How to Prioritize Projects in Project Portfolio Management

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1. What is project prioritization in project portfolio management?

Understanding Project Prioritization in Project Portfolio Management

Project portfolio management (PPM) refers to the centralized management of multiple projects to meet specific business objectives. Amongst the key components of PPM is project prioritization. Project prioritization is the process of determining the priority order of projects based on their value, cost, resources, strategic importance, and alignment with organizational goals. The primary objective of project prioritization is to direct resources to the most beneficial projects, maximize project value, and avoid project failures due to resource constraints.

The project prioritization process typically involves the following steps:

  • Identification and definition of projects
  • Evaluation of projects based on set criteria
  • Scoring of projects
  • Ranking of projects based on scores.

Factors Influencing Project Prioritization

Several factors influence the prioritization of projects in PPM. The table below outlines some common factors.

Factor Description
Strategic alignment How well the project aligns with the strategic goals and objectives of the organization.
Project Value The expected benefits or value the project will deliver to the organization.
Resource availability The availability of manpower, time, and other resources necessary for the execution of the project.
Risk level The level of risk involved with the project and the organization's capacity to handle such risks.
Cost The amount of capital required to execute the project successfully.


2. How does project prioritization benefit project portfolio management?

Benefits of Project Prioritization in Project Portfolio Management

Project prioritization plays a pivotal role in effective project portfolio management, offering several benefits that help organizations to better align their initiatives with strategic objectives.

Here are key benefits of project prioritization:

  • Focus on strategic alignment: Project prioritization ensures that all projects undertaken support the organization's strategic goals. It helps in mitigating the risk of pursuing projects that don't contribute to the overall business objectives.
  • Improved resource allocation: With prioritization, resources can be allocated strategically to high priority projects. This not only helps in making optimal use of resources but also in avoiding over-allocation or under-utilization.
  • Enhanced decision-making: Prioritization provides a clear framework for decision-making about which projects should proceed, be paused, or halted. It brings transparency and logic to these decisions, making them easier and more defensible.

Proper Project Prioritization Management

Proper project prioritization management typically involves categorizing projects based on specific factors or criteria, which may be a combination of strategic alignment, business value, and risk. These categories can then be used to rank and prioritize the projects. The following table illustrates a simple model of project categorization:

CategoryCritera
High PriorityProjects that are strategically important and have high business value and manageable risk.
Medium PriorityProjects that have moderate strategic alignment, business value, and risk.
Low PriorityProjects that have low strategic alignment, business value, or high risk.

The clarity provided by project prioritization enables project portfolio managers to manage their portfolio more effectively, streamlining processes and improving overall project execution and success.



3. What are some methods to prioritize projects in project portfolio management?

Qualitative and Quantitative Methods for Prioritizing Projects

Project prioritization can be conducted using various management methodologies. These methodologies are generally categorized into two types: qualitative and quantitative. Qualitative methods mostly rely on the experience, knowledge, and judgement of the decision makers, using techniques such as expert judgment, group consensus, or scoring models. Conversely, quantitative methods use numerical data and objective measurements to rank the projects, this includes techniques like financial value analysis, risk evaluation, or mathematical modeling.

Prioritization Using Scoring Models

A popular method to prioritize projects in the portfolio is by utilizing scoring models. In this method, each project is assessed based on several criteria, such as strategic importance, potential for ROI, resource availability, etc. Each project is then given a score for each criterion, and the scores are summed up to provide an overall score. The projects are then prioritized based on these total scores. The steps involved in prioritization using scoring models are:

  • Identify key criteria for project selection
  • Assign weights to each criterion reflecting its importance
  • Rate each project against each criterion
  • Calculate the total score for each project
  • Rank the projects based on their total scores

Financial and Risk Evaluation Methods

Financial evaluations and risk assessments are another common way to prioritize projects. Financial evaluations involve projecting the potential financial outcomes of different projects and focusing on those with the highest potential return. Tools used include:

ToolDescription
Net Present Value (NPV)Compares the money received from a project to the money invested in the project in today's terms
Internal Rate of Return (IRR)Calculates the rate of return at which the net present value of costs (negative cash flows) of the investment equals the net present value of the benefits (positive cash flows) of the investment.
Payback periodShows how long it will take for a project to pay back its initial investment

Risk assessments, though, evaluate the level of risk associated with each project. The aim is to maintain a balance in the portfolio between high-risk-high-reward projects and those that are lower risk but potentially lower reward.



