The 80/20 Rule: How to Prioritize Tasks and Boost Workplace Efficiency

Leaders who are in tune with their people’s needs are feeling stuck. Although they’re working hard to retain productive employees and improve their management skills, their efforts are being overshadowed by companies expecting more (and more) from their teams. 

The result is shocking, but maybe not surprising: Employee engagement has fallen to a national 11-year low. 

So how can leaders meet the demands of their organization and clients to increase team productivity and improve the employee experience?

Enter the Pareto principle, otherwise known as the 80/20 rule. Vilfredo Pareto’s observations originally concerned land ownership (and allegedly the fruit output in his garden), but they also apply to the business world. The Pareto principle states that 80% of outcomes come from 20% of causes. 

Because the principle can be applied broadly, leaders from any department should utilize the 80/20 rule and the seven strategies below to increase workplace efficiency. 

As a reminder, workplace efficiency emphasizes enhancing productivity at the team or individual level, whereas operational efficiency takes a wider view and concentrates on improving an organization’s overall processes and functions. (Long story short: While different, both are important!)

1. Model the Ideal Behavior

This strategy earns the top spot because no one wants to be a “do as I say, not as I do” leader. 

Unfortunately, we’ve all probably had that boss: one who says you can leave the office early but then stays through dinner, suggests you take PTO but never personally does, or encourages you to be a team player but prefers to work siloed. 

At best, this hypocritical behavior confuses employees, and at worst, it creates an atmosphere of distrust and toxicity.

But does not promoting trust in the workplace really affect employees and the bottom line? Absolutely, according to the American Psychological Association’s 2024 Work in America Survey. 

In fact, it leads to something alarming for companies and employees: a lack of psychological safety.

Specifically, employees experiencing low psychological safety:

• Experience lower job satisfaction (85% vs. 95% of those with higher psychological safety).
• Struggle with productivity (38% give themselves a “high” rating vs. 62%). 
• Feel tense or stressed on a typical workday (61% vs. 27%). 
• Plan to look for a new job within the next year (41% vs. 19%). 
• Aren’t satisfied with their compensation (32% vs. 11%).

The bottom line: Use your influence as a leader to create a positive team dynamic and culture by modeling and promoting the ideal behavior. 

2. Set Priorities, Not Just Goals

It’s tempting to list out everything you want to achieve, but not all tasks are created equal. 

Remember to use the 80/20 rule: Identify the 20% of tasks that will yield 80% of your results.

Some leaders call these the “big rocks” and use visual tactics on their OKR spreadsheet to keep them top-of-mind (think numerical ordering, highlighting, or literally inserting a rock emoji next to them). 

The 80/20 rule forces a mindset shift because quantity doesn’t equal quality.

Neuroscience researcher, surgeon, and author Dr. Mithu Storoni explains: “Today, a company’s success hinges much less on the quantity of work done by humans as AI and automation are taking over the territory of ‘lower level’ cognitive work. The quality of mental output – of ideas, solutions, and innovation—is now key to productivity. Today, efficiency is not about getting things done, but about getting things done well.”

Stuck on which tasks are your 20%? Focus on the areas that will have the most impact. You’ll most likely need to review previous quarters, collaborative efforts, and time spent on older projects to determine if, as they say, the juice is worth the squeeze. 

3. Break It Down

There’s a reason most people don’t keep their New Year’s resolutions past January. They set themselves up for failure. 

And we get it – big goals can feel daunting. Can you imagine seeing “launch a new product” on your to-do list? It’s enough to make anyone curl up in the fetal position. 

That’s why it’s advisable to break your objectives into smaller, actionable steps and know what each step encompasses. Because you’re prioritizing the 20%, your projects should be well-planned and the output should be top-quality. 

Executive coach and author Caroline Adams Miller suggests using her six-step BRIDGE approach to conquer big goals: 

1. “Brainstorm every aspect associated with setting a specific goal.
2. Evaluate the relationships you will and won’t need to move forward.
3. Think about the investments you will need to make in yourself.
4. Discern what factors will matter in decision-making.
5. Decide whether or not you have the grit to proceed.
6. Settle on the definition of excellence you are shooting for and the timeline that will match it.”

4. Celebrate Small Wins

Numerous studies prove that showing appreciation for employees improves retention rates, attracts talent, and increases productivity. 

But while it may seem like a no-brainer to celebrate small wins and the people involved, especially within a big project, many leaders overlook this crucial step. Why? It may be that time is moving too quickly, there’s another round of to-dos, or – more likely – leaders think they’re showing recognition, but it’s not registering with employees.

In fact, a Gallup study highlights the striking disconnect between how often managers and employees think recognition is happening.

Ben Wigert, Director of Research and Strategy at Gallup, believes the problem stems from the fact that only 12% of employees are asked how they like being recognized. Therefore, he argues, “Managers need a better understanding of what meaningful recognition looks like for each team member to bridge this gap.” 

So before you schedule a pizza party or send a team-wide celebratory email, collect feedback from your team members. This intentional step will help establish you as a thoughtful leader and create a culture of celebrating other’s successes and small wins.  

5. Leverage Technology and Tools

Is your company remote, with employees scattered across time zones? Are you hybrid and still have to call internal and external partners virtually in meetings? Or are you in-person, attempting to work smarter and more collaboratively?

