Understanding Parkinson's Law: What It Is and How to Overcome It

We’ve all experienced it: a task that should take a few moments somehow overtakes an entire workday. Or a project that should be completed in a week mysteriously expands to fill an entire month. This phenomenon is more common than we realize and even has a name - Parkinson’s law.

If you’ve spent any time in the productivity world, you might have heard mention of Parkinson's Law. And for good reason. It’s a concept that has significant implications for productivity, yet it's often misunderstood or overlooked.

So, in this article, let’s take some time and go over what Parkinson’s Law is, understand how and why our work expands to fill the time allotted to it, and more importantly, how to combat this phenomenon. By recognizing the subtle ways in which we allow tasks to drag on, we can start to take control of our time, boosting productivity and ensuring that we work smarter, not harder.

What is Parkinson’s Law?

Parkinson's Law, coined by British historian Cyril Northcote Parkinson in 1955, is the concept that "work expands to fill the time available for its completion." This idea suggests that the more time we allocate to a task, the longer it will take to complete, regardless of the task's actual complexity. This phenomenon often leads to unnecessary delays, inefficiencies, and the tendency to stretch out tasks simply because we have the time to do so.

To elaborate a bit further, Parkinson’s Law illustrates how people adjust their efforts to match the available time rather than the task's requirements. Say someone has been given a week to complete a simple report. That person might unconsciously allow the task to drag out for the whole week, filling the extra time with unnecessary revisions or distractions. The result is often more work being done, but not necessarily better work. This behavior stems from a natural tendency to procrastinate or overcomplicate tasks when time pressure is minimal.

Why Should We Study Parkinson’s Law?

Understanding Parkinson's Law is crucial in the realm of productivity because it highlights the importance of setting realistic deadlines and working within them. By recognizing our natural tendency to stretch out work, individuals and teams can learn to allocate their time more effectively, reducing wasted effort and improving efficiency.

Breaking tasks into smaller, time-bound segments can help counteract the law's effects, leading to faster completion and higher overall productivity.

How Parkinson's Law Differs from Procrastination

While Parkinson's Law and procrastination overlap somewhat, there are important distinctions. Procrastination is the act of delaying or postponing tasks, often leading to last-minute rushes. It's the habit of putting off tasks until the deadline looms large.

In contrast, Parkinson's Law is about how we use the time given to us. Even if you start a task on time, Parkinson's Law can cause you to stretch the task out unnecessarily, leading to inefficiencies.

For example, imagine an employee who was assigned to write a report that’s due at the end of the week. Because this person writes for work all the time, they know the report will take about three hours to complete. But because she has an entire week, she spends small increments of time each day on the report, stretching the task out. She revises it repeatedly, adds unnecessary details, and takes more time than needed simply because she has the luxury of a week - Parkinson's Law in action.

6 Tips to Help You Overcome Parkinson's Law

Set Shorter Deadlines One of the most effective ways to combat Parkinson's Law is to set shorter deadlines. If you know a task will take two hours, set a deadline for two hours, not for the end of the day. This creates a sense of urgency and encourages you to focus on the task at hand.

Prioritize Tasks by Importance Use a prioritization technique like the Eisenhower Matrix to ensure that you're spending your time on tasks that truly matter. By focusing on what's important rather than just what has a deadline, you can avoid falling into the trap of Parkinson's Law.

Break Tasks into Smaller Chunks Breaking larger tasks into smaller, manageable chunks can help you stay focused and avoid stretching tasks out unnecessarily. Set deadlines for each chunk, which can help you stay on track and maintain momentum.

Use Time Blocks Allocate specific blocks of time for specific tasks. For example, set aside 9:00 AM to 11:00 AM for writing a report. Stick to the time block, and when it's over, move on to the next task. This helps you stay disciplined and focused.

Clearly Define “Done” Define the scope of your tasks clearly before you begin. Know what "done" looks like, and stick to that definition. Avoid the temptation to add more details or revisit completed work unless absolutely necessary.

Track and Reflect Keep track of how long tasks actually take and compare this to your initial estimates. Reflect on any discrepancies and adjust your future time estimates accordingly. This practice helps you become more aware of Parkinson's Law in your work habits.

Conclusion

Understanding Parkinson's Law helps you understand a subtle but pervasive challenge workers face every day in the workplace. By recognizing how it differs from procrastination and implementing strategies to overcome it, you can significantly increase your productivity.

Remember, time management isn't just about doing things faster—it's about using your time more effectively. By setting realistic deadlines, prioritizing tasks, and staying disciplined, you can break free from Parkinson's Law and make the most of your workday.