If we fail to prioritise tasks in the workplace, things can quickly become unmanageable. In this post, we’ll be showing you how to avoid stress and stay in control using a prioritisation matrix. Find out how it works, why it’s helpful, and how to make one yourself.
A prioritisation matrix, sometimes referred to as a task prioritisation matrix or project prioritisation matrix, is a helpful way of organising tasks and projects by urgency and importance.
The matrix is normally split up into four segments. What you put into these segments/how they’re laid out will depend on the type of template you follow, but most contain tasks of varying priority, mapped out to help you decide what order to do them in.
You can use a prioritisation matrix for all different kinds of tasks; however, they’re particularly useful if you’re:
Keen to create your own prioritisation matrix? A helpful template to follow is the Eisenhower Matrix. For this, you have a total of four outer labels running along the sides. Along the top, you have urgency labels, and down the left-hand side, you have importance labels.
The idea is that each task or project you’re considering gets placed into one of four quadrants based on how urgent and important it is. This helps you to quickly identify what needs your attention now, what can be scheduled for later, what can be delegated, and what might not be worth doing at all. Here’s what it looks like:
Make your own matrix using the following steps:
Step 1: Draw a large square and divide it into four smaller boxes. Label the top left square ‘Urgent’ and the top right square ‘Not Urgent’. Then, label the left-hand side boxes with ‘Important’ at the top and ‘Not Important’ at the bottom.
Step 2: Label each of the four inner boxes (leave space for writing underneath).
Step 3: Next, write down all your tasks, making a list of everything you need to do. Don’t worry about order.
Step 4: Finally, sort each task into the right box using the labels to guide where each task belongs.
Step 5: Check your matrix weekly or whenever your priorities shift. If things have changed, simply create another matrix!
Digitising your matrix: If you prefer to work digitally and don’t have a suitable tool within your company’s CRM or task management software, why not create one in Google Sheets or Excel? Simply drag your quadrants to the appropriate size, add your labels, and input your tasks and projects.
Prefer a pre-made template? The following templates are available to print and download for free:
Keen to try using a prioritisation matrix? Whether you’re managing a team or are an employee struggling to stay on track, there are countless benefits to prioritising properly.
Reduced stress: It’s suggested that prioritising tasks helps to reduce stress by up to 30%. By using a simple framework to guide group priorities, you can avoid the last-minute pressure that comes with wasted time/poorly directed focus and make it easier for everyone to stay calm and in control.
Better decision-making: The beauty of using a matrix to prioritise is that you ultimately make better decisions. In team environments, it can sometimes be difficult to come to joint decisions due to all the differing opinions. With a matrix, it’s easier to rationalise things and make more strategic choices.
Boosted productivity: It’s hard to stay productive and motivated when it’s unclear what your priorities are. By knowing exactly what to do, why you’re doing it, and when it needs to be done, it’s much easier to stay focused and get the work done.
Helpful for neurodivergent staff: Some neurodivergent staff members may find it difficult to know what to prioritise or struggle without enough structure. A prioritisation matrix makes sorting through tasks simple, effective, and less overwhelming. This makes it ideal for employees with ADHD or autism.
Keen to find out more about creating a productive work environment? Along with the free resources above, we have lots of other workplace guides covering tried and tested tools and methods for maintaining happy, focused teams. From information on EAPs to tips for becoming better at delivering and receiving constructive criticism, there’s plenty to explore.
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