How to conduct a prioritization workshop?

When?

Generally, the prioritization workshop is conducted:

• before starting a project

• after research synthesis when a list of requirements is in place

• after design is delivered but development is yet to start

• periodically for reviewing project backlog

Getting Started

In any project, many activities or requirements get piled up from time to time. The project could be at risk if these activities are committed but not delivered on time. The project could even fail without appropriate planning. Here, the prioritization workshop comes into picture.

Prioritization workshop is a useful tool for teams to come together and collaboratively decide which projects or tasks are the most important to focus on or should be prioritized. 

Prioritization Frameworks

Different frameworks are used in prioritizing work items. Based on the available information and what can be evaluated, a framework can be chosen.

A few popular frameworks are:

1. Value-Effort Matrix: 

• This matrix helps individuals or teams prioritize tasks or projects based on their relative value and effort required. It is also known as the value effort quadrant or value effort analysis.

• This matrix categorizes tasks into four quadrants, based on their value and efforts required. The four quadrants are:

  • Quick Wins: Tasks that require low effort but have high value or impact are given high priority.

  • Major Projects: Tasks that require high effort and have a high value or impact are given good priority.

  • Fill-Ins: Tasks that require low effort and have low value or impact are given least priority.

  • Thankless Tasks: Tasks that require high effort but have low value or impact are given less priority.

 

2. RICE Method: 

• RICE method is evaluating work items based on reach, impact, confidence and effort.

• This framework helps teams prioritize projects that have the biggest potential impact with the least amount of effort.

• Tasks that score high on reach, impact, confidence and can be executed with relatively low effort get the highest priority.

3. Eisenhower Matrix

• This framework categorizes tasks into four quadrants based on their urgency and importance, helping individuals prioritize tasks that are both urgent and important first.

• Tasks that are both urgent and important are given highest priority.

• Tasks that are neither urgent nor important are given the lowest priority or skipped.

4. MOSCOW Method

• This framework categorizes tasks into four categories: Must-haves, should-haves, could-haves, and won’t-haves.

• It helps teams prioritize tasks based on their level of importance and impact.

How to?

1. Define the objective: Begin by clearly defining the objective of the prioritization workshop. This could be to prioritize a set of projects, tasks, or initiatives, or to identify key areas for improvement. Make sure everyone understands the objective and the expected outcome.

2. Determine the criteria: Establish the criteria to be used to evaluate and prioritize the projects or tasks. This could be based on factors like urgency, impact, cost, required resources, or strategic alignment.

3. Gather input: Gather input from all team members on the projects or tasks to be prioritized. This could include a list of all proposed projects or tasks, along with any relevant information about each.

4. Discuss and evaluate: Facilitate a discussion among the team to evaluate each project or task against the established criteria. Encourage open and honest discussion and ensure everyone has an opportunity to contribute their thoughts and ideas.

5. Score and rank: Use a scoring system or ranking method to assign a score or rank to each project or task based on how well it meets the established criteria.

6. Review and finalize: Review the results of the prioritization exercise and finalize the list of prioritized projects or tasks. Make sure everyone agrees with the outcome and understands the rationale behind the prioritization.

7. Develop action plan: Develop an action plan for the prioritized projects or tasks, including timelines, resource allocation, and any necessary next steps.

8. Follow-up: Schedule regular followup meetings to track progress and ensure that the prioritized projects or tasks are on track to achieve their goals.

Remember to stay focused on the objective of the workshop and encourage active prioritization from all team members. Prioritization workshops can be a powerful tool for aligning team priorities and ensuring that resources are allocated to the most important initiatives.

Do’s & Don'ts

 

Do’s	Don’ts
Communicate Consider priorities of all stakeholders User learnings from other projects Work towards consensus Each activity should have a start and end date.	Don’t skip any items Don’t ignore any limitations or constraints Don’t prioritize everything Don’t overcommit in any way Don’t take responsibility of possible uncertainties

 

Templates 

• Priority Matrix Template from Miro <https://miro.com/templates/priority-matrix/> 

• 2x2 Prioritization Matrix Template by Mural <https://www.mural.co/templates/2x2-prioritization-matrix> 

• RICE Prioritization Template from Miro <https://miro.com/templates/rice/> 

• RICE prioritisation template from Figma <https://www.figma.com/templates/rice-prioritization-template/> 

Suggested Tools 

• Whiteboard & Markers

• Post-its

• Office365

• Google Spreadsheets

References 

• Using Prioritization Matrices to Inform UX Decisions from NN Group <https://www.nngroup.com/articles/prioritization-matrices/>

• 5 UX Workshops and When to Use Them: A Cheat Sheet from NN Group <https://www.nngroup.com/articles/5-ux-workshops/#:~:text=The%20goal%20of%20a%20prioritization,or%20user%20groups%20to%20prioritize> 

• RICE Scoring Model from ProductPlan <https://www.productplan.com/glossary/rice-scoring-model/#:~:text=The%20RICE%20scoring%20model%20is,impact%2C%20confidence%2C%20and%20effort.> 

• RICE: Simple prioritization for product managers from Intercom <https://www.intercom.com/blog/rice-simple-prioritization-for-product-managers/> 

• Eisenhower Matrix from Product Plan <https://www.productplan.com/glossary/eisenhower-matrix/> 

• 5 Prioritization Methods in UX Roadmapping from NN Group <https://www.nngroup.com/articles/prioritization-methods/> 
  
  

Other Related Best Practices

• Planning Workshop