Changing Priorities and Project Management

Managing ever-changing priorities in project management can feel overwhelming, almost like playing an endless game of Whac-A-Mole. Each shift disrupts progress, causing frustration for everyone involved. Clients often don’t realize the impact of their shifting needs, complicating things even further. But maintaining project success while navigating these changes is achievable. It’s about balancing the client’s evolving demands with the project’s core goals. In fact, changing priorities are one of the top reasons for project failure—according to the Project Management Institute, 39% of projects fail because of shifting priorities. Ready to learn how to handle this? Keep reading.

Scope & Timeline

Defining the scope and timeline of your project clearly at the beginning is a really important step. If the client starts changing priorities, you can point back to the agreed-upon scope and timeline, explaining the priorities were set to meet the overall project goal. Taking things out of order could put it at risk, extend the deadline or make it cost more.

Sometimes, the priority changes because a business matter arises that causes a necessary re-definition of the project. If that is the case, it is time to stop and reassess where you are and where you should be headed. Rebuild that scope and timeline and see how it affects the budget.

But, occasionally, you can believe the client is changing priorities when really the client is just talking off the top of his head. He’s just saying what he would like to see done. But, he doesn’t have a clear understanding of the consequences of his request. Sometimes he might not even realize he is making a request at all.

Clear Communication with Consequences

Especially in the last case, share what you’re hearing with the client to make sure you’re on the same page. You can say something like, “What I hear you saying is that you would like me to stop working on the invoice changes that you said were hot last week and start working on the timesheet edits that you have just mentioned.” Make sure he understands that both can’t be done at once. And, he will have to choose.

Explain that when you get part way through work in one area and have to flip to something else, it will take longer to get back to where you were on the first priority. And, that will cause a budget increase.

Many clients don’t understand what they’re asking for, so make sure you are communicating the consequence of their request very clearly so they can make that decision. Regularly scheduled status meetings show the client the progress of the project and permit understanding as to why you are doing something next.

Changing Priorities Requires Organization

If you are organized and have a clear plan, you can better manage a client who flits around like a butterfly. Make sure you have built a project plan in a project management tool like Basecamp or Teamwork.com. There should be clear timelines and the scope and priorities should be clear. (e.g., “We are working through the list in the order shown and are on target for the completion dates noted.”)

Remember that you are the professional. While it is very important to take your clients’ needs into account, you must educate them on the needs of the project. An undelivered project has no value. It is your obligation to get them to realize the value. Sometimes you have to slow down and make sure they understand the consequences to their requests.

Methods to Organize and Manage Tasks

To stay productive, consider using these time-tested techniques:

• Eat the Frog: Not as literal as it sounds. This means tackling the most challenging and time-consuming task first. In project management, this task would most likely be listed as “high priority.” You can then slot the remaining tasks based on their deadline, impact, or reward.
• Eisenhower Matrix: Also called Urgent-Important Matrix, this visualization project management tool classifies each task into four quadrants based on importance and urgency — important and urgent (do now), important but not urgent (schedule), not important but urgent (delegate), and not important and not urgent (eliminate).
• ABCDE Method: With this method, you assign alphabetical priority levels to your tasks: A (top priority), B (high priority), C (medium priority), D (low priority), and E (no priority).

Whichever method you choose, proper time management is key to staying productive and organized during your workday.

How to Create a Priority List

Creating a priority list is vital for managing your time and achieving your goals efficiently. Here’s a straightforward guide to help you get started:

1. Identify Tasks: Begin by listing all the tasks you need to accomplish. Write down everything, no matter how small.
2. Evaluate Importance and Urgency: Assess each task based on its importance and urgency. Important tasks contribute to long-term goals, while urgent tasks require immediate attention.
3. Use a Matrix: Implement tools like the Eisenhower Matrix to categorize tasks into four quadrants:
   • Urgent and Important: Do these tasks first.
   • Important but Not Urgent: Schedule these tasks.
   • Urgent but Not Important: Delegate if possible.
   • Neither Urgent Nor Important: Consider eliminating or postponing these tasks.
4. Rank Tasks by Priority: Once categorized, rank tasks within each quadrant. Focus on those that are both urgent and important.
5. Allocate Resources and Time: Determine what resources and time each task will need. This helps in realistic planning and ensures efficiency.
6. Review and Adjust Regularly: Your priorities can change. Make it a habit to revisit your list regularly and adjust based on new information or tasks that might arise.

