{"id":8382,"date":"2025-02-10T11:04:08","date_gmt":"2025-02-10T16:04:08","guid":{"rendered":"https:\/\/primepay.com\/?p=8382"},"modified":"2025-12-02T12:52:00","modified_gmt":"2025-12-02T17:52:00","slug":"workplace-efficiency","status":"publish","type":"post","link":"https:\/\/primepay.com\/blog\/workplace-efficiency\/","title":{"rendered":"The 80\/20 Rule: How to Prioritize Tasks and Boost Workplace Efficiency"},"content":{"rendered":"\n<p>Leaders who are in tune with their people\u2019s needs are feeling stuck. Although they\u2019re working hard to <a href=\"\/blog\/hiring-retaining-remote-employees\/\" target=\"_blank\" rel=\"noreferrer noopener\">retain productive employees<\/a> and improve their <a href=\"\/blog\/remote-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">management skills<\/a>, their efforts are being overshadowed by companies expecting more (and more) from their teams.&nbsp;<\/p>\n\n\n\n<p>The result is shocking, but maybe not surprising: Employee engagement has fallen to a national <a href=\"https:\/\/www.gallup.com\/workplace\/643286\/engagement-hits-11-year-low.aspx\" target=\"_blank\" rel=\"noreferrer noopener\">11-year low<\/a>.&nbsp;<\/p>\n\n\n\n<p>So how can leaders meet the demands of their organization and clients to increase team productivity <em>and<\/em> improve the <a href=\"\/blog\/employee-experience\/\" target=\"_blank\" rel=\"noreferrer noopener\">employee experience<\/a>?<\/p>\n\n\n\n<p>Enter the Pareto principle, otherwise known as the 80\/20 rule. Vilfredo Pareto\u2019s observations originally concerned land ownership (and allegedly the fruit output in his garden), but they also apply to the business world. <strong>The Pareto principle states that 80% of outcomes come from 20% of causes.&nbsp;<\/strong><\/p>\n\n\n\n<p>Because the principle can be applied broadly, leaders from any department should utilize the 80\/20 rule and the seven strategies below to increase workplace efficiency.&nbsp;<\/p>\n\n\n\n<p class=\"has-info-light-trans-20-background-color has-background\">As a reminder, workplace efficiency emphasizes enhancing productivity at the team or individual level, whereas <a href=\"https:\/\/primepay.com\/blog\/operational-efficiency-importance-and-how-to-improve-it\/\">operational efficiency<\/a> takes a wider view and concentrates on improving an organization&#8217;s overall processes and functions. (Long story short: While different, both are important!)<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Model the Ideal Behavior<\/h2>\n\n\n\n<p>This strategy earns the top spot because no one wants to be a \u201cdo as I say, not as I do\u201d leader.&nbsp;<\/p>\n\n\n\n<p>Unfortunately, we\u2019ve all probably had that boss: one who says you can leave the office early but then stays through dinner, suggests you take PTO but never personally does, or encourages you to be a team player but prefers to work siloed.&nbsp;<\/p>\n\n\n\n<p>At best, this hypocritical behavior confuses employees, and at worst, it creates an atmosphere of distrust and toxicity.<\/p>\n\n\n\n<p>But does not promoting trust in the workplace <em>really<\/em> affect employees and the bottom line? Absolutely, according to the American Psychological Association\u2019s <a href=\"https:\/\/www.apa.org\/pubs\/reports\/work-in-america\/2024\/2024-work-in-america-report.pdf\" target=\"_blank\" rel=\"noreferrer noopener\"><em>2024 Work in America Survey<\/em><\/a>.&nbsp;<\/p>\n\n\n\n<p>In fact, it leads to something alarming for companies and employees: a lack of psychological safety.<\/p>\n\n\n\n<p>Specifically, employees experiencing low psychological safety:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Experience lower job satisfaction (85% vs. 95% of those with higher psychological safety).<\/li>\n\n\n\n<li>Struggle with productivity (38% give themselves a \u201chigh\u201d rating vs. 62%).&nbsp;<\/li>\n\n\n\n<li>Feel tense or stressed on a typical workday (61% vs. 27%).&nbsp;<\/li>\n\n\n\n<li>Plan to look for a new job within the next year (41% vs. 19%).&nbsp;<\/li>\n\n\n\n<li>Aren\u2019t satisfied with their compensation (32% vs. 11%).<\/li>\n<\/ul>\n\n\n\n<p>The bottom line:<strong> Use your influence as a leader to create a positive team dynamic and culture by modeling and promoting the ideal behavior.<\/strong>&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">2. Set Priorities, Not Just Goals<\/h2>\n\n\n\n<p>It\u2019s tempting to list out everything you want to achieve, but not all tasks are created equal.