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8 Deadly Traps that Cause Our Failures to Accomplish Everyday Work

8 Deadly Traps that Cause Our Failures to Accomplish Everyday Work

Failing to accomplish work is a huge problem in the workplace today, just ask any project manager. The incomplete work often has consequences piling one task on top of another until what was once achievable now feels either impossible or difficult to do. To avoid this problem one must make a schedule and diligently complete what you have to do, before what you want to do. Here are some suggestions for those who want to get rid of the habit of procrastinating, and be productive. Setting priorities can be effective way to avoid procrastination. Here are 8 deadly traps that keep us from being productive.

1. Unclear Expectations

Creating clear expectations is the foundation of being successful. We have all heard of SMART goals (Specific, Measurable, Assignable, Realistic, and Time Bound). As you define, communicate and carry out the clear expectations you will want to add one practice that will distinguish you from the rest. Include the three elements of quantity, quality, and pace. Rather than saying, “finish the work as soon as possible” say, “finish these “x” items, as measured or approved by “y”, at a pace of “z” elements each hour/day/week” This approach coupled with SMART goals sets up you and your organization for success. Let’s face it, we feel a bit lazy at one time or another, it is part of whom we are as humans. This lazy characteristic can show up either when we want to get something trivial, or when we want something important done. Don’t let the lazy characteristic take control in the expectation phase of the activity, this will surely come back to bite you later!

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2. Failing to Schedule

Make yourself two lists, first of what to do and second of what not to do. This is the first step in planning and doing. This helps to get your priorities straight as well as to get the tasks done on time. Making a schedule also constantly reminds you of all the things you need to do and lists them for you to finish one-by-one. This approach lets you see the tasks in perspective and it even makes what you might have thought was hard to do seem trivial at times. This method works especially well if you get the harder tasks completed first, quickly cross them off your schedule after finishing them and continue to complete the easier tasks with some relaxation.

3. Allowing Distractions

This involves first identifying what is keeping you from doing your job productively and what it is that is making you slip into feeling lazy. Is it the television? Your phone? Your video games? Or perhaps even your comfy couch which is making the idea of slouching on it more tempting than getting your job done? Identify what is distracting you and give it a break. Perhaps even stay faraway from it. Accountability is important. If you can’t trust yourself to get it done, find someone to hold you accountable.

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4. Delayed Starts

Getting started is usually the hardest part. Sometimes the work is not hard, it is just thinking about it that makes it seem that way. Start with a few easy tasks, you will be surprised at where your laziness went by the time you get to the harder ones. This is because once you decide to get started, the decision is over and it goes only forward from there. To increase productivity, starting with identifying where and what to start is a must.

5. Not Prioritizing

Effective planning is the best way to avoid failing to complete your work. You must prepare a list of “to do” items when you are assigned a job. We have to complete the everyday tasks to avoid the pressure of completing the requirements at the end of the project or work. We must start by creating longer-term plans, say for the month, then for the week and finally for each day. This practice will keep our focus on the bigger picture and we will know that we are accomplishing something bigger than 30 days of individual tasks. You must know the value of your job. Your goal should always to be on time or before, make sure you have been sensible about your goals. Ensure that you plan to your capacity with the resources your have access to (time, money, people, knowledge, etc.). You must know the amount of work you can do each day. Most of us overcommit and under deliver, if you can master overcoming the 8 deadly traps in this article you will reverse this trend. As mentioned before, accountability is an important principle to demonstrate what you can do.

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6. Procrastinating

Procrastination is the natural assassin of success. Keep the consequences of failing to get your work done in mind when you start the task or project, not as you approach the deadline. Maintaining this mind-set, and the image of success, is a good combination to fuel your motivation. The main reason we procrastinate is that we are swimming in a sea of distractions. With access to the world using a computer keystroke or a swipe of a phone screen we can be instantaneously transported into almost any alternative world, and expect that this trend will continue to add to our distractions.

7. Missing Deadlines

The first thing to recognize is that almost all deadlines are arbitrary. This does not me you can ignore deadlines but it does mean you can question them. However, the questioning needs to happen at the beginning of the project or activity, not as the deadline approaches, this just makes you look incompetent. Failing to complete our work often ties to the practice of delaying the most important tasks and performing the least important ones. This practice can cause serious problems for your success and for the organization. Each time we delay the projects of our internal or external clients, we provide another sliver of doubt in their mind for the next project. Getting clients and building trust takes a long time to develop but can be lost in just a moment. Delivering just a bit faster than needed or faster than your competition, is what will distinguish you and continue the contribution to trust building. Plan for delays, don’t react to them, this contingency planning is critical. Our human desires push us to postpone activities which do not entertain us, once again this is where accountability distinguishes the poor from the great performers. Fight the urge and stay accountable.

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8. Overlooking Effectiveness

You must be effective in addition to being efficient. Efficiency is all about faster, better, and cheaper. Effectiveness is all about putting the right plans in place so your don’t have to force yourself to work faster, better and cheaper. We can always put in extra-long hours, but it comes at a cost somewhere to you, your family or to your organization, Time is a finite commodity, the longer hours you are working, are hours in which you are not doing something else. Make sure the trade-offs you are making are conscious ones and not because of your ineffectiveness. Procrastinators always try to postpone their work as they think they have enough time on their calendar. This avoidance behavior places your potential success at risk. We all have to work smarter and not harder Effectiveness is the key to smarter work. Planning up-front allows us a more reasonable pace when we are in the throes of doing the work.

So when you start your day tomorrow, do everything you can to avoid the 8 deadly traps that will cause you to fail in completing your everyday work. Your organization will thank you for the accountability and for your work accomplishments.

Featured photo credit: Penguins/ Marc Lombardi via marclombardi.zenfolio.com

More by this author

Dr. Kevin Gazzara

Senior partner at Magna Leadership Solutions

The 10 Leadership Lessons We Can all Learn from Giraffes The 6 Best Practices to Kill Employee Motivation and Engagement 7 Critical Statements Every Manager Should Avoid To Be More Respectable 12 Ways to Identify a High-Maintenance Employee 8 Deadly Traps that Cause Our Failures to Accomplish Everyday Work

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Last Updated on September 16, 2019

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

1. Break Your Work into Little Steps

Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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  • (1) Research
  • (2) Deciding the topic
  • (3) Creating the outline
  • (4) Drafting the content
  • (5) Writing Chapters #1 to #10,
  • (6) Revision
  • (7) etc.

Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

2. Change Your Environment

Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

3. Create a Detailed Timeline with Specific Deadlines

Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

4. Eliminate Your Procrastination Pit-Stops

If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

5. Hang out with People Who Inspire You to Take Action

I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

6. Get a Buddy

Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

7. Tell Others About Your Goals

This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

8. Seek out Someone Who Has Already Achieved the Outcome

What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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9. Re-Clarify Your Goals

If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

10. Stop Over-Complicating Things

Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

11. Get a Grip and Just Do It

At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

Reality check:

I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

More About Procrastination

Featured photo credit: Malvestida Magazine via unsplash.com

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