In the face of an imminent deadline, a mission critical project or a crisis, most people are able to knuckle down and get done what needs to get done. Some thrive in these circumstances, others endure them, but at times like this most people are usually working hard.

In fact some say this kind of external pressure helps them to do their best work. Often that's because in that situation there's no alternative but to engage fully with the task at hand, establishing exactly where the finish line is and what has to be done to get there. In other words, defining next actions and desired project outcomes. This is the best practice we teach in defining our work. By applying this best practice when you first encounter something new, you're able to get moving on your work sooner rather than later, so experiencing fewer last-minute panics.

So most people get productive when the pressure's on, but what about when the pressure's off? This is something I'm asked while training our clients, often in the context of beating procrastination. Some people have cyclical roles where it's crazy busy for, say, two weeks in the month, and more relaxed the rest of the time. Or they finish a major project, and after a quick breather they have difficulty engaging with their other work. Without a pressing external motivating factor, the drive they desire deserts them.

How can you overcome this? How do you stay productive when the pressure's off? The answer comes in several parts.

First we need to look at the situation in the right way. This is an opportunity. An opportunity to work on all the important things you can't get to when your back's to the wall on something urgent. An opportunity to think about the bigger picture of whether the projects you're working on are the right ones, moving you towards the right objectives. Getting clear at those higher levels might give you the renewed drive and enthusiasm to get stuck in again. And making sure all our individual action steps are clearly defined makes them as doable as possible.

This is a great time do a weekly focus session, and allow yourself the space to review each of your current projects thoroughly, even if it may take a little longer than usual. Is anything stuck? Out of date? Does the desired project outcome still ring true? Is it clear how completing it will benefit you? Can you make it more enticing or attractive in any way? Should any of your projects be put on the back burner by moving them over to someday-maybe? Do you have all the possible next actions defined, or only some of them?

That little activity should re-engage you with your projects. And while we're about it, take a look at your someday-maybe list to see if anything there leaps off the page for promotion to live project status now you've got some more bandwidth.

Now review your individual next actions. Are they all really next actions? Or does something else have to happen before you can do what you’re telling yourself to do? Is it phrased as a clear instruction to yourself as to precisely what action you need to take? Breaking everything down so it’s quick and/or easy and/or fun can level the playing field between competing actions and make it easier just to choose something and get started.

Referring to our weekly focus session reference sheet if it helps, focus next on the bigger picture. Are there any areas of your role that have been neglected while you were busy elsewhere? Which of the hats you wear haven't you donned for a while? For example, could now be the time to pay attention to your own or your staff's development? To reconnect with old contacts or make new ones? Are your goals and objectives current and relevant? Have you acquired or generated any new ones? Do they suggest any new projects for you or others? What’s most on your mind in your quieter moments?

Once you've re-visited the map of your work in this way, the trick is to get started on the individual action steps. By now you may feel re-energized and impatient to get started on something that’s attracted your attention. You may even have started already, without really deciding to. But even if not, just the act of starting something will take you further than you might have expected. Getting moving will create momentum so it's easier to keep going. With crisply defined next actions phrased as instructions to yourself about exactly what needs to happen first on everything, just starting is a lot easier. Don't worry about finishing. You just have to start.

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