One of the most common dilemma that we face daily in our life is to accomodate the ever growing number of activities within the limited amount of time that we possess. Our "wish list" never tends to cease and is always brimming with ideas, projects, goals, dreams, opportunities and possibilities. We reach a point when every "task" in our "wish list" starts to shout for our attention and our inability to build "priority" leaves us overwhelmed and exhausted !
This is when we may get tempted at ask ourselves - Is there a way to deal with this and find out which item to focus on and which one to discard, because every item in the "wish list" may not be worth our attention/ time / effort ?
Playing with plentiful (of ideas/ tasks) is playful only when we know how to "prioritise" them. We may generate plenty of ideas through Brainstorming, Brain Dump, and other techniques but unless we are able to filter the wanted from the unwanted, we will always be struggling to be productive. In our daily life, it's not difficult to find instances when we struggle to focus and prioritise the tasks on our "to-do" list / "wish" list. To quote a real-life personal example, i find it really challenging when i have to decide which new ideas pertaining to writing, blogging, training or coaching do i work upon because you need to be creative and innovative all the time. During earlier times, i used to randomly pick up the idea and work on it but with not so satisfactory results. There wasn't any logic/ reasoning to my prioritisation of the tasks. But adding few "prioritisation based" productivity tools has really helped me be in better control of things i need to work on . During my previous posts, i have covered a few important "prioritisation focused" productivity tools - Eisenhower Matrix, Pareto Principle, Warrent Buffet 5/ 25 Rule. Here, in this post, i am sharing about another productivity tool from the same category (Prioritisation) that has helped me immensely in making optimum use of my time and other resources. The tool is known as Action Priority Matrix (APM).
Action Priority Matrix (APM)
It's a very simple tool/ technique, more of a visual representation to help us define priority for the tasks at hand. As the name suggests, it's a matrix to help us decide which tasks to act upon and which ones to discard. The other two terms are also self-explanatory - Action stands for Execution and Priority refers to Preference. So, the APM tool/ matrix helps us in deciding the preference for acting on tasks at hand. The tool is also known as Impact-Effort Matrix. Let's study it in detail
APM (Action Priority Matrix) is a 2x2 Matrix with 2 scales - "Effort" on the horizontal axis and "Impact" on the vertical axis. The Matrix is divided into 4 quadrants and based on the scores obtained by each task/ activity on theses 2 scales of Effort and Impact, the activities are plotted in the Matrix and fall in one of the 4 quadrants. The objective is to identify the tasks that give the maximum return with the minimum effort. Let's look at what these 4 quadrants represent -
- Quick Wins (High Impact, Low Effort) - These are the low hanging fruits and provide the best value for little effort. The tasks falling in these activities should be focused upon as much as possible and should always be the priority.
- Major Projects (High Impact, High Effort) - These tasks provide good value/ return but consume lot of time/ effort/ resource. The tasks in these quadrant are second in priority. The strategy for these tasks should be to finish them as early and efficiently so that they do not consume all our energy, time and resources. The key idea is to not let one "Major Project" crowd out too many "Quick Wins" tasks. As soon we finish these tasks, we should release all the effort and resources associated to make them available for the "Quick Wins".
- Fill Ins (Low Impact, Low Effort) - Since these tasks do not create any big value or provide any major return, these could be taken only when some spare time is available else they should be delegated or dropped.
- Thankless Tasks (Low Impact, High Effort) - Because of the little value they provide and high resources they consume, these tasks should be completely dropped to make time available for something better (in terms of tasks).
Steps for using the Action Priority Matrix
- Identify the tasks/ activities to be completed, which could be your "to-do" list, wish list or any other similar list comprising of your tasks/ activities
- Score the identified tasks on scales of Impact and Effort. The scale could be 1-10 (1 standing for lowest and 10 standing for highest)
- Based on the scores obtained, plot the activities in appropriate quadrant in the Matrix
- Prioritize the activities with "Quick Wins" tasks getting the highest priority in terms of time/ effort, followed by "Major Projects". The "Fill Ins" fall in priority only when there's scope for more (after Quick Wins and Major Projects) and "Thankless Tasks" get eliminated.
Few Tips to Remember
- Though "Impact-Effort" scale is used in the original format, a different variant of the scale could also be used, if need be. The "Impact" could be replaced with "Revenue", "Development of certain Skills or Knowledge" or any other measurable entity. Similarly, "Effort" could refer to Time, Money, Man-hours, etc.
- The scale of 1-10 used to score tasks/ activities could also be replaced with any other convenient scale of your choice, such as from A (Low )- E (High).
- Key focus while "proritizing" should be on avoiding the "crowding out" effect, which means not letting the non-priority tasks eat out the resources of the priority tasks.
- Action Priority Matrix may not be the perfect solution to complex problems/ solutions but is always a good starting point
- The Action Priority Matrix has a lot of resemblance with the Eisenhower Matrix, which is based on the Urgent - Important Scale
Application of Action Priority Matrix (APM)
The Matrix has application, not just in area of personal productivity (decision making, problem solving, time management), but also in domains of Healthcare, Product Development, Project Management and Team Building., Among the many benefits of APM, a consensus based approach to problem solving/ decision making is very helpful, where based on a mutually decided set of scales, the "priority" can be arrived at.
During one of the Blog writing campaigns, i used this Matrix and my Quadrants looked like this (as mentioned below)
- Quick Wins - writing a blog post
- Major Projects - writing a book
- Fill Ins - reading blogs beyond the prescribed number
- Thankless Tasks - Browsing the internet with no agenda
So, don't think too much about finding the right context for applying Action Priority Matrix (APM), just start from where you are and with whatever needs to be prioritized or worked upon in sequence.
