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 (48:44.54) Stop scroll

0.00s all right
1.38s um good morning everyone we'll go ahead
2.70s and get started I'd like to introduce
4.62s myself my name is hi I'm co-founder of
6.24s affluence which is the company behind
7.68s pretty Matrix
9.36s um so hopefully everyone is here today
10.86s because you're interested in learning
12.18s more about pretty Matrix and how we can
13.56s help you focus on how you impact tasks
15.42s and um thank you for spending your time
17.64s with me what I want to bring you uh your
20.34s attention to is that one
22.26s this webinar is recorded So if there's
25.02s something that you miss or you want to
26.22s review it later you can always watch it
27.60s I'll send that a copy out to you
29.10s afterwards
30.24s um and the second thing is that there's
31.56s a chat section here inside the teams
34.02s webinar where you can send me messages
36.30s um and I'll try my best to address those
37.98s questions so this is one of your
39.54s opportunities to you know if you need
41.10s some clarity or if there's something
42.78s that I can go a little bit in more
44.10s details I'd be happy to do that and if
45.78s not I can always follow up my email hide
48.00s affluence feel free to reach out to me
49.50s if you have any questions whatsoever
52.08s and with that I'm going to go ahead and
53.52s get started
1:0.48 so are you always focused on work with
1:3.36 the most impact um that's a question
1:4.98 that I ask many many of the customers
1:6.96 I've talked to so
1:8.28 um over the past decade I've talked to
1:9.84 thousands of customers from that use
1:11.52 pretty Matrix across all spectrum of
1:13.98 work
1:14.82 um three challenges that our customers
1:15.96 see all the time one team members have
1:17.94 trouble understanding what's priority
1:19.62 right now and the challenge around there
1:22.68 is that more so than ever before we have
1:25.08 more things to do than the resources to
1:27.00 track them so what that means is
1:29.28 not only are you challenged by
1:31.62 understanding where you focus your time
1:33.54 team members are actually
1:35.64 um not able to have that alignment
1:37.14 either and so when you have multiple
1:39.00 projects
1:40.08 how do you decide what to work on and
1:42.30 because of the same
1:44.10 um the same challenge in having so many
1:46.26 different projects it's getting harder
1:48.06 and harder to keep track on the status
1:49.86 of work across all these different areas
1:51.90 of responsibilities and when we talk
1:54.00 about areas of responsibilities we're
1:55.62 talking about everything from your daily
1:58.08 work
1:58.98 um to your your personal life as well as
2:1.20 to
2:3.24 your goals right and your goals might be
2:5.46 overarching and it actually spans across
2:7.62 both work and life as well as your
2:9.12 career and then finally we're getting
2:10.80 more and more stressed out from having
2:12.54 communication from so many different
2:14.04 places
2:15.12 um this is something that I can speak to
2:16.56 because you know every morning I look at
2:18.72 dozens maybe 100 new emails that's
2:21.24 coming in and at the same time I'm
2:23.04 getting messages in teams and chat and
2:24.84 so forth so it's really really hard to
2:27.66 be on top of all of that and so these
2:29.58 are challenges that you know if you're
2:31.14 not affected by one of these then you're
2:33.18 actually very very unique um
2:35.64 among among your peers
2:38.54 so party Matrix is designed to tackle
2:41.34 some of these issues um so party Matrix
2:43.80 is a comprehensive email priority and
2:45.78 project management software and in
2:47.70 particular what we do is we help both
2:49.38 individuals and teams better manage
2:51.18 emails conduct more efficient meetings
2:52.86 and then get real-time status updates on
2:55.26 projects and priorities one of the
2:56.88 things I want to emphasize is pretty
2:58.08 Matrix is a priority management software
3:0.90 it's not just a project management
3:2.04 software it's not just a task management
3:3.66 software at the end of the day party
3:5.94 Matrix is about managing priorities and
