Avoiding Productivity Traps: Understanding the Causes and Strategies for Overcoming Them

Delaying decisions or actions without reason is known as procrastination. Take the scenario where an individual consistently puts off working on a task until the very last minute, even though they had every intention of starting earlier. This behavior is commonly known as procrastination.

A procrastination cycle is a recurring pattern of behavior that individuals often find themselves in when they unnecessarily delay tasks. This cycle becomes particularly problematic when procrastinating for a specific reason increases the likelihood of procrastinating for the same reason in the future.

Take, for instance, the occurrence of a cycle of procrastination. It often arises when individuals experience apprehension about their competence in completing a specific task. Consequently, they delay working on it, resulting in poor performance. This, in turn, amplifies their concerns about their ability to tackle similar tasks, further reinforcing the likelihood of future procrastination for the same underlying reason.

Understanding procrastination cycles is crucial, as they can pose significant challenges. In the following article, you will discover more about various types of procrastination cycles, gain insight into their causes, and explore effective strategies for breaking these cycles.

Illustrations and varieties of cycles of procrastination

There are various types of procrastination cycles, each with its own unique causes.

An important type of cycle is the cycle of procrastination related to regulating emotions. It can, for example, happen when someone is fearful of performing poorly on a task, leading them to postpone getting started. This, in turn, results in poor performance, further intensifying their fear of failure in similar tasks. Consequently, the likelihood of procrastinating on similar tasks in the future increases due to the same underlying reason. In a similar vein, this kind of cycle can arise when individuals delay tackling a task, leading to the experience of negative emotions such as shame or guilt. These emotions, in turn, increase the likelihood of further procrastination. This can happen because individuals fear that engaging with the task will only amplify their feelings of wasted time or because they feel so overwhelmed that they struggle to concentrate on their work.

Emotion-regulation procrastination cycles can be influenced by various factors, including depression, anxiety, stress, fear of failure or negative evaluation, perfectionism, pessimism, self-doubt, self-criticism, self-blame, low self-compassion, and task aversion. These cycles often also involve inaction inertia, a phenomenon where skipping an initial opportunity to take action decreases the likelihood of taking action under similar future opportunities. This can occur when we want to avoid feeling regret due to engaging with something that serves as an unpleasant reminder of previously missed chances.

Here are some additional examples of cycles that can lead to procrastination:

• Lack of confidence and self-belief leads to a cycle of procrastination. For instance, this kind of cycle can happen when someone lacks confidence in their ability to avoid procrastination on a task, causing them to not even attempt to do so. As a result, they end up procrastinating, which further diminishes their confidence in their ability to avoid procrastination in the future. This creates a self-fulfilling prophecy.
• Endless cycles of fatigue and delay. For instance, this kind of cycle can happen when someone becomes tired from overworking, resulting in them delaying important tasks. This then forces them to work diligently on those tasks to complete them within a tight deadline, which in turn keeps them exhausted and increases the likelihood of procrastination for the same reason in the future.
• Endless cycles of delaying sleep. For instance, this kind of cycle can happen when someone consistently delays going to bed, leading to them falling asleep later than planned. This disruption to their sleep schedule then further perpetuates their tendency to procrastinate on sleep in the future.
• The never-ending loop of online distractions. For instance, this kind of cycle can happen when individuals delay completing a task by engaging in online activities, leading to negative emotions about the task. Consequently, they continue to procrastinate online as a means of avoiding the task, which perpetuates their negative feelings, and the cycle continues. This type of cycle can also involve other mechanisms, like linking a cue (e.g., feeling frustrated) with a response of procrastination (e.g., checking social media). This leads to a pattern where people tend to procrastinate whenever they come across the cue, reinforcing their response and making it more likely for them to procrastinate in the future.

These cycles can be intricate and encompass a variety of factors. As an example, here is a comprehensive explanation of what a cycle like this could entail within the academic setting:

“… it is possible that, once enrolled in statistics and research methodology courses, high procrastinators experience extreme elevations in statistics anxiety, because these classes threaten their self-esteem… levels of hope… and the like, which result from the perception that these courses are too difficult, as well as from an attitude that statistics is not relevant for them… Individuals who experience increases in levels of statistics anxiety are more likely to postpone undertaking statistical activities and assignments (e.g. writing term papers, studying for examinations, and keeping up with the weekly readings) due to task aversiveness.

Subsequent difficulties in understanding the course material may lead to them being anxious about asking for help from either their instructors or their peers, for fear of revealing their procrastinatory tendencies and other inadequacies. This increase in statistics anxiety associated with fear of asking for help and fear of the instructor may be accompanied by test and class anxiety and interpretation anxiety stemming from fear of failure-based procrastination.

