HIPAA-Compliant Priority Matrix

Video presented by Hai Nguyen

Webinar on

Join us in this webinar to get an introduction to HIPAA.PM, a HIPAA-compliant solution to manage your tasks, projects, and emails.

HIPAA.PM leverages the Eisenhower Matrix method to increase productivity and efficiency. You will learn:

- The basics of the Eisenhower Matrix as a way to prioritize and communicate your priorities to others
- How to use Priority Matrix to manage tasks and ensure that the important ones do not fall through the cracks
- How to manage collaborative projects, create templates, and delegate key action items to your teammates
- The basics of Priority Matrix HIPAA in Microsoft Teams and Outlook, and how it can help you do all your project and email management tasks without context switching

Priority Matrix SaaS solution is a Microsoft 365 Certified solution, and is one of the most integrated applications in the Microsoft 365 ecosystem.

Note: You may forward this invitation to others who are unfamiliar to Priority Matrix.

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Video transcription (40:18.32) Stop scroll

1.62s all right so I think we can go ahead and
4.14s get started
6.06s first of all thank you everyone for
8.10s being here today
9.96s um I would like you to know that this
11.52s meeting is recorded and we'll be hosting
14.10s this webinar as a video afterwards so
16.68s therefore um if you miss anything or you
18.66s need to review it or you need to send it
20.16s to somebody else you're able to do that
23.40s this is an introduction to pretty Matrix
25.50s HIPAA my name is Hai win my contact is
28.56s Hyatt affluence.com so please feel free
31.68s to reach out to me afterwards or at any
34.26s point regarding any questions around our
36.12s solution
38.76s and with that I'm gonna get started I
41.52s want you to know that um there's also
43.38s Pablo who's on the line so if you have
45.78s any questions you should be able to send
47.76s a message in the chat and publishable to
49.92s answer you
51.30s um or otherwise we can also respond to
53.28s you afterwards so please feel free to
55.50s leverage the chat portion of this
57.42s webinar in order to ask any questions
59.70s that are pertinent or on top of mine
1:5.64 with that we're gonna get started
1:11.76 so prioritization is hard but pretty
1:15.00 Matrix makes it easy so prote Matrix is
1:18.00 a comprehensive email priority and
1:19.98 project management software to help
1:21.48 teams manage emails
1:23.82 conduct efficient meetings and get
1:25.68 real-time status updates on projects and
1:28.14 priorities
1:29.58 Matrix HIPAA is actually a separate
1:32.46 solution that builds on top of pretty
1:34.62 Matrix core and adds HIPAA compliance as
1:38.10 you know there are many complications or
1:41.40 intricacies around managing more
1:43.98 sensitive data and partometric HIPAA is
1:46.08 designed to do that
1:47.94 one quick note I want to mention is the
1:50.22 website access for pretty Matrix HIPAA
1:52.32 is hipaa.pm so that's actually very easy
1:56.16 way for you to go to there and get
1:58.32 redirected to the party Matrix hit by
2:0.18 solution
2:3.00 so what makes pretty Matrix different
2:4.92 first of all it's the only project
2:7.02 management software that leverages the
2:9.90 four quadrant method as a core
2:11.76 methodology to help promote effective
2:13.80 prioritization
2:15.36 is Microsoft 365 security certified we
2:18.42 leverage AI to help you achieve your
2:20.52 goals and then we integrate into
2:22.20 Microsoft team meetings has one-on-one
2:24.06 view for seamless work with your
2:26.64 managers and direct reports has
2:28.68 templates that you can bill and save for
2:31.08 your organization and then available as
2:33.66 a SAS solution a HIPAA solution an Azure
2:37.38 gov Cloud solution as well as manage
2:39.42 private Azure deployment today we're
2:41.82 focusing in focusing on the HIPAA
2:43.80 component
2:46.92 some quick notes for those who are here
2:50.94 um as when you book this webinar we're
2:53.64 looking at the HIPAA solution but note
2:56.28 that there's a lot of common
2:57.80 capabilities with our standard solution
3:0.06 but that our HIPAA solution is actually
3:2.88 hosted separately so what that means is
3:5.52 if you're using our standard solution
3:7.14 today and you go to the HIPAA app you
3:9.42 might not see all that data however for
3:11.70 existing paying or licensed customers
3:13.74 you can request a data migration if you
3:15.96 want to move from the standard solution
3:17.40 to the HIPAA solution
3:19.14 and then we also have baa agreement
3:21.72 available for Enterprise customers and
3:23.88 then available as an uh Enterprise
3:25.44 deployment and so party Matrix HIPAA is
3:28.26 available as a web app which is at
3:30.26 hipaa.pm and inside Microsoft teams and
3:33.24 Outlook but there's no native desktop or
3:35.94 mobile apps compared to our standard
3:37.74 solution which do have the native in the
3:40.50 mobile apps
3:42.42 a lot of the functionality of the same
3:44.72 so in today's presentation you'll see
3:47.58 that I'll highlight some some
3:50.06 capabilities in the HIPAA app but if you
3:53.76 used a standard app you get all of those
3:55.38 and actually a little bit more
4:0.60 so why do organizations use party Matrix
4:2.82 first of all it's very easy to get
4:4.50 started with party Matrix the even our
4:7.68 HIPAA solution you can simply sign in
4:10.20 using your Microsoft credential and
4:13.14 immediately you can get started
4:15.24 and so you can actually deploy party
4:18.12 Matrix within minutes and go to leverage
4:20.46 a lot of our capabilities almost
4:22.02 instantly
4:23.16 the second aspect of it is easy access
4:25.14 from anywhere so what that means is that
4:27.54 pretty Matrix allows you to access all
4:29.52 your data on whether you're on the
4:31.44 mobile device inside teams in both
4:34.50 mobile as well as on your desktop and
4:37.62 within Outlook
4:39.72 and the other component is the broad use
4:42.00 cases that pretty Matrix can serve so
4:44.70 unlike traditional project management
4:46.14 software which can be too cumbersome or
