Beyond the To-Do List: The 'Ivy Lee' Method for Successful Prioritization
In a world obsessed with the latest productivity app and the most complex organization systems, sometimes the most effective solutions are the simplest. Today we are going to dust off a gem that is more than 100 years old: the Ivy Lee method. A technique so simple it seems almost ridiculous, but whose effectiveness has stood the test of time.
The story goes that Charles M. Schwab, a steel magnate, hired a productivity consultant named Ivy Lee in 1918. Schwab asked him to show him a way to get more things done. Lee told him to give him 15 minutes with each of his executives and that, if it worked, he would pay him what he thought was fair. Three months later, Lee received a check for $25,000 (the equivalent of more than $400,000 today).
The secret that was worth so much money? A five-step method that you can apply every day before you go home.
How to Apply the Ivy Lee Method: 5 Steps to Prioritize
The beauty of this technique lies in its simplicity. You don't need software, or special notebooks. Just a piece of paper and a pen.
- Step 1: Write down six tasks. At the end of each workday, write down the six most important things you need to do the next day. Only six, no more.
- Step 2: Prioritize the list. Reorder those six tasks in order of true importance. What is the most crucial thing to advance towards your goals?
- Step 3: Focus on the first task. When you get to work the next day, forget about everything else. Take your list and start working only on task number one.
- Step 4: Work until it's complete. Don't move on to the next task until the first one is finished. Interruptions will happen, but your main focus should be to return to that task until it is done.
- Step 5: Repeat. Once the first one is finished, move on to the second, and so on. At the end of the day, any task you haven't completed, move it to your new list of six for the next day.
Why Does It Work So Well?
This method combats several of the great enemies of productivity at once:
- Reduces decision fatigue: Deciding what to do next consumes mental energy. By planning the day before, you free up that energy for real work.
- Encourages single-tasking: Multitasking is a myth. By concentrating on one thing, you work deeper and more efficiently.
- Forces prioritization: The six-task limit forces you to be realistic and to distinguish the urgent from the truly important. You can't do everything, so you better do the right thing.
- Creates a simple habit: The simplicity of the method makes it easy to adopt and maintain in the long term. There is no complicated learning curve.
Frequently Asked Questions about the Ivy Lee Method
Here we answer some common questions so you can get started today.
- What if I don't finish the six tasks in one day?
It's okay. Simply, the incomplete tasks are moved to the next day's list. The key is not to finish everything, but to make sure you are always working on the most important thing. - Can I use an app instead of paper and pen?
Of course. Although the simplicity of the analog method is part of its charm, you can use any notes or tasks application. The important thing is to keep the limit of six and the order of priority. - Is this method suitable for all types of jobs?
It works especially well for roles where you have control over your workload. It may be more difficult to apply in very reactive jobs (for example, customer service), but even in those cases, it can be used to manage non-urgent tasks.
A Tip for the Modern World
In 1918 there were no Slack notifications, incessant emails or Zoom meetings. To adapt the Ivy Lee method to the present day, you can consider a "zero task": dedicate the first 15-30 minutes of the day to managing urgent communications. Once that's done, your time is for task number one on your list.
The next time you feel overwhelmed by an endless to-do list, try this method. And if you want to explore other ways to organize your time, you can read about the Pomodoro Technique. The solution to your work overload may not be in a new technology, but in a century-old tip that fits on a napkin.