Prioritization Techniques for Scalable Projects

Everything is urgent! Until it cost $100K in missed deliverables That's what my customer kept saying. Every email marked "ASAP" Every request needed "immediate attention" My team was drowning in priorities. Sound familiar? Here's how we turned chaos into clarity: First, we used the Eisenhower Matrix: → True urgency: System outages → Important but planned: Feature releases → Delegate: Minor updates → Eliminate: Nice-to-haves The key? We did this WITH the customer. They helped categorize each request. Their buy-in made all the difference. Without it, this would have been just another failed process. The result? ✔️ Less team overwhelm ✔️ Clearer project milestones ✔️ Happy customer (they got what mattered) But here's the full toolkit smart leaders use to prioritize: 1. Eisenhower Matrix → Urgent vs important. Know where to focus → Spend less on fires, more on impact 2. Pareto Principle (80/20) → The vital few drive most results → Focus on the 20% that matters 3. Warren Buffett's 5/25 → Choose 5 goals, ignore the other 20 → Cut distractions to stay locked on priorities 4. RICE Method → Score by reach, impact, confidence, effort → Rank smart to get maximum return 5. MoSCoW Method → Must, Should, Could, Won't → Define essentials, defer the rest 6. ABCDE Method → Label tasks A–E, focus on A’s. → Do must-do’s first, delete E’s. But what about daily operations? Here's how I use these methods to spend more time with clients: 7. Time Blocking: 2 hours of deep client work daily → No meetings, no interruptions → Pure focus on their needs 8. Eat That Frog: Tackle client deliverables first → Before inbox & admin work → Fresh mind = best solutions 9. Batching: Group operational tasks → One focused admin block daily → Everything else? Delegated or automated Result? ✔️ 3x more client face time ✔️ Operations run smoothly in background ✔️ Finally got that work-life blend right 💡 Which method resonates most with you? Share below - let's learn from each other's experiences. ✨ Want more leadership tools like these? Subscribe to my Career Freedom Weekly Newsletter: https://lnkd.in/eciagfQn ♻️ Repost to help another leader find clarity 👋 Follow Stephanie Hills, Ph.D. for leadership insights that bridge life and work

Backlog Jenga: Everyone Loses (Try Now-Next-Soon-Later-Never Instead) Many Agile teams struggle with prioritization. Backlogs bloat, scoring models get complex, and work gets lost. The Now-Next-Soon-Later-Never (NNSLN) framework simplifies prioritization by organizing work into five time-based buckets aligned with team capacity. It keeps backlogs actionable instead of overloaded. Prioritization Buckets 1) NOW - Work in Progress Highest priority items actively worked on or about to start (e.g., sprint commitments, urgent fixes, critical dependencies). Capacity Allocation: ≈ 100% of velocity (or throughput), keeping focus on the current sprint. 2) NEXT - Immediately Actionable Well-defined, top-priority backlog items expected to start next. No blockers, fully refined. Capacity Allocation: 100-200% of velocity, making short-term work manageable. 3) SOON - Awaiting Refinement Important but needs refinement, dependencies cleared, or alignment. Provides mid-term visibility without overloading the backlog. Capacity Allocation: 300-500% of velocity, preventing mid-term overload. 4) LATER - Future Considerations Low-priority ideas that might be valuable but aren’t urgent. Reviewed periodically to check relevance. Capacity Allocation: 5-10x velocity, maintaining long-term visibility. 5) NEVER - Out of Scope / Deprioritized Misaligned, outdated, or indefinitely deprioritized work. Not expected to be worked on. Capacity Allocation: Unbounded, but should be reviewed regularly to remove irrelevant work. Why This Model Works This model actively manages work rather than hoarding it, preventing backlog bloat and keeping priorities realistic. By focusing on actionable work, it encourages flow-based prioritization instead of letting tasks pile up. It also limits backlog expansion, so teams don’t get lost in overplanning. Whether you're working at the team level, across an ART, or managing a portfolio, the approach scales easily, keeping workflows aligned and efficient. Implementation by Framework Kanban: Use Now, Next, Soon, and Later swimlanes like classes of service, and set WIP limits to keep backlogs lean. Scrum: Organize the Backlog into these categories for structured Sprint Planning. Keep Next limited to refined work that can be pulled into upcoming sprints. SAFe & LPM: Classify Features, Enablers, and Epics to improve strategic alignment. Cap work in Next and Soon to prevent portfolio overload. Balancing Priorities with Capacity Allocation Most teams overload their backlogs with more work than they can complete. This framework ties prioritization directly to throughput, keeping backlog growth controlled. This simple structure prioritizes what truly matters while preventing unnecessary work expansion. Workflow Clarity, Focus, And Efficiency Prioritization methods fail when they’re too rigid or vague. The NNSLN framework strikes a balance between structure and flexibility, helping teams stay focused and avoiding backlog bloat.

