A managers playbook for successful teamwork; Priority Matrix for Office 365

Video presented by Pablo Diaz-Gutierrez

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Interruptions kill your productivity. Learn how to switch context less often, and see status updates when the time is right for you. We will show you how Priority Matrix helps teams get more done with Office 365.

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Video transcription (29:39.84) Stop scroll

0.00s that we're going to look at specifically
2.08s how priority matrix for office 365 can
5.52s support that successful teamwork
9.76s so i've been lucky enough to talk to a
12.24s lot of our first-hand
13.84s users and also work with kind of you
16.32s know that ongoing user base as well
19.28s and when i work with managers within a
21.60s company
22.72s a lot of the times some of their biggest
24.96s struggle is
26.56s um you know visibility being able to
29.84s easily see status updates from their
32.00s teammates
33.04s you know give those status updates and
34.72s make sure that everybody's kind of on
36.32s the same page all the time
38.80s and so i typically ask you know hey so
40.56s and so how do you currently get
42.88s visibility to work with your teammates
46.24s what that typically looks like without
48.00s priority matrix is emailing
51.04s a lot of organizations use spreadsheets
53.28s and you know documents like google docs
55.44s or excel
56.96s daily and weekly meetings and uh
1:0.00 microsoft teams and chats in channels i
1:2.96 would say those are the top four answers
1:5.36 that i typically get when i ask those
1:7.28 managers this question
1:9.52 and
1:10.72 after we talk about that we typically
1:12.88 come to an understanding that the
1:14.80 challenges that this manager is facing
1:17.28 are
1:18.16 incredibly similar to challenges faced
1:20.40 by other management before they start
1:22.32 using priority matrix with those current
1:24.24 methods that they're using so what do
1:26.80 these similar challenges look like
1:28.88 before an organization or specifically a
1:31.28 manager starts using priority matrix
1:34.80 they can look like a manager feeling
1:36.56 unsure if a task will be finished on
1:38.56 time
1:39.76 priorities are typically not aligned if
1:41.76 they're just being sent through emails
1:43.28 or verbally discussed it can be hard to
1:45.60 understand what needs to get done first
1:48.88 a lot of the times a manager will send
1:51.12 out an email and cc everybody on the
1:53.20 team this kind of circles me back to the
1:55.28 first point here which is unsure if
1:56.96 something's going to be finished on time
1:58.64 which is
1:59.76 you know waiting for email updates and
2:1.84 again not really sure if that email is
2:4.08 ever seen
2:5.20 i know for myself i can send out dozens
2:7.44 of emails and you know without any type
2:9.92 of confirmation of my team letting me
2:12.16 know hey i saw this yes we are going to
2:14.00 get this done on time
2:15.68 you know unfortunately that that doesn't
2:17.84 happen as much as we would like it to if
2:20.08 it did
2:21.04 emailing would probably be more
2:22.56 effective but
2:24.24 a lot of the time we don't know if our
2:25.68 email was read and we don't know if you
2:27.76 know the the person who sent this email
2:29.76 to is receptive and they're actually
2:31.20 going to get these tasks finished on
2:32.96 time
2:35.12 lastly a huge problem that i think a lot
2:37.60 of managers can relate to is you know
2:39.52 we're stuck in meetings all day what
2:41.52 that looks like is uh you know hopefully
2:44.00 not all week or every day during the
2:46.16 week but sometimes what it comes down to
2:48.32 is you're stuck in meetings for five or
2:50.00 six hours a day and what that leads to
2:52.48 is really no time to get your stuff done
2:55.68 but more importantly there's no time to
2:57.68 link up with your teammates
2:59.52 wait for those emails give them a call
3:1.52 and get those status updates so again
3:4.96 for everybody on this meeting today if
3:7.12 you are a manager
3:8.56 uh you know i'm fairly confident these
3:10.88 challenges probably do resonate with you
3:12.96 but the good news is when you do adopt
3:15.68 priority matrix a lot of these things
3:17.36 are going to be washed away and you'll
3:19.44 be able to more effectively work with
3:21.60 your team
