Mastering 80/20 Productivity

In the early days of Apple, Steve Jobs was known for his intense focus and productivity. He would often work 18-hour days, pushing himself and his team to the limit to bring his vision to life. But as the company grew and the demands on his time increased, Jobs realized that he couldn't sustain that pace forever. He needed to find a way to work smarter, not just harder.

So, Jobs began to ruthlessly prioritize his time and attention, focusing only on the most critical tasks and decisions that would have the biggest impact on Apple's success. He delegated or eliminated everything else, freeing up his mental bandwidth to tackle the big challenges and opportunities facing the company.

Jobs also became a master of what we now call "deep work" - the ability to focus without distraction on a cognitively demanding task. He would block out large chunks of uninterrupted time to think, create, and problem-solve, often retreating to his home office or going on long walks to clear his mind and gain fresh perspectives.

This relentless focus on the essential, combined with a willingness to say no to distractions and low-value activities, allowed Jobs to accomplish incredible feats of innovation and leadership. From the launch of the Mac to the creation of the iPhone and iPad, Jobs' ability to channel his time and energy into the most important work was a key driver of Apple's success.

In this article, we'll explore how you can apply the same 80/20 principles to your own productivity and time management. We'll dive into the fundamentals of energy and attention management, the psychology of procrastination and how to overcome it, the power of outsourcing and automation, and the importance of optimizing your work environment for peak performance.

 The strategies and techniques covered in this article will help you get more done in less time, while still maintaining your health, sanity, and creative edge.

 PART 1 : The Fundamentals of 80/20 Time Management

A misconception about productivity is that it's all about time management. We often think that if we could just find the right system or tool to help us squeeze more hours out of the day, we'd be able to get everything done and achieve our goals.

But the truth is, time is a fixed and finite resource. No matter how hard we try, we can't create more of it. What we can control, however, is how we use the time we have. And that's where energy and attention management come in.

Energy management is about recognizing that our ability to focus, create, and perform at a high level is not constant throughout the day. We all have natural rhythms and cycles of alertness and fatigue, and by understanding and working with these rhythms, we can optimize our productivity and well-being.

For example, many people find that they have the most mental clarity and creative energy in the morning, after a good night's sleep and before the demands of the day have kicked in. This is often an ideal time for tackling complex, high-value tasks that require deep concentration and problem-solving.

Other people may find that they hit their stride later in the day, or that they have more physical energy in the afternoon for tasks that require movement and activity. The key is to pay attention to your own patterns and preferences, and to structure your day around the times when you're naturally most productive and focused.

Attention management, on the other hand, is about being intentional and strategic with where we direct our focus and mental resources. In a world of constant distractions and competing demands, it's all too easy to get sidetracked and lose sight of our most important goals and priorities.

To master attention management, we need to develop the skill of single-tasking - giving our full, undivided attention to one task at a time, rather than trying to juggle multiple things at once. This means being proactive about eliminating distractions, setting clear boundaries around our time and space, and saying no to non-essential requests and interruptions.

My favourite 80/20 tool for attention management is the Eisenhower matrix, named after President Dwight D. Eisenhower, who was known for his exceptional productivity and decision-making skills. The matrix helps us prioritize tasks based on their urgency and importance, so we can focus our time and energy on the things that matter most.

Here's how it works:

1. Urgent and important tasks (Quadrant 1): These are the critical, time-sensitive tasks that require our immediate attention, like crises, deadlines, or pressing problems. We should tackle these tasks first, before moving on to anything else.

2. Important but not urgent tasks (Quadrant 2): These are the proactive, high-value activities that are essential to our long-term success and well-being, like strategic planning, learning and development, relationship building, and self-care. We should schedule dedicated time for these tasks, and protect that time fiercely.

3. Urgent but not important tasks (Quadrant 3): These are the distractions and interruptions that often masquerade as important, but don't actually move us closer to our goals. Things like unnecessary meetings, low-priority emails, or other people's emergencies. We should delegate or decline these tasks whenever possible.

4. Not urgent and not important tasks (Quadrant 4): These are the true time-wasters and energy drains, like mindless social media scrolling, procrastination, or busy work. We should eliminate these activities altogether, and use that time for more meaningful pursuits.

By using the Eisenhower matrix to triage our tasks and prioritize our time, we can ensure that we're spending the majority of our energy on the things that will have the greatest impact and ROI. We can also start to identify patterns and habits that are holding us back, and make conscious choices to change them.

