
This toxic cycle becomes a pattern of behavior that can be difficult to break.

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So Why Don't You "Just Get on With It"?
Earlier, we pointed out that it isnt necessarily laziness that causes the
procrastinators toxic cycle. Procrastinators are often highly capable individuals.
They are skilled at seeing the bigger picture, and they produce great ideas as
a result. However, most great ideas only come to fruition when a multitude of
smaller, contributory actions are achieved first. Whereas some people are adept at
organizing and completing all these small tasks, procrastinators tend to become
overwhelmed and engage in the procrastinators toxic cycle.
This is where planning comes in. Planning is the procrastinators best friend! It
allows you to differentiate the important, high-value tasks from those that are
just distractions.
This Bite-Sized Training session has exercises that will help you to identify
and prioritize the important tasks that you need to complete to achieve
your objectives.
When you complete all the exercises, you will have a plan that will allow you to
break free from the cycle of procrastination, and you can move forward with
increased focus and confidence.
So, lets get started!

Action:
Think of five things on your work or personal To-Do List that have been there
for more than a week. For each item, record the task, the deadline and how
long its been on the list.
Then ask yourself, What is the consequence of not getting the job done?
Remember to think of potential consequences, as well as actual ones. Your
boss might reprimand you, you might get a bad reputation, your career may
suffer, you might miss a great opportunity, or your stress levels might rise. Add
these in the fourth column.

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 How Long Consequence of
Task Deadline
on List? Not Finishing

1.

2.

3.

4.

5.

Now look over your tasks, and the consequences of not completing them:
Can you identify any common elements or themes?
Are the tasks that you procrastinate on all related to one particular project,
or to a certain aspect of your life?
Are the consequences of a similar type? (For instance, no real immediate
costs, but numerous medium to long-term potential ones.)

Procrastination and High-Value Areas

Sometimes, we can be so focused on quick wins, and on the things that demand
our attention immediately, that we lose sight of the high-value or strategic
tasks that contribute to the bigger picture. When that happens, we fail to reach
our potential.
Realistically, there may never be enough time in your day to get everything done.
So, you need to work on the things that are most important. You simply cannot
afford to fritter away your valuable time on low-value tasks nor can you afford to
put strategic projects on hold.

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 Action:
To think about your high-value tasks, answer the following questions.

Which of the tasks that you should be doing are high-value? What tasks will have the greatest
impact on your work, life, family, or other group?

Which of these high-value tasks or activities can you, and only you, complete?

Which of the tasks that you listed in your Procrastination Table (on page 3) fit into both of the
categories above?

The tasks that you identified in the final question above are the high-value ones
that you should not avoid. When you know what tasks you should really be
working on, it becomes harder to justify putting them off.

Tip:
Schedule time in your diary to come back to this section and analyze your job
in more detail, to determine which additional activities add the most value to
your work. There are usually three or four areas that make up the bulk of your
overall performance, so you should spend time examining this and getting to
the core of how to perform efficiently.

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3. Planning to Take Action

S
o far, weve looked at high-value tasks in general. Now you have to decide
exactly which ones you have been procrastinating over, and make a plan to
get them done.
You need to put plans in writing before they have any real credibility.
Written goals spur you into action, and they help you to make larger tasks and
projects more achievable. When you create a plan, you can break the whole
project into manageable pieces that dont seem overwhelming or impossible
to complete.
Remember, one of the main reasons why people procrastinate is because they feel
overwhelmed, so planning is an important skill that you can use to break big jobs
down into a series of small ones, as well as deciding when and how youll do it.

Action:
Use the chart on the next page to begin your action plan:
1. In the first column, list three high-value tasks or projects you will start
work on immediately.
2. Set a reasonable deadline for each. When you do this, refer back to the
original deadline and see how long it has been on your list. Add these
in the Deadline column.
3. In the Activities Required column, break your task or project into
small, bite-sized chunks. This often helps take the overwhelming
factor out of completing a task, and it can be particularly useful if you
think this is a key reason for your procrastination.
4. Finally, for each task or project, prioritize its activities by marking them
with a number (with 1 as most important). This lets you decide the
order in which youll complete the activities.

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 Task Deadline Activities Required

1.

2.

3.

Keep a copy of this chart on your desk, where you can see it. Then, first thing every
day, refer to it and begin working toward the goals youve set. If you do something
each day to move towards your goals, your sense of accomplishment will flourish.
This alone is a huge factor in eliminating a procrastination habit.