3:26.96 so i
3:28.40 i'm a big fan of linkedin you know i'm a
3:30.96 part of a couple different communities
3:32.64 on there and with that i'm lucky enough
3:34.56 to connect with you know hundreds of
3:36.16 people who are like-minded to myself and
3:38.88 you know kind of in similar roles and
3:41.28 as i was browsing through linkedin the
3:42.88 other day one of my um actually one of
3:45.76 my mentors had posted this and um i
3:48.24 couldn't help but laugh because
3:50.16 you know not only can i relate to this
3:52.48 but
3:53.36 the majority of the managers that i talk
3:55.20 to on a day-to-day basis can also really
3:57.20 relate to this quote which was something
3:59.36 though along the lines of the idea being
4:1.84 managers spend 30 minutes in meetings
4:4.16 and then they have 40 slack messages
4:6.48 after it they have time to answer just
4:8.80 one question or slack message and then
4:11.68 rinse and repeat for the next five hours
4:14.88 and
4:15.76 you know th this is uh unfortunately
4:18.08 it's so relatable and what happens is
4:20.24 when we're stuck in these meetings all
4:21.68 day
4:22.56 again there's no time to actually
4:24.00 communicate with our teammates um you
4:26.24 know there's no time to share status
4:27.84 updates or again wait for an email or
4:29.84 schedule another meeting with them so
4:32.16 this quote is so relatable and honestly
4:34.32 it's so painful to accept that this is a
4:36.80 problem for everybody um and what
4:39.12 priority matrix is gonna do is it's
4:41.68 going to when you do have time to have
4:43.76 these team meetings
4:45.36 or even meetings with external
4:46.88 collaborators it's going to give you a
4:48.64 space to actively share updates during
4:50.56 meetings
4:51.76 and let your teammates see those updates
4:54.08 as well
4:57.84 so
4:58.64 you know at the end of the day what does
5:0.48 successful teamwork actually look like
5:2.88 for a manager sure we can look at the
5:4.88 challenges and sure we can say hey this
5:7.28 is what's not going right but let's kind
5:9.36 of flip the script here and start to
5:11.04 look on a more positive note and let's
5:13.36 focus on what successful teamwork can
5:15.84 actually look like
5:17.76 so what this would feel like is
5:19.44 individual contributors knowing exactly
5:21.84 what to work on after a meeting ends
5:24.56 priority matrix provides several spaces
5:27.12 for a team to actively share and track
5:29.68 updates during a meeting so after the
5:32.00 fact everybody knows exactly where they
5:34.00 need to get started
5:35.60 that kind of leads me into my next point
5:37.84 which is everybody knows exactly what
5:39.68 their responsibilities are and when
5:42.32 they're going to be due again this
5:44.00 becomes super easy when you use a system
5:46.48 such as priority matrix which allows you
5:48.56 to share these updates automatically so
5:51.04 you don't have to do it after the fact
5:53.52 centralized conversations um and
5:55.68 communication so everything doesn't have
5:57.52 to be repeated again if i share a status
6:0.48 update for one of my teammates i want
6:2.96 everybody to be aware of that so they're
6:4.64 not you know knocking on my door asking
6:6.56 the same question over and over it just
6:8.80 doesn't need to happen and um you know
6:11.12 priority matrix can definitely prevent
6:12.96 repeated conversations and updates
6:16.56 lastly um and you know probably most
6:18.72 relatable but also most obvious is
6:21.20 successful teamwork is also going to
6:22.96 lead to tasks and projects being
6:24.88 finished on time
6:26.48 what this can look like if you're on a
6:27.92 sales team is you know more revenue for
6:29.84 the company
6:31.04 makes it a whole lot easier for managers
6:33.20 to meet with their direct reports when
6:35.36 everything is being finished on time you
6:37.52 know and ultimately it just helps
6:38.96 everybody move things along um without
6:41.12 any without any traffic jams
6:43.44 so in my opinion from working with a
6:45.68 bunch of different managers in different
6:47.20 companies this is what everybody's goals
6:49.92 are and this is what successful teamwork
6:51.92 would look like
6:53.52 for a manager and this is what we will
6:55.60 accomplish by using priority matrix
7:0.96 so how can priority matrix help
7:5.12 i was recently working with a project
