What Is the 1-3-5 Rule? Example & Free Daily Template
The 1-3-5 rule is a simple daily productivity method that limits your to-do list to one big task, three medium tasks, and five small tasks. By setting a maximum of nine tasks per day, it helps prevent overload while ensuring meaningful progress on your most important work.
Instead of trying to complete everything, the 1-3-5 rule forces you to prioritize what truly matters and balance deep work with quick wins. Most people understand the rule in theory. Here’s what it looks like in practice.
💡 How the 1-3-5 Rule Looks in Practice
Most people understand the rule in theory. Here’s what it looks like in practice.
1 Big Task
- Finalize client proposal and send for approval (deep focus: 2–3 hrs)
3 Medium Tasks
- Review analytics
- Prepare slides
- Outline content
5 Small Tasks
- Reply to emails
- Update CRM
- Schedule meeting
- Approve invoice
- Organize files
What this example shows:
- One major outcome anchors the day.
- Medium tasks ensure forward progress.
- Small tasks prevent minor work from accumulating.
- The total workload stays achievable.
The goal isn’t to finish everything — it’s to finish what matters most. Whether you’re balancing a busy workday or working on personal growth, the 1-3-5 Rule helps you prioritize effectively and make meaningful progress every day.
Download your free 1-3-5 to-do list template here
Streamline Productivity with the 1-3-5 Rule
Why the 1-3-5 Rule Works
The strength of the 1-3-5 rule isn’t just in limiting tasks — it’s in reducing cognitive overload and forcing intentional prioritization. Here’s why it’s effective:
- It limits decision fatigue. You define your day before it starts, reducing constant re-prioritizing.
- It creates one clear outcome. The “1” ensures your most meaningful work doesn’t get buried under busywork.
- It balances depth and momentum. Medium tasks move projects forward, while small tasks prevent admin buildup.
- It sets realistic boundaries. Nine tasks maximum keeps your workload achievable.
Instead of reacting to your to-do list, the 1-3-5 rule makes your day outcome-driven.
How to Set Up the 1-3-5 Rule
You can structure your day in under five minutes:
- Capture everything. List all tasks without prioritizing.
- Choose your “1.” Select the single task that would make the day successful if completed.
- Pick your “3.” Choose three meaningful tasks that move active work forward.
- Add your “5.” Select five quick tasks under 20 minutes each.
- Check your calendar. Make sure your plan fits your available time.
How to Size Tasks Correctly
The 1-3-5 rule only works if tasks are sized realistically. Use this as a guideline:
- Big task: 2–4 hours of focused work.
- Medium task: 30–90 minutes.
- Small task: 5–20 minutes.
If a task regularly exceeds these ranges, it likely belongs in a different category. The rule is about balance — not arbitrary numbers.
Visual Overview of the 1-3-5 Structure
Here’s how the rule organizes your workload:
When the 1-3-5 Rule Doesn’t Work
The 1-3-5 rule is powerful — but it’s not perfect for every situation.
It may struggle in:
- Highly reactive roles (support, operations, on-call work)
- Crisis days where priorities shift hourly
- Team-dependent workflows with constant external inputs
- Overloaded schedules where deep work time doesn’t exist
If that’s your reality, adapt it:
- Try a 1-2-3 version on busy days.
- Use it weekly instead of daily.
- Combine it with time blocking for more structure.
The rule is a framework — not a rigid constraint.
Adjusting the 1-3-5 Rule to Different Workdays
| Workday Type | Suggested Version | Reason |
|---|---|---|
| Normal workload | 1-3-5 | Balanced execution |
| Meeting-heavy day | 1-2-5 | Protect focus time |
| High-pressure deadline | 1-2-2 | Avoid overload |
| Deep-focus day | 1-2-0 | Maximize uninterrupted work |
How to Use the 1-3-5 Rule in Task Management Apps
You can apply the 1-3-5 structure in almost any digital tool.
- Use priority labels to mark your “1.”
- Group the “3” medium tasks under the same project.
- Keep small tasks in a dedicated “quick wins” section.
- Review and reset the structure daily.
👉 Whether you use Todoist, Notion, Asana, or a simple notes app, the key is intentional grouping — not the tool itself.
How the 1-3-5 Rule Strengthens Your Project Workflow
The 1-3-5 rule isn’t just a personal productivity trick—it’s a powerful approach for structuring project work more clearly. By choosing one major task, three medium tasks, and five quick wins, you create a daily plan that aligns naturally with the way high-performing teams organize their projects.
This method helps you break down large deliverables into manageable pieces, making it easier to stay on track and avoid the overwhelm that often slows projects down. It also improves team visibility, since prioritizing tasks in this format clarifies what needs attention now and what can wait.
If you’re working within a structured workflow, the rule pairs especially well with modern project management practices like:
- Project tracking to follow progress as tasks move from planned to completed stages throughout the week.
- Project reporting to see how these daily priorities impact timelines, workloads, and outcomes.
- Project templates for repeatable workflows so your team can start each project with a consistent structure and avoid reinventing the wheel.
- Profitability and resource insights that help ensure the time you invest in your “1 big task” actually moves the project forward in a meaningful way.
👉 When you combine the simplicity of the 1-3-5 rule with the right project management software, project planning becomes more strategic, more organized, and far easier to execute across your team.
How the 1-3-5 Rule Improves Daily Execution
The 1-3-5 rule improves daily execution by introducing structure without complexity. By defining one major priority, three meaningful tasks, and five small actions, you reduce overcommitment while maintaining steady progress throughout the day.
Instead of reacting to an overloaded task list, you commit to a realistic workload and execute with clarity. The result is not more activity — but more consistent, focused completion.
