Introduction to Priority Matrix

Video presented by Pablo Diaz-Gutierrez

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Video transcription (39:35.84) Stop scroll

2.32s follow-up email with a session so you
4.80s can share with your teammates or you can
6.72s watch it again at your convenience
10.08s today's webinar is going to be an
12.64s advanced introduction to priority matrix
15.28s so i'm hoping that all of you have had
17.84s the chance to attend or watch one of my
20.48s pre-recorded
22.16s more so basic introductions so then
24.88s hopefully you kind of have
27.04s the foundational understanding of kind
28.80s of how priority matrix works and so
31.12s today we're going to dig deeper into all
32.96s the more advanced features that you know
35.28s there's just not time to go over during
37.12s kind of the basic intro
39.84s so that's what we'll be working on today
42.08s so with all of that being said
44.64s i'm going to go ahead and share my
45.92s screen here this is actually the first
48.72s time that i'm going to be doing the
51.28s advanced introduction to priority matrix
53.84s so i can't say
55.60s exactly how long i expect it to take
58.80s typically if this is your first webinar
1:1.12 um they usually go about 30 to 40
1:4.32 minutes kind of depending on the
1:5.68 questions that we have so that's kind of
1:7.76 the time frame that you can budget for
1:10.96 so at this point you should be able to
1:12.56 see my screen hopefully you can hear me
1:14.32 okay
1:15.28 and lastly i always like to say that if
1:18.72 you can't hear me or you're not able to
1:20.72 see my screen or you think there's maybe
1:22.48 some technical glitches going on just
1:24.72 let me know again i'm always keeping an
1:26.48 eye on the chat and i'm happy to kind of
1:28.64 be conscious of what's going on there
1:32.64 okay so i'm really excited to get into
1:34.40 this today so this is the advanced
1:36.40 introduction to priority matrix
1:40.40 so a little bit of a recap
1:42.72 for those of you that have or maybe have
1:45.68 not attended my basic introduction to
1:48.00 priority matrix
1:49.60 if you haven't and you're thinking hey
1:51.28 you know that's actually something that
1:52.56 would be helpful for me tomorrow morning
1:55.28 at 9 00 a.m mountain standard time i
1:57.68 have another live
1:59.28 basic intro happening so register for
2:1.84 that
2:2.64 even if you can't make it i'll send you
2:4.48 that follow-up email with the recorded
2:6.32 session
2:8.32 during the more so kind of basic
2:10.24 introduction to priority matrix we go
2:12.40 over
2:13.52 kind of the general foundational
2:14.88 thinking of what priority matrix offers
2:17.84 we touch on the concept of sharing
2:19.84 projects and task level collaboration
2:22.72 like file sharing
2:24.32 setting deadlines and progress updates
2:26.80 and effort hours and
2:28.88 we also touch on the things like alerts
2:30.72 and notifications
2:32.40 where to find those in the application
2:34.16 where to find those in different places
2:35.68 and teams
2:37.68 i typically have time to go over the
2:39.36 email management aspect which is the
2:41.12 office 365 integration today we're going
2:44.40 to take an even closer look at that
2:46.72 and then during the intro webinar
2:49.12 usually go over the one-on-one view
2:51.60 which is specifically designed for
2:54.08 meeting management
2:56.08 so hopefully for those of you who have
2:58.48 attended the webinar you're thinking
2:59.68 yeah you know this sounds about right i
3:1.12 definitely remember all of that
3:2.96 and again if this is something that you
3:4.96 feel like you're kind of lacking
3:6.16 knowledge on no problem just join the
3:8.08 webinar tomorrow and we'll kind of get
3:9.92 you all caught up
3:11.52 so that's what your basic introduction
3:13.20 is going to be looking like
3:15.44 today i want to take some time to kind
3:17.92 of dive into the more advanced features
3:20.72 what do these include these things can
3:22.96 look like the productivity insight
3:24.64 reports that are going to be
3:26.16 automatically generated inside the
3:27.84 application for you
3:29.60 we have a workload management report
3:32.00 which is incredibly helpful for
3:35.92 for those teams and those managers who
3:38.40 need a better understanding of what's on
3:40.56 each person's plate who's overloaded who
3:43.36 can take on more projects and more tasks
3:46.72 just kind of making sure that priorities
3:48.80 are delegated appropriately
3:52.16 we're going to take a look at project
3:53.76 planning with dependencies in the
3:55.60 priority matrix scan chart sometimes i
3:58.08 get the chance to kind of show that into
4:0.00 the in the introduction but i never get
4:1.76 the chance to really get in and actually
4:3.44 walk you through the functionalities
4:4.96 there so i'm super excited about that
4:8.16 we're gonna look at the automated
4:10.72 meeting agenda for those of you that use
4:12.88 microsoft teams meetings and also the
4:15.52 follow-up email that we call the meeting
4:17.44 minutes
4:18.96 and lastly i'm going to show you some
4:20.72 more best practices with the outlook 365
4:23.60 integration
4:25.20 so there's about five bullet points
4:27.52 there and in my opinion those are some
4:29.84 of the more advanced features that
4:32.48 are super supportive for people
4:34.16 especially if they're using priority
4:35.60 matrix with a team
4:37.20 and so again i'm super excited to be
4:38.96 able to share that all with you today
4:42.56 i'm going to go over a couple slides
4:44.24 here that just kind of give you
