Ivy Lee Method for Multiple Jobs: How to Prioritize Daily Tasks Without Overwhelm

The Ivy Lee method is a century-old productivity technique that remains highly effective today, especially for those juggling multiple jobs, projects, or responsibilities. Its simplicity—focusing on what truly matters and cutting through the noise—makes it ideal for avoiding decision paralysis when tasks from different areas compete for your attention. In this guide, we’ll explain how to apply the Ivy Lee method for multiple jobs, with practical examples and adaptations for real-world scenarios.

What Is the Ivy Lee Method and Why It Works for Multiple Jobs

The Ivy Lee method was created in 1918 by productivity consultant Charles M. Schwab, who commissioned it to improve the efficiency of Bethlehem Steel executives. The premise is straightforward: at the end of each day, you select the 6 most important tasks for the next day, rank them by priority, and focus on completing them one at a time, without distractions. The key lies in the limitation—by restricting your list to just 6 tasks, you force your brain to distinguish between what’s truly critical and what’s secondary.

For those managing multiple jobs—such as a freelancer with several clients, an entrepreneur with parallel projects, or someone balancing work and personal life—this method is particularly valuable. The reason is that it prevents the temptation to mix tasks from different areas into a single chaotic list. Instead, it compels you to prioritize within each context and allocate realistic time to each one.

Steps to Apply the Ivy Lee Method for Multiple Jobs (With Examples)

• 1. **Identify your work areas**: Before creating your list, separate your responsibilities into clear categories. For example: Client A, Client B, Personal Project, Home. This helps you visualize which tasks belong to each area and prevents one from overshadowing the others.
• 2. **Brainstorm tasks by area**: Write down all pending tasks in each category, without filtering. Example: Client A (finalize report, review feedback, send invoice), Client B (prepare meeting, update database), Personal Project (research competitors, design logo), Home (buy materials, call plumber).
• 3. **Select the 6 most important tasks for the next day**: This is where prioritization comes in. Choose only 6 tasks in total, combining the different jobs. The rule is that these should be the tasks that, if left undone, would have the greatest negative impact. Example: 1) Send invoice to Client A (urgent), 2) Prepare meeting with Client B (important), 3) Finalize report for Client A (tight deadline), 4) Research competitors (personal project), 5) Buy materials (home), 6) Review feedback from Client A (depends on others).
• 4. **Rank tasks by priority**: Number them from 1 to 6, with 1 being the most critical. If a task from a less urgent area (like a personal project) competes with one from a client, prioritize the latter. Use criteria like deadlines, consequences of not doing it, or dependencies on others.
• 5. **Focus on one task at a time**: The Ivy Lee method requires discipline. Start with task 1 and don’t move to the next until it’s finished. If an interruption arises (like an email from Client B while working on Client A), jot it down on a separate list to review at the end of the day.
• 6. **Review and adjust at the end of the day**: Before going to bed, evaluate which tasks you completed and which remain pending. Unfinished tasks carry over to the next day’s list, but only if they’re still a priority. If a task lingers for several days without completion, question whether it’s truly important or if you should delegate or eliminate it.

Practical Example: Ivy Lee Method for a Freelancer with 3 Clients

Imagine Laura, a freelance designer working with three clients simultaneously: a marketing agency (Client A), a startup (Client B), and a personal illustration project. It’s Monday, and Laura has pending tasks in all areas. Here’s how she would apply the Ivy Lee method:

• **Brainstorm by area**:
• - Client A: Finish banner design (due today), send proposal for new project, review logo feedback.
• - Client B: Prepare app wireframes (due Wednesday), send pending invoice, respond to emails.
• - Personal Project: Sketch illustration for portfolio, research design trends.
• - Home: Call insurance, buy repair materials.

