How can you avoid procrastination when managing tight project deadlines in Risk Management?

Creating realistic schedule by dividing complex tasks into more manageable segments and a backup plan (read as buffer time whatever little possible) in the schedule. Governance that clearly shows RAG status on the Reports Having that colleague or friend at work from Project background, just for motivating each other or feel good by thinking the big picture and impact of the project success

Procrastination almost always originates from having incomplete information to make a decision. And being uncertain on the outcome of that decision creates fear. Look at what causes fear in the organisation, and stamp it out. It will reduce procrastination and have other positive impact.

Incorporating a 'Root Cause Analysis' methodology into your risk management strategy can provide a structured way to dig deeper into the origins of procrastination. Techniques like the 'Five Whys' help to peel back the layers, revealing not just the symptoms but the core issues affecting performance. The actionable insights gained can then be translated into specific risk mitigation strategies, increasing both personal and project resilience. By systematising the approach to identifying root causes, you lend rigor and objectivity to what might otherwise be an emotional or subjective evaluation.

In my experience as a project manager, procrastination can be a common issue among team members. To tackle this, identifying the root causes is crucial. For instance, in a recent project, I noticed a team member consistently putting off a specific task. Through discussions, it became clear that they felt overwhelmed by the complexity of the task. By breaking it down into smaller, manageable steps and providing additional support, the team member overcame their procrastination. Identifying the root cause allowed us to find a targeted solution that improved productivity and reduced procrastination-related delays.

I’ve found that one of the root causes of procrastination is “not understanding the expectations”. Sometimes these projects are so huge and have diverse drivers that it can cause mental blocks. Understanding the outcome and expectations is imperative, AND comprehending (on huge projects) the diverse teams that are required from the onset (initial stages), creates comfort that all required “hands are on deck”. Which then leads to appropriate allocation of responsibilities and reasonable timelines. Business should also consider that tight timeline come with some level or quality compromise. It’s important to ensure that the right time is allowed to execute these projects, ensuring quality.

Break it down - especially when you're working in small companies or start-ups in general the workload might be a bit challenging. Make a priority for yourself and share it with the team and management, if your priority doesn't align with theirs make sure that you vocalize it clearly that if you do not finish your priority it will be left until other work is finished. Don't be scared to ask for help, even if it's just to confirm that the work you're doing is correct. The worst mistake you'll learn to make it to not double-check your results. Ask for feedback about specific work finalized, this will allow you to grow and understand if the results are of the quality that everybody expects it to be.

SMART goals are a bit like a compass for a traveler navigating unfamiliar terrains. They provide direction, clarity, and purpose. Instead of wandering aimlessly, which often leads to delays and procrastination, one becomes laser-focused on the destination. When objectives are vague, it's easy to fall into the trap of 'I'll do it later'. But with precision in planning, there's little room for ambiguity. Consider the difference between 'finishing a task' and 'completing three key steps by Friday'. The latter has urgency, clarity, and motivation woven into it. It's about not just setting sights on the horizon, but marking every milestone on the way.

SMART goals are specific, measurable, achievable, relevant, and time-bound. When you set SMART goals, you are more likely to stay motivated and focused. For example, instead of saying "I will work on the risk assessment", you could say "I will complete the risk identification section of the risk assessment by the end of the day today".

The best trick that I learned from a very seasoned professional, especially if you're in an operational function is: "Do not open your email, slack, phone, skype, WhatsApp, or whatever media for the first 2 hours of the working day". The distractions will most likely delay your day-to-day tasks and overtime it will delay all your work, including side projects, deadlines, and other important goals. Schedule your day according to your energy level. If you're a morning person go ahead and be a beast in the morning, and if you're a night owl run into the night but make sure you never let your energy levels for the rest of the day/night be empty or it will work against you. Taking a break is OK! it's even healthy :)

The Pomodoro technique is a valuable tool for combating procrastination and enhancing productivity in risk management. By breaking work into 25-minute intervals followed by short breaks, it promotes focus and prevents distractions. This technique is especially useful when dealing with tight project deadlines. For example, when working on a risk assessment report, dedicating short, focused intervals to research, analysis, and writing allows for incremental progress. As you complete Pomodoros and take breaks, the report takes shape, making the project seem less daunting. This technique helps overcome procrastination by making tasks more manageable and is a valuable addition to risk management in time-sensitive situations.

The Pomodoro technique is a time management method that involves working in short bursts of 25 minutes, followed by 5-minute breaks. This can help you to avoid distractions and stay focused on the task at hand.

Rewarding yourself is an effective strategy to combat procrastination. These rewards can be as simple as indulging in a favorite snack, watching a movie, taking a short nap, or acknowledging your progress with self-appreciation. These incentives create a positive association with task completion, boosting motivation & fostering a sense of fulfillment. They serve as a reinforcement mechanism for productive behavior, increasing the likelihood of continued achievement. It's essential to maintain a balance between the reward and the effort invested & ensure that the rewards align with project objectives. For instance, celebrating the completion of a significant project milestone with a small treat can help maintain your motivation & focus.

When you complete a task, reward yourself with something that you enjoy. This will help you to stay motivated and make procrastination less appealing.

If you are struggling to avoid procrastination, talk to someone you trust. They can offer support and encouragement, and help you to stay on track.

Time is about perception. Make the time to gain alignment before going straight into a risk identification activity. I like to use the Golden Circle from Simon Sinek in these situations. Team members, leaders, and stakeholders have to agree and explain the How, What, and Why of risk management in your organization. An organization needs to know WHAT they do i.e., provide products and services ). Then, How their product and services stand out. Lastly, Why the organization achieves its purpose/mission. Time pressure can make shortcuts seem reasonable. Follow the steps of effective risk management no matter the time frame.

Create tasklists. This can be weekly or even daily. Even if they are small tasks. Each task should have a due date based on priority. This way you will see yourself making progress instead of focusing on what you have not done. It is also important to build in additional time. Estimate how long each milestone may take and consider holidays, vacations, sick days of not only your team, but any other teams involved.

To tackle procrastination in risk management, start by making a clear plan with deadlines. Focus on the big risks first, manage your time well, break tasks into smaller steps, and use tools like apps or software to stay organized.

Here are some additional tips for avoiding procrastination when managing tight project deadlines in risk management: Break down large tasks into smaller, more manageable tasks. Prioritize your tasks and focus on the most important ones first. Set realistic deadlines for yourself. Take breaks throughout the day to avoid burnout. Eliminate distractions from your work environment. If you find yourself procrastinating, take a step back and assess the situation. Why are you putting off the task? What can you do to make it more appealing? Once you have addressed the root cause, you can break down the task into smaller steps and start working on it.