Advanced Concepts in Priority Matrix

Video presented by Hai Nguyen

Webinar on

You've seen the basics of Priority Matrix and now you're ready to take it to the next level. Join us for a quick recap of Priority Matrix capabilities but also a dive into advanced features including:

- Creating Priority Matrix templates to save you time and effort on repetitive tasks
- Creating gantt charts, dependencies, and linked tasks
- Creating user groups
- Review workload reports to ensure better workload distribution across team members
- Setting up connections to Outlook tasks, To do, and more
- Integrations using Microsoft Power Automate

We recommend you review the introductory webinars to Priority Matrix prior to this one.

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Video transcription (51:30.38) Stop scroll

0.60s all right I'll go ahead and get started
3.66s um first of all I want everyone to know
5.28s that this meeting is being recorded uh
7.32s we'll be posting this afterwards then
9.06s you can review it later because I'll be
11.10s going through a lot of these Concepts
12.30s pretty quickly and then you can also
14.04s share with your teammates or you know
15.48s just watch it again or if you miss parts
17.22s of it
18.36s um the other thing I want to mention is
19.62s there's a chat that's open if you have
22.20s any questions or anything that you want
26.34s me to review you can go ahead and type
27.72s in the chat I'll look at the screen
29.70s periodically to make sure that I answer
31.98s some of those questions
34.62s and with that we're going to jump into
36.66s today's webinar so today's webinar is
40.32s around the advanced capabilities inside
42.54s pretty Matrix so if you're not familiar
44.82s with all the basic features already then
47.88s make sure you check out our other
48.84s webinar but I'm going to make the
50.16s assumption that you're very very
51.90s familiar with pretty Matrix and familiar
53.70s with uh
55.02s how to use the system how to add tasks
57.00s and projects and so forth now I'm just
59.16s showing you the other capabilities that
1:1.98 will actually get you the most out of
1:3.36 pretty Matrix so there's a previous
1:4.74 webinar called introduction to party
1:6.60 Matrix where you know my argument is
1:8.22 that there's 20 of the things that you
1:10.02 can do you can learn inside party Matrix
1:12.06 in order to get 80 of the value
1:15.36 now this webinar is focused on
1:18.54 essentially the other 80 capability
1:20.88 since that pretty Matrix that will help
1:22.80 you get from 80 percent of value to
1:24.66 95.99 of the value so this one you um
1:29.12 so uh that's for you to know that you
1:31.68 know this is what this meeting is
1:33.96 focused on now I will go through the
1:36.42 features relatively quickly but what
1:39.18 that means is that you can always go
1:40.74 back and review this video if needed and
1:43.02 then the other thing is I want to
1:44.34 mention my email here Hide
1:46.26 if you have any questions or feedback
1:47.64 please send me a message I'd love to
1:50.10 hear from you and then also um I will
1:52.92 also have the um
1:55.52 oh I see a question just now can you
1:58.32 share a link to the first webinar
1:59.64 absolutely if you go to
2:1.64 webinars you'll see a lot of our other
2:3.90 webinars including future ones on email
2:5.88 management and so forth too so thank you
2:7.92 Jennifer I will definitely send you um
2:10.14 or send a message shortly I actually
2:11.94 remember to type that right now
2:18.06 okay now let's get started
2:20.58 um I do want to review this similar
2:22.92 slide to what I've presented previously
2:24.72 and the reason for that is just want to
2:26.88 give everyone here a quick recap of
2:29.40 pretty Matrix
2:30.84 again party Matrix is a comprehensive
2:33.48 email priority and project management
2:35.10 software um so today we're going to dive
2:37.62 into some of the advanced capabilities
2:39.06 especially inside teams as well as how
2:41.76 to manage projects and departments and
2:43.56 so forth
2:45.68 a couple of points real quick around
2:48.06 again what makes part Matrix different
2:49.62 from everything else remember we use the
2:51.72 four quadrant as the core methodology to
2:54.36 promote effective prioritization and
2:56.16 party Matrix is indeed Microsoft 365
2:58.62 security certified and actually we're
3:0.84 the only solution out there that's M365
3:2.88 security certified for both our Outlook
3:4.86 app our Microsoft teams app as well as
3:6.78 our web app so that makes us a very
3:8.16 unique value proposition and if your ite
3:10.74 ever gives you a hard time around
3:12.48 installing or approving pretty Matrix
3:14.34 make sure you let them know that and
3:15.84 then if you're it you can also feel
3:18.42 better around approving pretty Matrix as
3:20.94 well and today we actually get to look
3:22.86 at some of the AI capabilities we have
3:24.78 inside pretty Matrix that we've added
3:26.52 recently now you've seen so much hype
3:29.40 and and all these news around AI
3:32.28 capabilities and so forth what we want
3:33.78 to do is we want to take some of those
3:34.92 Ai and actually put it towards helping
3:37.32 you achieve your goals and your both
3:38.94 your individual goals and team goals so
3:40.86 hopefully you'll see some of that
3:41.94 capabilities
3:43.56 and then
3:45.24 the one last note I have at the very
3:47.28 bottom there is that pretty Matrix is
3:48.84 available as a SAS solution a HIPAA
3:51.18 solution an Azure gov Cloud solution as
3:53.64 well as manage private Azure deployments
3:55.32 all of these Solutions are actually
3:56.64 hosted very differently so if you ever
3:58.98 have um you know you log into one and
4:1.32 you don't see your data and so forth
4:2.46 just make sure that you're using the
4:3.54 same one I'll be showcasing the SAS
4:5.76 Solution that's the one that actually
4:7.32 has the most capabilities in general but
4:9.84 uh if you're an existing customer and
4:12.06 you're using one solution and you're
4:13.44 interested another solution please reach
4:15.42 out to us and again support or sales at
4:20.10 I want to re-highlight the core concept
4:22.80 around party Matrix which is the uh
4:25.68 quote that's attribute to President
4:26.94 Eisenhower what is important is seldom
4:28.80 urgent and what is urgent is seldom
4:30.06 important and so we take that and we put
4:32.28 that into practice with the four
4:33.90 quadrant methodology and that is why
4:36.00 when you open a product Matrix you
4:37.38 always see the four quadrants now as you
4:39.54 know all of this is customizable but the
4:41.94 core idea is that you're taking
4:43.62 everything you have to do and put it
4:45.48 into the appropriate quadrants to help
4:47.70 you focus your your tasks for today
4:51.72 um at this moment in time
4:54.00 and again I want to emphasize that when
4:56.58 you use pretty Matrix with the team if
4:58.98 you guys are finding disagreement on
5:1.50 what your priorities are that's when you
5:3.66 know you've used part of Matrix
5:4.74 correctly right if if everyone's aligned
5:7.26 everyone always knows exactly what they
5:8.70 need to focus on no problem you know you
5:11.04 don't need a solution like ours but what
5:13.08 happens is that vast majority of the
5:15.00 time all of us have more things to do
5:16.98 than the resources to do them and when
5:19.56 you find that disagreement in terms of
5:21.18 priorities then you can say you know
5:23.40 what these are things I can drop and
5:24.84 these are things I should focus on so I
5:26.58 want to keep you to keep that in the
5:28.20 back of your mind
5:29.46 as you're using the part of Matrix
5:30.96 whether or not you're getting value uh
5:33.54 and and even if we could save you from
5:35.94 doing one wrong thing that's it just one
5:37.98 wrong thing every single day or every
5:39.96 single week or every single month
5:41.76 um and that saves you time for you to
5:43.20 focus on something else that matters
5:44.58 then then you know that you've received
5:48.12 you know more value out of per Matrix
