How Priority Matrix Supports your Organization During Employee Turnover

Video presented by Pablo Diaz-Gutierrez

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When an employees leaves an organization, it can feel devastating to lose all of their knowledge and understand of procedures and processes that may not be tracked anywhere. Cue Priority Matrix. Priority Matrix makes it seamless to track employee knowledge, processes, procedures, and everything else that might be lost when an employee leaves.

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Video transcription (22:42.80) Stop scroll

2.40s we'll get started so okay backtracking a
5.04s little bit so today's session for
8.24s priority matrix is
10.40s how to be prepared for
13.28s employee turnover
15.28s so i don't know about you guys but you
17.12s know basically all i see
19.52s on my linkedin these days is people who
21.84s are either unfortunately getting laid
23.68s off which is kind of a whole different
25.12s story but
26.64s you know more commonly is there's just a
28.32s lot of job happening hopping going on
30.72s right now
32.00s and you know not to say that is a bad
34.32s thing at all but
36.08s it does leave organizations in a bit of
38.64s a bind from time to time if
42.24s they don't have a system to
44.40s you know basically gather information
46.08s from their employees and then on the
47.76s other hand
49.20s share it with the new employees that
51.44s that will be brought on
54.24s so the purpose of today's webinar is
56.56s basically how to show you
58.80s that priority matrix will help you be
1:1.52 prepared
1:2.64 when there is employee turnover in terms
1:5.20 of keeping track of important
1:6.80 information
1:7.92 and then how you can you know share this
1:10.00 with your employees that you will be on
1:11.84 boarding
1:14.64 so what is the challenge with turnover
1:17.84 some of the common challenges that we
1:19.36 see for organizations with employee
1:21.60 turnover would be
1:23.12 product knowledge maybe there is an
1:25.28 employee who's been working there for
1:27.44 quite a while and they know a lot about
1:28.96 the product uh and they you know may
1:30.88 have a special way of explaining it or
1:32.72 selling it or just kind of working
1:34.40 through the product itself
1:36.80 and that's you know something's just
1:38.64 kind of learned over time but
1:40.96 definitely important stuff for a new
1:42.40 employee to be aware of if they are
1:44.08 lucky enough to get that information
1:45.68 passed along to them
1:48.80 there's also a lot of information that
1:50.64 gets wrapped up with the employee in
1:52.08 terms of customer relationships whether
1:54.96 they are working in
1:56.88 cs or they are account executives and
2:0.00 sales um
2:2.00 you know whatever it is any employee who
2:4.48 has a relationship with a customer or a
2:6.72 user that's really valuable knowledge
2:8.96 that for a lot of organizations it's
2:10.96 just kept in emails
2:13.04 um you know of course there are crms but
2:15.60 you know sometimes there's more
2:17.04 information that needs to go a little
2:18.40 bit deeper than just the information on
2:20.32 the current lead or the you know sales
2:22.40 process
2:24.32 and lastly just kind of general
2:26.00 processes and procedures so you know any
2:28.64 type of streamlined
2:30.72 um like reviews or reports or anything
2:33.84 that kind of helps the business go
2:35.76 around on a day-to-day you know weekly
2:37.60 or quarterly basis
2:39.68 we want that information to be tracked
2:43.04 and we want to be able to share it
2:44.88 easily with those new employees who will
2:47.04 be coming into the
2:48.84 organization so you know with all that
2:51.60 being said i definitely want to mention
2:53.28 that
2:55.52 we also hosted a webinar earlier this
2:58.32 week specifically about onboarding with
3:0.72 priority matrix
3:3.04 so if you are you know experiencing
3:6.00 employee turnover as an owner founder or
3:8.24 maybe just as a manager and you're
3:10.08 looking to you know kind of keep your
3:11.60 team at the same scale
3:13.92 definitely use this webinar to your
3:15.44 advantage and then also check out the
3:17.12 session about
3:18.40 employee onboarding because you can use
3:20.24 the system for both of those kind of