&nbsp;<\/p>\n\n\n\n<p>Remember to use the 80\/20 rule: Identify the 20% of tasks that will yield 80% of your results.<\/p>\n\n\n\n<p>Some leaders call these the \u201cbig rocks\u201d and use visual tactics on their OKR spreadsheet to keep them top-of-mind (think numerical ordering, highlighting, or literally inserting a rock emoji next to them).&nbsp;<\/p>\n\n\n\n<p><strong>The 80\/20 rule forces a mindset shift because quantity doesn\u2019t equal quality.<\/strong><\/p>\n\n\n\n<p>Neuroscience researcher, surgeon, and author <a href=\"https:\/\/www.forbes.com\/sites\/rodgerdeanduncan\/2024\/10\/15\/boost-your-personal-efficiency-try-these-research-based-tips\/\" target=\"_blank\" rel=\"noreferrer noopener\">Dr. Mithu Storoni<\/a> explains: \u201cToday, a company\u2019s success hinges much less on the <em>quantity<\/em> of work done by humans as AI and automation are taking over the territory of \u2018lower level\u2019 cognitive work. The <em>quality<\/em> of mental output \u2013 of ideas, solutions, and innovation\u2014is now key to productivity. Today, efficiency is not about getting things done, but about getting things done <em>well<\/em>.\u201d<\/p>\n\n\n\n<p>Stuck on which tasks are your 20%? Focus on the areas that will have the most impact. You\u2019ll most likely need to review previous quarters, collaborative efforts, and time spent on older projects to determine if, as they say, the juice is worth the squeeze.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">3. Break It Down<\/h2>\n\n\n\n<p>There\u2019s a reason most people don\u2019t keep their New Year\u2019s resolutions past January. They set themselves up for failure.&nbsp;<\/p>\n\n\n\n<p>And we get it \u2013 big goals can feel daunting. Can you imagine seeing \u201claunch a new product\u201d on your to-do list? It\u2019s enough to make anyone curl up in the fetal position.&nbsp;<\/p>\n\n\n\n<p>That\u2019s why it\u2019s advisable to <strong>break your objectives into smaller, actionable steps<\/strong> and know what each step encompasses. Because you\u2019re prioritizing the 20%, your projects should be well-planned and the output should be top-quality.&nbsp;<\/p>\n\n\n\n<p>Executive coach and author <a href=\"https:\/\/hbr.org\/2025\/01\/will-you-make-good-on-your-new-years-resolution\" target=\"_blank\" rel=\"noreferrer noopener\">Caroline Adams Miller<\/a> suggests using her six-step BRIDGE approach to conquer big goals:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>\u201c<em>Brainstorm<\/em> every aspect associated with setting a specific goal.<\/li>\n\n\n\n<li>Evaluate the <em>relationships<\/em> you will and won\u2019t need to move forward.<\/li>\n\n\n\n<li>Think about the <em>investments<\/em> you will need to make in yourself.<\/li>\n\n\n\n<li>Discern what factors will matter in <em>decision-making<\/em>.<\/li>\n\n\n\n<li>Decide whether or not you have the <em>grit<\/em> to proceed.<\/li>\n\n\n\n<li>Settle on the definition of <em>excellence<\/em> you are shooting for and the timeline that will match it.\u201d<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">4. Celebrate Small Wins<\/h2>\n\n\n\n<p>Numerous studies prove that showing <a href=\"\/blog\/employee-appreciation-day\/\" target=\"_blank\" rel=\"noreferrer noopener\">appreciation for employees<\/a> improves retention rates, attracts talent, and increases productivity.&nbsp;<\/p>\n\n\n\n<p>But while it may seem like a no-brainer to celebrate small wins and the people involved, especially within a big project, many leaders overlook this crucial step. Why? It may be that time is moving too quickly, there\u2019s another round of to-dos, or \u2013 more likely \u2013 <strong>leaders think they\u2019re showing recognition, but it\u2019s not registering with employees.<\/strong><\/p>\n\n\n\n<p>In fact, a <a href=\"https:\/\/www.gallup.com\/workplace\/645299\/strengths-weaknesses-blind-spots-managers.aspx\" target=\"_blank\" rel=\"noreferrer noopener\">Gallup study<\/a> highlights the striking disconnect between how often managers and employees think recognition is happening.