4. How do you define criteria for project prioritization in portfolio management?

Defining Criteria for Project Prioritization

Defining criteria for project prioritization in portfolio management is an éssential process that will contribute to the successful execution of projects. The criteria set should be able to assess the value, benefits, and risks of each project. Here's a list of some key factors to consider in defining the criteria:

  • Strategic Alignment: How well does the project align with the strategic goals and objectives of the organization? It's crucial that all projects reflect the strategic initiatives for growth and success of the company.
  • Benefits: What are the potential benefits of the project? This may include financial benefits, improved processes, enhanced customer satisfaction or increased market share.
  • Risks: What are the potential risks involved in the project? This includes the assessment of both project-specific risks and how the project might impact the risk profile of the portfolio as a whole.
  • Resource Availability: Are there sufficient resources to complete the project? This takes into account the people, skills, budget, and time required for a project.
  • Cost: What is the estimated total cost of the project? This should consider all direct and indirect costs associated with the project.

Weighted Scoring in Project Prioritization

Once criteria for project prioritization are set, managers can then assign weights to each criterion based on its level of importance. This process, known as weighted scoring, uses a decision matrix to provide a systematic analytical approach for establishing project priorities. Here's an example of a weighted scoring table for project prioritization:

ProjectStrategic AlignmentBenefitsRisksResource AvailabilityCost
Project 143254
Project 234145

Each project is scored on a scale (for instance from 1 to 5) for every criterion. The sum of these scores then decides the ranking of the projects in the portfolio.

Periodic Review and Update of Criteria

Defining the criteria for project prioritization is not a one-off process. As the business environment changes, the prioritization criteria may need to be reviewed and updated. This could be due to changes in strategic direction, market conditions or other variables. This ensures that the project selection remains relevant and aligned with the organization's objectives.



5. What is the role of stakeholders in project prioritization?

The Role of Stakeholders in Project Prioritization

Stakeholders play a critical role in project prioritization. Their input is essential in making sound decisions on resource allocation, project selection, and strategy execution. Stakeholders are like the steering committee of a project portfolio management. Here are the key roles stakeholders play:

  • Envisioning and Approving: Stakeholders guide the project prioritization process. They approve or disapprove of projects based on the potential return on investment, market trends, customer needs, and risk levels.
  • Providing Resources: Stakeholders provide the necessary resources for projects. This might include time, labour, management support, or financial aid.
  • Monitoring and Evaluation: Stakeholders monitor progress of projects and evaluate their outcome. They steer subsequent project prioritization by learning from past experiences and using their insights to predict future trends and challenges.

Stakeholder Dissection for Effective Project Prioritization

Identifying stakeholders and understanding their interests are key to successful project prioritization. Stakeholders might include internal staff, customers, suppliers, investors, or competitors. Each group can be further segregated according to their influence and interest.

Stakeholder GroupInfluenceInterest
Internal StaffHighHigh
CustomersHighMedium
SuppliersMediumLow
InvestorsHighHigh
CompetitorsLowLow

Stakeholder Collaboration in Project Prioritization

Collaborative project prioritization is more likely to lead to successful strategic execution. It is important to involve all major stakeholders in the decision-making process. Open dialogue and consensus can create a shared understanding and commitment to the chosen projects. Here, we list a few strategies for enhancing stakeholder collaboration:

  1. Regular Communication: Keep stakeholders informed about project developments to garner their continuous support.
  2. Inclusive Decision-making: Involve stakeholders in major decisions such as project selection, scheduling, and budgeting.
  3. Feedback Collection: Collect and use stakeholder feedback to improve project planning and management.


6. How can a project manager maintain balance when prioritizing projects?

Maintaining Balance in Project Prioritization

Project managers need to maintain a balance when prioritizing projects to avoid tipping the scale towards one project while neglecting others. This can be achieved through various methods:

  • Aligning with Business Goals: Projects that align more with the company's strategic objectives and goals should always be given priority. This approach ensures that all projects contribute to the overarching plan of the company.
  • Considering Project Value and Return: A project's potential return on investment (ROI) can also help determine its priority. Projects that promise higher ROI can be prioritized over others with less anticipated returns.
  • Assessing Risks and Dependencies: The project's associated risks and interdependencies can also affect its priority. Projects with higher risks or those dependent on other projects to succeed may need to be placed higher on the priority list.

