Email Management with Priority Matrix for Office 365

Video presented by Erica Beaulieu

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Like many of us, a constant flow of emails may be the peak of your daily stress. With Priority Matrix for Office 365 you can easily manage your emails, prioritizing them immediately or setting them aside with a reminder to handle later on. Don't waste another minute without Priority Matrix for Office 365.

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Video transcription (21:49.16) Stop scroll

2.16s but right after the webinar ends and so
4.24s you can watch it again or share it with
6.00s your colleagues
8.48s so with all of that being said let's go
10.72s ahead and get started with the
12.16s presentation today so i'm going to go
14.40s ahead and share my screen here
16.64s and we'll dive in the last thing i
18.80s wanted to share is if for whatever
20.72s reason you're not able to hear me or
23.12s you're not able to see my screen clearly
25.76s just drop that into the chat i want to
28.00s make sure that we're not facing any
29.44s technical issues
34.48s okay perfect
36.56s so today's a webinar topic is
39.28s to effectively manage emails with
41.52s outlook 365 and microsoft teams
45.52s priority matrix is going to help you
47.20s stop stop drowning in your inbox
52.64s so email management i mean this is such
55.12s a huge topic that pretty much comes up
57.92s in every single one of my one-on-one or
1:0.40 group training sessions that i do
1:2.96 no matter what position people are in
1:4.96 whether it's a leader some type of
1:7.04 executive position or an individual
1:9.36 contributor
1:10.88 email management is
1:12.80 pretty much always a pain point and
1:16.16 that's because number one people use
1:18.72 emails to communicate internally and
1:21.04 then we also get all of those external
1:22.96 emails coming in as well
1:24.96 so at the end of the day you know can
1:26.80 oftentimes feel like your inbox is um
1:29.36 completely flooded
1:31.04 can be hard to find what you're looking
1:32.64 for um and really it can just be super
1:35.68 overwhelming
1:37.36 so that's why i decided to tackle this
1:39.28 topic today in the session
1:41.36 simply because email management is so
1:43.52 relevant to basically everybody that you
1:46.32 know i talk to on a day-to-day basis
1:50.96 so this is actually similar to the poll
1:53.36 that i dropped into the chat box that
1:55.20 again if you have an extra minute i
1:56.88 would love if you can step in there and
1:58.32 kind of answer this for me
2:0.48 but how do you currently manage your
2:2.72 emails i ask everybody this who i get to
2:5.92 talk to in these one-on-one trainings
2:8.64 and the feedback that i typically hear
2:10.64 is well i either flag my emails
2:14.56 or
2:15.36 i mark them as unread
2:17.28 or i just move them to a different
2:19.36 folder and outlook
2:21.20 i'm sure this resonates with a lot of
2:22.72 you today because
2:24.40 you know what these three methods are i
2:26.32 would say the most common way that
2:27.84 people kind of tend to go about email
2:30.08 management
2:32.64 and then i typically ask him well you
2:34.80 know how is this working for you and
2:36.80 again this is similar to the poll that i
2:38.96 dropped into the chat box if you haven't
2:40.72 had a chance to look at it yet but i
2:42.88 like to ask okay well you know how is
2:44.88 this helping you are those three methods
2:46.80 effectively working for email management
2:50.24 and
2:51.12 unfortunately the feedback that i
2:52.56 typically get is well you know they're
2:54.80 not really working
2:56.48 and what this leads to is kind of an
2:58.24 overwhelmed inbox
3:0.48 people are forgetting about their emails
3:2.40 and leaving clients in the dark and a
3:4.88 lot of the times digging through their
3:6.32 inbox and looking for emails
3:9.04 so overall unfortunately
3:11.92 the the current systems that people are
3:14.00 using for email management just are not
3:16.64 working super well which again is why
3:19.44 here at affluence we've taken it upon
3:21.52 ourselves to make sure that we can help
3:24.08 people with this email management aspect
3:26.16 and this challenge that's facing so many
3:28.16 people on a day-to-day basis
3:32.48 so what is the priority matrix approach
3:34.88 and how are we able to help so many of
3:37.12 our customers on a day-to-day basis
3:40.72 priority matrix will help you prioritize
3:42.72 your emails alongside meetings and other
3:45.36 priorities
3:46.56 that's absolutely something that i'm
3:48.16 going to show you today during this live
3:49.92 session
3:51.28 by using priority matrix we help you
3:53.20 have notifications for those deadlines
3:55.68 and reminders and that you set for your
3:58.16 priorities or emails
4:0.88 and this also allows you to easily share