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"908\" height=\"325\" src=\"https:\/\/primepay.com\/wp-content\/uploads\/manager-key-behaviors.png\" alt=\"manager key behaviors\" class=\"wp-image-8384\" title=\"\" srcset=\"https:\/\/primepay.com\/wp-content\/uploads\/manager-key-behaviors.png 908w, https:\/\/primepay.com\/wp-content\/uploads\/manager-key-behaviors-768x275.png 768w\" sizes=\"auto, (max-width: 908px) 100vw, 908px\" \/><\/figure>\n\n\n\n<p>Ben Wigert, Director of Research and Strategy at Gallup, believes the problem stems from the fact that only <a href=\"https:\/\/www.gallup.com\/analytics\/472658\/workplace-recognition-research.aspx\" target=\"_blank\" rel=\"noreferrer noopener\">12% of employees<\/a> are asked how they like being recognized. Therefore, he argues, \u201cManagers need a better understanding of what meaningful recognition looks like for each team member to bridge this gap.\u201d&nbsp;<\/p>\n\n\n\n<p>So before you schedule a pizza party or send a team-wide celebratory email, <a href=\"\/blog\/employee-experience-surveys\/\" target=\"_blank\" rel=\"noreferrer noopener\">collect feedback<\/a> from your team members. This intentional step will help establish you as a thoughtful leader and create a culture of celebrating other\u2019s successes and small wins.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">5. Leverage Technology and Tools<\/h2>\n\n\n\n<p>Is your company remote, with employees scattered across time zones? Are you hybrid and still have to call internal and external partners virtually in meetings? Or are you in-person, attempting to work smarter and more collaboratively?<\/p>\n\n\n\n<p>In any of these scenarios, <strong>creating a stellar <\/strong><a href=\"\/blog\/digital-employee-experience\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>digital employee experience<\/strong><\/a><strong> (DEX) is a must. <\/strong>&nbsp;<\/p>\n\n\n\n<p>But DEX doesn\u2019t mean signing up for a bunch of tools or giving employees new devices (although that may be welcomed!). Instead, it\u2019s determining which digital processes and technologies allow team members to align strategically and foster a culture that\u2019s beneficial to all.<\/p>\n\n\n\n<p>That intentionality is critical in helping people reach their goals, says Srikant Chellappa, CEO of Engagedly. He explains, \u201cWhen digital tools are integrated seamlessly, employees spend less time navigating technology and more time driving meaningful results.\u201d<\/p>\n\n\n\n<p>Moreover, granting your people access to different platforms \u2013 and even their own employee information \u2013 creates a better DEX. For example, seek project management software or automated tools that reduce busywork and allow you to focus on strategy and delivering high-value work.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.shrm.org\/topics-tools\/news\/hr-magazine\/hr-2025-7-critical-strategies-to-prepare-future-hr#:~:text=Stay%20Abreast%20of%20Compliance%20Issues.%20%E2%80%8BComplying%20with,be%20at%20the%20core%20of%20HR%20compliance.\" target=\"_blank\" rel=\"noreferrer noopener\">Larry Nash<\/a>, U.S. Director of Recruiting at EY, says, \u201cTechnology is enabling us to provide employees with a more consumer type of presence at work, with a greater ability to have richer digital experiences and find what they need 24\/7.\u201d<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1855\" height=\"955\" src=\"https:\/\/primepay.com\/wp-content\/uploads\/User-landing-page-goals-and-IDP.png\" alt=\"User-landing-page-goals-and-IDP\" class=\"wp-image-4753\" title=\"\" srcset=\"https:\/\/primepay.com\/wp-content\/uploads\/User-landing-page-goals-and-IDP.png 1855w, https:\/\/primepay.com\/wp-content\/uploads\/User-landing-page-goals-and-IDP-768x395.png 768w, https:\/\/primepay.com\/wp-content\/uploads\/User-landing-page-goals-and-IDP-1536x791.png 1536w\" sizes=\"auto, (max-width: 1855px) 100vw, 1855px\" \/><\/figure>\n\n\n\n<p class=\"has-text-align-center\"><em>PrimePay\u2019s <a href=\"https:\/\/primepay.com\/software\/hr\/performance-management-software-pro\/\" target=\"_blank\" data-type=\"feature\" data-id=\"3300\" rel=\"noreferrer noopener\">Performance Management Pro<\/a> offers a range of templates designed to support an effective, transparent, and communicative employee experience.<\/em><\/p>\n\n\n\n<p class=\"has-info-light-trans-20-background-color has-background\"><strong>Note:<\/strong> While technology and automation can benefit teams, <strong>automation should \u201cenhance, not replace, human judgment and empathy,\u201d<\/strong> warns <a href=\"https:\/\/www.forbes.com\/sites\/bernardmarr\/2024\/10\/07\/8-workplace-trends-that-will-define-2025\/\" target=\"_blank\" rel=\"noreferrer noopener\">Bernard Marr<\/a>, author of <em>Generative AI in Practice<\/em>. As you incorporate more tools into your processes, make sure you\u2019re \u201cbalancing AI efficiency with the human touch in people management.