Fight Procrastination Today

There's something truly fulfilling about today's Fight Procrastination Day falling on a Sunday. Tomorrow is the start of a brand-new week, giving a clean slate for a fresh start on your productivity, and it's the perfect time to attack those high priority tasks on which you've been procrastinating. However, it takes a little prep work. Here's where to start:

• Break projects into bite-sized actions. No entire project can be completed at one time; instead, list them as tasks that can be completed step-by-step, checking each item off one by one from a daily, weekly, monthly or annual to-do list. When creating this list, start each item with a verb, and make sure it is broken down into the smallest increment of what is to be done so it's more feasible.
• Gain clarity on what's unclear. Vague priorities, unclear directions, lack of knowing how to do something and being unfamiliar with the order in which to move through the steps necessary for getting tasks done are all problematic. Ask questions to better understand the objective, your team's priorities, how to accomplish each step necessary and why it must get done; if you don't know how to do something, ask someone who does know it for assistance. Never be afraid to ask those questions, realizing that the result to not asking is far worse than any answer you could receive.
• Set deadlines for each specific task. I have yet to find a calendar that includes "someday"; therefore, when we say "I'll get to that someday" or "I'll work on that when I get some free time", we are usually setting ourselves up for failure. Instead, assign deadlines for each of the smaller, bite-sized actions within the projects to be completed, making it possible to block off time on your calendar for when each task will be completed. Every "what" assigned a "when" is more likely to get accomplished, leading to more wins.
• Quiet any perfectionist tendencies. One of my favorite mantras reminds me that, "Done can be better than perfect so focus on good enough." Perfectionism is frequently the cause of procrastination; subsequently, focusing on the desired results can empower us to get past waiting for "the right time"and get us to stop continuing our work on projects for perpetuity in the effort of achieving perfection. Stop comparing yourself with others; achieving your desired results usually has little to do with how the finished product compares with what others do or have done. Instead, focus on getting things done to the best of your ability, not necessarily in a perfect way.
• Utilize a timer. Maybe you prefer time-blocking with the Pomodoro Technique or the Rule of 52 and 17, but, regardless, a timer can be your most powerful tool for getting things done. Working in a focused manner for a short stretch can boost both efficiency and total output, particularly when you shutdown all potential distractions during that time... Anyone can do an undesirable action for a short spurt, and it's amazing how much more can get done in a shorter amount of time than if you think you have longer to finish. Most importantly, when the timer goes off, you may find that you are engrossed in the task and will keep at it, getting even more accomplished, or you had been distracted and need to refocus for another timed session.
• Implement music's motivating abilities. Some people are energized by fast-paced music while others get more focused via smoother tunes, both leading to greater productivity. Pick enough tunes in the tone you prefer to fill your set block of time, group them together as your productivity playlist and use that playlist to motivate desired output.
• Spend time with folks getting things done. For years, I've heard that you become like the people with whom you spend time. If you prioritize spending time with people in your life who are considered hard workers or go-getters, their energy will rub off on you and motivate similar productivity in yourself. As activity breeds activity, time with productive peers can inspire greater productivity within ourselves, even if it's across a computer screen.

Which tasks have you been pushing forward? Are they actually projects that need to be broken down into individual action steps? Or are they tasks that need to be delegated or deleted? How can you make a little movement forward today?

Stop Procrastinating

Procrastination is often due to being overwhelmed by all that needs to be done. Sometimes, it stems from being unclear as to what is expected for completing a requested task or simply not knowing how to start the task at hand; other times, it is because we are unable to decide which to-do is the highest priority and, therefore, don't attempt any of the tasks needing our attention. Whether productivity is being held up by a lack of knowledge, clarity, skills or something else, ultimately, action is necessary to continue desired progress.

At times, procrastination helps us gain clarity by providing time for ruminating or marinating our options; yet, if procrastination continues for too long, it prevents getting things done, achieving desired results and attaining set goals, none of which are good.

