Webinar 2/3: How Priority Matrix Supports your Organization Through Growth; Task History

Video presented by Pablo Diaz-Gutierrez

Webinar on

Tired of going through emails that are over a year old, and still not finding what you are looking for? Priority Matrix makes it easy to stay focused on one conversation per task, so when you need to backtrack you can easily find what you are looking for. As a new employee, having this item history can be the final piece to you success. Today, learn how Priority Matrix tracks the steps you took on each task, and how organizations like your leverage this critical data.

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Video transcription (19:28.24) Stop scroll

2.40s let's go ahead and get started i am
4.56s recording the session so i'll send it
6.32s out to all of you
8.00s um as soon as it's over today and as
10.80s always any questions
12.96s please just drop those into the chat box
15.52s or raise your hand in their reactions
17.60s and i can actually take you off from you
19.28s and i would really love to hear those
20.80s questions
22.48s so without further ado let's go ahead
25.20s and get started
27.28s today's webinar topic
29.20s is a priority matrix for task history
32.08s and audit trails
33.68s how priority matrix supports your
35.68s organization through growth
38.64s so let's break that down so i can
40.96s explain a little bit more
42.56s about what i mean by that and i will be
44.48s doing a live
46.08s set a live demo session today so
48.72s if my verbal explanation doesn't make a
50.80s ton of sense just saying types i'm going
52.40s to show it to you in real time
54.64s but
55.84s essentially what happens is when you're
57.52s using priority matrix
59.60s to track priorities and track processes
1:2.96 and communicate
1:4.88 you know change priorities anything
1:7.20 under the sun that's happening in terms
1:8.96 of collaboration
1:10.72 is being tracked in the system
1:12.96 not in like a weird creepy way but in a
1:16.32 way of
1:17.68 making it really convenient to go back
1:20.32 if you ever need to check what happened
1:22.08 and kind of follow through with the task
1:24.84 process so
1:26.96 what challenges occur
1:29.52 when an organization is not using
1:31.76 priority matrix
1:33.44 and remember we're specifically talking
1:35.44 about audit trails and task history
1:37.92 understanding
1:41.12 so what that often looks like is uh
1:43.28 employees are digging through emails
1:44.96 trying to find conversations
1:47.36 and i'm sure you guys can relate to this
1:49.52 but you know oftentimes emails contain a
1:52.00 batch of
1:54.16 conversations and priorities so it's not
1:56.72 you know it's not as easy as just
1:58.24 finding an email and being up to date
2:1.28 challenges also look like unsure of
2:3.36 changes made during the task
2:5.92 if you're not tracking your priorities
2:7.68 in one central system and all of a
2:9.84 sudden a deadline is updated or
2:12.56 you know maybe a due date has missed it
2:14.56 and it's such as you know the
2:16.32 conversation goes hey well you know we
2:18.40 agreed on changing this and um you know
2:20.88 it's a little dicey there so it's really
2:22.96 great just to have
2:24.48 all those conversations in that whole
2:26.32 audit trail tract for you
2:29.60 it's also just really difficult to
2:31.12 understand the entirety of the task when
2:33.28 you look back on it
2:35.04 so if it's in regards to working with a
2:37.52 customer or
2:39.76 you know really anything
2:41.76 under the sun that happens in an
2:43.28 organization if a year passes even three
2:46.72 to six months go by and you need to look
2:49.12 back and understand like hey
2:51.44 what happened with that task who was
2:53.20 working with that customer anything like
2:55.12 that
2:56.16 it's very challenging to do that unless
2:57.84 you have it tracked in a specific system
3:2.24 so how does priority matrix help
3:4.72 priority matrix easily tracks
3:6.88 conversations again not in a weird way
3:9.12 but when you do communicate through
3:11.20 priority matrix
3:12.88 on an item level it's very easy to find
