Introduction to Priority Matrix: How to effectively prioritize tasks and emails

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 (42:37.40) Stop scroll

0.96s um first of all thank you everyone for
2.34s being here today and I know that we
4.02s actually also have a lot of people that
5.28s intend to watch this webinar recording
7.26s afterwards so
8.58s um thank you to all of you as well
11.34s um the other thing I want to let
12.60s everyone know is that this webinar is
15.00s being recorded and so afterwards we'll
16.80s be posting this online for you to review
19.14s or to share it or um you know look at it
22.44s or whatever it is that if you have any
24.24s further questions uh the other thing I
26.28s want to mention as well is that in the
27.90s chat you can actually send some messages
30.36s um I see that some people are sending
31.56s messages right now and so if you have
33.48s any questions during the webinar itself
35.52s please feel free to send me a message
37.02s there and if I get a chance I'll look at
39.00s it and I'll try to cover it during this
40.92s webinar so this is your chance to ask
42.72s questions
43.86s um and so ensuring that we'll actually
45.96s get back to you in both to address your
48.12s concerns or use cases Etc
51.60s so my name is Hai Nguyen I'm co-founder
53.70s of affluence um so I've been with
56.94s I've been talking to thousands of
58.74s customers over the over the past decade
1:0.96 regarding part of Matrix regarding
1:2.52 prioritization and so forth so I've seen
1:5.82 a lot of different use cases I've seen a
1:7.74 lot of different
1:8.94 ways in which people approach party
1:10.56 Matrix
1:11.58 um so in this webinar today what I want
1:14.28 to focus on is actually an introduction
1:16.86 to pretty Matrix itself the software
1:18.72 application as well as the fundamental
1:21.00 philosophy behind pretty Matrix so I'm
1:23.40 hoping that when you walk out of today's
1:25.08 webinar you have a sense of what
1:26.64 partometrix can do for you and what it
1:28.26 cannot do for you and then also what are
1:30.78 the sort of 20 of
1:33.24 of features in separate Matrix they'll
1:36.06 give you 80 of the impact again
1:39.30 it's meant to be an introductory webinar
1:41.16 we can always address much deeper
1:43.74 details in in other webinars and so
1:45.72 forth but if you have any questions
1:47.46 whatsoever please send me a message
1:49.26 there and then my contact information is
1:51.30 also here Hyatt so you can
1:53.94 always shoot me a message and I'll try
1:55.74 my best to get back to you with that
1:57.48 we're going ahead and continue
2:9.36 so one of the things that I've learned
2:11.34 over over the years is that customers
2:14.04 face very very similar challenges um and
2:16.56 the question I have for you is are you
2:18.12 always focused on work with the most
2:19.92 impact and so one thing that I've seen
2:23.64 is that in an organization whether
2:25.68 you're large or small team members often
2:28.08 have trouble understanding what's
2:29.52 priority right now more so than ever
2:31.68 before we have more things to do than
2:34.02 the resources to do them and so if
2:35.94 that's the case you can only focus on on
2:38.40 a smaller portion of the tasks that you
2:40.62 have and so understanding that priority
2:43.02 is actually extremely important
2:45.42 secondly as you have more and more
2:48.24 responsibilities it's very very
2:49.86 challenging to keep track on the status
2:51.84 of work across all those areas
2:54.06 responsibilities and so how do you
2:55.80 communicate to others that you're
2:58.02 working on something that's really
2:59.34 critical or how do you understand from
3:1.44 others whether or not they're working on
3:3.72 the right things and lastly
3:5.76 communication is getting more and more
3:7.92 overwhelming if you haven't seen it
3:10.80 already you're just probably getting
3:12.06 messages from just this morning messages
3:14.34 from via chat via text via email via
3:18.24 whatever software that you're using and
3:20.16 so what we've done with all this
3:22.14 software unfortunately this has we've
3:24.24 created a very stressful environment
3:25.74 with too much context switching and
3:28.44 that's a challenge that's common across
3:30.96 the entire spectrum of customers
3:34.08 so what is part of Matrix party Matrix
3:36.90 is a comprehensive email priority and
3:38.64 project management software to help
3:40.02 teams manage emails conduct efficient
3:41.88 meetings and get real-time status update
3:43.56 on critical projects and priorities the
3:45.96 goal of our software is to help tackle
3:48.06 those problems that we just talked about
3:50.64 so how do we overcome the helping
3:53.58 organizations and teams understand
3:54.84 priorities so we use What's called the
3:56.94 four quadrant methodology which I'll dig
3:58.56 into a little bit further as a way to
4:0.60 actually ensure that you're
4:1.98 communicating priorities very
4:3.78 effectively across your team second of
4:6.30 all
4:7.74 party Matrix provides many other ways to
4:10.20 look at the same data that you have
4:11.94 including our one-on-one view our agenda
4:14.40 timeline so then you understand what you
4:16.74 need to work on at any point in time
4:18.30 whether you know whether it's time based
4:21.36 or whether it's for somebody to search
4:23.22 your manager or your direct report or a
4:24.90 co-worker
4:26.22 and then finally party Matrix provides
4:27.84 really deep Integrations into software
4:29.64 solutions that you already use so in
4:31.86 particular we're probably the most
4:32.94 integrated solution inside Microsoft
4:34.26 teams and outlook for really effective
4:36.30 email and task prioritization which I'll
4:38.10 go into today
4:39.54 so what makes board Matrix different
4:41.46 first of all we're the only solution
4:43.14 that's Microsoft 365 security certified
4:45.14 across web app Outlook app as well as
4:47.76 teams app we actually have been
4:49.50 leveraging AI as much as possible to
4:51.36 help you achieve your goals and I'll try
4:53.70 to show you some of the capabilities
4:54.78 that we have that actually could be very
4:56.40 very beneficial and then we also have
4:58.26 templates
4:59.58 that would allow you to save a lot of
5:1.92 effort as you use our system more and
5:4.44 more and then finally protomatrix is
5:6.12 available as a SAS HIPAA compliance as
5:8.40 well as an Azure government Cloud
5:9.66 solution and then for Enterprise
5:10.98 customers private azure deployments
5:13.74 I'm bringing all this up so if you have
5:15.66 any questions feel free to reach out to
5:17.58 us in order to discuss any of these in
5:19.56 more details
