Advertising
Advertising

Last Updated on November 27, 2020

What Is the 80 20 Rule (And How to Use It to Boost Productivity)

What Is the 80 20 Rule (And How to Use It to Boost Productivity)

The 80 20 Rule or Pareto Principle, named after the nineteenth-century Italian economist, Vilfredo Pareto, who discovered that approximately 80% of Italian land in 1896 was owned by 20% of the population, has become a common axiom in business and life.

The principle was highlighted in 1992 by a United Nations Development Program report that showed that roughly 80% of the world’s wealth was in the hands of 20% of the population.[1] Businesses have reported that 80% of their sales come from 20% of their customers and, Microsoft discovered that if they fix the top 20%, most reported bugs they eliminate 80% of the problems in their software.

It seems the Pareto Principle is all around us.

When it comes to our own productivity, the principle can be applied in that 80% of our results come from 20% of our efforts. The trick is to discover what that 20% is so we can apply our most effort to that 20% and eliminate as much of the 80% that does not produce the results we want.

So how do we do that?

Be Absolutely Clear on What It Is You Want to Achieve

The easiest and most effective way to do this is to be absolutely clear about what it is you are trying to achieve.

Advertising

What is the outcome you want to achieve? Most people do not get clarity on what it is they want to achieve, and so get sucked into working on things that will not deliver a big contribution to the overall objective.

For example, if you have a project to move house, spending an inordinate amount of time discussing the colour you want to have the walls, what furniture you would like and what plants you will have in the garden will not move you very far towards moving house.

Instead, deciding how many rooms and in what location you would like the house would give you far more important data on which to be able to go to a real estate agent. You are going to find the right house much more quickly than by discussing colours, furniture and items in your garden.

Before you begin any project, make a list of all the tasks involved to take the project to completion and then flag or highlight the tasks that will give you the biggest contribution towards the completion of the project. Those tasks will be the 20% of tasks that will take you 80% of the way towards completing the project. Focus on those.

What Are Your Majors and Minors?

Jim Rohn coined this question and it essentially means there are parts of the work you do each day that have a direct contribution to the overall objective you are trying to achieve.[2] Other parts of your work do not have a direct contribution to that objective but could be described as housekeeping tasks. The trick is to know what they are.

Brian Tracy often talks about this with the sales process.[3] Major time is when you are in front of the customer talking with them. Minor time is traveling to the customer or being in meetings with your sales manager in the office. Of course, traveling to see your customer or meeting with your sales manager is important, but they do not contribute directly to your sales performance so that would be classed as minor time.

Advertising

When I was in sales many years ago, I learned that while you might be popular with your sales admin team, if you meticulously write out your sales reports every day, doing so did not improve sales performance. I observed that the best salespeople in our company were the ones who had terrible admin reputations and were not the more popular people in the office. The thing is, they were the best salespeople because they understood that being in front of the customer led to higher sales which ultimately led to higher salaries.

Take a look at your calendar for last week and identify what tasks you did that had the biggest positive impact on your objectives. Then, plan to do more of those next week so you are working on the 20% of tasks you know will take towards achieving 80% of the results you desire.

Stop Thinking, Start Doing

I come across this with a lot of my clients when I am coaching them in developing their own businesses. Far too much time is spent on planning and thinking.

Now, planning and developing ideas do have their place when you are creating your own business, but there is a line. If you spend 80% of your time thinking and planning, your business is not going to launch.

Take a simple example. When I began my YouTube channel just over three years ago, I spent a week planning what type of videos I would produce and then I began recording. My first video was terrible, but the process of putting out the videos week after week led to my learning better ways of producing videos which fuelled my channel’s growth.

I see far too many people planning and thinking about what they want to do and not producing the content. If you spend 80% of your time producing content and 20% of your time planning out your content, no matter what medium you are producing for, you will see positive results. If you turn that ratio around, you are not going to see much by way of results.

Advertising

Stop for a moment right now and ask yourself:

“What could I do today that will give me 80% of the results I most desire?”

Use Your Calendar to Review How You Spent Your Time

Your calendar is your most powerful analytical tool when it comes to seeing how you spend your time each week. If you see you are spending a lot of your daily time in meetings and dealing with co-worker issues, you will find you are not focused on the 20% where the real results are.

If you have taken the time to write down the activities that give you 80% of your results, then review your calendar at the end of the week to see where you are spending your time you will be able to make adjustments; so you are more focused on the activities that give you the biggest positive results. Block time each day to work on those tasks.

