How To Do More In Less Time

There’s a principle called Parkinson’s Law that says “work expands so as to fill the time available for its completion.”

Put simply, that means that the more time you give yourself to do something, the longer it will take to get it done.

For example, when you block off a whole weekend to work on a paper, but then find yourself procrastinating like crazy and get almost nothing done? Or when you have a bad date that is goes on forever because you didn’t set a clear ending?

Yeah. Exactly. That’s Parkinson’s Law in action.

But it’s not just papers or dates — it’s everything we do. Whether it’s cleaning, shopping, relaxing, errands or partying, the time each of those tasks takes up way more time than we thought they would. Think about your life and your habits, and consider how much you really get done when you give yourself tons of time. The answer is probably not much.

Here’s a better approach that’s a secret weapon used by the world’s most productive people.

The next time you have to complete a task, put a deadline on it that’s firm and then work backwards using what’s called the Pomodoro Technique.

This approach makes you give yourself only 25-minutes to complete a specific task followed by a 5-minute break. So that’s a cycle of 30-minutes… 25-minutes of work, 5-minute break. Each 30-minute cycle is called a Pomodoro, hence the name.

Once you repeat a Pomodoro four times, take a longer break of up to 30-minutes. Then sit back down and do another round of four Pomodoros, or as many as you need to do to get your work done.

All you have to remember is that one Pomodoro is 25-minutes of working time followed by a 5-minute break. And then after four Pomodoros, take a 30-minute break. Got it? Great.

The key, however, is to be organized and have your work cut into manageable chunks. It’s not like you can write a massive essay in 25-minutes. And I know that breaking up a big project, like a paper or a major research project, down into small pieces doesn’t feel natural. This is especially the case if we feel stressed about it and feel like it’s so big that no matter what we do, we’ll only ever scratch the surface of it. 

That’s not true. Break. It. Down. 

Before you begin your work if you’re using this technique, make a list of the bite-sized tasks that you have to do to write, for example, a paper. Your list might start to look like this: 

  • Pick a topic and narrow it down
  • Draft a clear thesis
  • Look for research to support my thesis from online sources
  • Look for research to support my thesis from journal articles
  • Go back and refine my thesis based on the research reviewed above
  • Outline my three main arguments in a couple sentences each
  • …and so on

Then once you have your list, start at the first item with one Pomodoro. Get it done before 25-minutes is up? Great, move onto the next. If not, let it roll into the next 25-minutes. Make sure that you’re focused during each Pomodoro. Don’t do anything but that one thing. Keep all other distractions at bay.

On a logistical note, there are a ton of apps and tools out there to act as a timer. You can use a timer on your phone. Or you can try PomoDone (which has a free version) or Pomotodo (which is also free for the basic plan). All will work. Just find something that works for you. 

So before you dive back into work, stop everything and give this a shot! It might not feel natural at first, but keep at it. Before you know it, you’ll be a productivity machine.

Oh, and by the way, I wrote this blog in exactly two Pomodoros.

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