Prioritization Matrix Is Made Easier with a Template
The prioritization matrix is a great tool, but it is not used much. The reason is probably because it takes a lot of time to do manually, and it can be confusing. To make it more usable, this article provides an automated template for using the tool.
The prioritization matrix is a great tool, but it does not seem to be used as much as it could be. The reason is probably because it takes a lot of time to do manually, and it can be confusing. To make the tool more usable, this article is accompanied by an automated template in the form of an Excel spreadsheet.
The prioritization matrix, also know as the criteria matrix, is used to compare choices relative to criteria like price, service, ease of use and almost any other factor desired.
While this tool can be used effectively by an individual, it is great for helping Six Sigma project teams with decision making. The “seven management and planning tools” was taught to many by Michael Brassard, who wrote The Memory Jogger II in 1994. In his book, he said the prioritization matrix is said to:
- Quickly surface basic disagreements so that they may be resolved up front.
- Force a team to focus on the best things to do, not everything they could do, dramatically increasing the chances for implementation success.
- Limit hidden agendas by surfacing the criteria as a necessary part of the process.
- Increase the chance of follow-through because consensus is sought at each step in the process (from criteria to conclusions).
- Reduce the chances of selecting someone’s pet project.
Within the Six Sigma methodology, there are several places where this tool is just made for the job – from selecting projects, to determining which measurement instrument to use, to control the new processes. This tool can be useful in resolving the tradeoffs necessary in product and service design like those indicated in the “roof” of the quality function deployment house of quality. At TREQ Corporation, the tool is used extensively in making business decisions and in facilitating teams. (The author has even used it in choosing a house – comparing prices, numbers of rooms, garage sizes and locations.)
On the prioritization matrix Excel spreadsheet, up to nine criteria can be entered, but the number of criteria can be expanded if necessary. Importantly, the spreadsheet allows weights to be assigned to the criteria since not all criteria are of equal importance.
The example used in the explanation of the matrix is from on a fictitious project to evaluate and choose knowledge management software. Here is a step-by-step outline of how the matrix is used:
Step 1: Open the Excel spreadsheet. Enter each of the criteria for judging a product or process on a separate line in the first column of initial gray box titled “criteria weight” (Figure 1), replacing existing criteria (or criteria #) with the new criteria. The criteria entered automatically will be placed in all the following comparison matrices, the summary matrix and the selection graph.
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Step 2:
Compare the first criteria to each of the others by choosing the most appropriate value from the values chart (Figure 2) and putting it in the matrix. (Note: Clicking on the “values” window will allow it to be dragged out of the way and repositioned to any location on the spreadsheet. Teams need this reference, particularly at first, to remind them of the evaluation description and its value.)
In the example, the first comparison is between “little to no customization necessary” and “service costs.” The number 0.20 was entered, which indicates the team’s evaluation was that little need for customization to be of “less value” than service costs. The matrix automatically enters the reciprocal of less value, which obviously is “more value,” or the number 5.00, in the appropriate place on the service costs line.
Continue the process by comparing the first criteria with each other criteria on the list. Then repeat the process for the criteria on the second, third, fourth, etc. lines, comparing them to the criteria not yet compared. Only put a value in the solid gray areas; the reciprocal value will be calculated and inserted in the light gray areas automatically.
Step 3: Enter each of the products or processes being evaluated on a separate line in the first column of the second gray box (Figure 3). The entries automatically will be placed in all the other comparison matrices, the summary matrix and the summary graph.
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Step 4: Now, compare the choices to one another considering each criteria. The team should use the same values that were used to compare the criteria, or characteristics, one to another. In the example, the “MicroLog” product was rated by the team as “much more value” (10.00) than the “EMG” product in terms of little need for customization. Consequently the reciprocal value, or 0.10, was automatically entered for the EMG offering. Again, the team need only put a value in the solid gray areas; the reciprocal values automatically will be calculated for the light gray areas.
Step 5: After all the entries are made, results can be read in the summary matrix (Figure 4) and the selection graph (Figure 5).
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About the Author: Edward D. Carpenter II is president of TREQ Corporation, a business-to-business consulting firm with processes in leadership development, strategic planning, quality tools and quality management, including the Six Sigma methodolgy. Mr. Carpenter also is an adjunct professor at two state colleges. He is on the faculty of the American Society for Quality (ASQ) and was named the 2003 Quality Professional of the Year by the Huntsville, Alabama, section of ASQ. He can be reached at edc@TREQ.us.
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Comments
how do i download the template?
There is a formula error in cell M101 and I am not able to change it because it is a protected cell. I tried unproctecting the sheet, but it requires a password. Is it possible to get the password?
Send me an email.
Edward D. Carpenter
Edc@treq.us
Hi Ed Could I please get a copy the template. Thanks
Were you able to get the password to the sheet?
Send me an email and i will send you an unlocked model, just give credit where it is due.
Ed
edc@TREQ.us
Interesting. How did I get a copy of the spreadsheet?
