Gain the Perspective you Need, with Priority Matrix Productivity Insight Reports

Video presented by Pablo Diaz-Gutierrez

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Project and task management is one thing, but turning that data into insightful reports takes your productivity to the next level. Join this webinar to learn how Priority Matrix automatically generates reports to give you the perspective you need to effectively move forward with project planning and task delegation.

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Video transcription (22:42.16) Stop scroll

2.40s i also want to note that this webinar
4.88s might be a little bit shorter probably
7.28s around 20 minutes or so simply because
10.56s we're focusing on just one specific
12.40s thing which is really fantastic and
14.32s that's why
15.36s i love to do kind of feature specific
17.68s webinar so it's not too long we can just
19.68s kind of get right to the point and then
21.60s answer any questions that you all might
23.52s have about this
25.60s so
27.04s let's get started here
28.96s again please please please drop those
30.56s questions into the chat i really love to
32.56s see them and if you can't hear me or
34.48s maybe you can't see my screen just let
36.16s me know but i think we should be
38.40s all good to go here
40.56s so i have a short presentation that i'm
42.96s going to walk us through just to kind of
44.40s paint the stage for what we'll be
45.76s looking at
46.96s um and then i am going to kind of jump
49.28s into the live demo where i can walk us
51.04s through some of the interactive reports
53.44s so today's session is gain the
55.68s perspective you need with priority
57.68s matrix productivity insight reports
1:2.40 so
1:3.20 what's really cool about
1:5.60 using priority matrix as your project
1:7.92 and task management solution
1:10.16 is
1:11.20 the fact that it doesn't just stop with
1:12.96 collaboration or stop with sending
1:14.88 deadlines and things like that
1:16.80 at the end of the week end of the month
1:18.40 or often times just at the end of the
1:20.24 year
1:21.52 people in leadership positions
1:23.20 definitely need some type of analytical
1:25.36 report to be able to look back and
1:27.20 figure out what was working what was
1:29.04 effective and you know what wasn't
1:30.88 working what they should switch out for
1:32.56 the next um you know quarter or whatever
1:35.28 time frame you're looking at
1:37.12 and
1:38.00 you know without these types of reports
1:40.96 and there's a lot of common challenges
1:43.20 that i see surfacing again really
1:45.28 regardless of the vertical we're working
1:47.68 with
1:48.80 the challenges are pretty much the same
1:51.68 you know day in and day out if you don't
1:53.68 have these analytical reports to look at
1:56.80 and what these challenges typically look
1:58.48 like would be just kind of generally
2:0.56 feeling uncertain when it comes to
2:2.24 planning projects
2:3.76 because you may not know if your
2:5.36 strategy worked last time you know what
2:7.68 you need to improve on so yeah you know
2:9.92 you definitely have to move forward and
2:11.20 keep planning more projects but you know
2:13.52 it can feel a little unsettling when
2:15.92 you're not sure if it's the most
2:17.20 effective approach
2:19.84 another challenge without having these
2:21.68 insight reports would be overloading a
2:23.68 team or a user so
2:26.40 again without this analytical report it
2:28.56 makes it really challenging to look back
2:30.40 and see okay you know who on our team
2:32.24 was really crushing their deadlines and
2:33.92 who was
2:34.96 you know not hitting their deadlines and
2:37.20 maybe that was because they were just
2:38.64 overloaded and the management wasn't
2:40.40 able to see that
2:42.96 lastly another challenge can be
2:45.60 um
2:46.72 unaware of recurring blockade blocks
2:49.20 during projects so
2:51.04 you know maybe there's a task or a
2:53.36 specific deadline that keeps getting
2:54.96 pushed back and the leadership just
2:57.36 simply isn't aware of where the project
2:59.76 is being delayed
3:1.28 um and you know maybe where there needs
3:2.80 to be a little bit more support and
3:4.64 resource delegation
3:6.56 so
3:7.76 hopefully that resonates for all of us
3:10.48 on the webinar today i would actually
3:12.64 love to hear your thoughts and