5:49.92 than the time you put in
5:51.36 and then there were some questions
5:53.34 around you know where you can watch some
5:54.84 of the other webinars um
5:56.82 webinars if you go to that webpage
5:58.68 you'll see our uh this this recorded
6:1.56 webinar will be on there but also our
6:3.60 previous webinars and then also upcoming
6:5.34 webinars one of the things that we'll
6:7.08 try to do in the next weeks months and
6:9.60 and so forth is actually highlighting
6:12.06 all the various capabilities inside part
6:13.68 of Matrix in order to talk about
6:15.78 um a deep dive into specific
6:17.64 capabilities around your use cases and
6:19.44 so forth so today's webinar again is
6:22.74 around Advanced features inside for
6:24.60 Matrix but item more generic level
6:27.42 and that's what we'll we'll look at and
6:29.58 if there's specific feedback or
6:30.96 questions that's something you can dive
6:32.58 further in down the ground
6:34.74 all right now with that I'm going to
6:36.36 show you pretty Matrix and then uh again
6:38.88 we'll go through this relatively quickly
6:40.44 I am keeping an eye out on any chat that
6:43.68 you you might want to um you send over
6:46.92 if you have any questions you know or
6:49.02 you want me to go into some details I
6:50.94 might not build an answer right away but
6:52.56 I want to make sure that I'll try to
6:54.24 address that afterwards
6:56.22 okay so first of all let me go ahead and
6:58.32 go back to the party Matrix
7:0.54 um projects right again you're familiar
7:3.06 with all of this so let me dive into
7:4.80 some of the advanced capabilities around
7:6.18 that first I'm going to show you how to
7:7.92 create a new project
7:9.78 going to create new projects but there's
7:11.82 a one big difference here now as opposed
7:13.92 to standard project which we're going to
7:15.84 call this a department project because
7:17.16 you probably know how to create a
7:18.30 standard project already one of the
7:19.80 things I want to show you is this
7:20.82 concept called user groups one thing
7:23.04 that happens all the time in
7:24.48 organizations like yourself but also you
7:26.64 know for everyone else too is there's
7:28.32 always turnovers in terms of employees
7:30.78 there's also people always people added
7:33.18 to an initiative or remove from
7:34.80 initiative so we've created this concept
7:36.78 called User Group what user group does
7:38.58 is that you instead of associating a
7:40.92 project to some individuals you
7:43.86 associate to a whole group you think of
7:45.96 it as a department let's say marketing
7:47.58 or engineer or something like that and
7:49.50 So then whenever you have a new employee
7:51.72 you can add them to that group and now
7:53.46 they have access to all those projects
7:54.96 simultaneously instead of managing the
7:56.88 permissions one at a time additionally
7:58.98 if you remove someone then they also
8:0.84 lose access to those projects so when
8:2.58 you go to groups here you can have the
8:4.26 associate User Group you see this little
8:6.30 eye right here this eye if you click on
8:8.10 this what it does
8:9.48 is it let you jump to your user group
8:11.34 management page now admins essentially
8:14.76 people who are in charge of the account
8:15.90 can go and create different user groups
8:17.52 than than people who are not admins so
8:20.16 when you open this depending on your
8:22.20 role within the organization you know
8:23.88 you might have different choices and so
8:25.56 what you can do is you can create a new
8:26.82 user group
8:28.08 and you can name it you know again this
8:30.36 doesn't have to be a department doesn't
8:31.62 have to be like marketing or sales or
8:33.54 engineering it could be anything and so
8:35.64 the way you do it is you click on this
8:36.96 and then you start typing the the user
8:38.70 group that you want to create so um so
8:41.46 for example I'm going to do a test user
8:43.38 group right
8:46.20 um test user group right there I can
8:48.30 give oops and then you've got to press
8:50.16 enter
8:51.84 you do you type in the the name of the
8:53.94 user group press enter now you have the
8:55.56 name of the user group there the
8:56.94 description just in case you want to add
8:58.80 some note to what this user group
9:0.96 entails and then whether or not a
9:3.00 private group or
9:4.92 or if you uncheck it then it's a public
9:7.32 group that means other people can join
9:8.82 it as well but if it's a private group
9:10.62 then only the Creator you would have be
9:12.96 able to modify this and you can add a
9:14.70 logo Etc so that's all you got to do to
9:16.74 create a user group
9:18.30 very very straightforward and
9:21.18 um what happens is that
9:24.72 what happens is let me show you an
9:26.16 example here I'm going to go back to
9:27.90 here and I'm creating a project right I
9:29.94 have this user group hasn't been created
9:31.68 yet but I have an engineering user group
9:33.30 for example and so when I go to
9:34.98 engineering I can create that and again
9:36.66 I can change you know the the template
9:39.12 as well as the color theme right so go
9:40.98 ahead and go that and I'll create the
9:42.66 project
9:43.98 and you can see here it says user group
9:46.02 but if you change needs to change a user
9:47.52 group that's all you got to do but as
9:49.02 you add people to this group they get
9:51.12 added to all of these projects so you
9:52.68 can imagine a lot of projects being
9:54.00 engineering or a lot of projects being
9:56.34 um sales uh one thing you can do too is
9:58.86 that
10:0.36 you know what I encourage you to do is
10:3.54 actually
10:4.68 um create these projects and and if you
10:8.22 have initiatives where you need you know
10:10.26 the executive team to be on that's where
10:12.36 you create the user group so then
10:13.56 everyone can get access to the
10:15.60 appropriate project
10:17.64 the other thing you've seen of course is
10:19.38 the ability to go and and customize all
10:21.60 of these quadrant names
10:23.88 and
10:25.56 and the quadrant colors and and so forth
10:28.14 one thing that I want to show you is the
10:31.68 ability to create templates now that
10:33.42 you've created a project and and you've
10:36.66 gone and you you know have investigated
10:38.88 party Matrix and you've created some
10:41.22 best practices one of the things that's
10:43.44 really powerful is the ability for
10:45.06 pretty Matrix to go and
10:47.36 help you from repeated repetitive task
10:51.72 um so example let's just call this an
10:54.30 employee onboarding so actually I'll go
10:55.98 ahead and create a new project
10:58.08 and I'll call it an employee
11:1.32 um onboarding template okay
11:4.44 I'm going to create an employee
11:5.82 onboarding template and imagine if
11:7.98 whenever you bring on a new employee
11:9.54 within your organization you want them
11:11.76 to do you know four or five different
11:13.74 tasks so task one I'm going to say do in
11:17.40 two weeks
11:19.50 okay
11:21.12 um
11:21.96 task two do in
11:25.56 um
11:26.70 one month
11:30.60 oh actually let me change this here so
11:33.12 due in two weeks I think I missed the
11:35.46 two there Circle system didn't know that
11:36.90 it was due in two weeks you can see when
11:38.76 I'm I'm hovering over this it says for
11:41.34 example task two is due in one month and
11:42.90 then task one is going to be doing two
11:44.94 weeks once the system updates
11:47.16 now that you've created let's just say
11:49.08 this entire Matrix inside party Matrix
11:51.48 along with all the appropriate due dates
11:53.76 and so forth you can go to the top right
11:56.16 here and you can save as I'm sorry you
11:59.46 go to click on this first this opens the
12:1.44 project details and then you can save
12:3.60 this as a project template so you
12:6.30 haven't done this already this is
12:7.32 actually really cool the way they the
12:9.78 template works is it takes everything
12:11.76 you have inside your Matrix and it
12:14.64 copies it as a template and then when
12:16.98 you need to launch the template again