7:7.28 manager and they shared something with
7:9.20 me that um you know kind of stuck with
7:10.96 me and i think that this is probably
7:13.28 pretty relevant to everybody on this
7:14.80 call which is a priority matrix allows
7:17.36 our team to organize our tasks and avoid
7:19.84 responsibilities falling through the
7:21.28 cracks
7:22.24 if you remember just a minute ago this
7:24.16 is a very common challenge which is
7:26.80 people forgetting about their
7:28.48 responsibilities and things not being
7:30.88 finished on time
7:32.48 and this is firsthand proof that a
7:34.32 project manager i believe they have a
7:36.16 team of of about 20 or 30 people believe
7:38.80 it or not when they started using
7:40.80 priority matrix their challenges were
7:43.20 diminished and they actually felt
7:44.88 confident that they were getting
7:46.56 everything done and getting it done on
7:48.56 time
7:51.92 so why does priority matrix help
7:54.88 what we're going to look at today in the
7:56.88 live demo is
7:58.40 how priority matrix actually gives
8:0.48 people immediate visibility especially
8:3.20 for the manager if they need to see
8:5.20 status updates
8:6.64 deadlines things that were pushed back
8:8.96 as long as their teammates are updating
8:10.96 it somewhat periodically they are going
8:13.04 to be able to get these this immediate
8:14.96 visibility exactly when they need it
8:17.68 with that priority matrix provides a
8:20.08 place for everybody to communicate on a
8:22.32 very task specific level
8:24.72 so with that centralized communication
8:26.72 everybody's on the same page all the
8:28.56 time
8:30.56 progress updates and deadlines are just
8:32.56 in one central space
8:34.56 um and that kind of leads into the next
8:36.24 point which is we're going to be able to
8:37.76 switch to context a whole less a whole
8:40.08 lot less often
8:41.68 when you have everything in just one
8:43.52 space
8:44.56 what it means is
8:46.08 or rather what it doesn't mean is going
8:47.76 to your email going to your chat going
8:49.84 to your meeting notes going to all these
8:51.92 different spaces we're able to see it in
8:54.24 just one place
8:55.68 which leads to less distractions when
8:57.68 we're jumping around from platform to
8:59.76 platform
9:4.32 so what are the next steps with all this
9:6.00 being said i think that that is
9:8.96 um you know granted it's pretty quick
9:10.64 but it's a pretty good introduction to
9:13.68 what you know common challenges look
9:15.68 like for managers before priority matrix
9:18.80 why we're going to help
9:20.40 and then the next steps so the first
9:22.56 thing you're going to want to do is
9:23.76 start your free trial
9:25.76 with priority matrix and definitely add
9:27.68 your teammates
9:29.60 next up you're going to want to download
9:31.20 priority matrix for any platforms that
9:33.44 you're using it on it's a multi-platform
9:36.00 application meaning you can use it for
9:37.92 your mac windows mobile
9:40.48 we also have a web application
9:43.04 and most commonly priority matrix is
9:45.52 actually used directly through teams in
9:47.76 outlook 365 which is what we're going to
9:50.08 look at today
9:52.32 lastly of course we're going to be
9:53.76 looking at this webinar today but be
9:55.68 sure to register for all of my upcoming
9:59.04 webinars for the rest of january and
10:1.04 also i'll be booking some out through
10:2.56 february as well and these are going to
10:4.56 be some of your best resources to really
10:6.40 help you get started
10:10.96 so we made it um thank you everybody for
10:13.60 sticking around through that um you know
10:15.60 pretty quick introduction to what we're
10:17.20 going to be looking at today and with
10:19.44 that being said let's actually
10:21.52 transition into looking at the priority
10:23.84 matrix application
10:27.36 so for those of you who are actually
10:29.44 still brand new to
10:31.52 priority matrix and you're not really
10:33.28 familiar with the layout here
10:35.52 i'm going to take a minute just to kind
10:36.96 of explain that
10:38.72 so that so everything will make a little
10:40.32 bit more sense
10:41.84 so again what we're looking at here this
10:43.76 is my priority matrix and i have it
10:46.40 running directly through microsoft teams
10:48.88 so for those of you who spend a lot of
10:50.64 the time in chats and in channels or in
