“In the fast-paced, and often unpredictable role of an Executive Assistant or Personal Assistant multiple priorities are competing for your attention. It’s easy for certain tasks to slip quietly to the bottom of your to-do list” says Lindsay Taylor, Co-Founder & Director at Your Excellency Ltd.
As Executive Assistants and Personal Assistants, we’re experts at juggling priorities. From managing diaries and organising meetings to coordinating projects and handling unexpected requests, our days can quickly become full.
One productivity principle that can help us work more efficiently is Parkinson’s Law, first introduced by British historian Cyril Northcote Parkinson in 1955. Parkinson’s Law states:
“Work expands to fill the time available for its completion.”
In simple terms, if you give yourself a week to complete a task, it will often take a week. Give yourself a day, and you’ll likely find a way to complete it in a day. The task itself hasn’t changed, but your approach to it has.
Putting Parkinson’s Law into Practice
For EAs and PAs, understanding this principle can be a game-changer. Rather than allowing work to stretch across the available time, we can use Parkinson’s Law to create focus, improve productivity and free up valuable capacity.
One practical way to do this is by setting personal deadlines that are earlier than the official deadline. If your Executive needs a presentation by Friday, aim to have it completed by Thursday. This encourages prioritisation and creates a useful buffer for any last-minute changes.
Another effective technique is time-boxing. Instead of spending an undefined amount of time on routine tasks, allocate a specific timeframe. For example, give yourself 30 minutes to clear emails, 20 minutes to arrange travel, or 45 minutes to prepare meeting papers. Knowing there is a time limit encourages faster decision-making and reduces the temptation to overthink. If procrastination is slowing you down, our guide on beating procrastination offers practical techniques to help you stay focused and make better use of your time.
Parkinson’s Law can also help tackle perfectionism. Administrative professionals are rightly known for their attention to detail, but there is a point where additional effort adds little value. Spending ten minutes reviewing a document is sensible; spending an extra hour making minor cosmetic changes may not be the best use of your time.
The principle works particularly well when planning recurring activities too. Whether you’re preparing board packs, organising events or compiling monthly reports, setting clear time boundaries can prevent tasks from becoming larger than they need to be.
How much time does this really need?
Of course, Parkinson’s Law isn’t about rushing. Some projects genuinely require careful thought, collaboration and detailed planning. The goal is not to work faster at all costs, but to become more intentional about how we use our time.
For EAs and PAs, productivity isn’t measured by how busy we appear. It’s measured by the value we create, the problems we solve and the support we provide.
The next time a task lands in your inbox, ask yourself: “How much time does this really need?”
You may discover that by giving yourself less time, you achieve more.
