Whether you are prioritizing your to-do list or requirements for an application. It helps to have a simple way to prioritize, in this post I’ll share my favorite method.
I’ve seen many different methods to rank items on a requirements list or to-do list. Priority High/Medium/Low, ranking priority from 1-5. When doing everything isn’t an option (and it never is!) somehow you have to decide what comes first.
When I taught Business Analysis, I came across a wonderful and simple way of ranking priorities: Must, Should, Could, Would. What I love about this method is the fact it is self describing. However, I still find it helpful to describe each category to co-workers when we are trying to decide what to do first.
When I am considering requirements for an application, anything identified as a MUST is a feature that is worth delaying the release to get. Put simply, the application MUST have this feature or it is not worth building the application at all!
For my to-do list
If I don’t do this I am not doing my job! I am not talking about forgetting to file an expense report, I mean my core reponsibilities, what I was hired to do! Sometimes there is a MUST on my to-do list that I dread doing, but when I acknowledge to myself it’s a MUST do, I have to set aside time to do it.
We all know we should get some exercise. Some weeks it is easier than others. Did you know that as long as you exercise every third day you are improving? If you exercise the 4th day you are at least maintaining. So for me, a MUST exercise day is when I’ve gone 3 days and haven’t done anything. On Day 4 I MUST do something, otherwise I am actually getting less fit. Of course a must varies depending on your goals. When I am training for a marathon, the MUST is the long run because that’s the run that you will regret skipping race day)
Anything identified as a SHOULD that is not included in a release is going to make users unhappy and may even make them mad! They will be able to use the application but you had better give them a date when the SHOULD requirements will be added. Some of the SHOULD features may be pushed back a release or two but you know the users are going to be complaining until the SHOULD requirements are released.
For my to-do list
If I don’t do this task, one of my co-workers or maybe even my boss is going to be unhappy. Maybe it’s data I promised to try and put together so they could complete a plan. Maybe it’s something I promised to follow up on. My boss isn’t going to start yelling at me because I didn’t do it, but somebody out there will be unhappy if this doesn’t get done. I certainly try to do all the SHOULD items on my to-do list. But during a crisis, they may get pushed back until everything is under control.
If you get exercise every third day, then you are improving. Shouldn’t we all strive to get fitter rather than just maintain our current level of fitness? Getting in a workout at least once every three days is something we SHOULD all do. When I am training for a marathon, hill work falls into the SHOULD category. I know if I do my hill work it will pay off on race day (there are very few marathon courses out there without hills). But if I don’t do my hill work I’ll still finish, it’s just going to be a lot tougher.
This is how you make users happy! When you start adding the features a system COULD have the result is a feature that will make the users happy. Something the old system perhaps couldn’t do and caused them frustration. Something taht will make the users lives easier
For my to-do list
When I get to the COULD items on my to-do list I am making the people I work with happy. Perhaps even going a little bit above and beyond. Maybe it’s taking the time to write a little email to their manager thanking them for helping with a task. Maybe it’s taking the time to put together a really awesome graph or report that summarizes the work we’ve done in the past year or the work to do in the coming year. When you manage to get a few COULD items on your to-do list completed you may start to get a little recognition for your effort, even if it’s just a ‘Thank you this is really helpful’ email from a co-worker.
Ahhh, now if you can get to the COULD do items on your exercise strategy you should actually start to notice improvements. You could take a few minutes each day to do some situps or push ups. You could add some cardio to your routine, or if you do cardio maybe add a little strength training to your routine. But, if you want to make it a habit to get to the COULD items on your exercise routine, I strongly recommend doing it with a friend, or making sure it’s something you can turn into a routine. When I am training for a marathon I COULD add some strength training to improve my core and some stretching. I can run a marathon without doing situps, but I’m going to look much stronger in that finish line photo if I can fit it in. Hmmm, since stretching will help me prevent injury, I guess I should really bump that up to the SHOULD list!
When you interview users and ask them for their list of requirements for a new system, every now and then they will say something like ‘you know what would really be nice’ . These are the WOULD like to have priorities. These are feature we will include if it turns out we can do them without really spending any serious amount of money or time doing it. Every now and then the users request a change that will take very little time to implement, it may be a feature that already exists in the software but wasn’t implemented or well understood. We don’t often get to add a WOULD to a system, but when you do, the users smile and you get the satisfaction of knowing you made them happier without a big investment of resources.
For my to-do list
Ahhh, I have so many WOULD like to do items on my to-do list. You know all those articles you want to get around to reading, or the things you want to sit down and learn when you have time. When you do have the opportunity to tackle a WOULD item on your to-do list, the result is YOU are happier. You had a little time to tackle something that you wanted to do for you. Keep an eye out for easy WOULD like to do items that won’t take much time. Once in a while you may find a little window at the end of the day, when you really don’t have the energy to tackle the big to-do items and giving yourself 30 minutes to work on a WOULD like to do can re-energize you and remind you why you like your job!
What exercise do you actually enjoy? Is it yoga? kickboxing? (I love kickboxing) cross country skiing? A walk along the river? Find a little time here and there to do something you enjoy that happens to be exercise, rather than doing it because it is exercise. When I am training for a marathon, going for a run wiht no goal pace or distance is such a pleasure especially with a friend! Itgives me a break from the gruelling training runs and reminds me why I took up running in the first place.