Intro to Priority Matrix: overcoming challenges in prioritization to focus on high-impact tasks

Video presented by Hai Nguyen

Webinar on

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

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

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

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Video transcription (49:39.32) Stop scroll

1.92s all right good morning everyone I just
4.86s want to let you know that this webinar
6.30s is being recorded so whatever it is that
8.58s I talk about here today um we'll have it
10.44s posted online afterwards if you have any
12.30s additional questions or need to review
14.34s it you can actually access the video and
16.92s with that I'm going to go ahead and get
18.54s started
20.04s thank you all for um for being here
22.08s today uh today's webinar is an
23.70s introduction to part of Matrix and
25.56s talking about some of the challenges
26.76s that our customers face my name is Hai
29.40s Nguyen I'm co-founder of affluence uh
31.14s which is the company behind product
32.16s Matrix so over the course of the past
35.10s decade I've talked to thousands of
37.38s customers seen almost every single
39.48s possible challenges around
40.98s prioritization and understanding what it
44.58s is that you can do to make your
46.74s organization more effective more
47.94s efficient
49.56s so today's webinar is going to be
51.60s relatively high level what I mean by
54.06s that is you know we'll talk about how
55.44s pretty Matrix can help and how it can
58.08s actually uh you how you can get the most
59.76s out of party Matrix with the minimum
1:1.44 amount of work there's many many things
1:3.42 that we can't really go into details and
1:5.58 that's not the point anyways the other
1:7.62 thing I do want to mention too is that
1:9.36 there's a chat section here in the
1:11.16 webinar and so if you have a message or
1:13.92 you have some questions you can go ahead
1:15.90 and send us a message there and I'll
1:17.82 keep an eye out on it and if there's
1:19.14 something that I can answer I'd
1:20.52 certainly be happy to
1:22.38 foreign
1:23.34 other than that let's get started
1:27.54 so the question I have for you is are
1:29.40 you always focused on work that has the
1:32.10 most impact and there's three challenges
1:35.04 that's very recurring that I've seen
1:37.38 over and over again which is one within
1:40.14 an organization team members have
1:41.70 trouble understanding what's priority
1:43.62 right now and that's typically the the
1:46.50 challenge when we have more things to do
1:48.54 than the resources to do that if we have
1:50.58 five things to do and the ability to
1:52.20 tackle all of that easy peasy but what
1:54.72 happens is typically you have a lot more
1:56.88 and then organizations have trouble
1:59.46 understanding what each person should be
2:1.86 working on to get the most impact
2:4.56 and this corollary to that is it's
2:7.26 really hard to keep track on the status
2:8.76 of work especially when you have many
2:10.32 areas of responsibilities no longer are
2:12.66 we focused on one single
2:15.54 um project or one single initiative
2:17.52 instead we're being pulled in so many
2:19.32 different directions
2:20.76 and not only that the communication
2:22.86 around all of those challenges actually
2:25.50 come from so many different sources as
2:27.36 well we get emails text messages teams
2:31.26 messages slack messages and this creates
2:33.54 a very stressful environment with far
2:35.58 too many contacts
2:37.20 and if this resonates with you then
2:40.14 that's one thing I want you to recognize
2:41.76 is that you're not alone in fact the
2:43.50 vast majority of us face this every
2:45.60 single day myself included
2:49.02 so comes part of Matrix and so what is
2:52.08 part of Matrix party Matrix is a
2:53.76 comprehensive email priority and project
2:55.86 management software to help teams manage
2:58.08 emails conduct efficient meetings and
2:59.76 get real-time status updates on the
3:1.98 critical projects and priorities at the
3:4.38 end of the day party Matrix is a
3:6.18 communication tool so what that means is
3:8.52 it's helping you communicate to the rest
3:12.00 of the organization or even to yourself
3:14.10 even what are the things you need to
3:15.66 work on at any point in time so how does
3:18.48 party Matrix tackle those three problems
3:20.16 that I mentioned first part Matrix
3:22.44 leverages something called the four
3:23.58 quadrant method as the core methodology
3:25.92 to promote effective prioritization so
3:29.88 the hardest part about understanding of
3:33.24 what your priorities are is actually
3:35.88 being able to go and actually sort it
3:37.68 out within the full context of
3:39.66 everything that you have and the four
3:41.28 quadrant method is a very very simple
3:43.32 way to surface up those priorities
3:47.58 second party Matrix provides many
3:49.56 different views on the tasks that you
3:51.96 have across different dimensions of time
3:54.96 of people of projects to help you
3:57.36 understand what needs to be done within
3:59.46 the right context
4:1.32 and then finally party Matrix provide
4:3.18 really deep integration to do systems
4:4.86 you already use this webinar is on
4:6.60 Microsoft teams were probably one of the
4:7.98 most integrated solution in the
4:9.24 Microsoft teams ecosystem and then we
4:11.70 have ways for you to actually bring in
4:13.26 emails so you're able to have one
4:15.36 central place to understand what your
4:17.76 priorities are and how to organize them
4:21.66 so what makes protomatrix different it's
4:23.76 the only project email meeting
4:25.62 management software that is Microsoft
4:27.30 365 security certified across our web
4:30.18 app teams app and Outlook app we
4:32.76 leverage AI to actually help teams and
4:34.98 individuals achieve their goals and
4:36.66 actually come up with ideas on how to
4:39.54 tackle those goals and then we create
4:41.76 templates that allow you to go and use
4:43.92 within your organization so you can save
4:45.66 time and resources and then finally it's
4:47.76 available as a SAS HIPAA and Azure
4:50.22 government cloud
4:54.12 so let's go back to that core concept of
4:56.58 prioritization there's a quote
4:58.44 attributed to President Eisenhower what
5:0.72 is important is seldom urgent and what
5:2.52 is urgent is seldom important
5:4.98 here's a question I have for you this
5:6.78 morning when you woke up and or when you
5:8.76 first got to the office or to your desk
5:10.62 how did you decide what you work on
5:12.60 right is the first thing that you did
5:14.22 open up your email and check your emails
5:16.20 and then start responding to them were
5:17.94 those emails actually urgent
5:20.34 um and or or well rather are those
5:22.32 emails actually important and what
5:24.24 happens is
5:26.58 the philosophy that
5:29.34 we all really end up having to do in in
5:32.88 the modern era is last in first out so
5:36.24 what that means is anything that
5:37.68 requires our attention at this moment in
5:39.42 time is what pulls us into actually
5:43.44 um answering that and actually working
5:45.06 on those things whether or not it's
5:46.56 important or not and so if you really
5:48.78 think about it if you were started to
5:50.76 start your day like like this morning or
5:53.40 right now and if you were to put
5:54.96 everything away what would is that you
5:56.88 should work on to maximize the impact
5:59.04 you have within your own work within
6:1.26 your own organization and that is the
6:3.60 core of this quote now putting this to
6:6.18 practice is what we've done using the
6:9.24 four quantum methodology so what happens
6:11.28 is imagine we you know take out a piece
6:14.16 of paper start writing everything you
6:15.48 have to do so you have a hundred
6:18.06 different tasks action items that's
6:20.28 across all spectrum of all your projects