12:19.92 our system automatically inherit those
12:22.14 due dates so you can see here that um
12:24.90 you don't want to clear all item dates
12:26.40 if you set due dates for example again
12:28.20 in that example I just showed you might
12:31.02 have task one doing two weeks task two
12:32.70 doing one month Etc if you press on this
12:35.16 and it clears all the due dates but if
12:36.54 you don't what it does is inherits those
12:38.64 due dates
12:39.72 and then the second thing is you might
12:42.24 have tasks that already completed but
12:44.10 this just marks them all as unfinished
12:46.98 so then it actually copies it into your
12:49.62 template Matrix
12:51.00 and then you can go ahead and create
12:52.98 temp a template from that now when I
12:56.04 create a new project and I go back to
12:57.48 here you see how that actually this
12:59.16 shows up and then when you uh create a
13:2.52 project from that template you can
13:5.52 choose the start date so for example you
13:8.34 know that was due from today but imagine
13:9.66 if I have an employee starting on July
13:11.70 1st I'm going to do July 1st here and I
13:14.16 use
13:14.94 um use template and now you see that
13:16.86 actually these tasks the due dates would
13:19.14 be two weeks from July 1st as opposed to
13:21.72 two weeks from today so it's really
13:23.52 really useful way for you to actually
13:25.44 create a you know standard operating
13:28.20 procedure sop or again employee
13:31.20 onboarding templates or imagine if you
13:33.48 work with external clients or projects
13:36.24 where you may have you know task one
13:38.10 that starts today all the things have to
13:39.96 do today and then all the way to things
13:41.94 you have to do in a year two years three
13:43.56 years and so forth once you've created
13:45.48 that Matrix one time you can just save
13:47.52 that and whenever you have a new
13:49.50 customer a new client a new employee you
13:52.14 just launch from there set the start
13:54.12 date and part of Matrix on actually
13:55.62 creates all of those tasks for you and
13:58.50 you can imagine how much time and effort
14:0.12 that would save you and then the other
14:2.40 thing I want to mention is that you know
14:3.96 if you go to the list view here you see
14:5.82 how all this information updates if you
14:8.04 go to calendar view here all that
14:9.60 information updates you know right here
14:11.10 I'm in June but I go July I see all of
14:13.26 those tasks
14:14.34 um and then if you start modifying this
14:15.96 so let's just say you want to modify a
14:18.00 template all you've got to do is create
14:20.16 a new project with that same template
14:21.78 make all the modification and then save
14:23.76 it again the way the system saves a
14:26.46 template is do uh is the template name
14:29.70 itself and so that's what makes it
14:31.56 unique so if you want to have a an
14:34.62 employee onboarding template and you
14:36.60 modified and you just as long as you
14:38.46 save it as employee onboarding template
14:39.90 again it will update and replace the
14:42.06 previous template if you want to create
14:43.98 a different type of template then make
14:45.42 sure you change the project name so
14:46.74 let's just keep that in the back of your
14:48.06 mind
14:48.90 the other thing I want to show you is
14:51.48 now now that you have these templates in
14:54.00 place I want to show you capabilities
14:56.82 around making these items a little bit
14:59.40 more dependent on each other so if you
15:1.74 once you if you notice in the view here
15:3.96 one of the views is the Gantt chart I'm
15:6.12 trying to say this is the feed here on
15:7.74 one of the view is the Gantt chart right
15:8.94 for example task one and task two if I
15:11.34 want to go and go ahead and Link these
15:13.08 together I would use something called
15:14.64 dependency so if I were to go and select
15:17.58 this task here you see how I can click
15:19.32 on here in the Gantt chart and then I
15:21.54 can go to the resource section and then
15:23.94 I can link to the existing item and so
15:26.52 when you go to this view what it does is
15:28.98 actually search inside this project for
15:31.74 the other tasks since I have only one
15:33.18 other task that's pretty straightforward
15:34.50 now you have five different options
15:36.36 related means these two tasks are
15:38.58 related to each other it's just a way
15:39.96 for you to describe that these two tasks
15:41.70 are related there actually isn't um any
15:43.98 dependencies on them it's just that it
15:46.20 will mention in the chat section that
15:48.00 hey this task is related to another but
15:50.04 then you can also use something called
15:51.24 block buy or blocks so block by means
15:55.02 that this task
15:56.28 is blocked by the previous task
15:59.04 um whereas this whereas you say this
16:1.02 task blocks the next task and then
16:3.78 there's a second
16:5.16 um category caused by and causes caused
16:8.52 by is the same as block buy and blocks
16:12.06 is the same as causes in terms of actual
16:14.94 capabilities inside for demetrix and how
16:17.16 it's display but in project management
16:19.38 terminology sometimes you want to
16:21.12 actually have that as a differentiation
16:23.40 so for example so I'll go ahead and say
16:25.62 blocked by task 2 is blocked by task one
16:28.62 right and that's all you got to do
16:30.90 and so when I do something like that in
16:32.64 the resource section it'll show that
16:34.50 dependencies again all of these
16:36.60 capabilities go and inherit and then you
16:39.30 know get saved to templates and so it
16:40.80 allows you to create all these very
16:42.42 Advanced
16:43.92 um
16:44.64 relationship within your task and again
16:46.80 that will save you a lot of effort and
16:48.72 time down the road especially if you
16:51.18 have repeated process all the time one
16:53.64 thing I want to emphasize around party
16:55.38 Matrix is how many projects you might
16:57.36 end up having um I actually have 300
16:59.58 plus projects across all different
17:1.44 spectrum that I'm in now they're a
17:3.30 projects I'm not in as well but for the
17:5.10 ones that I'm in so what that means is
17:6.96 that you know the full gamut of of what
17:9.06 all those project entails
17:11.82 um one thing that I think is is helpful
17:14.36 is when when you think about pretty
17:16.50 Matrix projects is that there are three
17:18.12 types um what I call transient these are
17:20.94 projects that come and go right they
17:22.56 have a start date and have an end date
17:23.94 an example might be
17:26.22 a really a working relationship with a
17:28.86 customer right where you have the the
17:31.20 you know starts today and ends in six
17:33.72 months or something like that or a
17:35.28 consultant customer in that case and so
17:37.56 then you have those Transit projects but
17:39.84 then you might have persistent projects
17:41.52 persistent projects are those that last
17:44.34 forever so for example we have within
17:46.74 affluence itself we have
17:49.08 15 different projects related to product
17:51.18 for example our Mac app Windows app IOS
17:54.30 app web app as well as our Integrations
17:56.94 all have their own distinct projects and
17:59.22 those things last forever so
18:1.86 when you have projects that are uh
18:5.10 repeated but also might be launched over
18:9.66 time over and over again for a specific
18:11.72 purpose that's when you really want to
18:14.16 use template the moment one other note I
18:16.44 want to mention too is when you do share
18:18.00 the the template
18:19.92 um with when you save a template it does
18:21.84 share within your team so what's really
18:24.12 nice about that is then someone else can
18:25.56 also launch that there's a good reason
18:27.60 for that which is
18:29.40 one
18:30.96 um
18:33.30 knowledge retention is really important
18:36.72 um you know I just want to step back for
18:38.16 a second and explain that and and this
18:40.44 is one of those things that I think
