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How to Use Parkinson’s Law to Your Advantage

How to Use Parkinson’s Law to Your Advantage

Work expands to fill the time available for its completion. If you’re into productivity, you’ll know this proverb as Parkinson’s Law. This interesting statement was made by Cyril Northcote Parkinson, the famous British historian and author, in 1955 – first appearing as the opening line in an article for The Economist and later becoming the focus of one of Parkinson’s books, Parkinson’s Law: The Pursuit of Progress.

Parkinson was qualified to make such a statement, having worked in the British Civil Service, seeing first hand how bureaucracy ticks. Bureaucracy itself is a by-product of our culture, thanks to the limiting belief that working harder is somehow better than working smarter and faster.

Parkinson’s Law – work expands to fill the time available for its completion – means that if you give yourself a week to complete a two hour task, then (psychologically speaking) the task will increase in complexity and become more daunting so as to fill that week. It may not even fill the extra time with more work, but just stress and tension about having to get it done. By assigning the right amount of time to a task, we gain back more time and the task will reduce in complexity to its natural state.

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I once read a response to Parkinson’s Law insinuating that if it were an accurate observation, one would be able to assign a time limit of one minute to a task and the task would become simple enough to complete within that minute. But Parkinson’s Law is exactly that – an observation, not some voodoo magic. It works because people give tasks longer than they really need, sometimes because they want some ‘leg room’ or buffer, but usually because they have an inflated idea of how long the task takes to complete. People don’t become fully aware of how quickly some tasks can be completed until they test this principle.

Most employees who defy the unwritten rule of “work harder, not smarter” know that, despite the greater return on investment for the company, it’s not always appreciated. That’s related to the idea that the longer something takes to complete, the better quality it must inherently be. Thankfully, the increasing trend of telecommuted employment is changing this for those lucky early adopters, but only because employers have no idea what you’re doing with all that spare time!

Let’s look at a few ways you can apply Parkinson’s Law to your life, get your to-do list checked off quicker and spend less of the work day filling in time just to look busy. This is relevant whether you work in an office or at home, since “work harder, not smarter” is a cultural idea that many individuals fall prey to even when nobody’s supervising their work.

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Running Against the Clock

Make a list of your tasks, and divide them up by the amount of time it takes to complete them. Then give yourself half that time to complete each task. You have to see making the time limit as crucial. Treat it like any other deadline. Part of reversing what we’ve been indoctrinated with (work harder, not smarter) is to see the deadlines you set for yourself as unbreakable – just like the deadlines your boss or clients set.

Use that human, instinctual longing for competition that fuels such industries as sports and gaming to make this work for you. You have to win against the clock; strive to beat it as if it were your opponent, without taking shortcuts and producing low-quality output. This is particularly helpful if you’re having trouble taking your own deadlines seriously.

At first, this will be partially an exercise in determining how accurate your time projections for tasks are. Some may be spot on to begin with, and some may be inflated. Those that are spot on may be the ones that you are unable to beat the clock with when you halve the time allotment, so experiment with longer times. Don’t jump straight back to the original time allotment because there may be an optimum period in between.

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If you work at a computer, a digital timer is going to be very useful when you start doing this. It’ll also save you a bit of time, because a timer allows you to see at a glance how much longer you have. Using your clock involves some addition and subtraction! There are free utilities available for OS X, Linux, and Windows.

Crush the Cockroaches of the Productivity World

Look for those little time-fillers, like email and feed reading, that you might usually think take ten or twenty (or even, god forbid, thirty!) minutes. These are the “cockroaches” of the productivity world – little pests that do nothing but make your life a pain in the backside, pains that you can’t seem to get rid no matter how much you run around the house with a shoe or bug spray.

Instead of doing the leisurely 20-30 minute morning email check, give yourself five minutes. If you’re up for a challenge, go one better and give yourself two minutes. Don’t give these tasks any more attention until you’ve completed everything on your to-do list that day, at which point you can indulge in some email reading, social networking and feed reading to your heart’s content. Not that I recommend you spend all your spare time that way!

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These are tasks where 10% of what you do is important and 90% is absolutely useless. This forces you to tend to the important tasks – feeds you need to read in order to improve in your work (for instance, if you’re a web designer who needs to be read up on new practices), and emails that are actually high-priority. Experiment with how far you can take this. Make your criteria for what makes an email important, really strict and the penalties harsh! That means using the Delete button, by the way – I’m not advocating violence against your colleagues.

You can experiment with Parkinson’s Law and squashing your deadlines down to the bare minimum in many areas of your life. Just be conscious of the line between ‘bare minimum’ and ‘not enough time’ – what you’re aiming for is a job well done in less time, not a disaster that’s going to lose you employment or clients.

More by this author

The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage 19 Free GTD Apps for Windows, Mac & Linux

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Last Updated on January 2, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just pick one thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a start date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for it

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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