These aspects may lead to further procrastination about studying for examinations and writing term papers, which, in turn, intensifies levels of statistics anxiety. In any case, this cycle of procrastination and statistics anxiety is likely to continue until levels of both are maximized.”

From “Academic procrastination and statistics anxiety” (Onwuegbuzie, 2004)

Furthermore, individuals may experience multiple cycles of procrastination simultaneously, and these cycles can mutually intensify, amplifying the negative spiral associated with them. For instance, an individual may experience anxiety and exhaustion procrastination cycles at the same time. The anxiety they feel could contribute to their mental exhaustion, while their exhaustion could also increase their susceptibility to anxiety.

Finally, here is an example of a different type of cycle that many people go through when they delay tasks, regardless of whether or not the cycle perpetuates the original issue:

1. “I’ll start early this time.” At this stage, the procrastinator is hopeful, since there is the possibility that they’ll manage to start working without delay.
2. “I’ve got to start soon.” At this stage, the time for starting early has passed, and the procrastinator is starting to become less hopeful that this time they’ll manage to finish their work without procrastinating too much, though there’s still plenty of time until the deadline.
3. “What if I don’t start?” At this stage, there’s no longer the possibility of getting started on time, and optimism is being replaced by pessimism, as the procrastinator is worried about the negative consequences of their delay. The procrastinator may be dominated by thoughts such as “I should have started sooner”, “I’m doing everything but what I should be doing”, “I can’t enjoy anything”, and “I hope no one finds out”.
4. “There’s still time.” At this stage, even though the procrastinator may feel guilty and ashamed, they continue to hold on to the hope that they’ll somehow manage to get started on their work.
5. “There’s something wrong with me.” At this stage, the procrastinator is desperate when it comes to the task at hand, and experiences many negative emotions with regard to their personal inability to get started on time.
6. The final choice: to do or not to do. At this stage, the procrastinator decides whether to abandon the task or to finally get started. If they choose to abandon the task, they may be dominated by thoughts such as “I can’t stand this!” or “why bother?”. Conversely, if the procrastinator chooses to keep going, they may think things such as “I can’t wait any longer” or “just get it done!”. Furthermore, once they get started they may think things such as “This isn’t so bad, so why didn’t I start sooner?”.
7. “I’ll never procrastinate again!” Once the project is either fully abandoned or completed, the procrastinator usually feels a mix of emotions such as relief and shame. Because the process was unpleasant, they promise themselves that next time will be different—they’ll start early, stay on schedule, be in charge, and so on. However, in spite of these intentions, and in spite of any hopes and optimism that the procrastinator may have, they often find themselves repeating the same cycle again and again.

— A common cycle of procrastination, based on its description in the book “Procrastination: Why You Do It, What to Do About It Now“

Phases of procrastination cycles

When it comes to the never-ending cycle of procrastination, individuals typically experience two main stages:

1. The problem at hand. At this stage, individuals who tend to delay tasks often experience feelings of anxiety, fear of not succeeding, or exhaustion, which can contribute to their tendency to procrastinate.
2. Stage of delaying action. At this stage, individuals who tend to delay decisions or actions may find themselves caught in a cycle of repeating the same issue.

It is possible for individuals to experience both stages at the same time, where they may be dealing with the underlying problem while also engaging in procrastination. Therefore, it is important to understand that these stages, in relation to cycles of delay, are interconnected. The root problem that individuals face contributes to their tendency to procrastinate, and this procrastination, in turn, continues or worsens the original issue.

These cycles often involve a self-reinforcing loop, where the initial issue that causes people to delay tasks also amplifies their future struggles with the same issues. In addition, individuals may experience various challenges that contribute to procrastination, and occasionally, one initial challenge can result in multiple ones (for instance, an initial fear of failure may lead to anxiety, which subsequently leads to exhaustion).

However, it’s important to understand that delaying action because of a specific problem won’t necessarily create a pattern of procrastination, as long as the increased delay doesn’t make the original problem worse or continue it.

