It’s not trivial, although as a culture we don’t take it seriously as a problem. It represents a profound problem of self-regulation. And there may be more of it in the U.S. than in other countries because we are so nice; we don’t call people on their excuses (“my grandmother died last week”) even when we don’t believe them.

Years ago, not long out of school, I was laid off from a job. At first, this seemed like an opportunity for a short vacation. However, the late nights out and sleeping in until noon became comfortable. Looking for a new job got put off, as I was sure it would only take an interview or two and I’d be working again.

The bit of money I had in savings disappeared quickly. Now I was unemployed and broke.

You know what kind of motivation that gave me to get out and find a job? None! I started borrowing and mooching off friends and family. I pawned odds and ends to get more money and still didn’t look for work.

This went on for some time until I had to store my belongings with friends and impose on the hospitality of others. In the end I got a job, not because I had gone looking, but because someone who was hiring knew I needed work and offered me a job.

The cost of this behaviour was huge. I lost the respect of friends and family. In a couple of cases, I lost friends altogether. I was in debt and my credit rating was shot to pieces.

People tend –or pretend– to see procrastination as some humourous personal quirk (see my kid brother’s comment on the intro post) or merely as a time-management shortcoming that can be fixed in 6 easy steps. For most people, procrastination is merely putting off the odd onerous task: eat the frog and the rest comes easy.

For the chronic procrastinator, it’s not necessarily the size or complexity of the job that is the problem. It’s the emotional and psychological issues that drive procrastination. In my story, the real reasons behind my reluctance to find a job had to do with being afraid of the rejection in the job hunt and well as avoiding the changes that would come with a new job.

More to come.

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Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

Waiting can use up a portion of your time. Good time management puts waiting time to use.

Whether at the office, out and about, or at home, here are seven ways to make use of waiting time:

• Review your lists: Check your to-do lists, your shopping lists or other reminders; add, subtract or rearrange, as necessary.
• Review your calendar: If you’re waiting and can contact people, set-up, confirm or reschedule items on your calendar.
• Sort mail: E-mail, paper mail —whether at work or at home— can be organized while on the phone or watching T.V.
• Personal/professional development: Read an industry journal or a school assignment. Carry a media player and listen to speakers, trainers or podcasts.
• Use the phone: If you have access to a phone, use the time to make or return calls.
• Work on hobbies: Carry needlework with you. If you draw, carry a sketch book. Carry a digital camera and snap off a few pictures.
• Structured relaxing: It doesn’t have to be all about efficiency; read a book, solve a crossword puzzle, or play a game on your PDA.

We do a lot of waiting. We can’t get those minutes or hours back, but we can use the time to be productive. Make it a practice to carry your “tools” with you and you’ll find you never have to sit twiddling your thumbs while you wait.

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Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

I spent a lot of time poking around at various options for on-line note taking. I was looking for something that would allow me to quickly clip web content and dump it into a folder/category structure for later retrieval.

As it has evolved its features, Evernote is the tool best suited to my workstyle. With web-based, desktop-client and iPhone versions, Evernote makes it easy to clip and retrieve notes anywhere.

If Evernote is not to your style, here is a list of Fifty Ways to Take Notes, compiled by Brian Benzinger.

Quick Public Pages
Using a quick public page service, as I call it, is my favorite method of saving notes on the go. Some are simply a text field on a page that you fill and in click save, others allow you to record notes to a service directly through Instant Messaging with AIM, and some are full planners for creating well outlined documents.

• ShortText – Fill in your text, click save, and you’ve got yourself a permanent url to a text note. Includes private pages as well.
• YourDraft – Create and share content using a rich text editor (WYSIWYG) instantly without registration.
• Cl1p.net – The Internet Clipboard. Copy and paste between computers.
• Sabifoo – (Personal favorite) Simply use an Instant Message client (ie: AIM), message “sabifoo”, and your message is recorded online to a permanent link and RSS feed.
• Deusto – A new service for the creation of small web pages (digital books) in a simple and fast manner.
• Backpack – Organize to do lists, notes, images, photos and share.
• BareWiki – Build your own website and easily allow others to edit it.
• Infogami – Build good-looking, easily-editable web sites.
• Zoho Planner – An online organizer to Plan & Organize yourself.
• Change To Link – Easily create a page of information to bookmark or share with friends.
• PasteHere – Make pastes from screenshots of your desktop, code from your clipboard, or any other image/text. Pages last for 15 days unregistered user / 30 days registered user.

Basic Note Taking
Quick public pages aren’t really made for note-taking, although they work really well for it. Here are a few services and applications that are meant for note taking.

