Managing emails, meetings and priorities in Microsoft Teams with Priority Matrix

Video presented by Erica Beaulieu

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Take your productivity to the next level by learning how to manage projects, emails, and meetings with Office 365 and Priority Matrix. Learn how organizations just like yours are using Priority Matrix with Office 365 to focus on what matters the most.

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Video transcription (33:30.12) Stop scroll

0.32s let's go ahead and get started thank you
2.56s everybody so much for joining today
5.44s i'm gonna go ahead and turn my camera on
8.32s and just for a minute to introduce
9.84s myself
10.96s my name is erica um again thank you so
12.96s much for joining the webinar today my
15.36s camera is going to be off for the
16.48s majority of the webinar just to make
18.24s sure that we can have a good connection
19.92s but wanted to hop on introduce myself
22.16s and thank you all for
24.16s joining us on you know a very busy
26.64s holiday week and hopefully you can you
29.04s know get some good takeaways from this
30.64s meeting today this is being recorded and
33.52s we're going to email it out to all of
35.04s you
36.00s right after the meeting ends so you know
38.40s don't worry about that
40.40s all right so
41.76s i'm going to go ahead and turn the
42.96s camera off again to get the best
44.72s connection we can have
47.28s i have two of my teammates here hi and
49.92s pablo they're going to be
51.84s assisting me with
53.60s any technical issues that occur
55.12s hopefully it's smooth sailing but
57.20s if you all have questions during this
59.12s webinar
1:0.48 feel free to actually drop those in the
1:2.88 chat they're going to be answering those
1:4.56 periodically and then if you want to
1:6.56 hold your questions to the very end or
1:8.96 like i said we're actually going to do a
1:10.24 live q a so
1:13.12 go ahead and share my screen here and we
1:14.88 can
1:15.76 go ahead and get started
1:20.24 let's see
1:22.32 [Music]
1:25.12 okay so probably what drew you in today
1:28.56 for the webinar was the title that we
1:30.72 shared which is managing projects emails
1:33.44 and meetings within microsoft teams so
1:36.40 that's what i'm going to do my best to
1:37.84 explain to you all today
1:43.28 i wanted to give you all a quick look at
1:45.20 what today's agenda is going to look
1:46.96 like just so you know kind of what to
1:48.48 expect first of all i want to share a
1:50.48 quick overview of how priority matrix
1:52.88 supports teams
1:54.40 and really what organizations hope that
1:56.32 priority matrix can do for them
1:59.20 next up i'll give you a high level
2:0.88 overview of simply how priority matrix
2:3.52 integrates with office 365
2:6.24 and really most importantly why that is
2:8.56 critical for your team's implementation
2:11.52 of priority matrix
2:14.00 i want to take a quick look at common
2:16.08 challenges that organizations face
2:17.92 without priority matrix in case those
2:20.08 can kind of resonate with you just to
2:21.68 make sure you know that you understand
2:24.00 that you're in the right place today
2:25.28 watching this priority matrix webinar
2:28.00 and then most importantly what probably
2:29.76 drew a lot of you to the meeting today
2:31.76 is the live demo and actually the q a
2:34.56 that we're going to do at the very end
2:36.80 so that's kind of what we have on our
2:38.16 plate today i hope you're excited and
2:40.08 i'll do my best to kind of keep this
2:41.60 short and be respectful of everybody's
2:43.36 time today
2:46.72 so how does priority matrix actually
2:48.72 support teams and what are some of the
2:51.04 major goals that people come to us
2:52.80 expecting that priority matrix can
2:54.80 support them with
2:57.36 priority matrix is a project management
2:59.84 software designed to help you and your
3:2.32 team keep your priorities aligned
3:5.44 by creating one central location for
3:8.64 team collaboration
3:11.12 priority matrix also supports email
3:13.36 management and helps organizations have
3:15.60 shorter and more effective meetings i
3:18.16 know a lot of us on this webinar today
3:20.40 are probably hopping from one meeting to
3:22.72 the next today and so you know if
3:24.80 anything i know that that is a big a big
3:27.04 problem that people are trying to solve
3:29.44 lastly like i already briefly mentioned
3:31.44 it priority matrix does a great job at
3:33.60 creating just that one central location
3:36.16 where you and your teammates can work
3:37.68 together
3:40.72 so what do the common challenges look
3:42.40 like with organizations who don't use
3:44.56 priority matrix i am lucky enough to
