To be productive in all areas of life, we must embrace three principles: Excellence, Effectiveness, and Efficiency. While they may seem similar, each one plays a distinct role in shaping a holistic approach to productivity. Here are three simple phrases that clarify the distinction between them:
(1) Doing Things Responsibly: This is Excellence
(2) Doing Right Things: This is Effectiveness
(3) Doing Things Right: This is Efficiency
Let’s explore each principle in depth before examining the tool that best supports it.
(1) Excellence: Doing Things Responsibly: Excellence is the commitment to a high standard in everything we do. It is not about perfection but about taking responsibility for our work, our decisions, and our actions. When we strive for excellence, we show up fully, put in our best effort, and ensure that what we produce reflects care, integrity, and quality. Excellence means doing what is right, even when no one is watching, and holding ourselves accountable for our commitments. It is the foundation of trust and reliability in both personal and professional life. Without excellence, we may complete tasks, but they may lack depth, consistency, or ethical responsibility. One way to measure Excellence is to step back and ask: Am I delivering my best work with integrity and accountability?
(2) Effectiveness: Doing Right Things: Effectiveness is about making the right choices. It ensures that our time, energy, and resources are directed toward actions that create meaningful impact. Being effective means aligning our actions with our mission, goals, and priorities, rather than simply staying busy. Many people work hard but focus on tasks that do not contribute to their bigger vision. Effectiveness is the key to avoiding distractions and ensuring that our efforts are meaningful and results-driven. One way to measure Effectiveness is to step back and ask: Am I doing what truly matters?
(3) Efficiency: Doing Things Right: Efficiency is about optimising the way we work. It is not just about working hard but working smart – eliminating waste, streamlining processes, and finding better ways to accomplish tasks without sacrificing quality. Efficiency ensures that we complete our work in the best possible manner, using the least amount of time and resources necessary. However, efficiency alone is not enough; without effectiveness, we may simply be doing unimportant tasks faster. True productivity requires efficiency, but only after ensuring we are focused on the right things. One way to measure Efficiency is to step back and ask: Am I completing this task in the best way possible with the least wasted effort?
The most productive individuals and teams integrate all three principles: they take responsibility for their work with a mindset of excellence, they focus on what truly matters to be effective, and they execute their tasks in the best way possible to be efficient. Each of three principles brings a different result: (1) Excellence ensures quality, (2) Effectiveness ensures impact, and (3) Efficiency ensures sustainability.
Without one of these elements, productivity is incomplete: (1) Excellence without effectiveness can lead to wasted effort, (2) Effectiveness without efficiency can lead to unnecessary burnout, and (3) Efficiency without excellence can lead to inferior results.
Three Productivity Tools
There are three productivity tools to help you achieve Excellence, Effectiveness, and Efficiency: (1) The Pickle Jar Theory will help you do things responsibly by prioritising; (2) The Pareto Principle will help you do the right things by optimising, and (3) Parkinson’s Law will help you do things right by minimising.
1. The Pickle Jar Theory (Prioritising for Excellence)
You will achieve Excellence by using The Pickle Jar Theory to do things responsibly in your life. This tool is about prioritising what is most important to you. Do you ever find yourself busy but unproductive? It’s like chopping down trees in a forest, making great progress – only to realise you’re in the wrong forest, cutting down trees that don’t serve your purpose! The Pickle Jar Theory will help you prioritise your actions.
The Pickle Jar Theory, introduced by Jeremy Wright in 2002 and demonstrated by Stephen Covey HERE, visualises your day as an empty jar. Tasks come in three sizes: (1) Rocks: your most important tasks that align with key goals and have major consequences if left undone. (2) Pebbles: important but less critical tasks that support your objectives. (3) Sand: minor tasks or distractions with minimal impact. To manage your time effectively, place the rocks first, followed by pebbles, then sand. If you start with sand and pebbles, the rocks won’t fit!
Here are Three Steps you can take to use The Pickle Jar Theory to Prioritise for Excellence:
Step 1: Identify Your Rocks: Begin by identifying the tasks that are most crucial to your personal and professional goals and that are linked to your important life areas. These are your big rocks – the non-negotiable activities based on all areas of life that you are responsible to handle and that must be prioritised and not crowded out by lesser important things. Schedule them in your calendar first! Here is one thing you can do: List the most important areas you need to spend time on in your week and identify Projects and Tasks for each area.
Step 2: Address Your Pebbles: Once you’ve identified your big rocks, you need to address the pebbles – the tasks that are important but not as critical. Schedule specific time slots in your calendar to do these tasks without allowing them to overshadow your main priorities (your big rocks). Here is one thing you can do: Review your to-do list and schedule time to work on tasks that support your primary goals.
Step 3: Manage Your Sand: Once you have identified the Rocks and scheduled the Pebbles you need to manage the Sand which represents the minor tasks and potential distractions that can easily consume your time. They may be unavoidable but they have to be managed or you won’t be excellent in all areas of your life. Schedule them in your calendar only after placing your Rocks and Pebbles first. Here is one thing you can do: List low-priority tasks you do in your day and diarise time to work on them in your calendar so they don’t crowd out your pebbles and rocks.
