INTRODUCTION TO PRIORITY MATRIX

2.88s all right we'll go ahead and get started
4.62s first of all I want everyone to know
6.90s that this meeting is being recorded and
9.42s we'll be posting it the recording um
11.58s afterwards so if there's any questions
13.50s that you have
15.36s um you can always go back and review the
17.16s video as needed
19.20s the second thing I want to mention is
20.76s that there's a chat section there and so
23.16s you're able to type messages and
24.84s questions during the webinar if I get a
28.44s chance to take a look at it I'll try my
30.42s best to answer it to make sure that you
32.40s are able to get the answers that you
34.50s need
35.70s and with that I'm going to go ahead and
37.32s get started first of all thank you very
39.84s much um for everyone that's attending
41.40s here today and of course all to all the
43.08s folks I'll be watching this afterwards
44.64s as well my name is hi I'm co-founder of
47.28s affluence the company behind pretty
48.72s Matrix so I've been
51.72s working on project management task
53.76s management for a very very long time
55.38s talk to thousands of customers over the
58.74s course of many many years and so with
1:1.38 that what I want to do in this webinar
1:3.48 is to give you an introduction to pretty
1:5.76 Matrix the goal is very simple the goal
1:8.16 is to make sure that if you walk away
1:10.38 from this meeting today that you're
1:12.18 going to go to
1:13.38 understand what party Matrix is
1:15.30 understand the challenges that you have
1:17.88 and how it all ties together for you to
1:19.68 get the most outer part of Matrix with
1:21.12 the least amount of work
1:23.46 this meeting is not intended to be
1:25.26 comprehensive there are many many
1:27.12 capabilities that we will not go into
1:28.98 but hopefully you'll get enough value
1:31.02 out of it that you'll come back asking
1:33.06 for more
1:40.62 so let me ask you a question
1:42.84 are you always focused on work with the
1:45.96 most impact and that's something that we
1:48.42 talk to customers all the time and
1:50.64 there's three common challenges that I
1:52.68 feel based on my conversation with many
1:55.08 many customers that they have first of
1:57.96 all there's a challenge around team
1:59.94 members having a trouble understanding
2:2.10 of what's the priority right now too
2:4.98 often we have long list of everything
2:7.92 that's important but then when it comes
2:10.08 push comes to shove do we really
2:12.12 understand the few things that actually
2:14.46 is it the more that we have the more
2:17.76 that we'll get confused if everything's
2:19.92 important then nothing is important
2:22.62 second
2:24.06 it gets harder and harder to keep track
2:26.46 on the status of work across many areas
2:28.80 of responsibilities if you have five
2:30.90 things to do that's fantastic no problem
2:32.94 at all but you have 50 things to do
2:34.52 across three different projects or three
2:36.96 different initiatives
2:38.58 um going everything from your current
2:40.68 work to your future planning your career
2:43.38 planning then what do you do how do you
2:45.00 focus on your time and that gets harder
2:47.10 and harder
2:48.54 and the third is that today's
2:50.64 environments of so much connectivity has
2:53.88 actually created a very stressful
2:55.26 environment this happens to me I get so
2:57.90 many emails so many chat messages so
3:0.18 many meetings that sometimes it's
3:1.62 extremely difficult to keep track of all
3:4.26 of those and actually tie it back to the
3:6.18 work that you have to do so context
3:8.16 switching is something that bothers us
3:10.14 all
3:13.86 so what is part of Matrix part of Matrix
3:16.44 is a comprehensive email priority and
3:18.60 project management software to help
3:20.22 teams manage emails conduct more
3:22.38 efficient meetings and get real-time
3:23.82 status updates on projects and
3:25.38 priorities
3:27.06 so let me give you a really quick
3:28.26 overview on how pretty Matrix tackled
3:30.30 those three problems that I mentioned
3:32.22 first
3:33.84 in order to help understand priorities
3:35.40 party Matrix uses the four quadrant
3:37.38 method which I'll go into as the core
3:39.84 methodology you promote effective
3:41.40 prioritization what we strive to do with
3:43.92 party Matrix is to help you communicate
3:46.14 priorities across the entire team or
3:48.84 even the entire organization so that
3:50.58 everyone's on the same page
3:53.34 and then in order to keep track of the
3:55.20 status of across so many areas of
3:56.70 responsibilities party Matrix provides
3:58.38 you the views to order the view such as
4:1.14 the one-on-one view the agenda view the
4:3.06 timeline view to help you understand
4:4.86 what needs to be done within the right
4:7.26 context in the context of a person the
4:9.66 context of time or the context of
4:11.88 something else
4:13.92 and then because we get so many messages
4:16.40 across all these different channels
4:18.48 pretty Matrix provide Integrations into
4:20.88 systems that you already use
4:23.16 we're probably one of the most
4:24.36 Integrated Solutions inside the
4:25.62 Microsoft teams and Outlook ecosystem
4:27.30 and what that allows you to do is
4:29.22 actually bring everything together into
4:30.84 one central place as a way to manage
4:33.48 emails prioritize tasks and then while
4:35.94 you're having meetings or conversations
4:37.32 with others be able to do effectively as
4:39.48 well now of course party Matrix Works
4:41.28 outside of teams but we also want to
4:43.62 make it available for you whenever you
4:45.84 wherever it is that you work
4:49.26 so what makes part of Matrix different
4:50.94 there's a couple of things but I'll
4:53.28 highlight the ones that really matters
4:54.78 which is party Matrix is a Microsoft 365
4:57.72 security certified solution
4:59.88 and it's the only one that's certified
5:1.80 in Outlook teams and web app so if