5:20.94 so going back to the philosophy behind
5:23.52 party Matrix um this is a famous quote
5:25.44 attributed to former President
5:27.00 Eisenhower what is important is seldom
5:29.16 urgent and what is urgent is seldom
5:30.54 important the idea is very simple what
5:32.94 happens is as I mentioned to you this
5:35.04 morning you probably got 20 emails and
5:37.08 there was 20 emails probably pull you in
5:39.54 a bunch of different directions the
5:40.68 question is are any of those emails
5:42.30 really that crucial if you are thinking
5:44.64 about your quarterly goals your annual
5:46.26 goals and the things you're trying to do
5:47.76 to actually be successful at your work
5:49.74 were those emails actually even relevant
5:52.50 and the answer is typically no
5:55.68 um so what and what happens in our era
5:58.68 of information overload is that we're
6:0.54 getting all these
6:2.76 pings left and right right and so um you
6:5.64 know you have meetings and so forth and
6:7.26 it's just so distracting and so it's
6:9.60 awesome that this quote remains relevant
6:11.70 today so if we were to think about then
6:13.68 what is important to you and then what
6:15.42 is urgent to you how do you actually
6:17.28 pull that together into one coherent
6:20.34 picture so the way to look at it is the
6:23.22 four quadrant methodology so imagine
6:24.90 this for a second take out a piece of
6:26.52 paper at your desk take out a piece of
6:28.86 paper and start writing down all the
6:30.60 things that you're thinking about or
6:32.16 that you should be working on or that
6:33.78 you're working on or that you owe
6:35.70 somebody okay so start writing that list
6:37.98 down and I guarantee you you know if
6:39.54 that list is three items you don't need
6:41.22 part of Matrix because you're good you
6:42.72 can just get it done Bam Bam Bam but if
6:45.42 that list is now 10 15 items the
6:48.42 question I have for you is what do you
6:49.98 work on first um what are the things
6:51.66 that you have to drop do you stop start
6:53.40 at the top or start at the bottom and
6:55.56 then or randomly in the middle or if you
6:58.08 have to add additional things to this
6:59.88 list just add it at the top of the ad at
7:1.86 the bottom and that's the hardest part
7:4.02 in all of this which is
7:6.54 deciding what to work on at any point in
7:10.08 time and so now take that list that
7:13.02 you've just created and we're actually
7:14.58 going to go and put it into this Matrix
7:17.22 and
7:18.72 and the way the Matrix works is the
7:20.94 following
7:23.04 take all the things you have what are
7:24.72 the things that are let's just call them
7:26.40 important urgent and put on the top left
7:28.14 that's what you've got to do today right
7:30.24 now right don't work on anything else
7:32.82 unless those things are actually tackled
7:34.20 and then what are the things that are
7:35.64 important and actually you should be
7:36.72 planning for
7:37.86 um and this is what you should be
7:38.94 working on next and that's the top right
7:40.80 and then what are the things you can
7:42.36 delegate what delegate means is that can
7:44.04 someone else do this job better than you
7:45.78 because in reality across an
7:48.48 organization sometimes you're taking on
7:50.28 things just because you did not because
7:52.32 it's actually the right thing for you to
7:54.18 do and especially if you're a manager
7:56.46 um you should not be spending time doing
7:59.16 some of the the nitty-gritty stuff when
8:1.08 your direct reports might be actually
8:2.64 much better at accomplishing it so then
8:4.62 where your um potential should be spent
8:7.92 is deciding what needs to be worked on
8:9.66 as opposed to working on the things
8:10.98 themselves and then finally the inbox is
8:12.84 sort of everything else so if you were
8:14.58 to look at this Matrix and if you look
8:16.62 at your list today
8:18.24 um and if everything is in the top left
8:19.62 quadrant then you've done something
8:20.94 wrong as well because if everything is
8:22.44 is important and Urgent then nothing is
8:24.54 important urgent um and if that's empty
8:27.00 that's actually a good a good approach
8:29.34 in fact if you were doing this really
8:31.14 well you're actually planning for things
8:32.88 ahead of time instead of fighting fires
8:34.56 right so a lot of Your Action Plan and a
8:36.90 lot of your goals
8:38.34 um your goal should be to actually be
8:40.08 working on the things in the planned
8:41.70 quadrant instead so think about that as
8:43.98 a as you're looking at this
8:46.08 so now that you've done this this Matrix
8:48.78 um imagine if you're walking around the
8:50.04 office and you're comparing notes with
8:51.48 your managers and you're comparing notes
8:53.10 with your colleagues and you're
8:54.36 comparing notes with your direct report
8:55.62 do you see alignment and that's the key
8:58.38 so party Matrix is a communication tool
9:1.20 and what it communicates is your
9:3.18 priority and so what you're looking then
9:6.06 is you're going to look at everyone
9:7.38 else's priorities and see if it matches
9:11.24 uh and one thing that's really
9:13.32 interesting is the this is the hardest
9:15.78 part about using part of Matrix so I I'm
9:17.52 not going to lie
9:18.72 um if you're not able to make these
9:20.64 priorities you're going to struggle with
9:22.38 party Matrix and you're going to
9:23.46 struggle with every project management
9:24.66 software and so that's where the bulk of
9:26.88 your time is this deciding what to work
9:28.74 on so protobatrix helps make that easy
9:30.72 now the interesting thing that's not so
9:33.18 obvious is that success from using
9:34.98 partometrix isn't about finding what
9:37.32 everyone agrees on it's discovering
9:39.24 disagreement on what should be priority
9:41.64 When It Isn't So when you talk to your
9:43.68 manager and suddenly you and your
9:45.18 manager discover that something you
9:46.44 thought was very important is actually
9:47.88 not and then vice versa something that
9:49.98 you didn't think was important is
9:51.06 actually very important then we have
9:53.22 given you value as a software so keep
9:56.22 that in the back of your mind it is not
9:58.32 an obvious thing to
10:0.06 to recognize but if you ever find that
10:4.44 you're saving time because you're you
10:6.24 stop work on something
10:8.16 um and and if you uh are working on you
10:11.16 actually pick up something that you
10:12.54 didn't realize was important let us know
10:14.52 because that means that means our
10:15.96 software is out of value because I'd
10:17.40 love to hear stories around that
10:20.76 so now uh we're actually going to jump
10:22.50 into the webinar I'm sorry the demo
