IMPROVING WORK HABITS-1:Reasons of procrastination, Techniques for Reducing Procrastination

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Human Relations MGMT611

Lesson 29

IMPROVING WORK HABITS-1

(Dealing with Procrastination)

Developing good work habits

Good work habits means, being organized and prioritizing tasks according to their importance. Good work

habits and time management are extremely important because of the current emphasis on enhancing

productivity. They are also important for the personal success. Effective work habits are beneficial for

yourself and your organization, because if you have good work habits, you have control over yourself, and if

you have control over yourself you are productive, and if you are productive you have good human

relations.

Work habits refer to a person's characteristic approach to work, including such things as organization,

priority setting, and handling of paper work and e-mail.

Procrastination

The productivity can be enhanced by improving work habits relating to procrastination. Productivity is the

amount of quality work done with the resources consumed. The leading cause of poor productivity and

career self-sabotage is procrastination, delaying a task for an invalid or weak reason. Even productive

people have problems with procrastination at times.

Reasons of procrastination

Delaying or postponing of assignments makes you less productive or unproductive. There may be a number

of reasons of procrastination.

Key reasons for procrastination include:

(1) Unpleasant tasks

If you do not like the tasks or assignments which you are supposed to do, might be the reason of

delaying them.

(2) Overwhelming

Sometimes you think that the task given to you is so huge that you can not handle, you keep on

hesitating to initiate it.

(3) Concerns about negative consequences of one's work

Sometimes the fear of negative results of doing a task becomes the reason of postponing it.

(4) Fear of success (worry about assuming too much responsibility)

Just like the fear of failure, the fear of success also becomes a hindrance in performing a task. One

thinks if he/she successfully completes some task he/she might be chosen for some bigger assignment.

(5) Lack of a perceived meaningful reward for doing the task

If you feel that you would not be rewarded meaningfully, you would hesitate to do that work.

Rebellion against being controlled

Another reason of procrastination is that you do not like to be controlled by others. You think that you

will do your work as and whenever you like it to do.

(6) Enjoyment of the rush derived from scrambling to make a deadline

Some people enjoy doing things at the eleventh hour.

(7) Perfectionism

People also become victim of procrastination due to the habit of perfectionism.

The tendency of perfectionism can be measured through this self-assessment quiz.

Human Relations MGMT611

Human Relations Self Assessment Quiz

Tendencies towards perfectionism

Many perfectionists hold some of the behaviours and attitudes described below. To help

understand your tendencies toward perfectionism, rate how strongly you agree with each of the

statements below on a scale of 0-4.

Many people have told me that I am a perfectionist

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I often correct the speech of others

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It takes me a long time to write an email because I keep checking and

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checking my writing

4 I often criticize the colour combinations my friends are wearing

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5 When I purchase food at a super market, I usually look at the expiry date,

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so I can purchase the freshest

6 I can't stand when people use the term `remote' instead of `remote control'

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7 If a company representative asked me `what is your social', I would reply

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something like, `do you mean my social security number'

8 I hate to see dust on furniture

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9 I like the Saima's idea of having every decoration in the home just right

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10 I never put a map back in the glove compartment until it is folded just right

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11 Once an eraser on a pencil of mine becomes hard and useless, I throw the

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pencil away

12 I adjust all my watches and clocks so they show exactly the same time

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13 It bothers me that clocks on personal computers are usually wrong by a

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few minutes

14 I cleaned the key board on my computer at least once a week

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15 I organize my email messages and computer documents into many

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different, clearly labeled files

16 You won't find old coffee cups or soft drink containers on my desk

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17 I rarely start a new project or assignment until I have completed my

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present project or assignment

18 It is very difficult for me to concentrate when my work area is

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disorganized

19 Cow webs in chandeliers and other lighting fixtures bug me

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20 It takes me a long time to make a purchase such as a digital camera

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because I keep studying the features on various models

Human Relations MGMT611

21 When I balance my cheque book, it usually comes out right within a few

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Rupees

22 I carry enough small coins and Rupee notes with me so when I shop I can

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pay the exact amount without requiring change

23 I throw out any underwear or T-shirts that have even the smallest holes or

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tears

24 I become upset with myself if I make a mistake

25 When a finger nail of mine is broken or chipped, I fix it as soon as possible

26 I am carefully groomed whenever I leave my home

27 When I noticed packaged goods or cans on the floor in a supermarket, I

will often place them back on the shelf

28 I think that carrying around antibacterial cleaner for the hands is an

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excellent idea

29 If I am with a friend, and he or she has a loose hair on the shoulder, I will

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remove it without asking

30 I know that I am a perfectionist

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Scoring 91+: You have strong perfectionist tendencies to the point that it could interfere with

your taking quick action when necessary. Also, you may annoy many people with your

perfectionism.

Scoring 61-90: Moderate degree of perfectionism that could lead you to produce high quality

work and be a dependable person.

Scoring 31-60: Mild degree of perfectionism. You might be a perfectionist in some situations

quite important to you, but not in others.

Scoring 0-30: Not a perfectionist. You might be too casual about getting things done right,

meeting deadlines and being aware of details.

Source: DuBrin, Andrew J. `Human Relations: Career and Personal Success', Pearson Prentice Hall, 2005.

Techniques for Reducing Procrastination

Being aware of the productivity consequences of procrastination is a good start for reducing

procrastination. A few specific techniques are also helpful.

1. Cost of procrastination

2. Counter attack

3. Jump-start

4. Sub-divide the large task

5. Motivate yourself with rewards and punishments

6. WIFO (worst in first out)

7. Commitment to other people

8. Express positivity

Calculate the Cost of Procrastination

Lost opportunity is a major cost. A useful example of a direct cost is procrastinating about adding motor oil

to your auto (about Rs500), and then have to replace the motor (about Rs50,000).

Counterattack

Force yourself to do something overwhelming, frightening, or uncomfortable. It may prove that the task

was not as bad as initially perceived.

Jump-Start Yourself

You can often get momentum going on a project by giving yourself a tiny assignment just to get started.

One approach is to set a specific time for working on the overwhelming task. Another jump-start is to find

a leading task (an easy warm-up activity) to perform.

Human Relations MGMT611

Sub-divide the Large Task

If the task allows for it, just peck away a little bit at a time until the project gets down to manageable size.

Another approach is to subdivide the task into smaller units.

Motivate Yourself with Rewards and Punishments

Behavior modification can sometimes be applied successfully to overcoming procrastination.

Follow the WIFO Principle

Use the technique of worst in, first out, for dealing with unpleasant tasks you would prefer to avoid. A

related motivational principle is that after completing the unpleasant task, moving on to a more pleasant (or

less unpleasant) task functions as a reward.

Make a Commitment to Other People

If others know you are committed to accomplishing something by a given date, you are less likely to

procrastinate. Avoiding embarrassment acts as a strong motivator in this situation. It can help you stop

delaying tasks.

Express positivity

Express a More Positive Attitude about Your Intentions. If you choose words that express a serious

intention to complete an activity you are more likely to follow through than if you choose uncertain words.

"I will" is more compelling than "I might."

References:

Dubrin, A.J. (2005). Human Relations: Career and Personal Success. Upper Saddle River, New Jersey,

07458.

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