Webinar 1/3: How Priority Matrix Supports your Organization Through Growth; Onboarding

Video presented by Pablo Diaz-Gutierrez

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Onboarding is an inevitable activity that will be tackled during company growth, and having a streamlined onboarding system is critical for new employee success. Join this webinar to learn how organizations are using Priority Matrix templates, recurring items, and much more, to affectively and seamlessly onboard new employees

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Video transcription (23:27.52) Stop scroll

3.20s onboarding with priority matrix but the
6.72s kind of overarching
8.48s theme from today all the way through
10.64s tomorrow's session and also on wednesday
13.52s is going to be how priority matrix can
16.40s support your organization through growth
19.84s so if you're at a company right now
21.92s that's currently growing or has plans to
24.80s grow in the next six months to a year
27.92s this would be a fantastic time to bring
30.88s on priority matrix for several reasons
33.36s but one of the most common use cases we
36.16s see with the system is
38.32s using priority matrix for new employee
40.88s onboarding
44.24s so for those of you on the webinar today
47.60s who may have recently gone through an
49.60s onboarding as a new employee or you can
51.76s think back to a time when you were new
54.00s to an organization and you had to go
55.68s through those multiple steps of
58.08s onboarding
59.84s kind of think to yourself you know how
1:1.20 did that go was it overwhelming did it
1:3.92 make sense was there any way to
1:5.36 communicate challenges with your
1:7.04 leadership
1:8.80 and oftentimes
1:10.48 those can be the biggest challenges that
1:12.16 people see
1:13.68 so when it comes to common challenges
1:15.68 that i see in terms of onboarding
1:17.60 systems
1:18.80 they look a lot like limited input from
1:21.36 departments to influence the culture of
1:23.44 the overall
1:24.84 organization so you know maybe hr has a
1:28.24 really good grasp on
1:30.48 the culture of the organization but you
1:33.28 know from from our perspective here at
1:35.28 affluence each person in each department
1:37.60 definitely has a really important voice
1:40.00 in terms of culture and how they want
1:42.00 these new employees to kind of take that
1:44.00 on so
1:45.60 although each department may not have
1:47.28 the bandwidth to contribute heavily
1:49.60 having that opportunity to collaborate
1:51.44 across teams and departments when it
1:53.52 comes to putting together new onboarding
1:56.00 can be really important
1:59.84 we've also seen it to be a challenge
2:2.00 when it comes to updating onboarding
2:4.72 procedures and processes
2:7.20 maybe something is working great for a
2:8.72 couple of months but now there's been a
2:10.40 change in the protocol changing the
2:12.08 organization's goals and culture and
2:14.08 overall fit and well you need to make a
2:16.72 couple updates that can be really
2:18.64 challenging if you don't have a flexible
2:20.88 and collaborative onboarding solution
2:23.04 that you're currently using
2:26.00 on the flip side so after that
2:28.08 onboarding system is already set up and
2:30.00 good to go
2:31.20 as these new employees do go through the
2:33.52 onboarding protocols and procedures
2:36.40 it can be really challenging for
2:38.24 employers to see the progress
2:40.80 of
2:41.68 how the employee is doing with these new
2:44.32 onboarding phases
2:47.52 lastly it can also be really
2:49.12 overwhelming with the amount of
2:50.72 information shared as a new employee
2:52.80 going through these systems
2:55.12 so these are challenges that are pretty
2:57.36 much from start to finish all the way
2:59.12 from the internal aspect of the
3:1.12 organization setting up the onboarding
3:3.28 process
3:4.64 all the way through the finishing final
3:6.96 product of the new employer going
3:8.88 through it um and being involved with
3:11.60 their leadership at the same time
3:13.68 so
3:14.64 hopefully that resonates and makes sense
3:16.24 to all of you if you have anything else
3:18.08 you want to add with previous challenges
3:20.40 you faced either creating onboarding or
3:23.28 going through an onboarding system i
3:25.76 would love to hear those thoughts from
3:27.12 you and that feedback
