Productivity by the Numbers: How to Prioritize, Focus, and Get Things Done

Getting things done is often a balancing act of time, focused effort, and consistent action. The right productivity setup can make all the difference and can play a big role in finding that balance. Today’s post will explore the power of numbers and how the right ones can help you prioritize, focus, and boost your productivity. From the Pomodoro Technique to the 2-Minute Rule, using a numerical framework (or a set of them) can help you work more efficiently and effectively.

Keep reading to learn about some of the most successful productivity methods that involve numbers to help you find *your* unique productivity formula.

Numbers and Productivity: How to Prioritize Tasks

Before you begin working, it’s important to figure out the weight of each task. Which ones take priority? How do you decide which to-do’s should get your attention first? The Eisenhower Matrix and the Pareto Principle are two ways to find the answer.

The Eisenhower Matrix

This productivity tool is named after 5-Star Army General and the 34th President of the United States, Dwight D. Eisenhower, who was known to have the ability to make tough decisions. Though this productivity tool doesn’t have a number in it’s title, it does contain four quadrants (or categories) that can help you decide which tasks and projects take priority over others based on importance and urgency.

It’s easy to get caught up with being busy with everything that life and work will through at you.  The Matrix will help you decide which tasks should get your attention so you can focus on the right things at the right time.

(no more winging it!)

This nice thing about the Eisenhower Matrix is that it’s simple to use. The four quadrants or boxes each have a specific label that helps guide your next step.

1. Urgent + Important (do immediately — take action now)
2. Important, Not Urgent (tackle these tasks at a later time – schedule them)
3. Urgent, Not Important (you don’t have to do them — delegate instead)
4. Not Urgent, Not Important (why are they on your list? — delete or use your reward)

Click here to download the Eisenhower Matrix Evernote template.

To start, scan your to-do list and then add each task to the appropriate category on the Matrix. Try a small number of tasks to begin (say 3-5 per quadrant and no more than 10) so that you don’t get overwhelmed.

Alright, so which tasks go in each box?

Let’s say one of your tasks is to publish a post on LinkedIn.

• You might put that in the “Urgent, Not Important” quadrant and delegate it to your social media manager.
• Or, it could go in the “Important, Not Urgent” box for you to block out some time to add the content to a social media scheduler like AgoraPulse or Buffer.

Maybe you have to create a slide deck for presentation you’re giving in one week.

That would likely go in the “Urgent + Important” box as the deadline is looming. If you have a virtual assistant who is filling in the copy on your slides for you to review (way to delegate!), the task might stay in the same quadrant but the action you need to take may be different than if you were starting it from scratch.

What about spending some time watching TikTok videos?

All eyes probably look toward “Not urgent, Not Important,” and with good reason .

But don’t hit delete just yet.

While watching fun videos isn’t urgent or important per se, watching them can bring a smile to your face and lighten up a tough day. So why not use it at your reward? Take some time to watch a couple of  videos *after* you’ve completed your priority tasks (e.g., end of the work day). Win!

Productivity by the Numbers: How to Prioritize, Focus, and Get Things Done via @DAllisonLee #productivitytips Click To Tweet

80/20 Rule (Pareto Principle)

The Pareto Principle, also known as the 80/20 Rule, is a rule that states that 80% of outcomes come from 20% of the efforts or inputs. This principle was first observed by Italian economist Vilfredo Pareto in the late 19th century and has since been widely used in business and economics.

In simpler terms, it means that a small portion of your activities will likely lead to the majority of your results.

Examples:

• 20% of your tasks might take up 80% of your time
• 20% of your customers might generate 80% of your revenue

The concept behind the Pareto Principle (as it relates to getting things done) is that a small fraction of your to-do list, roughly 20%, will produce the bulk of your results, around 80%. The goal is to determine the tasks have the most impact for you (or your team), and to concentrate your efforts on those specific tasks to achieve the greatest outcome for the day.

So what small number of tasks are responsible for producing the majority of the results you want to see? Let’s look at an example.

