We work hard, sometimes to exhaustion, to complete important projects, and usually get everything done by the time the deadline arrives. But are we doing it all wrong? Are our attitude and approach the problem?
Are we accustomed to setting a two-week deadline for a one-week project? Are you using that extra time to goof off or attend to busy work because you know you don't have to rush? We call it procrastination, and it is, but it has another name: Parkinson’s Law. Originator, British naval historian Cyril Northcote Parkinson, believes that our approach to deadline setting, and working is where our problems lie.
After understanding the concept of Parkinson's Law, the question becomes, can we somehow exploit this principle to work smarter? We believe we can!
What is Parkinson's Law
Cyril Northcote Parkinson suggests that "work expands so as to fill the time available for its completion," which became known as Parkinson's Law. He suggests that if you allow yourself one week to complete a four-hour task, the task will inevitably increase in complexity and fill your entire week. No matter how long it actually takes to complete the project you're working on, you will only complete the project when you reach the deadline. So, if you have the time, you'll use every little second of it.
Parkinson explains his theory in an essay he penned for The Economist telling the tale of a woman who uses an entire day to write a postcard. Yes, a full day. And not because she is writing a tremendous postcard—but because she simply has the time, she uses all of it.
From spending an hour looking for the postcard and thirty minutes to locate her glasses to taking ninety minutes to write her message and on and on until her day is filled, she takes all day. The work required to send a postcard expanded to fill the time she had, which was all day.
And don't just take it from Parkinson's postcard story. Several studies have been conducted that have proven his theory. The research indicates that we consider tasks in terms of how much time we have available and not how much time the actual job would take to complete.
While his concept was aimed at the inefficiency of the British Civil Service, it can be applied in any industry and role. A dismal prospect, yes. But there are ways to leverage the principle to get more done and work more effectively and efficiently.
Here we will suggest just how to apply Parkinson's Law to your life to get through your task lists more quickly, improve your time management and planning skills, and eliminate all the busy work.
Determine the Scope of The Project
Before you can begin to set deadlines for your project, you need to define the scope for an accurate picture of what it will take to complete it. But you need a starting point. Figure out what you'll need and the tasks that will be a part of the project and understand that it can be adjusted as needed. Be careful to stick as closely to the defined scope as possible, so you'll know what isn't essential and doesn't need to be dealt with during the course of the project.
Beat the Clock
When working on using Parkinson's Law, outline your tasks and determine how long it takes to complete them. When estimating your time, be reasonable and thoughtful. Don't just assign random time frames; think about the actual task and come up with adequate time to get it done.
Then only allow yourself half of that time and set your deadlines in stone. Work to beat the clock while working at your best.
Be Realistic with Your Time Estimates
Your challenge with time management may boil down to not knowing just how much time it takes to complete specific projects and tasks. So, you'll start by setting certain time projections and will have to adjust as time goes on. If the task isn't completed in that time and you honestly believe it requires more time, you know that you need to extend the time.
Track your time for an entire day and see how you're spending your time. You may be able to identify some things you can avoid allowing you more time for important tasks. It may be helpful to use a timer or stopwatch to find precisely how much time you spend on each task.
Figure Out How You're Wasting Your Time
Identify how you spend your time and where your time is wasted. Do you open up every email as it comes in, taking you away from meaningful tasks? Are you getting lost on social media for an hour, roaming from post to post?
Do you play a quick game of Candy Crush while on hold and continue to play after the call has been completed? Set an exact time for checking your email, gaming, and social media. Then only allow yourself five minutes to peruse them.
You can always get back to them later after you have completed those essential tasks you have assigned for yourself for the day.
Set Priorities
Set priorities for your tasks and manage those high on your list of priorities first. When a task takes several steps to complete, give priority to those steps that are most critical.
Use Parkinson's Law to Your Advantage
When we first hear of Parkinson's Law, it may have a negative connotation, but you can apply it for good in your life. With the proper application of Parkinson's Law, you can achieve much more in less time and get to the bottom of how you work and how long your tasks should take. Then set reasonable deadlines and work efficiently to get things done efficiently. Use these strategies and stop allowing work to expand to fill your days.