4:46.16 a kind of a visual understanding of what
4:48.24 we're going to be looking at during the
4:49.60 live demo but keep in mind
4:51.84 everything that i show you in the next
4:53.52 four slides here is just a preview i'm
4:56.00 gonna walk you through the actual
4:57.28 interactive reports and everything like
4:59.28 that in the live demo
5:1.52 so here we have a snapshot of our
5:3.28 workload management report
5:5.36 basically breaking it down per user per
5:7.68 day how many items are going to be due
5:11.36 our smart meeting agenda or
5:14.16 rather called agenda by priority matrix
5:17.20 is an add-on that you can add to your
5:18.96 microsoft teams meetings
5:20.96 to automatically create each person's
5:23.12 meeting agenda and then follow up with
5:24.88 that meeting minute email
5:28.56 the gantt chart dependencies incredibly
5:30.72 helpful for kind of that project
5:32.32 planning aspect making sure that there's
5:34.16 not any unknown barriers that can delay
5:36.32 the entire project i'm going to show you
5:38.96 all the different relationships that you
5:40.56 can actually set up in priority matrix
5:44.48 and lastly we are going to look at the
5:46.48 email management aspect and take a
5:48.16 closer look at the outlook 365
5:50.56 integration
5:54.40 just kind of one last comment here for
5:56.08 those of you that joined a little bit
5:57.44 later questions are very much encouraged
6:0.16 so during the live demo portion of this
6:3.20 if you do have any questions comments or
6:5.52 concerns
6:6.96 definitely jump in i would love to hear
6:8.48 those so i can kind of direct the
6:10.08 presentation in a way that's going to be
6:12.16 effective for all of you
6:14.80 so with all that being said
6:17.04 let's kind of switch gears and
6:19.60 we can expect i think this demo portion
6:22.08 to last maybe like 15
6:24.72 to 20 minutes or so
6:26.80 probably closer to 15 just because it is
6:28.72 a little bit shorter than kind of the
6:30.32 standard introduction
6:32.24 um but let's go ahead and get started
6:35.76 so
6:36.56 for those of you that are
6:38.24 first seeing priority matrix for the
6:40.16 very first time today
6:42.00 i want to help you understand that a lot
6:44.16 of our users do in fact utilize the
6:46.80 microsoft teams integration
6:49.20 which is fully functional you're not
6:50.80 going to face any limitations through
6:52.88 this add-in
6:54.24 so if you are indeed involved in the
6:56.08 office 365 environment just go to your
6:58.80 apps
6:59.84 download priority matrix and then pin it
7:1.92 open to a toolbar so it always stays
7:4.00 there and is super easily accessible for
7:6.00 you all
7:8.80 for those of you that like to follow
7:10.16 along with me which is always kind of
7:11.68 cool to do because then you can get a
7:13.28 feel of the application as i kind of
7:15.20 teach you all this
7:16.64 open the priority matrix app through
7:18.56 teams and click on my projects
7:22.40 and then click on the four quadrant icon
7:24.48 up here in the top left corner
7:26.96 so
7:28.64 for all of us on this webinar today i
7:30.88 want us to understand that the idea of
7:32.88 priority matrix is to create this
7:35.44 central system
7:37.04 where we're able to work together with
7:38.72 our teammates to
7:40.24 number one align priorities and number
7:43.12 to
7:44.00 very easily share progress updates
7:46.48 whether it's sharing those with your
7:48.24 teammates or
7:49.92 maybe you're sharing these project
7:51.20 updates with several layers of
7:53.04 management there's a lot of different
7:55.20 use use cases out there with priority
7:57.20 matrix but at the end of the day no
7:59.12 matter who you're using it with it's
8:0.64 designed to be this one central spot
8:3.44 where you're basically able to do
8:5.04 anything relating to team collaboration
8:7.76 and project and task management
8:13.84 so let's see here i'm trying to think of
8:15.76 the best way to kind of go about this
8:18.08 all right so i'm going to go ahead and
8:19.92 open up one of these projects
8:22.72 and again for those of you that are just
8:24.48 now seeing priority matrix for the first
8:26.48 time
8:27.36 these projects represent kind of a group
8:29.28 of similar priorities that you're going
8:31.44 to be working on with your teammates
8:33.76 so you're able to share this project
8:36.08 with your teammates giving them full
8:37.68 access
8:38.88 and visibility into this system
8:42.72 so the first thing that i'm going to be
8:44.16 showing you all in terms of kind of
8:46.16 advanced features is the autumn
8:48.40 automatically created gantt chart and
8:50.88 the dependencies that we can set up as
8:52.96 well
8:54.40 so
8:55.76 here in the top right corner you'll see
8:57.44 that there's a couple different views to
8:59.60 see your data first and foremost we have
9:2.08 kind of the standard quadrant view
9:4.48 which is designed to help you and your
9:6.24 teammates make sure that your priorities
9:8.00 are in fact aligned you guys are working
9:10.48 on things that matter the most
9:13.12 and postponing the lower priorities
9:17.28 when i jump to this guy just one jump
9:19.76 over this is going to be my list format
9:22.40 again automatically created
9:24.64 and
9:25.60 filtered based off of your deadlines
9:28.00 so makes it super easy to see upcoming
9:30.00 due dates
9:31.04 and here you can check in on the
9:32.48 progress completed to make sure that
9:34.32 it's not actually slipping through the
9:35.84 cracks
9:38.40 one jump over is going to be your
9:40.00 automatically created calendar
9:43.44 and this is where i kind of want to land