3:15.44 exactly what you're looking for
3:17.52 and i'll go through and i'll show you
3:18.96 exactly what i mean
3:20.80 with this kind of explanation here
3:24.32 you are able to see all the changes you
3:26.24 made during the task process
3:29.04 you can review
3:30.88 three or more years of item history and
3:33.84 ultimately there's never uncertainty of
3:35.76 task updates
3:37.52 why we made those changes or what
3:39.20 changes were made
3:42.16 so you're going to be able to get
3:43.36 started using priority matrix with
3:45.28 either the mac windows or mobile
3:47.60 application
3:49.52 you can use priority matrix on the web
3:51.52 app at prioritymatrix.com
3:54.56 and you're also able to use the priority
3:56.64 matrix through microsoft teams and
3:58.32 outlook 365 for email management
4:2.08 for me i like to use priority matrix
4:4.24 either through the web application
4:6.48 or through the teams platform and that's
4:8.72 what we'll be looking at today
4:12.24 so ultimately we want to help you be
4:14.96 more prepared with priority matrix and
4:18.48 what we mean by that is you know be more
4:20.32 prepared for the meetings you're having
4:22.64 the status updates you share
4:24.64 and just be more prepared for
4:26.96 you know the uncertainty of what happens
4:28.72 six months in the future year in the
4:30.32 future because you know for sure you're
4:32.40 gonna have to go back and review
4:34.88 tasks and priorities
4:36.88 and when everything's in the priority
4:38.72 matrix system you're you know you're
4:40.48 ultimately prepared for whatever life
4:43.28 throws at you
4:47.20 i mentioned very briefly at the start of
4:49.52 the session some of the additional
4:50.96 webinars we have
4:52.48 but i just want to touch on this before
4:54.00 we dive into the live demo
4:56.64 some of the webinars that i always
4:58.32 suggest everybody attends if you haven't
5:0.64 already
5:1.76 is first and foremost introductory
5:3.76 session
5:4.88 we try to do those live weekly and we
5:7.52 also do an advanced intro weekly
5:11.04 if you're not able to join them live we
5:12.88 do have them recorded on our youtube
5:14.72 channel they're about 30 minutes long
5:16.32 and you can watch them at your
5:17.68 convenience
5:19.76 also if you're living in the office
5:21.36 ecosystem such as teams and outlook
5:25.20 i always suggest attending it live or
5:27.76 again watching the pre-recorded session
5:30.16 how to get the most out of office 365
5:32.64 with priority matrix because there were
5:35.44 able to touch on
5:37.28 really just the best practices
5:39.44 of integrating pm with those systems
5:44.16 so that allows me to transition into the
5:47.04 live demo portion for today
5:50.32 this is a really good time to ask any
5:52.32 questions that you might have
5:54.32 um happy to answer any of those
5:58.32 and if no questions come up
6:0.80 then what we'll do is just kind of
6:2.40 transition into the live demo portion
6:5.12 again it's it's honestly a little bit
6:6.72 shorter on my end but this is a really
6:8.88 important concept to understand
6:11.12 so
6:12.08 with that being said let's let's take a
6:13.76 look at what we're talking about here
6:16.56 so
6:17.76 for those of you that are brand new to
6:19.44 priority matrix the most important thing
6:21.68 to understand is
6:25.44 that priority matrix is here to provide
6:28.24 a central location where
6:30.64 you and your teammates can collaborate
6:32.96 to ultimately be more productive at the
6:35.28 end of the day
6:37.36 so
6:38.16 we have a couple different project
6:39.76 examples here
6:41.36 and projects essentially just represent
6:44.32 a group of priorities
6:46.32 so
6:47.12 when i open up this product development
6:49.20 project we can see that it's shared with
6:51.60 my team members
6:53.20 so ideally you'll be able to share this
6:55.68 project with everybody that you're
6:57.28 currently working with
7:0.48 and then you can again use this space to
7:2.88 communicate
7:4.64 so any type of priority that needs to
7:6.88 get done
7:8.08 any status update any conversation is
7:10.72 going to be taking place
