Introduction to Priority Matrix

Video presented by Hai Nguyen

Webinar on

Prioritization is hard, Priority Matrix makes it easy. If you or your team struggle with staying aligned on high impact tasks, join us for this introductory webinar to Priority Matrix. Here is a sneak peek at what you can expect to learn from the introductory webinar:

- Understanding the Eisenhower Matrix: This time-tested method helps you prioritize more effectively, enabling clear communication of your priorities.
- Task Management with Priority Matrix: Ensure no crucial tasks fall through the cracks, and navigate through your work with ease.
- Collaborative Project Management: Gain insights on team projects, creating templates, and delegating action items effectively.
- Priority Matrix for Microsoft Teams and Outlook: Manage your projects and emails seamlessly, without switching context, right from your favorite Microsoft tools.

Please share this invitation with your team members, or anyone who might benefit from learning more about Priority Matrix. Hope to see you there!

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Video transcription (52:40.94) Stop scroll

2.40s all right first of all
4.74s um thank you so much for joining me
6.12s today I'd like to tell you that this
8.10s meeting uh this webinar will be recorded
10.32s and so we'll be posting this later on
12.42s for others to review
14.88s um so that means if you missed part of
16.38s it you can also watch it later and you
17.76s can also share it with your teammates so
19.80s with that I'll go ahead and get started
22.80s thank you all for um for everyone that's
25.32s here today uh today's meeting today's
27.48s webinar is about pretty Matrix but it is
30.36s focused on the introductory part of it
32.70s so if you're familiar with bird Matrix
34.74s then you know you'll probably see some
36.42s of the things here but we'll cover a lot
37.80s of the basic stuff the idea is to show
40.68s you what part Matrix can do and I always
43.74s look at it as a way to help you get 80
46.20s of the value with 20 of the work and 20
48.84s of investment input Matrix so hopefully
50.94s this will be worthwhile
52.56s the other thing I want to mention is
54.12s that if you have questions go ahead and
55.62s send in the chat
57.00s um I actually will monitor it on my
58.68s other screen here so if there's some
1:0.18 questions I'd be happy to take a look at
1:2.70 it and then answer that for everyone
1:4.74 else um and that'll be to the benefit of
1:7.08 all that's here today and with that I'll
1:9.42 go ahead and get started
1:11.10 my name is Hai
1:12.78 um you can reach me at
1:14.70 so if there's ever any questions you can
1:17.16 always do that
1:21.60 so we'll go ahead and move this here
1:24.78 all right
1:26.60 so part of Matrix is a comprehensive
1:30.48 email priority and project management
1:32.40 software that helps both individuals and
1:35.16 teams manage their emails conduct more
1:37.32 efficient meetings and get real-time
1:38.76 status updates on critical projects and
1:41.16 priorities as mentioned party Matrix is
1:44.04 not just a task management software it
1:46.08 is a priority management software and to
1:48.24 me that actually is a very important
1:49.86 distinction because you know one of the
1:52.14 things that always happens is that we
1:53.64 always have more to do than the
1:55.62 resources to do them so what that really
1:57.54 means is that
1:59.34 if we don't prioritize you know we'll be
2:1.92 spending our time on things that may not
2:4.08 matter as much and so priority Matrix is
2:6.30 all about that concept behind making
2:9.24 sure that you spend your effort on what
2:11.76 matters most
2:15.90 so what makes part of Matrix different a
2:18.60 couple things first we use the four
2:20.82 quadrant methodology as the core behind
2:24.00 the solution in order to promote this
2:26.46 effective prioritization and I'll go
2:28.08 into that a little bit more
2:29.70 um secondly for those who don't know
2:31.38 already pretty Matrix is actually the
2:33.48 Only Solution on the Microsoft ecosystem
2:35.40 that is Microsoft 365 security certified
2:37.74 for both our teams app Microsoft teams
2:40.08 app or Outlook app as well as a web app
2:42.06 and so that makes us a very unique and
2:45.12 perhaps you know if you ever run into
2:46.80 issues with it and so forth they can
2:49.32 actually should be able to approve part
2:50.94 of Matrix relatively quickly
2:53.22 there's a couple of elements that we've
2:55.44 started
2:56.52 adding on around AI in order to help you
3:0.18 uh and and your team and your department
3:3.12 actually achieve more and so if we get a
3:5.76 chance I will go a little bit into that
3:7.26 today and then you can learn more about
3:9.18 it in or other webinars and then of
3:11.58 course you know party Matrix integrates
3:13.02 really deeply into the Microsoft teams
3:14.64 ecosystem so we're probably the most
3:15.90 integrated solution in the teams and
3:18.60 Outlook
3:19.62 um
3:20.34 software that Microsoft produces and so
3:22.68 I'll go over some of those things but
3:24.36 again emphasizing the stuff that
3:25.98 actually will get you most out of pretty
3:27.84 Matrix with minimal effort
3:30.24 um and then some of the things that we
3:31.56 do that's also very unique is the
3:33.18 one-on-one view
3:34.32 um
3:35.22 a an add-in and an integration that
3:38.16 pretty much allows you to actually
3:39.62 identify what you need to do but not
3:42.12 just for yourself but for others and so
3:43.98 hopefully that will be a benefit to you
3:46.80 um and then of course party Matrix has
3:48.18 templates that allows you to save a lot
3:50.52 of time and effort and the more you use
3:52.14 pretty Matrix the more that you're
3:53.76 familiar per Matrix um the more time we
3:56.04 can save and then finally just as an
3:58.26 aside part of Matrix is available as a
4:0.06 standard SAS solution which is what I'll
4:1.92 be covering today but we also have a
4:3.78 HIPAA compliant solution as well as an
4:5.64 Azure government Cloud solution so if
4:7.68 you're ever interested in either of
4:9.12 those or if you're on a standard
4:10.56 solution but you're you want to explore
4:12.18 the others definitely reach out to us
4:13.98 and then of course we have to manage
4:16.50 private Azure deployments as well for
4:18.18 Enterprise customers
4:20.70 so with that I want to dive into the
4:23.40 philosophy behind pretty Matrix so
4:25.08 there's a quote attributed to former
4:27.30 President Eisenhower uh what is
4:29.34 important is seldom urgents and what is
4:31.26 urgent a seldom important and at the
4:33.24 core of it it's really talking about how
4:35.88 um I imagine when you know when you woke
4:37.50 up today there's probably a bunch of
4:39.06 things that are nagging at you right but
4:41.10 are the things that are nagging you
4:42.42 actually important and and that's the
4:44.58 problem with all of us um we have so
4:47.04 many different software systems that we
4:48.60 use we use you know of course Microsoft
4:50.82 teams but chat email
4:53.22 text messages in-person meetings and so
4:56.76 all of these things are coming at us so
4:58.56 much information so much data and yet at
5:1.02 the same time what's really important is
5:2.94 actually a very very small portion of
5:4.50 that and so we're constantly distracted
5:6.18 by it and so it's awesome that this
5:8.16 quote stands the test of time in terms
5:10.20 of identifying the problems that we all
5:11.52 have and so what we've done with part of
5:14.22 Matrix is we've taken that particular
5:15.96 quote and expanded into a two by two
5:18.30 Matrix now you've probably seen this in
5:20.52 various forms
5:22.26 um the two by two Matrix is actually
5:24.36 very popularized over the past you know
5:26.94 years decades and so forth and the way I
5:30.24 want you to think about it is this
5:31.32 imagine take out a piece of paper right
5:32.94 now
5:33.66 and start writing everything you have to
5:35.16 do right
5:36.54 maybe it's five things maybe it's ten
5:38.52 things maybe it's 15 things and then my
5:40.74 next question to you is
5:42.90 what are you going to work on first the
5:44.88 things you wrote at the top or the thing
5:46.20 at the bottom
5:47.58 when something in the middle how do you
5:49.56 decide
5:50.76 um how do you go and actually figure out
5:52.38 hey this is what I need to work on and
5:54.84 actually sort that list
5:56.58 second question if you have to add more
