If you’re a goal-oriented person, getting things done is the ultimate objective.
Throughout the day, however, you may be doing a lot of “busy work” that doesn’t contribute anything to accomplishing your goals or to your productivity. Most likely, your lack of productivity is a source of frustration.
If this is the case, adopting a strategy that allows you to focus on important tasks and improve your productivity is not just necessary but crucial. A simple strategy is usually more effective than an elaborate technique. It helps you accomplish your goals faster.
Background of the 1-3-5 Rule
The 1-3-5 Rule is a straightforward task management technique designed to help you prioritize your daily activities. It enhances your productivity and sharpens your focus.
This strategy originated as a practical response to the overwhelming nature of to-do lists. It was created with the understanding that, realistically, one can tackle only a certain number of tasks effectively each day.
The underlying philosophy of the 1-3-5 Rule is straightforward: not all tasks are created equally, and some are more critical than others.
Considering that you have limited time and energy each day, this rule helps you to prioritize tasks that will have the highest impact.
Overview of the 1-3-5 Rule
To apply the 1-3-5 Rule, you categorize your daily tasks into three levels of importance:
- 1 Big Task: Consider this the most crucial task that you need to accomplish no matter what.
- 3 Medium Tasks: These tasks are important but less critical than your one big task.
- 5 Small Tasks: These are tasks that are good to get done today, but it's not the end of the world if they are postponed.
When you list your tasks in this way, it encourages a more balanced and achievable approach to your workload.
How to Use the 1 3 5 Rule
Here’s how to use the The 1-3-5 Rule on your daily tasks to help you focus on what is essential, encouraging productivity without the overwhelm.
1. Set the One Big Task
Your one big task is your day's centerpiece, the most crucial item on your agenda.
It's essential to ensure that this task is significant and will make the most impact on your progress.
Choose something that is urgent and necessary but also manageable within a day's work.
2. Select Three Medium Tasks
These are tasks of moderate importance and complexity that support your big task or your overall goals.
They might not be as critical as your big task, but they are substantial enough to require focused effort.
Make sure these are tasks that can be completed along with your big task, without causing too much stress.
3. Choose Five Small Tasks
List out five small tasks that are easier and quicker to accomplish.
These should be tasks that support daily operations or contribute to your bigger tasks in incremental ways.
They can be routine, administrative, or even preparatory tasks leading up to more significant work.
Notes on Setting Task Priorities
Assessing Task Impact
In mastering the 1-3-5 rule, your ability to strategically prioritize tasks can significantly boost productivity.
This method ensures you remain focused and effective throughout your day.
When you assess the impact of your tasks, consider the long-term benefits and outcomes.
A high-impact task might not be immediately urgent, but completing it could lead to significant progress in your goals.
- High Impact: These are tasks that propel you towards your long-term objectives.
- Low Impact: Routine or less critical tasks that maintain the status quo.
Use the following table to evaluate task impact:
| Task | Impact Level | Expected Outcome |
| Task A | High | Advances major project |
| Task B | Medium | Improves a process |
| Task C | Low | Daily administrative work |
Task Urgency Vs Importance
Understanding the difference between urgency and importance will guide you in prioritizing tasks effectively under the 1-3-5 rule.
Urgent tasks require immediate attention, while important tasks contribute to long-term goals.
Urgent tasks:
- Immediate deadlines
- Crisis management
- Reacting to unexpected events
Important tasks:
- Strategic planning
- Relationship building
- Personal growth
List of your tasks and categorize them:
- Urgent and Important
- Urgent but Not Important
- Not Urgent but Important
- Neither Urgent nor Important
Example of 1-3-5 Rule
Imagine you're starting your workday with a cup of coffee in hand, ready to tackle your tasks. Using the 1-3-5 Rule, you'd organize your to-do list with focus and priority.
Let's give you a straightforward example of how to apply this rule to your day.
- Complete the monthly financial report.
This is your big win for the day. Make sure to allocate a significant portion of your time here.
- Draft the team's weekly update email.
- Review and respond to client feedback.
- Outline the proposal for a potential vendor.
These tasks are important but not as time-consuming as your major task. They are your secondary focus.
- Answer urgent emails.
- Update your project management tool.
- Check in with a colleague on a small collaborative task.
- Order supplies for the office.
- Set up meetings for next week.
These are quick wins that keep the momentum going and clear the deck for more intensive work.
You would tackle the tasks in order of size, starting with the major task, then the medium tasks, and finishing with the small tasks.
It’s a balancing act but by the end of the day, you’ll have made significant progress in various areas, leaving you with a sense of accomplishment and control over your workload.
Final Thoughts on 1-3-5 Rule
To recap, the 1-3-5 Rule is a straightforward task management strategy that helps you prioritize your daily activities.
In mastering the 1-3-5 rule, you improve your ability to prioritize your tasks in a strategic way, boosting productivity and reducing overwhelm.
And if you want more resources on how to be more productive, be sure to check out these blog posts:
- 25 Work and Life Hacks for Maximizing Your Productivity
- 6 Limiting Beliefs about Email That Kill Your Inbox Productivity
- How to Be More Productive at Work (9 Strategies to Increase Productivity)
Finally, if you want to level up your productivity and time management skills, then watch this free video about the 9 productivity habits you can build at work.