9:45.44 on where we're going to be spending the
9:46.80 next couple minutes looking
9:48.88 which is in fact the priority matrix
9:51.36 scan chart
9:52.56 so you will notice that when i clicked
9:54.80 on
9:56.00 the gantt chart view this was
9:58.24 automatically created
10:0.64 i can admit i don't know a whole lot
10:2.64 about microsoft project at this point
10:4.72 but what i do know is that a lot of
10:7.76 project managers
10:9.68 and
10:10.88 users that find it
10:13.04 microsoft project because they want some
10:15.12 sort of gantt charting system
10:17.68 and what i've heard is that the priority
10:19.36 matrix scan chart is kind of a good
10:21.68 supplement for microsoft project if
10:23.52 you're not ready to dive into that
10:25.52 solution entirely
10:28.00 so
10:29.04 here's our gantt chart again
10:30.48 automatically generated based off of the
10:32.64 start date
10:33.92 and the due date that you plug in to
10:36.08 that item
10:38.00 so what we can do is i'm actually going
10:40.08 to
10:41.60 add a new item and we can just kind of
10:43.60 go through this together so we'll just
10:45.60 say
10:46.56 new
10:47.52 action item for
10:49.84 webinar
10:50.96 and then what i'm going to do is i'm
10:52.08 going to add a date so we'll go in here
10:54.80 and we'll select our due date
10:57.44 and we'll hit ok
11:0.56 so basically what happens is
11:3.68 in order for this to really show up on
11:5.76 the gantt chart in a way that makes
11:7.44 sense i like to encourage people to put
11:9.76 a start date and a due date because
11:11.84 that's going to kind of walk you through
11:13.44 like the duration of the action item
11:16.08 and help you kind of line it up with the
11:18.16 other priorities that are happening in
11:20.00 this project
11:21.44 so here we are it just jumped up to the
11:23.36 top
11:24.40 and again we can very easily see
11:27.04 the time frame
11:28.40 of how long this priority is taking
11:31.36 keep an eye on this and i'm going to
11:33.04 update the progress which you'll see
11:35.60 actually changes that purple bar there
11:38.08 so again at a glance we understand like
11:40.48 hey this deadline's coming up and it
11:42.08 looks like it's you know over halfway
11:43.68 done
11:44.72 so just kind of a cool feature there
11:47.36 but the next concept with using
11:49.52 dependencies in a gantt chart is to
11:51.60 effectively set up your project
11:54.00 to ensure that you're not going to run
11:55.36 into any um unforeseen barriers
11:58.08 that will delay the entire schedule of
12:0.64 this project
12:2.56 so
12:3.60 what you're able to do is you can
12:4.96 essentially set up relationships between
12:7.60 these priorities
12:9.76 in priority matrix the way to do that is
12:12.24 you'll jump over to the item details
12:15.12 and we're going to click on resources
12:18.72 next up we're going to say link item
12:22.32 automatically it says you can choose
12:24.00 your relationship so just for sake of
12:27.04 this example
12:28.40 i'm going to say
12:30.00 this new action item 4 webinar it's
12:32.96 going to block
12:34.56 the resource allocation item no rhyme or
12:37.84 reason why you choose that is just going
12:39.36 to be a clear example for the webinar
12:42.16 today
12:43.04 so we are saying this new action item is
12:45.84 blocking
12:46.96 resource allocation
12:49.12 so now you can see it's been added as a
12:52.00 relationship in the gantt chart and
12:54.56 momentarily if you keep an eye up here a
12:57.52 new little arrow will be formed
12:59.84 basically linking these items together
13:3.84 if you made a mistake and i know that i
13:5.68 sure did when i was just getting
13:7.12 familiar with setting up these
13:8.48 dependencies you can always go back and
13:10.96 you can modify it if needed
13:14.24 so we'll give that a minute to load but
13:16.56 in the meantime you can see some of
13:18.24 these previously created dependencies
13:20.64 that i set up
13:22.32 when i move these and it moves all the
13:25.20 attached ones so here's the example we
13:27.52 just created
13:29.12 if i drag this over
13:31.44 the way that i set up these
13:32.56 relationships is basically step by step
13:35.44 so one thing gets delayed the first item
13:38.00 everything behind it's also being
13:39.60 delayed
13:41.12 this is a super clear way to say okay
13:43.44 you know teammates here we're in this
13:46.00 team meeting and a resource allocation
13:48.24 has been delayed
13:49.76 what happens is this bumps the entire
13:51.76 project back
13:53.60 and
13:54.96 to kind of
13:56.40 excuse me to kind of
13:58.48 piggyback on this idea of a
14:1.76 planning if you're working with
14:3.28 stakeholders
14:5.04 to ensure a timeline is met and you guys
14:8.24 are planning out the duration of the
14:9.52 project together
14:11.28 you can always
14:13.20 share this project in read only mode
14:16.40 and in fact what happens is you can copy
14:19.04 this you can email it to them
14:21.68 and then your stakeholders will in fact
14:23.84 be able to see the gantt chart that
14:25.52 you've created
14:27.60 read only means they can't actually make
14:29.44 any changes but
14:30.88 it's sure a great way to say okay
14:33.20 all my stakeholders on this project
14:36.00 here's the timeline we're working on and
14:38.32 then if for whatever reason something is
14:40.08 delayed if you bump it back there read
14:42.48 only view in that project will also be
14:44.80 modified
14:48.00 hopefully that's pretty clear i've been
14:50.00 told that our gantt chart is very simple
14:52.48 to use compared to other solutions which
