How can you use the 80/20 rule to focus on the most impactful tasks? (2024)

Key takeaways from this article

• Impact estimation:

  Break down your workload by estimating the impact of each task. Prioritize those with the highest potential to drive your goals forward and reallocate your time accordingly.

• Self-reflection:

  Take time to contemplate what tasks align with your values and strengths. Focusing on these will amplify your productivity and job satisfaction, leading to more impactful outcomes.

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• Job Makoyo (Dr) M.B.Ch.B | Public Health | MBA- HCM | SRHR Expert | Quality Improvement Expert | Learning DHIS 2

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  One thing I have found helpful in this is to estimate the impact from the different solutions or options towards a problem and the focus on the most impactful ones. For example, in my previous line of work, we found that referrals and/or word of mouth from satisfied clients contributed to the highest number of clients seeking services in our clinics compared to social media and other forms of advertisem*nt. So this helped us to focus on creating an excellent customer experience and focusing on providing quality services so that satisfied customers can amplify our quality and their satisfaction leading to more clients.

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  This rule can have significant and far-reaching outcomes when applied correctly. For example, in problem-solving situations. Often there is the temptation to look at the symptoms instead of the root causes. In addressing the 20% often representing the source of the problem, the 80% gets taken care of or addressed.Similarly, when it comes to offering packages as a service provider, given the industry, you could focus a lot on acquiring fewer quality clients able to afford more of the premium packages than the basic and ordinary packages.

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• Love Arya Freelancer | Content Writer / Blogger

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  Not all tasks are created equal. Some tasks generate significantly more impact than others, even though they might take the same amount of time.Focus on the "vital few." By identifying the 20% of tasks that truly drive your results, you can prioritize and maximize your effectiveness.

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  By applying the 80/20 rule to task management, we can optimize our productivity and focus on the tasks that have the greatest impact on our overall success. This approach allows us to work smarter, rather than harder, by directing our time and energy towards what truly matters.

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  See Also

  80/20 - How to Increase Your Productivity by Doing Less3 real-world examples of the Pareto PrinciplePareto Efficiency

  One crucial thing often overlooked in the 80/20 rule: Many people apply it just to sorting tasks: deciding which are essential, which aren't. That's fine, but there's another exciting use for the rule.There are tasks we can't refuse or delegate. In these cases, we must step up.But even here, the 80/20 rule applies: Focus on the 20% of the task content that yields 80% of the task results.This way, progress is swift and agile, without getting stalled by individual tasks.

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  I firmly believe that self-reflection is key to finding the most important tasks that make a big difference. Asking yourself questions like what matters and what you're best at helps a lot. When we do tasks that match our values and strengths, we get more done and feel better about it.

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• Ghulam Mustafa, P.Eng., P. E., PMP Project Manager at BC Hydro

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  Eat the biggest frog first which means start with a task that seems most complex and the hardest. The thing about the biggest frog (a difficult task) is that they might consume some time but the payoffs can be great. No matter how tempting it might seem to do simple and small things first, always do the difficult tasks first.

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• Gustavo Yepes Accountability Partner | Experto en gestión del tiempo y productividad | Ayudo a líderes y equipos a alcanzar sus metas y maximizar su potencial

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  Identificar el 20% implica analizar las actividades o elementos que generan el 80% de los resultados deseados. Esto requiere un análisis detallado de las tareas, priorizando aquellas que tienen un impacto significativo en los objetivos. Al usar la matriz de prioridades, este 20% se encuentra en los cuadrantes 1 y 2, es decir, en las tareas que son importantes independientemente de su urgencia.

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  Your 20% should be the tasks that affect all the others within your day, week, or month. These tasks leverage their power so that the remainder can easily be taken care of. You may want to start by asking yourself, what is the common trait that everything on my list right now has? Then answer the following: What is the one, or two things that I can do that will make these much easier for me? Is there an organizational component, skill, strategy etc that I can employ to make execution faster? Is there anything that I can delegate that would do this for me? When you can answer those, you've identified your 20% and will see a huge positive change in accomplishing your task goals.