Stop procrastinating! Use these options to get the ball rolling:

• Break projects into smaller, bite-sized actions. No entire project can be completed at one time; instead, when them down into tasks that can be completed step-by-step, checking each item off, one by one, from a daily, weekly, monthly, quarterly or annual to-do list. When creating this list, start each item with a verb, and make sure it is broken down into the smallest increment of what is to be done so it's more feasible.

• Gain clarity on anything that is confusing or unclear. Vague priorities, unclear directions, lack of knowing how to do something and being unfamiliar with the order in which to move through the steps necessary for getting tasks done are all problematic. Ask questions to better understand the objective, your team's priorities and how to accomplish each step necessary; if you don't know how to do something, ask someone who does know it for assistance. Never be afraid to ask those questions, realizing that the result to not asking is far worse than any answer you could receive.

• Set deadlines for each specific task. I have yet to find a calendar that includes "someday"; therefore, when we say "I'll get to that someday" or "I'll work on that when I get some free time", we are usually setting ourselves up for failure. Instead, assign deadlines for each of the smaller, bite-sized actions within the projects to be completed, making it possible to block off time on your calendar for when each task will be completed. Every "what" assigned a "when" is more likely to get accomplished, leading to more wins.

• Maintain accountability for designated deadlines. Some people respond better to a reward being held in front of them for completing a necessary task; other folks respond better to avoiding punishment or embarrassment from not completing assigned tasks. Once you know what motivates you, use that self-awareness to drive your desired behavior and encourage your greater focus on achieving desired results. Make it fun, utilizing gamification when possible, and make what best motivates you a tool for accomplishing what must be done.

• Quiet any perfectionist tendencies. One of my favorite mantras reminds me that, "Done can be better than perfect so focus on good enough." Perfectionism is frequently the cause of procrastination; subsequently, focusing on the desired results can empower us to get past waiting for "the right time"and get us to stop continuing our work on projects for perpetuity in the effort of achieving perfection. Stop comparing yourself with others; achieving your desired results usually has little to do with how the finished product compares with what others do or have done. Instead, focus on getting things done to the best of your ability, not necessarily in a perfect way.

• Utilize a timer. Working in a focused manner for a short stretch can boost both efficiency and total output... Anyone can do an undesirable action for a short spurt, and it's amazing how much more can get done in that shorter amount of time than if you think you have longer to finish. If you think you have all afternoon to do something, it will likely take that full amount of time; however, if you set a timer for a shorter timeframe, you'd be amazed how much you can get done in that block of time. Likewise, if you are a competitive person, try getting more done within a set amount of time than you expect you can or have done in previous instances. Most importantly, when the timer goes off, you may find that you are engrossed in the task and will keep at it, getting even more accomplished.

• Minimize interruptions. It can take 23 minutes to recover from a distraction, which means productivity suffers each time we get distracted. Deactivate social media notifications, and schedule specific times to check those sites for what's happening. Send phone calls to voice mail while working diligently on a task that's coming due, catching up on calls at set times during your day. Turn off previews of new emails, scheduling when you will look at your inbox instead of letting your inbox bleed into all that you're doing. Remove visual clutter from your workspace, wear headphones to signal when you are not to be disturbed, and fill the chairs in your office to prevent those stopping by from making themselves at home.

• Implement music's motivating abilities. Some people are energized by fast-paced music while others get more focused through smoother tunes, both leading to greater productivity. Pick enough tunes in the tone you prefer to fill a set block of time, group them together as your productivity playlist and, then, use that playlist to motivate desired output.

• Put color to work within your space. A study published by Frontiers in Human Neuroscience found that red increases attentiveness; a separate study by the University of British Columbia shares how blue boosts creativity. Whether via color in your desk accessories, on your walls, in what you wear or through what you eat, bring into your workspace what color fuels the actions you hope to be taking.

• Spend more time with folks who get things done. For years, I've heard that you become like the people with whom you spend time. If you prioritize spending time with people in your life who are considered hard workers or go-getters, their energy will rub off on you and motivate similar productivity in yourself. As activity breeds activity, time with productive peers can insight greater productivity within ourselves when we spend time with those getting more accomplished.