7:12.88 right here in these projects right here
7:14.80 through these priorities
7:17.28 so on a task level
7:19.92 i'm going to show you guys a couple of
7:21.36 really cool things that's going to be
7:22.72 tracked so i'm actually going to scroll
7:24.80 all the way back because i've been using
7:26.16 this task as an example for quite a
7:28.56 while now and as i'm scrolling back in
7:31.92 the bottom right corner you're able to
7:34.08 see what we call an audit trail
7:37.52 so these are of course changes just made
7:39.44 by myself because to be honest this is
7:41.52 my demo account so i don't have anybody
7:43.68 else working in here with me
7:46.24 but as you can see i'm going all the way
7:48.00 back and honestly i don't even remember
7:49.68 how long ago i created this task looks
7:52.16 like it was actually the start of april
7:54.96 so
7:55.68 you know this is a pretty lightweight
7:57.28 example in terms of how far back we're
7:59.36 going
8:0.32 but with our business and enterprise
8:2.80 license you're able to scroll back up to
8:4.96 three years for an item history
8:8.16 and being with affluence for six years
8:11.20 and i can promise you guys that you know
8:14.72 consistently i'm going back further than
8:17.04 three years of conversation
8:19.52 mostly in terms of working with
8:20.88 customers and features that we've been
8:22.48 working on but
8:24.56 again you know i can only imagine the
8:26.72 disaster that would be happening if i
8:28.32 was literally going through emails
8:30.48 looking to find
8:32.08 the history of you know my relationship
8:34.48 with a customer
8:36.08 um features we've been working on
8:39.76 but what you can see is this tracks and
8:42.48 deadlines that i'm updating
8:44.72 it tracks reminders that i've set
8:47.44 it would track any
8:49.92 conversation
8:51.68 that i have with my teammates it tells
8:54.40 you the date
8:55.68 and the time
8:57.12 that it happened
8:59.12 so if i change the progress for example
9:4.00 it's going to show me that and this is
9:5.60 called your audit trail
9:8.00 it looks like we have a question marcus
9:9.68 let me take you off mute give me just
9:11.60 one minute here
9:15.12 okay marcus you can unmute yourself now
9:19.68 hi erica
9:21.28 sorry if i interrupt already no no go
9:24.24 ahead okay um my question here is
9:27.60 when do you better use the chat
9:31.76 or the notes for information i always
9:34.80 struggle a little bit put i put things
9:37.44 into my notes
9:38.88 and then i think okay but the notes
9:42.64 who is reading the notes you know that i
9:44.80 know that the chat will will be visible
9:47.12 or get or create a message to all the
9:49.52 followers not the notes so and sometimes
9:52.72 i kind of copy the notes and put it in
9:55.20 the chat then so so how would you
9:57.76 recommend to use notes versus chat do
10:1.76 you need to do everything in the chat so
10:4.24 that you have a history that is
10:6.48 completely or is the notes a part of the
10:9.36 history in that sense
10:12.08 yeah that's a really good question and
10:14.24 it really comes up pretty frequently so
10:17.60 the idea is the chat is a place for a
10:19.92 conversation so if i say you know hey
10:22.08 can you work
10:23.76 on this for me
10:25.60 any questions this is a place where
10:28.00 you're
10:28.96 conversing with your colleagues it's a
10:31.12 conversation back and forth with
10:33.28 multiple people
10:35.28 whereas if i go to the notes and this is
10:37.92 where i would say okay we need to get
10:40.00 this done
10:41.12 we need to get this done and it's kind
10:43.44 of more of concrete details
10:46.48 you can almost think of it as an
10:47.92 extension of the task name
10:50.72 so for example i recently made a
10:53.04 tutorial for our website
10:55.36 and
10:56.24 my managers created the item and then in
10:59.36 the notes they cop they put down every
11:1.60 single thing that i needed to talk about
11:4.24 in that tutorial and then we use the
11:6.48 chat box as a place to communicate ask
11:8.72 questions and share updates
11:11.28 and
11:12.72 what you'll see is
11:14.80 the notes are also tracked in an audit
