Prioritisation
Part of Team workload visibility
Distinguishing a capacity problem from unclear priorities
Use current commitments, available skills and an agreed work order to tell whether a team needs clearer priorities, more capacity or both.
When a team reports too much work, ask two questions: does the necessary work fit its available skilled time, and has an authorised person settled what comes first? A capacity gap and conflicting directions can both cause missed dates or repeated switching. Review actual commitments before choosing a response.
Put competing work on the table
For a near-term period, list promised work, incoming requests and essential service duties. Note the skills, approvals and review time each result needs. Confirm which dates are fixed, which are preferred and who can change them. Ask the people doing the work what the list omits.
A crowded board does not prove a capacity gap. Some items may be waiting for an input or a decision. Equally, a tidy priority order cannot create unavailable specialist time.
Set an order, then check what fits
Ask an authorised owner to settle which result comes first and what may wait. Check that the remaining work can credibly be completed with the time, skills and dependencies available. If it fits, conflicting priorities may have been the main obstacle. Record the order, who can change it and what a new request would displace.
If necessary work still does not fit after deferrable work moves, there is a capacity, timing or scope conflict to resolve. The response may require a changed date, smaller deliverable, different service arrangement or more qualified help. Take the trade-off to someone authorised to make it.
What the review reveals / Next decision
- Directions conflict, but agreed work fits once ordered
- Set and communicate the governing order.
- One skilled role cannot cover essential duties and firm commitments
- Change scope, timing, staffing or cover.
- Work is oversubscribed and repeatedly reordered
- Set a temporary order, then resolve the remaining gap.
Capacity Problem vs. Unclear Priorities: Key Indicators
- Indicates a Capacity ProblemWork cannot fit within available skilled time, even after prioritisation. Requires more staff, changed scope, or adjusted deadlines.
- Indicates Unclear PrioritiesWork is oversubscribed and repeatedly reordered. Once ordered, the work fits within available capacity.
How to Distinguish Between Capacity Gaps and Priority Conflicts
- List all commitmentsInclude promised work, incoming requests, and essential duties. Note required skills, approvals, and review times.
- Identify fixed and flexible datesConfirm which deadlines are binding, preferred, or negotiable. Assign owners for changes.
- Set an authorised orderAsk an accountable person to confirm what comes first. Record the order and who can alter it.
- Check if work fitsAssess whether the ordered work can be delivered with existing resources. If not, resolve scope, timing, staffing, or cover.
Check what else blocks the work
An incomplete brief, missing approval or lack of access can look like a capacity problem. Ask what prevents the next step before adding staff or reshuffling the whole plan. Give the missing input or decision an owner and a check point.
Safe Work Australia lists lack of role clarity and job demands as psychosocial hazards. Where both are present, a team may need clearer direction as well as a change to the workload, so review the effect of the chosen response with the people doing the work.
Before Adding Resources, Ask These Questions
- Is the brief complete?Are all necessary details provided? Missing information may delay progress.
- Is approval pending?Has the required sign-off been given? Clarify ownership and timelines.
- Do team members have access?Can they reach systems, data, or stakeholders needed to proceed?
- Is role clarity defined?Are responsibilities and decision-making roles clear to avoid confusion?