\u201d&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">6. Review and Adjust Regularly<\/h2>\n\n\n\n<p>Imagine you\u2019ve revamped your team processes to increase efficiency. It\u2019s taken months to choose the right project management system, vet new tools, and slowly but surely change your team culture. Things are progressing nicely, right? Maybe not.<\/p>\n\n\n\n<p>When you make significant changes \u2013 especially with a specific end goal in mind \u2013 it\u2019s critical to review their impact to ensure they\u2019re positively (and not negatively) affecting your team.<\/p>\n\n\n\n<p>Consider:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Choosing a cadence to review your processes<\/strong> (think mid-month, quarter, or project) is important. These reviews are different from a year-end analysis because the point is to pivot if needed. A flexible mindset will prevent you from feeling stuck and help you stay on track toward your goals.<\/li>\n\n\n\n<li><strong>Deciding what metrics you\u2019ll review<\/strong> to avoid what data scientist <a href=\"https:\/\/www.agilitypr.com\/pr-news\/public-relations\/decision-distress-drowning-in-data-business-leaders-are-struggling-to-steer-companies-in-the-right-direction\/\" target=\"_blank\" rel=\"noreferrer noopener\">Seth Stephens-Davidowitz<\/a> calls a \u201cdecision dilemma.\u201d Because 86% of people say data volume makes decisions much more complicated, stick to a few metrics to see if you\u2019ve boosted your workplace efficiency. Remember \u2013 stick to impactful ones that will produce the majority of outcomes.<\/li>\n\n\n\n<li><strong>Asking your team. <\/strong>As a leader, you most likely have the final say, but that doesn\u2019t mean you shouldn\u2019t gather everyone\u2019s input \u2013 especially if new procedures affect everyone on the team. You\u2019ll also help create more buy-in; as the book <em>Crucial Conversations<\/em> puts it:<strong> <\/strong>\u201cWhen people aren\u2019t involved\u2026they\u2019re rarely committed to the final decision. They may <em>say<\/em> they\u2019re on board, but then walk away and follow through halfheartedly.\u201d<\/li>\n\n\n\n<li><strong>Looking at work efficiency examples.<\/strong> Still not happy with your personal and team\u2019s productivity? Seek resources and advice from other teams or your professional network to determine what additional steps you need to take to boost efficiency.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">7. Protect Your Energy<\/h2>\n\n\n\n<p>You\u2019ve heard it before: <strong>Prioritizing mental health and finding work-life balance is critical for personal and professional happiness.<\/strong>&nbsp;<\/p>\n\n\n\n<p>But doing those two things is easier said than done, especially if you\u2019re not in the habit of setting boundaries, getting enough sleep, and being honest with yourself (and others) about your workload.&nbsp;<\/p>\n\n\n\n<p>Because burnout is on the rise (and most likely here to stay), you can begin implementing two strategies\u2014capacity planning and acceptance\u2014to help protect your energy.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Plan For Your Capacity<\/h4>\n\n\n\n<p>Determining how much work your team can realistically manage within a given timeframe requires <strong>careful resource allocation and prioritization<\/strong>. This is where <strong><a href=\"https:\/\/primepay.com\/blog\/best-practices-capacity-planning\/\" data-type=\"post\" data-id=\"4331\">workforce capacity planning<\/a><\/strong> plays a crucial role, ensuring that staffing levels align with business demands.<\/p>\n\n\n\n<p>While this concept sounds like a no-brainer, it can be difficult to implement if you usually say \u201cyes\u201d to every project and request.&nbsp;<\/p>\n\n\n\n<p>If you\u2019re new to capacity planning, start slow and:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Track current workloads<\/strong> to identify how much time is spent on specific tasks.<\/li>\n\n\n\n<li><strong>Align workloads with the Pareto Principle<\/strong> so your team can focus on high-impact work.