🪢 The MoSCoW Method: Prioritization with Purpose (Not Panic) Ever felt like your backlog is a never-ending buffet—and your team’s trying to eat everything at once? Welcome to the chaos of poor prioritization. But don’t worry—there’s a secret sauce that separates the chaotic teams from the confident ones. 👉 It’s called the MoSCoW Framework. Let’s break it down, without the corporate jargon overdose. _______________________________________ 💡 What is the MoSCoW Method? It’s not about Russia (sorry, geography fans). MoSCoW is a prioritization technique that helps you decide what truly matters in your projects—especially when time, budget, or sanity is tight. MoSCoW = ✅ Must Have ✅ Should Have ✅ Could Have ❌ Won’t Have (this time) ___________________________________ 📌 Why It Works Like a Charm Let’s be real: Not all features are equal. Not all stakeholder asks are sacred. And not everything can ship in the same sprint. The MoSCoW method forces clarity. It kills feature creep. And it brings focus back to value. ______________________________________ 🔆 The Four Buckets of Brilliance 1️⃣ Must Have 🚨 Non-negotiable. If these don’t make it, your product breaks or fails. Think: security login, checkout system, core workflows. Without these? Game over. 2️⃣ Should Have 🔥 Important, but not vital for launch. Think: error messages, mobile responsiveness, dark mode (maybe). You want them. Users want them. But the ship still sails without them. 3️⃣ Could Have ✨ Nice-to-haves. Think: animations, visual polish, integrations that look good in a demo. They delight—but don’t define—your product. 4️⃣ Won’t Have (this time) 🚫 Just say no. This doesn’t mean never, just not now. You’re buying focus by parking distractions. ___________________________________________ 💡 How to Use MoSCoW Like a Pro ✔️ Do it collaboratively—include stakeholders, devs, and end users. ✔️ Tie items back to business value and customer impact. ✔️ Revisit regularly—priorities shift, and so should your MoSCoW. ______________________________________________________ 🛠️ Real Talk for Scrum Masters & Product Owners Stop treating every item as a top priority. Use MoSCoW to run better refinement sessions. Apply it during PI Planning and Sprint Planning to manage scope creep like a boss. It’s a game-changer when balancing tech debt vs new features. ________________________________________________ 🔁 TL;DR: MoSCoW = Prioritize with Power You can't do it all—and you shouldn't. Use MoSCoW to deliver the right things, not everything. Because success isn't about doing more. It's about doing what matters. _____________________________________________ 🫵 Over to You: How do you prioritize under pressure? Tried MoSCoW before? Share your wins (or war stories) 👇 And hey—follow me Kamal for more Agile tips that actually work in the real world. #Agile #ScrumMaster #ProductManagement #MoSCoWMethod #Prioritization #AgileCoaching #SprintPlanning #ProjectManagement #LeadershipInTech

How I Prioritize as a Program Manager at Amazon One of the toughest parts of being a program manager is deciding what gets attention when everything feels important. At Amazon, where the pace is fast and the stakes are high, I’ve learned that effective prioritization isn’t just a skill—it’s a necessity. Here are three approaches that help me stay focused and move the needle: 1️⃣ Impact vs. Effort Matrix When juggling multiple projects, I map tasks based on how much impact they’ll have versus how much effort they’ll take. High-impact, low-effort items? Those are no-brainers. Low-impact, high-effort tasks? They often end up on the backlog or get re-evaluated. This simple framework keeps me and my teams working smarter. 2️⃣ Customer Obsession At Amazon, the customer always comes first. Before prioritizing, I ask myself: How will this improve the customer experience? If an idea doesn’t bring clear value to the customer, it’s either deprioritized or reconsidered. It’s a principle that keeps us grounded in what really matters. 3️⃣ Time for Big-Picture Thinking Amid the daily fire drills, it’s easy to let long-term planning slip. I’ve started blocking time on my calendar specifically for strategic thinking. This helps me step back, focus on the bigger picture, and ensure we’re not just putting out fires but also building for the future. Prioritization is messy, and it’s not always perfect. But these methods have helped me find clarity in the chaos and deliver meaningful results. How do you decide what deserves your attention when everything feels important? #Leadership #Prioritization #CustomerObsessed #ProgramManagement

