Dr. Heidi Grant

3 Strategies to Stop Proscrastinating. No, Really – These Work.

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Did you ever find yourself facing an important assignment, but somehow you just couldn’t get yourself motivated to start working on it? Time goes by, days turn into weeks, but you don’t seem to be any closer to getting the job done? You are hardly alone. We all know what it’s like to procrastinate – and for some of us, it’s become something of a way of life.

But procrastination comes at a great cost: it leads to poor performance, inefficiency, anxiety, and regret. So if you find yourself having trouble getting started, try using these scientifically-proven strategies to give yourself a much-needed kick in the pants.

Stop Relying On Willpower


Too often, we try to tackle the problem of procrastinating through sheer will: Next time, I will make myself start working on this sooner. Of course, if we actually had the willpower to do that, we would never have procrastinated in the first place. Studies show that people routinely overestimate their capacity for self-control, and rely on it too often to keep them out of hot water.

Make peace with the fact that your willpower is limited, and that it may not always be up to the challenge of getting you to do things you find difficult, tedious, or anxiety-provoking. Instead, use if-then planning to get the job done.

Making an if-then plan is more than just deciding what specific steps you need to take to complete a project – it’s also deciding where and when you will take them.

If I have not heard back from HR by the end of the day, then I will call them at 9am tomorrow morning.


If it is 2pm, then I will stop what I’m doing and start work on the report Bob asked for.


If my boss doesn’t mention my request for a raise at our meeting, then I will bring it up again before the meeting ends.

By deciding in advance exactly what you’re going to do, and when and where you’re going to do it, using these plans dramatically reduces the demands placed on your willpower. If-then planning has been shown in over 100 studies to be uniquely useful when it comes to resisting temptation and building good habits, increasing rates of goal attainment by 200%-300% on average.

Scare Your Pants Off


There is more than one way to look at the same goal. For some people, doing their jobs well is about achievement and accomplishment – they have what psychologists call a promotion focus. In the language of economics, promotion focus is about maximizing gains and avoiding missed opportunities.

For others, doing a job well is about security, about not losing the positions they have worked so hard for. This prevention focus places the emphasis on avoiding danger, fulfilling responsibilities, and doing what you feel you ought to do. In economic terms, it’s about minimizing losses, trying to hang on to what you’ve got.

It turns out, another great way to avoid procrastination is to adopt a prevention focus about the project you are working on. Studies show that prevention-minded people almost never procrastinate – it keeps them awake at night, terrified of the consequences of slacking off. When you are focused on avoiding loss, it becomes clear that the only way to get out of danger is to take immediate action.

I know this won’t sound like a lot of fun, particularly if you are usually more the promotion-minded type, but there is probably no better way to stop dawdling than to give some serious thought to all the dire consequences of potential failure. If procrastination is your problem, try thinking about everything you will lose if you don’t succeed. I realize that’s an unpleasant thing to do, but great achievement does come with a price.

Don’t Label Yourself “Procrastinator”


Never underestimate the power of labeling. Countless studies have shown that once a person is given a trait label like “generous,” “shy” or “creative,” they begin behaving in a manner consistent with that label – even if they have rarely done so in the past. Tell a typically reserved person that a test has scored them high on “extroversion,” and just watch them start talking up a storm, without even realizing that their behavior has changed. When we are given a label, we tend to believe it.

So once you’ve decided you are “a procrastinator,” your brain, on an unconscious level, will believe you. And unconsciously, you will act accordingly. Like any other self-fulfilling prophecy, you will keep on procrastinating to conform to the identity you’ve given yourself.

So stop buying into the idea that you are “a procrastinator,” and there’s nothing you can do about it. Procrastinating is something you do, not something you are. Rejecting the label is the first step to ridding yourself of the behavior once and for all.