4:48.06 too complex for an individual who's not
4:50.88 a project manager pretty Matrix allow
4:52.80 anyone within the organization
4:54.48 everything from
4:56.40 the financial side of the organization
4:58.56 to the product side to the engineering
5:0.60 side as well as field users so pretty
5:3.66 Matrix allow all these different parts
5:6.18 of your organization to communicate
5:7.74 together in order to come to a common
5:10.14 understanding of what the priorities are
5:14.94 so let me step back for a second because
5:17.04 I want to mention the core fundamentals
5:20.04 behind pretty Matrix um so there's a
5:22.08 quote that's attributed to former
5:24.54 President Eisenhower that says what is
5:26.52 important is seldom urgent and what is
5:28.38 urgent is seldom important
5:30.60 so the idea there is that if you are to
5:33.84 look at all the things you have to do
5:35.34 today what are the things that you
5:38.40 really should be focusing your time on
5:39.90 your attention to and the reality is not
5:42.66 everything that you have on your plate
5:44.16 is truly important
5:46.26 so here's something that I would like to
5:50.10 ask you to do imagine if you were to
5:53.10 take out a piece of paper right now and
5:54.96 start writing down everything that's on
5:57.30 your mind with respect to what you have
5:59.40 to do for your work or your life goals
6:2.82 um or your plan and now take that list
6:5.70 and and start propagating it into these
6:9.18 two by two Matrix categorize them into
6:10.92 these buckets of the things you got to
6:12.90 do now the things you have to plan for
6:14.94 the things you should delegate to others
6:17.16 as well as everything else that may not
6:20.04 belong in any of those buckets yet so
6:22.80 the idea of taking everything you have
6:25.98 and then separating them separating them
6:27.90 into their importance and then their
6:31.38 urgency is a way for us to communicate
6:33.78 to ourselves hey this is where I should
6:35.64 really be focusing my time so now if you
6:38.34 took this piece of paper
6:39.90 and you took all those things that you
6:41.40 wrote down and instead of putting them
6:42.78 in the list put them into this two by
6:44.40 two Matrix right the top left are the
6:46.92 things you really should be focusing on
6:48.66 and then the top right are the things
6:50.16 you you should be planning for
6:52.80 then you take this concept and you walk
6:54.78 around the office and you start
6:56.16 comparing notes with your teammates with
6:58.14 your co-workers with your managers with
6:59.64 your direct reports do you agree do you
7:2.52 agree with everything that they have on
7:4.86 their piece of paper
7:6.42 um and then do they agree with yours and
7:8.82 if there's discrepancy that's where
7:10.56 party Matrix is valuable
7:12.78 now you can imagine pretty Matrix as
7:15.24 being a digital version of that piece of
7:17.28 paper because it's floating around you
7:19.74 are able to communicate to everyone else
7:21.30 what your priorities are and they're
7:23.10 able to communicate to you what your
7:24.54 parties are and that's where part of
7:26.52 Matrix shines
7:29.54 so the hardest part about using part
7:32.40 Matrix is categorizing and putting
7:35.28 everything into those buckets and um
7:37.62 this is where users and and people who
7:41.52 are first users to pretty Matrix face
7:43.74 the most challenge because you have all
7:46.56 these things all these tasks all these
7:48.18 items that you have to do and yet at the
7:50.58 same time you don't know where they
7:52.08 belong and so our argument is that if
7:55.20 you're able to take all those work that
7:57.18 you have and start putting into that two
7:59.34 by two Matrix so you understand what are
8:0.96 the things that are truly important what
8:2.34 are the things that are truly urgent and
8:4.26 then build to go and do that up front
8:6.30 that's half the battle half the battle
8:9.00 is deciding where to spend your time
8:11.76 and then the second component of it is
8:13.86 that success from using pretty Matrix
8:15.72 isn't from finding what everyone agrees
8:18.36 on right if you and your whole
8:20.16 organization agree on every single thing
8:22.20 that you have out there
8:24.36 then that's easy you don't need you
8:26.52 don't need a software application you're
8:28.08 you're good to go you're able to start
8:29.70 your day and know exactly what you have
8:31.32 to do and everyone else doing the exact
8:32.82 same thing
8:33.90 um but if you're like the vast majority
8:35.88 of organization the vast majority of
8:37.50 people out there you end up having far
8:40.08 more to do than the resources to do them
8:43.08 so then what that means is that you
8:45.72 really can only work on a smaller
8:48.78 portion of everything that's on your
8:50.46 plate and that's what we talk about when
8:52.74 we talk about prioritization that's what
8:54.78 we talk about when we talk about putting
8:56.16 them into the bucket of the things that
8:57.90 you have to do now and then do later and
9:0.06 then focusing everything all your
9:2.10 resources available on the 25 of the
9:5.28 tasks that are actually critical
9:10.20 so a couple points about the party
9:11.88 Matrix features of course we have
9:13.86 everything related to collaboration so
9:16.02 what that means is uh you can go and you
9:18.54 take that that two by two Matrix that I
9:20.76 mentioned and be able to take those
9:22.20 action items and you're able to delegate
9:23.82 to others um and you can do it during
9:25.50 meetings you can do it on your own time
9:28.32 and then you have the calendar and the
9:30.06 Gantt chart view we have probably one of
9:32.28 the deepest integration inside teams in
9:34.02 Outlook and so if you're looking at our
9:35.94 previous you know our standard SAS app
9:38.12 we integrate with almost everything and
9:41.76 um in inside teams and we actually have
9:43.86 really powerful AI Integrations there
9:45.84 and then the other component is there's
9:48.60 what part Matrix does is it puts it
9:50.82 takes all these things that you have and
9:52.80 flips it into a people-centric way of
