How to use the MoSCoW prioritization technique

Prioritizing tasks is essential to project success. The process improves decision-making and prevents delays by ensuring critical tasks have enough time and resources.

One of the most effective ways to prioritize tasks is the MoSCoW prioritization method. By the end of this article, you’ll know how the MoSCoW prioritization method works and whether it’s the right prioritization technique for your project.

What is MoSCoW prioritization?

MoSCoW is a management technique for prioritizing tasks, features or requirements based on their importance. The model ensures you meet essential project requirements despite limited timeframes or resources.

Dai Clegg, a software development expert at Oracle, developed MoSCoW prioritization in 1993. The aim was to prioritize tasks during rapid application development (RAD). The technique is now a popular Agile framework, often used by project management and software development teams to clear the product backlog.

What is the product backlog?

The product backlog is a prioritized list of tasks and deliverables a team must complete to build or improve a new product. It’s essential to Agile project management, where teams work in iterative cycles or sprints.

Here’s an example of how the product backlog would look:

MoSCoW aims to address items from the backlog based on priority. Teams can use the technique to create a roadmap for which items to address first.

Think about a sales process, for example. The product backlog consists of tasks like closing deals, optimizing the sales funnel and improving customer outreach strategies. The sales team uses MoSCoW to identify which tasks lead to higher conversions and revenue, adjusting the backlog accordingly.

What does MoSCoW stand for?

The name “MoSCoW” is an acronym. Each letter represents a different level of priority:

• Must have

• Should have

• Could have

• Won’t have (for now)

Let’s look at these priority levels in more detail.

Must have

The “must haves” are the critical and non-negotiable requirements for project success. Let’s say you want to optimize your lead qualification process and improve conversion rates. A “must have” in this scenario is clear lead qualification criteria.

Your sales team needs this information to differentiate quality leads from poor leads. Without it, the project will fail.

Should have

The “should haves” are helpful to project success but not critical.

Let’s use the same lead qualification example. Lead scoring automation is in this scenario’s “should have” column. Lead scoring involves assigning values to leads based on their likelihood of converting into sales.

The project still functions without these automations. However, including them improves the project outcome by assigning suitable leads to the right sales reps as quickly as possible. As a result, reps spend less time qualifying leads and more time nurturing those that fit the bill.

Could have

The “could haves” (or “nice-to-haves”) are desirable requirements that aren’t essential to project success. Include them if time and resources allow, but the project won’t suffer significantly if you omit them.

For example, allowing sales reps to customize lead scoring based on their preferences would give them more control over prioritized leads, but it doesn’t directly impact project success. You can still optimize the lead qualification process without it.

Won’t have (for now)

“Won’t haves” are the least important requirements. They’re usually:

• Too resource-intensive

• Not aligned with immediate goals

• Lower priority than the other tasks

The “won’t haves” are out of the scope of the current project but remain on the back burner to revisit in a future release.

Integrating non-critical systems – like project management tools – is an example of a “won’t have” activity.

Project management systems aren’t essential to optimizing the lead qualification process but do add value. For example, sales teams can organize and track lead qualification tasks even if they aren’t critical to the project’s success.

Pros and cons of the MoSCoW prioritization technique

There are benefits and drawbacks to MoSCoW analysis. Here are some of the top reasons to use MoSCoW:

However, this technique can also pose some challenges. Here are some cons to consider as you decide what approach to take:

Quick tips for mitigating the challenges of MoSCoW

Let’s look at how to overcome the hurdles of MoSCoW:

• Ensure correct categorization by including all relevant stakeholders in your discussion. You get a broad range of perspectives to help you categorize priorities correctly.

• Stakeholder mapping makes it easier to include and manage all parties. The process involves categorizing stakeholders into groups based on their level of influence or interest in the project, such as decision-makers, end-users or contributors. Categorizing stakeholders makes it easier to manage their input without overwhelming the process.

• Adopt a well-rounded approach to organizing tasks and planning projects using the MoSCoW technique alongside other task management strategies. Critical path analysis (CPA) or the program evaluation and review technique (PERT) are examples.

How to use the MoSCoW technique for prioritization

The MoSCoW method isn’t complex, but following the right steps and using the framework to its full potential is important.

Here are the steps for using the MoSCoW prioritization technique.

1. List the project deliverables

Deliverables are the measurable outputs of your project. Listing them helps identify the tasks needed to achieve them.

To determine project deliverables, start by outlining your objectives. What are you trying to achieve? If your goal is to increase sales revenue by 20%, which deliverables will help you get there? Here are some examples:

• Developing a new sales strategy

• Creating a better sales training program

• Improving the lead qualification process

With these deliverables in place, determine the necessary tasks for project completion. Using the lead qualification process as an example, the project tasks include:

• Researching industry best practices for lead qualification

• Determining lead qualification criteria

• Selecting technology for implementing lead qualification (like a lead-scoring CRM)

• Testing the lead qualification technology

• Integrating the lead qualification technology

• Training sales teams

• Launching the lead qualification process

• Analyzing results and making adjustments

These project tasks are the activities you’ll prioritize using the MoSCoW method. Go through the same process for each deliverable in your project.

How to list all project deliverables in Pipedrive

Use Smart Docs to note all your project deliverables in Pipedrive. Updates appear in real time, allowing you to collaborate with users in the same document.

2. Identify relevant stakeholders

Pinpoint which stakeholders need to be in the prioritization discussion. To do this, compare project requirements with employee roles and responsibilities. If their roles are essential to the project’s success, include them in the MoSCoW process.