10:24.60 itself in this webinar the other thing I
10:26.22 do want to mention is that if you
10:28.14 haven't already get started pretty
10:29.52 Matrix you can go to and
10:31.50 then click on the web app or sign in you
10:33.00 can actually get started um and then the
10:34.74 second is that these webinars are
10:36.06 recorded and so you can access them at
10:37.50 webinars and then our
10:39.84 contact supported if you
10:41.58 have any questions whatsoever make sure
10:43.44 you send this message there now I'm
10:44.58 going to jump to the demo I do want to
10:46.32 mention again that in the chat section
10:48.12 if there's any questions that you have
10:49.50 send me a message in there and I'll try
10:51.36 to take a look and make sure I cover
10:52.38 them so with that I'm going to jump to
10:54.36 the product
11:4.08 okay so um as you can see here what I
11:7.92 have is that digital version of that
11:10.14 four quadrant that I talked about you
11:12.00 can see I have what's called a project
11:13.80 open in pretty Matrix there's the do now
11:16.02 do later delegate and inbox so it is
11:19.62 it is very very
11:22.44 um
11:22.98 visual
11:24.42 um so here I have a project called my
11:25.98 team priorities and then when I have
11:28.80 something to do I can actually create a
11:30.60 task very very easily so imagine if I
11:33.12 want to go and I want to follow up
11:35.34 um follow up with webinar
11:39.36 um participants
11:40.86 okay so that's a task that I have to do
11:43.20 but instead of actually just typing out
11:45.00 the task I'm going to say do in one week
11:48.12 and that's how I create a task in pretty
11:50.16 Matrix one of the things that part
11:51.54 Matrix tries to do is actually
11:53.00 understand the language that you type
11:55.20 into it so follow webinar participants
11:56.94 do in one week now you see have actually
11:58.86 our system will set the due date for you
12:0.54 now we'll show up in your calendar it
12:2.22 ensures that you actually get it done
12:3.96 and as you can see within the quadrants
12:6.48 themselves these are the tasks and
12:9.00 actually I can go and I can drag and
12:10.80 drop as needed Imagine This is actually
12:12.42 very important and urgent I can actually
12:14.16 go ahead and drag this
12:15.90 um to the side and
12:18.12 if you were to look at this Matrix you
12:19.98 can see what my priorities are and then
12:21.78 if I were to go and actually share this
12:24.78 with my my teammates and my co-worker
12:27.06 they can also see what my priorities are
12:29.22 as well
12:30.36 when you select a task on the right hand
12:33.54 side this is what we call the item
12:35.40 details so this is the details around
12:37.26 the task themselves and so we have the
12:39.24 name of the task
12:40.32 um you have the owner owners who's
12:42.06 responsible the idea around party Matrix
12:44.64 is that there's always responsibility
12:46.74 there's one person who's responsible for
12:48.54 anything that you have to do and you
12:50.94 might have additional followers but
12:52.56 responsible responsible party is the
12:54.84 person who actually needs to Mark the
12:56.22 taxes done and then afterwards you have
12:58.20 progress zero to 100 percent effort how
13:0.90 much time it actually takes to get it
13:2.16 done because not all tasks are created
13:3.90 equal and then finally you have due
13:6.48 dates and so again let me say you know
13:8.22 again something I would do in one week
13:9.72 but then there's reminders and that's
13:11.64 different from due dates um an example I
13:13.80 always give is taxes because taxes
13:16.44 always really takes a lot of work to do
13:18.60 right so you might have taxes due in AP
13:21.54 on April 15 but then you actually want
13:23.40 to make sure that you set reminders
13:25.02 three weeks prior to actually get
13:26.76 started on it because if you wait until
13:27.96 the day it's due it's actually far too
13:29.76 late so that just something to keep in
13:31.38 mind so as you think about
13:33.78 you know prioritization as you think
13:36.06 about
13:37.08 managing your task there's always that
13:39.60 second dimension of time of when and so
13:43.02 I highly recommend that if you use party
13:45.42 Matrix make sure you set due dates make
13:47.40 sure you set reminders because that's
13:48.72 actually a very very helpful way to
13:50.76 track everything you have to do and then
13:53.40 down further there's a chat section
13:54.96 which essentially you can think of as an
13:56.82 audit Trail related to this particular
13:59.34 test it's the context of this
14:0.84 conversation and so if you were to
14:2.40 assign this to somebody it actually
14:4.34 allowed you and that person to have that
14:6.60 conversation directly here about that
14:8.58 task and then you have the notes section
14:10.20 and so the notes section is where you
14:11.46 can add additional information around
14:13.26 the task itself but you can also look at
14:14.82 it as a way to add subtasks so it's
14:16.80 subtask one subtask two subtask three
14:19.98 okay
14:21.18 and then as I Mark the subtask has done
14:23.28 progress is updated for me and then
14:25.20 finally you have resources where you may
14:26.76 add additional files and links and so
14:28.74 forth so that itself in a nutshell is
14:31.02 what an item detail is so let me explain
14:33.24 to you
14:34.26 um how and why you should use some of
14:36.06 these components
14:37.62 first of all just remember that part of
14:40.02 Matrix is a prioritizing prioritization
14:43.62 software
14:45.24 um so what that means is that you should
14:47.10 put task in here that actually matter
14:49.68 and so I recommend a couple of things
14:53.04 one you should always have a team
14:55.50 priority project and within that team
14:57.96 priority project you can open What's
14:59.76 called the project details and in this
15:1.86 project details you can decide who
15:4.38 should be in this project and that could
15:6.12 be your co-worker that could be your
15:8.40 teammate that could be your direct
15:9.48 report that could be your manager the
15:11.46 idea is that when they open protomatrix
15:13.38 they see the exact same thing as you do
15:15.18 and then you can talk about your
15:16.92 priorities when you're having your
15:18.18 meeting and you can project this onto
15:20.58 your um
15:22.02 your screen when you're in that
15:23.70 conference room together and it creates
15:25.92 so much alignment so quickly because you
15:28.26 can skip over the things that you all
15:29.82 agree on right again as I mentioned
15:31.50 earlier the key is to look at the things
15:33.66 that you see discrepancy as opposed to
