The 1-3-5 Rule: Daily Productivity Made Simple
The 1-3-5 Rule for Productivity.
Do you often find yourself drowning in what seems like a never-ending to-do list? Do you find it difficult to complete tasks because you're constantly being pulled to complete daily tasks instead of dedicating time to your project?
The 1-3-5 Rule is a simple, but effective productivity method that helps you to focus on what truly matters each day whilst not forgetting those time draining tasks that have to be done as well.
The concept is simple – you select 1 big task, 3 medium tasks, and 5 small tasks each day. Simple right?! This method helps you to streamline your tasks and focus on the priority tasks in a more organised way.
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What is the 1-3-5 Rule?
When you're juggling so many tasks; often across multiple projects, it's easy to feel out of your depth and overwhelmed. When you feel like this, avoidance of tasks (procrastination), self-doubt and abandoning projects is a real risk.
The 1-3-5 Rule is a simple strategy to help you stay focused and maintain clarity of your goals and daily tasks. When you break down your daily to-do list into manageable chunks, you can easily prioritise and quickly build momentum.
Breakdown Tasks
The general idea of the 1-3-5 Rule is:
- One Big Task: This is the main focus of your day. It's the task that takes precedence over all others (yes, including those nonstop ‘urgent tasks' that hijack your day!). If you can only do one thing today – it has to be this. It could be anything from finishing some content, completing an overdue task, or having a big declutter! It's the task that will give you the greatest sense of achievement.
- Three Medium Tasks: These 3 tasks are not quite as demanding, or as important, but still requires a good amount of focus and effort. For example, preparing content for the coming week, working on that digital product or working on your sales page. Achieving these will keep your momentum going and chip away at your goals.
- Five Small Tasks: These are those quick win tasks. They might get forgotten easily, or seem like they're not that big of a deal when completed on their own. But together, they can take up a large part of your day and the progress towards your goals. Tasks like responding to emails can easily take much longer than needed. Identifying this and allocating time once the previous 4 tasks have been approached is key to a productive day. They can also fill in the gaps in the day between the bigger tasks – but time them so that they don't run on too much.
The structure of 1-3-5 Rule helps you prioritise your daily work, reducing stress and improving your productivity. Once the 9 tasks have been completed you can add more – but not until then. This rule is great for self-accountability!
Benefits of Using The 1-3-5 Rule
There are several benefits of the 1-3-5 Rule, including:
Improved Focus
Limiting the number of tasks you focus on each day, helps to remove pressure, and having to constantly make decisions each step of the way.
Plus, when you have too many tasks that need your attention, it's hard to give each one the attention it truly needs.
It helps you to prioritise important tasks, and work with your time more efficiently. This is great if you're someone who gets lost in the smaller tasks and finds the day has suddenly disappeared!
If you have to manage your energy carefully, the 1-3-5 Rule can be applied to both the importance of the task, and the energy and focus that is required to complete it. It makes time blocking and scheduling your week a lot easier and you will be able balance your energy more effectively.
Realistic Goal Setting
The 1-3-5 Rule encourages you to set realistic and achievable expectations for what you can accomplish in a day. If you often feel you're lagging behind your objectives, it might just be because you haven't properly estimated the time needed for each activity.
This is key, because when you're constantly feeling behind, your motivation will dip, increasing the chances of giving up. Imagine trying to pour a litre of water into a small glass – there isn't space! This is what it's like when you set yourself unrealistic objectives for a single day.
Realistic goals will not only remove the stress of needing to work at 100mph, it will mean you see results and experience the buzz of small wins. Achieving small wins each day are huge motivation boosts, helping to keep the momentum going.
How to Use the 1-3-5 Rule
Some practical tips to help you implement the 1-3-5 Rule:
Create Your Daily List
When you create your daily list using the 1-3-5 Rule, it acts like a roadmap with clear directions, removing any risk of decision fatigue or distraction.
- Start with a Brain Dump: The best way to begin is to write down everything you think you need to do. I tend to do this at the end of the day so that I can get up and go in the morning. It lessens the risk of those morning emotions or tiredness influencing decisions.
- Identify the 1 Task: Once you have a clear overview of everything, identify the most important task for the day. This task is your priority and your ‘big win'. It has to be completed no matter what. Be mindful of this when choosing it, it needs to be achievable!
- Identify 3 Medium Tasks: Next you identify that tasks that are important but not as urgent as the big one. These tasks will likely support your main goal, but will be less challenging or time consuming.
- Select 5 Small Tasks: These 5 tasks are quick and easy to accomplish. They may represent smaller steps towards the big goal, or may be relevant to other aspects of your work, like checking emails, completing admin tasks etc.
Track Progress
Your 1-3-5 plan is like a roadmap, and tracking your progress will show you how far you've come, and identify things that still need your attention. There are different ways you can keep track:
A Journal: Using a journal is something I learned to love during my masters degree. It helped me to not only record what I had achieved, but it became a habit to make a note of new ideas, things that needed to be changed and other key things that cropped up. It was ridiculously helpful!
A Planner: A planner can be great as they're designed to keep a record of your progress. Use the planner to cross off your to-do lists, make notes of any changes, and reflect on how each task is taking you closer to your goals.
Digital Project Tools: Digital project management tools like Trello or Todoist are great for monitoring your tasks and giving a visual overview of your progress.