14:55.12 is fantastic feedback
14:57.36 and i've also seen a lot of people
14:59.04 really successfully set up the
15:0.32 dependencies
15:1.92 to again kind of help with that project
15:3.84 planning
15:4.96 happy to answer any questions that might
15:7.60 be kind of surfacing about the
15:9.52 dependencies but again i hope that that
15:12.24 isn't pretty helpful for you all
15:15.44 one small feature i would add is that if
15:17.52 i move for example resource allocation
15:20.88 if i move it let's say all the way to
15:22.24 july pretty drastic change you'll see
15:24.96 that my start date and my due date are
15:27.52 also automatically updated so it's all
15:29.60 communicating all working together
15:32.00 um
15:32.80 all kind of going hand in hand to make
15:34.80 this automatically created gan char with
15:37.12 dependencies
15:41.20 okay so
15:42.72 that is
15:44.08 the gantt chart there and i'm going to
15:46.24 kind of bounce around here again because
15:48.08 this isn't just kind of the standard
15:50.88 introduction webinar it's a little bit
15:53.44 it's a little more all over the place
15:55.28 because i'm making a point to kind of
15:56.96 jump the more advanced features
16:0.32 so the next thing i want to show you is
16:2.00 the concept of reporting
16:4.24 when i talk to leaders and organizations
16:7.04 or you know really anybody for that
16:9.52 matter
16:10.40 a lot of the times i hear yeah you know
16:12.48 i've spent
16:13.76 several hours every week or you know
16:16.40 dozens of hours monthly at generating
16:18.96 reports
16:20.40 so our management knows that
16:22.64 what we're working on what's been
16:24.08 completed what's up next what each
16:26.56 person is working on
16:28.72 and when you use priority matrix
16:31.12 that weight can be lifted off your
16:32.64 shoulders because
16:34.24 everything you put into the system is
16:36.24 rolled up into automatically generated
16:39.20 reports for you
16:42.08 so again for those of you following
16:43.52 along i went to the four lines in the
16:45.20 top left corner and then i clicked on
16:46.96 general reports
16:48.48 my favorite report is workload
16:50.08 management which i'll get to next
16:52.88 but i'm going to open up
16:54.64 again this automatically created report
16:57.28 you can see when it was generated which
16:59.12 is really cool
17:1.12 i'm going to open up your last seven
17:2.88 days so what happens now is again the
17:5.92 system is looking across all of the
17:7.84 projects that i have access to
17:10.64 in terms of privacy if my let's say my
17:13.44 engineers have 20 projects that they
17:15.44 haven't shared with me
17:16.96 that's of course not going to show up on
17:18.40 my report so it's still kind of keeping
17:21.12 that promise of privacy
17:23.36 only showing you what's actually in the
17:25.12 projects you have access to
17:28.00 with that being said for those of you
17:29.76 who are looking at this as an enterprise
17:32.24 solution
17:33.44 we can in fact make you what's called a
17:35.52 super admin as long as we have
17:37.68 permission from everybody who's using it
17:40.08 and in that case like the owner of the
17:42.40 company or you know the person doing all
17:44.64 these reports can by default get access
17:46.96 to every single project
17:48.96 so the reports are in fact more accurate
17:52.00 that's kind of a rare circumstance and
17:53.68 we only do that by request
17:57.60 so taking a look at these reports if we
18:0.48 continue to scroll down you'll be able
18:2.56 to see
18:3.76 item status by tag so we can see the
18:6.88 most active tags basically for the last
18:9.92 seven days
18:11.68 keep scrolling down we have kind of this
18:14.24 map here which helps you understand
18:17.28 how many items have been completed
18:19.60 created open and are new over the past
18:23.04 seven days
18:24.32 keeping in mind everything is
18:25.92 interactive so if i ever wonder okay
18:27.92 well what's this you know big bar of new
18:30.24 items click on it it's going to break
18:32.56 down everything that it's referencing
18:34.40 there
18:37.76 scrolling down a little bit further one
18:39.84 of the newer reports that we recently
18:41.76 added i believe it was just yesterday is
18:44.16 breaking it down on a per user basis in
18:46.64 this project
18:48.16 to help you understand the activity for
18:50.72 that specific person so here i can see
18:54.16 that i have completed five items in the
18:57.04 last seven days and we can see when it
18:58.80 was completed on
19:1.60 kind of so on and so forth so again all
19:3.52 of this is interactive and it's a great
19:5.68 way to understand the activity for your
19:8.32 teammates in and make sure that
19:10.08 everybody's on track
19:13.12 i think lynn you may be
19:15.36 unmuted not to call you out but just so
19:18.80 you don't cause any background noise
19:21.04 there and i can actually
19:23.84 okay thank you i was gonna say i can
19:25.20 meet you if needed but it looks like you
19:27.52 took care of that so thank you
19:30.80 okay so again these are called our
19:32.64 productivity insight reports they're
19:34.48 gonna be available for you on your trial
19:37.04 and with our business and enterprise
19:39.04 licenses
19:40.32 if you have any questions about these
19:42.00 reports
19:43.84 um you know hey can i do this how do i
19:46.64 access this data just email me or ask at
19:49.04 the very end these reports are super
19:51.12 in-depth and in fact
19:53.04 for our enterprise users we oftentimes
19:56.40 generate custom reports of course to an
