Stop Allocating Resources Blindly; Get Priority Matrix Today for the Visibility You Need

Video presented by Erica Beaulieu

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Do you struggle to understand what your teammates have on their plate, and where to assign future projects? Use Priority Matrix to gain a clear understanding of what your teammates are working on, progress updates, and who is overloaded /under loaded. Managers, you won't want to miss this presentation!

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Video transcription (22:51.76) Stop scroll

13.20s all right everybody let's go ahead and
14.88s get started for today's priority matrix
17.44s webinar
18.72s the topic for today's session is stop
21.36s allocating resources blindly get
24.16s priority matrix today for the visibility
27.44s you need
28.88s so this is a really interesting topic
30.88s and it's actually the first time that
32.80s i'm doing the webinar on this topic and
35.84s basically how this came to be was
38.40s i've been working with a wide variety of
40.48s different levels of management at
42.08s different organizations and one of the
44.72s most common challenges i hear time and
47.36s time again is
49.28s the idea that limited visibility makes
52.24s it really challenging for
54.56s leaders and managers to understand where
57.52s they should be delegating
59.52s priorities to and allocating more
1:1.92 resources
1:3.44 because they simply don't know what is
1:5.36 on each person's plate
1:7.76 on their team
1:10.48 so what do those challenges look like
1:12.48 when a management or leadership position
1:15.52 just doesn't have the visibility they
1:17.36 need to know what each person is working
1:19.76 on and understand the workloads
1:23.60 this brings a challenge of employees
1:25.60 being overloaded and under loaded and of
1:28.72 course when an employee has way too much
1:30.72 on their plate
1:32.00 it means that priorities are being
1:34.00 forgotten about deadlines are being
1:35.68 missed and the ball is just being
1:37.76 dropped all over the place
1:40.32 this leads to unbalanced priorities
1:42.24 across the team when one person is
1:44.32 overloaded it likely means somebody else
1:46.32 is under loaded
1:47.84 and with that being said
1:49.60 this challenge and this setup of a
1:51.92 workload management is definitely
1:54.56 difficult and it's not an intentional
1:56.48 thing i've never spoken to a manager
1:58.80 that specifically says you know yes
2:0.56 we've really loaded this person up with
2:2.24 priorities
2:3.52 and kind of left this person to figure
2:5.04 out what they need to be working on it's
2:6.96 never intentional and it usually comes
2:9.20 to be simply because of lack of
2:10.80 visibility
2:12.72 this makes it really difficult to plan
2:14.72 future projects
2:16.40 simply because the leadership team
2:18.16 doesn't understand who will be available
2:20.64 to bring on these new projects
2:24.40 it also really leads to difficult time
2:26.24 management for those people that are
2:28.00 overloaded and also just makes it really
2:30.80 hard for a manager to feel confident
2:32.72 moving forward and assigning tasks to
2:35.44 people on their team when they're just
2:37.36 really unsure about what each person has
2:40.16 on their plate
2:43.20 so what is the priority matrix approach
2:45.76 and why are we able to help so many
2:47.84 managers gain that visibility that they
2:49.84 need and to have an even workload across
2:52.72 the team and the organization
2:55.92 priority matrix lets managers see all
2:58.24 priorities in just one place
3:0.88 so this eliminates the need to jump from
3:3.20 emails to teams chats to
3:6.24 you know slack to calendar events to
3:8.24 such a wide variety of different places
3:10.08 that priorities may be stored
3:12.40 now these managers can see everything in
3:14.72 just one place
3:17.20 within priority matrix you're able to
3:19.20 drill down and focus on maybe just one
3:22.16 project
3:23.36 maybe a specific user or you can say you
3:26.16 know show me all of the priorities that
3:27.92 we need to get done first
3:29.76 and let's push those lower priority
3:31.68 items to the side
3:33.76 so
