Assess priorities and determine ultimate objective(s)

Concepts

In project management, the ability to assess priorities is critical. It involves determining the rank order of tasks based on their relative importance to the overall project objectives. Prioritization helps to allocate resources efficiently, manage risks, and increase both productivity and customer satisfaction. Many project managers use prioritization tools such as Gantt charts, Critical Path Method (CPM), Program Evaluation and Review Technique (PERT), or Boston Matrix.

For instance, in using the CPM, project managers focus on the most impactful tasks and are mindful of time constraints. The less critical ones, though important, get lesser attention and priority. Thus, proper prioritizing ensures that the team focuses on executing high-ranking tasks that directly contribute to project success.

II. DETERMINING ULTIMATE OBJECTIVE(S)

Determining ultimate objectives is integral to developing a project plan. These are the end goals that the project aims to achieve upon completion. Objectives should be SMART: Specific, Measurable, Achievable, Relevant, and Time-bound. Without well-defined objectives, projects could drift, consume extra resources, or fail altogether.

Take a construction project as an example. The overall objective could be ‘to construct a 30-storey residential building within two years without exceeding the $25 million budget.’ This overall objective then guides the formulation of subsidiary objectives, task planning, resource allocation, and performance tracking.

III. OVERLAP BETWEEN PRIORITIZING TASKS AND DETERMINING OBJECTIVES

There’s an intrinsic relationship between setting project objectives and prioritizing tasks. A project’s ultimate objectives serve as a roadmap to guide task prioritization. The tasks that directly or significantly contribute to these objectives rise to the top of the priority list.

Let’s illustrate with the construction project. If ‘sticking to the $25 million budget’ is a high-ranking objective, tasks related to stringent financial management, cost control, and resource optimization will naturally become high-priority.

IV. USING THE WORK BREAKDOWN STRUCTURE (WBS)

One useful tool for marrying objectives and task prioritization is the Work Breakdown Structure (WBS). It’s a hierarchical breakdown of all the tasks and subtasks needed to achieve the project objectives.

Level 1	Level 2	Level 3
Project Title	Major deliverable 1	Tasks/Sub-tasks
	Major deliverable 2	Tasks/Sub-tasks

For instance, in the construction project, a level 2 deliverable could be ‘Structural Work’, and level 3 could have tasks like ‘Site preparation’, ‘Foundation laying’, ‘Constructing Superstructure’, etc. Prioritizing these tasks then directly links to achieving the project’s ultimate objectives.

V. CONCLUSION

Assessing priorities and determining ultimate objectives are integral parts of project management. They guide the project from inception to completion, enhance efficiency, and increase the chances of project success. Tools like the WBS, Gantt charts, CPM help project managers in these aspects. Hence, a clear understanding and application of these concepts are vital for anyone preparing for the Project Management Professional (PMP) exam.

Answer the Questions in Comment Section

True or False: As a project manager, it is important for you to assess priorities and determine ultimate objectives at the beginning of the project.

True
False

Answer: True

Explanation: Assessing priorities and determining objectives are crucial at the project’s outset. They form the basic plan to direct activities and allocate resources smoothly.

The Work Breakdown Structure (WBS) supports objective determination.

A. True
B. False

Answer: A. True

Explanation: A Work Breakdown Structure is a tool to identify the tasks or work packages, which will help to plan and then track each deliverable within the project effectively.

In project management:

A. The ultimate objective is generally defined within the early stages of the project
B. Priorities may change as the project dynamics evolve
C. Both (A) and (B)
D. None of the above

Answer: C. Both (A) and (B)

Explanation: The ultimate objective is determined during the initial project planning, and it is what the project team should be focusing on. However, as the project proceeds, priorities often change depending on various project dynamics and requirements.

True or False: Once the ultimate objectives are set in a project, they should never be changed.

True
False

Answer: False

Explanation: While objectives generally provide the direction for a project, there are situations where objectives may need modifications based on changed project conditions, stakeholders’ feedback, or unforeseen circumstances.

Which model can facilitate the determination of project priorities?

A. Gantt chart
B. Pareto chart
C. MoSCoW method
D. Ishikawa diagram

Answer: C. MoSCoW method

Explanation: MoSCoW method helps to prioritize project tasks into four categories: Must (M), Should (S), Could (C), and Won’t (W). This method ensures that most essential tasks are prioritized and completed first.

True or False: The process of assessing priorities and determining ultimate objectives should involve all project stakeholders.

True
False

Answer: True

Explanation: Including all project stakeholders in objective determination and priority setting processes brings in diverse perspectives, leads to better buy-in, and reduces the risk of overlooking important considerations.

In project management:

A. The ultimate objective is often tied to the project’s business case
B. Prioritizing tasks ensures that the most important work is done first
C. Both (A) and (B)
D. None of the above

Answer: C. Both (A) and (B)

Explanation: The project’s ultimate objective generally aligns with the project’s business case. Prioritizing tasks helps to ensure the team focuses on the most critical tasks first to achieve the ultimate goal.

Which of these tools can help in determining ultimate objectives?

A. Fishbone Diagram
B. SMART goals
C. Gantt Chart
D. None of the above

Answer: B. SMART goals

Explanation: SMART, which stands for Specific, Measurable, Achievable, Relevant, and Time-bound, provides a framework to set clear and defined project objectives.

True or False: The ultimate objectives of a project should align with the organization’s strategic goals.

True
False

Answer: True

Explanation: The ultimate objectives of a project should not be in isolation but should be aligned with the broader organizational goals and objectives.

According to the PMI, a project’s ultimate objectives should be:

A. Specific and achievable
B. Vague and flexible
C. Broad and comprehensive
D. Narrow and restrictive

Answer: A. Specific and achievable

Explanation: According to the Project Management Institute (PMI), an effective project objective should be specific, measurable, attainable, relevant, and time-bound (SMART).