I've managed 5 high-performing product marketing teams at startups and public companies, and there are 2 commonalities I've noticed at each: 1) it's easy for PMMs to get overwhelmed by the sheer volume of tasks on their plates, and 2) teams are rarely recognized for their true effort or impact by upper management. That's why I want to share my prioritization matrix 👇 It’s been a game-changer in how my teams approach projects and focus on what truly drives results. I’m curious—does this framework resonate with your approach to prioritizing tasks? Here's the concept: Rack up the wins by focusing on projects that offer high visibility and impact for lower effort and avoid those that drain your energy and don’t align with company goals. (Note: you could replace visibility with impact on this scale, but it's important that what you're working on is actually on the radar of those in upper management). Here’s how to prioritize: Quick Wins: These are the golden opportunities! High visibility, low difficulty — they bring great returns with minimal effort. Look for ways to get a few of these in your quarter. Strategic Initiatives: Aim for ONE strategic initiative per quarter. These are high-visibility, high-difficulty tasks that are aligned with your long-term goals. Go deep, plan ahead, and focus on the impact. You will be the most proud of these, but you need to be realistic about them. Routine Tasks: You’ve got to keep up with these, but don't let them consume too much of your time. Find a system to manage them efficiently. Avoid: Stay clear of high-difficulty, low-visibility tasks. These projects often don't yield the results you need, and they’re energy-draining. They don't align with your values or long-term success. 💡 Action Step: Review your current or upcoming projects. Classify them into high or low reward, and high or low effort. What projects are you spending too much time on that aren’t worth the effort? Time to realign and focus on what truly matters! #Productivity #TimeManagement #Prioritization #WorkSmart #StrategicFocus #CareerGrowth #Leadership How do you manage your / your team’s workload?

One of the hardest challenges for product teams is deciding which features make the roadmap. Here are ten methods that anchor prioritization in user data. MaxDiff asks people to pick the most and least important items from small sets. This forces trade-offs and delivers ratio-scaled utilities and ranked lists. It works well for 10–30 features, is mobile-friendly, and produces strong results with 150–400 respondents. Discrete Choice Experiments (CBC) simulate realistic trade-offs by asking users to choose between product profiles defined by attributes like price or design. This allows estimation of part-worth utilities and willingness-to-pay. It’s ideal for pricing and product tiers, but needs larger samples (300+) and heavier design. Adaptive CBC (ACBC) builds on this by letting users create their ideal product, screen unacceptable options, and then answer tailored choice tasks. It’s engaging and captures “must-haves,” but takes longer and is best for high-stakes design with more attributes. The Kano Model classifies features as must-haves, performance, delighters, indifferent, or even negative. It shows what users expect versus what delights them. With samples as small as 50–150, it’s especially useful in early discovery and expectation mapping. Pairwise Comparison uses repeated head-to-head choices, modeled with Bradley-Terry or Thurstone scaling, to create interval-scaled rankings. It works well for small sets or expert panels but becomes impractical when lists grow beyond 10 items. Key Drivers Analysis links feature ratings to outcomes like satisfaction, retention, or NPS. It reveals hidden drivers of behavior that users may not articulate. It’s great for diagnostics but needs larger samples (300+) and careful modeling since correlation is not causation. Opportunity Scoring, or Importance–Performance Analysis, plots features on a 2×2 grid of importance versus satisfaction. The quadrant where importance is high and satisfaction is low reveals immediate priorities. It’s fast, cheap, and persuasive for stakeholders, though scale bias can creep in. TURF (Total Unduplicated Reach & Frequency) identifies combinations of features that maximize unique reach. Instead of ranking items, it tells you which bundle appeals to the widest audience - perfect for launch packs, bundles, or product line design. Analytic Hierarchy Process (AHP) and Multi-Attribute Utility Theory (MAUT) are structured decision-making frameworks where experts compare options against weighted criteria. They generate transparent, defensible scores and work well for strategic decisions like choosing a game engine, but they’re too heavy for day-to-day feature lists. Q-Sort takes a qualitative approach, asking participants to sort items into a forced distribution grid (most to least agree). The analysis reveals clusters of viewpoints, making it valuable for uncovering archetypes or subjective perspectives. It’s labor-intensive but powerful for exploratory work.