15:36.24 the tasks that you all agree on and so
15:38.52 when you use pretty Matrix that's one
15:39.96 things I recommend to have that team
15:41.46 priorities
15:42.78 the second is to have your own personal
15:44.58 priority project and so inside your
15:46.74 personal property priority uh Matrix
15:48.90 project for your personal task that's
15:51.18 when you can have everything else that
15:52.56 you want to do and that is more aligned
15:54.96 with your own personal goals
15:58.08 when you click on this view here we open
16:0.42 What's called the project details so the
16:3.06 project details is essentially the
16:4.44 project information itself the people
16:6.30 who are involved in this project and
16:7.86 then the quadrant names itself one of
16:9.72 the things that we allow you to do is
16:11.34 actually the ability to customize these
16:14.70 quadrant names so I showed you the do
16:16.74 now do later delegate an inbox as a
16:19.44 potential quadrant name but one of the
16:21.24 things you'll learn as you use part of
16:22.74 Matrix is maybe some of these
16:23.88 terminology fit you better for example
16:25.80 we defaulted the in quadrant four to
16:27.78 inbox because it doesn't make any sense
16:29.58 to track tasks that are not important
16:31.08 and not urgent but we call it inbox but
16:33.72 maybe your philosophy is a little bit
16:35.22 different and so that allows you to
16:36.36 customize both the project as well
16:39.06 as the name
16:40.68 um so let me show you now how to create
16:42.36 a personal project from from scratch so
16:45.18 you simply go to the project list here
16:46.74 and then you can choose create project
16:49.14 and so when you go and create project
16:51.30 you see that actually I have a blank
16:53.52 project I can choose from but the other
16:55.62 thing we have as well is actually we
16:57.24 have some public templates that you can
16:59.28 use and so over the years you know we
17:1.50 build out some best practices
17:3.60 and so we've created some sample Matrix
17:6.30 for you and so from this year you can
17:8.46 actually choose an existing template but
17:10.62 I'm going to go ahead and choose a blank
17:11.82 one
17:12.66 and so my personal priorities okay so I
17:16.26 agree that project very very simple uh
17:18.36 name and I can choose a standard color
17:20.52 that I want to go with so go ahead and
17:22.26 choose that and add projects and so now
17:24.66 you can see that I've created the
17:25.98 project
17:27.06 and I have the four quadrant and again I
17:29.04 can really quickly track my task so if
17:32.16 you were using pretty Matrix go ahead
17:33.72 and create this because it helps you
17:35.58 understand what it is that you need to
17:36.96 work on
17:37.86 this is the hardest part you need to
17:40.20 prioritize you need to put the task into
17:42.24 the appropriate quadrants
17:44.22 now once you have a lot of tasks um
17:47.10 that's added to for Matrix you might
17:48.78 want to look at it from a different view
17:50.10 so I'll go back to
17:52.20 to this team priority project here so I
17:54.72 have a couple tasks here and if you go
17:56.88 up here we actually have several
17:58.26 different views for you to see that
17:59.82 information that you have so this is the
18:1.14 Matrix view this is the list view the
18:3.30 list view is actually very helpful to
18:5.16 see what are the items that are overdue
18:7.44 um when you have tasks that are overdue
18:8.76 it actually turns red here so it's very
18:11.04 very Visual and you can see that and it
18:12.96 shows everything you have across your
18:14.58 entire Matrix here and then you have the
18:16.56 calendar view the calendar view takes
18:18.12 all these tasks again and actually
18:20.64 um a display in calendar form and you
18:23.10 can drag and drop to reprioritize or
18:25.56 change a due date rather directly from
18:27.72 this and you can open the tasks as
18:29.16 needed now people work different
18:30.78 differently that's one of the things
18:32.16 that I've learned over time as well is
18:34.20 not everyone
18:35.52 want to think in The Matrix
18:38.22 um style and so therefore that's why
18:40.56 some of these other views exist because
18:42.90 you may work with multiple team members
18:44.64 and some of them are more accustomed to
18:46.68 you know the list view which is more
18:48.12 like the Excel Excel style view which
18:50.88 makes perfect sense and then of course
18:52.86 we have to Gantt chart view as well so
18:54.66 the way part of Matrix works is if you
18:56.52 think of all these views what's
18:58.14 happening is that we're taking the data
19:0.18 that you have
19:1.74 and we're just displaying it in a way
19:4.86 that makes sense to you so if you were
19:7.44 to use pretty Matrix for project
19:9.00 management you can actually create
19:10.20 dependencies and have a Gantt chart
19:12.18 that's actually built automatically for
19:13.62 you
19:15.96 um so
19:16.80 um I see that there's actually questions
19:18.18 that's coming into the chat this is
19:19.68 fantastic I'll try to make sure that I
19:21.90 address some of these here and I can see
19:23.76 that someone hears things that I speak
19:25.62 quite fast which uh my apologies so
19:27.90 hopefully you can watch a video
19:29.16 afterwards if there's anything that's
19:30.48 that's missing um okay so let me go back
19:33.66 to this Matrix view now now one of the
19:35.46 things that we talked about is actually
19:36.90 where tasks may come from we talk um for
19:40.14 example you saw how I can add a test
19:41.58 real quickly but for me actually
19:43.38 personally I get a lot of messages via
19:45.90 email you know customer in customer send
19:48.18 me a request or anything along those
19:49.74 lines so this is how it works in
19:51.42 separating Matrix so if you go to pretty
19:53.52 Matrix you can actually open your
19:55.14 outlook
19:56.64 and uh and then from here you can
19:59.10 actually go to this this icon and
20:2.40 install the part Matrix application once
20:4.74 you install pretty Matrix you can go and
20:6.54 actually capture any email that you get
20:9.36 and convert into a task one of the
20:11.46 challenges I've seen over and over again
20:13.44 is that you know we get a ton of emails
20:15.96 right and then some of those emails
20:17.46 actually require us to take actions so
20:20.34 how do you decide when to take actions
20:23.16 on the emails do you flag it right or do
20:25.26 you set a reminder on it but then if you
20:27.54 have you know 50 emails and then you're
20:30.72 flagging dozens of them how do you know
20:32.40 which one to get to so one of the things
20:34.86 we've added with part Matrix is the
20:36.60 ability for you to prioritize and
