Psychology of procrastination & how to help your employees overcome it

Did you know that 88% of workers procrastinate for at least an entire hour every day? The psychology of procrastination manifests as scrolling through social media, watching videos, or tackling less important tasks, rather than focusing on their priorities. 

When procrastination takes hold of one or more team members, they can face missed deadlines, lower work quality, and a sense of disengagement. That’s why managers must understand the psychology behind procrastination and take proactive steps to help their employees overcome this negative cycle. In this article, we’ll discuss the science behind the psychology of procrastination and how to overcome it with practical tips.

What is psychology of procrastination and what causes it?

Procrastination affects employees across all levels and industries. You may think it’s a trivial problem, but this productivity-killing habit can severely hinder both individual and organizational success. The impact is massive—procrastination costs the U.S. economy an estimated $70 billion per year.

Psychology of procrastination is a complex phenomenon with multiple underlying causes. If we want to get to the bottom of this issue and help our team overcome procrastination, we first need to understand the different factors that are causing them to put off those important tasks.

Temporal motivation theory

One of the most well-known procrastination theories is the temporal motivation theory (TMT), proposed by Piers Steel. It suggests that our motivation to complete a task is influenced by how much we value the task and how long we have until the deadline. In other words, employees are more likely to tackle tasks that offer quick rewards while delaying tasks with distant or non-tangible benefits. This can be particularly challenging when dealing with complex, cross-functional projects that require sustained effort over an extended period.

Self-determination theory

Another important concept is the self-determination theory (SDT). According to SDT, our motivation is driven by three basic human needs: autonomy (the desire to have control over what we do), competence (the need to feel capable and effective in our work), and relatedness (the need to feel connected to others). When these needs aren’t met at work, employees may feel less engaged and more likely to procrastinate. This means that factors such as micromanagement, lack of necessary skills or resources, and poor team dynamics can all contribute to the psychology of procrastination.

Emotion regulation theory

According to this theory, people often put off tasks as a way to deal with negative feelings. By avoiding the task, they get a temporary sense of relief, but this usually backfires in the long run, leading to even more stress and anxiety. It’s a vicious cycle – the more someone procrastinates, the worse they feel about the task, making it even harder to finally get started.

The 4 most common triggers of employee procrastination

If you want to spot productivity problems early on, you need to keep a close eye on your team for signs of procrastination. Here are the main procrastination triggers to watch out for:

1. Task aversion: When employees find a task boring, unpleasant, or lacking in personal meaning, they are more likely to put it off in favor of more engaging tasks.
2. Fear of failure: Employees who are perfectionists or have low self-esteem may delay starting a task due to a fear of not meeting their own high standards or the expectations of others. This fear can be paralyzing, leading to a cycle of avoidance.
3. Lack of structure or guidance: When expectations or project requirements are unclear, employees may struggle to know where to begin, leading to procrastination. Without clear milestones or deadlines, motivation and momentum can disappear.
4. Burnout: When employees are overloaded repeatedly with too many tasks or responsibilities, they may use procrastination as a coping mechanism.

The negative impact of procrastination on productivity and well-being

The consequences of chronic procrastination go beyond a couple of missed deadlines here and there or a badly delivered project once in a while. When we let the psychology of procrastination grow within our team, it can hurt both individual employees and the entire company.

At the individual level, employees who regularly procrastinate are typically working under intense pressure, rushing to complete tasks at the last minute. This can lead to decreased work quality, as the employee doesn’t have enough time to plan and revise their work. Over time, this pattern of low performance can damage the employee’s reputation and hinder their professional growth.

But it doesn’t stop there. Procrastination can also have a negative impact on the whole team. When one person is always behind, it can become a blocker for everyone else’s work and lead to bottlenecks. Plus, when procrastination becomes the norm, it can create a culture of mediocrity that’s hard to shake once spread throughout a company. It can also become challenging to attract and retain talent.

The constant stress and anxiety that comes with procrastination can really take a toll on our team members’ well-being. And it’s not just their mental health that suffers. All that stress can lead to physical problems too, like trouble sleeping, stomach issues, or getting sick more often. 

Procrastination can also strain interpersonal relationships within the team. When an employee consistently misses the mark, it can create a ripple effect, delaying the work of their team members and causing resentment. This can erode trust within teams, leading to a hostile work environment.

Real-life examples of the negative impact of procrastination can be found in many workplaces. Consider the sales rep who is so stressed that he or she puts off making cold calls or following up with leads, resulting in missed sales targets and lost revenue for the company. Or the software developer who delays testing and debugging their code, leading to last-minute emergencies and delayed product launches. This goes to show that leaders shouldn’t look at procrastination as a minor issue but take it seriously and learn to recognize the psychology of procrastination and know how to overcome it.

Practical strategies for overcoming procrastination

Decades of research in psychology have identified numerous practices that can help employees break the cycle of procrastination. Managers should first become familiar with these strategies, and then push their implementation within their teams.

Breaking large tasks into smaller steps

One of the most effective techniques for overcoming the psychology of procrastination is known as “chunking.” This practice of breaking large, daunting tasks into more manageable steps can give your employees a sense of progress and accomplishment as they complete each step, reducing the temptation to put tasks on hold and avoiding feeling overwhelmed by their workload.

Cognitive reframing

The psychology of procrastination is often triggered by negative thought patterns. Leaders who recognize this can help their employees develop a more balanced and positive perspective instead. You can also encourage your employees to practice self-compassion and to talk to themselves in a supportive manner. Adopting this mindset can allow your team to build resilience and maintain motivation when facing stressful moments.

Setting up a system of rewards and accountability

Creating external motivators and support structures will empower your employees to stay focused and committed, even when their intrinsic motivation is low. As an example, an employee might promise themselves a small reward, such as a favorite snack or a brief walk outside, after completing a certain amount of tasks. Or they might enlist a colleague or mentor to provide encouragement and guidance when needed. 

Reinforcing the importance of self-care and stress management 

Remember: when employees are well-rested, emotionally balanced, and engaged in fulfilling activities outside of work, they are better equipped to handle the demands of their jobs. Of course, you as the manager have no way of ensuring that everyone in your team keeps a balanced, healthy lifestyle, but you can encourage your team to prioritize sleep, exercise, healthy eating, and leisure time needed to maintain productivity over the long term.

Decoding the psychology of procrastination

While procrastination is a complex issue, managers can empower their teams to overcome it. The strategies in this article provide a roadmap, but for added accountability, consider using a time tracking tool like DeskTime. 

In addition to helping maintain work-life balance and avoiding overworking, DeskTime can help managers visualize team productivity and identify areas where procrastination might be lurking. DeskTime empowers teams to take ownership of their time, ultimately creating a more focused and successful work environment.

This is a guest post by Sofía Toyos. Sofía is a Growth Content Editor at Jamie AI. With expertise in copywriting, SEO optimization, and content strategy, she previously grew an AI newsletter to 30k subscribers in under seven months. She focuses on creating engaging content that enhances productivity and promotes better collaboration across teams.