Pareto’s Principle: The 80/20 Rule for ADHD Adults

If you struggle with prioritization and time management, and you’re never quite sure where to focus your attention, you’re in the right place.

If you have ADHD and you’re feeling overwhelmed, overworked, or on the brink of burnout, keep reading.

In episode 240 of the I’m Busy Being Awesome podcast, we dive into a key principle that has the potential to transform the way you approach your tasks, projects, and goals.

 

Prefer to read? No problem! Keep scrolling for the entire podcast transcript.

In This Episode, You Will Discover

• What Pareto’s Principle is
• How the 80/20 rule can support the ADHD brain
• Specific strategies you can use to implement the 80/20 rule in your life today

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Episode #240: Pareto’s Principle (the 80/20 Rule) for ADHD Brains (Transcript)

Hey, everybody. Welcome back to the podcast. Today we are taking a look at a concept that I’ve been thinking about my business a lot over the last several months.

It’s proven to be a very effective lens for problem-solving, and as I’ve played with it, I realized how impactful it can be more broadly for the ADHD brain, too, which is why we’re talking about it today.

So today, we’re looking at a game-changing principle that’s more than just a productivity strategy – it’s a mindset shift that can make huge waves in the lives of an ADHD brain.

This is the 80/20 rule or Pareto’s Principle.

Where did the 80/20 Rule Originate?

For context, let’s take a quick jump back to Italy in the late 19th century, where Vilfredo Pareto, an economist, made a powerful observation.

And according to the popular anecdote, this observation started in his garden.

He noticed that approximately 80% of the peas in his garden came from 20% of the pea pods. So what would it look like to really tend to that 20%? 

This observation sparked his curiosity and eventually led him to generalize the principle, first in the pursuit of understanding wealth distribution, where he found that roughly 80% of Italy’s land was owned by just 20% of the population.

Fast forward to today, and the 80/20 rule, again, also known as the Pareto Principle, has evolved into a powerhouse concept that’s no longer confined to the world of gardening or wealth distribution.

The 80/20 rule is now a lens through which we can view our tasks, projects, goals, and relationships. 

It is a powerful mindset shift that can inform how we approach most situations in our lives – especially if we’re feeling overwhelmed, overworked, or burned out.

It tells us that 20% of the things we’re doing or focused on bring 80% of the results.

And the inverse is also true…

80% of the things we’re doing – often the busy work, procrasti-working, and distractions – bring a mere 20% of the results we want.

The 80/20 Rule As A Guide for ADHD Adults

So today, we’re taking a look at this seemingly simple ratio of 80/20 and the way that – for adults with ADHD – the 80/20 rule can be a lifesaver.

It’s no secret that we often grapple with prioritization and time management, and this rule acts as a compass, helping us pinpoint the tasks, projects, and commitments that will have the biggest impact on our long-game goals vs the ones that are more of a distraction.

Use this concept in your:

• Work life to identify the tasks that contribute the most to your goals
• Relationships to help you recognize the 20% of people who bring the most joy and support into your life
• Hobbies to help you prioritize the activities that bring the most fulfillment and enjoyment.

This 80/20 rule can deliver quite a bit of data for us to work with and make big shifts in our lives.

When we lean into the 80/20 rule, it not only helps us with increased productivity and reduced overwhelm, but also helps us create that much-needed division between work and play.

Now, like any tool or concept that we talk about on this podcast, it’s not a one-size-fits-all solution. No two ADHD brains are alike, and no two people’s situations are the same. So as we go through examples today, I encourage you to listen to the situations that apply to you and leave the rest.

The 80/20 rule is a powerful framework, but not an exact science

It’s not a rigid guideline. So challenge your flexible thinking here and allow the gray to shine between the black and white – you may find that some situations are 70/30 and others are 90/10. Use this as a north star guide rather than turn-by-turn instructions, okay?

