Whether or not you say no to almost everything, there is one thing that will make you successful: Deliberately choosing what you do.
In other words, prioritizing the work you do is the foundation of success.
This maxim is especially true in product development. In this blog post, we discuss why, when, and how to use prioritization framework while building successful software products.
Top Prioritization Frameworks for Better Decision Making
Summarize this article for me pleaseUnderstanding Product Prioritization Frameworks
Product prioritization is a structured approach that engineering teams use to make decisions around which features to build, when, and why.
In a typical product development scenario, there are dozens of bugs, improvements, and features that need the team’s attention. Product prioritization helps teams focus their attention on the work that matters.
Example: Let’s say you’re building a mobile app for users to play the card game Solitaire. Users might demand an undo button. Advertisers might ask for a way to add videos in between games.
Your app performance might require you to break some features into smaller units. The product team might have its own set of new game features. What do you do first? How do you prioritize?
Good development teams use a number of time-tested agile prioritization techniques to make decisions. These frameworks build:
- Collaboration: The framework gives everyone a common ground for decision-making, avoiding unnecessary disagreements
- Consistency: When the same approach is used for feature prioritization in each sprint, teams have consistency and predictability over the long term
- Clarity: When the entire team knows why a decision is being made, there is strategic alignment to the product roadmap
- Speed: Decisions can be made faster with frameworks, minimizing meetings and other back-and-forth
- Traceability: Frameworks also serve as a record of past decisions, which can help new team members onboard quickly
All that’s great, but what exactly are these frameworks? 🤔
Let’s find out.
Summarize this article for me pleasePopular Product Prioritization Frameworks
There is no one product prioritization framework that’s best for all. In fact, based on the situation, resources, and decisions to be made, there are several frameworks that product development teams use. Here are a few key product management prioritization frameworks that can help in your journey.
1. MoSCoW Method
MoSCoW—short for must-have, should-have, could-have, and won’t-have—is a simple and easy-to-use prioritization framework. As the name suggests, it helps teams categorize features into:
- Must have: Features that are non-negotiable and critical to meeting the needs of the user
- Should have: Necessary but not as time-critical as the must-have features
- Could have: Good-to-have features that the user can live without
- Won’t have: Not important enough to be on the team’s radar
This is a great method to follow if the needs of the user are clear and also the primary consideration for decision-making. The dynamic systems development method (DSDM) agile project delivery framework favors MoSCoW as the prioritization framework.
| Pros | Cons |
|---|---|
| Simple and easy-to-use | Decisions can be arbitrary without data on user needs |
| Clear and customer-focused | Easy to over-estimate the number of must-have features |
| Suitable for non-technical teams as well | Within each category, further prioritization is impossible |
2. RICE scoring model
RICE stands for reach, impact, confidence, and effort. The RICE prioritization model assigns values for each of these parameters and calculates a combined score based on which features are prioritized.
- Reach refers to the number of people/users who will be impacted by the feature (in a specific time frame)
- Impact refers to the extent to which users will be impacted, often scored on a scale of 0.25 to 3 (where 3 represents a massive impact)
- Confidence refers to the level of certainty of reach and impact estimates, typically represented as a percentage
- Effort is the amount of work the feature requires, usually estimated in person-months
Once you have these numbers, you calculate the RICE score using the following formula.
RICE score = (Reach × Impact × Confidence) / Effort
The RICE score represents the potential business value of the feature relative to the development effort/resources. Features with higher RICE scores are prioritized.
| Pros | Cons |
|---|---|
| Considers multiple factors while making decisions | Can be complex to calculate, especially if there are many features |
| Confidence value compensates for any uncertainty in estimation | Estimating reach, impact, effort, etc. can be difficult, creating arbitrary scores |
| Represents value as a function of effort (helps measure return on investment as well) | Doesn’t incorporate dependencies that can impact priority |
3. Kano model
Like MoSCoW considers user needs, the Kano model prioritizes features based on customer satisfaction. Created by quality management expert Noriaki Kano, this model categorizes features into:
- Basics: Without these features, the customer will be dissatisfied
- Needs: These features improve customer satisfaction
- Delighters: These go above and beyond to create customer delight
Sometimes, product operations teams might also use two more categories, such as ‘indifferent quality,’ i.e., features that neither satisfy nor dissatisfy customers, and ‘reverse quality,’ i.e., features that could create dissatisfaction when implemented.