5:58.68 things to go at the top the bottom or do
6:1.44 you insert somewhere in the middle so
6:3.72 now instead take that list that you've
6:6.42 just made and put it into a matrix form
6:9.78 and
6:11.28 one of the most popular way to look at
6:13.20 this is the import the concept of
6:15.60 importance and urgency right just like
6:17.22 what's so important and and um
6:20.28 and the way you do that is then consider
6:22.32 what are the things that are actually
6:24.06 most critical to my day to my work
6:27.96 um to my plans and then what are the
6:30.42 things I need to do now and so that's
6:31.98 what the do now portion is that's the
6:33.96 important urgent part and then the
6:36.30 things that you should plan for are the
6:38.28 things that are important but not yet
6:40.26 urgent and that's the key the key is to
6:42.84 actually be prepared for it so then
6:44.34 you're not you're not actually rushing
6:46.44 towards doing that
6:47.88 um and so if you're actually doing this
6:49.38 correctly you should have very few
6:51.36 things in the top left but a lot more
6:53.40 things in the top right because you
6:54.66 should be proactively planning for it
6:56.28 and then the other component of it is
6:59.34 the stuff that you need to delegate and
7:1.26 delegate means a lot of different things
7:2.70 now delegate doesn't always necessarily
7:4.98 mean because you have people reporting
7:6.54 to you because you may not but at the
7:8.88 same time delegate means just either put
7:10.80 it aside or to actually get get those
7:14.82 task or action item resolve in some
7:16.68 other ways and so those are the things
7:18.42 that are less important to you in
7:20.40 particular and regardless of their
7:22.80 urgency and then lastly the bottom right
7:25.50 is the inbox the inbox is where
7:27.30 everything comes in uh and so how you
7:30.36 know I look at it is everything that you
7:32.76 have to do those those items that I've
7:34.56 asked you to just list just now goes in
7:36.72 the Inbox and from there you start
7:38.64 moving it around
7:39.96 into the appropriate quadrant
7:43.74 now that you've done that the way I see
7:45.96 it is that imagine if you did that today
7:48.72 and you start walking around the office
7:50.64 and you start comparing notes go talk to
7:53.22 your manager and and show show them hey
7:55.86 these are my priorities based on what my
8:0.06 understanding of how I should spend my
8:1.68 time these are the things I consider in
8:3.12 Quadrant One versus quadrant two and
8:5.10 three do you agree and then look at your
8:7.20 manager's priorities do they agree and
8:9.00 then look at your colleagues and then
8:10.20 look at your direct reports and that's
8:12.48 what this is all about it's a
8:14.64 communication tool and so you have all
8:17.40 of these things in your head put it down
8:19.26 into that list and party Matrix is a
8:22.56 digital version of that
8:27.78 so the four quadrant Eisenhower Matrix
8:30.00 creates alignment because it forces you
8:32.28 to prioritize that's the hardest part
8:34.56 and actually this is where customers and
8:37.26 users of this methodology struggle the
8:39.72 most so many times what people do is say
8:43.32 wait a minute that's so difficult like I
8:45.42 don't know where this belongs
8:47.40 um and and so I'm my argument is that
8:49.56 actually 50 of the value that you create
8:52.92 is understanding what you should be
8:54.54 working on and then what you should not
8:56.58 be working on right if you ever to
8:58.02 eliminate the things that are actually
8:59.22 wasting your time imagine the benefit
9:1.38 that that would create for you and your
9:3.60 organization and so being able to
9:5.28 identify that is so powerful and that's
9:7.26 what makes it hard and that's what makes
9:8.64 it powerful
9:10.16 now if you walk around the office and
9:13.08 everyone's agreed on everything well
9:14.52 fantastic you probably don't need pretty
9:15.84 Matrix but the reality is what we found
9:18.78 is that actually organizations and teams
9:21.66 and so forth struggle to communicate
9:23.58 that and so if when you discover
9:25.14 disagreements because you use pretty
9:26.70 Matrix that's when you know you've
9:28.62 created value or that's when we know
9:30.72 we've created value for you
9:33.72 um and then I'm going to jump into the
9:35.10 product real soon but one other thing I
9:36.84 want to show you real quick is of course
9:38.82 the webinars like like this one here
9:40.98 today is recorded and it'll be posted on
9:43.74 our website there we also have other
9:45.84 webinars as well as other topics so we
9:47.70 also have an advanced version of pretty
9:49.62 Matrix as well as
9:51.48 um a couple of other things that that
9:53.28 I'll be doing so if you want to check
9:54.72 out more webinars be sure to go there
9:56.46 and sign up for other ones and again
9:57.84 this one once that's recorded will be
9:59.76 posted there and with that I'm going to
10:1.20 jump into the product
10:10.74 as mentioned there is a way for you to
10:13.92 actually send chat messages if you have
10:15.96 any questions at all and then I'll take
10:18.06 a look at them and answer them so I'll
10:20.22 be going through this relatively quickly
10:21.78 and you can review it at your
10:23.64 convenience but if there's any questions
10:25.26 I'll try my best to address them
10:27.90 so now what I've just done is open up
10:30.30 the demo version of my party Matrix as
10:34.80 you can see I'm here in the web app of
10:36.90 pretty Matrix and I have a project open
10:39.66 well look at this the project uses the
10:41.94 same quadrant terminology as what I just
10:44.16 explained the do now the do later to
10:46.02 delegate and the postpone and then when
10:48.06 you look at something like this the
10:49.50 ability for you to create a task is
10:50.88 actually really straightforward so for
10:52.20 example let me go ahead and go and say
10:55.64 follow up with webinar participants
11:0.54 so imagine if I created that task well
11:3.18 once I created that task I added it here
11:5.16 in quadrant four and when I do on the
11:8.28 right hand side actually what we call
11:10.44 the item details this is the project it
11:13.32 belongs in this is the name of the the
11:15.66 task here and I'm actually able to add
11:18.00 something called a star so let's just
11:19.86 say something is very important I can
11:21.60 star it or I can go and add icons to it
11:24.42 that maybe is a visualization of what
11:27.18 this task is about
11:29.04 and then as I look down a little bit
11:30.78 further this little icon here this is
11:33.18 the owner now every task has a one
11:36.90 single owner
11:38.22 um
11:39.02 and and you know people have asked wait
11:41.34 you know this requires multiple people
11:43.26 involved to be involved and these are
11:44.76 multiple owners
11:45.96 well you're able to add followers
11:47.76 followers mean someone who's interested
11:50.04 in this house and we'll get updates on
11:51.36 it but from our perspective we have one
11:53.82 owner and that is the way for you to
11:55.98 keep priority assigned to the
11:59.10 appropriate person so there's no
12:0.30 confusion that person may go and get the
12:2.94 uh the right resources in place or
12:4.68 whatever but still there's one owner and
12:7.08 when later on when as you use pretty
12:8.88 Matrix more and task or Mark has done
12:11.34 and you run workload report and so forth
12:14.46 it's the owner who quote gets credit for
12:16.98 it so keep that in mind and so that's
12:19.44 that's what this letter represents
12:21.00 that's just you know if you see a letter
12:22.68 there that's your first name or whatever
12:24.30 it is that we have with the first letter
12:25.68 in your email address you can always
12:27.96 update it into an avatar like a picture
12:30.42 and so forth but
12:32.10 um you have the owner and then you have
12:34.14 followers as I mentioned and when you
12:35.76 click this plus icon you can invite
12:37.74 other people into the team
12:39.84 uh other people from your team into this
12:43.14 task now why would you want to follow
12:45.12 something imagine if there's a task that
12:47.04 was that actually you're interested in
12:48.66 because you are responsible for a
12:50.40 certain aspect of it well when you add
12:52.14 someone as a followers when that task
12:53.52 gets updated they'll get an alert for it
12:55.56 and that that can help
12:58.20 then there's progress progress goes from
