Time Management – Crisbie Coach

How To Use the Pareto’s Principle

Towards the end of the 19th century, a group of economists from the University of Lausanne in Switzerland studied the social inequalities in Europe. Analysing the tax data of several European countries, they found out that in each of them about 20% of the population owned 80% of the wealth.

This discovery was a real springboard for the career of an economist, Vilfredo Pareto, who gave his name to a principle, the Pareto principle, also known as the law of 20-80.

Some examples of the application of this principle:

• to optimize production, some industries in Japan focus on 20% of the causes that generate 80% of production problems;

• customer services of most companies focus on 20% of customers who generate 80% of turnover;

• finance professionals agree that 20% of their investments represent 80% of the benefits.

What does this principle make us understand? The message of Pareto’s principle is that we need to focus on 20% of the actions that lead us to 80% of the results.

In practice, we must focus on high value-added actions because they are the ones that make us move forward.

This principle is very important because it deals with a precious resource: time.

To avoid being stuck on a goal and slowly losing sight of it, it would be beneficial to use this perspective (20-80).

However, how can we identify what are the essential things to our goal? Moreover, how to choose high valuable actions?

Try to answer these two questions for each action you have planned but are hesitating to take:

1. Is this action vital in moving me towards my goal?

2. Am I the only one who can do this action?

The first question allows you to separate essential actions from those that can wait.

The second allows you to identify what are the actions that others can do in your place and that, therefore, you can delegate.

Once this is done, you will know 20% of the actions you need to take to advance towards achieving your goal.

Now you could estimate the time required for each action but it is not ideal, because you would end up putting it on your “to-do-list” and you could continue to shift the priority order. Therefore, in the end you would have wasted some time.

Once again you have to ask yourself some questions:

1. What problems are stopping you from really moving forward with your goals?

2. What do you need to do to solve these problems?

3. What are the elements that allow you to understand if the problems have been solved?

You will be surprised to see how well these questions work. The 20-80 rule allows you to focus on actions that have a visible and direct impact. You will see that they will soon become a habit to you, and that you will use them every time you feel stuck with something.

Do you think that the Pareto’s principle is useful for progressing with your goals?

Time Management: the Eisenhower Matrix

London, February 1944. The bombing alarms sound throughout all the city.

In a small room, however, everything is calm, extremely calm. In this room, Dwight Eisenhower is preparing the “OverLord” operation, an operation of capital importance. Eisenhower is an important general in the US military. The decisions he makes will have an unprecedented impact on his life, his career and the whole world. Europe has been suffering from Nazism for too long.

“OverLord” has as its objective the landing of allied troops on the coast of Normandy to free Europe from Hitler’s Nazism. It is a historic moment: it is the largest landing of military troops. The fate of Europe and the whole world are at stake. Eisenhower’s staff are pessimistic. The King of England, George VI, wrote him a letter telling him that the more the project progresses, the more frightening it becomes. His organization does not hold. Eisenhower is in his quiet room in London and the bombs don’t stop falling. It seems that the weight of the whole world is on his shoulders. Work on the final preparations by drinking tea. He has faith in his plan. History will prove him right a few months later. Eisenhower is part of that group of heroes of which little is said, despite being the author of one of the greatest military successes in history. On 6 June 1944 he saved Europe from nazi-fascism.

Eisenhower is at the same time a brilliant strategist, a peerless organizer and a charismatic statesman. His successes are numerous. In 1953 he became the 34th President of the United States. During his tenure, he launched several reform programs, including the modernization of all road infrastructure in his country. We remember him as a man with an infallible organization. A man who is not afraid of challenges, of whatever size they may be. Among the lessons we can learn from Eisenhower, there is the management of time according to the matrix that takes his name, the Eisenhower matrix in fact.

“What is important is rarely urgent and what is urgent is rarely important.”

This phrase was a kind of mantra for Eisenhower. He analysed all his actions according to this principle. Therefore, he has built this matrix, which teaches us to make choices.

It’s very simple. Imagine 4 boxes on a table (in the picture here below they are called quadrants):

one containing urgent and important things;
a second box containing important but not urgent things;
a third box containing urgent but not important things;
a last one containing non-urgent and unimportant things.

I would like to point out that this matrix can help you in both private and professional life.

For all the things we have to do, we need to ask ourselves these two questions:

How urgent is it? When do I absolutely have to do this?
What level of importance does it have? What happens if I don’t do it?

For example, I have a medical appointment that I have been waiting for a long time. It’s urgent? Yes, I booked it a long time ago and so now it’s urgent. It’s important? Yes, because I have to understand the origin of this health problem that has been bothering me for some time.

Therefore, I will put it into the top left “Urgent and Important” box (quadrant I).

In the top right box (quadrant II) I put the activities that are important but not urgent because they are things I can do later. Right now they are not crucial to achieving my goals. For example, I want to promote my business on social media or translate my site into English. They are activities to be planned.

Then, there are some activities that are urgent but not important (quadrant III). For example, replying to an email that does not concern me directly, or attending a meeting that I consider superfluoud that it is important that someone from my team participate. I can delegate this activity.

In the lower right box (quadrant IV) I put everything that is neither urgent nor important. Actually, for everything that is inside this box, I should ask myself: shall I keep it?

According to Eisenhower, such a drastic choice is difficult. However, if after a few weeks, the things inside this box have not been done yet, they must be eliminated.

This matrix is very useful because it forces us to distance ourselves and question ourselves about our situation.

Here are 5 questions that you have to ask yourself:

What really matters to me / to my project?
What do I like about this thing / that project?
Why do I procrastinate on that?
What is blocking my personal development / my project?
What should I stop doing right away so that I don’t waste any more time on that?

What about you? Have you ever used the Eisenhower Matrix?

August Blues

I look forward August with impatience as for me it represents the top of summer time, that is my favourite period of the year. July prepares myself to August that comes full of expectations and good intentions.

However, at the end of the summer I find myself dealing with what I have actually achieved and I am not always happy with the results.

It happens that often my expectations are misaligned with reality and this causes me frustration and distress that reaches its top at the end of the summer. The idea of not having enjoyed the summer period as I wanted and the thought of the “going back to work” around the corner might turn the last days of vacation into moments of anxiety and suffering.

The August melancholy is known as “August Blues”, the boredom and the dissatisfaction that may become a real malaise of the season.

Therefore, this year I decided to anticipate it and I identified four suggestions so to avoid being overwhelmed by it:

spending time outdoors: natural light, fresh air and nature help psychophysical well-being and allow us to look at situation with more detachment and serenity;
thinking about the positive moments: we all have had for sure beautiful experiences that brought us some benefits, even though small ones. They will help us to add value to the time spent. Sometimes our mind plays with us and makes us not very objective;
scheduling your time: we are all different and there are people who can go back to work straight after their flight back home but there are others who need some time to recover from the shock of returning home from holidays. Listen to your needs and plan your time accordingly;
last but not least, show awareness: learning to recognize the first signs of your distress will help you to manage it better and to prevent it from overwhelming you.

What about you? Have you ever experienced the August Blues?