MoSCoW Method: Simple Prioritization Matrix for Project Tasks

Each of our working days feels like a race against time. Time is a precious and elusive resource that has a tendency to slip through our fingers. At the end of the day, we are too often frustrated by not having completed the tasks for which we were responsible on time. You can also remedy it thanks to our task management software.

To avoid this feeling of frustration and powerlessness in the face of the passage of time, it is essential to be organized and to make a ranking in order to prioritize your tasks in order of urgency and/or importance. For this, there are two main methods: the Eisenhower matrix and the MoSCoW method. In this article, we are going to introduce you to the MoSCoW method.

Definition and principle

It was Dai Clegg, a consultant at Oracle UK, who invented the MoSCoW method in 1994.

When managing a project, you need to know your customer's requirements and priorities. The MoSCoW technique is a prioritization tool that helps you make decisions about which tasks you should perform first, those that need to be completed later and those that are not necessary to do.

The capital letters of the acronym MoSCoW correspond to four categories:

• M for Must Have this (vital): these tasks are essential for the success of the project. They must therefore be carried out as a priority and this is non-negotiable.
• S for Should have this if at all possible: this category includes important tasks to be completed as soon as the “Must have” tasks are completed. They bring real added value to the project and contribute to the achievement of objectives, but unlike “Must Haves”, they can be delayed over time.
• C for Could have this if it does not affect anything else (comfort): these are comfort tasks that will be completed as much as possible, if there is time left after the tasks in the first two categories have been completed. Their completion should not affect other tasks.
• W for Won't have time but would like in the future (luxe): these are secondary tasks that you would like to do one day, but which you give up for the moment, due to lack of budget and/or lack of time.

You may have noticed that the O in the acronym MoSCoW has no meaning. It only serves to make the method more easily pronounceable and memorable.

This prioritization technique is generally used in a language used in the context of the Agile approach. You should prioritize tasks for each iteration, not for the entire project. For perfect control of the work, each new iteration redefines which task falls into which category according to the requirements of the project.

The advantages and limitations

Three main advantages of this method are identified.

• First, the way to name the different categories is much more relevant and makes it easier to prioritize tasks according to their level of criticality.
• Second, the last category (Won't Have) allows you to note customer requests and requirements and save them for integrations in later releases or projects.
• Finally, prioritizing your tasks allows you to allocate your resources appropriately.

It is important to maintain a certain balance in the categorization exercise in order to avoid all tasks being prioritized and ending up in the “Must Have” category. The risk is that new requirements and requests that are more interesting to achieve pass for priorities when they are not necessarily priorities. Conversely, important tasks like redesign, improvements, and maintenance may end up in the “Could Have” or “Won't Have” category.

Another limitation is that there is no precise logic for classifying similar tasks. What determines if a task should be classified as “Must Have” rather than “Should Have” and vice versa?

Methodology: how do you go about it?

Follow these three steps to set up the MoSCoW method.

1. List the items to prioritize

Start by making a list of all the tasks that need to be completed. During this first stage, it is imperative that all project stakeholders are represented (the customer, the project team, suppliers and service providers, public authorities, etc.).

For more efficiency, List your tasks directly in your tool project management. Write down everything that comes to your mind, even the ones you consider to be incidental, so you don't forget anything and free your mind to be more productive.

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2. Rank them

Once your list is ready, sort and rank each of the items listed using the MoSCoW method.

What are the “Must Haves”, the tasks to be carried out in priority to ensure the success of the project? What are the “Should Haves”, the important tasks to be completed once the “Must Haves” are completed? What tasks fall under the “Could Have” category and can be completed once the tasks in the previous two categories have been completed? Finally, what tasks belong to the “Won't have” and will not be done at the moment?

Make sure that the four categories are easily identifiable by using a color code for example. So you can recognize important tasks from secondary tasks at a glance.

Everyone must participate in this discussion and a good balance must be found between the expectations and requirements of each of the stakeholders.

3. Validate the relevance of the classification

No, not all tasks in a project have priority. If you end up with a large amount of tasks in the first two categories (“Must have” and “Should have”), check that the workload is achievable and that the deadlines, budget, and resource capacities will be respected. If this is not the case, sort the “Must Haves” again, making sure that these tasks are really essential to the success of the project.

Conclusion

Managing priorities is essential to achieve your goals and ensure the success of a project. You can use the MoSCoW method at any time in the project: once a week, during each new iteration, or every day so that each team member knows their priorities for the day. In case of delay, unforeseen events or problems, do not hesitate to review the order of your priorities.