Use Priority Matrix for Office 365 to Have Effective Meetings

Video presented by Erica Beaulieu

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Having effective team collaboration and aligned priorities is one thing. Having effective and to-the-point meetings is another. Use Priority Matrix to have better meetings than ever before with automatically created meeting agendas, and a collaborative think space for the entire team. You won't want to miss this!

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Video transcription (29:53.48) Stop scroll

0.24s so this is a topic that has been
2.16s requested time and time again as i've
4.16s been doing our intro webinars and then
6.40s the advanced introductory session
9.36s that kind of gives you the foundations
11.44s for priority matrix and then during the
13.52s advanced session i actually kind of
15.04s touch on
16.64s some of the more advanced features such
18.32s as how priority matrix supports you
20.40s during meetings
22.24s so we can actually expect this webinar
24.32s to be a little bit shorter i would
26.56s expect it to be probably 20 to 25
29.36s minutes just because we're really only
31.76s going to be looking at one topic here
33.68s not exploring so many different
35.28s scenarios in priority matrix
37.76s but today's session is going to be how
39.76s you can use priority matrix for office
41.92s 365 to have effective meetings
46.24s so i think that this slide can probably
48.16s resonate with a lot of us on the meeting
50.00s today which is the idea of asking
53.04s so what actually makes
54.96s a meeting
56.84s effective from my experience talking
59.44s with so many people in leadership
1:0.96 positions and you know essentially
1:3.28 employees that sit through meetings all
1:5.36 day long sometimes
1:7.44 we at least want those meetings to be
1:9.04 effective and we want to walk away from
1:10.72 them feeling like it was worth our time
1:12.88 so what can an effective meeting look
1:15.12 like
1:16.24 it will look like a clear and concise
1:18.24 agenda laid out prior to the meeting
1:20.88 what this allows us to understand is hey
1:23.52 as an employee do i actually need to
1:25.36 attend this meeting or is it just going
1:27.04 to be you know relevant to some of my
1:28.96 employees but not so much important for
1:31.20 me to join
1:33.44 i've spoken with a lot of managers who
1:35.52 have kind of come to the conclusion that
1:37.44 if we have a clear and concise agenda in
1:39.76 place
1:42.72 then our employees should be able to
1:44.24 decide if it's worthwhile for their time
1:46.24 or if there's other priority that they
1:47.92 should be working on
1:49.84 an effective meeting also allows you to
1:51.76 share progress updates on those top
1:53.76 priorities and making sure everything
1:56.00 you need to talk about has the place to
1:57.84 be discussed
1:59.44 an effective meeting allows you to
2:1.04 actively prioritize new tasks so when
2:4.00 the meeting ends your priorities are
2:6.64 aligned and everybody does indeed
2:8.56 understand where they need to get
2:10.16 started next
2:12.88 so what is the priority matrix approach
2:15.04 and how have we helped so many
2:18.00 organizations have more effective
2:19.76 meetings
2:20.96 number one priority matrix helps you
2:23.36 prepare for the meeting we're going to
2:25.68 take a close look at this during the
2:27.20 live demo portion i'm going to show you
2:29.28 how it helps you prepare for a
2:31.28 one-on-one meeting and then also more of
2:34.08 a team meeting agenda
2:36.88 priority matrix does provide a
2:38.64 collaborative space prior to the meeting
2:41.20 during the meeting and after the meeting
2:43.44 so as your priorities are shifting in
2:45.36 your sharing status updates everybody
2:47.28 can kind of pitch in and jot down the
2:50.00 information that's needed
2:52.96 priority matrix make sure that
2:54.96 priorities are aligned and also sets
2:57.20 teams up for success post meeting
2:59.92 by doing a couple different things
3:2.24 and i'm going to touch on kind of those
3:4.56 final meeting points in a couple slides
3:7.04 into the future but um overall i would
3:9.92 say this is how you know the priority
3:12.32 matrix approach has helped so many
3:14.08 organizations have more effective
