How Construction Companies are Bridging the Communication Gap with External Collaborators

Video presented by Pablo Diaz-Gutierrez

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Video transcription (13:0.84) Stop scroll

0.24s the topic for my webinar today is
3.28s how construction companies are bridging
6.08s the communication gap
8.00s with external collaborators
10.96s i spent a lot of time helping people
13.20s understand
14.32s how they can use priority matrix
17.20s internally as a team collaboration
19.36s system which absolutely is a huge use
22.88s case for construction companies and in
25.12s fact a lot of our users in general
28.08s but what we're going to look at today is
30.16s how we can bridge that communication gap
33.12s out to our external collaborators as
36.00s well
39.04s so within the construction industry
41.84s there's a lot of moving parts
44.08s everybody's playing a huge role in the
46.00s project and
47.52s most people are in touch with with the
50.00s external collaborators
52.48s so who would those collaborators be
54.96s that can likely include architects
57.84s engineers contractors subcontractors
1:1.20 suppliers and even stakeholders
1:4.24 so throughout the entire process of
1:6.32 these construction projects there's a
1:8.72 lot of collaboration happening with
1:11.12 these key players outside of the company
1:15.04 and
1:16.08 with these external communication gaps
1:19.60 without priority matrix
1:21.92 there can be a lot of challenges that
1:23.60 come up and so
1:25.28 what what are those communication gaps
1:27.84 that i typically see
1:29.52 when i'm working with companies like
1:31.20 this
1:32.32 number one i see a lot of people
1:34.08 attempting to email contractors and
1:36.48 stakeholders
1:38.32 so what that can often look like is a
1:41.04 lot of emails going out and not a lot of
1:43.60 updates coming back to the construction
1:45.28 company who's waiting to hear from all
1:47.20 of these external collaborators
1:50.16 what what that often means is a lack of
1:53.12 real-time updates unfortunately and with
1:56.16 the lack of real-time updates it can
1:58.16 honestly really delay the project
2:0.80 there's misunderstood responsibilities
2:2.88 just a general lack of communication
2:6.08 and
2:7.28 you know as we all know the last thing
2:8.88 we want to do is slow down a project if
2:10.96 it's happening internally but when it
2:13.20 comes to kind of going step by step with
2:15.20 external collaborators and stakeholders
2:18.48 it becomes that much
2:20.56 more critical to actually have
2:23.92 a accurate way to communicate and work
2:26.40 with those external collaborators so
2:28.00 we're all on the same page making sure
2:29.92 this project can be finished on time
2:32.40 without too many road bumps coming up
2:36.80 so with that being said how are
2:38.48 construction companies actually
2:40.00 succeeding with priority matrix
2:43.20 priority matrix makes communication easy
2:45.84 on the go on my next slide i'm going to
2:48.08 talk a little bit more about the mobile
2:49.60 application
2:50.64 but this is a huge use case for people
2:53.68 in the actual construction company and
2:56.00 those external collaborators who are
2:58.16 oftentimes driving from job site to job
3:0.48 site scoping things out and they do need
3:3.04 to stay connected with the companies
3:4.72 that they're working with
3:6.08 so having that available on the mobile
3:8.16 app is critical
3:11.28 with priority matrix you are able to
3:13.44 collaborate without any barriers when it
3:15.76 comes to working with people outside of
3:17.52 the organization
3:19.52 i've been faced time and time again with
3:21.28 people in the construction industry who
3:23.12 come to me and they're super frustrated
3:25.20 because
3:26.80 they may have a really great system set
3:29.20 up to work internally but when it comes
3:31.84 to sharing information outside of the
3:33.68 company you know they say hey erica we
3:36.40 actually just can't collaborate at all
3:38.64 with those external people with the
3:40.56 system that we're using
3:42.32 priority matrix is not gonna is not
3:44.40 gonna provide that problem for you
3:47.84 lastly and we're going to get into this
3:49.36 a little bit more my presentation but
3:51.36 you can actually share information in a
3:53.20 read-only view as well so you know
3:55.68 sometimes full collaboration is great
3:58.00 while other times that you may just need
3:59.92 to say hey here's a timeline we're
4:1.52 working on you know look it over let me
4:3.76 know if you have questions but you don't
4:5.04 want them to make any changes so that's
4:7.36 absolutely something we'll look at today
4:9.60 and a big reason why construction
4:11.60 companies do tend to succeed with
4:13.44 priority matrix
4:17.20 so circling back to the use case of the
4:19.36 mobile application
4:21.60 priority matrix is so heavily used by
4:24.00 construction companies and what that
4:25.76 means is there's a lot of people in the
