Decision Matrix Template
Put the options across the top and the criteria down the side, give each criterion a weight, then score every option. The matrix totals itself, ranks the options, tells you how close the result is, and prints for the meeting.
How a weighted decision matrix works
Each criterion gets a weight for how much it matters, and each option gets a score on each criterion. An option's weighted score is the sum of weight × score, divided by the sum of the weights, so it stays on the same 1 to 5 (or 1 to 10) scale as the scores.
Example: three CRMs scored on price (weight 5), ease of use (weight 3) and the mobile app (weight 2). CRM A scores 4, 3 and 5: (5 × 4 + 3 × 3 + 2 × 5) ÷ 10 = 3.9. CRM B scores 3, 5 and 4: 3.8. CRM C scores 2, 4 and 3: 2.8. A comes out on top, just.
How just? If the weight on ease of use rose from 3 to above 3.5, B would win. The matrix works that out for every criterion and shows the closest one, so the room knows which weight to argue about.
Weighted vs unweighted
An unweighted matrix adds the scores up and treats every criterion as equally important. In the example, A and B both total 12: a tie that tells you nothing. The weights break it, because the team said price matters more than the app.
Weights can be 1 to 5 for importance, or percentages that add up to 100. Either way the matrix divides by the total, so only the proportions count. Agree the weights before anyone scores, or people will tune them to get the answer they wanted.
Pugh matrix
A Pugh matrix is a quicker cousin. You pick one option as the baseline, often what you use today, and mark every other option better (+), the same (0) or worse (−) on each criterion, then count the pluses and minuses. It suits an early cut from many options to a few; a weighted matrix like this one suits the final choice between the few.
After the decision
The matrix shows what was chosen and on which scores. Write down why in a decision log: who decided, what else was on the table, and when to revisit it. Our decision log template post shows how.
How to run a decision matrix in a meeting
Thirty minutes is enough if you prepare the options before the meeting.
- List the options you are really choosing between. Two to five is normal; more than eight means you need a first cut.
- Agree the criteria as a group, and phrase each one so a higher score is always better ("low cost", not "cost").
- Set the weights before anyone scores. If people disagree, that disagreement is the real decision: talk it through now.
- Score each option on one criterion at a time, across the row, so the scores are comparable.
- Read the result and the closest flip. If one weight change would swap the winner, discuss that criterion again before you commit.
- Print the matrix or download the CSV for the notes, and record the decision and the reasons in your decision log.
For sales teams and buyers: decision log template, sales meeting agenda, selling to procurement.
The matrix is only as good as the argument behind each score.
The criteria, the weights and the scores get argued in the meeting, and that is where the reasons live. Record the discussion in ParrotNotes and get the summary and action items, so the matrix reflects what people said and your decision log has the why. Free for 100 minutes of recording a month.
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