3:16.16 meetings
3:20.88 so one of the ways that priority matrix
3:23.12 supports users during meetings is
3:25.44 actually during those one-on-one
3:26.88 meetings so this is a little screenshot
3:28.80 of a specific view that we have within
3:30.72 the system i just wanted to put this
3:33.04 here to kind of you know grab your
3:35.12 attention and help you prepare for what
3:37.36 we're going to be looking at during the
3:38.80 live session
3:41.44 the other way that priority matrix helps
3:43.44 people prepare is by providing a meeting
3:45.84 agenda for those group meetings hosted
3:48.16 via microsoft teams
3:50.16 again we're going to dive into both
3:51.52 those views a lot more during the live
3:53.20 demo but just wanted to kind of give you
3:54.80 a lay of the land so you can expect what
3:56.96 to see on your screen
4:0.64 so
4:1.36 here at affluence we've really done our
4:3.04 best to make sure that all of your
4:4.80 critical details are in one place and so
4:7.20 when it comes to working with that media
4:8.96 agenda or working within priority matrix
4:11.44 as you prepare for a meeting
4:13.44 we really want to help you switch
4:15.28 context less often
4:17.36 by allowing you to see your emails of
4:19.76 your priorities and your meetings and
4:21.92 all through the priority matrix system
4:24.48 so really you can focus on what matters
4:26.48 most when you're preparing for your
4:28.32 meeting and when the meeting is over
4:32.56 so again i just want to remind everybody
4:34.72 that your questions are very much
4:36.56 appreciated and 100 encouraged at any
4:40.08 time
4:40.96 i don't see any questions that have come
4:42.64 up yet so what we'll do now is we'll
4:44.48 kind of switch to the live demo portion
4:46.96 of this webinar where i'm actually going
4:49.04 to walk you through those two views that
4:50.56 we looked at
4:54.16 all right so for those of you that are
4:56.88 attending the webinar today and you're
4:58.40 feeling like you know i don't really
5:0.24 know much about priority matrix this
5:2.56 might be your first time seeing it
5:4.56 i would definitely encourage you to join
5:6.88 my intro sessions later this week on
5:9.20 thursday and friday i'm hosting
5:11.68 number one a live introduction to
5:13.76 priority matrix and then the following
5:15.92 day it's going to be an advanced intro
5:18.64 where we look at some of the more
5:19.84 advanced features that's really going to
5:21.84 help you kind of get the lay of the land
5:23.68 understand the fundamentals and and then
5:25.68 you can kind of piece together some of
5:27.20 the more advanced features such as the
5:29.04 meeting management
5:31.84 but just to kind of get us all off on
5:34.08 the same foot what what i have on my
5:36.32 screen here this is my priority matrix
5:38.88 and as you can see it's running directly
5:41.12 through my team's platform
5:43.44 so i do have it pinned open i always
5:45.60 suggest doing that
5:47.12 and then right here in the middle of my
5:48.88 screen this is going to be where you
5:51.60 spend a lot of your time collaborating
5:53.60 with your teammates and aligning your
5:55.76 priorities
5:57.92 these projects that i have on my screen
5:59.84 here are essentially designed to give
6:1.92 you and your teammates
6:3.44 a central space where you're able to
6:5.76 track priorities that fall under this
6:8.24 projected category
6:10.64 these projects can be shared with
6:12.16 anybody on your team who needs to be
6:15.20 included in this collaborative space
6:17.60 or you can then go through and you can
6:20.08 assign priorities
6:21.84 you can invite followers which is
6:24.00 basically signing them up to get
6:25.52 notifications for the task
6:27.92 and it gives you a place to share all of
6:29.76 these juicy details that come into play
6:32.80 when you have a task that needs to be
6:34.64 completed at a specific date such as
6:37.60 communicating down here
6:39.60 setting deadlines
6:41.60 which you can do super easily
6:43.76 and sharing progress updates as you work
6:46.32 through this task
6:48.56 so i just did a super quick run through
6:51.28 of kind of the functionalities at the
6:52.96 end of project but there's a whole lot
6:54.80 more to this so again if you're looking
