If you’re an Executive Assistant or Personal Assistant, your role is fast-paced, varied and often unpredictable. One minute you’re coordinating travel, the next you’re managing diaries, preparing presentations, or solving last-minute crises. With so many priorities competing for attention, it’s easy for certain tasks to slip quietly to the bottom of your to-do list knows Lindsay Taylor, Co-Founder & Director at Your Excellency Limited, and PA life’s Professional Development columnist…
Lindsay Taylor, Your Excellency Limited
That, in a nutshell, is procrastination: putting off something that needs attention now. And before you give yourself a hard time, let me reassure you – it’s incredibly common. Procrastination isn’t usually about laziness; it’s often about how our brains prioritise immediate comfort over long-term benefits. Psychologists call this “time inconsistency”. Our present self favours instant rewards, while our future self imagines the satisfaction of a completed task.
The trick is learning how to close that gap.
Why do we procrastinate?
Understanding the “why” is the first step to overcoming it. Here are a few common causes that many of you will recognise:
1. The task feels overwhelming: Large projects – such as organising an event, planning a major meeting, or creating a detailed report – can feel so big that we don’t know where to begin.
2. Perfectionism: Many assistants take pride in delivering high-quality work. But when we feel something has to be perfect, we can delay starting because we’re worried it won’t meet our own standards.
3. Lack of immediate reward: Some tasks simply aren’t exciting. When the reward feels distant (like finishing month-end reports), it’s easy to prioritise quicker, more satisfying tasks instead.
4. Uncertainty or lack of clarity: If expectations aren’t clear, procrastination can creep in because we’re unsure about the right approach.
The good news? There are practical strategies you can use immediately.
Practical ways to overcome procrastination
1. Use the “10-Minute Rule”
Getting started is often the hardest part. Commit to working on the task for just ten minutes. Once momentum builds, human nature dictates that you’ll often continue beyond that initial window.
2. Break big tasks into smaller steps
Instead of “Plan Board Meeting,” try:
- Confirm date and venue
- Draft agenda
- Send calendar invitations
- Small steps feel far more manageable and help you build momentum
3. Bring the consequences forward
Think about the impact of delaying a task. Will it create last-minute pressure for you or your executive? Visualising the consequences can increase motivation to act now.
4. Try “temptation bundling”
Pair a less enjoyable task with something you like. Perhaps listen to your favourite podcast while organising files or enjoy a coffee while tackling admin. Linking the two can make the task feel more appealing.
Final thought on beating procrastination
As EAs and PAs, you’re often the engine room of the organisation, the person who keeps everything moving. Tackling procrastination isn’t about becoming superhumanly productive; it’s about creating small habits that make starting (and completing a task) easier.
So next time you notice yourself putting something off, pause and ask: What’s the smallest step I can take right now?
Start there. Your future self will thank you.
You can see more of Lindsay’s professional development columns in PA Life magazine‘ 2026 issues, page 13.