Another powerful tool for 80/20 time-management is Parkinson's Law we touched upon in the introduction, which states that "work expands so as to fill the time available for its completion." In other words, if we give ourselves a week to complete a task, it will likely take us a week. But if we give ourselves a day, we'll find a way to get it done in a day.

This principle is closely related to the Pareto Principle, which suggests that 80% of our results come from 20% of our efforts. By combining these two ideas, we can use strategic constraints and deadlines to drive our productivity and focus.

For example, let's say you have a big project that you've been procrastinating on for weeks. You keep telling yourself that you'll get to it when you have more time, but that time never seems to come. Instead of waiting for the perfect moment, try giving yourself a tight deadline - say, 48 hours - to complete a draft or prototype. You may be surprised at how much you can accomplish when you have a fire under your butt!

Of course, this doesn't mean that we should always be working under extreme time pressure. But by using constraints selectively and strategically, we can train ourselves to be more efficient, decisive, and focused. We can also break down large, daunting projects into smaller, more manageable chunks, and build momentum by achieving quick wins along the way.

Finally, there are a number of simple but effective tools and techniques that can help us optimize our time and energy throughout the day. The Pomodoro Technique, for example, involves working in focused 25-minute sprints, followed by short breaks to recharge and reset. This can be a great way to maintain concentration and avoid burnout, especially when tackling complex or creative tasks.

Other strategies include:

- Time-blocking: scheduling specific blocks of time for different activities, and sticking to that schedule as closely as possible

- Batching: grouping similar tasks together and doing them all at once, rather than switching back and forth between different types of work

- Single-tasking: giving your full attention to one thing at a time, rather than trying to multitask or juggle multiple priorities

- Energy management: taking regular breaks to move your body, get fresh air, and recharge your mental batteries

- Reflection and review: taking time at the end of each day or week to reflect on what worked well, what didn't, and what you can improve going forward

Experiment with different approaches and find the ones that work best for you and your unique style and needs. The goal is not to be perfect, but to be intentional and proactive about how you spend your time and energy, so you can focus on the things that matter most.

 Part 2: Beating Procrastination and Staying Focused

Procrastination is the enemy of productivity. It's that insidious voice in our heads that tells us we can always do it later, that we don't have time, that we're not ready or good enough. It's the force that keeps us scrolling through social media when we should be working on that important project, or binging on Netflix when we should be hitting the gym.

At its core, procrastination is about avoiding discomfort. Our brains are wired to seek pleasure and avoid pain, and when we're faced with a task that feels difficult, boring, or stressful, it's natural to want to put it off in favor of something more enjoyable or easy.

But the problem with procrastination is that it rarely makes things better in the long run. In fact, it often makes things worse. The longer we put off a task, the more it looms over us, causing anxiety and dread. And when we finally do sit down to tackle it, we often find that it's not as bad as we thought - and that we could have saved ourselves a lot of stress and wasted time by just getting started earlier.

So, how can we overcome the pull of procrastination and stay focused on our most important work? Here are a few strategies that can help:

1. Break it down: When a task feels overwhelming or intimidating, it's easy to put it off. But often, the hardest part is just getting started. Try breaking the task down into smaller, more manageable steps, and focus on taking just one small action at a time. Once you build some momentum, you may find that the rest of the task flows more easily.

2. Set a timer: Sometimes, the idea of working on a task for hours on end can be daunting. But what if you only had to do it for 25 minutes? The Pomodoro Technique, mentioned earlier, can be a great way to trick your brain into getting started. Set a timer for a short burst of focused work, and then reward yourself with a quick break. Rinse and repeat.

3. Create accountability: It's easy to break promises to ourselves, but it's much harder to let down someone else. Try finding an accountability partner or mastermind group to share your goals and progress with. Knowing that someone else is counting on you can be a powerful motivator to stay on track.

4. Remove distractions: Our environments have a huge impact on our ability to focus. If you're trying to work in a cluttered, noisy space with constant notifications popping up on your screen, it's no wonder you're having trouble concentrating. Try creating a dedicated workspace that's free from distractions, and use tools like website blockers or airplane mode to minimize interruptions.

5. Embrace discomfort: Ultimately, the key to beating procrastination is to learn to tolerate discomfort. Recognize that the task may not be fun or easy, but that doesn't mean it's not worth doing. Practice sitting with the uncomfortable feelings that arise, and remind yourself of the benefits of taking action. Over time, you'll build the mental muscle to push through resistance and get things done.