During my time as a Principal TPM in the Oracle Cloud Infrastructure team, I learned firsthand that knowing what to de-prioritize is equally crucial as prioritization. Prioritization is a delicate dance every Technical Program Manager performs daily. It's not just about crafting a to-do list; it's about making strategic choices that propel your projects and teams forward. Mastering this art can mean the difference between smooth sailing and utter chaos in the whirlwind of technical program management. It's all about feeling empowered by the decisions you make. Imagine your workload as a juggling act – not every ball is the same size, and not every ball needs to be caught immediately. 🤹♂️ Early in my career, I was juggling a major product launch, a team restructure, and a handful of smaller projects. Trying to do everything at once was a recipe for disaster. After a near-miss with a critical deadline, I started each day by listing my tasks and categorizing them into "urgent and impactful," "can be done later," and "delegate." The change was immediate and profound. Not only did I meet my deadlines, but my team also became more cohesive and efficient. 🎯💪 Some popular prioritization strategies that have helped me and many others include: Eisenhower Matrix, which categorizes tasks into four quadrants based on urgency and importance(Do First, Schedule, Delegate, and Don't Do). 📊  The MoSCoW method (Must have, Should have, Could have, and Won't have) is another excellent approach, especially for managing project requirements. 📝  Ivy Lee method, where you list the six most important tasks to complete the next day and focus on them in order of priority. Each method can provide a clear framework for deciding what needs immediate attention and what can wait. Understanding the power of saying "No" can be transformative, allowing you to focus on what truly matters and avoid unnecessary stress. So, the next time you're feeling overwhelmed, remember: it's not just about what you do, but also about what you choose not to do. Share your prioritization hacks, challenges or stories in the comments! 👇💬

𝐅𝐢𝐯𝐞 𝐅𝐨𝐮𝐧𝐝𝐞𝐫 𝐅𝐚𝐢𝐥𝐬 / 𝐅𝐨𝐜𝐮𝐬 (𝐏𝐫𝐢𝐨𝐫𝐢𝐭𝐢𝐞𝐬) 90% of startups fail. Some factors are unavoidable, others can be addressed. We'll examine Five Founder Failures with an emphasis on execution. As a startup founder, you are constantly juggling multiple tasks and decisions. Effective prioritization alone will not ensure success, but the inability to prioritize will guarantee failure. 𝗪𝗵𝗲𝗿𝗲 𝘁𝗼 𝗕𝗲𝗴𝗶𝗻 When deciding what to prioritize, always start with the problem you are trying to solve and ask what must happen next to move closer to a solution. Limit yourself and the team to 2-3 priorities a quarter. When a founder says, “Everything is important,” all I hear is, “Nothing is important.” I’d much rather accomplish three goals than list ten. 𝗨𝗿𝗴𝗲𝗻𝘁 𝘃𝗲𝗿𝘀𝘂𝘀 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 Important items create value. Seemingly urgent items such as emails, meetings, and social media often reflect others’ priorities, not yours. Important matters often feel boring but require attention. If urgent issues constantly derail important projects, you need to restructure. Also, important items often have interdependencies where one person is waiting on another, so make sure all major projects keep moving. 𝗙𝗼𝗿𝗺𝗮𝗹 𝗦𝘆𝘀𝘁𝗲𝗺𝘀 Here are some frameworks to effectively prioritize. One may interest you. 𝘌𝘪𝘴𝘦𝘯𝘩𝘰𝘸𝘦𝘳 𝘔𝘢𝘵𝘳𝘪𝘹: Categorize tasks into four quadrants based on urgency and importance and focus first on tasks that are 𝗯𝗼𝘁𝗵 urgent and important. 𝘙𝘐𝘊𝘌 𝘚𝘤𝘰𝘳𝘪𝘯𝘨: Evaluate tasks based on Reach, Impact, Confidence, and Effort to quantify the potential value of each one. 𝘚𝘵𝘰𝘳𝘺 𝘔𝘢𝘱𝘱𝘪𝘯𝘨: Create a visual map of user interactions with your product and prioritize features that will significantly enhance their experience. 𝗬𝗼𝘂𝗿 𝗖𝗮𝗹𝗲𝗻𝗱𝗮𝗿 𝗶𝘀 𝗬𝗼𝘂𝗿 𝗦𝗵𝗶𝗲𝗹𝗱 Block time weekly to concentrate on the big picture. “𝙏𝙝𝙚 𝙠𝙚𝙮 𝙞𝙨 𝙣𝙤𝙩 𝙩𝙤 𝙥𝙧𝙞𝙤𝙧𝙞𝙩𝙞𝙯𝙚 𝙬𝙝𝙖𝙩'𝙨 𝙤𝙣 𝙮𝙤𝙪𝙧 𝙨𝙘𝙝𝙚𝙙𝙪𝙡𝙚, 𝙗𝙪𝙩 𝙩𝙤 𝙨𝙘𝙝𝙚𝙙𝙪𝙡𝙚 𝙮𝙤𝙪𝙧 𝙥𝙧𝙞𝙤𝙧𝙞𝙩𝙞𝙚𝙨.” — Stephen Covey To confirm that your efforts match your intention, check your calendar to see if you spend at least 80% of your time on what matters most. Also, schedule time to replenish and refresh. Success will bring more pressure, so reinforce resilience. 𝗢𝘁𝗵𝗲𝗿 𝗥𝗲𝗺𝗲𝗱𝗶𝗲𝘀 While it’s tempting to dwell on the competition, instead direct your energy to areas you can control, such as a new release and building relationships. Choose and meet with advisors who push you to think holistically and proactively about your business. Also, recalibrate regularly by asking the team, customers, and vendors how to grow, which will lead to insights worth pursuing. Uncertainty and challenges are inevitable. Successful prioritization requires a thoughtful balance between staying focused, agile, and committed. #leaders #founder #adapt #startups