3:32.08 so with all of that being said
3:34.00 how does priority matrix actually help
3:36.40 organizations when it comes to setting
3:38.40 up and going through onboarding
3:40.00 processes
3:42.16 priority matrix is an incredibly
3:44.24 collaborative tool which allows your
3:47.44 your department and your team to
3:49.76 collaborate really seamlessly with other
3:51.92 departments so
3:53.92 let's think of the example let's say
3:56.32 i'm in
3:57.44 a sales position at a different company
3:59.76 and
4:1.84 you know i'm looking to put together a
4:3.36 new onboarding for a new salesperson
4:5.20 that we're bringing on but you know i
4:7.12 actually do want input from leadership
4:9.76 from hr from other teams
4:12.16 to make sure that the culture and the
4:13.76 goals are reflected correctly
4:16.40 priority matrix makes it really quick
4:18.56 and easy to get that input
4:21.68 priority matrix is also such a flexible
4:23.84 system that something changes down the
4:25.60 line and we want to make changes you
4:27.60 know it's not a big deal it's really
4:29.04 easy to get in there and make any
4:30.32 modifications that we need to do
4:33.60 again kind of going to the flip side of
4:35.28 that perspective
4:36.72 sunset is such a
4:38.80 collaborative and easy to use solution
4:41.36 with a lot of visibility as the new
4:43.76 employees are going through the system
4:45.76 the employer can very easily see the
4:47.84 progress updates and the questions
4:49.60 coming through
4:50.80 directly through the priority matrix
4:52.40 onboarding system
4:55.04 and lastly when it comes to you know
4:57.76 kind of filtering down what we need new
4:59.76 employees to see right off the bat most
5:2.32 likely
5:3.44 on day one of their first onboarding you
5:6.40 don't want them to see all 10 different
5:8.24 phases they have to go through because
5:9.92 it can definitely be
5:11.36 very much overwhelming
5:13.44 to see all that information up front
5:16.00 and so priority matrix does provide a
5:18.08 couple different options to
5:20.08 you know basically filter and sort what
5:22.24 you want to show these new employees
5:24.08 right up front
5:27.20 using priority matrix templates is
5:29.44 definitely a very very common use case
5:31.44 to streamline processes and procedures
5:33.92 and we'll look at that today
5:36.56 and so the tips for kind of getting
5:38.96 started setting up your own onboarding
5:41.36 process first and foremost we always
5:43.60 suggest to kind of create a rough
5:45.36 outline of onboarding projects that you
5:47.68 might want to be using
5:49.52 and of course these you know onboarding
5:51.60 ideas don't have to be coming from
5:53.28 scratch maybe you've used other systems
5:55.52 and you liked the layout and you liked
5:57.28 the process and the phases that were in
5:59.20 it
5:59.92 but there were some barriers that
6:1.60 decided that made you decide to choose a
6:4.00 different system overall you know feel
6:6.24 free to take ideas from other places and
6:8.32 just put it into the structure of
6:9.84 priority matrix
6:11.92 so create that rough outline and then
6:14.56 when you're ready you can share these
6:16.00 projects with your teammates for
6:17.36 feedback whether it's people internally
6:19.44 on your team
6:20.72 or people again in different places of
6:22.48 the organization
6:24.00 share those projects with them and
6:25.76 easily get feedback
6:28.08 and once you're ready you can finalize
6:29.68 these templates
6:31.12 and then lastly you can use project and
6:33.60 item types to build the onboarding
6:35.36 phases again deciding what you want to
6:37.68 show the new employees on the first day
6:39.68 of the second day
6:41.12 so on and so forth and then once you
6:43.36 have these templates perfectly set up
6:45.84 you basically have this new onboarding
6:48.40 process that's good to go
6:50.56 and can be used time and time again
6:52.08 without having to spend too much time
6:53.68 modifying them
6:56.64 so that's my little introduction for you
6:58.64 all today we will transition now into
7:1.44 looking at the live demo portion
7:4.64 for the session so at this point
7:7.84 if you all have any questions
7:10.56 i would love to answer those for you
7:13.12 again drop them into the chat or i can
7:15.04 take you off from you and i'm happy to
7:16.72 answer them that way
7:22.64 okay perfect i'll pop that chat open
