Gianna’s Gems The 80/20 Rule: Unlock Maximum Results with Minimum Effort

Hi there! 

I was having a conversation last week with an agency who told me they had started saying “no” to one of their top client’s business because they needed to make room for new opportunities.  I LOVED this for so many reasons and shared that there’s a principle I consciously apply in my own life called the “Pareto Principle” of 80/20 that is for this exact purpose. 

So this week, I thought I’d break down one one of my absolute favorite productivity principles that has completely transformed how I approach everything from my business and schedule to my eating and workouts. If you've ever felt overwhelmed by your to-do list or like you're spinning your wheels without seeing results, this post is especially for you.

What Is the 80/20 Rule (aka the Pareto Principle)?

The 80/20 Rule, also known as the Pareto Principle, suggests that roughly 80% of results come from just 20% of efforts. This principle was first observed by Italian economist Vilfredo Pareto in 1896 when he noticed that 80% of Italy's land was owned by 20% of the population. What's fascinating is how universally this pattern appears:

• 20% of your tasks produce 80% of your results

• 20% of customers generate 80% of revenue

• 20% of your wardrobe gets worn 80% of the time

• 20% of features in a product deliver 80% of the usage

The beauty of this principle isn't in the exact numbers (it's not always precisely 80/20), but in the insight that inputs and outputs aren't balanced. Some actions are dramatically more impactful than others!

How to Apply the 80/20 Rule to Work Smarter

1. Identify Your High-Impact Activities

Take a moment to reflect on your work. Which tasks consistently deliver the biggest results? For me, I discovered that taking the time to meet with potential collaboration partners and creating content generates far more new business than posting daily social media updates or optimizing my website’s SEO. Once I shifted my focus accordingly, my productivity skyrocketed while my marketing work hours decreased!

Gianna’s Gem Action Step: List all your regular activities and highlight the ones that truly move the needle toward your most important goals.

2. Ruthlessly Eliminate or Delegate Low-Impact Tasks

This is where the magic happens! Once you've identified your high-impact 20%, be brave enough to minimize, delegate, or completely eliminate tasks in the low-impact 80%. This doesn't mean ignoring necessary work, but rather being strategic about where you invest your precious time and energy.

For example, I used to spend hours formatting my slide decks each week until I realized this task fell firmly in my "80% effort, 20% results" category. Now I delegate this to my Operations Manager and spend that saved time on strategic work and content/tasks that only I can create.

Gianna’s Gem Action Step: What tasks are eating up your time without delivering proportional results? Can they be simplified, batched, automated, delegated, or eliminated?

The 80/20 Rule in Daily Life

Event Planning That Wows

When planning my husband’s 50th Birthday last year, I applied the Pareto Principle and focused on the elements guests would remember most:

• A memorable venue (Sardinia Italy, Michelin restaurant overlooking the ocean)

• Delicious food (I focused on a menu that was comprised of my husband’s favorite Sardinian foods so he’d be honored yet my guests would get an authentic taste of Italy)

• Heartfelt personalized moments (a video compilation from friends who couldn't attend, Jeffersonian Style dinner conversation, notes guests wrote to my husband while there)

• Thoughtful Gift (rather than giving these guests swag since they were all traveling from countries away, I hired a professional photographer and made sure he got not only group photos but couples photos that I later printed and mailed to everyone)

The result? Everyone raved about the "elaborate" event that honestly took half the effort of previous parties I'd thrown because I wasn't spreading myself thin across dozens of minor details no one would remember (like linens, signage, and offering too many activities that people would likely cancel or change last minute).

Nutrition and Wellness

The 80/20 Rule has revolutionized my approach to healthy eating. Instead of trying to maintain a "perfect" diet (I enjoy eating way too much for that approach), I now focus on making nutritious choices 80% of the time while allowing flexibility for treats and special occasions in the remaining 20%.

I also practice the Japanese method of “Hari Hachi Bu” which means eat until 80% satisfied. This mindful approach to eating is better for digestion (plus leaves room for dessert should I want it - see above!)

