Ivy Lee Method for Multiple Jobs: The 5-Minute Technique That Organizes Your Chaos

Managing multiple jobs—whether as a freelancer, entrepreneur, or employee juggling several projects—is like trying to drink from a firehose: the flood of tasks leaves you breathless, and by the end of the day, you feel like you haven’t made progress on anything important. This is where the Ivy Lee method for multiple jobs becomes a lifesaver. It’s not a passing trend but a proven technique from 1918 that cuts through mental noise and forces you to focus on what truly moves the needle. The key isn’t working harder but prioritizing better with a simple, repeatable system.

What Is the Ivy Lee Method (and Why It Works with Multiple Jobs)

The Ivy Lee method was created by productivity consultant Charles M. Schwab, who implemented it at Bethlehem Steel to boost efficiency. The premise is brutally simple: at the end of each day, you choose the 6 most important tasks to complete the next day, rank them by priority, and commit to working on them in that exact order, without distractions, until they’re done. If you don’t finish all 6, the remaining tasks roll over to the next day—but you can never add more than 6 to the list.

Why does it work so well for multiple jobs? Because it eliminates two common problems: analysis paralysis (not knowing where to start) and effort dilution (jumping from one task to another without finishing anything). By limiting yourself to 6 daily tasks, you force your brain to decide what’s truly urgent or important in each project, rather than being swayed by whatever screams loudest in your inbox.

The 3 Key Principles of the Ivy Lee Method

• 1. The 6-task rule: No matter how many projects you have, you can only prioritize 6 tasks per day. This prevents overload and forces you to be realistic about your capacity.
• 2. Strict priority order: Tasks are numbered from 1 to 6 based on impact. You don’t start task 2 until task 1 is finished, even if task 2 is easier or more tempting.
• 3. Mandatory daily review: At the end of the day, you evaluate what you accomplished and choose the next day’s 6 tasks. This closing habit gives you clarity and reduces nighttime anxiety.

Prioritizing isn’t about choosing between what’s important and what’s urgent, but deciding which task, of all the important ones, deserves your attention NOW.

How to Apply the Ivy Lee Method When Managing Multiple Jobs (Step-by-Step)

Step 1: Do a Brain Dump of All Your Projects

Before prioritizing, you need total visibility. Open a list (on paper, an app, or a document) and write down all pending tasks from each of your jobs or projects. Don’t filter anything: from “send invoice to Client X” to “write the quarterly report for Project Y.” The goal is to empty your head so nothing important gets left out. Real example:

• Job A (Design Client): Redesign logo, send branding proposal, review client feedback.
• Job B (Own Startup): Update landing page, contact 3 investors, prepare pitch for event.
• Job C (Remote Job): Team meeting, correct sales report, respond to pending emails.
• Personal: Weekly grocery shopping, call the bank, book a doctor’s appointment.

Step 2: Classify Tasks by Impact (Not Urgency)

Now, evaluate each task with this question: What happens if I DON’T do this today? If the answer is “nothing serious” (e.g., “the client won’t notice the delay”), leave it for later. If it’s “I’ll lose money, a deadline, or an opportunity,” mark it as priority. Use these criteria to rank them:

• High impact: Tasks that generate income, avoid penalties, or open new opportunities (e.g., sending a proposal to a potential client).
• Medium impact: Important but not critical tasks (e.g., updating your portfolio).
• Low impact: Administrative or repetitive tasks (e.g., filing invoices).

In the previous example, you might prioritize like this:

• 1. Send branding proposal (high impact: the client is waiting for a response).
• 2. Prepare pitch for event (high impact: networking opportunity).
• 3. Correct sales report (medium impact: needed for tomorrow’s meeting).
• 4. Team meeting (medium impact: depends on others).
• 5. Contact 3 investors (high impact, but can wait if there’s no time).
• 6. Respond to pending emails (low impact, but reduces stress).

Step 3: Apply the 2-Minute Rule for Small Tasks

If a task takes less than 2 minutes (e.g., “call the bank” or “book a doctor’s appointment”), do it immediately after your list of 6 priorities. This prevents micro-tasks from piling up and stealing time and mental energy. In the example, you could add:

• 7. Call the bank (2 minutes).
• 8. Book doctor’s appointment (3 minutes, but do it after the 6 main tasks).

Step 4: Work in Tunnel Mode (No Distractions)

The Ivy Lee method requires absolute focus. For each task on your list:

• Block 25-50 minutes in your calendar (use the Pomodoro technique if it helps).
• Close tabs, silence notifications, and let your team know you won’t be available.
• If a new urgent task comes up, write it down on a separate list and evaluate it at the end of the day (don’t interrupt your flow).

Example: If your task 1 is “send branding proposal,” dedicate 50 uninterrupted minutes to it. If after 20 minutes you remember you need to update your portfolio, jot it down on a sticky note or in an app like Foco and keep working on the proposal.

Step 5: Review and Adjust at the End of the Day

Before ending your workday, do this:

• Mark completed tasks and celebrate progress (even small ones).
• Analyze why you didn’t finish a task (was it lack of time, resources, or clarity?).
• Choose the 6 tasks for the next day, including any pending ones from today if they’re still a priority.

In the example, if you didn’t finish “contact 3 investors,” ask yourself: is it still a priority? If yes, make it task 1 for the next day. If not, leave it for later.

Common Mistakes When Using the Ivy Lee Method with Multiple Jobs

1. Prioritizing by Urgency, Not Impact

A common mistake is confusing urgent with important. For example, replying to a client’s email might seem urgent, but if it’s not critical to closing a deal, it shouldn’t be on your list of 6. Use this matrix to decide:

• Urgent and important: Do it now (e.g., deliver a project with a tight deadline).
• Important, not urgent: Schedule a time block (e.g., plan long-term strategy).
• Urgent, not important: Delegate or do it quickly after the 6 tasks (e.g., reply to a logistics email).
• Neither urgent nor important: Eliminate it (e.g., check social media).

