Workplace Organization: What if you stopped procrastinating?
22 April 2012
Read by 1725 persons
To the chagrin of your colleagues, you constantly postpone your tasks. Take action before it affects you.
At the end of each month, it's the same drama. Armand, a medical representative in a pharmaceutical laboratory, endures reprimands from his superior and the accountant because he hasn't submitted his expense reports on time. "Their criticisms get me down, but classifying each gas or restaurant receipt is so tedious that nothing works; I always do it at the last minute," he tries to justify.
According to the behavioral specialists we consulted, procrastination affects 20 to 30% of adults. A strange name for a widespread pathology, which consists of always postponing difficult decisions and chores. The American writer Ernest Hemingway, who admitted to suffering from this weakness, answered those who asked him how to write a book: "Start by defrosting the refrigerator."
This bad habit generally results from a lack of motivation: we postpone what we dislike. But it sometimes stems from deeper causes that reflect flaws: fear of failure or success, overwhelming perfectionism, etc. And it often manifests itself in an unfamiliar situation, faced with a new problem. Lacking landmarks, not knowing where to start, we tend to postpone action until later.
If we all naturally lean towards laziness and procrastination, this habit can become a professional handicap. When the behavior is chronic, completing a project and fulfilling daily commitments becomes problematic. And the consequences can be serious for reputation or career. Do you know you're a procrastinator? To force yourself to be disciplined, follow our advice... without waiting another minute.
List your priorities, distinguishing between urgent and important
"Procrastination is primarily the consequence of poor organization," notes trainer and coach Patrice Ras. "To remedy this, define your priorities. Following the example of American President Dwight Eisenhower, draw tables, make lists..." Like him, don't confuse urgent and important. The mistake would be to prioritize tasks that you enjoy more or those that are quicker to resolve: it's the best way to never make progress on priority files. After hierarchizing your objectives, set deadlines to impose a work rhythm: this is often where it goes wrong with procrastinators. You can, for example, program a sound alarm on your phone. Be realistic: don't underestimate the time needed to accomplish a task. Without this precaution, the vicious cycle begins: failing to succeed in completing the planned work on a daily basis, we postpone... Also, don't trust your intuition and double the time that seems necessary on your schedule. Then set yourself personal challenges: "By 1 PM, I will have finished my PowerPoint presentation!"
Bénédicte Armattoe, sales manager at Europ Trading Market (a stock clearance company), establishes her schedule for the next day in the evening: the client or supplier to call, the sale to monitor... "This little discipline has had a real effect. Before, I constantly postponed confirming an order. To the point that I ended up forgetting to do so, which forced the client to call me to verify that their request was well registered. Needless to say, this conveyed an image of me that wasn't very professional." However, avoid overly long lists, which are discouraging. In case of overload, it's better to write several: for each project or file, per client...
Another tip from a reformed procrastinator: plan your week over four days and use the fifth to catch up on anything that has been postponed. Like Fabrice Scaramelli, interim manager in the purchasing department of Société Générale: "Friday is used to catch up on my backlog or to handle unforeseen events that might delay me. Since then, I submit my reports on time. Sometimes, I even manage to get ahead of the following week!"
Break down your days and tasks to move faster
The scale of a task is sometimes such that one feels disarmed before even starting, which leads to an attitude of avoidance. In this case, segment your day or your work. "It's always easier to motivate oneself towards an intermediate objective or over a short period of time," reminds psychotherapist Bruno Koeltz.
Adopt the so-called salami technique: cutting an activity into as many slices as necessary so that it can be absorbed... without indigestion. "By breaking down tasks into sub-tasks, one loses the feeling of being faced with an insurmountable mountain," underlines Bruno Koeltz. This is the process adopted by Elisabeth, marketing project manager at Danone, when she has to write a report for the launch of a new product: "To de-dramatize, I spread the task over several weeks: gathering and absorbing the documentation the first, establishing a summary the second, writing a chapter per day the third, and keeping forty-eight hours at the end to reread everything."
This technique also allows, if necessary, to isolate a difficult task (a problem you're stuck on) and prevent it from blocking the overall progress. It reduces frustration: the effort lasts less time, and you move on to something else. Better yet, by completing each step, you gain confidence in yourself and your ability to complete a whole job.
