We’ve all had days where our productivity feels stuck in first gear.
You know the drill: you wake up with a plan, but by lunch, you’re knee-deep in emails, scatterbrained, and wondering how it all spiraled out of control so fast.
I’ve seen countless clients lament this productivity slump, only to realize they’ve been unknowingly shooting themselves in the foot by making a few habitual mistakes. Often, these mistakes feel so small—or so normal—that we barely notice how they keep us in a cycle of underachievement and frustration.
Ready to shine a light on what might be holding you back? Let’s look at eight common pitfalls that people who struggle with daytime productivity often make without even realizing it.
1. Overloading your to-do list
Do you ever catch yourself writing down every single thing you need to do—big tasks, tiny errands, even refilling your water bottle—just so you can cross them off?
It’s tempting to cram the day’s tasks onto one monstrous list, but the truth is, this can create a sense of overwhelm before you’ve even started.
I learned this the hard way when I had a jam-packed schedule that included client sessions, school pickups for my kids, pottery classes in the evening, and a massive writing project. My to-do list looked like something out of a novel. By the time I glanced at it in the morning, my stress level was through the roof, and I wasted half my energy just panicking.
Research suggests that when we have too many tasks, our brains switch into “threat mode,” perceiving the endless list as a big monster we have to slay. Suddenly, even straightforward tasks become emotionally taxing.
The fix? Make a shorter, prioritized list. Identify the top three must-dos for the day—those things that, once done, will create the most impact or relief.
2. Neglecting mindful breaks
You might have read my previous post on self-care strategies (where I emphasized the importance of small breaks for big gains), but let me say it again: powering through the day without intentional rest is a recipe for burnout. Ironically, our brains are more likely to stay sharp if we pause at intervals.
As noted by Daniel Goleman, who literally wrote the book on emotional intelligence, consistent short breaks actually improve focus and help us handle stress better. It’s not about slacking off—it’s about recharging your mental batteries.
One simple technique? The “pomodoro” approach, where you work in 25-minute bursts, then take a five-minute break. Instead of scrolling through social media during that downtime (which can quickly spiral into 15-minute distractions!), get up, stretch, or take a mindful breath.
That five minutes can give you a quick reboot, keeping your focus strong and your mind clear.
3. Constantly multitasking
Some of us take pride in the ability to juggle it all at once: sending emails, scarfing down lunch, and brainstorming the next big project—simultaneously. The unfortunate truth? Multitasking is more myth than superpower.
In my psychology practice, I’ve heard the same complaint from high achievers: they’re “doing everything,” yet somehow they’re barely moving the needle.
Susan Cain, best known for her work on introversion, once said, “We need much less than we think we need.” While she was referring to stimulation levels, this rings true for task management, too. Trying to do too many things at once can flood your brain with unnecessary information, leaving you stressed and less effective overall.
Focus on one task, give it your full attention, and then move on to the next. You’ll be amazed at how much faster (and better) you can get things done when you drop the habit of dividing your brain’s bandwidth into a thousand different channels.
4. Failing to set boundaries
Ever find yourself the default go-to person for “little favors” at work or among friends?
One minute you’re in deep concentration, and the next you’re spending an hour fixing someone else’s spreadsheet or advising them on a personal problem. Before you know it, your own projects are sidelined.
I’ve worked with clients who insisted they had no time for their priorities, yet they were always available for every crisis (big or small) that landed at their door. Here at Blog Herald, we’re huge fans of healthy boundary-setting because it not only protects our energy but also teaches others to respect our time.
Boundaries are like invisible fences for our attention. They help keep us from wandering into tasks that don’t align with our goals.
As Brené Brown famously said, “Daring to set boundaries is about having the courage to love ourselves even when we risk disappointing others.” Setting boundaries can feel uncomfortable at first—especially if you’re used to being the resident “yes-person.” But trust me, your productivity (and sanity) will thank you later.
5. Keeping distractions within arm’s reach
Between pings, dings, and pop-ups on our phones, it’s never been easier to lose focus.
