The Pareto Principle in Time and Project Management
I'm sure your workday starts much like mine: I start with a cup of coffee in hand, check my calendar and the emails I received overnight. Then I create my to-do list and prioritize the tasks for the day.
There are many techniques to decide what needs to get done and in what order. Commonly used is the Pareto Principle to determine and prioritize tasks that have the greatest impact. This is how you increase your productivity.
What is the Pareto Principle?
This technique represents the relationship between effort and result or between effort and outcome. The Pareto Principle states that 80% of the results are achieved with 20% of the total effort. The remaining 20% of the results require the most work with 80% of the total effort.
This phenomenon can be observed in many areas. A few examples:
- Sales: In fact, there are companies where only 20% of the salespeople are responsible for 80% of the sales.
- Warehouses: It is not uncommon for 20% of the products to take up 80% of the available space.
- Productivity: With proper prioritization, as little as 20% of all efforts can often get 80% of the work done.
- Internet: 80% of all online traffic is concentrated on 20% of websites.
- Traffic: 20% of roads carry 80% of the traffic load.
- Time Management: With 20% of the time (properly) spent, 80% of the tasks can be completed.
In other words, a small percentage of effort has a disproportionately large impact. It's important to understand this concept because it can help you figure out which tasks you should prioritize to have the greatest impact.
Where does the pareto principle come from?
The Pareto principle was developed by Vilfredo Pareto, an Italian engineer, economist and sociologist. He studied the distribution of land ownership in Italy in 1906 and found that about 20% of the population owned about 80% of the land.
The Pareto Principle is not a formal mathematical equation, but a general phenomenon that can be observed in economics, business, time management, and even sports. It is also known as the Pareto effect, 80-20 rule or 80/20 law.
Applications of the Pareto Principle
Although the 80-to-20 rule can be applied to any industry, it is usually used in business and economics. This is because it is useful for the efficiency of a business, as it helps to determine where efforts should be focused in order to maximize performance.
The pareto principle is also frequently used in project and time management to identify important work packages and achieve rapid progress with sufficiently good results. The 80-to-20 rule also helps to identify work that can be postponed or omitted due to a lack of efficiency.
Advantages of applying the pareto principle
The biggest advantage of the Pareto Principle is the ability to achieve the greatest impact with the least amount of work. This allows your team to work more efficiently and focus on specific initiatives.
The 80/20 law can help you improve your metrics in less time simply by setting the right priorities.
Other benefits of using the Pareto Principle include
- Clear priorities for you and your team
- Increased daily productivity
- Ability to divide work into manageable segments
- A more precise strategy
Disadvantages of applying the 80-to-20 rule
A common misinterpretation of the Pareto Principle is that 80% of the results can be achieved with 20% of the effort. This is not exactly the case. The 20% and 80% percentages do not refer to effort, but to the causes and consequences you are working on. The goal is not to reduce the effort, but to focus it on a specific part of the work to achieve a greater impact. You still need to focus 100% on that 20% to get 80% of the results.
Another disadvantage of the 80/20 law is that team members sometimes focus too much and lose sight of other activities. By focusing only on the important activities and pushing aside the less important ones, such as email and other correspondence methods, some things can get lost. The challenge is to find the right balance between applying the 80/20 law and getting the other tasks done, even if they don't produce 80% of the results. To manage this, you can use the timeboxing technique or the 'said, done!' method, for example.
Project Management with Merlin Project
An important aspect of team management is finding different ways to help your team improve its productivity. With Merlin Project you can organize all team projects and activities, share files and leave notes and comments in one place, saving you time.