10:54.24 meetings like we talked about you're not
10:56.40 going to have to leave teams to go back
10:58.56 and update your projects and communicate
11:0.48 with your team
11:1.84 especially as a manager like we talked
11:3.60 about
11:4.48 for those people who are in meetings
11:6.00 five or six hours a day something as
11:8.40 small as having to open up a different
11:10.16 tool and kind of you know figure out
11:11.76 what we're looking at that's going to be
11:13.60 a delay and we don't want you to have to
11:15.20 do that we want you to
11:17.12 be able to work directly through
11:18.56 microsoft teams
11:21.84 when it comes to getting started these
11:24.00 two projects down here are actually
11:26.00 templates that i imported directly from
11:28.24 our website those are free and available
11:30.80 for everybody simply put there to help
11:32.88 managers get started quickly without
11:35.20 having to you know brainstorm too much
11:37.04 about getting started with priority
11:38.64 matrix
11:40.08 i also added a personal example up here
11:42.64 i've seen
11:43.84 a lot of people be successful with staff
11:46.48 onboarding and it looks like i'm
11:48.48 actually
11:49.68 missing one of my projects so you can
11:51.92 kind of see the real use case here i'm
11:54.64 going to add another filter for this
11:57.36 project go back
11:59.04 and then apply that again because this
12:0.72 is actually a really relevant project
12:2.64 that i wanted to make sure we look at
12:4.80 which is in terms of a sales manager
12:7.52 just a probably a pretty relatable
12:9.68 example
12:10.72 even if you're not a sales manager what
12:12.48 it looks like is a lot of moving parts
12:14.32 and a lot of necessary updates i've seen
12:17.12 a lot of sales teams use priority matrix
12:19.44 to track leads whether it's inbound
12:21.76 leads you know cold calling the manager
12:24.16 definitely needs to see those updates
12:26.00 and be on the same page so using a
12:28.32 priority matrix project is a great
12:30.16 example for this
12:33.52 now when it comes to projects and a lot
12:35.76 of people are concerned that you know
12:38.16 maybe everybody in the organization is
12:40.32 able to see these projects or people are
12:42.32 going to be getting notified whenever
12:44.08 you create a new project
12:46.16 oops
12:47.60 and that is you know luckily that's not
12:50.00 the case when you create a project it's
12:52.00 completely private until you
12:54.08 intentionally share it with your team
12:56.40 for the example that we're looking at
12:58.00 today which is you know more effective
13:0.24 teamwork
13:1.28 of course you're gonna want to be
13:2.72 sharing these projects with your
13:4.00 teammates but i like to clear the air on
13:5.68 that because it does make some people a
13:7.76 little bit worried sometimes
13:14.00 all right so
13:15.84 so with that being said one thing that i
13:18.24 really want to focus on is how managers
13:21.60 can successfully use priority matrix for
13:24.48 um you know for better teamwork
13:27.28 so the first thing that we're actually
13:29.12 going to look at is
13:30.64 i'm going to go ahead and
13:33.04 open up one of these projects so if
13:35.36 you're a manager and you have a couple
13:37.20 specific projects on your plate
13:40.32 and you want to really zero in and see
13:42.48 those status updates you can actually
13:44.80 just open up this project
13:46.88 which is going to contain all of those
13:48.56 priorities and all those moving parts
13:51.12 specific for this project and your
13:53.12 teammates so what this means is you no
13:55.92 longer have to send an email you no
13:57.84 longer have to schedule a meeting or
14:0.48 send a chat or channel you're going to
14:2.64 open up these projects and this is going
14:4.88 to contain
14:6.08 all of those tasks for this project
14:10.32 a challenge that we had looked at
14:12.08 earlier in this presentation is
14:14.32 priorities that are not aligned so maybe
14:16.80 you have a meeting and as a manager you
14:19.12 say okay x y and z needs to get done by
14:21.12 next friday
14:22.48 if everything has the same deadline or a
14:25.04 similar deadline it can be challenging
14:26.88 to understand
14:28.24 you know what the highest priority is in
14:30.40 the eyes of the teammates and the
14:32.16 management
14:34.16 when you use priority matrix you're able
