Priority Matrix Template

Identify what issues are urgent and keep track of any matters that require follow-ups.

About the Priority Matrix template

What is a priority matrix?

A priority matrix is a tool used to prioritize work categorically and inform decision-making & time management. It’s a useful tool because the simple framework can be applied to all types of work, whether it be business processes, project-based or operational. Priority matrices start in a simple format but can be customized depending on your needs. Most organizations prioritize by impact (low, medium, high), level of effort, and urgency.

When to use a priority matrix

A priority matrix is a management tool for people who need a little more than a basic to-do list, and it can be valuable for project management and project prioritization. The 2x2 matrix is designed to help you determine what tasks are critical so you can first focus on the most urgent needs.

A variety of factors might influence the urgency or importance of a task on your list. For example, if you must complete a task that directly affects customer satisfaction, that task is probably high urgency and high priority. However, if you must complete a task that could make your customers happier in the future, that task is probably low urgency but high priority.

How to make a priority matrix

Go through your list of tasks and sort each one into a quadrant. Here’s how to think about each quadrant:

  • Quadrant I is for the most urgent, important deadlines.

  • Quadrant II is for long-term strategizing and development, tasks that are not urgent, but are still important.

  • Quadrant III is for urgent but not important tasks, is for time-pressured distractions that still must be done immediately.

  • Quadrant IV is for the kind of tasks that yield little value, if any.

Analyze your daily or weekly activities and assign issues to the appropriate quadrant in the criteria matrix before evaluating where you need to make changes.

Create your own priority matrix

Miro’s whiteboard tool is the perfect canvas to create and share your priority matrix. Get started by selecting this Prioritization Matrix template.

1. Use the Miro Template

Open this Miro template to get started! In the board, list the tasks you want your team to accomplish.

2. Think about each task

Ask yourself the following question for each task: What are the consequences of not accomplishing this task?

3. Prioritize tasks

Based on that information, categorize each list item as “high priority” or “low priority.”

4. Assign an urgency to the tasks

Now further divide the tasks in each category into two sub-categories: “high urgency” and “low urgency.” You should now have four lists.

5. Assign values

Assign values between 1 and 4 to each option, where lower numbers mean the task is higher priority.

6. Place on the matrix

Sort the options into your matrix. Once completed, share your priorities with necessary stakeholders.

FAQs about priority matrix template

How do you create a priority matrix?

To create a priority matrix, your first need to create a list of tasks-to-be-done. Once you have this list, you have to start prioritizing tasks based on the importance of the task and the urgency of the task. Once everything is assigned a value, you then place the tasks on the matrix.

How do you use a priority matrix?

A priority matrix is a decision-making tool used to divide tasks into different categories by urgency and importance. Classifying tasks this way is helpful in honing in on your priorities and making sure that you allocate your time in the most efficient manner.

Priority Matrix Template

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