Strategies to rethink procrastination backed by neuroscience
Is procrastination ever helpful?
Have you ever found yourself having long breaks away from the desk?
You meant to go make a drink but found yourself talking to someone.
Or you’re impulsively wanting to scroll social media? Perhaps becoming hyperfocussed with something you don’t tire of rather than what you should be doing?
We all know that busyness and presenteeism don’t equal productivity. And the stats show that up to 20% of adults procrastinate on a regular basis. That’s one in five people putting off tasks and decisions rather than ticking them off.
And I’ll admit it - I procrastinate. I’m doing it right now.
I’m training towards a half-ironman in late spring. But instead of actually getting on the indoor bike for an endurance session this morning, I’m sitting in my PJs, drinking coffee, listening to jazz music… and writing this about not doing any triathlon training.
The irony is not lost on me.
Am I capable of doing today’s training? Yep.
Do I want to feel fit and healthy when I stand at the start line? Yes.
But do I fear the training will be physically hard and mentally boring, and would I rather be doing something (anything?!) else instead? Also yes.
But is knowing ^^ that about myself helpful? Let’s explore.
Rethinking procrastination
To further delay writing this blog (obvs), I found research which outlined two different types of procrastinators:
Passive procrastinators - those not taking action to avoid the task due to fear eg. failure, judgement, visibility, boredom, anxiety, hard work, confusion, etc.
Active procrastinators - those who leave things to the last minute because they prefer to work under pressure. Side note: I’m pretty sure we all know someone who pulls an all-nighter only to submit a project minutes before the deadline. 👀
In another study, procrastination was described as:
“a self-regulatory failure, representative of low consciousness and high impulsiveness”.
Excuse me?
I won’t lie, I was a bit miffed by the language there. But then I thought back to all the times I’ve experienced the sudden and immediate urge to clean my desk. I always thought this was odd given that cleaning wouldn’t ordinarily appear on my priority list. Like, at all. It took me months of going through this pattern of behaviour to realise that I was using cleaning to avoid something work-related that I just didn’t want to do.
And then were times I’ve been part-way through one task, and then found myself habitually scrolling social media instead.
“Habits are our friend when we want to stay the same, but when we want to change, habits become the enemy.” - Coaching the Brain, Joseph O’Connor & Andrea Lages
Here’s the really interesting part: I didn’t actively have the thought “this task I should do is really boring so I want to do [insert new thing] instead”. It was automatic. Habitual. And I hate to admit it, but going back to the “self-regulatory failure” quote above, maybe it was a low-conscious decision.
Once I’d translated this behaviour into procrastination, I could see it for what it really was: zero fun.
It became a reminder that humans have a complex blend of psychological, behavioural and emotional needs that aren’t being met during procrastination…. Because we’re missing one key ingredient: dopamine.
Dopamine is a chemical in the brain that helps us feel good and motivated - think of it like a natural reward system.
This plays a role in decision-making because our brains want us to have more pleasure. When you do something that makes you happy, like eating your favourite food or achieving a goal, your brain releases dopamine and makes you feel good.
But sometimes, our brains can get stuck in a dopamine loop - like when we see a notification on our phone and feel all important/needed. We then want more of that to keep the good feelings going.
That’s why so many of us are distracted by picking up our phones and scrolling through apps - we know it’s only a matter of time before we get a quick dopamine hit that will make us feel better about ourselves in comparison to the thing we keep putting off.
Anti-procrastination strategies for busy brains that actually work (and still give a dopamine hit)
First things first - identify what you want to get done. We're focussing on monotasking here. One task at a time. Let's go...
🤔 1. Raise awareness and make avoidance more obvious
Think back to when you’ve experienced procrastination and feelings of distraction in the past - what did you end up doing? So for me, it was cleaning - for you, is there any recurring theme? Social media? Something else? What we're doing here is engaging the Reticular Activating System - simply by bringing awareness to those habits, you’ll start recognising them quicker next time around.
If social media is your default, I have a bonus strategy:
If I’m at my desk, I access social platforms on the web via Chrome, and I have a Chrome extension installed called News Feed Eradicator. It means I do not see the news feed by default.
Instead, I can switch it on for five or so minutes while I read through and comment etc.
After my time is up, the news feed disappears and is replaced with a little quote instead.
The approach isn't perfect but it does provide a reminder that it's time for me to move on to something else.
Btw - this works for most social media platforms. Simply toggle on/off the feeds you do/don’t want to see.
🎮 2. Gamification to make the boring work fun
Look at your to-do list for the week and allocate each task a score based on:
The time it’ll take eg 5 hours = 5
The physical energy you’ll need to invest = 1/10
The mental energy you’ll need to invest = 6/10
Top score = 12
Then challenge yourself to reach a top score of 12 that week by working in small increments of time/effort to award yourself points along the way.
Or half, if that’s a stretch for you.
Or, for the high achievers out there (all brains are welcome here, but please be mindful of hyperfocus and burnout), aim for more weekly points because you’re adding in other tasks.
