Task Management for the Procrastinator

In this guest post, Kevin Gardner shares his credo and experiences. It is very useful to have a set of rules to define at 20+ and follow with minor adjustments. The result will probably be a disciplined and focused approach with  long-term success.

When there are several tasks on your agenda, it can be easy to slip into a bad habit and procrastinate on those jobs. While it may be difficult to motivate yourself to get going, developing better skills at staying on task can make you more productive and free up your schedule so you can do the things you want to do. Here are a few ways to manage your time better.

Write It Down

Some tasks can seem overwhelming in your mind. Analyze what needs to be done to complete it then write on a piece of paper each part of it in the order the steps need to be completed. Provide as much detail for yourself as you can. Also, add the due dates to a calendar so that you can keep track when those items need to be finished. Consider jotting the information a day or two ahead of the day it is actually needed so that you turn it in early instead of late.

You can also scribe personal due dates on certain boxes of your calendar so that you can stay on course during your project. In getting my MBA at UCLA, it helped me to cross out each step I completed in order to see the progress. I made sure that each assignment and project was written down so that as I completed different tasks, I could reevaluate the work I still needed to complete. This will encourage you to keep going until they are all marked off and you can see each small task come together to help you achieve your goals.

Once you see the process broken down in front of you, it may seem easier to handle and give you the motivation to keep going.

Work On The Hard Part First

One of the hardest parts for me about conquering a multi-step project or task is getting started. This is especially difficult for me when I see a part that looks extra challenging or time-consuming. I’ve found that the easiest way for me to make the task more tolerable is started with the section that seems most difficult.

At work, I use this all the time. Get the hard part out of the way, and the rest of the project will sail by with no worries. Tackle that part of the job first and work at it bit by bit. Utilize your task management skills and take five minutes at a time during your day to research the information you need to complete it. Devote your free time to chip away at it even if the idea of struggling with it makes you want to push it aside.

Picture in your mind what your life will be like when this piece is finished and the whole task has been completed. This is especially helpful with big projects! Once you get that one part done, the rest can fall quickly in line after it. However, ensure that you document when the due date is and keep yourself on schedule so that you turn everything in on time.

Find Where and When You Work Best

Think about what time of the day that you find it is easier to concentrate and get things done. If you are unsure when that is, contemplate daily tasks that you normally do and when you are more inclined to do them. Experiment with different places to work whether it is at home, at your desk at your job, or at a public place like the library or a coffee shop. Determine if you need complete silence or if you are more productive with background noise like television or music. Be truthful with yourself when you conclude where and when you work the best and schedule that time to complete your difficult tasks.

When you do figure out what your most productive atmosphere is, add to it with a favorite snack or beverage if it will make things easier for you. Also, ensure you have everything that you will need before you begin so you avoid interrupting your flow when you have to get up to get something. You might also ask for someone to work with you to keep you accountable for what you do.

Make It Manageable

Doing a little of your project at a time will motivate yourself to get it done. If you have to, devote ten to fifteen minutes to the job then break away to do something else, whether it be personal or another item assigned to you. Be sure to go back to it and repeat this so that you can gain ground on your work. Another option is to make a game out of it. See how much you can complete in a certain time frame then try it again to see if you can beat your previous number.

For me and my work in business consulting, my job can become somewhat monotonous as I review documents and different aspects of a marketing plan, for example. What makes it easier is breaking it up into small chunks, and finding ways to do it faster or more efficiently. It not only helps me complete the task, but it improves my skills and ability to do my job. Find the pattern that works for you, because any labor you can devote to your task will help you succeed in finishing it. This also might help you out of your procrastination rut if you find out that attacking it bit by bit makes the process easier.

Get Rid Of Distractions

Shut off your cell phone if you have a habit of getting on social media or playing games when you should be devoted to the project you are working on. Turn off the television if you are watching it instead of working. If your friends or family are taking up your time, politely excuse yourself from the group and find a quiet place to concentrate. Note what items may be your greatest distractions and find a way to get rid of them before you start working. Eliminating these, even for a little while, can allow you to progress on your task and get it finished so that you can return to what you were doing before.

Give Yourself a Reward

While you should be self-disciplined to break yourself of the procrastination habit, you also need to be fair. Set a goal for yourself to complete a task with a reward at the end if you do. It can be a treat, a favorite beverage, or a certain amount of time on an electronic device. If this motivation works for you, set up your schedule to spend equal time on work and enjoyment.

Making what you are doing fun will take away the fear and anxiety you might feel about the task. Take moments during a project to step away from it and refresh yourself. My favorite “treat” for my hard work is a few girl-scout thin mints and a Coke! We all have different preferences and things we like, which makes this the most versatile tip for each learner! Believe in yourself that you can complete what you are working on and give yourself praise for a job well done. Having confidence in yourself will keep you on track and on time.

Use Technology To Keep Up

Add tasks to the calendar on your cell phone so that you can refer to them at home or when you are out of the office. There are apps that you can download that will help you with your time management and keep you on schedule with your jobs. You can also add reminders to the calendar on your computer to notify you when something needs to be done. Set the timer on your phone before you start a section of your project to make it a challenge for yourself or to let you know when you can step away for a break or a treat. Research any other applications or programs that will encourage you and help you to beat your procrastination habit.

Think About the Future

When you feel like putting something off that needs to be done, take a moment to imagine what will happen if you avoid it. If you procrastinate, you could delay someone else turning in their work and make a customer unhappy. Putting something off might cause you to lose a customer in the end. Putting off a project might ultimately lead you to lose your employment with your company. I can’t even tell you how many customers I nearly lost early in my career before I figured out how to curb my procrastination! It took serious losses and setbacks for me to fully comprehend the impact that time, deadlines, and customer loyalty would have on my career.

Consider the consequences when you look at your calendar and contemplate when to finish what you are doing currently. Write down all the potential outcomes that could happen including what could affect you personally. Thinking about the long term issues that avoiding the job could have might influence you to get to it faster. This is a great opportunity to take responsibility for you and your company’s future. The most important thing I’ve learned over the years is that nobody can be accountable for your work. That burden falls on your own shoulders, but the effects can impact you and those around you.

Look For Help Or Encouragement

If you doubt you can finish what you are doing and that is why you avoid working on it, set up a time to talk to your supervisor. You can go over your concerns with them and ask for help. If they agree with you that it is overwhelming, they can offer you help to complete it.

If you both feel that your procrastination is a bad habit that you have, they can assist you in setting up small, realistic goals until you are able to handle your time management yourself. Report back to them when you do meet the deadlines they set for you. Consult with them if you do miss one to see what you need to improve on so you are more punctual. You can also talk with a co-worker or two to find out if they would be willing to monitor your behavior and encourage you to keep on your tasks. They may even volunteer to work with you to nudge you on when you hit a spot that might cause you to stop and walk away from your duties.

It is easy to want to procrastinate on a project especially if it seems daunting and time-consuming, but committing yourself to better time management can help you conquer this bad habit and give you success in your job and in your personal life. From writing down a schedule and the steps you need to complete to believe in yourself, you can teach yourself to stay on task and meet those deadlines that cause us to procrastinate!

Bio

Kevin Gardner graduated with a BS in Computer Science and an MBA from UCLA. He works as a business consultant for InnovateBTS where he helps companies integrate technology to improve performance. He shares his knowledge and expertise not only with his clients but with his fellow bloggers and readers