Many Heads Can Be Better Than One… If They Belong to Women

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In the modern workplace, almost all work of real consequence is carried about by small teams.   But even when very smart, very talented people are assigned to work together on a project, it’s clear that the resulting team can be a complete disaster.   Sometimes it seems like teamwork can turn otherwise competent people into childish morons.  Would we be better off relying less on teams, and more on individuals going at it alone?
Not necessarily.  Teams can be smarter and more effective than the individuals who make up the team – the whole can indeed be bigger and better than just the sum of its parts, but only under the right circumstances. 
A new study conducted by researchers at MIT, Carnegie Mellon, and Union College shows that the collective intelligence of a small group working together uniquely predicts their performance across a wide variety of tasks.  In the study, nearly 700 people were placed in groups of 2 to 5, and their ability to solve problems as a team was found to strongly predict their subsequent success on tasks as diverse as visual puzzles, games, negotiations, and logical analysis. 
The average intelligence of members (measured individually, rather than as a group) did not predict team performance at all, and that’s really important. In other words, simply having a couple of really smart people in the group didn’t necessarily make the group itself any smarter.
It turns out that the collective intelligence of the team will only meet or exceed its individual potential if the right kind of internal dynamics are in place.  The researchers found that what is needed for a group to be “smart” is effective coordination and communication, and that this is most likely to be the present in groups with members who were more socially sensitive. 
When groups contained people who were particularly skilled when it comes to perceiving and responding to others’ emotions, they demonstrated greater collective intelligence, and superior performance again and again.  Not surprisingly, groups where one person dominated in conversation and decision-making were collectively less intelligent, and less effective.
So, how can you ensure that your team will be socially sensitive?  The answer is simple: Add more women.  Teams in the study that contained more women were significantly more socially sensitive, and consequently more intelligent, than the male-dominated teams.
If you don’t have the power to change the gender makeup of your teams, fear not.  Their collective intelligence can still develop and improve – through better, more sensitive means of working together, or better collaboration tools.  Create opportunities for team members to express their feelings, and for others to respond to them.   Encourage face-time whenever possible (emotions are difficult to read on the phone, and nearly impossible over email).  Cultivating a work environment  where team members experiences are acknowledged and understood will create teams that are smarter, happier, and far more successful.

How to Soften the Blow of Bad News for Your Employees

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One of the toughest parts of being a leader is having to tell your people what they don’t want to hear.

No, you won’t be getting a promotion at this time.

There aren’t going to be any bonuses this year.

Your request for a new hire has been denied.

I know you already feel overworked, but here are 3 new projects you’ll need to complete this quarter.

 

There’s no way to disguise the fact that bad news is bad news, so you can never hope to entirely remove its sting.  But you can learn to deliver bad news is a way that softens the blow, by increasing the chances that it will be perceived as fair. To do that, you’ll need to tailor your message to the motivational style of your employee.

Some people tend to see their goals as opportunities for gain or advancement.  In other words, they are focused on all the great things that will happen for them when they succeed – the benefits and rewards.  Psychologists call this a promotion focus, and research shows that promotion-minded people are more motivated by optimism and praise, and more likely to embrace risk and excel at creativity and innovation.

Others tend to see their goals as opportunities to avoid loss, to fulfill their responsibilities, and to stay safe.   They don’t want to lose what they have worked so hard to achieve, and worry about all the bad things that will happen if they make a mistake.  Psychologists call this a prevention focus, and the prevention-minded are more motivated by criticism and the looming possibility of failure than they are by applause and a sunny outlook.   Prevention-focused people are more risk-averse, but their work is also more thorough, more accurate, and more carefully-planned.

The key to enhancing the perceived fairness of bad news is to match the framing of your delivery to the motivational style of the listener.  For instance, imagine you are informing your team of an upcoming company-wide reorganization – news that is generally met with groans and dismay.   You could justify the reorganization using positive framing (e.g., the reorganization will “make the company more profitable,”) which highlights potential gains, or you could use a negative framing (e.g., the reorganization will “prevent further financial losses,”) which emphasizes avoiding unwanted outcomes.