But there's another simple and effective time-splitting technique called the "five-minute plan." Its principle? Start a task with the sole objective of sticking to it for five minutes, no more, no less. Scientists have studied the evolution of pleasure and displeasure felt during this time when an individual performs an activity they were trying to avoid. During the first two minutes, the feeling of discomfort predominates. The mistake we all make at this point is to believe that this feeling will persist indefinitely. After a while, however, the unpleasant feeling stabilizes and eventually fades. This is when pleasure intervenes, increases, until it transforms into a feeling of satisfaction during the last minute. At this stage, you choose either to continue for five more minutes, or to stop and devote yourself to another activity. Often, the individual continues on their momentum, because they are encouraged by the results of the work done during the first five minutes.
Don't hesitate to use starting rituals
Like a top athlete before exertion, put yourself in the right frame of mind. Before you start, have a coffee, create a file in which you will classify your documents, allow yourself a few minutes of relaxation, visualize the task to be accomplished... "Creating routines promotes the shift from a relaxed state to a concentrated state," notes Bruno Koeltz. "Ten minutes is enough to create a break from what you were doing and prepare for what you're going to do." Eric, editorial manager in a Parisian publishing house, repeats the same ritual every morning: "I raise the blinds of my office windows. I know that with this simple gesture I concretely mark the beginning of my day. Like a shopkeeper would raise their iron curtain. It helps me to concentrate and discipline myself: from there, I no longer let my mind wander."
Learn to say no to external requests
When one tends to procrastinate, the slightest solicitation is a danger. And in an open space, there is no shortage of distractions... To escape this trap, isolate yourself. A few minutes alone in a meeting room, without a phone or Internet, may suffice. To avoid being distracted in his work as an editor, Eric needs an organized workspace. "I only keep the minimum on my desk: the manuscripts to read, a pencil, and Post-its for annotations. Everything else, the proofs to correct, the covers to validate, I put it behind me. The essential thing is that it's out of my sight."
If you constantly postpone, it may also be because you are simply overloaded. "In this case, dare to say no," recommends coach Patrice Ras. "Refuse the extra file, negotiate later deadlines, or delegate." To convince your superior to relieve you, list the consequences: canceled appointments, postponed files, less availability for your team... "And propose a solution," continues the coach: "Okay, I'll take care of this project, but entrust this one to someone else." By delegating more, you will no longer be able to invoke lack of time to postpone tackling your current priorities.
Commit to a trusted third party
If you can't discipline yourself, get a third party to act as a witness who will remind you of the deadlines to meet. A colleague, a loved one, or even your boss, it all depends on the level of pressure you want to inflict on yourself. Committing to a third party will force you, at a given moment, to get to work. "You are then playing with your word and your credit," confirms Bruno Koeltz. This method is very effective with the procrastinator who has a certain sense of integrity and commitment, who would feel bad about not meeting deadlines. This external pressure should not be too guilt-inducing either. It should motivate you, not inhibit you.
Another avenue to explore: working in pairs or as a team. "The group creates an emulation that will encourage the procrastinator to correct their fault," underlines Patrice Ras. In addition, an objective is often easier to achieve with several people: each supports the other and feels responsible in case of failure. It is then difficult to shirk one's responsibilities.
Reward yourself to stay on track
This is the paradox of the procrastinator: if he postpones, he feels guilty. "It is therefore essential to congratulate yourself on the efforts made when you have met the deadlines," explains Jacques Regard, personal development advisor. "This will encourage you to start again." The reward can be symbolic (crossing a line off a list) or real (treating yourself to a vacation after a large file). For it to make sense, it must be proportional to the difficulty of the task. Also give yourself "intermediate" rewards, even minor ones, at the end of each stage: a coffee break, a chat with a colleague you appreciate... This will motivate you. When she has completed her next product launch, Elisabeth will give herself a three-day weekend: "I will come back with my batteries recharged, telling myself that if I want to give myself the same thing in a few weeks, I must not let up the pressure." This strategy works. And it has the merit of strengthening self-confidence and gradually giving a taste for effort. Remembering the satisfaction of having met the challenge remains the best way to stop procrastinating before tackling the next one.
