Overcoming procrastination as a therapist

It’s the thing we all wish we could avoid: procrastination. It can show up in different ways and at different times, and it may even be difficult to recognize at first. Because procrastination can be brought on by different triggers and emotional resonances, how it manifests and affects your work as a therapist can vary from person to person. 

To understand your own personal patterns and learn functional ways to combat procrastination, it’s important to first grasp why mental health providers are vulnerable to procrastination and learn how it can show up in your clinical practice.

Understanding procrastination in mental health therapists

First, it’s important to understand what procrastination is, so you’re not mislabeling it as other things. Procrastination is the act of avoiding immediate responsibilities in favor of short-term pleasure or less-demanding tasks. It can often be mistaken for laziness or even healthy pacing, but the reality is that procrastination is a common habit, even if you fully recognize and understand the negative consequences that are possible. 

Something important to understand that may be surprising is that someone who is procrastinating is often highly motivated in other aspects of their life. If procrastination tendencies are showing up in your workplace practices, it could be a sign that you’re struggling with fear in some way.  

Concerned you’re experiencing procrastination? Be on the lookout for these common signs and symptoms:

• Task avoidance

• Chronic delays

• Excuse-making

• Decision fatigue

• Perfectionism

• Increased stress

• Lower work quality

• Guilt, shame, and regret

• Time wastage

Sound familiar? You are not alone. These signs of procrastination can pop up at any time, whether in moments of overwhelm and high pressure, or when nothing’s urgent at all.

To address procrastination and to help develop a long-term anti-procrastination strategy, it’s essential to distinguish between procrastination and healthy pacing. Healthy pacing is an intentional, sustainable distribution of your time, energy, and tasks, all while keeping your goals at the forefront. Healthy pacing is not the same thing as procrastination; it still enables you to check off the boxes on your task list, whereas procrastination tends to delay completion. If you’re struggling with procrastination in your practice, help is available.

“Starting my own practice really allowed me to take a step back and evaluate what work style and schedule actually works for me,” says Heather Rafanello, a licensed clinical social worker (LCSW) and Grow-affiliated provider. “I realized that I was procrastinating because I was trying to do tasks that I didn’t have the capacity for. Rearranging my schedule, creating admin mornings, and time blocking really allowed me to succeed. Procrastinating was a signal that what I was doing wasn’t working.”

How Grow can help

Grow offers a number of resources providers can use to both lower the risk of procrastination and to help address procrastination issues should they come up. The Provider Dashboard offers a wealth of time-saving tools and features that can ease your daily workload. The Grow Provider Community also offers dedicated space to seek out support, advice, and more from your professional peers.

What unique factors make therapists vulnerable to procrastination?

Knowing what kind of procrastination you’re experiencing can help determine why you’re susceptible to procrastination in the first place. Procrastination and its related tendencies generally fall into two categories: chronic procrastination and situational procrastination:

• Chronic procrastinators are people who have perpetual, repeated problems with finishing tasks in all areas.

• Situational procrastinators are people who delay their work according to the specific task(s).

As mentioned earlier, fear of failure is a common factor that can spark procrastination habits. Fear of failure often goes hand-in-hand with perfectionism tendencies and anxiety over making mistakes — that’s why the act of delaying tasks can lead to feelings of short-term relief. 

Mental health providers are often subject to unique factors or emotions that other people don’t always experience in their everyday lives, which can amplify this desire to avoid your immediate responsibilities. This includes factors like therapist-specific burnout, compassion fatigue, and vicarious trauma that can drain your emotional and cognitive resources. This can make even routine work-related tasks feel overwhelming and hard to initiate. 

This level of emotional exhaustion can often lead to the avoidance of demanding activities involved with running your practice, like detailed documentation, treatment planning, or conducting difficult sessions. Over time, this kind of avoidance can become a procrastination pattern that functions as a self-fulfilling prophecy, further amplifying feelings of guilt and stress. This can make leaning into procrastination feel like “the easier option” — at least for the time being.

How do I identify my personal procrastination patterns?

Once you’ve identified your procrastination style, now is the time to start recognizing your own personal triggers in both clinical and administrative work. This will help you acknowledge the root source(s) of your procrastination behaviors so you can properly address them: 

• What parts of your routine make delaying a task feel like the easier option?

• Are you encountering emotional triggers from your appointments or administrative work? 

• Are there environmental triggers about your physical space that are affecting you? Is it a mix of both? 

Start with this detailed level of self-reflection. For example, by going through your calendar or to-do list and noticing your emotional reaction to each item as you go. This helps you identify which tasks may need more support or resources to be implemented around them. To help you continue building on a plan, explore self-monitoring tools like journaling to help you track progress and road bumps or break tasks into bite-sized pieces to make your goals feel more manageable.

As you identify your procrastination patterns, you must also determine whether or not these tendencies are becoming an ethical or clinical risk that could impact your practice.

Clinical psychologist Blaire Ehret offers the following:

“For me, procrastination is often an early sign of burnout. It sits on the avoidance spectrum, and when I notice myself avoiding, I know there’s a function behind it. Maybe I’m sidestepping a task because it feels overwhelming, or because I’m having trouble concentrating. Whatever the reason, procrastination is my cue to pause, explore what I’m avoiding and why, and take better care of myself.”

Procrastination and neurodivergence

Procrastination is commonly linked to neurodivergence, a term that covers a range of conditions, including ADHD, autism, and dyslexia, among others. What these conditions share is an effect on executive function: the brain’s ability to plan, prioritize, and follow through. Because procrastination almost always involves task avoidance, people with neurodivergent conditions may find it harder to initiate or sustain work, particularly when a task feels overwhelming, uninteresting, or emotionally charged.

