The Index Card System: A Simple Tool for Prioritizing Ideas

By: Deryck Hart

In today’s fast-paced business environment, organizations are constantly faced with new improvement ideas. Some are groundbreaking, while others are incremental, but all require effective prioritization. The challenge? Many great ideas get lost in spreadsheets, meeting notes, or brainstorming sessions with no structured follow-up.

Enter the Index Card Prioritization System—a simple, tactile, and highly effective method for capturing, evaluating, and organizing improvement initiatives. This system provides a visual and structured approach to prioritization, ensuring the most valuable ideas get the attention they deserve.

Why Use an Index Card System?

• Tangible & Actionable: Ideas are no longer buried in digital files; they’re physically present and visible.
• Simple Yet Structured: It avoids complexity while leveraging Lean and Six Sigma principles.
• Prioritization at a Glance: Cards are ranked in order of importance, making it easy to decide what to act on next.
• Engagement & Accountability: Employees can see their ideas move through the process and track their impact over time.
• Versatile for Work & Home: This system is so simple that it can be used not only in businesses of all sizes but also at home for personal goal tracking and project management.
• Not Just for Small Business: Even companies in the $20M–$100M range often lack a structured system for tracking and prioritizing ideas. This system fills that gap without requiring complex software or additional processes.

How It Works

Each improvement idea is captured on a physical index card. The front side of the card contains:

1. Idea Title – A concise, descriptive title.
2. Brief Description – A one-sentence summary of the idea.
3. Two 3x3 Prioritization Matrices:
4. Total Score – The sum of the two matrices, calculated using weighted values (3, 5, 9).
5. Placement in the Index Card Holder – Cards are ordered first by highest to lowest score, and second by earliest to latest submission.

The back side of the card includes:

1. Submitted By: Name of the person who proposed the idea.
2. Reviewed By: Name and date of the initial review.
3. Dated Notes: Space for additional insights, feasibility discussions, or changes.
4. Review Checkboxes: Each time the card is reviewed but placed back, a checkbox is marked to track its engagement.
5. Kanban System for Procrastinated Items: If a card accumulates 10 review checkmarks without action, it is moved to a separate box or placed at the back of the existing holder. This ensures that ideas that are continuously deferred are flagged for deeper analysis. (An upcoming article will explore the benefits of procrastination in decision-making.)

The Power of the 3x3 Matrix

The prioritization method uses two 3x3 grids stamped on each card, scoring ideas based on their impact and difficulty:

• 3 = Low
• 5 = Medium
• 9 = High

Why 3, 5, and 9?

This scoring method is commonly used in Lean and Six Sigma because it provides clear differentiation between priorities while avoiding unnecessary complexity. Unlike a simple 1-10 scale, which often leads to subjective and inconsistent scoring, the 3, 5, 9 method forces clear decision-making:

• 3 represents minimal impact or low effort, ensuring minor ideas are still considered but deprioritized.
• 5 represents a medium impact or effort level, acting as a baseline.
• 9 represents high impact or high effort, clearly distinguishing the most valuable and demanding initiatives.

By applying this approach, organizations can amplify the weight of impactful ideas while minimizing ambiguity in evaluations. The result? A scoring system that ensures the right ideas move forward efficiently.

Implementation & Maintenance

Step 1: Capture & Submit Ideas

Anyone can write an idea on a card and place it in the New Ideas section of the holder.

Step 2: Review & Score Ideas

During regular review meetings, leaders or teams evaluate submissions using the 3x3 matrices, assigning weighted scores.

Step 3: Organize & Rank

Cards are placed in descending order based on total score, ensuring the most impactful ideas rise to the top.

Step 4: Execution & Follow-Up

• Once an idea is chosen for execution, it is moved to an Active Projects section.
• Additional notes and review marks track its progress.
• After implementation, the card is archived for future reference and learning.

Why This Works

This system combines Lean thinking with practical execution, ensuring that:

• Teams stay focused on high-value initiatives.
• Prioritization is objective, not opinion-based.
• Ideas don’t get lost—they are physically present in the workplace.
• Procrastinated ideas are flagged and re-evaluated, helping distinguish between ideas that need more refinement versus those that should be abandoned.
• Applicable Across All Scales – Whether you’re managing a household, a startup, or a mid-sized company, this method scales to fit your needs.

By implementing this simple yet powerful index card system, organizations can effectively capture, prioritize, and execute improvement initiatives, leading to continuous growth and operational excellence.