Written by: Yamila Solari
Procrastination is a common human behavior, so prevalent that it was even mentioned by ancient Greek poets and Roman consuls. However, psychologists began studying it systematically only in the 1990s, recognizing its harmful effects on health, such as increased stress levels and reduced well-being. Thanks to this research, we now have evidence-based strategies for managing procrastination and understanding its causes.
To procrastinate is to delay a task that we fully intend to complete, even when we know that the delay will harm us. Psychologists say it is a failure of self-regulation, and it has nothing to do with time management. It is, however, related to time inconsistency, our tendency to prioritize immediate rewards over future rewards. This evolutionary adaptation, which helped our ancestors focus on immediate survival needs, often clashes with modern goals, like saving for retirement.
Another main cause of procrastination is the desire to avoid negative emotions. “We procrastinate when a task stirs up feelings like anxiety, confusion or boredom,” says Adam Grant, a renowned organizational psychologist. We may also procrastinate when we feel unprepared, or fear being judged negatively.
Why procrastination happens in teams
Interestingly, procrastination is less likely to occur in teams, largely because teamwork naturally incorporates elements of team management that counteract it. Teams often operate with clear goals, accountability structures, and transparent workflows. Many teams also follow established work models, such as Google’s Objectives and Key Results (OKRs), Agile frameworks, or the GRPI model, which inherently discourage procrastination.
However, procrastination can still arise in teams. When it does, it often signals deeper issues, such as:
- The absence of a clear framework or process.
- Failure to follow the chosen framework correctly.
- Lack of adaptation of the framework to the team’s specific needs.
- Mismatch between the framework and the team’s work.
For example, I once worked with a team that struggled with a «free rider» problem despite using the Scrum framework. Observing their ceremonies, I noticed that team members gave status updates without relating their progress to the sprint goal or discussing whether they were ahead, behind, or on track. They also rarely questioned each other to find out why they were behind, if that was the case. After helping the team adopt more open and courageous communication practices, it became clear that one member was struggling with procrastination. Together, the team developed supportive strategies to address the problem
Team management strategies to stop procrastination
The most challenging part of addressing procrastination in a team is identifying it. As in the example above, teams may sense that something is off but struggle to pinpoint the issue without an external perspective. This is especially common in junior teams that haven’t yet built enough trust to ask direct, critical questions.
Once procrastination is identified, educating the team about its emotional roots can be transformative. Understanding that procrastination is tied to emotions rather than poor time management allows team members to approach the issue with empathy. A Scrum Master or coach can guide the team in naming and discussing the emotions causing delays. Even the simple act of naming these emotions can reduce their intensity.
Here are some strategies to combat procrastination in teams:
- Pair Programming: Pair a non-procrastinator with a procrastinator to work together. This reduces anxiety for the procrastinator and helps them cross the action line.
- Regular Check-Ins: Establish predefined check-ins during the day to share progress. Frequent accountability helps keep procrastinators on track.
- Emotional Support: Create an environment where team members can openly discuss their emotions and challenges without fear of judgment.
As team leaders know, identifying obstacles that the team may face and design strategies to overcome them is an important step to take when managing a team. Here are some tips to prevent procrastination from happening in the first place:
- Emotional Check-Ins: Begin daily scrum meetings with a quick emotional check-in to gauge the team’s mood.
- Structured Updates: Use a meeting template that includes progress updates linked to the objective, whether the work is on time or delayed, and how team members feel about it.
- Procrastination in Retrospectives: Use team retrospectives to specifically identify procrastination and co-design solutions.
- Practice Self-Compassion: Create a culture of self-compassion rather than blame. This helps reduce anxiety which, in time, helps alleviate procrastination.
Teamwork challenges, including procrastination, offer opportunities for growth. Teams that have built trust and psychological safety can benefit the most from receiving well-intentioned help from each other. For this to happen, team members must be humble, both in seeking help and in accepting it. When teams genuinely work together, they grow not only as professionals but also as individuals.
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