18:41.52 makes part of Matrix shine which is
18:44.94 imagine if your key employee or you know
18:47.88 your key stakeholder leave your
18:49.68 organization today will you know what
18:52.68 they were working on and then more
18:54.42 importantly will you know what they
18:56.46 consider to be priorities right because
18:58.56 they have all this domain expertise
19:0.54 knowledge expertise that's inside their
19:2.22 head that they're not able to express
19:4.08 and and tell you
19:5.70 um so which part of Matrix when you ask
19:7.74 everyone to note all that down and um
19:11.40 and and have it inside inside party
19:14.34 Matrix then when that person leaves you
19:17.10 can take over the project look at it and
19:19.02 understand what their priorities are
19:20.94 similarly if you have someone who's very
19:23.88 very good at processes and is able to
19:25.98 create the step-by-step guideline
19:28.80 when you ask them to create this pretty
19:30.60 Matrix project and then save it as a
19:32.28 template now suddenly that that
19:34.26 knowledge is preserved within your
19:35.94 organization so if that person leaves
19:37.56 six months from now you don't lose that
19:39.36 and so again that's the reason why I
19:41.64 strongly encourage you use this
19:42.96 capability because of how powerful it is
19:45.96 all right so
19:48.00 I've talked about um projects I've
19:49.92 talked about templates you saw how to
19:51.66 create Gantt charts and again you can go
19:53.28 and you can imagine creating more tasks
19:55.26 and Link all these things together
19:57.54 the other thing I want to talk about
20:0.06 um is actually I'll just actually go
20:1.38 down this menu here uh it's what happens
20:4.56 is the ability to create linked item so
20:7.50 earlier we saw how um we saw how I
20:11.04 created a I selected I linked to an
20:13.98 existing item and then I create that I
20:16.02 choose that this task is caused by or
20:18.90 blocked by the previous task what I can
20:21.06 also do is if I don't have a task yet I
20:23.22 can actually go and create a linked item
20:24.66 directly from here
20:26.16 so you see how when I create this linked
20:28.44 item I have the option to say that hey
20:30.36 this new linked item essentially blocks
20:33.00 or causes and and so forth so for
20:35.04 example again I'll go to here block by
20:38.34 um test three do in three months here
20:41.70 right and I choose the project it
20:43.68 belongs in and I add that
20:46.68 and you can see actually I believe
20:50.22 um now it jumps to task three and
20:52.74 essentially it creates the task here and
20:54.90 it links those items together for you as
20:56.70 well
20:57.42 um this is actually really useful I I
20:59.22 use this all the time the create linked
21:0.90 item and choose related uh just because
21:4.02 sometimes you may have multiple tasks
21:5.88 for one specific purpose and so be able
21:8.94 to choose that these tasks all relate to
21:10.92 each other just keep them in sync and be
21:12.84 able to jump back and forth because when
21:14.70 you go to the chat section here
21:16.68 one thing you'll see is that it actually
21:19.68 mentions those linked tasks as well so
21:22.02 then when I'm in the chat I can actually
21:23.58 just click on this and then I can jump
21:25.62 back and forth between the the previous
21:27.12 tasks you see how it makes it very easy
21:29.58 for me to navigate especially if you
21:31.98 have these linked tasks or actually in
21:33.54 other projects
21:35.04 so the ability to link tasks actually
21:38.60 works across projects as well so it's
21:40.98 not just within one project you can say
21:42.90 these tasks are related and so if
21:44.70 somebody else has permission to access
21:46.50 the other project they can link those
21:48.72 tasks together and then you can jump
21:50.28 back and forth between them very very
21:52.44 useful when you're working with a
21:54.54 complex task with a lot of different
21:56.28 dependencies
21:58.14 so that's linked to ask uh move item
22:0.54 this is relatively straightforward to
22:2.04 another project
22:3.12 um Version Control so Version Control
22:5.10 what it does is it actually shows you
22:7.26 the history of that task over time and
22:10.62 and you can think of it just like inside
22:12.06 you know Microsoft or Google Docs where
22:14.64 you're able to go and revert to your
22:16.14 previous version let's just say you
22:17.40 actually change something and you want
22:18.72 to say hey what happened to that Version
22:20.28 Control allows you to go and review that
22:22.44 and you can click on each of these to
22:23.70 review if you want to revert to a
22:25.56 previous version all you got to do is
22:26.88 click on this little green icon here
22:28.86 when you hover over a previous version
22:30.72 so if that's how you want to revert to a
22:33.00 task that was modified you know
22:34.62 unintentionally that's what you can do
22:37.32 yeah
22:38.88 so that's Version Control
22:41.34 um the other thing is this concept
22:43.32 called print chat and actually this stem
22:45.60 from customer needs and so customers
22:48.30 like you one of the things that that
22:50.46 I've talked about before is for example
22:52.26 we have a customer in a compliance space
22:54.06 where they have to prove that they get
22:55.80 certain things done at a certain time it
22:57.48 is extremely important that they do that
22:58.98 so then when they use the chat section
23:1.86 that's where all the record of all the
23:4.32 changes are kept so what that means is
23:6.24 that you know these you know items due
23:8.76 on a certain date that means we we mark
23:10.62 them as done on a certain date and print
23:12.48 Matrix keeps what's called an immutable
23:14.34 record right it cannot be changed it's
23:16.26 part of the record for the task print
23:18.00 chat is a way for you to export that so
23:20.70 then you can save it as
23:22.98 um a history or record or prove that
23:26.46 these things are done at a certain time
23:28.50 um and then conflicts uh the next part
23:30.78 in conflicts here is essentially when
23:32.76 you have multiple people editing and
23:34.44 tasks at the same time you might
23:36.06 override each other and so start seeing
23:37.86 conflicts it's just a way for you to
23:39.06 compare different versions of those
23:41.58 tasks
23:43.80 one thing that I want to mention down
23:45.36 here too is this additional
23:47.64 um
23:49.32 um menu here in just in case you're not
23:52.02 aware but it's very similar to the top
23:53.82 one but you can mention another item and
23:56.40 so again linking all these items
23:58.14 together is actually very useful for
24:0.66 people to um to stay informed on tasks
24:4.44 that are relevant to each other that's
24:5.94 very different by the way from the
24:8.00 subtask so if you're not aware as well
24:11.16 to create a subtask in pretty Matrix all
24:13.14 you got to do is you know click on that
24:14.76 and start typing the subtask and and
24:16.74 let's say you have five step tasks when
24:18.12 you mark two is done it becomes you know
24:19.68 40 complete the progress bar
24:21.18 automatically update
24:24.48 so that's another thing I want to
24:26.34 mention
24:27.54 now I'm going to pause there and again I
24:30.00 want to make sure if there's any
24:31.02 questions that you have you can go ahead
24:32.82 and send in the chat and I'll try to
24:34.32 make sure that
24:35.58 um I address them and I again I do go
24:38.10 through this relatively quickly because
24:39.54 I I have the assumption that you are
24:41.88 familiar with pretty Matrix already
24:44.34 um
24:44.94 and so you know if you have to you can
24:46.92 always look back here
24:48.96 now I'm going to dive into a totally
24:51.12 different topic uh which is our AI
24:53.46 capabilities uh this is one of those
24:55.32 things where you know we're super
24:56.94 excited about it because I think AI
24:58.38 gives you so much potential to be
25:0.24 productive it's also potential for you
25:2.82 to be distracted and and also you know
25:4.92 uh may not give you the correct Insight