4:27.20 field relying on using priority matrix
4:30.32 so when you use pm on your mobile app
4:33.28 and a lot of times i see this happening
4:35.20 on like a tablet or an ipad
4:38.32 you can upload pictures effortlessly and
4:40.24 you can stay connected even if you're
4:41.68 not behind your desk all day
4:44.08 for those of you who are rooted into the
4:46.08 office environment we absolutely suggest
4:48.72 using priority matrix through your
4:50.32 team's platform
4:52.16 it doesn't stop there you're not
4:53.68 restricted to only using pm through
4:56.24 office 365 you can also download the
4:58.72 standalone desktop app for mac and
5:0.56 windows
5:1.60 or you can use the web application which
5:3.92 is primarily where where i find myself
5:6.08 working either on my desktop or my
5:8.80 mobile app i love going to
5:12.40 it's a great place to get started
5:17.28 so what are some best practices for
5:19.12 construction companies who are using
5:20.80 priority matrix oftentimes i see these
5:23.84 organizations setting up customized
5:25.60 templates
5:26.64 which they're going to be sharing with
5:27.92 their external stakeholders and
5:29.92 collaborators to kind of streamline what
5:31.76 happens when they're working outside of
5:33.36 the organization
5:35.84 i also see construction companies
5:37.52 utilizing the read-only option quite a
5:39.52 bit which i will absolutely touch on
5:41.60 more in my live presentation
5:44.08 and i see the file sharing and timeline
5:46.24 planning also being used very heavily in
5:48.48 terms of working with those external
5:50.16 collaborators
5:53.68 so as we kind of bridge into the
5:55.60 priority matrix demo i want us all to
5:58.08 remember that the idea for today's
6:0.48 presentation is to focus on working with
6:2.80 those external collaborators
6:5.20 and the reason i bring that up is
6:6.64 because
6:7.76 using priority matrix with your team
6:10.24 it is such a great use case and so
6:12.48 important for us to understand that we
6:14.32 do have other resources that i would
6:15.84 love to share with you but just keep in
6:18.00 the back of your mind today we're going
6:19.60 to be focusing on sharing information
6:22.16 outside of the organization
6:24.80 i remind us of this because it is a very
6:26.88 specific use case and you know i kind of
6:29.44 want to want to make sure we're all on
6:30.88 the same page as we work through the
6:32.32 presentation
6:35.04 so right now what we're looking at is my
6:37.36 priority matrix directly through my
6:39.44 microsoft teams
6:41.52 so in the middle of my screen here i
6:43.28 have
6:44.00 a couple of projects selected for the
6:46.00 presentation
6:47.52 and again these projects could be ones
6:49.92 that we're working on in kind of a mixed
6:52.32 bag whether it's
6:53.92 just with my team or with my team and
6:56.08 external collaborators or maybe it's
6:58.48 projects i've set up specifically just
7:0.48 to share with stakeholders like we have
7:2.24 down here
7:4.40 so the first example that i want to show
7:6.16 you for how construction companies are
7:8.88 effectively working with external
7:10.56 collaborators
7:12.32 is by adding priority matrix tabs to
7:16.08 these channels that those external
7:18.08 collabs may be involved in
7:20.72 so in this case i've added an example
7:23.12 and i'm actually going to switch to a
7:24.80 different project first
7:27.20 which is the example of sharing a
7:29.36 priority matrix project with external
7:31.60 collaborators in a fully collaborative
7:33.92 space
7:35.92 so again what we would do here is
7:38.40 you would probably work with it to get
7:40.56 those external collaborators involved
7:42.64 into your team's environment
7:44.64 added to your channels and then when you
7:47.12 add the priority matrix project
7:49.84 it just gives everybody kind of that
7:51.60 additional leg up to say hey you know we
7:54.08 are actually super organized on this
7:56.00 project
7:57.04 and any real-time updates that need to
7:59.44 happen any communication is happening
8:1.28 right through these priority matrix
8:2.96 projects
8:4.24 again a fully collaborative space
8:6.24 through teams
8:8.32 the other option that i briefly touched
8:10.40 on is the read only idea
8:12.96 so the thought process behind this is
8:14.80 you're basically saying hey external
8:17.04 collaborators and stakeholders here's
8:19.36 the timeline that we're working on
8:21.12 here's the steps that we typically take
8:24.00 and they will be able to click through
8:25.84 it they can view it in all these
8:27.92 different kind of formats as well and
8:30.00 get everything they need to know but
8:31.60 there's no modifications being made
8:34.48 so there's definitely a place in time
8:36.72 where you most likely would like to
8:38.48 utilize the read-only view
8:42.24 so again everything that we just looked
8:44.00 at there is very heavily weighing on the
8:46.40 fact that you would have your external
