Why Does Work Take So Long? (Bite-size Article)

Introduction

Henry Ford, the founder of the Ford Motor Company—one of the most prominent automakers in the United States—once said: “Nothing is particularly hard if you divide it into small jobs.” This phrase also symbolizes the philosophy behind Ford’s moving assembly line, which revolutionized what had been a largely manual car manufacturing process. In the past, a skilled worker would singlehandedly assemble an entire car from start to finish, taking about 12 hours per vehicle. However, by breaking down and clearly assigning each step of the process, the assembly time was reportedly shortened to around 2 hours and 30 minutes. This episode might be seen as “something from the past,” but it still provides great insights for us living in today’s world. That is because the “division of labor” that Ford achieved offers hints for solving the daily problems many of us face—namely, “never being able to finish our tasks” or “not having enough time.”

Why does dividing your work help you finish faster?

There are three main reasons why breaking down your tasks increases productivity and shortens the time needed to complete them.

1. Having a finely subdivided and organized plan eliminates unnecessary hesitation and improves time efficiency

Instead of a haphazard approach—where you “decide what to do next each time you finish a task”—it’s more efficient to list out tasks in detail and clarify your schedule in advance. By doing so, you reduce the time spent hesitating or having to stop and reconsider midway through. Knowing “what to do next” from the start shortens the time it takes to begin working and the time lost by pausing to rethink your plan. Example:

Creating meeting materials: - Plan the outline - Gather necessary data - Create the slides - Refine the design

When you break the process down in this way, it becomes immediately obvious which parts of the materials have been completed and which have not, reducing oversights and wasted effort.

2. Increasing work speed through specialization

When you break down a job into smaller tasks, each person (or expert) can focus on what they do best. Repeating the same task allows for optimization and automation, thereby reducing errors. In Ford’s assembly line, individual workers were assigned to specific tasks like “tightening bolts” or “installing doors,” dramatically accelerating the overall process. Example:

Ford’s assembly line: - In the past, a single craftsman assembled an entire car from scratch - By subdividing the process and assigning tasks, each worker performs tasks they are adept at repeatedly - Assembly time was reduced from about 12 hours to about 2 hours and 30 minutes

3. Shortening time through parallel work (simultaneous operations)

By subdividing tasks, multiple steps or processes can be carried out at the same time. Instead of handling all phases in a strictly linear fashion, parallelizing the parts that can be done concurrently saves overall time. Example:

Software development: - “Front-end,” “Back-end,” and “Design” can each be done by different engineers or designers simultaneously - This drastically cuts down the total time needed for completion

Applying this to our own work

So, how can we apply Ford’s thinking to our modern work? Below are some points you might consider:

1. Planning

• Create a detailed task list A task name that clearly indicates what needs to be done at a sufficiently granular level is best. For instance, “Make a presentation” or “Go shopping for the weekend” might be valid overarching items, but they can be somewhat vague. Something like “Draft the presentation outline,” “Use AI to proofread and finalize,” or “Go to Supermarket A to buy X for weekend preparations” makes the tasks more intuitively understandable.
• Plan your tasks the day before or early in the morning Having a list of tasks or a schedule ready before the workday starts helps you begin smoothly without rushing. Doing this the night before or in the early morning is ideal. It’s also helpful to include buffer time to account for unforeseen tasks.
• Close your task list Depending on your work or personal lifestyle, once you have your task list for the day, try to follow it faithfully and avoid adding tasks after the day has started. Keeping a “closed” list—with no new tasks added—prevents the plan from collapsing and helps maintain a high level of focus. For more on the idea of a closed task list, you can refer to Mark Forster’s “Do It Tomorrow and Other Secrets of Time Management.”

2. Specialization

• Tackle high-priority tasks one at a time (avoid multitasking) Once you break tasks down, start with those that are most important or urgent. If you attempt to do multiple things at once (e.g., multitasking), your focus can waver, potentially lowering productivity.
• Clearly assign roles if you’re working in a team When working in a team, each person focusing on the tasks or processes they excel at boosts the group’s overall efficiency.
• Use the Pomodoro Technique and AI Working in short, focused bursts with brief breaks in between (the Pomodoro Technique) can help maintain momentum. Automating repetitive or routine tasks with AI can also lighten your workload and further improve efficiency.

3. Parallel work (simultaneous operations)

• Run tasks in parallel when working in a team Having multiple tasks proceed in parallel can speed up the overall progress.
• Even as an individual, there are ways to manage parallel tasks efficiently:
  • Start tasks that require a long process (e.g., file exporting, data transfers) as early as possible
  • Send emails that require a response early on, so you can work on something else while waiting
  • For quick research, rough drafts, or text-checking, use AI tools in parallel (let them work while you do something else)

Conclusion

The words Henry Ford left us nearly a century ago—“Nothing is particularly hard if you divide it into small jobs.”—offer a multitude of insights even today. By taking a cue from his perspective, we can better grasp the essence of productivity. As introduced in this article, subdividing tasks allows us to “plan ahead,” “specialize,” and “work in parallel,” which dramatically increases work speed and overall productivity. If you feel like you’ve been ending too many days with “I barely got anything done…,” the first step is to break down your current tasks into smaller parts. Then, think carefully about how each part will be done, who will do it, and when they can be done simultaneously. Before you know it, you’ll find your use of time changing for the better, and your work flowing more smoothly than you might have imagined.