ADHD is one of the more studied examples. Marked by difficulty sustaining attention, impulsivity, and hyperactivity, ADHD tends to reinforce avoidance patterns, often through a pull toward tasks that offer more immediate gratification or relief from distress. But the underlying mechanism isn’t laziness or a lack of will; it’s a difference in how the brain regulates attention and motivation. 

Recognizing this can be a useful starting point for understanding your own procrastination triggers, whatever their source.

What are the common procrastination hotspots for therapists?

Because of the many individual contributors that can lead to procrastination for therapists, there are several common “hotspots” you might find yourself encountering. This includes missing or delaying:

• Documentation and progress notes

• Treatment planning and case conceptualization

• Client follow-up, calls, and difficult conversations

• Supervision, consultation, and continuing education tasks

• Marketing, finances, and other business operations

Additionally, avoidant thematic processing, countertransference delay, and diminished capacity could all be signs that you should seek additional support for procrastination.

could all be signs that you should seek additional support for procrastination.

How can I regulate the emotions that drive procrastination?

To start to tackle procrastination, consider using your professional and behavioral skills on yourself. Begin by embracing self-compassion and steering clear of self-judgment to pinpoint the underlying emotions tied to your procrastination, such as shame, anxiety, or guilt. 

Knowing that often, procrastination is tied to past failures or avoidance coping, consider developing distress tolerance strategies for starting — and seeing through — difficult tasks. 

A brief mindfulness practice, even a few minutes of meditation before sitting down to a task you’ve been avoiding, can help you notice the urge to put it off without immediately acting on it, creating just enough space to start anyway.

How can I change unhelpful beliefs that fuel procrastination?

Because procrastination is so often triggered by prior feelings of relief when using avoidance as a coping mechanism, as well as feelings of perfectionism, there are a few things you can do to start addressing these habits head-on.

First, start by challenging any perfectionistic thinking or behaviors you may have. This includes poking holes in past beliefs you hold of yourself, or defying any all-or-nothing thinking. This goes hand-in-hand with any latent feelings of unworthiness you might be experiencing, including imposter syndrome, tied to your professional identity.

Instead, try to reframe productivity and your worth as a therapist by embracing imperfections. Perfection is and always will be an unattainable goal; there will always be room to grow as both a person and a mental health professional. These moments can take many forms, like being late with a treatment plan, struggling to find the right wording for a note, or getting “fired” by a client. 

Start to embrace any momentary struggles or setbacks; this process will also help you create realistic clinical and administrative standards.

What are some practical time- and task-management strategies for therapists?

While you’re in the process of addressing your emotional triggers, you can continue reinforcing some of these healthier behaviors with functional practices. This can help to reset your long-held patterns and keep you feeling less overwhelmed or help prevent you from falling into negative habits.

To better manage your time and tasks, try:

• Structuring your clinical week with realistic workload limits

• Scheduling in breaks to ensure you’re getting enough down time and rest during the day

• Breaking overwhelming tasks into small, well-defined steps

• Time blocking for notes, billing, and correspondence

• Adapting productivity tools to a therapeutic setting

How can Grow help therapists save time?

Grow offers a number of tools and features designed to help providers make the most out of their time and resources, including easy-to-use scheduling and a Provider Dashboard that can help streamline a range of tasks. Grow also recently launched a suite of AI-assisted clinical tools to enhance both the client and provider experience.

How can therapists leverage professional support and accountability?

Don’t worry — you don’t need to address your procrastination all on your own! There’s plenty of other resources available at your disposal to help you address your procrastination habits and hold you accountable. First, you should start and continue discussing procrastination openly and without shame. Open conversations with colleagues and trusted peers help to shed the stigma or shame you may feel about this topic. At the same time, don’t let “I’m a procrastinator” become a part of your overall identity.

You also can use supervision and professional consultation services to hold yourself accountable to your goals. Additionally, there are peer support groups available if you’re seeking larger, more conversational environments to discuss procrastination. If none of these resources sound right for you, you can also seek your own therapy or coaching practice for more personalized support.

“I’ve realized that procrastination can sometimes be a form of emotional avoidance, in which case techniques from exposure therapy can be helpful (e.g., sitting with the discomfort!). Once you do that, it’s often easier to move through it.”

Matt Scult, licensed clinical psychologist

How can therapists develop a sustainable anti-procrastination plan?

Now that you’re developing long-term strategies to reset your procrastination habits, it’s important to celebrate your progress: It takes commitment and hard work to maintain this type of change! So relish the milestones, big and small.

To set yourself up for success, continue to regularly monitor your workload and capacity: Are you taking on too much? Is your schedule manageable in both the short-term and over the next few months? Make sure you’re setting specific, measurable goals for your work, but also for the behavioral changes you’re experiencing. This will keep you on track with making new habits and monitoring your progress.

Some additional strategies you can use include:

• Implementing time-blocking to set specific, short windows for documentation (15- to 25- minute sprints between session)

• Batching similar tasks to reduce administrative friction

• Creating simple templates and checklists to make documentation faster and easier

• Using brief end-of-session summary notes to make full documentation later quicker and less demanding

Procrastination affects different people in different ways, but mental health providers can be particularly susceptible to these habits. Don’t worry — help is available. You can overcome procrastination tendencies with hard work and self-compassion.

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