Ivy Lee’s method for prioritizing tasks over the internet is well-known, but I wanted to share my own version.
Prioritization stands out for me as one of the most important skills anyone can have. It’s the hardest skill I’d learn and work on to master.
With tons of productivity tips and time management tips, you’d think it would be easy to get more done in less time. But no matter how many productivity hacks you try, there always seems to be one more thing standing between you and your goals.
The thing is, productivity isn’t about doing more. It isn’t about doing everything on your to-do list.
It’s about doing your top things. It’s about choosing the right tasks and giving them your full attention.
So, are you ready to prioritize? Let’s go!
Table of Contents
What is the Ivy Lee method?
Imagine a life where you don’t dread Mondays and, in fact, look forward to them.
You’re doing what matters most—not just going through the motions at work.
You’re working on your most important tasks first thing every morning because you’ve learned how.
The Ivy Lee Method gives you the tools to do what matters most and work on your highest-impact tasks first.
It’s a step-by-step process that helps you identify tasks worth your time and effort.
Here’s a simple formula:
Important tasks + Urgent tasks = Less stress, more success
Who is Ivy Lee?
Ivy Lee was an American businessman and creator of the Ivy Lee Method, a productivity method that helps individuals prioritize tasks and increase their efficiency at work.
He was born on July 16, 1877, and died on November 9, 1934 [1].
How did he develop this productivity method?
He developed the Ivy Lee Method in the early 1900s when Charles Schwab, then-president of Bethlehem Steel Corporation, tasked Lee with improving the productivity of his executives.
Lee proposed the idea of a simple, daily routine for productivity, which eventually became known as the Ivy Lee Method.
The method involves writing down six critical tasks you must perform the following day, prioritizing them in order of importance. Focus on each task one at a time [2].
How does the Ivy Lee method work?
Wouldn’t it be great if there is a secret to double up your productivity?
How would your life change for the better if you could learn to use your time wisely instead of wasting so much of it?
The Ivy Lee method won’t waste your time, here’s how:
Step 1: Create your daily task list
Begin by making a checklist of the six most important tasks you must complete.
I find it helpful to make my list in the morning to work through it when I’ve had my coffee and feel mentally alert.
But, if you like to make lists at night before bed, that works too.
If you don’t have any major projects or goals in mind, here are some ideas for tasks:
- Write an email
- Call someone back
- Organize your desk
- Make a grocery list (and follow through on it)
Step 2: Arrange the tasks from most important to least important.
Take a moment to review your list and prioritize it based on the importance of each task. The most essential ones should be at the top.
I like to start with my most difficult task, as it will give me a sense of accomplishment when I’ve completed it.
This is a good rule of thumb for me, who sometimes struggles with procrastination.
I start with the most challenging task on my list and work my way down to the easiest one.
Step 3: Now that you have prioritized your list, it’s time to start.
The following day, do your first task with focus and commitment. When you’ve finished it, start on the next item on your list. Keep working until you’ve finished all six!
I find that using a timer is the best way to get this done. I set it for 25 minutes and work on one task until the timer goes off.
Then, I take a 5-minute break (some people like to do this after each task). Once my break ends, I return to work on another task until my timer rings again!
The timer will help you stay on track, while your breaks will give you the opportunity to recharge and refocus!
Step 4: After you’ve finished your daily task list, it’s time to look ahead.
Whatever tasks remain unfinished when your time is up, you can move it to the next day.
If you have a lot of tasks left, consider breaking them up into smaller chunks.
For example, if your task list includes cleaning the house, you can break it down into steps like sweeping the floor, mopping the kitchen, and washing dishes.
You can also use a timer to help keep yourself on track!
Also, add new tasks at the bottom of your list the following day, but remember that you have only 24 hours to finish everything on this one!
Step 5: Do the daily task repeatedly until you have mastered it.
Let the momentum of this process carry over into each new day. See how much more you can accomplish—You’ll enjoy a new level of productivity.
I’ve found that when I take a few minutes to plan my tasks, they are much easier to accomplish!
I really believe in this process! It transforms how I approach the day, and I hope it will do the same for you.
What makes the Ivy Lee method so effective?