14:36.48 to use the quadrants to really easily
14:38.72 say hey guys
14:40.08 um you know here's what we need to get
14:41.92 done now
14:42.96 and here are the lower priorities that
14:44.96 can wait a little bit longer
14:47.20 you can take it a step further and you
14:49.12 can actually go in and you can set your
14:51.04 deadlines
14:52.24 so again this makes it very apparent for
14:54.40 a manager to be able to say here's when
14:56.56 it needs to get done
14:58.40 you're able to delegate that task out
15:1.36 and you're also able to actually know
15:3.20 when they see that item their picture is
15:4.88 going to show up in this chat here
15:7.44 so what we're doing is again we're
15:9.60 replacing the need to send an email with
15:11.52 10 people cc'd on it because as we
15:14.16 discussed and agreed on sending emails
15:16.56 is not effective we don't know if
15:18.08 they've read it we don't know if they're
15:19.76 you know
15:20.64 accepting that they're responsible for
15:22.24 the task
15:23.36 but with this you can very easily
15:25.04 delegate it to them
15:26.48 you can set your deadline and then i can
15:28.24 even say
15:29.36 remind cody in 10 minutes if i have any
15:32.00 concern that this is slipping through
15:33.44 the cracks there's a lot of
15:34.56 notifications and a lot of reminders
15:37.44 that managers can set to make sure
15:39.60 nothing is being forgotten about
15:43.76 so kind of looking at this actually from
15:45.60 a higher perspective now looking at
15:47.84 things on a project level is great if
15:50.00 you're ready to focus on just that
15:51.68 project
15:52.88 but as a manager using priority matrix
15:55.36 i've started to understand that
15:57.12 sometimes it can actually be more
15:58.56 helpful to get kind of that bigger
16:0.16 picture
16:1.28 whether you want to see
16:2.88 every single thing everybody's working
16:5.20 on which would be this kind of
16:7.12 full-featured search view we're
16:8.96 literally looking at everything in
16:10.56 priority matrix
16:12.56 or
16:13.60 in my opinion i think more importantly a
16:15.92 manager can go to the search view they
16:18.48 can choose a specific person
16:21.04 and now i'm able to see in this example
16:23.28 i can see hey bella has
16:25.28 you know this many upcoming deadlines
16:28.00 here's her progress completed
16:30.32 and again she should have periodically
16:32.80 been sharing status updates with me so i
16:34.96 have this visibility and i have this
16:36.80 understanding immediately
16:38.80 without having to send that email or
16:40.48 schedule another meeting
16:42.48 keeping in mind
16:43.92 not only me as a manager can i see these
16:46.88 updates but everybody who's part of this
16:48.80 project and on our team
16:50.72 is also able to see the status updates
16:53.20 so again we're all on the same page all
16:55.76 the time
16:58.80 what's also nice about the search view
17:0.96 in terms of switching context less often
17:3.76 for managers we simply don't have time
17:6.56 to dig through 10 different platforms
17:8.88 but now what we can do
17:10.72 is you can type in a keyword into the
17:12.80 search bar
17:13.92 and you're going to find all of your
17:15.76 priority matrix priorities
17:18.40 as well as every single email
17:20.80 meeting and shared file with this
17:22.56 keyword
17:23.60 so what we've done is we've eliminated
17:25.36 the need to have a bunch of different
17:27.12 platforms running at the same time and
17:29.28 searching through them but now you can
17:31.36 actually find what you're looking for
17:32.80 super quickly just by using priority
17:35.44 matrix
17:40.56 so what i really wanted to show you all
17:43.20 is
17:44.24 how priority matrix is actually going to
17:46.24 support you not only on kind of a
17:49.28 project and task level allowing you to
17:51.52 effectively communicate and get those
17:53.44 status updates when you need them
17:55.52 but i think that really importantly is
17:58.48 showing managers how they can have
18:0.56 effective meetings
18:2.08 like i said either with their teammates
18:4.16 or with external collaborators
18:6.64 and share those updates immediately with
18:8.80 their teammates so everybody knows what
18:11.36 they need to work on after that meeting
18:13.44 ends
18:14.64 what happens here and what's great about
18:16.56 it is
