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Parkinson’s Law and Time Management

Do you have a moment to spare? Maybe a moment is all you have to spare!

There are two kinds of work that you engage in—things that you I have to do things that you I want to do. As a responsible person, you would like to complete things that you I have to do before you start the things you I want to do. However, if all your time is tied up in things you have to do, where will you find time for the things you want to do?

If you only do the right things, you just exist. Only when you do things you want to do do you really live. What can you do about it?

One solution, advocated by David Allen, is the “Four D” approach to reducing the tasks on your list:

  1. Delete unnecessary tasks;
  2. Representative what can others do?
  3. Postpone the less urgent tasks;
  4. I am doing the rest.

Here’s my solution: If you can complete your “must-do” tasks in less time than expected, you can use the time you save on things you want to do. In other words, calculate how much time you need for any task, complete the task quickly and use the time you save on something you love.

The biggest problem with this solution is Parkinson’s Law. Parkinson’s Law states: “Work expands to fill the time available for its completion.” Once you create an expectation, an estimate for how long the task will take, the estimate becomes a self-fulfilling prophecy. The play I will take the expected time.

I have put together four techniques to overcome Parkinson’s Law.

1. Use “Waiting” time effectively.

You spend a lot of your time waiting – in doctor’s/dentist’s offices, in queues at the post office, bank, supermarket or airport security, waiting for a meeting to start or to be served at a restaurant, etc. In your work list or meeting list, identify potential waiting opportunities. Likewise, identify the tasks on your list that you might be able to complete during any waiting time. Put them together and you’re essentially doing two things at once.

2. Multitask effectively

Multitasking, i.e. trying to do more than one thing at a time, is considered counterproductive. On the other hand, the human animal has learned to walk and talk at the same time. When an action has been performed over and over and relegated to the “automatic” part of the brain (cerebellum), it can be combined with other tasks. In other words, “unthinking” tasks can be combined. Tasks that require thinking cannot be combined. As you create your to-do list, identify tasks that can be done mechanically and plan to combine compatible tasks. This two-for-one deal will reduce items on your list.

3. Front-end Load the task

“Front loading” is my term for doing the heaviest (most important, riskiest, most complicated) part of your work upfront. This reduces the burden and the momentum you gain will sustain you during the work. Success breeds success and early successes set the mood for greater achievements.

4. Set an artificial deadline

Carefully challenge yourself to achieve more. Set a limit between 65% and 85% of the original estimate as your new deadline, and to avoid this artificial deadline, put about 25% more items on your list and challenge yourself to complete everything. Parkinson’s law works in reverse – if you spend less time on any task, it will shrink to fit the available time. Of course, as with anything, overdoing it will hurt you in the long run. Know your capabilities and slowly push your limits.

Some of my clients have achieved significant productivity improvements by controlling Parkinson’s Law. It works, but it requires a secret ingredient – it must believe in your ability to complete tasks in less time than expected.

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