3:22.32 procedures
3:27.60 all right so
3:29.28 what are the challenges that happen you
3:31.12 know when that information is lost and
3:33.44 then you bring on somebody new so
3:36.32 what that can look like is you know new
3:38.00 employees can definitely be confused
3:39.52 they're nervous they're not really sure
3:41.20 how the product works
3:43.04 and so it's definitely important to set
3:44.72 them up with as much valuable
3:46.24 information as you can and as i
3:48.48 mentioned a lot of that information is
3:50.08 stored in the headspace of those
3:52.08 employees who are involved in the
3:53.60 turnover
3:55.92 management can oftentimes feel like they
3:57.92 have to scramble to kind of get
3:59.44 everything in place and everything
4:1.04 sorted out
4:2.32 um and again you know that's just a it's
4:4.40 a big time
4:5.76 time gap there and you know we don't
4:8.24 want we don't want managers to feel
4:9.92 overwhelmed or you know like they're
4:11.84 lost in the process and they just lost a
4:13.60 lot of valuable information
4:16.32 and with all that you know productivity
4:18.08 can definitely drop if you have to spend
4:19.92 time gathering that information you know
4:22.72 continuously asking somebody to share
4:24.48 with you
4:25.44 things like that so we don't want you to
4:27.52 have any of these challenges and we want
4:29.04 you to prepare for whenever that
4:30.56 turnover happens
4:33.68 so the priority matrix approach is
4:35.68 essentially to create a knowledge base
4:38.48 so
4:39.28 your employers can try or your employees
4:41.44 can track the current stuff they're
4:43.20 working on so the tasks the priorities
4:45.84 uh getting that client information
4:47.44 whatever it is
4:48.88 and we also want you to be able to keep
4:50.48 track of those previous tasks so the
4:53.36 cool thing about priority matrix is when
4:55.44 you are finished with the task and your
4:57.36 market is completed
4:58.96 it's not gone by any means it's just not
5:1.44 visible for you but there are filters
5:3.84 you can use to always go back and view
5:5.60 those previous tasks
5:8.88 priority matrix also allows you to track
5:10.96 the day-to-day need to knows in order to
5:13.20 be successful in a role
5:15.36 and those are going to be specific
5:16.96 projects that you're going to want to
5:18.32 set up to track specific pieces of
5:20.88 information
5:23.60 again whether that information is
5:26.56 you know how they reach out to customers
5:28.64 how they're doing
5:29.92 their email cadences their marketing
5:32.16 approach uh tools they're using things
5:34.16 like that
5:35.20 you're definitely gonna want to have
5:36.72 projects to track all that information
5:39.92 and priority matrix also allows for
5:41.84 immediate visibility so
5:43.68 as long as these projects are set up and
5:46.72 they have the information in there those
5:48.32 new employees are going to be able to
5:49.60 see that immediately
5:53.12 so what are tips for you know a
5:55.04 successful transfer of this information
5:58.48 way back when i just was new to the
6:1.28 organization just over six years ago
6:4.72 our founder and ceo told me you know if
6:7.12 it's not in priority matrix it doesn't
6:8.88 exist and that's um it's honestly one of
6:11.76 the funniest things when i think back to
6:14.00 when i was new to the team because
6:16.08 i thought that was a crazy thing to say
6:17.92 i didn't understand the importance of it
6:19.52 at the time
6:20.56 but now i totally understand it in the
6:22.64 sense that everything really needs to go
6:24.80 into priority matrix to number one make
6:27.52 sure that you're able to execute it in a
6:29.52 timely manner before the deadline
6:31.76 approaches
6:33.28 but also for times like this when there
6:35.60 is employee turnover everything is going
6:37.84 to need to be tracked it just simply so
6:40.24 the next employee can be successful
6:43.76 and also using project and item tags to
6:46.00 group information together is going to
6:47.60 be really helpful and i'm going to show
6:49.12 you all that
6:50.32 in the live demo
6:52.08 so right now we're going to transfer
6:54.16 into
6:55.04 that live demo kind of environment so
6:57.84 any questions you have this is a great
6:59.84 time
7:0.64 to ask those um and we will get started