13:0.42 zero to 100 if it's zero that means
13:2.76 nothing's been done if it's 100 it
13:4.62 actually marks the task that's done
13:5.82 effort if you look at effort it's just
13:8.16 how long it takes for you to to finish
13:10.26 the task and because not all tasks are
13:12.30 created equal and so just as I mentioned
13:14.58 earlier you know there's so many
13:16.14 different dimensions we talk about the
13:17.64 dimension of importance the dimension of
13:19.86 urgency and then the dimension of effort
13:22.32 um and so what that means is you know
13:23.88 this is something that's important but
13:25.08 also takes a day or you know a week to
13:28.26 do and so not just because you're
13:30.36 assigned 10 tasks doesn't mean that you
13:32.16 know they're the same as the next person
13:33.48 who's assigned 10. uh and then there's
13:35.70 due dates um
13:37.50 so due date is actually different from
13:40.02 reminders and this is actually a really
13:42.36 powerful distinction because I
13:44.04 personally use this all the time when I
13:46.26 have a task I always set a due date so
13:48.42 for example
13:49.74 let's just say if I want to follow up
13:51.54 with webinar participants which I've
13:53.52 just created right I'm gonna go ahead
13:55.02 and set a due date of um let's just say
13:57.54 next week
13:59.34 okay and now I have that due date
14:1.98 um but then if I have something that's
14:4.08 due on a certain day if I wait to for
14:6.96 that day to get started I might be too
14:8.88 late so actually I want to set a
14:10.44 reminder for myself prior to that and so
14:13.62 um you know for example if you were
14:16.26 doing taxes so you have the due date of
14:20.28 whatever April 15 is when the tax is
14:23.16 actually due but then you have to get
14:24.78 started prior and so you always have a
14:26.70 reminder before that
14:29.64 then there's a couple of other Advanced
14:31.20 things which I won't go into but that's
14:32.82 just something that you can explore on
14:34.38 your own everything including tags and
14:36.18 links and so forth and then I would
14:38.10 scroll down a little bit more we have
14:39.66 this section called chat and chat is
14:42.30 actually really interesting so you know
14:44.28 that when you're around the office and
14:46.02 you're talking to somebody well you
14:48.12 might be talking about task a and then
14:50.16 task B and then something else
14:51.78 completely same thing happens with
14:53.70 emails and same thing happens with
14:55.50 meetings and and teams conversation and
14:58.44 so forth the challenge there is that
15:1.68 you start losing contacts right because
15:3.78 if someone else is involved they won't
15:5.70 know what other people's talked about
15:7.14 and so the idea of chat is actually to
15:9.72 have a conversation a thread but only
15:12.60 for this specific task okay I'll pause
15:15.48 for a second because
15:17.22 when you are first starting pretty
15:18.84 Matrix maybe you're using this just to
15:21.00 manage your own personal priorities
15:22.38 right so what that means is that you
15:24.12 have these tasks you're tracking all the
15:26.16 things you have to do but then you might
15:27.90 want to make mental notes and say Hey
15:29.46 you know I made a certain decision or
15:31.02 I'm moving this around because of xyz's
15:33.06 reason so you can look at the chat as a
15:35.40 way to track those records but then when
15:38.16 you're sending this task and invite
15:40.32 someone else to the task
15:42.72 um six months down the road a year down
15:44.82 the road well guess what they can look
15:46.80 at the chat and get a full understanding
15:48.84 of how those decisions were made right
15:51.36 and so it wasn't mentioned in a
15:54.72 conversation in the hallway somewhere
15:57.00 right where no one will ever remember or
15:59.82 ever have contacts again and so using
16:2.04 the chat is a way for you to keep all
16:3.96 the information that's relevant to this
16:5.88 task in one central place
16:8.88 one note about this is that it's
16:10.98 immutable what that means it cannot be
16:12.90 changed so you see how here the moment I
16:15.84 created due dates I set the reminders
16:17.46 all of this information is transfer me
16:19.98 um so we have customers in uh compliance
16:22.86 space where they actually have to prove
16:24.72 that they have to get certain things
16:26.52 done on a certain date
16:28.38 and that doesn't mean that they can get
16:30.24 it done the next day they have to get it
16:31.98 done on that day so by having this
16:34.38 immutable record and when those tasks
16:36.60 were done or updated it's all tracked
16:38.82 here and it's all done for you there's
16:40.20 nothing you have to do really but then
16:41.88 later on when you're talking to your
16:43.80 manager
16:44.88 um or you're trying to prove to somebody
16:46.02 and hey I did what it is that I'm
16:47.70 supposed to do well you can print this
16:49.26 record out export this out um that shows
16:52.20 that
16:53.52 the other part is notes and when you
16:55.68 look at notes you can think of it as
16:56.94 just an expanded version of the the
16:59.88 information about the item itself but
17:2.58 you're also able to create subtasks now
17:5.04 you know people I have people asking
17:7.14 questions around hey what can I go and
17:8.82 do rich text and so forth and we
17:10.68 actually don't support that for a
17:12.36 variety of Reason one of them is that
17:14.28 there's so many software out there Word
17:16.08 document Google sheet Google Docs Etc
17:18.30 that allows you to do all those fancy
17:19.98 things and if you do have them you can
17:21.90 just link to them as a resource inside
17:23.52 pretty Matrix but the notes section is
17:25.74 intended to be it's just a way for you
17:27.54 to describe an action a little bit more
17:29.10 but also you can create subtasks here so
17:31.68 for example I do subtask one subtask two
17:34.56 subtest three
17:36.30 right
17:37.86 and then finally you have the resource
17:39.54 section resource section is where like I
17:41.28 mentioned you can attach those other
17:43.02 documents Excel sheets
17:45.24 um or SharePoint or you know maybe you
17:48.06 have some proprietary storage system or
17:50.46 you have portals um at your organization
17:52.92 that you want to link into pretty Matrix
17:54.48 because it's relevant to this particular
17:56.22 task uh then so you can add that as link
17:58.50 here you can upload files also
18:1.92 also you can go ahead and add links to
18:5.10 other party Matrix items this is one of
18:8.04 those things where if you link pretty
18:9.96 Matrix items together part of mainframes
18:12.06 will build Gantt charts and so forth for
18:13.56 you again that's beyond the scope of
18:14.94 today's conversation but that's just
18:16.38 something that you can have in the back
18:17.58 of your mind none of that is required
18:19.98 for you to get value out of pretty
18:21.24 Matrix if you use pretty Matrix for the
18:23.76 purpose of creating these tasks
18:25.14 understanding in which quadrant they
18:27.06 belong assign it to the appropriate
18:28.92 folks set the due date and reminder
18:30.66 you've achieved the vast majority of the
18:34.08 value of pretty Matrix and that's what I
18:35.70 want to emphasize over and over again
18:36.96 that's all you have to do
18:39.36 so you can see how I've just created
18:41.04 this task and I've added some
18:43.74 information if I go back to the chat
18:45.36 section you see that the subtasks I
18:47.82 created has been updated as part of the
18:49.38 record and if I were to Mark a subtask
18:52.20 that's done one thing that will happen
18:54.12 is that you'll see the progress bar
18:55.56 updates you know let's say I have five
18:57.30 tasks I Mark two things that's done 40
18:58.80 progress right and you get 100 then the
19:1.26 task is Mark as completed
19:3.66 but now let me show you some tricks
19:5.34 because I think this is actually where
19:6.96 pretty metrics can potentially save you
19:8.58 value uh save you time so you saw how I
19:11.64 created this follow-up wood uh with
19:13.86 webinar participants and then I added
19:15.78 those due dates well guess what I can do
19:17.52 the exact same thing so again I'll say
19:19.44 follow up with webinar participants
19:22.56 and by the way this is what I would like
19:24.18 you to do if you're exploring part of
19:25.98 Matrix make sure you you follow some of
