How to apply the 80/20 rule to focus your leadership

Balance isn't the key.

Glasses focusing on a city

The 80/20 rule, sometimes referred to as the Pareto Principle, is an observation that most things in the world are unevenly distributed. As a leader, understanding this ratio informs how I allocate my time, focus and energy.

The Pareto Principle finds its origin with Vilfredo Pareto, an Italian economist, who observed that 80% of the land in Italy belonged to 20% of the people. This observation was from over 100 years ago, and it still holds in economics today. A small number of people process most of the wealth. Most capital resides in a handful of companies. At the companies, the majority of revenue is generated by a select group of products.

It's not just with money. Have you been on a team where most of the productivity comes from just a few members? Or think about spaces. Probably 20% of your home gets 80% of the use, at least before we all started working from home. Next time you're in traffic, consider how a small percentage of roads get most of the cars. 😬

Does life ever feel like a hack rather than on purpose?

What is Balanced?

Before getting into how we apply this principle, I want to address a mindset shift. You hear a lot of talk about having a balanced life or a balanced diet, or a balanced whatever. But what does balanced mean? Is it a 50/50 split?

Leverage is at the core of the 80/20 rule. There is a shift from "How do I make these things even?" to how do I leverage what's essential for the most significant impact?

Whether it’s the visual image of a scale or remembering when we played on a seesaw as a kid, I think most people default to this idea of balanced meaning 50/50. Finding a 50/50 balance can be quite tricky and elusive.

So what do we do? Let's look back at the seesaw. What happens when you move the pivot point away from the middle. Now, something small can lift something heavy.

Leverage is at the core of the 80/20 rule. There is a shift from "How do I make these things even?" to how do I leverage what's essential for the most significant impact?" This shift in mindset is critical to apply, or should I say leverage, the 80/20 rule

How to apply the 80/20 rule?

While the 80/20 rule can make for great dinner conversation, what you probably want is for it to help you get the results you want with less work. Here are three steps to take as you learn to apply the 80/20 rule.

  1. Finding the focus.
  2. Delegating down.
  3. Going all in.

Finding the focus.

Not every 20% produces 80%. So just focusing on a subset of the overall group won't necessarily produce better results. So if the 80/20 rule doesn't predict which 20% will have most of the impact, how do I identify the critical 20%?

Or put another way, "Where do I need to focus to see the results I want?" The starting point here is actually at the end. You begin by identifying the outcomes you want. When you're clear on outcomes, you can then ask, "What behaviors, habits, or actions most influence these results?" If you could do only one thing today or this week to see this result, what would you do?

Sometimes the answer jumps out at you. Other times it's a bit more hidden. This is one of the reasons I advocate for building a habit of reviews. Regular reviews provide you with insight over time. You begin to see what is having the most impact.

Where do I need to focus to see the results I want?

If you’re trying to solve a problem as a team, consider using the tools of problem finding to identify the underlying root causes. This is the 20% you need to focus on.

Another place to look is other people. It's typically easier to observe patterns in other people's lives than it is in our own. Observe those alongside you in the journey or interview those ahead of you. Try to discover the small things they do that are producing significant results. Also, invite others in to do the same in your life. They will likely have insight that may feel invisible to you right now.

A 5-day journey to living from your priorities

It’s easy to spend our day reacting to what comes at us. What if you could be proactive, intentionally making decisions based on your priorities? It is possible!

Our five-day short course guides you through the process of identifying your life priorities and scaling them day to everyday decisions. You’ll learn how to establish a rhythm to build good habits and grow a team that will be with you in the journey.

Delegating down.

Now that you've identified some of what is in the high impact 20%, what do you do about it? We can't just cut 80%. We still need those small roads that aren't driven 80% of the time. But maybe those roads don't need maintenance in the same way the highways do. There will be things you choose not to do.

As a leader, you need to consider what are the things that only you could do for your team or the project. Everything else can be delegated down. The book Procrastinating on Purpose by Rory Vader has been a great resource for me in delegating and choosing what not to do.

Now repeat this for your team. What are the things that team members should do to have the most significant impact? Everything else gets delegated down again.

What if there is nobody below to delegate to? Then you delegate to the floor. You drop it. You stop doing it.

To give your energy and attention to what's most important, you must first remove it from what isn't.

Choosing not to do things can be uncomfortable. You're probably going to disappoint someone or make someone upset. A friend once told me that leadership is disappointing people at a rate they can absorb. While that definition can seem a bit morose, it still has truth to it.

This pruning is part of the process. To give your energy and attention to what's most important, you must first remove it from what isn't. And this brings us to the third step of going all in.

Going all in

You've identified what you will focus on and what you want. Now you must realign around your new focus. This first step is to look at your schedule. As you translate these priorities into your daily and weekly schedule, ask two questions:

  1. What proportion of time should this receive?
  2. When in the day should I do this?

The first has to do with priority. What is the 20% that should get most of your time? The second question has to do with your energy and attention. I'm a morning person. I do my best writing before my kids are up. The early afternoon is not a good window for me to do creative work. At Your Best is a great resource to learn to allocate your time in this way.