6:56.32 at it and you're like well you know i'd
6:58.32 really love to understand just kind of
7:0.00 the basics of setting up projects and
7:1.92 whatnot
7:3.28 joining the introductory webinar is
7:5.04 going to be a great place for you
7:8.40 so then the question typically is
7:11.52 oops i see a question julian can you add
7:13.52 resources
7:14.84 outside of our organization
7:18.32 i'm not sure
7:19.84 i understand that question
7:22.16 completely
7:23.60 when it comes to adding resources
7:26.80 to actually to an item
7:29.12 you can basically link in any type of
7:31.60 resource that you need whether it's an
7:33.52 email
7:34.80 um like a url a pdf a word document
7:38.96 any type of um oh human resources so
7:43.44 are you kind of asking if you're able to
7:46.16 collaborate with people outside of the
7:47.92 organization the answer is absolutely
7:49.84 yes
7:51.04 priority matrix does not pose any
7:53.44 barriers in terms of collaborating with
7:55.36 people who have a different email domain
7:57.52 if you will
7:58.96 which is something that's really special
8:0.40 about priority matrix because there's
8:2.40 absolutely a lot of really powerful
8:4.48 project management solutions
8:7.12 but what we've come to understand is
8:8.72 some of them unfortunately do place
8:10.32 barriers which restricts you to only
8:12.64 working within your team or your
8:14.32 organization priority matrix doesn't do
8:16.96 that
8:18.08 in fact
8:19.60 when i show you the meeting management
8:21.92 for group meetings i'll mention how that
8:24.00 ties into working with stakeholders as
8:26.00 well so great question thank you so much
8:28.16 for asking that
8:31.52 so at this point we've kind of seen you
8:33.92 know the general concept of using
8:35.76 priority matrix which is creating
8:37.60 projects and setting up tasks um then
8:41.12 you can delegate them and just kind of
8:42.56 work together as needed
8:44.56 so the next question that typically
8:46.48 comes up in terms of meeting management
8:48.48 is
8:49.20 okay you know that's great but how do
8:51.04 these priorities tie into my one-on-one
8:53.84 meetings with a teammate
8:55.92 direct report executive whoever it might
8:58.48 be
8:59.68 what i'm going to show you next is how
9:1.44 you can use those priorities to set up
9:3.68 for your one-on-one meetings
9:6.80 when i jumped the one-on-one tab which
9:8.72 is at the top of my screen
9:10.88 the system actually remembered the last
9:12.80 person that i chose to show this
9:15.04 one-on-one with but you will have a list
9:17.04 of everybody on your team that's using
9:19.60 priority matrix with you
9:22.64 what happens within this one-on-one view
9:25.04 is
9:25.76 it looks across all of your projects so
9:28.16 let's say as a team let's use a crazy
9:30.56 example let's say you have a hundred
9:32.00 projects
9:33.44 you can definitely bet that it's going
9:35.28 to be challenging to go through all 100
9:37.52 projects and pick out the top priorities
9:40.24 between yourself and one other person if
9:42.40 you had to do that manually
9:45.12 but the great news is that when you use
9:48.16 the priority matrix one-on-one view that
9:50.96 manual preparation for the meetings is
9:53.44 actually no longer a concern for you
9:56.80 the artificial intelligence running the
9:58.88 system basically behind the scenes it
10:1.44 says okay erica here's everything that
10:4.16 you have in common with the ex-teammate
10:7.04 that you select
10:9.60 what happens here is we're seeing
10:11.76 any priority where myself and this demo
10:14.96 user in this case are both involved in
10:17.44 whether i'm the owner and they're simply
10:19.28 a follower or vice versa they own it and
10:21.76 i've been linked as a follower
10:24.08 so
10:24.88 this kind of ties into the importance of
10:26.80 the concept of
10:28.64 when you're using priority matrix with
10:30.72 your manager for example
10:32.96 if you add a new priority
10:35.52 into a project and you think hey this is
10:38.00 really important for a manager to be
10:39.68 aware of simply link them in as a
10:42.48 follower and then when you jump into
10:44.64 your next one-on-one you're going to
10:46.72 have all of those important priorities
10:48.64 listed out for you right here