19:27.84 these um tricks because it's actually a
19:29.94 pretty cool way to do it so I do that I
19:32.34 type then that what does that have to do
19:33.90 but then I go ahead and say do in two
19:36.60 weeks
19:39.18 party Matrix actually uses natural
19:41.58 language to interpret this and set those
19:44.04 due date for you so you see how two
19:45.90 weeks from now is June 20th and so the
19:47.64 fact that I've said do in two weeks and
19:49.38 actually create that due date for me um
19:51.12 so I don't have to go and click the UI
19:52.86 and and so forth and you know this will
19:55.02 save me time because maybe I'm
19:56.40 brainstorming and I say hey this is what
19:58.02 I want to do today tomorrow in two weeks
20:0.30 and three months or on you know a
20:2.52 specific date July 9th or something like
20:4.26 that so that check out that as a way to
20:7.20 save you time the second
20:10.56 um the second part is that inside the
20:12.60 chat section you saw how I set reminders
20:14.82 I can also say Remind me daily so what
20:17.88 this does now is that pretty Matrix will
20:20.76 um
20:21.42 uh will go and send you reminders on
20:24.90 what it is that you need to do uh and
20:27.54 and so it'll ping up into the alert
20:29.16 section and so it sends you a reminder
20:30.90 so you know to actually get started on
20:32.76 this task the other thing I can also do
20:34.80 is actually I can I can assign it to
20:37.14 people right I can assign to
20:39.72 so and so I can type in their name right
20:41.46 there and actually assign the task to
20:43.20 them and so forth and so whenever you
20:45.24 see this green text right there
20:47.34 you know that we're using natural
20:48.72 language to interpret some of those
20:50.10 things
20:51.06 try that
20:52.56 um when you're using part of Matrix I
20:54.24 highly highly recommend that you use due
20:55.92 dates and highly highly recommend they
20:57.90 use reminders that's one of those things
20:59.76 where because at the end of the day we
21:2.76 have so many things that's on our plate
21:4.08 if we don't have due dates if we don't
21:5.88 have
21:6.84 if we don't actually
21:8.40 um set ourselves up in order to get
21:11.28 reminded to get those things done it's
21:12.84 going to fall through the cracks and so
21:14.58 when you do add this this extra
21:16.68 information this extra metadata uh what
21:19.38 happens is that it will show up into
21:22.02 other views in separate Matrix so you
21:24.54 see how this is the quadrant view right
21:26.28 but actually if you go up here you can
21:27.96 actually go to the list view the list
21:29.58 view is a very very nice way to find out
21:32.28 what are the tasks that are overdue
21:34.74 because of their overdue they'll
21:36.24 actually turned red and so that allows
21:37.62 you to see the test overdue and then
21:39.42 you're able to sort it everything from
21:41.16 quadrants to icons to people to name um
21:44.64 to Winners modified and progress and so
21:46.50 forth the calendar view all it does is
21:48.90 take this information that you've
21:50.04 created and actually show the calendar
21:51.78 view
21:52.68 um and so some people actually work
21:54.66 better
21:55.74 some people work better in views that
21:58.92 are maybe they're not make the
22:0.18 non-matrix view and that's totally
22:2.10 understandable and that could be you
22:3.42 right so then you can jump back and
22:4.74 forth and it doesn't matter how you
22:6.84 input the information part of Matrix
22:8.70 takes that and reflects it into the
22:11.22 different views
22:12.42 for all the various team members um and
22:14.94 so let's just say if I see this task
22:16.56 here and then I want to change the
22:18.06 follow-up date I can just drag it and
22:20.64 then that updates it
22:22.26 and you can see how this actually has a
22:25.02 record of all those changes for me as
22:26.52 well so if you were using pretty Matrix
22:29.70 you have team members you send them a
22:31.68 task there's a certain due dates and
22:33.72 then they change the due date well no
22:35.76 problem you'll see that as part of the
22:37.32 record right this is something that
22:38.94 happens over and over again when people
22:40.74 have responsibilities you want to make
22:42.18 sure that you know they're getting those
22:43.50 things done
22:44.76 um not just on time but that on time
22:47.46 based on the original time right you
22:49.98 can't go and change the due date to two
22:51.66 weeks into the future now you get it
22:53.46 done a week later and say that hey I
22:55.50 finished everything on time well it
22:56.58 doesn't work that way or it can but at
22:58.62 least part of Matrix will give you that
22:59.82 record for you to be able to review uh
23:1.92 and then as I mentioned we have the
23:3.00 Gantt chart I'm not going to go deep
23:4.20 into it but you can set dependencies and
23:7.14 so forth and all it does again is takes
23:9.00 the data that you have and shows in
23:10.74 different way and then finally you have
23:12.12 to feed the feed is a you can think of
23:14.16 as like a Facebook feed where it shows
23:16.14 you all the changes that's happening
23:17.70 across the project
23:19.62 so that's the Matrix view that's the
23:21.18 item details so now let me show you
23:22.98 actually how to create a project itself
23:25.44 because when when you have pretty Matrix
23:28.44 um you know here I just have I open a
23:30.84 project in order to show you how it
23:32.64 looks but uh I actually in my real main
23:35.22 account I have something like 300 plus
23:37.02 projects and so that's a lot of
23:38.58 different tasks a lot of different
23:40.32 initiatives a lot of different
23:42.00 responsibilities and so forth and
23:44.40 creating a project is actually very very
23:46.08 simple so you go to Project here and if
23:49.20 you click on show all project it shows
23:50.82 all the projects that you have and then
23:52.62 you can go ahead and add project
23:54.78 when you go to add Project screen this
23:57.00 is what it looks like and there's a
23:58.50 blank project and so clicking on blank
24:0.72 project allows me to name right so um
24:3.72 basic I'm just going to call this a
24:5.34 basic Eisenhower Matrix
24:8.58 I can add some notes about the project
24:10.14 uh this user group again we're not going
24:12.48 to cover this but this is something
24:13.62 where you can think of it as departments
24:15.56 or teams and so then when teams get
24:19.20 updated if you go and you know add new
24:21.30 team members or whatever they get
24:22.74 automatically invited to all the key
24:24.48 projects that's needed but then going
24:26.58 down here to templates now
24:29.10 I show you the do now do later as a
24:31.86 potential quadrant terminology but what
24:34.86 happens is you can actually
24:36.50 use you can customize that you can
24:39.00 actually change the name of the
24:40.08 quadrants to however it is that fits
24:42.06 within your organization
24:43.68 um but at the same time a lot a lot of
24:47.34 thoughts
24:48.42 leadership out there have gone into
24:50.82 using the four quadrants as you know
24:53.52 various other ways so for example a SWOT
24:55.86 analysis strength weakness opportunity
24:57.42 threats right in business environment
25:0.60 maybe that's one of the ways you want to
25:2.04 evaluate new initiatives Etc so with
25:4.86 pretty Matrix you're able to actually
25:6.24 use some of those basic templates that
25:8.82 we've created
25:10.08 and so here you can see I can choose an
25:13.08 Eisenhower Matrix and customize some
25:14.76 colors and I create a project and that's
25:16.62 it you see how when I use the basic
25:19.08 Eisenhower Matrix the the name of the
25:21.54 quadrants here are actually different
25:22.70 this is the color that I chose
25:25.38 um now if you want to go and customize
25:27.06 this Matrix all you have to do is click
25:28.92 on this little eye icon right here
25:31.08 when you do it opens this right panel
25:33.90 and this is called the project details
25:36.18 project details has the name of the
25:38.40 project earlier we looked at the project
25:40.14 I'm sorry the task details and you saw
25:42.48 the the name of the task but here we
25:44.10 have the tasks I'm sorry do we have the
25:45.90 project names and then next to it
25:48.18 there's a star icon so just like how you
25:50.28 can start tasks you can start project
25:51.96 because not all projects are created
25:53.82 equal you know if again if you have you