3:47.20 talk to a lot of our first time priority
3:49.52 matrix users and
3:51.60 over the years i mean over the last six
3:53.84 months specifically as we have all
3:55.92 transitioned to working in a more remote
3:58.72 environment these are a lot of
4:1.12 there's a lot of common challenges that
4:2.56 i hear
4:3.68 number one action items that are
4:5.52 discussed in microsoft teams are
4:7.60 unfortunately frequently forgotten about
4:10.48 and that leads to them slipping through
4:12.08 the cracks and missing deadlines and you
4:14.48 know projects not being finished on time
4:17.44 emails go unseen a lot of us can relate
4:19.60 to this maybe we send an email out just
4:21.60 to one person or it's more of a group
4:23.52 email we never hear back
4:25.92 and that's just kind of the end of it
4:27.60 for a lot of emails
4:29.68 organizations oftentimes focus uh
4:32.32 struggle with unfocused and very long
4:34.96 meetings
4:36.08 and in addition to all of this
4:38.08 a lot of people feel like there's just
4:39.52 no easy way to collaborate with those
4:42.24 external people whether it's
4:44.32 a contractor an entire team of people
4:47.76 but luckily priority matrix has been
4:50.00 modified and improved over time to
4:52.24 support these challenges exactly
4:54.96 all while staying within your office 365
4:58.00 applications
5:1.52 so let's take a look at where priority
5:4.00 matrix actually integrates with your
5:6.16 office apps priority matrix will work
5:8.80 seamlessly with your microsoft teams
5:10.72 application
5:12.16 outlook 365
5:14.08 you can now set up your graph connectors
5:16.24 and so much more
5:17.92 however these are some of the big steps
5:20.08 people take to actually get started with
5:22.00 priority matrix is setting up these key
5:24.56 integrations
5:28.96 so a big question that a lot of people
5:30.64 ask is why are office 365 integration so
5:33.84 important for the organization
5:36.64 priority matrix works seamlessly within
5:39.20 your microsoft teams app
5:41.36 which has been said to make it easier to
5:43.28 adopt this solution compared to other
5:45.44 standalone applications
5:47.52 a lot of people who really are not fond
5:49.84 of the idea of installing a whole
5:52.16 separate tool having to learn something
5:54.00 brand new
5:55.28 but if you're using priority matrix
5:57.04 through the team's platform you already
5:58.88 know and trust them this can take away a
6:0.80 lot of the struggle that people face
6:2.48 with implementing a new tool
6:5.68 we've also gotten consistent feedback
6:7.52 from organizations that when priority
6:9.76 matrix does become available
6:11.92 for microsoft teams in outlook
6:14.48 microsoft teams usage actually increases
6:17.52 which is becoming more and more critical
6:19.44 and is on a lot of checklists for
6:22.08 executives in the company as office 365
6:25.28 it continues to grow in popularity
6:29.36 last but definitely not least priority
6:31.52 matrix is super easy for uit to install
6:34.64 at a company-wide level with just a few
6:36.48 clicks
6:37.92 since we do have our microsoft 365
6:40.88 security certification major
6:43.12 organizations can often approve priority
6:45.76 matrix without needing more security
6:47.92 documentation which puts priority matrix
6:50.40 on the fast track to success for your
6:52.72 organization's adoption
6:55.68 in addition to all of these benefits i.t
6:57.76 departments love to leverage additional
6:59.68 security features such as single sign-on
7:1.84 limitations
7:3.28 multi-factor authentication and much
7:5.44 much more
7:7.28 with all of this being said priority
7:9.36 matrix has such a deep rooted
7:11.04 integration with your office 365 tools
7:14.24 it truly is a seamless transition for
7:17.36 your organization to take this the first
7:19.36 steps with using priority matrix
7:24.24 so hopefully that is a kind of a good
7:26.56 introduction to setting the groundwork
7:28.40 of
7:29.12 you know what priority matrix is and
7:30.88 kind of why we're here today and what
7:32.80 we're going to talk about
7:34.32 so now i'm going to transition to
7:36.24 actually giving you all a live demo of
7:38.88 priority matrix which i know for a lot
7:41.28 of us
7:42.24 that's why you guys joined today
7:46.48 all right
7:49.68 so in the next few minutes or
7:52.08 probably realistically more i would say
7:54.08 10 to 15 minutes
7:56.00 i'm going to show you all some of the
7:57.28 best practices
7:58.48 for using priority matrix with your
8:0.64 office 365 applications
8:4.64 so first and foremost to get started
8:6.56 you're going to want to install priority
8:8.32 matrix into your teams
8:10.40 application and within outlook 365.