10:52.16 you may have noticed but at the very
10:53.84 start of this meeting or
10:56.08 rather the very start of when i jumped
10:57.84 the one-on-one i clicked on this do
10:59.84 option because for me i like to see my
11:2.80 priorities based off of my upcoming
11:4.56 deadlines
11:5.68 that's just kind of how i like to see it
11:7.52 but there's a couple different ways you
11:9.12 can filter your priorities simply just
11:11.04 by clicking on the headers here
11:15.36 what's great about this is we can get
11:17.44 insight into progress updates so if you
11:19.76 click on it there's more context on the
11:21.60 right so i could say hey this due date
11:24.40 is tomorrow
11:26.00 um haven't seen any
11:28.96 let's see haven't seen any updates from
11:32.24 you
11:33.36 and then we could stay still on track
11:37.04 go back here try to fix a couple of my
11:39.44 typos
11:41.44 all right so that's kind of the idea
11:43.52 again for more context or maybe you want
11:45.52 to set a reminder we could say remind
11:47.92 everybody in 20 minutes
11:51.12 you can do a lot of things directly from
11:52.80 the one-on-one in terms of updating your
11:54.72 priorities and sharing you know those
11:56.64 types of status updates
11:59.04 so
12:0.16 the one-on-one view doesn't only show
12:2.24 you your shared priorities granted if it
12:4.40 were to stop there it would still be
12:6.80 super duper helpful don't get me wrong
12:9.12 but one of the things that here at
12:11.28 affluence we really pride ourselves on
12:13.60 is
12:14.56 helping a user switch context less often
12:18.48 so what do i mean by that
12:20.56 what we mean is we give you access to
12:23.60 any shared emails that you have with a
12:26.32 specific person
12:28.56 any upcoming calendar events
12:31.28 and any shared files via onedrive that
12:34.64 you and this other user both have access
12:37.28 to so what's so special about this
12:40.88 let's i you know i'm sure that we've all
12:43.60 been in a meeting where our manager or
12:46.32 you know uh teammate says hey did you
12:48.24 see that email that i forwarded to you
12:50.08 last night at 10 pm and you're like oh
12:53.36 well actually no i didn't see that email
12:55.76 but instead of having to say that
12:58.40 the office 365 contextual information
13:1.12 down here at the bottom is going to have
13:2.56 your back it's going to show you an
13:4.16 email that they forwarded you or sent
13:5.92 you so
13:6.96 the idea is you can click on it and it's
13:9.04 going to give you that context that you
13:11.04 need
13:11.92 right here on the right hand side where
13:13.36 you can actually see the whole body of
13:15.12 that email
13:18.00 from here at any point if you feel the
13:19.84 need to actually um
13:22.08 prioritize this email or this meeting
13:24.40 you can send it to priority matrix super
13:26.80 easily
13:28.32 without even having to you know change
13:30.32 screens here
13:32.24 so happy to pause there answering any
13:34.80 questions about the one-on-one view in
13:36.64 fact there's one more thing that i
13:38.24 wanted to show you
13:39.92 which is the concept of adding a shared
13:41.76 task
13:42.80 so at the start of the presentation i
13:44.72 touched on the importance of having a
13:47.12 collaborative space actually during the
13:49.04 meeting which
13:50.32 you know a lot of us don't have unless
13:51.92 we use the system already
13:54.08 but what you can do is you can actually
13:55.92 add a shared task so we'll just say
13:59.28 test item we'll say this is going to be
14:1.68 due in four hours
14:4.32 so then we can add all the um item notes
14:7.04 and i see this coming into play a lot
14:8.96 when people are talking about you know
14:10.88 new ideas new initiatives they need to
14:12.88 put into place
14:14.40 instead of having to write it down on a
14:16.24 piece of paper or
14:18.24 you know an email a word document just
14:20.80 go ahead and prioritize it right off the
14:22.72 bat so
14:23.92 later on you basically know exactly
14:25.60 where you need to get started
14:27.92 and as you can see this was now added to
14:30.16 our shared priority list because i put
14:31.92 two in four hours the system was um
14:35.20 actually reading that and it picked up
14:36.72 the due date for me which is really cool
