What is it?

Prioritization Matrix is a visual tool that compares the relative merits of alternative actions.
It helps teams evaluate and agree which ideas, opportunities, or solutions should move forward.

Why is it useful?

• Quickly shortlists and prioritises a large number of items.
• Generates group consensus without lengthy debate.
• Provides a simple visual reference for deciding where to focus.

Objectives

• To prioritise the relative merits of alternative actions using a visual tool.
• To help shortlist the best candidates to take forward.
• To quickly generate consensus among the group on what matters most.

When would you use it?

• Whenever you need to prioritise a large number of ideas, opportunities, or solutions.
• Works best with small to medium groups (up to 10 people).

Resources Required

• A willing group (max 10 participants for best results).
• Large blank paper (approx. 1m x 1m) on a wall.
• Post-it notes and marker pens (one per participant, plus spares).
• Open standing space (no tables or chairs).
• Sticky dots (optional, for voting).

Rules

• Do a quick evaluation first – no lengthy debate.
• Ratings are relative, not absolute.
• Moderate positions after everything is placed.
• Draw the prioritisation sector last.
• Always end with action planning.

Process

1. Explain the purpose

• Facilitator introduces the business objective and what the team is aiming to achieve.

2. Brainstorm candidates

• Generate a list of possible actions, ideas, or solutions.
• Write each one on a separate Post-it.

3. Rate each item

Use a 1–4 scale for:

• Impact: If we did this, how much would it help us achieve the objective? (1 = Low, 4 = High)
• Do-ability: How easy would this be to do? (1 = Hard, 4 = Easy)

4. Place on the matrix

• Stick each item in the relevant quadrant based on its scores.
• Moderate their positions to get a sensible distribution.

5. Draw prioritisation sector

• Mark out a top-right sector of the matrix for the “high impact + easy to do” items.
• These are the priorities.

6. Action planning

• Agree quick actions for the high-priority items.
• Assign responsibilities and dates.

Tips for the phases

• Brainstorming: Have the idea owner write their own Post-it to boost ownership.
• Prioritisation: Push for quick consensus – don’t allow long debate.
• Shortlisting: Adjust the size of the top-right sector so it only includes a manageable number of items.
• Action Planning: Work quickly. Allocate owners and deadlines for each action.

How to prioritise issues (not solutions)

• Replace “Do-ability” with Desirability: How compelling is the will to change?
• Remember:
  • Impact = rational benefit.
  • Desirability = emotional and political will.
• Both are needed for successful change.

Secret Sauce

• Draw the prioritisation sector last to avoid biasing the group.
• For more rigour, break down “Do-ability” into cost, effort, and risk. Weight each, then calculate a score for each item.
• Keep the process high-energy and visual – it works best standing, not sitting.