4:2.96 updates and share those emails with your
4:4.96 teammates
4:6.16 so again rather than having to forward
4:8.24 these emails back and forth to get
4:10.00 feedback and share ideas about them
4:12.88 again just kind of clogging that inbox
4:14.88 and you're going to be able to
4:16.00 prioritize these emails
4:18.40 and keep better track of them in
4:19.92 priority matrix
4:22.24 lastly the one of the biggest goals of
4:24.80 priority matrix is to give you
4:26.48 everything you need in just one central
4:29.20 space
4:30.48 so when you use priority matrix through
4:32.64 teams and outlook you're able to see
4:34.48 these emails
4:36.16 other priorities and your meetings all
4:38.72 in just one central space so you can
4:41.12 switch contacts less often get more done
4:44.48 and make sure no priorities are slipping
4:46.96 through the cracks
4:51.20 during this demo today i'm going to show
4:52.80 you how you can use priority matrix and
4:55.28 microsoft teams in outlook 365 in unison
4:59.20 effectively
5:2.40 this is one of my favorite quotes that i
5:4.56 received from a ceo that i've been
5:6.80 working with for several years and i
5:9.36 asked him hey you know would you mind
5:11.12 sharing a little bit of feedback and
5:12.72 helping me understand what you like
5:14.40 about priority matrix
5:17.44 and the feedback i received was
5:20.32 something along the lines of him saying
5:22.56 priority matrix is super user friendly
5:25.04 having all tasks in one place allows our
5:27.76 team to stay organized and efficient
5:30.40 and again that's one of our biggest
5:31.84 goals for you all stay organized have an
5:34.64 effective day-to-day routine and be able
5:37.52 to keep those priorities aligned across
5:39.60 the organization
5:42.40 so how do we actually get started with
5:44.24 priority matrix for the email management
5:46.88 aspect of the system
5:49.20 you're going to be able to
5:50.88 add priority matrix into your outlook
5:53.28 and to your microsoft teams platform
5:55.68 again we're gonna look at both of those
5:57.36 together today
5:59.04 but you can either download those
6:0.64 directly from within the applications
6:3.60 or you can go to our website which is
6:5.20 what's pictured here to find the add-ins
6:8.40 to download
6:11.20 so without further ado let's go ahead
6:13.20 and step into to the demo portion of
6:15.92 this webinar today
6:18.56 if any of you have any questions this
6:20.40 would be a really good time to kind of
6:22.08 take yourself off mute or drop them into
6:24.24 the chat box i would love to take a
6:26.32 second to answer any of those questions
6:28.64 before i move into kind of the live demo
6:30.88 portion for today
6:37.68 perfect so if there's no questions right
6:39.20 now we can kind of carry on
6:41.68 so
6:43.12 for a lot of us on the session today
6:45.44 this might be your first time actually
6:47.44 seeing priority matrix so i want to take
6:50.08 a couple of minutes to kind of walk you
6:51.92 through how the system works and you
6:54.56 know what's on my screen here and lastly
6:56.96 how this all ties into the email
6:58.64 management aspect
7:0.32 of your day-to-day routine
7:3.68 so first and foremost what you're going
7:5.28 to want to do is add priority matrix
7:7.76 into your team's application
7:9.92 so if you haven't done this already just
7:11.84 keep in mind you can go to apps
7:15.20 and when you type in priority matrix in
7:17.92 the search bar you're going to see us
7:19.36 come up
7:20.24 click on it and add the priority matrix
7:22.88 application
7:25.04 once you've done this i always suggest
7:27.04 pinning this open so it stays pretty
7:29.12 much readily available for you no matter
7:30.88 where you're working in microsoft teams
7:38.40 perfect
7:39.84 and then again if you're new to priority
7:41.76 matrix the concept of the system that i
7:44.00 want everybody to understand is that
7:47.04 priority matrix is designed to create a
7:49.36 central space for you and your teammates
7:51.44 to work together
7:53.04 whether it's around emails
7:55.36 you know leads
7:57.36 marketing campaigns and
7:59.84 shipments orders
8:1.68 uh deliveries we work with such a wide
8:4.08 variety of different organizations i've
8:6.08 seen
8:6.88 so many different types of projects
8:8.88 tracked
8:9.84 in priority matrix but again you know
8:12.72 really no matter what you're working on
8:14.88 the goal of the system is to help you
8:16.80 create these projects
8:18.72 to represent the central space
8:21.68 where you're able to fully collaborate
8:24.24 and share priorities with your teammates
8:28.16 so it's really just as straightforward
8:30.08 again as creating the project adding
8:32.24 your teammates to it and then it creates
8:34.48 a central space where everybody's able
8:36.56 to see the priorities going on in this