For example, when creating a new sales workflow, you need:

• Sales representatives

• Sales managers

• Marketing team members

• Customer success representatives

• Product managers

• Product development team members

• IT teams

• Executive leadership

You may also need external stakeholders. Consider their participation in the business and whether their input is necessary for the project.

How to identify relevant stakeholders in Pipedrive

Head to the user section in Pipedrive’s CRM to get a clear picture of everyone’s roles and responsibilities. Assign the relevant users to a specific MoSCoW project and gather everyone in one virtual location.

3. Perform the MoSCoW prioritization

Meet with the relevant project stakeholders to perform the MoSCoW prioritization. Think of it like a brainstorming session. Attendees meet to discuss opinions, suggest new ideas and determine where tasks sit in the MoSCoW framework.

Here’s how to host a MoSCoW prioritization session:

• Schedule the session. Use a scheduling tool to identify the best time everyone can meet. Perform the MoSCoW prioritization either in person or virtually. Arrange a space for an in-person meeting and ensure all relevant parties can attend. Get the proper digital infrastructure for a virtual meeting to host a smooth session, such as using a collaborative video platform like Miro.

• Create an agenda. An agenda ensures you stay on track, which is helpful if you have a lot of tasks to cover. Define the meeting goals, list the main topics and assign a time limit for each item. Share the agenda with participants so they know what to expect and how to prepare.

• Choose a facilitator. Even people with the best intentions can take over meetings, preventing others from speaking up. Have someone facilitate the session to ensure everyone has a chance to share their opinions. That way, you get as much context as possible, ensuring you categorize tasks correctly.

How to plan a MoSCoW prioritization discussion in Pipedrive

Here’s how you can use Pipedrive’s Scheduler Tool to plan the meeting:

• Set the meeting date and time

• Add any notes or other relevant information to the invite (like the agenda)

• Send the invite to the project team

The below image shows how simple it is to schedule a meeting in Pipedrive:

You’re ready to go once you set the date, time and duration of the event.

4. Document the categorization

Keep a record of the agreed priorities. There are a couple of ways to do this:

• Create a matrix that splits the priorities into the four prioritization categories

• Use a document to note them, listing the tasks under the four category subheadings

Here’s an example of a MoSCoW prioritization matrix:

The MoSCoW matrix is a better option if you need to compare multiple tasks or features side by side. It also benefits a complex project by allowing you to visualize all tasks and priorities simultaneously. Feel free to use the above image as your MoSCoW prioritization template.

A document works well if you have fewer requirements. It’s also handy for adding descriptions or context around why tasks are in specific categories.

How to document priorities in Pipedrive

There are a few ways to document MoSCoW priorities in Pipedrive:

• Use Smart Docs to turn your meeting minutes into a bulleted list of priorities

• Use Pipedrive’s activity priority labels to categorize tasks

Create project phases that align with the categories in the framework and assign tasks to those phases.

5. Review and adjust priorities as necessary

Priorities may shift depending on changing deliverables and outcomes – especially for Agile projects. When this happens, return to the prioritization and update as necessary.

Let’s say you implement a new sales process in different iterations (sprints) using the MoSCoW method. After several sprints, you realize you must adjust one of your priorities.

One of your “must haves” is social media integration for lead sourcing, but the sales team isn’t using it often. Why? Most high-quality leads come from other sources, like automated email follow-ups.

You return to your MoSCoW prioritization matrix (or document) and make amends. Sourcing leads via social media moves to the “could haves”, and you add automated email follow-ups to your “must haves”.

How to adjust priorities in Pipedrive

Adjusting priorities in Pipedrive is quick and easy. Use the drag-and-drop feature to move tasks between project phases (your MoSCoW categories). If you used Smart Docs to list your priorities, you can copy and paste text into tasks.

Is the MoSCoW prioritization method right for your business?

Let’s look at situations where the MoSCoW technique is useful:

• To prioritize tasks in large and complex projects. When juggling many tasks, use MoSCoW to pinpoint which activities to focus on and ensure project completion.

• To manage Agile projects. Use the MoSCow technique to prioritize tasks that add the most value to end users in each sprint.

The MoSCoW methodology isn’t suitable for every project. There are limitations to be aware of (as mentioned above). For example, if you need to determine dependencies or weigh your budget and resources, the MoSCow technique isn’t the right choice.

However, it is helpful in conjunction with other project management strategies, like the RACI matrix.

RACI is an acronym for responsible, accountable, consulted and informed. Here’s a quick breakdown of how to assign tasks in the RACI matrix:

• Responsible – The person or people doing the work

• Accountable – The person who owns the task or project

• Consulted – People who provide input before completing the work

• Informed – People who need updates on project progress but don’t contribute to the work

While the MoSCoW method prioritizes tasks, the RACI matrix clarifies project roles and responsibilities. Combining these techniques provides a thorough approach to managing and scheduling project tasks.

Final thoughts

The MoSCoW prioritization technique helps categorize project tasks and initiatives. It’s simple to use and easy to change, making it ideal for Agile projects.

However, it’s not without its downsides. The framework lacks key elements when prioritizing tasks, like identifying dependencies. For this reason, it’s best employed alongside other task management practices.

If you’re ready to upgrade your task management, use Pipedrive. Our simple-to-use CRM helps you manage projects, optimize the sales pipeline, track leads and close deals – all in a single platform. Try it for free today.