5:4.74 you're in it or uh you need to get it
5:7.92 approval that's something that actually
5:9.30 really helps that means we are actually
5:10.80 certified by Microsoft to meet industry
5:13.20 standards we're also Microsoft outlook's
5:15.30 editor's choice and of course one of the
5:17.76 things that we're starting to do is
5:18.96 leverage AI in order to help you and
5:21.72 your your organization achieve goals
5:25.02 okay
5:26.16 we also saved you Time by providing the
5:29.10 opportunity for you to create templates
5:30.66 in order to standardize your workflow
5:33.54 and then lastly party Matrix is
5:35.76 available as a standard SAS solution
5:37.50 which is software as a service as well
5:39.72 as a HIPAA compliant solution and an
5:42.24 Azure government Cloud solution as well
5:44.04 of course our Enterprise deployments so
5:47.10 if you have any of those questions
5:48.12 please feel free to reach out to us
5:51.66 so let me jump into the idea behind
5:55.98 prioritization so there's a famous quote
5:58.26 attributed to former President
5:59.34 Eisenhower what is important is seldom
6:1.62 urgent and what is urgent is seldom
6:3.12 important
6:4.68 so what does that really mean what
6:6.66 happens is that imagine
6:10.02 if
6:11.46 every single day you're looking at the
6:13.74 things that you gotta you have to do and
6:15.78 the first thing you do is you look at
6:16.98 your phone and your phone is sending you
6:18.72 emails messages and so those things are
6:21.12 urgent that require your attention but
6:22.86 is it what you really should be focusing
6:24.72 on as opposed to actually tasks that
6:26.64 you've been planning for over the past
6:28.74 weeks days and months and so if those
6:31.98 are the things that will actually impact
6:33.72 your work and your goals shouldn't you
6:36.06 be focused on that instead of checking
6:37.86 emails and responding to the last email
6:40.02 that comes in so if we were to take this
6:42.72 concept
6:43.86 and actually one thing that I'm going to
6:45.78 ask you as a challenge at least do it in
6:48.84 your mind or if you're able to do it
6:50.52 today that's fantastic which is to get
6:52.74 out a piece of paper and start writing
6:54.42 down all the things you have to do
6:57.30 and this is the best thing is to focus
6:59.58 on your work but then also you can have
7:1.56 a different category for uh your goals
7:4.56 or anything your career or family Etc
7:7.32 and then I'm going to ask you to do
7:8.88 something else which is if you were to
7:10.86 look at this list how do you decide what
7:13.08 to work on do you start at the top or do
7:14.58 you start at the bottom and if you have
7:16.08 to add more if you start at the top or
7:17.28 just at the bottom so instead of having
7:19.86 one long list imagine if you took all
7:22.20 those things and you followed this
7:24.18 concept of looking at what's truly
7:26.76 important versus what's not important
7:28.44 and what are the things you have to do
7:30.18 right now versus something that you can
7:31.92 do in the future so then if you were to
7:34.02 take that list and start breaking over
7:35.52 to these four buckets we call them
7:37.44 quadrants you have the things that are
7:39.18 due now right those are the things that
7:40.74 are important and Urgent perhaps and
7:42.36 then the things that are important that
7:43.56 you should start planning for and then
7:45.48 the things that perhaps you could
7:46.56 delegate out and Outsource to somebody
7:48.42 else who can do it better and then
7:50.28 finally the inbox which is sort of the
7:51.96 catch-all of everything else that you
7:53.40 don't know where they belong
7:55.80 so if you were perfect at managing your
7:58.86 priorities and everything else quadrant
8:1.44 one would be relatively empty which is
8:3.78 the do now section because what you're
8:5.64 doing is you're actively planning for it
8:7.86 right in quadrant two and then if you're
8:10.32 a manager or uh you're managing key
8:13.86 initiatives and if there's work that
8:16.32 somebody else can do either better than
8:18.06 you or actually more effective than you
8:19.80 or actually their time your time is
8:22.62 better spent somewhere else that's where
8:24.30 the delegation comes in so that's what
8:26.94 party Matrix is all about part of Matrix
8:28.74 takes this
8:29.96 visual there's this quadrant that you've
8:33.54 written on a piece of paper make it
8:35.16 digital and then now when you walk
8:37.26 around the office come start comparing
8:39.24 notes imagine if you wrote you'd written
8:41.58 down all these priorities that you've
8:43.02 been considering and then you go and
8:44.94 actually you talk to your manager and
8:46.80 you talk to your direct reports and your
8:48.42 colleagues do they agree that's the key
8:51.06 question here because if they do agree
8:52.98 if everything is perfect you don't need
8:55.14 part of Matrix in fact
8:57.42 my argument is that
9:0.18 success from party Matrix isn't from
9:2.94 finding the things that everyone agrees
9:4.38 on because that's obvious it's about
9:6.18 discovering the things that you disagree
9:8.76 on because what happens when you have
9:10.44 disagreements it means that somebody
9:12.06 else is going to work on something that
9:13.98 they shouldn't be working on or you're
9:15.60 going to spend time not doing something
9:17.76 that you should be doing and so when you
9:20.58 have this digital version of the four
9:22.26 quadrants and you're looking at it
9:23.82 across all the key initiatives then you
9:26.52 can create that alignment and the
9:28.74 hardest part about using protein matrix
9:30.36 the hardest hardest part about using
9:32.64 pretty Matrix is actually going and
9:35.70 deciding which of those quadrants
9:38.76 your tasks belong in and so my argument
9:42.48 is that if you are able to do that if
9:45.60 you're able to overcome the the hassle
9:48.66 of actually just jotting things down and