19:58.80 extent it can't be something way too
20:1.20 crazy but
20:2.48 um we are able to customize these if
20:4.72 you're not able to find what you're
20:6.00 looking for
20:9.20 so now i really get to kind of nerd out
20:11.84 because i'm obsessed with this workload
20:13.92 management report mostly because of how
20:17.52 useful i've seen it being for a lot of
20:19.36 our organizations that are using
20:21.04 priority matrix
20:23.04 and a little bit of backstory
20:25.04 how this report came to be it's kind of
20:27.44 a interesting story we were working with
20:30.16 the
20:31.04 one of the largest
20:33.20 news outlets and
20:35.60 i think it was
20:37.44 somewhere in the middle east
20:39.52 i want to say with saudi arabia which is
20:41.52 crazy to be able to connect with people
20:43.36 all the way over there but
20:45.20 they had about 400 employees and they
20:47.60 had just gone remote and they connected
20:49.60 with us and said
20:51.04 we need a way to understand that all of
20:52.96 our employees
20:54.24 have an even workload balance we're not
20:56.56 overloading or under loading people
20:59.28 and of course for all of us working
21:0.80 remote if you don't have a system in
21:2.64 place it's literally impossible to get
21:4.40 that view
21:5.84 so
21:6.56 this report was
21:8.16 initially created for them and then
21:11.04 we made it available for everybody else
21:12.80 to use because it's so helpful
21:15.36 but let's look at myself here
21:17.52 this is a good example
21:19.36 you can basically see that it breaks
21:21.04 down every single person who's on my
21:23.36 priority matrix team
21:25.60 you're able to choose the time frame
21:27.60 here
21:28.48 so you can go back or you can go into
21:30.64 the future and see what what's what's
21:32.64 kind of on your plate for the next few
21:34.00 weeks
21:35.20 and then you can decide the mode
21:37.60 for me a number of items makes the most
21:39.76 sense because i work off of deadlines
21:42.96 a lot of our organizations use effort
21:45.20 and scheduled hours
21:47.04 as well which is great but again for
21:48.96 this example we'll use number of items i
21:50.88 think that resonates with a lot of
21:52.48 people
21:53.60 super easy to get these numbers because
21:55.60 all you have to do is just plug in a due
21:57.20 date and then it shows up on here
22:0.00 so
22:1.12 let's look at friday for example i have
22:3.60 a apparently i have seven items due that
22:6.00 day
22:7.04 so from an up high perspective my
22:9.12 manager can now see
22:10.96 you know my workload compared to other
22:12.96 people is not the best example because
22:15.20 this is just a demo account we kind of
22:17.12 get the idea of what it would look like
22:19.44 and if they have the bandwidth they can
22:21.36 click on this number seven and see okay
22:24.56 here's all the seven things that erica
22:26.32 has due on friday
22:30.24 so again this is going to be your
22:31.44 workload management report you can also
22:33.52 modify who you can see in
22:36.48 this report if you have user group set
22:38.88 up maybe you have a sales team hr
22:41.44 customer success whatever it is you can
22:44.00 also filter by user group to quickly see
22:46.48 the workload management
22:48.64 you can export all of these reports to a
22:50.72 csv as well which is a kind of a common
22:53.28 question that comes up so figured i
22:54.80 would add that in
22:57.76 hopefully you all love the workload
22:59.12 management report as much as i do it's
23:1.36 very interactive super easy to use and
23:3.68 the best part is is that it's actually
23:6.08 all automatically generated
23:10.56 okay so now to my other favorite
23:13.44 advanced feature and as you guys can
23:15.52 probably all tell
23:16.72 i'm super pumped to show you all this
23:18.48 because these are the kinds of things
23:20.24 that
23:21.20 you know in a 20-minute 25-minute
23:23.76 discovery meeting or training session
23:26.08 oftentimes i don't get to show all of
23:27.76 this
23:28.64 and to me you know it's some of the
23:30.08 coolest stuff that we have so i'm really
23:32.00 happy that i have the chance to show
23:33.52 this to a group of you today and i hope
23:35.84 that it is helpful
23:37.84 so
23:38.64 kind of shifting gears here
23:41.20 what we're going to be looking at is
23:43.60 how does priority matrix play a role for
23:45.84 group meetings
23:47.92 and
23:48.80 you know one of the biggest things i
23:50.16 hear every single day is we need to have
23:52.24 shorter and more effective team meetings
23:54.40 because they're basically draining our
23:56.08 days
23:57.04 so
23:58.32 what you'll be able to do and i have a
23:59.68 little example set up here
24:1.68 for those of you that create your
24:3.04 meetings through microsoft teams
24:5.84 or side note through outlook using the
24:7.84 teams add-in in outlook you can do the
24:10.80 same thing in both places but what
24:12.80 you'll do is go ahead and create a teams
24:14.88 meeting
24:16.00 and it definitely pay attention to the
24:18.88 fact that you have to add at least one
24:20.64 person to to test out this feature
24:23.84 so add one person and then send the
24:26.00 meeting invite and then what you can do
24:28.64 is you're going to click on this plus
24:30.64 icon to add a tab
24:32.64 i already have my tab added but just
24:34.80 search for a priority matrix
24:36.96 and then you'll be able to add this tab
24:39.68 so you're going to see
24:41.12 automatically again i'm not doing any
24:43.60 manual work here
24:45.60 the system is picking out pablo's items
24:48.56 and my items
