Mitch Lacey Team Prioritization

Choose this exercise

Purpose: Produce an ordered, sequenced backlog agreed on by the team based on effort and business value.

Use it when: Use during sprint planning, project kickoffs, or backlog grooming when a team faces an overwhelming list of unsorted tasks.

Skip it when: Skip when tasks have rigid hard-coded dependencies that dictate exact order regardless of effort, or when work cannot be estimated yet.

Group arrangement: Whole group working together around a single shared matrix board

Timing: Source suggests up to 60 minutes for 5 to 8 people; 45 minutes fits a focused working backlog of 15 to 25 items.

Materials and tools

• 1 large whiteboard or wall poster
• Dry-erase markers or board pens
• Sticky notes or index cards (3 pads)
• Masking tape (if using index cards)
• Fine-tip markers for writing cards (1 per person)

Before participants arrive

1. Draw a large 2D matrix on the whiteboard or poster wall.
2. Label the horizontal X-axis 'Size / Complexity' from Small on the left to Large on the right.
3. Divide the horizontal space into three vertical columns: Small, Medium, Large.
4. Label the vertical Y-axis 'Priority / Value' from Low at the bottom to High at the top.
5. Place markers and sticky note pads at the workspace.

Say this to open

Today we are going to sequence our backlog so we know exactly what to tackle first. We will plot tasks on this grid by size and business priority. Then we will pull them off into a sequenced to-do list, starting with quick wins in the top left.

How to run it

1. Write backlog cards 8 minutes

   Distribute sticky notes and markers. Invite everyone to write one backlog item or task per note in concise, readable block letters. For example, write 'Export invoices to CSV', not a whole paragraph. Participants place completed cards on the table edge or board border as they finish. Anyone who wants to pass on writing may group existing cards.

2. Plot onto the grid 12 minutes

   Review items one by one as a room. Have the author or facilitator read the item. Ask the team two questions: How big or complex is this (Small, Medium, or Large)? How urgent or valuable is it compared to others (Low, Mid, or High)? Place the note in its corresponding spot on the grid. If people disagree on placement, discuss briefly and average the placement.

3. Split oversized high-priority items 10 minutes

   Direct everyone's attention to the upper-right section: high-priority, large-complexity items. Ask if any of these large tasks can be split into two or three smaller deliverables. If yes, write new cards for the smaller pieces, place the new pieces in their respective positions on the grid, and remove or archive the original card.

4. Extract the sequenced to-do list 10 minutes

   Read off the prioritized queue by starting in the top-left section (high value, small effort). Move clockwise: top-left (quick wins), top-middle (high value, medium effort), top-right remainder (high value, large effort), bottom-right, bottom-middle, and finally bottom-left (low value, low effort). List these items in that order on a side panel or register as the draft execution sequence.

5. Review and confirm order 5 minutes

   Read the final ordered list aloud to the room. Give participants one minute to raise any necessary sequence adjustments caused by strict technical dependencies. Adjust positions if agreed, then finalize the list.

Debrief questions

• Which items shifted position the most once we compared effort against value?
• How did breaking down the large, high-value tasks change our immediate workload?
• What immediate work from the top-left can start tomorrow?

Finished output: A sequenced list of backlog tasks ordered by priority and effort, with oversized top-priority tasks broken into smaller units.

Remote

Set up a digital whiteboard (such as Miro, Mural, or Google Jamboard) with the 3-column Size axis and Priority Y-axis pre-drawn. Participants generate virtual sticky notes simultaneously, then the facilitator shares their screen while the group discusses and moves notes into position. Use a text document alongside to record the final clockwise sequence.

Hybrid

Assign an in-room digital proxy with a webcam pointed at the physical board, or run the master board on an interactive digital whiteboard that both room and remote attendees can edit simultaneously. Remote members speak or drop task names in the chat, and the facilitator ensures remote participants speak first during item-splitting steps.

Access and participation choices

• Participants can choose whether to write cards, call out placements verbally, or organize the resulting text list.
• Anyone may pass on speaking during open debate without penalty.

If the session gets stuck

The team rates every single task as High Priority, clustering all notes at the top.

Enforce forced relative comparison. Ask: 'If we could only ship two of these this month, which two would they be?' Move the rest lower.

Participants argue endlessly over exact millimeter placement on the grid.

Rely on the three vertical columns (Small, Medium, Large) and three rough vertical bands (High, Medium, Low). Remind the team that relative quadrant placement matters more than millimeter precision.

Terms used here

• Backlog: A cumulative list of tasks, features, or technical requirements awaiting work.
• Relative Sizing: Estimating the effort or complexity of a task by comparing it directly to other tasks rather than estimating absolute hours.