3:14.80 you know hear your feedback
3:16.80 for those of you that are using reports
3:18.72 or maybe are not using reports if you
3:21.28 could just drop into the chat what your
3:22.88 approach kind of looks like
3:24.80 to get a high level understanding of
3:26.88 your projects
3:28.32 that would be really awesome for me to
3:30.32 kind of understand and also everybody
3:32.00 else on the meeting too can really
3:33.44 benefit from kind of hearing how their
3:35.44 peers are working
3:38.56 i also hear a lot of the time that you
3:40.88 know that
3:42.08 the responsibility of getting these
3:43.92 reports can be delegated out to somebody
3:46.00 on the team
3:47.20 and oftentimes that takes hours days if
3:50.16 not weeks and to kind of backtrack and
3:52.16 figure out all the analytics that they
3:54.24 need to be looking at so
3:56.16 you know it's definitely not a day and
3:58.00 age where we should be spending our
3:59.68 valuable time manually generating these
4:1.76 reports since there's really so much for
4:4.00 everybody to be working on you might as
4:6.32 well just find a system that will
4:9.52 you know automatically generate these
4:11.12 for you since you are already putting
4:13.36 all of your collaboration and your task
4:15.68 management into the system
4:20.24 so
4:21.52 again i think that i kind of just
4:23.12 touched on all this but what is the big
4:25.28 picture and why are analytical reports
4:27.84 so critical
4:29.36 what we are able to do is we can
4:30.96 summarize large amounts of information
4:33.04 about a project in a clear way again so
4:35.60 you don't have to backtrack and kind of
4:37.12 piece things together and do your best
4:39.68 it's gonna make it super easy to
4:41.68 understand what was happening within
4:43.84 these projects
4:45.36 maybe it's one project maybe it's 100
4:47.68 projects it can be you know the more
4:49.60 projects you have the more difficult
4:51.36 that it will be
4:56.00 see
4:56.88 why else are analytical reports so
4:58.96 important well because you can wear your
5:1.12 project planning options moving forward
5:3.12 again if you know what wasn't working
5:4.80 and what was working planning projects
5:7.68 in the future are going to be
5:9.04 significant it's going to be
5:10.32 significantly easier
5:13.76 all right so then what is the priority
5:16.16 oops what is the priority matrix
5:18.24 approach and why do so many
5:20.24 organizations choose to kind of level up
5:22.16 to the business or the enterprise style
5:24.08 license
5:25.12 to get access to the priority matrix
5:27.28 reports
5:29.92 priority matrix is able to automatically
5:32.16 create easy to read inside reports for
5:34.56 you
5:35.36 where you can filter and sort these
5:36.96 reports to see exactly the data that you
5:39.12 need
5:40.08 and from these reports they're not set
5:41.92 in stone if you see a bunch of deadlines
5:44.72 that were missed and you need to kind of
5:46.96 reset those you can absolutely adjust it
5:50.40 directly through the reports for the
5:52.00 most part some of them are a little bit
5:53.92 more concrete but a lot of them are
5:56.16 things you can actually interact with
5:59.52 so
6:0.56 we are going to be looking at
6:2.56 a bunch of different reports today and
6:5.44 um you know i hope that what you can
6:7.36 kind of take away from it is
6:9.60 they are all interactive and they have a
6:12.24 lot of filters so you can filter by
6:14.08 person by project by tag and we're going
6:17.04 to go through all of this together
6:20.48 so the next question we typically get is
6:22.56 well how do i access these priority
6:24.32 matrix reports so you're going to have
6:26.96 two options depending on the type of
6:28.80 report that you want to see
6:31.36 the first option will be via email so on
6:34.56 the next slide i have a list of the
6:36.00 different types of reports that we have
6:38.48 but if you're downloading priority
6:40.56 matrix you should be getting a daily
6:42.96 report and a weekly report as long as
6:45.84 you're on the free trial period after
6:48.32 that the types of reports that will be
6:50.32 emailed to you do vary based on the
6:52.32 license that you have
6:53.76 i'm happy to answer more questions about
6:55.44 that as well
6:57.28 the second place is going to be an app
6:59.68 so if you look at my screenshot this is