Furthermore, procrastination cycles can also encompass various other steps. Interestingly, there are several stages in a typical cycle of procrastination that individuals often experience. This cycle can sometimes perpetuate the original issue that caused the procrastination:

1. Purpose. At this stage, individuals are eager to begin their work ahead of time and have a positive outlook on their capabilities.
2. Issue: At this stage, individuals may have a desire to begin but often find themselves unnecessarily putting it off (i.e., procrastinating). For instance, at this stage, individuals may find themselves in front of their computer, fully prepared to begin writing a paper. However, they often find themselves succumbing to brief moments of procrastination, spending a few minutes browsing social media instead. This stage can sometimes bring about a range of challenging emotions, such as frustration and a sense of disappointment.
3. Accomplishment. At this stage, the task becomes more challenging, and the looming deadline forces individuals to make a choice between giving up or pushing through to complete their work. If they choose to abandon their efforts, they may try to justify it by downplaying the significance of the task at hand. On the other hand, if individuals are able to successfully complete their tasks, they may experience different reactions, such as feeling overwhelmed by the approaching deadline or achieving a state of calm and concentration.
4. Consequences. This phase occurs once individuals have either completely surrendered or completed the task they were delaying and are now facing the consequences of their procrastination and actions. They may experience a range of emotions, including a sense of relief from no longer having to handle the task and a feeling of guilt for having procrastinated for an extended period of time. They might also convince themselves that things will be different next time, although they often won’t alter their strategy for avoiding procrastination and may instead assume that they’ll simply be able to depend on their self-control next time, even though that didn’t work this time.

It’s important to keep in mind that individuals may not progress through these stages in a linear fashion when they delay tasks. For instance, when there are no specific deadlines to meet, individuals might find themselves indefinitely trapped in the problem stage. Similarly, in certain situations, individuals may find success in completing tasks under time pressure. However, this can lead to a lack of motivation to start early in the future, despite the potential for better results by avoiding procrastination.

Steps to conquer procrastination

When trying to overcome procrastination, individuals may experience a progression of phases, as outlined in the Stages of Change Model. This model, which outlines the stages of overcoming self-destructive behaviors, includes the following steps:

• During the precontemplation stage, individuals may be unaware of the issue or have no immediate plans to address it.
• Reflection is when individuals acknowledge an issue and have the desire to address it, yet their plans remain uncertain due to a lack of clarity on the specific actions they will take.
• Preparation is crucial when one is ready to embark on a specific course of action to address their issue.
• Take action and start implementing your planned course of action.
• Continued effort is necessary to prevent a return to the previous behavior, even after the initial issue has been resolved.

People who struggle with chronic procrastination often find themselves getting stuck in the initial stages of a task. This can happen when they go back and forth between thinking about starting, considering their options, and getting ready to take action. However, individuals who tend to delay tasks can still achieve the maintenance stage and consistently stay there. In addition, certain individuals who tend to delay tasks may eventually reach a point where the behavior they were trying to avoid is completely eradicated, making it highly unlikely for them to revert back to their old habits.

It is worth noting that these stages should be seen as a basic, simplified explanation of the process individuals go through. It is important to remember that these stages are not always separate from one another.

Strategies for overcoming the cycle of procrastination

To overcome a cycle of procrastination, it is important to identify the underlying causes and apply effective techniques to combat it. For instance, if you’re struggling with feeling overwhelmed by tasks and it’s causing anxiety, there are techniques you can use to improve your confidence in handling them. One approach is to break the tasks down into smaller, more manageable steps and commit to starting with a small first step.

Here are a few effective techniques to help you overcome procrastination.

Enhance your planning:

• Establish clear objectives. For instance, rather than having a general objective like “work on this paper next week,”  establish a specific goal like “starting Monday next week, dedicating two hours every day from 9:00 to 11:00 to work on this paper, and aiming to have a draft ready for feedback by Friday.”.
• Divide your work into smaller, more manageable tasks. As an illustration, if you have to write a paper, you can divide it into tasks like selecting a subject, creating an outline, and locating five pertinent sources. When undertaking this task, there’s no need to tackle all the necessary steps at once. Instead, begin with just the initial few steps and gradually incorporate additional ones as you make headway. This approach helps prevent feeling overwhelmed and getting stuck.
• Establishing milestones and timeframes can help guide your progress. As an illustration, in a substantial project that has a single significant deadline at the conclusion, establishing extra interim deadlines for yourself can assist in proactive planning and foster a sense of motivation to achieve progress.
• Discover and understand your patterns of productivity. The time of day is one factor that can affect how well people perform on particular tasks. For instance, it might be advantageous to concentrate on difficult tasks in the morning when emails and other small work-related tasks haven’t yet distracted you. It’s important to consider your productivity cycles when organizing your work schedule. By capitalizing on your peak performance times and avoiding tasks that you tend to procrastinate on, you can optimize your productivity.

Enhance your surroundings.

• Optimize your surroundings to enhance your productivity. For instance, if you find it difficult to focus when there are loud background noises, try going to a quiet place or using noise-canceling headphones when needed.
• Optimize your surroundings to facilitate a smooth initiation. For instance, if you are aware of an upcoming crucial phone call that demands extensive preparation, it would be wise to gather all the necessary materials before leaving the office. This way, when the time comes, all you have to do is dial the number without any additional hassle.
• Alter your surroundings to create a more conducive environment for avoiding procrastination. For instance, if you often find yourself delaying tasks due to excessive time spent on social media, consider utilizing browser extensions that restrict your access to certain websites.