⌛ 3. Race against the clock to make it feel like an easy win
Parkinson’s Law states that time expands or contracts to fit the task. Have two weeks to complete a project? It’ll take two weeks. But what if you learned how to gamify Parkinson’s Law to beat procrastination?
Take something you’ve been putting off and ask yourself: what’s the smallest thing I can do today to feel like I’ve made progress?
And by smallest - I mean increments of time - between five to 25 mins. A lot of clients focus on the end goal = completion. But by chunking it down into something super small, it’s far easier to manage and maintain the momentum.
Then set a timer and crack on until the alarm goes off.
I literally have an egg timer on my desk, but you could use your phone, Alexa, or computer timer. If you’re a Windows User, click on the date/time to access Focus sessions which you can also link to a Spotify playlist - I like these chilled instrumental beats.
📅 4. Focusmate sessions
If you need an extra level of accountability, I highly recommend Focusmate co-working sessions. Here's how it works:
They run for 25/50/90 minutes at a time, and you co-work with someone else around the world.
You might choose to do work, they might be studying for an exam, cleaning, writing a novel, or even meditating.
The point is that you both show up at a fixed time, commit to your goal, and loop back at the end of the session to share how you got on.
They run free sessions as well as paid ones.
All the info is here: https://www.focusmate.com/
🥱 5. Rewarding the completion of energy-draining tasks (and also supporting hyperfocus without the burnout)
The Pomodoro (Italian for tomato) technique means you spend 25 minutes on work (let’s say something you keep putting off and feels energy draining to you), followed by five minutes doing something else (make that an energy-giving task). Simply have in mind what you want to achieve during the 25 mins, then use a timer to stay on track.
With ADHD and autism, this little technique is helpful to support hyperfocus without burnout because of the self-imposed breaks. And, on the flip side, it also helps those who experience avoidance because it keeps the working intervals short and manageable.
🕑 6. Set self-imposed deadlines and stay accountable to someone else
If you find your motivation right before a deadline, set yourself milestones and mini-deadlines that you can work towards well in advance of the deadline.
Then tell someone what you’re doing and share how they can help you stay accountable. You never know - they might benefit from the accountability as well. You could tell them to send you a text or email if you don’t check in by this time next week.
👀 7. Use visual reminders
You can stick a simple post-it note by your keyboard to remind you to focus.
Or you could check out a little something by Nick Parker - the founder of That Explains Things, “a language strategy studio that helps brands find their voice, tell their stories, and explain their things”. Tone of voice is his thing.
A few years ago, he created a pack of colourful productivity cards to combat procrastination. You simply shuffle, pick one, and then display it right in front of you. Except they all say exactly the same thing: “get the fuck on with it”. Genius.
If traditional motivational quotes aren’t your thing ("dreams don't work unless you do" does nothing for me!), Nick's no-bs visual reminders are for you (and me) - buy them here.
👌🏻 8. Give yourself permission to walk, doodle and fidget
Creativity can’t be switched on as soon as we sit at the desk, and then switched off as soon as we stand up again. If you know you need to walk outside, doodle or fidget (my other half loves his Rubik’s cube) to think creatively to get you closer towards completing a task, give yourself full permission to do more of that.
🎼 9. Listen to minimalist music (nothing too fast or wordy)
Unsurprisingly, I find my favourite Spotify “bass in yer face” playlists distracting if I try to listen and work. So I can only have certain music on at work when I need to force myself to focus. Minimalist music is best for this - nothing too fast or wordy. Just search for “music for concentration” and you’ll find Spotify playlists and YouTube videos.
💻 10. Clear your workspace of visual distractions
Head over to Google to search for “Albert Einstein desk” images, and you will see stacks of papers, notebooks and files. However, now it’s our desks, desktops and multiple browser windows that can look and feel messy.
As I’m typing this on one screen, my second screen has my web browser showing a research article. Out of the corner of my eye, I can see the share button blinking, a pop-up asking me if I want push notifications, and adverts flashing on the screen. It *is* visually distracting.
And now research shows that trained brains rapidly suppress visual distractions and you can leverage this at work. If you find visual stimuli distracting, use muted and still images on your desktop and screensaver, and minimise moving or flashing items around where you work.
If you need to read web-based materials as part of your role, try GetPocket to collect your reading materials in one place, and then read in a text-only, distraction-free environment.
🎹 11. Get yourself in a different frame of mind beforehand
Depending on the task, there’s even a link between listening to Mozart for 10 minutes beforehand and spatial task performance - fondly known as The Mozart Effect. The performance increase is temporary, but still - useful to know.
🎧 12. Reduce outside stimuli
Wearing noise-cancelling headphones reduces background noise and aids focus. Even if you are not actually listening to anything (introvert trick there), you’re less likely to receive interruptions from colleagues. My clients have also popped a post-it note facing colleagues to explain, “I’m working on XYZ so I’ve put my headphones on to help me focus. I’ll be free to chat at around [time].”
🔀 13. Change the format
If the way you're working isn't, umm, working, what can you do to change the format but still get the same results? For example:
Putting off a writing task because words aren’t your strength? Try using voice-to-text instead.