9:55.20 looking at all the data that you have
9:57.24 and then of course everything is
9:58.56 synchronized and you have a full history
10:0.54 of everything related to your tasks and
10:3.24 your projects which is really powerful
10:5.58 from a compliance standpoint as well as
10:7.38 understanding what are the things
10:9.06 decisions that people made many many
10:10.86 months or many years ago we'll just
10:13.14 schedule dates and reminders and then
10:14.82 there's workload report status tracking
10:17.52 as well so these are some of the
10:19.20 capabilities inside pretty Matrix
10:21.24 um that we'll go over
10:24.54 so I want to mention a couple of use
10:26.70 cases some example use cases and then
10:28.50 we'll jump right into the product demo
10:30.66 um so for example inside pretty Matrix
10:32.70 we have an example use case of making
10:35.10 your one-on-one meetings more productive
10:36.84 so instead of looking at all the tasks
10:39.54 you have to do from a project standpoint
10:41.04 party Matrix is able to flip that around
10:42.60 and show everything you have to do for
10:45.90 another person so that could be your
10:47.70 manager that could be your colleague and
10:50.04 so I you know as you know you're
10:52.62 probably working on so many different
10:54.24 initiatives so many different projects
10:57.36 and with so many different people one of
10:59.70 the challenge we always have is
11:2.52 on a single day you might be you know
11:5.22 switching context constantly between all
11:7.44 these different projects and initiatives
11:9.06 that you're working on so what part of
11:10.56 Matrix does is instead of looking at it
11:12.54 from the perspective of a project we
11:15.18 look at from the perspective of people
11:16.86 so what are the things you are
11:18.80 responsible for or that you owe to your
11:22.20 manager in particular right no matter
11:24.06 what project it is that's the one-on-one
11:25.98 meeting
11:28.62 another example a use case of part of
11:31.14 Matrix is the ability to prioritize your
11:34.62 email so you know you'll probably use
11:37.38 Outlook so much and you're flagging so
11:40.14 many different emails but the question
11:41.58 is are you getting back to those emails
11:43.50 are you making sure that those emails
11:45.06 are actually addressed and prioritized
11:47.76 and that they're not falling through the
11:49.20 cracks so pretty Matrix has an Outlook
11:51.42 add-in that allows you to convert emails
11:53.52 into tasks delegate it set reminder due
11:55.86 dates
11:56.76 Etc and so you never lose track of that
11:58.98 email especially things that are sent
12:1.44 you know months or weeks ago and then
12:4.32 you have to deal with them now so the
12:6.78 per Matrix hit by solution includes the
12:9.18 Outlook integration as well
12:12.48 another use case in pretty Matrix is the
12:14.82 ability to save templates and let's just
12:17.22 say you have standard operating
12:18.24 procedures as you're working through so
12:21.12 many different initiatives inside your
12:22.68 organization everything from employee
12:24.48 onboarding to projects that may have
12:27.24 tasks that repeat over and over again
12:29.10 and so those are the things that once
12:31.26 you create that that Matrix inside
12:34.02 pretty Matrix and you create the action
12:36.48 items and so forth you can actually save
12:37.98 them as templates allowing you to save a
12:40.20 lot of time when you launch another
12:42.24 initiative just like that or build to
12:44.16 share those templates with others within
12:45.90 the organization
12:48.20 and then another use case is in workload
12:50.88 management
12:52.20 as you know and excuse me
12:56.70 um
12:57.54 one of the things we see over and over
12:59.10 again is that individuals have different
13:1.62 workload right there are
13:3.78 um it's virtually impossible to have
13:5.22 everyone to have a balanced workload So
13:7.14 within period rates we're actually able
13:8.82 to display that information very easily
13:11.16 to show managers how their team members
13:14.46 are stacking up with respect to what are
13:16.44 the things that are underplayed what are
13:18.24 the things that are um that are due what
13:20.58 number of Party Matrix tasks the amount
13:22.74 of effort during any point in time
13:26.04 our argument here is not that you know
13:28.26 you should go and overload people but
13:30.24 instead what you want able to do is
13:32.22 understand that some people might be
13:34.02 overworked and therefore being able to
13:36.54 understand that you know if you want to
13:38.10 get something done in you know week
13:40.38 X or whatever but there's a lot of
13:43.32 things that already do on that week then
13:45.30 don't expect to make a lot of progress
13:47.16 and so the workload report takes all the
13:49.80 data that you have in separate Matrix
13:51.60 and then again showing it in a different
13:53.94 way showing it from a time-centric point
13:56.04 of view so you understand what are the
13:57.78 things that are on people's plate at any
13:59.94 point in time
14:1.70 and of course part of Matrix works on
14:4.50 the um the the web as well uh even for
14:7.50 for the HIPAA solution even though there
14:9.30 isn't an iOS or an Android application
14:11.76 you simply go to hipaa.pm you sign in
14:14.76 and you're able to see everything you
14:16.62 have there on the the mobile web app and
14:19.74 you know it readjusts into your screen
14:21.84 size when whether it's small or big
14:25.92 and then of course one of the challenges
14:28.14 that customers and and users face all
14:30.54 the time is understanding what are the
14:32.88 things that I need to work on what are
14:35.46 the things that are actually relevant
14:36.66 and so pretty Matrix has this concept
14:38.94 called the alerts which is inside the
14:40.80 home view telling you hey these are the
14:43.20 things that change that are relevant to
14:44.64 you that you should look at and then at
14:46.56 the same time these are the things that
14:48.12 require your attention today based on
14:50.40 the the due dates right these are the
14:52.02 things that