• Pianist – Simple memo manager helping you save your ideas.
• JotCloud – Jot down notes in a cloud of sticky notes online.
• Web Note – Quickly takes notes with an online post-it like interface.
• Performancing Firefox – Meant for blogging, although it has a section for saving notes and drafts that works rather well.
• Forty Internet Notebook – (Note: Service sadly may not be live much longer) Simple and categorized place for you to keep notes saved hierarchically.
• Backpack – Organize to do lists, notes, images, photos and share.
• JotSpot Live – JotSpot Live allows you, your colleagues or clients to take notes together on the same web page at the same time.
• TaskToy – More for to-do lists, but also features searchable notes and memos.
• Zoho Planner – An online organizer to Plan & Organize yourself.
• Campfire – Although meant for chatting, Campfire also works great for taking notes! Read this How-To.
• SyncNotes – “Your notes. Anywhere. Anyhow.”
• Yahoo! Notepad – Yahoo! Notepad is very simple, especially when using this handyNotepad Bookmarklet.
• Google Desktop Scratch Pad – Although Scratch Pad requires the Google Desktop software, I find myself using this little plugin all the time. Just type and it saves automatically.

Development
I’m a programmer and when I’ve got an idea on my mind for a script or code snippet, I want to get it down ASAP. I find that collaborative programming services, like Pastebin, or just a service that lets you save a script and share works perfectly. These are like quick public pages, but for programmers.

• Pastebin – Collaborate on debugging code snippets and receive permanent links to code snippets.
• TNX – “Simple web service for temporary text storage. A unique URL is generated, that can be easily pasted in a message, but is hard to guess.”
• TextSnippets – Public source code repository in that you can tag and categorize code. You may also set snippets as private.
• PasteHere – Make pastes from screenshots of your desktop, code from your clipboard, or any other image/text. Pages last for 15 days unregistered user / 30 days registered user.
• Nopaste – Pastebin with Syntax Highlighting for PHP Programming.

Online Documents
I found that there are times that simple text notes just don’t always fit my needs. There may be a note or part of a document that I need to save with text formatting, colors, and headings, but most note-taking services are text-only. In time, I started using services like Writeboard more and more because I can just down notes with it during a conference adding headings and lists making reading my notes a lot more organized. Makes sense, so I decided to make a list of a few.

• Writeboard – (I find I use this often because of Basecamp integration for work) Collaborative writing software online. Write, share, revise, compare. You can share by email invitation only.
• Writely – Writely allows you to edit documents online with whomever you choose, and then publish and blog them online.
• Rallypoint – (I use this for project notes often) Rallypoint combines the powerful features of your favorite desktop word processor with the collaborative abilities of a secure hosted wiki, giving you the best of both worlds.
• Zoho Writer – Online tool to create a document, edit in your way, and share with anyone.
• WideWord – Write and share documents easily, quickly and privately!
• YourDraft – Create and share content instantly without registration. The WYSIWYG editor allows fast and flexible drafting.
• gOffice Word Processing – gOffice has a nice Word Processor that I’ve only used once before, but worked well then.

Voice Recording
Don’t think your stuck with typing all your notes on a computer when it comes to note taking. Sometimes it’s just simpler to speak something out loud rather then writing and although the following services aren’t meant for taking notes specifically, they seem to work quite well. Sure, they are for emailing and podcasting, but that’s not stopping me!

• Evoca – Evoca is excellent for recording podcasts, but it also seems to work for notes as well because when you record, it simply saves it to a list in that you can listen to at any time. They are private until published.
• Odeo – For podcasting as well, but as does Evoca, Odeo’s podcast recorder also works well and saves your recordings as podcasts which you can easily listen to at any time. They are also private until published.
• Springdoo – Springdoo allows you to send voice email, as does Slawesome. When you make a recording with Springdoo, it will allow you to preview the recording and send the address to others. Simple bookmark the address or send it to yourself.
• Slawesome – Meant for emailing voice recordings, but I simply email myself and mark it in my email client as an important note in my memo folder. (Update: Voice recording does not appear to be working as of now, although the emails still send along with your note. It will save, but won’t play it seems.)

Start Pages
What better place to write notes then a start page that opens every time you open your web browser? As I mentioned the other day, I now have Netvibes as my homepage for my browser and I found that I use the Webnote module quite often. Most start pages include note functionality, but I’ll list a few favorites with note modules.

• Netvibes – My start page of choice which has a simple Webnote module with auto-saving and multi-color selection.
• PageFlakes – Personalized start page with notes and many “flakes” bringing the web to your fingertips.
• Protopage – A very neat start page allowing for notes and drag and drop containers for just about anything. Also allows for making multiple pages and setting pages public.
• Fold – Allows for adding of multiple Notepad Containers which you can drag and drop any where in your Fold Start Page.
• Google Personalized – Google’s Personalized start page works great for notes when using the Google Notes Module that saves your notes automatically.

