Master the 80 20 Rule in ClickUp

The 80 20 rule is a simple way to get more results with less effort, and ClickUp is an ideal workspace to turn this principle into a practical, daily system. By focusing on the few tasks that create the biggest impact, you can organize projects, reduce busywork, and keep your team aligned.

This how-to guide walks you through applying the Pareto Principle inside your workspace so you always know which tasks deserve your time first.

What Is the 80 20 Rule and Why Use It in ClickUp?

The 80 20 rule, also known as the Pareto Principle, says that roughly 80% of your results come from 20% of your efforts. In real life, it might look like:

• 20% of clients bring in 80% of revenue
• 20% of tasks create 80% of progress on a project
• 20% of features satisfy 80% of user needs

Using this principle in ClickUp helps you:

• Spot high-impact tasks quickly
• Reduce low-value work and distractions
• Align your task lists with your biggest goals
• Create repeatable workflows that stick

The ideas in this tutorial are based on the original guidance in the 80 20 rule article on the ClickUp blog, translated into a practical how-to format you can follow step by step.

Step 1: List All Your Work in ClickUp

To apply the Pareto Principle, you first need a complete picture of your work. Start by capturing everything in one place.

Create a Space or Folder in ClickUp

1. Open your workspace and create a new Space or Folder for your project or team.
2. Name it clearly, for example, “Q2 Product Launch” or “Client Success”.
3. Add relevant Lists for different work streams, such as Planning, Execution, and Review.

Add Tasks and Subtasks

1. Brain-dump all current and upcoming tasks into the appropriate List.
2. Break large items into subtasks to show the actual work involved.
3. Make sure every meaningful activity is captured, even if it feels small.

The goal is to see your complete workload in ClickUp so you can later decide which items belong to the vital 20%.

Step 2: Define Results Before You Filter in ClickUp

The 80 20 rule is about results, not just effort. Before you start filtering tasks, decide what success looks like.

Clarify Your Main Outcome

In a Doc or description field inside ClickUp, write down your primary outcome for the project or time period. Examples:

• “Increase monthly recurring revenue by 15%”
• “Release a stable beta to 1,000 users”
• “Cut support response time to under 2 hours”

This outcome will guide which tasks count as high impact.

Tag or Custom Field Your Goals in ClickUp

1. Create a custom field or tag for strategic goals, such as “Revenue”, “User Growth”, or “Efficiency”.
2. Assign each task to one primary goal category.
3. Use this structure later to filter and compare impact across your Lists.

Step 3: Identify the Vital 20% of Tasks in ClickUp

Now you can use views and fields to highlight the small set of tasks that generate most of your results.

Score Task Impact in ClickUp

1. Add a custom number or drop-down field called “Impact” with values such as High, Medium, and Low.
2. Review each task and assign an impact level based on your defined outcome.
3. Be honest: only a few tasks should receive the “High” label.

You can also add an “Effort” field (Low, Medium, High). Tasks with High Impact and Low Effort are your best 80 20 opportunities.

Use Views to Surface High-Impact Work

1. Create a List or Board view in ClickUp filtered to show only High Impact tasks.
2. Sort by due date or priority to see what matters most right now.
3. Save this as a favorite view so your key 20% are always one click away.

This view becomes your daily focus board, ensuring you spend time on the tasks that move the needle most.

Step 4: Prioritize and Schedule in ClickUp

Once the vital 20% is clear, turn those items into a realistic schedule and protect time for them.

Assign Priority Levels in ClickUp

1. Use the built-in Priority flags (Urgent, High, Normal, Low).
2. Give the highest flags only to tasks that are both High Impact and time-sensitive.
3. Avoid marking everything as Urgent so the 80 20 effect is preserved.

Block Time for Key Tasks

1. Open Calendar or Me view in ClickUp.
2. Drag your highest-impact tasks into time blocks on your schedule.
3. Leave buffer slots for communication and unexpected work.

Your calendar now reflects the Pareto Principle: most of your working hours are dedicated to the few tasks that generate the bulk of your outcomes.

Step 5: Streamline Low-Value Work in ClickUp

The 80 20 rule also highlights tasks that add little value. Instead of ignoring them, redesign how you handle them.

Automate Repetitive Tasks in ClickUp

1. Identify recurring, low-impact activities like status updates or handoffs.
2. Open the Automations center in your Space or Folder.
3. Create rules such as “When status changes to In Review, assign to Manager” or “When task is completed, post update to a channel”.

Automation removes friction from the 80% of tasks that do not require deep strategic thinking.

Batch and Delegate in ClickUp

• Create a List or tag called “Batch” for small, similar tasks.
• Group them in a dedicated time block each day or week.
• Use assignees and watchers to delegate work appropriately.

This keeps your focus free for the vital few tasks while still keeping smaller items under control.

Step 6: Review and Refine Your 80 20 System in ClickUp

The Pareto Principle is not a one-time exercise. Make regular reviews part of your workflow.

Run Weekly Reviews in ClickUp

1. Create a repeating task “Weekly 80 20 Review”.
2. During the review, open your High Impact view and check progress.
3. Adjust impact and effort scores based on new information.

Over time, you will sharpen your instinct for which tasks truly drive results.

Use Dashboards to Track Outcomes

1. Set up a Dashboard in ClickUp with widgets for completed tasks, time tracked, and goal progress.
2. Filter widgets to highlight High Impact items.
3. Compare how much time you spend on the top 20% versus everything else.

This data-driven feedback loop keeps your system honest and aligned with the Pareto Principle.

Extra Resources and Next Steps

If you want additional help designing efficient workflows, you can explore expert consulting resources like Consultevo alongside the tools available in your workspace.

To dive deeper into the concept behind this tutorial, revisit the original Pareto Principle guide on the ClickUp blog. Combine those insights with the practical steps above, and you will have a complete 80 20 system built directly into your daily task management.

By capturing all work, scoring impact, prioritizing ruthlessly, and reviewing regularly, you turn the 80 20 rule into a concrete workflow. Set up these structures once, and your workspace will consistently guide you toward the tasks that matter most.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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