Céline Deval.
Capital.fr
Published February 16, 2012.
Posted online April 22, 2012.
At the end of each month, it's the same drama. Armand, a medical representative in a pharmaceutical laboratory, endures reprimands from his superior and the accountant because he hasn't submitted his expense reports on time. "Their criticisms get me down, but classifying each gas or restaurant receipt is so tedious that nothing works; I always do it at the last minute," he tries to justify.
According to the behavioral specialists we consulted, procrastination affects 20 to 30% of adults. A strange name for a widespread pathology, which consists of always postponing difficult decisions and chores. The American writer Ernest Hemingway, who admitted to suffering from this weakness, answered those who asked him how to write a book: "Start by defrosting the refrigerator."
This bad habit generally results from a lack of motivation: we postpone what we dislike. But it sometimes stems from deeper causes that reflect flaws: fear of failure or success, overwhelming perfectionism, etc. And it often manifests itself in an unfamiliar situation, faced with a new problem. Lacking landmarks, not knowing where to start, we tend to postpone action until later.
If we all naturally lean towards laziness and procrastination, this habit can become a professional handicap. When the behavior is chronic, completing a project and fulfilling daily commitments becomes problematic. And the consequences can be serious for reputation or career. Do you know you're a procrastinator? To force yourself to be disciplined, follow our advice... without waiting another minute.
List your priorities, distinguishing between urgent and important
"Procrastination is primarily the consequence of poor organization," notes trainer and coach Patrice Ras. "To remedy this, define your priorities. Following the example of American President Dwight Eisenhower, draw tables, make lists..." Like him, don't confuse urgent and important. The mistake would be to prioritize tasks that you enjoy more or those that are quicker to resolve: it's the best way to never make progress on priority files. After hierarchizing your objectives, set deadlines to impose a work rhythm: this is often where it goes wrong with procrastinators. You can, for example, program a sound alarm on your phone. Be realistic: don't underestimate the time needed to accomplish a task. Without this precaution, the vicious cycle begins: failing to succeed in completing the planned work on a daily basis, we postpone... Also, don't trust your intuition and double the time that seems necessary on your schedule. Then set yourself personal challenges: "By 1 PM, I will have finished my PowerPoint presentation!"
Bénédicte Armattoe, sales manager at Europ Trading Market (a stock clearance company), establishes her schedule for the next day in the evening: the client or supplier to call, the sale to monitor... "This little discipline has had a real effect. Before, I constantly postponed confirming an order. To the point that I ended up forgetting to do so, which forced the client to call me to verify that their request was well registered. Needless to say, this conveyed an image of me that wasn't very professional." However, avoid overly long lists, which are discouraging. In case of overload, it's better to write several: for each project or file, per client...
Another tip from a reformed procrastinator: plan your week over four days and use the fifth to catch up on anything that has been postponed. Like Fabrice Scaramelli, interim manager in the purchasing department of Société Générale: "Friday is used to catch up on my backlog or to handle unforeseen events that might delay me. Since then, I submit my reports on time. Sometimes, I even manage to get ahead of the following week!"
Break down your days and tasks to move faster
The scale of a task is sometimes such that one feels disarmed before even starting, which leads to an attitude of avoidance. In this case, segment your day or your work. "It's always easier to motivate oneself towards an intermediate objective or over a short period of time," reminds psychotherapist Bruno Koeltz.
Adopt the so-called salami technique: cutting an activity into as many slices as necessary so that it can be absorbed... without indigestion. "By breaking down tasks into sub-tasks, one loses the feeling of being faced with an insurmountable mountain," underlines Bruno Koeltz. This is the process adopted by Elisabeth, marketing project manager at Danone, when she has to write a report for the launch of a new product: "To de-dramatize, I spread the task over several weeks: gathering and absorbing the documentation the first, establishing a summary the second, writing a chapter per day the third, and keeping forty-eight hours at the end to reread everything."
This technique also allows, if necessary, to isolate a difficult task (a problem you're stuck on) and prevent it from blocking the overall progress. It reduces frustration: the effort lasts less time, and you move on to something else. Better yet, by completing each step, you gain confidence in yourself and your ability to complete a whole job.