7:4.32 with that demo here in just a second
7:14.48 okay perfect so
7:17.44 again if you're looking for more of kind
7:19.36 of like a basic intro or more of an
7:21.84 advanced intro
7:23.28 we have those recorded
7:25.52 on our youtube channel so you can
7:27.04 totally watch them at your convenience
7:29.68 i'm also hosting two more next week
7:32.48 which we definitely suggest that you
7:34.56 attend again just to kind of get the
7:36.08 fundamentals if you haven't seen them
7:37.68 already
7:39.28 so
7:40.16 the topic for today again is focusing on
7:42.32 how priority matrix can help you prepare
7:44.80 for employee turnover
7:46.80 so it's kind of um you know off the the
7:49.92 main path of how people use priority
7:52.24 matrix which is for you know effective
7:54.72 communication
7:56.88 collaboration sharing priorities and
7:59.44 things like that because that's
8:0.56 definitely why most organizations pick
8:2.56 up priority matrix in the first place
8:5.28 and then you can kind of think of it on
8:6.72 the flip side of that which is being
8:8.56 able to use priority matrix for that
8:10.24 knowledge base in the center location to
8:12.56 store you know store everything that
8:14.56 you're working on
8:16.08 and not only that but you know track the
8:18.16 important information that somebody else
8:19.68 will need to know eventually
8:22.08 so
8:22.96 to get started doing this i would
8:24.80 suggest creating a new project
8:28.40 and it will just start with a blank
8:30.08 project um and then let's just say tools
8:33.68 um like i'm an account executive so
8:36.32 we'll just use that as an example tools
8:38.32 a e use daily
8:41.12 and again it's going to look a little
8:42.40 bit different for everybody how you want
8:44.48 to set this up but the purpose is
8:48.00 to
8:49.12 you know basically track all of this in
8:50.96 one space so it's easy to read and easy
8:53.44 to access for the next person
8:55.76 so
8:56.56 the way that i would set this up is
8:58.16 creating a project and there's going to
9:0.16 be many projects but this is the first
9:1.92 one i would create just to highlight hey
9:4.24 what are the tools that i use every day
9:6.08 that the next person or new employees
9:8.08 will need to be aware of so
9:10.64 we could say what am i using for email
9:13.20 cadences
9:15.12 what am i using to book meetings and
9:18.24 um what am i using to prospect
9:22.80 and what am i using to well schedule
9:25.04 webinars that's a good one
9:27.52 all right so
9:28.96 and again this will look different for
9:30.80 everybody but if i were to do this this
9:33.04 is how i would go about setting that up
9:35.36 and then from here you can just create
9:37.76 you know different um we use sales loft
9:40.48 for our emails
9:41.84 so then you can just create different
9:43.44 items to track you know how you're doing
9:45.92 all this
9:47.12 so you know whatever
9:49.12 i would want to put in here we don't
9:50.56 need to make it too specific
9:53.04 but you can just kind of break it down
9:54.88 from there
9:56.00 and then this project eventually will be
9:58.32 completely full and you can imagine it
10:0.72 being you know somebody stepping into
10:2.24 your role or bringing on a new teammate
10:4.40 and then asking okay how do you do all
10:6.16 this what tools are you using
10:8.32 share this project with them um and then
10:10.88 you know it's gonna pretty much
10:13.12 be at least enough to get them up and
10:14.72 running if not you know be everything
10:16.32 they need to know in order to continue
10:18.96 with this process
10:26.24 all right so let me pause there any
10:28.16 questions so far about kind of the
10:29.92 concept of you know using priority
10:32.56 matrix for tracking this important
10:34.64 information so the next person who comes
10:36.64 along will be set up and good to go
10:43.92 all right so
10:45.52 the next thing that i want to show you
10:47.84 well i'll open this project back up is
10:51.04 imagine you're going through your
10:52.48 day-to-day and you know you're using
10:55.12 priority matrix to track all of your
10:56.88 priorities and you know track what
10:58.48 you're working on share updates with
10:59.84 your management things like that
11:2.32 well like i mentioned this book the
11:4.56 purpose of this is to track those