3:8.52 priorities means these are the things
3:10.20 you should focus your time on these are
3:11.82 the things you should really be
3:13.44 addressing at any moment in time
3:16.38 so how does party Matrix tackle these
3:18.54 challenges that I mentioned in the
3:19.56 beginning
3:20.52 um so first pretty Matrix uses the four
3:22.26 quadrant methodology which I'll dive
3:24.06 into a little bit more details to
3:25.86 promote effective prioritization if you
3:28.32 can't understand if you do not
3:29.82 understand what you need to work on then
3:31.32 there's no matter how well you do the
3:34.08 work that you do you're not going to
3:35.76 meet your goal and then second part of
3:37.62 Matrix provide many different views on
3:40.14 the information that you have the tasks
3:41.76 that you have the emails the meetings
3:43.02 the priorities that you have to
3:44.58 understand what needs to be done within
3:46.62 the right context
3:48.30 and then finally pretty Matrix
3:49.74 integrates with systems that you already
3:51.54 use in particular we're probably the
3:53.40 most Integrated Solutions inside
3:54.60 Microsoft teams and outlook for
3:56.40 Effective email and task prioritization
3:59.52 again we'll go into each of these in
4:1.26 more details with the demo and the
4:3.18 product presentation so what makes part
4:5.34 of Matrix different um first it's the
4:7.32 only project management project email
4:9.42 meeting management software that is
4:11.28 Microsoft 365 security certified across
4:13.86 the web app teams app and Outlook app
4:16.68 one of the things that I'm really
4:17.94 excited about is actually we're
4:19.26 leveraging AI more and more to help
4:21.48 teams and individuals achieve their
4:23.04 goals that's why I would love to show
4:24.66 you today because it's not one of those
4:26.22 things that's really obvious yet but
4:28.14 once you realize the potential that
4:29.58 exists there hopefully we can actually
4:31.38 move you forward towards meeting your
4:33.72 short term as well as your long-term
4:35.28 goals and then the other thing we do is
4:37.44 actually we think about people and we
4:39.54 call it people-centric collaboration and
4:41.46 what I mean by that is it's what you're
4:44.04 doing whenever you're working on
4:45.54 something that's important you're
4:46.92 typically not working on it in the
4:48.48 context of a project you're doing for
4:50.16 somebody else right you're doing either
4:51.42 for a peer for your manager for your uh
4:54.24 your client your customer and so pretty
4:56.28 Matrix creates this different view on
4:59.88 everything that you have to do within
5:1.14 the context of people and then finally
5:3.90 pretty Matrix is available as a SAS
5:5.82 software a HIPAA compliance solution an
5:8.64 Azure government Cloud solution as well
5:10.26 as manage private Azure deployments for
5:11.82 Enterprise customers if any of those
5:13.56 things interest you and you have
5:14.88 questions around that please feel free
5:16.14 to reach out to us
5:18.66 so let's talk about the philosophy and
5:20.46 the fundamentals um core concept behind
5:22.80 pretty Matrix there's a famous quote
5:24.42 attributed to President Eisenhower what
5:26.22 is important is seldom urgent and what
5:27.78 is urgent is seldom and porn and what's
5:30.00 really interesting about this is that
5:32.52 at the at the just the gist of it is
5:34.80 that
5:35.70 um when you started your morning right
5:37.86 no no I'm talking literally just think
5:39.84 about your morning
5:40.98 um today when you looked at those emails
5:43.38 that came in how many of those emails
5:45.30 were actually important
5:48.30 and how many of those emails if you were
5:50.16 to respond to all of them right away
5:51.84 would actually further your goals for
5:54.48 this quarter or for this month this year
5:56.34 or for the next five years so what
5:58.92 happens is that every single day we're
6:1.26 getting new data that's coming in new
6:3.18 tasks that requires our attention but
6:5.10 it's actually pulling us away from
6:6.72 actually what truly matters and I would