25:56.88 know a dozen or two dozen projects maybe
25:58.68 a few are actually more critical right
26:0.54 now right and so being able to start a
26:2.46 project allow allow you to go and sort
26:5.04 those things later more quickly
26:7.32 um
26:7.98 it's just a quick aside when you think
26:9.72 of pretty Matrix at the end of the day
26:11.82 it's just information it's just task and
26:14.46 all the metadata associated with it what
26:16.44 we try to do with part of Matrix is that
26:18.30 we try to take all that task and display
26:20.70 it to you in a way that helps
26:23.64 communicate priorities and so if you
26:26.22 think it from that perspective maybe
26:27.72 you'll understand why we make some of
26:29.40 these product decisions around be able
26:31.38 to Star task star project
26:33.96 um and then be able to use the the dates
26:35.70 and so forth and so it's about surfacing
26:38.04 up what are the things that actually is
26:39.42 important to help you accomplish them
26:41.10 then as you go down
26:43.02 members
26:44.58 so what happens is when you create a
26:46.56 project it's just you right but now
26:48.84 you're able to invite others so let's
26:50.52 say if I want to invite somebody else
26:51.72 right to the project what I've just done
26:54.00 is I've just shared this project with
26:55.68 another teammate and so when you have
26:58.26 your own projects when you use pretty
26:59.88 Matrix you might have a personal project
27:1.44 just like what I had earlier and in that
27:3.48 I have my personal task but then
27:5.10 afterwards I want to create a project
27:6.36 that's a team project and the team
27:8.34 project might be a customer that I'm I'm
27:11.60 maybe like a project that details all
27:15.12 the items I have to do for a customer or
27:17.52 an initiative that we have like let's
27:19.08 say you know creating a fiscal calendar
27:22.46 plan or something like that and so in
27:25.56 that case I might have different people
27:26.88 on those projects and so I can create
27:28.38 all these projects invite the
27:30.12 appropriate people as needed
27:31.86 the moment I invite someone
27:33.90 and they joined the the project they can
27:36.12 see everything within that project so I
27:38.40 want to mention that as a way for you to
27:40.14 understand
27:41.16 um the uh permissions aspect of it if
27:44.88 you invite someone to a project and they
27:47.70 join the project they can see everything
27:49.74 that means they can edit it that means
27:51.66 they can review the history Etc if you
27:54.72 want them to not be able to see all of
27:56.40 that then you can assign them a task but
27:59.40 don't invite them to the project so keep
28:0.84 that in mind
28:2.40 then the next part is the quadrant name
28:4.46 and the um
28:6.84 the color so as I mentioned to you here
28:9.36 all of these can be customized so let's
28:11.16 just say if I change this uncategorize
28:12.66 and want to call that inbox or you know
28:14.88 I can call this um must do Etc and the
28:18.96 reason why it's so important to
28:20.34 customize is that as you use pretty
28:22.44 Matrix more you build internal knowledge
28:25.86 at your organization on how to best use
28:28.80 part of Matrix and so we actually have
28:30.96 customers where they create documents
28:33.48 that shows others how how to use pretty
28:36.78 Matrix how to name quadrants and so
28:39.30 forth so that everyone is on the same
28:41.52 page in terms of understanding
28:42.84 priorities and just to create some
28:44.52 consistency not important not important
28:47.28 for you to do right now as I mentioned
28:48.96 again
28:49.92 um you know there are things that that
28:51.54 you know 20 percent
28:53.40 20 of the word for 80 of the value this
28:56.28 is one of those things where um as you
28:58.68 become more proficient in pretty Matrix
29:0.48 it'll it'll go from that 80 value to you
29:3.78 know 95 value but you see how I can
29:6.18 customize that I can change the color as
29:7.86 needed
29:10.32 one thing I want to mention real quick
29:11.76 down here is the this thing that you see
29:14.16 called get calendar link every project
29:16.32 in part of Matrix has a calendar
29:18.30 associated with it and so this is
29:20.34 actually really helpful because uh let's
29:22.68 just say again you may have a a project
29:25.02 that you're working on for an external
29:26.70 customer you have all these tasks you
29:28.26 have to do for them and you want to
29:29.88 share with them this calendar link so
29:31.86 then they can go and add it to their own
29:33.66 calendar and see what are upcoming tasks
29:35.70 and so forth so pretty Matrix create
29:37.74 those calendar links for you
29:39.84 and that's how you create a project
29:43.80 so now what I would like to do is I'd
29:46.68 like to show you our Microsoft teams
29:48.36 Integrations and then our Outlook
29:49.74 Integrations in fact I'll go to the
29:51.00 Outlook integration first and then to
29:52.20 the team's Integrations
29:53.64 um in fact I think somebody was asking
29:55.38 about
29:56.22 um how does synchronize between Outlook
29:58.68 and pretty Matrix so if you go to pretty
30:1.32 Matrix
30:2.76 um I'm sorry if you go to Outlook and
30:4.98 you go to add in store which is right
30:6.84 here so
30:8.16 you do require Office 365 and so if you
30:11.64 go to go to here this is opens up the
30:14.22 app store if you search for Prairie
30:15.66 Matrix you can add it um I think like we
30:18.48 should be the first in editor's choice
30:20.04 and so if you don't see it that mean
30:21.72 means you may have edited it already and
30:23.94 so you're able to do that once you add
30:25.68 pretty Matrix what happens let me close
30:27.78 this to show you what it looks like so
30:29.58 what happens is when you open an email
30:31.32 you're able to go to this dot dot dot
30:33.48 right here and then open up word Matrix
30:35.64 now a quick note real quick you can see
30:38.34 that there's a couple versions of part
30:39.72 of Matrix as I mentioned you we have the
30:41.28 standard version the HIPAA version the
30:43.02 government Cloud version and so actually
30:44.58 they have a slightly different colors
30:46.26 here so if you open pretty Matrix and
30:48.60 for some reason you don't see all the
30:49.80 tasks that you have check that you're on
30:51.36 the right version and you know obviously
30:53.16 these systems these different versions
30:55.26 do not talk to each other because
30:56.88 they're actually on completely
30:58.80 um different data centers and so that's
31:1.20 just an aside there but the standard
31:3.60 version is what vast majority people
31:5.34 including most of you will be using so
31:7.80 you go to here open Party Matrix what
31:10.38 happens is it opens a part of Matrix add
31:12.48 in
31:13.56 on the right hand side here and what it
31:16.62 does
31:18.06 see here
31:19.98 it's loading
31:21.42 um so what it does is it allows me to
31:23.34 take an email and prioritize it so more
31:26.22 often than not you know I have so many
31:28.20 flag emails right
31:29.76 um in fact it's I mean that's that's the
31:31.98 the biggest challenge you star emails
31:34.20 you flag emails and if you have five
31:36.54 that's again pretty easy to find and
31:38.70 pretty pretty easy to resolve but if you
31:40.68 have 50 now you start losing track and
31:43.08 so what part of Matrix allow you to do
31:44.52 is take an email and convert it into a
31:47.58 priority Matrix action item that's what
31:50.34 this capture email does so you see when
31:52.44 I open this panel on the right hand side
31:54.60 I'm able to open this email and capture
31:57.66 email
31:59.70 what it it does next is it inherits the
32:2.94 name the subject as the item name and
32:6.84 then you can choose what project it
32:8.28 belongs to so for example I'm going to
32:10.08 put in that basic Eisenhower Matrix I
32:12.36 can choose what quadrant belongs in so
32:14.04 let's say something is very important
32:15.54 I'm going to go ahead and do quadrant
32:16.80 one I can assign it to people so earlier
32:20.16 um you saw how I invited a teammate to
32:21.96 my Matrix so let's just say I go in and
32:23.58 assign that email to her and again I can
32:25.74 set a due date
32:27.84 uh and that's it so I create action item
32:30.60 there's a little thing here again this
32:32.40 is an advanced feature but we do have
32:34.38 capabilities we have ai capabilities
32:36.90 around all over the product
