If the Eisenhower Matrix takes too long to set up, the 80/20 Rule doesn’t math out for you, or eating frogs sounds gross, you might try the 1-3-5 rule of task prioritization.
The 1-3-5 rule is an extremely simple technique to help you prioritize tasks and manage your workload. According to the rule, each day you should aim to accomplish:
1 Big Task: This is your most significant and probably most time-consuming task of the day. This one is important and will have a significant impact on your current goal or project.
3 Medium Tasks: These are tasks that are important but not as critical or time-consuming as the big task. They require effort and focus, but not much time investment.
5 Small Tasks: These are quick, easy-to-complete tasks that still need to be done. They might include things like responding to emails, making phone calls, or other routine housekeeping activities.
Benefits of the 1-3-5 Rule
Many people find the 1-3-5 rule to be the perfect balance of organization and ease. A few benefits include:
1. Simplified prioritization
By limiting the number of tasks you aim to complete each day, you can avoid the overwhelm of a long to-do list and focus on a reasonable set of important goals.
2. Improved focus
Concentrating on one task at a time lets you dedicate your best energy and attention to something that will make a significant difference.
3. Enhanced productivity
By chopping your workload into smaller pieces, you can maintain momentum throughout the day without feeling overloaded. The end is in sight!
4. Increased motivation
Completing tasks gives a sense of accomplishment (for most people), and the structure of the 1-3-5 rule ensures you have those regular wins throughout the day.
How to Implement the 1-3-5 Rule
Here are the steps to use the 1-3-5 rule to organize your work day.
1. Brain dump
I like to start any new activity or project with a brain dump. In this case, it would be a massive list of to-dos. Your regular daily tasks, tasks that bring you closer to long-term goals, and tasks for current projects or undertakings.
You can pull from this list daily to fill out your 1-3-5 schedule.
2. Daily planning
At the start or end of each day, consult your master list (and add any new tasks to it) to pull your 1 big, 3 medium, and 5 small tasks.
2. Prioritize
Consider the deadlines, importance, and impact of each task when you’re deciding which to tackle first. You might even run a quick 80/20 analysis on your list, if relevant.
3. Stay flexible
While the 1-3-5 method provides structure and direction in your day, it’s important to maintain some flexibility. If an urgent task arises, you may need to adjust your list on the fly.
4. Which order to perform tasks
The order in which you work on your 9 tasks can vary. Some people start with the easiest and work their way up (risky!), some pick and choose, and some go in order of biggest to smallest. In general, following the 1-3-5 order seems to be the most effective, but you may need to experiment and see which order works best with your natural rhythm.
How To Determine Where Tasks Fall
The biggest trick of implementing the 1-3-5 Rule is to correctly categorize your three types of tasks. If you’re not sure where to start, here are a few general guidelines and examples.
What’s your 1?
Your 1 task is your big daddy to-do. It’s the most important thing on your plate, likely time crucial, and will take you the most effort and focus.
Examples:
- wrap up a big project or proposal
- develop a major presentation
- lead a workshop or training session
- finish writing a book chapter
- design and finalize a major creative piece for your portfolio
- organize a room of your house
What’re your 3?
Your 3 tasks are the mediums. These tasks are important and necessary, but they usually take less effort and time than your 1 hard task. Typically, these will contribute to your long-term goals and personal growth.
Examples:
- draft a short blog post
- attend a webinar
- update your resume
- go to yoga class
- brainstorm a new creative project
- attend a meeting
What’re your 5?
Your 5 tasks are usually little housekeeping things that will keep your day and life running smoothly. They usually only take a few minutes to accomplish.
Examples:
- make an appointment
- walk the dog
- reply to routine emails
- write a journal entry
- load the dishwasher
- RSVP to an event invitation
Obviously, there will be some subjectivity to sorting the tasks–what takes me an hour might take you ten minutes. So keep notes of which types of tasks line up well with which categories so you can adjust over time.
1-3-5 Schedule Example
Here’s what a 1-3-5 schedule might look like for some guy named Dylan. Imagine your own Dylan, or use mine for reference to make this example more tangible.
1 Big Task:
- Finish project proposal for new client – the deadline is today, and this is the most critical task with likely the most required time and focus.
3 Medium Tasks:
- Attend team meeting and present weekly progress report – important for team collaboration, but shouldn’t take too much time or focus.
- Write and publish a new blog post – important to maintain contest consistency, but nothing will fall apart if Dylan misses one.
- Review and respond to important emails – necessary to stay on top of communications, but again, the world won’t end.
5 Small Tasks:
- Schedule social media posts for the week – to maintain his online presence.
- Call the dentist to schedule an appointment – a quick personal task.
- Water the office plants – small but necessary.
- Organize and tidy up the desk – gives Dylan a more productive office space.
- Read and take notes on one chapter of a professional development book – a small step toward personal growth and long-term learning.
Good work, Dylan!
Time Management Tools for the 1-3-5 Rule
Time management strategies like the Pomodoro, time blocking, or practicing deep work can compliment this strategy and help you implement the 1-3-5 rule more successfully.
Weaknesses of the 1-3-5 Rule
While the 1-3-5 rule is probably one of the simplest time management techniques, that still doesn’t mean it’s right for every person in every situation. Here are some notable weaknesses.
1. Rigidity
The rule might be too rigid for people with variable workloads. Some days may require more flexibility because of unexpected tasks or evolving priorities.
2. Oversimplification
The 1-3-5 structure might oversimplify complex projects that can’t be broken into one of the three types of task.
3. Task estimation
And again, it can be difficult to properly estimate the size or time required for tasks. Under- or overestimating task complexity can lead to frustration and inefficiency. This can be balanced by keeping track of your success and hangups during the process to adjust as necessary.
4. Role specification
Certain jobs or roles that require a higher level of reactivity (e.g., customer service, EMTs), may not fit at all into this structure.
Alternatives to the 1-3-5 Rule
If the above weaknesses apply to you, you could consider the following options to manage your time and task list.
1. Eisenhower Matrix
The Eisenhower method involves categorizing your tasks into four quadrants based on urgency and importance. This might be a good alternative if you find the act of sorting your tasks to be difficult.
2. Kanban System
The Kanban System can be a strong method if you like your information organized visually, and/or if you’re working with a team. A Kanban board lets you manage tasks through different stages of completion (e.g., To Do, In Progress, Done). It helps visualize workflow and manage tasks more dynamically, and allows collaboration for projects with multiple steps.
3. Eat That Frog
This principle is based on Brian Tracy’s book Eat That Frog! which recommends tackling your most challenging task first thing in the morning. This is a simpler solution than the 1-3-5 method, only planning the very first task of your day.
4. MITs
Your MITs are your Most Important Tasks. Each day, you’d identify a few (typically 3) tasks that are the most important to complete. This is a simpler version of the 1-3-5 method.
Key Takeaways
The 1-3-5 rule provides structure to your work by identifying your 1 hardest task, 3 medium tasks, and 5 easy tasks, then focusing on those.
This method is a simple, straightforward way to plan your day.
It might not be the best solution for certain jobs or positions that require a lot of flexibility and last-minute adjustments.
Alternatives include the Eisenhower Matrix, a Kanban board, eatin’ up frogs, and MITs.
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