Learning Loop Playbooks Learning Loop

Engineering, Product management

Action Priority Matrix

A Priority Matrix is a tool used to prioritize tasks based on urgency and importance.

Also called: Action Priority List, Action Item List, Action Item Matrix, Action Plan Matrix, Action Plan List, Action Priority Matrix, Action Register, Action Tracking Matrix, Activity Priority Matrix, Activity Register, Activity Tracking Matrix, Task Priority Matrix, Task Register, and Task Tracking Matrix

See also: 4 Ds of Time Management, Agile Framework, Agile Manifesto, Agile Principles, Agile Product Development, Agile Product Owner, Agile Program Management Office, Agile Release Train, Product Delivery, Product Manager, ICE Scoring Model, RICE Scoring Model

Relevant metrics: Task Completion Rate, Time to Completion, Cost Efficiency, Quality of Output, and User Satisfaction

In this article

How to calculate Action Priority Matrix: 

APM = (Impact x Urgency) / Effort

What is an Action Priority Matrix?

An Action Priority Matrix is a tool used to help prioritize tasks and activities. It is a visual representation of the relative importance of tasks and activities, and is typically used to help prioritize tasks and activities in order to maximize the impact of limited resources.

The Action Priority Matrix is typically represented as a two-dimensional grid, with the x-axis representing the relative importance of the task or activity, and the y-axis representing the relative difficulty of the task or activity. The importance of the task or activity is typically determined by the impact it will have on the product or user experience, while the difficulty of the task or activity is typically determined by the amount of time and resources required to complete it.

The Action Priority Matrix is used to help prioritize tasks and activities by assigning a score to each task or activity based on its importance and difficulty. The higher the score, the higher the priority of the task or activity. This helps to ensure that the most important and difficult tasks and activities are completed first, while the less important and easier tasks and activities are completed last.

The tool helps ensure that limited resources are used in the most effective way possible and that the most important tasks and activities are completed first, while the less important tasks and activities are completed last.

Where did Action Priority Matrix come from?

The term Action Priority Matrix is a concept developed by Stephen Covey in his book, The 7 Habits of Highly Effective People. The Action Priority Matrix is a tool used to help prioritize tasks and activities based on their importance and urgency. It is a four-quadrant matrix that divides tasks into four categories: urgent and important, not urgent but important, urgent but not important, and not urgent and not important. The idea is to focus on the tasks that are both important and urgent, while delegating or eliminating the tasks that are not important or not urgent. This helps to ensure that the most important tasks are completed first, and that time is not wasted on tasks that are not important. The Action Priority Matrix is a useful tool for managing time and tasks, and can help to ensure that tasks are completed in an efficient and effective manner.

Using an Action Priority Matrix to achieve your goals

The matrix is divided into four quadrants, each representing a different level of importance and urgency. The four quadrants are:

  1. High Priority/High Urgency: These tasks are the most important and need to be completed as soon as possible.
  2. High Priority/Low Urgency: These tasks are important but can be completed at a later date.
  3. Low Priority/High Urgency: These tasks are not as important but need to be completed soon.
  4. Low Priority/Low Urgency: These tasks are the least important and can be completed at a later date.

By assigning tasks to these categories, individuals and teams can quickly and easily identify which tasks are most important and allocate resources accordingly.

Leave no-priority tasks out of the game

Consider adding another level to your importance categorization:

  1. High priority. Tasks that must be completed immediately.
  2. Medium priority. Tasks that should be completed soon.
  3. Low priority. Tasks that can be completed at a later date.
  4. No priority. Tasks that can be ignored.

Identifying tasks to be delegated or outsourced

The Action Priority Matrix is also useful for identifying tasks that can be delegated or outsourced. By assigning tasks to the appropriate category, individuals and teams can quickly and easily identify which tasks can be delegated or outsourced. This allows them to focus their resources on the tasks that are most important and ensure that they are completed in a timely manner.

This categorization allows teams to focus their resources on the tasks that are most important and ensure that they are completed in a timely manner.

