Procrastination in the Office
By Diane Hatcher, Timesavers Services

I had been meaning to write this article sooner but.....I couldn't get motivated. I was afraid it wouldn't come out well. I was tired. I really didn't feel well. Some friends dropped by. I was too busy. My house needed cleaning. I really wanted to do something more fun.

Ever hear yourself saying similar things when you have a task you need to complete?
Certainly, everyone has, even me, but I employ methods that work for me to get through it.

Procrastination happens for different reasons, and if you are a procrastinator, sometimes changing that habit can be as simple as sitting down and thinking through your thought processes. Too often, people who procrastinate tend to accept that about themselves, and therefore do nothing, or by the time they act, it is too late.

Next time you find yourself procrastinating about a decision you need to make or a project or task you have to do, use these steps to think it through.
First ask yourself, A Why don't you want to do it now?
Does it seem boring?
Is it too overwhelming?
Do you only have small blocks of time available and you like to do everything from start to finish in one sitting?
Are you tired?
Do you fear failing or that it won't turn out perfectly?

Each of these questions leads you to a different conclusion and can be dealt with in its own way.
For instance, if it seems boring, but you know it needs to be done, do it anyway.
Consider the consequences if you don't do it.
If it seems too overwhelming, break it down into smaller parts, and do one or
several parts at a time. Then take a break, or do more small parts the next time you have time.
If you only have small blocks of time available, make this a good thing. First change your mind set that it all has to get done at once, because it doesn't. That's just a habit you have and may be interfering with your progress.
Are you tired? Be aware of your circadian rhythms. Each of us peaks at different hours of the day. If you are more energetic and alert in the mornings, that may be the best time for you to tackle a situation that is causing you to procrastinate

Most of us have low periods of energy just before and after lunch. Be aware of this and don't try to tackle large projects at those times. Before and after lunch is usually a good time to catch up on some filing, or to open your mail.

Small progressions add up and tend to motivate you further. For some people, rewarding yourself as you make progress helps. This can be as simple as having a cup of your favorite coffee, to phoning a friend, to buying a new outfit. Only you know what is rewarding and practical to you.

Another consideration in asking yourself to think through the AWhy@ of your procrastination, is when is the project due? Whatever your deadline, write it in your planner or on your calendar, several days prior to the actual due date. Even though intellectually you'll know the actual date, seeing it in writing spurs you to action. Writing it down also gives it validity.

Do you hate writing thank you notes? This is an area where many procrastinate. The deadline is self-imposed. Although experts maintain that it is most appropriately sent within a week of an occurrence, no one is monitoring that you actually do so. Again, think it through. What is the purpose of a thank you note? You know your client will appreciate it. You know it gets your name out in front of him again for next to no expense or effort. When the client sees your name, while he is still feeling good about your work, he is likely to recommend you to others. Therein lies the motivation to get it done.

Another question to think through before giving into the temptation of avoiding doing something is, how will you feel when it is done? You know you will feel a sense of completion, possibly pride and stress relief. That's a big one for me. Get it done so I don't have to think about it anymore. Move on.

Another consideration, are you easily distracted? Do you start one thing, then remember something else that needs to get done, and impulsively jump to that? Professional organizers advise to keep only one project on your desk at a time so this is avoided. Make a plan and stick to it. Give yourself a time span you will spend on parts of the project. Don't stray from your plan. While you are accomplishing this goal, focus on it. Don't let your mind be thinking about something else.

One more reason people procrastinate is fear. Are you afraid of losing things, forgetting things, not finishing things, doing the wrong thing, failing? All these things cause you more work because you aren't doing the things you need to do. Lack of action generally effects others. This in turn, can then effect your self-esteem, and possibly your job security.

What have you been avoiding? Besides projects with due dates, have you purged your files this year? Do you clean up your desk every week? Have you dealt with the items in your ATo-Do@ box or list? Is junk piling up? Is your reading pile overflowing?

There are many other reasons people procrastinate that we have not touched on here, just as there are many more techniques that can be applied to get you through them. Use this article as a starting place. These methods work and can help you feel more successful. It takes a bit of discipline, but hey, that's why we are procrastinating in the first place.

Diane Hatcher is a professional organizer, and owner of Timesavers Services in Cooper City. She can be reached at 954-252-7511, or at diane@timesaversusa.com.