So let’s dive in. We’re going to start with prioritization specifically since this is a major obstacle for us AHDD brains. Then we’ll look at productivity more broadly, and we’ll wrap it up with general life areas where you could apply this concept to your life.

As you read: 

• Make note of just one or two areas where you might consider this 80/20 rule in your life.
• Of all the ideas you hear, which one seems like a quick win or one that would make the most significant difference?
• Choose one or two, lean into the application, and see what happens.

Applying the 80/20 Rule to Prioritization with ADHD

Alright, as I mentioned, let’s start with applying the 80/20 rule to prioritizing tasks since this is especially challenging for those of us navigating ADHD brains. We have all stared at a long to-do list and felt the overwhelming sweep in and ADHD paralysis take over, right?

This is where the 80/20 rule comes into play; it can help us zoom in on the most critical tasks, avoid drowning in the details, and maintain our clarity. By identifying the tasks that fall within that magical 20%, we can make sure we’re putting our time and energy where it matters most.

And to bring this to life, let’s look at some actual examples.

Example 1: Prioritizing Tasks from a Long To-Do List:

Scenario: You find yourself facing a daunting to-do list with tons of tasks, and the sheer volume makes your brain want to melt.

How do we apply the 80/20 Rule?

We start by identifying the tasks that align most closely with your overarching goals or have the potential for the greatest impact. Because it’s likely that 80% of the things on your to-do list only contribute about 20% to your long-term goals and values.

In fact, if you did this as an exercise and highlighted the ones that fell into the tasks that most closely align with your priorities for this season, chances are, they’d be around 20 percent of the items on your list.

For example:

You go through the 15-20 things on your list for the day, and you realize that responding to the 6 priority emails in your inbox, completing the next step in your team project, and reviewing notes for a key meeting that’s happening the next morning are the tasks that fall within the vital 20% for the day.

By focusing on these high-impact tasks first, you ensure that you’re addressing the most significant aspects of your workload, in turn ensuring your kicking the right soccer balls down the field..

Example 2: Managing Projects and Work Overload:

Scenario: You’re juggling multiple projects at work, and the sheer volume of tasks across different initiatives has you overwhelmed, confused about where to start, and frozen in indecision about who you can even ask to help you sort through things.

How do we apply the 80/20 Rule? Assess the projects and tasks to identify the ones that will contribute the most to your professional goals, that have the highest impact on your team and organization, or that fall within that “important and urgent” category in your Eisenhower matrix.

Example: Perhaps you think about the strategic goals of the company or the ones that have impending deadlines as your lens, and you’ll find that a small portion of the projects on your list – again, roughly 20%  are likely to yield the majority of positive outcomes (80%). This allows you to allocate your time and energy to the initiatives that will make the most significant difference.

Example 3: Decluttering Your House:

Scenario: Our house is in disarray, and the thought of decluttering everything at once is overwhelming.

How do we apply the 80/20 Rule: Perhaps you identify the few areas in your house where you spend the most time – and those are the rooms where you start, because 20% of the rooms will have the largest impact on your overall level of comfort and ease.

Alternatively, maybe you focus on one room, and you do the same thing. Perhaps you focus on your kitchen and decluttering the 20% of items that are most visible or have the greatest impact on your level of comfort in that one room. Maybe for you, that’s clearing surfaces like countertops and tables.

By addressing these high-impact areas first, you create a noticeable improvement in the overall tidiness of your home without feeling the need to tackle every corner simultaneously.

How To Use The 80/20 Rule

So what does this 80/20 rule look like in practice when we think about our long lists of tasks and projects and commitments?

Step 1: Take a good look at that to-do list of yours. We’re on a mission to find tasks that align with our long-term goals and promise significant results.

Step 2: Let’s identify the vital few. These are the tasks that often fall within the 20%. Think high-impact projects, tasks fueling personal and professional growth, and activities bringing genuine joy and fulfillment.