6:23.46 across all your areas of
6:24.84 responsibilities
6:26.10 right that's very very overwhelming now
6:29.04 how do you decide what to work on do you
6:30.48 start at the top do you start at the
6:31.50 bottom do you start somewhere in the
6:32.70 middle another question if you were to
6:34.62 add something to that list do you start
6:36.36 at the top or bottom or you add
6:38.22 something in the middle and that's the
6:40.14 challenge with every single task project
6:42.48 management software every single to-do
6:44.76 list doesn't matter if you use a sticky
6:46.08 note or not
6:47.28 um so imagine now then you take all
6:50.28 those tasks those 100 different things
6:52.68 that you have and start
6:54.90 putting them into buckets and so you can
6:57.66 think of the bucket of importance and
7:0.42 versus urgency okay so then what are the
7:2.94 things that are important and Urgent
7:4.26 what are the things that are important
7:5.58 but not urgent and what are the things
7:7.74 that are urgent but not important and
7:9.54 that's sort of everything else there's
7:10.80 no there's no reason to ever think about
7:13.50 things that are not important not urgent
7:14.94 if you have that get rid of them right
7:16.50 away so hopefully you're able to
7:17.82 eliminate some stuff right off the bat
7:20.82 but if you were to look at your list now
7:22.98 suddenly you have things in bucket and
7:25.02 if everything is important urgent then
7:27.06 something's wrong
7:28.38 um if everything's important then
7:29.82 nothing is important and Urgent so the
7:31.68 idea around this is that force
7:33.78 prioritization and that's the hardest
7:36.48 thing
7:37.92 um in fact if you are not able to do
7:39.66 that there's no software out there that
7:41.22 can help you truly focus on what matters
7:43.38 most and party Matrix is at the end of
7:45.78 the day not a solution that will solve
7:48.18 that for everybody at the end of the day
7:49.98 party Matrix is a communication tool a
7:52.26 really good communication tool for you
7:53.94 to go and really look at the big picture
7:56.16 and see how everything fits together so
7:58.38 take that list that you have put into
8:0.66 these buckets
8:2.48 now the next part is actually really
8:4.68 interesting which is take your quadrant
8:7.44 and start walking around the office and
8:9.60 compare notes do you agree with your
8:12.00 manager on every single thing that you
8:13.86 have if your manager were to look at
8:15.00 that list and say oh that's that's
8:16.14 perfect I'm perfectly aligned with
8:17.94 everything there and then you go to your
8:19.32 colleague and your direct report and
8:20.70 they all agree as well then you're
8:22.44 golden right that means everyone within
8:24.24 the organization is perfectly aligned
8:27.36 but
8:28.98 I think that's rare um in fact I think
8:31.20 that's one of those things that's
8:33.60 really never truly happens because we
8:36.36 seldom have that hard conversation
8:38.52 around priorities so if you were to look
8:40.98 at pretty Matrix what the Eisenhower
8:42.78 Matrix does is it creates alignment
8:44.70 because one it forces you to prioritize
8:46.50 but success from using partometrix isn't
8:49.56 necessary about finding what everyone
8:50.76 agrees on it's discovering the
8:52.50 disagreement and so if you were to look
8:54.78 at that list again and comparing that to
8:56.52 what your manager and your executives
8:58.38 are looking at and then suddenly you
9:0.06 start identifying wait a minute this is
9:2.04 something that's really important but
9:3.24 it's not in the important quadrants then
9:6.36 suddenly you've identified something
9:7.98 that is actually going to create value
9:9.72 and so value from party Matrix isn't
9:11.94 about marking things that's done it's
9:13.74 about surfacing up those disagreements
9:18.32 so as I emphasize earlier um this
9:21.48 webinar is recorded and so we'll be
9:23.34 posting this on our website and then I
9:25.86 also want to share our contact supported
9:27.36 affluence and you saw my email hide
9:30.60 um and so just in case there's any
9:31.98 additional questions but now we're
9:33.54 actually going to jump to the product
9:34.68 itself and hopefully I can walk you
9:36.96 through
9:38.10 um party Matrix and how you can solve
9:39.96 some of those challenges that we just
9:41.16 talked about
9:42.36 all right with that I'm going to jump to
9:44.52 the demo as I mentioned uh within the
9:47.82 chat section you can send messages and
9:50.04 if I get a chance to answer those I'd be
9:52.62 happy to and make sure that I covered
9:54.18 those
9:55.74 foreign
10:0.44 so what you're seeing now
10:3.00 um on the screen is party Matrix web
10:5.64 application and so if you were to go to
10:7.62 click on web app or if you
10:9.48 go to party this is the view
10:11.46 that you see I'm going to start at the
10:13.44 very very basic level which is the
10:15.06 concept of project what is a project a
10:18.48 project you can think of it as one an
10:20.28 initiative or two something that has a
10:25.08 start date and end date maybe work for a
10:27.12 client or work for a customer or even a
10:31.62 manufacturing process anything along
10:33.12 those lines or ongoing work so there's
10:36.12 many many different types of projects
10:37.50 but the project at the end of the day is
10:39.36 the fundamental behind pretty Matrix so
10:41.46 every project in part of Matrix has that
10:43.86 four quadrants so I'm going to go ahead
10:45.24 and go to Project
10:47.04 and we click on show all project here
10:48.90 and I'm going to create a brand new
10:50.34 project so I'm going to go ahead and
10:52.14 create a project called
10:54.72 um Team priorities here
10:57.12 or actually I'm going to create
10:59.46 um Q3 goals or 2023 okay so I'm going to
11:4.08 create that project and then when you
11:5.82 create a project and put a matrix you
11:7.20 can actually add additional information
11:8.28 and you can actually choose the type of
11:10.20 templates there are I'm going to go
11:11.52 ahead and stick with the basic party
11:12.66 Matrix uh template and I'm going to just
11:15.06 choose a color and add a project and
11:17.70 right now what you're seeing is the
11:19.86 digital version of that four quadrants
11:22.08 that I mentioned we have to do now we
11:24.18 have to do later the delegate and the
11:25.74 postpone and
11:27.72 everything that you do has to go within
11:30.72 one of these quadrants and that's hard
11:33.30 that's not easy right because it's so
11:35.52 easy for for us to put things in a list
11:37.14 it's so hard for us to decide where
11:38.82 where things really go but let's create
11:40.92 a sample task so as you see how when I
11:43.14 hover over a quadrant there's an add
11:45.54 item so when you think of an item in per
11:48.90 Matrix what are they well they could be
11:51.12 tasks they could be emails
11:53.52 um they could be goals they could be
11:55.02 action items that requires my attention
11:57.06 so an item has a very you know flexible
12:0.38 definition but I'm going to go ahead and
12:2.82 say
12:3.66 follow up
12:7.86 with webinar
12:11.22 participants okay that's that's going to
12:13.86 be the task that I create but one thing
12:15.90 I can do too is I can decide okay I'm
12:18.00 going to follow webinar participants but
12:19.62 when do I do that I can actually say do
12:21.84 in three days and so the way part of
12:24.60 Matrix works is we use natural language
12:26.22 we use intelligence wherever applicable
12:28.68 to actually create those due dates for
12:30.42 you to save you time and effort so you
12:32.16 can see now when I create this task
12:34.20 um it actually went and created the due
12:36.00 date for me so I didn't have to go and
12:37.44 create the due dates and if I were to
12:39.36 create a task and I look on the right
12:40.62 hand side here this is what's called the
12:42.36 item details and so the item details
