Project Prioritization

Why should you care?

  • Prioritizing is crucial to managing multiple projects. Choosing the best projects for your organization's limited resources is critical.
  • Prioritizing projects is an iterative process that requires regular and consistent updating and review.
  • Most IT organizations have multiple projects on the go at any one time. On top if that, more project requests come in - all of which need to be managed and prioritized.
  • When faced with multiple projects, it's important to decide what to do and in which order.
  • Poor project management decisions can have a negative impact that outlives the project itself. Organizations must accept and live with the consequences of their project decisions.
  • Paying proper attention to the goals and objectives of the organization is essential in prioritizing projects.
  • To effectively manage projects, you need to have a method of monitoring and controlling incoming project requests.

Why use OptimizeIT for your Project Prioritization?

  1. You get a step-by-step approach that makes prioritizing projects a logical, repeatable, and easy-to-use process.
  2. You can use the process end-to-end, or choose tools and approaches that address the needs and concerns specific to your organization.
  3. The process works for all types of projects, no matter the type or size of your organization or IT department.
  4. The toolset can be used to prioritize up to 100 projects at any one time.
  5. The process covers the entire project prioritization lifecycle from the initial definition of a project through to how to manage and maintain a project priority list over time.

What You'll Get From the Project Prioritization Program

We'll supply the tools to help you...


  • Establish the proper rules of engagement when it comes to project prioritization.
  • Understand and define what constitutes a project.
  • Learn to distinguish a true project from other non-project activities.
  • Request and gather new project proposals from across the organization, ensuring that all necessary information required for preliminary review is accurate and complete.


  • Determine the key criteria for comparing and evaluating projects, as well as ranking projects by importance and priority, as determined by the organization.
  • Communicate preliminary rankings to senior management and obtain support for approving and initiating projects.


  • Evaluate resource availability against project priority list.
  • Review resource outcome with stakeholders and obtain their approval to the revised project list.


  • Identify possible events that could trigger re-prioritization or cause need for re-evaluation and change.
  • Revisit project priority list and make adjustments as required.
  • Review adjustments and seek approval from stakeholders.

You'll Have Access to a Complete Toolbox:

Establish Process for Collecting Valid Project Requests:

  • Guide to Defining a Project
  • Project Prioritization Process Template
  • Project Request E-Mail Template
  • Project Request Form

Adjust Preliminary Project Prioritization List to Reflect IT Capacity:

  • Project Prioritization Resource Alignment Master Tool
  • E-Mail Approval Template

Decide High Priority Projects:

  • Project Prioritization Master Tool
  • E-Mail Approval Template

Make Re-Adjustments:

  • Guide to Understanding Triggers for Re-Prioritization
  • Project Prioritization List Maintenance Guidelines
  • Re-Prioritization Master Tool
  • E-Mail Approval Template

Measurable Results:

Developing and adhering to a long-range Project Prioritization program will allow you to better meet business expectations by leveraging a proactive approach.

  • You will better understand project prioritization and be able to align projects to meet business goals and objectives.
  • Your process for prioritizing projects will be more efficient and effective.
  • You will be more confident about your ongoing prioritization initiatives.
GET HELP Contact Us
VL Methodology