14:53.16 um you actually should work on today
14:55.02 tomorrow next week
14:57.00 um and maybe some of the stuff that you
14:58.56 actually didn't get a chance to look at
14:59.94 yesterday
15:1.08 Etc
15:2.36 so I'm going to jump into the demo now
15:4.80 but I do want to show some additional
15:6.72 resources so this webinar as I mentioned
15:9.30 will be recorded and we'll we'll post it
15:11.40 on their website
15:13.14 um and then the website to go to the
15:14.70 HIPAA solution is hipaa.pm so if you're
15:17.82 looking at this solution and you haven't
15:19.38 even tried it before Point your browser
15:21.72 there and it'll redirect you into the
15:23.22 HIPAA compliance solution again I do
15:25.62 want to remind everyone here that the
15:27.48 HIPAA app is different from our standard
15:29.82 app what that means is that
15:32.52 if you're you're signing to the hip app
15:34.56 and you don't see your task because
15:35.70 you've you try and sign up for it a try
15:37.98 or use our standard solution prior then
15:40.74 just keep that in mind and again if
15:42.78 you're already an existing customer
15:44.94 of pretty Matrix and you want to migrate
15:46.62 to the HIPAA Solution that's something
15:48.24 that we can also support you so with
15:50.16 that I'm going to jump into a live demo
15:52.32 uh and then one other note I think we
15:54.78 mentioned there's a lot of people that
15:56.22 actually came in after the webinar
15:58.32 started but if you have any questions
16:0.60 whatsoever you can send it into the chat
16:2.88 inside the during this webinar and we'll
16:4.86 try to answer them
16:6.48 all right
16:10.20 okay so now I've jumped into a live demo
16:14.58 of our HIPAA solution one thing to note
16:17.28 here is that if you're on a HIPAA
16:19.20 solution you know that it's HIPAA with
16:21.24 this green icon so I I think I mentioned
16:23.34 uh that you know we have our standard
16:25.14 solution so if you're on a standard SAS
16:27.30 app this icon is blue if you're on a
16:30.00 government app that is icon is Orange
16:32.94 um and then if you're on HIPAA this icon
16:34.50 is green so that's just a really quick
16:36.24 indication to know for you to know
16:37.86 whether or not you want to hit best
16:39.18 solution or not and so when you start
16:41.52 party Matrix that four quadrants that I
16:44.64 mentioned what are the things you have
16:45.96 to do now do later delegate postpone
16:48.00 that's the chord right and so when I
16:50.52 have a project this is what it looks
16:52.44 like
16:53.40 and for me when I start my day I kind of
16:56.70 wish my my Matrix was this empty but it
16:59.16 never is but imagine if this was your
17:1.98 Matrix then you can start working on
17:4.34 adding tasks that are actually relevant
17:6.78 to you so adding tasks is extremely easy
17:8.52 so for example let's say I need to add a
17:12.12 task which is to
17:15.06 um
17:16.34 check in on my report okay so I'm going
17:21.60 to add that task and you see how I can
17:23.82 add it into any particular quadrant and
17:25.86 I can drag and drop really easily
17:28.40 but now maybe there's additional things
17:31.14 that you can do so when I when you
17:33.48 select that task on the right hand side
17:35.34 it shows you what project it's in the
17:37.50 name of the task which means you can add
17:39.00 it here and then you have the owner so
17:41.10 who's responsible and progress how much
17:43.38 progress been made how much effort this
17:45.48 takes and then you will just set
17:47.04 reminders and due dates
17:49.02 um so there's a question always which
17:51.18 which is what is the difference between
17:52.56 reminders versus due date
17:54.48 there's a huge difference
17:56.34 um I highly highly recommend that you
17:58.62 use due dates um and the reason is when
18:0.90 you set due dates then part of Matrix is
18:3.30 able to take that and start displaying
18:5.04 that in
18:6.18 um and its data in a lot of different
18:7.50 other areas into your calendar in your
18:9.96 Gantt chart Etc
18:11.52 um but having something do in three
18:13.86 weeks you know if you set the due date
18:16.20 but you don't set reminders then you
18:18.78 might not get started on time so again
18:21.30 for example you know tax season is over
18:23.16 but imagine if you have to do your taxes
18:26.16 yes it's due April 18 or April 15 but
18:29.82 then you want to get started two weeks
18:31.32 prior right so then therefore you can
18:32.82 set reminders prior to that so let's
18:35.28 just say I do here
18:37.20 I can do a something due on June 1st
18:40.68 okay
18:42.66 um and then I can set recurring tasks
18:44.22 there by the way as needed but now I
18:46.38 want to actually remind myself
18:48.48 um prior to that so maybe the day prior
18:50.34 so you can see how I can actually set
18:52.56 the reminder I can set the due date part
18:54.42 of major till now send me a reminder
18:55.80 that I should check in on this item
18:58.62 before it's due so that's really useful
19:1.80 when you have a lot of tasks and you
19:3.84 actually got to make sure that you get
19:5.10 started on time
19:6.90 one thing you'll notice is that in
19:8.76 pretty Matrix everything that I do
19:10.74 actually
19:12.30 has a record to it so right here this is
19:15.06 called a chat and the chat serves two
19:16.80 purposes first of all it's a place where
19:19.14 I can communicate with other team
19:20.58 members
19:21.48 um so imagine if this task actually had
19:23.58 others on it I can actually chat with
19:25.98 them directly about that particular task
19:29.10 um so let me give you an example let's
19:30.48 just say
19:31.86 if you have a particular task that is
19:34.50 really important and you've been talking
19:35.70 to your manager about it and maybe
19:37.56 you're talking about it in emails you're
19:39.12 talking about inside Microsoft teams Etc
19:41.00 the problem is two weeks later two
19:44.10 months later right and you're looking at
19:46.02 that task then you start wondering hey
19:48.36 what did we say like what was our
19:50.10 decision there
19:51.60 um and uh how how did we decide on due
