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Last Updated on December 15, 2020

How to Use Parkinson’s Law to Get More Done in Less Time

How to Use Parkinson’s Law to Get More Done in Less Time

Work expands to fill the period of 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[1], 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 and 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—the amount of work expands to fill the time available for its completionmeans 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[2]. It may not even fill the extra time with more work, but just stress and tension about having to get it done.

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Parkinson's Law

    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[3].

    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.

    However, Parkinson’s Law is simply 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!

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    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.

    Running Against the Clock

    As you get started with Parkinson’s Law, 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.

    Get Better at Judging Time

    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 if you’re not used to using Parkinson’s Law.

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    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.

    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!

    Crush the Cockroaches of the Productivity World

    When implementing Parkinson’s Law, 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 of 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.

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    Learn to Prioritize

    These are tasks where 10% of what you do is important and 90% is absolutely useless when it comes to Parkinson’s Law. 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 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 very strict and the penalties harsh! That means using the Delete button, by the way—I’m not advocating violence against your colleagues.

    The Bottom Line

    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.

    By using Parkinson’s Law correctly, you can get more done in less time and learn how much time each of your tasks really requires.

    More Tips on Being Productive

    Featured photo credit: Alejandro Escamilla via unsplash.com

    Reference

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    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    How to Use Parkinson’s Law to Get More Done in Less Time How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services

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    Last Updated on January 12, 2021

    How To Protect Your Focus From Being “Robbed” By Notifications and Social Media

    How To Protect Your Focus From Being “Robbed” By Notifications and Social Media

    Between a cell phone that’s always ringing, a plethora of social media apps vying for your attention, and a steady stream of text messages, it probably feels like you can never get a moment of peace.

    Think about how many times you’ve been working when a notification pops up on your screen. The message might be important, but more often than not, it’s just spam that pulls your focus away from your project.

    Imagine all the times you’ve been in a meeting and felt the distinctive buzzing of your cell phone. Putting a smartphone on vibrate doesn’t make it any less disruptive for its owner. You instantly divert your attention from the other human beings in the room to the device in your pocket.

    Distractions make you work harder

    Studies suggest that the average American worker is interrupted every three minutes and five seconds.[1] An estimated 6 hours of productivity are lost every day to distraction. When someone is interrupted, they not only have to deal with the disruption, but then they have to use even more time and energy to get back into their work.[2]

    It’s not only annoying to feel like you can never situate your mind on one task, but it also keeps you from doing your best work. The greatest ideas require time for mental processing. You have to do research and dig deep to come up with exciting ideas. If your focus is shallow, your ideas will never be able to develop to their fullest potential.

    Our concentration naturally fluctuates

    It would be nice if you could simply disconnect from the internet and have a consistent ability to concentrate, but that’s not how your brain works.

    If you were to visualize your concentration throughout an 8-hour work day, it might look like this graph.

    Throughout the day, you will experience peaks and valleys in your energy levels. You might feel a jolt of productivity after you go for a walk or have a cup of coffee, but there will also be points in the day–like right after lunch–where you’ll feel sluggish. You create your best work during periods of high energy and focus.

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    Protecting those peak periods ensures that you can maximize your work time. When you constantly shift your focus back and forth between your work and distractions, your brain has to work extra hard to get back on track. Opening your Facebook page or replying to your friend’s What’s App message is almost never worth the productivity cost.

    You will still have peak moments of productivity when you face interruptions, but the peaks will not be as high. This is because jumping between items wears you out. You lower your potential productivity every time you give in to distraction.

    To be successful, you have to root out anything that stands in your way. The inability to concentrate will affect your work performance, but you can take control of the situation.

    How to maintain focus in a sea of disruptions

    Being able to give your best at work doesn’t mean that you have to disconnect from the world entirely. You can still enjoy the connections you have through technology, but there are a few ways that you can keep them from having a negative impact on your work.

    One of the first things that you can do to minimize your distractions is set aside a time for them. Give yourself windows of time when it’s acceptable to look at Facebook or respond to messages.

