Decision Matrix

Steps to Apply the Decision Matrix:

1. Identify the Problem and Alternatives: Start by clearly defining the problem that needs solving. List out all possible alternatives or solutions. For example, if you're deciding which maintenance request to address first, list each task such as fixing a leaking faucet, addressing a broken gate, or repairing HVAC.
2. Determine Criteria: Establish the criteria for evaluating each option. Criteria can include urgency, cost, tenant impact, safety, and resource availability. For instance, you might use "Cost," "Time to Complete," "Tenant Satisfaction," and "Long-term Benefit" as criteria for maintenance tasks.
3. Assign Weights to Each Criterion: Assign a weight to each criterion based on its importance. For example, if tenant safety is the top priority, it might be given the highest weight, while "Cost" might have a lower weight if budget constraints are flexible.
4. Score Each Alternative: Evaluate each option against the criteria and assign scores. Typically, this is done on a scale (e.g., 1 to 5), with higher scores indicating better performance. For example, a task that has a high impact on tenant satisfaction might score a 5, while a less critical task scores a 2.
5. Calculate Weighted Scores: Multiply the score for each criterion by its weight and sum up these values for each alternative. This gives a weighted score for each option, helping you to objectively determine which task should take priority.
6. Make the Decision: Compare the total weighted scores for all alternatives. The option with the highest score is generally the best choice based on the criteria and weights you’ve set.

Example in Daily Problem Solving:

Scenario: Prioritizing Maintenance Requests

• Alternatives:

1. Fixing a leaking faucet.
2. Repairing a broken entry gate.
3. Servicing the HVAC system.

• Criteria and Weights:
  • Urgency (Weight: 5)
  • Cost (Weight: 3)
  • Tenant Impact (Weight: 4)
  • Time to Complete (Weight: 2)
• Scoring:
  • Fixing a leaking faucet:
    • Urgency: 3, Cost: 5, Tenant Impact: 2, Time to Complete: 5
  • Repairing a broken gate:
    • Urgency: 4, Cost: 3, Tenant Impact: 4, Time to Complete: 3
  • Servicing the HVAC:
    • Urgency: 5, Cost: 2, Tenant Impact: 5, Time to Complete: 2
• Calculate Weighted Scores:
  • Faucet: (3x5) + (5x3) + (2x4) + (5x2) = 15 + 15 + 8 + 10 = 48
  • Gate: (4x5) + (3x3) + (4x4) + (3x2) = 20 + 9 + 16 + 6 = 51
  • HVAC: (5x5) + (2x3) + (5x4) + (2x2) = 25 + 6 + 20 + 4 = 55
• Decision:
  • Servicing the HVAC has the highest score (55), so it should be prioritized first, followed by repairing the gate and then fixing the leaking faucet.

Benefits for Property Managers:

• Objectivity: Provides a structured way to make decisions based on quantifiable data.
• Efficiency: Helps in quickly determining the best course of action when dealing with multiple tasks.
• Consistency: Ensures that decisions are made consistently, based on predefined criteria.