14:40.64 so that's going to be the first
14:42.88 opportunity to use priority matrix for
14:45.76 meeting support
14:47.68 a different way you can access the
14:49.52 one-on-one view
14:51.04 besides using it how we're looking at it
14:53.36 here which is basically the full
14:55.76 priority matrix app and then i went to
14:57.76 one on one
14:59.28 but in terms of using priority matrix
15:1.44 through your microsoft teams chats i
15:4.00 know a lot of us have chats up and
15:5.60 running all the time
15:7.20 you can actually add the one-on-one view
15:9.84 as an add-on to all of your chats with
15:12.24 your teammates
15:13.68 and then when you're ready to jump into
15:15.52 that one-on-one um you can basically
15:17.76 just go to your chat with that person
15:19.36 and it's going to show you all that
15:20.96 information that you need so
15:22.96 if i drag this up then we'll be able to
15:25.04 see again the office information at the
15:27.12 bottom
15:30.24 so kind of shifting gears here
15:32.80 let's talk about how priority matrix
15:35.36 actually supports you and more of the
15:38.16 kind of team
15:39.76 meeting aspect as well
15:42.88 so for those of you that set up your
15:44.80 team meetings through microsoft teams
15:47.12 you're absolutely in luck because that's
15:49.36 the foundation for using what we call
15:51.60 agenda
15:52.72 by priority matrix
15:54.80 so
15:56.08 one thing i always like to mention
15:57.60 because it is a really common question
15:59.52 which is
16:0.80 so i'm setting up this meeting but i
16:3.04 don't see the little plus icon that i
16:5.28 have up here a lot of people say that
16:7.04 they can't see that
16:8.64 reason being is because you actually
16:10.88 need to add one person to that meeting
16:14.08 save it and then venture back into it
16:16.48 and then you'll see the plus icon once
16:18.56 you hit edit meeting
16:20.56 so i just kind of like to get out of the
16:22.40 way because it is a common barrier that
16:24.00 people face
16:26.24 once you've done that you can click on
16:27.84 the plus icon and add agenda by priority
16:30.72 matrix so what happens at this point
16:34.40 in my example you'll see that there's
16:36.32 pablo and myself
16:38.32 just two people but even if there were
16:40.48 10 20 30
16:42.32 40 people even i know that sounds crazy
16:45.04 but the system is going to support
16:46.80 anybody that's using priority matrix
16:49.92 that you added to this meeting
16:52.32 through teams essentially
16:55.20 so what happens at this point the
16:57.04 artificial intelligence behind the
16:58.96 scenes looks through each person who
17:2.00 is part of this meeting and says here
17:4.24 are your top priority items
17:6.88 based off of what you have recently
17:8.88 modified
17:10.40 so i've actually noticed that the
17:12.72 artificial intelligence does a fantastic
17:15.44 job and for the most part it's pretty
17:18.16 much on par with things that i need to
17:19.76 talk about during my meetings
17:22.00 if for whatever reason you're like okay
17:24.00 well you know i actually i don't want to
17:26.48 talk about this today you can just
17:28.08 remove it from your agenda but i do want
17:30.72 to talk about this priority
17:33.52 and i also want to talk about this one
17:36.00 so as you can see on the right hand side
17:38.00 of my screen
17:39.36 i actually have access to all of my
17:41.76 priority matrix items over here where i
17:44.56 can just kind of grab from them to
17:46.56 decide what i plan to talk about during
17:48.48 the meeting
17:50.00 what this does is again it gives
17:51.68 everybody kind of a heads up hey here's
17:53.68 what i'm going to be talking about
17:55.20 here's our meeting agenda
17:57.04 and
17:58.00 again it takes away that manual planning
18:0.08 aspect for the most part again you may
18:2.32 need to go through and add a couple more
18:4.08 priorities if you want to
18:6.16 but like i said i've received really
18:8.16 positive feedback that for the most part
18:10.24 the agenda automatically is pretty much
18:12.48 good to go
18:14.56 so again everybody on the meeting is
18:16.24 able to do this for their own little
18:18.40 meeting agenda
18:20.16 you can also create items so if there's
18:22.00 a new initiative you want to talk about
