Prioritization refers to the ranking of the processes required by the degree of importance and significance. The goal is to motivate the focus of the main thing. This leads to increased performance and even relieves unnecessary anxiety.
Prioritization of tasks develops optimal algorithms for execution in order to maximize efficiency with limited resources.
Modern dynamics, process speeds, huge information arrays and flows create problems of many tasks, and difficulties in choosing and prioritizing. That’s why prioritization is so important. By focusing on the main tasks and eliminating secondary problems, success can be achieved in various fields and at all levels – from effective management of global projects to improving personal effectiveness.
This review will cover many popular and effective methods of prioritizing tasks, models, and priority allocation tools.
What is task prioritization and why is it needed?
With prioritization, existing and intended goals and problems are distributed by different algorithms according to criteria of primary and then decreasing importance. After that, it is always clear what needs to be done first here and now, and what will remain in the background or will be next.
The process of prioritizing differs from the simple compilation of a list in that it has a strict order of execution according to the degree of importance. This is not on the lists, and if the order on the list is fulfilled, then according to other criteria: time, alphabet, physical and technical parameters, and so on. And this has nothing to do with the effectiveness of the task.
Highlighting the main areas will bring key benefits. It will help:
- Focus. To make the goal effective. To eliminate minor tasks and everyday problems, to fulfill the main thing.
- Achieve a balance between professional and personal.
- Increase productivity. Skillfully use internal resources.
- Minimize stress, with no fuss.
- Concentrate and find motivation.
Prioritization significantly affects business results: the allocation of human and financial resources is optimized, risks are reduced – when a task has a deadline, it has a high priority, and deadlines are not missed. Important strategic results are being achieved.
Team effectiveness is significantly improved: improved quality of execution, coherence, increased effectiveness, and maximum benefit.
Classical prioritization methods
When asking which method of prioritizing tasks is most effective, it is necessary to take into account the goals and scope of application. Here are really applicable ways to prioritize practical applications in different areas of activity and business.
The Eisenhower Matrix
The matrix evaluates cases by two parameters: importance and urgency. It all has four cells, which are characterized vertically (columns) – important and unimportant, and horizontally (rows) – urgent and not urgent. Accordingly, there are four types of tasks.:
- A. Important, urgent. They require immediate execution.
- Q. It is important, but not urgent. It must be included in the plan.
- S. It’s not important, but it’s urgent. Tasks that can be delegated.
- D. Unimportant and non-urgent. Such cases can be excluded from the work plans.
An example of use may be as follows. The manager has tasks in the plan, which he distributes in this way:
- The preparation of an important monthly report is overdue. It must be done immediately.
- A call with a partner is important, but without a specific deadline, it is postponed for a couple of days.
- Making a plan for the next month. This is urgent, but of medium importance. The execution is entrusted to the employee.
- Writing a profile article is postponed because it is not important and not urgent right now.
How to use the matrix:
- In the to-do list, evaluate each one as important and urgent.
- Form a square matrix.
- Perform tasks according to the elements of the matrix: from A to D.
The advantages of the matrix are simplicity, clear distribution, the ability to delegate tasks, and long–term planning.
Cons – not all cases are classified according to such criteria, there are no intermediate values, it is difficult to assess the importance, subjectivity of assessments, and the need for regular reviews.
The ABC method
In this way, cases are evaluated according to one vector – the level of importance in three categories:
- A is this category of the most significant cases, forming the main part of the result – 70% of it.
- B – medium-important tasks that contribute 20% to the result.
- C – the remaining minor cases – they account for 10% of the total amount of work.
How to use it:
- Collect the tasks in the list. Rate each one according to their contribution.
- Sort them into categories.
- Perform category A.
For example, a self-employed person has received many job offers. Without having time, you need to choose more efficient ones:
- To develop a corporate website will bring 70% of earnings in the period under review.
- To issue an application to a startup will bring 20% in potential income.
- Send posts in social media profiles – 10%.
From the list, you can see the task that needs to be taken on immediately. Of the remaining ones, delegate one and transfer the other.
Pros – a simple, reliable and versatile way.
The disadvantages are one–dimensionality, there is no consideration of qualitative indicators and external factors, isolation without interconnections.
The MoSCoW method
The name of the method is an abbreviation of words in English, which in translation mean: obligation, desirability, opportunity, uselessness to perform. According to these characteristics, you need to identify all cases in the list. For example, we got a list:
- M – launch an SEO promotion system for a new product.
