Procrastination: Why we do it and how to stop

We've all been there—staring at the task in front of us, knowing we need to get started, yet somehow doing everything else but that task. Whether it's responding to non-urgent emails, checking notifications, or getting lost in a sea of distractions, procrastination can take a significant toll on our productivity and well-being.

So, why do we procrastinate, and how can we overcome it? Let’s dive into some of the science behind procrastination and explore practical strategies to stay focused.

 Why We Procrastinate?

At its core, procrastination is a brain mechanism. Our brains are wired to seek immediate rewards, which is why we often turn to quick, satisfying distractions, like checking social media or responding to that non-urgent email. The dopamine hit we get from these tasks gives us a sense of instant gratification, making it harder to resist.

The problem with procrastination is that it often leaves us overwhelmed. Instead of tackling the important tasks, we push them off until they pile up, increasing stress and diminishing our sense of control. This is beacuase the brain’s prefrontal cortex, responsible for decision-making and self-control, struggles when faced with overwhelming tasks, leading us to delay.

While distractions and mental fatigue play a role, there are deeper psychological reasons we procrastinate:

Fear of Failure - The anxiety of not completing a task perfectly can cause us to avoid starting it altogether.

Perfectionism - Striving for perfection can lead to overthinking, making it difficult to start or complete tasks.

Lack of Motivation - When a task doesn’t feel meaningful or urgent, we’re more likely to put it off.

Decision Fatigue - Too many choices can paralyse us, leading to inaction

Recognising which of these factors resonates with you can help you understand your own patterns and find ways to push through them. For example, if you lack motivation for the task, you’ll need to find some purpose in the task itself. Or if you are struggling with decision fatigue, how can you simplify and remove tasks that aren’t important right now.

 My Battle with the Dopamine Hit

I definitely used to be a slave to the dopamine hit and I acknowledge that as a highly driven person, I wanted every task to be delivered perfectly and that really did make those big tasks seem unsurmountable.

Whenever an email notification or Teams chat popped up, I would get distracted and put off the task that really needed my attention. I'd respond or at least glance at the message, and before I knew it, I was juggling multiple tasks, many of which didn’t need immediate action. This constant shifting between tasks increased my sense of overwhelm, sometimes adding even more to my to-do list without completing what was already there. 

Having learned about the science behind distraction and the need to minimise interruptions, I decided to take control. I turned off all notifications and started checking my emails only three times a day. I developed a system—if a task could be done in less than five minutes, I'd tackle it immediately. Anything longer got flagged and added to my to-do list. I also learned to schedule my more challenging tasks for times when my energy was highest, usually late morning or early evening.

A big breakthrough for me was using a 20-minute commitment to get started. I’d tell myself, "Just do 20 minutes." Most of the time, once I started, I was able to continue much longer and get the task done. I also added a new mantra – ‘In most cases, 90% is good enough’. This simple strategy transformed my approach to bigger projects.

Multi-Tasking is Out – Focus is In!

When we focus on one task at a time, we enter a state called “deep work.” This allows us to work at our highest level of cognitive ability, free from distractions. In contrast, multitasking—often hailed as a productivity booster—is actually a myth. Studies show that switching between tasks reduces efficiency and performance, as our brains aren't wired to handle multiple high-level cognitive activities at once. Every time we shift focus or get interrupted, it can take as long as 25 minutes to fully refocus on the original task. This constant task-switching causes cognitive fatigue, decreases our ability to concentrate, and can even lower the quality of our work. That's why minimising distractions and committing to a single task at a time is essential for true productivity and creativity

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“That all sounds great Jo but what tips do you have to stop me procrastinating?”

Now that we understand why procrastination happens, here are some practical tips to help you stay focused: 

- The 90-20 Rule: Research suggests that our brain can only concentrate for about 90 minutes at a time before it needs a break. Try working in focused 90-minute intervals, followed by a 20-minute break to recharge.

- Set Clear Priorities: Break large tasks into smaller, manageable steps. Instead of feeling overwhelmed by the whole project, focus on the next actionable step.

- Limit Distractions: Turn off unnecessary notifications. Limit the number of times you check emails or messages during the day.

- Commit to Just 20 Minutes: Struggling to start a big task? Commit to just 20 minutes of focused work. Once you’ve started, momentum often takes over. 

- Reward Yourself: Reward your progress. Whether it’s a short break, a walk, or something else you enjoy, giving yourself rewards for completing tasks can help maintain motivation.

 In a world that constantly demands our attention, the ability to focus is a superpower. By minimising distractions, understanding the science of deep work, and using strategies like the 90-20 rule, you can reclaim control over your focus and productivity.

The next time you feel the pull of procrastination, remember—it’s all about starting. Once you’re in motion, staying focused becomes much easier.