Welcome to our weekly newsletter!

20 April 2025

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Hey friend,

I spent the last week thinking about the cost/benefit of my work. Am I doing too much? Is it costing me too much in other areas of my life? Should I be proud of myself for my efforts or should I be going harder? Do you ever wonder the same thing?

Some Thoughts

“In the minds of geniuses, we find once more, our own neglected thoughts” ~ Ralph Waldo Emerson

Have you ever read a book, heard a quote, or listened to a speech by a great thinker and thought:

“I knew that. I thought of that years ago.”

It’s a strange but familiar feeling. You realize that an idea you once had was something that changed the world when nurtured by someone else.

The difference between those who make an impact and those who don’t isn’t always intelligence or talent. Often, it’s persistence.

Your ideas deserve the same care. Instead of letting them drift away, capture them. Keep a notebook or digital journal. The greatest ideas in history didn’t start fully formed—they grew through reflection and persistence.

What you will learn this week:

☀️ How to spot the most important tasks

🌍 The power of high-value activities

🍄 BONUS - How to use pattern recognition to do more with less

The 80:20 Rule in Project Management. How doing less achieves more.

Introduction

The project managers days are stressful and packed with tasks. Some of them are important but some simply feel like they are exhausting our time with little reward for our efforts. But how do we know which ones to prioritise? And which will give us the most return for our time investment?There’s a golden rule that has been used for over a century: the 80:20 rule, also known as the Pareto Principle. In this article, we’ll explore how project managers can leverage the 80:20 rule to achieve greater efficiency and effectiveness in their projects.

Understanding the 80:20 Rule

The 80:20 rule, originally proposed by Italian economist Vilfredo Pareto, suggests that roughly 80% of outcomes result from 20% of causes. In the context of project management, this principle implies that a significant portion of project results stem from a small portion of efforts or activities. Understanding this principle is crucial for project managers looking to optimize their workflows and achieve better outcomes.

Identifying the Vital Few

One of the first steps in applying the 80:20 rule to project management is identifying the “vital few” tasks or activities that contribute the most to project success.

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You might enjoy this:

​https://www.effectiveprojectmanager.org/project-event-tracker​

Postscript

I made a new landing page for the app. In case you haven't seen it, I created a free web app that allows you to track project events. It's not a to-do list. It's not a task tracker. It's a way to do what we spend 90% of our time doing (according to PMI). And that's reporting. If you'd like to get the download link, click here.

Until next time,

Jonathan (The Effective Project Manager)

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