- S – train staff to maintain the system on their own.
- C – update the content on the website.
- W – prepare a chess tournament in the company within a month.
The assignment has already shown their importance, and the tournament can be postponed.
The advantages are a focus on the main thing, optimal distribution, visibility, and a filter for unnecessary positions.
The disadvantages are subjectivity, no long–term vision, and little flexibility.
The Ivy Lee Method
The method consists in making a list with a fixed number of cases, arranged according to importance, and maintaining it with constant updating. The principle of operation:
- Identify the six most important tasks for tomorrow, ranking them by importance.
- A new day begins with the first case. It runs to the end only after that you can move on to a new task.
- When the day is over, add up to six new tasks to the list. Arrange them according to their importance. Perform again tomorrow.
An example of implementing a method based on a compiled list:
- Preparation of the quarterly report.
- Interview with a candidate for a job.
- Approval of the advertising budget.
- Publishing a blog article.
- Updating the CRM program.
- Weekly planning meeting.
Perform it step by step. Tasks that move on to the next day multiple times need to be delegated or canceled.
Pros – increases productivity and develops discipline, reduces stress, brings awareness and satisfaction while improving the quality of performance.
Cons – there is a lack of detail, it is difficult to determine the significance.
The two-minute rule
The problem is that tasks that should last about two minutes are performed without delay. In the task lists, important tasks are selected with quick execution, and they are done first.
The advantages are the eradication of procrastination habits, the establishment of an initiative impulse, and habits of action.
Cons are an unnecessary criterion, a waste of time to choose. It makes no sense if there are many of them.
The Pareto principle
The idea is that 20% of the resources spent will result in 80% success. It is necessary to select 20% of the tasks with the maximum planned impact, and concentrate on their implementation.
The advantages are an unambiguous distribution, simple and understandable, and universal application in all directions.
The disadvantages are inaccuracy and approximation, incompleteness of estimates, the risk of misuse, with omission of important nuances.
The Swiss cheese method
In large, heavy projects, the light components are selected and executed first. Gradually, the completed sections break out of the task, leaving free zones like holes in the cheese. Then the work is simplified and made easier.
Pros – facilitates and simplifies time management, eliminates procrastination, and is easy to control.
Cons – irrational and inefficient use of resources, randomness negatively affects the quality. It cannot be used for urgent work.
The tomato Method (Pomodoro Technique)
The task is divided into short time intervals and small breaks between them. This is how concentration on the main tasks is achieved, and secondary tasks are postponed.
The advantages are higher concentration, productivity, and motivation. Stress is reduced, planning is adjusted.
Cons – not all tasks can be limited in time, it is not suitable for creative processes.
Modern prioritization models with calculations
Structural models with detailed mechanism and calculation formulas are considered here.
The RICE model
This model is based on the following indicators that make up its abbreviation: Reach – the volume of customer coverage, Impact – how it affects the process, Confidence – confidence in the correctness of the assessment, Effort – the degree of complexity that requires effort, time, and resources.
The formula is: R * I * C / E = result.
That is, multiplied indicators divided by the resources spent.
The advantages are multifactorial, flexible, and the ability to compare different structures from different fields.
Disadvantages – while supporting solutions, the model is not always logical in its objectivity and conclusions. It takes a lot of time.
The ICE model
Abbreviation: Impact – the degree of influence on the main components; Confidence – the degree of confidence of the team in assessing the impacts, and how easy the implementation is; Ease – the level of simplicity of the project.
These indicators are evaluated on a 10-point priority scale.
The advantages are the speed of assessments, calculated in minutes; simplicity and versatility for different types of tasks.
The disadvantages are human subjectivity in assessments. Third-party experts will be needed for accuracy.
The model is suitable for operational assessments and primary sorting of tasks.
The WSJF model
Explanation of the abbreviation: Weighted Shortest Job First – the weighting of the primary task that caused the minimum costs. That is, priority is given to important, simple tasks. The model determines the order of tasks to be completed, taking into account urgency, significance, risk minimization and duration of execution. The calculations use a series of Fibonacci numbers, in which each element is equal to the two preceding ones in total.
Formula: WSF = Job Size (complexity, amount of work)/Cost of Delay (the price of delays)
This is the most effective and productive model with balanced criteria.