18:17.60 like we talked about a lot of the times
18:21.52 managers are in meetings back to back to
18:23.84 back all day long and they don't
18:25.68 actually have time to go in send out an
18:28.24 email update or even you know update
18:30.72 their priority matrix items they need to
18:33.28 be able to utilize those 30-minute
18:35.04 meetings to actively share those updates
18:38.32 and
18:39.52 with what's called agenda by priority
18:42.64 matrix
18:44.00 managers are actually now going to be
18:45.92 able to do this which a lot of the times
18:48.32 when i show this to people um you know
18:50.88 not not to say that they have tears of
18:52.88 happiness but it's kind of like
18:55.28 wow you know i never thought this would
18:56.96 be possible i can't imagine how helpful
18:59.92 this is going to be
19:1.84 so
19:3.04 what happens when you add agenda by
19:5.36 priority matrix to just a regular teams
19:7.84 meeting is
19:9.44 anybody who's using priority matrix with
19:11.76 you
19:12.56 so let's say a manager gets into a
19:15.04 meeting with you know their top three
19:16.80 sales people for example
19:19.04 they add agenda by priority matrix
19:21.36 here's a live example i just created
19:23.92 this earlier today
19:26.16 myself with pablo and anybody else who
19:28.48 would be in this meeting from our team
19:30.32 is automatically added to this agenda
19:33.20 and the system automatically creates
19:35.92 this agenda for you which is saying hey
19:38.32 here's recently modified items and
19:40.88 upcoming due dates
19:42.56 for each person
19:44.24 so the system is basically doing its
19:46.08 best to provide this meeting agenda for
19:48.16 you
19:49.04 and if for whatever reason you're like
19:50.56 well we don't actually need to talk
19:52.48 about these today you can remove it and
19:55.44 then you can go in and you can add
19:57.92 from your bank over here
19:59.84 your priority matrix action items i
20:2.80 could even search for a keyword if i'm
20:4.96 like hey uh you know i'm trying to
20:6.32 remember this item i know we need to
20:7.92 talk about it
20:9.12 search for a couple keywords go in there
20:10.96 and add those
20:13.04 and then you have this meeting agenda
20:14.88 created for you you know you can have
20:17.12 this quick meeting get through
20:19.44 um you know all those top priorities
20:22.32 everybody in this meeting is going to
20:23.84 have this available to them
20:26.32 what's even more incredible about this
20:28.32 automatically created agenda is when we
20:31.12 hit join if i were to do this this is
20:34.48 where
20:35.36 you know it's incredibly helpful because
20:38.08 when we're in this meeting
20:40.08 this agenda is going to be pulled up on
20:41.92 the right-hand side panel in the team's
20:44.24 meeting
20:45.44 what this means
20:46.88 is after we go through our agenda of
20:50.00 priorities we need to talk about
20:52.16 we can actually create brand new action
20:54.80 items as well so maybe i say follow up
20:57.12 with
20:58.00 sam this is
20:59.60 you know kind of urgent it's going to be
21:1.12 due friday at 7 00 am
21:3.36 i can actually create this action item
21:6.40 i can even delegate it to somebody on my
21:8.72 team
21:9.76 i can put it into the proper to-do list
21:12.72 i can even add all of my item notes and
21:16.16 when we hit add
21:18.08 this task has been created it's been
21:20.08 delegated and it's been prioritized
21:23.36 what does this mean what this means is
21:26.24 as a manager when the meeting ends we
21:28.80 don't have to worry about our teammates
21:31.92 not knowing what they need to get done
21:33.52 or worry about blocking off a separate
21:35.60 time to check in and make these updates
21:39.12 because we're able to actively do this
21:41.44 during our meetings
21:43.44 if you have a meeting with
21:46.16 an external collaborator and you'd still
21:48.48 like to track this you can absolutely
21:50.32 still add agenda by priority matrix you
21:53.36 can absolutely still create new items
21:55.28 and delegate them to your teammates
21:56.72 during this meeting again this is a huge
21:59.44 relief for managers because their
22:1.92 teammates are going to be able to know
22:3.28 what they need to get done
22:4.88 you're able to communicate share status
22:6.88 updates and make sure nothing is
22:8.08 slipping through the cracks
22:9.68 simply by adding agenda by priority