9:51.12 prioritizing them and then communicating
9:52.74 to others then you can extract the full
9:55.14 value out of protomatrix
9:57.24 okay
9:58.86 so uh I do want to mention that the
10:2.22 webinars when we do post a recording
10:4.32 it's available at our website here and
10:6.72 then our contact is supported affluence
10:8.40 you can also reach out to me hi and
10:9.72 affluence and with that I'm going to
10:11.52 actually jump into the demo itself of
10:14.04 pretty Matrix and walk you through
10:21.06 so now I've opened party Matrix in this
10:24.36 particular case I've opened protomatrix
10:26.34 inside the Microsoft teams app but of
10:29.34 course part of Matrix Works outside of
10:31.02 teams we have desktop versions we also
10:32.88 have the web app version and if you go
10:34.50 to partymatrix.com that's how you can
10:36.30 access the web app version or
10:37.56 affluence.com and click on web app now
10:40.44 when you have party Matrix
10:42.54 um installer Microsoft teams you can go
10:44.16 to the apps here and install pretty
10:45.48 Matrix you can pin it on the left panel
10:47.70 here now when you are in pretty Matrix
10:49.98 you have these Concepts called projects
10:51.54 and project is one of those things where
10:53.46 you can think of it as each project is a
10:56.28 quad a set of quadrants right and so
10:58.38 that could be a project for your
10:59.82 personal priorities the things that only
11:2.16 really you should care about and then
11:4.32 one that's maybe share with your manager
11:6.18 or your direct team so then this is
11:8.10 where everyone would be a line should be
11:10.20 a line on and then one for key
11:11.94 initiatives so I'm going to go ahead and
11:14.28 create
11:15.48 a project
11:17.34 um so you click add project and I choose
11:19.14 a blank project I'm going to call this
11:21.56 my team priorities okay now when you
11:25.62 create a project in part of Matrix you
11:27.48 have many many different options for you
11:29.88 to choose from and that might be
11:31.68 including the templates and so forth I'm
11:33.78 going to go ahead and stick with the
11:34.80 party Matrix template I can choose a
11:36.42 color coding and I'm going to choose
11:37.68 this I'm going to add project as you can
11:40.08 see what I've just created is that
11:42.12 digital version of that four quadrons I
11:44.82 mentioned to you the do now do later
11:47.04 delegate and postpone instead of
11:49.26 postponed you can think of postponents
11:50.70 or if you're that inbox
11:52.44 and that's it that's how you create a
11:54.00 project very very simple very very
11:55.86 straightforward now the next thing you
11:57.90 want to think about is
11:59.70 what are the things
12:1.62 um that you that you might want to do so
12:3.30 this is my team priorities right so what
12:5.70 I talked about earlier which is the
12:7.86 challenges of keeping the team aligned
12:9.66 so I'm going to go ahead and say
12:12.54 let's check
12:14.76 um review
12:18.72 are quarterly goals okay and then what
12:22.74 happens is when I create a task in per
12:24.48 Matrix one of the things that we allow
12:26.40 you to do is actually use natural
12:28.92 language
12:30.42 um use natural language in order to
12:31.68 create due dates and so forth so when I
12:33.72 say review our quarterly goals do in
12:36.84 three weeks and now I can create a task
12:39.18 now when I choose to create this action
12:41.28 item one of the things I can do is I can
12:42.66 also change owner now it defaults to me
12:45.42 but what happens is I can assign it to
12:47.34 somebody else maybe a teammate a
12:48.78 colleague my manager or my direct report
12:51.24 Etc and go ahead and create the task
12:53.70 and you can see how that is extremely
12:56.40 easy to create a task you can just go
12:58.68 through and create as many of the these
13:0.60 different action items as you need and
13:2.64 our natural language system actually
13:3.96 interprets that do in three weeks for
13:5.94 you and so now instead of you having to
13:8.46 set a due dates it just says oh doing
13:10.08 three weeks on that's July 18 2023 and
13:12.96 that's already created
13:15.90 now when I create a task on the right
13:18.06 hand side is the What's called the item
13:21.06 details and the item details is pretty
13:22.80 simple what it is is breaking down that
13:25.32 task into
13:26.84 additional metadata that might be
13:29.34 relevant to this task
13:31.08 for example the project gets in the name
13:33.54 of the task now if it's something that's
13:35.46 really important I can do a star and if
13:38.16 I star it then our system knows that hey
13:40.26 this is actually really important and
13:41.52 we'll start surfacing up in the
13:42.78 appropriate areas and then if you go
13:44.64 down a little bit further you have the
13:45.84 owner right right now it's assigned to
13:47.40 me but I can go and I can assign to
13:49.80 somebody else for example I need to
13:51.54 assign it to a colleague and so if I
13:53.40 signed to a colleague one thing that's
13:54.60 really helpful here is I'm I'm still in
13:56.70 this task as a follower that means I'll
13:58.80 get the appropriate status update as
14:0.48 needed and then you have progress zero
14:2.82 to 100 when something's 100 it means
14:4.86 it's done effort which is different from
14:7.38 progress of course
14:9.00 um because not all tasks are created
14:10.98 equal some take an hour some takes
14:13.86 a day and some takes many many months
14:16.32 and then you have to due date as I
14:18.12 mentioned earlier but there's another
14:19.38 thing that's called reminders and that's
14:21.12 actually different because it's it's
14:22.62 helpful because this is something that I
14:24.54 use all the time personally which is one
14:27.12 when I set a due date let's say taxes
14:30.48 due in three months if I wait for three
14:33.06 months to get started I'm gonna be late