The advantages of the model are the most objective, with accurate estimates and optimized criteria. Universal.
Disadvantages – cumbersome calculations, requires a lot of data.
Applicable where other models don’t work.
Additional techniques and visual techniques
Among the widely popular methods, there are lesser-known but useful techniques. These methods include:
- User Story Mapping is a map that allows you to visually organize tasks by user stories about how they interact with the project. A transparent, flexible way, but time-consuming.
- Opportunity Scoring is a method based on assessing the importance of tasks and user satisfaction with their implementation. It is used in development and IT field.
- Buy-a-Feature – acquire a task, a gamified approach involving stakeholders. It is used to select the most important functions, simulating the purchase of products by users.
- Cost of Delay is a quantitative assessment of delay losses that allows you to assess priorities. It takes into account lost profits, unnecessary expenses, and the degree of risks in terms of timing.
By applying the methods comprehensively, effective prioritization and successful execution can be achieved.
Tools and programs for prioritization
Tools are used to allocate priorities:
- Task managers are used to identify tasks that need to be completed and those that can be postponed.
- Tables are a visual way to select tasks, plan structurally, and delegate tasks.
- Kanban boards are a visual tool that places task cards in priority columns.
- Calendars are tools like Eisenhower matrices that allow you to plan time according to the degree of importance of tasks.
- Intelligence maps – allowing you to visually arrange tasks not in lists, but with mind map maps, drawing a priority order on them.
How to use RICE and ICE in Kaiten (a Russian task management service): enter scoring based on user fields with task maps, indicating the scores in the fields. The results appear in the maps.
How to use RICE and ICE in Bitrix24. The first method shows customer coverage, impact (1-3), credibility as a percentage, and costs in man-days. The result is displayed. The second one shows the impact and hypotheses with implementation.
The listed tools are used for joint assessment of tasks.
How to prioritize tasks in a team
The team allows you to effectively set criteria, and it is important to agree on priorities together. This requires actions.:
- Collecting tasks into one pool, highlighting urgency and defining goals.
- Evaluation of each task by importance, time, and effectiveness.
- Try prioritization methods.
- Create a plan based on the results of prioritization. Assign tasks by assigning days and hours.
- To begin the execution of the most important tasks in a favorable period when there is energy potential.
- Check the changing priority dynamics during the execution.
- Take into account the receipt of unplanned tasks.
- When the schedule is disrupted, delegate some of the tasks to the team.
- As a result, analyze the results and draw conclusions about the effectiveness of the method – use it further, or move on to another one.
The analysis of the results, the choice of tasks and methods should be discussed by the team. The organization of prioritization of backlog tasks within the framework of the project and the management is conducted by a leading specialist, expert, leader. He distributes tasks according to the degree of importance among the team members according to their level of competence.
Typical prioritization errors
When prioritizing tasks, the following errors are typical:
- Confusion between important and urgent. It is necessary to understand that not everything important is urgent, and not everything urgent is important.
- Overestimation of the amount of work to be done. Perform feasible volumes to maintain quality.
- Ignoring long-term goals and unforeseen tasks. When dealing with current affairs, keep strategic goals in mind. You need to set aside time for surprises and cases of additional cases.
- Don’t rethink your priorities. They change over time, and this needs to be monitored.
- Small tasks should not be overlooked. Their accumulation will cause problems.
The exclusion of such errors from the algorithm of the task prioritization system will bring efficiency and purposefulness of execution.
How to choose the appropriate method
The methods should be selected taking into account different conditions.:
- For prioritization, the Eisenhower matrix, ABC.
- Assignments with clients are the RICE method, taking into account coverage.
- MoSCoW is like the Eisenhower matrix, but universal.
- Ivy Lee – for assigning tasks for each day.
- The Eisenhower matrix is used for complex tasks.
- A task tracker for the team.
The Eisenhower Matrix, Ivy Lee, and ABC are the simplest tools. For calculations of complex works, ICE, RICE, and WSJF will be required.
The choice takes into account accuracy, simplicity, and the need for data.
The model should be chosen depending on the maturity of the team and the project.
Conclusion
Prioritization of tasks brings great benefits in business, increases personal and team efficiency, and productivity. For maximum benefit, constantly experiment with methods applied to different conditions.
Final tip: Prioritization is a skill, not a one–time task. It needs to be developed by accumulating experience working with different techniques in different conditions.