New research shows that promotion-minded employees judge bad news to be significantly more fair when it is delivered using positive framing, while prevention-minded employees are more amenable to negative framing.

For example, in one study, promotion-minded university students judged a proposed tuition increase to be significantly more clear, candid, truthful, and reasonable when it was justified as allowing the university to “provide better education, strengthen courses, and retain faculty.”

Prevention-minded students, on the other hand, preferred the tuition hike to be described as a way of  “avoiding deterioration of quality, cuts to courses, and loss of faculty.”

In another study, participants read an article about (real) layoffs at Daimler Chrysler.  Promotion-minded readers rated the layoffs as significantly more fair and reasonable when they were described as an opportunity to “promote market share,”  while prevention-minded readers were more favorably impressed when the layoffs were justified as  “preventing loss of market share.”

So next time you find yourself having to take a project out of the hands of one team member who’s clearly floundering, and transferring it to another, you’ll know whether to describe it as an “opportunity to devote your energy to other assignments” or as a way to “avoid being dangerously overloaded with work.”

Whenever you deliver bad news to an employee, always start by diagnosing his motivational style – is he a risk –taker, or risk-averse?   Are his strengths speed and creativity, or accuracy and thoroughness?   Know who you are talking to, and you’ll know what you need to say to put bad news in the best possible light.

 

3 Proven Ways to Change a Bad Habit

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Each year, we see January 1st as a time for fresh starts – for tackling our bad habits head on and replacing them with new, healthier ones.  Maybe you want to start exercising regularly, quit smoking, lose a few pounds, or remember to call your mother more often.   Now Spring is here, and many of us are no closer to changing our bad habits than we were three months ago.  But don’t give up yet!  No matter what it is you would like to do differently, these simple, scientifically-tested strategies will help you to finally make the real, lasting changes you’re looking for.

 

  1. 1. Get Specific.  Very Specific.

One of the most common mistakes we make when trying to reach a goal is not being specific enough about what we want, and what we we’re going to do to make it happen.  We say things like “I want to lose some weight” – but how much exactly do you want to lose?  Studies show that it is much easier to stay motivated when we have a very specific end point in mind, and can know at any moment exactly how far we still have to go.

Next, make sure you think about the specific actions you’ll need to take to succeed.  Don’t just say “I’ll eat less.”  Less of what?  And how much less?   Don’t just say “I’ll save more money each month.”  Decide exactly what will you spend less on to make that happen.  The more detailed you make your plan, the more likely you are to actually stick to it.

  1. 2. Embrace this Fact: It’s Going to Be Hard.

People will tell you that it is important to stay positive and be confident in order to reach any goal, and that’s perfectly true.  But there’s an important difference between believing you will succeed, and believing you will succeed easily. When you are tackling a difficult challenge, like losing weight or stopping smoking, you will be much better off if you accept the fact that it’s not going to be smooth sailing.

Studies show that people who are realistic about what it will take to succeed naturally plan more, put in more effort, and persist longer in pursuit of their goals.  They expect to have to work hard, so that’s exactly what they do.

For example, in one study, women in a weight loss program who believed that it would be hard to resist the temptation of snack foods lost 24 pounds more than women who believed they could easily ignore the allure of doughnuts and potato chips.  Because they accepted that it would be hard, they avoided being anywhere near tempting foods, and were much more successful because of it.

  1. 3. Willpower is Like a Muscle.  Plan What You’ll Do When It Gets Tired.

Research shows that your capacity for self-control is very much like the muscles in your body – it can grow stronger with regular exercise.  But just as well-developed biceps sometimes get tired and jelly-like after too much use, coping with the daily stresses of career and family can exhaust your supply of willpower.  When you tax it too much at once, or for too long, the well of self-control strength runs dry.   It is in these moments that the doughnut wins.