14:35.10 I can't get started on the day it's due
14:36.84 so a reminder is a way for you to say
14:39.36 hey actually remind me a week prior or a
14:41.88 month prior okay so I can go ahead and
14:44.28 click on this and I say
14:46.92 um
14:47.52 I would say remind me for example on the
14:51.60 30th
14:53.52 at
14:54.84 12 p.m okay and then I can also choose
14:57.66 the option to remind for all followers
14:59.34 so not just me but also my colleagues
15:1.26 imagine if you have a task that actually
15:3.18 has so many different people on it then
15:5.10 you want to make sure everyone's on the
15:6.42 same page and so that's an option that
15:8.10 you have and how often do you want this
15:9.90 to recur you want to remind everybody
15:11.70 every single week every single day
15:14.70 um until the task is done and that's how
15:16.50 I set a reminder and so now in three
15:18.42 days I'll get a reminder for a task
15:20.10 that's due in three weeks very very
15:21.96 straightforward and that's what party
15:24.00 Matrix is all about which is it should
15:26.94 be as easy as possible for you to create
15:28.62 tasks it should be as easy as possible
15:30.30 for you to assign to others now one
15:32.34 thing you saw was that I added into the
15:33.90 quadrant one but imagine if something's
15:35.70 lower priority I can actually just drag
15:37.50 and drop so it's very very
15:39.12 straightforward very easy for me to
15:40.74 reprioritize
15:42.42 so if I were to
15:44.40 um go further down this list there's
15:46.92 something called the chat section now I
15:49.20 mentioned to you how we all use
15:52.02 text messages or Microsoft teams or
15:55.68 emails the problem that happens all the
15:58.32 time is context right if you are in the
16:1.62 same thread in a conversation and
16:3.54 talking about 15 different things it's
16:5.94 going to be very difficult to review and
16:8.88 look at the history of the conversation
16:11.40 that you have about the specific task so
16:13.98 inside pretty Matrix we have a chat
16:15.66 section in the chat section is related
16:17.94 only to this task and what's extremely
16:21.00 helpful about it is it helps you
16:23.04 understand
16:24.50 decisions made many many many months ago
16:28.56 and so inverted Matrix everyone who's in
16:31.50 this task can go and chime in and say
16:34.26 what's the status
16:38.58 of this task
16:40.74 right are we still having it
16:44.52 and somebody else can chime in and
16:46.44 respond and now you have this
16:47.70 conversation around that and it's within
16:50.28 this context and you can review this
16:51.90 because everything is timestamp
16:54.48 one of the things I showed you earlier
16:56.16 was the ability to set due dates when
16:57.90 you create that task well inside the
16:59.64 chat section you can do the same thing
17:1.14 so let's just say if I change my mind on
17:3.54 the do in three weeks I'm going to say
17:4.98 do in one month instead pretty Matrix
17:8.04 actually interprets that for you and
17:10.08 help you change the due dates as needed
17:12.48 and then instead of setting reminders I
17:14.64 can actually say remind everybody daily
17:17.64 and so now what that does is part of
17:19.56 Matrix will send those reminders as
17:21.30 needed until this task is done so if you
17:23.76 have something that's truly important
17:25.38 for a client a customer
17:27.54 um or a report that is due it's a very
17:30.12 very helpful way to surface that up to
17:32.28 ensure that nothing falls through the
17:33.78 crack as we talked about earlier
17:35.60 focusing allowing you to focus on the
17:37.86 high impact task
17:39.66 and as you can see whenever there's a
17:41.46 green text it means that our system
17:42.84 tries to interpret it for you
17:45.78 I can also actually assign it to other
17:47.82 people directly from here as well but
17:49.56 I'm just going to go and say assign to
17:51.60 me now and so I'll take back ownership
17:53.34 of the task and you notice that when I
17:55.56 take back ownership of the task one
17:57.60 thing that will happen
17:59.28 um is that
18:0.72 these avatars will will update right and
18:3.36 so now it changes back to me and it
18:5.22 changes back to me there can only one
18:6.78 owner per test and that's on purpose
18:8.76 because you wanna at the end of the day
18:10.56 you want responsibility to be very very
18:12.66 clear and so there should only be one
18:14.64 person assigned but everyone else who
18:16.26 needs to follow it can be followers and
18:17.94 you can add understand followers as
18:19.26 needed so from my perspective when I use
18:21.60 pretty Matrix I always follow the tasks
18:24.30 that I am curious about and then when I
18:26.70 assign tasks to others I'm automatically
18:28.86 at as a follower so then I know that
18:30.66 they actually get it done
18:32.16 and then beyond the chat section you
18:33.96 have the notes which is where you can
18:35.28 add additional details about the task
18:37.02 it's not where you add Rich texts and so
18:39.54 forth if you want the rich tax you can
18:41.28 go and attach a word doc
18:43.68 um or you know a link to your Excel
18:46.80 sheets or whatever it is but in here you
18:49.68 can add notes you can add bullets and
18:51.24 you can add subtasks right so for
18:52.68 example I can do subtest one
18:55.80 on subtask two
18:58.14 subtask three and that's that's all you
19:0.36 that's um that's how you create
19:1.80 subtasking for the Matrix and then as
19:3.78 you go down to the next section which is
19:5.34 called resources and this is where we
19:7.56 talked about
19:9.48 um what happens is when you have a task
19:11.28 you might have emails associated with
19:13.14 files associated with it pretty Matrix
19:14.94 allows you to attach all of those things
19:16.62 as resources so for example I can attach
19:19.26 a file a document that I'm working on
19:21.42 right for the quarterly goals maybe you