25:7.38 so there's always that caveat keep that
25:9.24 in mind but I want to show you several
25:11.10 capabilities we have around AI
25:13.62 the first is actually turning your goals
25:16.50 into action items um so there's a link
25:19.74 here I'm going to send this to everyone
25:21.24 here in the chat
25:23.00 if you're logged in you go to this page
25:26.10 um the uis ask you a simple questions
25:27.96 what's your goal right so for example my
25:31.26 goal might be
25:32.88 um
25:34.98 um increase
25:37.68 webinar attendance okay that's it I just
25:41.52 want to type that goal increase webinar
25:43.14 attendance let me give you some examples
25:44.52 here what you might want to type imagine
25:46.44 if you want to get a promotion or you
25:48.72 know imagine if you have a department
25:50.58 goal or imagine if you want to start
25:52.80 planning out your fiscal year 2024
25:55.44 something like that you can actually
25:57.12 just type it into your system and then
25:59.16 click build my action plans so what's
26:1.26 going on what's happening right now is
26:3.30 the what part of Matrix is doing is it
26:4.98 takes that simple goal and it starts
26:7.02 looking at
26:8.40 ideas out there that exist in the
26:11.94 internet
26:12.84 Universe on what are some of the action
26:15.36 items you can take to actually achieve
26:17.82 that goal
26:19.08 um and so this is actually happening in
26:21.36 the background and when it's ready you
26:23.34 can actually jump to that project but it
26:24.96 does take a little bit of time like
26:26.22 maybe 30 seconds to a minute depending
26:28.44 on the complexity
26:29.76 um and then in the meantime you know
26:31.02 when you're going through this you can
26:32.10 click on move on but I can talk to you a
26:34.44 little bit more about this in in the
26:35.88 meantime
26:37.08 but one thing that I I'd like you to
26:40.32 potentially explore which is think about
26:42.24 some of your overarching goals
26:43.94 especially you know things that are a
26:46.02 little bit more generic and you know
26:47.40 you're just thinking it through for the
26:48.72 very first time you're able to use
26:50.22 pretty Matrix to create that action plan
26:52.68 and you'll see what that action plan
26:54.12 looks like for example I have one that's
26:55.80 that's here which is increased sales by
26:58.20 20 imagine if you're in charge of your
27:0.24 sales department and you type into
27:2.58 pretty Matrix increase sales by 20 this
27:5.10 is the project that part of Matrix built
27:6.66 for you and so you can see that actually
27:8.46 and by the way what happens is
27:11.22 we have no idea what the outcome of
27:13.44 these results would be right that's
27:15.24 that's the beauty of this that's the
27:16.50 beauty of generative AI um but what
27:18.36 happens is it is getting some best
27:19.92 practices
27:21.06 and so you can go and you can take a
27:22.68 look at this when you click through each
27:24.30 of these action items it actually gives
27:26.52 you a timeline for example due in a
27:28.26 month
27:28.98 um and do in two months Etc and then in
27:30.90 the notes section it gives you some
27:32.22 details so play around with it and see
27:34.50 if it can help you
27:36.12 the other thing I want to talk about is
27:39.18 this inside the notes section there's
27:40.98 something called fill with AI so let me
27:44.82 see let me go to a task for example
27:47.16 increase product offerings and then I go
27:49.68 and I click fill with AI what this
27:52.50 capability does is it looks at just this
27:55.08 action item here and then actually goes
27:57.84 in and um
27:59.46 make some suggestions right these AI
28:2.52 generation suggestions you see how
28:3.66 actually we I just click on that now
28:4.98 generated this and it actually creates a
28:7.20 bunch of subtasks for you you can think
28:9.06 of this as
28:10.68 maybe a task that you have and you want
28:12.54 to assign to somebody and and that task
28:15.00 might be again you know redesign your
28:17.46 website or something like that and so
28:19.32 this is a essentially a smaller version
28:21.54 of what you just saw at the project
28:23.58 level and then create some of these
28:25.14 subtasks for you none of this is
28:26.94 supposed to be perfect and so it's just
28:29.64 suggestions that will save you time
28:32.40 um down the road so play with it and we
28:34.74 actually have very very positive
28:36.00 feedback from customers who's using this
28:37.92 just because it gives them a whole new
28:39.48 way of thinking and hopefully they'll
28:41.34 give you some benefit as well
28:43.62 so that's the AI capabilities and
28:45.42 separate Matrix
28:47.28 now I want to show you some of the other
28:49.80 things the other Integrations that we
28:51.54 have that maybe you're not taking
28:53.28 advantage of yet and that's something
28:54.90 called connectors so if you go to
28:58.44 um let me see here
29:3.72 if you go to your account inside pretty
29:6.06 Matrix
29:7.62 you can go down to
29:10.88 connectors here
29:13.74 and if you go to connectors this
29:15.54 actually shows you several Integrations
29:17.94 that we have with other third-party
29:21.36 applications so this is not you know
29:24.06 exhaustive but these are the ones that
29:25.92 you can connect with very very easily so
29:28.50 for example you can connect to jira you
29:30.78 can connect to Outlook calendar
29:31.74 Microsoft to do planner Azure devops
29:35.52 um
29:36.26 zoom zendesk and when you click on this
29:39.42 connect it will ask you to authenticate
29:41.40 and what it's doing the way it works is
29:43.62 it's a one-way sync um and actually our
29:45.84 when you go to this page you'll see a
29:47.34 little bit more details so what it does
29:49.32 is it takes the task that you have in
29:52.26 each of these other platform and then
29:54.18 pulls it into specific projects inside
29:56.10 part of Matrix so for example if I want
29:58.44 to go and connect my Outlook calendar
30:0.84 right what it's going to do is
30:3.96 um it'll it'll ask me to sign in I
30:6.24 authorize it and then when I have done
30:8.94 that
30:10.20 you see how it actually creates this
30:11.76 project for me called the Outlook
30:13.02 calendar events and then if I have
30:14.94 Outlook calendar events it actually
30:16.26 pulls it in here for me and then as I
30:18.18 modify my Outlook
30:19.98 um calendar it actually Imports it into
30:22.32 a part of Matrix for me it's not a
30:23.64 two-way Sync It's a one-way sync but it
30:25.62 allows you to see everything that's
30:26.94 happening from other data sources inside
30:29.76 partometrix itself so we actually have
30:32.28 really
30:33.18 um
30:33.84 useful integration with zendes for
30:36.18 example so so when you send us a support
30:39.42 ticket to supported it
30:42.06 actually creates a message inside
30:43.92 zendesk and then from zendesk it
30:45.96 actually syncs over into pretty Matrix
30:47.58 and so everyone's able to look at it and
30:49.98 and respond to it and so forth have a
30:52.80 conversation about those specific emails
30:55.44 or specific tickets without actually
30:57.90 polluting each other's email address and
31:0.48 or email inbox so that's just something
31:2.64 that you can explore on your your own
31:5.46 essentially if any of those Integrations
31:6.84 look interesting to you all you have to
31:8.58 do is authorize it you can connect all
31:10.44 of those or one or two depending on your
31:12.96 needs
31:15.96 uh and speaking of external integration
31:18.54 there's two other things that we have
31:20.40 that you can also add in which is our
31:23.16 Edge extension as well as our Chrome
31:25.26 extension so if you went and you
31:27.12 searched for a party Matrix for Edge
31:29.82 here
31:30.84 um and when you do that you'll see that
31:32.52 you know we have the result here and and
31:35.10 you're able to add the per Matrix for
31:37.50 Edge extension so I actually have it
31:39.06 installed here and so what this allows
31:41.52 you to do is take any page that you're
31:44.64 browsing on edge and convert it into a