18:24.00 during this meeting that hasn't been
18:25.76 prioritized yet you can create it say
18:28.72 new item you can add your due date super
18:31.68 easily
18:33.04 and then you could actually
18:35.28 prioritize it into the correct project
18:37.84 in quadrant as well
18:39.84 so this is all kind of the the
18:41.84 pre-meeting and preparation aspect
18:44.56 if i were to hit join which i'm not
18:46.64 going to do because i don't want to
18:47.92 throw off the webinar we have set up
18:50.08 here together but if i were to hit join
18:52.56 it would look exactly like our webinar
18:55.20 does today through the team's interface
18:58.32 but what you'd be able to do is similar
19:0.16 to how the chat panel is pulled up for
19:2.24 me on my side
19:4.08 you could you at the top of your screen
19:6.08 you would see the option to add the
19:7.60 priority matrix media agenda it just
19:10.40 opens it up and it pulls up the exact
19:12.72 agenda that we have created here
19:14.64 together
19:17.28 at that point it's still 100
19:19.36 collaborative so you can say okay hey
19:21.44 team you know good morning i i completed
19:23.76 this today completed this yesterday and
19:26.16 i finished this last week
19:28.00 so you can kind of check off those
19:29.60 priorities as you discuss them
19:31.76 and if you look down here in the bottom
19:33.60 left it's saying it
19:35.20 that it basically picked up
19:37.12 the fact that i completed those tasks
19:40.64 and this is thinking back to my priority
19:42.48 matrix so you don't have to worry about
19:43.92 making changes in multiple places which
19:45.92 is really helpful
19:48.48 again during the meeting as new
19:50.32 initiatives are being talked about and
19:52.32 new things are being planned you can
19:54.40 actively create that action item still
19:57.76 um i had it somebody gave me a really
20:0.40 cool idea a couple weeks ago which was
20:2.24 the the concept of just having like a
20:4.40 meeting admin every time who's
20:6.08 responsible for
20:7.76 prioritizing and tracking the new tasks
20:9.92 that were discussed in the meeting
20:13.92 so lastly what happens is after we close
20:17.68 out of the meeting you can expect it to
20:19.36 just take like maybe five to six minutes
20:22.32 and then you'll see an email pop up in
20:24.24 your inbox
20:26.56 what that email is called is it's called
20:28.32 your meeting minutes and for all of the
20:30.80 um executive assistants on the call
20:32.96 today i know that a lot of the times
20:35.04 this burden can be placed on your back
20:37.12 which is hey you know send a follow-up
20:39.20 email to everybody talking about or
20:41.44 highlighting what we talked about today
20:43.92 but the great news is that that no
20:46.72 longer has to be set up manually the
20:49.44 system is going to track all of the
20:51.20 completed tasks and all of the new items
20:53.84 that were created
20:55.28 just to kind of give everybody that high
20:57.04 level overview of hey here's what
20:58.72 happened during the meeting um and again
21:1.44 if there's any priorities that need to
21:2.88 be realigned
21:4.40 anything else that needs to be talked
21:5.84 about you can
21:7.44 uh basically that email will link you to
21:9.84 these meetings where you can jump back
21:11.36 into priority matrix and continue to
21:13.60 prioritize and collaborate
21:17.68 so that's a pretty long-winded
21:20.08 explanation but basically what i'm
21:21.92 trying to help you understand is
21:24.32 the value behind all of this which is
21:26.88 you no longer have to dig through your
21:28.88 notes dig through text messages meeting
21:31.44 notes or documents excel spreadsheets to
21:33.92 say hey you know what have i been
21:36.00 working on
21:37.44 as long as you've got that information
21:39.36 in priority matrix and you're keeping it
21:41.20 up to date
21:42.56 planning for the meeting um
21:44.64 collaboration during the meeting and
21:46.32 then that post-meeting follow-up
21:49.20 is all going to be handled automatically
21:51.36 for you now
21:53.28 now in terms of your question julian
21:55.92 circling back to how does this work with
21:57.92 the people outside of the organization
22:1.60 i was working with a team who
22:3.84 would actually be using the system to