6:8.46 argue that a very very small portion of
6:10.86 the things that's coming in that is
6:12.72 actually driving towards that that
6:14.70 primary goal that you have and at the
6:17.76 same time the things that are really
6:18.96 important is actually always in the
6:21.12 background and it's so subtle and it's
6:23.28 it's there and that's where you really
6:25.56 should be planning for and and think
6:27.36 about so one of the things I like to do
6:29.52 is I like to ask the audience to do this
6:32.70 exercise which is take out a piece of
6:34.68 paper and write down all the things you
6:36.24 have to do
6:37.32 now you can start you can write down you
6:39.96 know both your work goals as well as
6:41.46 your your life goals or your personal
6:43.44 goals whatever that may be
6:45.30 um and just start noting it down and and
6:47.22 write it down and now you have one long
6:49.08 list now how long is that list is it
6:51.18 five item so if it's five items that's
6:52.74 actually not too bad um that means you
6:54.36 can probably work on any of those things
6:55.62 that actually doesn't really matter too
6:57.24 much but what if it's 20 what if it's
7:0.00 30. and what if it's more time consuming
7:2.88 to get those things done than the
7:4.26 resources the time you actually have
7:5.64 available to address them now if you
7:8.64 have a list like that and it's not
7:10.02 organized
7:11.58 what do you work on do you work on the
7:13.14 top do you work on the bottom um and if
7:14.88 you work on something random then what
7:16.44 what's the chance what's the probability
7:18.36 of that task being actually truly
7:20.46 important right
7:22.14 so instead what we want to do is we want
7:25.14 to take that list and reflect it onto
7:27.42 the two dimensions of
7:29.64 how important is it and when do you have
7:32.10 to get that done and so if you were to
7:34.02 look from that perspective what are the
7:36.00 things that you have to do now right
7:37.38 because they're actually really critical
7:38.88 they're actually necessary for you to
7:41.28 get to your goal and then they're
7:43.38 actually due real soon so you actually
7:44.70 get started and actually this is called
7:46.14 firefighting and so what that really
7:47.76 means is that you've actually done a
7:49.74 pretty poor job of planning and by the
7:51.60 way I say that
7:52.98 um in a very positive way because that
7:54.72 actually happens to all of us what you
7:56.34 know we let things brew and then after a
7:58.14 while it becomes fire and we're like
7:59.28 okay I gotta you know spend all my time
8:0.96 and effort to do this now and that's
8:2.64 quadrant one and then what are the
8:4.44 things that are actually important
8:5.94 but actually a little bit further out
8:8.22 that you can start actually spending
8:9.78 time and plan for and that goes in
8:11.82 quadrant two and then what are things
8:13.44 you can delegate and when I say delegate
8:15.06 you know you don't have to actually
8:16.08 necessarily have a direct report that
8:17.64 does that will do some of these things
8:19.32 but instead think of delegating as a way
8:21.30 to Outsource it to something somebody
8:22.86 else
8:23.82 um who can do a better job or um some
8:26.16 system out there that can do a better
8:27.48 job of managing or actually executing on
8:30.48 these tasks for you and finally the
8:31.92 inbox so the inbox is sort of your
8:34.32 catch-all everything goes here so now
8:36.24 this list that you've just made really
8:38.28 started in the inbox right these are all
8:39.96 the things you have to do and now take
8:42.06 them and start putting them into the
8:43.38 appropriate quadrants ideally you don't
8:45.78 have more than a quarter of the things
8:47.22 that you have into the quadrant one and
8:49.62 then a quarter into quadrant two
8:51.42 and that's what you want to do because
8:52.68 you actually want to make sure that not
8:54.78 everything is important and Urgent if
8:57.84 everything is important and Urgent then
8:59.34 nothing is and so the way that you want
9:1.98 to think about protein matrix as a
9:3.42 software pretty Matrix takes this and
9:5.28 turns it into a digital form now the