Step 3: Now, let’s talk about giving these vital few the time and attention they deserve. For those of you in We’re Busy Being Awesome or my 1:1 clients, for Simply Awesome, this is our focus on the Time Budget. You can check that out in the portal on Podia and the workbook if you want a refresher on it. But this is what step three is all about.

We want to ensure that we’re allocating enough time to these vital few within our daily and weekly schedules.

These tasks and projects are the 20% that will bring 80% of the results. We want to make sure we’re setting aside our best time to do that.

Yes, we can also allow time for that other 80% of the details, but we want to prioritize the time for our 20% of the most important things first because those are the items that truly move the needle in both our personal and professional lives.

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We’re Busy Being Awesome Group Coaching for ADHD

If you want support in learning my proven ADHD-friendly approaches to simple prioritization and creating the schedule that works best for you and your brain, and that honors your 20%, you will love We’re Busy Being Awesome. We’re Busy Being Awesome is my small group coaching program that I designed after working with hundreds of ADHD brains over the years.

I’ve packaged all of my best strategies and approaches in a proven framework designed by an ADHD brain FOR an ADHD brain to focus on what matters, get it done, and actually ENJOY the life you’ve worked so hard to create.

Throughout the program, we have:

• Weekly group coaching calls
• 1on1 and group support with me on our small group calls
• Answer your questions
• Troubleshooting obstacles
• Coaching through your friction points

All to ensure you’re designing the specific ADHD toolkit your brain needs to thrive both at home and at work.

So again, key area number one is to use the 80/20 rule when identifying what actually matters on your endless list of tasks and projects. Identify the 20 percent of the projects and tasks that will produce 80% of the impact on your personal and professional goals.

Maximizing Productivity with the 80/20 Rule By Using Your Strengths

Now I want to expand outward a bit to consider how the 80/20 rule can help us maximize our productivity more generally, and we’re doing this by leaning into our strengths.

We know there’s potential for increased productivity when we apply the 80/20 rule effectively; when we hone in on those high-impact tasks, we can create significant progress toward our goals in less time.

Now, here’s the game-changer that people don’t talk about as often  – focusing on our strengths.

This is the crux of the matter. When we can spend the best part of our time doing what we’re good at and delegating or deleting the rest, we can shift things when it comes to optimized productivity.

A Personal Example

To put this section into context, I want to give an example of how I’ve been using the 80/20 rule in my business for years, especially over the last few months.

As a business owner, I am always asking myself:

• Of all the things I do in my business, what are the activities that genuinely move the needle?
• What are the activities that help me reach more people and get my clients amazing results?
• Once I identify those, I ask myself, how can I double down on those activities, and either lighten up or potentially delete the rest?

When I think about all the different things I do in my business…

Social media, newsletters, creating free worksheets and templates, trainings, being a guest on other people’s podcasts, teaching and coaching in other people’s communities, managing my inbox, scheduling calls, creating new content, staying on top of the latest research both in the ADHD and coaching space…

There are tons of things that I COULD be doing each day!

If I don’t know the items that make the biggest impact, I can get quickly overwhelmed and not know where to start.

However, when I zoom out, and I look at the math – the numbers in my business – and I see what tasks have the biggest impact, I see that it is the podcast, being a guest on other people’s podcasts, teaching or coaching in other communities, and staying on top of the latest research and concepts for my clients.

This 20% of activities is what makes up 80% of the results.

It’s not social media, Facebook groups, my inbox. It’s not making TikToks or YouTube shorts. They are not the things that move the needle. They are the things that could EASILY take up 80% of my time – ESPECIALLY because they’re not my strengths – but they’d only produce 20% of the results.

This is important to highlight because, for other coaches and entrepreneurs, social media is a HUGE component of their business.

In my business mastermind for coaches last year, I was coaching someone who has such an incredible ability to sell her coaching with reels. She is a natural. They are so fun to watch, they are engaging and creative, and they also help spread her message as a coach. This is clearly an area of strength for her. This is her 20% that creates 80% of her clients. Heck, it could have very well been 95% of the results. She is SO good at it.