22:6.88 work with the stakeholders during their
22:9.36 kind of like monthly or quarterly
22:11.28 meetings
22:12.88 and
22:13.84 for those stakeholders that join
22:16.24 a meeting such as this where we're using
22:18.24 the agenda
22:19.52 although they won't have priority matrix
22:21.76 items to you know prepare for this
22:24.00 meeting they'll still be able to see the
22:26.32 meeting agenda that you've created so
22:28.72 they'll kind of you know be able to
22:30.16 prepare for the meeting based off of
22:31.84 your agenda
22:33.52 and then when the meeting ends they
22:35.36 would still receive that follow-up email
22:38.40 the cool thing about that is you guys
22:40.56 would be on the same page of being able
22:42.24 to see what items were created
22:44.88 during the meeting in other words what
22:46.48 are the next initiatives that the
22:47.84 stakeholders basically agreed upon
22:49.76 during that meeting
22:51.68 so it's kind of a cool use case and
22:53.84 hopefully that helps
22:55.28 you know helps you brainstorm how you
22:56.80 can use it
22:58.56 patty said what if we don't have
23:0.48 priority matrix as an app in teams do we
23:2.88 lose this feature
23:4.48 so my first question for you would be
23:7.28 um are you facing
23:10.64 limitations due to it not allowing you
23:13.36 to use priority matrix through teams
23:16.40 um because i suspect maybe that's why
23:18.32 you don't have it in teams but
23:21.12 okay so yeah it sounds like that is the
23:23.12 case um and patty i would be
23:25.68 super happy to connect with you
23:27.76 on a personal level to kind of you know
23:29.92 maybe walk you through some potential
23:31.44 ways we can get it added in there for
23:33.36 you
23:34.84 but you know that's actually a good
23:37.12 question because if you're using
23:39.04 priority matrix through the web
23:40.56 application for example
23:43.04 and then you go to a meeting
23:46.08 or i guess this isn't the right one but
23:47.68 then if you go to a meeting through
23:49.52 teams
23:51.20 and you add agenda i suspect that your
23:53.36 priorities would still show up for you
23:55.28 there if that is if you were able to add
23:58.32 it with your i.t restrictions so
24:1.20 i think there's a little bit for us to
24:2.72 unpack there patty i'll follow up with
24:4.40 you one on one and we can kind of work
24:6.08 together to see the best approach for
24:7.68 you if that's okay with you
24:11.36 so that that about wraps it up in terms
24:13.60 of the meeting management i hope that
24:15.36 that was helpful um again that's a
24:17.44 really highly requested topic and it's a
24:20.72 a very powerful way to use priority
24:23.20 matrix to kind of take it further than
24:25.36 just project and task management
24:29.28 so what are the takeaways for us today
24:31.36 number one effective meetings start with
24:33.84 a focused meeting agenda which priority
24:36.72 matrix is you know luckily going to set
24:38.48 that up for you
24:40.80 when you prioritize tasks on demand for
24:43.84 for your aligned priorities after the
24:45.84 meeting everybody will hopefully be on
24:47.68 the same page and be able to get started
24:49.60 together get started working on what
24:51.60 matters the most rather
24:54.56 lastly follow-up emails to find the next
24:56.80 steps for everybody involved so again
24:59.44 after the meeting ends that there's
25:0.80 still any uncertainties about what needs
25:2.88 to be worked on or what the next
25:4.24 priorities are
25:5.52 hopefully that automatically generated
25:7.60 follow-up email will
25:9.44 you know kind of clarify the next steps
25:11.68 for the people that were on that meeting
25:15.84 so how do you how are you going to
25:17.36 achieve you know ultimately the level of
25:19.12 success that you're looking for with
25:20.80 priority matrix
25:22.48 number one of course is to install
25:24.72 priority matrix for microsoft teams in
25:26.88 outlook if any of you are in the same
25:29.20 boat as patty and you're facing
25:32.40 it
25:33.52 restrictions
25:35.92 in terms of getting priority matrix
25:37.68 installed
25:39.60 let me know i'll reach out to you one on
25:41.28 one and i'll send you some ammo that we
25:43.04 have to actually work to your advantage