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4. Set the Stage for High-Value Work

A
s weve already mentioned, procrastination is a habit. The best way to get
rid of an old habit is to replace it with a new, more positive one. Here are
some things you can do to set the stage for highly effective work.

Clear Your Space

You cant work effectively if your workspace or work environment is in chaos. You
need to have a sense of order and control to do your best work. Some people
have messy desks much of the time, however when they have a big assignment to
complete, they clear everything away and start afresh.
You also cant expect to work efficiently, or with enough concentration, if you dont
have all the material, resources and supplies you need to complete the task. How
easy is it to step away from a task completely, because you dont have what you
need to get started? Equally, when you have to go to get something in the middle
of a task, its a surefire opportunity to put it on the back burner once again.

Action:
Answer the following questions to think about the state of your workspace.

What does your desk or workspace space look like right now?

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What materials and supplies do you need to have on hand to work on your high-priority tasks?

List five things you can do today that will bring order and organization to your workspace.

1.

2.

3.

4.

5.

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Motivate Yourself
Low motivation is a classic precursor to procrastination. When you lack drive and
energy, its hard to get anything done, let alone do the things that are challenging
or unpleasant.
And when you do begin to work smarter and procrastinate less, not everyone
will notice. You will need to be your own cheerleader. When you recognize and
celebrate your achievements, you will motivate yourself to carry on getting
things done.
There are two elements to motivation that you need to think about here your
inner dialogue and external rewards.

Your Inner Dialogue

The messages that you give yourself are very important. They can motivate you to
keep working, but they can also deflate you and cause you to give up. When you
work effectively, and you dont procrastinate, its essential that you send yourself
positive and affirming messages.

Action:
Create three positive messages that will boost your spirits and keep your
motivation level high. You might want to write these on sticky notes and place
them around your workspace.

Positive Messages to Yourself

1.

2.

3.

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Rewarding Yourself
Procrastinators tend to engage in reward-type behavior before they even begin
their important tasks. They may decide to look at their favorite web site or enjoy
a coffee break as a precursor to their task, but, as weve discussed before, they
feel little joy because, deep down, they know that they are procrastinating.
To counter this, plan rewards into your work schedule. Planned rewards will
make you work harder to achieve milestones in your project, and they provide
the additional benefit of making your task seem less daunting.

Action:
Look back at your action plan on page 6 for the three high-value tasks or
projects that you need to work on. Choose one or two activities per task or
project where an external reward would be helpful to keep your motivation
level high. (These might be routine or boring activities, or those where there is
little chance of outside recognition.)
Then, identify what the reward will be for each activity. Your rewards could
include things like lunch in your favorite restaurant, a gourmet coffee, or a
shopping trip.

Task/Project 1

Activity 1. Reward 1.

Activity 2. Reward 2.

Task/Project 2

Activity 1. Reward 1.

Activity 2. Reward 2.

Task/Project 3

Activity 1. Reward 1.

Activity 2. Reward 2.

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Create Urgency
Many of the low priority tasks that you spend your time on get your attention
because they are perceived as urgent. So, you need to create a sense of
urgency about the tasks that you tend to put off. This urgency triggers a
high-performance mindset.
There are no rules for how to create urgency. Some people repeat short phrases
like, Do it, do it, do it. Others set rigorous mini-deadlines for themselves: they
break each task into smaller parts, and they wont take a break after they finish
each task but, instead, will take a break after they have completed a series of tasks.
This helps a procrastinator to maintain his focus and to keep up momentum.

Action:
Take some time to create your own urgency phrase or statement, and write it
in the table below.
Then, break down one of your tasks into mini-actions with deadlines. When
you start to work through this plan, note whether you find this approach
useful. If you do, create mini-plans for your other tasks.

Urgency Phrase

Task

Activity Breakdown Deadline

1.

2.

3.

4.

5.

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5. Key Learning Points

P
rocrastination is something that can severely undermine your career.
It leads to ineffectiveness, and it eats away at your sense of personal
accomplishment. When you procrastinate, others will also lose trust in your
ability to get things done.
Procrastination usually happens when a task makes you feel overwhelmed or
unmotivated. So, when you deal with these root issues with tools such as action
plans and motivating rewards, you can break free of the procrastination cycle.
When you do this, you can then complete the high-value activities that you need
to do to be successful. This is good for your organization, and it gets your career
back on track.

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