Today’s Agenda Webinar Duration: ~30 minutes + Q&A What are Matrix organizations? Challenges posed managing with multiple principals Deep diving into accountability, prioritization and coordination Priority Matrix & Matrix organizations

What is a Matrix Organization? A matrix organizational structure is a company structure in which the reporting relationships are set up as a grid, or matrix, rather than in the traditional hierarchy. (In other words…it’s an architecture firm)

Why? The matrix developed as a natural evolution of organizational structures in answer to a very definite real-world need. The need was for an organizational form capable of managing the recent very large and very complex programs, projects, and problems, and for managing limited resources. Source: https://www.pmi.org/learning/library/matrix-organization-structure-reason-evolution-1837

The numbers: 84% of respondents said they were matrixed to some extent In a 2015 Gallup survey of 4,000 U.S. workers: 84% of respondents said they were matrixed to some extent 49% reported serving on multiple teams some days 18% on multiple teams every day with different people while reporting to the same manager 17% reporting to different managers in their work with different teams Source: http://knowledge.wharton.upenn.edu/article/multiple-boss-dilemma-possible-please-one/

In Architecture Firms: Principals at architecture firms share resources (manpower) to varying extents, which inevitably leads to situations where:

You create a project timeline that’s going to be perfect Then…you take it to your team And…they take on the work for the project But…then another principal steps in with an urgent request from their project owner Then…your project falls behind due to a factor outside of your control (take a deep breath, it’s just an example  )

“I want to be one of those people… who never has a doubt about what’s going on in my firm. I don’t really know how they do it.”

Challenges Posed with Multiple Principals Accountability Prioritization (competing tasks) Focus Deadlines Coordination

Accountability According to our independent research, challenges with accountability are a result of: Communication / expectations Lack of ownership Mismatched priorities  Visibility, ownership, uniformity

Prioritization 1-3-9 Prioritization Exercise: Choose a project you’re working on Rate the current action items 1, 3, or 9 Ask your direct report to do the same, compare Try this with another principal in your firm

Source: http://knowledge. wharton. upenn

Source: http://www. askmen

Focus (on the right tasks) Using 1-3-9 to identify top priorities The Eisenhower Method

Benefits of the shared priority list Transparency More ‘realistic’ planning Informed delegation Ease of guiding your team to work on the right thing; smoother project execution; a happier team

Deadlines Lack of visibility is one of the biggest obstacles to meeting deadlines Realistic project scheduling Ability to coordinate / work around others

Matrix organizations & Priority Matrix Matrix organizations have particular needs: Priorities must be uniform and visible for all A structure that promotes accountability Visibility of due dates

What is Priority Matrix? Priority Matrix is a priority management platform that allows principal architects and their teams to communicate priorities and achieve transparency across their organization.

Priority Matrix in Action Priority Matrix is built for prioritization You’ll see your team priorities in real time across the board Priority Matrix & Due Dates See team due dates in Outlook, Google Calendar, or iCal Gantt Charts built based on your data Accountability “Owners” of tasks take on more responsibility in PM Find the status of any task in seconds (seriously!)

Next Steps Want to pilot Priority Matrix? We’re here to help! Go to Appfluence.com Add your team (as many as you want!) See what you can do! And trust us, it’s a lot 

FAQ Okay but, who are you? Appfluence 2013 Leader in Priority Management Software Featured under the ‘Get Things Done’ section of the Apple Store 5000+ users worldwide How can I get in touch? support@appfluence.com What else can you guys do? Set up a one-on-one call 