Developing Professionally I - Procrastination and Productivity

Procrastination

  • Procrastination is defined as unnecessarily and voluntarily delaying or postponing something, despite knowing that there will be negative consequences for doing so.
  • The term originates from Latin, with "pro-" meaning "forward" and "crastinus" meaning "of tomorrow."
  • Procrastination is a common human behavior, but it can become problematic if it becomes habitual.

The Procrastinator's Matrix

The Procrastinator's Matrix categorizes tasks based on urgency and importance:

  • Q1 (Urgent & Important): Do when it goes from urgent to appallingly dire.
  • Q2 (Not Urgent & Important): Delegate to future you.
  • Q3 (Urgent & Not Important): Do when Q1 is urgent.
  • Q4 (Not Urgent & Not Important): Do now (and maybe also just do forever).

Strategies to Overcome Procrastination

  • Take control of your mind before implementing strategies.
  • Visualize how good it will be to have the task completed.
  • Publicly commit to the task.
  • Confront the downside of inaction.
  • Make the benefits of action feel bigger and the costs of action seem smaller.
Make the costs of action seem smaller:
  1. Identify the first step.
  2. Tie the first step to a treat.
  3. Remove any hidden blockages.

Productivity

Determining Your Productivity Style

Assess your productivity style using the following questions, rating yourself from 1 (Never) to 5 (Always):

  1. I use a prioritized list to complete my work.
  2. I’m late to meetings and appointments.
  3. When I plan a project, I first think about who needs to be involved.
  4. When I brainstorm, I sketch or draw my ideas.
  5. I complete work quickly.
  6. I have trouble saying no to my colleagues.
  7. I plan for the next day.
  8. Daydreaming helps me solve important problems.
  9. In project meetings, I am able to synthesize disparate ideas.
  10. I prefer to work on a team.
  11. I use step-by-step project plans.
  12. I honor deadlines.
  13. I do my best work under pressure.
  14. I block off time on my calendar to complete work.
  15. I analyze a project before I start it.
  16. I use established routines and systems to complete tasks.
  17. When I brainstorm, I list my ideas.
  18. I eliminate physical clutter in my office.
  19. When I plan a project, I first think about how it supports the strategic vision of my team or organization.
  20. It’s hard for me to take time for leisure when there’s still work to do.
  21. I designate specific times of the day for certain tasks.
  22. I complete project tasks in sequence.
  23. I accurately complete significant amounts of work.
  24. I tend to underestimate how long it will take me to complete tasks and projects.
  25. When I plan a project, I first think about the required project deliverables.
  26. I’m selective about the tools – pins, paper, folders, and so on – that I use.
  27. When I brainstorm, I talk to others about my ideas.
  28. When I plan a project, I first think about the goal to be achieved.

Productivity Style Assessment Scoring

Calculate your scores for each style:

  • Prioritizer: Sum of scores for questions 1, 15, 17, 20, 21, 23, 28.
  • Planner: Sum of scores for questions 7, 11, 12, 16, 18, 22, 25.
  • Arranger: Sum of scores for questions 3, 6, 10, 14, 24, 26, 27.
  • Visualizer: Sum of scores for questions 2, 4, 5, 8, 9, 13, 19.