32:39.66 um and they're intended to be passive so
32:42.36 they'll add value if you need them but
32:44.28 we don't want it to be obstructive or
32:46.26 whatever
32:47.16 um and so this act this little button
32:49.26 right here
32:50.10 extracts the action items from the
32:51.84 emails for you again maybe a customer
32:53.34 sends you an email and say hey could you
32:55.08 do XYZ and so forth we could go and try
32:57.42 to extract that one thing one caveat
32:59.46 it's never perfect right and so you've
33:1.68 seen enough of this AI stuff where you
33:3.36 realize who knows what's gonna happen
33:5.52 and so you know this is one of those
33:6.90 things that we put in there for you to
33:8.64 create value but it may or may not work
33:11.04 as intended but that's why I don't go
33:12.60 too much into it but explore it on your
33:14.94 own and actually we have customers doing
33:16.44 really creative things around that
33:18.24 anyways going back to here I create
33:20.28 action item and that's it what it's just
33:22.38 done is it created that that pretty
33:24.30 Matrix task and if I were to go back to
33:26.10 a pretty Matrix here you see how that
33:28.26 email is now right here exactly where I
33:30.48 put it the basic as inheroid Matrix
33:33.18 um I have the um
33:34.98 that a person assigned you see how it
33:36.96 actually shows e here because I assigned
33:38.58 it to Eugenia
33:40.32 um and then also uh what happens is that
33:42.84 the due date is set exactly like I said
33:45.42 earlier and then in the resource section
33:47.58 the email is actually uploaded because
33:49.20 Eugenia may not have access to my email
33:51.12 she can still open that email and build
33:54.42 to respond but one thing that's really
33:56.58 useful about this is Eugene can go and
33:59.28 respond to it and say hey
34:1.20 um what do you need me to do right and
34:4.80 so now you have that conversation within
34:7.14 this act this item details about this
34:9.78 email from the customer instead of you
34:12.42 forwarding that email to somebody and
34:14.34 then afterwards having conversations
34:16.38 around it and then losing track of it
34:18.42 because now you've just polluted that
34:20.40 email with
34:22.14 um you know 10 other follow-ups and so
34:25.44 forth and then also risk responding to
34:28.08 the customer by accident Etc what
34:30.54 happens here is that all this
34:32.04 information is happening just inside
34:34.26 this part of my Matrix action item and
34:36.54 so you're able to everything you know do
34:38.46 everything from
34:40.20 uh changing the due dates and and then
34:43.26 you know inviting others to this
34:45.66 um attaching documents that might be
34:47.16 relevant etc for drafts for you to
34:49.08 review et cetera before you respond to
34:50.88 the customer so that's what party Matrix
34:53.40 does and so when you have that email and
34:55.92 you've created that task going back to
34:57.54 Outlook here it shows this little pretty
35:0.06 interest icon right when it does that it
35:2.52 means that you've prioritized this email
35:4.46 exactly like you have it start and so
35:8.16 you can see that when I jump to another
35:10.02 task and if I already have that email
35:13.20 um
35:14.28 I already have that email prioritized
35:16.38 instead of letting me capture the task
35:18.42 it allows me to open the item instead
35:20.04 which is actually really useful as well
35:21.78 because you know you don't want to go
35:23.10 and just on creating more and more tasks
35:25.02 if a task is already created for this
35:27.12 email bring me to that item so you can
35:29.58 look at it from that perspective
35:31.86 one thing I want to mention too is that
35:34.20 maybe the email belongs in an existing
35:37.02 item and again this is another cool
35:38.70 feature inside the protein matrix
35:40.14 Outlook add-in which is if I have an
35:42.48 email and this email belongs in another
35:46.02 in an existing task because again it's
35:48.72 an email from a customer and the
35:50.40 customer say Hey you know this is a
35:51.96 follow-up to my previous email now you
35:54.18 already have a task for that right so
35:55.80 the way part of Matrix does is it allows
35:57.84 you to attach that so let me see here um
36:0.48 monthly that's a search for that task
36:2.46 you see how I found that task that I
36:4.86 just created
36:6.36 um when I did the search here and so I
36:9.54 have a new email and that if I hover
36:11.70 over this I can attach it
36:14.76 so what I've done is now I've attached
36:17.04 an email to an existing task going back
36:18.90 to party Matrix here as you see now that
36:21.00 email is also uploaded and so now in the
36:23.04 resource section multiple emails are
36:25.62 added together into one task so this is
36:29.34 about email prioritization because as I
36:32.64 understand and and you you experience
36:35.04 this all day every day which is people
36:37.50 ask you to do things and they ask you in
36:40.14 so many different ways right some people
36:42.06 send you the email some people send you
36:43.56 a chat message
36:45.06 um and then sometimes you create tasks
36:46.80 on your own so all part Matrix is trying
36:49.14 to do is make it possible for you to
36:51.30 create tasks from whatever venue or
36:53.58 whatever data source it is that that's
36:56.64 coming in
36:57.96 a quick aside we have all sorts of
37:0.66 Integrations uh with Microsoft to do
37:3.60 planner as well as other third-party
37:6.90 apps that allows you to actually create
37:8.70 tasks inside pretty metrics for the
37:10.44 exact same reason I'm not able to cover
37:12.24 that today in in today's webinar but
37:14.34 that's something you can explore
37:15.36 elsewhere or you know reach out to us at
37:17.76 support if you have any
37:19.50 questions around that or trying to
37:21.00 understand how you can actually use that
37:22.44 within your organization because
37:25.02 be able to prioritize really means
37:27.24 understanding everything you have to do
37:28.74 but then all the things there to do
37:30.42 might come from so many different data
37:31.68 sources so that's keep that in mind
37:33.96 so that's the Outlook integration
37:36.96 um and so uh it's you know we have
37:38.82 customers that actually use this
37:40.32 religiously because you have so many
37:42.60 emails that comes in and and without
37:46.26 being able to create due dates and
37:48.00 delegate and so forth you lose track of
37:49.92 them very very rapidly
37:51.72 um you can also think of this as a way
37:53.40 for you to use uh to manage support
37:56.46 tickets
37:57.48 um and and so forth so we do have
37:59.10 Integrations around that as well that's
38:1.92 that's something else
38:3.60 um and that we do with zendesk but you
38:6.18 think of as a way to manage support
38:7.62 tickets or ensuring that you actually
38:10.86 get um the right things done uh one
38:13.20 thing that we also do with email
38:14.28 Integrations is actually allow you to
38:15.84 create rules where let's just say all
38:18.72 emails from your manager automatically
38:20.76 get tasks get created in pretty Matrix
38:24.36 um and so that's that's something that I
38:26.16 do all the time you know all my
38:27.42 Microsoft emails get sent to a project
38:30.18 for Microsoft and so then I don't have
38:32.94 to worry about jumping to you know
38:34.50 Microsoft and jumping into Outlook to
38:36.90 identify those emails and prioritize
38:38.46 them so those are rules you can create
38:40.86 and by the way this is uh something I'll
38:43.44 cover in a webinar later this week on a
38:46.38 master class and email management using
38:48.00 pretty Matrix so if you're interested
38:49.14 check out that webinar list and register
38:51.72 for that
38:52.92 the other thing I want to mention to you
38:54.48 too lastly on this Outlook integration
38:56.70 side is this pin Nikon here so if you
38:59.46 pin it then as you jump between
39:1.26 different emails and so forth there's
39:2.70 part of Matrix add-in will will stay
39:5.28 pinned and you know shows up so if you
39:8.22 use product Matrix Outlook a lot that's
39:9.78 a really powerful feature
39:11.82 okay
39:13.08 so you saw the protomatrix major period
39:16.50 Matrix web app you saw our Outlook
39:18.48 integration so now I'm going to jump to
39:19.80 the team's conversation the teams
39:21.54 integration to show you some of the
39:23.10 unique features we have when you go to
39:25.32 Microsoft teams go ahead to the go to