31:47.04 task so for example if I click on this
31:49.50 it opens up this and if you've never
31:51.74 used application before It'll ask you to
31:54.24 sign in and all you have to do is
31:55.56 authorize it and once you do it actually
31:57.72 this extension shows up inside your Edge
32:0.30 and you right click on it you can always
32:1.92 pin it
32:2.94 and so that keeps it open which is
32:4.56 actually really really helpful uh and
32:6.24 then if I click on this and I choose
32:7.62 create new action item one thing that
32:9.90 will happen is that you'll create the
32:12.18 task for me I can assign it to different
32:13.68 people and I can set due dates and so
32:15.24 forth one use case for this is let's
32:17.04 just say you have sharepoints or you
32:19.80 have
32:20.82 um another third-party application
32:22.56 that's web app or web base or something
32:24.36 like that and you actually want to
32:25.98 create pretty Matrix action action items
32:27.90 from those those apps all you got to do
32:30.36 is browse to that page
32:32.88 go here and then you send to party
32:35.28 Matrix
32:36.24 let me show you how it looks the moment
32:38.64 I've done that I go here and I go to the
32:41.64 basic Eisenhower Matrix which is the
32:43.68 page that I was on
32:46.50 um and I can click on this
32:49.14 party Matrix for Edge and you see how it
32:51.30 created that task it has a link to that
32:53.58 web page again you can think of this
32:55.38 webpage as you know your your SharePoint
32:58.32 or your intranet or whatever it is it
33:1.02 doesn't really matter you can do the
33:2.64 exact same thing in both Edge and Chrome
33:5.46 and then it actually also takes a
33:7.14 screenshot for you to attach it so very
33:9.60 very useful if you're using it to assign
33:13.32 someone a web page and say hey take a
33:16.08 look at this maybe it's a competitor
33:17.88 maybe it's a web page design or a file
33:22.20 or document and so when you do something
33:24.12 like this you know resources gets
33:26.16 created two resources the First Resource
33:28.26 is a screenshot of the page and the
33:29.70 second resource is the link to the page
33:31.80 itself I use this all the time
33:33.72 especially when I'm browsing something
33:34.98 and say hey you know what this is
33:36.12 actually really relevant and I want
33:37.68 someone else to see it I assign it to
33:39.12 them via this this method
33:42.54 um and by the way now that I'm back to
33:43.98 here you see that my action plan is
33:45.66 ready so maximize webinar attendance was
33:48.36 created by our AI so I'm going to open
33:50.22 it and by the way this is my first time
33:51.66 seeing this so I have no idea what our
33:53.94 system would create because it's truly
33:56.28 unique every every single time based on
33:59.04 your goal and so to see how here one
34:1.50 thing it's done is it shows me the low
34:4.08 effort high impact tasks High effort
34:6.12 high impact task you notice that
34:7.74 actually this is a very different Matrix
34:10.26 than a standard Matrix because one of
34:12.66 the things we want to do is we want to
34:14.10 give you guidelines on what are the
34:16.08 things that will give you the most
34:17.70 impact the most bang for the buck and so
34:19.92 again
34:20.82 if you were to browse through this maybe
34:23.40 it'll give you some ideas on what are
34:26.10 the things that um
34:27.84 that you should invest your effort in
34:29.58 again very very helpful for both
34:31.38 personal goals as well as Department
34:32.58 goals and so forth and then when you're
34:34.56 ready you can click on here and invite
34:36.48 your team members so they can see it and
34:38.04 you start assigning the tasks and so
34:39.48 forth or modifying them as needed
34:44.52 now I'm going to jump into Microsoft
34:46.92 teams because I think that's where we
34:49.74 have some pretty powerful Integrations
34:51.48 that I think will
34:53.76 um could potentially benefit you and I
34:55.92 think I've covered this in previous
34:58.26 previous
34:59.82 um webinars as well but again I just
35:2.34 want to go through this really quickly
35:3.72 just in case you're not familiar but
35:5.40 we're probably the most integrated
35:6.48 solution inside teams but the reason we
35:8.88 do that is because we realize how much
35:10.38 time all of us spend in a team's
35:13.20 conversation in the team's app right you
35:15.48 know you're chatting and you're talking
35:17.10 about all these different things and so
35:19.56 because of that you know we want pretty
35:21.48 Matrix to work inside teams and work
35:23.28 really well inside teams so then you
35:24.96 don't have to switch contacts and so you
35:26.34 can actually spend the vast majority of
35:28.26 your time inside teams and access
35:29.70 particular party Matrix in there without
35:31.98 ever having to go to our web app and in
35:33.60 fact that's how I use it I use a lot I
35:35.64 use our application inside teams you
35:37.38 know 95 of the time
35:39.78 now when you go to teams remember if you
35:42.18 click on this plus icon you can choose
35:43.80 pretty Matrix and when you do you have
35:45.84 two different views
35:47.28 um I wanted to highlight one thing which
35:48.84 is actually pretty cool you saw the
35:50.22 one-on-one before because I probably
35:51.54 talked about that multiple times before
35:53.10 which is the ability for you to see the
35:54.90 task with with somebody across all your
35:57.84 um across your entire party Matrix
36:1.02 but the other thing is the full project
36:2.58 view but one thing I want to choose in
36:4.68 particular is actually the read-only
36:6.48 view this is a another the use case here
36:9.66 is actually a way for you to share a
36:12.72 pretty Matrix within the organization
36:15.30 and let people know what the team or
36:18.12 Department priorities may be so what
36:20.22 that means is go ahead and create a
36:21.66 project called you know hey this is our
36:23.58 quarterly goals or something like that
36:25.08 but you don't want anyone else to modify
36:26.64 it once you create that you can go to
36:28.68 the tab at the tab make it read-only now
36:31.38 everyone can go and see the details of
36:33.48 those goals without being able to modify
36:35.46 them and only the people who do have
36:37.68 access to the project can can modify
36:39.48 them but that's a really really useful
36:41.28 way to
36:42.98 to share projects inside pretty Matrix
36:45.66 so you see how I can add that and it
36:47.46 shows up here now you know that same
36:49.62 Matrix that I've just shown you inside
36:51.54 the web app is here and you see how I
36:53.70 can go and look at these tasks I can
36:55.26 click on them and learn more about them
36:57.06 but I'm not able to modify any of this
36:59.10 stuff I can only re uh read it and so to
37:2.64 modify them you actually have to open
37:3.78 pretty Matrix and actually change them
37:5.34 so uh it will it say read only here as
37:9.00 well
37:10.20 the other thing that I think is actually
37:12.96 really useful and and me personally I'm
37:15.06 using this more and more is converting
37:17.28 taking a teens conversation and
37:19.44 converting to a task so if you go to
37:21.24 this dot dot dot here you know and you
37:23.22 create PM item what it's doing is
37:25.32 actually it'll create a task from that
37:28.26 chat that you have with your teammate
37:30.78 um this will save you time instead of
37:32.16 having to open pretty much trigs then
37:34.08 create a task you can do that directly
37:35.82 from here in fact you can even decide
37:37.92 which project it belongs in which
37:39.42 quadrants right and then you know the
37:41.76 due date as well when you click on this
37:43.14 it'll automatically do change to today
37:45.12 but you can always of course change it
37:46.80 and you can click create
37:49.92 um and now I have this option to
37:52.62 actually share this item in chat so this
37:55.50 is actually really neat because what
37:57.60 part of Matrix does is it's called a
37:59.82 link unfurling and so what it does is it