8:13.68 and these two integrations alone will
8:15.60 actually be a great foundation for you
8:17.92 to start using priority matrix
8:25.28 for those of you who are new to priority
8:27.12 matrix i want you to just keep in mind
8:29.28 that priority matrix is known for its
8:31.60 full-featured project and meeting
8:33.44 management solutions
8:35.44 what this does is it creates value for
8:37.52 users from the executive level to
8:40.08 individual contributors letting all
8:42.08 users find the value that they need
8:44.56 within priority matrix
8:47.20 after you install pm to your team's
8:50.16 application if you look to the left-hand
8:52.08 side of my screen if you right click on
8:54.72 the priority matrix app here we always
8:57.36 suggest that you pin it open so then
8:59.60 it's going to pretty much always be
9:1.12 accessible for you even if you change
9:2.96 the screens it's still going to stay
9:4.64 open there for
9:6.84 you so what we're looking at here in the
9:9.68 center of my screen this is the full
9:11.84 featured priority matrix integration we
9:14.88 essentially took our web app and we just
9:17.76 put it right into teams
9:20.00 i'm going to show you a little bit of
9:21.28 this interface today but i also want you
9:23.92 all to keep in mind
9:25.60 that you're actually able to use
9:27.44 priority matrix through your chats
9:30.16 through your channels
9:31.84 and there's a couple ways that you can
9:33.28 utilize it through your microsoft teams
9:35.68 meeting events as well
9:37.52 so i know for a lot of you these three
9:39.04 places are where you're spending a lot
9:41.04 of your time and
9:42.88 um you know it's great news to hear that
9:44.80 you can actually use priority matrix
9:46.72 there as well
9:48.84 so again like i said today we're going
9:51.84 to focus on looking at the best
9:53.68 practices but just to kind of give you a
9:55.76 lay of the land in case you're brand new
9:57.52 to priority matrix i want to you know
9:59.68 kind of get us on the right path
10:1.68 and make sure that we all kind of have
10:3.20 this base this basic understanding of
10:5.12 how it's used
10:7.04 so
10:7.92 what we're looking at here again this is
10:9.76 the full featured priority matrix
10:11.68 application and
10:13.52 the way that priority matrix creates the
10:16.16 central location for teamwork is by
10:19.20 letting you create projects
10:21.44 so these are all projects that i have
10:23.36 pulled up here and for the sake of the
10:25.60 demo i'm actually going to apply that
10:27.76 project tag so now what we're looking at
10:29.68 is just just a couple of key projects
10:32.00 that i want us to focus on today
10:36.08 within each project this is actually
10:38.40 going to be where you can share these
10:40.16 projects with your teammates and you can
10:42.40 actually collaborate by creating tasks
10:44.88 and
10:45.60 delegating them
10:47.20 setting deadlines communicating sharing
10:49.76 resources
10:51.36 anything that you can really think of
10:53.04 that falls under team collaboration is
10:55.44 going to be able to be done within
10:57.60 priority matrix
11:0.32 for those of you who kind of like what
11:2.16 you're seeing right now and want a
11:3.36 better basic understanding of priority
11:5.44 matrix i want you all to know that next
11:7.36 week i'm hosting two webinars that will
11:9.20 expand on kind of the the groundwork and
11:12.40 getting started with priority matrix but
11:14.40 like i said
11:15.68 today we're going to focus on best
11:17.28 practices and that's kind of what i'm
11:18.88 going to move into right now
11:22.16 so as i mentioned at the very start of
11:24.16 this webinar not only can you use the
11:26.48 full priority matrix integration through
11:28.96 teams
11:30.24 you can actually access priority matrix
11:32.32 through your chat or through those
11:34.48 channels
11:36.24 and so one of the things that i
11:37.76 mentioned
11:38.80 back during my presentation is a common
11:41.28 problem we see with organizations who
11:43.92 are using
11:45.12 microsoft teams is that while it is an
11:48.16 extremely powerful platform for
11:50.24 communicating with each other you can
11:52.32 basically instant message which is great
11:54.40 that's what we all need however the
11:56.72 struggle happens when i send somebody on
11:59.36 my team a chat part of my conversation
12:2.00 and
12:3.04 i mean it's great maybe they respond and
12:4.88 say okay we'll definitely get that done
12:6.64 no problem
12:8.24 but the truth is
12:9.60 it can flip through the cracks and
12:11.68 people share this challenge with me
12:13.36 basically every single day
12:15.84 so what we've done to hopefully make
12:17.84 your life easier and help
12:19.68 you know help help you keep track of
12:21.04 these action items discussed is you can