Steps to Creating an Action Priority Matrix

Creating an Action Priority Matrix is a simple process that involves the following steps:

  • Identify all tasks and activities that need to be completed
  • Assess the importance and urgency of each task
  • Place each task in the appropriate quadrant of the matrix
  • Prioritize tasks based on their importance and urgency
  • Delegate tasks to other team members
  • Monitor progress and adjust priorities as needed

Benefits of Implementing an Action Priority Matrix

  • Increased Efficiency. An Action Priority Matrix helps to prioritize tasks and activities, allowing teams to focus on the most important tasks first and complete them in the most efficient manner.
  • Improved Communication. By clearly outlining the tasks and activities that need to be completed, an Action Priority Matrix helps to ensure that everyone is on the same page and working towards the same goals.
  • Increased Productivity. By focusing on the most important tasks first, teams can maximize their productivity and get more done in less time.
  • Reduced Stress. By having a clear plan of action, teams can reduce stress and anxiety by knowing exactly what needs to be done and when.
  • Improved Collaboration. An Action Priority Matrix helps to foster collaboration between team members, as everyone is working towards the same goals and objectives.

Challenges of Implementing an Action Priority Matrix

  • Understanding the Process. Implementing an Action Priority Matrix requires a thorough understanding of the process and the ability to identify the most important tasks. This can be difficult for those unfamiliar with the process, as it requires a deep understanding of the project and its goals.
  • Establishing Priorities. Establishing the correct priorities for tasks can be a challenge, as it requires a careful analysis of the project and its goals. This can be difficult to do without a clear understanding of the project and its objectives.
  • Allocating Resources. Allocating resources to tasks can be difficult, as it requires a careful analysis of the project and its goals. This can be difficult to do without a clear understanding of the project and its objectives.
  • Tracking Progress. Tracking progress on tasks can be difficult, as it requires a careful analysis of the project and its goals. This can be difficult to do without a clear understanding of the project and its objectives.
  • Adjusting Priorities. Adjusting priorities for tasks can be difficult, as it requires a careful analysis of the project and its goals. This can be difficult to do without a clear understanding of the project and its objectives.
Relevant questions to ask
  • What is the goal of the project?
    Hint The goal of the project is to prioritize tasks and resources to achieve a desired outcome.
  • What are the most important tasks that need to be completed?
    Hint The most important tasks that need to be completed are those that are necessary to achieve the desired outcome.
  • What is the timeline for completion?
    Hint The timeline for completion will depend on the resources available and the complexity of the tasks.
  • What resources are available to complete the tasks?
    Hint Resources available to complete the tasks may include personnel, equipment, and materials.
  • What is the expected outcome of the project?
    Hint The expected outcome of the project is to achieve the desired goal.
  • What are the potential risks associated with the project?
    Hint Potential risks associated with the project may include cost overruns, delays, and quality issues.
  • How will the Action Priority Matrix help to achieve the goal?
    Hint The Action Priority Matrix will help to achieve the goal by providing a visual representation of the tasks and resources needed to complete the project.
  • How will the Action Priority Matrix be monitored and evaluated?
    Hint The Action Priority Matrix will be monitored and evaluated by tracking progress and making adjustments as needed.

You might also be interested in reading up on:

People who talk about the topic of Action Priority Matrix on Twitter
Relevant books on the topic of Action Priority Matrix
  • The 7 Habits of Highly Effective People by Stephen Covey (1989)
  • Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time by Brian Tracy (2001)
  • Getting Things Done: The Art of StressFree Productivity by David Allen (2001)
  • 18 Minutes: Find Your Focus, Master Distraction, and Get the Right Things Done by Peter Bregman (2012)
  • Essentialism: The Disciplined Pursuit of Less by Greg McKeown (2014)

Want to learn more?

Receive a hand picked list of the best reads on building products that matter every week. Curated by Anders Toxboe. Published every Tuesday.

No spam! Unsubscribe with a single click at any time.

Community events
Product Loop

Product Loop provides an opportunity for Product professionals and their peers to exchange ideas and experiences about Product Design, Development and Management, Business Modelling, Metrics, User Experience and all the other things that get us excited.

Join our community

Made with in Copenhagen, Denmark

Want to learn more about about good product development, then browse our product playbooks.