19:23.34 have a word doc that's actually list my
19:24.96 quarterly goals and then at the same
19:26.82 time I can actually link to other
19:28.32 product Matrix items as well one of the
19:30.60 neat things about pretty Matrix is
19:31.92 everything has a link to it so what that
19:34.26 means is that you can go and you take a
19:35.88 project a task and Link all those things
19:37.74 together and because of that you can
19:39.66 actually create dependencies and if you
19:41.88 create dependencies and part of Matrix
19:43.38 you can actually use that to build
19:45.90 everything from Gantt charts Etc so for
19:48.84 example
19:49.80 I'm going to show you how to do that
19:51.18 real quick
19:52.56 um I'm going to add one more task which
19:55.08 is
19:56.34 um create new quarterly goals okay I'm
20:0.06 just gonna create a task here I'm going
20:1.92 to say do in two months
20:5.10 and actually one thing I want to show
20:6.84 you real real quick is this capability
20:9.06 we have around Ai and I talk about how
20:12.30 AI exists in so many different places
20:14.34 and you're going to hear more and more
20:15.84 but with part of Matrix the AI is only
20:18.36 there to actually help you with very
20:20.70 very
20:21.66 um
20:22.20 with simplifying the things that you
20:23.82 have to do and so in this particular
20:25.20 case I'm going to click on fill with AI
20:26.76 so what it's doing is it's actually
20:29.04 looking at your task and then make
20:32.16 suggestions on the subtasks or details
20:35.40 as needed and this is where we try to
20:37.62 save you as much time as possible and so
20:39.72 you can see how this actually went and
20:41.88 created this task in real time
20:44.34 um describing the quarterly goals as
20:46.08 well as all the subtasks that I need I
20:48.00 didn't have to create any of this our
20:49.92 system goes and learn and create that
20:51.90 for you in order to save you time and
20:53.22 effort and now I create that task so now
20:55.44 I have a second task
20:56.94 and then I'm going to link that task
20:58.38 together like I mentioned to you and I'm
21:0.78 going to say that this task goes after
21:2.34 that and now I've just linked my tasks
21:4.56 together in pretty Matrix so when we
21:6.60 talk about ensuring that we are focused
21:8.94 on our key tasks and our goals well
21:10.98 pretty Matrix gives you the opportunity
21:12.90 to go and actually bring it all together
21:14.70 into one central place and show you how
21:17.40 it all comes
21:18.90 um together to ensure that you get this
21:20.88 done before you get this done and that's
21:23.16 how pretty Matrix Works in a nutshell
21:25.26 with respect to task
21:29.04 second thing that we talked about which
21:31.08 is providing views of the data within
21:33.72 the right context
21:35.48 so here is the quadrants right and we
21:39.18 see how this quadrant can show me the
21:41.34 various priorities and so forth and
21:43.68 imagine if you and your team members
21:45.12 were sitting down and looking at this
21:46.62 quadrants it is very very easy to see
21:49.44 where you are misaligned because if
21:51.72 everyone agrees hey these are all the
21:53.70 priorities number one these are the next
21:55.86 level priorities then you're set right
21:58.02 and so that's how you can have much more
22:0.18 effective meetings because suddenly
22:1.98 everything that's aligned you can just
22:3.42 Skip and then you start only to talk
22:5.40 about the things that are misaligned
22:7.86 but pretty Matrix can take the same data
22:9.96 and provide you different views and so
22:11.46 at the very top here you actually can
22:13.20 flip through the different views in
22:14.46 pretty Matrix and see for example the
22:16.14 list view in my opinion the list view is
22:18.24 very helpful to see tasks that are
22:19.62 overdue because when they're overdue
22:21.30 they actually show up red and so when
22:23.22 you have more and more action items or
22:25.26 you and your teammates have more action
22:26.58 items you can go here and see sort it
22:29.22 and see what are the things that are
22:30.36 overdue what are things that haven't
22:31.92 been modified and then you can sort by
22:34.56 ownership and so on
22:36.72 you also have the calendar view so
22:38.58 anything that has that date on it of
22:40.80 course shows up here in the calendar
22:42.12 view so you see how I actually have the
22:44.46 item here and then instead of actually
22:46.38 changing the due date in a hard way I
22:48.42 can actually just drag the task around
22:50.88 and now I've re-prioritized I'm sorry
22:53.34 I've changed a due date on this and one
22:55.50 of the things that pretty Matrix does
22:56.70 extremely well is it keeps a history of
22:59.52 all of this for you so that we have
23:1.62 customers for example in the compliance
23:3.42 space where they have to prove that they
23:5.52 have to get some things done at a
23:7.14 certain time not only that if you assign
23:9.66 someone a task and you say hey please do
23:11.46 this for our customer within three weeks
23:13.62 and then that person change it to then
23:16.20 now you know it's in four weeks well you
23:18.60 want to know and so party Matrix keeps a
23:20.70 record of all that for you automatically
23:22.56 and you can print this record as needed
23:24.90 but you can see how easy it is for me to
23:27.00 re uh to drag and drop on the calendar
23:28.98 view and then finally you have that
23:30.90 Gantt chart that was what I mentioned to
23:32.46 you earlier now
23:34.20 you don't even have to be a project
23:35.70 manager to leverage this capability
23:37.26 what's neat about pretty Matrix is you
23:39.30 just link the tasks together and we
23:40.50 build that Gantt chart for you so then
23:42.36 if you have a project where you're
23:44.28 creating action items for
23:46.62 um your client and you have to do step a
23:48.24 then B then C well pretty Matrix can go
23:50.64 and create that Gantt chart for you you
