18 Nov 2024, 3:00 AM ● By Siew Ching
Here’s how this useful tip can transform your work productivity.
Many times, work feels like a balancing act – there’s always that push to tackle every task, stay on top of your to-do list, reply to all emails, attend meetings, the list goes on. It’s no wonder why you always feel like you’re constantly doing more, more, and more!
But does more, more, and more mean you’re being productive? You probably know by now that sometimes your input doesn’t align with the output you were hoping for. In fact, you may even be wasting precious time doing unnecessary tasks that won’t contribute to the result!
Don’t fret – there’s a way out of this. Enter the 80/20 rule, also known as the Pareto Principle. Essentially, it is a statistical rule that states 80% of results often come from approximately 20% of your efforts. For example, in business, what this means is that 80% of your sales come from 20% of your clients.
How does this apply to work and your productivity? Well, think about it: Instead of juggling every task equally, you should focus on high-impact activities (the 80%) to yield better results. The key is to identify what 20% of the results will work in your favour!
With the 80/20 rule, it means you don’t have to do everything to make an impact. Applying the rule allows you to shift your focus from always being busy doing everything to being truly productive. Because when you direct your energy towards the tasks that really matter, you’re not only managing your time better but also creating work that stands out.
Also, when you organise your day to focus on tasks that have the most significant impact on your work, you can perform more effectively. This will ultimately support you in advancing your career. And the best part? You get to have work-life balance.
It also means you aren’t putting yourself up to the risks of being burnt out. Constantly bouncing between low-impact tasks, every request and project that comes your way can lead to you being tired both physically and mentally fast – without meaningful results.
Ready to take on the 80/20 rule? Here’s how to begin:
#1 Identify your 20% so you can focus on the 80%
Start by reflecting on recent projects where you felt you did a pretty good job. Look for patterns in what had the most significant outcomes. Once you’ve identified these, prioritise them under the 80% you do daily or weekly so you get the 20% you want. Spend less time on those that take up a lot of time but don’t contribute to your 20%. Over time, you’ll develop a clearer sense of what your 20% is.
#2 Apply the rule across your workday
Emails, meetings, even networking – the 80/20 rule can be powerful if you know how to apply it to your every day! Here’s how it can work:
Emails Not every email needs an immediate response so handle important emails first (those that affect your results in a certain project or for work generally) and then set aside time separately to handle the other emails (but make sure you don’t spend too long on these – some emails might not even need a reply!).
Meetings Same goes for meetings. You don’t need to attend every single meeting – only the ones where your direct input makes a difference! For those that don’t require your active participation, you may consider opting out to focus your time and effort on other more important things. The key is to focus on meetings that drive results or impact your work.
Networking Stretching yourself out too thin across too many coffee chats and lunch meetings? We get it – building connections is valuable but it’s easy to fall into the trap of having too many networking sessions. Do this instead: Nurture a few meaningful relationships with mentors or colleagues who align with your professional goals and can offer guidance or open opportunities for you.
#3 Go with a one-week observation
Still not sure what tasks yield your 20%? For one week, keep a log of the tasks you complete. Note down how much time you spend on each task and its impact. Review your log and look for the tasks that make the most contributions to your goals. These are likely your 20% and they are most likely tasks like project planning, analysing data, or developing key presentations rather than administrative or routine tasks. Once you know this, aim to spend less time on the admin stuff and more effort on the high-impact activities.
You can extend this observation to the next week to be sure. At the start of each week, outline your top priorities – the high-impact tasks. Make a commitment to focus on these throughout the week. These help you set clear goals so you stay oriented towards your 80%. After a week or two, assess your progress. Adjust your focus area as needed.
#4 Delegate if you can
The 20% of tasks that don’t contribute to your goals? You can opt to delegate them to a junior (it might be on their list of high-impact tasks so you’re doing them a favour!) or if you can, automate them. But if these tasks must be done by you, then batch them into small time blocks to minimise the time spent.
Remember, the 80/20 rule isn’t a one-size-fits-all model. Your 80% can change depending on what you’re working on or whenever your focus switches. What’s important is to see it as a guideline to help you recognise the tasks that are important at that moment in your career to reflect your best efforts.
Tell us how it goes if you’re trying the 80/20 rule out!
Photo by davisuko on Unsplash.
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