How to Beat Procrastination and Stay on Top of Deadlines

Procrastination and deadlines - the ultimate tug-of-war for CPAs. You know the deadlines are firm. You know your clients are counting on you. And yet...you find yourself pushing tasks off until the last minute, scrambling through long nights to catch up.

If this sounds familiar, you're not alone. Procrastination thrives in high-pressure environments, and CPA firms are prime territory. But it doesn't have to run your practice - or your life.

The key is to understand why you're procrastinating and put systems in place that make it easier to take action immediately. Here's how to beat procrastination and stay on top of deadlines - even during busy season.

#1 Understand Why You Procrastinate

Procrastination isn’t laziness—it’s avoidance. You’re not avoiding the work; you’re avoiding the feelings that come with the work:

Quick Fix: Break down large tasks and give each one its own mini-deadline. Procrastination thrives on vagueness—kill it with clarity.

#2 Use the "2-Minute Rule" to Start Immediately

The hardest part of any task is getting started. The 2-Minute Rule, from David Allen’s Getting Things Done, is a simple trick to overcome that inertia:

If a task will take less than two minutes, do it immediately.

For larger tasks: Just commit to two minutes. Often, you’ll keep going. Starting reduces resistance.

Example for CPAs:

Two minutes can become twenty. Twenty can become completion.

#3 Time Block Deadlines Before They're Urgent

Deadlines are dangerous because they encourage last-minute rushes. Instead of working toward deadlines, schedule time blocks to complete tasks well before they hit.

How to Time Block Effectively:

#4 Conquer Overwhelm with Task Chunking

When a task feels massive, your brain says, “Nope.” That’s overwhelm—the fuel for procrastination.

The solution? Task chunking. Break projects into bite-sized pieces that your brain can handle.

Example: Audit Engagement Task Chunking

✅ Request client documents (Day 1)

✅ Review cash and receivables (Day 2)

✅ Complete preliminary analytical procedures (Day 3)

✅ Draft financial statements (Day 4)

✅ Submit for review (Day 5)

You can’t finish the audit in one step. But you can finish "Review cash and receivables" today.

#5 Beat Perfectionism with the "Ugly First Draft" Method

Perfectionism is procrastination in disguise. It whispers, “Don’t start until you can do it perfectly.”

The antidote is the Ugly First Draft method. Commit to:

CPA Example:

Instead of waiting for “the perfect phrasing,” quickly draft your audit findings. You can edit them during review. Starting rough is better than never starting at all.

#6 Use the Pomodoro Technique to Stay Focused

The Pomodoro Technique is a time management method that prevents burnout and boosts focus.

How It Works:

Why It Works for CPAs:

Pro Tip: Use timers like BeFocused or Pomodone to automate this system.

#7 Eliminate Time-Wasting Triggers

You can’t fight procrastination if distractions are everywhere. Create an environment that reduces friction and eliminates temptation:

Common CPA Distractions (and How to Fix Them):

❌ Email Overload: Schedule email check-ins (e.g., 10 AM, 2 PM) instead of responding instantly.

❌ Phone Notifications: Use “Do Not Disturb” mode during work blocks.

❌ Cluttered Workspace: Keep only essential tools on your desk—laptop, notepad, calculator.

Pro Tip: Use website blockers like Freedom or Cold Turkey during focus time.

#8 Build Accountability with Self-Imposed Deadlines

Deadlines motivate action. But if clients or partners aren’t imposing them, create your own.

How to Create Accountability:

#9 Reward Progress, Not Just Completion

One reason procrastination wins? You’re only rewarding yourself when you finish something big. Break the cycle by celebrating small wins.

Examples of Progress-Based Rewards:

✅ Finish a section of the audit → Take a 10-minute walk.

✅ Draft the client letter → Enjoy your favorite coffee.

✅ Hit your daily time-block goals → End the day 30 minutes early.

Why It Works: Rewards trigger a dopamine release, training your brain to enjoy productivity.

#10 Build Productive Habits to Prevent Future Procrastination

The best way to beat procrastination long-term is to build habits that make starting easy and automatic.

Key Productive Habits for CPAs:

Build Momentum, Beat Procrastination, and Own Your Deadlines

Procrastination feels unbeatable—until you realize it’s a pattern, not a personality trait. By breaking large tasks into chunks, starting with small actions, and removing distractions, you’ll build momentum that carries you past the urge to delay.

Key Takeaways to Beat Procrastination and Stay on Top of Deadlines:

✔ Break tasks into micro-steps to kill overwhelm.

✔ Use the 2-Minute Rule to conquer inertia.

✔ Time block and theme your days for predictable progress.

✔ Start with an “Ugly First Draft” to fight perfectionism.

✔ Use Pomodoro timers to focus in bursts.

✔ Eliminate distractions and reduce friction.

✔ Create self-imposed deadlines to build urgency.

✔ Reward progress—small wins fuel momentum.

✔ Build habits that make starting easy and automatic.

Which strategy will you try first? Don’t wait—pick one and start today. Your future self (and your clients) will thank you.