Summer’s here. I find myself far less productive than usual, and I think I’m not the only one. I’m also very tired lately, in part due to cancelled or delayed holiday plans, in part due to the increased screen time and number of (conference) calls, and on some days also due to the warm weather and lack of airconditioning.
One result of these circumstances is that I procrastinate. So much. It drives me nuts and yet I don’t have the energy to start doing things and end the procrastination. So, I looked around for strategies to overcome my state of idleness (after scheduling some days off, because resting and recharging is the most important productivity strategy in general) and share my findings with you.
1. Remove all distractions
The first thing I do to procrastinate is to pick up my phone and scroll through Instagram, news apps, check for text messages, and in very desparate times I also open up Facebook. When I’m out of distraction options on my phone I open up my inbox but hate myself for doing it because my rule is that I can only check my email when I have time and energy to deal with whatever is in there and reach Inbox Zero. But in a state of procrastination I definitely do not have the necessary energy, and thus seeing new emails only gives me stress.
So, to eliminate sources of distraction I remove my phone from the room, promise myself not to check my email, put on headphones and music, and start work…
2. How to get started
… Except that oftentimes I don’t know where or how to start work, or simply don’t feel like starting work. To overcome this hurdle, I found several strategies that work for me in different circumstances. I haven’t found a pattern yet in what works when, but at least I have a toolbox available.
2.1 Break down the task into smaller steps
One reason for procrastination is that the task is too abstract, unstructured, or ambiguous (more about procrastination here). It’s really difficult to start working on the taks if it’s not clear what you’re supposed to do. Breaking down the task into concrete steps helps in several ways: a) you get a clearer picture of everything you need to do to complete it, b) you can better assess how much time you’re going to need, and c) you feel more confident about completing the task because you know a) and b). As a bonus, smaller steps means that you can cross more things off your to-do list, and faster.
2.2 Count down
It feels silly at first, but it could help to take a deep breath and count down from three. When you reach zero, you start. It’s like getting yourself in a mental state of action.
2.3 Use the pomodoro technique
The pomodoro technique is known for its intervals of 25 minutes of work and 5 minutes of break (and a 15-30 minute break after 4 pomodoros), but sometimes even 25 minutes is too big a hurdle for me. I then negotiate with myself what duration I do find acceptable or less threatening. Usually I settle for 10 minutes but actually keep going for 30 once I start. Getting myself to start is the hardest part.
2.4 Strategically procrastinate
If you’re the type that gets an adrenaline kick from deadlines or time pressure, you can opt to strategically procrastinate. This essentially means that you intentionally do not work on the task until X minutes / hours / days before the task is due, and complete the task while riding a time-pressure-high. The only condition for this strategy is that you need a deadline. If there’s not formal deadline you’ll have to set it yourself, and if that doesn’t work for you, you could consider asking someone to set a deadline and keep you accountable.
As a student I liked doing things last-minute but in my working life I prefer to be on top of things and not have to stress about making deadlines. I also think it looks more professional if I finish something well in advance. However, the other day I was reminded of the fact that I actually perform better and faster under a bit of time pressure. I had a deadline 2 weeks from then and I knew that it wouldn’t take long to complete the task. In fact, I could’ve completed it the same day, but I couldn’t get myself to get started. I aimed to have it finished by the end of the week (which is 1 week in advance of the deadline). That aim shifted by a day, every day, until it was the day of the deadline. Unfortunately, it wasn’t the only deadline I had for that day so it would have been way more wise and strategical to have completed this task a few days in advance. Miraculously though, I felt a surge of energy and finished it in no time, AND managed to meet all the other deadlines too. So I guess this isn’t a strategy to underestimate.
3. Set a reward
We all shouldn’t forget to be nice to ourselves. Rewarding yourself when you’ve completed something, doesn’t matter how small the task was, can be motivating or comforting. My reward is sometimes that I get to check my text messages, or grab a snack, or go out on the balcony to enjoy the weather for a few minutes. Or all of the above…
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