19:54.54 dates how did we decide on the status
19:56.40 Etc that's always a missing piece
19:58.98 because
19:59.94 you know everyone has different ways of
20:2.76 communicating and different channels
20:4.20 communicating so with the party Matrix
20:6.78 chat in particular right here is a place
20:9.42 where it keeps the context related to
20:12.24 this task and so you can look at this as
20:13.98 like an email thread
20:15.78 with respect to only that task and so
20:17.82 when you have others in this particular
20:19.44 Channel they're able to see the
20:21.36 communication and even a year two years
20:23.94 three years later when a decision has
20:26.28 been made and you're reviewing it you
20:27.90 can look back and say okay I see when we
20:30.12 made that decision I see when we set
20:31.80 that due date and the second part
20:34.38 is that all the changes that you make to
20:36.30 the task is actually kept as a record we
20:38.82 actually have customers where for
20:40.92 compliance reason they have to show that
20:43.38 they get certain things done at a
20:45.00 certain time and so you have to prove
20:47.22 that and so this is called an immutable
20:49.02 history so whatever changes that you
20:51.18 make it's actually tracked as part of
20:52.62 the history so what that means is if you
20:54.30 set a due date you have an original due
20:56.16 date and then later on you change the
20:57.66 due date and now you're marking the
20:59.16 tasks that's done well is it done on
21:1.50 time Etc so you know what part of Matrix
21:3.66 we're able to track all of that for you
21:5.28 and give give you that record
21:7.56 um and so that's very very useful from a
21:10.38 manager standpoint but to make sure that
21:12.90 you know the things that are important
21:14.58 are actually done on time so that's the
21:16.44 chat section
21:17.58 the second part is the note section so
21:19.68 notes of course you can add additional
21:21.18 details about the the tasks and so forth
21:23.46 but then you can also add subtasks so
21:25.50 for example I can do subtask one subtask
21:28.14 two subtask three right so I can add
21:31.02 subtasks pretty easily going to add
21:32.28 notes
21:33.24 um and then we actually have resources
21:34.74 and so resources is actually additional
21:36.78 information related to the task
21:38.34 everything from files to links to such
21:41.28 as you know websites
21:42.96 um to emails and so that's one of these
21:44.88 the things I'll show you which is how to
21:46.98 actually integrate and attach an email
21:49.14 into a per Matrix action item
21:52.56 now going back to the chat section you
21:54.36 can see how when I added those subtasks
21:56.22 it's all tracked as part of the history
21:57.72 and then if I go back to the notes
22:0.00 section and I Mark a task that's done
22:2.70 um what happens then is you know our
22:4.62 system will go update the progress tells
22:7.14 me that hey this subtask is partially
22:8.82 done now you can always override the
22:10.68 progress as needed but that's just an
22:12.72 example of how the system tracks that
22:14.88 for you
22:16.38 so you saw me how I can create a task
22:18.60 and then set due dates um set reminders
22:21.36 Etc now let me show you a couple things
22:23.40 where you know we try to add some
22:25.26 intelligence to all of this so again I'm
22:27.48 going to go to here but now let me
22:29.58 create a task where I want to follow up
22:31.44 with the webinar attendees
22:36.60 okay I have that but instead of actually
22:39.48 finishing the creating the task and then
22:41.76 setting due dates
22:43.08 um I can actually just say do in one
22:45.30 week
22:47.58 so when I do something like that what
22:49.32 part of Matrix does is it actually
22:50.94 interprets this using natural language
22:53.04 and so you can see how actually I guess
22:55.20 June 1st is a week from now and so it
22:57.18 set the due date for me June 1st
22:59.58 um on next Thursday and so I don't have
23:1.26 to go through that additional step of
23:3.00 creating the the due dates so I highly
23:5.94 highly recommend that you use this
23:8.16 capability if you use pretty Matrix
23:9.78 which is when you create a task set the
23:11.94 due date directly there in the action
23:13.50 item photo Matrix will try to interpret
23:15.36 that for you you could say do in one
23:16.74 week do next Thursday Etc and then um
23:19.68 earlier I show you how to set reminders
23:21.36 but actually I can say remind me daily
23:24.90 um and when I do something like that
23:26.16 what part of Matrix does is again when
23:28.50 you see this green text this green text
23:30.24 what it does is it shows that part of
23:31.92 Matrix is actually interpreting that as
23:33.42 a natural language and now the reminder
23:35.40 is set for me and it's going to send me
23:37.50 a daily reminder until this task is done
23:39.96 so you can see how if I have something
23:41.88 really important part of Matrix makes it
23:43.74 extremely easy for me to um to set that
23:50.04 so that's the concept of a task now
23:52.92 earlier I was showing you um the idea of
23:55.56 a project I'm gonna go to Project here
23:57.00 when I create a blank a brand new
23:58.74 project
23:59.58 team priorities
24:2.22 there's a lot of details I can do here I
24:3.96 can add notes to the project I can add
24:6.18 user group I can change and customize my
24:8.16 color I actually choose between
24:9.72 different types of Matrix as well so we
24:12.48 have the Eisenhower Matrix but at the
24:14.10 same time
24:15.12 you're able to go and rename any of
24:18.60 those Matrix and we actually have a lot
24:19.92 of different templates available for you
24:21.36 so I'm going to create a project here
24:22.80 and so you can see this is the basic
24:24.24 project if I go to this eye icon right
24:26.82 here this brings me to the project
24:28.02 details in the project details I can
24:30.60 actually invite additional people right
24:32.40 so if I click on this I can invite
24:34.32 additional folks into my team
24:36.96 um Team additional team members into my
24:38.88 project and now I can share this with
