The Ivy Lee Method: Maximize Your Productivity

The Ivy Lee method, named after its creator, was designed to address a common challenge in productivity: knowing where to focus your attention.

In today’s fast-paced world, we’re often bombarded with countless tasks and distractions, which can lead to a feeling of overwhelm.

The method offers a structured approach to help you regain control of your day and ensure you’re working on what’s most important.

Its story begins in 1918, when Charles M. Schwab, the president of Bethlehem Steel Corporation, was looking for ways to enhance efficiency within his company. Despite being one of the most successful businessmen of his time, Schwab knew that his team where not working effectively, and something had to be done.

Ivy Ledbetter Lee was a respected productivity consultant and public relations expert at the time. Schwab invited Lee to meet with him and his executives, asking for a strategy that could help them get more done in less time.

Instead of offering a long-winded lecture or complex system, Lee proposed a simple technique: at the end of each workday, employees should write down the six most important tasks they needed to complete the following day, prioritize them, and work through them one at a time. Any unfinished tasks would roll over to the next day’s list.

Schwab was intrigued, but he wanted proof that the method worked. Lee suggested they try it for a few months, free of charge. Instead of demanding payment upfront, he told Schwab to pay him whatever he thought the method was worth after seeing the results.

Within three months, Schwab and his executives noticed such a significant improvement in productivity that Schwab wrote Lee a check for $25,000 – a significant sum at the time, equivalent to hundreds of thousands of dollars today.

The method soon spread, becoming a trusted productivity tool for business leaders and professionals around the world.

The simplicity of the Ivy Lee method is what makes it so effective. By limiting yourself to just six tasks, you prevent overcommitting and reduce decision fatigue – an issue that often leads to procrastination. When you start each day knowing exactly what needs to be done and in what order, you eliminate uncertainty and wasted time spent figuring out what to do next.

Hack Your Brain

Our brains are not designed to handle multiple complex tasks simultaneously. Instead, we perform at our best when we can focus on a single task at a time. Rather than multitasking, you concentrate fully on one task at a time.

This deep focus allows you to immerse yourself fully in what you’re doing, leading to better results, fewer mistakes, and greater satisfaction once the task is completed. It also helps to enter a state of flow, where you’re so engaged in the work that time seems to fly by.

One of the reasons the Ivy Lee method is so effective is that it aligns with how our brains are wired for optimal performance. In today’s world, we’re often encouraged to multitask, but research consistently shows that multitasking doesn’t actually improve efficiency or productivity. Instead, it tends to create cognitive overload and reduces the quality of the work we produce.

Moreover, by always tackling the most important task first, you ensure that your workday is shaped around your goals and priorities, rather than distractions or the urgency of less important tasks.

Decision Fatigue and Mental Clarity

Another powerful feature of the Ivy Lee method is how it tackles decision fatigue. Our brains have a limited amount of cognitive resources, and each decision we make throughout the day drains some of that energy.

Whether it’s deciding what to eat, which email to respond to first, or which project to prioritize, every little choice adds up. By the time you’ve made dozens or hundreds of decisions, your ability to make clear, sound choices can become compromised, leading to procrastination or impulsive decisions.

This simple act frees up your cognitive energy, allowing you to focus entirely on the tasks at hand rather than wasting mental resources on figuring out your next move. This way, you enter the workday with clarity and purpose, and your mental energy can be better spent on executing, not deciding.

A Sense of Accomplishment and Motivation

The Ivy Lee method also addresses a common issue many people face: feeling overwhelmed by an ever-growing to-do list. When your tasks are unorganized and endless, it’s easy to get lost in the sheer volume of work, and that can lead to burnout or procrastination. You might feel like you’re making no progress, even though you’re busy all day.

By limiting yourself to just six tasks, the method ensures that your list is manageable and achievable. Each completed task becomes a small win, and the act of crossing things off your list gives a sense of progress and accomplishment.

This feeling of success builds momentum and can create a positive feedback loop, where each day’s progress motivates you to keep going the next day. Instead of feeling paralyzed by your to-do list, you get to enjoy a sense of satisfaction after each task is completed.

This sense of accomplishment is not just motivating in the short term; it’s also a powerful tool for long-term productivity. When you consistently complete meaningful tasks, you feel more confident and capable, which boosts your overall motivation to tackle even bigger challenges.

Over time, the habit of prioritizing and completing important tasks leads to greater success, both in the immediate tasks at hand and in achieving larger life goals.

The Ivy Lee method works best in environments where you can set clear priorities and follow through on them without constant interruptions. It’s ideal for those who struggle with staying focused, prioritizing tasks, or managing overwhelming to-do lists.

However, in jobs that require high flexibility and quick shifts in priorities, it’s important to adapt the method to fit the needs of your workflow. Even in such roles, using the Ivy Lee method as a loose framework can still provide structure, reduce decision fatigue, and help you maintain a sense of control over your day.

Let’s dive deeper into who can benefit from the Ivy Lee method and how it can be adapted to different roles, especially those requiring flexibility:

Struggling with Prioritization and Focus?

For people who often find themselves overwhelmed by a long list of tasks or jumping between different activities, the Ivy Lee method can be a catalyst in changing your outlook and task prioritization.

