We all have those tasks. The ones we know are important, yet they keep slipping to the bottom of the to-do list. It’s easy to let “important but not urgent” tasks linger — sometimes for weeks, months, or even years. But let’s be honest: procrastination can have real costs.
What We Keep Pushing Off
In my work as a nonprofit consultant, I see the same types of tasks fall victim to procrastination again and again:
- Donor stewardship that’s not tied to a gift or report deadline. These are the touchpoints that build real relationships, the “just because” updates or thank-you calls that show donors they’re more than a checkbook.
- Refreshing the organization’s website and donation page. Outdated language, broken links, and clunky giving forms send a message, whether we mean to or not.
- Revising grant proposal templates. We re-use these all the time, so why not ensure they’re truly compelling and up to date?
- Staff professional development. It’s an investment that pays long-term dividends, but only if we actually make the investment.
- Evaluating our communications tools. Are your newsletters, social posts, and appeal emails still doing the job? How do you know?
These aren’t frivolous extras. They are foundational to organizational health, fundraising success, and donor trust. And yet, when fiscal reports are due, programs need staffing, and big gifts are on the line, these important tasks lose every time in the battle of priorities.
Why Do We Procrastinate?
There’s no single reason, but here are a few usual suspects:
- The tyranny of the urgent. Immediate needs (the big donor meeting, the looming grant deadline) always win.
- The invisible ROI. A thank-you call or updated About Us page doesn’t come with a measurable deliverable. But that doesn’t mean it’s not worth doing.
- Perfectionism. “I’ll update the website when I have time to do a full redesign.” Spoiler: That time may never come.
- Decision fatigue. When every day involves making weighty decisions, it’s hard to muster energy for tasks that require strategic thinking.
How to Finally Get It Done
You can’t make more hours in the day. But you can create structures that give these overlooked tasks the space they deserve. Here are a few ways to beat back procrastination:
- Engage your board. Ask one or two board members to partner with staff on a priority project. For example, invite a board member to review your website or provide accountability on donor engagement goals. If staff knows they have to answer to the board on these tasks, it can create forward momentum.
- Institute Focus Fridays. Block out time, especially during slower seasons, for deep work on these critical-but-neglected tasks. Even one Friday a month can move the needle.
- Create deadlines, even if they’re fake. Schedule internal check-ins, or commit to presenting your website updates at the next board meeting. Deadlines spur action.
- Delegate with structure. Assign tasks to staff or interns with a clear scope and timeline, and set up short supervisory check-ins. Procrastination often stems from overwhelm; delegation breaks the task into manageable chunks.
- Bundle tasks into a “Back Burner Day.” Once a quarter, host a team-wide catch-up day to tackle those tasks that have been “waiting until we have time.”
Progress, Not Perfection
You don’t have to overhaul your whole system. Start small. Choose one long-procrastinated task this month, and give it the attention it deserves. Build momentum. Share wins with your team. Watch as once-overlooked tasks begin to add up to meaningful improvements.
Your donors, your colleagues, and your mission will thank you.
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