2. Not Assigning Realistic Time to Each Task

If you list “prepare pitch for event” as a single task but know it’ll take 3 hours, you’re setting yourself up for failure. Break down large tasks into manageable subtasks. Example:

• 1. Research key data for the pitch (1 hour).
• 2. Write speech structure (1 hour).
• 3. Design slides (1 hour).

3. Ignoring Dependencies on Others

If a task depends on someone else sending you something (e.g., “review client feedback”), don’t include it in your list of 6 until you have the material. Instead, add: «Follow-up: ask client for feedback» as a priority task.

How to Adapt the Ivy Lee Method in Digital Tools (Example with Foco)

While the Ivy Lee method was born in the paper era, today you can apply it in productivity apps without losing its essence. The advantage of using a digital tool is that you automate parts of the process and avoid forgetting tasks. Here’s how to do it in Foco, an app designed to manage multiple jobs in one place:

1. Create a “Job” for Each Project or Client

In Foco, each job is an independent container with its own tasks. This keeps contexts separate. For example:

• Job “Design Client” (blue color).
• Job “Own Startup” (green color).
• Job “Remote Job” (red color).

In Panorama mode, you’ll see all tasks from all jobs, each with its project’s color. This gives you a global view without losing sight of which task belongs to which context.

2. Use the “List” View to Prioritize Your 6 Daily Tasks

At the end of the day, open the List view and drag the 6 most important tasks to the «Today» section. Assign a priority (important or urgent) and a due date to block time in your calendar. Example:

• 1. Send branding proposal (Design Client, priority: important, date: today 9:00-10:00).
• 2. Prepare pitch for event (Own Startup, priority: important, date: today 10:30-12:30).
• 3. Correct sales report (Remote Job, priority: urgent, date: today 13:00-14:00).

If a task is recurring (e.g., “weekly team meeting”), set it as recurring so it generates automatically each week.

3. Use Voice Capture for Quick Tasks

When a new task comes up during the day, use Foco’s voice capture to dictate it. For example: «Task: review client feedback, job Design Client, priority important, due date tomorrow at 10:00». The app will transcribe the audio, extract the data, and create the task automatically. If you have the Plus plan, you can use Rapid Capture to dictate several tasks in a row, and Foco will separate them for you.

4. Review Your List in “Focus Mode”

When it’s time to work on a task, enter the Focus mode for the corresponding job (e.g., “Design Client”). This way, you’ll only see tasks for that project and avoid distractions from other contexts. For example, if you’re in Focus mode for “Own Startup,” you won’t see tasks from your remote job.

5. Use the Daily Briefing to Adjust Priorities

If you have the Plus plan, enable Foco’s daily briefing. Every morning, the app will send you a summary with:

• Which tasks are due today.
• What progress you made yesterday.
• Which pending tasks need attention.
• Important events from your calendar.

Use this summary to adjust your list of 6 tasks if something urgent has come up (e.g., a client cancels a meeting, freeing up time for another task).

Real Example: A Day in the Life with the Ivy Lee Method and Multiple Jobs

Imagine you’re a freelance designer with 3 active clients, plus your personal project (an online store). Here’s how you’d apply the Ivy Lee method on a typical Tuesday:

Previous Night (8:00 PM): Planning

• Do a brain dump and choose 6 tasks:
• 1. Finalize logo for Client A (high impact, deadline tomorrow).
• 2. Send invoice to Client B (high impact, overdue).
• 3. Upload new products to online store (medium impact).
• 4. Respond to client emails (low impact, but reduces stress).
• 5. Research design trends for personal project (medium impact).
• 6. Call store supplier (low impact).
• Add 2 two-minute tasks: “Pay electricity bill” and “Book hotel for trip.”

Morning (9:00 AM–1:00 PM): Execution

• 9:00–10:30 AM: Finalize logo for Client A (task 1). Focused, no distractions.
• 10:30–10:32 AM: Pay electricity bill (two-minute task).
• 10:35–11:00 AM: Send invoice to Client B (task 2).
• 11:00–11:30 AM: Break (coffee, stretch legs).
• 11:30 AM–12:30 PM: Upload new products to store (task 3).
• 12:30–12:35 PM: Book hotel (two-minute task).
• 12:40–1:00 PM: Respond to client emails (task 4).

Afternoon (3:00–6:00 PM): Adjustments

• 3:00–4:00 PM: Research design trends (task 5).
• 4:00–4:05 PM: Call supplier (task 6).
• 4:10 PM: An unexpected issue arises: Client A requests logo changes. You note it in Foco with voice capture: «Task: adjust logo for Client A, priority urgent, due date tomorrow at 9:00 AM.»
• 5:00 PM: Review your list. Since you didn’t finish task 5, you move it to the next day and add the new Client A task as priority 1.

Conclusion: Why the Ivy Lee Method Is Your Best Ally

The Ivy Lee method for multiple jobs isn’t magic—it’s applied discipline. Its power lies in forcing you to make tough decisions every day: what truly deserves your time? By limiting yourself to 6 tasks, you reduce anxiety, boost productivity, and, most importantly, make progress on what matters instead of drowning in what’s urgent. You don’t need complex tools to start: a piece of paper and a pen are enough. But if you want to take the method to the next level, apps like Foco help you organize your projects, prioritize clearly, and maintain focus without losing sight of the big picture.

Try the method for a week. At first, it’ll be hard to choose just 6 tasks, but when you see how you finish more things with less stress, you won’t want to go back.