11:6.24 current priorities that you are working
11:8.24 on
11:9.12 um and after we check these off i'll
11:11.12 just go through and you know might as
11:12.56 well just mark all of these completed
11:14.08 it's the last webinar for the day so i
11:16.00 don't actually need any of these open
11:17.68 anymore so we'll mark all those off so
11:20.80 at a glance we would see okay you know
11:22.72 it's basically empty not much going on
11:24.40 in here
11:25.76 but
11:26.80 if you ever need to go back and see your
11:29.44 finished items all that information is
11:31.76 still there for you
11:33.28 so
11:34.08 when i think about this in terms of my
11:35.92 day-to-day i have several projects where
11:38.48 i have an item for each
11:40.80 person that i work with
11:42.64 same with our engineers they have a task
11:44.88 for each feature they're working on
11:46.48 every single bug we faced
11:48.40 literally tracking every single movement
11:50.72 happening in the company all falling
11:53.28 into different projects
11:55.36 so imagine
11:56.96 our engineers all quit or you know
12:0.48 uh organization has their marketing
12:2.64 leader quit you know move on to a
12:4.40 different company
12:5.76 whatever turnover happens
12:8.16 as long as they've been using the system
12:10.40 maybe they don't have a bunch of current
12:12.08 priorities that they're working on but i
12:14.16 can guarantee you the new marketing
12:15.76 leader that steps into the role
12:18.24 if they have all this information to go
12:20.48 back and see how that person was going
12:22.40 about their day-to-day learn about the
12:24.00 processes the steps they were taking
12:26.88 without having to dig through emails
12:29.36 this is literally so clear-cut that it
12:32.48 puts them right into the position to get
12:35.04 started get up and running and not
12:36.56 really have to spend too much time you
12:38.40 know figuring out what was happening
12:39.92 before they stepped into that role
12:48.64 so then the last thing that i kind of
12:50.08 wanted to touch on today is the concept
12:52.00 of using project tags because
12:55.20 you know tracking this information is
12:57.12 not something you're going to be doing
12:58.80 every single day and you know it's
13:0.96 probably not really going to happen
13:2.48 until you know that there is turnover
13:4.64 coming or you know maybe you're
13:6.72 preparing to onboard somebody else so we
13:9.44 don't necessarily need these projects
13:11.68 you know visible or you know to to
13:14.56 upfront all the time
13:16.56 so just a really good practice and to
13:18.96 know about priority matrix is the idea
13:21.12 of using project tags
13:23.52 so you can see that here under important
13:26.16 emails i have a couple tags here i see
13:28.96 webinar intro webinar quiet time
13:31.60 things like that
13:33.20 it is a really common tag that i use all
13:35.36 the time
13:36.40 because i work with a lot of i.t
13:37.68 departments
13:39.12 um but the idea is to group similar
13:41.76 projects together so then when i filter
13:43.76 for the tag i can just go in here we'll
13:45.68 say itdemo
13:47.52 and now we're just viewing those
13:49.04 specific projects
13:50.96 so
13:51.84 with that being said what i might
13:53.36 suggest doing when you're prepping these
13:55.28 projects
13:56.64 to track this information
13:58.80 i might just call it kb and that would
14:1.36 stand for knowledge base or like
14:3.84 internal kb internal knowledge base
14:6.56 and in fact we have that set up on our
14:9.12 side because there has been turnover at
14:11.52 our company not recently but in the past
14:13.52 you know six years since i've been
14:15.12 working here naturally there have been
14:16.64 employees that come and go
14:18.56 and
14:19.36 you know when i was new to the
14:20.64 organization having those projects was
14:22.64 basically my lifeline it helped me get
14:25.20 set up for success and helped me
14:26.56 understand you know what tools i need to
14:28.00 be aware of processes that we go through
14:29.84 things like that
14:31.44 so again we don't need to keep these
14:33.68 projects top of mind and if you filter
14:36.48 by modification date
14:38.64 eventually these projects will be at the
14:40.32 very bottom you're never going to see
