Deadlines have a way of sharpening focus and cutting through procrastination. Parkinson's Law reminds us that work expands to fill the time available for its completion, which often means we take more time than necessary to finish things. By limiting the time you give yourself, you can boost productivity, cut down on distractions, and get more done in less time. Let's dig into how this works, and why giving yourself less time might be the best thing you could do.
What Happens When You Have Too Much Time?
When you have an endless stretch of hours or days ahead, your brain tends to coast. You think, “I have all day to do this,” so you start slow, perhaps grabbing a coffee or checking social media before diving in. Suddenly, it's mid-afternoon, and you’ve barely scratched the surface.
Some things that often happen when you give yourself too much time:
- You spend more time on unnecessary details instead of focusing on the core task.
- You take more frequent breaks, even when they aren't needed.
- You get distracted by low-priority tasks that feel more urgent because of all the extra time.
This pattern repeats itself over and over. Having too much time makes it easy to slip into activities that don’t move the needle. And, by the time you realize you're behind, the pressure builds, and you’re scrambling to finish. This can lead to rushed, lower-quality work in the end.
The Benefit of Deadlines
A deadline, whether self-imposed or external, makes you work faster and smarter. It acts as a filter, helping you focus on what's really needed to complete the task. When time is short, you're forced to prioritize and push aside distractions. Instead of getting bogged down by details that don’t matter, you stick to the essentials.
For instance:
- Instead of perfecting every line of a report, you focus on the content that really matters.
- Instead of running through ten different revisions, you might settle on a draft that is “good enough” because time demands it.
- When faced with an hour to finish something, you’re less likely to spend that time checking your phone.
So give yourself a deadline and you can focus on the finish line, forcing you to use your time wisely.
Set Shorter Timeframes Than You Think You Need
This concept flips the usual work mindset on its head. Instead of thinking about how long something might take and blocking out that time, give yourself less time than you think is necessary. Doing this lights a fire under you, making you work with urgency.
Some ways to shorten timeframes include:
- If you think a report will take two days to finish, give yourself just one.
- If you believe you need an hour for emails, cut it down to 30 minutes.
- Give yourself 15 minutes to brainstorm instead of an hour.
By limiting time, you naturally focus on the most important aspects of the task. The unnecessary fluff falls away because it simply doesn’t fit within the time constraints.
How To Make This Work
If you’re someone who tends to let work expand endlessly, here are a few practical ways to put Parkinson’s Law into action:
1. Block out strict chunks of time
Use a timer or alarm to keep you on track. The ticking clock keeps you aware of how much time is left, helping you stay focused.
- Give yourself 25 minutes of deep focus work, followed by a 5-minute break (commonly called the Pomodoro Technique).
- Set a hard deadline of 10:00 AM for finishing that project summary, even if it could technically wait until the afternoon.
2. Create fake deadlines
If you don’t have a boss breathing down your neck or external pressure, impose deadlines on yourself. These should be real in your mind, not optional. Treat them seriously, as if someone else is expecting the work.
- Pretend the presentation is due at noon, even though the meeting is at 4:00 PM.
- Act as though you have only half the day to wrap up a week-long task.
3. Reward yourself
Sometimes, a little incentive can make you hustle faster. Set up a system where you get something you want only after completing the task within the set time.
- Grab lunch only after you finish that first draft by noon.
- Give yourself permission to watch your favorite show, but only if you hit your deadline early.
Don't Obsess Over Perfection
A key part of making shorter deadlines work is letting go of the idea that everything needs to be perfect. Often, the fear of doing something “wrong” or “imperfectly” slows us down and fills up more time than necessary. Perfection is rarely required, especially in the early stages of any project.
How to avoid the perfection trap:
- Focus on completing the task instead of getting everything right on the first try.
- Set a goal to create a “good enough” version, and refine later if there’s time.
- Remind yourself that you can always make adjustments after the initial deadline.
Prioritize Like Crazy
When time is tight, you have to be ruthless about what matters most. The more limited your timeframe, the more critical it becomes to choose what you’ll actually focus on. This helps you identify what's non-essential, making you more productive in the time you have.
Some ways to prioritize better:
- List out the three most important things that must get done today.
- Ask yourself, “What’s the one task that will make everything else easier or less important?”
- Before starting any new task, decide whether it’s a true priority or just feels urgent in the moment.
When time is reduced, you'll automatically focus more on the highest-value activities.
Avoid Multitasking
Short deadlines and multitasking don’t mix well. In fact, trying to do multiple things at once will slow you down more than you think. Instead, concentrate on one task at a time. You’ll work faster and with more precision, making it easier to meet the time limits you’ve set.
Here’s how to focus on a single task:
- Close any unnecessary tabs or apps on your computer.
- Put your phone in another room, so it doesn’t distract you.
- Silence notifications or put your devices in “Do Not Disturb” mode.
Limiting distractions is key to meeting your shortened deadlines.
Rest After Sprints of Work
Once you’ve finished a work sprint, take a real break. This doesn’t mean checking your email or getting on social media. Step away entirely from your work to recharge. Breaks help you reset so that when you return, you can tackle the next task with fresh energy.
Some real breaks include:
- Going for a walk around the block to clear your head.
- Doing something totally unrelated to work, like grabbing a snack or reading a book.
- Stretching or doing a quick workout to re-energize your body and mind.
Working in bursts and taking breaks in between can boost productivity over long periods of grinding away.
Don’t Be Afraid to Cut Things Off
Sometimes, you’ll realize that not every task is worth completing or that it’s taking far more time than you anticipated. When you’re up against a deadline, it's okay to cut your losses. If a task isn’t turning out the way you hoped or is taking up too much time, stop and move on.
Here are ways to cut things off:
- If a project isn’t moving forward after a few hours of work, leave it and come back with fresh eyes later.
- Stop tweaking a presentation after the 3rd revision if time is running out.
- If a task doesn’t add value anymore, cross it off your list entirely.
By being willing to let things go, you prevent unnecessary work from piling up and wasting time.
Conclusion
Parkinson’s Law shows us that the less time we have, the more efficiently we work. Tight deadlines force us to focus, prioritize, and leave out the unnecessary. By setting shorter timeframes, you’ll get more done in less time and, surprisingly, with less stress. Give yourself permission to work faster and with fewer distractions, and you may find that those impossible deadlines were exactly what you needed all along.
