{"id":63961,"date":"2022-09-28T14:00:24","date_gmt":"2022-09-28T19:00:24","guid":{"rendered":"https:\/\/www.projectmanager.com\/?p=63961"},"modified":"2026-04-27T12:06:46","modified_gmt":"2026-04-27T17:06:46","slug":"project-prioritization-for-ppm","status":"publish","type":"post","link":"https:\/\/www.projectmanager.com\/blog\/project-prioritization-for-ppm","title":{"rendered":"Project Prioritization for PPM (Matrix Included)"},"content":{"rendered":"

There\u2019s a lot riding on what project your organization moves forward with, especially if you\u2019re managing a program or portfolio. The investment of money, time and effort can be huge, not to mention determining where to allocate your resources. The reward can be big, too, but it can just as easily end up as a loss. Thankfully, there\u2019s project prioritization to help guide your decision-making process.<\/p>\n

Let\u2019s take a look at the process for project prioritization and the various models you can use to judge the viability of potential projects. We’ll cover the process of allocating resources across a variety of projects and we\u2019ll even throw in a free project prioritization template for Excel. Make sure to read it before you start your next project.<\/p>\n

What Is Project Prioritization?<\/h2>\n

Project prioritization is a process that allows an organization to figure out which potential projects are worth doing. It helps project managers determine the existing projects that require immediate attention and those that can wait for resources.<\/p>\n

For this to be effective requires evaluating criteria to make an educated decision on projects that align with your organization. Think of it as ranking projects based on their return on investment (ROI) or the critical nature of the project depending on your needs, objectives and goals. The same process can be applied to tasks in a single project.<\/p>\n

This is more difficult as it\u2019s likely that every contemplating project has some value. And aren’t all tasks important? It’s rare to find projects so cut and dry to easily divide between must-do and must-pass. Having a dedicated and thorough process to help make an objective decision is key to whether that potential project is successful.<\/p>\n

Project prioritization is a well-reasoned way to determine how an organization should allocate its resources. It allows PMOs<\/a> to define their needs and find aligning projects or tasks while staying within scope. This helps organizations avoid wasting time and money on projects not in their best interest.<\/p>\n

Project management software can help with project prioritization and overall project success. ProjectManager<\/a> is project management software that helps you plan, schedule and track projects in real time. Project prioritization is essentially a list of projects organized by certain criteria. This can be done on our task list, where comments can be added and files attached. When a project is chosen, it\u2019s easy to switch to the Gantt view and start planning, assigning and tracking progress in real time.<\/p>\n

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ProjectManager helps with project prioritization with its robust list view. Learn more<\/strong><\/a><\/figcaption><\/figure>\n

Project Prioritization Process<\/h2>\n

For a project prioritization to be objective and accurate, you must have a project prioritization process. You can use this project prioritization process to determine which project you want to pursue. If you\u2019re managing a portfolio, it can help you plan resource allocation<\/a> in a manner that’s beneficial to all of your projects.<\/p>\n

1. Define a Prioritization Criteria<\/h3>\n

The first step is understanding the strategic value of your portfolio, program<\/a> or project, or the strategy of your organization. Any attempt at project prioritization without first defining the prioritization criteria is bound to fail. This begins by interviewing the key stakeholders in the organization or the project. Have them brainstorm the strategic goals for the organization or the project and use these criteria to score the project or projects.<\/p>\n

2. Use a Project Prioritization Matrix<\/h3>\n

A project prioritization matrix is simply a structured approach to finding the critical project or tasks. It can be simplistic such as what\u2019s called an Eisenhower chart. It\u2019s a box divided into four quadrants. Across the top is a column for urgent and not urgent, while up the left side are two rows for not important and important. The top left quadrant is where you can place projects that are urgent and important. The top right is for projects that are important but not urgent. At the bottom is urgent but not important and neither urgent nor important. This helps you separate the wheat from the chaff by using the criteria developed in the first step to determine what goes where.<\/p>\n

3. Score Your Projects<\/h3>\n

We used a simple project prioritization matrix as an example but there’s a more complex option. Once you have a project prioritization matrix, you can begin to evaluate and score projects. Whichever you use, you\u2019ll need to understand the basic information for each project and score each against the criteria you defined. Also, estimate costs, including resources, that you\u2019ll need to deliver the project. Explore the risk for each project and any other pertinent information that will help you make an objective decision.<\/p>\n

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Get your free<\/p>\n

Project Prioritization Matrix Template<\/h3>\n

\n\tUse this free Project Prioritization Matrix Template for Excel to manage your projects better.<\/p>\n\t\t