You are the in charge of a certain project, handed over to by your boss, and you need to complete the project in time with utmost efficiency, then you must know how to prioritize projects.
A project is a task, which has to be accomplished in a given period of time, has set goals, and sometimes is a part of a bigger project. You need to know why prioritizing is important and how you can prioritize your project.
Prioritizing helps you to save time, save resources, energy and complete an assigned project in a given period of time. When you prioritize, you not only complete, but efficiently complete your project.
Let us understand how to prioritize projects with the help of an example. Take a simple example of home makeover and repair. Suppose you are assigned with this task or project, and you use your prioritizing skills, you will save time and resources.
How to prioritize a project?
We will understand this concept using the example stated above. Use the instructions given below to prioritize your project:
- Take a piece of paper. Fold it into two equal halves vertically, then two equal halves horizontally. This will give you four different blocks on your paper.
- You have to use these blocks to segregate your tasks on the basis of cost and effort.
- Your paper will look as shown below:
|High Cost/High Effort||High Cost/ Low Effort|
|Low Cost/High Effort||Low Cost/ Low Effort|
- Once you are ready with this, you will have to make another list. The list of tasks involved in the makeover and repairing of your home.
- The list will include tasks like- packing and moving, buying goods, arranging for contractors, renovation work, supervision, cleaning, repacking and moving back.
- Once you have this list prepared with you, start placing the tasks one by one in the columns made on the paper. You will have to place different tasks in different blocks depending upon the cost involved and effort involved in every task.
- For example- Task 1: Packing: Packing will not involve any cost if you and your family pack the goods yourself. However, it will be high on efforts. You will thus place this in ‘Low Cost/ High Effort’ block.
- Task 2: Arranging a Contractor: Now this task is low on effort, but definitely high on cost. You can get the information of the contractor easily over the internet, but you will have to pay a hefty amount for his services, thus you will place this in ‘High Cost/Low Effort’ block.
- Task 3: Planning the Finance: You need to plan a budget for your project. This task will not involve any cost, and will not require much effort. You can place this in ‘Low Cost/Low Effort’ block.
- Task 4: Supervision: Suppose you are a kind of person, who despite of handing over a task to someone would like to check it yourself. In this case, you are paying that person, but still by continuously supervising, you are incurring efforts. So this will be in the ‘High Cost/High Effort’ block.
- Once you are done with this segregation, choose where you wish to concentrate more. Which block’s tasks are more important and cannot be completed without you? For example, packing and moving cannot be completed without you, but supervision can be ignored.
- You thus need to pay more attention to the tasks which need your efforts.
- In this way, segregating tasks in different columns will help you pick the one’s you find most important and work accordingly.
- Also, by prioritizing you will not miss out on any of the tasks, and complete everything in time.
Follow this method to prioritize your project or task, and complete it in time with efficiency.