An easy tool to help teams prioritize
How to choose the best option(s)
Hanna Lentz-Harry
Essential to planning is identifying what you are and are not going to do. Teams can use a variety of approaches for prioritization depending on how much information is needed and how much it will influence final decisions. This voting tool is considered less rigorous, which makes it great for quick and relatively simple decisions. By determining important criteria and voting on options that meet them, you can quickly see which ones are best.
Example
Voting
Criteria
How to Use
This step can be done with any number of people. You can use it with small groups , but it also work wells for very large groups who need to start focus on areas of agreement and prioritization. The nature of brainstorming criteria and voting on options lends itself well to groups of all size.
First, determine criteria.
With the group, identify the criteria you want to use to evaluate your list of elements (e.g. strategies, goals, activities). Ask “What criteria should we use to evaluate our options?” You can have individuals brainstorm on their own and then compile a list as a group.
Then list the criteria in order of most to least critical for decision-making. For smaller groups you may be able to talk through this, rearranging your list as you go. Sometimes it helps to have the criteria written on individual cards and move them around as part of the discussion process. During this discussion, team members will often clarify what certain criteria mean, and this discussion can help further refine the list.
Then, use criteria for voting.
Depending on the number of items on the list (n) that you are trying to prioritize, each team member gets n/3 votes. For example, if there are 6 issues to prioritize, each team member gets 6/3 or “2” votes. (Note, if there is an odd number of items, round up to determine the number of votes. For example, 5/3 would be "2" votes.)
Each team member votes on the options they believe best meets the criteria. Tally the total number for each option. “Votes” can be done by marker, sticky dots, or tick marks, asking the team to keep the criteria in mind. The items with the highest votes are prioritized. It is up to your team’s discretion to identify what falls on or off a prioritized list. For example, how many votes does an option have to receive to make the cut.
The prioritized items then move to the next stage of discussion or planning.
Be sure to discuss with the team the implications of the prioritization process and whether there are additional considerations or actions to be taken. For example, next steps may include consulting with other members of the organization or communicating prioritization decisions to relevant partners.
This tools works will in a remote or in-person meeting setting. You can use an online facilitation platform such as Mural or Miro or a simple Google Doc. Make sure everyone is able to see the workspace while it is being used and ideas are captured.
