Most people struggle to be productive. These struggles can stem from a range of internal and external factors, each contributing to inefficiencies and a sense of unfulfillment. By understanding the root causes of our productivity barriers, we can take targeted actions to overcome them. Here are some of the main reasons why people like us struggle with productivity:

1. Lack of Clear Goals: Without specific, measurable and achievable goals, it’s hard to stay focused and motivated. For instance, Sarah wants to start a blog but hasn’t defined what she wants to write about or set a posting schedule. Without clear goals, she finds it hard to stay focused and motivated.
2. Procrastination: Delaying tasks due to fear of failure, lack of interest or feeling overwhelmed can significantly hinder productivity. Example: John knows he needs to finish his report for work, but he keeps putting it off, playing games instead. His fear of not doing a good job makes him delay starting the task.
3. Distractions: External distractions like social media, noisy environments and interruptions from others can disrupt concentration and workflow. When they do, it can be hard to recover. A study conducted by the University of California, Irvine found that it takes an average of 23 minutes and 15 seconds to regain focus after an interruption, highlighting the significant impact distractions can have on productivity.
4. Poor Time Management: Not prioritizing tasks effectively, underestimating the time required for tasks, and not using time management tools can lead to inefficiencies. For instance, Tom has a list of things to do but doesn’t prioritize them. He spends hours on minor tasks and then runs out of time for important ones, like preparing for a big presentation. And did you know that a study by McKinsey Global Institute revealed that employees spend nearly 28% of their workweek managing emails. 28%!
5. Perfectionism: Striving for perfection can lead to overworking tasks, delaying completion and causing stress. Lisa spends too much time tweaking her design project, trying to make it perfect. This overworking of details delays the completion of her work and causes stress.
6. Lack of Motivation: Without intrinsic or extrinsic motivation, it’s challenging to stay driven and committed to tasks. After several months at his job, Alex feels unmotivated because he doesn’t see how his work contributes to the company’s goals. This lack of motivation makes it hard for him to stay engaged with his tasks.
7. Poor Health and Wellness: Physical health issues, lack of sleep, poor diet and mental health challenges can negatively impact energy levels and focus. Michael often skips meals and doesn’t get enough sleep. As a result, he feels tired and finds it difficult to concentrate, which affects his productivity.
8. Overwork and Burnout: Working too many hours without adequate breaks can lead to burnout, reducing overall productivity. Jane works late hours every day without taking breaks. Eventually, she feels burnt out and her productivity drops significantly because she’s exhausted.
9. Ineffective Workflow and Processes: Outdated or inefficient processes and tools can slow down task completion. In his office, Paul uses outdated software that crashes frequently, making it hard for him to complete his tasks efficiently.
10. Multitasking: Trying to do multiple tasks at once can reduce the quality of work and increase the time needed to complete tasks. Maria tries to answer emails, work on her project and attend a virtual meeting at the same time. She finds that she’s not doing any of these tasks well and takes longer to complete them.
11. Unclear Priorities: Not knowing which tasks are most important can lead to spending time on less critical activities. Daniel has a mix of personal and work tasks on his to-do list but doesn’t know which ones to tackle first. He spends time on less critical activities and misses important deadlines.
12. Lack of Skill or Knowledge: Not having the necessary skills or information to complete a task can cause delays and frustration. Rebecca is assigned to use a new software program at work but hasn’t received any training. She struggles to complete her tasks because she doesn’t know how to use the tools effectively.

Improving productivity often involves identifying and addressing these underlying issues through better planning, time management and self-care practices. We will discuss how to do this in the next article.

Naphtali Hoff, PsyD, is an executive coach and president of Impactful Coaching and Consulting (impactfulcoaching.com). He can be reached at (212) 470.6139 or at [email protected]. His Productivity Accelerator helps busy, distracted leaders get more done. Learn more at impactfulcoaching.com/productivity-accelerator.