39:27.42 apps section here search for pretty
39:29.46 Matrix and then you add it once you add
39:31.80 it you have this little icon here on the
39:33.66 left hand side again right click on this
39:35.64 and pin when you pin this then it allows
39:38.58 you to access party Matrix really easily
39:40.14 when you see this icon it means that you
39:42.06 have alerts inside protomatrix that
39:43.62 means hey you should go in and look
39:45.24 because there's maybe something that
39:46.32 requires your attention
39:48.12 when you open pretty Matrix for teams
39:50.10 it's actually very very similar
39:51.66 interface as the web app
39:53.34 um so you know we actually really
39:54.90 recommend
39:56.10 using the app inside teams and actually
39:58.02 that's where I spend a lot of my time
39:59.22 the reason is then I don't have to
40:0.78 switch contacts as often
40:2.58 because otherwise I'm jumping between
40:4.68 apps and and that's one thing that I I
40:7.02 try my best not to do because it's very
40:9.72 very distracting and so when you have
40:12.00 part of Matrix inside teams I can jump
40:13.74 to really really quickly I can jump
40:15.36 between chat and so forth without having
40:17.46 to open multiple applications
40:19.98 anyways when you open pretty Matrix um
40:22.20 we have this thing called the home view
40:23.82 you see how it says home right here so
40:25.68 again the home view the home view has
40:27.36 several sections the versus alerts
40:29.04 earlier we talk about setting due dates
40:31.26 and setting reminders and so forth well
40:33.96 when the time comes to get things done
40:36.00 that's what the alert section is the
40:37.86 alert section pings those tasks up to
40:40.50 you to your attention and then you know
40:42.72 you saw how I have that follow-up of our
40:44.88 participants I can click on this and I
40:46.98 can you know go through and actually
40:48.06 work on the task and then if a reminder
40:50.28 is set right tomorrow or the next day
40:52.98 Etc it'll ping it'll show up here again
40:54.60 and then as I go through these these
40:56.94 alerts these action items this goes away
40:58.74 so you can think of inbox zero is
41:1.56 achieving
41:3.12 um a clearing of all of these alerts
41:7.14 and then the second section is the
41:9.06 visited so you see the tasks that you
41:10.80 recently visited agenda actually is
41:13.02 actually a pretty cool view because it
41:15.30 takes all that data we have in pretty
41:16.62 Matrix and actually shows you what other
41:18.30 things you have to work on but from a
41:21.06 Time perspective that's why I asked you
41:23.46 to set due dates and so forth because in
41:25.98 the agenda view it'll show you the tasks
41:28.50 that you have
41:29.94 for you know the things you have to do
41:31.44 today the things that do tomorrow what
41:33.24 are some of the things you didn't get
41:34.44 done yesterday and that's what the
41:35.82 agenda is
41:37.68 and earlier we created a project so I
41:40.08 can jump to the project and again this
41:41.64 is inside teams and um and I'm able to
41:44.70 access the project just like I access
41:46.74 inside the web app I can go to the
41:48.90 mobile device and it'll be the exact
41:50.52 same thing so part of Matrix has all
41:52.02 that synchronized together so then you
41:54.24 can be out in the field and access your
41:56.82 pretty Matrix inside teams and of course
41:59.22 inside on your desktop you can access
42:1.14 that and but if you're in the field
42:2.46 you're able to snap pictures attach
42:4.56 pictures to documents to your pretty
42:6.78 Matrix action items Etc very very easily
42:9.32 especially if you know you have people
42:11.76 that are working on
42:14.22 working on tasks that requires proof of
42:16.92 completion right they can snap a picture
42:18.48 and now it's part of your party Matrix
42:20.34 record
42:21.68 one thing I want to show you that's very
42:24.06 unique inside teams now is our
42:25.98 Integrations with the one-on-one like
42:28.20 because earlier I talked about you know
42:30.24 the dimensions of importance the
42:31.92 dimensions of urgency the and so forth
42:34.32 but now what we do is part of Matrix
42:36.60 allows you to add go to the plus here
42:38.76 and if you search for pretty Matrix
42:41.40 um you're able to add something called
42:42.60 the one on one
42:44.28 -on-one
42:45.84 think of it this way which is Imagine
42:48.96 if you have all of those major seats
42:50.58 right I have 300 Matrix matrices and so
42:53.64 therefore I have so many different tasks
42:55.08 so so many different responsibilities
42:57.42 um and it's if someone asked me hey did
43:0.36 you see my item that I assigned to you
43:1.98 I'm gonna say which Matrix is it in well
43:3.96 that's way too hard for me to discover
43:5.34 so the one-on-one what it does is when
43:7.98 you add the one-on-one and I've already
43:9.42 added here so I'll open that for you
43:11.70 um when you go to Microsoft teams you
43:13.32 add this one-on-one you can select the
43:14.76 person it shows you everything you have
43:17.52 in common with that person across all
43:21.18 your projects an extremely powerful way
43:24.66 for you to see what are the things you
43:27.12 owe your manager as an example
43:29.52 let's say you're in a one-on-one meeting
43:31.20 and one of the things you want to talk
43:33.06 about is hey what are the status of you
43:35.70 know task a from Project a oh project Y
43:38.64 and then task B from Project X right and
43:41.76 so the one-on-one view takes all that
43:44.22 information and for Matrix and flips it
43:46.26 instead of looking at this as a project
43:48.36 management tool now you look as a people
43:50.52 management Tool uh so what that means is
43:52.62 you're managing workload you're managing
43:54.54 what are the responsibilities you have
43:56.54 across all the different teammates and
43:58.86 so if you're a manager you can go to
44:1.38 each of your teammates right here right
44:3.42 all the people your direct reports and
44:5.76 you go and you add the one-on-one view
44:7.50 inside Microsoft teams for each of those
44:10.38 individuals you can go and jump to all
44:12.84 of them and see all the tasks that
44:14.70 you've assigned to them what are the
44:16.26 tasks that are due what are the tasks
44:17.64 that are modified
44:19.26 um what are the priorities of those
44:21.06 tasks you can click through this and
44:22.44 check out the status and all that the
44:24.84 other cool thing is that when you have
44:26.82 that one-on-one meeting with your
44:28.20 manager
44:29.40 how often has it let me pause for a
44:31.38 second and ask you this question how
44:32.64 often has it been the case where you're
44:35.10 in a meeting you talk about all these
44:37.02 cool things that you're going to do
44:38.10 because it's going to be oh yeah we're
44:40.38 going to accomplish XYZ Etc and then two
44:43.50 weeks later you get back to that that
44:45.12 same meeting
44:46.38 um to check in and and then someone
44:48.18 asked oh by the way did you get that
44:49.44 done and there's like oh yeah actually I
44:51.18 forgot about it I didn't write that down
44:52.50 of why because the reason is when you're
44:55.68 in that meeting and you have all those
44:56.94 conversations you're brainstorming but
44:58.74 then adding a task in in any traditional
45:1.68 Software System requires so much effort
45:4.26 to switching up context jumping to
45:6.30 another software Etc so what we've done
45:8.40 is while you're having that meeting with
45:10.92 with
45:11.88 um with folks and you're in that
45:14.10 one-on-one view you just click on ADD
45:16.20 share task and then create the task
45:18.36 directly from here you don't even have
45:20.04 to jump into pretty Matrix you're able
45:21.84 to do that directly here
45:23.34 um you can create the task you can
45:24.84 assign it to different projects and it
45:27.24 automatically invites those people for
45:28.98 you again I highly highly recommend
45:31.98 using due dates right so for example
45:34.14 that's why in our example here we say
45:36.30 call Sue tomorrow 2PM why because what
45:40.74 it does it actually creates a task you
45:43.02 see how here
45:44.46 um call so then we have a little phone
45:45.96 icon and using again the natural
45:47.76 language side create the tasks created
45:50.10 both people are invited right again if
45:52.80 you're doing this with your manager it
45:54.00 invites both it invites your manager Etc