25:44.80 to getting priority matrix approved
25:48.64 you're also going to want to register
25:50.08 for the introduction webinar in the
25:51.84 advanced intro webinar which i briefly
25:54.00 mentioned at the start of the session
25:55.52 which i'll send you the links to those
25:57.68 right after this meeting ends
26:0.64 excuse me
26:2.08 and then
26:3.12 lastly like we did today during the
26:5.60 webinar at the very end
26:7.68 i'm happy to answer any questions you
26:9.52 might have so even if you watch the
26:11.68 intro webinar at your own time but
26:14.48 you're like hey i have a couple
26:16.08 questions that erica can answer for me
26:18.80 join that webinar sit through it maybe
26:20.96 just put it on mute or something and
26:22.40 then at the end you can pop back up and
26:24.24 i can answer those questions for you
26:31.92 so at this time i would love to kind of
26:34.64 pause i have a couple minutes here
26:36.96 booked out for the session so
26:39.60 you know please drop questions into the
26:41.44 chat or use a little reaction at the top
26:43.52 of the screen to
26:45.04 raise your hand and they can take you
26:46.40 off mute to ask those questions
26:49.92 i really do hope this was helpful though
26:51.68 again it's a very highly requested
26:54.56 topic of support and topic for webinars
26:56.96 and so i hope that i was kind of able to
26:59.44 you know get your brain juices flowing
27:1.44 and help you understand you know how
27:3.92 this priority matrix meeting support can
27:6.88 kind of come into play in your
27:8.00 day-to-day professional world
27:18.64 so i'm not seeing any questions come up
27:20.64 here and that's oh it looks like julian
27:22.88 i see your hand let me go ahead and take
27:24.88 you off mute real quick here
27:27.68 okay so i just allowed your mic so now
27:29.44 you can come off mute on your side
27:34.56 yeah so if i have a
27:37.12 an email that i want to send to a
27:39.68 specific
27:41.68 task in a project can i i know i can
27:45.44 i've got the
27:46.80 priority matrix you know create action
27:48.80 item in outlook already set up
27:51.92 but i don't know how
27:53.52 it i can get it to a project but how did
27:55.52 that how do i get it to a specific
27:59.36 task in a project or does it create a
28:1.36 task i want it as more of a note than
28:3.60 anything
28:4.96 right yeah so i tomorrow i'm actually
28:7.44 hosting another webinar specifically
28:9.28 about email management where we'll take
28:11.76 a super deep dive into this but
28:14.32 basically what you'll do so exactly like
28:16.72 you said you can either create a new
28:18.72 task
28:19.76 from an email in priority matrix
28:22.48 which is you know the first approach or
28:24.64 alternatively
28:26.16 if you go to open priority matrix
28:29.36 you can browse your
28:32.08 similar resources click on it and then
28:34.64 click attach message
28:36.56 and then you'll be basically attaching
28:38.40 that email to a pre-existing task
28:41.84 and how did you open that sorry you went
28:44.08 from the other side to that screen oh i
28:45.84 see it i see
28:46.96 okay yeah so it's the open priority
28:49.20 matrix and then you'll find the
28:50.88 pre-existing task which you're looking
28:52.96 for
28:53.92 click on it to open it up and then hit
28:56.16 attach message that's perfect thank you
28:59.92 sure
29:1.68 yeah thank you for that question and
29:3.12 again that is kind of a good segue
29:5.04 tomorrow let me double check what time
29:7.60 looks like tomorrow at
29:10.64 11 30 i'll be hosting a webinar about
29:13.60 email management where we'll take a
29:15.12 deeper dive into the outlook 365
29:18.16 integration
29:22.24 all right well thank you all so much for
29:24.24 your time i really do hope that this was
29:26.48 helpful um i would really look forward
29:28.80 to hearing your feedback via email um
29:31.44 after i send that follow-up if you have
29:33.52 any questions comments or concerns as
29:35.92 always i'm really open to hearing those
29:38.08 and helping you as best as i can so just
29:40.88 respond back to my email and
29:43.68 i will hopefully be seeing you all
29:45.36 joining my upcoming webinars this week
29:47.84 so thanks again have a great day and
29:49.52 hopefully we'll talk soon