9:8.10 next thing I want you to do is I want
9:9.42 you to take this list this Matrix that
9:11.52 you've just made and walk around the
9:12.90 office and compare notes
9:15.24 and this is the most interesting part
9:17.04 imagine if you took your work priorities
9:20.16 and you walked to your manager and you
9:21.72 say hey by the way these are my
9:22.86 priorities do you agree and then your
9:24.78 manager does the exact same thing and
9:26.16 you're like hey these are my priorities
9:27.36 do you agree and then what happens is
9:29.82 that
9:30.66 you're going to start seeing
9:33.72 um whether or not you agree on some of
9:35.70 these key key tasks and the most
9:38.52 fascinating thing about all of this is
9:40.26 that success from using part of Matrix
9:42.30 isn't about finding what everyone agrees
9:44.58 on it's about discovering disagreement
9:46.88 and this is not so obvious because
9:50.82 um you know if your organization is
9:52.08 always lying if everyone knows exactly
9:53.64 what they need to work on at any point
9:55.32 in time across all projects in all areas
9:57.48 responsibilities you don't need our
9:58.98 software in fact you don't need any
10:0.36 software whatsoever
10:1.74 um
10:2.46 because you can just focus on executing
10:4.32 but my take on what where party Matrix
10:7.86 adds most value is that we help you
10:9.84 identify what are the things that you
10:11.46 shouldn't work on because if your
10:12.66 manager says hey by the way I don't
10:14.46 think this is high priority why is that
10:15.96 in quadrant one now you can actually
10:17.46 just move that to quadrant two or get
10:19.98 rid of it completely so if we're able to
10:21.78 save you time by removing the work that
10:23.64 you don't have to do then we've actually
10:25.38 just added value in a very subtle manner
10:27.60 but in a very important manner
10:29.40 and many customers many users of party
10:32.76 Matrix find that this is the hardest
10:35.10 part putting things into the four
10:36.48 quadrant is extremely difficult
10:38.22 extremely challenging and that is why
10:40.50 it's important because we cannot
10:42.12 procrastinate on
10:44.52 privatization right because if you're
10:46.26 working on the wrong thing
10:48.00 um it doesn't matter if you do a great
10:49.62 job of it
10:50.76 you're working on the things and so
10:52.62 doing the wrong things right is is
10:54.54 actually probably worse than not doing
10:56.28 anything at all
10:59.10 so one thing I want to remind everybody
11:0.78 is that if you haven't gotten started
11:2.88 with party Matrix if you go to
11:4.26 that's where you get
11:5.58 started you learn a little bit more also
11:7.44 these webinars as well as other webinars
11:9.06 in the past are on webinars our web page
11:10.98 there and so the recording will also be
11:12.72 available there and of course never
11:14.40 hesitate to reach out to a supportive
11:16.32 affluence if you have any questions with
11:18.06 that I'm going to go into showing you
11:19.62 the product itself because now how do we
11:22.14 actually do those things that I
11:23.34 mentioned how do we actually leverage
11:24.36 party Matrix to achieve those goals
11:27.80 so here is part of Matrix
11:30.96 um as you can see when I open pretty
11:32.82 Matrix I actually have right in the
11:35.22 middle here those four quadrants in a
11:37.68 very similar structure to what
11:41.04 to what you um to what I showed you in
11:43.56 the presentation right you have the
11:44.94 coordinate one that's due now the
11:46.14 quadrant two let's do later the things
11:48.06 you can delegate in the postpone slash
11:49.86 inbox here and so this is a project that
11:52.62 I call my personal priorities and so
11:54.66 here I want to track all the things I
11:56.46 need to do and all the things that I
11:58.56 want to
11:59.64 um accomplish so creating a task is very
12:2.40 very easy I can go to add item here
12:4.32 right and I can choose what quadrant it
12:6.12 goes in and let's say I do what I want
12:7.92 to plan for something that's later and
12:10.08 so
12:10.98 um let's just imagine one of the things
