Use the 80/20 rule

- The time management system I've created is very simple. The first step is to understand the 80/20 rule. The idea is that all work is not created equal. Some things simply matter more than others. Look at every task, every person, and every project and ask yourself these two questions. First, is this bit of work something that is so vital that it's of strategic importance to you and/or the team? That means when completed you're moving forward and making real progress. This is the good stuff that deserves your attention. Let's call it the 20%. The second question goes like this. Hey, is this just work I have to do? I'm not saying the work is unimportant at all. I am suggesting it might be relatively less important. And if so, you can't overinvest your limited time completing it. Let's call this is the 80%. Think about your actual work. It's pretty easy to spot the 80%. That's the more mundane or simple jobs, especially work you have to repeatedly do, and it shouldn't occupy any more time than absolutely needed. This might include filling out a report, compiling a spreadsheet, or some other straightforward task. You also have to think about the people at work. Your interactions affect your mood and your productivity. If you're really honest, you can likely think of some conversations you're enjoying too often and others that, well, aren't very positive or productive. Those are clearly part of the 80%. The truth is we often spend too much time on issues of lesser importance. The rule of thumb for each and every task and relationship is to ask yourself whether you're looking at something in the 20% pile or the 80% pile. If you don't think about this regularly, you're likely to misallocate your time. Let me give you a great overall guide. Never invest more than half of your time on things in the 80% pile. Try this. For one full week, make a few notes about exactly how you're spending your time at work hour by hour. At the end of the week do a tally and see how often you're spending time on the 80%. The result might surprise you. So that's it, it's simple. When you look at your work be intentional. Ask yourself is this the 20% or the 80%? That way you stay clear about what really matters so that you can get more done.