Has there been a time when staring at your extensive to-do list left you feeling so daunted that you ultimately gave up and ended up browsing social media or catching up on shows instead? If this sounds familiar, then perhaps the 1-3-5 rule could help you regain productivity and keep track of your objectives more effectively.
If you're not acquainted with it, the 1-3-5 rule for to-do lists suggests that in a single day, you can typically handle one major task, three intermediate tasks, and five minor tasks.
"As humans, our energy and performance aren't steady like those of machines; thus, adopting this approach acknowledges that," notes the productivity coach. Grace Marshall , author of How to Truly Maximize Productivity, told Pawonation.com.
Recognizing that we likely only have capacity for one major task, three moderate ones, and five minor tasks allows us to better distribute our fluctuating energy levels over the course of the day.
All tasks do not hold equal importance when it comes to productivity consulting. Rashelle Isip explained to Pawonation.com. This 1-3-5 rule emphasizes exactly that.
"Some tasks require being divided into smaller steps, whereas others can be executed consecutively in rapid succession," stated Isip, who coaches at The Order Expert and developed the methodology. Shorten Your Everyday Task List online course.
"Some tasks can be completed with less time, concentration, and effort, whereas others demand significantly more. This approach compels you to continuously evaluate how these tasks relate to each other," she explained.
This leads us to our subsequent question: How can one determine whether a task is categorized as small, medium, or large? It’s subjective And this varies based on the elements outlined earlier, such as the level of time, consideration, and effort needed for a specific task.
Marshall stated, "If this feels like serious mental or emotional work, then that could be what you're calling significant. On the flip side, if such tasks seem minor and simple, they may represent your less impactful activities."
Minor jobs usually involve easy activities that can be finished promptly with little exertion.
This could be similar to tasks such as organizing a pile of documents, setting up a meeting, or settling a bill," Isip explained. It might also involve planning a meal with a buddy or selecting your next book for the book club via the internet.
Executing a moderately sized task requires additional concentration and/or time.
“This might be something like requesting a quote for a future project from a supplier, seeing a delivery was successfully made to a client or customer over the course of a week, or reviewing work surrounding a current project that is almost to completion,” Isip said. It could also be something like planning out your meals for the week ahead or putting away that pile of Clothing items that have piled up in the corner of your bedroom.
A substantial assignment requires greater focus and for a longer duration, maybe needing one or two hours or even more to finish.
"This task could serve as a crucial component in finishing an assignment or project you're presently tackling. It might involve drafting a intricate report, examining a comprehensive document, or brainstorming plans with your teammates," Isip stated.
The big task of the day might also be something that’s urgent and needs to be addressed quickly — like jumping on a time-sensitive assignment that just popped up at work.
Marshall suggested tackling your "major task" during your peak time of the day, which could be early morning or later in the day, based on what works best for you.
“You might find it more helpful to gather momentum with some small wins first, then work your way up to the big thing,” Marshall said. “Experiment with what works for you and use your findings to refine and adapt.”
As human beings we don’t operate like machines, with constant, consistent energy and output. Grace Marshall, productivity coach
When trying out the 1-3-5 method, Isip recommends taking a few minutes at the end of the day to reflect on whether you were able to successfully complete and categorize the assigned tasks of the day.
Marshall made a related observation: "It’s possible that minor tasks could dominate your day, or you may set unrealistic goals for your major project, or those mid-sized tasks might turn out to be more significant than anticipated," she noted.
You might not accomplish everything every time, and that's completely okay. Simply be truthful with yourself and use any errors as learning opportunities, advised Isip.
"Use what you gleaned from today when making your to-do list for tomorrow," she went on, noting that the 1-3-5 technique is just one way to handle such lists and might not suit everybody.
Marshall emphasized that adhering strictly to a 1-3-5 structure isn't mandatory; however, he believes that "establishing specific limitations can be a valuable starting point."
You may discover after a couple days of experimentation that 1, 2, 3 suits you better, or perhaps 1, 1, 5," she explained. "Alternatively, your energy levels could vary throughout the week, leading you to have one day focused on tackling something major, followed by another day when you handle smaller tasks instead. I suggest evaluating everything at the end of each week and making adjustments accordingly.
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