I was sitting in my office, staring at the clock on the wall. Its hands seemed to move in slow motion, mocking me with each tick and tock. I had been waiting for my client to arrive for what felt like an eternity, but in reality, they were only thirteen minutes late. I’m a punctual person, and I usually plan my day in blocks, so my brain was already racing with all the tasks I had to do that day and wondering whether or not I was going to be stood up.

As a management consultant, I’ve seen my fair share of time mismanagement in the workplace. Overcommitment, procrastination, and inefficient use of time were common issues that plagued even the most successful professionals. But what most people don’t realise is that these problems aren’t just a matter of personal willpower or discipline. They’re rooted in the very way our brains are wired.

Take overcommitment, for example. It’s easy to assume that someone who takes on too much work is just being irresponsible or naïve. But the truth is, our brains are wired to seek out rewards, and setting and achieving goals releases dopamine, a neurotransmitter associated with pleasure and motivation. This “goal-setting high” can be addictive, leading to overcommitment as we take on more and more in pursuit of that rewarding feeling. It’s not just a matter of saying “no” more often; we need to understand the neurological mechanisms at play and learn to set more realistic goals. It’s a common trap, and one that can be difficult to break free from.

But it’s not impossible. We can learn to recognise when we’re chasing that dopamine high and take a step back. It’s not about sacrificing ambition or drive; it’s about finding a balance that works for us.

Now, let’s talk about procrastination. We’ve all been there – staring at a looming deadline, yet unable to summon the motivation to start the task at hand. It’s easy to assume that procrastinators are just lazy or unmotivated, but the truth is far more complex.

You see, the brain’s prefrontal cortex, which is responsible for planning and decision-making, can become overwhelmed with too many choices or decisions. When faced with a daunting task, the brain’s default mode network can kick in, leading to mind-wandering and procrastination. In other words, the brain is so busy processing all the options and possibilities that it can’t focus on the actual task.

But here’s the thing – procrastination isn’t always a bad thing. In fact, some of history’s greatest minds were notorious procrastinators. Take Leonardo da Vinci, for example. He famously procrastinated on completing the Mona Lisa for years, instead working on various other projects. And yet, his creative output was unparalleled.

Of course, in the workplace, procrastination can be a major problem. So how do we combat it? First and foremost, we need to learn strategies for managing decision fatigue. This means breaking tasks down into smaller, more manageable pieces, so that our brains don’t become overwhelmed. We also need to understand that procrastination isn’t necessarily a sign of laziness or lack of motivation; it’s often a sign that our brains need a break.

But even when we do manage to set realistic goals and break tasks down into smaller pieces, there’s still the issue of inefficient use of time.

Speaking of inefficient uses of time, my client finally arrived, but I could tell he was already flustered and stressed. He had been overcommitting himself for months, trying to please everyone and take on more than he could realistically handle. As he sat down, I couldn’t help but feel a pang of sympathy. I had been there before, too. “I don’t know how I got here,” he said, running his fingers through his hair. “I used to love my job, but now I feel like I’m drowning in it. I can’t focus and I keep getting distracted.”

Let me tell you, my friends, distractions are the bane of our existence in this modern age of constant connectivity. It’s like we’re all living in a digital jungle, with notifications and alerts lurking around every corner, just waiting to pounce and distract us from our tasks at hand. And let’s be real, how many times have you found yourself scrolling mindlessly through social media or responding to emails that can wait while a crucial deadline looms?

The truth is, our brains are easily susceptible to the lure of external stimuli, and it can be tough to resist the siren call of a buzzing phone or a new email notification. But here’s the thing, if we want to be truly productive and get the most out of our time, we need to learn how to minimize distractions and create a more focused work environment.

Now, I know what you’re thinking. “But how can I possibly avoid all the interruptions and distractions of modern life?” Well, my friend, it’s all about understanding how the brain responds to these stimuli and learning to create a work environment that’s conducive to productivity.

Our attentional network can be easily hijacked by external stimuli, leading to wasted time and decreased productivity. But by being mindful of our surroundings and minimizing interruptions, we can create a more focused work environment that allows us to stay on task and get things done.

And let’s not forget the importance of taking breaks and downtime. You heard me right, folks. I’m not talking about slacking off all day, but rather taking short breaks throughout the day to recharge your brain and prevent burnout. Taking breaks and downtime is crucial for the brain’s cognitive functioning, allowing us to return to our work with renewed energy and focus.

I explained this to my client. It’s easy to fall into the trap of blaming ourselves for our failures. And while it’s true that we must take responsibility for our actions, simply accepting fault doesn’t solve the problem. You can’t just say ‘I messed up, I’ll do better’ because it doesn’t get to the root cause of the issue, and it won’t lead to meaningful change.

Overcommitment isn’t a personal failing; it’s a natural response to the dopamine rush that comes with achieving goals. By recognising this, we can learn to set more realistic goals and avoid taking on too much.

Procrastination isn’t a character flaw; it’s often a result of feeling overwhelmed by the task at hand. By acknowledging this, we can develop strategies to manage decision fatigue and break tasks down into smaller, more manageable pieces.

Inefficient use of time isn’t a personal weakness; our brains are wired to be easily distracted, especially when we’re overwhelmed or seeking that dopamine high. However, we can learn to minimise interruptions and create a more focused work environment by understanding how our brains respond to distractions.

Looking back at that clock on the wall, I realised that time management isn’t just about managing the minutes and hours of our day. It’s about managing our brains

And so, my friends, as we leave behind the murky waters of overcommitment and the treacherous terrain of procrastination, we must not forget the lessons we’ve learned. We can’t simply blame ourselves for our failures, and we must also not shy away from taking responsibility. We must dive deep into understanding the root causes of our struggles. Only then can we make meaningful changes and find our way to the productivity promised land.

So until next time keep exploring, keep questioning and keep that prefrontal cortex firing.