Project Risk and ROI Analysis

Here's an example of how you can arrange your projects based on their risk levels and expected ROI:

Project NameEstimated ROIAssociated RisksPriority
Project AHighLowHigh
Project BMediumMediumMedium
Project CLowHighLow

Balancing Project Workload

Workload balancing is another crucial aspect of maintaining a balanced project portfolio. Remember, assigning too many high-priority projects to a single team can lead to burnout. To balance workload:

  • Assess Team Capacity: Understanding the capacity of each team goes a long way in balancing workload. Teams should only be assigned projects that they can complete successfully while maintaining their workload balance.
  • Utilize Project Management Tools: These can help to schedule projects effectively, ensuring teams are not overburdened.
  • Monitor Progress: Regular monitoring ensures projects stay on track and allows timely interventions if a team is having difficulty meeting deadlines.


7. What are the common mistakes to avoid in project prioritization?

Common Mistake #1: Lack of Clear Prioritization Criteria

One of the most common mistakes in project prioritization is not having clear and consistent criteria for determining priority. This can lead to bias and inconsistency in decision making. The criteria should be objective, quantifiable and directly linked to your strategic objectives. It could include factors such as projected return on investment, alignment with strategic goals, risk level, resource availability, and potential impact on customer satisfaction.

  • Projected Return on Investment
  • Alignment with Strategic Goals
  • Risk Level
  • Resource Availability
  • Potential Impact on Customer Satisfaction

Common Mistake #2: Prioritizing Based on Urgency Rather Than Importance

Another common mistake is prioritizing projects based on urgency rather than importance. This can lead to a focus on short-term gains at the expense of long-term strategic goals. Instead, projects should be evaluated based on their potential long-term value to the organization.

Priority Approach Potential Impact
Urgency-Based Focus on short-term gains; may overlook strategic goals
Importance-Based Evaluates long-term value; aligns with strategic goals

Common Mistake #3: Overlooking Resource Availability

The third common mistake is not taking into consideration the resource availability when prioritizing projects. Some projects may be high-priority in terms of their potential value, but if they require resources that are not readily available, it may delay progress or lead to increased costs. It is important to balance priority with resource availability to ensure efficient execution of projects.



8. How can changes be made in the priority of projects once set?

Making Changes in the Priority of Projects

Once the projects have been prioritized in project portfolio management, there may be a need to make changes in their priority due to various reasons. A shift in business goals, resource allocation, budget adjustments or project realignment are some of the typical reasons why project priorities could change. The process to make changes in the priority of projects once set includes reviewing, reassessing, and realigning projects.

Review and Reassess Projects

The initial step in making changes is to review the existing project portfolio. Evaluate the current priorities based on the current business scenario and operational needs. Some of the parameters to reassess can encompass:

  • Strategic alignment: Does the project still align with the company’s strategic objectives?
  • Resource Allocation: Have there been any changes in the resources needed or available for the projects?
  • Benefits realization: Has the expected benefits or ROI predicted from the project changed?

Realign Projects and Communicate Changes

Once the projects have been reassessed, the next step is to realign the priority of projects. This is an iterative process and is subjective to the specific needs and goals of the business. After reallocating the priorities, it's essential to communicate the changes to all the concerned stakeholders. This can include teams, project managers, sponsors and other business units involved. Use the table format below to organize the changes:

Project NameOld PriorityNew PriorityReasons for Change
Project 1HighMediumChange in strategic alignment
Project 2LowHighIncreased resource availability


9. How does project prioritization enhance the decision-making process in portfolio management?

Benefits of Project Prioritization in Decision-Making

Project prioritization plays a crucial role in improving the decision-making process in portfolio management. Through prioritizing tasks, project managers can make informed decisions based on the importance and urgency of each project. Here are three key benefits:

  • Better usage of resources: By knowing what projects to focus on, managers can efficiently allocate their resources to ensure the best outcomes.
  • Increased strategic alignment: Prioritizing projects based on their alignment with the company’s strategic goals ensures that all efforts contribute to the primary objectives.
  • Improved risk management: As higher priority projects are likely to have greater impacts on the business, identifying them can help in assessing and mitigating risks promptly.

