{"id":42091,"date":"2024-08-14T14:26:52","date_gmt":"2024-08-14T12:26:52","guid":{"rendered":"https:\/\/parm.com\/?p=42091"},"modified":"2026-06-02T08:31:36","modified_gmt":"2026-06-02T06:31:36","slug":"classic-efficiency-in-modern-project-management-the-ivy-lee-method","status":"publish","type":"post","link":"https:\/\/parm.com\/en\/classic-efficiency-in-modern-project-management-the-ivy-lee-method\/","title":{"rendered":"Classic efficiency in modern project management: the Ivy Lee method"},"content":{"rendered":"<p><div class=\"et_d4_element et_pb_section et_pb_section_0  et_pb_css_mix_blend_mode et_section_regular et_block_section\" >\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_d4_element et_pb_row et_pb_row_0  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_4_4 et_pb_column et_pb_column_0  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_0  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><h1><strong>Classic efficiency in modern project management: the Ivy Lee method<\/strong><\/h1><\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div><div class=\"et_d4_element et_pb_row et_pb_row_1  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_4_4 et_pb_column et_pb_column_1  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_code et_pb_code_0\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_code_inner\">[shariff]<\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div><div class=\"et_d4_element et_pb_row et_pb_row_2  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_4_4 et_pb_column et_pb_column_2  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_image et_pb_image_0\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<span class=\"et_pb_image_wrap \"><img loading=\"lazy\" decoding=\"async\" width=\"2500\" height=\"1313\" src=\"https:\/\/parm.com\/wp-content\/uploads\/2024\/08\/Post_Ivy_Lee_EN-1.jpg\" alt=\"Zeitmanagement mit der Ivy-Lee-Methode\" title=\"Post_Ivy_Lee\" srcset=\"https:\/\/parm.com\/wp-content\/uploads\/2024\/08\/Post_Ivy_Lee_EN-1.jpg 2500w, https:\/\/parm.com\/wp-content\/uploads\/2024\/08\/Post_Ivy_Lee_EN-1-1280x672.jpg 1280w, https:\/\/parm.com\/wp-content\/uploads\/2024\/08\/Post_Ivy_Lee_EN-1-980x515.jpg 980w, https:\/\/parm.com\/wp-content\/uploads\/2024\/08\/Post_Ivy_Lee_EN-1-480x252.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) and (max-width: 1280px) 1280px, (min-width: 1281px) 2500px, 100vw\" class=\"wp-image-42112\" \/><\/span>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div><div class=\"et_d4_element et_pb_row et_pb_row_3 et_pb_equal_columns  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_4_4 et_pb_column et_pb_column_3  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_1  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><p>Many a project manager enters the office in the morning with a feeling of being overwhelmed, as there is a huge mountain of tasks waiting to be completed. However, with a little structure and determination, it is not difficult to enter the office every morning with confidence and a smile on your face. The Ivy Lee method, which was originally developed for tycoons, promises just that: using a simple but effective prioritization technique, it transforms endless to-do lists into focused, achievable daily plans. Especially when you have to juggle deadlines and detailed work, this method offers a way to regain control, work through to-dos and successfully manage projects.<\/p><\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div><div class=\"et_d4_element et_pb_row et_pb_row_4  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_4_4 et_pb_column et_pb_column_4  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_2  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_84 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/parm.com\/en\/classic-efficiency-in-modern-project-management-the-ivy-lee-method\/#What_is_the_Ivy_Lee_method\" >What is the Ivy Lee method?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/parm.com\/en\/classic-efficiency-in-modern-project-management-the-ivy-lee-method\/#Implementation_step_by_step\" >Implementation step by step<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/parm.com\/en\/classic-efficiency-in-modern-project-management-the-ivy-lee-method\/#Best_practice_tips\" >Best practice tips<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/parm.com\/en\/classic-efficiency-in-modern-project-management-the-ivy-lee-method\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_is_the_Ivy_Lee_method\"><\/span>What is the Ivy Lee method?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The Ivy Lee Method, named after the renowned PR consultant Ivy Lee, is a simple but extremely effective time management tool that was developed over a century ago. Ivy Lee was hired in 1918 by Charles M. Schwab, then President of Bethlehem Steel Corporation, to increase the company's productivity. Lee presented a method that was as simple as it was powerful and is still unsurpassed in its effectiveness today. The method works as follows: At the end of each working day, you write down the six most important tasks that you need to complete the next day. These tasks are prioritized, with the most important task coming first. The next day, start with the most important task and work on it until it is completed before moving on to the next task. This continues until all tasks have been completed or the day ends. Tasks that have not been completed are carried over to the next day's list. This technique helps to maintain focus and ensure that the most important tasks always take priority. By limiting yourself to six tasks, you avoid overloading your to-do list and stay realistic and focused. The Ivy Lee method is a prime example of how simple changes to the way you work can have a significant impact on productivity and efficiency.