"We need to prioritize our roadmap, but every stakeholder has a different opinion." The problem isn't conflicting opinions—it's the lack of objective criteria for evaluation. Traditional prioritization methods that fail: - Executive opinions and gut feelings - Revenue projections based on assumptions - Competitive feature comparisons - Engineering complexity assessments - Sales team requests and customer demands Why they fail: None directly measure potential to create customer value. The Outcome-Driven alternative: Step 1: Evaluate each initiative against underserved customer outcomes Step 2: Score based on ability to address high-opportunity areas Step 3: Consider cost, effort, and risk factors Step 4: Optimize high-value projects for maximum impact The difference: Instead of guessing which projects will succeed, you're investing in solutions that address known customer outcomes. Companies using this approach achieve 86% success rates versus the industry average of 17%. The question isn't whether you should prioritize your pipeline—it's whether you're using the right criteria. What would change if every project decision was based on customer outcome data?

In a small company, it can feel like every project is the most important one. Here is how to prioritize when everything feels urgent: 1. 𝗔𝗹𝗶𝗴𝗻 𝘄𝗶𝘁𝗵 𝗕𝘂𝘀𝗶𝗻𝗲𝘀𝘀 𝗚𝗼𝗮𝗹𝘀: Start by identifying which projects directly contribute to the company’s strategic objectives. If it doesn’t enable business growth, it’s not a top priority. 2. 𝗔𝘀𝘀𝗲𝘀𝘀 𝗜𝗺𝗽𝗮𝗰𝘁 𝘃𝘀. 𝗘𝗳𝗳𝗼𝗿𝘁: Use an impact-effort matrix to evaluate each project’s potential value versus the resources required. Prioritize high-impact, low-effort projects to maximize your contributions and quickly demonstrate the value of the data projects. 3. 𝗖𝗼𝗻𝘀𝗶𝗱𝗲𝗿 𝗦𝘁𝗮𝗸𝗲𝗵𝗼𝗹𝗱𝗲𝗿 𝗨𝗿𝗴𝗲𝗻𝗰𝘆: Understand the timeline and urgency of your main stakeholders. Balance stakeholder needs with the overall strategy and your available resources. Sometimes, saying “no” or “not yet” is your best move. 4. 𝗙𝗼𝗰𝘂𝘀 𝗼𝗻 𝗤𝘂𝗶𝗰𝗸 𝗪𝗶𝗻𝘀: Identify projects that can deliver quick, measurable results. Quick wins build trust and buy-in, making it easier to tackle more complex projects later on. 5. 𝗥𝗲𝗲𝘃𝗮𝗹𝘂𝗮𝘁𝗲 𝗥𝗲𝗴𝘂𝗹𝗮𝗿𝗹𝘆: Priorities can shift rapidly in a small company so regularly reassess your project list. Staying agile and adaptable ensures you’re always focused on what matters most as the business changes. In a small company, it’s easy to get overwhelmed by the large number of requests. But by aligning with business goals, focusing on impact, and staying adaptable, you can make sure your efforts are always driving the company forward. How do you prioritize your data projects when everything feels urgent? ---------------- ♻️ Share if you find this post useful ➕ Follow for more daily insights on how to grow your career in the data field #dataanalytics #datascience #priotization #startups #smallcompanies