What is the Action Priority Matrix?
What is the Action Priority Matrix?
Definition: The Action Priority Matrix is a model that helps people prioritise work by categorising tasks according to their potential Impact and the Effort required.
How Action Priority Matrix Works.
The Matrix works by measuring tasks against two criteria:
"Impact" which refers to the pleasurable consequences that are gained if the task is completed, or the painful consequences we must suffer if the task is ignored.
"Effort" which refers to the difficulty of the task and therefore, the time investment necessary to achieve the task.
How to Use the Action Priority Matrix.
Think of all your tasks and judge each by its Impact (which are the consequences if either done or ignored) and its Effort, (the difficulty and time needed to complete the task).
Plot each task on the Matrix according to its Impact-Effort score.
Then prioritise tasks according to the following principles:
- Work Q1 "Major projects" tasks as much as possible, since they are high value and they take a long time to complete, so you cannot afford to procrastinate on them.
- Whenever you can, do Q2 "Quick wins" tasks, since they too, are High Impact Value, and can be done quickly.
- Delegate Q3 "Thankless tasks" to people who are paid less than you are, since these tasks are of lower Impact value. If you cannot delegate the task, then do only the minimum needed to satisfy the requirements of the task.
- Consider not doing the Q4 "Fill ins" activity, or delegate them (since they are of low Impact-value). Use the time saved to crack-on with your "Major Projects" tasks.
Many people procrastinate on their "Major Projects" work because it is complex and difficult. Instead of doing the right thing they "get busy" doing lower value, easy work.
They tick-off many things on their "to do list" and then kid themselves they have had a "productive day", doing many easy, trivial tasks, whilst putting-off the more difficult, important tasks.
Remember that the "high value" QI and Q2 work should take priority over lower Impact value Q3 and Q4 work.
Time Management Training
Learn more about effective prioritisation, planning, delegation, goal setting and more, on our popular one-day Time Management Course.
Blogs by Email
Do you want to receive an email whenever we post a new blog? The blogs contain article 5-10 minutes long - ideal for reading during your coffee break!
Further Reading in Time Management
-
Why are some meetings a waste of time?
Do you feel meetings are a waste of time? Here are some tips to help you decide whether a meeting should be held and an app to help you calculate the approximate cost of the meeting.
Read Article > -
What is the Pomodoro Technique?
The Pomodoro Technique is a time management technique; the purpose of which is to increase work efficiency, maximise concentration and minimize mental fatigue.
Read Article > -
How can I better delegate
Delegation is vital because you cannot do it all. You don't have the time, the energy, or the knowledge to do it all. And even if you did, you should still delegate some tasks as a means of training others and developing their range of skills.
Read Article > -
How do you judge what is "important"?
We all agree that we should do the most important things first. But what we cannot agree upon is: HOW to determine what are the “most important things”.
Read Article > -
How to plan your time effectively
Good Time Planning Planning ahead (in writing) is one of the keys to personal effectiveness. You need to plan ahead. Failure to plan ahead would force you into the position of acting without a plan, meaning; you would be making it up as you go along, which would mean that you...
Read Article >
Looking for Time Management Training?
If you're looking to develop your Time Management Skills, you may find this Time Management Training Course beneficial:
Open Training Course Pricing and Availability
Next Open Course Starts in 4 days, London - Central, places available