Perhaps you’re a solopreneur with these 10 tasks that must be completed in 7 days:

1. Sign up two new clients
2. Organize and clear desk
3. Attend virtual networking event
4. Finish presentation slide deck
5. Take digital course on time management
6. Publish a new post on Instagram
7. Complete a high-paying project
8. Write and publish a blog post
9. Reply to emails
10. Gather tax documents

To apply the 80/20 rule, start by identifying the two tasks that will bring in the best results or have the highest impact.

Those two tasks could be:

1. Getting two new clients
2. Completing a high-paying project

Now that you’ve found your 2 small-but-big-impact tasks, you can focus your effort on completing them first. The remaining 8 tasks may still be important, but they might not have as significant an impact on your bottom line.

Okay, now over to you. Have a look at your task list or the to-do’s in your task management app. Which ones do you think would have the highest impact? Can you pinpoint 20% of your tasks that would give you 80% of the results you want?

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Boost Your Productivity: The Numbers That Help You Focus and Get Stuff Done

There are several numerical productivity methods that help you to stay on task and get stuff done. I’m sharing 5 of them today. To kick things off, let’s start with the …

1) 2-Minute Rule

This rule is awesome sauce! Why? Because you can use it to get a quick and easy win. Several, in fact. This rule states that if it takes only 2 minutes (or less) to complete, just do it. It’s as simple as that. At least, so says David Allen, author of “Getting Things Done: The Art of Stress-Free Productivity.” (affiliate link)

Not sure what things might take 2 minutes or less? This is where a time tracking worksheet or an app like Rescue Time. can help.

By tracking all the tasks you work on (planned and unplanned) throughout the course of a few days, you’ll get a good idea of how much time you spend on each one. Some things may be more intuitive and you can “just feel” how long they take. But just to be sure, set a timer to confirm.

Then make a list of things that you can do quickly and refer to it as needed (on hectic days,  you’ll need a reminder).

Here are some of my 2-minute business tasks for inspiration:

• Put away a paper or digital file
• Wipe down my keyboard
• Dust my desk
• Add a task to my to-do list
• Make a note of the next step for an important project
• Send a quick response to text message (like “yes” or “no” or “I’ll have to get back to you _____ <insert timeframe>)*
• Scan a blog post
• Send an article to Evernote
• Snooze an email
• Schedule (not write) an email to be sent later
• Start an outline (for a blog post, digital course, white paper, email)
• Write bullet points for blog post introduction
• Type “INSERT PHOTO” in blog post outline instead of going to search for the image
• Unsubscribe from unwanted emails

*this is super quick when I use voice dictation and autocorrect behaves itself

And here are a few personal tasks from my own list:

• Make the bed
• Read an affirmation out loud
• Put laundry in the washer or dryer
• Put a dirty dish in the dishwasher
• Schedule a doctor’s appointment using the online portal (calling takes waaay longer)
• Wipe down a counter
• Push your chair in
• Brush your teeth
• Put junk mail in the trash or recycling bin
• Meditate or take a break
• Complete one Spanish lesson (using Duolingo)
• Listen to a podcast (like these on various topics or this one about productivity)

Remember, the 2-Minute Rule will make your future self smile and feel grateful that you took care of those quick things instead of letting them pile up. When they pile up, they become overwhelming and more difficult to complete.

2) 5-Minute Rule

At first glance, this might seem like a lengthier version of the 2-Minute Rule. Sure, you can stretch your 2 minutes to 5 to take care of some quick tasks. But, the 5-Minute Rule can really help you stop procrastination from taking hold.

(now that I think about it, so can the 2-Minute Rule — David Allen was really on to something!)

We all have those days when our motivation is non-existent or when a project just seems too big to even think about. That’s when you pull out your Eisenhower Matrix  or go on a search for your small-but-mighty tasks.

Once you pick your priority to-do’s, tell yourself that all you need to do is put in 5 minutes. That’s it. 5 minutes. Who doesn’t have 5 minutes to spend on a project?

(I often stretch the 5-Minute Rule to 10 minutes and it works like a charm.)

When those 5 minutes are up, you get to decide if you want to continue working on your project or if you will stop and move on to something else. At the very least, you will have chipped away at your task and made some progress.

And sometimes a magical thing happens. Your motivation kicks in and your find yourself at minute 30. Or 60.