7:1.84 a picture of the priority matrix
7:4.48 integration through teams
7:7.04 also available through the web
7:8.88 application where you can access all of
7:11.28 the general reports
7:13.12 which will include the ones emailed to
7:14.80 you
7:15.60 and more that aren't being emailed
7:18.40 and then you're also able to see the
7:19.68 workload management report which you
7:22.00 know it's not really fair to call that a
7:23.52 report but we're definitely going to
7:24.64 look at it today because it's incredibly
7:26.40 helpful
7:27.36 in terms of understanding kind of the
7:28.80 workload of each person on your team
7:33.12 so what are the priority matrix and site
7:35.44 reports that we offer
7:37.60 again there's
7:39.12 a whole lot of them so um
7:42.00 you know we'll we'll definitely do our
7:43.36 best to kind of break all of them down
7:45.20 some of the data can be a little bit
7:46.64 repetitive so um again you know when we
7:49.76 look at the reports if there's something
7:51.28 specific that you need just let me know
7:53.44 i'd be happy to kind of um pick that out
7:55.36 for you
7:56.64 but
7:57.36 what we'll be looking at is the workload
7:59.28 management report
8:1.36 a daily update report which
8:4.64 is one that can be emailed to you
8:7.20 and can be found in application
8:10.96 a seven day update again updated or
8:13.92 rather emailed or an app
8:16.00 the monthly productivity report and the
8:18.88 starred items reporting
8:22.24 again this is just kind of um you know
8:25.04 high level each one of these reports can
8:27.28 be breaking broken down in multiple ways
8:29.52 and they're all interactive so it's not
8:31.44 just okay that's all you get it's like
8:33.36 really dive in and figure out what
8:34.80 you're looking at
8:36.56 you'll notice that some of these reports
8:38.08 have little asterisks next to them that
8:40.40 represents the reports that you need
8:42.56 either a business or an enterprise
8:44.96 license to access
8:47.52 everybody ranging from the free version
8:50.00 all the way up to the enterprise license
8:51.52 and everything in between
8:53.52 all of those users automatically get the
8:55.60 last seven day update sent to them via
8:58.40 email so
9:0.24 that's kind of a freebie that everybody
9:2.00 can get access to regardless of your
9:4.00 license
9:7.12 so what are the emailed reports look
9:9.12 like
9:10.08 on my screen here this is an example of
9:12.00 the daily emailed report that
9:14.56 you can decide to get so basically what
9:17.36 it would show you is what you have on
9:19.52 your plate for the next 24 hours in
9:22.32 the next seven days and the next 30 days
9:25.04 based off of your deadlines so again
9:27.52 automatically generated this will be
9:29.12 sent to you kind of gives you um just a
9:31.68 moment to prepare for what's coming next
9:34.08 on your agenda
9:36.64 i had to blur out the data simply
9:38.48 because it was a little bit sensitive
9:40.00 and some internal information was on
9:41.92 there but all of the links or rather all
9:45.12 the items that are being referred to
9:47.92 are interactive so you can click on it
9:49.84 and it will take you right to that item
9:51.84 within your priority matrix
9:57.68 this is another example of an emailed
9:59.76 report
10:0.96 this is called our starred email
10:3.28 reporting
10:4.40 so you can think about priority matrix
10:6.96 and
10:7.76 think about all the projects you have
10:10.16 that you're working on with your
10:11.44 teammates
10:12.96 and i'll give you an example of that so
10:14.56 i have a couple projects where i track
10:16.64 different accounts and different people
10:18.40 that i'm working with and supporting
10:20.96 for the really most top priority
10:22.80 accounts i star the item which means you
10:25.76 know it's basically the highest priority
10:27.44 out of everything in the project
10:29.76 those start items definitely don't want
10:31.60 to go unnoticed and they're you know
10:34.00 definitely something you need to be
10:35.12 paying extra attention to
10:37.68 so
10:38.40 every single day you'd also get a
10:40.16 starred email report to show the latest
10:42.80 updates and latest modifications on
10:45.04 those starred items that you've been
10:46.64 working on
10:49.20 so these were just two examples of again
10:52.40 emailed reports that you'll be getting