12:23.36 actually hover over one of these chats
12:26.72 and you can basically immediately
12:29.04 prioritize it into your priority matrix
12:32.96 what these steps look like is you can
12:34.64 actually choose the project where you
12:36.88 need to prioritize this
12:39.04 and most importantly in my opinion is
12:41.04 you can set that due date so even if
12:42.88 something is completely forgotten about
12:44.72 that's okay the system is going to
12:46.08 remind you when you need to circle back
12:48.24 to this
12:51.04 so what this means for your organization
12:54.00 is
12:54.72 less emails
12:56.16 um so you can hopefully get a handle on
12:58.08 your inbox and we'll talk about email
13:0.24 management a little bit more
13:2.00 but essentially less emails going
13:3.68 through and less tasks that are being
13:5.52 forgotten about
13:8.16 so this is definitely a huge use case
13:9.92 for a priority matrix we will circle
13:12.32 back to this chat to this chat view
13:14.48 however where i want to go next is
13:17.12 looking at priority matrix usage through
13:20.24 microsoft teams channels
13:22.80 so
13:23.68 in addition to what we just talked about
13:25.52 which was conversations kind of being
13:27.68 forgotten about not necessarily having a
13:29.84 great way to follow up with them
13:32.00 is another common conversation that
13:34.48 comes up which is
13:36.24 you know as an organization we need to
13:38.32 see
13:39.04 all of our notifications in one central
13:41.68 place
13:42.64 i think what a lot of us can relate to
13:44.64 is
13:45.52 it's just not super useful to have
13:47.28 emails and text messages
13:49.60 and meeting notes and notifications and
13:52.00 updates flying in from all angles
13:54.88 because truly what we need is just this
13:56.64 one place and where we can rest assured
13:59.04 that we're not going to miss any
14:0.32 notifications from our teammates
14:3.04 and
14:4.08 for those of us who do spend a lot of
14:6.08 time working through channels
14:8.56 one of the great features here is you
14:10.32 can actually set up what's called a
14:12.32 priority matrix connector this is a
14:14.48 really good example of it because what
14:16.48 happens
14:17.92 is you can decide
14:19.60 however many projects are relevant to
14:22.00 this specific channel you're working in
14:24.96 you can set up the connector to trigger
14:27.52 notifications
14:29.04 these notifications can be when a new
14:31.04 task is created like this example
14:33.84 it can be from a due date that occurs a
14:35.76 new comment
14:36.96 anything that you guys feel like you
14:38.56 need to see it pretty much immediately
14:41.20 you can definitely get that funnel
14:42.64 directly into your
14:44.40 microsoft teams channels
14:48.88 if you are curious on how you can
14:50.56 actually set up these connectors it's
14:52.16 really straightforward you'll go to that
14:54.32 channel you're going to click on
14:56.08 connectors
14:57.36 and hopefully this will load for me
14:59.92 you will essentially just type in
15:1.60 priority matrix here and then you can
15:3.44 click on configure and it's going to
15:5.20 walk you through a bunch of different
15:6.40 steps to
15:8.24 kind of uh specifically set up the
15:10.32 notifications that you're wanting to see
15:14.08 so kind of jumping to
15:16.00 a different part of the conversation
15:17.68 here is another common question we get
15:20.48 and this actually came up on the
15:22.08 previous webinar is
15:24.24 how does priority matrix for office 365
15:27.36 support collaboration with those outside
15:29.52 of the organization
15:32.00 whether this looks like sharing
15:34.08 an uh collaborative view with other
15:36.16 people or you just simply want to pass
15:38.24 on that timeline just so you're all on
15:39.84 the same page
15:41.12 this is a brilliant common use case for
15:43.28 using priority matrix through teams
15:46.80 so as we looked at before you can
15:48.48 actually add
15:50.72 you can use priority matrix through your
15:52.48 chats here
15:53.68 so what you can do is you can add
15:55.76 project tabs like i have here
15:59.20 and so let's pretend that this chat was
16:1.28 actually with somebody outside of the
16:3.12 organization kind of sticking with the
16:5.04 idea of external
16:6.84 collaboration priority matrix does not
16:9.28 pose any type of boundaries or barriers
16:12.08 when it comes to working across
16:13.52 departments
16:14.88 or even working across organizations
16:17.84 so even if this chat is with somebody
16:19.68 not not in your company you can still
16:22.32 take that step and you can add the
16:24.24 priority matrix project
16:26.40 into your chat
16:28.72 this view here would be an example of
16:30.48 something that's fully collaborative
16:32.16 maybe you want that contractor to
16:33.84 actually work with you share updates and