Online Databases
Online database services can also be used for managing notes. I’ve made a system in Dabble DB and Zoho Creator for notes which I have made to my liking because I choose what is recorded. Any of the following will allow you to create your own database application for recording your notes.

• Dabble DB – (Private Beta) Dabble DB is the most powerful service of the bunch with large customization options and application flexibility. Can’t wait for it to go public so everyone can experience it’s power.
• TracksLife – “Your Friendly, Personal, Online Spread-abase.” Very simple system that works very well. Also allows for public tracks and rss feeds.
• Zoho Creator – Free online service to create and share web applications with just a few mouse clicks. Very customizable.
• FlexLists – Create your own online sharable lists with this database like service allowing for custom fields and values.
• Lazybase – Lazybase allows anyone to design, create and share a database of whatever they like.

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Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

However, dealing with crisis requires more effort, time and energy, often leading to increased stress and decreased productivity. There are three steps you can take to gain control over crisis situations.

1. Ask whether or not a problem is really a crisis or merely someone’s sense of urgency. If it’s not a crisis, stop dealing with it. Put it on a to-do list, with an appropriate priority and come back to it at the right time.
2. Plan. Get in the habit of asking, “What could go wrong here?” Take the answers and create contingency plans.
3. Buffer your schedule (#3). Don’t fill your calendar so full that you are unable to address a crisis. If something can go wrong, it will. Allow time to put it right.

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Posted in Productivity

There’s nothing like a major holiday, such as Christmas, to ratchet up the pressure on your schedule. Parties, concerts, shopping, visiting all add to an already full schedule. While you may find a couple of quiet days around the holiday, the rest of December can be quite stressful.

Don’t be afraid to ask for help:

• If you’re selected to plan the office Christmas party, put together a group to help you out.
• Get family members involved in shopping, decorating, baking, etc.
• Charitable organizations often run gift-wrapping services as a fund raiser. You can save some time and support a worthy cause by getting your gifts wrapped.

Holidays can add the expectation of the personal touch to all that happens. Don’t feel you have to do everything. Ask for help.

Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

There’s an urge to start with a comment about putting off this post, but the joke’s been done to death. Unfortunately, there is a lot of truth in the quip. Those of us who procrastination problems tend to put off virtually everything that isn’t entertaining or essential for survival.

Here are links to 10 articles that address dealing with procrastination. There’s overlap in the content, but if you’re like me, you need all the reinforcement you can get.

1. Overcoming procrastination – the causes, the forms and solutions.
2. Overcoming Procrastination: Getting Organized to Complete the Dissertation – five steps for dealing with procrastination on a big project.
3. Procrastination – Procrastination is only remotely related to time management, (procrastinators often know exactly what they should be doing, even if they cannot do it). From Cal Poly
4. Overcoming Procrastination In Your Home Business – why does it happen and what can we do about it?
5. Procrastination – on-line self-help book
6. Overcoming Procrastination and How to Start and Complete Any Project in Five Easy Steps
7. Ten Tips to Help You Overcome Procrastination – work through the tips one at a time.
8. Get Rid of the Guilt: Eight Steps to Overcoming Procrastination and Taking Back Your Life
9. Overcoming Procrastination Now – some exercises to help
10. Overcoming Procrastination – some tricks you can use to overcome procrastination.

Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

Time is money, the adage goes, and lots of money gets lost in being disorganization. Disorganization is so prevalent in the workplace that the Professional Organizers in Canada estimates a typical office worker wastes 150 hours a year – almost one month – searching for misplaced information. For someone earning $50,000 a year, that translates to a loss of $3,842 a year.

If a lack of organization has your head spinning, take possession of schedule and workspace with this guide eliminating to these six disorganization demons.

1. Manage paper effectively – Barbara Hemphill, author of The Paper Tiger, offers the FAT principle for paper burden: file it, act on it, or toss it. Once you’ve thrown away as much as possible, file everything else into an effective retrieval system or a hard-paper filing system.Sort your files into the following groups according to how often you need them:
   1. Action Files: store in a desk drawer, desk-top file box or anywhere else that’s easy to reach.
   2. Reference Files: store in a convenient location close to your desk.
   3. Archive Files: store in a filing cabinet or an off-site location.
2. Make meetings effective – Managers can spend an average of 17 hours a week in meetings, and that doesn’t include preparation and follow-up time. If you’re holding a meeting, draw up an agenda and circulate it to the staff attending beforehand. Set time limits for each topic, then stick to them.Other time-saving tricks:
   1. schedule the meeting when people are inclined to be brief: before lunch or the end of the day.
   2. invite as few people as possible to limit discussion.
3. Manage drop-in visitors – Reduce “people clutter” by placing in/out trays outside your space to avoid being disturbed by staff. Keep the office door closed. If you have an open-door policy, place your back to the entrance, or face away from your cubicle entry to indicate your unavailability. If staff still insist on speaking with you, stand immediately and walk toward your visitor and cordially ask the purpose of the visit.
4. Schedule telephone calls – Before returning calls, note what you want to say and what you want to find out beforehand. Be brief and to the point, and let the person know that your time is limited. If the discussion is likely to take longer, suggest another date when more time is available. When placing calls, respect the time of other employees by immediately asking if you have phoned at a convenient time or should call back later.
5. Manage your time – Plan when you’re going to tackle tasks and allow enough time to complete all or part of them. Work on difficult jobs first, or at a time when you’re at peak performance, saving the less stressful tasks for when you have less energy.
6. Delegate effectively – If you’re in a position to delegate, the general rule is to pass along work to one of your staff if he or she can do it 80 per cent as well as you can. Make sure the person doesn’t already have a full plate, and give them a deadline. If you’re on the receiving end of delegation, learn to say no if your schedule is full, or find out what isn’t urgent and leave it for another day. If you don’t have a choice, ask for guidance on priorities.

