MoSCoW prioritisation: The art of saying \"No\" (without really saying it)
Let’s face it—project management can sometimes feel like trying to juggle flaming swords while riding a unicycle. There’s so much to do, and it all seems super important. But not everything needs to be a fire-breathing circus act, and that’s where MoSCoW prioritisation comes in. No, it’s not the latest TikTok dance craze; it's a simple but powerful tool to help you sort through the madness and figure out what’s truly critical to your project's success (so you can say “no” like a pro).
So, what’s MoSCoW?
The “if this isn't delivered then don't bother delivering anything” category or Minimum Usable SubseT.
These are the essentials, the absolute non-negotiables. Think of them like oxygen. Without them, your project will suffocate. These are the features or tasks that are absolutely required for the project to function or be considered successful. It's like saying, “I must have pizza for dinner.” No pizza? No dinner. Simple.
Example: Let’s say you’re building a new mobile app. The “Must Have” is the login feature. If users can’t sign in, what’s the point of the app? It’s the project’s heartbeat.
Tip: Make sure you’re clear with your team on what qualifies as a “Must Have” at the start of the project. This will help you avoid endless debates and keep everyone focused.
The “nice to have” (but still important).
These are the things that are really important, but if push comes to shove, you can live without them—for now. These are the tasks that would make your project even better, but the world won’t end if they’re not included in the first round. Think of it like your favourite pizza topping: you want it, but it’s not the end of the world if it's left off.
Example: For the same mobile app, a "Should Have" feature could be a user profile page where users can view and edit their details. It’s nice to have, but you can still launch the app without it.
Tip: When you're negotiating deadlines or scope with clients or stakeholders, keep these in mind as things that can be rolled out in later versions or updates.
The “if you’ve got time” bonus round.
Now, we’re entering the realm of the “Could Haves.” These are the features that are nice to have but aren’t going to make or break the project. They’re the things you could do, but if you run out of time or resources, it’s not the end of the world. Think of it like adding extra cheese to your pizza. Is it going to improve your life? Absolutely. But will you survive without it? Definitely.
Example: A “Could Have” for the app might be a customizable theme feature that lets users change the look of the app. It’s cool, but it’s not essential to the app’s functionality.
Tip: Use “Could Haves” to add a bit of extra sparkle to your project. If you’re on time and under budget, they’re the cherry on top—but don’t sacrifice “Must Haves” or “Should Haves” to squeeze them in.
The “nice try, but not now” list.
Here comes the toughest part: saying no. Cue the dramatic music. These are the features or tasks that, despite how much they might tempt you, will not be part of this version of the project. They’re not necessarily bad ideas—they just don’t fit into the current scope. Kind of like deciding not to order dessert because your pants are already tight enough.
Example: You might have had an idea to integrate the app with social media so users can share content directly from the app. It’s a great idea, but it’s not going to be included in this release. Maybe in the next one.
Tip: Communicate early and often about what won’t be included, so everyone knows what to expect. Use the "Won’t Have" category as a buffer zone to manage expectations and avoid scope creep.
Tips for mastering MoSCoW prioritisation (so you can say “no” like a pro)
- Saying 'no' by saying 'not right now'
When a request doesn’t fit into the current project, acknowledge its importance while communicating that it’s not feasible at this moment. You can say, "That's a great idea, and we'd love to work on it. However, due to the scope and available resources, we can't right now. We will document it and revisit it when we have the capacity." This approach softens the no, makes them feel heard, and ensures you don’t lose potential future value. - Get stakeholder buy-in and set expectations
Involve your stakeholders in the prioritisation process from the get-go and ensure everyone has a shared understanding of what each category means. Work with them to determine which features belong in each category. When everyone knows why certain features are Must Haves, Should Haves, Could Haves, or Won’t Haves, it makes the process smoother and more effective. Shared understanding = smooth sailing! - Be realistic about what can be achieved
Don’t overestimate what your team can handle. Keep your Must Haves at the forefront, and remember: the goal isn’t perfection, it’s progress. A realistic approach helps keep you from burning out, and it ensures that the project stays on track. Focus on what needs to be done—not everything under the sun! - Ensure stakeholders know you'll still be working on S and C (even if C’s get cut)
Just because something is in the Could Have category doesn’t mean you’re ignoring it altogether. Be transparent with stakeholders that while they might not make the final cut, Should Haves and Could Haves are still in play—and that Could Haves can sometimes be descoped if project constraints (like cost or time) take effect. - Use MoSCoW for everything (seriously, everything)
Start prioritising like a pro, not just on projects but in your day-to-day life! Grocery shopping? MoSCoW. Travel plans? MoSCoW. Deciding whether you should eat that extra slice of pizza? MoSCoW! The more you practice prioritising, the sharper your decision-making skills will become. - Don’t overlook underlying Must Haves in Should and Could Haves
Some Should Haves and Could Haves can have hidden Must Haves inside them. For example, let’s say you’re working on an e-commerce website. A Should Have feature is a product review section, where customers can leave ratings and comments. You roll it out, and everything seems fine. But then you realise that in order for the reviews to be helpful, you need a Must Have feature: a system that verifies each review is from a legitimate customer who actually purchased the product. Without this verification, the reviews lose their credibility and usefulness. Be mindful of these ripple effects—they’re like little surprises wrapped in prioritisation layers! - Keep revisiting your priorities
MoSCoW is a living, breathing tool—so don’t just set it and forget it! As your project progresses, new challenges and opportunities will arise, and you may need to shuffle tasks between categories. If your team finishes the Must Haves ahead of schedule, feel free to move on to the Should Haves—or even the Could Haves! Flexibility is key. - Communicate, communicate, communicate
Clear communication is your best friend in the world of MoSCoW. Be transparent with your team and stakeholders about why certain features didn’t make the cut. This helps manage expectations and prevents any hard feelings. Regular updates are essential—keeping everyone in the loop ensures that no one feels left behind.
Want to master MoSCoW prioritisation like a pro?
Our tailorable Business Analysis workshop takes a hands-on approach to demonstrate how to prioritise and practise effective decision-making. You’ll get practical experience and expert tips that’ll turn you into a MoSCoW prioritisation wizard in no time.
Contact us to tailor a workshop to your team’s needs and start prioritising like a pro.
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