80/20 Rule

Let’s talk about the evil to-do list — you know the one. It’s long, overwhelming, and somehow never seems to get shorter. You tick off a few things, but the list keeps growing and you don’t feel like you’re actually achieving anything meaningful. Sound familiar?

This blog is inspired by a client (you know who you are, Adrian!) who told me they’d had a task on their to-do list for over a month — and still hadn’t done it.

Here’s the thing: if you get really effective at managing your to-do list, you can boost your productivity by up to 25%. That’s huge. I’ve studied this topic a lot, read plenty of books, and people often ask how I get so much done. So today, I’m sharing some of the most powerful strategies I use and teach my clients.

Key Principles for Smarter To-Do Lists:

✅ There’s always time for the most important things

This is a mindset shift. Yes, your list will always be too long. You’ll never get everything done — but you can always make time for the most important things. When I catch myself saying “I don’t have enough time,” I know it’s a signal that something needs to change.

✅ Set Quarterly Goals

A powerful to-do list starts with knowing your bigger-picture goals. When you have a quarterly focus, your daily and weekly lists become purposeful steps that lead you forward.

✅ Use the 80/20 Rule

Also known as the Pareto Principle — 80% of your results will come from 20% of your tasks. So focus on the few high-impact actions that really move the needle. In most roles, there are 6–12 key responsibilities, but usually only 3 of those generate most of the value.

✅ Create Chunks of Time

You can’t do meaningful work in scattered 5-minute gaps. I sit down with my team every week to block out focused chunks of time for high-priority activities — like recording videos or planning campaigns. Make sure your calendar reflects your priorities.

✅ Protect Your Golden Hours

For me, my most productive window is between 10am and 4pm. During that time, I avoid low-value tasks like errands or long lunches. Instead, I focus on the work that matters most. Find your golden hours and guard them fiercely.

 

The Daily To-Do List System

Here’s how I work with my lists:

1. Create your list the night before.
   This gives your subconscious time to start solving problems and mentally prepare.
2. Start with a weekly list.
   I do mine every Sunday (or sometimes Friday), outlining everything that needs to be done that week.
3. Then create your daily list.
   Pull items from your weekly list and focus only on what needs to be done that day.

Example daily list:

• Record video
• Advertise office
• Design a bonus
• Call the ATO
• Make a sales call
• Check domain info

1. Categorise tasks with A, B, C, or D:
   • A = Must Do
   • B = Should Do
   • C = Nice to Do
   • D = Delegate or Delete

Prioritise the A-tasks and don’t let the day finish without tackling them.

1. Handwritten is powerful.
   You can use your phone or apps, but for many people (myself included), writing by hand reinforces focus and commitment.
2. Throw out the list at day’s end.
   Start fresh each day with a clean, intentional list.

 

Final Thoughts

Becoming a master of your to-do list won’t happen overnight. It’s not a tick-the-box skill — it’s a mindset and a habit that grows over time. No matter what stage of business you’re in, improving how you manage your time is one of the most valuable things you can do.

Focus on progress, not perfection — and start today by fixing that evil to-do list.