16:36.48 fully collaborate because that's you
16:38.24 know that's really what priority matrix
16:39.84 is for
16:40.80 this would be a perfect solution for
16:42.48 that
16:43.36 oftentimes i hear a lot of feedback
16:45.60 which is well you know we don't
16:47.12 necessarily want them modifying our
16:49.04 projects it's more so
16:50.96 just needing a way to share what we're
16:52.80 working on and share kind of that that
16:54.88 basic foundational timeline that we have
16:57.28 in place
16:58.80 you can indeed share projects from this
17:1.36 view in just this read-only view which
17:3.20 is what i have here
17:4.80 so we can still click on it we can get
17:6.56 the basics that we need to see the notes
17:9.12 you know the deadlines you even do have
17:11.28 that wonderful gantt chart view but
17:13.52 again you can't edit this
17:15.92 so again this is um a great way to
17:18.32 externally collaborate
17:20.16 you can do the exact same thing through
17:22.96 your microsoft teams channels as well
17:25.92 i have an example added here which
17:28.80 you know in this example that i put
17:30.48 together it would be a really great way
17:33.04 to continue working through your team's
17:35.20 channels
17:36.24 um maybe it's with a couple people from
17:38.56 your organization and also part of let's
17:40.88 say a contracting team
17:42.72 you're going to be able to go in here
17:44.16 provide status updates and continuously
17:46.64 work together in these important
17:48.56 projects
17:49.84 without having to go back to the full
17:51.84 priority matrix
17:53.52 priority matrix application
17:56.64 let's see i'll show you one more view of
17:58.24 what that read only looks like just so
18:0.56 you can kind of get a feel for it again
18:2.16 we can click through it but people
18:3.84 wouldn't be able to edit this
18:6.16 if you're wondering how you can actually
18:8.00 add these projects you would just simply
18:10.32 click on add a tab like you would add
18:12.80 other apps and then you'll see the
18:14.56 priority matrix option
18:16.64 it'll walk you through a couple steps
18:18.00 and then you'll be up and running
18:23.04 so hopefully you're kind of starting to
18:24.88 get a feel of how priority matrix is
18:27.52 used
18:28.40 with your teammates
18:30.32 with those external collaborators
18:31.92 through the chats and through the
18:33.52 channels
18:35.12 but what i really want to focus on now
18:37.12 is kind of transitioning from
18:39.44 working with your teammates to looking
18:42.16 at a really unique view that priority
18:44.00 matrix offers which is more of a person
18:47.12 to person
18:48.80 kind of more more of a person-to-person
18:50.64 specific view here
18:52.64 and
18:53.60 this is called the priority matrix
18:55.36 one-on-one view
18:56.88 for those of you who are watching this
18:58.32 webinar who
18:59.52 you know are probably looking at your
19:1.04 calendar right now and
19:2.96 the rest of your day is booked out with
19:4.48 meetings and you know it's pretty much
19:6.08 that way for the foreseeable future
19:8.72 this view is going to be perfect for you
19:11.36 what happens with the one-on-one is
19:13.60 we're basically creating an automatic
19:15.92 meeting agenda for you
19:17.84 so you'll choose that one person who
19:19.52 you're in the meeting with and what
19:21.60 happens is the system is looking across
19:23.60 all of those shared projects and shared
19:25.76 priorities
19:27.04 and putting together this
19:29.44 basically shared shared priority agenda
19:32.00 view for the two of you to make sure
19:34.16 these meetings are short they're to the
19:36.00 point everything is discussed that needs
19:38.32 to be talked about
19:39.84 and most importantly in my opinion is
19:42.32 you can actually add a shared task
19:44.64 really effortlessly so
19:46.56 we'll just say
19:47.76 new shared task
19:49.60 and then we'll say it's going to be due
19:51.20 friday at 9am
19:54.32 as you can see it's going to be
19:55.92 automatically shared between the two of
19:57.52 us and i'm able to prioritize this into
20:0.08 one of our shared projects and when i
20:2.16 hit add it's really nice you're going to
20:3.52 see this is now added to our shared
20:5.44 priority list so the next week when we
20:7.84 meet this is not going to be forgotten
20:9.52 about it it's kind of right here and
20:10.96 again it's automatically created for me
20:13.28 to look at
20:17.36 and if i scroll down here i also want to
20:19.36 show you that priority matrix is not
20:21.60 limited to just showing you what's in
20:23.68 your projects and we also have such a
20:26.16 deep rooted integration here
20:28.24 that you're going to be able to see all
20:29.76 of your shared emails
20:31.60 upcoming calendar events and and shared
20:34.80 files amongst yourself and this one