23:52.44 can share that with your client
23:53.58 automatically and it's very very simple
23:55.32 and straightforward
23:57.24 so I'm going to go back to this quadrant
23:59.04 View
24:0.02 and so now I've described to you the
24:3.18 item details uh and I'm going to show
24:5.28 you how to edit a project itself so if
24:7.56 you click on this little eye icon right
24:9.24 here what it's going to do is going to
24:10.86 bring up what's called the project
24:12.12 details the project details it's pretty
24:14.46 simple the project name and again you
24:16.86 can start if needed and then let me show
24:19.62 you how to invite somebody so when you
24:21.48 invite somebody who's actually very very
24:22.86 straightforward you click on this plus
24:24.18 icon and you invite your team member
24:26.52 okay and this is how permission works
24:28.62 when someone's invited a project and
24:30.06 they accept that project they can see
24:31.74 all the tasks within it so what that
24:33.90 means is you know if you have a share
24:36.48 team project you go ahead and invite the
24:39.24 appropriate people and then you know
24:41.28 they can actually see all that and the
24:43.32 reason why this is actually really
24:44.40 helpful is this imagine if your
24:46.80 colleague right is on vacation or your
24:50.88 colleague is on maternity leave or
24:53.22 leaves the organization completely
24:56.16 how do you know what their priorities
24:58.02 were and so what's part of matrix it's
25:0.18 actually really straightforward because
25:1.56 once you have access to that project you
25:3.96 can actually go and see all their
25:6.06 priorities you can actually see these
25:8.16 are the things that they consider do do
25:9.72 now do later and then when you click on
25:11.88 each of those tasks you can actually see
25:13.26 all the details and so
25:15.42 using proteomatrix is more than just
25:17.34 about you and helping you understand
25:19.68 priorities so then you can work on what
25:21.48 matters but actually also ensuring that
25:23.94 the entire team is actually aligned on
25:26.82 all of this
25:27.90 and then as I scroll down you have the
25:29.94 quadrants and each of these quadrants
25:31.44 can actually be customized and this is
25:33.90 another thing that I think is actually
25:35.16 pretty helpful which is as you use
25:36.90 protein matrix more you might start
25:38.82 changing the quadrant names to reflect
25:41.04 your
25:42.60 to better reflect the terminologies
25:45.00 that's within your own organizations we
25:46.80 have customers that create
25:48.48 um document to for best practices
25:51.30 and then of course if you look at all
25:53.40 this other item details there's
25:54.72 additional information such as the
25:56.58 ability to go and assign this project to
25:59.28 a department Etc and that's something
26:1.68 that you can explore as needed within
26:3.90 your organization
26:5.52 so if I were to pause for this moment
26:7.98 um I would say that this is that 80 20
26:11.10 rule this follows that 80 20 rule what I
26:13.44 mean by that is if you were to use this
26:15.66 20 of the capabilities I've just shown
26:17.46 you here you've achieved 80 of the value
26:19.98 in part Matrix so what does that mean it
26:22.50 means one you create a project
26:25.38 again for your team priorities uh and
26:28.14 then from there you actually create
26:30.30 tasks with due dates you invite the
26:32.88 appropriate people to it and the moment
26:35.40 you've done all of those you've actually
26:37.80 already
26:39.06 created that visibility
26:42.06 um in terms of the team priorities that
26:44.22 you need
26:45.42 and then the second part of this is that
26:48.96 once you do this inside Microsoft teams
26:51.18 and in inside Outlook what happens is
26:54.36 that all that record is kept for you and
26:57.12 then you're able to go and start
26:58.38 customizing it as needed
27:1.14 so what I'm going to show you now is
27:3.06 actually some of the more advanced
27:4.92 capabilities
27:6.30 um that I think will actually help that
27:8.64 third part of the the problem that we've
27:11.10 seen which is how to manage that those
27:13.50 emails and meetings that you get and
27:15.36 tied all together into one in separate
27:17.64 Matrix so I'm gonna go ahead and open my
27:20.64 outlook here
27:22.02 um
27:22.92 let's see okay so I've opened Outlook
27:25.44 now if you go to Outlook one of the
27:27.54 things you can do is also go to the
27:29.10 Outlook app store so if you are not
27:31.26 aware of how to do that you go here
27:34.14 um and let me see here
27:36.54 um
27:37.80 you go to the Outlook app store and so
27:39.48 this depends on
27:43.08 look uh when you install pretty Matrix
27:45.48 for Outlook what happens is you can
27:47.52 click on this dot dot dot and part of
27:49.38 Matrix open here you see how there's an
27:51.18 option to get add-in if you don't have
27:52.38 that already so click on get add in and
27:54.36 install pretty Matrix but if you have
27:55.86 pretty Matrix installed you can go ahead
27:57.48 and open it here
27:59.34 so what happens now is that there's a
28:2.28 panel that opens up and what this
28:4.14 panelist allows you to do is take an
28:6.42 email and convert it into a task that's
28:9.30 what capture email means capture emails
28:12.06 means
28:12.96 take this task and help me prioritize it
28:16.02 right so
28:17.82 here's a here's something that happens
28:19.32 all the time you get an email that's
28:21.48 very very important
28:23.52 and you have to respond to it but you
28:25.68 can't respond to it now in fact you can
28:27.60 respond to it in until three weeks from
28:29.76 now so what do you do
28:31.44 you flag it okay flagging is great now
28:34.02 that brings to your attention but what's
28:35.64 going to remind you to go back and look
28:37.44 at this email in three weeks remember
28:39.24 actually what we you know imagine you
28:41.16 have to assign that email to somebody