24:40.92 others I can also customize this
24:43.68 um so imagine if you know maybe I want I
24:46.14 think that the quadrant name fires might
24:48.48 be more appropriate right
24:50.82 now you know you can change the colors
24:52.80 and so forth and this is one of those
24:54.30 things that you can do within your
24:55.74 organization once you adapt pretty
24:58.26 Matrix you can actually set different
24:59.88 terminologies different guidance on how
25:2.70 to best use the quadrants Etc so the
25:5.88 project themselves are customizable the
25:7.74 tasks themselves are customizable
25:10.50 let me show you something else so I want
25:12.78 to switch between projects so I can
25:14.58 click to here I can go to all the
25:16.44 projects here this was my other project
25:18.06 that I created earlier I can go you can
25:20.76 see the the quadrant view but actually
25:22.50 you can jump to the list view the list
25:24.12 view takes all the data put in the list
25:26.10 and you're able to see the things that
25:27.36 are overdue very easily and you can
25:28.98 click on each of these and navigate
25:30.00 through them you also have the calendar
25:31.92 view which means showing you all the
25:34.38 different tasks and from this kind of
25:36.18 review it's it's time-centric but what's
25:38.22 neat is that you can actually
25:39.18 re-prioritize things very easily you can
25:41.28 just drag and drop them to reprioritize
25:43.68 one thing that I want to mention is even
25:45.84 when you do card Matrix keep record for
25:47.94 you so if someone does something and
25:50.04 make a change that's that's you know not
25:52.50 approved that's very easy for you to see
25:54.66 well you also have the Gantt chart what
25:56.52 the Gantt chart does is it takes all
25:58.20 your action items and you can actually
25:59.46 link them together you can see how these
26:1.38 are different action items in them
26:3.54 in the um in the project that show shown
26:7.14 here and if I want to actually link
26:9.30 tasks together I can actually just click
26:11.10 on link item and I can say that you know
26:13.20 this task is blocked by this task
26:15.78 and what that does is actually create
26:18.06 links between these action items in
26:20.64 terms of dependencies and you see how
26:23.28 now the moment I did that task a has to
26:25.98 be done before task B I can drag and
26:28.44 drop this as needed I can actually
26:30.06 change them
26:31.92 Etc so one thing I want to mention
26:34.02 quickly is that these capabilities are a
26:37.38 lot more powerful and not necessarily
26:39.48 have to be used by you or you know other
26:42.24 folks within your media team but there
26:44.64 may always be others within your
26:46.38 organization that wants to take the same
26:48.24 data that you have but view in a
26:49.98 different way and so part of Matrix
26:51.54 gives you that flexibility on being able
26:54.12 to go and take all the data that you
26:56.40 have and view it from a different
26:57.72 perspective
26:58.92 now let me jump into this thing called
27:1.20 the one-on-one when you go to the
27:2.58 one-on-one what this allows you to do is
27:5.10 actually go to another person
27:7.44 and see everything you have in common
27:9.18 with that person
27:10.68 um so for example right now in this demo
27:13.20 environment I don't have a common task
27:14.70 with Eugenia but you know if I had
27:19.02 um
27:19.68 tasks with her what I can do is I can
27:21.72 see everything I have with them and it
27:23.82 shows here in one central place but not
27:26.28 only that when I have my one-on-one
27:27.72 meeting I can actually create tasks very
27:29.88 very quickly so check on status of
27:34.50 report right I can actually create tasks
27:37.08 directly from here without having to
27:39.48 jump into another project so while I'm
27:42.54 doing my meeting I can create tasks on
27:44.10 the Fly that's the one thing we hear all
27:45.90 the time which is you'll have a meeting
27:47.82 you're talking about all these things
27:49.26 that
27:50.34 you want to do or that you know goals
27:53.22 that you have during your one-on-ones
27:54.96 with your managers or your direct
27:56.28 reports and then guess what two weeks
27:58.20 later or a month later you go back and
27:59.58 say oh yeah I actually never wrote that
28:1.02 down well protomatrix sort of takes away
28:3.12 that excuse because when you're talking
28:4.98 about it go ahead and create that shared
28:6.72 task it invites those people
28:8.22 automatically if you use our natural
28:10.32 language you can actually set the due
28:11.70 date automatically very very easy way to
28:15.06 just write things down get them out of
28:17.16 your head and making sure that they're
28:18.60 actually tracked and prioritized
28:21.54 one thing I want to show you real quick
28:23.70 is our integration into Microsoft teams
28:25.62 so if you go to Microsoft teams you can
28:28.44 search the app store for pretty Matrix
28:30.48 HIPAA again make sure you you look for
28:32.70 the hit by solution if you're looking
28:33.96 for the HIPAA solution in particular
28:35.22 because we do again have the government
28:36.84 Cloud as well as a standard application
28:38.52 when you have pretty Matrix you can
28:40.62 install it and then you can pin it on
28:42.42 here
28:43.44 and when you do
28:45.12 um you can go to the project view here
28:48.12 you can click on this go to the home
28:49.92 View and now in the home view it shows
28:52.20 you everything that you have as well as
28:54.42 the alerts that I mentioned to you
28:55.86 earlier this is where tasks that maybe
28:57.96 require my attention the agenda or tasks
29:0.96 that I actually have due dates that I
29:3.06 need to be concerned about
29:5.06 but one thing I want to show you in
29:7.50 particular is that inside the parametrix
29:10.80 application
29:12.84 when I go to here when I select the
29:15.72 person that I chat with inside teams I'm
29:18.42 actually able to add this tab called the
29:21.36 one-on-one so if I choose partometrics
29:23.46 here
29:24.78 there's something called the one-on-one
29:26.22 and a full project View
29:27.96 what the full project view is is it