22:12.64 matrix to the meeting that you already
22:14.64 have created and they are already having
22:19.28 so this would be more in terms of a team
22:21.84 meeting again add it to all of your
22:23.84 meetings um add it to several a day
22:26.48 definitely utilize it as best as you can
22:28.96 because it's gonna save you a ton of
22:30.96 time
22:32.72 in terms of one-on-one meetings so let's
22:35.44 say i'm a manager getting into a meeting
22:37.76 with one of my teammates
22:39.44 and it's super quickly we just need to
22:41.20 browse over all of our important tasks
22:43.60 that maybe i've created and delegated
22:45.52 out to this person
22:48.24 the one-on-one view is amazingly enough
22:51.04 going to create this shared priority
22:53.44 list between myself and this one other
22:55.92 person so again we can quickly buzz
22:58.08 through all of these updates
23:0.08 i can see the items with the upcoming
23:1.92 deadlines and maybe things that have
23:3.44 become overdue so i can check in and
23:5.60 make sure they're not being forgotten
23:7.12 about and we can also add a shared task
23:9.84 so again the idea is have effective
23:12.16 meetings and use that time wisely
23:15.36 and actually create these priorities and
23:17.68 delegate and prioritize them during the
23:19.76 meeting
23:20.72 so when that meeting ends we're all
23:22.24 ready to go when and we're all on track
23:24.40 with what we need to work on
23:27.92 similar to the search view the
23:29.76 one-on-one view is also going to give
23:31.36 you that insight to your office 365 data
23:34.64 however it's going to be centric around
23:37.84 just what's relevant to myself and this
23:39.68 one other person it's not going to give
23:41.52 us that whole
23:42.80 you know high level overview so these
23:45.04 are emails that are actually exchanged
23:46.80 between pablo and i there's going to be
23:49.76 meetings that him and i are both
23:51.20 involved in and then any files that have
23:53.76 been shared through microsoft teams
23:56.00 are all going to show up here
23:59.60 so with all of this being said i hope
24:2.48 you guys were able to kind of get a
24:3.92 perspective as to how priority matrix
24:6.40 will number one give you a central place
24:9.28 to share status updates more importantly
24:12.16 oops more importantly actually get those
24:14.16 updates from your teammates when you
24:15.84 need them
24:17.12 um and i also want wanted you all to
24:20.32 understand the importance of using
24:22.40 priority matrix during your meetings
24:24.96 to make sure no priorities are slipping
24:26.96 through the cracks and then actively
24:28.80 share those status updates during those
24:30.84 meetings so you don't have to spend time
24:33.12 doing them after the fact
24:36.08 something that we didn't touch on
24:37.76 specifically because
24:39.60 you know it didn't really fit into the
24:41.12 theme of this webinar but it is
24:42.88 something that i want you all to be very
24:45.44 aware of is a priority matrix also has
24:48.64 an integration with outlook
24:51.20 specifically designed to help with email
24:53.12 management
24:54.56 if this is something you're interested
24:56.00 in learning more about i did a webinar
24:58.80 specifically on email management last
25:1.36 week
25:2.64 which is available on our youtube page
25:4.96 so go there click on the webinar
25:6.64 playlist
25:7.76 and you can see exactly how this
25:9.84 integration is used for
25:11.76 better email management
25:16.32 so going back to our powerpoint here
25:19.52 um a couple kind of getting started tips
25:22.08 so again now that you kind of understand
25:24.48 the general foundation of how managers
25:27.60 at least get started using priority
25:29.60 matrix what do the next steps look like
25:31.44 from here
25:32.80 you're going to want to make sure that
25:34.24 everybody on your team is actually able
25:36.32 to access priority matrix what happens
25:39.12 is
25:40.40 if there's you know two or three people
25:42.16 or the license isn't big enough
25:44.24 um or a manager that's just not on board
25:46.32 yet
25:47.36 that's going to cause a friction and you
25:49.36 know kind of cause problems we need
25:50.88 everybody to be on the same platform so
25:53.68 those status updates can be you know
25:56.00 known and seen by everybody and in turn
25:58.32 shared on the same platform by everybody