If you’ve spent all your self-control handling other challenges, you will not have much left at the end of the day for resisting bad habits.  So it’s important to think about when you are most likely to feel drained and vulnerable, and make a plan to keep yourself out of harm’s way.  Be prepared in advance with an alternate activity or a low-calorie snack, whichever applies.

 

You Won’t Stick To Your Diet – Unless You Know These 3 Facts About Willpower

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Most of our New Year’s resolutions have one thing in common: resisting temptation.  Trying to ignore the powerful allure of the forbidden cigarette, doughnut, or latest budget-blowing buying impulse requires willpower.  You might expect very successful people, who presumably have boatloads of willpower, to be particularly good at not giving in.  But if anything, they seem to be even more susceptible to temptation than the rest of us.   Quick – name a famous or powerful person that doesn’t have a well-known weakness for something.   I’ll wait.

Having the willpower to govern a country, yet lacking the willpower to resist cigarettes or french fries may seem like a contradiction, but it actually isn’t, according to research on the nature of self-control.  So if you want this to be the year that you finally stop smoking, slim down, or stick to your budget, it’s a good idea to start by understanding how willpower really works.

Your capacity for self-control is not unlike the muscles in your body.   Like biceps or triceps, willpower can vary in its strength, not only from person to person, but from moment to moment. Just as well-developed biceps sometimes get tired and jelly-like after a strenuous workout, so too does your willpower “muscle.”

Even everyday actions like decision-making or trying to make a good impression can sap this valuable resource, as can coping with the stresses of your career and family.  When you tax it too much at once, or for too long, the well of self-control strength runs dry.   It is in these moments that the doughnut wins.

So the first thing you are going to want to do, if you are serious about resisting temptation, is make peace with the fact that your willpower is limited.  If you’ve spent all your self-control handling stresses at work, you will not have much left at the end of the day for sticking to your resolutions.  Think about when you are most likely to feel drained and vulnerable, and make a plan to keep yourself out of harm’s way.  Be prepared with an alternate activity or a low-calorie snack, whichever applies.

Also, don’t try to pursue two goals at once that each require a lot of self-control if you can help it.  This is really just asking for trouble. For example, studies show that people who try to quit smoking while dieting, in order to avoid the temporary weight gain that often accompanies smoking cessation, are more likely to fail at both enterprises than people who tackle them one at a time.

The good news is, willpower depletion is only temporary.  Give your muscle time to bounce back, and you’ll be back in fighting form and ready to say “no” to any doughnuts that come your way.  When rest is not an option, recent research shows that you can actually speed up your self-control recovery, or give it a boost when reserves are low, simply by thinking about people you know who have lot of self-control.   (Thinking about my impossibly self-possessed mother does wonders for me when I’m about to fall off the no-cheesecake wagon.)

Or, you can try giving yourself a pick-me-up.  I don’t mean a cocktail – I mean something that puts you in a good mood.  (Again, not a cocktail – it may be mood-enhancing, but alcohol is definitely not willpower-enhancing).    Anything that lifts your spirits should also help restore your self-control strength when you’re looking for a quick fix.

The other way in which willpower is like a muscle (and the really great news for those of us trying to lose a few pounds) is that it can be made stronger over time, if you give it regular workouts.  Recent studies show that daily activities such as exercising, keeping track of your finances or what you are eating – or even just remembering to sit up straight every time you think of it – can strengthen your capacity for self-control.  For example, in one study, people who were given free gym memberships and stuck to a daily exercise program for two months not only got physically healthier, but also smoked fewer cigarettes, drank less alcohol, and ate less junk food.  They were better able to control their tempers, and less likely to spend money impulsively.  They didn’t leave their dishes in the sink, didn’t put things off until later, and missed fewer appointments. In fact, every aspect of their lives that required the use of willpower improved dramatically.