24:50.24 and these items are those that have
24:53.12 been recently modified
24:55.36 and also have upcoming deadlines
24:57.92 so the system is saying hey for you and
24:59.44 pablo here's the things that you know
25:1.76 our artificial intelligence thinks most
25:4.16 likely are going to be discussing during
25:5.76 this meeting
25:7.84 if for whatever reason the items are not
25:10.72 excuse me
25:14.88 sounds like i'm getting a little cold
25:16.88 here but that's okay
25:18.32 if for whatever reason these items are
25:21.60 not what you're looking for or you feel
25:23.44 like there's a couple items missing
25:25.68 that's no problem at all because on the
25:27.52 right hand side you have access to
25:29.60 basically this bank of all of your
25:31.68 priority matrix items
25:33.76 so i can go in here and i can say okay
25:35.44 we need to talk about this one problem i
25:37.68 need to talk about this and then we're
25:39.60 good to go
25:42.48 i can also actively create new action
25:44.96 items so one thing that i really want to
25:47.52 be clear about here is this is all
25:49.68 syncing
25:50.88 and communicating with my priority
25:52.96 matrix so i'm not just pulling these
25:54.88 items out of nowhere
25:56.48 i'm not just creating random notes
25:59.36 they're being prioritized and thinking
26:1.84 back to my pm
26:4.56 when i click join which i'm not going to
26:6.48 do because i don't want to mess up our
26:7.84 webinar today
26:9.36 but
26:10.64 you can imagine if you're looking at our
26:13.28 meeting that we have open today
26:16.32 and then you're using this agenda in the
26:19.12 on the right hand side panel where you
26:20.96 can typically see like the chat or the
26:22.80 participants so right next to that you
26:25.60 would see this priority matrix agenda
26:28.48 it doesn't stop there this is fully
26:30.24 interactive during your meeting
26:32.24 so if i'm talking to paul and i say okay
26:34.40 this item's finished
26:36.24 this item is finished and this one's
26:38.00 finished again it's thinking back to my
26:40.56 priority matrix
26:42.88 and i can actively create new action
26:45.36 items
26:46.32 so a piece of feedback that i typically
26:48.16 hear from managers is the idea of hey
26:50.80 you know we have these effective
26:52.08 meetings but we don't really have a way
26:53.92 to track the new ideas we talk about
26:56.56 and prioritize them and make sure
26:58.08 they're not being forgotten about
27:0.24 so when you're able to actively do this
27:2.08 through agenda by priority matrix it
27:4.72 takes that worry away and it helps
27:6.72 people really remember everything that
27:8.72 was discussed on that meeting
27:12.88 last but not least um after the meeting
27:15.84 ends
27:16.80 everybody in this meeting is going to
27:18.88 receive a follow-up email automatically
27:21.76 tracking your meeting minutes tracking
27:24.00 all the changes that were made in the
27:25.76 new action items that were created
27:28.40 linking them back to your priority
27:30.00 matrix to expand it for more context
27:34.32 so
27:35.12 if this isn't the meeting support that
27:37.60 you need as a team
27:39.04 then um you know i don't really know
27:41.60 what would be and i kind of say that
27:43.20 jokingly but if you're looking at this
27:45.36 and you're like hey you know could we
27:47.52 add this or can the system do it this
27:49.52 way
27:50.32 please let us know this feature isn't
27:52.88 maybe like a year
27:54.56 or so old maybe a year and a half
27:57.04 so we're definitely still improving it
27:58.80 we're hearing feedback every single day
28:1.36 and meeting management is such an
28:2.96 interesting concept because
28:5.36 it's such a pain point for a lot of
28:6.96 people
28:8.16 especially what i found is that
28:9.60 follow-up email
28:11.04 tracking all the changes and it's uh
28:13.12 standardized everybody's going to be
28:14.64 getting the same follow-up
28:16.40 can be really helpful to take out kind
28:18.16 of that manual aspect of it
28:21.60 all right so i'm going to close that
28:24.88 perfect
28:26.40 so last but definitely not least and
28:29.12 then we'll i think be able to open this
28:30.96 up for more questions
28:32.80 it's kind of the email management aspect
28:35.44 of this
28:37.20 so let's go let me go find a good
28:38.88 example here
28:40.48 we'll use this guy
28:42.80 so in terms of email management priority
28:45.52 matrix has definitely kind of taken a
28:48.32 big leap here and been able to assist a
28:50.40 lot of people
28:51.76 with keeping track of their important
28:53.44 emails
28:55.04 so for those of you that have attended
28:56.56 any of my other webinars
28:58.72 you're likely familiar kind of with how
29:0.56 this works but the idea is to take an
29:2.48 email
29:3.60 you can prioritize it into
29:6.24 the correct project
29:8.32 choosing the right quadrant delegating
29:10.96 it if you need to picking your due date
29:13.84 so it doesn't slip through the cracks
29:15.36 and then you can create the action item
29:19.04 i went through that very quickly again
29:20.64 because i'll i'll show that step more so
29:23.28 in kind of the basic intro because what
29:25.36 i wanted to show you is the idea of
29:28.80 not necessarily creating a new action
29:31.04 item but giving you the option to link
29:33.28 this email to a pre-existing task that
29:36.08 you already have
29:37.60 so this actually just happened to me
29:39.52 this morning
29:40.88 i was working on a customer ticket with
29:42.96 pablo who we see here he's our cto and
29:45.52 um co-founder
29:48.24 and then that user sent me an email with
