Mastering Procrastination: A Roadmap for Founders and Small Business Owners

In this issue, the third of six in a series of time mastery (if you missed the first issue, go grab it here ), I'm focusing on mastering procrastination. My intent with each of these deeper dives into time mastery is to expand the guide of symptoms and supply strategies to reduce or manage each time waster.?

Procrastination is a productivity killer that every business owner faces at some point. It's that nagging tendency to put off important tasks in favor of easier, more enjoyable activities. But procrastination isn't just a bad habit; it's a complex behavior often rooted in deeper psychological factors like fear of failure, perfectionism, or even decision paralysis. Understanding and overcoming procrastination can be a game-changer for your business. Let's delve into what procrastination is, where it stems from, and how to conquer it to ensure your business thrives.

Understanding Procrastination

Procrastination is the act of delaying or postponing tasks. It's not just about poor time management; it's often a coping mechanism to avoid stress, discomfort, or fear associated with the task at hand. For founders and business owners, this can manifest as avoiding critical decisions, delaying strategic planning, or putting off mundane but necessary administrative tasks.

Common Causes of Procrastination

• Fear of Failure: The fear that you won't succeed can lead to avoiding tasks altogether.
• Perfectionism: Waiting for the "perfect" moment or the "perfect" outcome can cause delays.
• Overwhelm: Large, complex projects can seem insurmountable, leading to avoidance.
• Lack of Motivation: If a task doesn't seem urgent or rewarding, it's easy to push it aside.
• Decision Paralysis: Too many choices or lack of clarity can prevent you from taking action.

When I opened my business full-time 10 years ago, I was experiencing overwhelm and decision paralysis to the extent that I began working 14 and 16 hour days six days a week.? I felt that I couldn’t allow any one ball to drop and, because running a remote business was new to me, I continually second-guessed myself, confused by all the choices of systems and programs.

I took a week to step aside from the business and do a deep dive into aligning my goals with where I currently was, to ensure I was headed in the direction of what I really wanted.? I began working with a coach to determine where the overwhelm stemmed from and put many tools in place, starting with putting boundaries around my working hours.? The last step I took in the process was to let go of the many distractions and tools I was trying to piece together and started with a simple framework that grew as my business grew.? I also hired a virtual assistant to help me with the tasks that weren’t centered on clients or growth strategies.??

When I say, “been there, done that”, I mean it.? That’s why I’m so passionate about helping others to do the same.? I remember it was much more difficult even 10 years ago to find the right things to focus on and the accountability partners to help me through rough patches.? However, once I found them, all those tools made such a difference and I felt like a huge weight was lifted off my shoulders.

Strategies to Overcome Procrastination

To effectively combat procrastination, you need a blend of self-awareness, strategic planning, and disciplined execution. Here are some actionable strategies that will help you:

1. Break Tasks into Smaller Steps

Large projects can feel overwhelming and paralyze your ability to start. Breaking them down into smaller, more manageable steps makes them less daunting and provides a sense of accomplishment as you complete each one. This approach also highlights how each step brings you closer to completing the larger project and achieving your overarching goals.

• Action Tip: Use a project management tool to outline the main project and its sub-tasks. Each time you complete a sub-task, check it off to visualize your progress.? Go one step further and take a look at all that you have accomplished each Friday — I think you’ll be amazed at how effective this is.

2. Prioritize Tasks

Not all tasks are created equal. Some have a higher impact on your business than others. Understanding your priorities ensures that you're working on what truly matters.

• Action Tip: Develop a clear understanding of task priorities using the Eisenhower Matrix, which categorizes tasks into four quadrants based on urgency and importance. Focus on high-priority tasks first.? Take the lower priority tasks and delegate as many of them as possible.

3. Set Realistic Deadlines

Deadlines create a sense of urgency and help overcome the tendency to delay important work. However, unrealistic deadlines can lead to burnout and increased stress, so it's crucial to set achievable timelines.

• Action Tip: Break down your projects into smaller tasks and assign deadlines to each one. You might want to consider using time-tracking tools to monitor your progress and adjust as needed.? This was super helpful to me in the beginning until I had a better idea of how much time each type of project would take.

4. Utilize Time-Blocking Techniques

Time-blocking involves scheduling specific blocks of time for different tasks throughout your day. This technique helps maintain focus and provides a structured approach to your daily activities, reducing the chances of procrastination.

• Action Tip: Create a daily schedule that includes dedicated time blocks for specific tasks. For example, allocate the first hour of your workday to high-priority tasks and set aside time later for meetings or less critical activities.? An additional pro-tip here would be to take one day a week and set it aside for business building activities that you’ve deemed high priority.??

5. Practice Self-Compassion

Procrastination can lead to a cycle of guilt and self-criticism. Practicing self-compassion can break this cycle and improve your motivation and productivity.

• Action Tip: Acknowledge that procrastination is a common challenge and avoid harsh self-judgment. Celebrate small victories and learn from setbacks without dwelling on them.??

6. Remove Distractions

Identify and eliminate distractions that lead to procrastination. This could be anything from excessive social media use to an untidy workspace.

• Action Tip: Designate specific times for checking emails and social media. Create a clean, organized workspace that promotes focus and efficiency.??

7. Use Accountability Partners

Having someone to hold you accountable can significantly boost your productivity. This could be a business partner, a mentor, or even a friend who checks in on your progress.

• Action Tip: Set up regular check-ins with your accountability partner to discuss your goals, progress, and challenges. Knowing that someone else is tracking your progress can motivate you to stay on track.

8. Seek Professional Help

If procrastination is severely impacting your business, consider seeking help from a coach or therapist. They can provide you with tools and strategies tailored to your specific needs.

• Action Tip: Look for coaches or therapists who specialize in productivity and time management. Investing in professional help can lead to significant long-term benefits for your business.??

Flourishing Beyond Procrastination

Overcoming procrastination is not about eradicating it completely—it's about managing it effectively. As a business owner, your time is one of your most valuable assets. By understanding the roots of procrastination and implementing these strategies, you can enhance your productivity, make better decisions, and drive your business toward sustained growth and success.

Remember, progress is a journey, not a destination. Embrace each step forward, learn from setbacks, and keep pushing towards your goals. Your future self—and your thriving business—will thank you.

Whenever you're ready, you'll find 3 ways I can help:

1. Business Deep Dive Breakthrough - Book a one-time strategy session to identify the area(s) that are presently holding you back along with a roadmap to help you reach your ultimate goals.
2. Business Coaching - Ready to break down your operational challenges into manageable and achievable goals? I'd love to guide you.
3. Fractional Integrator - If you're ready to grow the business of your dreams but first you need someone to put your creative ideas into action, your overwhelm into check, build a road map to reaching your goals, along with structure, tools, and accountability, it's time for us to chat about setting your business up for long-term success.