10:54.80 you also get a weekly
10:57.12 last seven day update report it'll look
10:59.84 just like this but it covers the last
11:1.76 seven days and everything you've been
11:3.20 working on
11:4.72 and those are the three reports that you
11:7.04 will get
11:8.16 via email
11:10.40 so let me pause there
11:12.56 um the next thing i'm going to do is
11:14.64 transition into the live demo but i want
11:17.36 to
11:18.32 ask if you all have any questions at
11:20.08 this point about the material that we've
11:22.40 gone over
11:23.60 happy to answer those
11:25.20 and while i look out for questions i'll
11:28.32 actually switch to my application and i
11:30.40 did see a comment stephanie for thank
11:32.08 you so much for sharing new to priority
11:34.24 matrix as a senior member of an
11:35.76 engineering team
11:37.28 i found we lack focus to keep projects
11:39.36 going yeah you know i hear that all the
11:41.04 time and
11:43.44 stephanie i would actually advise
11:45.92 for you to learn more about priority
11:47.60 matrix and this will be sent in my
11:49.68 follow-up email but you can either
11:51.36 register to join an introduction webinar
11:54.80 live which i'll be doing and i can
11:56.80 answer your questions at the end we have
11:58.48 an intro
11:59.76 and the advanced intro session
12:2.32 every single week oh perfect well it
12:4.72 looks like you're already registered for
12:6.48 everybody else be sure to check those
12:8.40 out if you're new to this system it's a
12:10.24 great way to kind of learn the the
12:11.68 basics
12:13.92 all right cool
12:15.52 so
12:16.64 here in the middle of my screen this is
12:18.32 my priority matrix and these projects
12:21.36 here are going to be that central space
12:24.00 where you collaborate with your
12:25.44 teammates
12:27.84 track priorities set deadlines provide
12:30.08 status updates and you know anything in
12:32.56 terms of collaboration and task
12:34.64 management
12:36.08 will absolutely be done within the
12:37.76 system
12:39.04 and
12:39.84 you know a lot of people ask well why
12:42.00 would i use this instead of using an
12:44.24 email or an excel spreadsheet and
12:46.56 there's a whole bag of things that we
12:48.72 can unpack under that question
12:51.04 i'm not going to bore you guys with that
12:52.48 answer today but you know ultimately
12:55.68 a big takeaway is well you put it in the
12:57.84 system because you need to see these
12:59.60 reports
13:0.96 and this high level overview that's
13:2.64 automatically created and if something
13:4.56 is left out or you're emailing about it
13:7.04 you know it's not going to
13:8.48 contribute to the
13:9.92 powerful reports that we have so
13:12.64 just one of the many advantages of
13:14.16 having your whole team in one central
13:16.88 system working together
13:20.00 so i'll go back to kind of the main home
13:22.16 view the main project view here
13:24.96 as we saw in the screenshots
13:27.76 you can click on the four lines in the
13:29.52 top left corner and then you can go to
13:31.76 general reports
13:34.00 so i mentioned this but i'll highlight
13:36.16 it again which is the daily update here
13:40.48 if i open this
13:42.08 it's exactly the same as
13:45.12 it's the same information as the one
13:46.64 that you will get emailed to you
13:49.20 so it's available in both places
13:52.16 daily updates you can also change the
13:54.72 time that this is generated at by the
13:56.72 way
13:58.88 your last seven days
14:1.76 if i open this
14:3.20 this is also the same as the email that
14:5.28 you would get sent to you automatically
14:7.60 again depending on the license that you
14:10.16 have
14:12.64 did you do okay
14:14.56 and then some of the more interactive
14:18.00 well rather sorry i misspoke there the
14:21.28 top weekly item to be the one that's
14:23.60 emailed to you
14:25.04 so
14:25.84 one of the most interactive reports we
14:28.00 have
14:28.96 is the last seven days report and this
14:31.12 can only be accessed through the
14:32.80 application
14:34.64 so
14:35.44 we'll open this up
14:38.72 and basically what happens is it's
14:40.64 giving you this interactive report where
14:42.56 you can see what's happened over your
14:45.12 last seven days in priority matrix
14:48.80 so what i love about this webinar is i
14:50.56 actually have time to break this down
