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Popular project prioritization strategies
Popular project prioritization strategies

To keep your workload manageable and your deliverables on time without burning out, consider prioritizing your projects by any of these.

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Prioritize the most popular types of projects

To prioritize your marketing efforts, determine your most popular project types. You can do this by accessing the Active Projects bucket in your pipeline and selecting Project Type. You'll see all projects sorted alphabetically by category, meaning you'll be able to see the frequency each of your project types is booked.

Prioritize by trends you've identified in your projects

You can use the filters and stages to identify trends in your business. For example, you might notice that all the projects you never hear back from have the same Lead Source in common.

To identify this trend, you can click into the Inquiry and/or Follow Up stages, to see who’s gotten stuck there, and click the Lead Source column. If you notice those with longer moved times all have the same lead sources, you can get a sense that the projects coming from those sources are less likely to book with you.

You can use filters and stages to identify trends in your business. For example, if you observe that the projects you never hear back from all have the same Lead Source, you can click into the Inquiry or Follow Up stages to see who is stuck there and check the Lead Source column. If you notice that projects with longer move times share the same lead sources, it suggests that projects from those sources are unlikely to book with you.

Prioritize your projects by their timelines

To prioritize your workload, use the filters to view projects with upcoming due dates. Select the Project Date column header in your pipeline to arrange them in descending order, with the nearest future dates at the top.

You can apply this filter to all active projects or specific pipeline stages for a focused view. Adding a project date is recommended to ensure nothing is overlooked and deadlines are met.

Prioritize projects that have unbooked files

To check on clients who received bookable files from you but have not yet booked, go to the Proposal Sent Stage of your pipeline and sort the Moved column in ascending order. This will display all clients who have not acted on the bookable file at the top.

From there, you can review the clients' progress by clicking on projects and follow up as necessary.

Prioritize projects by their kick-offs

Keep the momentum of freshly booked clients going by prioritizing your jobs to see who it’s time to begin your work with. Depending on how you operate your business, you’ll want to click into the Proposal Signed and/or Retainer Paid Stages and sort the Moved column in descending order, to see everyone who’s recently signed or submitted their first payment with you at the top. From there, you can determine if the Project Date needs to be updated to reflect the official, agreed upon, scope of work, and begin completing the job.

To maintain momentum with newly booked clients, prioritize your jobs by checking the Proposal Signed and Retainer Paid stages of your pipeline. Sort the Moved column in descending order to see the clients who have recently signed or made their first payment at the top. Update the Project Date if necessary and start working on the job.

Best practice: Keep your projects well-manicured

To clean up your projects, ensure that all your jobs are in the appropriate stage to reflect their progress in your process.

To maintain an accurate view of active jobs, archive projects that you are no longer working on or that were never booked. You can always bring a project back into the active jobs if needed.

As a best practice, consider cleaning up your pipeline and projects quarterly based on your workload. Schedule a 15-30 minute meeting on your calendar every three months to set aside time for this task.

During clean-up sessions, use bulk actions to efficiently update the status or stage of multiple projects at once. Make sure you familiarize yourself with this capability.

Begin by selecting the Inquiry stage of your pipeline and sorting the Moved column in ascending order to prioritize older inquiries. Projects that are more than a month old are less likely to book, so consider archiving them. Archiving a project doesn't delete it, allowing you to move it back to active jobs if the client re-engages. If you have multiple inquiries older than a month, use bulk selection to archive them.

Follow the same process for the Follow Up and Proposal Sent stages to clear out any projects that didn't progress beyond the inquiry stage.

Next, select into the Proposal Signed and Proposal Paid stages to review and sort clients who have completed booking. Archive clients based on the length of their jobs, marking the reason as completed if applicable.

Repeat this process for other stages as needed until your pipeline accurately represents your active jobs.

Next steps for prioritizing projects

Now that you are aware of the options for viewing and prioritizing your projects, you can make informed decisions about the project types you set in your Company Settings, the suggested questions in your lead forms and contact forms, and any naming conventions for your projects.

For example, you can improve visibility and utilize automated job tracking and lead generation in HoneyBook by adding custom stages to your pipeline, choosing a new naming convention for future projects, adding more suggested questions to your contact form, and updating your list of project types to better reflect your services.

By doing this, you will become more organized and gain better insights into your clients. This means your clients will experience the best version of your business, and you will have more time to do what you love!

Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

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