    Start by listing out the things that most commonly distract you. Maybe you get sucked into the rabbit hole of Facebook if you get a notification. Perhaps you find that your friends texting you throughout the day pulls you from work. Whatever it may be, write it down.

    Then, set aside a time slot in which you are free to use the apps as you please.

    Plan to use your distracting apps during times when you need to restore energy. As you can see from the graph, times when you need to restore your energy are also times when you may not be as productive.

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    Instead of giving up peak energy times, sacrifice the time when you aren’t working well to engage with technology. When your recovery time has ended, jump right back into your work.

    It might seem counter-intuitive to make time for these distractions during your day, but if you create a schedule that protects periods of peak energy, you will actually boost your productivity. Instead of being inundated with notifications or thinking about the next time when you are allowed to check your messages, you’ll have designated times for that.

    Rather than shift your attention at random, you can focus fully on the task at hand until it’s your time to play on social media or check messages. Using this approach can help you regain a lot of your brain power because you won’t have to waste it on refocusing. You’ll simply do less important tasks during natural breaks in your day.

    Set up a system to limit distractions

    Just because you vow to check your messages and look at social media during certain times doesn’t keep distractions from happening. You’ll need to set up a system to keep disruptions at bay.

    You can’t always control when someone is going to send you a message or when you’ll get a notification. You can start by adjusting your settings. Most apps allow you to opt out of notifications. Stop push notifications from non-essential apps.

    For everything else, you need a different plan. We may be able to avoid opening social media tabs, but sometimes the messages still pop up on our phones. At the same time, most of us want to continue to use social media to stay connected and receive important information.

    Try planting some trees with your concentration

    The Forest app helps you train your brain to avoid distractions during work time. You can use Forest on your desktop or smartphone. The app works by enabling you to establish an amount of time during which you do not wish to be interrupted. You can adjust the amount of time from 10 minutes up to several hours.

    Refer back to the list of distractions that you made earlier. You can take the websites and apps that drain your time and add them to the Forest’s blacklist.

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      The amount of time that you wish to stay off of distracting websites and apps is called a “planting session.” When you decide that you want to “plant a tree,” the countdown timer starts. If you access a blacklisted website during the time when you are supposed to be working, the app will remind you that your tree is still growing. You will have to decide whether or not you want to kill your tree, which is harder than you might think.

        When you can successfully stay off of distracting sites for the allotted time, your tree grows, and you get coins. The coins will allow you to unlock other types of trees.

          As you continue with your work session, you can see a countdown timer and an animation of a tree growing from a seed to its full splendor. Usually Forest also includes an inspirational saying to keep you on track if your focus starts to drift.

            To make the impact of your efforts even greater, success in Forest also gives you the option to plant a tree in real life.

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            This simple visualization can help you break the bad habit of checking your phone or accessing websites that disrupt your thought processes. When Forest asks you if you would like to “give up” and kill your tree, most often you will realize that the reason you were heading to the blacklisted website wasn’t that important anyway.

            Sometimes you just need a small reminder to stay on task. Use Forest during your peak productivity times so that you don’t waste the most valuable parts of your day.

            You have to identify the distractions before you can stop them

            You may be wondering how much of your peak productivity time you are losing to mindless distractions. The only way to find out is to take a closer look at your habits. Notice the times when you seem to do your best work. Name the sources of notifications and interruptions that decrease your attention. After you have done this, use an app like Forest to cut out the distractions.

            Using Forest will not prevent you from being tired, and it won’t keep you from staring off into space, but it will make you think twice about wasting time on sites that distract you.

            When you are able to experience a distraction-free work environment, you’ll recognize how much more you are able to accomplish. You’ll be able to do your work more efficiently, and you won’t feel the fatigue of constantly re-centering yourself. Soon, your desire to stay focused will be stronger than the temptation to click on your notifications.

            Featured photo credit: Viktor Hanacek/ Picjumbo via picjumbo.com

            Reference

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