The 80/20 Rule: Work Less. Focus More. Achieve Bigger Results.

by James Smith, Executive Director

“Efficiency is doing things right; effectiveness is doing the right things.”—Peter Drucker

In one of our earliest articles, I introduced the “3 Things Rule”—the idea of starting each day by choosing just three high-impact tasks to focus on to reach your most important goal. It’s one of my favorite personal productivity strategies.

This week, we’re zooming out to take a broader look at why that method works so well.Let me introduce you to one of the most powerful tools in time management and leadership: the 80/20 Rule—also known as the Pareto Principle.

🔍 What Is the 80/20 Rule?

The 80/20 Rule says that 80% of your results come from just 20% of your efforts.

This idea goes all the way back to an Italian economist named Vilfredo Pareto, who noticed that 80% of Italy’s land was owned by 20% of the population. Over time, others discovered this pattern popping up everywhere—in business, productivity, and even leadership.

Let’s break it down:

• 80% of your revenue likely comes from 20% of your customers

• 80% of your stress may come from 20% of your tasks

• 80% of your progress probably comes from 20% of your daily actions

That’s not a rule carved in stone—but it’s a helpful lens. Because once you see it, you can’t unsee it. It invites a bold, freeing question:

What if I stopped doing 80% of the things that aren’t producing real value?

How This Connects to the “3 Things” Rule

The 3 Things Rule asks: “What are the three most important things I can do today?”The 80/20 Rule backs that up by helping you find the bigger patterns over time.

If you consistently focus on what matters most—and reduce or delegate the rest—you’re not just getting more done... you’re getting the right things done.

You’re working smarter, not just longer.

How to Find Your 20%

Here are a few questions to help you identify your 20%:

• What are the clients, projects, or tasks that produce the most impact?

• What parts of your day give you the most return on energy?

• What drains your time but rarely delivers results?

• Which relationships, events, or meetings actually move the needle?

📝 Pro Tip: Try a simple “time audit” for a week. Just jot down what you’re doing every hour or two, and notice where your energy and results really come from.

What About the Other 80%?

Let’s be real—you can’t eliminate everything. But you can do a lot with what I call the “4 D’s”:

• Delegate it

• Delete it

• Defer/Date it

• Do it less perfectly

You don’t have to be great at everything—just at what matters most. That’s where real leadership and real progress live.

How to Use the 80/20 Rule This Week

• Start your Monday by identifying your 20% for the week

• Write down your “High-Impact Three” each morning

• Celebrate your 20% wins—they matter

• Tie it into your One-Page Project Plan

• And soon... build a weekly ritual around it (more on that in next week’s blog: “Finish Strong Friday” – coming soon!)

Final Thought

Here’s the truth: You don’t need more time.You need more focus on the right things.

The 80/20 Rule isn’t about doing less for the sake of less. It’s about doing less of what doesn’t matter—so you can do more of what does.

So take a breath. Zoom out. Look for your 20%.Then go all in.