8:38.72 project and you're actively able to work
8:41.68 together as well
8:44.24 so i'm going to backtrack a little bit
8:46.00 and we're going to use this customer
8:47.76 leads project for our example today
8:51.04 so what i'm going to do is i'm going to
8:52.32 go in and i'm going to add a couple
8:54.80 users to this project again setting
8:57.28 myself up for basically immediate
8:59.36 success
9:0.40 because now these two people are able to
9:2.24 see all of the emails that i prioritize
9:4.72 into this project
9:7.04 keeping in mind
9:8.40 you're definitely not limited to only
9:10.80 attracting emails in these projects and
9:13.28 if there's miscellaneous priorities that
9:15.04 kind of come up on the fly such as this
9:17.12 one
9:18.08 you can simply just double tap in these
9:20.24 quadrants and you can add those new
9:22.08 priorities so let's just say
9:24.40 review customer
9:26.48 quote
9:27.36 and then we'll say
9:29.04 this is going to be due at 3 pm today so
9:31.76 it's a pretty urgent task
9:34.80 again just as simple as that you can
9:36.40 create that priority
9:38.24 then what we can do is we can actually
9:40.24 go in here we can delegate it to our
9:42.24 teammates and we have a deadline set i'm
9:45.28 able to put all of these subtasks
9:48.16 to help me kind of keep track of
9:49.76 everything we need to get done
9:51.68 for this priority
9:53.76 so task one task two
9:56.24 and when i check off these subtasks by
9:58.40 the way it's gonna update the progress
10:0.00 as well so my team will kind of
10:1.44 understand where i'm at for this action
10:3.52 item
10:6.16 so that's an example of how i can go in
10:8.56 and just add miscellaneous priorities so
10:10.64 everybody on my team can kind of see
10:12.32 what we're working on and we can talk
10:14.00 about it
10:16.00 the big idea for today's webinar is more
10:18.88 specifically focusing on email
10:20.88 management
10:22.08 so
10:22.80 i want to be super clear that
10:25.20 you're going to need to start
10:27.20 using priority matrix
10:29.28 either through the teams application or
10:31.52 the web app
10:32.88 whichever place you want to use it but
10:34.64 that's where you're going to go in and
10:36.48 actually set up these projects
10:39.76 you're basically setting the stage for
10:41.44 the email management that you're going
10:42.80 to be doing through outlook now so again
10:46.00 create a couple projects representing
10:47.92 the types of emails that you're managing
10:51.20 and then when we jump back to outlook
10:53.44 and we come across all of these
10:54.96 important emails that number one maybe
10:57.44 we just need to track for our own
10:59.44 personal email management or number two
11:2.96 maybe we need to share these emails with
11:5.04 our teammates and make sure they are
11:7.44 aware of them as well lots of options
11:9.76 there
11:11.84 perfect
11:12.80 okay so on the right hand side i have my
11:15.84 priority matrix and outlook integration
11:18.40 pulled up here
11:19.92 again if you haven't already you can go
11:21.84 to our website backslash
11:24.64 downloads
11:25.92 or if you open up outlook you can click
11:28.24 on get add-ins
11:29.76 and there you can search for a priority
11:31.60 matrix and add the outlook extension
11:33.84 this way
11:36.08 once you have the outlook extension
11:37.92 added i always suggest pinning it open
11:40.00 so it's going to stay there and be
11:41.52 basically readily available for you
11:43.12 whenever you need it
11:46.16 all right so a couple of things i'm
11:47.92 going to walk us through right now in
11:49.76 terms of how the email management aspect
11:52.00 works and why it's so incredibly
11:53.60 effective
11:54.72 for our users and hopefully for you in
11:57.04 the future
11:59.36 so first and foremost the subject of the
12:1.52 email turns into the item name so i'm
12:3.68 just going to change this and say
12:4.88 webinar example so we can really easily
12:6.96 keep track of it
12:9.76 next up you're able to choose the
12:11.28 project where you would like to
12:12.48 prioritize this email we are going to
12:14.72 use the customer leads one for today
12:18.00 you can choose the quadrant where you
12:19.68 need to prioritize the email and i could
12:22.32 even go in and i could delegate this
12:24.48 email to somebody on my team if i really
12:26.56 needed to grab their attention
12:28.00 immediately
12:29.36 for today's example i'll just keep it
12:31.20 assigned to myself
12:32.64 but again you could delegate it
12:34.08 immediately
12:35.84 we'll go in and we'll set our due date
12:38.24 and then when i hit create action item
12:40.40 it's going to give me a little preview
12:41.92 of this task that i just created
12:44.80 so from here i could look at it i could
12:47.04 still go in and i can delegate this to
12:48.96 one of my teammates
12:50.80 i can set a reminder just so we make