Another key aspect of staying focused is learning to manage your energy across different time horizons. It's not just about being productive in the moment, but about sustaining high performance over the long term.

One way to do this is by creating a daily routine that supports your physical, mental, and emotional well-being. This might include things like:

- Starting your day with a healthy breakfast and some exercise or meditation

- Blocking out time for deep work and creative tasks when you're naturally most alert and focused

- Taking regular breaks to stretch, hydrate, and rest your eyes

- Ending your day with a relaxing wind-down routine and plenty of sleep

It's also important to zoom out and look at your energy and productivity on a weekly, monthly, and even yearly scale. This means being strategic about how you allocate your time and resources, and making sure you're not burning yourself out by taking on too much or neglecting your own needs.

For example, you might create a weekly schedule that includes dedicated time for different types of work, as well as time for rest, socializing, and personal development. You might also set monthly or quarterly goals that align with your bigger-picture vision, and use those as a guide for prioritizing your daily tasks and decisions.

Find a balance between pushing yourself to grow and achieve, and giving yourself the space and support you need to recharge and avoid burnout. It's not about being perfect, but about being intentional and proactive about your energy and well-being.

One tool that I found helpful is the "Energy Audit" exercise, developed by author and speaker Brendon Burchard. The idea is to track your energy levels throughout the day, and identify the activities, people, and environments that either drain or boost your energy.

To do this, simply set a timer to go off every hour or so, and when it does, take a quick note of what you're doing and how you're feeling on a scale of 1-10. Are you focused and energized, or distracted and depleted? What factors are contributing to your current state?

After a few days of tracking, look for patterns and insights. What times of day do you tend to have the most energy and focus? What activities or interactions leave you feeling drained or stressed? What changes could you make to your routine or environment to better support your productivity and well-being?

By being mindful and proactive about your energy management, you can create a virtuous cycle of high performance and resilience. You'll be better equipped to handle the inevitable ups and downs of entrepreneurship, and to show up as your best self for the people and projects that matter most.

Even with the best intentions and strategies, we all have a limited amount of time and energy to work with. That's where the power of outsourcing and automation comes in. 

 PART 3: Outsourcing and Automating Low-Value Tasks

As an entrepreneur, your time and energy are your most precious resources. Every hour you spend on low-value tasks is an hour you're not spending on the high-impact work that will move your business forward. That's why one of the most powerful ways to boost your productivity is to outsource and automate as much as possible.

Get clear on your unique abilities and core competencies. What are the things that only you can do, that truly move the needle for your business? What are the activities that light you up and bring out your best work?

Once you've identified your "zone of genius," the next step is to put a value on your time. How much is an hour of your time really worth, in terms of the results you could generate for your business? This number will be different for everyone, but a good rule of thumb is to aim for at least 10x the hourly rate you would pay someone else to do the same task.

For example, let's say you're a software developer who charges $150 per hour for your services. If you spend an hour formatting a document or scheduling social media posts, you're essentially "paying" yourself $150 for work that you could easily outsource for $15-20 per hour. That's a huge opportunity cost, and a clear sign that it's time to start delegating.

One of the easiest ways to start outsourcing is by hiring a virtual assistant (VA). A VA is a remote worker who can handle a wide range of administrative and technical tasks, from email management and scheduling to social media and customer service. By handing off these routine responsibilities to a trusted VA, you can free up huge chunks of time and mental bandwidth to focus on your highest-value work.

When hiring a VA, it's important to look for someone who is reliable, proactive, and a good communicator. You'll also want to be clear about your expectations and boundaries up front, and provide any necessary training and resources to help them succeed in their role. Over time, as you build trust and rapport with your VA, you can start to delegate more complex and strategic tasks, and even bring them into your inner circle as a key member of your team.

Another way to outsource low-value tasks is by leveraging freelance marketplaces like Upwork, Fiverr, or Freelancer.com. These platforms allow you to find and hire talented professionals for a wide range of projects, from graphic design and copywriting to web development and data analysis. By tapping into this global talent pool, you can get high-quality work done quickly and affordably, without the overhead of hiring full-time employees.

When outsourcing to freelancers, it's important to be clear about your project requirements and deadlines, and to provide any necessary files or instructions upfront. You'll also want to set up a clear communication channel (e.g. email, Slack, or project management tool) to ensure that everyone is on the same page and that work is progressing smoothly.