12:44.34 break down all this additional
12:45.54 information that you have into
12:48.12 um from the tasks themselves and you're
12:50.40 able to do several things one what
12:52.32 project does it belong in
12:53.94 um and then whether or not something is
12:55.32 extremely important and if so I can star
12:57.18 it starring it really surfaces at the
12:59.10 top make it very very visible for me to
13:1.14 see that this is something I really need
13:3.00 to do and then below that you have owner
13:5.10 so input Matrix every task has an owner
13:8.34 and the idea is actually you only have
13:10.62 one owner you can't have multiple owners
13:12.18 the idea is that you want to understand
13:13.82 who's responsible for
13:16.44 um for this action item and who's going
13:18.48 to get it done and then when that task
13:20.16 is done then it attributes to that
13:22.02 person but what I can also do is
13:23.82 actually I can invite additional
13:25.20 followers to a task and then we have
13:28.08 progress effort which is how long you
13:30.42 know how much time it'll take to get
13:31.56 something done and then you have the due
13:33.12 dates and then reminders and reminders
13:35.28 actually different from from due dates
13:36.84 and there's a reason for that imagine if
13:39.54 I want to follow up with the webinar
13:41.94 participants in three days but if I wait
13:44.40 then maybe I actually don't have all the
13:46.20 stuff in place right because I want to
13:47.52 make sure the recording is uploaded and
13:49.38 all that so then I want to go and say
13:51.24 actually remind me on a daily basis and
13:53.34 so I'm going to go ahead and do that I
13:54.96 can click on here and actually set
13:56.40 reminders but per Matrix is intelligent
13:58.50 enough where actually I can just type it
14:0.96 in
14:1.98 um
14:2.64 instead and what it's going to do is
14:4.38 going to set me those reminders and so
14:6.18 when we go back to all those tasks that
14:8.52 you have all those priorities that you
14:10.14 have
14:11.16 one you need to know what they are but
14:14.10 then two you need to know when to get
14:15.48 started on them and so party Matrix has
14:17.64 all these additional metadata that you
14:19.56 can add to your task around the due
14:21.36 dates around the reminders to make sure
14:22.80 that these tasks surface back up for you
14:26.04 um and that you're actually going to get
14:27.24 started on them and if I hover down a
14:29.64 little bit more there's a chat section
14:31.38 so we talked about
14:33.90 the challenges of having so many areas
14:36.30 where you have
14:38.28 um communication around so many
14:40.68 different things how often when was the
14:42.78 last time you know you walked down the
14:44.04 hallway you talked to one of your
14:45.72 colleagues and you had an amazing
14:47.82 brainstorm session and you talked about
14:50.46 some really really powerful things and
14:52.86 then afterwards or maybe rather you know
14:55.50 three months later when you're trying to
14:57.24 think about all that all those things
14:58.74 you've talked about you lost the context
15:0.84 because you forgot all those
15:2.76 conversations that you have and then
15:4.44 likewise you have emails that sent back
15:6.30 and forth likewise you have
15:8.34 um messages in your communication
15:10.26 softwares in the back and forth but it's
15:12.42 jumping back and forth between so many
15:14.16 different action items and so forth you
15:15.96 don't actually have a single place to
15:17.10 track that so the way the chat works you
15:19.50 can think of it as a conversation within
15:21.66 that context and so when I have when I
15:24.60 type messages here
15:26.28 right and when I actually
15:28.86 um type notes here it's recording it in
15:32.88 an immutable way which means it cannot
15:34.56 be changed and what's what's amazing
15:36.84 about that is three months from now six
15:38.46 months from now I can look at it and
15:40.20 understand what decisions were made
15:43.32 um and what notes what we talked about
15:45.18 and then not only that if I need someone
15:47.04 else to also come in and be part of the
15:49.68 conversation they have the full context
15:51.48 and that's extremely helpful so the chat
15:53.64 is a very valuable way to keep a record
15:56.58 of all the things you talk about in a
15:59.28 task but only specific to that task
16:1.98 because you're not talking about
16:3.06 anything else and that's the chat
16:4.56 section and then you have notes notes
16:6.36 it's pretty straightforward notes it's
16:8.28 just additional information but Within
16:9.96 part of Matrix you're able also to
16:11.58 create
16:12.54 um subtasks too so directly from the
16:14.34 notes here and you can say you know
16:16.02 subtask one subtask two subtask three
16:18.06 and then if you have um
16:20.40 three-step tasks and you mark one is
16:22.20 done then our system updates the
16:23.76 progress of 33 right
16:25.86 and then you have resources resources
16:27.54 you can think of as additional
16:29.04 information that you can attach to the
16:31.38 tabs and that could be
16:33.12 um that could be again a link to the
16:34.86 video that I upload
16:36.42 um or it could be documents files Excel
16:38.94 sheets or also it can link to other
16:41.22 protomatrix action items as well so for
16:43.44 example
16:44.58 I can actually go and um link it to
16:47.76 another task and then if you link it to
16:49.62 another task in part of Matrix we're
16:51.18 able to build Gantt charts and
16:52.44 dependencies for you automatically so
16:54.78 that in a sense is what an action item
16:57.54 is and one thing that's really easy
16:59.28 about this is that you can see how I've
17:1.20 just created this task and then if I
17:3.06 want to reprioritize it I can just drag
17:4.92 and drop and so part of Matrix is all
17:6.96 about that simple experience for you
17:9.12 about to again create your priorities
17:11.10 and then
17:12.72 um moving that back and forth within the
17:14.82 the quadrant themselves so then everyone
17:16.80 who's looking at this project will
17:19.38 understand exactly what the priorities
17:21.84 are and so when you have a conversation
17:23.70 about pretty Matrix I'm sorry you have a
17:26.10 conversation about your goals and so
17:27.48 forth the idea is that you can open up
17:29.70 word Matrix right go to the project that
17:32.16 you all care about project it on the
17:34.20 screen and you start looking at it and
17:37.02 first of all see where you disagree on
17:39.12 the priorities and then two looking at
17:41.88 the things in the top left
17:44.88 um and making sure that those are all
17:46.44 marked as done and here's something
17:49.02 that's actually
17:50.22 um I learned from actually talking to a
17:52.44 customer which is if you
17:55.02 have
17:56.46 everything in quadrant one right which
17:59.16 is the do now the important urgent
18:0.66 quadrants then you're doing something
18:2.10 wrong because then everything's on fire
18:3.90 and so that means you're not planning
18:5.40 ahead uh because everything is um behind
18:8.16 schedule and so forth and so ideally if
18:11.10 you've done an incredible job of
18:12.96 managing your priorities this is
18:14.82 relatively empty and this is where where
18:17.22 it's at this is you know quadrant two
18:18.90 the do later is where you're you're
18:20.82 planning your work and so forth and so
18:22.92 just keep that in the back of your mind
18:24.48 as you use pretty Matrix and seeing
18:26.52 where you're spending your time are you
18:28.14 spending time in the right quadrants or
18:29.82 you're just constantly fighting fires
18:31.20 and if you're constantly fighting fires
18:32.58 that's when you have a conversation
18:33.66 again with your team
18:35.34 as you can see here you know the way
18:37.50 that I'm describing the challenges in in
18:39.72 using party Matrix or any software in
18:42.60 particular it's never about the software
18:44.58 because it's
