Tips for Project Managers (and everyone else too)

In 2022, we hope to come out of lockdown physically, but also mentally, it has been a hard two years, but it's time to get back in the flow and in forwarding motion again. But many are still suffering from Procrastination.  

Could that be you? If it is, read on to understand what Procrastination is (and is not) and how to combat it. Get yourself ready for a successful year by following these practical tips to get you going!

Project Managers are leaders, and leadership by example means planning what you do and doing what you plan. Having the ability to execute the work plan each and every day is key to showing your team how it is done (and that it can be done). Procrastination may be helpful in some situations, but rarely in the case of project management.  

Overcoming Procrastination could benefit more than your overflowing inbox. It may improve your performance scores, promotability, and pay. With that in mind, let's learn to stop procrastinating and start doing.

20% of adults in the USA are chronic procrastinators.

Joseph Ferrari, Still Procrastinating: The No Regrets Guide to Getting It Done. 

What is Procrastination?

To avoid Procrastination, you must understand what it is. Procrastination is often confused with laziness, but that is not actually Procrastination. In laziness, you do not want to do anything due to a lack of your willingness. It does not matter if it's important, pleasing, easy, or difficult. Given the last few years, you may also be burned out.

What is Burn out? A state of physical or emotional exhaustion that also involves a sense of reduced accomplishment and loss of personal identity.

The Mayo Clinic

But if your problem is Procrastination, you may have an issue with:

• Low-value tasks (tasks important to other people, but not to you)

• Your emotional state (the task is important you, but you are unable to more forward or complete it)

• Task traps issues (the task includes topics or processes you are not comfortable with, or may be tasks which include "office politics landmines" which you'd rather avoid)

And sometimes, when deadlines loom, you find yourself prioritizing other tasks as an avoidance technique (ever found yourself cleaning your kitchen at midnight instead of completing that report?)

But no matter the case, we all have tasks to complete that are low value, difficult to start, or contain potential task blockers - so how to address these and get the job done?

7 Practical Tips to Stop Procrastination

Achieving your goals, meeting your targets, and completing the daily action list more effectively and efficiently should be your goal. This means following some simple tips to addressing the issue - since continually putting things off can actually cost more time rather than just getting on with it.  

Tip# 1: Recognize that you are procrastinating

It is important to figure out whether you are procrastinating. If you are delaying a task because you are doing something even more important, that's not Procrastination - it's prioritization. Depending on the situation, you may need to reallocate lower priority work but high value to someone else.

If you find you are going for another coffee, checking email, or something else instead - then yes, you are most certainly procrastinating.  

Now that you know - you can do something about it.

Tip# 2: Understand why you're procrastinating

To fix the issue long-term, you need to understand why you are procrastinating. By addressing the underlying structural issues, you may find resolving Procrastination easier.

Lack of sleep, a bad diet, and stress can add to your stress level and actually make it hard to start or complete anything. This kind of impasse can make you procrastinate. So take care of your physical and mental health. Decisions and actions use energy.  

Poor organization is one of the main reasons people procrastinate. Sometimes, a task list may feel overwhelming. Or fear of the never-ending cycle of more tasks can make coping with the day-to-day task list hard. But don't fall for this trap.

Know that tasks are a part of life. It may be your mindset that is getting in the way of success. If so, your mindset may need a shift. Watch this video see some pointers on how mind set helps you overcome your blockers.

Tip# 3: Take back your energy and focus

Ignore how you feel and focus instead on what the next action should be.

Pychyl, Your not lazy, your scared

Make a "To-Do List" at the start of each day. Organize the list based on your priorities, and write them down. Use that document to create focus and tackle one thing at a time. Review your list at the end of the day and work to assess how much you are actually capable of doing. Use that information to update your list in the morning.  

This concept may seem overly simplified, and it is. Creating a plan and working through it can be a way to stop making things hard and just get on with things. If you don't get in the habit of getting things done in a way you can control, you may find yourself putting out fires caused by your failure to act. This will cause a downward spiral of urgent actions, which drain you and further delay the actions on your list. So take charge of your tasks, time, and energy. Have issues setting goals? Check out this video and use the goal-setting free downloadable.

Tip# 4: Manage your time and tasks

Depending on your personality, you may find one or all of these ideas tips that can help you make things easier. The easier things are to do, the more likely you will do them.

• The 2 Minute Rule - This is a well-known tip for a reason. It works. Do it now if you can do something in 2 minutes or less. After every meeting or call, try to action the items you have. A quick call or email may take less time than documenting it and planning to do it later.

• Use the 5 Minute rule - You just have to start thinking about doing that work that you really don't want to do. Don't overthink it if it is on your list. Set your alarm for 5 (or 15 minutes), and get stuck in. If you can action it at the end of that time, great, you may already be done. If not, decide if you should keep going or schedule more time later. By doing this, you may find that you want to keep going now that you have started. Do not think about that task being so boring, unpleasant, difficult, and all. Just keep in mind that this is something that will keep depressing you until you get over it.