Tags: GTD, productivity

Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

There are big costs to procrastination. Health is one. Just over the course of a single academic term, procrastinating college students had such evidence of compromised immune systems as more colds and flu, more gastrointestinal problems. And they had insomnia. In addition, procrastination has a high cost to others as well as oneself; it shifts the burden of responsibilities onto others, who become resentful. Procrastination destroys teamwork in the workplace and private relationships.  —Psychology Today

I have no big story to illustrate this point, but I have hundreds of regular-sized ones.

Among other things, I have:

• Failed classes for not completing any assignments
• Lost jobs for leaving work undone
• Paid financial penalties for being late with bill payments
• Insomnia
• Frequent colds and flu
• Gastrointestinal problems
• Lost friends for not holding up my end of the relationship
• Lost respect for not following through on commitments

What have I learned from all this?

1. Count the cost – I focus on what procrastination is costing me. I ask, “How does it make me feel?” “How does it affect me or others?” “How important is it for me to complete this task?” Having a sense of the cost motivates me to avoid the cost.
2. Use the buddy system – Having someone who will remind me –and my wife has licence to be that someone– motivates me to meet my commitments. Knowing the dog needs to be walked pushes me to get out and exercise.
3. Work to deadlines – Replace “I will pay the bills soon,” with “I will pay the bills Wednesday, after supper.” You can never be sure when soon will occur, but there is no doubt when Wednesday, after supper will arrive.
4. Keep it in view – My wife is the queen of sticky-note reminders. When she pastes a reminder somewhere, the task is much more likely to be completed.

As I have gotten older, I have learned some tricks that reduce or eliminate the costs associated with procrastination. I only wish I had learned them earlier.

Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

David Allen says our brain processes through five phases when accomplishing tasks. He goes on to suggest that these natural phases can be applied to project planning.

You can read the entire post here: Five Phases of Project Planning.

Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System

One of the worst outcomes of procrastination in my youth was failing Grade 12 phys-ed. It wasn’t lack of athletic ability; I was a member of a number of school teams. This class covered phys-ed theory, such as: organizing tournaments, refereeing, history of sports, etc. Along with the usual sports activity, we were required to complete several assignments. I completed none. With incomplete course requirements, I failed.

Procrastination is learned in the family milieu, but not directly. It is one response to an authoritarian parenting style. Having a harsh, controlling father keeps children from developing the ability to regulate themselves, from internalizing their own intentions and then learning to act on them. Procrastination can even be a form of rebellion, one of the few forms available under such circumstances. What’s more, under those household conditions, procrastinators turn more to friends than to parents for support, and their friends may reinforce procrastination because they tend to be tolerant of their excuses. —Psychology Today

I don’t agree with this one. It seems de rigueur to blame authoritarian fathers for everything from bed-wetting to serial-killing. However, I didn’t have that kind of childhood. I grew up in a strict home, but neither of my parents were harsh and controlling. We had plenty of freedom to explore creative interests and develop skills and talents.

I can’t say I learned procrastination from my parent’s bad example. I don’t recall disagreements over things being put off by either parent. In fact, my mother’s organizational skills are a “gold standard”.

If there was anything lacking in this area while growing up, it was time-management or organizational skill training. There were no rewards for tasks completed in a timely fashion and no penalty for non-completion.

While I can’t speak to the effect of authoritarian parents on creating procrastinators, I believe parents can teach good time management skills to their children. Parents can teach:

• by modelling good organizational habits
• the difference between have-to and want-to
• how to set goals
• how to set priorities
• how to use a calendar/planner
• to develop routines
• the consequences of being disorganized or procrastinating
• the rewards –tangible and intangible– of getting things done on time

You may not actively create a procrastinator, but you can develop a child’s time-management skills.

Recommended: Zen to Done Productivity eBook The Ultimate Simple Productivity System