<\/p><\/div>\n\t\t\t<\/div><div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_3  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Implementation_step_by_step\"><\/span>Implementation step by step<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The Ivy Lee method is characterized by its simplicity. However, it can be difficult to implement consistently - especially if colleagues or superiors have other priorities in mind. With clear communication, however, the method can be successful.<\/p>\n<h3>Step 1: Collect tasks<\/h3>\n<p>The daily cycle of the Ivy Lee method is repeated daily and begins in the evening of the previous working day. At this point, take a few minutes to write down the six most important tasks that you need to complete the next day. The number of tasks is limited to six in order to maintain focus and avoid being overwhelmed. Write down all other tasks in a separate list that functions as a task memory. If you use an electronic Kanban board, for example, you can assign due dates to the tasks. The six tasks that are to be completed the next day are given tomorrow's date. All other tasks are either not assigned a date or are assigned the actual due date. It is then only important to ensure that no more than six tasks are due on any future working day.<\/p>\n<h3>Step 2: Prioritizing the tasks<\/h3>\n<p>Next, rank these six tasks in order of importance. The task with the highest priority comes first, followed by the second most important task and so on. This order will help you to start the next morning without hesitation. The criteria you use to prioritize are up to you. or example, you can prioritize according to importance and urgency, as in the <a href=\"https:\/\/parm.com\/en\/prioritizing-tasks-with-the-eisenhower-matrix\/\" target=\"_blank\" rel=\"noopener\" title=\"Prioritizing tasks with the Eisenhower Matrix\">Eisenhower matrix<\/a> or <a href=\"https:\/\/parm.com\/en\/abc-analysis-in-project-portfolio-management\/\" target=\"_blank\" rel=\"noopener\" title=\"ABC Analysis in Project Portfolio Management\">ABC analysis<\/a>. Or you can give the highest priority to those tasks that make a direct contribution to achieving the goal, whose failure to complete has the worst consequences or which have the greatest value for the company, and prioritize the tasks according to the Pareto principle. Our tip: Have all the information you need for the next day ready in the evening. That way, you can hit the ground running in the morning.<\/p>\n<h3>Step 3: Start work<\/h3>\n<p>The next day, start immediately with the first task on your list. This has priority over everything else, such as your e-mails. Focus exclusively on this task and work on it until it is completely finished. Avoid distractions and multitasking to maximize your efficiency. This way, you'll make the most of the time of day when most people are at their most productive and soon feel a sense of achievement. Also remember to take breaks so that you can continue to perform at your best later in the day. Ideally, the first break should be after 45 minutes at the latest.<\/p>\n<h3>Step 4: Work through tasks according to priority<\/h3>\n<p>Once you have completed the first task, it is ticked off and the next task is worked on. However, it can happen that the priorities have changed in the meantime or that a task has even been dropped. It is therefore important to briefly check the priority of the remaining tasks. If this becomes necessary, for example because something unforeseen has occurred in your project, new tasks can now be scheduled or short-term difficulties can be resolved. If the priorities remain the same, the tasks are simply processed one after the other.<\/p>\n<h3>Step 5: Assign tasks<\/h3>\n<p>It will rarely be the case that all six tasks are completed at the same time as the end of the working day. Rather, it is often the case that not all tasks have been completed by the end of the day or the list of tasks has already been completed, even though there is still working time available. The latter case is easy, because you have time that can be used for other activities. However, if tasks from the list are still open at the end of the working day, they should be carried over to the next day if they still have the required priority. They will then be reprioritized in the task list for the next day.<\/p>\n<h3>Step 6: Repetition<\/h3>\n<p>Repeat this process every day. By consistently applying the Ivy Lee method, you will improve your ability to identify, prioritize and efficiently complete important tasks. Over time, this method will help you to sustainably increase your productivity and focus.