There are many times during which we need to follow Nike's advice and just do it, especially if the task takes less time to complete than how long it would require to re-focus and re-start the related thought process when we return to it later. These tactics can help.

Which tactics do you prefer for limiting procrastination? Are there any on this list you'll try when stuck next?

Baker’s Dozen Rules for Proper Time Management

How do you handle managing your time? Do you have a philosophy or best practices by which you swear for time management?

If you’ve been reading my blog awhile, you know I believe in managing our actions and the tools at our disposal rather than talking about time management as there’s nothing we can do to change how each day is limited to only 1,440 minutes. Still, this National Time Management Month is a great time to discuss some basic principles for best investing our limited time.

Here are some of what I recommend as basic principles for investing your time and, thereby, making every minute matter:

1. Saying yes to doing one thing means no to another. As time is a limited resource, we cannot invest the same minutes in multiple ways, and we can’t get back what minutes we’ve already invested elsewhere.

2. Be proactive in planning how to invest your time with monthly reviews of what’s upcoming, weekly strategy sessions to draft plans and daily wrap-ups.

3. Assign a “when” to each “what” to get more done. I have yet to find a calendar with “someday” but I complete tasks for which I’ve set aside time.

4. Plan no more than 3 – 5 “must-do” tasks per day. It is easy to feel like we are superheroes who can complete endless lists of to-do items; however, we are all human and can do only so much with what time we are gifted daily.

5. Enlist your energy level as a productivity tool. If your energy peaks first-thing in the morning, you may choose to tackle your most difficult tasks first; however, if your energy peaks later in the workday, you may prefer to start with easier tasks and build momentum to do your more difficult work later.

6. Align your actions with your priorities and goals to prevent burnout. As what’s important may shift over time related to work, home, community or society and the private realm of mind, body and spirit, continually audit how you are investing your time and focus your actions to what’s important.

7. Delegate or automate when you can. Consider resources like Fancy Hands, Fiverr, Guru, Help Tap, Moonlighting, Task Rabbit, Thumbtack, Upwork and 99Designs to enlist others’ help for getting things done; alternatively, If This Then That, Podbox, Zapier and social media managers like Buffer, Edgar, Falcon Social, Hootsuite, SocialOomph and Sprout Social help you “set it and forget it” so things happen without you having to invest your time to do it all.

8. Keep a list readily available of which tasks can be done in a 10- or 30-minute time slot so you are prepared to hit the ground running when those free moments magically appear.

9. End procrastination. Break projects into bite-sized actions so each step is less daunting. Ask for help or seek direction on anything that is ambiguous. If a task takes less than 5 minutes, just do it. Assign rewards for celebrating successful completion of tasks or ramifications for missed deadlines.

10. Utilize a timer. Get started on a “big, hairy, audacious” goal. Capitalize on how activity breeds activity. Attack challenging tasks for shorter times. Stay on task when working for a longer period of time. Energize greater results with shorter spans of effort.

11. Limit distractions. Turn off the pings and dings for notifications. Send your phone directly to voicemail as needed. Set a timer for how long you will use social media. Consider working remotely at times. Employ technology (like KeepMeOut, LeechBlock, Nanny, SelfContol and StayFocused) to block distracting websites temporarily.

12. Manage your tech instead of letting it manage you. Typical smartphone users check their phones 150 times a day, and it takes time to re-focus on the task at hand whenever distracted by our tech tools. Start with these tips to manage email and, then, make your mobile device a tool working for you rather than technology to chain or confine you.

13. Do not confuse immediate or urgent with important. What are the consequences of getting something done sooner versus later? When folks get you to stop working on what is important to achieving your goals in order to address their needs, they are managing your time; if you were unavailable, whether due to meetings or travel, an immediate issue would have to wait.

What tactics do you utilize for making every minute matter? Have you had success with any of those listed above or will you be implementing any of these strategies?