I know that you’re probably thinking that it sounds too good to be true. You might wonder how something so simple could possibly work so well.
But trust me it does and here’s why:
1) Simplicity
The beauty of the Ivy Lee method lies in its simplicity. It’s easy to understand, making it a breeze to implement.
Its simplicity focuses on the most important thing: results. That’s what drives people to make decisions in the first place, so why not focus on that?
With just six tasks on your daily list, you’ll have a crystal-clear focus and wave goodbye to overwhelming feelings. It’s a simple approach that you can effortlessly embrace and follow.
2) Prioritization
Ivy Lee’s method of task-management can help you eliminate the stress and anxiety surrounding multiple competing responsibilities.
If you identify the most important and impactful tasks, you can ensure that your time and energy go exactly where they matter the most.
According to California Coast University’s article [3], prioritization is one of the most critical time-management skills a person can develop. And it’s the result of constant practice.
The Ivy Lee Method helps you do just that. It will help you prioritize your tasks to be more effective and efficient.
You’ll progress significantly towards your goals, leaving less vital and urgent tasks in the dust.
3) Focus and single-tasking
Ever feel like something pulled your attention in a million directions? The Ivy Lee method saves the day by emphasizing deep focus and single-tasking.
Cal Newport’s book, Deep Work, explores how we are naturally ill-equipped to excel at many things at once. Rather, we focus on one task until completion before moving on to the next one.
Cal claims that we have worked and lived in this way for centuries, but only recently—when we’ve broken away from it—have we started to experience difficulties.
And finding the time and energy to focus intensely on a task is difficult.
But it is possible.
That’s why the Ivy Lee method advocates focusing on one task at a time and ensuring it’s done well before moving on to something else.
Instead of getting lost in the rabbit hole of multitasking, you’ll concentrate on one task at a time until it’s done.
This laser-like focus boosts your productivity and the quality of your work while banishing distractions into the shadows.
Here are some ways you can focus and do single-tasking:
- Block off time on your calendar for uninterrupted work.
- Turn off all distractions (phones, computers, etc.).
- Focus on one thing at a time and progress towards a goal daily.
4) Clear planning
Each day ends with writing down your tasks, and the next day starts with a clear plan in hand. That’s the magic of the Ivy Lee method.
By eliminating the need to decide on the spot what to work on, you free up precious mental energy.
You’ll glide seamlessly into work mode, knowing exactly where to direct your efforts. It’s a revolutionizer for efficiency.
If you have difficulty planning, here is an article that can guide you using the 5/25 rule.
The 5/25 rule addresses the issue of having too many goals. It helps you prioritize your efforts so that you can focus on and achieve your most important ones.
It also emphasizes the Must-Have, Should-Have, and Good-to-Have categories of goals.
- The Must-Have category includes what you absolutely must do to achieve your vision, such as completing a project or meeting a deadline.
- The Should-Have category includes tasks that will move you closer to your goals but are optional.
For example, if one of your goals is to lose weight and get healthy, exercising twice a week would be a Should-Have task.
- The Good-to-Have category includes activities you enjoy doing that will stay within your Must-Have and Should-Have goals but will help you achieve them.
For example, if one of your goals is to lose weight, eating healthy snacks between meals would be a Good-to-Have task.
5) Accountability and reflection
The Ivy Lee method encourages daily evaluation and reflection.
I heard from a podcast that accountability and reflection are the two most important parts of self-improvement.
My sister and I use Todoist to track our tasks and ensure we stay on top of them. It’s an excellent tool for staying accountable to yourself and having someone else hold you responsible.
It also helps to reflect on how we are doing at completing our tasks.
One of the best ways to improve is accountability, reflecting on how you did something and then using what you learned in the next task.
Self-improvement is a journey—it doesn’t happen overnight. But it does happen with the right tools and strategies for success.
Take a moment to review your accomplishments and assess task completion. This self-reflection allows you to pinpoint areas for improvement and fine-tune your approach.
You’ll become more self-aware and continuously learn from your experiences.
6) Psychological benefits
Here’s my favorite part. The Ivy Lee method isn’t just about productivity; it also nurtures your well-being.
