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 stepping back into the principalship, navigating heavy family transitions, and now returning to leadership coaching with the Hope Institute - have fundamentally reshaped how I view productivity. I’m far less interested in doing more and far more focused on doing what actually moves our heart-work forward.
That’s where the Pareto Principle comes back into the conversation.
A Rule Worth Revisiting
That is exactly why I keep returning to the Pareto Principle, a concept many of us know simply as the 80-20 Rule. Originally noted by economist Vilfredo Pareto over a century ago when he realized 20% of his pea plants produced 80% of the harvest, this pattern shows up everywhere. Simply stated: 80% of results come from 20% of actions.
In graduate school, I first heard it framed through an educational lens: twenty percent of teachers account for eighty percent of discipline referrals. In leadership circles, we often hear that eighty percent of the work is carried by twenty percent of the team. Even in our quiet personal routines, it reveals itself: we wear the same few outfits, engage with the same handful of emails, and return to the same core habits.
The rule itself isn’t judgmental. It’s revealing.
Productivity Isn’t Neutral; It Shapes Culture
Over the years, the biggest shift I’ve made is realizing that productivity isn’t just about efficiency, it’s actually about our values. What we consistently give our time and attention to sends a powerful message to those around us. It shapes our school culture, signals our true priorities, and models what matters most. When I was leading a school day in and day out, it became clear very quickly that not every task deserved the same level of urgency or energy, and the exact same remains true today. So instead of constantly asking ourselves how we can get more done, the better question to hold close is: 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
A beautiful, simple discipline I’ve tried to practice comes from Lynn Perkins, the CEO of UrbanSitter. Each morning, she writes down just three things that, if completed, would make the day feel successful. Not a full page, and not a list of ten, just three. It forces a gentle prioritization, reminding us that if everything feels incredibly important, then nothing truly is.
Leadership, Character, and the Long View
Sustainable leadership ultimately requires boundaries, absolute clarity, and alignment. The 80-20 Rule isn't about squeezing more out of yourself; it’s about honoring 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.
As you move through your week, I'd love for you to sit with one honest question: What is the small percentage of your work that truly makes the biggest difference?
ICYMI: Previous Posts on Productivity & Leadership
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