Preparation
01 · Define the purpose
- Establish the objective of the activity: Deciding between different ideas or projects? Identifying priorities in an action plan?
02 · Prepare the matrix
- Design a quadrant divided into four sections: High Priority (High Impact, Low Effort): Easy and effective actions. Strategic Opportunities (High Impact, High Effort): Require planning. Quick Wins (Low Impact, Low Effort): Tasks that can be executed easily. Avoid or Delegate (Low Impact, High Effort): Low priority.
- High Priority (High Impact, Low Effort): Easy and effective actions.
- Strategic Opportunities (High Impact, High Effort): Require planning.
- Quick Wins (Low Impact, Low Effort): Tasks that can be executed easily.
- Avoid or Delegate (Low Impact, High Effort): Low priority.
03 · Gather materials
- Large paper, flip charts, or whiteboards to draw the matrix.
- Sticky notes or index cards to record ideas.
- Optional: Digital tools like Miro or MURAL for online activities.
04 · Set evaluation criteria
- Define what "impact" and "effort" mean in the context of the activity. Example: Impact: Expected benefits, reach, or relevance. Effort: Required resources, time, or complexity.
- Impact: Expected benefits, reach, or relevance.
- Effort: Required resources, time, or complexity.
Step-by-step instructions
1
Introduce the purpose
- Explain that the activity will help prioritize tasks or ideas based on their impact and required effort.
- Present the matrix and define the evaluation criteria.
2
Idea generation
- Invite participants to list ideas, tasks, or projects to be evaluated.
- Write each idea on a sticky note or card.
3
Classification on the matrix
- Participants take turns placing their notes in the corresponding quadrant, justifying their placement based on the defined criteria.
- Facilitate discussion to adjust placements in case of disagreements.
4
Matrix review
- Analyze the ideas in each quadrant:
- High Priority: Implement immediately.
- Strategic Opportunities: Plan in more detail.
- Quick Wins: Execute if resources or time allow.
- Avoid or Delegate: Consider whether they are necessary or can be eliminated.
5
Defining next steps
- Establish concrete actions for ideas in the high-priority and strategic opportunity quadrants.
- Assign responsibilities and deadlines.
6
Closure and reflection
- Summarize key decisions and reflect on the process:
- What did participants learn from evaluating impact and effort?
- What improvements could be made for future sessions?
Materials
Large paper, flip charts, or whiteboards to draw the matrix.
Sticky notes or index cards to record ideas.
Markers for writing and classification.
Optional: Digital tools for virtual collaboration.
Practical recommendations
Define clear criteria
Ensure everyone understands how to evaluate impact and effort.
Encourage discussion
Have participants justify their decisions and consider different perspectives.
Document the process
Take photos or screenshots of the matrix for future reference.
Adjust the scale
If there are too many ideas, group them into categories before classification.