28:42.78 else so which part of Matrix we take it
28:45.42 a step further than that flagging inside
28:47.64 your email management your email
28:49.50 software and instead what I can do is I
28:51.78 can capture this email and we
28:53.70 automatically
28:54.78 gather the
28:56.52 the subject as the task name and I can
28:59.82 go and I can choose what project belongs
29:2.28 in right so for example my team
29:3.78 priorities was the project we created
29:5.34 during this webinar and then I can
29:7.20 choose what quadrant it belongs in right
29:8.70 and so I'm going to choose delegate I'm
29:10.56 going to assign it to a team member and
29:12.78 I'm going to say do in two days so now
29:16.02 what I've just done is I'm taking an
29:17.88 email and I've converted into a task
29:19.64 what's really powerful about this
29:22.68 is that now you've created a task inside
29:25.68 pretty Matrix it has the emails it has
29:27.96 the right context you're assign it to
29:29.82 the person and then now you have that
29:31.62 item details right here just like you
29:34.38 saw when I showed you um the the web app
29:38.34 and what's really useful about this is
29:41.28 that you can have a conversation in here
29:42.96 around this task that you have to do for
29:46.02 your customer your clients or your
29:47.70 manager or your executive and you're not
29:50.58 going and polluting a thread an email
29:53.58 thread that ends up just creating more
29:55.68 and more chaos and then you start losing
29:57.48 track of it and because you have the due
29:59.34 dates and because you can set reminders
30:1.32 and because you've assigned it to the
30:3.00 appropriate people you can ensure that
30:4.92 this task will actually get done and
30:6.42 doesn't fall through the crack and so
30:8.16 that's how you convert an email into a
30:10.62 task one thing that's really neat is
30:12.84 that on the left hand side here because
30:14.52 I've created a task actually that's part
30:16.44 of Matrix logo shows up and so I'm going
30:18.96 to show you what happens now if I were
30:20.70 to go
30:22.02 and look at and look at the same task
30:24.18 again the same email again and I open
30:26.46 part of Matrix
30:27.96 you can see that instead of capture
30:30.24 email I had the option to open an item
30:32.58 so if I were to prioritize an email I
30:34.62 don't want to go create another task I
30:36.18 can actually open it instead but one
30:38.04 thing that's really uh helpful is
30:40.14 sometimes you want to have the ability
30:41.76 to attach an email to an existing task
30:43.56 well pretty Matrix is the only Outlook
30:45.84 solution that lets you do that which
30:47.58 allows you to hover over an existing
30:49.50 task and simply click attach and so
30:51.84 that's how you can attach an email to an
30:53.46 existing task because maybe you're
30:55.38 getting follow-up emails from an
30:56.82 external party about that something that
30:58.92 you've already done before and maybe you
31:0.42 have multiple emails attached to the
31:1.98 same task and that's how you do it
31:4.02 the other thing is you can pin for the
31:5.88 Matrix here so then every time you open
31:7.44 the email this panel stays open and
31:10.14 that's how email prioritization works in
31:12.72 separate Matrix so now I've shown you
31:15.24 the Outlook side I've shown you the app
31:17.46 inside team let me show you some of the
31:19.50 other capabilities deep within teams
31:22.02 that makes our system unique so again
31:24.48 this is not required for you to get
31:27.06 value out of part of Matrix right you
31:28.56 don't have to do this these extra steps
31:30.30 that I'm telling you but if you do one
31:32.28 thing that allows you to do is actually
31:33.90 take away that quote stressful
31:36.00 environment that I mentioned because it
31:37.92 allows you to
31:39.12 to hacks we'll have part of Matrix as a
31:42.00 central place to manage all those
31:43.86 priorities so I'm going to go ahead and
31:45.36 go to this chat so imagine if I'm
31:48.78 um talking to a team member here if you
31:51.42 click on this plus icon and you choose
31:53.28 protematrix
31:54.78 you get the ability to attach two views
31:57.36 the first is called the full project
31:58.98 view which means you can actually embed
32:0.96 a pretty Matrix inside a tab when you're
32:3.90 chatting with somebody
32:5.58 um but also you can add something called
32:6.90 the one-on-one view which is super super
32:10.16 helpful to understand the things you
32:13.20 have to do for another colleague so
32:15.48 imagine if this was my manager
32:18.24 or rather my direct report so when I go
32:20.88 here I already have the one-on-one
32:22.20 installed so I go ahead and open it and
32:24.36 you see I have the person selected and
32:26.76 what it's doing is it's actually taking
32:28.38 all my party Matrix action items and
32:31.08 show me all the things I have in common
32:32.94 with this person across everything and
32:36.78 so I have one central place to look at
32:39.42 this from a people-centric point of view
32:41.70 and not everyone does this because I
32:43.98 think this is where you know we talk
32:46.08 about all the different areas of
32:47.70 responsibilities that we have and we
32:49.50 usually talk about from the context of
32:51.00 project but what about the context of
32:52.86 people right because sometimes all you
32:54.96 want to do is you want to show somebody
32:56.88 hey these are all the things I have to
32:58.32 do for you
32:59.28 not just in one project but in 15
33:1.98 different projects across all these
33:4.08 different contexts and so pretty Matrix
33:6.00 flips all of that and takes that and
33:7.98 provide that view for you you see here I
33:11.04 can see all the tasks I have with
33:12.42 Eugenia and then I can see all the
33:14.82 things that are overdue as I mentioned
33:16.44 to you how you know these are the red
33:18.12 ones are overdue very very visual but