This sustainable approach has actually improved my overall health because I never feel deprived and never have to miss out, yet always feel great!

Examples of the 80/20 Rule in Action

Business Success

Look at successful businesses that understand this principle:

• Apple focuses intensely on a small product line rather than creating dozens of different devices

• Amazon initially mastered bookselling before expanding to other markets

• Netflix prioritizes user experience and content acquisition over other potential areas they could invest in

I'd be happy to provide a more detailed example of how to apply the 80/20 rule to event planning! Here's how it might work in practice:

The 80/20 Rule for Event Planning

When planning an event, about 20% of your efforts will create 80% of the memorable impact. Similarly, I believe that attendees will only remember about 20% of the event experience, so it behooves you to spend time rigorously prioritizing WHICH parts of the event you want them to remember. Here's how to identify and focus on those high-impact elements:

Identify the "Vital Few" Elements

For most events, the highest-impact elements typically include:

• The arrival moment: How do you take pain points like registration and turn them magical (i.e. into personalized introductions to other guests, met with a passed wellness shot as they wait)?

• Meeting someone valuable or learning something valuable

• A few standout moments or activities

• Personalized touches that reflect the purpose of the event and that will lead to personal growth or transformation 

Example: Corporate Conference

Instead of trying to perfect every minute detail (like just the right linens or florals):

• Focus resources on securing an excellent keynote speaker (high impact) that delivers a lot in 15 minutes (for keynotes, I also use 80:20 and prepare 20% content, leaving the other 80% for Q&A which is much more relevant to the audience!)

• Create one exceptional networking opportunity rather than several mediocre ones

• Invest in quality for the main meals (lunch/dinner) and coffee (espresso is a must for Executive events!) but simplify breaks and breakfast options which are often skipped or eaten in haste.

• Ensure the check-in process is smooth and welcoming (first impressions)

• Develop one memorable takeaway item rather than a bag of forgettable swag (I always try to provide something people will see regularly to remind them of the event and the brand hosting it)

Example: Wedding Reception or Milestone Birthday

Rather than stressing over countless details:

• Prioritize hiring a videographer (most people don’t but believe me, there’s nothing like seeing your vows again and the speeches that delivered humor and tears re-lived for years to come which photos just can’t provide)

• Invest in a great band  -dancing/atmosphere creates lasting memories and fun

• Personalize the experience with your ceremony, speeches, theme, location

• If it’s a destination wedding, give people a sense of place with great local food, vendors gifting so they see more than a ballroom while there

By identifying which 20% of planning elements will create 80% of the guest experience, you can reduce stress, save money, and create a more memorable event by putting your energy where it truly matters.

Putting the 80/20 Rule Into Action Today

1. Analyze: Identify the critical few actions that drive most of your desired results

2. Prioritize: Schedule these high-impact activities first in your day or week

3. Eliminate: Be ruthless about cutting or minimizing low-value activities

4. Refine: Regularly review your priorities as circumstances change

Remember, the goal isn't to just remove things—it's to do more of the right things and less of the things that make less of an impact. Working smarter will help you feel strategic, productive and will make you more effective - I promise.

XX,

Gianna

P.S. I've been getting a lot of requests for career advice, and realized, I'm not sure that people know I developed a course called "Million Dollar Event Planning Career" that's self-led, low-cost and will teach you secrets of my career at Google, Amazon, and my pro tips for success in this industry (and others!)

View the sneak peak of Ch. 1 lesson 1 here for free: https://lnkd.in/gwRmEjYa

Or access the full course here: https://lnkd.in/gyK86WWQ

What I’m Loving this week:  For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Florals: Meet my new favorite San Francisco Bay Area Florist, Marissa Zoetwey of The Wild Fleur. Marissa is the most professional florist I’ve ever worked with - she is personable, talented and a perfectionist, leaving no detail unattended to so you can be assured your florals will be cultivated intentionally, and truly aesthetic works of fine art. Her florals bring joy, elevate your event, and inspire guests. Marissa draws her inspiration from the steadfast, yet evolving nature of the natural elements and settings she’s encountered on her travels around the world, making her creations fresh and personalized yet approachable. If you’d like an intro and referral discount, please reach out to me and I can connect you personally (and rave about her in the process!)

