A barking dog, a loud bang, a frantic thought, a phone notification-instances when you can’t help but pay attention are labeled as bottom-up. Bottom-up focus is reactionary: It happens when something disrupts your thought process and steals your focus. Psychologists call this selective attention-the brain’s natural tendency of filtering out unnecessary information, as it is constantly taking in and working through information.Ĭognitive scientists categorize selective attention into two forms: bottom-up and top-down. Setting a priority list or mapping out a priority chart takes advantage of your brain’s hard wiring ability to focus on the most important tasks at hand. No matter how engaged, invested, and detail-oriented you may be, it’s impossible to execute every task with the same level of attention-it’s also not necessary. The science behind why the priority matrix works Priority Matrix (Click on image to modify online) However, with a clear understanding of how to prioritize each type of tasks, you can make the most of your time and opportunities. But most project and operation managers will need to juggle tasks in each section of the quadrant. Ideally, your project schedule will be full of “quick win” tasks. Whenever possible, try to avoid adding these tasks to your schedule so they don’t distract from more high-value work.Īpproach: Do these tasks later, or try to eliminate them entirely. Type of project: These are time-consuming tasks with little impact on business ROI. Quadrant 4: Thankless tasks (Low impact, high effort) These are filler tasks that can be easily deprioritized or delegated.Īpproach: Delegate or decline these tasks. Type of project: Less important tasks with loose deadlines. Quadrant 3: Fill-ins (Low impact, low effort) These tasks will move the needle, but as they aren’t time-sensitive, they are often neglected or deprioritized.Īpproach: Set deadlines and build checkpoints into your schedule. Type of project: High-value tasks without clear, firm deadlines.

Quadrant 2: Major projects (High impact, high effort) Tasks that fall in this quadrant are both critical and urgent to complete.Īpproach: Do these tasks first. Type of project: High-value tasks and unforeseen or procrastinated projects. Quadrant 1: Quick wins (High impact, low effort) Let’s break down each quadrant of the matrix. However, priority matrix project management is geared more toward project and operations managers who need to manage larger initiatives and teams and make production schedules more efficient to maximize on ROI. This matrix is very similar in structure and practice to the Eisenhower matrix, which is very useful to manage personal tasks and prioritize time wisely.

Based on the four time management quadrants developed by notable business leader Stephen Covey, this prioritization matrix breaks tasks out into two dimensions: urgency and importance, impact and effort. Priority matrix example (Click on image to modify online)Ī priority matrix is a powerful time and project management tool that can help you focus on what matters most and keep critical projects on track. In this article, we’ll define what a priority matrix is, why it works, and how to implement it in your business. With a clear way of charting out priorities, this model can help your productivity and execution can go from efficient to extraordinary. One of the most important tools to help you weigh these factors and determine which tasks and projects to complete first is a priority matrix. Prioritization is based on a variety of factors: time sensitivity, importance, monetary or energetic cost, necessity to a subsequent task, etc. One of the most important aspects of execution is prioritization-knowing what to work on, when to work on it, and when to put it aside for something more pressing. Setting goals and meeting deadlines will help your company build both steady growth and a reliable reputation with consumers, partners, and stakeholders.Įxecution, while simple in theory, requires a disciplined mindset that may not come easily to all but can be learned. To achieve success and outpace your competition, your execution needs to be top notch. It’s not enough to have a great concept, a great team, and great tools. The mark of any successful endeavor is built on not only excellent ideas, but excellent execution.

Priority matrix quadrants