| Pros | Cons |
|---|---|
| User-focused with a clear line of sight to customer satisfaction | Prioritization process and collecting CSAT data can be time consuming |
| Customer feedback is collected using the Kano questionnaire from real users | Customers being surveyed might not understand/imagine the features to be developed in the future |
| Connects user experience (UX) to product quality | Focuses only on customer satisfaction without considering effort or resources |
4. Value vs. effort quadrant
The value vs. effort quadrant is a simpler version of the RICE scoring model. It compares the value derived from a feature, such as revenue, profit, customer acquisition, cost savings etc. to the effort involved in developing the said feature, including any risks, dependencies, and complexity.
Based on value vs. effort score, features are laid out on four quadrants, like the Eisenhower matrix. The features that produce the highest value vs. effort score are prioritized for development.
| Pros | Cons |
|---|---|
| Brings the focus to business value, connecting product and engineering teams | Value and effort can be defined broadly, resulting in arbitrary estimates |
| Helps assign limited resources and efforts to aspects of most value | ‘Business value’ can often take the focus away from customer experience |
| Easy to use for business and technical teams | As high and low effort or value is subjective, disagreements can arise, delaying decisions |
| Tech debt and performance features might be deprioritized for the inability to estimate value |
For a more straightforward version of this model, try the ClickUp Priority Matrix Template. In this method, you categorize features based on two dimensions: priority and importance. You lay them out on a 2×2 matrix visually and then work through them one by one.
5. ICE Scoring
ICE, as you might have guessed, is similar to the RICE scoring model, with minor differences. ICE stands for impact, confidence, and ease.
- Impact: Potential effect or business value from the feature
- Confidence: Certainty about estimated impact and ease
- Ease: Ease with which this feature can be developed, considering the risks, resources, and complexity
ICE score = impact x confidence x ease
Features with higher ICE scores are prioritized over those with lower numbers.
| Pros | Cons |
|---|---|
| Simpler than RICE to calculate and use | Impact and ease are subjective, resulting in arbitrary scores |
| Confidence score helps compensate for inaccuracies in estimation | Does not focus on customer needs directly |
| Connects business value to development effort/ease | What you define as impact can disproportionately affect prioritization decisions |
6. Opportunity Scoring
Drawn from Anthony Ulwick’s path-breaking book “Outcome-driven innovation,” the opportunity scoring model ranks features on scales of satisfaction and importance. The actual ranking is done by customers. So, teams ask customers two questions:
- How important is a feature or the functionality it provides?
- How satisfied is the customer with the current solutions to achieve the same result?
This helps identify features that are most important but have the lowest satisfaction. You will prioritize those.
| Pros | Cons |
|---|---|
| Customer-centric, which increases the chances of creating business value | Depends on the input of a customer, who may or may not have opinions about good-to-have features |
| Simple and easy to use | Surveys for every feature in the product roadmap can be tedious for the dev team and the customer |
| Mapped on a simple 2×2 graph for visual analysis |
7. Story mapping
Story mapping is a prioritization framework that is built around the user’s journey through the product.
Simply put, product management teams create columns for each significant milestone in the user journey.
For example, if you’re building the game of Solitaire, your columns might include login, card design, settings, card stacking, game completion animations, etc.
Under each of these columns, teams list the features and prioritize them based on their importance in the overall user experience.
The biggest use of story mapping is to identify the features in the minimum viable product (MVP). However, when the product is simple enough, this framework can be used further than the MVP stage, too.
| Pros | Cons |
|---|---|
| Focused on the user journey, ensuring maximum coverage | When the user journey becomes multifaceted and complex, this method can lose its simplicity |
| Simple to use and visual — easy to draw the line (literally) around what you will and won’t do | Entirely internal-focused, doesn’t consider business value or resources |
| Allows teams to prioritize based on activities, tasks, and sub-tasks |
8. Cost of delay
All of the above frameworks focus on the pay-offs of the feature, such as the business value or increase in the customer satisfaction score. The cost of delay prioritization flips that on its head.