By consciously applying The Pickle Jar Theory, you will structure your day to focus on what matters most, leading to increased productivity and a greater sense of accomplishment. Remember, it’s not about fitting everything or more into your jar; it’s about prioritising the things you are most responsible for and getting them into the jar first! As you embrace the theory you will get better at living your mission, managing your actions and focusing your mind – you will become Excellent! The challenge is to be excellent by prioritising the things you are responsible to get done!
2. Pareto Principle (Optimising for Effectiveness)
You will achieve Effectiveness by using the Pareto Principle to do right things in your life. This tool is about optimising your action management system.
Do you ever find yourself working on things that don’t truly matter? It’s like checking tasks off your list and feeling productive – only to realise they make little difference in your life. The Pareto Principle will help you optimise your actions.
The Pareto Principle, named after Italian economist Vilfredo Pareto, states that approximately 80% of effects come from 20% of causes. In action management, this suggests that a significant portion of your results stems from a small fraction of your efforts. By identifying and focusing on these critical tasks, you can maximise productivity and achieve your goals more effectively.
Here are Three Steps you can take to use the Pareto Principle to Optimise for Effectiveness:
Step 1: Identify High-Impact Tasks. Not all tasks contribute equally to your objectives. Determining which activities have the most significant impact allows you to prioritise effectively. You need to be sure that the things you do help “move the needle” in key areas of your life. Here is one thing you can do: Review your to-do list and highlight the tasks that directly contribute to your primary goals and do them first.
Step 2: Remove Low-Impact Tasks. Tasks that don’t significantly contribute to your goals can consume valuable time. Delegating or eliminating these activities frees up resources for more important work. Here is one thing you can do: Examine your lists and identify tasks that can be delegated to others or removed entirely.
Step 3: Regularly Reassess Priorities. As projects and goals evolve, so do the tasks that hold the most value. Regular reassessment ensures you’re always focused on what matters most in your life. Here is one thing you can do: Schedule time each week to evaluate your tasks and priorities and adjust your focus to align with your current objectives.
By embracing the Pareto Principle, you can optimise your efforts and invest your time in activities that yield the greatest impact. Remember, it’s about focusing on the vital few rather than the trivial many. The challenge is to be effective by optimising the things that produce the best results!
3. Parkinson’s Law (Minimising for Efficiency)
You will achieve Efficiency by using Parkinson’s Law to minimise the time you allocate to tasks, ensuring you do things right.
Do you ever find yourself spending far more time on a task than necessary? It’s like spending too much of your salary on luxury items and not having enough left to take care of your living expenses. Parkinson’s Law will help you minimise your actions.
Parkinson’s Law, introduced by British historian Cyril Northcote Parkinson in 1955, states that “work expands to fill the time available for its completion.” This means that if you allocate more time than necessary for a task, it will likely consume all that time, even if the task doesn’t inherently require it. Once you realise this tendency you will be able to implement strategies for more effective time management.
Here are Three Steps you can take to use Parkinson’s Law to Minimise for Efficiency:
Step 1: Set Clear Deadlines. Without specific deadlines, tasks can drag on indefinitely. By setting clear, concise deadlines, about when the task needs to be completed you create a sense of urgency that will help you focus better and be more efficient. Make sure that the timeframes challenge you to complete the work promptly but without compromising quality. Here is one thing you can do: Review your current tasks and assign realistic deadlines to each one.
Step 2: Break Projects Down. Large projects can feel overwhelming and may lead to procrastination. Breaking them into smaller, manageable tasks helps maintain momentum and ensures consistent progress. Most task or project lists get stuck because we don’t identify the specific next actions that we need to take. Here is one thing you can do: Take a project you’re currently working on and divide it into smaller parts.
Step 3: Set Time Limits. Allocating excessive time to tasks often leads to inefficiency. By limiting the time you give yourself to complete each task, you will work with greater focus and be more productive. You will need to challenge yourself to complete tasks within the shorter timeframe. Here is one thing you can do: Identify a routine task and reduce the time you usually allocate for it.
By using Parkinson’s Law, you can structure your day to focus on what truly matters, leading to increased productivity and a greater sense of accomplishment. Remember, it’s about working smarter, not harder! The challenge is to be efficient by minimising time spent on tasks that don’t really matter!
Summary
You now have three powerful tools to enhance productivity, each aligning with a key principle: (1) The Pickle Jar Theory supports Excellence by helping you prioritise tasks responsibly. It ensures quality work by focusing on what truly matters first, preventing wasted effort. (2) The Pareto Principle drives Effectiveness by guiding you to optimise your efforts. It helps you achieve maximum impact while avoiding burnout by concentrating on the most valuable tasks. (3) Parkinson’s Law enhances Efficiency by encouraging you to work within set limits. It prevents wasted time and effort while maintaining quality, ensuring sustainable productivity.