14:42.16 them they're going to be out of sight
14:43.92 out of mind
14:45.44 however when that time comes and you
14:48.24 know something happens you need to see
14:49.68 that information
14:51.12 just go to your you know knowledge base
14:53.68 or your kb tag
14:55.44 and there you have it i have one project
14:58.08 here because we just use that as the
14:59.44 demo but
15:0.72 you know each department is likely to
15:2.48 have several maybe several dozen
15:4.24 depending on how in-depth these projects
15:6.24 are
15:7.68 but
15:8.56 you know the idea is basically just to
15:10.16 pour out all that information you have
15:12.16 stored up there in your brain case that
15:14.08 you want somebody else to know when they
15:15.92 step into this role and it's not
15:17.84 necessarily just for turnover if you're
15:20.00 just onboarding new employees and you're
15:21.60 trying to kind of get them up to speed
15:23.20 and ramp them
15:24.72 this is a really great way to do that as
15:26.48 well
15:28.08 so that's kind of all that i have for
15:30.00 you guys on my side
15:32.08 again it's a pretty simple concept
15:34.56 a pretty simple
15:36.24 process here
15:38.32 but with with this day and age with the
15:40.16 crazy economy it's definitely something
15:42.16 that we all need to keep in mind
15:44.32 um and you know hopefully be prepared
15:46.16 for
15:46.96 marcus hey there go ahead and uh come
15:48.88 off mute just set you up for that
15:54.72 thank you uh can you hear me
15:57.28 yes i can okay um i have a question
15:59.84 maybe again silly i don't know um do you
16:2.64 don't you need to transfer that to the
16:5.36 new person
16:13.12 bring them up as a follower or does that
16:15.36 the former colleague
16:17.12 needs to do that before he leaves or
16:19.20 something
16:20.80 yeah so that's a good question so what
16:22.48 we would suggest doing is having the
16:24.48 employees set up all these projects as
16:26.40 they you know kind of figure out their
16:28.24 day-to-day and start doing things and
16:30.40 then just simply share that project with
16:32.72 a manager
16:34.56 whenever you know that whenever you're
16:36.24 ready to do that whether it's right
16:37.84 before there's turnover or as you're
16:40.00 setting this up share it with the
16:41.20 manager so if i share this with you
16:42.88 marcus and then i leave the company you
16:45.36 will still have access to this project
16:47.52 so
16:48.40 you need to do that before so if the
16:50.80 colleague kind of tomorrow doesn't come
16:53.36 back for whatever reason and he didn't
16:55.52 share it
16:56.88 is there a way to get access
17:0.64 right so
17:2.72 i mean technically if somebody emails us
17:6.00 if a client emails us and says hey you
17:8.64 know so and so left the company we need
17:10.96 to see their projects
17:13.28 we can transfer that data to
17:16.08 somebody else in the company um so we do
17:19.36 have the capabilities to do that but if
17:21.60 you don't want to get us involved
17:24.00 then yes before that person leaves
17:26.56 they would need to share that project
17:28.16 with somebody else on the team
17:32.08 can uh could i
17:33.76 if i say okay let's say i i intend to
17:36.48 leave
17:37.44 and i would transfer all my knowledge
17:42.08 could would it be possible to completely
17:45.52 transfer my whole account to someone
17:48.64 on the whole instead of every project
17:51.04 and every item
17:53.44 yeah so
17:54.72 again
17:55.60 we can do that technically on our side
17:58.08 our engineers are able to make that
17:59.84 change for you so you know people do
18:2.16 email us from time to time and say
18:4.80 um we need to like it's called renaming
18:6.96 the account so marcus if you left your
18:9.20 company
18:10.48 um you know we could just change your
18:12.64 login
18:13.84 to be somebody else's we hardly ever do
18:16.32 that just because it's a little bit
18:18.64 it's a little bit invasive for the
18:20.00 person who left um
18:22.48 to have their account renamed what we
18:24.48 usually do is just have somebody create
18:26.72 a new account and then transfer over any
18:29.12 data that they might need
18:30.88 and again we don't really even like to
18:32.64 do that too much we have done it in
18:34.48 emergency situations but you know for
