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Parkinson's Law: Taming the Expanding Beast of Work for Executive Assistants


We've all been there: a task that you know should take an hour somehow stretches into half a day. A simple request morphs into a multi-faceted project. This phenomenon isn't just bad luck; it's often a prime example of Parkinson's Law in action. Originally coined by Cyril Northcote Parkinson in 1955, the law states: "Work expands so as to fill the time available for its completion."1


For Executive Assistants, navigating a demanding and often unpredictable workload, understanding and actively combating Parkinson's Law isn't just helpful – it's crucial for maintaining sanity, efficiency, and career growth.

The Slippery Slope: How Parkinson's Law Manifests for EAs

Imagine a scenario: Your executive asks you to organize a team lunch. Seems straightforward, right?

Without mindful planning, this is how Parkinson's Law can creep in:

  1. Initial Scope (1 hour estimated): Find a restaurant, check availability, send out a calendar invite.

  2. Unchecked Expansion (4 hours or more):

  3. "Maybe I should research three different cuisines."

  4. "I should probably check dietary restrictions for everyone, even though it wasn't requested."

  5. "The executive mentioned wanting something 'nice,' so I'll also research private dining options, just in case."

  6. "I'll design a fancy invitation rather than just sending a simple email."

  7. "What about a small gift for attendees? I'll look into that too."

  8. "I need to create a detailed budget breakdown for each option."

Before you know it, a simple lunch arrangement has consumed half your day, pushing other critical tasks to the back burner.





Why Does This Happen to EAs?

  • Desire for Perfection: EAs are often meticulous and driven to exceed expectations.2 This can lead to over-servicing a request, adding unnecessary layers of complexity or detail.

  • Lack of Clear Deadlines (Self-Imposed or Otherwise): If a task doesn't have a firm external deadline, we tend to give it more time than it truly needs.

  • Fear of Missing Something: The worry that a detail might be overlooked can cause EAs to delve deeper into research or preparation than necessary.

  • Scope Creep: What starts as a simple task can grow as new ideas or "nice-to-haves" are introduced, either by the EA or the executive.

  • Busyness as a Badge of Honor: Sometimes, subconsciously, we equate being busy with being productive or valuable.3 Parkinson's Law allows tasks to expand to keep us "busy."

Taming the Beast: Strategies for Executive Assistants

The good news is that Parkinson's Law isn't an unchangeable fate.4 With conscious effort and strategic planning, EAs can regain control of their workload.5


1. Define Clear Scope and Deliverables Upfront

Before diving into any task, clarify exactly what is expected. Don't be afraid to ask questions.

  • Example: Instead of "Organize the team lunch," ask:

  • "What's the budget per person?"

  • "Are there any specific cuisine preferences or dietary restrictions I should be aware of?"

  • "Do you need a list of options, or should I just book one?"

  • "When do you need the confirmation by?"

  • "What constitutes 'done' for this task?"

2. Implement Time Blocking and Self-Imposed Deadlines

This is perhaps the most powerful counter-measure. Assign a strict, realistic time limit to each task before you start.

  • Example:

  • "Researching lunch options: 30 minutes."

  • "Sending out preliminary availability poll: 15 minutes."

  • "Finalizing booking and sending invites: 20 minutes."

  • Use a timer and commit to stopping when the time is up, even if it feels incomplete. You can always come back for a small additional block if truly necessary, but the goal is to create artificial pressure.

3. Prioritize Ruthlessly with the "Good Enough" Principle

Not every task requires 110% effort. Understand when "good enough" is truly good enough. This is especially true for internal tasks or those with lower stakes.

  • Example: Does that internal memo really need custom graphics and a complex layout, or will a clearly written, well-formatted document suffice? Focus your perfectionism on high-impact tasks.


4. Break Down Large Projects into Smaller, Time-Boxed Chunks

A daunting project can feel endless, inviting Parkinson's Law to take over. Breaking it into smaller, manageable steps, each with its own time limit, makes it less intimidating and easier to control.

  • Example: "Plan the annual company offsite."

  • Instead of: "Work on offsite planning all week."

  • Try:

  • "Venue research & initial contact: 2 hours."

  • "Drafting budget proposal: 1.5 hours."

  • "Speaker outreach list compilation: 1 hour."

  • "Agenda drafting (first pass): 2 hours."

5. Be Mindful of Distractions and Context Switching

Every time you get pulled away from a task, it takes time to get back into the flow.6 This "re-entry" time allows the original task to expand, as you might feel you need to re-read notes or re-orient yourself. Minimize interruptions and batch similar tasks together.7




6. Communicate Proactively with Your Executive

If a task genuinely requires more time or scope than initially perceived, communicate this before the deadline. This shows you're managing expectations and provides an opportunity to reassess the scope together.

The Benefits of Conquering Parkinson's Law

By actively fighting against Parkinson's Law, Executive Assistants will experience:

  • Increased Productivity: More tasks completed in less time.

  • Reduced Stress: A feeling of control over your workload rather than being overwhelmed by it.8

  • Higher Quality Work: Paradoxically, constraints can often foster creativity and focus, leading to better outcomes.9

  • Improved Work-Life Balance: Reclaiming hours that would have been absorbed by expanding tasks.

  • Enhanced Reputation: Demonstrating efficiency and excellent time management to your executive and the wider team.10

Parkinson's Law is a constant, subtle force in the professional world. As an Executive Assistant, your ability to recognize its symptoms and apply strategic countermeasures will not only elevate your personal efficiency but also significantly contribute to the overall productivity of your executive and the teams you support. Start setting those timers, define those scopes, and reclaim your time!




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