Next Stop: Procrastination Station 🙈

I recently came across a Ted Talk by Tim Urban titled “Inside The Mind of a Master Procrastinator”.  I immediately toggled from the urgent project I was working on to spend nearly 14 minutes confirming what I already knew:  I’m 💯% a pro level procrastinator.  Even though Tim’s talk doesn’t propose a practical solution to procrastination, it’s fun and insightful talk.

I resonated strongly with Tim’s procrastinator scenario - it goes something like this:

• A deadline is bearing down on me.
• The “rational decision-maker” part of my brain conceives a plan for achieving the task in the allotted time.
• From seemingly out of nowhere, the “instant gratification monkey” takes over and convinces me to spend 90 minutes watching the “How Stuff Works” episode on how toilet paper works.
• Before I know it, the deadline is literally sounding an alarm.
• The “panic monster” enters.  The “instant gratification monkey” is terrified of the “panic monster” and flees the scene.
• I rush to meet the deadline which produces a less than satisfactory outcome.

(BTW, your Charmin really is quite fascinating...)

All of us deal with procrastination at times.  It’s a sneaky companion in major gift fundraising roles, where the stakes often feel high and the to-do lists seem endless. I empathize deeply because, like many fundraisers, I know what it’s like to wrestle with the urge to delay tasks that feel overwhelming or uncomfortable.

Let’s explore why this might happen, then consider three practical strategies on how best to confront it.

Why We Procrastinate
😱Fear of Rejection
Often we are asking for substantial sums of money, and the fear of hearing a “no" can feel paralyzing. We dread the potential loss of funds, and the personal investment we’ve made in preparing for an ask. Hearing “no” seems like a reflection on your worth or the value of your cause.

👌Perfectionism
Perfectionism is a nefarious trap. You might believe that every detail of your proposal, every word in your email, and every aspect of your presentation needs to be flawless before you can move forward. This pursuit of perfection leads to endless revisions and delays, as you wait for the “perfect” moment that never comes.

😩Overwhelm and Decision Fatigue
The sheer volume of tasks in fundraising—from relationship management to crafting personalized proposals—can quickly lead to overwhelm. When faced with too many decisions or tasks, it’s easy to become paralyzed, opting to put off the most daunting tasks in favor of easier, less important ones.

Three Thoughts on Overcoming Procrastination

1. Break Down the Task: One of the most effective ways to tackle procrastination is to break down large tasks into smaller, manageable steps.  I’ve found that 30-45 minutes of focused work is most effective, then I take a break to enjoy a funny podcast, or go for a walk before re-engaging.
   • When the time comes to present a significant ask with a prospect, I’m not always sure where to start.  To help with this, I rely on the SToR (Strength of Relationship) framework. I’ll assess the depth of my relationship with the giver to gauge timing and approach, reducing the fear of rejection and the feeling of overwhelm.
2. Deadlines Are Your Friend: Without deadlines the “procrastination monkey” runs amok.  The “panic monster” lies in wait for the alarm to sound, but it never comes.  However, deadlines alone may not be enough - especially if you’re the only one holding yourself accountable. Try sharing your goals with a colleague, mentor, or even a giver. Let them know a specific timeline when you’ll follow up, turning the abstract into something concrete.
   • I’ve discovered mornings, by far, to be the most productive time of day for me.  I’ll treat myself to a favorite coffee shop, order my favorite drink (and perhaps the donut that’s calling my name), then get to work.  My reward?  The “procrastination monkey” disappears to fritter the afternoon away somewhere else.
3. Embrace Imperfection: Perfectionism often masks deeper fears—fear of failure, fear of rejection, or even fear of success. The truth is, no proposal, presentation, or meeting will ever be perfect. Embracing imperfection can free you from the paralysis of over-preparation. Instead of waiting until everything is perfect, strive for excellence, acknowledging that "good enough" is often just right.
   • For me, the companion to embracing imperfection is embracing focus.  I’ll throw on a pair of noise canceling headphones with the sounds of a waterfall and occasional thunder in the background.  Before I know it, the dreaded project is complete and ready for review.

Sometimes taking imperfect action is better than taking no action at all.

So…deep breath, embrace the challenge, and begin the next small step forward. You’ve got this!

How do you avoid procrastination to find a place of productivity and progress?  Tell me about it!  I’d love to collate responses to share with the whole group in a future newsletter.

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If you haven't taken advantage of some of the resources I've created to help major gift fundraisers, take a look now!  Initial calls with me are free and "no strings attached".  Sometimes folks feel like they need to wait and not 'bother' me until they have a pressing issue.  No need for that...just make the call. 🕺

‍Here's where you can access a lot of content for free:

‍* Follow me on LinkedIn - You'll get short pro-tips and reflections on major gift fundraising every day between 5-7am pacific.

* Breakthru Newsletter - As you've seen here, these are longer weekly posts (audio and written) sent directly to your email.

* Breakthru Blog - the newsletter from the previous week gets posted here each week for everyone (so email subscribers get it a week early).

* Breakthru Podcast - Interviews with high net worth givers about how we as fundraisers can get better at inviting them to the party.  And audio readings of Breakthru Blog posts.

‍Before getting to the PAID stuff: My opinion is that no small ministry with a tight budget should be spending more than $3-5k (total) for major gift coaching/consulting.  Most of you will be good-to-go spending far less than that.  This was a major issue for me when I was a frontline fundraiser - major gift consultants were an expensive 'black-box-of-confusion' for me.  That stops now.

‍Here's the PAID stuff:

‍* Online Catalyst Course - This is a full brain dump of my 28+ years of experience - good, bad, ugly.  It's built around the fundamentals, the sacredness, and the fun, of major gift fundraising.  It's infused with Henri Nouwen reflections.  Many people can take this course and they will be 'cooking-with-gas' and not need any additional coaching from me on the core systems.  I'm grateful that this course has gotten *great* reviews.

* Live coaching with me - I refer to this as "brain rental".  The ROI on live coaching, as you might imagine, is extraordinary.

Finally, be sure to connect with my colleague Ivana Salloum.  She's super awesome and can help with scheduling and access to resources, etc.

I look forward to hearing about your good work!

Blessings,