GUT Matrix Generator

The GUT Matrix is a simple yet extremely effective tool that helps managers classify and prioritize problems based on three main criteria:

• Severity (G): What is the impact of the problem on the operation, team, and results of the company?

• Urgency (U): What is the deadline or immediate need to take action?

• Tendency (T): What is the likelihood that the problem will worsen if nothing is done?

By assigning scores, typically from 1 to 5 for each criterion, it is possible to calculate a final indicator by multiplying the three factors (G x U x T), which gives a score reflecting the priority of the problem. The higher this score, the more critical the situation and the greater the need to act quickly.

Why Use the GUT Matrix?

The use of the GUT Matrix brings various advantages to business management. Here are some of the main benefits:

• Focus on Solutions: It allows you to concentrate efforts on the most critical issues for the business. Instead of trying to solve all problems simultaneously, the tool helps identify which challenges could cause the most significant losses if left unaddressed.

• Strategic Planning: By prioritizing corrective actions, your company can better direct resources and define more objective and assertive action plans.

• Data-Driven Decision Making: The quantitative evaluation enables more informed decisions, minimizing the risks of resource wastage.

• Integration with Other Tools: It can be easily combined with other management methodologies, such as PDCA, Pareto Diagram, or even broader analyses like SWOT.

Imagine a scenario where a consulting firm faces a disconnect between project execution and client expectations. Using the GUT Matrix, the manager can identify that, although several problems occur, there is one that, due to its severity and potential impact, needs to be solved first.

Components and Functioning of the GUT Matrix

Before applying the GUT Matrix, it is essential to understand each of its components and how to measure them correctly.

1. Severity (G)

Severity evaluates the impact of the problem. Ask yourself:

• How does this problem affect the company's financial results?

• In what way does it interfere with the team's productivity?

• What are the risks of not solving it in the long term?

Assign a score from 1 (not severe) to 5 (extremely severe). Situations that compromise the existence or credibility of the business naturally receive a maximum score.

2. Urgency (U)

Urgency refers to the time available to solve the problem. Reflect:

• Can the solution be postponed, or can the action wait?

• If not solved quickly, what immediate consequences will occur?

• Is there a critical deadline to avoid greater losses?

Again, the scale varies from 1 (can wait) to 5 (need for immediate action).

3. Tendency (T)

Tendency relates to the evolution of the problem:

• If nothing is done, does the problem tend to worsen?

• Over time, could the impact increase gradually or abruptly?

• What are the projections for the future if the situation persists?

The scoring follows the same reasoning: 1 for stable problems and 5 for those with a high probability of rapid worsening.

Final Calculation

After assigning scores for Severity, Urgency, and Tendency, multiply these values (G x U x T). For example, if a problem receives 4 for severity, 5 for urgency, and 3 for tendency, the calculation will be 4 x 5 x 3 = 60. The higher this number, the higher the priority should be in executing the action plan.

How to Build the GUT Matrix in Practice

Now let's put theory into practice with a step-by-step guide on how to create your own GUT Matrix:

Step 1: Identification and Listing of Problems

Start by listing all the problems that need resolution in a specific department or project. This could be a list generated from team feedback, financial reports, or performance analyses. The more complete the list, the better the mapping of critical situations.

Tip: Use techniques like brainstorming or internal surveys to ensure that all issues are identified. In technology or consulting companies, for example, collecting data through meetings and performance analyses may reveal problems that were not apparent.

Step 2: Assigning Scores for G, U, and T

For each identified problem:

• Assign a score from 1 to 5 for each criterion. Aim to be objective, considering the real impact of each situation.

• Discuss with your team to align perceptions. A collective perspective can provide a more realistic view of the problems.

Step 3: Calculation and Classification

With the assigned numbers, multiply the scores of each problem (G x U x T). Organize the problems in descending order of score. This classification will clearly indicate where the points of greatest concern are and where urgent efforts need to be invested.

Step 4: Developing the Action Plan

With the prioritization defined, it is time to plan the actions:

• Define Objectives: What exactly needs to be resolved for each problem?

• Establish Responsibilities: Who in the team will lead the corrective action?

• Determine Deadlines: Create a timeline to monitor the implementation of solutions.

• Monitor and Revise: Establish checkpoints to evaluate the effectiveness of the adopted actions and adjust the plan as necessary.

Integrating the GUT Matrix with DocuFlows

Process management and information centralization are essential for the GUT Matrix to work efficiently. In this regard, DocuFlows can be a great ally. Here’s how:

Centralized Documentation

With DocuFlows, you have the possibility to record all procedures, processes, and policies in a single platform. This facilitates monitoring changes and sharing information with the entire team, eliminating risks of misunderstandings and communication failures.

Creation and Updating of Documents with Artificial Intelligence

The tool allows you to quickly create documents using the AI functionality, which can help in updating processes and even drafting action plans. Thus, all information about the application of the GUT Matrix remains recorded and accessible, serving as a reference for future decision-making.

Team Management and Assignment of Reading

When establishing action plans for prioritized problems, it is essential to define responsibilities and deadlines. DocuFlows offers team management resources, ensuring that the reading of each process is assigned to a specific team member and allowing for monitoring of progress through dashboards and analytical reports.

Practical Examples in Different Sectors

Imagine an accounting firm facing difficulties in controlling cash flow. By applying the GUT Matrix, the manager identifies that the failure in bank reconciliation has high severity and a tendency to worsen, necessitating immediate intervention. With the support of DocuFlows, the responsible party can document the main procedures in the area and make them available to the entire team in an organized central hub.

Similarly, in a law firm, the lack of consolidation of process documents can lead to delays and internal conflicts. With the GUT Matrix, the manager prioritizes the digitization and centralization of files. DocuFlows allows all documentation to be organized in spaces and libraries, facilitating access and collaboration among lawyers.

Additional Tips for Efficient Implementation

To maximize results with the GUT Matrix, consider the following tips:

• Conduct Periodic Reviews: Priorities may change over time. Hold regular meetings to review the matrix and adjust scores as the scenario evolves.

• Involve the Whole Team: Collaborative use of the tool so that different areas can contribute their assessments, ensuring a more complete view of the problems.

• Continuous Training: Train the team to use the methodology and interpret the results correctly. This way, everyone gets used to thinking quantitatively about problem-solving.

• Use Complementary Tools: Combine the GUT Matrix with other analysis and planning methodologies, such as PDCA or the Pareto Diagram, enhancing the precision of bottleneck identification.

Conclusion

The GUT Matrix is a powerful tool for companies seeking not only to identify problems but also to prioritize them so as to optimize resources and efforts in resolving critical challenges. By transforming a process that is often chaotic into a structured and measurable activity, this methodology helps to prevent smaller problems from turning into impactful crises.

The integration with centralization and automation tools, such as DocuFlows, further enhances the benefits of this practice. By documenting processes, managing teams, and creating organized action plans, your company will be better prepared to face challenges and maintain operational efficiency, regardless of the industry.