{"id":5184,"date":"2018-08-03T06:34:04","date_gmt":"2018-08-03T03:34:04","guid":{"rendered":"http:\/\/109.199.120.83\/~blog4507\/?p=5184"},"modified":"2024-06-15T07:41:05","modified_gmt":"2024-06-15T07:41:05","slug":"how-to-prioritize-projects","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/how-to-prioritize-projects","title":{"rendered":"How to Prioritize Projects So You Meet Every Deadline"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">You know you\u2019re a project manager when&#8230;<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Everything is vitally important<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">There\u2019s never enough time in the day to finish everything that needs to be done<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As counterproductive as it sounds, too many companies select and initiate projects in a siloed manner. Everything is decided on a department by department basis with no idea of the general strategic impact, making it difficult for the proverbial left hand to know what the right hand is doing, and vice-versa. When projects are planned and launched in this manner, you can count on the following problems:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Multiple projects competing for the same resources, such as staff and technologies<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Goals and deadlines clashing<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">It\u2019s frustrating, but in today\u2019s business climate, it\u2019s also the natural order of things. As a project manager, it\u2019s your job to manage the team\u2019s workload and meet deadlines. These eight tips can show you how to prioritize projects so that delays are the exception instead of the norm and achieving business objectives is no longer a balancing act.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-5604\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/08\/1808-TW-INFOGRAPHIC-PROJECT-PRIORITIZATION_FA2-1-1.jpg\" alt=\"\" width=\"2401\" height=\"9168\" \/><\/p>\n<h3>Share this image on your site!<\/h3>\n<form>\n<p style=\"margin: 0;\"><textarea style=\"width: 710px; height: 200px;\">&lt;\/p&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;h3&gt;How to Prioritize Project So You Meet Every Deadline&lt;\/h3&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;p&gt;&lt;a href=&#8221;https:\/\/toggl.com\/blog\/2018\/08\/how-to-prioritize-projects\/&#8221;&gt;&lt;img src=&#8221;https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/08\/1808-TW-INFOGRAPHIC-PROJECT-PRIORITIZATION_FA2-1-1.jpg&#8221; alt=&#8221;How to Prioritize Project So You Meet Every Deadline&#8221; width=&#8221;710&#8243; \/&gt;&lt;\/a&gt;&lt;\/p&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;p&gt;&lt;a href=&#8221;https:\/\/teamweek.com&#8221;&gt;Infographic by Teamweek&lt;\/a&gt;&lt;\/p&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;p&gt;<\/textarea><\/p>\n<\/form>\n<h2><span style=\"font-weight: 400;\">1. Get a Project Overview<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you want to make informed decisions, you require the big picture. This is where <a href=\"https:\/\/toggl.com\/blog\/project-management-software\">project management software<\/a> like <\/span><a href=\"https:\/\/toggl.com\/plan\/index\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Toggl Plan<\/span><\/a><span style=\"font-weight: 400;\"> can help. Toggl Plan includes visual planning resources like <\/span><span style=\"font-weight: 400;\">Gantt charts<\/span><span style=\"font-weight: 400;\">, which provide color-coded, easy-to-follow timelines. You can review <a class=\"wpil_keyword_link\" title=\"project status\" href=\"https:\/\/toggl.com\/blog\/project-reporting\" data-wpil-keyword-link=\"linked\">project status<\/a> at a glance, making it easier to allocate resources in a priority manner. As goals shift, you can react quickly and focus your team\u2019s energy on whatever project is the most urgent.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-18658 size-large\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-1024x731.png\" alt=\"\" width=\"1024\" height=\"731\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-1024x731.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-300x214.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-768x549.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-1536x1097.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-2048x1463.png 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2020\/02\/Timeline-Task-Popup-940x671.png 940w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">2. Assemble Deadlines<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When you receive yet another project, open whatever project management software you use and input the new assignment\u2019s requirements, recommended resources, and deadline. In this case, noting the deadline is the crucial part. Projects with a more imminent due date should be given priority unless your supervisor or the client has indicated that the deadline is flexible. <\/span><\/p>\n<h2><span style=\"font-weight: 400;\">3. Assess Project Value<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When you\u2019re juggling multiple urgent projects, you have to consider how the results of each one will benefit your company. For example, projects for a client who accounts for one-third of the company\u2019s billings will typically carry more weight than a one-time initiative with a minimal financial reward.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Open your project management software, look at each assignment on your plate and ask yourself how much value it delivers to your company. Remember that value is a relative term: while many businesses give their bottom line top priority, others emphasize customer service or employee satisfaction and efficiency. You may need to have a conversation with upper management to get the insights needed to assess project value accurately.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">4. Identify What Needs to Be Done Now<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Some projects are more urgent or carry more weight than others. An <\/span><i><span style=\"font-weight: 400;\">urgent<\/span><\/i><span style=\"font-weight: 400;\"> project needed to be done yesterday, figuratively speaking. An <\/span><i><span style=\"font-weight: 400;\">important<\/span><\/i><span style=\"font-weight: 400;\"> one still has a certain level of priority but isn\u2019t as critical.