Revamp your strategy.

• Begin with a small action. To enhance productivity, it can be beneficial to begin tasks by focusing on a small initial action. For instance, writing a single sentence or engaging in a brief 2-minute exercise can serve as a starting point. Granting yourself the freedom to stop after completing this step can provide motivation.
• Begin with the most favorable or unfavorable aspect initially. Different individuals have varying preferences when it comes to tackling their tasks. Some prefer to begin with the most enjoyable or easiest task of the day to kickstart their productivity, while others opt to tackle the most challenging task first in order to prevent any potential procrastination later on. Feel free to choose either approach if you discover that it suits your needs.
• Consider implementing a delay before engaging in procrastination. If you find it challenging to completely avoid procrastination, consider making a commitment to implementing a time delay before giving in to the temptation. As an illustration, this may entail waiting until you’ve completed a task before indulging in the temptation of opening another tab on a popular social media platform that you frequently use to avoid work.
• Utilize the Pomodoro technique. This requires a balance between designated periods of productivity and relaxation. As an example, you could work on your task for 25 minutes, take a 5-minute break, and then take a longer 30-minute break after finishing 4 work sets.

Boost your motivation:

• Enhance the satisfaction of your achievements. As an illustration, you can make your work more engaging by turning it into a game. Challenge yourself to complete your to-do list for consecutive days and treat yourself to a reward when you achieve a significant streak.
• Enhance the satisfaction you derive from your work. As an illustration, you have the option to enjoy your favorite music while you work.
• Imagine the person you aspire to become. For instance, imagine the satisfaction of completing a task, envision the rewards that come with making progress, or picture yourself dealing with the challenges of a missed deadline.
• Shift your focus towards your objectives rather than getting caught up in the details. For instance, if you have to tackle a task that you find uninteresting, shift your focus towards the objectives you have for accomplishing it.

Shift your perspective.

• Allow yourself the freedom to learn from errors. For instance, if you have been assigned to write a project proposal, it is important to acknowledge that your work may not be flawless, particularly in the initial draft.
• Identify your concerns and confront them head-on. For instance, if you find yourself delaying your work due to concerns about receiving negative feedback, it may be helpful to adopt a mindset that diminishes the importance of such feedback. Recognize that their opinions hold little significance in the grand scheme of things.
• Cultivate a sense of self-care and understanding. Practicing self-compassion can be beneficial for overcoming procrastination and managing related challenges like stress. The three components that should be developed include self-kindness, which entails being compassionate towards oneself; common humanity, which involves acknowledging that everyone faces challenges; and mindfulness, which involves accepting emotions without judgment.
• Build confidence in your abilities. Believing in your own abilities to take action and achieve your goals can be a powerful tool for overcoming procrastination. To enhance your effectiveness, consider exploring different approaches that can help you reach your objectives and reflecting on your capacity to implement those approaches with confidence.

Utilizing debiasing techniques like self-distancing can be beneficial in mitigating cognitive biases that contribute to the continuation of procrastination cycles. Two examples of such biases are the projection bias and the empathy gap. Additionally, it’s crucial to address the issue head-on and seek professional assistance if necessary if an underlying issue, such as sleep deprivation or depression, is influencing your tendency to procrastinate.

Furthermore, when breaking harmful cycles of procrastination, you can aim to establish beneficial cycles that result in favorable outcomes and decrease procrastination. For instance, by enhancing your belief in your abilities, it becomes easier to initiate your tasks, leading to a decreased tendency to procrastinate. This, in turn, boosts your self-confidence even more, resulting in a reduced likelihood of future procrastination.

Lastly, it’s important to remember that this method can be applied not just to overcome personal tendencies to procrastinate but also to assist others in overcoming their own procrastination habits. FYou can help someone overcome procrastination if you notice them struggling with an anxiety-driven cycle, for instance. Raise their awareness about the cycle, clarify the reasons behind their behavior, and support them in adopting effective techniques to combat procrastination. One such technique is breaking down big tasks into smaller, more manageable steps.

In order to overcome a pattern of delaying tasks, it is important to identify the underlying cause, such as anxiety, and then employ effective strategies to combat procrastination. These strategies may include taking small initial steps or allowing yourself to make mistakes. Furthermore, it is important to acknowledge and tackle any root causes of procrastination that cannot be resolved solely through anti-procrastination methods. These may include factors like insufficient sleep or feelings of depression. By addressing these underlying issues, it is possible to foster positive cycles, such as enhancing self-efficacy and minimizing procrastination.