Prioritizing Agency NeedsLakewood Resource & Referral

Center212 Second Street, Suite 204Lakewood, New Jersey 08701

The Topics We’ll be Covering

Prio

riti

zing

Ag

ency

Nee

dsSetting The Goals

Developing the Tasks

Categorizing the Tasks

The Impact of Time

Prioritization Techniques

The Framework

The Framework

Categorizing the Tasks

Developing The TasksSetting The

GoalsThe Impact of

Time

The Framework

Setting The Goals

Goals

Vision Mission

Values

SMART Goals

S

M

A

T

R

Specific

Measurable

Attainable

Realistic

Time Based

1 2

2 Points

The Framework

Developing the Tasks

What?

When?

Who?

Where?

Why?

How?

Lowest Input for

Maximum Output

6 Questions

The Framework

Categorize the Tasks

Dependent Tasks

Independent Tasks

Inter -dependent

Tasks

Determined by another

Task

Self Sufficient

Mutually Dependent

The Framework

The Impact of Time

A defined window of opportunity to accomplish Tasks

Not Everything can Get Done

What Goes Last?

What Goes First?

The Framework

Goals – Within the Framework of the Mission, Vision and Values

Tasks – Structured Efficiently, To achieve those Goals

Category – Categorize tasks as Dependent, Independent or Interdependent

Time Restriction – The Tasks are all Restrained by limited Time

Goals

Tasks

Time

Summing it up.

What the Framework Looks like

EfficientDepende

nt Tasks

Efficient Tasks

Efficient Interdepende

nt Tasks

Only 50% of Tasks will be accomplished

Their Characteristic

s Vary

Which Tasks take

Precedence

Summing it up.

Techniques for Prioritizing

Six

Tech

niqu

esPareto Principle

Covey’s Quadrants

Paired Comparison Matrix

Action Priority Matrix

Carver Matrix

Triage

How to Prioritize…

80% of the Italian Wealth was distributed to

20% of the Population

Unequal distribution of efforts as they relate to impact

Vilfredo Pareto

Pareto Principle

Pareto Principle

Produce80% of the

Peas

20% of the Pods

80/20 Rule

Unequal distribution of results as they correlate

to efforts

Pareto Principle

20% of the input creates 80% of the

result

20% of the Donors donate 80% of the

Donations

20% of the customers create 80% of the

revenue

20% of the features cause 80% of the usage

Focus on the 20%

that counts

Oth

er A

reas

-80

/20

Rule

Pareto Principle

Summing it up.

80/20 Rule

Uneven Distribution of efforts vs. Outputs

Identify the 20% that impacts most

Focus resources towards it

Organize and Execute around Priorities

The Four quadrants that all tasks fit into

Stephen R. Covey

Covey’s Quadrant’s

Covey’s Quadrants

Quadrant 4

Quadrant 2

Quadrant 3

Quadrant 1

Urgent Not Urgent

Impo

rtan

tN

ot

Impo

rtan

t

Important vs. Urgent

Covey’s Quadrants

Quadrant 4

Urgent Not Urgent

Impo

rtan

tN

ot

Impo

rtan

t

Quadrant 1Crisis

Quadrant 3

Interruption

Quadrant 2Preventio

n

Trivia

QII is allocated

the highest priority

QI gets taken

care of First, But of Lower Priority than QII

What gets higher Priority?

Covey’s Quadrants

Quadrant 4

Quadrant 2

Quadrant 3

Quadrant 1

Urgent Not Urgent

Impo

rtan

tN

ot

Impo

rtan

t

What goes first?

Covey’s Quadrants

Summing it up.

All Tasks fit into Four Quadrants

Priority is given to Quadrant II

Quadrant I gets immediate attention

Pickle Jar – Fill to Maximum Capacity

Weighing Options in pairs

Law of Comparative Judgment

Identifying which option in the pair is preferredL. L. Thurstone

Paired Comparison Analysis

Paired Comparison

Paired Comparison Analysis

A

CB

A B CListing The Tasks

Weighing them against each other

Calculating the Task Values

Paired Comparison

Option A

Option C

Option B

Option A Option B Option C

A3

C1B2

A = 3 B = 2C = 1

A = 50%B = 33.5%C = 16.5%

Values Scores

Paired Comparison

Summing it up.

Create a list of Tasks

Weigh Tasks against each other in Pairs

Assign Relative Values to Tasks

Focus on the Highest Value Tasks First

Compares Priorities across multiple areas

Categorizes Tasks as a tradeoff between effort and Impact

Malcolm Baldrige

Action Priority Matrix

Action Priority Matrix

Effort vs. Reward

Listing The Tasks

Determining the Efforts and ImpactPlotting it down on a graph

Action Priority Matrix

High/Low, Effort/Impact

Effort

Impa

ct

High Impact, Low Effort

High Impact, High Effort

Low Impact, Low Effort Low Impact,

High Effort

1 10

10

Action Priority Matrix

Summing it up.

Plot Graph With Task’s Effort/Impact Level

Split Graph into Quarters

Focus First on Low Effort/High Impact

Low Priority to Low Impact Tasks

Ranks Tasks against each other Using 6 Criteria

Assists in the allocation of limited resources

Special Operations Command

CARVER Matrix

CARVER Matrix

CARVER

C

A

R

E

V

Critical

Accessible

Return

Vulnerable

Effects

R Recognizable

CARVER Matrix

REVA RC

Option A

Option B

Option C

Option E

Option D

Total

4 4 2 533

42 3 5 33

1 4 22 11

2 55 412

4 55 112

20

19

18

1121

CARVER Matrix

Summing it up.

Rank Tasks For Each Perspective of CARVER

Tally up Overall Scores

Highest Score Gets Highest Priority

Lowest Score Gets Lowest Priority

Triage

Used to Prioritize in Medical Crisis

A System for allocating limited resources

Dominique Jean Larrey

Triage

Cannot Survive

Will Only Survive with Help

Will Survive without Help

Ignore For Now

Attend to Now

Ignore for now

Tier 1

Tier 2

Tier 3

A Three Tier System for Crisis Management

TRIAGE

Triage

TRIAGE

Available Resources inadequate to Impact1

2

3

Available Resources inadequate to assist

Available Resources able to ImpactAvailable Resources able to assist

Available Resources Unnecessary to Impact

Available Resources Unnecessary to assist

Medicine Time Management

Gets IgnoredGets Highest

Priority

Gets Ignored

Triage

Summing it up.

Used to Allocate Limited Resources

Three Tiered System

Highest Priority assigned to tasks that can impact with available

resources

Ignore all Others

The Framework

Prioritizing the Tasks

Summing it all up….

SMART Goals

Efficient Tasks

Categories of Tasks

The Impact of Time

Pareto Principle

Covey’s Quadrants

Paired Comparison Analysis

Action Priority Matrix

CARVER

Triage

Thank You.

Q&A