How many times have you picked up your phone to quickly check something, only to surface 15 minutes later wondering where you got lost?
In my own life, I’ve noticed I’m especially vulnerable to this when I’m working from home and my kids are around. I’ll glance at my phone to see if the babysitter texted, then I’m suddenly on Instagram watching funny dog videos. That’s a quick path to a productivity black hole.
The trick is to create a clean workspace—both physically and digitally. Put your phone on silent or place it in another room if possible. If your work requires online research, try site blockers or turn off notifications so you’re not lured into your social feeds.
A study found that people bombarded with constant email alerts or phone notifications had lower productivity levels than those who set limits. So set yourself up to succeed by reducing or removing the temptation.
6. Allowing negative self-talk to steal your momentum
“You can’t do this.” “Everyone else is doing better.” “You’re too disorganized to get anywhere.” Sound familiar? Often, the biggest productivity block is the story we tell ourselves about our abilities.
When I was first starting out as a psychologist, I’d write articles for local newsletters and talk myself down the whole time. I’d think, “There are so many experts out there, who am I to write about this topic?” That internal chatter slowed me down, making each piece feel like an uphill battle.
The more I’ve worked with people, the more I see how negative self-talk not only saps our drive but also leads us to procrastinate—sometimes just to avoid the discomfort of feeling “not good enough.”
This is backed by experts like Jordan Peterson, who has noted that our mindset can drastically shape our actions. Give yourself a fighting chance by noticing those inner criticisms and challenging them. Instead of “I can’t do this,” try “I’m learning to do this.” Shift the narrative; shift your results.
7. Skipping physical movement and healthy fuel
Have you ever thought about how your energy levels relate to what you eat or how often you move?
Early in my career, I’d skip breakfast, chug coffee, and wonder why by mid-morning I was already yawning my way through sessions with clients. It took me a while to realize that a steady diet of caffeine and convenience snacks isn’t exactly brain food.
Think of your body like a car. If you don’t fuel it properly or run it enough, it’ll sit rusting in the driveway. Small changes go a long way: take a brisk walk after lunch, swap a sugary treat for a piece of fruit, or do a quick yoga flow when you feel stuck.
Exercise boosts mood and sharpens concentration. According to a study published in the Journal of Applied Physiology, even moderate physical activity can improve cognitive function over time. So, get the blood pumping—your brain will reward you with better focus and stamina.
8. Procrastinating because “There’s always tomorrow”
Finally, we can’t ignore the big one: procrastination. If you’re racing to meet deadlines or constantly pushing tasks to the next day, you’re setting yourself up for a cycle of stress and reduced productivity.
One approach that helps is to create mini-deadlines within the day. Break larger tasks into smaller milestones with specific times attached to them.
Also, pay attention to your natural energy peaks. If you do your best work in the morning, schedule your most challenging tasks then.
Procrastination can also be a shield for deeper issues like perfectionism or fear of failure. It’s worth exploring those roots.
As Carl Jung once said, “Until you make the unconscious conscious, it will direct your life and you will call it fate.” Don’t let procrastination run the show. Uncover what’s really behind your delays, address it, and you’ll reclaim those precious hours you’ve been losing.
The bottom line
If any of these eight habits hit a bit too close to home, take heart—you’re in good company. Most of us have stumbled into at least one (if not several) of these productivity traps at some point.
The good news? None of these mistakes are set in stone. By identifying which traps you’re most prone to, you can start to replace them with habits that actually support, rather than sabotage, your day.
Remember, real change often comes in small shifts, not massive overhauls. Focus on making one or two adjustments at a time, whether that’s decluttering your workspace, practicing mindful breaks, or learning to say “no” a little more often. Every tiny step forward can lead to major changes in how you feel—and how you work—each day.
So give yourself permission to test new strategies, fail a little, and learn as you go. Trust me, the payoff is well worth it. That feeling of finishing the day and actually feeling satisfied (rather than defeated)? It’s the best reward of all.