3:34.56 basically to kind of wrap up that point
3:36.40 what we've done is we've given
3:37.84 visibility and
3:40.72 filtering options to support exactly
3:43.28 what that leadership role needs to be
3:45.36 seen
3:47.28 if for whatever reason you look at a
3:49.36 project or you look at a group of
3:50.96 priorities and something seems off and
3:53.12 you need to make a modification
3:55.36 priority matrix has made it super easy
3:57.84 to actually manage those priorities and
3:59.92 change them on the fly as needed
4:3.76 last but definitely not least with all
4:5.60 of these different functionalities and
4:7.20 views
4:8.32 priority makes it priority matrix makes
4:10.80 it easier to ensure an even workload
4:13.28 across a team
4:14.56 granted maybe nothing is ever going to
4:16.48 be perfect but i can almost guarantee
4:19.12 you that when you use the functionality
4:21.12 that priority matrix provides that
4:23.60 workload is going to be a whole lot more
4:25.68 well-balanced than it has been before
4:30.56 for those of you that are integrated
4:32.72 into the office 365 ecosystem you're
4:35.52 going to be really happy to know that
4:37.44 you can actually integrate priority
4:39.12 matrix directly with microsoft teams
4:42.40 outlook 365 and with sharepoint
4:45.76 so one of our biggest goals here at
4:47.68 affluence is to help people spend time
4:50.16 in just one platform and ultimately
4:52.64 switch contacts less often
4:55.44 so when you are able to
4:59.44 access priority matrix through teams if
5:2.16 that's already your central place for
5:3.76 working then everything just got a whole
5:6.00 lot easier for you to
5:7.92 number one use pm yourself and pitch it
5:10.72 to the rest of your team to try to get
5:12.80 everybody else on board
5:16.08 so what are we going to be looking at
5:17.76 today during this live demo
5:20.08 i'm going to spend a pretty good amount
5:22.00 of time looking at the priority matrix
5:24.40 reports
5:25.68 simply because this is such a heavy
5:27.92 place where managers are able to gain
5:30.16 that visibility for workload management
5:33.28 we actually have a specific report
5:35.44 called the workload management report
5:38.00 which is fully interactive and you can
5:39.60 see a little glimpse of this on the
5:40.96 right hand side of my screen
5:42.96 and we're also going to take a look at
5:44.48 more general reports and so you can see
5:46.72 things on a weekly monthly or quarterly
5:48.88 basis
5:50.32 again depending on those filters that
5:52.64 you need to apply whether it's by
5:54.16 project user priority i'm going to show
5:56.40 you how you can do all of this through
5:57.92 pm
6:0.56 as you start to adopt priority matrix
6:2.80 and start to leverage it with your team
6:4.96 if you're feeling like hey you know i
6:6.72 wish priority matrix could do this or i
6:9.04 kind of need this set of reports
6:11.52 definitely let us know we've been able
6:13.52 to generate a lot of customer reports
6:15.36 for our enterprise customers
6:18.16 you know to some extent of course they
6:19.76 have to be pretty reasonably
6:22.24 um manageable for us to process but
6:24.64 again we would love to hear your needs
6:26.96 and you know kind of see where you're
6:28.48 coming from and see if maybe we can
6:30.00 customize a little bit for you
6:34.00 the other thing we're going to look at
6:35.28 today is just additional helpful views
6:37.84 that priority matrix offers on the right
6:40.48 hand side i've added a quick screenshot
6:42.40 of what we call the search view to allow
6:44.96 managers to see priorities plus their
6:47.36 sharepoint data in just one place
6:50.72 i'm also going to show you a view called
6:52.56 agenda where this will allow you to see
6:55.04 your own personal task list
6:57.92 and it will give you the visibility to
6:59.84 see top priorities that your team is
7:2.00 currently working on
7:5.20 so with all of that being said let's go
7:7.04 ahead and get started and i'll kind of
7:8.88 dive into the live demo portion of this
7:12.00 webinar
7:15.04 if any of you have questions at any time
7:17.20 feel free to just bring yourself off
7:18.88 mute or you can drop them into the chat
7:20.88 box
