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The Getting Organized Experiment of 2009 / Re: Request: Please share your prioritization methods here
« Last post by IainB on June 12, 2010, 02:08 PM »The most powerful tool that I ever came across for getting things done was the "ABC" method. This was long before the term "GTD" was coined, and was taught to me by a project manager (I was working in a Business Analyst role) in about 1977.
I have used the ABC method over many years and to good effect, and modified/augmented it only slightly. I have coached people in its use, and they have then been able to quite literally transform and take control of their busy lives.
The ABC method of prioritisation for tasks:
The ABC method of prioritisation for user requirements in a system development:
A = Mandatory
B = Highly desirable
C = Nice-to-have
The ABC method for tasks focusses the mind wonderfully, and helps you to PLAN and to make decisions:
The ABC method for requirements also focusses the mind wonderfully, and helps you to PLAN and to make decisions:
How I applied the method:
* Media: I tried using index cards, but it was too fiddly and so I moved to having 3 clear plastic folders - one for each of the 3 priorities.
In each folder I could have n sheets of paper forms. Each form was photocopied from a template. Each sheet had ruled lines down the page, with columns reading from left to right, as follows. You could only write on the form in pencil.
* Priority: value could be A or B or C, but you only needed to write the priority in if/when it changed from that of the sheet.
* Details/References: value is free text.
* Action: value is typically one or more of these:
Status flag: ToDo; WIP; Done; ARR (Awaiting Response/Reply);
Who: the initials of the person who was assigned to carry out this task;
Activity required: Do it; Call; Email; Meeting;
Date: due (usually for "A's" only); done.
(You need to use pencil and eraser to update these.)
* Priority changes: Rarely - and usually as a result of a mistake somewhere - an "A" entry would be downgraded to "B", and similarly a "B" would be downgraded to a "C".
The usual change was a "B" entry being upgraded to an "A", as and when it became time-critical.
To effect the change, you transcribe that entry onto the other appropriate form and rub it off that line where it had been on the original form (where it now no longer belonged).
ABC computer-based method: In 1989/1990, I started using Lotus Agenda, a PIM which was ideal for automating the recording and dynamic updating of the ToDo list and details of any associated data. Lotus Agenda is obsolete now, and I have not found any software that can perform as well as this since, so it is back to the paper-based method. However, I was surprised to see that something similar was starting to be achieved with a Firefox/Chrome add-on called "GTD for Gmail" (still in ß), until they changed ("improved") it a week ago and apparently ruined the emerging potential. I think the developers probably failed to see/understand the significance or potential of what it was that they were building - you sometimes get a lot of that in IT.
Hope this helps or is of use.
I have used the ABC method over many years and to good effect, and modified/augmented it only slightly. I have coached people in its use, and they have then been able to quite literally transform and take control of their busy lives.
The ABC method of prioritisation for tasks:
- A = Urgent AND Important
- B = Important BUT NOT Urgent
- C = Neither Urgent NOR Important
The ABC method of prioritisation for user requirements in a system development:
A = Mandatory
B = Highly desirable
C = Nice-to-have
The ABC method for tasks focusses the mind wonderfully, and helps you to PLAN and to make decisions:
- You only need to worry about dates for the "A's" - as they are urgent. Some "A's" might need to be done before others - dependencies.
- You therefore address the "A's" first.
- The "B's" can be picked up and worked on as and when you have some slack time whilst addressing the "A's".
- The "C's" can be forgotten - because they are largely irrelevant (by definition) in the overall scheme of things.
- Events outside of your control may cause the priorities to be up- or down-graded.
The ABC method for requirements also focusses the mind wonderfully, and helps you to PLAN and to make decisions:
- You MUST address the "A's" - all of them, and you need to identify any potential/actual interdependencies.
- You negotiate with the users as to which "B's" are going to be included.
- The "B's" usually take 2nd place to the "A's" in the queue for resource allocation.
- The "C's" can be forgotten - because they are largely irrelevant (by definition) in the overall scheme of things.
- Events outside of your control may cause the priorities to be up- or down-graded.
How I applied the method:
* Media: I tried using index cards, but it was too fiddly and so I moved to having 3 clear plastic folders - one for each of the 3 priorities.
In each folder I could have n sheets of paper forms. Each form was photocopied from a template. Each sheet had ruled lines down the page, with columns reading from left to right, as follows. You could only write on the form in pencil.
* Priority: value could be A or B or C, but you only needed to write the priority in if/when it changed from that of the sheet.
* Details/References: value is free text.
* Action: value is typically one or more of these:
Status flag: ToDo; WIP; Done; ARR (Awaiting Response/Reply);
Who: the initials of the person who was assigned to carry out this task;
Activity required: Do it; Call; Email; Meeting;
Date: due (usually for "A's" only); done.
(You need to use pencil and eraser to update these.)
* Priority changes: Rarely - and usually as a result of a mistake somewhere - an "A" entry would be downgraded to "B", and similarly a "B" would be downgraded to a "C".
The usual change was a "B" entry being upgraded to an "A", as and when it became time-critical.
To effect the change, you transcribe that entry onto the other appropriate form and rub it off that line where it had been on the original form (where it now no longer belonged).
ABC computer-based method: In 1989/1990, I started using Lotus Agenda, a PIM which was ideal for automating the recording and dynamic updating of the ToDo list and details of any associated data. Lotus Agenda is obsolete now, and I have not found any software that can perform as well as this since, so it is back to the paper-based method. However, I was surprised to see that something similar was starting to be achieved with a Firefox/Chrome add-on called "GTD for Gmail" (still in ß), until they changed ("improved") it a week ago and apparently ruined the emerging potential. I think the developers probably failed to see/understand the significance or potential of what it was that they were building - you sometimes get a lot of that in IT.
Hope this helps or is of use.
