A Time Management Hack for Small Business Leaders

You know the 80/20 rule—the Pareto Principle—where 80% of your results come from just 20% of your efforts. But what if we flipped that idea on its head and applied it to time management? Imagine focusing your energy on the 20% of tasks that truly move the needle, while letting go of the clutter that eats up the other 80%. I’ve seen firsthand how this mindset can transform overwhelmed leaders. Here’s how you can harness the 20/80 rule with three practical strategies: time blocking, meaningful meetings, and delegating when necessary.

Time Blocking: Guarding Your Most Valuable Resource

Time is a gift, and like any gift, it’s meant to be used wisely. Time blocking is about carving out intentional chunks of your day for what matters most—those high-impact 20% activities. Think of it as building a fence around your priorities. For me, whether I’m guiding a leadership team through an EOS session or counseling with my wife, I block off time for deep focus—no emails, no scrolling, just the task at hand. Research backs this up: studies show that multitasking reduces productivity by up to 40%. By zeroing in on one thing—like crafting a vision statement or praying over a client’s struggles—I get more done in less time.

Start simple. Grab your calendar and reserve an hour each morning for your top priority—maybe it’s strategizing for your small business or reflecting on scripture. Protect that block like it’s a tee time at your favorite golf course. Over time, you’ll notice the 80% of distractions—endless notifications, unplanned chats—lose their grip. What’s left? Clarity and momentum.

Meetings That Are Meaningful: Less Talk, More Action

Meetings can be a black hole for time, sucking up hours with little to show for it. But they don’t have to be. The 20/80 rule tells us that 20% of your meetings should drive 80% of your progress. I see this all the time with EOS clients: when leadership teams ditch the rambling updates and focus on solving real issues, profitability soars. The secret? Make meetings purposeful. Set an agenda, stick to it, and end with clear action steps.

Take a cue from Patrick Lencioni—great meetings aren’t about comfort; they’re about results. I’ve sat in sessions where a 30-minute, laser-focused discussion replaced a two-hour marathon, and the team walked away energized, not drained. Try this: next meeting, ask, “What’s the one thing we need to solve today?” If it’s not worth the time, skip it. Your calendar—and your sanity—will thank you.

Delegating When Necessary: Letting Go to Grow

Here’s a truth I’ve learned from both business and faith: you can’t do it all, and you’re not meant to. Delegating isn’t just offloading tasks—it’s empowering others to step into their strengths. The 20/80 rule applies here too: 20% of your work likely requires your unique touch, like vision-casting or counseling a hurting soul. The other 80%? Hand it off. Wayne Dyer once said, “You don’t get what you want; you get what you are.” If you’re bogged down in minutiae, you’re not being the leader—or the spouse, parent, or friend—you’re called to be.

For small businesses, this might mean trusting a team member to handle payroll so you can focus on strategy. At home, it could be letting your kids take on more chores so you can enjoy a ski trip without stress. I’ve delegated everything from scheduling to follow-up emails, and it’s freed me to pour into what I love: helping teams align and seeing God redeem tough situations. Ask yourself: What’s one task I can release today? Then do it.

The Payoff: Freedom and Impact

The 20/80 rule isn’t about doing less—it’s about doing what counts. Time blocking builds focus, meaningful meetings spark progress, and delegation unleashes potential. Together, they create space for what matters: growing your business, loving your family, or simply enjoying a round of golf with friends. In a world obsessed with busyness, this approach feels countercultural, almost like a biblical call to stewardship. As Dallas Willard might say, it’s about aligning your time with your soul’s purpose.

So, take a step today. Block an hour, rethink a meeting, delegate a task. You’ll be amazed at how much more you can accomplish—and how much lighter you’ll feel—when you let the 20% lead the way.