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  In identifying the 20%, a little bit of analysis goes a long way here.Ask yourself: What activities are driving you toward the results you want? I tend to have a bias toward action when identifying my 20%. In other words, taking an online course or reading a book won't do much to drive you toward your goals, but they "feel" productive. Taking action based on what you learn, will drive you toward your goals - that's usually where the 20% lies. Posting on social media won't necessarily result in more prospects. Engaging with people (online or in-person) and making direct offers, probably will - the 20%.Much of the 80% is necessary to do the 20%, but don't allow yourself to believe that they are one and the same.

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• Ghulam Mustafa, P.Eng., P. E., PMP Project Manager at BC Hydro

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  Setting big goal:If there’s one thing that differentiates ultra-successful people from others is their attitude. Whenever it comes to setting goals, they set one big goal and work on it all the time. In fact, all the sub-tasks and short-term goals revolve around that main goal.

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• Gustavo Yepes Accountability Partner | Experto en gestión del tiempo y productividad | Ayudo a líderes y equipos a alcanzar sus metas y maximizar su potencial

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  Para enfocarse en el 20%, es fundamental establecer prioridades claras y eliminar distracciones. Utilizar herramientas como la matriz de prioridades y la planificación estratégica ayuda a concentrar los esfuerzos en las actividades más relevantes y de mayor impacto.

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  It can be difficult to focus these days, especially with all that is going on in your personal and professional life but the easiest way to make sure your full attention is on executing the 20% is by scheduling these tasks to be completed at the start of the day and the week. You are most alert and energized at the beginning of your day because you have hopefully had a good night's rest. By scheduling them at the start of the week you are capitalizing on having relaxed over the weekend with renewed perspective on your approach to a project or task. Once these tasks are scheduled into your calendar protect your time spent on them at all cost and simply get to work.

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• Gustavo Yepes Accountability Partner | Experto en gestión del tiempo y productividad | Ayudo a líderes y equipos a alcanzar sus metas y maximizar su potencial

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  Los beneficios de la regla 80/20 incluyen una mayor eficiencia y productividad, ya que permite asignar recursos de manera más efectiva. Además, ayuda a identificar áreas de mejora y a optimizar el uso del tiempo y los recursos disponibles. Un beneficio adicional es que nos ayuda a vencer la procrastinación y reducir significativamente el estrés.

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• Rashad Smith, MBA Operations Specialist

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  The 80/20 rule helps individuals prioritize tasks by identifying the most impactful efforts that generate the greatest results. By focusing on this vital 20%, individuals can optimize their productivity and efficiency. This principle encourages a more strategic approach to time management, allowing individuals to achieve significant outcomes with less effort. This targeted approach enables individuals or organizations to dedicate more time, attention, and resources to improving those key areas, resulting in higher quality outcomes. The 80/20 rule enables individuals to allocate resources effectively and achieve better results in various aspects of their personal and professional lives.

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• Gustavo Yepes Accountability Partner | Experto en gestión del tiempo y productividad | Ayudo a líderes y equipos a alcanzar sus metas y maximizar su potencial

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  La regla 80/20 se puede aplicar a otras áreas de la vida identificando las actividades o relaciones que generan el mayor retorno de inversión emocional, financiero o personal. En la gestión del tiempo, implica priorizar las actividades que contribuyen al crecimiento personal, profesional y al logro de metas a largo plazo.

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• Ghulam Mustafa, P.Eng., P. E., PMP Project Manager at BC Hydro

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  There are many time management tools that could help you manage time effectively. I personally love and endorse ProofHub and how it helps me to make the most of my time — both personally and professionally. It could be the perfect ally for 80/20 rule of time management that could help you big time to best utilize your time.

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  Everyone's 20% is different because their personal and professional goals aren't the same. Adding an accountability partner can be a great thing so that you make sure you not only identify your leveraged tasks, but follow through with working on them. Checking in with someone can also be a time to talk about progress, discuss new ideas, and generate new paths towards meeting your goals. Maybe what you thought was a 20% task, isn't really helping you move forward. By talking with your accountability partner you're able to tweak it every so slightly for better results or generate a brand new one that works in your favor.

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