Please keep in mind that the 80/20 rule is also very personal – especially when we take into account our strengths. This is why it’s important to really get curious about your life, your current season, and the goals you’re working toward.

Back in Episode 166 – I did an episode called Effectiveness vs. Efficiency and the ADHD brain. In that episode, I shared a quote by Peter Drucker, which is:

“Efficiency is doing things right. Effectiveness is doing the right thing.” 

When we can ensure we’re focusing on the 20 percent of our priorities that matter most, and we do so by using our strengths, that is the secret to peak effectiveness.

The 80/20 rule teaches us that not all tasks are created equal

By identifying our strengths and aligning our activities with them, we can maximize our impact and achieve truly exceptional results. We reduce so much of the executive function-taxing/time-wasting activities that drain our batteries so fast.

So how do we do this? 

Step 1: Recognize your strengths

• Where do things come naturally?
• What are the areas that you easily slip into hyperfocus?
• What are the things that you feel energized when you’re done rather than drained and depleted?

Make note of these activities!

Step 2: Reexamine what’s left on your to-do list and delegate or delete

Now, I know that most of us can’t eliminate or delegate everything that’s not a strength. Believe me, as an entrepreneur, I get the fact that there are times when we simply need to wear all the hats. For the first few years in my business, it was just me.

For the last few years, it’s been me running the business with the amazing Yolanda creating the beautiful show notes for you.

As I’m recording this episode, I’m finally in the process of interviewing VAs, so I can start delegating some of the work that’s not one of my strengths. But this is 5 years in. So I promise you, I get it.

If you’re not able to delegate – there ARE areas you might be able to delete.

This is why I’m not super active on all the social media platforms; I just focus on Instagram. This is why I’m NOT always up on the latest social media trends or approaches. It’s just an area that I decided to delete for this season, and I’m okay with that because it’s not my 20%.

So with that, let’s look more specifically at what this looks like.

Delegation can take many forms

There are so many opportunities available for delegation.

• Dividing up tasks to colleagues
• Outsourcing tasks in your business, or tasks and projects around the house
• Using technology to help automate tasks

If you look at it through the lens of choosing the 80% of tasks that only produce 20% of the results, it can help you get creative.

The art of deletion (removing tasks altogether)

Some tasks simply don’t align with our strengths or our goals. They’re often “shoulds” that we just think we should be doing.

In those cases, it might take a bit of coaching your brain and mustering up the courage, but this is the opportunity to let those things go.

Free yourself from unnecessary commitments to make room for what truly matters. To make room for your long-game goals, your priorities, and tasks that truly align with your values.

When we spend our time on tasks that align with our strengths and delegate or delete the rest, magic happens.

• Efficiency soars
• Effectiveness spikes
• Results happen at a much faster pace

The Benefits of Using the 80/20 Rule

We’ve talked about prioritization and explored leveraging your strengths, now let’s zoom out a bit. Let’s talk about how the 80/20 rule (Pareto’s Principle) can powerfully impact so many aspects of our lives, way beyond just productivity and time management.

It’s a game-changer for decision-making, goal-setting, and our overall effectiveness, generally.

When you step into this 80/20 mindset, you will find that you experience:

• Greater clarity and focus: Bring clarity to your goals, allowing you to focus on what truly matters.
• Enhanced productivity and efficiency: Identify and prioritize the most impactful tasks for increased impact.
• Improved decision-making: Consider potential outcomes, leading to better decision-making.

Yes, please!

Using the 80/20 Rule In Various Areas of Life

Relationships:

• Apply the 80/20 rule to your connections.
• Identify the 20% of people bringing you the most joy, support, and growth.

How can you invest your time and energy in nurturing these relationships while minimizing or letting go the challenging and unfulfilling connections?

Health and Fitness:

Let’s optimize those health goals.

Focus on the 20% of actions leading to 80% of your desired outcomes – getting enough sleep, managing your stress and anxiety, eating foods that feel good in your body, and moving your body in a way that you love.

