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Prioritising Initiatives Tool
www.optimumfx.com
Intent of session
This exercise will:
• Provide you with a common and consistent tool for prioritising projects and initiatives
• Expose the likely difficulty and resource required to implement, allowing appropriate management decisions
• Understand alternative methods of prioritisation
Why prioritise initiatives?
• To maximise your return on investment – time and money
• Limited time and resource means that as leaders you have to choose the most impactful initiatives
• The amount of change that individuals comfortably take on at any time is limited – therefore executing the highest priorities first ensures maximising results
Allows a group of people to come to a common consensus reasonably quickly and expose this in a format that can be shared
Prioritisation Tool options
Tool Benefit Downside Usage guideBubble chart Exposes three dimensions
for better decision makingTakes some timeNeeds a good comprehension to work
Site / Group level strategies
Importance element of Bubble chart
Use multiple criteria and weighting to systematically rate level of importance
Takes some timeCriteria need to be correct for it to work properly
Site / Area / Line level strategies
A, B, C, then rank Quick and simple Goes on gut feel and sometimes difficult to get group consensus
Area / Line / Machine level strategies
NB - Lots more choices out there too
Focus on Bubble chart prioritisation
Three dimensions
• What is the perceived level of importance for each project/initiative relating to delivery of vision/strategy
• To ensure success it is important to pick relevant criteria Importance
• What is the perceived level of difficult y to implement this project
• Consider how much change is involved, recent success/failure of similar projects, how ready people are for change (culture)
Difficulty
• What is the perceived level of resource / energy and time required to deliver this project / initiative
• Consider specialists required and specific levels of management
Time/Resource
Prioritise your initiatives/projects
Top priority-Important -Easy
High priority-Important -Hard
Distractions?-Least important -Easy
Lowest priority-Least important -Hard
-How much labour/resource you will need to implement change
More Important
More Diffi
cult
Sweep through chart to order initiatives
Size of bubble
Data to Create a Priority Chart
List initiatives & projects here (max
20)
Choose a set of importance criteria (should link to
strategy delivery / achievement of vision)
Choose a set of difficulty criteria (what will
contribute to making this difficult)
List the resources (people) that will be involved with
delivery – use levels
Utilise the weighting across all criteria to reflect
relative importance in each dimension
Score 0-3 for each initiative under each
criteria. Focus on Importance for all
initiatives first
Resources required could be done using 0-3 or typical hours per month or week involved in
each initiative
Tip: Just use the importance area for a quick prioritisation
tool
Using the outcome of the bubble chart
• Importance– Highest priority should be considered for immediate implementation– A champion that will definitely get a result would be good for these projects at an
appropriate level– Tracking should be thorough and regular
• Difficulty– Difficult projects should be put under appropriate management– Close control and tracking– Communication is key in difficult projects – aim to over communicate
• Resource / time– For major projects, with impact across multiple layers it maybe worth considering a
steering committee and a specific project charter that is tracked separately and included in the site scorecard
– Small energy/effort projects may be quick wins and could be prioritise
Using to help build a Milestone plan
• When building your Milestone plan, do so with reference to your bubble chart – answering the following questions:
– Should we start all initiatives now, how could it best be phased?
– Have we assigned an appropriate champion?
– What is the review process/methodology?
– Who is involved with the reviews?
– Do we need some kind of tracking mechanism (scorecard)?