29:50.08 an update so what i did is i went to my
29:52.40 outlook and i found that pre-existing
29:55.04 task for that customer and i attached
29:57.76 that email so then pablo could see that
30:0.24 email he could see
30:1.84 their explanations see the attachments
30:3.84 that they shared with us
30:5.68 and it's all linked together keeping it
30:7.44 really well organized
30:9.76 most importantly i'm staying out of my
30:11.44 inbox so i didn't have to forward that
30:13.20 email to anybody
30:14.96 i didn't have to cross my fingers that i
30:16.72 remember about it to follow up
30:19.04 put it in my pm pablo could then see it
30:21.52 i set my deadline and we could talk
30:23.84 about it in priority matrix
30:28.48 lastly
30:29.60 if you're
30:31.68 using priority matrix with your
30:33.20 teammates you can get contextual details
30:36.16 here in the sense that
30:38.24 you'll see where it says office 365 you
30:40.56 can choose a user on your team and the
30:42.40 system will show you all of your shared
30:44.08 emails between yourself and that person
30:46.56 just to kind of keep you up to date with
30:48.16 the latest
30:51.68 so let me double check on my notes here
30:54.40 we did productivity insight reports
30:56.64 workload management dependencies the
30:59.04 meeting agenda and outlook
31:2.00 so if that's
31:3.44 not too much information hopefully it's
31:5.60 not i know that
31:6.96 you know these like i said these
31:8.48 advanced features i don't always get
31:10.00 time to show them because they are a
31:11.44 little bit more complex
31:13.28 but in my opinion you know
31:15.36 it's some of the most important stuff
31:17.28 that priority matrix offers
31:19.92 so
31:20.72 hopefully that was kind of a help
31:22.24 helpful um
31:23.76 quick demo into how all of that works
31:26.80 i would love to kind of pause here
31:30.00 and ask questions so shelly let's see i
31:33.04 did see
31:35.36 your comment you mentioned meeting
31:37.28 minutes so let me see
31:39.60 if i can find
31:42.40 a follow-up email example in my
31:45.36 inbox and
31:47.76 from my meeting but it's from my
31:49.36 meetings but yes basically what happens
31:51.60 is
31:52.56 when you use the priority matrix agenda
31:55.12 or agenda by priority matrix
31:58.56 the system automatically follows up with
32:0.72 you to track
32:2.40 all of the changes that have happened
32:5.28 during that meeting and a lot of people
32:7.68 reference those and call those meeting
32:9.68 minutes so that's what we called our
32:11.28 emails
32:12.40 i'm looking for an example here
32:17.36 an example email to show you all i don't
32:19.12 know if i can find one but in my
32:20.48 follow-up email to everybody i can take
32:22.56 a little screenshot of
32:24.40 what that email format will look like
32:26.40 for you
32:31.60 uh salvador i see your question to
32:33.60 utilize the priority matrix meeting
32:36.08 feature does everyone need to have
32:38.56 um
32:39.44 license does everyone need to have a
32:41.76 license to access
32:43.76 so
32:45.28 the answer is kind of yes and no because
32:48.32 we've seen
32:49.84 the meeting
32:51.44 agenda by priority matrix meeting
32:53.36 feature used with external collaborators
32:55.92 as well
32:57.20 to again just kind of help people stay
32:59.28 on track
33:0.48 and touch on all those super important
33:2.88 action items that may be important for
33:5.60 your stakeholders to be aware of so
33:9.60 in the sense of collaboration and being
33:11.52 able to pull from your priority matrix
33:13.76 kind of bank of priorities
33:16.16 in that sense yes you would need to have
33:18.64 a priority matrix account to have all
33:20.56 that collaboration but
33:22.48 again on the other hand if there's
33:23.92 external collaborators that are joining
33:25.76 that meeting with you
33:27.60 they will be able to see
33:29.44 that agenda that you've preset
33:32.16 if that kind of makes sense
33:34.56 yes so yeah external collaborators can
33:37.28 see the agenda and
33:39.28 in fact they will get that follow-up
33:41.20 email with the meeting minutes which is
33:42.88 kind of cool because
33:44.72 if you're in a meeting with those
33:46.00 stakeholders
33:47.60 and you guys talk about all the next
33:49.12 steps for this project you're working on
33:51.04 together
33:52.64 we want everybody to continue to be on
33:54.56 the same page so they will get that
33:56.16 follow-up email saying hey here's x y
33:58.40 and z that we discussed in the meeting
34:0.72 and you know here's when we're gonna
34:1.92 have it done
34:3.92 gotcha and then is that a uh is that a a
34:7.28 different um license tier right because
34:10.16 i think it's that there's like the
34:11.60 priority matrix uh there's like
34:13.20 different
34:14.40 little different licenses correct
34:16.56 because i like the the most uh
34:18.88 i think the business one is that the one
34:20.96 that has that uh
34:22.96 yeah great question so the the uh the
34:26.16 gantt chart and the reporting those are
34:29.04 part of the business and enterprise
34:31.36 license however
34:33.36 the agenda that we looked at in the
34:35.36 calendar
34:36.48 that is actually part of the pro license
34:39.28 so you wouldn't necessarily need the
34:40.88 full the full business license to access
34:43.20 this
34:44.72 gotcha okay
34:46.48 does that seem like does it seem like
34:48.00 something that might be helpful for you
34:49.36 salvador are you kind of thinking about
34:51.12 how you might use it
34:52.64 no yeah absolutely because you know
34:54.64 right now i have now i'm on calls like