Application of Project Prioritization in Decision-Making

The application of project prioritization within decision-making in portfolio management involves multiple steps. Here's an outline:

  1. Identify and list down all the projects in the portfolio.
  2. Define the criteria for prioritization such as return on investment (ROI), alignment with business strategy, urgency, or client request.
  3. Rate each project based on each criterion. You can use a simple scoring system or a more complex weighted rating method.
  4. Calculate the total score for each project and organize them in descending order. This determines their rank of priority and hence, decision-making.

Example of Project Prioritization in Decision-making

An example of a prioritized project portfolio using decision criteria 'ROI', 'Urgency' and 'Strategic alignment' is presented:

Project ROI Urgency Strategic Alignment Total Score
Project A 9 6 5 20
Project B 6 5 7 18
Project C 4 8 5 17

The table clearly shows that 'Project A' is the highest priority based on the specified criteria.



10. Can a project management software tool help in project prioritization, and how?

Importance of Project Management Software in Prioritization

Project management software offers powerful tools to aid in project prioritization. It can predict project outcomes based on various factors, visualizing how different approaches impact the sequence, resources and time. The software also helps you evaluate each project against strategic objectives to ensure all efforts align with the company's mission and vision. Here are three main ways project management software is beneficial:

  • Resource allocation and forecasting: It can give managers a clear view of the resource pool, ensuring you assign correct resources to essential projects.
  • Centralized collaboration: By providing a common platform where team members can share their thoughts, concerns, and progress, enhances team collaboration which is key in prioritization.
  • Risk analysis and control: Identifying the potential risks and providing control measures is another significant aspect of project prioritization that this software can provide.

How Project Management Software Works

Now that we understand the benefits, let's delve into how project management software assists in project prioritization. To start with, it collects all projects into a single portfolio, providing a comprehensive view of each project's status. This integrated perspective allows for priority ranking based on preferred criteria, such as deadlines, budget constraints, and strategic alignment. It then creates visual reports and dashboards allowing you to see the bigger picture and make informed decisions. This process typically involves three steps:

  1. Feeding the projects details into the software.
  2. Application of prioritization matrix, sorting based on various parameters.
  3. Generation of reports for final analysis and decision-making.

Advantages of Using Project Management Software

The table below summarizes the benefits of software-assisted project management:

Advantage Description
Streamlined Workflow The software reduces hassle by automating various tasks such as notifications, task scheduling, and tracking.
Improved Collaboration Supported by features like file sharing, and group chat, which boost team efficiency.
Enhanced Accountability By defining responsibilities explicitly within the tool, each member remains clear about their tasks, promoting a sense of accountability.


Conclusion

How to Prioritize Projects in Project Portfolio Management

Project Portfolio Management (PPM) aids in the effective allocation of resources, aligning projects with strategic goals, and managing risks better. When it comes to prioritizing projects, the key here is to evaluate each project's value, desired outcomes, and resource availability. Below are some useful steps:

  • Align Projects with Strategic Objectives: Understanding your organization's strategic goals helps prioritize projects that align with those objectives.
  • Assess Project Value: Evaluate the purpose of each project and its potential to add value to the business.
  • Determine Resource Availability: Ensure you understand what resources are available and are being allocated efficiently.
  • Manage Project Dependencies: Some projects may rely on the success of others. Acknowledge these dependencies and prioritize appropriately.

Introducing Retainr.io for Simplified PPM

Balancing and prioritizing projects effectively calls for an efficient software platform. Meet Retainr.io, a white-label software commonly used to sell, manage clients, orders, and payments with your own branded app. This software simplifies project portfolio management, allowing you to efficiently allocate resources, track project progress, measure outcomes, and manage payments all in one place.

With Retainr.io, you no longer have to worry about juggling multiple systems or tracking your important project details on scattered spreadsheets. The platform helps you align any project with strategic goals and manage your project activities, all within your own branded app.

Whether you want to get a clear view of resource availability or assess the value of each project, Retainr.io makes it easier. Resource allocation and prioritization become more streamlined with visual representations of data and easy-to-use tools.

Give your projects the best chance at success by utilizing the robust capabilities of Retainr.io.

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