33:20.64 not only that when I have that
33:22.14 conversation with with the person I can
33:24.48 create the share task directly
33:26.94 in the beginning of the use case how
33:28.68 when was the last time you had a
33:30.42 conversation conversation with somebody
33:31.92 you brainstorm all these Amazing Ideas
33:34.62 that you're going to do and then two
33:36.42 weeks later you ask hey by the way did
33:38.76 you get that done and the person says oh
33:40.20 no I never wrote it down forgot about it
33:42.36 right so with part of Matrix you can go
33:44.34 and create that shared task which is do
33:47.64 cool things
33:49.80 you can create that task directly here
33:52.74 um due in two weeks and so now you can
33:55.08 see how I can choose what project it
33:56.64 goes in I can create the task and it
33:58.74 automatically add these two as followers
34:2.28 um you and the other person as followers
34:4.08 to this task and so then when you're
34:5.76 having that meeting you can do all of
34:7.32 this and you don't have to switch
34:8.64 context
34:9.90 and that is a very effective way to
34:12.66 capture information in real time while
34:15.54 you're having that meeting
34:16.86 and then not only that partometric takes
34:18.96 it further because imagine if you're
34:20.58 actually just having a conversation with
34:22.20 this person right imagine that that
34:24.06 person sent you this this message to say
34:25.98 Hey you know could you send me the
34:27.18 report party Matrix allows you to
34:28.80 convert that into a task too so you just
34:30.78 click on this dot dot dot icon create PM
34:33.12 item and voila you're creating a task
34:35.22 from a conversation you have with
34:37.74 somebody
34:39.18 one of the powerful things about protein
34:41.70 matrix is it actually links back to that
34:43.62 context and so imagine that you have a
34:47.22 conversation and you talk about many
34:48.96 different things and then you create a
34:50.70 task and then later on you forgot the
34:52.68 context because you've talked about so
34:54.30 many different things part of Matrix
34:55.74 links back to that moment in time when
34:58.14 you have that conversation inside teams
34:59.76 and so that's what makes our capability
35:1.08 very very powerful and you can see too
35:3.90 that partometrics allows you to attach
35:5.70 tasks and share within a conversation
35:7.98 with a person
35:9.90 and at a high level those are
35:11.58 integration Microsoft teams now I'm not
35:13.92 going to go into details but I want to
35:15.54 show you what else is possible
35:17.58 which is pretty Matrix is deeply
35:21.24 integrated into
35:23.76 um Microsoft teams and Azure and in
35:25.62 other ways as well so if you search for
35:27.48 the app in here party Matrix in the App
35:30.12 Store we also have these things called
35:32.28 workflow and this is sort of the next
35:35.10 level of productivity for you which is
35:37.44 you can go and actually
35:39.78 um create sort of what's called an if
35:41.22 this then that environment and so that
35:43.44 allows you to tie these things together
35:45.06 and create all these other automations
35:46.92 and what I want you to take away from
35:49.50 today's call
35:50.94 is how pretty Matrix helps you
35:53.34 understand priorities but it also has
35:55.86 the capabilities that exist for you to
35:58.98 take your entire organization to the
36:0.72 next level in terms of productivity not
36:3.12 just within the team but across the
36:4.68 whole organization by leveraging our
36:7.02 automations and our deep Integrations
36:8.70 into the Microsoft ecosystem
36:12.06 I've shown you a round part of Matrix is
36:17.52 the 20 of the capabilities
36:20.52 that
36:22.44 will give you 80 of the value and so if
36:26.58 you were to use protein matrix only
36:28.38 leveraging the things I've shown you so
36:30.18 far I believe that you will get the most
36:32.16 out of per Matrix right and then from
36:34.20 there you can take it further
36:36.12 so now it's on you to do several things
36:39.02 one if you have not signed up for a
36:41.40 party Matrix and use the app within
36:43.68 teams or Outlook then start doing that
36:47.04 second create three projects personal
36:49.62 priorities share team priorities and key
36:51.96 initiatives
36:53.40 and then third invite the appropriate
36:55.92 team members and Pitch them on why it's
36:58.26 important to focus on high impact tasks
37:0.18 and this is one of those things where
37:3.06 if you can create alignment within the
37:4.98 team you'll get so much out of pretty
37:7.08 Matrix and then the last part is to
37:10.08 create items in part of Matrix with due
37:12.36 dates
37:13.56 in the appropriate quadrants and make
37:16.26 sure that you don't drop them and so
37:17.88 pretty Matrix will send you those
37:19.14 reminders in many many different forms
37:22.08 to ensure that you actually are able to
37:24.90 focus on getting those things done
37:31.26 and there are some specific questions
37:34.08 those are something that we can address
37:36.00 and and send you a message afterwards if
37:39.00 there's are there any other questions
37:40.50 from the audience that um in terms of
37:42.96 the capabilities
37:44.46 in separate Matrix
37:51.00 and if there's no other specific
37:53.22 questions that's why I'm going to wrap
37:55.14 up this part of the presentation because
37:57.36 I think that this is where
38:0.06 um I want to show you how easy it is to
38:1.80 get started within within party Matrix
38:4.32 itself and so you're not having to go
38:7.02 and
38:8.22 um
38:8.94 install pretty Matrix install software
38:11.16 in many different places we worked right
38:13.26 out of the box with the Microsoft
38:14.88 ecosystem especially if you use Azure
38:16.98 active directory et cetera and then from
38:19.68 there you can create all of those tasks
38:21.48 and projects as needed
38:26.04 thank you very much and