29:30.00 actually is you can attach a project
29:31.92 that you have in part Matrix into this
29:34.08 conversation with your team member but
29:36.30 you can choose a one-on-one view instead
29:38.04 and then select the person right so I
29:40.08 can select the person here
29:41.94 I already have one installed so I'm
29:43.38 going to show you that how it looks so
29:45.06 when I go to this one-on-one this is
29:47.82 actually the the standard solution so I
29:50.10 have a different demo environment here
29:51.66 but you can see actually it shows me
29:53.46 everything I have in common with that
29:55.68 person directly inside the per Matrix
29:58.44 chat view inside teams so I don't even
30:0.84 have to go into part of the Matrix to
30:2.22 see the stuff I have in common with
30:3.36 anybody so what that means is that you
30:5.28 can for all the team members that you
30:6.84 work with simply go to um the plus icon
30:10.68 here add part of Matrix one on one with
30:13.20 all of them and now you're able to
30:15.00 create tasks really really easily while
30:17.82 you're in the conversation with them
30:19.08 inside teams so our team's Integrations
30:21.12 allows you to do all of that
30:22.92 and then not only that when you're in
30:24.66 the chat
30:25.68 um you can actually attach
30:27.84 um
30:28.62 actually this is our standard solution
30:30.48 so I'm not going to show you that one
30:32.16 um but you're able to go and actually
30:34.44 um if you're using the standard pretty
30:35.82 Matrix app you're able to pull in pretty
30:39.00 Matrix task and actually send that to
30:40.86 people directly here inside the team's
30:42.96 conversation
30:44.52 one other thing I'll show you now is our
30:46.14 Outlook Integrations
30:47.52 um so the vast majority of you know of
30:50.16 customers out there use are
30:53.52 Outlook integration as a way to manage
30:55.32 their emails so if you go to the App
30:57.48 Store um so if you go to the Outlook app
30:59.76 either it works in both the web app as
31:2.04 well as the native app you go to the
31:4.20 add-in App Store search for pretty
31:5.94 Matrix HIPAA you can add that once you
31:8.40 do and you have an email that that
31:10.86 arrives you're able to prioritize this
31:12.66 email
31:14.10 of course you can always flag emails
31:15.96 right that's what everyone does the
31:17.52 problem with flagging is that if you
31:19.38 have one flag email that's fine you have
31:21.66 100 flag emails you're in trouble so
31:23.52 what pretty Matrix allows you to do is
31:25.14 actually take that email and actually
31:26.52 prioritize it so the way it works is
31:28.08 very simple let's say I have an email
31:29.70 that I want to prioritize I click on
31:31.80 this dot dot dot I go to part of Matrix
31:33.72 here I open part of Matrix panel what it
31:36.12 does is it opens part of Matrix on the
31:37.98 right hand side here
31:39.60 I'm able to capture email when I click
31:42.54 on capture email what it does is it
31:44.70 allows me to take this email and convert
31:46.44 it to an action item so I'm going to
31:48.60 move it into that team priorities
31:50.34 project
31:51.90 I can choose which quadrant belongs in I
31:54.42 can assign it to people I can set a due
31:56.16 date but I'm just going to go ahead and
31:58.20 press create action item
32:0.48 so what it just did is actually create a
32:3.48 task inside pretty Matrix from this
32:5.46 email and what's neat is that actually
32:7.68 that email is attached here so imagine
32:9.96 if I was assigned it to somebody else
32:11.94 write to another team member they can
32:13.92 actually view the email and the content
32:16.02 of the email itself is in the notes so
32:19.02 um use case let's just say a customer
32:21.24 send you an email and that cut that or
32:23.76 an external client like with your
32:25.14 external person in particular send you
32:27.18 an email and now you want to go and you
32:28.92 want to assign that to the relevant
32:30.66 person or you want to pull somebody else
32:32.64 to have that conversation well part of
32:34.68 Matrix allows you to go and convert that
32:36.54 email into the task assign it to the
32:38.82 person in the other pre the other people
32:40.80 can actually go and review that email
32:43.32 and actually take actions on it
32:46.80 what's neat is that
32:49.38 um you can have a chat about this right
32:51.06 directly inside here so again in the old
32:54.54 ways what you would do is what you would
32:56.52 forward that email to somebody else and
32:58.26 then you start chatting about it and say
32:59.94 hey could you do XYZ et cetera what part
33:2.04 of Matrix allows you to do instead is
33:4.02 create that action item prioritizing a
33:6.96 certain quadrant so that everyone knows
33:8.58 that hey this is an important email and
33:10.86 then not only that you can chat about it
33:12.60 inside the periodrix conversation here
33:15.72 and what's neat about it is that the
33:18.00 customer doesn't necessarily get a bunch
33:20.04 of doesn't get a bunch of emails right
33:21.60 because we don't want more emails to
33:23.46 pollute your inbox instead you have this
33:26.46 context based conversation and you can
33:28.68 talk about it you can set due dates you
33:30.30 can add notes you can add files and
33:32.46 documents Etc directly from here so
33:35.58 that's how this this works
33:37.98 um but I can also take an email and I
33:41.82 can attach it to an existing task so
33:44.10 earlier um you saw how I pressed the
33:46.26 capture item capture email here to
33:48.60 convert a task but actually I can also
33:50.58 take the same email and if I hover over
33:53.04 an existing task I'm able to attach it
33:55.02 here as well
33:57.36 one of the things that's really helpful
33:59.10 here is actually to keep things within
34:1.92 context again let's say if it's an email
34:4.56 about a certain initiative or from an
34:6.54 external customer and you already have a
34:8.40 task for them you can actually take that
34:10.08 email and attach it to an existing task
34:11.82 now everyone who's involved within that
34:14.16 task actually has a similar context so