In any of these scenarios, creating a stellar digital employee experience (DEX) is a must.  

But DEX doesn’t mean signing up for a bunch of tools or giving employees new devices (although that may be welcomed!). Instead, it’s determining which digital processes and technologies allow team members to align strategically and foster a culture that’s beneficial to all.

That intentionality is critical in helping people reach their goals, says Srikant Chellappa, CEO of Engagedly. He explains, “When digital tools are integrated seamlessly, employees spend less time navigating technology and more time driving meaningful results.”

Moreover, granting your people access to different platforms – and even their own employee information – creates a better DEX. For example, seek project management software or automated tools that reduce busywork and allow you to focus on strategy and delivering high-value work.

Larry Nash, U.S. Director of Recruiting at EY, says, “Technology is enabling us to provide employees with a more consumer type of presence at work, with a greater ability to have richer digital experiences and find what they need 24/7.”

PrimePay’s Performance Management Pro offers a range of templates designed to support an effective, transparent, and communicative employee experience.

Note: While technology and automation can benefit teams, automation should “enhance, not replace, human judgment and empathy,” warns Bernard Marr, author of Generative AI in Practice. As you incorporate more tools into your processes, make sure you’re “balancing AI efficiency with the human touch in people management.” 

6. Review and Adjust Regularly

Imagine you’ve revamped your team processes to increase efficiency. It’s taken months to choose the right project management system, vet new tools, and slowly but surely change your team culture. Things are progressing nicely, right? Maybe not.

When you make significant changes – especially with a specific end goal in mind – it’s critical to review their impact to ensure they’re positively (and not negatively) affecting your team.

Consider:

• Choosing a cadence to review your processes (think mid-month, quarter, or project) is important. These reviews are different from a year-end analysis because the point is to pivot if needed. A flexible mindset will prevent you from feeling stuck and help you stay on track toward your goals.
• Deciding what metrics you’ll review to avoid what data scientist Seth Stephens-Davidowitz calls a “decision dilemma.” Because 86% of people say data volume makes decisions much more complicated, stick to a few metrics to see if you’ve boosted your workplace efficiency. Remember – stick to impactful ones that will produce the majority of outcomes.
• Asking your team. As a leader, you most likely have the final say, but that doesn’t mean you shouldn’t gather everyone’s input – especially if new procedures affect everyone on the team. You’ll also help create more buy-in; as the book Crucial Conversations puts it: “When people aren’t involved…they’re rarely committed to the final decision. They may say they’re on board, but then walk away and follow through halfheartedly.”
• Looking at work efficiency examples. Still not happy with your personal and team’s productivity? Seek resources and advice from other teams or your professional network to determine what additional steps you need to take to boost efficiency. 

7. Protect Your Energy

You’ve heard it before: Prioritizing mental health and finding work-life balance is critical for personal and professional happiness. 

But doing those two things is easier said than done, especially if you’re not in the habit of setting boundaries, getting enough sleep, and being honest with yourself (and others) about your workload. 

Because burnout is on the rise (and most likely here to stay), you can begin implementing two strategies—capacity planning and acceptance—to help protect your energy.

Plan For Your Capacity

Capacity planning is the process of determining how much work your team can realistically handle within a given timeframe while balancing resources and priorities.

While this concept sounds like a no-brainer, it can be difficult to implement if you usually say “yes” to every project and request. 

If you’re new to capacity planning, start slow and:

• Track current workloads to identify how much time is spent on specific tasks.
• Align workloads with the Pareto Principle so your team can focus on high-impact work.
• Leverage data and realistic forecasting to determine the time, resources, and technology required. 

Note that capacity planning also requires extensive communication and collaboration between internal and external departments. Mike Habeck, a director at Deloitte Consulting LLP, says, “For capacity planning to be effective, it should balance business needs with [team] capabilities within budgetary limitations. All three of these demands must be managed in concert, and no single tool does this.”

Embrace Uncertainty

Do you often feel pressure to solve every problem and control every outcome? If so, you’re in good (but maybe not desirable) company. 

Specifically, 64% of HR leaders say their organization has experienced change this past year, so it’s no wonder that leaders and managers feel they must have total control over knowledge and the narrative they share with their team. 

That feeling isn’t new, says Gianpiero Petriglieri of INSEAD, but can be detrimental to a company’s culture, leadership, and teams. He explains: “When we expect leaders to be knowledgeable and capable in precisely the moments in which everyone else is uncertain and paralyzed, we make it difficult for them to ask for help.”

To help protect your energy, consider who you can go to for guidance or support (professionally and/or personally). 

Additionally – and this is difficult – accept the things you can’t change. Remember, acceptance doesn’t mean ignoring challenges; it means recognizing when certain factors (like market fluctuations, client demands, or organizational constraints) are outside your control. It also reduces stress, frees up your mental bandwidth, and encourages a culture of adaptability and empowerment rather than frustration or defeat. 

Focusing on Efficiency in the Workplace

While there are many ways to boost efficiency, the above strategies offer a substantial start. If you’re a go-getter, you might try to zip through all seven in a quarter. Our advice: Don’t do it. 

Instead, take time to truly understand the needs of your team and your bandwidth before implementing a few (or even just one!) to promote productivity. By honing in on your personal and department’s weaknesses, you’ll be able to create a greater, more positive impact that will benefit both the company and the employee experience.