How to Overcome Procrastination at Work: 10 Productivity Tips to Know

Almost all of us procrastinate at some point or another. Perhaps it’s booking that dreaded six-monthly dental check-up, finishing those tedious administrative tasks at work, or getting started on a challenging task. Technology has also made it easier for us to indulge in endless scrolling on social media or playing mobile games. With all these distractions and a job to be done, it’s important to know how to overcome procrastination at work.

Research shows the steady progression of the problem: the number of chronic procrastinators has gone from 5% in 1978 to 26% in 2007. That’s a big jump. We might think procrastinating is a personal issue, but it also costs businesses lost productivity and profits.

Why do we procrastinate?

Procrastination isn’t simply caused by feeling lazy. It could be other factors, such as the difficulty of a task. People tend to avoid difficult things and prioritise tasks that are easier to complete. You might also avoid work because it is time-consuming or because you lack the knowledge to get the job done. Or you might be afraid to mess up.

What are the benefits of stopping procrastination?

Beating procrastination is important for your productivity and well-being. When you’re productive, you achieve more of your goals and deliver quality output. You’re able to produce work without feeling rushed or stressed. When you stop procrastinating, you practice a better sense of self-discipline.

When you’re less stressed because you’re not in a rush or panicking to meet deadlines, your mental health and well-being also benefit from a more relaxed state of mind.

What are some tips on stopping procrastination?

If you’re looking for tips on stopping procrastination to gain more focus, here are productivity hacks that actually work.

1. Start the day right.

How: Get enough sleep and rise early.

Why: Waking up early usually makes you feel more relaxed and productive as you know you have a whole day ahead. On the contrary, when you wake up late, you tend to feel guilty and stressed, rushing to make up for the lost time. That’s not a productive frame of mind to start the day with.

2. Change your working environment.

How: As much as possible, choose a working environment that feels more productive for you. If your office space is too distracting, ask your boss if you can work at a quiet café for a few hours. If you work remotely, create a space that’s free from noise and distraction. You can even add a plant or two so you have something relaxing to look at when you need a break. Set focus hours or block off time in your calendar as focus time, so your teammates know that you need to get some work done. You can also turn off notifications on your mobile devices.

Why: A conducive working environment allows you to focus better and stay productive for a longer period of time, as compared to being constantly distracted by colleagues, messages, or suddenly being brought into discussions or meetings.

(Read more: 10 Indoor Plants in Malaysia that Instantly Improve your Home Office )

3. Reframe your mindset.

How: Identify the feeling or cause of your procrastination. Instead of saying “I need” or “I should” do this task, say “I choose” to do this task.

Why: Sometimes, procrastination comes from feeling like you don’t have control over your tasks. Reframe your thinking to owning your tasks and to-do lists.

4. Identify your priorities.

How: Assess what you really need to do for the day (or week, even) and identify which task is urgent. Don’t think of saying it’s all urgent. One will be more important than the other. A helpful guide is the Eisenhower Matrix which categorises tasks into four quadrants:

• Urgent and important (upper left quadrant) are the tasks you will work on immediately.
• Important but not urgent (upper right quadrant) are the tasks you will plan to do later.
• Urgent but not important (lower left quadrant) are the tasks you will delegate to a colleague.
• Neither urgent nor important (lower right quadrant) are the tasks you will cross out as something you won’t work on.

Why: Knowing your priorities will help you make better decisions as to what needs to be done first. When you’re not overwhelmed with your tasks, you are less likely to procrastinate and avoid what you need to do.

5. Track your progress.

How: A daily to-do list allows you to check things off as the day progresses.

Why: Checking off boxes is a simple but effective way to stay motivated and gain a sense of accomplishment by keeping track of what you’ve achieved for the day. Your to-do list doesn’t have to be complicated or fancy. Another tip that can help you make this more effective is to plan your list the night before.

6. Set realistic targets and deadlines.

How: Break your tasks into a series of small but realistic targets that you can easily achieve during the day. When creating timelines and deadlines, make sure that the dates you set are achievable without causing too much pressure and stress to deliver on time.

Why: Unrealistic goals and deadlines tend to be overwhelming, which makes us afraid that we might fail.

7. Work in short bursts.

How: The Pomodoro Technique, proven to be an effective time management method, involves working for 25 minutes, and then taking a five-minute break. After the fourth "pomodoro," you're entitled to a longer break (for example, 30 minutes) before starting all over. Another tactic you can try is the two-minute rule: if a task takes less than two minutes to complete, do it right away.

Why: By instilling a sense of urgency with the time limit, you’ll be more focused, especially when you know you’ll get a short break in the end. The deadline also works by inducing a sense of stress, knowing you only have a certain amount of time to complete your task.

8. Reward yourself.

How: Assign yourself rewards for completing tasks which you have been putting off for a while. They don’t have to be big rewards. It can be a snack or a sweet treat. Or you can remind yourself of the fun activity you have planned once you’ve completed the work.

Why: The incentive will give you greater motivation to get it over and done with.

9. Don't overthink it.

How: The next time you find yourself coming up with excuses for not doing whatever it is you've been putting off, remind yourself that the sooner it's done, the quicker you can heave a sigh of relief.

Why: Overanalysing things is one of the causes of procrastination. When you attempt to get the plan perfect, or you keep changing your mind about how a task should be done, you may end up stuck in a rut, unable to progress. It's important to bear in mind that perfection is an illusion. What's perfect to one might not be perceived the same way by another.

10. Get fit.

How: Make time to work out regularly. Two or three hours a week isn't much, but you will feel the effects in no time at all.

Why: It might seem odd to connect physical fitness with being productive. But, working out regularly will make you feel more energetic, happier, and healthier, which translates to improved productivity at work too.

Sometimes, it can be hard to get started on the work, and that’s okay. Remember, the work doesn’t have to be perfect, it just has to be done. Now that you know how to overcome procrastination at work, you can be efficient and productive. You'll feel a greater sense of self-satisfaction and achieve more out of your day.

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