Prioritization is a key challenge for many individuals, especially when every task seems important or urgent. Without clear priorities, it’s easy to get lost in the weeds and end up doing busy work, rather than productive work.

The Ivy Lee method provides a simple, effective way to combat this. Its structure helps you stop switching between tasks, a common pitfall that can lead to mental fatigue and poor-quality work.

If you struggle with prioritizing or feel like you’re constantly spinning your wheels, this method helps break that cycle and makes each day more productive.

Dealing with Stress and Overwhelm?

People who are often overwhelmed by a seemingly endless to-do list will find that the Ivy Lee method emphasizes that just six tasks is all that’s needed within one day. A huge list of tasks can feel like a mountain, and this can lead to stress and procrastination, making it hard to even start.

Limiting yourself to six tasks gives you a sense of control and makes your workload feel more manageable. When you complete one task, you get a small win, which boosts motivation to keep going. With fewer tasks to focus on, you’re less likely to feel anxious or burned out.

This approach also gives a sense of clarity about what needs to be done next, which can help ease decision fatigue. Rather than constantly wondering what you should do next, you already have a plan in place from the day before, reducing mental clutter and helping you feel more in control of your day.

Adaptation for Flexible Roles

While the Ivy Lee method is incredibly effective in structured environments, it’s important to acknowledge that certain jobs require adaptability and constant re-prioritization. Roles such as customer service, emergency response, or running a business often involve unpredictable situations where tasks change rapidly depending on external factors.

In such cases, the structure of the Ivy Lee method – focusing on just six tasks and completing them in a specific order – may need to be adapted. However, the underlying principle of prioritization and clarity can still be useful. Here’s how it can be adjusted for flexible jobs:

• Daily Task List with Flexibility: You can still create a list of six key tasks for the day, but allow some flexibility. If an urgent issue arises, you can adjust your priorities while maintaining a general framework for the day.
• Task Grouping: Rather than listing specific tasks, group tasks by category (e.g., customer support, project management, emails) and rank them. This way, you maintain a focus on high-priority areas while leaving room for quick adjustments as new tasks emerge.
• Time Blocks: You could use the method in conjunction with time blocking to set aside certain hours of the day for high-priority work, leaving other times open for responding to unexpected issues.
• Review and Adjust: Since your workday might shift rapidly, you can incorporate a quick daily review to ensure that, despite the changes, you’re still focusing on the right priorities.

Even in fast-paced roles, taking five minutes at the start or end of the day to rank your tasks can help ensure that you’re not getting sidetracked by less important matters.

Getting started with the Ivy Lee method is simple, but the key is consistency. The method works best when you make it a habit, so don’t overcomplicate it – just start. Here’s a step-by-step guide to implementing it in a way that feels natural and easy to stick with.

1) Set Up Your List the Night Before

Before you finish your day, take five minutes to write down the six most important things you need to accomplish tomorrow. This can be in a notebook, a planner, or even a notes app on your phone – whatever works best for you. The goal is to start each day with a plan, so you’re not wasting time figuring out what to do when your day begins.

The key here is to focus on quality over quantity. By narrowing your list to just six tasks, you eliminate the risk of spreading yourself too thin. These tasks should be things that will make the biggest impact on your work or goals. The idea is to think strategically about what matters most, not just what’s urgent.

If you’re unsure what to prioritize, ask yourself: “Which tasks will have the biggest impact on my goals?” Focus on meaningful work, not just busy work.

2) Rank Your Tasks in Order of Importance

Once you’ve listed your six tasks, arrange them in order of priority. Rank them from the most important (Task 1) to the least important (Task 6). This step helps you clarify what truly needs your attention first and ensures you’re starting your day with a clear sense of direction.

Be realistic about what you can actually complete in a day. If a task is too big, break it down into smaller, actionable steps.

3) Focus on One Task at a Time

When the next day begins, start with the highest-priority task and give it your full attention before moving on to the next.

Don’t move on to the second task until the first is completed. This eliminates the temptation to jump between tasks, which can reduce focus and slow down progress. You’ll have the satisfaction of finishing one task before moving to the next, creating a sense of momentum.

If you get interrupted, finish the task as soon as possible before switching to something else. If a task is dragging on longer than expected, set a time limit to maintain momentum.

4) Carry Over Unfinished Tasks to the Next Day

At the end of the day, if you haven’t completed all six tasks, don’t stress. Simply move any unfinished tasks to the next day’s list.

If you’ve managed to complete your tasks, just repeat the process. Write down six tasks for the following day, adjust your priorities as needed, and keep the cycle going. This allows you to always work from a focused, prioritized list rather than getting lost in an endless to-do list.

If you find that tasks are repeatedly getting pushed to the next day, ask yourself if they’re truly important. If they are, move them higher on the priority list. If not, consider delegating or eliminating them altogether.

5) Repeat, Stay Consistent and Adjust as Needed

The power of the Ivy Lee method comes from making it a daily habit. Over time, you’ll get better at identifying which tasks truly matter and how to structure your day effectively. Some days, you might finish all six tasks, while other days, unexpected things might come up. That’s okay – adjust and keep going.

After a few weeks, reflect on what’s working and what’s not. Are you consistently completing tasks? Are you feeling less overwhelmed? Use these insights to refine your approach.

So, why not start tonight? Write down your six tasks, and see how much more productive and in control you feel tomorrow.