Tips for Effective Prioritization

• Break Down Large Tasks: Divide bigger tasks into smaller, manageable steps to avoid feeling overwhelmed.
• Set Deadlines: Assign due dates to keep yourself accountable.
• Utilize Digital Tools: Apps like Todoist, Trello, or Asana can be extremely helpful for organizing and updating your list efficiently.
• Focus on High-Value Activities: Prioritize tasks that yield the highest return on your time investment.

Deliver in Smaller Phases

If your client’s changing priorities are affecting projects adversely and none of the techniques above are working, stop and re-focus the project into sprints. This situation might call for the Agile Methodology. As you decide on small pieces you can deliver in a short span, you can accommodate changing priorities easier. But, you need to make sure your client is on board with that plan. And, they need to agree to stick with the short-term priorities.

Techniques to Focus on One Task at a Time

Finding techniques to focus on one task at a time can significantly boost productivity and reduce burnout. Here are some effective methods:

1. Time Chunking: Allocate specific blocks of time to different tasks throughout the day. This helps create dedicated periods for focused work, reducing the constant switch between tasks.
2. The Pomodoro Technique: Break your work into 25-minute focused intervals (called “Pomodoros”) followed by a five-minute break. After completing four Pomodoros, take a longer break of 15-30 minutes. This technique helps maintain high levels of concentration while preventing burnout.
3. Prioritization: Create a to-do list and prioritize tasks based on their importance and deadlines. Tackle the most critical tasks first when your energy levels are highest.
4. Minimize Distractions: Turn off notifications on your phone and computer. Close unnecessary browser tabs and apps to keep your workspace clutter-free.
5. Set Clear Goals: Define what you aim to accomplish in each work session. Having clear, measurable goals helps you stay focused and on track.
6. Use Focus Tools: Tools like timers, task managers, and apps designed for focus can assist in maintaining attention on one task at a time.

Find New Clients

If you can’t control the client’s changing priorities with these methods, you might need to consider letting the client go. Especially if their changing priorities affect your other clients, this option needs to be on the table.

If anyone has had success with other methods, please add a comment below. Changing priorities can be a very tough issue. The more options you have to prevent and solve it, the more we all succeed.

Take Control of Your Changing Priorities with Beyond the Chaos

Managing projects with constantly shifting priorities doesn’t have to be stressful. At Beyond the Chaos, we help small business owners keep projects on track, even when client demands shift. Our team specializes in balancing evolving needs while maintaining focus on successful project delivery.

If you’re ready to reduce the chaos and ensure your projects stay on course, let’s talk. Contact Beyond the Chaos today to explore how we can help you manage changing priorities and streamline your project management process.

Frequently Asked Questions

How can making task prioritization a team-wide effort be beneficial?

Involving the entire team in task prioritization promotes collaboration and ensures everyone is aligned with the project’s goals. It encourages accountability, makes priorities clear to all members, and allows for balanced workload distribution, preventing burnout.

Why is it important to create a schedule in advance for priority tasks?

Creating a schedule ahead of time helps manage resources efficiently and avoids last-minute scrambling. It also allows the team to focus on high-priority tasks without unnecessary distractions, leading to better time management and productivity.

What is the difference between urgent and important tasks?

Urgent tasks require immediate attention but may not contribute significantly to long-term goals, while important tasks are aligned with strategic objectives and have a lasting impact. Learning to differentiate between the two helps in managing time and ensuring business success.

How should you tackle high-effort, high-priority tasks?

Break down high-effort tasks into manageable steps to avoid feeling overwhelmed. Start with the most critical part and allocate sufficient time, keeping focus on quality and avoiding distractions to maintain progress.

How does scheduling help in reflecting priority tasks?

Scheduling ensures that the most critical tasks are allotted proper time and attention. It helps in visualizing the flow of work, ensuring that priority tasks are addressed first and align with project deadlines.