**Prioritized list (6 tasks for Tuesday)**:

• 1. Finish banner design for Client A (due today, affects payment).
• 2. Send pending invoice to Client B (they need it to continue the project).
• 3. Prepare wireframes for Client B (due Wednesday, requires focus).
• 4. Review logo feedback from Client A (depends on them to move forward).
• 5. Sketch illustration for portfolio (personal project, but key for attracting clients).
• 6. Call insurance (home, but urgent to avoid a fine).

**Execution**: Laura starts with the banner for Client A. Even though Client B messages her about the invoice, she notes it down and continues with her task. Once the banner is done, she sends the invoice to Client B, and so on. At the end of the day, she reviews what’s left: the wireframes and the insurance call. The wireframes move to Wednesday’s list, but the insurance call is dropped because she found an alternative solution.

Common Mistakes When Using the Ivy Lee Method for Multiple Jobs

• **Mixing tasks from different areas without prioritizing**: If you don’t separate tasks by context, you might end up prioritizing a personal project task over an urgent client task. Use the rule of asking: What happens if I don’t do this today?
• **Choosing tasks based on ease, not impact**: It’s tempting to start with quick tasks (like answering emails) instead of important ones (like finishing a report). The Ivy Lee method forces you to be honest with yourself.
• **Not adjusting the list at the end of the day**: If a task repeats for several days without completion, it’s a sign that it’s not a priority or that you need to break it into smaller steps.
• **Ignoring dependencies**: If a task depends on someone else (like receiving feedback), don’t include it in your list of 6 until that condition is met. Instead, use that slot for something that depends solely on you.
• **Not leaving room for unexpected tasks**: The Ivy Lee method isn’t rigid. If your day typically includes interruptions (like unplanned meetings), leave 1 or 2 slots in your list of 6 for them.

How to Adapt the Ivy Lee Method to Digital Tools (and How Foco Can Help)

While the Ivy Lee method originated in the paper era, today you can adapt it to digital tools to manage multiple jobs with greater flexibility. The key is to maintain the method’s core principles: limiting yourself to 6 daily tasks, prioritizing them, and focusing on one at a time. This is where a tool like Foco can be particularly useful, especially if you’re handling several projects or clients.

In Foco, each job (client, project, or personal area) has its own container with a distinct color. This lets you see at a glance which area each task belongs to, avoiding confusion. For example, you can create a job called "Client A" (blue), another "Personal Project" (green), and another "Home" (red). When using Panorama mode, you’ll see all your tasks together, each with its color, making it easy to quickly identify which tasks belong to each area.

To apply the Ivy Lee method in Foco, follow these steps:

• 1. **Create a task list by area**: Use the List view to jot down all pending tasks in each job. Assign priorities (important, urgent) and due dates if applicable.
• 2. **Select the 6 most important tasks**: Review all tasks in Panorama mode and choose the 6 that meet the Ivy Lee method criteria. Use priority and due date as guides.
• 3. **Order tasks in the List view**: Drag the 6 selected tasks to the "Today" section and order them from 1 to 6. If you prefer the Kanban view, create a column called "Ivy Lee Priority" and move the 6 tasks there in the correct order.
• 4. **Focus on one task at a time**: Use Focus mode to isolate a single job (e.g., Client A) and work on the first task on your list. Eliminate distractions by hiding other jobs.
• 5. **Review at the end of the day**: Mark completed tasks and review pending ones. If a task wasn’t finished, decide whether it moves to the next day’s list or should be removed. Use the recurrence feature if it’s a daily task.

An additional advantage of Foco is voice capture, which lets you dictate tasks quickly when you’re away from your desk or short on time. For example, you can say, "Send invoice to Client B, urgent, due tomorrow at 10 AM, reminder 30 minutes before," and Foco will create the task with all fields automatically filled. This is helpful for keeping track of important tasks when you’re on the go.

The Ivy Lee method for multiple jobs isn’t about doing more—it’s about doing the right thing at the right time. By combining its simplicity with a tool that helps you visualize and prioritize, you can reduce stress and boost productivity without losing sight of any area of your life.