38:2.70 actually takes the part of Matrix action
38:4.26 card and it sends us here so when you
38:7.02 have a teammate and you have a pretty
38:8.64 Matrix action item you want to share
38:9.96 with them you see how I'm able to to
38:11.88 send that over to them and now the my
38:14.70 teammate can look at this they can click
38:16.14 on view item and open the per Matrix
38:17.70 action item or they can save it as a
38:19.74 task or um they can actually modify
38:22.14 directly from here again I don't even
38:23.94 have to jump into part of Matrix to to
38:25.92 make all these changes I'm literally
38:27.90 doing inside the teams conversation
38:30.36 you say have I opened that it actually
38:32.28 opens this up and now I can change I can
38:34.44 add conversation now one thing I want to
38:37.08 mention is this chat right here is
38:39.06 specific to this item it's within the
38:40.92 context of this item happens all the
38:42.84 time that you're talking about you know
38:45.90 a task in chat a task an email and then
38:49.92 in-person meeting and so forth and then
38:51.96 afterwards you know you lose the context
38:54.18 of what it is that you've been talking
38:55.92 about for any specific action items so I
38:59.04 always strongly encourage uh everyone to
39:1.38 use the chat section within each party
39:4.14 Matrix task itself the reason being is
39:6.84 that now it's kept again as part of that
39:8.76 immutable record right so in six months
39:11.46 in a year in two years when someone else
39:13.92 needs to review this and take a look and
39:15.72 say hey why when and why did we make
39:17.64 those decisions they can look at the
39:19.26 chat section here and have that full
39:20.76 record and full history
39:22.56 as opposed to just you know typing the
39:24.78 chat inside the uh the team's
39:26.82 conversation itself now um if you click
39:29.46 on this dot dot dot you can also open up
39:31.26 pretty Matrix and you can search for any
39:33.18 of the partometrix action cards
39:35.46 in order to paste it right here
39:38.10 if you go to the team section so you saw
39:40.80 how here I'm in the chat section I can
39:42.72 do it you add that one-on-one but in the
39:44.58 team section I can do the exact same
39:45.96 thing I can still open up pretty Matrix
39:48.00 and and I can actually paste one of
39:50.88 these projects as well uh one cool thing
39:53.16 here is if I put a project uh I can
39:55.62 actually skip the read-only part of it
39:57.84 and actually add a project and then all
40:0.00 the team members who's in this team's
40:2.64 teams group will be invited to the
40:4.92 project so that's a way for me to
40:7.38 actually manage projects using
40:10.50 um
40:11.28 the the access control from the
40:14.34 Microsoft teams group itself
40:19.02 now there's a whole new set of
40:21.00 capabilities that we've just launched
40:22.50 with Microsoft so there was a Microsoft
40:24.42 build conference just a few uh two weeks
40:27.12 ago and we actually are launching
40:28.92 several Advanced capabilities with
40:31.02 within Microsoft teams and I'm not able
40:33.36 to go too much details into that today
40:34.86 but you can start exploring this and so
40:37.14 if you go to the App Store obviously
40:39.06 before you know you can search for
40:40.26 pretty Matrix but if you search for
40:41.94 pretty Matrix now one thing you'll see
40:43.98 is actually this whole new section
40:45.36 called workflows and what workflows is
40:48.00 it's automation so you can think of and
40:50.52 if this then that scenario which means
40:53.34 um for example you can see here if
40:54.96 there's a Microsoft form submission
40:57.36 right create a task in part of Matrix
41:0.36 um or celebrate when a task is completed
41:3.24 or when a task is overdue move it to
41:6.90 quadrant one so you know people have
41:8.64 questions all the time which is hey I've
41:10.02 created task in quadrant two three four
41:12.00 but now you know it's overdue can it you
41:14.58 know can the system automatically move
41:15.96 it to quadrant one in the past we don't
41:18.06 do that uh you know because that's
41:19.98 something you just do manually and
41:21.24 mostly because you know each
41:23.04 organizations or each team member
41:25.62 may go and create different quadrant
41:27.96 names so quadrant one does not always
41:29.52 mean urgency
41:31.32 but in your case if it does you're able
41:33.90 to use this workflow
41:35.88 to automatically move all the tasks in a
41:38.34 specific project to a specific quadrant
41:42.06 when it's overdue
41:43.68 um so this is what you need uh you go to
41:46.50 here and then click on each of these and
41:48.18 then start authorizing it now you do
41:50.28 need a license uh not of just party
41:53.40 Matrix but also power automate which is
41:55.56 the Microsoft flow uh application so if
41:59.10 your organization has that already then
42:0.90 this will just work right out of the box
42:2.88 but if you don't have that then you can
42:4.50 actually sign up for a trial of
42:5.70 Microsoft flow so unfortunately that's
42:7.62 something that does require an add-on on
42:10.02 the Microsoft side
42:17.64 um so now let me go back to party Matrix
42:20.16 here because I I want to make sure that
42:21.90 I cover
42:23.10 um some of the final capabilities inside
42:24.84 for the Matrix because you know again
42:28.32 you get eighty percent of the value from
42:30.90 pretty matrix by using just the
42:32.52 quadrants and prioritizing tasks and
42:34.80 assigning them and setting due dates and
42:36.36 so forth what happens all the time is
42:39.60 that
42:40.74 you end up
42:42.36 um wanting to take part of Matrix and
42:44.94 then Connect into other things
42:46.68 um so there's one thing I want to show
42:48.12 you here which is when you have a
42:51.12 project as I have here every project has
42:53.82 a calendar so if you click on this
42:55.74 little eye icon it opens the project
42:57.60 details there's a little thing called
43:0.18 um
43:0.78 this is the project details but at the
43:2.40 very bottom here there's a get calendar
43:4.02 link so if you click on this get
43:5.88 calendar link right and actually we'll
43:8.04 copy you just click on this and it'll
43:9.60 copy the link and if I were to go to my
43:11.64 Outlook
43:13.08 I can actually go to the calendar view
43:16.08 in Outlook I can add a calendar and I
43:19.14 can say subscribe from web and I can
43:21.24 paste that calendar in right here and I
43:24.18 can choose the color
43:26.64 and I can call this
43:28.62 um maximize webinar
43:31.62 attendance
43:34.26 again imagine if you use our goal
43:36.72 project and you created a goal to you
43:40.74 know for you for your departments to
43:42.48 improve your efficiency or improve sales
43:46.38 Etc
43:47.28 um you can go and copy that link create
43:49.32 a calendar here
43:51.24 and you click import
43:54.72 and now you can see that if I were to to
43:57.18 go here it actually shows me all of
43:59.88 those tasks that I have from part of
44:2.04 Matrix and and actually I can go and I
44:4.74 can click on those tasks and see the
44:7.14 um the details around each of those
44:8.82 tasks inside pretty Matrix but right
44:11.46 here in Outlook and so every project has
44:14.46 its own calendar and you can subscribe
44:16.02 to that especially if there's important
44:17.76 projects if you have important projects
44:19.98 it's always a good idea to be on top of
44:22.26 women so that's how you can use that
44:23.52 capability and then I just have a few
44:25.62 more things I want to show uh which is
44:27.66 to go down the list here on the on the
44:30.36 left panel just in case you're not aware
44:32.40 of all of these already the first is in
44:34.62 the home section
44:36.78 when you're in the home section you
44:38.82 notice that
44:40.14 you know there's alert view the visited
44:42.12 the agenda and the uh my item here
44:45.48 um this is if you have due dates it'll
44:46.98 start showing up in your agenda and so
44:48.60 actually it only shows you the things
44:49.98 that are due overdue from yesterday if