18:46.50 you know the software is only one small
18:48.30 part of the equation the hardest part is
18:51.06 around communication and being able to
18:53.28 go
18:54.66 and make it very very visual for two for
18:57.48 everyone to be that aligned so
19:0.60 now I'm going to go ahead and move on to
19:2.82 some of the other capabilities around
19:4.14 pretty Matrix because we talked about
19:6.30 those challenges which is again bringing
19:8.64 in various sources of of data
19:12.24 um and where you might get delegation
19:13.74 from so this is again a project
19:17.16 with again a project this is again
19:19.08 within a task actually let me show you
19:21.54 how to modify a project first of all so
19:24.54 if you after you create that project you
19:26.40 can actually go to here
19:27.90 and this is now What's called the
19:29.94 project details and so the way the
19:32.10 project details work is one you have the
19:33.78 project name right and so again it could
19:36.06 be an initiative it could be a customer
19:37.20 project
19:38.28 um you can star it and starring it
19:39.78 actually surface it to the very top and
19:41.52 then below that you have members and so
19:42.90 members are actually people who are
19:44.04 involved within this project because you
19:46.38 know you might have a project with your
19:47.76 manager you might have a project within
19:49.08 your department and so when I go here I
19:51.48 can go ahead and invite a team member
19:54.30 what just happened is that I've shared
19:56.40 this priority list with my team member
19:57.90 and she can go in here and take a look
19:59.88 at this able to go and say hey I see you
20:2.94 know these are the priorities that we
20:4.20 work with and so I can have this
20:5.52 conversation with that um with that
20:7.26 person directly in separate Matrix and
20:9.24 then down here you have the different
20:10.26 quadrant names and so pretty Matrix
20:11.76 allows you to customize both the
20:13.50 quadrant name as well as the quadrant
20:14.94 color and the reason we do that is
20:16.62 actually very simple which is as you use
20:18.06 pretty Matrix more your organization
20:20.10 might start building best practices and
20:22.50 so that means the quadrant form might
20:24.66 not be postponed or quadrant three might
20:26.58 not be delegate
20:28.14 um and so you know imagine if you can
20:30.66 say you call this information
20:33.84 um documents and then you can call this
20:37.80 um things to investigate right so if you
20:40.56 have different types of projects you can
20:41.82 go ahead and customize that in part
20:43.50 Matrix allows you to actually save
20:46.62 um all of these these various
20:48.42 terminology and whatever it is that
20:50.04 works best for your organization
20:52.44 one thing that's powerful about
20:54.54 protomatrix is the ability for you to
20:56.88 actually create templates directly from
20:59.82 quadrants and projects that you actually
21:2.04 have worked on so let me give you an
21:4.14 example let's just say if you are a
21:7.02 consulting firm and you onboard clients
21:9.78 all the time well whenever you onboard a
21:12.30 client let's just say you have 16
21:14.04 different tasks that you you have to do
21:15.66 for them right
21:17.28 so task one do in two days
21:21.48 okay and I'm going to say task two due
21:24.66 in three weeks and you can imagine these
21:26.58 tasks being everything from talking to
21:28.62 the clients collecting information
21:30.50 sending invoices Etc so once you've
21:34.14 created this with pretty Matrix you're
21:35.88 able to save them as as templates so
21:37.74 then you never have to recreate this
21:39.66 again so if you were to hover on this
21:41.88 top right here you can actually go and
21:44.52 choose I'm going to open the the um
21:47.58 project details here I go here and
21:50.10 choose save project as template
21:53.04 and when I save this project as template
21:55.38 what it's doing is it's taking all those
21:57.36 priorities that you've created and
21:59.76 actually
22:0.78 um and actually save them so then when
22:3.60 when you have a new client or you're
22:5.34 bringing on somebody new and you you're
22:7.44 creating a new project all those tasks
22:9.96 all get all created automatically and
22:11.88 all the due dates propagate forward for
22:13.56 you so that at the end of the day will
22:15.24 save you a lot of time and effort
22:17.22 within using part of Matrix especially
22:19.26 once you've decided what all these
22:21.18 priorities are so that's something to to
22:23.04 keep in mind so that's some of the best
22:24.60 practices I want to share
22:26.70 now let me skip over to emails because I
22:30.48 think emails is one of those things
22:32.34 where sort of
22:33.84 we can never get away from right there's
22:35.64 so many companies that's trying to you
22:37.50 know get rid of emails or reduce
22:38.76 communication by emails but what happens
22:40.32 is external customers always
22:42.84 um you know you're communicating via
22:44.46 emails and even if you're supposed to
22:46.14 not use emails your manager may send you
22:48.12 an email
22:49.20 um or your direct report may send you an
22:50.94 email and so forth so with that in mind
22:53.46 what protomatrix allows you to do is
22:55.86 actually ensure that important emails
22:58.08 never fall through the crack so let me
22:59.82 ask you a question imagine you've got a
23:2.46 um a customer email that's extremely
23:4.86 important extremely important and this
23:6.90 customer email says um hey you know
23:8.88 could you send me report on on the work
23:10.80 that we've done over the past six months
23:12.90 or something like that but you are not
23:14.70 able to capture that information today
23:16.08 so what do you do like you know you want
23:17.82 to go and answer that email but you
23:19.44 can't answer today you can answer in two
23:21.00 weeks so
23:22.44 one thing that people do a lot of people
23:24.60 do and myself included I flagged them
23:27.00 the problem with flagging isn't that
23:29.40 it's not it's um
23:31.38 capturing it I think I can even set you
23:33.72 know remind me or I'd rather I can set a
23:36.30 due date on an email as well
23:38.10 um the problem is when I do that I still
23:40.86 don't understand when I should work on
23:43.62 that email and if I want to assign to
23:45.60 somebody else it's actually very very
23:46.92 difficult so the way part of Matrix
23:48.54 works is we actually have one of the
23:49.98 most powerful integration into Microsoft
23:51.72 Outlook so let me show you how it works
23:54.12 so imagine if I got an email okay
23:57.72 um you can go ahead and go to the
23:58.98 Outlook app store and you search for
24:0.48 pretty Matrix but when I have an email
24:2.10 open I can actually once I install the
24:4.68 purple Matrix add-in I can open part of
24:6.54 Matrix here on the right panel and so
24:8.58 instead of just flagging an email what
24:10.44 I'm able to do now is I'm going I'm able
24:12.60 to take this email and I'm going to
24:13.92 click on capture email so what capture
24:16.44 email does is it takes an email and turn
24:18.60 it into a task and not only that you can
24:21.66 decide what project it belongs in okay
24:23.70 so for example let's see here my team
24:25.68 priorities actually know my uh Q3 goals
24:28.62 for 2023 that's a project that we just
24:30.48 created
24:32.22 and then imagine if this was an
24:34.38 important customer email first of all it
24:35.76 takes the subject to create the task
24:37.56 name but um
24:40.92 okay so I'm going to create that task
24:42.60 and I can choose what quadrant it
24:43.98 belongs in so I'm going to go ahead and
24:45.00 choose quadrant four and then can I can
24:47.10 assign it to another person as well so
24:50.04 what I've just done is that or what I'm
24:52.92 doing rather is I'm taking an email I'm
24:56.04 sending it a due date I'm prioritizing
24:58.86 it and choosing what quadrants it