20:36.88 other person so hopefully
20:38.88 you need you have everything you need to
20:40.48 have a quick short and effective meeting
20:43.44 right here in front of you without
20:44.56 having to jump to several different
20:46.24 applications
20:49.04 so this of course would be very
20:50.56 person-to-person centric a lot of you
20:53.04 might be wondering well how does
20:55.12 priority matrix actually support us when
20:57.04 it comes to more of a team meeting
20:58.64 because i know that that that's just as
21:0.48 common as having those one-on-one
21:2.08 meetings
21:3.60 so
21:4.64 what we've implemented to support this
21:6.72 is
21:7.68 what's called agenda by priority matrix
21:11.28 so in order to use this feature you're
21:13.28 going to go about creating your team's
21:14.96 meetings as you typically would
21:17.60 you know nothing is going to be
21:18.88 different from the start all you're
21:20.96 going to do
21:22.24 is you're going to add
21:23.76 what's called agenda by priority matrix
21:27.92 so this would be something that you add
21:29.60 as you're kind of setting up your
21:30.80 meeting and preparing for it
21:32.88 and what's going to happen is you can
21:34.72 see pablo's items
21:36.64 you have my items and also other
21:38.56 comments just for kind of notes and
21:40.08 ideas
21:41.60 the system actually automatically put
21:43.60 this together for me based off of
21:45.68 recently modified items and upcoming
21:48.40 deadlines that we both have
21:50.72 so the goal here is to put this meeting
21:52.80 agenda together automatically for you
21:55.68 what's nice is on the right hand side
21:57.36 you're actually going to have access to
21:58.88 all of your priority matrix items
22:1.36 whether you want to search for it or use
22:3.28 a filter
22:5.12 the reason for this is if you need to
22:6.72 add something to your agenda you can
22:8.80 really easily do this
22:10.88 again these are all live priority matrix
22:13.20 items
22:14.24 so if i were to join this meeting and i
22:16.96 was talking about all of these things
22:18.56 with pablo i can actually check them off
22:22.08 it's going to sync back to my priority
22:23.84 matrix and we can create new action
22:26.64 items
22:28.00 so again the goal here is to help people
22:30.08 have
22:30.96 focused meetings
22:32.72 actually actively track those meeting
22:34.96 notes so you don't have to transfer them
22:36.96 from one platform you know maybe to your
22:39.52 next to-do list after the meeting we
22:41.76 want you to be able to get everything
22:43.36 done during the meeting so after the
22:45.12 fact you can get back to work and start
22:47.04 you know focusing on what's important
22:50.48 the last thing i'll share about this is
22:53.28 when the meeting ends you're actually
22:55.12 going to get a follow-up email
22:56.88 automatically that's going to highlight
22:58.64 all of the changes that have happened
23:0.24 during this meeting and all of the
23:1.52 updates so this is going to help you
23:3.60 prepare
23:4.64 execute and track new items all during
23:7.52 your meeting and it's pretty easy i mean
23:9.84 the idea is to save you time and help
23:11.52 you have more effective meetings
23:14.00 and hopefully this will be able to do
23:15.44 that for you
23:18.32 so there's about three more things that
23:20.24 i want to show you all and then we will
23:22.72 open it up for the q a
23:25.68 but one of the biggest things that
23:27.04 people come to me asking is
23:29.20 you know i need help with my inbox i
23:31.12 have
23:32.40 you guys wouldn't believe it sometimes i
23:33.84 see people with like 10 000 unread
23:36.16 emails and
23:37.84 you know the truth is they probably just
23:39.76 haven't found an effective way to manage
23:42.16 their emails and that's
23:44.40 what the the outlook integration
23:46.64 by priority matrix is here to do
23:49.36 so essentially what you'll do is
23:51.52 you can click on these emails that
23:52.96 you're trying to keep track of and
23:55.04 when you open up the priority matrix
23:57.12 integration you'll be able to very
23:59.36 easily take these emails and prioritize
24:2.48 them alongside everything else that
24:4.40 you're working on
24:6.48 to quick quickly walk you through it
24:8.24 you'll pick the project here you can
24:10.48 prioritize it into a quadrant we'll do
24:13.04 quadrant four
24:14.80 again we can pick the due date um i
24:17.04 always say that that's one of the most
24:18.32 important things to do just so the
24:19.76 system can do its job and remind you
24:21.60 when needed and i could even delegate
24:23.76 this to somebody if i wanted to
24:26.88 this is going to be more of kind of that
24:29.36 manual email integration
24:31.52 and email management a lot of people
24:33.60 really like the idea of doing this
24:35.36 however if you're thinking you know i
