How to tackle procrastination with technology.

Procrastination was my kryptonite. I needed to get it under control.

I know I am not alone, it’s a common challenge that many people face, and it can be especially problematic in today’s world, where countless apps and distractions are at our fingertips.

Three of the most common causes of procrastination are:

  1. Feeling overwhelmed: Sometimes tasks or projects can feel too big or complicated, leading to a feeling of paralysis.
  2. Distractions: The availability of digital technology such as social media and entertainment can make it easy to put off important tasks and engage in more enjoyable activities instead.
  3. Poor time management: This can make it difficult to prioritise tasks and can lead to a feeling of being constantly behind.

Fortunately, that same technology that can cause procrastination, can also be a powerful tool in the fight against it.

Here’s 5 handy tips, on how you can use technology to help overcome procrastination and stay productive.

1. Use a task management app

One of the most effective ways to overcome procrastination is to break tasks down into smaller, more manageable steps.

A task management app like Todoist or Trello can help you do just that. These apps allow you to create a list of tasks and break them down into smaller sub-tasks. You can then set defer dates and/or reminders for each task, helping you stay on track and avoid procrastination.

You may have noticed that I didn’t say “due dates”, and that is important for the way I work.

A key strategy for me is to use a task management app that supports “defers” and “dependencies”. Basically, I only want to see a task when I can actually do something with it, and only when it is relevant.

I found that due dates were aspirational at best. I spent a lot of my time managing a to-do list, by moving due dates out. How ironic!

If I add something to my to-do list, I add a defer date, which is the date from which that task becomes visible again and actionable. I know that the task is out of my head, and recorded, but I don’t want to be pestered by it every day, as it just becomes a distraction.

The same is true of dependencies. What is the point of seeing a task every day, when I can only complete it in a particular location, or when I am with a specific person? Again, it is hidden until I need it.

2. Try the Pomodoro Technique

This is a time management method that involves breaking work down into 25-minute intervals, with short breaks in between.

There are several Pomodoro apps available, such as Forest and TomatoTimer, which can help you implement this technique. By working in short bursts, you can avoid getting overwhelmed by a task and reduce the likelihood of procrastination.

My app of choice here is Session – it supports the Pomodoro technique and gets me to grade my focus at the end of each time block, producing reports if I want them, allowing me to analyse how I am doing.

Session also blocks distracting apps and websites that you chose whilst you are working on a task and restores them when the session has ended. Which brings us nicely on to the next tip…

3. Use blockers and focus modes

Our short-memory can only hold 5-9 chunks of “stuff” at any one time. Past this point, every new idea that enters our head pushes another one out.

It is this hardwired limitation that causes us to “lose the thread” when we get interrupted and makes it so very hard to get back into our productive zone.

Social media, news websites, and other online distractions can be major time-wasters that contribute to procrastination. Website blockers like StayFocusd and Freedom can help you stay focused by limiting your access to these sites during specific times of the day. You can set these blockers to only allow access during specific times or block them altogether, giving you the control you need to avoid procrastination.

If you work in an Apple-based world, you can go even further. Focus modes lets you stay in the moment when you need to concentrate or step away from your device. You can customise Focus settings and choose when you want to receive alerts and notifications, while letting other people and apps know when you’re busy.

For example, my “writing” Focus mode is on right now! No distractions from notifications on my phone, all apps (other than Craft that I am writing this blog in) are blocked on my laptop, and even my Apple Watch face has changed to a simple analogue clock.

I can still get notification if the family need to contact me, but that is pretty much it. No distraction, no excuses.

4. Automate repetitive tasks

Repetitive tasks can be exceptionally tedious and draining, leading to procrastination.

Fortunately, many of these tasks can be automated with technology. For example, you can use tools like Zapier, IFTTT, or Apple shortcuts to automate tasks like sending follow-up emails or posting on social media.

Automating these tasks, can free up time and mental energy for more important work.

5. Use mindfulness and meditation apps

Procrastination can be linked to anxiety, stress, and other mental health issues.

Mindfulness and meditation apps like Headspace and Calm can help you reduce stress and improve your focus, making it easier to avoid procrastination. These apps provide guided meditations and other techniques to help you cultivate a more mindful and focused mindset.

If your business uses Microsoft Teams as a communication tool, I suggest checking out the Microsoft Viva Insight add-on. It was designed to help you manage your workday better and balance your personal and work life.