25:0.66 belongs in and so now go ahead and
25:2.52 create capture email
25:4.14 and you can see how it opens the item
25:5.88 details here just like I did in in the
25:8.04 project and so if I were to go back to
25:9.54 this view you see that email from
25:11.70 Outlook the task has been created it's
25:13.68 been assigned to somebody and then not
25:15.66 only that there's there's a due date as
25:17.22 well so the the person that I assigned
25:19.92 this to actually can go ahead and open
25:21.30 their email as well on their own system
25:23.58 so one thing that's really helpful here
25:25.80 is that I've just created a task an
25:28.08 action item from Outlook
25:30.78 ensuring that there's due dates ensuring
25:33.78 that there's an owner and so then we can
25:35.64 go back and respond to that email from
25:37.68 the customer at any point in time and
25:39.66 making sure that that email doesn't fall
25:41.58 to the crack if I had flagged this email
25:43.44 on my own Outlook there's no way I can
25:46.14 ensure that Eugenia would know about
25:48.06 this
25:49.08 and so that's something to keep in mind
25:51.06 about
25:52.32 um
25:52.92 about party Matrix and about how to how
25:55.38 to use emails and how to actually
25:56.88 ensuring that those emails are never
25:58.98 dropped but one of the things that
26:0.72 happens too is uh you can see how by the
26:3.66 way like when I I've created that task
26:6.66 um from that email inside Outlook itself
26:10.08 it actually tags it with Prometric so
26:11.82 it's very visual for you to know that
26:13.14 and so when I go back to a task that
26:15.42 I've already created
26:17.52 using party Matrix and so if I were to
26:19.50 open for the Matrix here
26:21.18 um you can see that instead of actually
26:22.26 just allowing me to capture the email I
26:24.24 can open that item instead so I can see
26:26.10 the status and I can respond to the
26:27.54 customer directly but I can actually
26:28.98 also take an email and attach an
26:31.02 existing task as well all you have to do
26:32.58 is hover over a pretty Matrix task and
26:35.04 be able to attach it
26:37.20 now one thing I want to talk about real
26:39.24 quick is our integration with Microsoft
26:41.16 teams and so if you are using Microsoft
26:43.44 teams then pretty Matrix actually
26:45.48 integrates extremely deeply into the
26:47.70 Microsoft teams ecosystem and so you you
26:49.80 don't need Microsoft team to use protein
26:51.48 matrix but if you do there's a lot of
26:53.16 powerful capabilities
26:54.84 um that actually will make your
26:56.46 organization much more effective and
26:58.08 much more efficient so the way it works
26:59.76 is go ahead and go to the App Store find
27:1.44 permatrix for Microsoft teams once you
27:4.26 do you have this app on the left panel
27:6.78 here right click on it and pin when you
27:9.06 pin it party Matrix exists directly here
27:11.64 inside teams and so you can see I can go
27:13.98 back to that same
27:15.78 list of projects I can open the project
27:17.76 I can see everything that I have on the
27:20.28 web app
27:21.24 um all those emails that I've
27:22.68 prioritized and so forth everything is
27:24.66 here within teams itself but there's
27:27.18 additional capabilities we have in teams
27:28.98 that actually is designed to make your
27:31.44 organization more efficient so for
27:33.18 example I can go to a chat section and
27:35.76 let's say when I'm talking to Eugenia
27:37.50 here
27:38.28 um if you go to this plus you can add
27:39.96 party Matrix and something called the
27:41.58 one-on-one view so I'm going to show you
27:43.50 an example how that works the way the
27:44.94 one-on-one view works is it actually
27:46.74 shows me everything I have in common all
27:49.62 the tasks have been coming with another
27:50.94 individual
27:52.44 so earlier we talked about context and
27:55.80 what I mean by contacts is this
27:57.72 you have all these different projects
27:59.28 you have all these different area
28:0.30 responsibilities you have so many
28:1.68 different tasks that you're trying to to
28:3.78 manage and juggle any point in time but
28:5.88 if you have a meeting with your manager
28:7.32 you actually just want to be able to
28:8.58 show them all the things you're working
28:10.32 on or vice versa you have a meeting with
28:12.18 your direct reports you want to see
28:13.74 everything that that person is working
28:15.30 on regardless of projects regardless of
28:19.16 which initiatives that they're working
28:21.30 on or which areas responsibility they're
28:23.76 focusing on so the way the one-on-one
28:25.62 works is it takes everything that you
28:27.24 have
28:28.28 across all of per Matrix and then flip
28:31.44 it around and use a people-centric view
28:34.14 and so that's what's happening right
28:35.34 here so you see I can go to Eugenia and
28:37.56 I can add the one-on-one View and I can
28:39.06 do this with every single colleague that
28:40.56 I have and able to see all the tasks I
28:42.48 have in common with her including that
28:43.74 email I just assigned to her right and
28:45.60 so when I click on this I can actually
28:47.34 go through and talk about it and and you
28:50.94 know have conversation around hey could
28:52.32 you get this done or what's the status
28:53.88 of this and it's very very contextual
28:56.16 very focused at on one thing at a time
28:59.16 and not only that when I'm having a
29:1.26 one-on-one meeting with Eugena I can
29:2.88 actually add a share task directly from
29:4.44 here and so what that's doing is it
29:6.60 creates a task inside pretty Matrix
29:8.64 automatically invite the appropriate
29:10.32 people and you can set due dates as
29:11.70 needed
29:12.66 and so that's how the one-on-one Works
29:14.94 inside inside Microsoft teams but the
29:17.46 other powerful thing about protomatrix
29:19.02 is that we understand that you know your
29:21.42 manager or your direct reports or your
29:23.40 colleagues can ask you to do something
29:25.08 at any point in time very seldomly do
29:28.02 people always go to the appropriate
29:29.82 software and so forth so instead of
29:31.56 actually having to jump to through many
29:33.24 Hoops to capture those information
29:34.92 pretty Matrix allows you to take a
29:36.96 conversation right here click on this
29:39.00 and create a PM item directly from any
29:41.88 messages that anyone sends you
29:44.00 and the the problem that we solve is
29:46.56 extremely simple which is again how many
29:48.90 times have you had a conversation uh and
29:51.60 then afterwards you realize that no one
29:54.12 captured that task that you thought you
29:55.80 were going to get done two weeks later
29:57.00 you know you asked for the status and
29:59.82 the other person says oh yeah I uh
30:1.44 didn't write that down right and so with
30:3.12 protomatrix be able to capture that task
30:5.46 directly from the conversation as you're
30:7.38 having it without having to worry about
30:9.72 jumping into a part of Matrix or
30:11.40 switching context because you can create
30:12.90 a task so easily
30:17.46 now I'm gonna
30:19.38 um go and shift gear a little bit around
30:22.02 and talk a little bit about some of the
30:23.94 smarter capabilities in cyber Matrix and
30:26.22 the reason we do this is because
30:29.46 you know you you've heard so much about
30:32.16 um AI
30:33.84 um
30:34.86 around Ai and and how to best leverage
30:37.56 it uh in order to
30:40.08 in order to actually make it more
30:42.18 efficient and effective for you so one
30:44.10 of the things that we've done is we
30:45.72 added
30:46.98 um an onboarding system where the
30:49.02 onboarding systems helps you turn a goal
30:51.92 into a series of action items to help
30:55.68 you tackle that goal so for example I
30:58.08 can go to here and you know I can say
31:0.18 how to increase sales by 20 okay so
31:4.38 imagine if I I were to go to this
