“High-priority projects aren’t won by adding more resources—they’re won by smarter allocation.” Here are 5 smart ways to tackle 1. Audit ongoing work: Freeze or pause low-impact tasks to free up bandwidth. 2. Identify your A-players: Assign your best talent where they’ll make the most difference. 3. Leverage cross-functional skills: Tap into team members who can handle multiple roles. 4. Set crystal-clear goals: Everyone should know what success looks like and how to get there. 5. Monitor and adjust in real-time: Be ready to shift resources as needs evolve. In my opinion, successful reallocation isn’t about more—it’s about more focus.

I begin by conducting a thorough assessment of our current resource allocation across all projects, identifying areas where we can temporarily pause or slow down lower-priority initiatives without causing significant long-term impacts. I then engage with team leaders to transparently communicate the strategic importance of this high-priority project and work collaboratively to identify team members whose skills best align with its requirements, while ensuring their existing responsibilities are properly redistributed or managed.

When I encountered a high-priority project in my program, I began by assessing resource availability in collaboration with departmental managers to ensure we had a clear understanding of what could be reallocated. I then prioritized critical tasks, identifying key milestones that needed focused attention. To enhance project success, I reallocated personnel with the necessary skills to the project while ensuring that other initiatives continued to receive adequate support. Recognizing the importance of flexibility, I adjusted timelines for lesser-priority projects to accommodate the high-priority demands.

As Alfred North Whitehead said : The art of progress is to preserve order amid change and to preserve change amid order. Look for tasks that can be paused or deadlines that could be reasonably extended. Analyze current workload to identify areas where resources can be temporarily reallocated without impacting other key commitments. Discussion with core team members will help gauge their capacity, ensuring any additional responsibilities won’t create undue pressure on their existing tasks. Keep open communication with stakeholders regarding the shifts and reassure reallocated resources would return once the urgent project needs were met. This keeps the momentum strong on the critical project but also balances it against our broader goals.

With limited personnel and tight budgets, we’re having to temporarily scale back on routine maintenance to focus on an urgent water system overhaul. I’ve had to pull staff from less critical areas, like seasonal facility upkeep, to ensure we have enough expertise dedicated to the water project. Communicating these changes hasn’t been easy, especially when community members expect consistent service. Balancing urgent needs with ongoing responsibilities is a constant juggling act, and it’s stretching our team thin.