7:24.64 just in case we see something coming
7:26.24 through
7:27.76 but until we see a question come up we
7:30.40 can kind of push on here and um keep
7:32.48 exploring the rest of this live demo
7:35.36 so for the next 10 to 15 minutes or so
7:37.92 we'll take a look at the actual priority
7:40.08 matrix app
7:41.44 this is where a lot of questions come up
7:43.20 so don't hesitate to ask them
7:45.92 i would love to answer all of these for
7:47.84 you
7:49.12 so
7:50.16 what we're going to be looking at today
7:51.76 is my priority matrix running through
7:53.68 the teams application
7:55.68 so if you haven't installed already into
7:58.16 teams you can do so just by going to
8:0.08 apps
8:2.16 and then you can type in priority matrix
8:4.16 and get us installed there
8:6.24 so i have filtered here just a couple of
8:8.72 projects that i'm going to use for the
8:10.24 examples
8:11.36 and we'll also touch on how you can use
8:13.28 these filtering options of course to
8:15.04 again decide what you want to show your
8:17.04 new employees right off the bat but kind
8:19.20 of starting from the beginning which
8:20.64 would be how do i actually create this
8:22.48 onboarding process which we'll then use
8:24.56 for new employees
8:27.84 so you know kind of starting with the
8:29.60 basics when you click on add project and
8:32.40 that's going to give you the option to
8:34.00 either create a brand new blank project
8:37.52 where you could call it you know new
8:39.68 onboarding ideas and like we talked
8:42.00 about you can kind of start to structure
8:43.84 out the steps and the information that
8:45.92 you need to share with these new
8:47.36 employees
8:50.08 in this example i have pre-created
8:52.80 templates that i've actually made for
8:55.52 myself
8:57.36 so if i keep scrolling down you'll see
8:59.36 that we have a client onboarding and an
9:1.76 employee onboarding template i'm going
9:3.92 to show you what these look like in just
9:5.44 a moment and i'm also going to show you
9:7.12 how you can save templates
9:9.68 so
9:10.48 we'll go ahead and we'll click on blank
9:12.24 project
9:13.36 and then we'll just say new employee
9:16.00 onboarding ideas
9:20.48 all right oops one more typo there
9:22.40 perfect so when we hit add project again
9:24.96 this is just kind of the
9:26.72 the starting steps of
9:29.12 getting this on boarding up and running
9:31.28 so i can create this kind of shell if
9:33.92 you will and then if there's anybody on
9:35.92 my team who's going to be working on
9:37.52 this kind of conceptual design with me
9:40.96 i can simply just add them to the
9:42.80 project
9:44.64 what we can do next is maybe in the
9:46.32 notes we just say um ideas for new
9:49.68 onboarding
9:51.36 um add steps you think are important
9:55.92 lots of typos in there let's see if i
9:57.68 can get all those
10:0.32 tightened up here
10:2.88 one more typo okay perfect
10:5.52 so this would be the place where you can
10:7.52 just simply say hey you know here's why
10:9.20 i created this project it's just uh
10:11.52 going to be kind of the shell for the
10:13.04 onboarding ideas
10:14.72 from there you can go in and you can say
10:16.64 okay so i think step one
10:18.40 you know the new employee needs to
10:20.08 understand culture
10:21.92 and then maybe we have a few employee
10:24.16 testimonials in there
10:26.08 um you know some fundamentals as to what
10:28.80 the company is built on things like that
10:32.24 maybe we'll say step two
10:34.48 getting a little more serious we need to
10:36.56 get our
10:37.84 logins and
10:39.60 or new systems so they can actually
10:41.36 start playing around with the tools that
10:43.20 they have access to
10:44.80 things like that again so the idea is
10:47.12 just to kind of think hey you know what
10:48.64 are all the things that new employees
10:50.56 definitely need to understand
10:52.64 you know within their first day or maybe
10:54.56 week of onboarding
10:57.60 so we talked about getting feedback from
11:0.00 people
11:1.28 inside your team or on other departments
11:3.84 and again that comes into play just as
11:5.68 soon as you add them to the project
11:8.08 and now you could
11:10.08 maybe go to the culture one and assign
11:12.96 this to you know somebody in the hr
11:15.36 department and say hey can you
11:17.28 shed some light on what you want to say
11:20.80 for
