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
Analyze: Identify the critical few actions that drive most of your desired results
Prioritize: Schedule these high-impact activities first in your day or week
Eliminate: Be ruthless about cutting or minimizing low-value activities
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!)
