There is a law known to many as Parkinson’s Law: “Work expands so as to fill the time available for its completion”. You’ve all experienced it- had a paper due at the end of the term but knocked it out the week before; needed to gather documents for your mortgage closing but were scrambling a few days before to compile them…the examples are plentiful. Whether you were caught up in other endeavors or frozen because you didn’t know where to begin, you are rewarded at the end by pulling off the seemingly impossible: you got it done, just in time.
Here’s the problem though: little, often menial, tasks fill the same space as the larger, more important ones, and as they accrue, you begin to feel that dreaded sense of being overwhelmed.
Cyril Parkinson observed that even a series of simple tasks swelled to fit and fill up the time allotted to complete them, often becoming unnecessarily complex. This concept partnered with the idea that you need to work hard rather than work efficiently. Here’s the thing: you can turn this rule around to actually be more efficient and use it to your advantage!
- Impose limits on yourself: There is a great trick you can begin using whereby you invoke time limits on your tasks. One researcher calls it the “2 Minute Rule” : look through your email list or to-do list and if something can be responded to or attended to that will take you 2 minutes or less, do it. Further limit the amount of time you actually spend knocking these tasks out by setting a 30 minute limit at some point in the day and stick to it.
- Blackmail yourself: This particular method worked well for me. As an avid Chicago Blackhawks fan, I love watching them play ( win or lose! ). I had a goal to use the stairclimber at the gym – a task I abhor but knew was necessary, and would not allow myself to watch a hockey game unless I climbed 30 flights that day. Worked like a charm! Sometimes you need an accountability partner to give you the “prize”, but whatever it is, don’t compromise.
- Set a “done by” time goal: When you are working on a project or task, create a hard and fast time for the day that you will put it away, finished or unfinished. Honor the commitment. If it’s a particularly large endeavor, consider getting up earlier to begin, but still finish at the pre-scheduled time.
On a side note, the “done by” time goal should also apply to your overall work day. Many of us become addicted to work, thinking if we work longer, take work home with us, work on days off, that we wil be more productive. Nope. You’re filling space. Manage your expectations of the time allotted to work as well as the work you do during that time, and you’ll find more time available for family, friends and the fun things you like to do…you know, being social and present with those you care about, which is priceless.
Here’s one thing to keep in mind:
That state of overwhelm is an emotional one, where one is not only unproductive, but becomes irritable, depressed, can experience anxiety and panic. And, they’re cumulative. Those experiences take a real, physical toll on your body. Moving away from overwhelm can actually affect your overall health. Often a person is unable to “put their finger” on the source of overwhelm. Here is where utilizing a coach can be very helpful in this situation. Acting as your guide, they partner with you as an unbiased party who is skilled at asking questions that will help you identify the source and create a plan to move out of this predicament. Coaches can be personal (life) focused or executive (business) experts, often acting as both if the problem crosses the line between work and non-work life.
Whatever the source, in order to avoid feeling like an avalanche is bearing down:
- Stay attuned to menial versus important tasks;
- Learn to say no when the task will detract from your overall direction;
- Question the assumption that you “have to” do something;
- Carve out breathing time- where you can regroup and focus;
- Seek support from those who can truly help you, not simply act as your sounding board to vent to.
Until next time,
Peace, Joy and Success to you all!
Ascendant Dental Development LLC is built on the solid foundation of positive communication, both in the workplace and personal space. As a certified, master executive, personal and leadership coach, as well as a certified communication trainer with over 30 years in the dental field, we bring a new twist to dental practices and staff, focus primarily on leadership, team-building, communication skills, and case presentation techniques. We offer in-office workshops, individual coaching and also provide lectures to larger groups. We are proud members of many organizations including the Institute of Coaching, the Academy of Management, the Via Institute and others. We are currently filling our schedule for 2019-20 and encourage you to call us Toll Free to learn more @ 833-876-TEAM ( 833-876-8326 )