44:52.02 you scroll down then you can see
44:53.16 everything else that's way overdue and
44:55.02 then if you were to go to my item here
44:57.42 you can actually do a lot of filtering
44:59.34 so you can filter items that you own
45:1.92 which means that's been assigned to you
45:3.66 or items you follow and then if you want
45:5.94 to go and and select multiple items you
45:8.04 can actually just click on this and then
45:9.54 you can select all the items in order to
45:11.04 mark them as done or update them Etc or
45:13.62 move them Etc
45:15.48 the other thing I want to show you now
45:17.10 is the report section so if you go to
45:20.22 the report section you see two types of
45:22.02 reports the general report and the
45:23.46 workload report
45:24.90 so if you go to the general report what
45:27.72 happens is on the day-to-day basis and
45:29.76 on a weekly basis on a monthly basis and
45:31.98 quarterly basis there's actually reports
45:33.96 of January for you and so you can
45:35.88 actually click on open here and what
45:37.80 it's showing you is it actually shows
45:39.42 you all the information you know
45:41.88 everything from new tasks or overdue
45:44.04 tasks Etc directly from this view inside
45:46.50 of report
45:48.00 the other view is the workload
45:50.16 management view the workload management
45:51.48 view shows everybody's
45:54.06 um all your teammates task and how much
45:56.76 they have over time it's just a good way
45:59.28 to understand people's workload and make
46:1.08 sure that you know no one's overwhelmed
46:3.36 with with too many things on their plate
46:5.16 and so it's very very Visual and you can
46:7.68 see how you know I can see oh you know
46:9.72 maybe this person has a lot of tasks on
46:12.36 on this particular dates and so if I
46:14.22 want to sign them something you know
46:15.42 maybe I shouldn't choose that date or
46:16.98 that week Etc if you click on this
46:19.08 number here it actually opens up and
46:20.82 shows you the actual task itself
46:23.88 and if you use effort you can actually
46:26.52 change this view over to effort and
46:29.16 schedule hours instead of number of
46:30.78 items so the way um the way the system
46:33.66 works is number of items assumes that
46:36.00 all the items are equal now of course we
46:37.74 know that not all tasks are created
46:38.94 equals some tasks just have a lot more
46:42.12 a lot more work associated with them and
46:44.22 so uh if you choose effort what we do is
46:46.68 we assume that every task is one hour
46:51.12 so then you can choose go to effort
46:52.92 instead or if you actually override that
46:56.22 by changing the effort on the task then
46:58.14 that will update accordingly
47:1.38 the other thing I want to show you here
47:2.88 is the calendar now this calendar is
47:5.40 called the global calendar what it's
47:7.50 doing is it actually shows you all the
47:8.94 tasks that you have but across all your
47:10.50 projects as opposed to the calendar view
47:12.18 on a per project basis you can see it's
47:13.98 very very overwhelming
47:15.72 um because there's so many things going
47:17.04 on here but if you wanted over an
47:19.14 overview of all the things that's due
47:20.82 across your entire part of Matrix that's
47:22.74 where you go to
47:24.72 when you go to the search view there's
47:26.70 one thing I want to bring to your
47:27.96 attention which is the ability for you
47:30.72 to actually connect to my um let me see
47:33.36 here to Microsoft Office 365. so if you
47:36.84 were to go here this might be hidden for
47:39.00 you but if you scroll you look down here
47:41.16 there's an option of Click show if you
47:43.74 connect to Office 365 you can actually
47:45.66 see your office 36 Fair tasks within the
47:47.94 search view as well
47:49.32 and then there's a few preset filters
47:51.90 but if you go to the top right filters
47:54.24 here you can actually see a lot more
47:55.68 details and you can search across your
47:58.38 entire pretty Matrix based on the item
48:0.60 name based on when things are modified
48:2.54 based on Project tags item tags and
48:5.46 whether or not it's in Star project Etc
48:7.20 so there's a lot of stuff that we can't
48:9.66 cover here but if you went to this
48:11.76 filter view you can see that there's
48:13.50 many different ways for you to find
48:14.64 information that you need across your
48:16.50 entire party Matrix
48:18.18 we also have the Gantt chart here but
48:20.94 this is something that exists in the
48:22.44 desktop app but not in the
48:24.42 um the web app but this is the global
48:26.16 Gantt chart if you use our native
48:27.84 Windows or Mac app you would see this
48:29.76 but again you should be able to access
48:31.44 the Gantt chart for every single project
48:34.26 um by going to the project itself and
48:35.70 then changing the view and then the feed
48:37.98 this is a global feed right essentially
48:39.96 shows you all the changes that's
48:41.34 happening across your entire pretty
48:42.60 Matrix across all your projects
48:45.12 um I I use this as a way to see where
48:48.96 activities are so let's just say you
48:50.88 know you have a lot of fantastic you
48:52.08 want to be on top of and you want to
48:54.24 have an awareness of where people are
48:56.22 spending their time that's where you go
48:59.70 now uh with that I'm actually going to
49:2.70 take a pause and see if there's any
49:4.50 questions because I think we're actually
49:6.14 wrapping up here due to due to time but
49:9.30 one of the things you you saw during
49:11.10 this webinar is that you know we address
49:13.38 a lot of different capabilities and they
49:15.30 reflect so many different other
49:17.28 components of protein matrix that may
49:18.96 not be useful for you today but might be
49:21.96 useful for specific use cases that you
49:24.48 may have within your organization
49:25.62 because not everyone views Gantt chart
49:27.24 not everyone will use reports but for
49:29.34 those who do that's how you access them
49:33.30 are there any questions
49:42.54 so now that we're wrapping up one thing
49:45.06 I want to point out is that uh one area
49:48.12 where we'll be investing time in is
49:50.58 actually to talk about specific use
49:52.56 cases more relevant to everything from
49:55.32 your job title your job function or the
49:57.90 kind of organization that you are and
50:0.06 then doing a webinar that that's more
50:2.70 tailored to those specific use cases so
50:5.16 then we can walk you through how to use
50:7.32 pretty Matrix and how to leverage
50:8.52 proteomatrix capabilities for that
50:10.50 specific purpose
50:11.76 um so one of the things I want to ask
50:14.28 you today is if you have specific
50:16.26 feedback or if you have specific needs
50:18.48 on some of these areas and use cases
50:20.46 please reach out to us please send us
50:22.56 feedback for that so then we are aware
50:24.78 of you know where customer interests are
50:26.94 because we actually have customers from
50:28.92 all Spectrum
50:30.48 all spectrum of industry and users from
50:33.96 all different job titles and job
50:35.34 function uh so you know for us if we
50:38.34 identify areas where we can actually go
50:41.34 and really show part Matrix capabilities
50:43.86 that are very very useful to those
50:47.04 specific functions then we'd be happy to
50:49.80 do that to ensure that um you know you
50:52.50 will get the most value out of
50:53.88 pre-matrix
50:55.50 foreign
50:58.28 thank you everyone here for for your
51:0.96 time today
51:2.40 um so with that I'm going to wrap up and
51:5.10 end this webinar if there's no more
51:7.02 questions but again you can always reach
51:8.76 out to me at Hyatt or you
51:11.58 know also send us support to support
51:13.74 with any specific feedback
51:16.14 and then this webinar will be posted
51:18.30 because you know again
51:20.04 um we went through a lot here and if you
51:21.72 need to review on it and review any
51:23.64 specific features you can go ahead and
51:24.90 do that
51:27.36 thank you everyone