24:37.68 just have way too many emails i still
24:39.36 don't have time to do this
24:41.12 that's perfectly okay we've worked with
24:42.88 a lot of different types of teams to set
24:44.88 up actually more of an automated process
24:47.60 to
24:48.48 basically take out the step of manually
24:50.32 doing it and just getting these emails
24:52.00 into your projects and prioritize for
24:54.08 you
24:55.04 if that's something you're interested in
24:56.56 doing
24:57.52 um you know let's find a way to connect
24:59.68 it later this week or next week and we
25:1.68 can you know work together to actually
25:3.12 set up that process for you
25:7.28 so with all of this being said i'm going
25:10.00 to go back to microsoft teams and
25:12.88 and i'm going to open up the full
25:15.44 priority matrix application
25:18.24 so what we looked at today
25:20.40 for the past i think it was maybe 15
25:22.72 minutes or so
25:24.32 was it again just different best
25:26.88 practices of people who like to use
25:29.12 priority matrix through their chats and
25:31.76 through their channels or for
25:33.52 meeting management
25:35.28 but in the next few minutes i want to do
25:37.36 my best to kind of tie this together so
25:39.60 you guys can really all see the big
25:41.28 picture of how
25:42.80 all these different best practices work
25:44.56 together
25:46.40 so whether you're using priority matrix
25:48.72 again through the these chats or through
25:50.72 the channels or simply just for meeting
25:52.88 management
25:54.16 there's a couple kind of high level
25:55.92 views that i want people to be aware of
25:58.96 the first one is
26:0.80 the agenda actually within the priority
26:3.04 matrix app
26:5.12 again maybe you're using that feature to
26:7.52 convert conversations into action items
26:10.32 and
26:11.20 you're probably thinking well how do i
26:13.12 see
26:14.08 that high level view of all of my action
26:16.72 items across all of my projects
26:19.12 and the agenda view is going to be
26:20.56 really powerful for this and as you can
26:22.80 see it's showing me what i have to do
26:24.40 today
26:25.76 tomorrow and actually the next seven
26:27.60 days of just what i have on my plate
26:30.00 based off of what i put in my priority
26:32.00 matrix
26:33.20 so this is a great way to start your day
26:35.04 it's honestly kind of like your personal
26:37.20 assistant that's essentially putting
26:39.12 together your daily agenda
26:42.96 for the
26:44.08 managers and executives on this team who
26:47.36 need to kind of have that high level
26:49.20 view of everything that's been assigned
26:51.28 to a teammate you're going to want to
26:53.36 utilize the search view
26:55.60 what happens here is
26:57.44 it's taking all of those different
26:59.36 dozens of projects that you have
27:1.68 and it's putting it together in this one
27:3.84 giant view for you where you can start
27:6.08 to apply filters to find exactly what
27:8.00 you're looking for
27:9.68 so if you're really trying to zoom in
27:11.44 and make sure one of your teammates is
27:13.44 on track with their tasks
27:15.36 this is going to be a really easy
27:17.60 central place to see all of the status
27:19.92 updates and again if you have a question
27:22.72 you can
27:24.32 simply just type it right here you don't
27:25.84 have to go back to your email or
27:27.12 schedule a meeting
27:28.64 we can communicate and we can even
27:31.68 schedule reminders just to make sure
27:33.36 it's not going to slip through the
27:34.56 cracks
27:37.60 the very last thing i want to show you
27:39.76 all before we open this up to the q a is
27:44.00 a really popular view for project
27:46.08 managers and
27:47.76 essentially anybody who's kind of trying
27:49.92 to make sure that the projects go as
27:51.44 planned and stay on track
27:53.44 so i'm going to open up one of these
27:54.80 projects here
27:56.40 again just to kind of recap these would
27:58.16 be all of my action items where i'm
28:0.40 working with my teammates
28:3.04 i'm going to show you a couple different
28:4.64 views up here but most importantly i
28:7.44 want to focus on the gantt chart
28:11.28 so the ganttard of course is very
28:13.52 powerful to give you kind of that bird's
28:15.52 eye overview of the duration of your
28:18.00 project where things may be overlapping
28:20.24 what that timeline kind of looks like
28:22.72 but one of our newest features which
28:25.28 people are honestly kind of ranting and
28:27.52 raving about is the dependencies that
28:29.76 you can now use in the gantt chart
28:32.40 essentially what you'll do is you'll be
28:34.24 able to set up different relationships
28:36.88 and so in this example if i move this
28:39.44 task over to the right
28:41.68 we'll see that these are so closely
28:44.48 related that if one task even moves over
