Impact Effort Matrix Template

What is an impact effort matrix?

An impact effort matrix is a decision-making tool that assists people to manage their time more efficiently. 

Each potential idea, strategy or project is assessed based on the level of effort required and the potential impact or benefits they will have. 

This is also why it is commonly known as the action priority matrix. 

The result is a visual representation of where best to assign time and resources. Activities fall into one of four categories:

  • Quick wins – Give the best return based on the effort.
  • Major projects – Provide long term returns but may be more complex to execute.
  • Fill ins – Don’t require a lot of effort but neither do they offer many benefits.
  • Time wasters – Time-consuming activities with low impact that should be avoided.

 

Why use an impact effort matrix?

An impact effort analysis:

  • Rapidly identifies what activities you should focus on, along with the ones you should ignore.
  • Helps optimize limited time and resources.
  • Provides time to reflect on a range of strategies and find the most efficient path to achieve goals and reduce wasted time and effort.
  • Helps get projects back on track, aligns team priorities, and identify the best solutions to a problem.
Tips for facilitating an impact effort matrix

Who can use an impact effort matrix?

An impact effort matrix is often applied by Lean Six Sigma projects to maximize team productivity. However, its simplicity and versatility make it useful for everything from daily to-do lists through to strategic action plans. 

This activity is really useful for project managers, scrum masters and team leaders who are looking to prioritise their work to ensure they are working on the things that are the most valuable.

Impact effort matrix template

The impact effort matrix template plots activities against two variables:

  • Level of Effort (Horizontal Axis) – How much time, money, resources, and capacity will be needed to achieve the desired outcome.
  • Level of Impact (Vertical Axis) – How much value or impact the outcomes will have on the business or project.

The result is a simple 2 x 2 matrix. Each activity is categorized into one of four quadrants, providing a visual representation of where to focus resources and effort, and where to avoid activities altogether.

High Impact
Low Impact

Quick wins

Activities that give the best return based on the effort. They are valuable and fundamental to your success.
Focus on actions in this quadrant and complete them before anything else.

Major projects

Activities that provide long term returns but may be more complex to execute.

Be selective and only pursue them if they are likely to be worth the effort. Plan and execute efficiently.

Fill ins

Unimportant activities including everyday tasks.
Don’t worry about these activities. Keep them on the back burner and complete them when there is excess capacity.

Time wasters

These activities are time-consuming and require resources that are better spent on other things.
They are generally not worth completing so avoid, delegate, or defer them.
Low Effort
High Effort

How to build an impact effort matrix

The time required to construct an impact effort matrix depends on the organization, the size of the group, and the objectives of the session.  In order to generate really creative ideas, it may be a good idea to have smaller teams, run quick pitching of ideas or run ice breakers to get ideas flowing.

 

Objective

Define a clear objective for the impact effort analysis.

Brainstorm

Think of all the current activities required to achieve your objectives.

Group

Collate and consolidate the list.

Position

Assess the impact and effort of each activity and position on the matrix.

Action Plan

Identify actions, and assign responsibilities and timeframes. Start with Quick Wins and Major Projects.

Share

Share the outcomes of the session, including the action plan, to relevant stakeholders.

Cross Device Compatibility

Save effort, time and money with GroupMap

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