A 2x2 prioritization matrix is a tool I’ve used to help product teams prioritise product backlog items (PBIs). It’s based on two criteria or dimensions - in this case, effort and impact. The matrix has four quadrants, and it is commonly used in product backlog management for decision-making; but can be used in a multitude of ways by simply changing the the criteria axis. Here's how to use it:
Step 1: Identify the two criteria:
The two criteria to be used in this case are "effort" and "impact." Effort refers to the amount of time, energy, or resources required to complete a task or project. Impact refers to the potential positive outcome or benefit that could result from completing the PBI.
Step 2: Create the matrix:
Draw a 2x2 matrix with "effort" on the horizontal axis and "impact" on the vertical axis. Label the four quadrants based on the combination of the two criteria. For example, the top left quadrant could be labeled "high impact, low effort (aka low-hanging fruit," while the bottom right quadrant could be labeled "low impact, high effort (waste of time)."
Step 3: Prioritize your PBIs.
Now, list your PBIs and place them in the appropriate quadrant based on their score for each of the two criteria. For example, a task that requires little effort but has a high potential impact should go in the "high impact, low effort" quadrant, while a task that requires a lot of effort but has a low potential impact should go in the "low impact, high effort" quadrant.
Step 4: Provide level of confidence and evidence:
When someone places an item on the matrix, it is essential to provide some opinion regarding confidence and evidence to support their placement. This means they should be able to explain why they placed the item in a particular quadrant based on the evidence they have available. This provides transparency and ensures that everyone understands the rationale behind the prioritisation.
The benefits of using a 2x2 prioritization matrix are that it provides a visual representation of tasks and to prioritise the work for a team to do based on potential value of an outcome and effort required to realise that value. It reduces decision-making time by simplifying the process. By providing confidence and evidence, it also helps to ensure that everyone is aligned and understands the rationale behind the prioritisation, which can increase collaboration and teamwork.
This exercise works well following the Note & Vote workshop model (see previous blog).
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