12:12.24 I want to do is find three new books to
12:14.82 read
12:16.32 and what happens I can also say do in
12:18.42 one week
12:19.68 so what part of Matrix is doing is it
12:22.26 helps me create the task but at the same
12:23.88 time we use natural language to go and
12:26.46 interpret this do in one week as a as a
12:29.34 goal and so therefore it'll actually set
12:31.32 a due date for me automatically so when
12:33.36 you create task in protein matrix don't
12:35.04 be afraid to actually just write in
12:37.14 there oops actually do in one week here
12:40.74 um I think so don't be afraid to
12:44.04 actually set due dates and so forth
12:45.42 because when you set due dates in pretty
12:47.10 Matrix it actually really helps you
12:48.60 understand how it fits in within the
12:50.76 bigger picture and you see how uh the
12:52.98 fact that I put do in one week there it
12:54.48 actually sets a due date for me
12:55.56 automatically and then it'll show in my
12:57.06 calendar I'll get reminders and so forth
12:58.74 and so this is the context that you see
13:1.56 within protomatrix which is everything
13:3.12 fits within these four quadrants and you
13:5.22 have to put them into those quadrants
13:6.96 and that's almost on purpose because
13:9.56 again when you do that then half the
13:12.06 work is done in deciding what needs to
13:13.62 work on
13:14.46 um what and and so forth and so imagine
13:16.62 if I actually want to remove this or
13:18.48 somewhere else I can actually just drag
13:19.56 and drop within the task itself
13:22.50 on the right hand side this is called
13:24.18 the item details and item details really
13:26.46 just lets you add additional contacts
13:28.32 additional information around the task
13:30.12 so for example I can say
13:32.34 um who's the owner I can say progress
13:34.26 effort due dates and reminders and one
13:36.54 thing that's really interesting here is
13:37.68 the difference between due dates and
13:38.88 reminders imagine if you have something
13:40.74 that's due in three months right you're
13:43.08 working on a task for a critical project
13:45.84 and that's due in three months but if
13:48.12 you wait for three months to get started
13:49.56 that's gonna be too late uh you're not
13:51.60 going to get that done in time so
13:53.16 instead what you want to do is you want
13:54.24 to set reminders so for example I want
13:55.86 to say do in three months
13:58.02 I'm going to say remind me weekly and so
14:1.14 when you type these things into pretty
14:2.94 Matrix again we use natural language to
14:5.46 interpret interpret that for you and
14:7.20 then set the appropriate due dates and
14:8.64 reminders and so what I've just done is
14:10.98 that pretty Matrix will now ping me and
14:13.38 remind me that I really need to tackle
14:15.30 this
14:16.14 um and then the second thing that you
14:17.34 can do about 40 Matrix is actually you
14:18.96 can start Task as well as
14:21.54 um and and the reason we want to start
14:23.58 tasks is actually it's just a way of
14:25.38 signifying that this is something that's
14:27.12 extra important so we're looking for
14:29.04 Signal all the time to identify what are
14:31.08 the things that's actually truly
14:32.64 important especially if you have more
14:34.74 and more tasks um than the resources to
14:36.96 do them
14:37.80 and then if you look down further you
14:39.84 have notes which is where you can add
14:41.16 subtasks as well additional information
14:42.86 uh and then um the resources and
14:46.32 resources you can think of emails and
14:48.54 you can think of
14:50.28 you can think of emails or documents or
14:52.92 presentations or whatever they might be
14:54.84 that actually is relevant to this
14:56.52 particular task so now one thing I want
14:58.92 to sort of talk about next is goals and
15:2.46 the reason I want to talk about goals is
15:3.72 because one of the things that we've
15:5.16 added recently is this concept of
15:8.22 leveraging artificial intelligence to
15:10.74 help you meet your goal so as an example
15:13.56 let's say you want to get a promotion
15:16.86 um to senior project manager
15:19.20 write and get a raise so when you type