28:47.28 a day a month several months all the
28:49.76 other ones have to be bumped as well
28:51.92 this is a great way to make sure
28:53.92 everything stays on track you know step
28:56.24 one is going to be completed before step
28:58.16 two dependencies are incredibly
29:1.04 important for
29:2.40 effective and project planning
29:6.56 and i also want to add any changes that
29:8.64 you make in the gantt chart are going to
29:11.20 sink back to the
29:13.36 standard matrix view in your projects
29:18.32 so i think that that's what i had
29:20.96 planned for
29:22.88 the presentation today again doing my
29:25.12 best to kind of show you
29:26.80 tips and tricks and best practices
29:30.08 i know that this webinar was a little
29:31.76 bit more advanced so again for those of
29:34.08 you who kind of want to learn the
29:35.92 foundation of getting started with
29:37.44 priority matrix we'll definitely send
29:39.12 you the link to my webinars next week
29:43.28 what we'll do now is
29:45.12 i'm going to go ahead i stopped sharing
29:46.72 my screen but we're all still here
29:50.24 if you guys want to
29:52.40 if you have any questions go ahead and
29:55.44 actually you can raise your hand
29:58.24 within the meeting and then what i'll do
30:0.00 is i'll actually unmute you and then we
30:2.48 can kind of talk about your questions
30:5.12 if you're more comfortable sending it
30:6.64 through the chat that's also perfectly
30:8.56 fine we'll be able to answer them there
30:10.48 for you as well
30:16.32 let's see
30:17.92 looking for questions
30:20.40 a couple other things i'll add right now
30:23.60 while we may be kind of thinking of the
30:25.92 questions is um
30:27.84 we do offer support and onboarding for
30:31.44 our business and enterprise customers so
30:33.84 if you're looking at this and you're
30:35.04 like you know this is
30:36.96 it looks perfect it's going to be
30:38.32 exactly what we need but you know i know
30:41.20 that onboarding new solutions is
30:43.44 it's not easy it's um it's not
30:45.36 everybody's first choice of something to
30:47.12 do but we do offer really hands-on
30:49.52 support and we have a very built out
30:52.72 online resources for you to kind of
30:54.32 watch at your convenience as well so we
30:56.24 will be there to make sure you all get
30:58.32 onboarded effectively and as quickly as
31:0.96 possible
31:5.68 let's see no questions so far i'll check
31:8.64 the chat here to see if any questions
31:11.12 come in
31:12.32 as i said before this meeting
31:14.64 is recorded and so we'll send it out to
31:16.72 you feel free to forward it on to
31:18.80 anybody in your organization who you
31:20.56 think that this would be helpful for
31:32.08 let's see so i did see
31:34.00 one question come in
31:36.00 which is is priority matrix good to use
31:38.24 for a sole practitioner
31:40.24 priority matrix is absolutely super
31:42.48 helpful for um you know just individual
31:46.08 in individuals who need to be using it
31:48.24 it's definitely not only for teams
31:52.00 we have actually on our youtube channel
31:54.24 i have a
31:55.68 presentation that's specifically focused
31:57.84 on how individuals succeed with priority
31:59.92 matrix and a couple of best practices
32:1.60 there so james
32:3.20 i will actually
32:4.88 i'll email that to you and then if you
32:6.56 have any questions you can reach back
32:8.32 out to me
32:12.80 all right well if there's no
32:14.80 questions here i think we can go ahead
32:17.68 and wrap up the webinar today again
32:20.48 thank you all so much for taking the
32:22.72 time to connect with me i know it's a
32:24.88 holiday week and so a lot of you you
32:27.52 know maybe may actually be heading out
32:28.96 of the office right after this so safe
32:31.20 travels happy holidays and i hope to see
32:34.00 you guys reaching out to get this up and
32:36.40 running for the rest of your
32:37.76 organization
32:42.16 oh i see one more question and where are
32:44.40 additional trainings and it looks like
32:46.64 pablo answered that we will um
32:49.52 they're they're all actually going to be
32:51.12 online in
32:52.80 on our youtube channel with our
32:54.32 follow-up email with the survey
32:57.28 we actually can link the youtube channel
32:59.28 for you all and with that being said
33:2.00 if you have just an extra one minute i
33:4.24 personally would love to hear your
33:5.60 feedback on my webinar today
33:7.84 what you liked about it maybe what what
33:10.16 you didn't like so much about it that
33:11.92 feedback is super beneficial for us and
33:14.48 it probably should just take you about
33:16.08 one minute to fill that out
33:19.44 all right i'm gonna go ahead and close
33:21.28 out of this i hope you all have a
33:23.04 wonderful holiday weekend and i hope to
33:25.60 connect with you very soon