8:48.64 collaborators in a team's environment
8:50.80 with you
8:52.24 i definitely understand that that's not
8:53.68 the case all the time so
8:56.00 what we've also
8:57.44 set up is a way for you to share these
8:59.60 projects with people who are not
9:1.76 necessarily using microsoft teams with
9:3.76 you
9:4.88 so it's actually pretty simple to do
9:6.56 this
9:7.44 all you would do is just open the
9:8.96 project
9:10.08 and then you can share this project in a
9:12.24 read only mode
9:14.16 and this is different than what we just
9:15.92 looked at because you would essentially
9:17.44 be emailing them this project link
9:20.32 and then they can access it through just
9:22.08 a web browser maybe it's on their phone
9:24.00 or on their computer but it's a great
9:25.92 way to keep people in the loop say hey
9:28.16 here's the steps we're taking here's a
9:29.92 timeline we're working on
9:31.84 and you're able to share this with those
9:33.44 external collaborators time and time
9:35.20 again throughout the process of these
9:37.28 projects
9:41.28 alternatively if you're looking for more
9:43.12 of a collaborative space and to work
9:45.76 with your external stakeholders and
9:47.60 again they're not in teams so all you
9:49.68 would have to do is essentially add them
9:51.36 as a guest user to your priority matrix
9:53.60 license
9:54.72 and then they can use priority matrix
9:56.72 where they please again on their mobile
9:58.32 app on the web application
10:0.72 however that would look
10:2.32 it's basically the same as sharing the
10:4.40 project through teams in these channels
10:6.72 but it gives them the availability to
10:9.04 use priority matrix outside of teams
10:11.44 because we again we definitely
10:12.64 understand that not everybody is
10:14.88 integrated into the team's environment
10:18.48 so those are going to be the most common
10:20.64 ways that we see people collaborating
10:22.72 with external stakeholders
10:25.60 one more thing that i want to touch on
10:29.20 is the idea of using templates so here's
10:32.32 an example of construction bidding
10:35.36 you may think to yourself yeah you know
10:36.96 every time we bring on a new project and
10:38.96 we're bidding on this you know new site
10:41.60 that we're working on we most likely
10:43.60 take the same steps every single time
10:46.80 so in order to streamline these
10:48.64 processes and standardize them
10:51.04 when you're working with stakeholders
10:53.12 and you're bidding on a project just for
10:55.44 this example
10:56.72 you can actually save this project as a
10:59.04 template and then what you can do is the
11:1.84 next time you have a new project you're
11:3.60 bidding on
11:5.04 you can actually add the construction
11:7.28 bidding template so you don't have to
11:9.36 recreate those steps you don't have to
11:11.20 rethink the process it's just going to
11:12.96 be there set in stone easy for you to
11:15.12 use every single time
11:19.36 so this presentation is a little bit on
11:21.36 the shorter side simply because we're
11:24.16 focusing so heavily on
11:26.64 the concept of using priority matrix
11:28.80 with those external collaborators
11:31.92 if you're interested in learning more
11:33.44 about just kind of the basics of
11:34.88 priority matrix and
11:36.80 some of the more
11:38.08 structural concepts behind it and how
11:40.24 you can use it with your team as well
11:42.72 i'm gonna send you all a follow-up email
11:45.04 with a link to my webinars
11:46.96 where i would definitely suggest kind of
11:48.40 browsing through signing up for an
11:50.16 introduction to learn more about again
11:51.92 the kind of foundational thinking of
11:53.76 priority matrix and using it with your
11:56.00 internal team not only with those
11:57.76 external stakeholders
12:1.92 so with that being said there's a couple
12:3.76 discussion points which
12:5.52 if you are watching this recorded video
12:8.00 and you're able to see these questions
12:9.76 and i would actually still love to hear
12:11.44 your feedback
12:13.20 because you know life is it's all about
12:15.44 learning new things and so i'm always
12:17.92 here and open to hear about you know
12:20.16 common challenges that your team is
12:21.84 facing with communication maybe we
12:24.08 didn't touch on exactly
12:26.00 what you were looking for today in this
12:27.52 presentation but if you shoot me a quick
12:29.44 email i would love to hear your thoughts
12:31.68 on your common challenges that you're
12:34.16 having
12:35.28 i would also love to hear which priority
12:37.68 matrix features seem most valuable and
12:39.92 lastly
12:40.96 what additional information would be
12:42.40 helpful for your construction company to
12:44.96 get up and running with priority matrix
12:49.12 so with that being said
12:50.72 i'm going to go ahead and wrap up this
12:52.56 webinar for us today but again thank you
12:54.72 all so much for your time and i look
12:56.40 forward to seeing you on my next
12:57.84 presentation