14:53.52 a little bit more thoroughly whereas
14:55.04 with other introduction webinars i just
14:57.36 fly through them and we can't really
14:58.72 take a close look so
15:0.96 here we're able to see your active
15:3.04 projects
15:5.04 and the completed items over the last
15:7.52 seven days
15:9.12 you're also able to see across those
15:10.80 projects that you've been working on the
15:12.96 quadrant focus
15:14.88 and all i did there is i just clicked on
15:16.96 this 33 and it pulled up everything that
15:19.36 it was referring to
15:21.68 so it's if you see anything on this
15:23.36 report you can basically click on it and
15:25.04 it tells you more information which is
15:26.72 really great
15:28.32 it's going to tell you your active
15:29.76 teammates
15:30.88 so if i were a manager and i wanted to
15:33.20 say all right just show me everything
15:34.56 that bella was working on over the last
15:36.88 seven days
15:38.72 it's going to give me the opportunity to
15:40.32 filter by user
15:43.04 the more you scroll down the more juicy
15:45.44 reports you have
15:47.20 you're able to filter item status by
15:49.68 tags that you're using a lot of people
15:51.92 tag based off of
15:53.76 a phase of the process they're in a
15:56.08 sales team type of lead marketing you
15:58.96 know for all of you in different
16:0.08 departments i'm sure there's some
16:1.36 keywords that kind of come to mind
16:4.00 you are able to add these item tags
16:6.64 and then you can say well show me
16:8.32 everything that was overdue for you know
16:11.20 warm leads or something like that
16:16.00 if we continue to scroll down one of my
16:18.56 favorite perspectives is this guy right
16:20.64 here it says most active projects so i
16:24.16 don't really have a lot of data here
16:25.68 just because it's my demo account
16:28.00 but if there were a bunch of active
16:29.68 projects it would break all of those
16:31.44 down for you
16:33.04 so again we can see the people who are
16:34.72 active in it and it gives you a pie
16:37.44 chart to understand what is overdue
16:40.24 what's open and what was completed
16:43.36 so again we can click on all of this and
16:46.16 it gives you the broken down list of the
16:48.16 exact items that are being tracked here
16:52.32 these reports really go on forever so
16:54.80 like i said if there's you know anything
16:57.12 that you're looking for specifically
16:59.04 please just you know drop me a chat or
17:0.88 send me a follow-up email and we can
17:3.04 kind of go through all this together
17:5.92 you can export this to a pdf as well
17:9.60 hopefully that makes sense happy to
17:11.04 answer any questions about that report
17:13.60 let's open up the monthly productivity
17:15.68 insight as well this one might be a
17:17.60 little bit thinner simply because you
17:19.60 know again there's not a ton of activity
17:21.60 happening it looks like there's actually
17:23.28 more which is great
17:26.08 so again this is going to be the monthly
17:28.00 productivity insight so
17:30.08 gives you the same breakdown of
17:31.60 information that you had in the last
17:33.20 seven days but you know a lot of people
17:35.44 like to see it from that monthly
17:37.36 perspective as well
17:41.76 so at any point you can change the
17:43.76 schedule as to when you receive these
17:45.92 reports as well and this is um this is
17:48.64 controlling when you receive the email
17:50.56 sent to you
17:53.84 cool
17:54.64 so hopefully that makes sense i'm going
17:56.16 to transition into looking at the
17:57.52 workload management view again not
18:0.08 technically a report i call it a
18:1.92 workload management report but everybody
18:3.76 kind of sees this in a different light
18:9.92 so essentially what the workload
18:11.76 management view does for you is
18:15.36 it shows you all of your teammates that
18:17.52 are using priority matrix
18:20.16 and you can choose the week that you're
18:21.60 looking at as well
18:23.12 so
18:24.56 let me give you an example of why you
18:26.16 would use this let's say you're a
18:27.92 manager and it's friday morning
18:30.00 sorry monday morning and you're like
18:32.48 thinking
18:33.36 what do all my teammates have on their
18:34.80 plate today we have a couple new
18:36.24 priorities that i need to delegate out
18:38.40 who has a bandwidth to work on it
