In an effort to find new ways to increase my productivity and task focus, recently I checked out The Procrastinator's Handbook from the local library. This book came highly recommended in reviews on Amazon, and I have to agree. Unable to sleep because of a bad cold, I searched the book for ideas in a marathon session between midnight and 4:30 AM one morning and took five pages of notes. Some of the ideas I found useful were:
1. Eat the frog...Mark Twain once said that if you wake up and know you have to eat a frog that day, it's better to get it over with and do it first. So, pick the worst things you have to do that day, and do it first. And the corollary? If you have to eat two frogs, eat the ugliest one first. (There is another book by this name - Eat That Frog, but the reviews said it was fairly superficial, and would have been better as a short article.)
2. Whatever it is, if you know it is going to stretch out for awhile, commit to work on whatever it is for a single uninterrupted hour. If that's all you can make yourself do, at least you did that much, but often once you have started it is much easier to keep going. They key is simply to get started. Use a timer so that you will know when the hour is up and won't keep checking the time.
3. List 101 things that you've been meaning to do (or finish) but haven't done (this may take several days). Post it where others can see. Apply the anticrastination ideas to the list. Simply creating the list will sometimes jumpstart you to handle some of the items on the list (it did for me...I completed one task after reading the book and before I finally went to sleep).
4. Make a concerted and conscious effort to gain control of your negative self-talk...stop beating yourself up. Be realistic in your self-assessment of strengths and weaknesses, accomplishments and failures, but remember that in addition to the failures and weaknesses, you DO have strengths and accomplishments.
5. Figure out what fears lead you to procrastination. One possibility is fear of imperfection, the solution to which is to realize that very few things require the attention and quality of a Stradivarius violin. Most things need only be "good enough." Indeed, some Native American craft workers deliberately included flaws in their crafts to remind them that only God is perfect.
6. Other possible fears that cause us to procrastinate might include fear of the unknown, judgment, success, having to live up to a higher standard, change, or too much responsibility. On the whole, I think my "favorite" is perfectionism...fear of doing something that isn't perfect. That deep-seated anxiety keeps me from moving projects along, such as writing…I can’t seem to get started on drafts of articles simply because I can’t seem to find the right way to frame them or get my thoughts down on paper.
7. Solutions include asking yourself two questions, and pondering the answers. Question #1 - What am I afraid of? Question #2 - What if my worst nightmare came true in the most horrible way possible? Mostly, the answers will be more comforting than scary. Also, as Ralph Waldo Emerson is reputed to have said "What you are afraid to do is a clear indication of the next thing you need to do."
8. Don't feel that you have to do everything (with the inevitable result that nothing gets done well). Too many projects, meetings, engagements, books, etc. Tell yourself that you can't do everything that you wish, or that is good to do, then delegate, streamline, eliminate, disengage, whatever it takes to focus not on better, but on best. Decide what is most important to you, and evaluate every opportunity in light of that decision.
9. Don't forget that you need personal rest and relaxation - set limits on work - don't forget the message of Gulistan Saadi's quatrain, "Hyacinths to Feed Thy Soul." Schedule occasional "just say no" times - they don't need to be often, but I believe that we must seek out balance in our physical, intellectual, social, emotional, and spiritual domains.
10. When we feel overwhelmed, we procrastinate. The solution is to take a single step on the "10,000 mile journey." Use the Swiss cheese approach, divide the tasks in front of you into manageable pieces, then choose one (the frog) and get started. Don't forget to develop a plan...a journey without a map takes you nowhere (despite my conviction that, sometimes, the journey is the destination).
11. Take breaks throughout the day. Eat lunch away from your desk. Put limits on visits and phone calls. Use "pockets" of time productively (e.g., read during bathroom breaks, listen to audiobooks while driving, etc.). Focus on one thing at a time. Write down all of your ideas then decide later what is important. Set priorities first each day. Tackle large projects in stages. Don't overschedule yourself.
12. Keep to do lists, but if you find yourself carrying items over from one day to the next, make a decision to delay them until a certain date (and then do them!) or write “ONAP” next to the item and cross it out. ONAP stands for "omit, not a priority."
13. Constantly ask yourself this one simple question - "What is the best use of my time right now." Remember that it is not always whatever project seems most pressing. Sometimes family, friends, exercise, rest, or other things are legitimately the most important use of your time. Much of what we will use our time for is maintenance and progress on projects, but never forget that our lives also need the enriching influence of family, friends, the beauty of the earth, the arts, etc.
14. You can't read everything, so don't try. As necessary, and whenever possible, skip words, phrases, pages, or chapters. That's what I did with this book...I got what I needed from it without reading the numerous stories and examples the author included, and was able to read it in a few hours.
15. Spend fifteen minutes a day de-cluttering your workspace.