<\/p><\/div>\n\t\t\t<\/div><div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_4  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Best_practice_tips\"><\/span>Best practice tips<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Finding the right balance:<\/strong> Ivy Lee set a number of six tasks for a working day. This number is a good guideline, as half an hour to three quarters of an hour can be scheduled for each task in a normal working day. This is also the time that most people can effectively focus on a task before they need a break. However, it should also be borne in mind that, in addition to these tasks, routine activities such as reading and replying to emails also take up your time. However, routine tasks do not belong on the to-do list of the Ivy Lee method. If you write down too many tasks that cannot be completed within a working day due to routine work, this can quickly have a demotivating effect. However, too few tasks can also have a negative impact on your performance if you get the feeling that your tasks are easily achievable. It is therefore important to adapt the number of tasks to your working day and your preferences.<\/li>\n<li><strong>Plan buffers and routine tasks:<\/strong> Routine tasks should be planned into your daily routine, for example at a time when your concentration usually wanes somewhat. If possible, you should also plan a buffer for unforeseen events. A good guideline is the 60-40 rule, which recommends reserving 40 percent of your working time for unforeseen events.<\/li>\n<li><strong>Focus and concentration:<\/strong> Minimize all distractions as much as possible while working on a task and work exclusively on this task. You can find some tips on this in our article: <a href=\"https:\/\/parm.com\/en\/maintaining-focus-throughout-the-workday\/\" target=\"_blank\" rel=\"noopener\" title=\"Maintaining focus throughout the workday\">Focused through the working day<\/a><\/li>\n<li><strong>Combination with other methods:<\/strong> The Ivy Lee method can be optimally combined with other methods. For example, use the Pomodoro technique to work on the tasks on your Ivy Lee list in 25-minute intervals. This helps to divide the work into manageable units and take regular breaks. Or use the Eisenhower matrix to initially prioritize your tasks. Once your tasks are organized into the quadrants of the matrix, you can simply select the six most important tasks for your Ivy Lee list. A Kanban board can also help you to visually track the progress of your six tasks. Divide the board into columns such as \"To do\", \"In progress\" and \"Done\" and move the tasks accordingly.<\/li>\n<li><strong>Formulate tasks:<\/strong> On to-do lists, we often tend to only write down keywords. However, this does not make it clear exactly what a task involves and what you need for it. It is therefore important to formulate the respective tasks as clearly and precisely as possible. A well-described task also makes it easier to prioritize and can help you to actually tackle the task with motivation instead of procrastinating.<\/li>\n<\/ul><\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div><div class=\"et_d4_element et_pb_row et_pb_row_5  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_4_4 et_pb_column et_pb_column_5  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_5  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The Ivy Lee method is a proven technique for increasing your own productivity and efficiency in your day-to-day work. By focusing on the most important tasks and working through them consistently, you can not only achieve your goals better, but also reduce stress. With just six clearly prioritized tasks per day, the workload becomes manageable and results are noticeably improved.  <\/p><\/div>\n\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div><div class=\"et_d4_element et_pb_row et_pb_row_6  et_pb_css_mix_blend_mode et_block_row\">\n\t\t\t\t<div class=\"et_d4_element et_pb_column_1_2 et_pb_column et_pb_column_6  et_pb_css_mix_blend_mode et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_6  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><p>If you want to use this method in a modern context, tools such as myPARM ProjectManagement or myPARM CorporateNavigator offer you the ideal support. Both softwares have integrated task management functions, such as a Kanban board, which helps you to keep track and visually monitor the progress of your projects. This allows you to combine the classic efficiency of the Ivy Lee method with modern tools.  <\/p><\/div>\n\t\t\t<\/div>\n\t\t\t<\/div><div class=\"et_d4_element et_pb_column_1_2 et_pb_column et_pb_column_7  et_pb_css_mix_blend_mode et-last-child et_block_column\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_7  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><p>Learn more about the project and portfolio management software myPARM:<\/p><\/div>\n\t\t\t<\/div><div class=\"et_pb_button_module_wrapper et_pb_button_0_wrapper et_pb_button_alignment_left et_pb_module \">\n\t\t\t\t<a class=\"et_pb_button et_d4_element et_pb_button_0 et_hover_enabled et_pb_bg_layout_light et_block_module\" href=\"https:\/\/parm.com\/en\/myparm\/\">More information on myPARM<\/a>\n\t\t\t<\/div><div class=\"et_pb_module et_d4_element et_pb_text et_pb_text_8  et_pb_text_align_left et_pb_bg_layout_light\">\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t<div class=\"et_pb_text_inner\"><p>Would you like to get to know myPARM in a demo presentation? 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With the Ivy Lee method, you can regain control of your to-do list and tackle your day with focus! We&#039;ll show you how this simple but effective technique works and how you can integrate it into your everyday life. 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