7:22.24 and i would love to kind of answer those
7:23.76 questions for you as we go through the
7:25.52 session
7:28.56 so for those of you that are seeing
7:30.16 priority matrix for the very first time
7:32.56 right now i'm going to give you a little
7:34.32 bit of insight just to kind of help you
7:36.24 understand what's on my screen
7:38.40 so the rest of the session makes more
7:40.24 sense
7:42.24 what we're looking at here this is my
7:44.16 priority matrix and i have it integrated
7:46.48 directly into my team's platform
7:49.12 if you haven't done this yet it's super
7:50.80 easy to install just go to apps type in
7:53.04 priority matrix and install this
7:55.44 application
7:57.60 i always suggest pinning it open just so
7:59.60 when you explore other places and teams
8:1.92 it'll stay there and be readily
8:3.36 available for you
8:6.08 so when you and your organization are
8:7.92 using priority matrix it essentially
8:10.00 becomes the central space to
8:12.48 create what we call projects
8:14.96 which represent a group of similar
8:17.28 priorities that you're working on
8:19.84 so here's a couple different projects
8:21.76 with different examples that i've set up
8:23.36 just for today's session
8:25.44 but of course every organization and
8:27.52 every team that uses priority matrix
8:30.32 their projects tend to look a whole lot
8:31.92 different so if you look at this and
8:33.68 you're like well you know this doesn't
8:34.88 really resonate with me don't worry
8:37.04 you're able to set up different projects
8:38.72 and customize them to fit the exact
8:41.28 group of priorities that you need to
8:42.88 keep track of
8:45.68 within a project this becomes that
8:47.92 central space where you're able to
8:49.92 number one
8:51.04 share this project with all of your
8:53.04 teammates who are working on this with
8:54.56 you
8:55.60 using the quadrants to help you either
8:57.44 prioritize what needs to get done or you
8:59.84 can rename them to kind of customize how
9:2.40 you want to manage these priorities
9:6.48 and then within this quadrance it
9:8.00 becomes within these quadrants it
9:10.00 becomes that space where you're able to
9:12.00 delegate tasks to your teammates
9:14.64 so there i can just assign this task to
9:16.64 bella
9:17.52 i can say hey bella can you work on this
9:20.56 later today becomes a space where we're
9:23.28 able to communicate
9:25.12 we can very easily share progress
9:26.88 updates
9:27.92 and we can also schedule effort hours
9:30.00 for each priority that we're working on
9:33.60 so all of these things are you know
9:35.76 definitely critical for
9:37.76 meeting your deadlines and having
9:39.52 effective communication and teamwork
9:43.04 but what happens is the system doesn't
9:45.52 stop there
9:48.64 priority matrix basically takes all this
9:51.44 information and it rolls it up into
9:53.28 these valuable reports so when it comes
9:56.08 to
9:56.96 your management positions and they need
9:59.28 to see what each person is working on
10:1.20 across all of these projects
10:3.28 priority matrix provides that visibility
10:5.68 for you
10:7.36 nonetheless on just kind of a project
10:9.52 level it is definitely available for
10:12.80 those leadership roles to click into the
10:14.88 project and just take a look and see
10:17.20 okay you know under product development
10:19.44 here's who's working on these priorities
10:21.20 here's our deadlines and here's what we
10:22.88 have on our plate going project by
10:24.96 project is absolutely an option for you
10:27.60 and it works really well
10:29.68 but when you need more of an analytical
10:31.52 report
10:32.56 from kind of that bird's eye perspective
10:34.96 priority matrix will definitely provide
10:36.88 that for you
10:39.44 so let's start off by looking at the
10:41.20 general reports that are automatically
10:43.44 generated in priority matrix
10:46.40 so again the goal of today's topic is to
10:48.64 help you understand how priority matrix
10:51.76 will
10:53.04 basically help you delegate and allocate
10:55.68 resources
10:57.20 properly so nobody on your team is
10:59.12 overloaded or under loaded
11:2.48 so when i open up this report that
