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Last Updated on November 27, 2020

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

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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.

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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.

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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.

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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.

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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.

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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.

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Last Updated on September 9, 2021

The Ultimate List of Deep Focus Music for Productive Work

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The Ultimate List of Deep Focus Music for Productive Work

Everyone has their favorite habits for boosting productivity. Your desk setup, morning routine, and diet all play a role. But there’s one thing that everyone agrees can make a difference: focus music.

Soothing beats can keep distractions at bay, wherever you are and whatever you’re doing. Whether you’re trying to drown out mowers or simply get into a groove, put on a pair of headphones. Music can make all the difference in your focus.

With that said, not all music is equally conducive to productivity. You need to be careful about what you listen to. Getting work done calls for very different sounds than getting a workout in.

If you need a little more help to get rid of distractions, check out Lifehack’s free guide End Distraction And Find Your Focus. In this guide you’ll learn the simple techniques to stay focused and boost productivity. Grab your free guide here.

This article will walk you through selecting the best music for productivity, as well as a list of tunes to help you get started.

How to Pick the Best Focus Music For Yourself

With so many genres and artists out there, there’s a lot of music to choose from. Before you press play, keep the following guidelines in mind:

1. Stick With Instrumental

Songs without words in them make it easier to focus. Lyrics can distract you from what you’re trying to accomplish because you might get the words mixed up with what you’re trying to read. If you’re writing something, you might find yourself typing the lyrics instead.

Intelligence and instrumental music are correlated, perhaps because instrumental music is less intrusive.[1] Instrumental music tends to fade into the background, giving you a rhythm without pulling your mind away from the task at hand.

Stay away from instrumental versions of songs you recognize. It’s easy to fill in the blanks with the lyrics if you’ve already committed them to memory.

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However, some exceptions can be made. Creatives who produce videos or audio might prefer tracks that get their creative juices going, lyrics and all. However, if you find lyrics to be distracting, switch back to instrumental tunes.

2. Take It Easy

Not all instrumental music is calm and relaxing. Focus music should be, however. So, beware of instrumental songs that are too loud and stimulating. High volumes and tempos can work you up when you need to stay calm.

Again, some roles can make exceptions. Physical laborers can use more rambunctious tunes to keep them energized. While calm tunes work best for those in desk-based roles, don’t go too extreme. Something that’s too soothing might make you feel tired, and yawning all day isn’t exactly the path to productivity.

3. Pick Music You Enjoy

At the end of the day, the best focus music is what you enjoy. If you hate classical music, don’t put together a classical playlist just because you stumbled on a study about its benefits.[2] Your dislike of the music will take away the productivity you’d otherwise get out of listening to it.

Don’t be afraid to try something new. If you’ve never worked while listening to jazz before, why not? Save songs you like for later listening. Over time, you’ll build a playlist of tried-and-true focus music.

4. Update Your Setup

Before jamming out to your productivity tunes, make sure you have the right equipment. Invest in a music streaming service so you don’t have to listen to ads. Purchase noise-canceling headphones to avoid distracting your co-workers.

Focus music is all about ambience. Anything that interrupts your flow—whether that’s poor sound quality or glitchy streaming—needs to go.

Expect to spend at least $100 on headphones or speakers. For the streaming service itself, Spotify Premium is the standard at $9.99 per month. Slacker, Apple Music, and YouTube Music are also popular.

Building Your Perfect Playlist of Focus Music (With Recommendations)

Now that you know what to look for in focus music and how to listen, it’s time to build your playlist. Get started with these smooth, instrumental genres, artists, and songs.

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1. Chillhop Music

This YouTube channel has almost 3 million subscribers. Its music videos run 24/7 and feature driving yet relaxing beats.

Most songs on this channel fall into a category called “lofi hip hop,” a type of electronic R&B. Unlike traditional hip hop, lofi hip hop songs follow a slow, steady pattern that induces focus and relaxation.

Chillhop playlists can also be streamed on Spotify, Soundcloud, and Bandcamp. Popular artists include nymano, No Signal, and Sleepy Fish.

2. Andy McKee

Andy McKee is an acoustic guitarist who became famous after “Drifting,” one of his early songs, went viral on YouTube. “Drifting” exemplifies the creative, quiet guitar techniques found in the rest of McKee’s music.

Today, McKee has six albums of primarily acoustic guitar. One of McKee’s most popular pieces, “Rylynn,” is a perfect example of his soothing yet upbeat sound.

3. John Butler Trio

The band John Butler Trio became popular after releasing “Ocean,” a 2012 hit with more than 50 million listens on YouTube.[3] Heavy on acoustic guitar, “Ocean” is an intricate ballad that ebbs and flows like the ocean itself.

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Known for flowing changes in key and mood, the John Butler Trio proves that fast songs can stand in as great focus music. The group’s long songs—“Ocean” is 12 minutes long—are less disruptive for long projects. Two other favorites by John Butler Trio are “Betterman” and “Spring to Come.”

4. Classical Radio on Pandora

Classical music has long been a staple for music lovers looking to get work done. Pandora’s classical station features a great mix, from Beethoven to modern artists like Maria Callas and Jorge Bolet.

Pandora has radio stations for every genre imaginable. You can generate playlists based on genre, artist, or even a specific song.

Other music apps offer similar playlists and radio stations you can turn to for your classical music fix. From piano-heavy tunes to violin concertos, you’ll find plenty to perk up your ears.

5. Pirates of the Caribbean Soundtrack

Movie soundtracks are full of amazing focus music. One of my favorites is the Pirates of the Caribbean series, which is lively and adventurous but not in your face.

If you like what you hear, Hans Zimmer, the mastermind behind the Pirates of the Caribbean soundtrack, has worked on a huge array of films. Zimmer also put together the soundtracks for The Dark Knight, Interstellar, and Inception.

One thing to watch out for with cinematic music is associations. As iconic as the Pirates of the Caribbean soundtrack is, if you’re thinking about Jack Sparrow instead of balancing spreadsheets, you should probably switch to a new song.

6. Legend of Zelda Soundtrack

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Another hotspot for instrumental music is video games. If you’re not sure where to start, check out selections from The Legend of Zelda.

Anyone who’s played The Legend of Zelda games will immediately recognize what they hear. The soundtrack is light, airy, and full of awe. Keyboards, harps, and flutes feature prominently.

Although you could spend hours listening to The Legend of Zelda music, don’t forget about fan-produced songs in this genre. The video-gaming community is robust, and instrumental re-creations of your favorite games’ soundtracks can be found all over the internet.

7. Nature Sounds and White Noise

This genre may be too relaxing for some, but others prefer less structured focus music. Sounds like thunder, wind, and rushing water can transport you to a quiet, idyllic place to get work done.

One type of white noise to avoid is city-related sounds. Even without lyrics, honking horns or chattering crowds can be distracting.

An advantage of this type of focus music is that it can be set on a loop. If you find a track you like, go ahead and put it on repeat. When it starts over, you won’t even notice.

Ready, Set, Play

The best part about focus music is that nothing is off-limits. Some people work better listening to Tom Petty tunes than instrumental music, and that’s okay. What’s important is that it’s motivating without being distracting.

To unlock your next tier of productivity, spend a couple of hours clicking around on your favorite streaming music site. You’ll get more done, and best of all, you’ll enjoy every minute of it.

More Tips to Improve Your Focus

Featured photo credit: Lala Azizli via unsplash.com

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Reference

[1] New York Post: Smarter people listen to instrumental music: study
[2] Forbes: Does Classical Music Help Our Productivity?
[3] YouTube: Ocean – John Butler – 2012 Studio Version

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