20:38.88 prioritize an email and making sure that
20:40.68 you can set a due date on the email set
20:42.30 a reminder in the email and assign to
20:43.86 the appropriate folks so I have an
20:46.08 example here
20:47.64 um so for example let's say I have
20:51.36 um an email here okay one of the things
20:54.66 I can do is I can open pretty Matrix and
20:56.64 so now that I've installed the Outlook
20:57.96 Integrations I can open pretty Matrix
20:59.52 and actually you can see how when I
21:1.38 hover this I have the option to
21:2.76 prioritize email so go ahead and click
21:4.62 on that
21:5.46 so what this does is it takes this email
21:8.42 and actually converts it into a task so
21:11.82 I'm going to go ahead and choose that
21:13.70 project that we created earlier I'm
21:16.20 going to choose quadrant four here
21:17.46 that's just what it default to I can
21:18.90 choose another quadrant actually I've
21:20.34 choose this quadrants and then actually
21:21.78 I can even assign it to somebody
21:23.34 directly from my Outlook integration so
21:25.98 imagine the use case that this is an
21:28.62 email from an external client who's very
21:31.26 important and you want to make sure that
21:32.52 the appropriate team member is reviewing
21:34.50 this email if you forwarded this email
21:37.20 to them the problem is you're creating
21:39.48 another email and then not only that
21:41.52 they don't know how important this email
21:43.32 is also they don't have a tracked within
21:46.38 the appropriate context right which is
21:49.14 maybe you can even have imagine you
21:51.96 could have attached this to a project
21:54.00 that's named for your your client your
21:56.40 customer that you're working with so
21:58.02 it's very very contextual and it's it
22:0.60 helps you stay focused on whatever it is
22:3.96 that this email is per into
22:6.66 so you can see how I can actually do
22:8.46 that and I can go ahead and assign a due
22:10.62 date and then I create that task and
22:13.68 that's that's it that's how I would
22:14.94 create that task and so then pretty
22:16.56 Matrix you can see this is the item
22:18.18 detail view that shows up on this side
22:20.18 after you create a task using pretty
22:23.22 Matrix Outlook extension this little tag
22:26.64 pretty Matrix shows up as well so now
22:28.74 you know that you've prioritized these
22:30.54 emails
22:31.50 the neat thing is if I go back to here
22:34.02 you see how that task has been created
22:36.36 um and actually the email itself is
22:37.92 uploaded so this is a very very helpful
22:40.32 way to prioritize an email and then you
22:42.60 can add additional resources as needed
22:45.42 one of the neat thing about protein
22:47.34 matrix is that you can actually do this
22:49.44 in so many different other ways as well
22:50.94 which means what I mean by that is
22:52.44 pretty Matrix has a special email
22:55.68 address for every single one of your
22:58.02 quadrants so that allows you to forward
23:0.48 an email into part of Matrix and keep
23:2.52 track in one central place so now you
23:4.92 have both your emails as well as your
23:6.96 priorities accessible within per Matrix
23:10.80 with that I'm actually going to jump
23:12.18 over to Microsoft teams the reason I
23:13.98 joined Microsoft teams is this is where
23:16.92 you know we are finding more and more
23:18.78 customers spending their time of course
23:20.16 you know this webinar right here is on
23:21.54 Microsoft teams
23:22.80 um but what happens is that inside
23:25.08 Microsoft teams if you're spending time
23:27.30 chatting with your team members and then
23:29.94 if you're spending time communicating
23:31.44 with team members there what we want to
23:33.12 do is we want to bring party Matrix to
23:35.58 you
23:36.42 um so if you go to to Microsoft teams go
23:38.70 ahead and go to the App Store install
23:40.56 pretty Matrix and when you do you have
23:42.66 this view right here okay and with this
23:44.88 view you can go ahead and pin it um
23:47.40 and so if you pin it you can actually
23:49.86 access your entire part of Matrix inside
23:51.66 Microsoft teams everything that you saw
23:53.76 actually my team priorities you see all
23:55.32 the information is synced and so if you
23:57.24 use Microsoft teams on the iPhone or on
23:59.58 the mobile device as well that
24:1.20 information is also available to you
24:3.24 instantly so pretty Matrix is there and
24:6.00 it helps you see your priorities
24:7.56 regardless of um what platform you're on
24:11.46 but there's a couple of neat things that
24:13.02 I think is actually really cool about
24:15.06 how we add value to your Microsoft teams
24:18.12 interactions so let's just say if I go
24:20.52 to a chat with a team member okay I'm
24:22.50 gonna go to a chat here with a team
24:24.42 member and let's say my manager sent me
24:26.28 an email that says you know could you
24:27.96 send me a report if you just hover over
24:30.12 this chat right here and you click on
24:31.74 this Ellipsis you can actually create a
24:34.02 PM item directly one of the use cases
24:36.12 I've seen is that you know you're in a
24:39.42 meeting with somebody or you're in a
24:40.50 conversation with somebody and you talk
24:41.76 about all these cool things that you're
24:43.80 going to do the productive things that
24:45.42 will actually you know make meaningful
24:46.80 impact and then two weeks later when you
24:49.20 were actually reconvening to to review
24:51.54 the things that you've done you ask hey
24:53.58 did you get that task done and then the
24:55.20 other person will say oh I forgot to
24:56.70 write it down so with pretty Matrix you
24:58.56 sort of take away that excuse because
25:0.12 you can actually make it so simple when
25:2.22 you are chatting about it something
25:3.54 inside teams you can create that task
25:5.70 directly
25:7.14 the second thing that actually is also
25:9.84 very helpful is what you need to when
25:12.42 you need to understand what it is you
25:14.40 need to do for your manager
25:16.32 um so we have something called the
25:17.52 one-on-one view so if you go to this
25:19.50 this plus icon here you can add party
25:22.02 Matrix
25:23.46 you can add pretty Matrix uh and then
25:25.92 when you do you can create a tab and
25:28.02 there's two types of tabs there's a
25:29.34 one-on-one View and there's a full
25:30.90 project view the full project view
25:32.64 allows you to embed a party Matrix
25:34.86 inside the
25:37.26 um the conversation you have with your
25:39.12 teammates but the one-on-one view is
25:41.40 actually something that we call
25:45.06 the way I I look at it is it flips all
25:48.72 this project management software around
