Worked Examples: The Ivy Lee Method in the Real World
Theory is one thing; practice is another. Let’s see how this simple prioritization technique can be applied in two very different professional scenarios. Notice how the principles remain the same, even as the specific tasks change.
Scenario 1: The Busy Manager’s Schedule
Meet Sarah, a department head whose day is a minefield of meetings, interruptions, and team responsibilities. Her calendar is a wall of colored blocks. How can she possibly limit herself to six tasks? The key for Sarah is to define “task” correctly. A meeting isn’t just something that happens to her; preparing for it or leading it is a task. Her list, created the night before, might look like this:
1. Finalize and rehearse slides for the 2:00 PM quarterly review. This is her most important task. It requires deep focus and has the biggest consequence if done poorly. She will timebox 90 minutes for this first thing in the morning.
2. Approve the final draft of the team’s budget proposal. This is a high-importance review task. It requires careful attention to detail but is less creatively demanding than the presentation.
3. Conduct one-on-one coaching session with Mark. A crucial leadership responsibility. The “task” here is to be fully present and prepared for that conversation, not just to show up.
4. Draft the project brief for the new “Odyssey” initiative. This is important but not as urgent as the first two items. It involves creative thinking and planning for the future.
5. Batch: Review and respond to five critical emails from senior leadership. She defines a clear, contained batch of communication. This prevents her from living in her inbox. The other emails can wait.
6. Sign off on team vacation requests for the next month. A lower-priority administrative task that still needs to get done. It’s last on the list for a reason.
For Sarah, the Ivy Lee Method brings order to a potentially chaotic day. It forces her to distinguish between merely being “in meetings” and actively driving her most important work forward.
Scenario 2: The Solo Maker’s Schedule
Now consider David, a freelance web developer. His days are long stretches of “maker” time, with few meetings. His challenge isn’t managing interruptions, but rather structuring his time to make consistent progress on multiple large projects. His list helps him break down ambiguous goals into concrete daily actions.
1. Code the user authentication flow for the Client Alpha project. This is his top technical priority. It’s a complex task that requires several hours of uninterrupted concentration. He’ll tackle this during his peak energy window in the morning.
2. Fix the critical navigation bug reported in the Client Beta app. A high-priority, but less complex, task than #1. It’s important for client satisfaction.
3. Write 750 words for the marketing blog post on “Responsive Design Trends.” This is an important business development task. It uses a different part of his brain, making it a good activity for after a mentally taxing coding session.
4. Research and compare payment gateway APIs for the new e-commerce build. A research task that is crucial for a future project. It’s well-defined and can be timeboxed.
5. Design the initial wireframe for the “Contact Us” page on his own portfolio site. A personal project task that helps him move his own business forward, ensuring it doesn’t get perpetually ignored.
6. Batch: Send out weekly progress reports and invoices to all clients. He groups all his administrative communication into one efficient block, protecting his deep work time.
For David, the Ivy Lee Method provides the structure that a solo schedule often lacks. It ensures he makes balanced progress on client work, bug fixes, marketing, and his own business, preventing him from getting stuck on one thing at the expense of all others.