Viva Insights Virtual Commute reminds you that is time to wrap up your day showing you a list of things that you still have to do and a resume of what will happen in the next one:

  • Review next day calendar – This step will show you all your calendar appointments for the next working day
  • Reflect about your emotions at the end of the day – The record of emotions is private, and managers are not able to access to it
  • MeditationClose your day with a meditation session powered by Headspace

Being mindful helps you learn how to be involved in the present moment, what is happening to your mind, body and surroundings, so you can focus more.

Getting started

Personally, my struggle with procrastination is caused by perfectionism. I procrastinate because I feel like I need more time to make things perfect, which can lead to an endless cycle of delay and inaction.

The biggest hurdle for me is getting started. Once I am up and running, I tend to be fine.

The good news is that the very latest technology is also helping me to overcome this blocker.

Does your marketing team asking you to write a blog post fill you with dread? It does me! So this is where you can use tools like OpenAI’s ChatGPT, or the AI-based WriteSonic to help you get started. They can help you to create an outline for your post, which, in my case, is all that I really needed to get the ball rolling.


In conclusion, technology can be a powerful tool in the fight against procrastination. By using task management apps, implementing the Pomodoro Technique, using website blockers, automating repetitive tasks, and using mindfulness and meditation apps, you can stay focused, productive, and motivated.

With these tools at your disposal, you’ll be well on your way to overcoming procrastination and achieving your goals. Good luck!


If you would like to speak to one of our team on how our training sessions can support your team overcome procrastination to become a more productive then please get in touch here or check out our course library, specifically Time Poor No More.

The 4Ps of Candid Conversations


The “Four Ps” model can help us to plan for a difficult or candid conversation so that both parties find it beneficial.

Learning Outcomes

  • Learn how to plan for a difficult or candid conversation so that both parties find it beneficial
  • Understand how to use the 4Ps to deliver a difficult message
  • Consider how this can help manage under-performance in a structured manner

Assertive Disagreement


When you disagree with someone, it is often best to be direct and clear, as it avoids an unfortunate misunderstanding. People can shy away from disagreement as it can sometimes feel confrontational. The assertive approach introduced in this module helps you to express your disagreement in a professional, constructive manner.

Learning Outcomes

  • Learn what assertiveness is
  • Learn a process to put your case across without getting emotional
  • Provide context for how to use the model in a real-world environment

Thomas-Kilmann Conflict Mode Instrument


Because no two individuals have exactly the same expectations and desires, conflict is a natural part of our interactions with others. This self-test assessment will tell you more about your predominant style of handling conflict and what this means.

Learning Outcomes

  • Provide a starting point for your development
  • Identify your conflict handling style
  • Learn about the five conflict handling modes

AID Feedback Model


Providing feedback that encourages open dialogue and communication enhances your credibility as both a teammate and as a leader. AID is a simple feedback model that can be used for positive moments and those that need corrective action.

Learning Outcomes

  • Learn a simple model for providing feedback
  • Identify your own role in each of the stages
  • Discover the benefits of creating a feedback culture

Action-Centred Leadership


Good managers and leaders should have full command of the three main areas of the Action-Centred Leadership model and should use each of the elements according to the situation.

Learning Outcomes

  • Discover John Adair’s action-centred leadership model
  • Learn how to adapt the model for your own work situation
  • Investigate the danger of becoming out of balance

Question Types


Asking the right question is at the heart of effective communication and information exchange. Using the right questions can improve a whole range of communication skills; the information we receive back (the answer) will depend very much on the type of question we ask.

Learning Outcomes

  • Learn why asking the right question is at the heart of effective communication and information exchange
  • Discover why the right questions in a particular situation can improve a whole range of communication skills

Dr. Mehrabian’s Communication Model


We are always communicating, even when we are not speaking. Other factors communicate what we really think and feel, which can be explained by looking at Albert Mehrabian’s communication model.

Learning Outcomes

  • Learn the impact of mixed messages when communicating
  • Understand that communication is a blend of words, body language and tone

Situational Leadership


Leaders need to tailor their approach based on the person they are coaching, their experience at the task and their level of enthusiasm for completing it.

The ability to adapt your leadership style to cater to different tasks and your people’s needs is called situational leadership.

Learning Outcomes

  • Understand Hersey and Blanchard’s situational leadership model
  • Recognise directive and supportive behaviours
  • Understand the four leadership styles in line with situational leadership
  • Understand the development levels of team members, based on competence and commitment
  • Become confident with flexing your leadership style to the individual and the situation