25:50.04 into a people-centric view and so when
25:52.86 you open the one-on-one an example here
25:54.90 right when I open this one-on-one with
25:57.00 Eugenia what's what I see is all the
25:59.34 tasks I have with her across all of my
26:2.88 pretty Matrix and this is so helpful
26:5.46 when you are working with your manager
26:7.86 and you're working on so many different
26:9.84 areas of responsibilities so many
26:11.58 different tasks so many different
26:12.48 projects and then you're trying to
26:14.22 brainstorm what are the things that I
26:16.38 should be working on or what's the
26:17.76 status of my task when you open the
26:19.86 one-on-one view it shows you all of that
26:22.26 in one central place uh you can see that
26:24.78 it shows in the list view here and
26:26.52 actually you can see that there's a lot
26:28.08 of items on overdue I can sort it
26:30.30 extremely easily
26:31.86 and if we can go through this list and
26:34.26 you can have a very very productive
26:36.12 conversation without having to switch
26:38.28 context
26:39.30 without having to switch over to party
26:40.74 Matrix without having to go and open
26:42.48 every single project
26:44.64 and this is something that happens with
26:46.98 so many software that you're probably
26:48.48 using today if you use even you know
26:51.30 really good Microsoft products or other
26:53.40 third-party software how often do you
26:56.34 find yourself having to open that
26:59.76 software jumping switching contacts
27:2.22 searching through all of it to find out
27:4.62 one thing and then having to redo all of
27:7.08 that to find out the next thing so party
27:8.82 Matrix has this one central place which
27:12.06 look at all of it from a people-centric
27:14.64 point of view this could be your manager
27:16.50 this could be a colleague that you're
27:18.00 working with this could be another
27:20.10 person at your company that you don't
27:21.90 often work with but sometimes you
27:23.82 actually have some share tasks and
27:24.96 comments so pretty Matrix facilitates
27:26.64 this whole process across your entire
27:28.32 party Matrix
27:29.96 data set and then the second thing is as
27:32.94 you have a conversation with your
27:34.20 manager you can actually add the task
27:36.12 directly from here so this is so helpful
27:38.52 because you know again I'll do an
27:39.96 example here call Sue tomorrow
27:43.02 um and so I can go and I create that
27:45.06 task I can add it to a specific project
27:47.10 and then when I do
27:49.20 it actually adds assigns it to my my
27:51.90 teammate directly and then it adds me as
27:54.12 a follower so when this action is
27:55.74 actually done I get an update on it and
27:58.08 that really helps me
28:0.66 um that really helps me
28:2.64 easily create priorities and and task
28:5.76 and then at the same time get updated
28:8.64 um on on that progress
28:11.16 okay so that is how I created a task by
28:14.64 the way one of the things that you
28:15.96 notice here too is that the way that our
28:18.66 system works is that it actually adds
28:20.52 some intelligence to this so I created
28:22.44 this task but it actually found several
28:24.78 duplicate tasks for me inside pretty
28:26.40 Matrix and enlarge me to it and so what
28:28.62 that means is that when you're using
28:29.82 part of Matrix as as you add more and
28:31.92 more tasks some of these tasks might be
28:33.78 duplicate and so we try to surface that
28:35.58 up for you as well because actually for
28:37.86 my own personal you know project Matrix
28:40.20 I have something like 300 plus projects
28:43.26 and so I'm tracking so many different
28:45.12 tasks and actually I have zero problem
28:46.86 understanding what I need to work on
28:48.84 because of the way the system is
28:50.82 organized
28:52.50 so going back to party Matrix there's a
28:54.90 couple things I want to highlight again
28:56.52 so you see how I have projects on the
29:0.24 left hand side here and the project
29:2.22 shows me
29:3.72 um these are all the different areas of
29:6.18 responsibilities that I have so examples
29:9.06 of good projects are one team priorities
29:12.50 to your overarching goals three it could
29:16.50 be a specific project you're actually
29:18.36 working on and so that could be if
29:20.88 you're a consulting firm that could be a
29:22.62 client so you would have a bunch of
29:24.00 different projects for different clients
29:25.32 uh it could be that you might have a
29:28.26 project for um if you're a real estate
29:30.54 company maybe different properties that
29:33.00 you work on so you would create a
29:34.62 different project for each of those
29:35.94 properties
29:37.56 if you were um a sales force or a
29:41.52 marketing uh company where you might
29:43.74 want to go and actually track a client
29:46.50 that you work with at any point in time
29:48.12 so again each of those is a different
29:49.38 project so what's really neat then is
29:52.14 that everyone who's working on those
29:54.12 projects can go to one central place and
29:55.98 see those priorities together and again
29:57.60 you can talk about it and you can
29:59.10 actually identify the gaps within the
30:1.44 work that you have
30:3.12 you see actually I also have a couple
30:5.16 projects that are starred and the way
30:7.26 the way starring works is when you start
30:9.48 a project it actually
30:11.58 um surfaces up and actually makes it
30:13.26 easier to find the project that you work
30:15.12 with because maybe you have a lot of
30:16.32 different projects but only a few that
30:18.00 actually truly matters so if you were to
30:19.80 click on the project details here you
30:21.60 can start that and then you can see that
30:23.04 when you have a task itself you can also
30:25.32 start the task so that's a really good
30:27.00 feature to use
30:28.20 I'm going to pause for one second
30:29.70 because I want to emphasize that if all
30:32.88 you did was create those few Matrix
30:35.28 matrices that that I mentioned and then
30:37.80 if you were to use the create um the add
30:40.14 item task to add the task and set the
30:42.60 due dates and so forth you've captured
30:45.00 eighty percent of the value in pretty
30:47.10 Matrix that's sort of my uh my word of
30:50.22 advice which is that's
30:51.84 if you don't want to get overwhelmed
30:53.70 with any project management software
30:55.68 those are the capabilities in separate
30:57.66 Matrix that I think is most helpful
30:59.16 today okay so get started with that
31:1.32 using um using part Matrix so now I'm
31:3.90 going to dig
31:5.84 into some additional capabilities that I
31:9.78 think
31:10.86 will could fundamentally change the way
31:14.04 you work the first is actually the party