11:21.68 culture onboarding
11:24.08 maybe this has to do with
11:26.72 paid time off
11:28.56 holidays
11:30.24 um you know leadership goals and things
11:32.64 like that and now this person that i
11:34.56 assigned it to can very easily just
11:36.80 comment back to me and let me know their
11:38.64 thoughts and then we're you know
11:39.92 hopefully in alignment with what we want
11:41.44 to do for step one
11:43.68 so
11:44.56 again this is the the building process
11:46.56 we're putting our ideas down and we're
11:49.04 collaborating with our teammates and
11:50.80 with people on other teams as well
11:54.64 fast forward you know maybe a couple of
11:56.48 days couple of weeks and this project
11:58.16 should hopefully be full with a bunch of
11:59.84 really great ideas and steps for how you
12:2.56 want to go about this onboarding
12:6.00 once you're like okay you know that
12:7.44 looks great i'm really happy with the
12:9.36 ideas that we have
12:10.96 what i would suggest doing is building a
12:13.36 new project
12:14.80 and calling it you know final or
12:17.76 we'll say employee
12:19.52 onboarding
12:21.12 and then we'll say final
12:24.96 so then the idea would be to take those
12:27.52 um the
12:28.88 collaboration aspects and the finalized
12:31.52 steps
12:32.80 that you know for sure you want to have
12:34.56 in this project for onboarding and list
12:37.12 all of them out
12:38.48 so i'm going to go to my onboarding
12:41.28 example that i already created
12:43.60 let's see i don't don't think that was
12:45.36 it
12:46.48 just so you guys can kind of see you
12:48.24 know how we see organizations to kind of
12:51.68 building out the final steps here so
12:53.92 week one week two week three and then
12:56.00 after the first quarter maybe they
12:57.60 circle back and touch on these types of
12:59.28 things
13:0.64 so
13:1.36 once you have your project put together
13:3.92 and you're happy with how everything
13:5.60 looks
13:6.88 you can just go up to the top right
13:8.40 corner and you can save project as
13:11.12 template
13:12.72 so
13:13.60 maybe you only have one onboarding
13:15.52 project
13:16.64 the way that i have seen it in the past
13:19.12 is that people will break down week one
13:21.52 into a project week two into a separate
13:23.84 project
13:25.60 so moving forward when you bring on a
13:27.60 new employee so now we're kind of
13:29.20 switching from the preparation side
13:32.24 getting ideas aligned and getting the
13:33.84 steps put into place
13:35.52 and we're jumping forward to you know
13:37.44 six months later we have a new employee
13:39.28 and we're ready to say hey you know tim
13:41.60 let's get you started with your
13:42.72 onboarding
13:44.56 that person would go into their priority
13:46.40 matrix
13:47.60 and from here there's a couple of
13:49.68 options
13:51.52 you as the manager of this person can
13:54.16 actually open up the onboarding project
13:57.60 and i'll just apply my filters again
13:59.44 just to make it really easy
14:2.16 so again you as the manager would likely
14:4.08 go in
14:5.60 and
14:6.64 you would actually add that new person
14:9.20 to the project
14:10.80 so we'll go down
14:13.04 we'll add bella so we'll pretend okay
14:15.44 bella is new to the organization
14:19.52 oops and i did get a little bit of
14:21.12 feedback that the screen stopped moving
14:23.92 are any any anybody else having
14:27.44 challenges seeing things correctly and
14:29.20 thank you so much for that heads up i
14:30.88 will
14:31.76 just stop the screen share really
14:33.12 quickly don't worry i'll bring it back
14:35.52 just want to make sure that we can all
14:36.80 see this and
14:39.60 let's see here
14:41.28 okay give me a heads up let me know if
14:43.60 you're able to see that better
14:46.08 hopefully it looks okay if anybody else
14:47.60 is struggling to see it definitely let
14:49.04 me know because this is a pretty
14:50.40 important aspect here
14:53.44 okay so hopefully that looks okay but
14:56.00 moving forward the idea would be the
14:57.92 manager goes into their priority matrix
15:0.72 opens up the onboarding template and
15:3.04 then shares it with the new employee
15:5.76 so then what you can do is you can go
15:8.16 through
15:9.12 and you could assign these to them and
15:12.56 you could you know basically let them
15:14.48 know hey here's the things that we need
