SMART Matrix

What It Is

• A SMART matrix is a communication and planning tool used to identify the specifics of actions or tasks.
• SMART stands for specific, measurable, attainable, resources, and time.
• It is an L-shaped matrix designed to capture the key points of a team’s project objectives.
• It provides a process to review how actions are being implemented around various attributes.

When to Use It

• When you need to analyze an implementation plan’s tasks to ensure they are on track.
• When you need to understand the amount of resources needed to implement a plan.
• When you need to understand how the various tasks are sequenced and related.

How to Use It

• On a piece of flip chart paper draw an L-shaped matrix with five columns labeled Specific, Measurable, Attainable, Resources, and Time.
• Write the implementation plan title in the upper left of the chart.
• Detail the specific tasks to be performed. Make the task statement detailed and well defined. The example in the figure below shows a combination of task and objective statements providing measures, outcomes, and time frames.
• For each detailed specific task:
• Define a measure or indicator that can be tracked.
• Determine how it will be attained in actionable terms that are realistic and feasible.
• Indicate the amount and type of resources required to complete each task identified.
• Identify the timeline for completion.
• Once you have completed the matrix, review the results with the implementation team to ensure that you have accounted for and recorded everything.
• Review the matrix to make sure the timeline is realistic and all tasks are not due to be completed on the same day.
• Review the matrix and get a feel for the total amount of resources required. Determine if they are available or if adjustments need to be made.

The figure below shows a table summarizing the detailed conversation generated by using the SMART matrix. Notes within the matrix indicate areas of resource constraints that require attention from project sponsors and department leadership.

Task/objective	S	M	A	R	T
Reduce overtime for clerical staff by 15% by the end of 3Q09	X	X	X	• Training • Process mapping • Office schedule • Electronic filing	12 mos
Recruit five nursing assistants for the vaccination program by July 15, 2009	X	X	Discuss at 12/15/09 senior management meeting	• Hire tickets • Salary budget • Available talent pool	8 mos
Enroll the new quality improvement coordinator into team training for 4Q08	X	X	X	• Training budget • Appropriate class • Travel funds • Time away from current duties	2 mos
Visit three substance program community partners each month between 12/08 and 7/09	X	X	X	• Director and health officer schedule • Travel budget • Agency car	5 hrs/mo
Obtain two additional grants totaling $85K for toxic waste cleanup by 2Q09	X	X	Few funding sources for toxic waste cleanup	• Grant writer • Chemical analysis equipment • Chemist	3 mos
	Specific	Measurable	Attainable	Resources	Time

Excerpted from Ron Bialek, Grace L. Duffy, and John W. Moran, The Public Health Quality Improvement Handbook (Milwaukee, WI: ASQ Quality Press, 2009), pages 209–210.