18:40.72 that would be a perfect example
18:42.80 if you are doing things through emails
18:44.80 excel spreadsheets whatever it might be
18:47.04 it's near impossible to have that
18:49.20 clear-cut understanding of what is on
18:51.44 each person's plate
18:53.36 with this workload management report
18:55.52 it's automatically generated to show you
18:57.68 okay
18:58.64 here's what erica has due on friday and
19:1.84 if i click on that it breaks it down to
19:3.60 show me the ban the actual
19:6.08 priorities that i have due for today
19:9.20 or yesterday
19:10.64 you can totally break it down so this is
19:13.20 based off of number of items that i
19:15.60 personally have do
19:17.92 everything in my you know work life
19:20.40 revolves around deadlines
19:22.32 i'm sure a lot of you probably can
19:24.32 relate to that so i always filter this
19:26.96 report based off of number of items that
19:29.04 are due
19:31.36 i know there's a lot of organizations
19:33.04 that place a heavy emphasis on effort
19:35.60 hours you can also filter to see okay
19:38.88 how many hours of work does erica have
19:41.76 scheduled for this week
19:43.76 again you can click on it and it shows
19:45.36 you which tasks are tying into the
19:47.68 effort hours
19:50.32 lastly scheduled hours so quick
19:53.52 breakdown what's the difference between
19:55.36 scheduled and effort hours
19:58.08 scheduled hours would be more for those
20:0.56 people who really like to block things
20:2.32 off on their calendar or they use the
20:4.88 gantt chart to see the overlay of
20:7.20 priorities
20:8.64 so scheduled hours would be
20:10.80 okay i have a task that i'm starting on
20:13.04 monday and i'm finishing it wednesday
20:14.88 morning
20:16.16 for example it looks at the entire
20:17.92 duration of how long that pass will take
20:20.64 you
20:22.00 so you know give or take it could be
20:24.08 interchangeable with effort hours but
20:26.00 again each organization does a little
20:28.08 does it a little bit differently so we
20:29.68 wanted to provide some options there
20:33.52 for those of you that are going to be
20:34.88 using this with your entire organization
20:38.24 you know let's think of a marketing
20:39.92 manager when they go to the product to
20:42.32 the workload management report they
20:43.92 don't care about sales or hr or
20:46.72 you know whatever it might be they don't
20:48.16 need to see that workload management
20:50.16 view
20:51.12 so you can actually go in here and you
20:52.64 can filter by user groups to only see a
20:55.44 specific group of people on your team
21:1.04 so hopefully all that makes sense again
21:2.96 you can download this and export it to a
21:4.80 csv as well
21:8.32 let's see trying to make sure i didn't
21:10.24 forget about any of the reports we have
21:13.28 um i hope that that makes sense and it
21:15.28 gives you a little bit of insight as to
21:17.20 how you can use these reports
21:19.68 one thing i will say is for our
21:22.00 enterprise customers
21:25.04 we
21:26.32 frequently customize reporting options
21:29.68 so if you need something just a little
21:31.92 bit different or you know maybe
21:33.20 something completely different than what
21:34.72 we can do for you
21:36.80 let me know and i'm happy to pass that
21:38.64 on to our engineers and we can kind of
21:40.24 brainstorm around that so
21:42.24 you know we're definitely here to make
21:43.92 these
21:44.96 um powerful for all of you and we're
21:47.84 very much open to hearing any of your
21:49.60 feedback and suggestions for what you
21:51.36 may need
21:53.68 so that's kind of it from my side i
21:56.08 really hope that that was clear and it
21:57.44 made sense to all of you
21:59.44 what what are you what are your
22:0.72 questions what can i kind of answer to
22:2.88 go back and
22:4.16 you know clarify all this for you
22:16.32 all right well if there's no questions
22:17.84 then hopefully that means i did a good
22:19.68 job explaining all of this
22:21.68 we have a bunch of pdfs and additional
22:23.92 resources on the report so just let me
22:26.00 know if you'd like me to send that out
22:27.52 to you
22:28.72 but if not as i mentioned be sure to
22:30.80 join the intro and
22:33.60 advanced intro sessions that i'm hosting
22:35.60 next week
22:36.88 and
22:37.84 yeah again i hope that this was helpful
22:39.76 i hope you