Gianna’s Gem - Your Vibe Attracts Your Tribe

Have you ever noticed how certain people seem to effortlessly attract success, opportunity, and genuine connections? I'm here to let you in on a little secret that's transformed my life and could change yours too: Your vibe attracts your tribe. Catchy phrase, yes, but it's a fundamental truth about how we create the lives we desire.

The Positivity Bubble: Choose Your Circle Wisely

Think of your life as a garden. One of my favorite sayings is “water the flowers, not the weeds.” The people you surround yourself with are either fertilizing your growth or casting shadows that stunt it. When you deliberately choose to spend time with individuals who inspire you, challenge you positively, and lift your spirits, you create what I call a "positivity bubble."

Inside this bubble, amazing things happen:

• Ideas flow more freely

• Opportunities multiply

• Your confidence blooms

• Your energy stays consistently high

• You become more resilient to life's challenges and make smart decisions

• You inspire other people to smile and be more generous and positive in return

I've witnessed this transformation firsthand. When I intentionally began surrounding myself with forward-thinking, optimistic people who were pursuing their dreams with passion, and avoiding or minimizing contact with those who were “downers”, my own ambitions suddenly seemed more achievable. Their energy was contagious, and before long, I found myself accomplishing goals I'd once thought were out of reach. The same goes with the content you imbibe. I used to be an avid watcher/reader of the news and now I check in, check out as quickly as possible since it’s easy to get caught in a negativity spiral. Instead, I think about what I’d like to focus on that day and then seek out proactively the content that supports the days goal. This might be health or work-related, and sometimes it’s just plain humor. I used to think “pointless humor” didn’t have a point in my day, but it actually raises your energetic frequency, reduces cortisol and can help you relieve stress and as a result think more clearly afterwards. 

The Energy Vampires: Recognizing and Minimizing Negative Influences

We all know them—the chronic complainers, the pessimists, the people who can find the cloud around every silver lining and place the blame on others rather than taking accountability. I call them "energy vampires" because even a five-minute conversation with them can leave you feeling completely drained.

One negative voice in a meeting can derail an entire team's momentum. One pessimistic team member can infect everyone's outlook. Research has shown that negativity spreads more rapidly and powerfully than positivity—which means we need to be even more intentional about protecting our energy. And I’ve learned the hard way that it’s better to nip negative energy in the bud than to let it grow (pluck the weeds, remember?)!

This doesn't mean cutting people out cruelly. Instead, some approaches I find effective include:

• Setting healthy boundaries around time spent with negative individuals and take a physical break if necessary to regroup

• Redirecting conversations toward solutions when they veer into complaint sessions or gossip

• Being the positivity you wish to see—sometimes your example can help shift someone else's perspective

• If necessary, limiting exposure to those whose negativity consistently impacts your wellbeing, or removing them from your team before they “infect” the vibe and workflow

• Manage up with stakeholders who have unrealistic expectations by leading by example and sticking to what you know is right. People respect leaders with backbones rather than “yes-men/women”.

Remember: Minimizing negative influences isn't selfish—it's strategic.

Building Trust: The Professional Superpower

In the professional world, trust is currency. When people trust you, magic happens. Projects flow more smoothly, collaborations become more fruitful, and opportunities find their way to your door.

Creating trust with your team, stakeholders, and vendor partners might be the single most valuable investment you can make in your career. Trust unlocks doors you didn't even know existed. I've seen vendors go above and beyond contractual obligations, team members support each other wholeheartedly, and stakeholders approve ambitious ideas in record time—all because of the foundation of trust that was established.

How do you build this trust?

• Be impeccable with your word. If you say you'll do something, do it. If circumstances change, communicate quickly.