Edward,
Can you email an unlocked copy of the template. I promise to credit you in my school project.
jason.nucatola@sps.cuny.edu
Thanks very much!
Can I please get an unlocked copy.
Will certainly credi you.
Thanks!
this is an excellent template but can you please send an unproteceted version
I would like a copy of th Excel AHP template
Would it bE possible to get an unlocked version of this?
Please send unlocked version of file. Thank you
Can I please get an unlocked copy? this is an excellent template
Excellent example, please send me unlocked version? Thanks
Good morning,
I have been looking for such a tool for my union organizing activity. Please send me an unlocked template at your earliest possible convenience. Thanks in advance.
Excellent tool. Please send an unlocked version of the template.
I am also interested in an unlocked version of this template. It should help with request prioritization. Thank you.
I am afraid I may have deleted some of you from my main inbox and consequently did not get your email address. If you did not get a reply from me please resend your email request.
Ed
Thank you for sharing this with the community. May I also get an unprotected version of the template.
Hi. Thanks for the information and tool, you’ve provided a really good service with it.
May i also please have an unprotected version please so i can see the formulas etc.
Cheers,
Hi Ed – great tool. Would you kindly send me an unprotected version? Happy to credit you wherever i use it.
An interesting contribution. I, too, would like an unprotected version, and would give you credit at use. I trust you can send it to the email I enter below
Please send the unlocked copy of it.
Regards
Pulin
Aprreciate your work. Request You to share the unprotected version. Thanks in adavnce
Hi
This is great !
Would you be able to share the unlocked version?
Thanks in Advance
Cheers
Excellent tool – Please can I have an unlocked version on th template
Great tool. Please send unlocked version of file. Thank you
Brian Farrance
Looks very useful.
Can I have an unprotected version please so that I can edit field R9 and add in an extra criteria.
many thanks in advance.
I love this template – I’m trying to do workstream prioritization for an operations department and would love to use your template. Would you be willing to share an unlocked version?
Bravo – fantastic . . . and simple! I would love to share this with my executive team, but would like to understand the calculations first. Any chance I can get the unprotected version as well?
Mark
An interesting contribution. I, too, would like an unprotected version, and would give you credit at use. I trust you can send it to the email I enter below
owen23rd@comcast.net This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Hey Ed, COuld you pass me the unprotected version please. Will credit wherever and whenever I happen to use this.
vgksai@gmail.com
Thanks in advance.
Ed,
Thank you for the article. I am also interested in an unlocked version of the template to use in our healthcare setting, with full attribution to you.
My email is: kathleen.sharp@lvhn.org
Hello,
This is great! Would you mind sending me an unprotected version at kimmyfines@hotmail.com
Can an unlocked version of the template be made available? Thank you.
dear ED,
may I have an unlocked model?
Thanks
Gianfranco
Great tool. Please send unlocked version of file. Thank you
I would be very keen to use an unlocked version as well- can you please give me instruction on the password used?
Many thanks,
Aubrey
Ed – thanks for this article and tool, very thoughtful. Could you please send me the unprotected version? gregory21a@gmail.com
Thanks,
Greg
Is it possible to get the password to unlock the sheet?
Is it possible to get an unprotected version of this file?
Thanks
Ed, Could you please send me the unprotected version please. Will credit wherever and whenever I happen to use this.
This tool is awesome! Please send me an unprotected version – will keep original author ownership credit. My email is matrixryche@cox.net
Thanks in advance!
Great tool, could you please send an unprotected excel sheet to my address: filippo.buzzoni@gmail.com? Thank you in advance
I also would like to have an unprotected version and will keep the credits as they are. Please email to smithg1053@gmail.com
Thanks so much in advance!!!!!
May I also get an unlocked version? kboden123@gmail.com
Would love unprotected version if possible.
Great template !!
As stated earlier, this is a great template. Concept is exactly like what I used in 1998.
Found an error in calc for R9 (says M1 instead of M101).
May I have the unprotect code? ebonlord@hotmail.com
May I also get an unlocked Excel? abarrios@gtschile.com. Thanls in advanced.
I also would like to get the unprotected version
Hey Ed,
Thanks for this great tool. Could you pls pass me the unprotected version?
Many thanks in advance,
vasilka.stoyanova@gmail.com
Please send an unlocked version. This tool will be useful. I wil keep the credits intact. Thanks! email: akilpatric@nch.org
Is the password to unlock available
Fantastic tool! I also would like to have an unprotected version and will keep the credits as they are. Please email to pcronje@mweb.co.za
As with most of the people who have read this article I am hooked
and would love a copy of the unlock template, could you please
send a copy to mark.parkes@newedge.com
Excellent article…Great tools never go out of style! Thanks Ed
Hi
I love this too – I wonder if I could have an unlocked copy please
thanks
Hi Ed,
If you’re sharing the unlocked version I’d appreciate a copy as well.
mike dot maass at citrix dot com
Thank you!
Interesting.May I also get an unlocked version?Thanks
karimtra@gmail.com
Hi Ed,
This is excellent.
May I have a copy if the unlocked template.
Thanks a bunch!