How to allocate resources effectively across competing priorities

List every project, initiative, and ongoing operation requiring resources. Document required skills, effort estimates, and timelines for each. Calculate total available capacity: headcount, hours, budget. Identify current utilization levels and constraints (specialized skills, bottleneck roles).

Define evaluation criteria: strategic alignment, expected ROI, urgency, risk mitigation, customer impact, dependencies. Weight criteria based on company priorities. Create scoring rubric (1-5 scale) for each criterion. Get leadership alignment on the framework.

Evaluate each initiative against criteria using cross-functional input. Calculate weighted scores. Rank initiatives from highest to lowest value. Identify must-dos (regulatory, committed) versus discretionary projects. Validate rankings with stakeholders.

Allocate resources to highest-priority initiatives first until capacity is filled. Consider team composition, skill requirements, and workload balance. Plan for 80% utilization to allow for unplanned work and avoid burnout. Identify initiatives that won't get resourced (the "no" list).

Identify individuals or teams assigned beyond capacity. Resolve conflicts: delay lower-priority work, add resources (hire/contract), reduce scope, or cancel projects. Consider training to develop scarce skills internally. Negotiate timelines with stakeholders.

Track actual resource allocation weekly. Monitor project progress and capacity utilization. Identify emerging bottlenecks or freed-up capacity. Re-prioritize based on changing conditions. Move resources from completed or blocked projects to new priorities.

Review entire project portfolio with leadership. Assess strategic alignment and expected outcomes. Kill underperforming projects. Double down on winners. Re-evaluate priorities based on market changes. Reset resource allocation for next quarter.