Mindful Reflection: At the end of the day, using your planner or journal, reflect on your progress, making note of anything that cropped up. Are you still aligned with your goals? Do you need to adapt anything? Frequently checking in with your progress will help you stay on track and focused.
Another trick I learned as a student was to spend a few minutes before I went to bed reflecting on the day. I would take a moment to run through the work I'd completed, thinking about what went well and what didn't. I would also briefly run through what the following day would look like.
The reason I did it when away from the desk, was because the time away from thinking about it allowed those subconscious thoughts (tacit knowledge), to percolate and bubble up to the surface. It also did wonders for a good night sleep when in the thick of my dissertation, as my mind would let go of the thoughts swirling around up there!
Possible Challenges
Although the 1-3-5 Rule is effective for organising your daily tasks and improving productivity, it can feel a little restrictive for some.
If you prefer to work flexibly, or you manage health or energy issues, having a rigid routine can be counter-productive. There are some things you can do to help make it work for you and your needs.
If you run a business, or you're a coach or therapist, things can crop up that throws your plans out of the window. If this is the case, and the 1-3-5 Rule doesn't feel practical, focus on prioritising what needs to get done.
Revisit your bigger goals, dedicate a chunk of time to refocus and get back on track. You can still apply the principles of the 1-3-5 Rule, but with realistic expectations of your time, energy and availability.
Flexible Approach
Flexibility and being adaptable is key. Life is unpredictable, and adjustments may be needed. Rigidly sticking to a plan is not always practical, so the ability to pivot when necessary can help you maintain flow and limit any stress.
Monitor & Adjust: When you review your task list at the end of the day, pay attention to things that didn't work so well. Were there unexpected tasks or issues that you had to focus on? Did your priorities shift for some reason? Use these reflections to inform your plans for the following day.
Prioritise: Despite best intentions, sometimes, the ‘one big task' that you choose might not be the best use of your time and energy. If this does happen, look at your other tasks, is there something else that would be more beneficial for you to focus on right now?
Boundaries: Boundaries are about you and how you protect your time and energy. If you know you have to focus on getting these things finished, make the time for yourself.
Ensure that those around you understand your needs and your availability. Hold boundaries with yourself when checking emails, scrolling socials etc. Use other techniques like the Pomodoro Technique to support your work each day.
if you approach the 1-3-5 Rule with a flexible and solution-focused mindset, you'll be able to make it work for you. If you only need to use this to get back on track, remind yourself that this is temporary, and you will be able to work more flexibly once this project has finished.
Tools, Resources & Support
My favourite tools that supports my monthly planning and daily productivity are:
Sunsama – A brilliant task management that is perfect for busy and neurodiverse minds who easily find themselves overwhelmed and distracted. grab a free 2 week trial and free month!
Time Audit – Gain a clear understanding of exactly where your time and your energy is spent. Highly recommend doing this if you're planning to focus on increased productivity.
Tailwind – Fantastic scheduling tool. Great for Pinterest and repurposing across different social media platforms.
Canva Pro – Upgrade your content design with Canva Pro. Explore the enhanced features available in Pro. Grab your free trial here!
Task Batching Brain Dumps – Learn how to batch your tasks with these handy worksheets + Braindumps
Eisenhower Matrix – Included in this pack of “Anti-Procrastination” worksheets, the Get it Done bundle includes tools for goal setting, prioritising & more!
Final Thoughts
The 1-3-5 Rule is a great productivity method that can help you prioritise and focus on what matters each day. It helps you to achieve a more balanced and achievable to-do list that increases your momentum through daily wins.
If you've never tried it, give it a go for a week, using your journal to reflect on what you notice about your productivity, any resistance felt, and how this could help you in the longer term.
As always, these productivity methods can be great for some, but don't always fit with others. It's about finding what does work for you and what helps you stay focused without feeling stressed or overwhelmed.
I'd love to hear your thoughts below!
Exclusive Offer:
*If you find it difficult to refocus after a break, or a period of low motivation, I do offer some light-touch support options in my coaching.
This “How to Refocus” package will help you to either prepare for a break or return from a holiday, support you to identify any blocks to your progress, and develop a flexible planned based upon gentle productivity methods.
The package includes:
- 1-1 Coaching Call (60 Minutes).
- Planning & Reflection Tools & Templates.
- Follow up 1-1 Call (30 Minutes).
- Ongoing Voxer / Email Support for 4 Weeks.
Email [email protected] “How to Refocus” or click below to learn more
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Meet Lynsey
Hey there! I'm Lynsey, a coach, counsellor, and mentor for low energy, introverted or low confident female coaches & small business owners. With over 5 years’ experience of running businesses, and over a decade as a tutor and trainer, I've learned the value of effective time management that energises you through working with your energy.
I've lived with chronic illness – ME/CFS since 2011 and since then I re-trained as a counsellor, and achieved a distinction for my MA in Counselling and Psychotherapy Practice; all while running 4 businesses! I want that for you as well & it is possible with the right support and pathway to success.
Improving your mindset, finding acceptance and developing a solution-focused approach to achieving your goals is my passion. Blending mental health support where needed, as well as a supportive space and methods to manage your work more effectively.
If you'd like to know more about working with me, you can email [email protected] or find me on socials (links in the menu)
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