The 1-3-5 Method: A Simple Framework for Daily Productivity
Feeling overwhelmed by your to-do list? You're not alone. The average professional has 150+ tasks on their list at any given time. That's not a productivity system - it's a recipe for anxiety.
The 1-3-5 Method is a simple, research-backed approach to daily task management that cuts through the noise. Instead of an endless list, you commit to completing just 9 carefully chosen tasks each day:
Big Task
Most important
Medium Tasks
Important supporting work
Small Tasks
Quick wins
Why 9 Tasks? The Science Behind the Method
The 1-3-5 method isn't arbitrary. It's grounded in cognitive science:
Cognitive Load
Research shows our working memory can effectively process 7±2 items at once. By limiting your daily tasks to 9, you're working with your brain, not against it.
Decision Fatigue
Every choice you make depletes your mental energy. Pre-selecting 9 tasks eliminates dozens of micro-decisions about "what to work on next" throughout your day.
Completion Psychology
Finishing tasks triggers dopamine release. The 1-3-5 structure virtually guarantees you'll complete multiple tasks daily, creating positive momentum and motivation.
How to Implement the 1-3-5 Method
Step 1: Choose Your 1 Big Task
Your Big Task is the single most impactful thing you can accomplish today. Ask yourself:
- What task, if completed, would make today feel successful?
- What am I avoiding that actually matters most?
- What moves a key project forward significantly?
Schedule your Big Task for when your energy is highest - usually morning for most people.
Step 2: Select 3 Medium Tasks
Medium tasks are important supporting work. They keep projects moving and often unblock other people. Good medium tasks:
- Advance ongoing projects
- Prepare for upcoming deadlines
- Involve some thought but don't require deep focus
Step 3: Add 5 Small Tasks
Small tasks are quick wins you can knock out in 15 minutes or less:
- Respond to that email
- Make that phone call
- Review that document
- Update that spreadsheet
These fill the gaps in your day and give you momentum between bigger work.
PlanItNine's daily board structures your day with the 1-3-5 method built in.
The Origins of the 1-3-5 Rule
The 1-3-5 method was popularized by Alex Cavoulacos, co-founder of The Muse. She discovered that limiting daily tasks to this simple structure dramatically improved her team's focus and completion rates.
"The 1-3-5 rule isn't about doing less - it's about doing what actually matters."
Flexibility Within Structure
The 1-3-5 framework is meant to guide, not restrict. On heavy meeting days, try 1-1-3. On deep work days, you might do 1-2-2. The principle remains: constrain to focus.
What matters is:
- Starting with a clear, limited list
- Prioritizing impact over quantity
- Completing what you start
Using PlanItNine for the 1-3-5 Method
PlanItNine is built specifically around the 1-3-5 method. Here's how it helps:
- Built-in structure: The daily board has Big, Medium, and Small sections with limits enforced
- Outliner for planning: Brain-dump everything into your Outliner, then drag tasks to today when ready
- Time tracking: See how long tasks actually take to improve future planning
- Carry-over: Incomplete tasks can be moved to tomorrow with one click
The daily board guides you to plan exactly 1 Big, 3 Medium, and 5 Small tasks.
Common Questions About the 1-3-5 Method
What if I finish all 9 tasks early?
Celebrate! Then pull more from your Outliner if you want, or use the time for strategic thinking, learning, or rest. Finishing your list is the goal, not a problem.
What if a task takes longer than expected?
That's valuable information. Track your time to learn how long things really take. Move incomplete tasks to tomorrow - that's what the carry-over feature is for.
Does this work for people with ADHD?
Many users with ADHD report the 1-3-5 method helps tremendously. The clear structure and limited options reduce decision paralysis. The Big Task provides an anchor when focus wanders.
Can I use this with my team?
Yes! PlanItNine's email sharing lets you send your daily plan to managers or accountability partners. Recipients don't need an account - they just get a clean summary of your tasks.
Pro Tips from Power Users
Plan Your 1-3-5 the Night Before
The most effective users plan their 9 tasks at the end of the workday, not the start. This lets your subconscious work on problems overnight and eliminates morning decision fatigue. You'll hit the ground running instead of spending your peak energy deciding what to do. Some power users even sketch out ideas a day or two ahead, letting tasks flow into the Outliner as they come to mind.
Batch Your Small Tasks
Group your 5 small tasks into a single 45-minute block rather than scattering them throughout the day. Handle all your quick emails, calls, and admin work in one focused session. This prevents context-switching and protects your deep work time for the Big Task.
Pair It with the Pomodoro Technique
Use 25-minute Pomodoro sessions for your Big Task and Medium tasks. The combination is powerful: the 1-3-5 method tells you what to work on, while Pomodoro tells you how to work on it. Two Pomodoros often complete a Medium task; four to six tackle most Big Tasks.
Use the "2-Minute Rule" for Surprise Tasks
When unexpected requests pop up, apply David Allen's rule: if it takes less than 2 minutes, do it now. If it takes longer, add it to your Outliner for tomorrow's planning. This keeps your 1-3-5 protected while ensuring nothing falls through the cracks.
Use the Daily Note for Context
Capture quick thoughts, blockers, and wins in your Daily Note as you work. Jot down why a task took longer than expected or what you learned from completing your Big Task. These notes become invaluable when planning future days and help you spot patterns in your productivity.
Ready to Try the 1-3-5 Method?
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