11:4.16 basically highlights the last seven days
11:6.56 of activity in priority matrix
11:10.00 it's going to automatically show you
11:12.32 number one all of the teammates that
11:14.24 have been active on your account and
11:17.04 again keeping in mind this is just
11:18.72 covering the last seven days because
11:21.20 that's the time frame that i selected
11:24.72 so from here you can either choose just
11:26.80 one user by selecting them
11:28.88 or you can leave everybody highlighted
11:31.36 as we see there
11:32.96 and as you can scroll down it shows you
11:34.96 the activity per item tag that you may
11:37.92 have been using in your projects
11:41.04 shows you the new completed deadline and
11:43.76 open priorities over this time frame
11:47.20 and then where this report really comes
11:49.04 in handy is it allows you to see
11:52.16 which items have been created completed
11:55.04 and which ones are open or overdue
11:58.08 again over the last seven days of
12:0.72 activity
12:2.40 so in my opinion this is not the best
12:4.96 place to kind of get that understanding
12:6.88 of the workload balance
12:9.12 but this report is definitely incredibly
12:11.36 helpful if you want to see like okay
12:14.16 you know what what has each person
12:16.48 completed over the last seven days what
12:18.88 have they created
12:20.48 and it just kind of shows you the
12:21.84 activity for each person in your account
12:26.80 this report is something that you can
12:28.32 definitely export to a pdf if you oops
12:31.36 if you need to share it with one of your
12:33.68 teammates that's not in the system
12:38.08 more specifically focused on workload
12:40.32 management i want to show you this
12:42.16 report here and i'm actually going to go
12:44.32 in
12:45.12 and i'm going to take a couple users off
12:47.28 this report just to make it a little bit
12:50.40 more clear as to what we're looking at
12:54.00 okay so
12:55.60 the idea of this workload management
12:57.36 report is to give you this view to see
12:59.84 okay here's everybody on my team
13:2.80 and basically here's the workload that
13:4.96 they have per day
13:6.88 so there's a couple different ways that
13:8.56 you can actually filter these
13:10.80 priorities number one would be the
13:12.56 number of items that they have due for
13:14.48 that specific day
13:16.40 this is how my brain kind of works i
13:18.88 really prefer this view but there are
13:21.04 different options for effort hours and
13:23.36 scheduled hours which i've definitely
13:25.28 seen organizations utilize that and it's
13:27.36 been super helpful for them
13:30.80 so here we can use myself as an example
13:33.52 and from my management perspective if
13:36.72 they were looking at me and saying what
13:38.48 is erica working on today
13:40.88 what is she working on tomorrow and what
13:42.56 does her workload look like
13:44.80 for the week
13:46.88 if they want to drill down they can
13:48.48 click on a specific day
13:50.40 and it will show
13:51.92 basically what is due for that day
13:54.32 and what's being represented in the
13:55.84 workload management report
13:58.56 so at the end of the day
14:4.96 at the end of the day when we look at
14:7.28 the total number of items that are going
14:9.84 to be due for everybody on your team
14:13.44 that basically allows the management to
14:15.44 see you know okay erica has nine items
14:18.48 due this week
14:19.68 whereas maybe some of the other players
14:21.60 in our organization
14:23.44 have a lighter workload so from here you
14:26.24 could go in you could reallocate these
14:29.12 priorities if you wanted to assign it to
14:31.12 somebody else
14:32.40 maybe leave it as is
14:34.24 but essentially the goal for this
14:36.16 workload management report
14:38.72 is to help
14:41.04 the
14:41.76 managers and leadership
14:43.60 in the organization understand what's on
14:46.16 everybody's plate and drill down if they
14:48.64 want to see what is being represented in
14:50.72 this report
14:53.28 so happy to pause here and kind of
14:55.04 answer any questions that may have come
14:56.72 up so far about this presentation but
14:59.68 hopefully this kind of makes sense
15:1.60 and you can also drop those questions