31:6.00 onboarding process what part of Matrix
31:7.80 is going to do
31:9.06 is part of me just going to take that
31:10.92 goal that you've just created and find
31:13.80 and generate action items for you to
31:16.56 meet that goal the the cool thing about
31:18.48 this is we're actually not going to go
31:21.00 and and build this off of any customer
31:23.40 data instead what we're doing is we're
31:25.50 leveraging the data that's already out
31:26.94 there in the public space and then to
31:29.46 try to generate some best practices for
31:31.26 you
31:32.04 um on how to tackle each of your goals
31:33.78 and your goal could be anything it could
31:35.34 be a personal goal such as getting a
31:37.50 promotion or it could be
31:39.48 it could be a goal around helping your
31:42.12 department and so that's something that
31:44.22 I I'm really excited about because I
31:45.96 think there's something that we can do
31:47.64 to leverage a lot of the information
31:49.08 that's really out there because there's
31:50.76 nothing unique about your goal and you
31:52.98 know I
31:54.00 I think that we have many many different
31:57.42 um ideas and so forth but the the beauty
31:59.76 is you know with eight billion people
32:1.80 there's someone else that's tackled that
32:3.84 already and I think the idea around
32:5.10 gender of AI is able to go and take that
32:7.68 goal and build to go and and ask sort of
32:10.74 the
32:11.64 the intelligence that exists out there
32:13.38 already on how to build that and so
32:15.00 check out our onboarding because what it
32:17.28 does is it goes and takes your those
32:19.38 goals that you have for this quarter and
32:21.30 starts building those on those action
32:22.80 items for you
32:24.06 and the other thing I want to mention
32:25.74 real quick too is the connectors and so
32:27.78 the connectors is the ability for you to
32:29.64 pull in various action items into
32:31.86 protomatrix and be able to you know for
32:34.56 example use Outlook or to do or planner
32:37.38 um Etc and actually being able to to get
32:39.90 that into a party Matrix so then you
32:41.28 have all your action items in one
32:42.84 central place
32:44.70 so with that I'm going to go back to
32:45.84 party Matrix just to talk about one one
32:48.12 more thing um oh by the way so this
32:49.98 increased sales by 20 was that um action
32:53.76 that goal that I have that has to add it
32:56.22 to do and so I'm going to open the
32:57.36 action plan and you can see how here
32:59.04 part of Matrix actually just generate
33:0.72 this in real time uh for you on all the
33:3.36 things that you can do and you can see
33:4.50 the quadrant category is actually
33:6.24 different it's around effort and impact
33:7.98 right these are the things you can do
33:9.12 with low high low effort high impact and
33:11.52 all of this is generated in real time
33:13.14 and so again if you are new to
33:15.66 protomatrix and you have you know doubts
33:18.24 on what are the things per Matrix can
33:20.28 help you save time with check out this
33:22.20 particular process
33:23.82 so I want to go back to protomatrix real
33:25.62 quick and talk about
33:27.66 talk about how to get the most out of
33:29.94 pretty Matrix and
33:32.66 my my number one thing around if you're
33:37.38 using a part of Matrix today there's two
33:39.54 things you should do one you can always
33:42.30 set due dates on your task you saw how
33:44.04 early when I created tasks I always have
33:45.60 due dates on them
33:46.92 um and then the second is to make sure
33:48.96 that you prioritize the tasks within the
33:51.30 appropriate quadrants and if you were to
33:53.22 do that I think that you'll get the most
33:56.10 out of pretty Matrix with the minimal
33:57.84 amount of work I showed you capabilities
33:59.88 around one and one I show you the
34:1.14 capabilities around the AI
34:2.88 um I showed you capabilities around you
34:4.80 know link um or adding subtasks and so
34:7.14 forth all of those are secondary if
34:9.48 you're able just to go and create the
34:11.22 tasks within the quadrants and then
34:12.96 ensuring that the appropriate again the
34:14.52 appropriate people the appropriate
34:16.26 quadrants is assigned to it and then
34:18.90 with the due dates that sends you
34:20.64 reminders and per Matrix so then you
34:22.14 actually get them done then I think
34:23.64 you'll get the most out of party Matrix
34:24.96 in a very very short period of time in
34:27.00 fact within days you build to go and see
34:29.16 that are are you and your team members
34:31.74 working on the the right thing
34:34.80 um going back to the home section if you
34:36.48 go to home section there's an alert the
34:38.46 alerts are essentially the task that
34:40.50 actually requires your attention so we
34:42.36 talk about reminders we talk about due
34:43.86 dates well how do you know you know what
34:45.96 are things you need to work on so purple
34:47.10 Matrix will send you these alerts um and
34:49.86 so that goes right here
34:52.26 so I'm going to jump back to the
34:53.88 presentation real quick and um
34:57.36 and I want to talk about
35:0.48 several things one if you haven't yet
35:4.38 used our apps inside teams in Outlook
35:6.00 and if that's applicable definitely try
35:8.34 to get it today and then two
35:11.22 I would suggest that you create three
35:13.32 projects right off the start the
35:15.54 personal priorities these are the things
35:17.10 that you have to do
35:18.78 um and these are the things that you
35:20.28 know you want to focus on at any point
35:21.78 in time the share team priorities this
35:24.18 is where you create a project and then
35:25.56 invite the appropriate folks into it so
35:28.44 then everyone can understand the
35:30.18 priorities across your most critical
35:32.28 projects
35:34.02 and then
35:35.76 second I mean thirdly make sure you
35:38.46 pitch on them on why it's important to
35:39.72 focus on the high impact task
35:41.52 um because one of the things that you
35:43.68 know people struggle with is
35:45.66 they don't want to use new software
35:47.40 right and and the reason for that is
35:50.16 because it's another piece of software
35:51.84 and I 100 agree with that I think it's
35:54.90 that's the hardest part about using any
35:57.12 piece of software which is you have to
35:58.92 do all this learning and so forth and so
36:1.46 instead what you want to focus on is the
36:4.98 importance of focusing on high impact
36:7.20 tasks and the importance on creating
36:9.36 that alignment and that's what part of
36:11.28 Matrix is all about which is it's about
36:13.32 communicating those priorities
36:15.72 um so then you guys are on the same page
36:17.46 and so you're not using partometrix as
36:19.68 just another task management software or
36:21.42 project management software but instead
36:23.82 you're creating a bad alignment so then
36:25.92 you get those priorities out of people's
36:27.84 head and into the Matrix
36:30.24 so then when
36:31.86 when someone's on leave or when someone
36:34.98 leaves the organization you can look at
36:37.62 the party their part of Matrix and
36:39.24 understand okay these were the
36:40.80 priorities that they had in the back of
36:42.48 their mind and this is what we need to
36:44.10 focus on
36:45.30 and then finally setting those due dates
36:47.82 the due dates are so important
36:49.98 um because then you can ensure that you
36:52.08 don't drop them and then set the
36:53.46 reminders this is what I do every single
36:55.14 day so I have more than 300 projects in
36:57.36 my my primary part of Matrix software
36:59.64 and I have just so many things that I
37:1.86 can work on at any point in time what I
37:3.90 do is I religiously use the quadrants I
37:6.90 religiously use the the due dates and
37:8.82 reminders I have forward emails into
37:10.56 pretty Matrix every single day and that
37:12.96 ensures that I don't drop the ball
37:15.62 so success with part Matrix should look
