When tasks become a problem

What is procrastination?

The term procrastination comes from Latin, specifically from the noun “procrastinatio”, which is composed of the elements “pro” and “crastinum”. It can be translated as “putting off until tomorrow”.

It refers to the regular postponement of planned tasks that are important for personal goals and would normally be completed within a foreseeable timeframe. This behaviour is not classified as a distinct disorder in common psychotherapeutic classification systems such as the ICD, but it can be part of a mental health condition such as depression, an anxiety disorder or attention‑deficit/hyperactivity disorder (ADHD).

People who procrastinate tend to bridge the time they should be spending on a task with other activities. These “substitute activities” are varied and not necessarily enjoyable, but compared with the postponed work they seem less unpleasant. Such a substitute activity might be cleaning the apartment, for example. The chronic procrastinator keeps finding reasons why they cannot tackle the main task right now. Nevertheless, postponing can place a heavy psychological burden on those affected, so that they constantly feel under pressure and can no longer enjoy their leisure time.

A clear distinction between ordinary postponement and procrastination is that with ordinary postponement time pressure may arise, but the task is usually completed on time. In contrast, with strong procrastination the task is often done poorly, at the last minute or even late.

A characteristic of procrastination is the persistent preoccupation with the postponed task. Unlike laziness, procrastination has nothing to do with comfort. The affected person feels uneasy and cannot divert their thoughts from the task even through attempts at distraction. 

Occasionally the term “task paralysis” is used in connection with procrastination to describe a blocking situation in which one sits passively and seemingly paralysed in front of a task, unable to begin it.

What causes and factors contribute to procrastination?

An unstructured daily routine is, according to Manfred Beutel, director of the Clinic for Psychosomatic Medicine and Psychotherapy at the University of Mainz, among the main causes of procrastination. Our reward system and modern living conditions also influence how we prioritise tasks. What we dislike is more likely to be neglected. 

Constant distraction by digital messages and the need to organise oneself contribute to procrastination. Someone working on an assembly line can hardly afford to postpone a task. The situation is very different for most activities today when one has to take care of planning oneself. People who struggle to organise themselves or to tackle unpleasant tasks tend to put things off. 

Lack of self‑confidence and fear of failure are also common causes. Certain personality traits such as perfectionism, depression, anxiety and ADHD can increase the tendency to procrastinate.

What impact does procrastination have on life and health?

Substitute actions such as shopping and cleaning often have immediate positive consequences: for example, cleaning an apartment is quickly done and one is satisfied with the result. In contrast, the negative consequences of procrastination only appear in the long term.

People who procrastinate experience a high level of distress and feel like failures. This can lead them to abandon education, fail to find employment or neglect their circle of friends. In extreme cases, bills go unpaid for extended periods and medical appointments are repeatedly postponed despite illness.

Those who procrastinate experience more stress, are more vulnerable to depression and anxiety disorders and suffer to a greater extent from loneliness and exhaustion. A 2023 study from Stockholm University Sophiahemmet confirms these findings.

Furthermore, procrastination often leads to a lower income compared with people who do not procrastinate and can cause financial difficulties. The negative self‑assessment that arises from repeatedly postponing tasks can create a vicious circle and increase the risk of developing depression.

How can long‑term consequences of procrastination be avoided?

In the long term, procrastination can lead to serious personal and professional problems, including incomplete education, lack of career success and financial difficulties. The good news: procrastination is a learned behaviour and therefore changeable. It is crucial to take early action to overcome postponement. This includes addressing the personal causes of one’s procrastination and developing strategies for self‑organisation and motivation.

How to get your tasks done successfully again

• Don’t get lost in unimportant details; focus on the goal. Ask yourself repeatedly whether what you are doing right now is really necessary, and change course if you notice you are moving away from the goal.
• Deliberately consider why you put things off. How did postponing become a habit? What makes certain tasks unpleasant? Do they cause stress? Find ways to approach these tasks so they no longer trigger stress. Break habits and tackle tasks differently next time.
• Create a list of tasks to be done and rank them by importance: which are especially important, which are moderate and which are less important? Mark the different levels, e.g. with A, B and C, and work through them in that order. Cross out completed tasks on your list to strengthen the feeling of having achieved something.
• For an upcoming task, briefly note the “when”, “where” and “how”. When do I want to start? Where will I work? How much time will I spend? What goal am I pursuing? What steps are necessary to reach the goal? What information might I need for the task? Where can I get that information?
• If you find it difficult to estimate how much time a task will take, choose an unpleasant task you have been putting off for a long time. Observe yourself while working. Note how long the task takes and how often you stray or get distracted. These concrete insights into your working behaviour can help you make your work more effective.
• If you are interrupted, it typically takes up to 30 minutes to regain focused work. Many distractions can be avoided in advance. For most people the smartphone is the strongest distraction. If that applies to you, put your phone in another room, whether at the office or at home. Allow yourself to use it only during breaks.
• If you face a demanding task that requires substantial work, always break large projects into smaller steps so they feel less intimidating. Once the first step is done, the biggest hurdle is usually taken.
• It is human nature to overestimate oneself. Plan generously and assume you will need roughly twice as much time to complete tasks as you originally thought. If you have already written down your goals for today, cross half of them off before you begin. This way you are more likely to have success experiences than frustrations.
• Set a realistic time span before starting work that you should not exceed. It may sound odd, but by limiting the time available you increase its value: a tight time frame promotes effectiveness. Only if you have subsequently filled the hours with effective work should you extend the time frame.
• Set a fixed time at which you will begin a task from your to‑do list. Set an alarm 15 minutes before the planned start time. Use that time for a preparation ritual: tidy your workspace, air the room briefly, and so on. If you perform this ritual regularly, starting work will become easier in future.
• When the planned start time arrives, begin immediately. With every minute that passes, the probability that you will start the project decreases. According to the 72‑hour rule, the chance of tackling a project drops to as little as one percent if it is not started within three days.
• Performance phases vary individually. If you are most focused early in the morning, do difficult tasks at that time. If you are more productive in the evening or at night, respect that rhythm and use those hours for concentrated work.
• Regular breaks are important to boost productivity. In addition to a longer lunch break, short free blocks can be used for a walk or a coffee break to clear your head and find new inspiration. Treat yourself to a fixed quiet time in the evening that you can look forward to. Set clear boundaries for work after a certain hour.
• After prolonged postponement it can be particularly hard to muster the motivation for focused work. Therefore plan a small reward before you start work that you will genuinely enjoy after completing the task. This might be, for example, buying a long‑desired book or having a relaxing bath.
• Our daily motivation and energy can be more influenced by nutrition than we might assume. Certain vitamins play a crucial role — a deficiency can make us feel exhausted, tired and unmotivated. Particularly recommended in this context are vitamin B12, omega‑3 fatty acids, B vitamins, vitamin C, proteins and amino acids.
• If, despite the tips you have tried, you still have trouble with procrastination, this may be associated with depression, an anxiety disorder, attention‑deficit/hyperactivity disorder (ADHD) or a psychosis. In such cases it is advisable to consider psychotherapy, preferably in the form of cognitive behavioural therapy.

The tension between the desire to avoid unpleasant tasks and the pressure to complete them affects the daily lives of many people. Those who actively address procrastination can not only increase their efficiency but also sustainably improve their well‑being.