The Efficiency Trap: Why Doing More Creates Endless Work

You might think that increased efficiency—faster emails, better tools, new routines—would make you feel more on top of your responsibilities. But after a flurry of quick wins, the wave of demands grows. For each extra task completed, two more show up: just ask anyone who’s mastered their email inbox or tried to clear the house of chores only to find it messier tomorrow.

It’s a well-documented phenomenon called the efficiency trap: any gains in speed or productivity just expand the range of what others (and you) expect you to do. Try to clear all the decks, and you’ll fill them again—plus everyone now expects quicker responses. In this system, there's no finish line, just a conveyor belt that speeds up. If you spend your energy on every task, important or not, soon the most trivial ones eat all your time.

Research by anthropologists and management experts shows that people who set clear boundaries—what they will and won’t tackle—are not only more productive, but also report feeling less overwhelmed, more satisfied, and more able to focus on work that actually matters. Resisting 'deck clearing' is difficult at first but unlocks time for meaningful projects.

Each morning or week, sort your to-do items into an overflowing open list, but only permit yourself to actively work on up to ten at a time on your closed list. Decide when your work starts and finishes; don't let stray messages or small errands overrun your boundaries. Practice pausing before taking on new requests to ensure they truly deserve your time. Notice when you’re about to fall into the trap of clearing the decks and remind yourself that real progress comes from focusing on what counts, not from an empty list. Try it for a week—you might finally see what meaningful work feels like.