12:52.72 sure that we're not forgetting about
12:54.24 this task
12:56.56 and i could even start to communicate so
12:58.40 i could say hey bella can you look at
13:0.00 this email for me
13:1.76 and draft a reply
13:4.24 now what we're doing is as you can see
13:6.72 we're not forwarding this email back and
13:8.72 forth we're not leaving it unread we
13:11.04 haven't prioritized with our due date
13:13.12 and we're actually able to discuss it
13:15.04 through the priority matrix item right
13:16.96 now
13:19.04 i'm going to jump back to my project
13:20.64 just so i can show you really quickly
13:22.08 what this looks like but don't go
13:23.68 anywhere because there's a lot more that
13:25.20 i want to show you about the outlook
13:26.80 add-in
13:28.96 so here's the email that i just
13:30.80 prioritized
13:33.52 we can see that it was successfully
13:35.52 successfully delegated
13:37.68 the due date was added and we're now
13:40.24 able to communicate
13:42.00 if i needed to loop other people into
13:43.92 this conversation
13:45.44 i can now do this really easily so now i
13:47.52 can say hey please
13:49.44 read the reply here
13:51.28 does that work for you
13:53.20 i can have multiple different
13:54.48 conversations multiple people involved
13:57.04 and we're not doing any of this through
13:58.80 outlook
14:0.08 most importantly we have our due date in
14:1.84 our reminder set so we're not going to
14:3.60 forget about this task if it so happens
14:5.52 to slip our mind
14:8.64 okay so that is kind of the most
14:11.44 straightforward concept which is turning
14:13.92 an item into a task
14:17.04 alternatively what you're able to do is
14:20.64 you can actually take an email and you
14:22.56 can link it to a pre-existing task that
14:24.72 you already have
14:26.72 so an example of this would be
14:29.52 let's say you're working with a customer
14:31.52 you create a priority matrix item for
14:33.60 them and then they send you a couple
14:35.20 more follow-up emails that you need to
14:36.72 keep track of
14:38.48 instead of creating multiple duplicate
14:40.64 items that represent the same thing what
14:43.68 you can now do is you can actually just
14:46.00 link these emails to the pre-existing
14:47.92 tasks that you already have
14:49.92 so i'm going to type in a keyword i'm
14:51.44 going to type in webpage
14:53.68 and now what we're going to do is i'm
14:55.12 going to just click attach
14:57.60 so it says
14:59.12 um you know basically i've attached this
15:3.20 email to that pre-existing item
15:6.32 again i'll circle back and i'll show you
15:8.32 what that's going to look like so here
15:10.32 it is uploaded file we can click on this
15:12.88 and it will take me right back to that
15:14.40 email
15:16.16 so again i can invite bella and i can
15:18.80 say um
15:20.48 hey bella see the
15:22.40 attached
15:23.60 emails for your information you need
15:28.08 to help this customer
15:30.96 again we're keeping everything compact
15:33.36 and everything is organized other people
15:35.76 in this project can also see what's
15:37.36 going on in my inbox most importantly is
15:40.32 no longer flooded or you know drowning
15:43.04 in information
15:46.16 lastly about this email integration
15:48.96 what's really cool about this is if you
15:51.04 need contextual evidence to understand
15:53.76 how what you're working on with other
15:55.52 people in your team
15:57.36 where it says office 365
16:0.80 you can actually use the drop down menu
16:2.64 to select somebody in your organization
16:4.80 and it's going to show you all of your
16:6.32 shared emails with that one person
16:8.80 so basically just surfing surfacing a
16:10.96 little bit of contextual evidence
16:13.12 to you know help you understand how you
16:15.68 may need to prioritize this email
16:19.68 so just to sum this up what did we just
16:21.52 look at i showed you how you can number
16:24.08 one create a priority in a project
16:27.84 number two we looked at turning an email
16:29.92 into a task
16:31.28 and number three we looked at attaching
16:33.28 an email to a pre-existing task
16:37.04 so this is definitely really powerful
16:38.80 for the concept of email management
16:40.72 because now we're able to set deadlines
16:43.60 and discuss these priorities without
16:45.36 having to flood our inbox
16:48.96 to kind of tie this all together what i
16:51.04 always like to show people is the agenda
16:53.28 view through priority matrix
16:56.24 so what this agenda view does is it's
16:58.32 going to show you across all of your
17:0.24 different projects that you have
17:3.36 and it'll show you everything that you
17:5.12 have due for today in the next seven
17:7.28 days
17:8.32 and now this would include those emails
17:10.64 you've already prioritized
17:14.16 so here we can see everything that i