34:16.92 again to summarize how the email
34:19.32 integration works is it's just that you
34:22.08 have so many different channels right
34:23.64 now of communicating right you're
34:25.20 getting messages and teams you're
34:26.88 getting messages by email
34:29.22 um and then you know your manager might
34:30.84 be using various task management
34:33.24 software to assign you tasks and say hey
34:36.24 do this and then somebody else send you
34:37.98 an email and say hey do that so what
34:39.66 part of Matrix does is it actually
34:40.92 brings it all together into one central
34:42.78 place so then when you're inside Outlook
34:45.00 you see everything you have to do when
34:46.62 you're inside teams you see everything
34:48.06 you have to do and then when you go to
34:49.56 the web app you see everything you have
34:50.88 to do but not only that you see it
34:52.68 within the context of
34:54.90 the priorities so you saw how I
34:57.84 converted that email to a task it shows
34:59.76 here in one central place I don't have
35:1.98 to switch contacts I don't have to jump
35:3.48 to another application I can see
35:5.46 everything that I have to do directly
35:7.74 here
35:9.14 so this is where I actually will pause
35:13.20 um this particular presentation and you
35:15.48 know
35:16.14 the reason is there's a lot more
35:18.12 capabilities inside pretty Matrix but
35:20.34 what I wanted to do today is actually
35:22.20 show you just what protomatrix HIPAA is
35:25.14 capable of doing
35:26.58 um so for those who are familiar with
35:27.90 pretty metrics are ready protomatrix
35:29.58 HEPA is very similar there's a couple
35:31.20 things that's missing in order to be
35:33.30 compliant for HIPAA reason but at the
35:36.12 same time part of Matrix has that
35:37.80 Outlook integration has that Microsoft
35:39.60 teams integration and then works really
35:42.30 well inside the web app
35:45.48 and again if you go to hipaa.pm on your
35:48.72 desktop on Windows or Mac or on your
35:51.78 mobile device or on your iPad you see a
35:54.36 very very similar interface and all your
35:56.82 data is available in one central place
35:59.28 there's a lot of other Integrations that
36:2.58 we actually have available and that we
36:4.50 will be also migrating to the HIPAA
36:6.42 solution including the ability for you
36:8.82 to actually
36:9.96 um
36:10.62 have connectors with Microsoft so for
36:13.86 example I'm just going to show you
36:14.88 really briefly here be able to for
36:16.68 example ingest Microsoft forms into a
36:19.74 pretty Matrix using power automate and
36:21.42 that works with the HIPAA solution as
36:23.22 well and this is something that we
36:24.66 provide support for our customers to do
36:26.94 and we're able to also do a lot of other
36:29.10 automation through the Microsoft power
36:31.26 automate um system as well
36:36.60 with that I'm going to end this Con this
36:40.14 conversation this presentation
36:41.88 um and I want to again let me show you
36:43.62 the um
36:46.08 the resources we have here
36:48.30 um again the website is hipaa.pm please
36:50.88 please feel free to send us a message to
36:52.92 supportive affluence or myself hiat
36:54.90 affluence if you have any particular
36:56.04 feedback
36:57.12 um and then this webinar will be
36:58.44 recorded and we'll display it um on
37:0.96 affluence.com webinars if you have any
37:4.08 open questions please shoot us an email
37:7.02 we're more than happy to to dive further
37:9.18 into it again this was meant to be
37:10.74 introductory so we actually didn't cover
37:12.60 all the capabilities
37:14.10 um if you want to see the full
37:15.36 capabilities of part of meatrix you can
37:17.22 also see see some of our other webinars
37:19.20 our introduction as well as our Advanced
37:21.30 webinars that covers the Gantt charts
37:23.40 the workload reports in a little bit
37:25.26 more details
37:26.58 hey
37:28.14 um I allowed everybody to mute
37:29.94 themselves and open the camera so we
37:32.10 have a few minutes real time but if you
37:33.54 want to spend five ten minutes on asking
37:36.00 any questions we'd be happy to address
37:37.74 them and I believe Mona has one so go
37:40.68 ahead and unmute yourself
37:55.38 if there's feedback maybe you can type
37:57.42 it and then we can read it out
38:6.12 you can also go ahead and send it in the
38:8.16 chat and I'd be happy to read it out and
38:10.38 answer it as well
38:30.18 if you go to affluence.com webinars um
38:33.30 this URL here uh you can actually see
38:35.46 all the other recorded webinars So we
38:37.74 actually have deep dive into basic
38:40.38 capabilities of protomatrix and
38:41.70 directory as well as advanced one as
38:43.98 well as our Outlook Integrations our
38:45.90 teams Integrations
38:47.28 so I'll send that link here as well in
38:49.44 the chat for you
39:9.18 Perfect all right so
39:12.30 um with that um I think we'll go ahead
39:14.22 and conclude this call but again feel
39:16.20 free to reach out to us hi at
39:17.40 affluence.com or supported affluence.com
39:19.92 um one of the things that we want to do
39:21.06 with our HIPAA solution is again to
39:23.22 provide
39:24.54 you know a a different approach
39:27.90 um to project and task management that
39:30.36 you have today
39:32.10 um as I understand you know what happens
39:33.96 is that there are many many
39:35.34 organizations that actually have strict
39:37.32 requirement on security data compliance
39:39.48 and so forth so what we've taken is
39:41.28 we've taken the core of part of Matrix
39:43.38 and then providing a HIPAA compliant way
39:45.72 and then bringing importing that
39:47.94 Microsoft teams and Outlook Integrations
39:50.16 into the HIPAA solution so that's
39:53.88 something that we're continuing to to
39:56.34 improve we'd love to get your feedback
39:58.74 on the application if there's missing
40:0.48 capabilities that you miss from the the
40:3.12 standard app please let us know but
40:5.76 other than that keep an eye out on our
40:8.04 HIPAA app and you're going to see a lot
40:9.72 more capabilities added as added as well
40:15.48 thank you all