15:16.32 you to look over on week one
15:19.20 of your first time
15:20.72 at the organization
15:22.72 so
15:23.76 i'll just go through
15:25.76 and make sure that all these get
15:27.44 assigned
15:28.96 perfect so now this new employee is
15:31.04 getting notified through their priority
15:32.96 matrix and then you could say you know
15:34.96 let me know if you have questions on
15:36.80 this one
15:39.04 can be confusing at times you know
15:42.00 whatever it is so now this new employee
15:44.40 knows that they have a safe space to
15:46.08 communicate with their leadership
15:48.48 you're able to
15:50.16 that even more deadlines if you want
15:52.16 them to be you know kind of poignant
15:54.00 with when they're getting things done
15:56.24 and again as the new employee
15:58.72 when they go to views like their agenda
16:1.36 mine's going to look a little bit
16:2.48 crazier because i have some other
16:4.00 information in here
16:5.60 but they'd really easily be able to
16:7.44 understand hey here's what as a new
16:9.76 employee here's what i need to do today
16:12.88 and tomorrow and the rest of you know
16:14.80 the next several weeks for my onboarding
16:17.04 procedures
16:19.12 so what we've done is we've started from
16:20.88 scratch we built that onboarding
16:22.88 template with feedback from any
16:25.04 important departments that we would like
16:26.64 to hear from
16:28.88 we've been able to create as many
16:30.80 templates as we need to streamline this
16:33.84 process
16:34.96 and onboarding likely looks different
16:36.64 for every single role and department
16:38.72 within the organization
16:40.72 so sales marketing hr
16:43.44 engineering you know operations
16:45.92 all of those employees are going to need
16:47.52 to know different information so it's
16:49.12 likely there will be different steps for
16:50.96 onboarding for the different roles
16:53.44 again just keep creating those templates
16:56.72 and it makes it really easy to
16:59.36 create them
17:0.88 share them
17:2.48 standardize those templates and then
17:4.16 continuously use them for every employee
17:6.72 that you're working with
17:8.88 so those would be the steps for getting
17:10.40 started and then again from the employee
17:13.20 standpoint when they step into these
17:15.20 shoes of onboarding again i'll show you
17:17.52 this idea of using tags
17:19.76 so when i close out of this it's showing
17:22.24 me
17:23.20 all of my priority matrix projects
17:26.48 you can think of a new employee as
17:28.00 saying you know maybe they have 10
17:29.28 different onboarding projects it's a
17:30.88 little bit much so you'll either want to
17:33.84 only share project by project with them
17:37.20 or you can just show them how to filter
17:39.28 down and maybe you have something like
17:41.04 onboarding phase one on boarding phase
17:43.52 two and then it helps them focus on
17:45.44 specific projects
17:48.80 so any questions on how
17:52.08 or organizations are using priority
17:54.56 matrix for onboarding or you know any
17:57.12 questions on the specific
17:58.32 functionalities that we looked at today
18:0.80 let me know this is kind of the the end
18:3.76 of my time here
18:5.52 showing this so i want to answer any
18:7.36 questions okay looks like we have marcus
18:9.84 marcus give me just a moment here
18:12.08 get you off mu once i can find you
18:15.76 hang on looks like we're loading
18:19.04 okay marcus you can go ahead and allow
18:21.52 your you can turn on your microphone now
18:31.52 so marcus i allowed your microphone but
18:33.52 you have to unmute yourself or else we
18:35.84 can't hear you
18:38.48 hi there can you hear me okay yes i can
18:40.88 how are you
18:42.40 thank you good how are you good good
18:45.12 um so the idea is
18:47.92 to share
18:49.52 item by item
18:51.92 in that moment the new employee needs it
18:54.88 to not overwhelm
18:56.72 him or her is that is that did i get
18:59.60 that right
19:0.80 so you don't
19:2.56 share all items at once
19:4.80 but you say okay in the first week i
19:6.88 share this item this item this item and
19:9.04 then maybe in the next week i share the
19:11.04 next items was that the idea behind the
19:13.92 thing
19:15.20 yeah that's a great question so
19:17.12 the idea that i was kind of trying to
19:19.12 portray is maybe sharing one project at
19:22.56 a time so you could open up like the