15:3.20 into the chat box if you don't want to
15:4.96 come off mute right now
15:9.60 so that's going to be the general report
15:12.16 and the workload management report all
15:14.88 available for you directly through the
15:16.48 microsoft teams integration so again you
15:19.20 don't even have to leave
15:21.04 the central system to get that
15:22.96 analytical data that you might need
15:26.88 in terms of the other additional views
15:28.80 that i wanted to show you the first
15:30.80 thing that i would direct us to is what
15:32.64 we call the search view
15:34.64 so kind of jumping back to this main
15:36.64 screen here
15:37.84 priority matrix provides a place
15:40.80 for your teammates to create
15:43.84 projects
15:45.12 that you know basically represent a
15:46.88 group of priorities you're working on
15:48.80 and again clicking through each and
15:50.40 every project is not a bad option
15:52.96 and in fact sometimes that's just what
15:54.72 needs to be done
15:56.64 but when it comes to seeing a high level
15:59.20 overview of you know what's happening
16:1.84 across all of these projects
16:4.24 i would definitely direct you towards
16:6.24 the priority matrix search view
16:9.12 so what happens here is
16:11.20 this is showing me all of my priorities
16:14.72 across all of our projects that we're
16:16.80 working on and again it's not even just
16:18.40 what i'm working on it's everybody on my
16:20.48 team
16:21.84 from this perspective of needing more
16:24.00 visibility and kind of focusing on
16:26.08 whether it's a specific person a
16:27.84 priority level
16:29.36 we'll use the example of looking at
16:32.24 only my priorities
16:34.56 so now what we're able to do is
16:37.84 we can drill down select a specific user
16:40.56 that we're looking to see and then we
16:42.64 can filter by deadlines so in terms of
16:45.44 visibility to understand
16:47.52 what somebody on your team is working on
16:49.36 and what those deadlines look like
16:51.60 this priority matrix search view is
16:54.08 really commonly used and
16:56.88 is actually incredibly helpful
16:59.28 you know when the time is right to just
17:0.80 focus on a specific person
17:4.32 an additional filter that people
17:5.92 oftentimes like to use is using the
17:9.04 priority matrix icons to shift gears and
17:12.08 see
17:12.88 these priorities based off of how urgent
17:15.36 they are
17:16.72 so when i click on this little flag icon
17:19.04 it changes how my items are filtered
17:22.16 and if you start to use the icons to
17:24.24 represent a priority level which is what
17:26.48 we do here at affluence
17:28.56 it can be really helpful to see okay you
17:30.48 know show me all the fire priorities all
17:33.20 together and again that's a very unique
17:35.68 level of visibility that a lot of
17:37.76 managers don't have without priority
17:39.84 matrix but they definitely in fact need
17:42.64 that view
17:46.16 the last thing that i want to show you
17:47.84 here today
17:52.32 the last thing that i want to show you
17:53.76 here today is the priority matrix agenda
17:56.64 view so basically what happens here is
18:0.16 number one
18:1.36 everybody in your organization who is
18:3.28 using priority matrix will now be able
18:5.52 to see
18:6.72 everything that
18:9.20 they need to get done across all of
18:11.04 these different projects so as a manager
18:14.16 using priority matrix and delegating
18:16.16 things out to your teammates
18:18.00 you no longer have to worry that things
18:20.16 will slip through the cracks if they're
18:21.60 gonna miss a meeting they're gonna
18:22.96 forget forget about an email because
18:25.36 this little agenda is basically like a
18:27.44 personal assistant helping you
18:29.20 understand everything you need to work
18:31.52 on
18:34.32 in terms of kind of looking at this from
18:36.40 a management perspective and tracking
18:38.72 top priorities and understanding
18:41.44 the workload balance of each person
18:44.32 you can shift gears and this agenda view
18:47.04 will show you all of the items that you
18:49.04 follow
18:50.56 so
18:51.36 hypothetically in priority matrix all of
18:54.40 your teammates would add the manager as