31:16.56 Matrix goal system
31:18.90 so here's how it works
31:20.82 um so if you go to the our item
31:22.80 onboarding page right what happens is
31:25.68 you can input a goal into a pretty
31:27.78 Matrix and we can help you achieve that
31:30.24 goal so let me come up with an example
31:32.52 here which is how to get more webinar
31:37.04 attendees okay so I'm doing this live in
31:40.26 this particular demo here so you again
31:42.42 you can think about if you were to pause
31:45.06 for a second think about goal that you
31:46.68 have it could be
31:49.08 um it could be how to increase sales it
31:51.54 could be how to become more effective
31:52.80 how to improve your supply chain
31:55.08 Etc so but you know because it's a
31:56.94 webinar and I'll say how to get more
31:58.56 webinar attendees and so I'm going to
32:0.54 build my action plan so what I've just
32:2.88 done is I've leveraged the part of
32:4.68 Matrix AI system
32:6.30 um to turn my goal into task and what I
32:8.94 also did was I ran this um and it takes
32:12.12 a few minutes to actually generate this
32:13.62 so what I've done is actually I generate
32:15.78 a project for us already
32:17.76 and in this particular project I type in
32:21.42 the prompt how to get a promotion to
32:23.64 senior project manager and also get a
32:25.32 raise and so this is what part of Matrix
32:27.42 has just generated for you and so we
32:28.98 actually have a matrix and you can see
32:30.18 actually a couple things one the
32:31.98 quadrant name is different low effort
32:33.60 high impact High effort high impact low
32:35.76 effort low impact and high effort low
32:37.44 impact uh so this is an impact effort
32:40.50 Matrix and so you can see that the
32:42.54 dimension here is actually different
32:44.10 from the standard Eisenhower Matrix that
32:46.20 that I have and our system has actually
32:48.72 generated a series of different tasks
32:51.18 for you
32:52.44 um as a starting point to help you
32:54.72 become more productive at achieving
32:57.18 those goals and so that's actually
32:58.62 what's generated and so you can go
33:0.42 through each of these as a starting
33:1.74 point and and go down the list and see
33:4.26 if it helps you meet those goals and so
33:7.20 think about your goals think about you
33:9.06 know what are the things that you really
33:10.20 wish to accomplish and you can actually
33:12.12 do this with part of Matrix today in
33:13.68 fact I'm going to go ahead and send you
33:15.42 a link to this inside the chat so I'm
33:17.70 going to do that live right there and
33:19.26 then each of you can actually go to that
33:21.00 page and just type in your goal and then
33:22.98 it doesn't matter what it is it could be
33:24.84 you know something for this quarter or
33:26.34 something that's more a lifelong goal
33:28.98 and see what product Matrix can suggest
33:30.60 for you
33:31.86 and because I've um
33:33.72 you saw how I typed the webinar attendee
33:36.18 Improvement webinar attendees it
33:38.70 actually the project has been January
33:40.08 for me and I can go here and I can look
33:42.12 at this as a starting point for some of
33:44.34 my ideas
33:45.78 um so that's something that I think is
33:47.28 actually really helpful
33:48.72 as a way to get started with product
33:51.60 Matrix really quickly and it's it's one
33:53.64 of the new things that we're doing at
33:55.50 affluence in order to improve uh your
33:58.68 experience and so I'd love to get your
34:0.60 feedback
34:3.06 I'd love to get your feedback there if
34:5.46 there's anything that that makes sense
34:6.96 in terms of how we can improve the
34:9.60 entire process for you
34:12.42 and so with that I'm actually going to
34:14.46 pause and let's review some of the
34:15.96 questions that that were sent in and so
34:18.36 if you have any questions right now
34:20.52 um a brown protein matrix around the
34:21.90 basic capabilities of protomatrix go
34:23.76 ahead and send in the chat now take a
34:25.02 look and see if I can answer those
34:27.80 okay
34:29.46 um
34:33.24 so there's a question around email uh
34:36.42 Integrations with part of Matrix itself
34:38.70 um so as I mentioned earlier you can
34:40.44 install that Outlook app but I also
34:43.44 mentioned that every project actually
34:46.20 has a unique email address so if you
34:48.72 were to go to Project details you can
34:50.52 actually click on this and then you can
34:52.32 actually get secret email address so the
34:55.50 way it works is actually really cool
34:57.06 imagine if you work with different
34:58.92 clients as I mentioned earlier and you
35:0.60 create a project for for every client
35:2.46 right
35:3.54 you can go and you can copy the secret
35:6.78 email address for each of those clients
35:8.58 and inside your outlook you can create a
35:10.62 rule where all the emails from those
35:12.66 clients get forwarded into part of
35:14.16 Matrix and so now client a all emails
35:16.98 from client a will go into pretty Matrix
35:18.96 quadrants 4 for project a and so on and
35:22.68 so on it's a really really useful way
35:25.98 to keep your emails organized so for
35:28.38 example I have a project where all my
35:30.66 emails from Microsoft actually goes into
35:32.28 the project automatically
35:33.84 um so I get a ping inside my pretty
35:35.64 Matrix when I have that really really
35:37.62 helpful way to to keep those organized
35:39.90 and ensure that everyone else actually
35:42.60 is on the same page
35:44.16 one thing that you'll you'll see with
35:46.44 pert Matrix is it actually helps the
35:49.14 entire organization be aligned on
35:52.08 priorities
35:53.10 um so when I mentioned how protomatrix
35:55.14 is a communication tool
35:56.88 what it is doing is it's creating
35:59.82 alignment because it force you to do
36:2.04 that prioritization right
36:4.26 um similarly what happens is if someone
36:6.90 leaves the organization or if someone's
36:9.72 on maternity leave a paternity leave or
36:11.58 is sick
36:12.66 what if you need to understand what
36:14.46 their their priorities are
36:16.32 um and you can call them maybe they're
36:18.12 they're not accessible but with
36:20.16 protomatrix you can see all that
36:21.96 information in one central place so
36:24.06 going back to the email what happens is
36:26.34 if you have a team member who actually
36:28.08 set this up and so all emails
36:31.08 from a certain client gets forward
36:32.70 interpreter Matrix when that person is
36:35.10 on leave it actually Stills gets sent
36:37.86 into per Matrix and so now you can still
36:39.84 ensure that you can see
36:42.24 um the emails from the relevant customer
36:44.76 and so that's some Advanced use cases of