19:25.92 phase one onboarding project
19:28.80 and then give access to that
19:31.92 um
19:33.12 and then what i did is i actually did go
19:35.60 in and i delegated it to them
19:38.48 so
19:39.76 it's kind of breaking it down in a
19:41.04 couple of different steps of visibility
19:42.96 so first we share the phase one of
19:45.36 onboarding we share the whole project
19:48.24 and then just to make it even more clear
19:50.24 for them i can just assign the tasks to
19:53.76 them
19:54.64 for week one we won't touch on these yet
19:57.20 they can see it but i'll let them know
19:58.72 hey
19:59.60 don't worry about week two yet just
20:1.12 worry about the items that are being
20:2.48 delegated to you so fast forward
20:5.04 let's say it's week five
20:7.04 and they're in their final steps of
20:8.96 onboarding
20:10.24 then what you might do is you know share
20:12.32 the phase two project with them
20:14.88 and then delegate the final task that
20:17.28 they need to get get done so
20:19.60 you can kind of break it up by project
20:21.60 and then even further break it down by
20:24.00 item delegation does that make sense
20:26.32 yeah so how does that look for the
20:28.32 employee then does the employee the new
20:31.36 employee gets
20:32.88 message then for this specific items the
20:36.80 moment i
20:38.72 share them with them or make them even
20:41.20 the owner so what is the difference
20:42.56 anyway by making them to to the owner
20:46.16 of the item or only share the item is
20:48.56 there a difference
20:50.32 great question yeah so the reason that
20:52.80 you would go into a project that you've
20:55.68 already shared with them and actually
20:57.84 delegate like i've done here in quadrant
21:0.00 one
21:1.12 is so when they go to a view such as
21:3.84 agenda and they're like okay what do i
21:6.08 need to get done today
21:8.00 this and tomorrow for example
21:10.56 this would show them items that are
21:12.40 assigned to them
21:14.00 with specific deadlines so you know just
21:17.20 kind of takes the stress off them
21:18.80 feeling like hey i don't know what i
21:20.72 need to be working on today i don't know
21:22.32 if i'm forgetting about something
21:24.00 because agenda
21:25.52 makes it really really easy to see it
21:28.16 what has been assigned to you and
21:29.84 exactly when it's going to be due versus
21:33.36 if you simply just share the project
21:35.84 with them
21:37.36 technically these
21:38.72 items would not be owned by them so they
21:41.28 wouldn't show up in their agenda view
21:45.04 okay does that make sense to make them
21:47.68 the owner of the item brings it to their
21:50.48 agenda and they can work down the agenda
21:53.44 kind of
21:54.40 okay exactly that makes completely sense
21:57.28 now yeah great thank you for perfect
22:0.32 yep yep definitely
22:3.28 anybody else have any other questions i
22:5.36 can answer for you marcus that was a
22:7.12 really really good question and i'm sure
22:8.88 it helped clarify a lot of things for
22:10.72 other people here
22:12.40 i would be kind of curious to hear from
22:14.40 any of you you know what was your
22:16.24 experience in the past when you
22:19.52 came on to a new organization or you
22:22.16 know older previous companies that
22:23.92 you've worked for
22:25.36 what did onboarding feel like for you
22:27.28 and you know do you think that improving
22:30.16 the onboarding system would make a
22:31.76 significant difference for new employees
22:34.56 at the organization
22:42.40 and what i'll do again is
22:44.64 i'm even thinking about creating an
22:46.32 onboarding template that i can email to
22:48.56 all of you because i can actually
22:50.80 maybe this one would be helpful i'm not
22:52.32 sure because i kind of just put together
22:54.24 off miscellaneous ideas but
22:57.12 i could export this
22:59.92 um for all of you and then i could
23:1.60 actually share the template so then you
23:3.28 could just import this template into
23:4.96 your priority matrix let me know if that
23:7.44 would be helpful
23:8.88 just to kind of help you guys get
23:10.24 started
23:11.20 or alternatively i can just upload this
23:13.36 template to our public templates and
23:15.52 then you can access all of them really
23:17.12 easily
23:19.92 but with all of that being said if we
23:21.84 don't have any more questions we can
23:24.16 wrap up the session