How can we prioritize the 20% that produce the 80% of results we want and allow for flexibility and moderation in the rest?

Personal Development and Goals:

Apply the 80/20 rule to personal growth. Identify the 20% of habits, activities, or skills with the most significant impact on your growth. Prioritize these activities and dedicate time for learning, reflection, and growth in those specific areas.

Now seems like a good time to remind us all to be on the lookout for rigidity: The 80/20 rule isn’t about strict adherence to a fixed ratio. It’s about prioritization and focus. Stay flexible and adaptable to your unique – and often changing – circumstances.

How To Use the 80/20 Mindset for Long-Term Success

The last thing I want to explore today is adopting the 80/20 mindset for long-term success.

Just like learning how to work with our ADHD brains, it’s not just about productivity strategies and tools  – it’s also a mindset shift that allows us to redefine how we approach our goals, decisions, and overall perspectives on life.

For the sake of time, we’ll just go over these briefly.

To my clients, we can – of course – dive into this much deeper on our calls. But for now, these are some of the key elements of embracing the 80/20 mindset:

1. Focus on impact and results

Shift your focus from being busy to being impactful. Identify tasks with the highest impact on your goals and prioritize them.

Let go of busy work and distractions that don’t significantly contribute to your desired outcomes.

Your brain will have something to say about this. It will tell you that you should be busy all the time. This IS a shift. And we’re going to coach our brains to focus on valuing impact and effectiveness over being busy all the time.

2. Embrace simplicity

This is not always easy for our brains which thrive on lots of ideas. So challenge yourself to regularly revisit the simplicity of the 80/20.

How can you simplify your life by decluttering the 80% that only brings you 20% of the results, whether it’s literally decluttering your space, whether it’s reducing commitments, whether it’s eliminating unnecessary projects, tasks, “shoulds,” etc?

By focusing on what truly matters – the 20% – especially when you lean into your strengths – you create so much more space for joy and fulfillment.

3. Practice discernment and decision-making

When you’re making decisions, use the 80/20 rule to help inform them.

Assess potential outcomes, prioritize choices aligned with your long-term goals and values, and avoid analysis paralysis by focusing on what matters most. What is the end goal? What does “done” look like? And what decisions can we make to ensure that happens?

4. Embrace iteration

The 80/20 mindset is about constant learning, growth, and refinement.

When we experience “failures” and setbacks, allow yourself space to feel the disappointment or the sadness or whatever other emotions come up. And then challenge your brain to find opportunities for learning and growth.

Regularly evaluate your progress, seek feedback, and adjust your approach as needed.

• What’s working?
• What’s not?
• What have I learned?
• What do I want to do differently next time?

Next Steps

If you are ready to take these concepts and actually apply them to your life, I would love for you to join us in We’re Busy Being Awesome.

I genuinely believe that learning and implementing what we cover in the program and learning how to work with and support your brain going forward – THIS is the 20% that can create the 80% of results you want. 

If you’ve worked with your doctor and maybe you’re taking medication or supplements, and it still seems like something is not quite lining up.

If you’re thinking to yourself: 

• I just can’t figure this part out. I feel like I’m missing something.
• I know what to do, but I’m just not doing it

The framework and supports in this program are the 20% that can create the 80%.

👉 If you know you’re ready to prioritize what matters, to lean into your strengths, to create a schedule that actually works for your current priorities and season of life, We’re Busy Being Awesome has your name on it. And what’s more, you deserve it. Learn more and sign up HERE.

Also, if you know somebody who would benefit from learning more about the 80/20 rule and how to apply it in their personal or professional life, would you be a rockstar and share this episode with them? You can grab the link for the episode or snap a screenshot and send them a text. Maybe you pop it up on your instagram stories. This is such a great way to help get these tools to even more ADHD brains to need it, and I truly appreciate it.

Until next time, keep being awesome, I’ll talk with you soon.