45:57.18 and then the the second part of it um is
45:59.76 that the due date is automatically
46:1.14 created and so you can see how I've
46:3.84 simplified
46:5.22 my process so much right I didn't have
46:8.82 to jump again I didn't have to jump to
46:10.38 another application I didn't have to go
46:12.18 to find an appropriate project I didn't
46:14.10 have to go and create a task and then
46:15.72 set a due date Etc all I do is add share
46:18.84 tasks directly from this View
46:21.60 and I can add it for every single person
46:23.52 that I work with
46:25.74 and pretty Matrix will pull that across
46:27.66 all my projects the other thing I want
46:29.58 to show you is that we've actually even
46:31.38 simplified even more which is imagine if
46:34.56 you're chatting with your manager and
46:36.06 your manager says hey could you send me
46:38.22 a report right inside the teams chat
46:40.38 here well click on this dot dot dot icon
46:42.66 and then create PM item
46:45.12 and so what we've done is we take a a
46:47.94 message inside teams and allow you to
46:50.76 create a task but there's one unique
46:52.92 thing that party Matrix does that no one
46:54.48 else does which is we're able to link
46:56.58 back to that moment in history when you
47:0.24 made that conversation this happens all
47:3.00 the time which is imagine you know if
47:5.52 you're working with your your manager or
47:7.32 a teammate or colleague or whatever and
47:9.36 then you talk about hey let's do XYZ
47:11.58 well
47:12.96 and you Mentor that inside teams and
47:15.60 let's say you create a task for it and
47:17.16 now six months later you have no idea
47:19.32 what the context was saying why why what
47:21.60 was this item about again why did we
47:23.40 make this decision you know what were
47:24.84 the things we talked about well
47:26.64 technically it's actually all store
47:27.90 they're in teams and again it depends on
47:29.64 your company policy but usually there's
47:32.22 a retention policy that says inside
47:34.14 teams itself that tracks that so what
47:36.18 part Matrix does is it Links at that
47:37.68 moment in time so that when you create a
47:39.60 task from pretty Matrix in a team's
47:41.64 conversation like this you can go back
47:43.50 to history to that moment in time when
47:45.72 you made that decision about creating
47:47.58 that task and you're able to review
47:49.02 everything around it so then
47:51.42 everyone who's involved in this has the
47:53.58 full contacts they need to make sure
47:55.62 they understand what are the key
47:56.70 priorities that they have to work on so
47:58.44 very very powerful Integrations the
48:1.02 other thing of course we down here we
48:2.64 have these things called action cards
48:4.26 and action cards allows you to pull
48:5.88 pretty Matrix action items and and send
48:7.86 it directly inside teams just like some
48:9.96 of these I have here you see how I
48:11.28 actually send a premiatrics task
48:12.66 directly to my teammate as I'm chatting
48:14.94 with them very very easy way to
48:16.92 communicate to others about the the
48:18.96 tasks that are actually important
48:20.70 um there's something else that I won't
48:22.32 follow up to I won't be going through
48:24.24 today but
48:25.86 you can explore when you go to the App
48:28.20 Store we're actually
48:30.36 um
48:30.96 we're actually one of the key partners
48:33.72 that just launched with Microsoft these
48:36.06 things called workflow and so if you go
48:37.98 to workflow and you search for pretty
48:39.48 Matrix
48:41.52 you'll see that actually we have these
48:43.20 workflows
48:44.58 um and again you know when you search
48:46.68 protomatrix to see how we have a couple
48:48.42 of our apps here but then down here we
48:50.10 have workflows and these are automations
48:51.66 uh so then you know you can think of the
48:54.18 you've probably heard the concept of
48:55.62 this then that right if it's raining you
48:57.96 know pretty Matrix should tell me to
48:59.16 bring an umbrella sort of like that kind
49:0.48 of thing now this is the equivalent in
49:3.12 cyber dimitriage the ability for me to
49:5.94 um to go and create workflow that links
49:9.06 Microsoft teams and product Matrix
49:11.28 together I can I won't go into the
49:13.14 details on how to implement those but
49:14.70 it's actually not not that difficult at
49:16.50 all but something you can explore lots
49:19.56 of other Concepts inside part of Matrix
49:21.90 in on the advanced side um that I'll
49:24.24 cover in other webinars again you know
49:26.40 if you find any of those things
49:27.84 interesting make sure uh you you know
49:30.48 register for the other webinars but
49:33.00 going back to pretty Matrix right and
49:35.16 now I want to Circle back to the very
49:36.78 beginning of what I said which is how do
49:39.06 you get 80 of the value with 20 of the
49:41.46 work that's the key and when it comes to
49:44.40 that all you've got to do is go to part
49:47.52 of Matrix create a project that's your
49:50.64 own personal project so then you can
49:52.50 have the all the tasks track the tasks
49:54.60 you have to do and then create a project
49:56.82 for the most important initiatives that
49:59.52 you're working on the most important
50:0.84 project that you work on where you're
50:2.34 sharing this with additional team
50:3.30 members and so create a project that's
50:5.16 shared with others and now use part of
50:7.50 Matrix as a communication tool so then
50:10.50 everyone knows what the priorities are
50:12.96 and if you find this agreement that
50:16.14 means you're using partometric correctly
50:19.74 what that means is that if you have a
50:21.66 hundred tasks and you've identified 25
50:23.52 that are you know Quadrant One 25 that
50:25.86 are quadrant two and 25 that should not
50:28.44 even be done and then others look at it
50:31.92 and agree or disagree then you know if
50:34.26 you've used part of Matrix correctly and
50:35.76 now you've captured eighty percent of
50:37.62 the value because if we can find one
50:39.72 task that you were gonna do but then you
50:43.44 know you realize that you shouldn't even
50:45.18 do it then we've just saved you a ton of
50:47.16 time
50:48.00 um and so um
50:49.80 and so unlike you know a traditional
50:51.78 task management software or project
50:53.40 management software where it's tracking
50:55.44 everything you have to do and you're
50:56.76 just you know going through it like a
50:58.38 robot no that's not what part of Matrix
51:0.24 is about party Matrix is about
51:1.50 identifying where you have the most
51:4.32 impact with the least effort and so
51:7.02 that's my recommendation
51:8.70 um you know and if that's the takeaway
51:9.96 you have from today's conversation
51:11.34 that's all that's all I need I need you
51:13.98 to go and create those projects create
51:15.54 those tasks share it show to others so
51:18.36 they can see your priority and have
51:20.52 those key conversations a communication
51:22.74 tool that's what it is and with that I'm
51:26.04 actually going to go ahead and wrap up
51:27.96 um
51:28.56 today's uh webinar and again this and
51:31.74 all the information here is recorded and
51:33.96 so we'll post it onto that
51:36.30 webinar website and then we do have
51:39.18 several other webinars and I'm going to
51:40.80 dive into the other topics as well
51:43.62 um again I'm I'm open to feedback as
51:47.52 well as you know if there are specific
51:49.20 uh use cases that you're challenged by
51:51.84 and if there's enough customers that
51:53.16 resonate with that use case just reach
51:55.02 out and you know if it it's worthwhile
51:56.76 we might do a webinar on it because it's
51:58.50 actually really useful way
52:0.60 um to uh to learn how to use the system
52:2.94 because there's so many different ways
52:4.32 to use pretty Matrix
52:6.00 and with that
52:8.58 um please send any any questions that
52:10.86 you have in the conversation or again
52:13.50 send us a message through support
52:15.78 if you have any specific
52:17.76 questions around your organization and
52:19.44 so forth and then while people are um
52:23.52 are talking about this I want to mention
52:25.14 you know everything that everything else
52:27.90 we have inside part of Matrix including
52:29.64 you know our Edge extension Chrome
52:31.68 extension
52:33.24 um Etc so there's just so much more
52:35.82 um and with that thank you so much I
52:37.98 appreciate your time today