11:17.36 trail so today
11:19.28 it says i made these changes and then it
11:21.84 also says the notes are modified
11:24.48 and if i click on see details it has
11:27.52 highlighted exactly what i changed oh i
11:30.64 see so
11:31.60 there is a connection between the change
11:34.64 notes and the chat box
11:36.72 now i get okay i i didn't notice that
11:39.52 until now that there is
11:41.76 because i would say the history is more
11:44.00 the notes right in the notes i write
11:45.68 down task one done task do two done
11:48.88 maybe task three didn't work and i need
11:51.12 to use method four or something so that
11:54.88 change of processes i see more in the
11:57.44 notes than in the chat because the chat
11:59.68 is more the conversation right
12:2.88 okay exactly
12:4.72 yep
12:5.76 yep and one thing to also keep in mind
12:7.60 for everybody on the webinar today is so
12:10.80 when you add followers to an item
12:14.48 so i'll add like i'll add bella on here
12:19.60 and then if i
12:21.52 if i um drop something into the chat
12:25.20 or i make a change to the notes
12:27.92 or i do anything on the item reminder
12:30.40 deadline whatever it is so they're
12:32.16 getting notified so it's not like the
12:34.56 only notification that they're getting
12:36.24 is for the conversation any any status
12:39.04 change in general
12:40.80 notifies that other person
12:43.92 so hopefully that helps clarify
12:46.88 um so that's kind of how it works on a
12:48.96 task level
12:50.24 one thing to also keep in mind is
12:53.76 even if i need to view a finished item
12:56.96 and i again i i promised you guys i do
12:59.20 this all the time
13:1.12 items that are several years old if i'm
13:3.68 like okay
13:5.04 i need to see everything related to this
13:7.28 customer that i've been working with for
13:9.12 five years
13:10.64 i go to the search bar
13:12.96 and then i say show me
13:14.64 all items
13:16.64 and
13:17.84 i can type in a keyword and this is
13:20.40 literally showing me current items and
13:22.48 old items
13:24.00 with this keyword again in my case i
13:26.00 typically do it for customers that i'm
13:28.24 working with
13:31.36 i can literally see everything so even
13:34.56 if i don't know how old of a task an
13:36.72 example i have in here it looks like we
13:38.32 have one from
13:39.76 you know november of 2019
13:42.16 but this information is still here for
13:44.40 me
13:45.76 and i can still see the entire audit
13:47.84 trail of this item even though it's
13:50.00 really old and even for completed items
13:53.12 let's see the oldest completed item that
13:55.52 i have
13:57.92 looks like
13:59.84 you know not too many backpacking about
14:2.48 a year ago
14:3.84 again even if it's completed i still
14:5.68 have this entire audit trail so
14:8.88 this kind of goes hand in hand with what
14:10.80 i'm going to show you guys on friday
14:13.20 but you know imagine that
14:15.60 your employee is working with all of
14:17.36 your customers
14:18.72 and then they're no longer with the
14:20.08 company
14:21.44 and you need to see
14:22.96 every conversation they had with that
14:25.28 employee or with their co-workers you
14:27.20 know and so on and so forth the idea is
14:30.32 you're not going to have to dig through
14:31.68 your emails
14:32.96 to either refer to a current
14:34.80 conversation or something that's
14:36.72 happened in the past
14:40.40 so you know as i mentioned this webinar
14:42.48 is a little bit shorter but
14:44.64 the importance of
14:46.56 being aware of the fact that you know
14:49.12 priority matrix is going to support you
14:50.96 guys in terms of finding that
14:52.32 conversation and giving you an entire
14:54.24 audit trail of everything that happened
14:57.12 it's really unique to priority matrix
15:0.32 and it's it's incredibly helpful and you
15:2.32 can also export these items
15:5.28 into a csv and you can have that
15:7.36 conversation laid out really clearly for
15:9.52 you
15:11.52 so with that being said that's kind of
15:13.68 all i've got on my side for all of you i
15:16.08 hope you're not disappointed that this
