What Is The 2-Minute Rule?
The two-minute rule explains, “If any action takes less than two minutes, it should be done at the moment it is defined.” All of us keep procrastinating on the tasks that can be finished in a few minutes. These tasks can be both personal and professional. Procrastination leads to piling up of tasks and gives a big headache. The two-minute rule is taken from the best-selling book, Getting Things Done. It is very empowering yet very simple, saying if any task will take two minutes or less, do it now, even if it is not urgent.
How to apply the two-minute rule at work?
The two-minute rule has its pros and cons. However, it helps you to get things done when you have some spare time. This is useful in managing work anxiety. Here is how to apply this rule for best results:
Set your priorities
Just think about the task you want to complete. Ensure that this two-minute task is one of your priorities. For instance, if you have to reply to an email, decide if it is something that can bother you. Do not get flooded with other people’s concerns and priorities. Instead of solving someone else’s problems, try to solve yours first.
Look for time
You need to make sure that the job will take two minutes. Do not do it if you are even slightly unsure that it will take longer. It may be worthwhile to use a timer if it is an activity you will need to perform again, so you can determine if you can finish it in two minutes in the future. This rule is not applicable for tasks that consume more time.
Use your dead time
Throughout the day, you get a lot of dead time. Utilise this dead time in your schedule to complete the low-value small tasks. For instance, use those few minutes spent while waiting for others to join the meeting to reply to an email or send a message. Allocate the remaining time slots to the important projects. Put a two-minute task on hold if it poses any kind of threat to them.
Here are some tips on how to use the 2-minute rule at work:
- Respond right away to any queries, interviews or meetings.
- Instead of having to call them back, leave voicemails.
- Regularly organise your workspace, including your computer files.
- Keep up with your paperwork and bookkeeping.
- Organise your workplace and collect the supplies you will need for the upcoming workday.
When to use the 2-minute rule
The two-minute rule is simple and flexible. By adhering to this rule, you can overcome the immobility caused by procrastination and accomplish more, whether you are finishing a brief one-off work or segmenting a larger project. You can implement this two-minute rule in below-mentioned cases:
Completing small tasks
The two-minute rule is effective when applied to those small and quick tasks that pile up over your work day. These tasks do not take more than a minute to complete. Procrastinating on these tasks keeps lengthening the to-do list. It would be better off taking care of all of these small jobs right away and never thinking about them again, rather than putting them off.
Starting larger projects
This rule can also be used to start a larger project or task. Most of us procrastinate on complex and bigger tasks. Firstly, write down everything that you need to do and then figure out the quick and necessary steps to take to get started. For example, let’s say you have to write an article. In this case, something that you could just do in two minutes is decide the title of the article or pull out some data from your previous articles.
The advantages of the two-minute rule
There are various techniques to do more things in less time, such as the Pomodoro technique to the Eisenhower matrix. However, the two-minute technique has many advantages with productive returns. These are the advantages:
No complexity
This rule is extremely simple. There is no complex workflow or steps to input your task. According to this rule, a quick and short task is done quickly. This is easy to follow and can be implemented immediately.
Prevents procrastination
This rule helps to prevent procrastination, as you do not find time to think about avoiding tasks. You do not need to add a task to the list and find time to complete it. This rule empowers you to act in the present and complete the tasks.
Creates momentum
When you complete a task using the two-minute rule, it creates momentum. This encourages for the next task. Action leads to greater action and the 2-minute rule assists in finishing a series of little jobs that add up to much more.
Builds a habit
The two-minute rule builds a habit of completing tasks head-on, rather than avoiding them. This habit can increase the speed and efficiency of doing the tasks and make this a part of your identity.
Flexibility
This rule is extremely flexible, as people can expand or shrink the allotted time as needed. Here you have an open window of time and can decide if you want to extend to five or ten minutes.
Limitations of the two-minute rule
This rule also has some downsides and falls behind the most productive strategies. Following are the limitations of this rule:
Focus issues
This rule does not help you focus on what is important. Other productivity methods have the principle of the 80/20 rule. It helps to focus on the priority tasks and keep the less urgent in line. However, this rule does not let you focus on the important tasks and the tasks that you do in two minutes rarely help you reach the bigger goal.
Decrease productivity
One two-minute task leads to another way and this jumping between too many little tasks can deplete your valuable energy and focus. Sometimes, a two-minute task becomes complex and leads to a bunch of non-essential tasks. This can ultimately sap your productivity.
Example of the two-minute rule
This rule can be applied to accomplish tasks in both personal and professional lives. It is best and effective for the small tasks and may not be best for the important tasks that need time and energy. Here are some examples:
- Respond to a work email.
- Organise your office desk.
- Water the plants.
- Reply to an important unread message.
- Meal prep for the next day’s meals.
- Clean the dishes that you used just now.
- Write the title of the article.
- Select your working clothes for the next working day.
Deep work vs. two-minute tasks
Context is very important when it comes to deciding which productivity technique to use. The two-minute rule cannot apply to every task. Some tasks need longer time and do not fit in this method. For example, two minutes of exercise cannot give you the benefit of an hour-long session.
You need to understand which tasks demand more time for deep work and which can be completed in a few minutes. Workflow depends on the ability to maintain attention when performing tasks that call for deep focus. Studies have shown that persistent disruptions can negatively impact the quality of work. It is ineffective to start and stop frequently when working on significant tasks that require concentration.
Try to make out more time for complex tasks that need deep thinking. This will help you to focus on the complex work. But sometimes, a two-minute task is the best method, such as booking a doctor’s appointment. List the tasks that can be done in two minutes and accomplish them.
Extra tips to boost productivity
The two-minute rule helps to boost productivity. But there are some great tips to accomplish a lot of work in less time. Here are some tips to boost productivity:
- Set daily alerts to remind you of tasks and project deadlines.
- Minimise the amount of outside noise in a workspace.
- Put your goals in writing and make them visible.
- Before you are tired, take regular rests.
- Adopt the skill of saying “no” to obligations that you cannot fulfil or have time for.
The two-minute rule helps to remove the baggage of small tasks in no time. It enhances your discipline and strengthens your self-control. It aids in achieving the larger goals of your life with small actions. This rule helps to avoid procrastination at your company and creates a positive mindset. By consistently using this rule, you can build a habit of doing things first rather than avoiding them.