When you use the cost of delay model, you prioritize features based on the consequences of not building them, i.e., what will happen if the customer doesn’t have this feature today? Or how many new users will be lost if we don’t have some basic features?
Considering the financial and opportunity cost of not doing the work motivates teams to get the most important things done first.
| Pros | Cons |
|---|---|
| The cost of not doing something keeps teams on their toes about the opportunity they’re losing | Monetary values assigned to features can be arbitrary, turning the entire process counter-productive |
| Focusing on the cost of delay can lead to negative feelings around why the team is building the product | Focusing on the cost of delay can lead to negative feelings about why the team is building the product |
| Brings the team’s focus to process efficiency, speed, and value |
The list above is merely some of the most popular prioritization tools currently available for engineering teams to use. Based on your product, customer, and needs, you can choose a framework that works for you.
For example, teams use the 100-dollar test or buy-a-feature model when they have competing priorities. In each of these cases, teams make decisions of priority based on what they would spend their budgets ($100) on.
If you’re new to product prioritization, you might begin with a simple Eisenhower matrix. There are dozens of prioritization templates for you to choose from.
Irrespective of the framework you’re using, there are some key factors to consider. Let’s explore them next.
Summarize this article for me pleaseChoosing the Right Prioritization Framework
There is not a singular, universally perfect prioritization framework. When you need simplicity, the MoSCoW model works best. When you have limited resources, the value vs. effort model is more suitable. And when your product quality is paramount, the Kano model helps.
So, choosing the right prioritization framework depends on a number of factors, such as the following.
Goals
What are your business goals? What are your product goals? If you’re at a very early stage, your primary goal might be to launch an MVP within a deadline.
For this, the user story mapping framework might be the most appropriate choice.
Resources
If you’re a small organization with limited development resources, your goal might be to build features that will create maximum impact with minimum resources. Your prioritization framework must accommodate that.
In such cases, the RICE model or the value vs. effort matrix is most suitable.
Team maturity
The best way to prioritize is collaboratively. However, not always do we have teams with the maturity to make key decisions.
For example, a team of young developers might not be able to see the line from effort to business value.
In such cases, product managers often make decisions on behalf of the team. Then, prioritization frameworks like RICE or value vs. effort are helpful in providing the team with the rationale for decisions.
Available data
Most of the quantitative frameworks, like RICE or ICE, rely on the strength of data.
For example, you need to be able to calculate with reasonable certainty what the reach or impact of a specific feature might be.
When such data is unavailable, the decision can turn arbitrary and opinions can run hot.
If you don’t have the data, collaborative methods like MoSCoW or story mapping would be a better choice.
Product strategy
Every organization has a product management strategy. One product might want to offer a handful of features in a delightful way. Another might want to be the everything app, packing it with features. Yet another might rely on what customers expect. Good prioritization needs to align with the product strategy.
Once you’ve chosen the prioritization strategy, it’s time to implement it effectively.
Summarize this article for me pleaseImplementing Product Prioritization in Real World Scenarios
A prioritization framework is simply a tool that guides you to make decisions. Your success depends on how you use the tool consistently and effectively. For this, you need to implement it in your organization thoroughly with a project management tool like ClickUp for Product Teams. Here’s how.
Identifying and categorizing tasks
Good prioritization requires a great backlog. Before you do anything, ensure that you have a strong backlog of features to be built by your team.
Create backlog
Give each backlog item a differentiated name and add a clear description of it. These task management templates offer a good starting point.
The best way to do this is by using a task management tool like ClickUp. Create a task for each backlog item, add a description, create custom fields, and maintain a clear record of all ideas.
View tasks
Now, view all your tasks in one place, simplifying decision-making on each one. ClickUp’s list, calendar, and board views are fantastic for this. They help you visualize your tasks, enabling you to drag and drop features into your priority bins.
Categorize tasks
Now, categorize the tasks if your prioritization framework needs them.
