Atlassian study highlights year-end project backlog issues

Atlassian has released new research examining the year-end phenomenon of delaying projects until the following year, a practice it identifies as "circling back."

According to the company's survey conducted with YouGov, involving 6,000 knowledge workers from the US, France, Germany, UK, India, and Australia, the approach of the holiday season often leads to an increase in unfinished projects. Factors such as shifting priorities and unexpected challenges contribute significantly to this trend, with 68% of knowledge workers admitting at least some projects remain incomplete by year-end.

Dr Molly Sands, Head of the Teamwork Lab at Atlassian, expounds on this matter, stating, "The end-of-year scramble can be tough on everyone, and our research shows that 'circling back' has become a collective coping mechanism. Sixty-eight percent of knowledge workers say at least some projects will go unfinished, with shifting priorities (34%) and unexpected challenges (32%) serving as the main reasons why."

Interestingly, the research reveals differing perspectives on managing end-of-year workloads in order to avoid burnout. Sands highlights, "Avoiding burnout is a big motivator too, but one person's blessing is another's burden. While 18% of knowledge workers push projects back and pick them up in the new year to avoid year-end burnout, 22% say they avoid those kinds of delays to ensure a lighter January workload."

The survey also uncovers the potential pitfalls of circling back, such as difficulties in resuming postponed projects. Only 26% of respondents express confidence in easily picking up their stalled projects in the new year. Sands questions the effectiveness of deferring projects, noting, "Most workers have the best intentions for picking up their stalled projects, but it's harder than it sounds. Who can remember an important action item shared verbally in a one-off meeting from last year? Or a small but mission-critical piece of client feedback in an email that's now buried deep in your inbox?"

The lack of proper documentation of decisions and project details significantly hampers teams as they return from holiday breaks, leading to potential disorganisation and loss of productivity. Sands emphasises, "Without documenting these decisions and touch points, teams work slow at best and ill-informed at worst, or end up running fast at the wrong priorities. And those tasks left on the back burner in December can quickly start to feel overwhelming in January, leading to delays – or worse, projects that drop entirely."

As the calendar progresses into a new year, Sands encourages re-evaluation of the projects at hand. She suggests, "It's hard to pick back up where you left off. Part of the problem is that workers tend to say they will circle back on EVERYTHING this time of year, instead of using it as an opportunity to get super clear on your team's priorities and realistic about what does (or doesn't) move the needle."

Among the issues, Sands identifies "zombie projects" as a specific concern. These are projects that continue officially but show little progress. "Some projects struggle to regain momentum after the holiday because they don't have a big impact in the long run. These projects can feel tedious – we often call them 'zombie projects' – technically 'alive,' but failing to progress, draining resources and morale. The reality is that it might be time to scrap those zombie projects altogether. And that's okay!"

Sands outlines strategic approaches for transitioning into a new year more effectively, advocating for thoughtful documentation and prioritisation, "A little time getting organized now can make a big difference in the new year. To pick up where you left off, teams need to document their important work, including up-to-date statuses and easy-to-find sources of truth with important context about each project."

Asynchronous work practices are also highlighted as beneficial to maintaining productivity during the holiday period. Sands advises, "These information sharing practices – often called asynchronous work – not only help you pick up where you left off, but make it easier to disconnect knowing your team has what they need to move work forward without you."

Finally, Sands encourages teams to use the fresh start of the new year as an opportunity to focus on meaningful outcomes, "While this time of year can feel overwhelming, it's also an opportunity for a fresh start. The beginning of the year is a great time to reevaluate your priorities, set new intentions, and get reenergized about your work."