Project Prioritization Scoring System
Skills Used
Quantitative Analysis, Strategic Thinking, and Risk Assessment
Project Management and Data Management
Stakeholder Engagement, Communication, and Adaptability
My Role
The WebPros marketing department was in need of a prioritization process for incoming projects, as collectively we felt like we were constantly “putting out fires" rather than allocating time to strategize. Developing a prioritization scoring system for the team was essential to enhance efficiency, strategic alignment, and overall project management effectiveness. The introduction of this scoring system addressed several key needs within the department:
Strategic Alignment & Impact Analysis: The scoring system ensures that marketing projects are aligned with the overall business strategy. By assigning scores based on strategic objectives, potential ROI, and overall impact, the system helps prioritize initiatives that contribute most significantly to the organization's goals or offer the most significant value to the organization.
Resource & Capacity Optimization: With a standardized scoring mechanism, the marketing department can objectively assess the resource requirements (including team workload and capacity) of each project. This allows for the efficient allocation of resources, preventing over-commitment and ensuring that teams can focus on high-priority initiatives. It prevents the team from becoming overburdened with multiple high-intensity projects simultaneously, maintaining a balance that promotes productivity and quality outcomes.
Communication and Stakeholder Management: The scoring system facilitates clear communication with stakeholders. It allows the marketing department to articulate the rationale behind project prioritization decisions, managing expectations and ensuring that stakeholders understand the strategic considerations driving the allocation of resources.
Continuous Improvement: The scoring system establishes a framework for continuous improvement. Regularly reviewing and refining the scoring criteria allows the team to adapt to changing business priorities, market conditions, and emerging trends, ensuring ongoing relevance and effectiveness.
Criteria & Weight
Revenue Impact | 40%
Potential for direct sales increase
Conversion rate improvement
Customer lifetime value increase
Customer / Partner Impact | 20%
Effect on customer satisfaction
Strengthening partnerships
Overall positive impact on customer/partner relationships
Brand Impact | 20%
Brand visibility and recognition
Customer loyalty and satisfaction
Social media engagement
Urgency | 20%
Time sensitivity of the project
Alignment with current market trends or events
Levels of product roadmap commitment
Scoring
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1 (LOW): Minimal potential for direct sales increase, low chance of improving conversion rates, and negligible impact on customer lifetime value.
2 (LOW-MODERATE): Limited potential for direct sales increase, slight improvement in conversion rates, and a small positive effect on customer lifetime value.
3 (MODERATE): Moderate potential for direct sales increase, noticeable improvement in conversion rates, and a moderate positive effect on customer lifetime value.
4 (HIGH-MODERATE): Significant potential for direct sales increase, substantial improvement in conversion rates, and a notable positive effect on customer lifetime value.
5 (HIGH): Maximum potential for direct sales increase, substantial improvement in conversion rates, and a significant positive effect on customer lifetime value.
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1 (LOW): Minimal impact on customer satisfaction, no significant improvement in partnerships, and limited overall positive impact on customer/partner relationships.
2 (LOW-MODERATE): Limited impact on customer satisfaction, slight improvement in partnerships, and a modest positive impact on customer/partner relationships.
3 (MODERATE): Moderate impact on customer satisfaction, noticeable improvement in partnerships, and a moderate positive impact on customer/partner relationships.
4 (HIGH-MODERATE): Significant impact on customer satisfaction, substantial improvement in partnerships, and a notable positive impact on customer/partner relationships.
5 (HIGH): Maximum impact on customer satisfaction, a significant improvement in partnerships, and a substantial overall positive impact on customer/partner relationships.
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1 (LOW): Minimal impact on brand visibility and recognition, low effect on customer loyalty and satisfaction, and minimal engagement on social media.
2 (LOW-MODERATE): Limited impact on brand visibility and recognition, slight improvement in customer loyalty and satisfaction, and low engagement on social media.
3 (MODERATE): Moderate impact on brand visibility and recognition, noticeable improvement in customer loyalty and satisfaction, and moderate engagement on social media.
4 (HIGH-MODERATE): Significant impact on brand visibility and recognition, substantial improvement in customer loyalty and satisfaction, and notable engagement on social media.
5 (HIGH): Maximum impact on brand visibility and recognition, substantial improvement in customer loyalty and satisfaction, and a significant presence and engagement on social media.
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1 (LOW): No time sensitivity, not aligned with current market trends or events.
2 (LOW-MODERATE): Low time sensitivity, mildly aligned with current market trends or events.
3 (MODERATE): Moderate time sensitivity, somewhat aligned with current market trends or events.
4 (HIGH-MODERATE): Significant time sensitivity, well-aligned with current market trends or events.
5 (HIGH): Critical time sensitivity, perfectly aligned with current market trends or events.
Final Priority Calculation
Overall Score = (Revenue Score × Revenue Weight) + (Customer Score × Customer Weight) + (Brand Score × Brand Weight) + (Urgency Score × Urgency Weight)
EXAMPLE:
Project A has a Revenue Score of 4, a Customer Score of 2, a Brand Score of 3, and an Urgency Score of 2:
Overall Score: (4 x 0.4) + (2 x 0.2) + (3 x 0.2) + (2 x 0.2) = 1.6 + 0.4 + 0.6 + 0.4 = 3
Project A has a Revenue Score of 4, a Customer Score of 2, a Brand Score of 3, and an Urgency Score of 5:
Overall Score: (4 x 0.4) + (2 x 0.2) + (3 x 0.2) + (5 x 0.2) = 1.6 + 0.4 + 0.6 + 1 = 3.6
In this example, Project B would have a slightly higher overall score due to its high urgency, making it a higher priority.
Exceptions
Project = TOP PRIORITY if tied to a corporate strategic initiative.
If multiple projects fall under TOP PRIORITY status, send them through this ranking system to determine first place.