(and you can picture your future self giggling with glee and jumping for joy!)

3) The Pomodoro Technique

Did you know that it takes 23 minutes to get back on track after being distracted? Think about the progress you could be making in those 23 minutes. Especially if you’re distracted multiple times during your deep work sessions.

(it’s not a nice thought, is it?)

If you find yourself getting pulled away from the things you should be working on, the Pomodoro Technique, one of my favorite (and sometimes controversial) productivity methods, can help.

Essentially, you work for 25 minutes and then take a 5-minute break. Each 25/5-minute cycle is called a Pomodoro. Once you’ve completed 4 Pomodoros, you can take a 15-minute break. Lather, rinse, and repeat. Easy, right?

Here’s the controversial part:

If you allow yourself to become distracted during your 25-minute work block, you will need to start your Pomodoro all over again. For example, if you’re at minute 23 of your Pomodoro and you take a phone call, those 23 minutes won’t count. Which means you’ll need to restart your Pomodoro.

That might seem a bit rigid but some days do call for strict structure. And, knowing that you might have to start all over again if you allow distractions to creep in could help keep you on task.

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Here’s a solution:

If you know in your heart of hearts that the rigidity of this technique wouldn’t work for you over the long-term, flex it. 25 minutes may be too long or too short of a time block depending on what you’re working on. For me, the task determines the amount of time I need.

As an example, whenever I schedule time to write, I know that I will need at least 45 minutes before my brain is willing to take a break. So on those days, I do a 45-60 minute deep work session followed by a 10-minute break. My podcast co-host Cris prefers 90-minute sprints with 30 minutes off.

Try different combinations of times + tasks to see what will help keep you focused and productive. Remember, some days will call for one Pomodoro and other days will need the four-course treatment.

BTW, there’s always an app that can help. Check out Focus Keeper, Forest, and Be Focused Pro.

4) 30/30 Rule

The 30/30 rule has a similar structure to the Pomodoro Technique except that you break up your day into 30-minute chunks. Specifically, you work for 30 minutes and focus on a single task without distractions. Then, take a 30 minute break. Repeat the 30/30 process until the work day ends.

Besides working without interruptions, there are no other stipulations. This means that you get to choose the tasks you need to work on (yep, grab your Eisenhower Matrix or check your 80/20 list). You also get to choose what you’ll do during your breaks. If you find that 30 minutes of focused time is your sweet spot, then 30/30 is for you.

(there used to be an accompanying app by Binary Hammer in the App Store but it seems to have been sunset)

5) 100 Days of Productivity Challenge

Ready to create a string of wins for the next 100 days? The 100-day productivity challenge is a goal-setting exercise that involves committing to a specific task or project for 100 consecutive days. The idea behind the challenge is to build momentum and cultivate the habit of taking action. Every. Day.

You can use pair the challenge with the any of the productivity methods mentioned in today’s post, including the Pomodoro Technique or 30/30 rule. But, trust and believe that some days you will have to rely on the 2-Minute Rule just to get something done during your 100 days. And that’s perfectly alright.

Here’s how you can start:

1. Divide and conquer. Break down your priority projects into manageable chunks to work on over the course of your 3+ month challenge.
2. Time block your calendar. Time blocking (when you stick to it) can ensure that you do something related to your project every day. My preference is to use a digital calendar since you can set a reminder. But if you prefer a paper planner, go for it.

What are some projects you might work on for 100 days?

• Write a book
• Participate in NaNoWriMo (x 3!)
• Create a digital course
• Film videos for your YouTube channel or podcast (or create a video series)
• Create Standard Operating Procedures (SOPs)
• Build a new website or refresh an existing one
• Unclutter and organize your home office
• Create slide decks for your signature presentations
• Pursue a degree or take online courses (e.g., Udemy, Coursera, or LinkedIn Learning Path)

No matter what you choose to work on, keep in mind that this challenge is a commitment. It will help you to become more disciplined and strengthen your focus muscles as you hold yourself accountable for 100 consecutive days.

When you come out on the other side, you’ll have bucket of motivation and pride and realize that you can do hard things. And most importantly, you’ll notice that you’ve made real progress.