18:37.60 sure the best practice is just to
18:40.08 always share projects with at least one
18:42.24 or two other people whenever you get
18:44.64 them up and running
18:46.72 and and and uh important in this case
18:49.36 too share the whole project and all
18:52.56 items or is it then enough to share the
18:55.52 whole project because the whole project
18:57.52 shared will give access to all the items
18:59.92 right
19:0.88 yeah so just sharing the project adding
19:3.20 as a project members is good enough for
19:5.60 sure
19:6.64 i mean i when i look at my priority
19:8.88 metrics in the moment
19:10.80 i would say it's there are felt
19:13.44 um 500 items is not enough i guess that
19:17.04 i have in there right
19:18.96 or the more you work with it the more
19:21.84 items are there and if i would need to
19:23.60 share them all to make sure someone else
19:26.00 has it when i leave oh wow that's a lot
19:28.00 of work so but the projects is not that
19:30.72 much i mean i guess i have 25 projects
19:33.52 or something so that would
19:35.76 share that all with one person and that
19:38.08 person could share it then again with
19:40.40 the new with it exactly
19:43.44 exactly yep you got it there is no
19:45.76 renaming standard renaming i thought i i
19:49.44 read that somewhere that i could kind of
19:52.24 transfer or change the email wasn't
19:54.64 there a point that that was
19:57.68 declared as or depicted as change your
20:0.56 email
20:2.24 yeah so you can do that on your side so
20:4.72 let's say marcus you
20:6.72 are you know let's say the company you
20:9.28 work for changes is is bought out by
20:11.68 somebody else for example and then the
20:13.28 domain changes
20:15.04 or you know there's a restructuring and
20:16.88 they want to reset up your email so it's
20:19.28 you know marcus
20:20.96 marcus k or something instead of
20:22.64 marcus.keller whatever the changes you
20:25.68 are able to change your your login email
20:28.80 you can definitely do that but it's
20:31.04 different if it's you
20:33.60 and then giving it to somebody else
20:35.36 entirely does that make sense but
20:37.76 technically technically that would be a
20:40.64 possibility right
20:43.68 yeah technically it is possible for sure
20:46.08 oh i instead of changing from marcus.k
20:50.16 uh i would change to
20:53.04 hans dot
20:55.76 kind of yeah then and then he has it
20:58.80 so that
20:59.76 yeah
21:0.56 i suppose so yeah that that would be
21:2.24 possible for sure but what would happen
21:4.96 is there would be a confirmation email
21:7.52 sent to your email address so you would
21:9.36 have to confirm the change of the email
21:11.60 before it could happen so that previous
21:14.16 person would have to still be involved
21:16.32 at least a little bit and then i'm out
21:18.48 and the other is in
21:19.84 if then
21:21.12 okay yeah that's right
21:22.56 so that is a method maybe easier
21:25.44 version to transfer all
21:28.24 account in force to another person that
21:30.72 way and yeah that's definitely one
21:33.12 approach you can take
21:34.64 okay
21:35.44 thank you thank you good
21:37.76 great yeah
21:40.40 any other questions that we have here
21:42.48 from
21:43.60 the session today and it's always kind
21:45.28 of interesting to look at this because
21:47.04 as i mentioned you know priority matrix
21:49.28 works really well for
21:51.12 systems like this
21:52.80 it works really really well for
21:55.84 um
21:56.80 you know just day-to-day priority and
21:58.80 task management and then it also works
22:1.12 really well for onboarding so that's why
22:3.28 we get adopted across organizations at
22:5.68 such a high scale because
22:7.92 um you know at the end of the day it's a
22:9.92 central system to help you stay
22:12.24 connected with your teammates
22:14.24 and that looks a little bit different
22:15.92 for every team and every company that
22:17.68 uses it but you know ultimately the
22:20.00 usability of the app is it's fairly
22:22.16 simple it's fairly straightforward so
22:24.88 it's it's manipulated and flexible
22:27.68 enough to be used in a lot of different
22:29.44 ways
22:32.40 so if that covers it for questions um we
22:34.96 can definitely wrap up the session today
22:36.96 i'll go ahead and stop the recording
22:38.64 here
22:40.16 but i'm going to