37:18.78 like one central place for your team
37:21.00 your department or even yourself to
37:23.88 track all your priorities and that
37:25.68 everyone's understand and are align on
37:27.72 key tasks and then the repetitive
37:29.40 procedures are templatized to save time
37:31.50 on future work and that important emails
37:33.72 are prioritized and never forgotten so
37:35.88 that's the takeaway that I want you to
37:38.52 have from today's webinar uh which is
37:40.68 party Matrix allow you to achieve all of
37:42.54 these and if you're able to do those
37:44.46 things that I mentioned I think you'd
37:46.26 actually get this particular success
37:48.24 with relatively minimum amount of work
37:50.16 because at the end of the day you're
37:51.66 tracking the work somewhere anyways
37:53.34 right you're tracking on a piece of
37:54.84 paper you're tracking an Excel sheet
37:56.82 you're tracking an another to do list
38:0.24 the problem is ensuring that everyone is
38:3.78 within the organization is a line and
38:6.18 then having access to that so then
38:7.80 everyone's on the same page and so
38:9.48 that's where the party Matrix for
38:11.22 Quadrant methodology is really impactful
38:12.96 the integration into Outlook in teams
38:14.82 really tactful and the ability for you
38:18.00 to add all these other metadata and so
38:20.46 forth is the best way to ensure that
38:23.28 everyone is aligned and then hopefully
38:25.14 what you'll find as you use part of
38:26.82 Matrix is those identifying those things
38:29.28 that you disagree on and if you do then
38:32.40 let me know because that means that
38:34.26 means you're achieving success so
38:36.48 whenever you find that that misalignment
38:38.16 whenever you find that you're able to
38:40.20 save time and effort by not working on
38:42.36 something that you shouldn't be working
38:43.38 on then you know you're using per Matrix
38:46.02 the right way
38:47.82 with that I'm actually going to go and
38:49.62 take a look at the chat here to see if
38:51.36 there's any questions so if you have
38:52.56 additional questions around
38:54.54 um around party Matrix definitely you
38:56.82 can type in the chat right now and I'll
38:58.08 try my best to answer them and if
38:59.64 there's any that I miss feel free to
39:1.56 shoot me an email to hide
39:3.72 and I'd be happy to
39:5.70 um to follow up because if you do send
39:7.62 me any emails I'll make sure I
39:8.88 prioritize it and tracking The Matrix
39:11.22 uh okay so let me talk about
39:13.27 [Music]
39:13.68 um
39:15.24 um essentially data management input
39:17.70 Matrix so there are several ways to how
39:21.48 pretty Matrix Works in terms of managing
39:23.22 data first of all as I mentioned we
39:26.34 actually have several types of several
39:29.52 versions of pretty Matrix there's the
39:31.32 standard SAS app which is what I've demo
39:33.12 here and the way the SAS app work is
39:35.58 that
39:36.36 when you have a project you have
39:38.52 permission control here within the
39:40.68 permission control if there's no one
39:42.18 else on this project then it's a
39:43.44 personal project and if you invite
39:45.12 someone to a project that they can see
39:46.86 that project but part Matrix allows you
39:49.20 to actually share
39:51.18 um projects across organizations so what
39:53.82 that means is that if you explicitly
39:56.28 share a project with somebody else
39:57.78 external organization then they can
39:59.70 access it but if not then then they
40:1.92 don't have access so that's how it works
40:3.72 now our private deployments are our
40:6.06 Enterprise deployment we have Enterprise
40:7.26 deployment for for example government
40:9.12 entities
40:10.62 um
40:11.70 Etc what happens there is that that the
40:13.80 data there is actually siled to that
40:16.08 deployment and no one else can access it
40:17.70 so if your organization is working with
40:19.80 very sensitive data and you want
40:21.42 absolute control over access the data we
40:23.82 actually have Enterprise solutions for
40:25.38 that
40:26.10 um otherwise everything within
40:27.60 preventions itself has permission
40:29.46 controls that allows you to go and
40:31.32 decide what projects
40:33.30 uh what product who has access to what
40:35.16 project and so you're able to see that
40:37.14 and then
40:39.30 uh when you uh there's another question
40:41.40 is how to actually quickly assign tasks
40:43.86 inside pretty Matrix inside teams in
40:46.08 fact actually if you were to go to a
40:47.64 teams meeting when you create a teams
40:49.92 meeting you can add a pro Matrix tab
40:51.78 into the team's meeting itself and
40:53.88 that's called the agenda and so what the
40:56.10 agenda does is actually goes and
40:57.78 identify it's like an expanded version
40:59.64 of the one-on-one so the one-on-one
41:1.32 between two people the agenda is between
41:3.06 the the parties involved in that call so
41:5.46 imagine we have three or four people
41:6.84 getting to get on the call programming
41:8.22 tricks will actually allow you to
41:9.72 surface up all those tasks that you have
41:11.46 within the context of those people and
41:13.32 so that's inside the meetings um
41:15.30 Integrations as well
41:17.10 the other thing regarding how to add
41:19.56 one-on-one tasks really quickly is that
41:22.02 if you were to go inside in the part
41:24.48 Matrix web app here for example and you
41:26.52 click on this one-on-one view you can
41:28.20 actually switch between multiple people
41:30.30 so then you can have one person right so
41:33.18 you see the task with Eugenia but then I
41:34.80 can also switch over to another another
41:37.44 person real easily able to create share
41:40.14 tasks and so that's very very efficient
41:42.00 and again you don't have to go and jump
41:44.52 to another project and so forth because
41:46.32 when you create that share task I'll
41:47.88 show you here you can choose what
41:49.38 project it belongs in right and so
41:51.72 um if whatever project that you share
41:53.22 with that person will show up here and
41:54.84 you can scroll through it and select the
41:56.10 project and assign that task and again
41:57.96 one neat thing is you can say again call
42:0.54 Sue do tomorrow 2PM right you create
42:3.60 that due date directly from the task
42:5.76 name and so that will save you effort
42:9.90 um so here let me see some additional
42:11.76 questions
42:18.30 so regarding the that the there's a
42:21.00 fantastic question which is if you're
42:22.56 chatting with somebody face to face
42:24.72 um how do you actually the best way to
42:26.40 create a task and one thing that's
42:27.90 actually really neat is if you have your
42:29.70 phone in that face-to-face conversation
42:31.32 party Matrix actually works on every
42:33.48 single device that you have so for
42:34.86 example you can actually install once
42:37.08 you've installed part of Matrix for
42:38.28 teams for example on the mobile device
42:39.78 when you open teams mobile you can open
42:42.12 up protomatrix in teams mobile and
42:43.74 create that task
42:45.12 um Additionally you can of course access
42:47.04 protocol Matrix on your mobile device as
42:49.56 well we have native iPhone apps you have
42:51.96 native Android app um you can also go to
42:54.68 on any browser on your
42:57.54 phone and for me pretty major it's
42:59.22 automatically adopt itself adapt itself
43:1.74 to the smaller device screen and you're
43:4.32 able to create tasks directly from there
43:6.00 uh the other thing that actually happens
43:8.34 too is that protomatrix has these
43:10.68 Concepts called inbox
43:12.36 and so for example
43:14.28 um so if I were to go to this inbox here
43:16.08 inbox are essentially items that does
43:19.26 not belong in a specific quadrants and
43:21.12 so earlier I said how almost every task
43:23.04 should be long within a project within a
43:25.44 matrix well there are always things that
