Priority matrix: Prioritize tasks by impact & effort

Project managers juggle many responsibilities, and one of the hardest is knowing what to tackle first. When multiple high-priority projects compete for attention, how do you decide where to focus? A priority matrix helps you sort tasks by variables such as urgency, importance, and impact. In this guide, we'll cover the different types of priority matrices, their benefits, and how to use them to get more done.

What is a priority matrix?

A priority matrix is a visual decision-making tool that categorizes tasks based on two variables, such as urgency and effort. By plotting tasks on a grid, you can quickly see which items to tackle first and which can wait.

Priority matrices range from simple four-quadrant grids to complex models with 20+ rows and columns. Complex matrices offer more precision, but simple ones are faster to use. The goal is always the same: walk away with a clear action plan.

In a four-quadrant priority matrix, your task may fall into four categories. For example, your quadrants may be:

• High impact and high effort

• High impact and low effort

• Low impact and high effort

• Low impact and low effort

By mapping your tasks along a priority matrix, you can determine how and when to tackle each to-do.

Priority matrix vs. Eisenhower matrix

Some people use these terms interchangeably, but a priority matrix is a broader approach to prioritization that's more versatile than the Eisenhower matrix. The Eisenhower matrix is a simple priority matrix that has a time management focus. It maps tasks along a grid based on their urgency and importance.

When using the Eisenhower priority matrix, you'll sort tasks by:

• Do

• Schedule

• Delegate

• Delete

In an action-centered priority matrix, you'll sort tasks by:

• Investigate

• Proceed

• Avoid

• Consider

Types of priority matrices

Not all priority matrices work the same way. Depending on your goals, you can choose from several popular models, including other decision matrix variations:

Choose the matrix that best fits your workflow and the decisions you need to make.

When to use a priority matrix

Priority matrices are helpful for quickly sorting and prioritizing initiatives. They won't solve complex calculations, but they will give you a clear map to get things done.

Use a priority matrix when you need to:

• Prioritize tasks or projects: Sort competing items by what matters most.

• Manage your time: Focus on high-value work instead of busywork.

• Align your team: Resolve disagreements about what to tackle first.

• Plan workflows: Map out work schedules and project sequences.

If your team needs to weigh options side by side first, a comparison chart template can help organize information before you prioritize.

Benefits of using a priority matrix

A priority matrix offers more than a way to organize your to-do list. Here's how it helps you and your team:

• Better decision-making: See at a glance which tasks deserve attention and which can wait.

• Improved resource allocation: Assign the right people and time to high-impact work.

• Enhanced team alignment: Get everyone on the same page about what to focus on first.

• Reduced decision fatigue: Let the matrix guide your choices instead of constantly weighing options.

• Visual clarity: Turn a crowded to-do list into a manageable, mapped-out plan.

These benefits add up to less stress and more progress on work that matters.

How to use a priority matrix

The priority matrix is a versatile tool that you can use in various situations. Whether you're sorting through your own tasks or managing team projects, the steps below will set you up for success.

1. Create a to-do list

Start by listing everything that needs prioritization. Writing down your tasks makes them easier to sort and map in the matrix.

Your to-do list can include:

• Tasks

• Projects

• Team meetings

• Client calls

• Trainings

• Personal chores

You can create separate lists for internal and external work obligations. You can also keep personal and professional items separate. However, it may be helpful to see how all your to-dos mesh together.

2. Identify your variables

Once you know the scope of your to-do list, determine the variables to measure your items by. Ask yourself: What qualities would a task need to be at the top of my list?

Your answers may be:

• It's important

• It has a lot of impact

• It requires a lot of time

• It requires a lot of effort

• The deadline is approaching

Then, choose two of these qualities to measure your tasks. For example, you may decide that deadlines (urgency) and effort are the variables that apply to most of your projects.

3. Create your matrix

Before creating your priority matrix, decide whether you want it to be simple or complex. Both matrices will measure your tasks by the two variables you've chosen. A complex matrix can help you get more precise about urgency and effort levels.

If you choose a complex priority matrix, you may have five columns and five rows, rather than the standard four-quadrant system. Give your columns and rows labels so you know where to place tasks. For example, you can assign levels of urgency and effort from high to low:

Urgency:

• Required (5)

• Significant (4)

• Moderate (3)

• Minor (2)

• Low (1)

Effort:

• Very High (5)

• High (4)

• Medium (3)

• Low (2)

• Very Low (1)

Assign numerical values to each variable level. Multiply the corresponding numbers to find your task's priority level in the grid. For example, a task that is "required" urgency and "medium" effort would have a priority level of 15.

4. Place tasks in the matrix

Placing tasks in the priority matrix will involve some subjective decision-making. Because this tool is a quick solution for getting things done, you'll need to rely on experience and background knowledge to make judgments.

If you have two projects that seem tied in terms of urgency or effort, dive deeper until you find a reason to prioritize one over the other. For example, both tasks may be urgent, but one may take priority if it's also more impactful.

5. Create an action plan

Once you've placed all of your tasks in your priority matrix, you should be able to visualize things more clearly. The matrix will show you what tasks to accomplish first and which can wait.

An action plan does more than show you which tasks to complete first. It helps you outline exactly how you'll accomplish your goals. To create one using your priority matrix:

1. Set SMART goals

2. Allocate resources

3. Create deadlines and milestones

4. Monitor and revise your plan as needed

Use task management software to streamline your action plan in a central source of truth. That way, you can communicate and track items with your team.

Priority matrix example

Here's an example of a complex priority matrix using urgency and effort as two variables. Numerical values and colors are included to make tasks easy to sort through.

The original to-do list for this matrix may have looked like this:

• Plan team workshop

• Finish budget proposal for Client A

• Onboard new hire

• Send performance reviews to the department head

• Write an ebook for the company website

• Edit whitepaper for Client B

• Sign new hire documents

A prioritized version of the to-do list would look like this:

• Finish budget proposal for Client A (20)

• Onboard new hire (15)

• Write an ebook for the company website (15)

• Edit whitepaper for Client B (12)

• Send performance reviews to the department head (10)

• Sign new hire documents (8)

• Plan team workshop (6)

Onboarding a new hire and writing an ebook both have a priority level of 15. Onboarding comes first because it's more urgent. Urgency is often the most important variable in the priority matrix.

Best practices for using a priority matrix

To get the most out of your priority matrix, keep these tips in mind:

• Define "urgent" and "important" clearly: Before sorting tasks, make sure your team agrees on what qualifies as urgent versus important.

• Review and update regularly: Set a weekly or monthly cadence to revisit your matrix and adjust as needed.

• Focus on higher-level activities: A priority matrix works best for projects and significant tasks, not every small item.

• Involve your team: Collaborative prioritization builds buy-in and ensures you're considering multiple perspectives.

• Combine with other methods when needed: Pair your matrix with techniques like timeboxing or goal-setting to strengthen your planning.

Follow these practices to turn your priority matrix into a reliable decision-making system, not just a one-time exercise.

Pair your priority matrix with a task management tool

Using the priority matrix to sort your tasks is an important step, but only the first. Now that you know what to do first, it's time to get to work.

When you pair your priority matrix with a task management tool, you'll feel supported through your workflow from start to finish. Asana lets you track tasks, delegate subtasks, and set deadlines to make sure projects get done on time.

Ready to put your priorities into action? Get started with Asana and turn your priority matrix into real progress.

Frequently asked questions about priority matrices