James Clear discussed Ivy Lee in his book Atomic Habits. He wrote that Lee used psychological principles to help his clients get what they wanted—which was pretty smart.
And some of the most successful executives in history adopted his method.
It provides structure and order to your work, alleviates anxiety, and does not overwhelm you. It gives you a sense of control over your work and life.
You can bid farewell to burnout. It can even reduce stress, anxiety, and depression.
The Ivy Lee method makes focusing on what matters most easier by helping you set boundaries between work and non-work time.
It also reduces the amount of mental energy you waste on things that don’t matter (like office politics or gossip) while increasing the amount of mental energy spent on tasks that matter (like thoughtful communication).
You’ll feel a sense of control and motivation. It can enhance your overall mental state.
Plus, you can focus on and conquer a limited number of tasks. Moreover, you’ll experience a delightful sense of achievement, building confidence and momentum.
Pros and Cons of the Ivy Lee Method
Let’s examine the benefits and drawbacks of this productivity technique!
Pros of the Ivy Lee method
1) Simplicity
The Ivy Lee Method is an easy-to-follow system that can help you on how to be more productive.
You don’t need complicated tools or programs to get started. The steps are straightforward enough for anyone—not just experts!
2) Prioritization
The Ivy Lee Method helps you prioritize your tasks wisely. It keeps you focused on what truly matters and makes progress toward your goals.
3) Focus and single-tasking
The Ivy Lee Method advocates focusing on one task at a time, which helps you produce high-quality work by giving your undivided attention to each project.
4) Reduced Overwhelm
Ivy Lee’s method for getting more done in less time by tackling smaller tasks is the perfect antidote to overwhelm.
5) Accountability
The Ivy Lee Method will help you create a daily plan, evaluate your progress and stay committed to the tasks.
You will feel driven to achieve all your goals by discipline.
Cons of the Ivy Lee method
1) Lack of flexibility
Life is full of surprises, and the Ivy Lee Method might not constantly adapt smoothly.
Its rigid structure may struggle to accommodate unexpected changes or urgent tasks that pop up during the day.
You might need to make adjustments or find workarounds to fit shifting priorities.
2) Limited task selection
The Ivy Lee Method limits you to completing six daily tasks.
While it promotes focus, it might not be enough for those juggling a massive load of responsibilities or complex projects.
You might have to find alternative methods to manage your overflowing tasks.
3) Dependency on self-discipline
The Ivy Lee Method relies heavily on your self-discipline and motivation. It might be challenging if you need help staying motivated or finding it hard to stick to routines.
4) Unrealistic Expectations
While the Ivy Lee Method is powerful, it’s important to remember that some projects require more time and effort than others.
This method may make specific tasks appear simpler than they actually are.
5) Potential for task neglect
Imagine focusing so hard on the first task that you forget about all the others.
The Ivy Lee Method’s emphasis on completing the first task on the list might unintentionally lead to neglecting the remaining duties.
Ivy Lee Method (FAQs)
What are the benefits of the Ivy Lee method?
The Ivy Lee method has incredible benefits for your productivity. It helps you stay focused on what’s important, reduces stress, and brings a sense of accomplishment. You’ll achieve more and feel motivated to keep going by prioritizing and working on tasks individually.
What is the Ivy Lee List method?
The Ivy Lee method, named after a time management expert, is a simple yet powerful approach to organizing your time. It involves making a list of six critical tasks each day, prioritizing them, and focusing on one task at a time until completion. It helps you stay focused and productive.
Who is Ivy Lee?
Ivy Lee was a renowned time management expert in the early 20th century. He developed the Ivy Lee method, which has since become famous for improving productivity. His practice has stood the test of time and inspires people to achieve their goals.
What to do next?
Ivy Lee helped his clients by showing them exactly what to do next. It can help you too.
If you’re still struggling, ask yourself what Ivy Lee would do.
- What would he do if he were in your shoes?
- How would he solve this problem?
- What would he advise you to do next?
You’re sure to find a solution.
This is a process. There’s no need to rush it.
You can make changes slowly, and you should.
Otherwise, it’ll be too much to handle all at once.