But there's another simple and effective time-splitting technique called the "five-minute plan." Its principle? Start a task with the sole objective of sticking to it for five minutes, no more, no less. Scientists have studied the evolution of pleasure and displeasure felt during this time when an individual performs an activity they were trying to avoid. During the first two minutes, the feeling of discomfort predominates. The mistake we all make at this point is to believe that this feeling will persist indefinitely. After a while, however, the unpleasant feeling stabilizes and eventually fades. This is when pleasure intervenes, increases, until it transforms into a feeling of satisfaction during the last minute. At this stage, you choose either to continue for five more minutes, or to stop and devote yourself to another activity. Often, the individual continues on their momentum, because they are encouraged by the results of the work done during the first five minutes.
Don't hesitate to use starting rituals
Like a top athlete before exertion, put yourself in the right frame of mind. Before you start, have a coffee, create a file in which you will classify your documents, allow yourself a few minutes of relaxation, visualize the task to be accomplished... "Creating routines promotes the shift from a relaxed state to a concentrated state," notes Bruno Koeltz. "Ten minutes is enough to create a break from what you were doing and prepare for what you're going to do." Eric, editorial manager in a Parisian publishing house, repeats the same ritual every morning: "I raise the blinds of my office windows. I know that with this simple gesture I concretely mark the beginning of my day. Like a shopkeeper would raise their iron curtain. It helps me to concentrate and discipline myself: from there, I no longer let my mind wander."
Learn to say no to external requests
When one tends to procrastinate, the slightest solicitation is a danger. And in an open space, there is no shortage of distractions... To escape this trap, isolate yourself. A few minutes alone in a meeting room, without a phone or Internet, may suffice. To avoid being distracted in his work as an editor, Eric needs an organized workspace. "I only keep the minimum on my desk: the manuscripts to read, a pencil, and Post-its for annotations. Everything else, the proofs to correct, the covers to validate, I put it behind me. The essential thing is that it's out of my sight."
If you constantly postpone, it may also be because you are simply overloaded. "In this case, dare to say no," recommends coach Patrice Ras. "Refuse the extra file, negotiate later deadlines, or delegate." To convince your superior to relieve you, list the consequences: canceled appointments, postponed files, less availability for your team... "And propose a solution," continues the coach: "Okay, I'll take care of this project, but entrust this one to someone else." By delegating more, you will no longer be able to invoke lack of time to postpone tackling your current priorities.
Commit to a trusted third party
If you can't discipline yourself, get a third party to act as a witness who will remind you of the deadlines to meet. A colleague, a loved one, or even your boss, it all depends on the level of pressure you want to inflict on yourself. Committing to a third party will force you, at a given moment, to get to work. "You are then playing with your word and your credit," confirms Bruno Koeltz. This method is very effective with the procrastinator who has a certain sense of integrity and commitment, who would feel bad about not meeting deadlines. This external pressure should not be too guilt-inducing either. It should motivate you, not inhibit you.
Another avenue to explore: working in pairs or as a team. "The group creates an emulation that will encourage the procrastinator to correct their fault," underlines Patrice Ras. In addition, an objective is often easier to achieve with several people: each supports the other and feels responsible in case of failure. It is then difficult to shirk one's responsibilities.
Reward yourself to stay on track
This is the paradox of the procrastinator: if he postpones, he feels guilty. "It is therefore essential to congratulate yourself on the efforts made when you have met the deadlines," explains Jacques Regard, personal development advisor. "This will encourage you to start again." The reward can be symbolic (crossing a line off a list) or real (treating yourself to a vacation after a large file). For it to make sense, it must be proportional to the difficulty of the task. Also give yourself "intermediate" rewards, even minor ones, at the end of each stage: a coffee break, a chat with a colleague you appreciate... This will motivate you. When she has completed her next product launch, Elisabeth will give herself a three-day weekend: "I will come back with my batteries recharged, telling myself that if I want to give myself the same thing in a few weeks, I must not let up the pressure." This strategy works. And it has the merit of strengthening self-confidence and gradually giving a taste for effort. Remembering the satisfaction of having met the challenge remains the best way to stop procrastinating before tackling the next one.
Céline Deval.
Capital.fr
Published February 16, 2012.
Posted online April 22, 2012.
