The Jar of Life Analogy for Organizational and Personal Success
As a leader, it’s easy to feel overwhelmed and unsure when it comes to prioritizing tasks. This is especially true for those who are passionate about their work and want to make a meaningful impact. However, it’s essential to remember that focusing on the most critical tasks will ultimately lead to success.
Recently, I had a conversation with one of my board members at the Northern California Herpetological Society. They were feeling burnt out and confused about what their role was and what they should prioritize- something we can all relate to. In response, I introduced the “Jar of Life” analogy, which can be applied to any organization, business, or individual.
The Jar
The jar represents the organization and its mission statement, and each member of the team has a role to play in filling the jar. In order for the organization to be a success, the “jar” must be filled! However, more importantly, you and your team must decide what to fill it with!
An organization and individual has three major categories to fill the jar with. Ping Pong Balls which represent critical tasks, Beads that represent important, but secondary tasks, and Sand that make up smaller details that round out the jar.
The most important concept to remember is that the Ping Pong Balls need to go into the jar first. If you place the Sand or Beads first, you will have less space to fit in what is MOST important. Prioritize the Ping Pong Balls, then fill in the cracks with the finer details!
Ping Pong Balls
The Ping Pong Balls represent the most critical tasks that need to be completed.
These are the tasks that need to be prioritized and completed before anything else. They’re the tasks that move the needle forward and need to be completed at the end of the day! For example, the Event Director needs to plan the monthly meetings. The Secretary needs to create the meeting minutes. While the Membership Director has to manage relationships with donors. Every person has Ping Pong Ball level tasks- identify and do them!
The Pareto Principle, also known as the 80/20 Rule, states that 20% of tasks make up 80% of the job. That means that just a SMALL amount of tasks create the most impact in your life or organization! Therefore, it’s essential to determine what the Ping Pong Balls are for each officer or employee and communicate them consistently with everyone. This will ensure that you and your teammates focus on the most important tasks- the 20% of tasks that will “fill” the jar 80%, which will lead to doing more for the organization.
By determining the critical tasks for the organization, you will be able to help your team, and yourself, prioritize the “to do list.” When time is short, or the day is running long, just knowing what the priorities are will help ground you and your team.
Instead of giving yourself “busy work” to fill space, determine what tasks will move you the furthest toward your goals. For example, instead of spending hours on your email signature (yes, I consider that small), spend that time building standard operating procedures, strategizing, or building relationships with those around you.
The Beads
The Beads represent smaller tasks that complement the Ping Pong Balls.
While the Beads may not be the most critical tasks, they are still essential to the success of an organization. These tasks are typically smaller in scope and require less time and resources than the Ping Pong Balls, however, they have a significant impact on the overall success of the organization or individual.
For example, creating engaging social media can help to increase visibility to your organization. While this is an important task, a “Ping Pong Ball Level” predecessor would be to determine what your goal with social media is!
The Sand
The sand represents the smallest details that fill in all of the gaps, ensuring that the organization runs smoothly and efficiently. While these tasks may seem insignificant compared to the ping pong balls and beads, they are still crucial to the success of the organization.
Tasks like organizing office supplies, sending thank-you notes to donors and customers, and updating the organization’s website may not directly contribute to the mission, but they are important for maintaining a professional image and showing appreciation to supporters.
I am not saying these are not important! They really make the experience of your business, or life, worth remembering. For example: creating that social media post. Making the post is a Pebble level task, while making it 100% perfect for the algorithm and the content flawless is a sand level task. It’s important to make the post as nice as possible, but it’s important to MAKE the post regardless. Focusing on the Sand level tasks can lead to “Analysis Paralysis” which hinders ALL progress forward.
By completing the sand tasks last, after the more critical tasks have been taken care of, you can ensure that you’re maximizing your time and resources while still paying attention to the smaller details that can make a big impact.
How do I implement this?
You may find yourself thinking “Great! I get it! But how do I determine what is a ping pong ball or a grain of sand?” To that I would say “Talk to your team and figure it out!” or “Talk to your coach and figure it out!”
It’s important to have an ongoing conversation with each member of the team, and yourself, to ensure the organization is moving forward.
Approach these conversations with your peers and self with a mentality of curiosity. If you go in with judgment, fear, or assumptions, progress and communication will be difficult. By approaching the conversation with an open mind, you can work collaboratively to achieve the organization’s goals and ensure that everyone is working towards the same objectives.
Conclusion
By prioritizing tasks starting at the most critical, the ping pong balls, before moving on to smaller tasks, such as the beads and the sand, you can ensure that you’re making the most significant impact possible and working towards achieving your organization’s mission. Ensure the Ping Pong Ball level tasks get attention first, then fill in the rest of the jar with the finer details.
Remember to approach these conversations with curiosity, and you’ll be well on your way to success.
If you are a leader looking to take your organization to the next level, consider working with us! With our 12-week coaching program “The Person Behind the Mission” we will focus on YOU as an individual. “You can’t pour from an empty cup.” That’s why we will work with you to “fill your cup” so you can pour unto others.