So if you want to build more willpower, start by picking an activity (or avoiding one) that fits with your life and your goals – anything that requires you to override an impulse or desire again and again, and add this activity to your daily routine.  It will be hard in the beginning, but it will get easier over time if you hang in there, because your capacity for self-control will grow.

Armed with an understanding of how willpower works, and how you can get your hands on some more of it, there’s no reason why this can’t be the year that you cross those troublesome resolutions off your list for good.

(For more on tips on building willpower and resisting temptation, check out my new book Succeed: How We Can Reach Our Goals)

Five Ways to Increase Your Productivity

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From HRM Today

You just have too much on you plate.  Chances are, your employees do as well.  You suspect that you could all be making better use of your time, completing more projects and achieving more goals.  You want to be more productive, and to help your team be more productive, but you aren’t sure where to start.

You are far from alone in your confusion. Even the most successful, highly accomplished people have difficulty pinpointing why they are so productive.  The intuitive answer – that you are born predisposed to having the intelligence, creativity, and willpower to get the job done – is really just one small piece of the puzzle.  In fact, decades of research on achievement suggests that successful people reach more of their goals not simply because of who they are, but more often because of what they do.   Here are five scientifically-tested strategies that successful people use, proven to help you reach your goals and make the most of your time.

 

#1   Get Specific. When setting a goal, try to be as specific as possible.  “Meet with every member of my team once a week” is a better goal than “meet more often with my team,” because it gives you a clear idea of what success looks like.  Knowing exactly what you want to achieve keeps you motivated until you get there.  Also, think about the specific actions that need to be taken to reach your goal.  Just promising you’ll “communicate more” is too vague – be clear and precise.  “At our meeting, I’ll ask about each project they are currently working on” leaves no room for doubt about what you need to do, and whether or not you’ve actually done it.

 

#2 Seize the Moment to Act on Your Goals. Given how busy most of us are, it’s not surprising that we often miss opportunities to act on a goal because we simply fail to notice those opportunities.  Did you really have no time to work on that assignment today?  No chance at any point to return that phone call?  Achieving your goal means grabbing hold of these opportunities before they slip through your fingers.

To seize the moment, decide when and where you will take each action you want to take, in advance.  Again, be as specific as possible (e.g., “When it’s 3pm today, I’ll stop whatever I’m doing and work on that report.”) Studies show that this kind of planning will help your brain to detect and seize the opportunity when it arises, increasing your productivity by roughly 300%.

 

#3  Know Exactly How Far You Have Left To Go. Achieving any goal also requires honest and regular monitoring of your progress – if no one else is looking over your shoulder, then you’ll need to monitor yourself.  If you don’t know how well you are doing, you can’t adjust your behavior or your strategies accordingly.  Check your progress frequently – weekly, or even daily, depending on the goal.

 

#4  Be a Realistic Optimist. Believing in your ability to succeed is enormously helpful for creating and sustaining your motivation.  But whatever you do, don’t underestimate how difficult it will be to reach your goal or complete your project.  Studies show that thinking things will come to you easily and effortlessly leaves you unprepared for the journey ahead, and significantly increases the odds of failure.   Express confidence in your employees, while always being honest with them about the challenges they’ll face.

 

#5  Focus on Getting Better, Rather than Being Good. Believing you have the ability to reach your goals is important, but so is believing you can get the ability.   Many of us believe that our intelligence, our personality, and our physical aptitudes are fixed – that no matter what we do, we won’t improve.  As a result, we focus on goals that are all about proving ourselves, rather than developing and acquiring new skills.

Fortunately, decades of research suggest that the belief in fixed ability is completely wrong – abilities of all kinds are profoundly malleable. Embracing the fact that you can change will allow you to make better choices, and reach your fullest potential.  People whose goals are about getting better, rather than being good, take difficulty in stride, and appreciate the journey as much as the destination.   And telling your employees that you expect them to make a few mistakes as they learn is, ironically, the surest way to elicit their very best performance.