43:27.48 don't belong and so when you go to here
43:29.04 there's something called The Secret
43:30.36 inbox which is an email address that you
43:32.40 have when you copy that email address so
43:34.38 I'm gonna go ahead you know sorry here I
43:36.06 have a special email address here I'm
43:37.86 gonna go ahead and copy that email
43:39.18 address
43:41.10 and and so when you're having a
43:42.90 conversation with somebody and you don't
43:44.16 have access to per Matrix for whatever
43:45.54 reason you can actually save this inbox
43:47.58 address as a contact and so you can
43:49.68 actually just create a task directly
43:51.42 from here by um
43:57.78 okay so you see how I can actually
43:59.46 create a task
44:1.56 from an email itself and so when you're
44:3.78 in account you're in a meeting with
44:5.16 somebody and you don't have access to
44:6.48 Matrix you just open up your email
44:9.02 literally create the task here
44:12.54 um
44:14.10 and I can assign it to somebody I can
44:16.50 say you know
44:18.12 um uh remind me daily and then I have
44:21.54 the content of
44:23.04 email itself
44:24.78 um
44:27.18 and so I'm able to do that and actually
44:28.98 I can create tasks from part into create
44:31.26 tasks import Matrix from emails and so
44:33.84 there's many many different ways to
44:35.28 create tasks within per Matrix but those
44:37.20 are some of the different approaches so
44:38.28 that's a fantastic question on how to
44:39.72 capture that
44:40.98 um and then the next question is what
44:42.42 happens to tasks uh when they're done
44:44.76 and so actually everything is is
44:46.80 captured and saved in separate Matrix
44:49.14 especially when you mark tasks as done
44:50.58 for example if you were to go to Project
44:52.32 here
44:53.46 and I'm going to go back to you know
44:55.80 um for example this particular project
44:57.90 and so if I Mark a task is done you see
45:0.42 if I hover over this and that's how a
45:1.80 market test is done now there's a couple
45:3.24 ways Market task is done so I I there I
45:5.82 just marked one task is done I can also
45:7.68 type done here or I can also change
45:9.54 progress to 100 but I'll go ahead and do
45:11.82 that and so you see how these two tasks
45:13.92 um they disappear this one I click on
45:15.60 the check mark
45:16.68 um this one I'm Marcus done so pretty
45:19.02 Matrix has filters because it hides the
45:21.66 things that are done on purpose because
45:23.64 uh if it's everything stays there you
45:25.50 can get inundated with information real
45:27.18 fast and so when you go to filters here
45:29.16 you can actually choose and show me all
45:31.98 the items that are finished right and
45:33.66 actually these shows you finished items
45:35.10 or you can change this to show all items
45:37.02 letting you see
45:39.24 um all the tasks that you have and so
45:40.62 that's that's how you will just see
45:42.42 finished tasks and not only that you can
45:44.58 sort I'm pretty sure it's filtering is
45:46.50 extremely powerful because you can go
45:48.66 and you can
45:49.92 identify again item that are due that
45:52.92 are finished that are um unfinished
45:55.92 um assigned to specific individuals
45:57.84 items that you follow follow means that
46:0.42 you are a follower on the task and so
46:2.28 that means um things are probably more
46:3.90 relevant to you and then you can
46:5.46 actually sort them and then use
46:7.02 everything from item tags and so forth
46:8.76 but anyways that's how you would be able
46:10.38 to see items that are due and that were
46:12.84 completed you go to filter here and then
46:15.48 choose finish items or own items um the
46:18.66 other thing you want you can do is if
46:20.46 you want to see finished items across
46:22.20 all projects simply go to the search
46:24.00 view so the search view is essentially
46:26.88 a way to see everything across all your
46:28.86 projects and so when you go to the
46:30.30 search view here very easy to find all
46:32.82 the things that are overdue all the
46:34.56 things that are starred and by the way
46:36.06 you need see how when it's overdue then
46:38.46 uh the text here is red and so it's very
46:40.68 Visual and so it allows you to see that
46:42.72 quite easily and and one thing you'll
46:44.58 notice is if I go here I can change a
46:47.16 due date directly from here I don't have
46:48.60 to jump to the project right I can move
46:50.22 a task between project as needed but
46:52.62 when I'm in the search view it's
46:54.00 searching across all my projects so if I
46:55.86 want to if I want to see all my
46:57.74 completed tasks across all project again
47:0.96 I go to this filter and then I say
47:3.12 finish items and then I can say all
47:5.46 quadrants for Quadrant One and that's
47:7.74 that's how you can see all the tasks
47:9.36 that you have um that are marked as
47:11.58 complete and so again complete a task go
47:14.28 away on purpose to sort of simplify your
47:16.80 view but that information is all
47:18.54 available for you to see
47:20.64 the other thing that part of Matrix does
47:22.68 is that you know at the end of the day
47:25.32 like you if you think about it tasks
47:28.02 it's just data right and so what that
47:30.72 means is everything's in quadrants here
47:33.00 but sometimes you want to take a look at
47:34.80 this information using a different
47:36.30 perspective so here I have the quadrants
47:38.82 but I actually can also go to the list
47:40.50 view so what the list view does is
47:42.54 actually shows me all the things I have
47:44.18 but shows in the list and I can see what
47:47.04 quadrant it belongs in but I'm able if
47:48.78 this list was really long I'm able to
47:50.64 sort it by when it's modified when it's
47:53.16 due who's assigned to it I can also go
47:55.98 to the calendar view which takes all the
47:57.78 tasks I have and actually you see how my
48:0.30 finished items right here but I can I
48:2.52 can click on a task directly from the
48:4.08 calendar view and if I want to
48:5.34 reprioritize it or rather I want to move
48:7.14 the due dates I just drag drag and drop
48:9.36 it
48:10.98 um the Gantt chart what it does is it
48:13.68 takes the tasks that you have that
48:15.00 you've created dependencies which means
48:17.40 you got to get a done before you get B
48:19.08 done and then our system automatically
48:20.88 builds up for you and that in each of
48:22.44 these view you can print it you can
48:24.06 export it and then every chat as well as
48:26.64 exportable and so we have customers in
48:28.50 compliance space where they need to
48:30.12 prove that they have work done on a
48:32.10 certain date a certain time part of
48:33.72 Matrix makes that information available
48:35.58 very very easily you can literally right
48:37.68 click on this and then um
48:39.90 times and actually you can go here and
48:41.82 you can choose print chat
48:43.74 um and so I there's a lot of details I
48:45.78 didn't go into but part of Matrix has
48:48.24 all the other project project management
48:50.28 capabilities that you need including
48:52.14 Version Control seeing conflicts and
48:54.18 data Etc
48:55.56 these are fantastic questions thank you
48:57.96 are there any other questions
49:4.98 um again one thing I'd be happy to do is
49:6.78 is field some of these questions that
49:8.46 you have if you send an email directly
49:9.96 to me at Hyatt or of
49:11.64 course you can always contact our
49:12.66 support
49:13.62 um support this webinar was
49:16.56 recorded and so afterwards
49:18.78 um
49:19.56 afterwards what we'll do is uh we'll
49:21.42 post it and then we'll send this out to
49:23.52 you
49:26.04 thank you everyone so much for being
49:27.84 here today and of course thank you to
49:29.28 all those who are watching this
49:31.20 afterwards and so again if you have any
49:33.36 questions send me a message look forward
49:35.46 to speaking to you at the next webinar