Define each priority level with a one-sentence operational…

When This Fires

• Setting up a priority system for a new project or backlog
• When existing priority labels are applied inconsistently across the team
• When "everything is critical" and the priority system has lost differentiation
• Before any triage session where items will be prioritized

Common Failure Mode

Writing definitions that are vague enough to allow subjective interpretation: "Critical: very important and time-sensitive." That's a synonym, not a definition. Operational: "Critical: if not resolved within 24 hours, revenue impact exceeds $X or user-facing functionality is degraded." The definition must include observable, verifiable criteria that don't require subjective assessment.

The Protocol

Before classifying any backlog: (1) List your priority levels (e.g., Critical, High, Medium, Low). (2) For each, write one sentence defining the membership criteria: "An item is [priority level] if [specific, verifiable condition]." (3) Test: can two people independently apply these rules to the same item and reach the same classification? If yes → the definitions are operational. If no → they're still vague. Sharpen until independent classification converges. (4) Post the definitions where they're visible during triage.