15:17.84 one was just a hair shorter than the
15:20.32 others but
15:21.52 again the idea is task history and audit
15:24.00 trail it's
15:25.20 um it's endlessly important and the
15:27.92 value here it really never dissipates
15:30.16 because it's always important
15:32.08 marcus thanks for the question go ahead
15:33.76 and come off mute now
15:35.60 if you have another one
15:37.28 yeah um
15:39.04 to have that
15:40.40 working
15:41.84 i need that really everyone
15:45.60 uses priority matrix at full scale that
15:48.40 means all emails to the subject that the
15:51.20 colleague of mine gets
15:53.12 he needs to
15:55.12 attach to the item right so that's
15:56.88 that's necessary otherwise i will miss
15:59.12 things so
16:0.64 i'm am i right
16:2.80 well what happens is when i go to the
16:5.12 search view and correct me if i'm
16:7.04 misunderstanding your question but
16:9.52 i can type in again a keyword i'll just
16:11.76 use the word meeting for example
16:15.04 what happens is i'm looking through all
16:16.96 of the priority matrix items that i have
16:19.28 with that keyword but at the bottom
16:21.68 where it says office 365
16:24.16 if you're using priority matrix through
16:26.40 microsoft teams
16:29.20 you're also seeing all of your emails
16:32.56 that have this keyword
16:34.96 so it but these are only your own emails
16:37.92 so if um to your point marcus if one of
16:40.72 your colleagues gets an email from you
16:43.36 know a client or something
16:45.20 and you want to be aware of that they
16:46.96 would need to put it into priority
16:48.72 matrix for you to be able to see it and
16:51.12 track it but on your own side
16:54.08 your emails are showing up here as well
16:57.84 does that make sense
16:59.68 okay but then i don't really need to put
17:2.40 all the emails via the outlook
17:5.44 um
17:7.20 feature into the item
17:9.92 when i have it here right so do i
17:13.12 is it um a double
17:15.28 do i i
17:17.04 really um have the habit now that all
17:20.48 emails that belongs to an item
17:23.20 i attach to the item so that i have it
17:26.00 in the item i guess that's that's the
17:27.44 right thing to do but now it looks like
17:30.56 as if i can choose that down there and i
17:34.00 don't need to to do that make that that
17:37.04 work
17:37.84 kind of what is better
17:40.32 it is yeah so it is definitely the right
17:42.00 thing to do to put it into priority
17:43.92 matrix because this is just
17:46.88 visibility into your inbox but there's
17:49.44 no real audit trail happening here so
17:52.88 if i need to set a due date
17:55.12 or i need to prioritize it you know
17:58.32 or i need to track what's happening with
18:0.40 this email
18:1.60 there's no way to do it if it's in
18:3.28 outlook you can just simply see it but
18:5.52 the second i prioritize it like i just
18:7.60 did
18:8.56 i can say it's now gonna say do in four
18:10.96 days for example
18:12.96 so now we're kind of starting that
18:14.48 process of
18:16.24 uh creating that audit trail of
18:18.64 everything that happens with this email
18:20.80 so
18:21.60 definitely stick with that habit it is
18:23.60 important to have everything
18:25.84 cemented into priority matrix this is
18:28.32 just kind of your
18:29.76 your window into seeing things if that
18:32.16 makes sense so either here we are that
18:34.88 feature or with the outlook add-on that
18:38.08 does exactly way is then okay so exactly
18:41.60 and normally i guess if there is a
18:43.84 project that a colleague is involved
18:46.00 then maybe the email goes anyway to both
18:48.80 so i will get it most the time i get it
18:51.52 too not only him but or her but i will
18:54.24 get it too so we both have it and i can
18:56.64 put it in the item if he or she
18:59.20 isn't doing it right now okay that's
19:1.44 right exactly that's a perfect example
19:4.96 thank you
19:5.92 thank you yeah great questions
19:10.24 anybody else have questions for today
19:12.48 would love to answer those for you
19:20.08 awesome well if there are no questions
19:21.92 again we can wrap up a little bit
19:24.00 earlier today i'm going to stop the
19:25.52 recording here