34:57.04 like every day right
34:58.80 that's my life it's just meetings and i
35:0.88 know i put agenda items and meeting
35:2.56 notes
35:3.44 right you have something a little bit
35:4.72 more you know like it's a check off kind
35:6.56 of thing you know i mean and you can
35:8.24 create that in me notes as well but i
35:10.24 mean just to have it automatically just
35:12.16 be there you know just you know it's
35:13.84 it's just i think it's a little bit more
35:15.12 uh user-friendly here
35:16.88 right and everyone knows when they do
35:18.40 their thing right and it's um
35:20.48 yeah i i like how this is set up a
35:22.40 little better and it can be assigned to
35:23.76 people right you know
35:26.16 so yeah over there i'm like creating
35:28.00 okay you know i'm like typing out the
35:30.16 agenda you know or like
35:32.00 the action items right when they can
35:33.52 just be clearly just you know created
35:35.76 here right so i think this is a you know
35:38.00 definitely a uh
35:39.84 a great feature so that's what i was
35:41.76 asking if this is a you know this is
35:44.56 this is probably the separate lines but
35:45.68 because this is part of the pro uh he
35:47.36 said the pro right so that's what's
35:49.76 the business so that's that's awesome
35:52.48 yeah
35:53.68 yeah and thank you for sharing that
35:55.04 salvador i'll follow up with you one on
35:56.96 one and if you want to kind of take a
35:58.80 closer look at this together just let me
36:0.56 know um
36:2.08 but yeah i see a lot of people kind of
36:4.08 doing this
36:5.84 you know this format for meetings but a
36:7.52 lot of the times it just goes into like
36:9.20 an excel spreadsheet or a google doc
36:11.44 which you know at the end of the day
36:13.28 it's just not really collaborative
36:14.56 enough to get you know anything out of
36:16.88 those priorities and whatnot
36:19.68 absolutely that that's exactly what's
36:21.52 going to start with it was like you know
36:22.48 i know i need man i have too many
36:23.84 managers you have a lot of things going
36:25.04 on um you know a guy's creating an
36:27.44 action night's excel sheet i'm like oh
36:28.88 lord but then right i know yeah please
36:31.60 go get another excel sheet yeah
36:34.00 right you know and then i was told about
36:36.56 this i'm like this is way better you
36:38.56 know and it has all these other features
36:40.24 like it's just more automated in a sense
36:41.84 where
36:42.72 it's just it's just
36:44.08 well yeah i'm glad this exists that's
36:46.08 all well
36:47.20 well thanks for sharing i'm excited to
36:48.80 hear how it goes for you
36:53.20 any other questions let's see so shelly
36:56.32 yes i will send that follow-up email
36:58.72 with the format of
37:0.48 the meeting minutes if
37:2.64 i would have been better prepared i
37:4.64 would have had that ready to show all of
37:6.64 you today but i'll definitely get that
37:8.88 put together for you let's see let's go
37:11.36 back to my presentation
37:15.20 and we can kind of look at this so a
37:17.04 couple things i want to share before
37:18.80 people start dropping off is
37:21.36 in april i think i have 15
37:23.84 more webinars scheduled and we're doing
37:26.56 a really cool one which is kind of like
37:28.32 a ask me anything fireside chat event
37:30.88 and
37:31.84 what happens there is that basically
37:33.68 people from the priority matrix
37:35.12 community just join and we ask questions
37:37.52 we share our use cases and
37:39.76 we just kind of learn from like-minded
37:41.44 people and see how our use case can you
37:44.08 know be benefited from basically their
37:45.92 advice and vice versa so
37:48.32 it's really fun we have an hour blocked
37:50.08 off and last week it definitely lasted a
37:52.24 full hour it's kind of a an open
37:54.24 conversation so
37:56.00 that will be hosted on april 9th at some
37:58.64 time in the afternoon i think it's 10
38:0.32 a.m mountain standard time and if you
38:2.08 can definitely join it it's a really
38:4.40 cool experience
38:8.00 can we share this webinar with our
38:9.52 senior leadership yes shelley i will
38:12.16 um this is being recorded and i'm gonna
38:14.72 send it to all of you right when it ends
38:17.52 but with that being said
38:19.36 i definitely understand that this
38:20.72 webinar is kind of long
38:22.56 um so if there's anything in here maybe
38:24.88 it's the meeting agendas or maybe it's
38:26.48 the email management aspect basically
38:28.72 all of these
38:30.32 functions here i've made more condensed
38:32.48 videos about as well so those are all
38:35.04 accessible on our youtube page
38:37.36 or shelley specifically for you if um
38:40.48 you know you you have something in mind
38:42.08 that i can send you just let me know and
38:43.76 i can
38:44.72 pick those resources out for you
38:55.84 awesome well if that is it
38:58.32 for questions again i hope that this was
39:1.84 coherent because it was my first time
39:3.36 doing the advanced one
39:5.12 um but as i said 100 times i was super
39:7.44 excited to be able to share this with
39:8.80 you all and i do plan to
39:10.96 continue
39:12.24 doing it you know at least once a week i
39:14.16 need i want to do the intro and the
39:15.92 advanced session
39:17.68 and as
39:18.80 as more features come out and we
39:20.24 continue to add more advanced
39:21.68 functionalities to pm the webinar will
39:24.48 constantly be changing and updating to
39:27.28 kind of share those new new
39:28.72 functionalities so
39:30.88 thank you again for your time that
39:32.72 follow-up email is going