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Urgency can also apply to <a href=\"https:\/\/toggl.com\/blog\/how-to-prioritize-tasks\">prioritize individual tasks<\/a> within your projects. As you review each timeline, see if any <\/span><span style=\"font-weight: 400;\">high-priority dependencies <\/span><span style=\"font-weight: 400;\">require immediate completion of a particular task. If failure to do something will have significant negative consequences, such as a missed product launch date or a lost opportunity to appear in a prestigious industry publication, give that responsibility your immediate attention.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-5188 size-full\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/07\/rawpixel-658249-unsplash-1.jpg\" alt=\"how to prioritize projects\" width=\"3000\" height=\"2082\" \/><\/p>\n<form>\n<p style=\"margin: 0;\"><textarea style=\"width: 710px; height: 200px;\">&lt;\/p&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;h3&gt;How to Prioritize Project So You Meet Every Deadline&lt;\/h3&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;p&gt;&lt;a href=&#8221;https:\/\/toggl.com\/blog\/2018\/08\/how-to-prioritize-projects\/&#8221;&gt;&lt;img src=&#8221;https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/08\/1808-TW-INFOGRAPHIC-PROJECT-PRIORITIZATION_FA2-1-1.jpg&#8221; alt=&#8221;How to Prioritize Project So You Meet Every Deadline&#8221; width=&#8221;710&#8243; \/&gt;&lt;\/a&gt;&lt;br&gt;&lt;\/p&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;p&gt;&lt;a href=&#8221;https:\/\/teamweek.com&#8221;&gt;Infographic by Teamweek&lt;\/a&gt;&lt;\/p&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;&lt;br \/&gt;<br \/>\n&lt;p&gt;<\/textarea><\/p>\n<\/form>\n<h2><span style=\"font-weight: 400;\">5. Prioritize Tasks By Effort<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you have multiple tasks that all seem to have equal priority, rank them in order of estimated completion time. Depending on which <\/span><a href=\"https:\/\/www.lifehack.org\/articles\/productivity\/easy-tasks-difficult-tasks-first-which-one-more-productive.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">productivity expert<\/span><\/a><span style=\"font-weight: 400;\"> you ask, it\u2019s beneficial to either get more difficult tasks off your plate first or check smaller tasks off your list to build a sense of momentum before you throw yourself and your team into something more time-consuming. There\u2019s no right and wrong way to do this step- let your personal work style be your guide.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">6. Communicate with Team Members and Stakeholders<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Having a <\/span><a href=\"https:\/\/www.cio.com\/article\/3091119\/6-proven-project-team-communication-strategies.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">conversation with team members<\/span><\/a><span style=\"font-weight: 400;\">, company management, and even the client (if multiple projects are for the same stakeholder) can yield the information you need to rank project or task priority more effectively. Using reports and visual aids generated by your preferred project management software, present your recommendations, get their feedback on your conclusions, and make adjustments that support efficiency.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">7. Be Flexible<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Project management is a field where you can expect the unexpected at any time. A task or even entire project can lose its urgency in a split second for many reasons. Perhaps a critical team member falls sick or leaves the company, putting everything on hold until you locate a replacement. Maybe the client wants to make changes to improve the business value of the project. Whatever the reason, you need to be alert and flexible enough to assess the new workscape, decide what steps need to be taken to remain on deadline for still-active projects, and create a new action plan.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-5189\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/07\/artem-sapegin-199614-unsplash-1.jpg\" alt=\"\" width=\"5472\" height=\"3648\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">8. Beware of Saboteurs<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When you\u2019re trying to prioritize your projects, beware of people who can <\/span><a href=\"https:\/\/www.processexcellencenetwork.com\/organizational-change\/interviews\/3-types-of-people-that-can-derail-your-process-imp\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">derail your efforts<\/span><\/a><span style=\"font-weight: 400;\">, intentionally or otherwise. They include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The micromanagers who keep changing their mind and tend to add two weeks of extra work on projects due in two days.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Well-meaning team members who insist on changing some aspect of the project at the last minute to follow a new standard they \u201cjust read about\u201d.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Individuals with agendas who want you to prioritize a project solely because it benefits them personally.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">How you deal with these individuals will depend on your relationship to them (you don\u2019t want to indulge in an extended headbutting session with your boss), but any priorities that don\u2019t support the success of the company or the client need to be disregarded or negotiated.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As a project manager, one of your most significant challenges will always be accurately prioritizing your work. You may have powerful project management tools, but you\u2019re still the one who has to make the decisions. Not every project can be a top priority. In the end, knowing how to prioritize projects calls for equal measures of experience, understanding, and intuition. When you let them guide your final decisions, you\u2019re more likely to get the best results for the client, your team, and yourself.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>You know you\u2019re a project manager when&#8230; Everything is vitally important There\u2019s never enough time in the day to finish everything that needs to be&#8230;<\/p>\n","protected":false},"author":590,"featured_media":5190,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[851],"tags":[],"class_list":["post-5184","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Prioritize Projects So You Meet Every Deadline<\/title>\n<meta name=\"robots\" content=\"index, follow, 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