• Recognize others' expertise. Trust is a two-way street; show people you value their knowledge. It’s not important to always be right, but it is important to be honest about where you shine and where you might need other’s insights.

• Be transparent about challenges and proactive with potential solutions well in advance. Hiding difficulties only creates bigger problems down the road.

• Take responsibility when things go wrong. No blame games.

• Celebrate wins collectively. Share credit generously.

• Over-deliver time and time again. This doesn’t mean being more “busy” it means showing up consistently and in a way that unblocks the team 

• Brings fresh perspective to challenging situations and keep the vibe positive (meaning no gossip about other team members)

The Art of Communication in Leadership

As an event leader, the way you communicate can mean the difference between chaotic disasters and seamless successes. I've learned that how you communicate is often more important than what you communicate. Soft skills like these are not always taught in courses or when you get a certification, but can make or break a great leader.

Here's my golden rule: Choose your communication medium thoughtfully.

Some scenarios where picking up the phone is better than sending an email:

• When emotions are involved

• When dealing with sensitive issues

• When explaining complex concepts

• When brainstorming is needed

• When relationships need nurturing

• When quick decisions must be made

I once had a situation where weeks of back-and-forth emails about a venue contract were resolved in a single 15-minute phone call. What was missing in those emails? The human connection, the ability to ask clarifying questions in real-time, and the warmth of actual voices sharing a common goal. I asked the hotel what they needed, I asked the client what they needed, and we settled on a middle ground where the most important clause was agreed to for the client and the hotel was able to hit their revenue targets by increasing our food/beverage spend while removing the meeting rental fees.

For event professionals, mastering the art of choosing the right communication channel at the right time isn't just efficient—it's transformative.

The Undervalued Power of Appreciation

In our fast-paced professional world, appreciation has become a forgotten art. We're quick to point out what went wrong but often neglect to celebrate what went right. This is such a missed opportunity!

A handwritten thank-you note to a vendor who went above and beyond. A letter of appreciation to someone's boss highlighting their exceptional work. A public acknowledgment of a team member's contribution during a meeting. I do all three of these regularly, probably more often than needed, but it is an important skill that makes a major impact.

Speaking of keeping the positivity bubble, I have a ritual for making Mondays more palatable with my family - we each have a hand carved wooden box with our names and we do “Monday Mail” after dinner on Mondays. It serves two purposes:

1. In preparing a thoughtful note (or finding another thoughtful token) for each family member, it helps us with gratitude, which combats the stress at the start of a busy week.

2. It raises the “vibe” and gives us something to look forward to on Mondays after a long day.

Similarly, I always prepare handwritten thankyou notes for my team to distribute the night before an event along with a thoughtful amenity if we’re staying at a hotel in addition to the post-event thank yous I send. Why? Because it sets the tone in advance for a positive week!

These simple acts have disproportionate power. They don't just make the recipient feel good—they strengthen bonds, build loyalty, and create a culture where people want to bring their best selves.

Putting It All Together

Your vibe truly does attract your tribe, both personally and professionally. The energy you put out into the world comes back to you multiplied.

By intentionally building your positivity bubble, minimizing negative influences, fostering trust, communicating thoughtfully, and expressing genuine appreciation, you create an environment where success becomes almost inevitable.  In a world where technology often separates us, the human connection remains our most precious resource. Invest in it wisely.

This isn't just feel-good advice—it's practical wisdom that transforms careers and lives.

So I'll leave you with this question: What one relationship-building action could you take today that might improve your positivity bubble?

XX,

Gianna

What I’m Loving this week:  For all my favorite vendors, partners and products, visit: https://www.giannagaudini.com/gianna-recommends

Event Recap: I’m thrilled that my last newsletter was appreciated by folks and featured in an Expert Opinion article by Corporate Event News. I had both the company who developed the app and one of the sponsors I called our email me directly to thank me for the appreciation (very on-theme for this week’s newsletter) and I was glad that people found the observations interesting. If you have any additional thoughts or questions about Google Next, feel free to reach out or read last week’s Gianna’s Gems if you missed it.