Try to eliminate those tasks that do not bring in much by way of results. If you can do so, delegate them to other people better able to complete those tasks for you so you can spend more of your time each week on tasks. This will give you a much better return on your time investment.

To really take advantage of the 80:20 principle, you need to be aware of where you are spending your time each day.

Advertising

If you are a content producer, then you need to be producing content, not wasting time analyzing analytics. Of course, analytics is important if you want to see growth, but without content, you will not have any analytics on which to base your future content. So 80% of your time needs to be spent on producing content.

If you are in sales, if you spend 80% of your time planning out your sales calls and only 20% of your time in front of your customers, your sales performance is not going to be very good. Turn that ration around. Spend 20% of your time planning out your calls and 80% in front of your customers.

Key Takeaways

So to make the 80 20 rule work for you, remember these:

  • Be very clear about what it is you want to achieve. What will a successful outcome look like? Then identify the 20% of action steps that will get you 80% of the way there.
  • What are your majors and minors? What daily activities could you do that will create constant motion towards achieving whatever it is you want to achieve? Do those every day.
  • Reduce the amount of time you spend thinking about doing something and just start doing it. If you are spending 80% of the time thinking and just 20% of your time doing you have the ratio back to front.
  • Identify which action steps you have taken over the last week that had the biggest positive impact on your goals. Do more of them next week. Prioritise them and schedule the time in your calendar.

More Productivity Tips

Featured photo credit: Anete Lūsiņa via unsplash.com

Reference

More by this author

Carl Pullein

Dedicated to helping people to achieve their maximum potential through better time management and productivity.

How Perfectionism is Holding You Back (and How to Let Go) 7 Simple Brain Training Habits to Boost Your Brain Power 10 Ways to Find Learning Motivation (Even After You’ve Graduated) Tap Into Success With These Long-Term Career Goals Tips 8 Simple Ways To Be Mindful At Work For Better Focus

Trending in Focus

1 How To Protect Your Focus From Being “Robbed” By Notifications and Social Media 2 13 Things to Put on Your Daily Checklist for Boosted Productivity 3 How to Work Remotely and Stay Productive and Focused 4 8 Simple Ways To Be Mindful At Work For Better Focus 5 Smart Phone is The Workplace Terrorist

Read Next

Advertising
Advertising
Advertising

Last Updated on January 12, 2021

How To Protect Your Focus From Being “Robbed” By Notifications and Social Media

How To Protect Your Focus From Being “Robbed” By Notifications and Social Media

Between a cell phone that’s always ringing, a plethora of social media apps vying for your attention, and a steady stream of text messages, it probably feels like you can never get a moment of peace.

Think about how many times you’ve been working when a notification pops up on your screen. The message might be important, but more often than not, it’s just spam that pulls your focus away from your project.

Imagine all the times you’ve been in a meeting and felt the distinctive buzzing of your cell phone. Putting a smartphone on vibrate doesn’t make it any less disruptive for its owner. You instantly divert your attention from the other human beings in the room to the device in your pocket.

Distractions make you work harder

Studies suggest that the average American worker is interrupted every three minutes and five seconds.[1] An estimated 6 hours of productivity are lost every day to distraction. When someone is interrupted, they not only have to deal with the disruption, but then they have to use even more time and energy to get back into their work.[2]

It’s not only annoying to feel like you can never situate your mind on one task, but it also keeps you from doing your best work. The greatest ideas require time for mental processing. You have to do research and dig deep to come up with exciting ideas. If your focus is shallow, your ideas will never be able to develop to their fullest potential.

Our concentration naturally fluctuates

It would be nice if you could simply disconnect from the internet and have a consistent ability to concentrate, but that’s not how your brain works.

If you were to visualize your concentration throughout an 8-hour work day, it might look like this graph.

Throughout the day, you will experience peaks and valleys in your energy levels. You might feel a jolt of productivity after you go for a walk or have a cup of coffee, but there will also be points in the day–like right after lunch–where you’ll feel sluggish. You create your best work during periods of high energy and focus.

Advertising

Protecting those peak periods ensures that you can maximize your work time. When you constantly shift your focus back and forth between your work and distractions, your brain has to work extra hard to get back on track. Opening your Facebook page or replying to your friend’s What’s App message is almost never worth the productivity cost.

You will still have peak moments of productivity when you face interruptions, but the peaks will not be as high. This is because jumping between items wears you out. You lower your potential productivity every time you give in to distraction.