• Create Bite-sized Tasks - For larger tasks, you may need to use your 5-minute rule to make a plan and parse the work into smaller chunks. After doing that, add these smaller steps into your task list and allocate time to do them. Consider if any self-contained sub-tasks could be allocated to someone with more time or as a way for someone to grow their skills.

• Good enough is good enough - You may be surprised to know that perfectionists are the biggest procrastinators. The fact is, the feeling of imperfection makes people get lost in a cycle of work - redo - work - that means missed deadlines and long days. This creates frustration and bottlenecks for the perfectionist but also those that work with them. So take a step back and review what is good enough for the situation. It may be that your work is already at the right quality level. And remember being on time is an aspect of quality, too.

• Manage your Time - When starting is hard, get in the habit of making everything as easy as possible. This includes how you manage your time, your agenda and use links to make getting started easy. Using your calendar to set meetings and activities can help you allocate time to tasks. Need more help with time management? Check out this video.

Tip# 5: Have fun getting organized 

Okay, this may be a stretch, but organizing your space first can get you in the mood to get to work. Make your workspace a place you want to work and set up everything so managing your tasks is easier.

1. Have natural light and a good chair and desk.

2. Organize your stuff; you want to be able to find what you need when you need it.

3. Decorate (if possible) with color. Make it a happy and positive setting.

4. Analog or Digital make your action plan.

• Use color-coded binders or post-it notes. or

• Create a Kanban Board with post-it notes, or use your favorite schedule tool. The goal is to track your 'To Do', 'In Progress," and 'Completed’ to give yourself a clear picture of the work and the successes.

• Set reminders on your phone or computer for important meetings, tasks, and deadlines.

• Get rid of distractions. Whatever is distracting you in your space, move it.

• Need more help setting up an organizing tool? Check this video for great free choices.

Tip# 6: Plan work to match your energy 

The road to Procrastination is also littered with poor decision-making due to wrong work at the wrong time. Getting focused on your action items is important. But it also is important to understand how your energy impacts you ability to do the ‘hard tasks’ or can make your mind wander and trigger action avoidance.

Are you a morning or evening person? What is the hardest task on your plate right now? When you are most optimized for thinking, communication, and team interaction. We all have internal clocks that vary from person to person. Use this information to set your agenda and task list based on when you can perform best (if you can).  

And if you cannot control all of the points on your agenda, give yourself breaks after doing something hard to make sure you keep your energy level up. 

A few examples:  

• If you need to address a personnel issue, something which requires high emotional intelligence and energy. Give it time on your schedule when you are relaxed, not hungry, or stressed and when you can focus on others. And plan in some downtime, after that task is completed, to go for a walk or get a coffee to give yourself 'recovery' time before going on to the next thing.

• If you need to focus on solving a hard problem? Use your morning or evening (based on your biorhythms) when you can get uninterrupted time to think and work without distractions. Give yourself 45 to 90 minutes of focus on your calendar which is the recommended time for high concentration work.

Knowing yourself and your energy levels allow you to focus and work hard. Then, take a break, goof-off or look out the window - this is not Procrastination. This is a moment of rest and reset before you take on the next task.

Tip# 7: Focus on the Positive

Procrastination is habit-forming. And we all know habits don't change overnight. It takes time to change. Procrastination takes an emotional toll. In fact, it's really your emotions that may be driving the issue in the first place. 

Research shows that working with others toward your goals significantly increases your interest, resilience, and likelihood of success. 

by Diana Kander, Harvard Business Review

• Find a Mentor - Remember the game show where you could call a friend for help? This may be one of those times. If you need to find the willpower to do a job you don't like or don't feel you have the skills for, find a coworker you can talk with. Ask them to be an 'accountability buddy'. Or better yet, find a mentor who can help you focus on your goals and help you work to see the tasks you have to do as part of the overall success you are striving for. Do you want to get started mentoring? Check out this video.

• Know when Procrastination is needed - Procrastination can be good. It can be a sign that you need to reconsider work. But be honest in your assessment. And act to resolve the task:

  • When you need more information - get it from the right person, then decide.

  • When you realize you are doing someone else's work - talk to the right person, and transfer the task.

  • When you don't have the expertise - get help, or give it to a subject matter expert.
    

• Celebrate Success - When you master the tips that help you stop procrastinating and start doing, recognize your success and make a note of which strategies worked. Then make sure you reinforce these small habits to help you stay on track.

  Build Habits you can live with

  Procrastination leads to stress, social and business failure, and health risks. Take charge of yourself and your life by using the tips that work for you and making them a habit you can live with.

  Please share this article with everyone, especially those you think might need to read it. Comment all your suggestions, reviews, and thoughts down in the comment section. I am looking forward to hearing from you.