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Prioritization

Purpose​

This document defines how Projects are ordered within the backlog and how urgencies are handled without breaking the team's rhythm. Prioritization happens in two layers plus a controlled Expedite lane.

Two-Layer Model​

Layer 1 · Initiative Fit​

A Project is a candidate only if it contributes to an active Initiative. If it does not fit, it does not get scored: it is parked or rejected. This is the primary filter.

Initiatives are set quarterly during the QBR. Any Project proposal outside the active set requires reopening the Initiative conversation at the Monthly Product Review.

Layer 2 · RICE Score​

Inside an Initiative, candidate Projects are compared using RICE:

Reach × Impact × Confidence / Effort

  • Reach: how many users (or tenants) are affected in a defined window.
  • Impact: expected magnitude of the effect per user.
  • Confidence: how sure we are of Reach and Impact (percentage).
  • Effort: person-weeks estimated. Caps at 3 because Projects cannot exceed the 3-week appetite.

RICE produces a defensible number. It does not replace judgment at the margin, but it removes advocacy from the conversation.

Expedite Lane​

Urgent work that cannot wait for the queue bypasses Layer 1 and Layer 2. The Expedite lane is tightly controlled so it does not become the default.

Rules​

  • Authority to trigger: CPO or the PM of the affected Project.
  • Priority flag: the Issue is tagged URGENT in Linear.
  • Entry: Expedite Issues go directly to In Progress, skipping the queue.
  • Cap: maximum 20% of a squad's weekly capacity.
  • Overflow: if the cap is exceeded, the Project with the least progress in that squad is paused until capacity frees.
  • Log: every Expedite use is recorded in the monthly log reviewed at the Monthly Product Review.

When Expedite Is Appropriate​

  • A revenue-impacting bug that affects a measurable percentage of transactions.
  • A security or compliance issue with an external deadline.
  • A contractual commitment with a fixed date.

When Expedite Is Not Appropriate​

  • A stakeholder asking for a feature ahead of schedule.
  • "We forgot to prioritize this." (Go through Layer 1 and Layer 2.)
  • Internal convenience or team preference.

Reviewing Prioritization​

  • Weekly Product Sync (Mondays): CPO and PMs review the top of the Prioritized queue and confirm order for the week.
  • Monthly Product Review: Expedite log is audited; recurring Expedites signal a gap in Initiative scope.
  • QBR / Roadmap Planning: Initiatives are refreshed; RICE scores are recomputed against the new Initiative set.
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