17:15.92 have due today do tomorrow and things
17:18.64 that are overdue so here's a couple
17:20.24 email examples that i prioritize that
17:22.48 must have slipped my mind
17:24.64 so as you can see if you are able to use
17:27.68 priority matrix to its fullest potential
17:30.32 the system will do its job by
17:33.52 improving communication
17:35.52 helping you keep track of these emails
17:37.44 and again helping you keep that inbox
17:39.52 free and clear of
17:41.52 all those dozens of emails that you're
17:43.12 always getting
17:45.12 additionally when our
17:47.60 organizations use priority matrix for
17:50.16 communication
17:51.84 we've seen them be able to eliminate
17:53.76 their internal communication through
17:55.68 outlook by a hundred percent because at
17:58.00 the end of the day if you're using these
18:0.24 priorities to communicate your
18:1.92 conversations stay more organized
18:4.48 and you no longer have to use emails for
18:6.32 that main
18:8.24 main platform of internal communication
18:15.28 so hopefully that makes sense circling
18:17.28 back to my powerpoint here a couple key
18:19.68 takeaways that i want to highlight
18:22.40 when you use priority matrix you are
18:24.40 able to see your emails priorities and
18:27.28 your meetings in just one place
18:29.84 you can easily prioritize and discuss
18:32.08 emails effectively in priority matrix
18:35.52 and you can switch contacts left less
18:37.92 often and find what you're looking for
18:40.16 in just one place
18:41.68 to avoid distractions and avoid wasted
18:44.48 time
18:45.52 and you know spend your valuable time
18:47.52 working on what matters the most
18:54.16 so i want to pause here and what i would
18:57.36 love to do is kind of open this up for
18:59.52 questions comments
19:1.28 you know any feedback that you have
19:2.96 about the session so far
19:6.00 well what you all can do is you can
19:7.52 either drop those questions into the top
19:9.68 box
19:10.64 or alternatively you can actually take
19:12.48 yourself off mute and i would love to
19:14.56 talk to you and we can kind of answer
19:15.92 those questions one by one so i'll give
19:18.00 you guys a couple minutes to go ahead
19:19.52 and
19:20.24 get those questions ready and ask them
19:22.48 whenever you want
19:31.28 a few common questions that i typically
19:33.44 get while i wait for your questions to
19:35.44 surface is
19:37.20 can i test priority matrix with my team
19:39.92 the answer is absolutely yes we provide
19:42.16 a free two-week trial to help you get up
19:44.40 and running and see how this is really
19:46.00 going to support your entire
19:47.52 organization
19:49.84 after the trial ends we have several
19:52.24 different licensing options
19:54.16 starting at just five dollars per user
19:56.24 per month
19:57.36 going all the way up to an enterprise
19:58.88 solution and the best fit really just
20:1.12 kind of depends on your need
20:3.28 and if these are questions that you have
20:5.04 i would be more than happy to connect
20:6.56 with you one on one and kind of look at
20:8.16 your use case and see what the best fit
20:10.00 will be
20:14.08 your it department does not necessarily
20:16.64 need to approve priority matrix it's
20:18.96 likely already approved due to our high
20:21.44 security and our achieved and
20:23.92 certifications
20:25.36 um if for whatever reason it does need
20:27.60 to approve pm it's not going to be a
20:29.44 problem again because we have
20:31.92 such a high level of security most
20:34.16 companies don't find a problem with
20:36.00 their employees using priority matrix
20:40.24 when you do get started with the system
20:42.48 nobody is able to see your projects
20:44.56 until you intentionally share with them
20:46.88 and in fact nobody in your company even
20:48.80 needs to know that you're testing it out
20:50.48 it's completely up to you to decide when
20:52.40 you want to tell them this information
20:56.08 lastly in terms of support and training
20:58.56 and this is super important to kind of
21:0.48 tune in for because i constantly have
21:3.68 webinars and live webinars um going on
21:7.04 basically every single day we do at
21:8.80 least one
21:10.00 so those are always really great to tune
21:12.24 into if you can
21:13.84 and then in terms of training we are
21:16.64 able to provide group training and
21:18.64 one-on-one training for our enterprise
21:20.56 customers
21:21.84 and for everybody else we have an
21:23.76 extremely well built out youtube channel
21:25.76 with dozens and dozens of videos
21:28.16 constantly adding in new content to help
21:30.24 you get started
21:31.76 and get the most out of priority matrix
21:37.28 so with all this being said um
21:40.56 we can kind of wrap this up if there's
21:42.16 no other questions coming through
21:44.40 hopefully it was helpful to