Have you ever noticed how a task stretches to fill the amount of time available? For example, if you have a progress report due in three days, it takes three days to complete. Or if a project update needs sharing by the end of the day, you just manage to complete the request on time. This is Parkinson’s Law, and no matter the tips and tricks used to unlock your peak productivity, it kills your productivity.
Parkinson’s Law states that “work expands to fill the time available for its completion.” In other words, tasks and projects take longer than necessary because people use all of the available time. It’s less about the complexity or the amount of work that impacts the time spent.
So how can you set limits and take control?
Plan Your Work Strategically
When you create a clear plan, you’re less likely to procrastinate. Start with outlining your goals, and also list tasks, estimate timelines, and set dates for milestones. This structure keeps you on track, as well as helps you anticipate potential challenges ahead.
- Delegate Tasks: If possible delegate tasks with the team. This ensures that you aren’t working past your limits.
- Create Time Blocks for Each Task: Assign specific time blocks for each task.
Set Self-Imposed Deadlines
Don’t think about how much time you have. Instead, shift your mindset and think about how much time you need. With the clarity gained in the previous step, you create a sense of urgency along each step of the way. You stay focused.
- Incorporate Mini-Deadlines: Set mini-deadlines within a larger task, such as one hour to complete the first draft and another 30 minutes for revisions.
- Share Your Deadlines: Make your deadlines public by posting to-dos in Slack or sharing with a team member.
Avoid Perfectionism
Although excellence and high standards are important, perfectionism stalls progress. Stick to your deadlines, knowing when to move on rather than obsess over every detail.
- Use the 70% Rule: When your task feels 70% done, stop and review.
- Focus on Progress, Not Perfection: Shift your mindset to see each step as progress rather than focusing only on the end result.
Pro point!: Know how you work!
Do you tend to procrastinate when a deadline feels too far away? Or do you get bogged down in perfectionism? Understand your tendencies to implement strategies that play to your strengths and mitigate your weaknesses.
Leverage Task Management Tools
Task management tools help you set personal deadlines, track progress, and prioritize tasks, ensuring you stay on top of your goals. Collaboration also proves easier for tasks which involve several members of the team. Everyone remains accountable and aligned.
- Automate Recurring Tasks: Use templates and other tools to free up time and focus.
- Track Time Spent on Tasks: Monitor how long tasks take so you can improve future planning
Reward Yourself
Don’t forget to celebrate progress. Positive reinforcement motivates you to keep moving forward.
- Reward Steps, Not Just Goals: Break down rewards so they align with small wins along the way.
- Celebrate Your Mastery Over Parkinson’s Law: Be sure to treat yourself to a nice lunch, coffee, or whatever resonates each time you get past Parkinson’s Law!
Wrapping Up
Parkinson’s Law thrives when you lack clear guidelines and deadlines. A more detailed structure to the task or project empowers you to take control. You are able to master your time and be more productive!
Until next week, stay productive!