“Do you know Vilfredo?” I asked Maria while the wine was poured into our glasses.

“No. Who is Vilferdo?

“Vilfredo Pareto” I smiled. “He was a revolutionary economist who’s seminal work, Cours d’Economie Politique, introduced a “law” of income distribution,later known as Pareto’s Law.”

“Sure I know. Pareto’s Law demonstrates that 80% of the wealth in society is produced by 20% of the population.”

It was too late to stop Maria as she continued “Pareto showed that this 80/20 ratio could be found almost anywhere, not just in economics. For example, 80% of harvested grain were produced by 20% of the planted seeds.”

“He was wrong” I laughed. “In our new economy the 80/20 ratio is much more disproportionate.

For example, French, English and Spanish languages have about 100,000 words but 2,500 are high frequency words that if we command them we comprehend 95% of most conversations. This can be achieved in 5 months but if we want to comprehend 98% of the vocabulary we probably need 5 years.

If 2.5% of the total subject matter provide 95% of the desired results, then the same 2.5% provides 3% less benefit than putting in 12 times as much effort.”

“This is amazing” said Maria. “The question is into what 2.5% should we invest our efforts?”

“Exactly” I continued. “This is our toughest challenge. Philosopher Nassim N. Taleb noted a major difference between language and Business. Language is largely known but business is largely unknown. Therefore, in business 2.5% is not 2.5% of a finite knowledge but the 2.5% of what we know at the present time.”

Maria got excited. “I know what 2.5% will yield my best results”.

“So why don’t you Focus on them?”

“Because they are the least urgent and they require deep concentration, laser-beam focus and thoughtful introspection. The 2.5% lose the battle to the 97.5% fire-fighting” Maria said gloomily.

“Most people don’t know what 2.5% will make a difference.” I said. “I use a ‘time-block’ system that ensures I spend enough time and give Undivided Attention to discover the 2.5% most important things that will yield results and focus on doing those things.”

What is the first thing you do every morning…beside brushing your teeth?” I asked.

“Check my emails…of course” Maria shot back without hesitation.

“Maria, once you start your day reading emails you lose any chance to deal with the 2.5%. You are taken over by other people’s agendas. You immediately start reacting to events. Sooner or later, emails suck your morning’s precious time.

Start your day with the 2.5% that matter. Discover what is the single most important thing that will make a difference today and just do it. Our success factors require focus, concentration and Undivided Attention. The 2.5% are too comprehensive to deal with while distracted by incoming emails, phone calls, meetings and other interruptions.

Supervisory managers need no more than one hour of undivided attention, focus and concentration on their long term 2.5% ‘make a difference’ goals. Middle-management needs up to 2 hours and top management up to 3 hours without interruption to think, strategize, develop and innovate. The rest of the day can be left for other matters.

The 2.5% are never reactive and always proactive.

How to choose the 2.5%?

Reflect on your past mistakes and your visions for the future. Then, ask for feedback about those reflections from your team. If your team doesn’t laugh at your goals…they are not big enough.

How to work on the 2.5%?

Time Blocks.

How do I do it? The first 3 hours of my day (after exercise and personal care rituals) are dedicated to business growth (strategic projects), professional growth (skills-set development) and Personal Growth (self-improvement).

The first hour follows Vijay Eswaran’s Sphere of Silence which covers reflection on mistakes, long-term strategic goals, short term objectives, daily tasks, personal growth and spiritual growth.

The next 2 hours are dedicated to working attentively, uninterrupted, and relentlessly on the 2.5% that matter.

Most of the executives tell me they don’t have time for this. It will disturb ‘getting thing done’.

They are right. They are very busy with getting things done. Some do it very efficiently but they work on the 97.5% which are not necessarily the most critical to achieve success.

The trick is to give 100% intentional focus and undivided attention to discover the 2.5% that matters and to incorporate dedicated ‘time blocks’ into your busy schedule to get the 2.5% done first.”

I smiled seeing Maria writing notes on the paper napkin. She has been always a lifelong learner.