In addition to outsourcing, automation is another powerful way to streamline your workflows and eliminate low-value tasks. There are countless tools and technologies available today that can help you automate everything from email marketing and social media posting to invoicing and expense tracking.

One of the most versatile automation tools is Zapier, which allows you to connect and integrate over 2,000 different apps and services. With Zapier, you can create custom "Zaps" that automatically trigger actions based on specific events or criteria. For example, you could set up a Zap that automatically adds new leads from your website to your CRM, or that sends you a Slack notification whenever a high-priority email comes in.

Another automation tool is IFTTT (If This Then That), which works similarly to Zapier but with a more consumer-friendly interface. With IFTTT, you can create simple "recipes" that automate common tasks and workflows, like backing up your phone photos to Google Drive or posting your Instagram photos to Twitter.

Automation isn't just about using fancy tools and software. It's  about creating systems and processes that allow you to work more efficiently and effectively. This might include things like:

- Creating templates and checklists for common tasks and projects

- Batching similar tasks together and doing them all at once (e.g. responding to emails or recording video content)

- Setting up recurring tasks and reminders in your project management tool or calendar

- Documenting your workflows and SOPs (standard operating procedures) so that you can easily delegate or automate them in the future

The key is to constantly be on the lookout for opportunities to streamline and optimize your work, and to be proactive about implementing solutions that will save you time and energy in the long run.

PART 4: Optimizing Your Work Environment

Finally, no discussion of productivity would be complete without talking about the importance of your physical work environment. The space in which you work has a huge impact on your ability to focus, create, and perform at your best. That's why it's so important to be intentional about designing a workspace that supports your unique needs and preferences.

First you need to get clear on your ideal work style and environment. Are you someone who thrives on collaboration and social interaction, or do you need plenty of alone time to do your best work? Do you prefer a minimalist, distraction-free space, or do you find inspiration in a more creative, visually stimulating environment?

Once you have a sense of what works best for you, start by decluttering and organizing your physical space. Get rid of any unnecessary papers, gadgets, or knick-knacks that are cluttering up your desk or shelves. Invest in high-quality, ergonomic furniture and equipment that will support your body and posture throughout the day.

Next, think about how you can optimize your space for focus and productivity. This could include things like:

- Positioning your desk near a window for natural light and views of nature

- Using a standing desk or exercise ball chair to reduce sedentary behavior and improve circulation

- Incorporating plants, artwork, or other decorative elements that inspire and energize you

- Creating designated zones for different types of work (e.g. a brainstorming area with whiteboards and comfortable seating, or a focused writing nook with noise-cancelling headphones)

It's also important to think about how you can minimize digital distractions and create a sense of boundary between work and personal life. This could include:

- Turning off notifications on your phone and computer during focused work sessions

- Using website blockers or productivity apps to limit your access to social media and other time-wasting sites

- Creating a clear end-of-day routine that signals the transition from work to rest (e.g. shutting down your computer, tidying up your desk, or changing into comfortable clothes)

In addition to your physical environment, it's also important to prioritize your physical health and well-being. After all, you can't be truly productive if you're running on empty or constantly battling fatigue and burnout.

Some key strategies for maintaining peak performance include:

- Getting enough sleep (aim for 7-9 hours per night)

- Eating a balanced, nutrient-rich diet that fuels your brain and body

- Staying hydrated throughout the day (aim for at least 8 glasses of water)

- Taking regular breaks to move your body and get some fresh air (even just a 5-minute walk can do wonders)

- Practicing stress-management techniques like deep breathing, meditation, or yoga

By creating a work environment that supports your physical, mental, and emotional well-being, you'll be better equipped to show up as your best self and tackle your most important work with energy and focus.

Productivity is not about working harder or putting in longer hours. It's about working smarter, and focusing your time and energy on the things that truly matter. By applying the 80/20 principle to your productivity habits, you can achieve more with less effort, and free up time and bandwidth for the people and projects that light you up.

Whether it's learning to manage your energy and attention, overcoming procrastination and distractions, outsourcing and automating low-value tasks, or optimizing your physical work environment, the strategies and techniques covered in this chapter can help you take your productivity to the next level.

Productivity is about creating a life and business that truly aligns with your values, strengths, and purpose. It's about being intentional and proactive, and making conscious choices about how you spend your most precious resources.

As entrepreneur and author Derek Sivers once said, "If it's not a hell yes, it's a no." By ruthlessly prioritizing and focusing on your "hell yes" activities and goals, you'll not only be more productive, but also more fulfilled and impactful in everything you do.