Hate sitting at your desk while watching a training video? Is there an audio option so you can listen and learn on the move?
Have a training video you need to watch? Is there a transcript or presentation slides you can read instead?
Fed up with the bright white background on the apps you use because it causes a migraine? Try Dark or Sepia mode.
🔥 14. Balance out the energy-draining stuff
As touched on in The Pomodoro strategy, identify which tasks are energetically draining versus which ones are energising. Then plan your days so there's a clear mix between the two. I'm conscious this is one of the last strategies in the list, but actually, it's probably one of the most important because not enough people do it which causes demotivation and boredom.
😵 15. Not sure which one to try first?
Pick one and give that a go. Or combine several to create a new strategy that complements your brain. And keep treating productivity like a science experience - you're seeing what works and adjusting what doesn't. There's no pass/fail - only progress. :)
What could get in your way?
Life happens, so taking a moment to think in advance about what could get in the way of your productive time can help mitigate distractions in the first place.
You suddenly have a good idea in the middle of doing something else: It happens. Quickly jot down or record an audio note while it’s fresh in your mind so you can return to it after you finish up what you’re doing. I have a list called Squirrel Ideas - all the stuff that feels important but I don't have time to action. Instead, I get it out of my head (frees up mental space) and squirrel away the idea until I have more time.
The doorbell rings unexpectedly and you need to step away: If you need to get it, get it. If it can wait, leave it. When I really need to focus and know the postman is likely to use our house as a local sorting office because I work from home, I'll stick a note on the front door to say I'm only accepting deliveries for our address today. #SorryNotSorry
Phone notifications are pinging for your attention: Switch your phone onto aeroplane/focus mode or put your phone face down/on silent/in another room.
The number of unread emails creeping up and seeing this stresses you out: Close it down or use Inbox Pause (I use a free Chrome extension called Boomerang for this) so you can literally switch your inbox off to incoming messages for a while. All of the messages are still there - they’re just hidden, plus you can still have your inbox open to search through it and send messages as normal. You just won’t see anything new come through.
Something else? You are the expert on you - what else could get in your way, and what plan can you make now to reduce the distraction?
Celebrating the wins - big or small
Us humans love our rewards and the associated dopamine hits. But celebrating your wins, however big or small, doesn't need to be an expensive or grand gesture (I can't be the only person who sees people sharing their designer bags or spa days as their rewards!).
Here are simple ways you can recognise and celebrate that you worked through boredom/discomfort to tick off something you didn't want to do:
take a mindful moment to recognise you did well
switch to an energy-giving activity instead
step away from the desk and move around for a bit
go make a cuppa
something else that works for you. :)
Self-coaching to move through procrastination
Short on time? Here are my proven self-coaching questions to move through procrastination:
What are you putting off?
How is that making you feel? Where is that showing up in your body?
If you do the thing, how will ticking it off help you? If you don’t do the thing, what will the impact be?
What happens if nothing changes?
What’s the smallest possible way to move forward? What else is a possibility?
What could get in the way?
What will you try? When will you try it?
Who else do you need to tell about this?
On a scale of 1-10, with 1 being “nope, not doing it” and 10 being “yup, bring it!”, where are you on that scale? What needs to change to get closer towards a 10?
What will you do/how will you celebrate when you’re done?
So, back to the original question: can procrastination ever be helpful?
Yes. It’s the mind's way of protecting us from the things we fear:
🧠 starting a new project with no guarantee it'll succeed
🧠 sending an email that might result in rejection or no response
🧠 having a hard conversation when the other party might disagree
🧠 working through something we know will be boring as hell.
🧠 learning something new when we don’t know if we’ll be any good at it.
In the book Atomic Habits*, the author James Clear explains that new habits need to be appealing, desirable, fun, exciting, and rewardable. And it’s exactly the same for those tasks that keep getting pushed to the bottom of the to-do list.
Procrastination does NOT equal laziness.
And before I get my bum into gear and hop on that bike, I’m thinking about how I can make this uncomfortable (mentally and physically - thank goodness for a wide saddle!) endurance session more comfortable, fun and rewarding. Hmm. On the mental comfort side, I will download the latest Jack Reacher crime thriller book on Audible, find my earphones and listen to a few chapters while peddling away. For the physical comfort, I’ll fill my water bottle, hang a sweat towel over my handlebars, and wear my padded shorts. 🍑 Let’s just get on with it, eh?
* This is a book I recommend, and it includes an affiliate link for Amazon UK. If you buy using this link, I’ll receive a few pennies at no extra cost to you.
Productivity strategies are my jam 👌🏻
If you’re feeling unsure about how to approach those conversations, need a speaker for your event, or want to champion neurodiversity with specific support and coaching, just book a discovery call with me. We’ll chat about the best ways you can start to build awareness and better support one another at work.
About
I'm Victoria Tretis and I'm a certified coach who abides by the standards and ethics set by the International Coaching Federation. Individuals and teams work with me to improve productivity, decrease wasted time, and increase profitability through neuro-inclusive coaching.