Now that you've realigned your schedule comes the most challenging part. Keep saying "no." It won't take long before someone is at your desk or in your inbox asking you or your team to do something you just decided wasn't in your 20%. This is where the real work of prioritization takes place. There were seasons where I made a not-to-do list. By pre-deciding what I would say "no" to, I relieved myself of having to decide at the moment.

You need to say "no" more often but feel that isn't going to go over well. I can empathize. A few years ago, I redesigned the workflow and project management for our creative department. When I looked at the past two years, they were averaging a new project request every workday. They needed to say "no" more, but there was a lot of organizational friction with this. So instead of a straight "no" we created two alternatives.

  1. Pre-built solutions. We created a library of standard requests and developed editable templates.
  2. DIY resources. If someone felt their request was too unique for these templates, we directed them to a curated list of resources to help them to design it themselves.

Do you know what happened? Most of those stakeholders decided it wasn't worth their time to do it. New and shiny ideas are exciting and always worth someone else's time. But when we redirected that responsibility back to them, they recognized it wasn't actually in the 20% of things worth giving time and attention to.

Action Plan

Keep adjusting

Prioritization is a journey, not a destination. Continue to iterate, learning what delivers the results you're looking for.

Establish rhythms of evaluation and communities of feedback to provide the insight needed.

Frequently Asked Questions

Team Leadership

What is team leadership?

Team leadership is a management approach focused on leading and guiding a group of individuals working together towards a common goal. A team leader is responsible for providing direction, support, and guidance to the team members, while fostering a positive and productive work environment.

Team leadership involves setting clear goals and expectations for the team, communicating effectively, and building trust and relationships with team members. It also involves empowering team members to take ownership of their work and contribute their unique skills and perspectives to the team's success.

Some key characteristics of effective team leadership include:

  1. Communication: Team leaders communicate clearly and effectively with their team members, keeping them informed about goals, expectations, and progress.
  2. Vision and strategy: Effective team leaders have a clear vision for what they want to achieve and a strategy for how to get there, while also being flexible and adaptable when necessary.
  3. Empowerment: Good team leaders empower their team members to make decisions and take ownership of their work, while also providing support and guidance as needed.
  4. Trust-building: Team leaders build trust and strong relationships with their team members, creating a positive and productive work environment.
  5. Results-oriented: Finally, effective team leaders are results-oriented, focusing on achieving goals and driving performance while also valuing the well-being and development of their team members.

Overall, team leadership is a collaborative and empowering approach to management that values communication, trust-building, and results-driven performance.

Learn more about leadership.

What are the different styles of team leadership?

There are several different styles of team leadership, including:

  1. Democratic leadership: In this style, the leader encourages open communication and participation from all team members in decision-making processes.
  2. Autocratic leadership: This style involves the leader making decisions and taking control over the team's direction, often with little input from team members.
  3. Transformational leadership: This style focuses on inspiring and motivating team members to achieve their full potential, often by setting a clear vision and communicating goals effectively.
  4. Servant leadership: A servant leader prioritizes the needs of their team members, focusing on serving and empowering them to achieve their goals.
  5. Laissez-faire leadership: In this style, the leader provides minimal guidance or direction, allowing team members to take ownership of their work and make decisions independently.
  6. Transactional leadership: This style involves setting clear goals and expectations for team members and providing rewards or discipline based on performance.
  7. Situational leadership: This approach involves adapting one's leadership style to fit the specific situation or needs of the team at any given time.

Overall, each style of team leadership has its own strengths and weaknesses, and effective leaders may use a combination of different styles depending on the situation and the needs of their team.

Learn more about leadership.

What are the different skills required for team leadership?

There are several key skills required for effective team leadership, including:

  1. Clear: Team leaders must be to communicate effectively with their team members, setting clear expectations and goals, providing feedback, and keeping everyone informed about progress and changes.
  2. Active listening: Leaders need to be able to listen actively to their team members, hear their concerns, ideas, and suggestions, and work collaboratively to find solutions.
  3. Empathy: Good team leaders value empathy, recognizing and understanding the perspectives of their team members, and working to build trust and strong relationships
  4. Decision-making: Leaders must be able to make informed decisions based on available information and input from team members, while also being decisive when necessary.
  5. Problem-solving: Effective team leaders must be able to identify and solve problems that arise within the team, working collaboratively to find creative and effective solutions.
  6. Motivation and empowerment: Leaders must be able to motivate and empower their team members to take ownership of their work, overcome challenges, and achieve their full potential.
  7. Delegation and management: Team leaders must be able to delegate tasks effectively, manage resources and timelines, and oversee the work of the team to ensure quality and efficiency.

