As a Product Manager, one of the most challenging tasks you’ll face is prioritizing features for your product. When I first stepped into a leadership role, I found myself juggling multiple products, each with its own extensive to-do list. The challenge of deciding what needed immediate attention and what could wait was overwhelming. To make matters worse, whenever I asked stakeholders to prioritize, everything seemed to be of the highest priority.
This scenario is all too familiar to many Product/Project Managers. The pressure to deliver everything at once can be intense, especially when every stakeholder believes their request is critical. That’s where the MoSCoW prioritization technique comes in—a simple yet powerful framework that can help you focus on what truly matters.
What is the MoSCoW Prioritization Technique?
The MoSCoW prioritization technique is a method used to categorize product features or requirements into four distinct buckets: Must Have, Should Have, Could Have, and Won’t Have. The name “MoSCoW” is derived from the first letters of these four categories:
Must Have: These are non-negotiable features or requirements that are essential for the product’s success. Without these, the product would fail to meet its core objectives.
Should Have: These features are important but not critical. While the product can function without them, they add significant value and should be included if possible.
Could Have: These are desirable features that would be nice to have but are not essential. They can be included if time and resources allow but are not a priority.
Won’t Have: These are features or requirements that will not be included in the current product cycle. This doesn’t mean they will never be implemented, but they are not a focus for now.
The Power of MoSCoW in Prioritization
When I first encountered the MoSCoW technique, I was at a point where the large volume of tasks was causing paralysis by analysis. I needed a way to streamline my decision-making process, reduce the noise, and focus on what truly mattered. One fine day, I sat down with my team and all the items in our backlog. Based on past experiences, we sorted everything into the relevant MoSCoW buckets. It was not the best but at-least it was a starting point to be discussed with stakeholders.
When I presented the prioritized list to our stakeholders, the number of items we needed to discuss dropped dramatically—from 50-60 items to just 5-10. By focusing on the most critical features (Must Haves), we were able to have more meaningful discussions and make faster decisions. Yes, we had to move few items here and there from one bucket to another based on more knowledge and it is perfectly fine. We make decisions on empirical data.
Overcoming Stakeholder Resistance
One of the biggest challenges with MoSCoW is managing stakeholder expectations, particularly when it comes to the Won’t Have category. Convincing a stakeholder to agree that something they consider important won’t be done in the current cycle can be difficult. After all, no one wants to hear that their request is being sidelined.
However, the MoSCoW framework provided me with a structure to manage these conversations effectively. Here’s how I approached it:
Clarify the Timeline: I explained to stakeholders that “Won’t Have” means we won’t be doing it this quarter or the next. It’s not a hard “no” but rather a “not right now.” This helped to reduce the emotional resistance to putting items in this bucket.
Set Realistic Expectations: I assured stakeholders that if we successfully delivered the Must Have and Should Have items, we would revisit the Won’t Have list. This created a sense of fairness and transparency, ensuring that all features would get their due consideration over time.
Focus on Impact: I emphasized the importance of focusing on features that would have the greatest impact on customers and revenue. By aligning the discussion with broader business goals, it was easier to gain consensus on what truly needed to be prioritized.
This approach not only helped us streamline our workload but also provided a more collaborative and focused environment. By aligning everyone around the most critical priorities, we were able to deliver better products more efficiently.
Applying MoSCoW to Your Product Management Process
If you’re struggling with prioritization, I highly recommend giving the MoSCoW technique a try. Start by gathering your team and stakeholders and listing out all the features, tasks, and requirements. Then, begin categorizing them into Must Have, Should Have, Could Have, and Won’t Have. Here are a few tips to keep in mind:
Be Honest: Don’t shy away from tough decisions. If something is truly a Won’t Have, don’t be afraid to label it as such.
Communicate Clearly: Make sure everyone understands what each category means and why a particular item was placed there.
Review Regularly: Priorities can change, so revisit your MoSCoW list regularly to ensure it still aligns with your goals.
Tools for MoSCoW Prioritization
When it comes to MoSCoW prioritization, there’s no strict rule about the tools you must use. The key is to find a system that allows you to effectively track, organize, and communicate your priorities. Whether you prefer traditional methods or digital platforms, here’s a guide to the tools you can use to implement MoSCoW in your product management process.
Traditional Tools: Whiteboard and Sticky Notes If you’re in a room with your team and stakeholders, a simple whiteboard, a pen, and a few sticky notes can be incredibly effective. This tactile approach allows everyone to visualize priorities, move items around, and engage directly with the process. It’s straightforward, collaborative, and perfect for in-person meetings where quick adjustments and brainstorming sessions are needed.
Digital Spreadsheets: Google Sheets or Microsoft Excel For those working in an online environment or preferring a digital format, spreadsheets offer a versatile solution. Google Sheets and Microsoft Excel are excellent for listing features, categorizing them into the MoSCoW buckets, and sharing them with your team. These tools are particularly useful for remote teams, allowing everyone to access and update the document in real-time. Depending on your organizational needs, you can choose either platform, as both offer robust functionality for tracking and sorting your priorities.
JIRA with Confluence If your organization uses JIRA for project management, integrating MoSCoW prioritization into your existing workflow is seamless. JIRA allows you to list features, assign them to the relevant MoSCoW categories, and track progress. When combined with Confluence, you can create detailed documentation that explains the reasoning behind each priority, making it easier for stakeholders to understand and agree on the decisions.
MIRO: A Visually Engaging Platform For a more visually appealing and interactive experience, MIRO is my personal favorite. This online collaborative tool is ideal for teams that thrive on creativity and visual thinking. MIRO offers built-in templates specifically designed for MoSCoW prioritization, making it easy to start the process. You can invite stakeholders to participate in brainstorming sessions, vote on priorities, and collaborate in real-time. The platform’s engaging interface keeps everyone involved, and the visual representation of priorities helps in making clear, collective decisions.
Choosing the Right Tool for Your Team
Ultimately, the best tool for MoSCoW prioritization is the one that aligns with your team’s needs and working style. Whether you prefer the simplicity of sticky notes, the flexibility of spreadsheets, the integration of JIRA, or the visual appeal of MIRO, the key is to ensure that the tool you choose facilitates clear communication and effective decision-making. The goal is to focus on what truly matters and deliver the most impactful features for your product.
Conclusion: Focus on What Matters Most
The MoSCoW prioritization technique is more than just a framework; it’s a mindset. It forces you to focus on what truly matters and make tough decisions about what can wait. In my experience, applying MoSCoW has not only improved our product development process but has also helped manage stakeholder expectations and fostered a more focused and collaborative team environment.
Remember, in product management, focus is everything. By deciding what not to do, you empower your team to concentrate on what will have the greatest impact. As John Carmack wisely said,
Focus is a matter of deciding what things you’re not going to do.
