Editor’s Note: I first wrote a version of this post in 2019. Since then, my leadership roles have shifted, seasons have changed, and life has stretched me in new ways. But the heart of this message - the need to focus on what truly matters - has remained constant. I’m revisiting it now because the lesson still feels just as relevant.
Over the years, one theme has shown up again and again in conversations with readers, school leaders, and the educators and leaders I mentor through my work and partnerships:
I want to be more effective without being exhausted.
That desire has only intensified in the last few years.
The past four years of my own leadership journey - retiring and coaching schools through the Hope Institute, to serving as a principal, walking through seasons of transition, caring for family, and now coaching leaders and teams again through the Hope Institute - have refined how I think about productivity. I’m far less interested in doing more and far more focused on doing what actually moves the work forward.
That’s where the Pareto Principle comes back into the conversation.
A Rule Worth Revisiting
You may have heard of it as the 80-20 Rule.
Simply stated:
80% of results come from 20% of actions.
Economist Vilfredo Pareto noticed this pattern in Italy more than a century ago. Eighty percent (80%) of the land was owned by 20% of the people, and 80% of peas were produced by 20% of the plants.
Over time, the principle has shown up everywhere.
In education, I first heard it framed this way in graduate school:
Twenty percent of teachers account for eighty percent of discipline referrals.
In leadership conversations, it often sounds like this:
Eighty percent of the work is carried by twenty percent of the team.
And if we’re honest, we see it personally, too.
We wear the same few outfits.
We read the same few emails.
We return to the same few habits - good or bad.
The rule itself isn’t judgmental. It’s revealing.
Productivity Isn’t Neutral; It Shapes Culture
Here’s the shift I’ve made over the years:
Productivity is not just about efficiency. It’s about values.
What we consistently give our time and attention to sends a message - especially in leadership. It shapes culture. It signals priorities. It models what matters.
When I was leading a school day in and day out, it became clear quickly:
Not everything deserved the same level of urgency or energy.
And the same is true now as I coach leaders and teams.
So instead of asking, How do I get more done?
I now ask, What deserves my best energy?
Applying the 80-20 Rule with Intention
Here are a few ways to use the Pareto Principle thoughtfully, without adding more to your plate.
1. Look at where your energy actually comes from.
About 20% of your activities likely produce 80% of your sense of purpose and fulfillment. What drains you that could be reduced or released?
2. Reduce decision fatigue where you can.
Whether it’s clothing, routines, or meetings... simplifying choices frees up mental energy for leadership decisions that matter.
3. Be ruthless with your inbox.
You probably engage meaningfully with a small percentage of emails or newsletters. Unsubscribe from the rest. Curate what informs you.
4. Identify the work that truly moves the mission forward.
Only a fraction of your daily tasks produce the results you actually want. Those are the ones tied to culture, people, and clarity - not just completion.
5. Stop confusing motion with progress.
Busywork feels productive, but it rarely builds strong culture. Leaders don’t need to do everything; they need to do the right things.
A Simple Practice I’ve Kept
I once heard Lynn Perkins, CEO and co-founder of UrbanSitter, share a practice that has stuck with me. Each morning, she writes down three things that, if completed, would make the day feel successful. Not ten. Not a full page. Three.
It’s a simple discipline, but it forces prioritization. I’ve seen leaders do this well, and I’ve tried to practice it myself:
If everything feels important, nothing truly is.
Leadership, Character, and the Long View
One of the biggest lessons the past few years have taught me is this:
Sustainable leadership requires boundaries, clarity, and alignment.
The 80-20 Rule isn’t about squeezing more out of yourself.
It’s about honoring what matters most: your values, your people, and your purpose.
As Tim Ferriss reminds us,
“If you want to have more, do more, and be more, it all begins with the voice that no one else hears.”
What that voice prioritizes will eventually shape your leadership and your culture.
If you’ve applied the 80-20 Rule in your life or leadership, I’d love to hear what you’ve learned. Sometimes the most powerful shifts start with one honest question:
What’s the small percentage of work that makes the biggest difference?
ICYMI: Previous Posts on Productivity & Leadership
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