To be successful, you have to root out anything that stands in your way. The inability to concentrate will affect your work performance, but you can take control of the situation.

How to maintain focus in a sea of disruptions

Being able to give your best at work doesn’t mean that you have to disconnect from the world entirely. You can still enjoy the connections you have through technology, but there are a few ways that you can keep them from having a negative impact on your work.

One of the first things that you can do to minimize your distractions is set aside a time for them. Give yourself windows of time when it’s acceptable to look at Facebook or respond to messages.

Start by listing out the things that most commonly distract you. Maybe you get sucked into the rabbit hole of Facebook if you get a notification. Perhaps you find that your friends texting you throughout the day pulls you from work. Whatever it may be, write it down.

Then, set aside a time slot in which you are free to use the apps as you please.

Plan to use your distracting apps during times when you need to restore energy. As you can see from the graph, times when you need to restore your energy are also times when you may not be as productive.

Advertising

Instead of giving up peak energy times, sacrifice the time when you aren’t working well to engage with technology. When your recovery time has ended, jump right back into your work.

It might seem counter-intuitive to make time for these distractions during your day, but if you create a schedule that protects periods of peak energy, you will actually boost your productivity. Instead of being inundated with notifications or thinking about the next time when you are allowed to check your messages, you’ll have designated times for that.

Rather than shift your attention at random, you can focus fully on the task at hand until it’s your time to play on social media or check messages. Using this approach can help you regain a lot of your brain power because you won’t have to waste it on refocusing. You’ll simply do less important tasks during natural breaks in your day.

Set up a system to limit distractions

Just because you vow to check your messages and look at social media during certain times doesn’t keep distractions from happening. You’ll need to set up a system to keep disruptions at bay.

You can’t always control when someone is going to send you a message or when you’ll get a notification. You can start by adjusting your settings. Most apps allow you to opt out of notifications. Stop push notifications from non-essential apps.

For everything else, you need a different plan. We may be able to avoid opening social media tabs, but sometimes the messages still pop up on our phones. At the same time, most of us want to continue to use social media to stay connected and receive important information.

Try planting some trees with your concentration

The Forest app helps you train your brain to avoid distractions during work time. You can use Forest on your desktop or smartphone. The app works by enabling you to establish an amount of time during which you do not wish to be interrupted. You can adjust the amount of time from 10 minutes up to several hours.

Refer back to the list of distractions that you made earlier. You can take the websites and apps that drain your time and add them to the Forest’s blacklist.

Advertising

    The amount of time that you wish to stay off of distracting websites and apps is called a “planting session.” When you decide that you want to “plant a tree,” the countdown timer starts. If you access a blacklisted website during the time when you are supposed to be working, the app will remind you that your tree is still growing. You will have to decide whether or not you want to kill your tree, which is harder than you might think.

      When you can successfully stay off of distracting sites for the allotted time, your tree grows, and you get coins. The coins will allow you to unlock other types of trees.

        As you continue with your work session, you can see a countdown timer and an animation of a tree growing from a seed to its full splendor. Usually Forest also includes an inspirational saying to keep you on track if your focus starts to drift.

          To make the impact of your efforts even greater, success in Forest also gives you the option to plant a tree in real life.

          Advertising

          This simple visualization can help you break the bad habit of checking your phone or accessing websites that disrupt your thought processes. When Forest asks you if you would like to “give up” and kill your tree, most often you will realize that the reason you were heading to the blacklisted website wasn’t that important anyway.

          Sometimes you just need a small reminder to stay on task. Use Forest during your peak productivity times so that you don’t waste the most valuable parts of your day.

          You have to identify the distractions before you can stop them

          You may be wondering how much of your peak productivity time you are losing to mindless distractions. The only way to find out is to take a closer look at your habits. Notice the times when you seem to do your best work. Name the sources of notifications and interruptions that decrease your attention. After you have done this, use an app like Forest to cut out the distractions.

          Using Forest will not prevent you from being tired, and it won’t keep you from staring off into space, but it will make you think twice about wasting time on sites that distract you.

          When you are able to experience a distraction-free work environment, you’ll recognize how much more you are able to accomplish. You’ll be able to do your work more efficiently, and you won’t feel the fatigue of constantly re-centering yourself. Soon, your desire to stay focused will be stronger than the temptation to click on your notifications.

          Featured photo credit: Viktor Hanacek/ Picjumbo via picjumbo.com

          Reference

          Read Next