Parkinson’s law states that “work expands to fill the time available for its completion”. This means that if given more time to complete a task, it will take longer than expected, as people tend to find ways of stretching out the work. In the workplace, this can lead to employees taking longer than necessary to complete tasks, resulting in an overall decrease in productivity.
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The theory explained
In 1955, the witty Cyril Northcote Parkinson introduced his theory in an essay for "The Economist". He shared the story of a woman whose only task in a day was to send a postcard – a task which would take a busy person approximately three minutes. In his essay, he described how the woman would take the full day to find the card, write it and actually post the card. He concluded that "work expands so as to fill the time available for its completion". This theory is now used in a variety of contexts, from business management to military planning. It is also used to explain why deadlines are important in any type of work or project.
The underlying idea behind Parkinson's law is the concept of motivation. Without a proper deadline, people become less motivated to complete the task efficiently and quickly. With a defined timeline, people are more likely to take ownership and be productive.
Parkinson's law and procrastination
Parkinson's law is closely related to procrastination. There is a tendency for people, when given an extended deadline or an unlimited amount of time to complete a task, to put off the work until the last minute and then rush to finish it before the deadline. This often results in sloppy work and a decrease in quality.
Implications in the workplace
This law has implications in the workplace, as it can encourage employees to take longer than necessary to complete tasks, resulting in an overall decrease in productivity. As such, it is important for managers and employers to be aware of Parkinson's law and its effects on their organization. Below, you can find tips to avoid the effects of Parkinson's law in the workplace.
1. Clarify roles and responsibilities
Roles and responsibilities should be clearly defined to ensure that everyone is on the same page. This will help limit the scope of tasks and encourage employees to focus on their roles rather than stretching out the work.
2. Set realistic deadlines and expectations
By setting clear deadlines and expectations, managers can ensure that the task is completed in a timely manner.
3. Monitor progress
Regularly monitoring progress helps to identify any issues which might be slowing down the completion of tasks or projects.
4. Train time management skills
Encouraging employees to be mindful of time management skills such as prioritizing tasks, delegating work and keeping organized can help keep productivity high.
5. Encourage collaboration
Collaboration between employees can help to keep tasks on track, as it encourages accountability.
6. Break down tasks
Breaking down larger tasks into smaller, more manageable ones helps to keep the employee focused on completing each task in a timely manner.
7. Reward productivity
Rewarding employees for their productivity can help to keep them motivated and encourage them to complete tasks as efficiently as possible.
8. Train time management skills
Encouraging employees to be mindful of time management skills such as prioritizing tasks, delegating work and keeping organized can help keep productivity high.
Using tools and automation to mitigate the effects of Parkinson's law
Organizations can use technology to combat the negative effects of Parkinson's law. Below, you can find some tips on how technology can help.
1. Utilize project management software
Software such as Trello and Asana help teams stay organized by tracking tasks, assigning deadlines and providing updates in real time. This helps to keep work on track and encourages team members to stay accountable.
2. Automate processes
The use of Artificial Intelligence (AI) and automation can help save time by automating mundane tasks that would otherwise be done manually. This can free up employees’ time, allowing them to focus on more important tasks.
3. Set reminders
Reminders can be set using tools such as Google Calendar and Slack to ensure that tasks are completed in a timely manner.
4. Use analytics
Data analytics can help managers spot patterns and trends in the way work is done, allowing them to identify any areas where efficiency can be improved.
5. Leverage cloud storage
Cloud-based storage solutions such as Dropbox and Google Drive provide secure, reliable access to documents. This can help teams stay organized and ensures that tasks are completed in a timely manner.
The difference between Parkinson's law and Murphy's law
Parkinson's law is often confused with Murphy's law, which states that "whatever can go wrong will go wrong". These two laws have very different implications. While Parkinson's law suggests a lack of motivation or the tendency to procrastinate when given an extended timeline, Murphy's law explains why things sometimes go wrong even when we have taken all the necessary precautions.
Thing to take-away
- Parkinson's law is a useful principle to keep in mind when it comes to managing your time and workload.
- By understanding how work expands to fill the time available, you can ensure that tasks are completed on time and to the highest standard.
- Setting realistic expectations, monitoring progress, encouraging collaboration and breaking down tasks into smaller chunks can all help to limit the impact of Parkinson's law in the workplace.
- There are tools that can be utilized to mitigate the effects of Parkinson's law, such as project management software, automation and analytics.
- Finally, rewarding employees for their productive work is a great way to keep them motivated and focused on completing tasks quickly and efficiently.