Overall, effective team leadership requires a combination of interpersonal, decision-making, and management skills, as well as the ability to inspire and empower team members to work collaboratively towards shared goals.

Learn more about leadership.

What is servant leadership?

Servant leadership is a leadership philosophy and management style that emphasizes the importance of serving others first before considering one's own needs and desires. It's an approach to leadership that focuses on the well-being and growth of others, rather than solely on achieving organizational goals.

A servant leader prioritizes the needs of their followers or team members, providing them with support, guidance, and mentorship. They are committed to empowering their team members to reach their full potential and achieve their goals.

Some common characteristics of servant leaders include:

  1. Empathy: Servant leaders value empathy, placing themselves in the shoes of their followers to better understand their needs and motivations.
  2. Listening: They are active listeners, taking the time to listen to their followers' concerns, feedback, and ideas.
  3. Commitment to development: Servant leaders prioritize the growth and development of their followers, providing opportunities for learning and development.
  4. Humility: They recognize their own limitations and seek input from others to make informed decisions.
  5. Stewardship: Servant leaders view themselves as stewards of their organization, working to create a positive impact for all stakeholders.

Overall, servant leadership is about creating a supportive and empowering environment for others to thrive. By prioritizing the needs of their followers, a servant leader can inspire trust, loyalty, and commitment, ultimately leading to better outcomes for the organization as a whole.

Learn more about how to cultivate servant leadership.

Servant Leadership

What is servant leadership?

Servant leadership is a leadership philosophy and management style that emphasizes the importance of serving others first before considering one's own needs and desires. It's an approach to leadership that focuses on the well-being and growth of others, rather than solely on achieving organizational goals.

A servant leader prioritizes the needs of their followers or team members, providing them with support, guidance, and mentorship. They are committed to empowering their team members to reach their full potential and achieve their goals.

Some common characteristics of servant leaders include:

  1. Empathy: Servant leaders value empathy, placing themselves in the shoes of their followers to better understand their needs and motivations.
  2. Listening: They are active listeners, taking the time to listen to their followers' concerns, feedback, and ideas.
  3. Commitment to development: Servant leaders prioritize the growth and development of their followers, providing opportunities for learning and development.
  4. Humility: They recognize their own limitations and seek input from others to make informed decisions.
  5. Stewardship: Servant leaders view themselves as stewards of their organization, working to create a positive impact for all stakeholders.

Overall, servant leadership is about creating a supportive and empowering environment for others to thrive. By prioritizing the needs of their followers, a servant leader can inspire trust, loyalty, and commitment, ultimately leading to better outcomes for the organization as a whole.

Learn more about how to cultivate servant leadership.

How can servant leadership be beneficial in the workplace?

Servant leadership can be beneficial in the workplace in a number of ways, including:

  1. Improved employee engagement and job satisfaction: When employees feel supported, valued, and empowered by their leaders, they tend to be more engaged and satisfied with their work.
  2. Increased collaboration and teamwork: Servant leaders prioritize communication, collaboration, and trust-building, which can lead to stronger relationships and more effective teamwork.
  3. Higher levels of productivity and innovation: When leaders empower their team members to take ownership of their work and contribute their ideas, it can lead to higher levels of productivity and innovation.
  4. Reduced turnover and absenteeism: Employees who feel supported and valued are less likely to leave their jobs or call in sick, leading to reduced turnover and absenteeism rates.
  5. Improved organizational culture: Servant leadership can create a positive organizational culture that values growth, development, and well-being for all stakeholders, which can lead to improved morale and outcomes.

Overall, servant leadership can lead to a more positive, productive, and fulfilling workplace environment, benefiting both employees and the organization as a whole.

Learn more about how to cultivate servant leadership.

How does servant leadership differ from other leadership styles?

Servant leadership differs from many other leadership styles in several key ways:

  1. Focus on serving others: Servant leaders prioritize the needs and well-being of their followers over their own interests, while many other leadership styles focus more on achieving organizational goals.
  2. Empathy and listening skills: Servant leaders value empathy and active listening skills to better understand the needs and perspectives of their followers, while some other leadership styles may be more focused on asserting authority or making decisions without input from others.
  3. Collaboration and teamwork: Servant leaders prioritize collaboration and teamwork, seeking to empower and develop their followers to achieve their full potential, while other leadership styles may be more focused on competition or individual achievement.
  4. Humility and accountability: Servant leaders view themselves as stewards of their organization, prioritizing the well-being of all stakeholders and taking responsibility for their decisions, while some other leadership styles may be more focused on personal ambition or avoiding blame.

Overall, servant leadership is characterized by a focus on serving others, prioritizing empathy and collaboration, and taking a humble and accountable approach to leadership. While other leadership styles may be effective in different contexts, servant leadership can be a powerful tool for creating positive change and empowering others to reach their full potential.

Learn more about how to cultivate servant leadership.

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