Krug: Straight Talk and Support Can Trip the Procrastination Trap

If you believe that there is no time like the present, except, of course, for the future, you are not alone. And, you are probably a procrastinator. Procrastination is nothing new. Its origins trace back to the trilobites, which first emerged from the froth about 521 million years ago. Had they taken initiative and not put off their part of the evolutionary chain, they would have reached the beach at least a few hundred thousand years sooner and we’d be flying around in Jetsons cars. That’s science. Look it up – whenever you get around to it. And just think where we might be if we weren’t a nation of dilly-dalliers. We might have invented the actual cure for that 2:30 feeling. And the Cubs might have won another World Series by now. That’s not mathematically possible, really, but for those so inclined, it’s nice to dream. Why win today when you can wait until next year? I am not a chronic procrastinator, but I do share some tendencies with those who like to put off tasks until the last moment or the moment after that one. I tend to delay the start of things that I believe I can accomplish more quickly (and, in my mind, more effectively) with a deadline looming. In some strange way, I think holding off helps me to focus, because I know in that time I’ve allotted that I will be forced to do nothing but that solo task. It’s a great planning methodology – provided nothing disrupts my hierarchy of priorities. I typically also block some tasks into “my time” with a cushion to complete any unfinished work on “company time.” That line is blurry, as it should be. In full disclosure, this column was to be turned into my editor by 11 a.m. this morning and I started it at 8:30 as I boarded an airplane. Can I write something that will make sense in a couple of hours? With my eyes closed and one hand tied behind my back – and, my friend, from the middle seat with one of the largest mammals in the history of aviation seated in front of me with his seat in the fully reclined position. Will the column be worth reading? No reason to set standards that are unattainable. But my methodology is not necessarily procrastination, which literally means looking ahead to tomorrow. I have a fairly tight schedule, so I block solitary work into times that are a reasonable match: Sunday mornings before 7 a.m., train rides in and out of the city and 90-minute flights. These are comfort zones for me, most of the time free from distraction. I blocked this assignment into an open window. Other more pressing things were handled first. Some other, still pressing things, are in the wings. They’ll be accomplished, too, and on time. People that truly suffer from procrastination aren’t any more or less organized than the average person. Some researchers suggest they have an actual aversion to a project and purposely put it off. For other procrastinators, this goes beyond a simple lack of organization. The depth of this habit could actually require some couch time with their psychologist. The anxiety from completing the work, coupled with the mounting pressure from knowing that their work will be evaluated or judged, can be a vexing combination. For some, it leaves them feeling overwhelmed. You’ve read stories about how as many as two hours of every workday are wasted on distractions or activities that are outside of the scope of the job. Undoubtedly, for nearly all of us, procrastination accounts for some portion of the overall time that businesses lose to the day. If you want to read a clear, concise and thoughtful piece about procrastination on the job, check out the article written last year by Phyllis Korkki and published in the New York Times. In her piece, she drills down on procrastination and views it from the perspective of the anxiety associated with projects that people find intimidating. Citing DePaul University psych professor Joseph R. Ferrari, Korkki wrote, “Often, procrastinators are ‘extremely concerned about what other people think of them,’ said Ferrari, the author of ‘Still Procrastinating? The No Regrets Guide to Getting It Done.’ “These people would rather be accused of lacking effort than lacking ability; the idea is: ‘If I never finish, I can never be judged,’ he said. And there can be a fear of success, too: ‘If I do well, you might expect more from me next time, and I don’t know if I can come through,’ he said.” I would have called Dr. Ferrari myself, but, uh, I kinda got a late start. No need, though, because I agree with him. We put off what we don’t want to do. And why don’t we want to do it? I’m sure there are plenty of people who shy away from praise when they do a job well. But I believe that there are plenty more who put off task simply because they struggle with it. I see this, in particular, among people who are not confident writers that are tasked with writing projects, or from people who are very good at something and no longer feel challenged by the assignment. It is easy to chide a procrastinator, especially if they have fallen short on delivering something critical in the time that it was promised. And managing procrastinators is at least as fun as streaking through a cacti patch. But before you blow a gasket on someone who misses a deadline (even if they’ve missed all of your deadlines), talk to them about the pattern. Help them to see it as it affects the overall success of the department. Dig into the problem, under the auspice that it is not acceptable to turn in work later than scheduled. You may be surprised by what you hear. And if you are confronted with stories about feelings of helplessness and sensations of drowning in a sea of work, throw them a life preserver. Offer them your support. Help them to sort it out, as best as you can – within your abilities to help. When many employees are feeling over their heads and it is manifesting itself as procrastination, partner with them. Help them to see and then reorganize their priorities. For many, this counsel also will require some straight talk about how they can best use their time. Not all procrastinators are chronic time-wasters, but undoubtedly some are. And, fact is, each of us could do a better job of managing our time. You’re no psychologist, so don’t pretend you are. Focus on the work – or lack thereof – that’s causing a problem. Focus on the associate’s success. To be more specific, it’s the associate’s problem, but you’re accountable for the work that they produce. You need them to succeed, and their success should be your priority. Ultimately, you should be able to help that person feel as if they have moved out from under the pile of work and now can create a strategy for methodically working their way through the myriad tasks and assignments that they must complete. Did you think that you were signing on for this when you became a leader? Probably not. But the job knows no bounds, and the challenges never end. And "other duties as assigned” isn’t on the bottom of every job description just as a means of filling out the page. Stay classy. Chris Krug is president of the progressive media communications firm No Limit Agency* in Chicago. No Limit is a full-service agency whose practice focuses on strategy, brand management, creative campaigns and delivering unparalleled placement in the media. No Limit Agency works with some of the best-known brands in the United States, and that’s not a coincidence. Contact Krug by calling 312-526-3996 or via email at [email protected].