26:0.64 we don't want any outliers causing you
26:3.04 know any platforms to be needed to be
26:4.88 used
26:6.72 you're going to want to use priority
26:8.16 matrix 100 for communication
26:11.04 i know for me when i first joined this
26:12.88 company um i was actually working in the
26:15.60 office i'm lucky enough to be remote now
26:17.60 but
26:18.64 my managers my teammates and i would
26:20.56 literally sit shoulder to shoulder at
26:22.32 our desks and and be chatting through
26:24.64 priority matrix
26:26.40 the reason we did this is because we
26:28.16 actually had some employees that were
26:29.76 based in europe
26:31.36 and
26:32.40 we wanted them to see kind of what we
26:34.32 were talking about again it did feel
26:35.92 kind of funny to be doing this but we
26:37.44 knew we needed to keep them in the loop
26:39.84 another reason we did that is because
26:42.80 a week later or you know several months
26:45.76 down the line if we needed to go back
26:47.52 and see hey what happened with that item
26:49.20 or what did he discuss
26:51.12 priority matrix actually works as kind
26:53.04 of a nice knowledge base for you as well
26:55.52 to be able to backtrack and see what
26:57.04 happened
26:59.04 you're going to want to focus on setting
27:0.64 those priorities as a team if something
27:2.64 needs to be adjusted or one of your
27:4.56 teammates moves an action item the great
27:7.12 thing is you're going to be notified
27:9.28 and everybody's going to be able to see
27:10.88 those updates so again you're able to
27:12.64 say hey in my opinion this is the
27:14.64 highest priority and then talk about it
27:16.40 as needed
27:18.72 use priority matrix for those weekly
27:20.96 meetings to number one drive your
27:22.72 microsoft teams usage and also again you
27:26.16 know have more effective and shorter
27:28.24 meetings
27:29.76 lastly i want to remind you guys that i
27:31.52 am hosting a bunch more webinars
27:33.36 throughout the month of january and
27:34.96 february um so i want to definitely
27:37.44 encourage you to attend those
27:39.60 i'm going to send you a follow-up email
27:41.60 with a list to all of my upcoming
27:43.44 webinars and with that being said if
27:45.76 you're like hey you know this webinar
27:47.76 topic would actually be super helpful
27:49.52 for my organization please let me know i
27:52.16 would love to kind of tailor something
27:53.60 specifically for what our audience is
27:55.84 looking for
27:59.12 so i'm gonna
28:0.64 let's see close out of this presentation
28:2.48 i'll stop sharing my screen for just a
28:4.40 minute if
28:6.08 anybody on this call has questions
28:9.76 um i would love to
28:11.76 take you off mute and actually answer
28:13.52 those for you
28:15.04 if you're still kind of thinking of
28:16.24 those i can go over some of the top
28:17.84 three questions that we typically get um
28:20.96 if you do have a question feel free to
28:22.88 raise your hand or drop it into the chat
28:25.36 box and then i can kind of answer it for
28:27.60 you there
28:29.68 some common questions we typically get
28:31.52 is how long can i test out priority
28:33.52 matrix with my team
28:35.20 you're going to be set on a two-week
28:37.04 trial by default however if you need it
28:40.40 more time it's not a problem we want you
28:43.12 to be able to you know fully test out a
28:45.12 new system before you commit to it
28:48.96 can priority matrix be used externally
28:51.92 yes you absolutely can use priority
28:54.40 matrix with your contractors
28:57.28 stakeholders anybody who's
29:0.08 externally from your company can still
29:2.16 use priority matrix with you there's no
29:4.00 barriers in that sense
29:7.04 lastly a lot of people like to ask you
29:8.96 know hey what kind of support does my
29:10.72 team get when we're using priority
29:12.56 matrix i mentioned it a couple times but
29:15.44 i'm i'm going to be doing a ton of
29:18.00 webinars those are going to probably be
29:19.52 your best resource
29:21.20 our business and enterprise customers
29:23.36 actually have access to
29:25.52 one-on-one training uh specific team
29:27.84 training sessions designed around their
29:29.68 needs and
29:31.20 i've also created custom training videos
29:33.52 in the past for larger organizations so
29:35.76 they can kind of watch it at their
29:36.96 convenience