18:56.48 a follower to the top priorities
18:59.60 so now we're able to see across the
19:1.60 whole team
19:2.80 from this perspective all of the top
19:4.88 priorities that you are following
19:7.60 which again just to kind of reiterate
19:9.68 what in theory show you all of the top
19:12.00 priorities across your entire team
19:14.80 and it's filtering this based off of
19:16.56 deadlines
19:17.76 so everything due today due tomorrow
19:21.60 friday and then what is left as overdue
19:24.64 priorities
19:26.96 so to kind of sum up everything that we
19:29.36 just looked at together i'm going to
19:31.44 bring my powerpoint back onto the screen
19:35.04 and kind of highlight a couple key
19:36.80 points here so the visibility that
19:39.68 priority matrix provides it means better
19:42.40 resource allocation
19:44.56 again i see this challenge time and time
19:46.64 again which is
19:48.40 without a
19:49.68 project management solution like
19:51.60 priority matrix the needed visibility is
19:55.44 oftentimes just not there and it makes
19:57.84 it really challenging to understand
20:0.16 who the workload of everybody on your
20:2.32 team
20:4.16 priority matrix lets you kind of stay at
20:6.08 that high level of the workload
20:7.68 management report just seeing total
20:9.60 items that each person is working on
20:12.08 or as we looked at you can definitely
20:14.24 drill down
20:15.76 and start to understand the specific
20:18.16 priorities that each person is working
20:20.00 on
20:22.32 last but definitely not least the
20:24.32 ability of priority matrix to filter by
20:26.72 deadlines of number of tasks and effort
20:29.44 hours is incredibly critical
20:31.84 and this is because every organization
20:34.08 that i've worked with and
20:36.24 seen how they use priority matrix is
20:38.32 super unique and a lot of the times it's
20:40.64 all used a little bit differently
20:43.12 so having the flexibility to see the
20:45.68 exact set of data that you need is very
20:48.72 special and priority matrix definitely
20:51.12 provides that for you
20:55.04 lastly before we wrap up this webinar i
20:57.20 just want to go over a couple best
20:58.56 practices if you are indeed interested
21:1.28 in pursuing your priority matrix trial
21:6.08 i've seen organizations be the most
21:7.84 successful when they onboard departments
21:10.48 together instead of onboarding small
21:12.56 groups of people and then just kind of
21:14.16 hoping that the entire department gets
21:16.16 on board
21:17.28 reason being is because perspectives
21:19.60 like the workload management report the
21:22.08 general reports and kind of the search
21:24.24 view that we looked at
21:26.24 in order for it to have
21:28.24 its most
21:29.68 you know reach its highest potential
21:32.64 everybody needs to be in that system
21:35.20 because if somebody's left out then you
21:37.52 know you're not really able to get that
21:39.28 full painted picture of
21:41.52 what is on everybody's plate and then
21:43.68 kind of equally analyze so you know what
21:46.16 needs to be done next
21:48.96 we definitely suggest continuing to
21:50.96 attend our webinars ranging all the way
21:53.28 from intro webinars advanced intros and
21:56.00 then more specific webinars like today
21:58.56 on certain use cases or maybe certain
22:0.96 roles that we tend to work with
22:4.56 lastly we definitely offer one-on-one
22:6.48 training for leadership positions and
22:9.12 super users
22:10.48 so again once we are able to help you on
22:13.20 board your department or organization
22:16.24 the group training sessions the webinars
22:18.40 and one-on-one um conversations will
22:20.96 definitely be available to you know
22:22.96 onboard everybody as best as we can
22:28.48 so thank you everybody so much for
22:30.32 joining today if you have any questions
22:32.96 i'm happy to kind of answer those for
22:35.44 you right now
22:36.96 if not i'm going to send out a follow-up
22:38.96 email with this recorded session and i
22:41.60 hope to kind of hear your feedback and
22:43.28 hear your questions as you continue to
22:45.52 explore the system
22:47.68 thank you again have a wonderful rest of
22:49.52 your day