36:47.58 pretty Matrix that actually creates
36:48.90 alignment um and so again every quadrant
36:51.24 inside product Matrix has an email
36:54.06 address and you can also make sure that
36:56.52 when you do that email address
36:58.26 um you can actually assign it to
36:59.52 somebody as well and then the other
37:1.32 thing is this capability works with any
37:4.50 email client doesn't have not just
37:6.42 Outlook you can send it in Gmail you can
37:8.76 do link forwarding and I'm sorry email
37:11.40 forwarding in Gmail and allows you to
37:13.62 set this up
37:14.88 as well
37:16.14 all right the other question
37:18.12 um
37:20.22 turn an email into an action so I
37:22.50 believe I showed you that with Outlook
37:24.12 but I'll show you here as well the
37:26.34 secret email inbox here and you can see
37:28.32 that I can choose the owner name as well
37:31.38 as the quadrant directly from here with
37:33.78 this special email address
37:37.02 all right are there any other questions
37:39.60 um anything that you want me to address
37:41.64 in more details
37:48.48 Helen thank you for your feedback there
37:50.10 if there's any additional feedback
37:52.26 um if you want to just send a single
37:54.54 email into your Matrix the best thing to
37:56.52 do is to use
37:58.52 that um the per Matrix app
38:3.00 um added right here inside Outlook
38:4.56 because you can take any email and
38:6.18 convert that into a task
38:8.76 so I covered the email Integrations with
38:10.98 Outlook but you can go ahead and review
38:13.74 this video if there's any other
38:15.30 questions you have but it's very very
38:16.98 simple and straightforward to prioritize
38:19.02 an email
38:21.18 okay so I'm going to jump back into the
38:24.42 presentation here real quick then
38:28.92 um so as mentioned this webinar was
38:32.34 meant to be introductory and I think
38:34.80 that it is on now on you to see whether
38:38.28 or not pretty Matrix is a fit for you
38:40.80 and it's not a fit for everybody because
38:42.48 not everyone can actually go and
38:45.66 approach the software and be able to you
38:48.78 know use it in the four quadrants now
38:51.00 because it does require a very very
38:52.92 structure approach and we totally
38:55.14 understand that and if the software is
38:56.70 not designed for everybody for that
38:58.14 reason
38:59.10 um but for those who actually go and and
39:2.54 do those things that I said which is
39:6.12 one create those projects right a
39:9.18 personal priority project a share team
39:10.98 priority project and a key initiative
39:12.66 project and then when when you're in
39:15.36 there invite the appropriate team
39:16.92 members and Pitch to them on why it's
39:19.38 important to focus on high impact tasks
39:21.06 and then finally creating items inside
39:23.10 part Matrix and make sure that you do
39:24.90 the due date and make sure that you put
39:26.88 it in the appropriate quadrants and then
39:28.62 make sure that you set reminders and
39:30.84 then when you're done with those tasks
39:32.10 mark them as done if you do those things
39:34.50 you will definitely get value out of
39:36.66 pretty Matrix and if that's the only
39:38.46 thing you do without using any of the
39:40.38 other Advanced capabilities that I
39:41.88 showed you I think you're going to see a
39:43.74 lot more
39:44.88 um
39:45.54 a lot more uh peace of mind because
39:50.40 when you have those tasks written down
39:52.62 as priorities
39:54.18 it's out of your head and that will
39:56.22 actually make you feel better every
39:58.32 single day so when you wake up in the
40:0.00 morning you know what it is you need to
40:1.62 focus on
40:4.68 and so what success with product Matrix
40:6.84 looks like is that
40:8.88 after you use party Matrix the way that
40:11.22 I've mentioned here you now have one
40:13.62 central place to track all your
40:15.18 priorities and so if you have something
40:17.28 you need to do or something you want
40:19.08 your team members to do you don't have
40:21.00 to go and send another email you don't
40:22.44 have to go and create a chat
40:24.24 um you don't have to send a text you
40:25.44 don't have to have a meeting instead
40:27.30 you're creating those tasks within the
40:29.94 different matrices and you have all the
40:32.46 contacts that's needed and then not only
40:34.62 that as I mentioned earlier everyone's
40:37.44 able to see and understand what
40:41.16 their individual priorities are and then
40:43.68 when you find the things that are
40:45.36 misaligned you have a conversation about
40:47.46 it right away that's the key don't let
40:50.22 it linger if you are in disagreement
40:53.10 you're using part Matrix correctly
40:57.00 um I didn't get to show you the template
40:59.16 system of pretty Matrix but actually the
41:1.56 template system for your Matrix is very
41:3.18 very easy it's in the project details
41:5.28 view and you can actually go there and
41:7.14 convert everything that you have into
41:9.24 into a template and so anything that
41:11.64 anytime that you have a repetitive
41:13.26 process protomatrix automatically
41:14.94 propagate that for you but at the same
41:17.10 time you can use our the onboarding link
41:20.58 that I sent as a way to onboard
41:22.50 employees or to improve your processes
41:25.14 right leverage our AI as much as
41:27.00 possible and see what we can do for you
41:28.38 and then provide us feedback on what
41:30.78 works well what doesn't but then you can
41:32.34 actually turn those into templates
41:34.20 across your whole organization and that
41:36.42 will allow you to become more efficient
41:38.16 and more effective
41:39.60 instantly
41:41.46 and then lastly if you're using
41:43.68 partometrics correctly and you're using
41:45.48 our add-ins and so forth your important
41:47.58 emails are prioritize they're not
41:49.26 forgotten and so if you're flagging
41:51.78 emails still and you're finding that
41:53.34 you're not answering all your emails
41:54.60 then it's time for a change and that
41:57.06 changes to make sure that you use the
41:58.86 per Matrix add-in to um to prioritize
42:1.74 those emails and assign to the
42:2.94 appropriate people
42:9.00 and that's it um that's it for today's
42:11.46 webinar um I do want to thank all of you
42:14.82 that were here today and I want to make
42:17.28 sure that you know if there's any
42:19.38 questions that you have make sure that
42:21.24 you reach out to me again hi at
42:22.74 or supported
42:24.72 this webinar was um recorded and so you
42:27.78 know we'll send this out uh thank you
42:29.76 very much for all the positive feedback
42:31.56 in the chat I really appreciate it
42:34.62 thank you all