For example, if you choose the story mapping model, you need to categorize your tasks under each milestone in the user journey.
ClickUp’s Action Priority Matrix Template offers a simple way to categorize tasks based on effort and impact. This template simplifies prioritization decisions and offers clarity on the next steps.
Assign priorities and owners
Once you have the foundation set, it’s time to prioritize tasks into the categories you’ve chosen.
Prioritize
Come together as a team, view all the tasks on hand, and move them into the right priority buckets. Use ClickUp Task Priorities to set priority levels out of the box.
In addition, you can also create Custom Fields for personalized priority levels.
For example, you can create a Custom Field for MoSCoW prioritization and have options for must-have, should-have, could-have, and wont-have.
For a visual approach to this process, try ClickUp’s Prioritization Matrix Template. This beginner-friendly customizable template allows you to drag and drop features on a 2×2 matrix for prioritization. What’s more? You can also maintain your idea pool in the same whiteboard.
Assign ownership
Based on your discussions, assign responsibility for tasks to team members.
Reviewing and adjusting priorities
Every sprint is a prioritization exercise. What was not so critical in the previous sprint might soon become important. So, product owners need to stay adaptable in order to review and adjust priorities from time to time.
ClickUp makes that easier. ClickUp Dashboards offer a real-time view of the progress on each task, enabling you to review and adjust priorities as needed.
For instance, if you see that a feature is taking more time than estimated, you can quickly recalculate the RICE score and re-prioritize.
With ClickUp Automations, you can also streamline processes to support better prioritization and delivery. For instance, if a feature is taking too long, it can be notified to the product owner for re-prioritization. If something is dependent on an incomplete task, developers can be notified for adjustments. Or if the customer satisfaction score on a specific feature is falling, it can automatically be pushed up the priority list.
With all the frameworks, tools, and best practices, you’ve mastered how to prioritize your work. Now, how do you know if it’s effective? Here are some ideas.
Summarize this article for me pleaseMeasuring the Success of Product Prioritization
For a lot of teams, project prioritization is a subjective exercise. The answer to what to build next is often a best guess. Even with tried-and-tested frameworks, there is a level of arbitrariness to decision-making.
The only way to avoid that is to review the success of the prioritization exercise itself. Here’s how.
Compare to goals
A key factor to consider while prioritizing product features is the business goal. Measure the success of your prioritization framework by asking if you’ve achieved said goals.
For example, if the business goal is to improve customer satisfaction and you used the Kano model, measure the increase in CSAT scores after deploying the feature.
Measure value
Many prioritization models, including RICE, ICE, value vs. effort, etc. rely on the impact of the feature on the business. So, the best way to measure prioritization effectiveness is to track if the value has actually been realized.
For example, if you expected new user sign-ups to increase after the latest version with performance improvements, use a widget on the ClickUp Dashboard to track it from the date of the feature release.
Track data accuracy
If you’re using a model that incorporates efforts into prioritization decisions, then you might also find use in tracking efficiency.
For example, compare the time estimated to the actual time taken to ensure that the data you’ve used for prioritization is as accurate as possible.
Team performance
One of the things that is not often measured is team performance and satisfaction. Does the team feel overburdened with the prioritization framework? Is it taking too much time? Is the prioritization framework suitable for available resources?
To measure the effectiveness of your prioritization, it is also helpful to keep your team in mind. Conduct short surveys to understand how prioritization impacts workload management. Adapt accordingly.
Summarize this article for me pleasePrioritize Success with ClickUp
Building great software depends on a number of factors: customer-centricity, technical excellence, resource availability, well-defined strategy, market, and more. To balance these moving parts and build the features that have maximum impact, you need two things: The right prioritization framework and a powerful tool to implement it.
In this blog post, you’ve learned some of the most popular prioritization frameworks used by high-performing teams. For effective priority management, integrate your framework into your project planning with ClickUp’s all-in-one project management platform.
Use ClickUp to document, visualize, categorize, and prioritize your backlog for effective product development. Try ClickUp for free today.
Everything you need to stay organized and get work done.