<\/li>\n\n\n\n<li><strong>Leverage data and realistic forecasting<\/strong> to determine the time, resources, and technology required.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Note that capacity planning also requires extensive communication and collaboration between internal and external departments. Mike Habeck, a director at Deloitte Consulting LLP, says, \u201cFor capacity planning to be effective, it should balance business needs with [team] capabilities within budgetary limitations. All three of these demands must be managed in concert, and no single tool does this.\u201d<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Embrace Uncertainty<\/h4>\n\n\n\n<p>Do you often feel pressure to solve every problem and control every outcome? If so, you\u2019re in good (but maybe not desirable) company.&nbsp;<\/p>\n\n\n\n<p>Specifically, <a href=\"\/insight\/2024-current-state-of-the-employee-experience\/\" target=\"_blank\" rel=\"noreferrer noopener\">64% of HR leaders<\/a> say their organization has experienced change this past year, so it\u2019s no wonder that leaders and managers feel they must have total control over knowledge and the narrative they share with their team.&nbsp;<\/p>\n\n\n\n<p>That feeling isn\u2019t new, says <a href=\"https:\/\/hbr.org\/2024\/12\/are-you-the-cause-of-your-teams-change-fatigue?ab=HP-hero-for-you-text-1\" target=\"_blank\" rel=\"noreferrer noopener\">Gianpiero Petriglieri<\/a> of INSEAD, but can be detrimental to a company\u2019s culture, leadership, and teams. He explains: \u201cWhen we expect leaders to be knowledgeable and capable in precisely the moments in which everyone else is uncertain and paralyzed, we make it difficult for them to ask for help.\u201d<\/p>\n\n\n\n<p>To help protect your energy, consider who you can go to for guidance or support (professionally and\/or personally).&nbsp;<\/p>\n\n\n\n<p>Additionally \u2013 and this is difficult \u2013 <strong>accept the things you can\u2019t change<\/strong>. Remember, acceptance doesn\u2019t mean ignoring challenges; it means recognizing when certain factors (like market fluctuations, client demands, or organizational constraints) are outside your control. It also reduces stress, frees up your mental bandwidth, and encourages a culture of adaptability and empowerment rather than frustration or defeat.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Focusing on Efficiency in the Workplace<\/h2>\n\n\n\n<p>While there are many ways to boost efficiency, the above strategies offer a substantial start. If you\u2019re a go-getter, you might try to zip through all seven in a quarter. Our advice: Don\u2019t do it.&nbsp;<\/p>\n\n\n\n<p>Instead, take time to truly understand the needs of your team and your bandwidth before implementing a few (or even just one!) to promote productivity. By honing in on your personal and department\u2019s weaknesses, you\u2019ll be able to create a greater, more positive impact that will benefit both the company and the employee experience.&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Leaders who are in tune with their people\u2019s needs are feeling stuck. Although they\u2019re working hard to retain productive employees and improve their management skills, their efforts are being overshadowed by companies expecting more (and more) from their teams.&nbsp; The result is shocking, but maybe not surprising: Employee engagement has fallen to a national 11-year [&hellip;]<\/p>\n","protected":false},"author":21,"featured_media":8386,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[19],"tags":[],"class_list":["post-8382","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-employee-management"],"acf":[],"_links":{"self":[{"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/posts\/8382","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/comments?post=8382"}],"version-history":[{"count":3,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/posts\/8382\/revisions"}],"predecessor-version":[{"id":11709,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/posts\/8382\/revisions\/11709"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/media\/8386"}],"wp:attachment":[{"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/media?parent=8382"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/categories?post=8382"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/primepay.com\/wp-json\/wp\/v2\/tags?post=8382"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}