ivy lee method
The Ivy Lee Method and the 1-3-5 Rule: Two Simple Daily Priority Lists
The Ivy Lee method and the 1-3-5 rule both cap your daily list so you finish what matters. Here is how each works, when to use which, and how to adapt them.
Why a Capped List Works
An open-ended to-do list invites you to scan, choose the easiest thing and avoid the important one. A capped list changes that. Fewer items force you to decide what matters before the day begins, and a finished list is a clear stopping point.
The Ivy Lee method and the 1-3-5 rule are two well-known ways to do this. Both are simple, free and take five minutes.
The Ivy Lee Method
The steps
- At the end of each workday, write down the six most important things you need to do tomorrow. No more than six.
- Rank them in order of true importance.
- Tomorrow, start with item one and work on it until it is finished, or until you have done what you can. Then move to item two.
- At the end of the day, move anything unfinished to the new list for tomorrow and repeat.
The story behind it
The method is named after Ivy Lee, a consultant in the early 20th century. A popular story says he shared it with executives at Bethlehem Steel. The tellings vary, so take it as an anecdote, not a documented case study. The method stands on its own merit anyway.
Why people like it
- Planning happens the evening before, when the day is fresh in your mind. In the morning you start without deciding.
- Ranking reduces dithering. You know what comes first.
- Single-tasking. Working through the list in order discourages jumping between items.
- A natural end. The list is done when it is done.
Where it struggles
- Days with a lot of interruptions can break a strict order.
- Six items can be too many on a day dominated by one large task.
- Ranking takes judgment. If you cannot rank, the Eisenhower matrix can help you separate urgent from important first.
The 1-3-5 Rule
The steps
Write a list with:
- 1 big task: the most important or demanding thing.
- 3 medium tasks: meaningful items that take less effort.
- 5 small tasks: quick tasks, admin and errands.
That is nine items, with a mix of sizes. The numbers are a guide, not a law. Some people use 1-2-3 on busy days.
Why people like it
- It matches how days actually look. Not everything is a big task, and not everything is trivial.
- It guards the big task. You have to name one.
- Small tasks have a home, so they do not interrupt the big ones.
Where it struggles
- Nine items can still be a lot on a day with many meetings.
- It does not tell you the order beyond the big task.
- The small tasks can swallow the day if you do them first.
How to Choose
| If your day is... | Try |
|---|---|
| One stream of work, clear order of importance | Ivy Lee |
| A mix of deep work, admin and errands | 1-3-5 |
| Heavy on meetings and interruptions | A short 1-3-5, or just the big one |
| A creative day with one main project | The big task only, plus protected time |
Try one for a week and note how many items you finished and how the day felt. Keep the one that works.
Making Either Method Work
- Pick the list the night before. It takes five minutes and clears your head for the evening.
- Be honest about size. If the "big" task is really three tasks, split it and choose the first.
- Put the big one at the start of your best energy, ideally with a block on the calendar. Time blocking pairs well with both.
- Keep unfinished items visible. Carry them forward. Do not treat them as a mark against the day.
- Review weekly. If the same item keeps carrying over, either break it down, schedule it, or drop it.
Where to Write the List
Paper works well and so does a note on your phone. If you use Xenith, Daily Intentions lets you write the day's items as dated intentions, tag each to a life dimension and have the ones that recur repeat on a schedule. There is no cap on how many you add, so choosing a number is up to you. For ideas on what makes a good intention, how to write daily intentions goes into detail.
When the List Feels Impossible
If you cannot narrow your day down to six or nine items, the issue may be load rather than method. Start with a brain dump and the steps in feeling overwhelmed: what to do first. If you want to cut deeper, the minimalist approach to productivity explores doing fewer things well.
Frequently Asked Questions
What is the Ivy Lee method?
A daily planning method where, at the end of each day, you write down the six most important things for tomorrow, rank them in order of importance, and work through them one at a time in that order. Anything unfinished moves to the next day's list.
Did Ivy Lee really teach it to Charles Schwab?
The story is widely told: Ivy Lee, a consultant, supposedly shared the method with executives at Bethlehem Steel in the early 1900s. Details vary between tellings and the account is anecdotal, so treat it as a useful story rather than established history.
What is the 1-3-5 rule?
A daily list with one big task, three medium tasks and five small ones. It limits the size of your day to nine items and builds in a mix of effort.
Which should I use, Ivy Lee or 1-3-5?
Ivy Lee suits days with a clear order of importance and a single stream of work. The 1-3-5 rule suits mixed days with different sizes of tasks. Try each for a week and keep the one you finish more of.
What if a day does not go to plan?
Move the unfinished items to tomorrow's list and carry on. The method is a tool for focus, not a test. A change of plans is part of normal days.
Put it into practice in Xenith
Keep reading
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Minimalist Productivity: Why Less System Produces More Output
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