15:21.78 this into Matrix and click on build my
15:24.00 action plan one of the things that's
15:25.68 that's going to happen is that pretty
15:27.60 Matrix will go and take that goal and
15:30.06 build out the action items for you as a
15:31.86 baseline for you to get started I'm
15:33.60 really excited about this and if you are
15:36.54 if you have a lot of quarterly goals and
15:39.60 um either on your personal level or you
15:41.46 can even have gold at at your department
15:43.38 level right how do I streamline my
15:45.36 operations how do I go and increase
15:47.22 sales
15:48.48 um or how to improve my marketing or how
15:50.16 do I improve my website so one what
15:52.50 we're doing is we're taking the simple
15:54.84 goal and leverage the knowledge of the
15:57.24 world out there to actually build the
15:59.34 action items as well as the priorities
16:0.96 that you need to tackle that
16:2.64 so now I'm going to go back to here
16:4.62 um and in fact you know that is running
16:6.72 right now but for example you know
16:9.12 previously we've created a project that
16:11.88 says increase sales by by 20 and so when
16:14.58 you have that simple goal party Matrix
16:16.32 goes and build out that four quadrants
16:17.82 for you and again this is a baseline for
16:19.92 you to get started and now you're able
16:21.48 to start working towards your goals
16:22.98 using the prioritization method that we
16:25.32 talk about here and then you can say
16:26.88 okay these are the low low effort high
16:28.80 impact tasks that I can do and then High
16:30.48 effort high impact tasks right if you
16:32.34 have limited resource and time quadrant
16:34.50 one and two is where you want to spend
16:35.58 all your time where you actually start
16:36.96 working towards your goal and you see
16:38.64 how um
16:39.96 my promotion to senior project manager
16:42.66 project was actually completed that's
16:44.64 what I typed in earlier I click open
16:46.68 Action Plan and when I go here what part
16:49.32 of Matrix has just done is again tell
16:51.54 you what are some of the things that you
16:52.86 can do to actually work towards that
16:54.84 goal
16:55.74 um and so by the way all of this is
16:57.48 generated live I have no idea what our
16:59.58 system will make and that's sort of the
17:1.14 beauty of all this is and so you can use
17:3.12 this and it's never going to be perfect
17:4.44 but you can use this as a starting point
17:6.42 and then update them as needed
17:8.88 so if you want to try that out I'm going
17:11.40 to go ahead and send you the link here
17:12.60 within the chat this is something that
17:14.04 you can start using today in cyberpatrix
17:16.74 and you can have many many different
17:18.48 goals I would go and set personal goals
17:20.40 I would go and set career goals and I
17:22.32 would go and set
17:23.76 um goals for your company itself right
17:25.74 the things that would actually help you
17:27.30 achieve your bonus or whatever that
17:28.62 might be and then make sure that these
17:31.44 tasks are actually you going back and
17:33.54 you're looking at them and you're
17:34.68 actually tackling them and seeing
17:36.36 they're actually helping you to meet
17:38.04 those goals
17:39.78 now the other thing I want to mention is
17:41.82 how do you create projects in photo
17:43.80 Matrix and what is a project anyways so
17:46.20 when you think about
17:47.64 um
17:48.42 what we call projects actually can be
17:50.58 many many different things because for
17:52.26 example here this is a goal right and so
17:54.66 this project is a goal but you might
17:56.22 have a project that is a client that
17:58.56 you're working for
17:59.76 um if you're in real estate investment
18:1.68 maybe a project is a property and so we
18:5.16 have customers that range every across
18:7.92 the entire spectrum of industry and so
18:9.84 forth and so that is why you know we
18:11.46 don't call them anything specific we
18:13.38 call them generically project because
18:14.70 they're adaptable and you may have
18:16.38 projects that are transient which means
18:18.24 they have a start date and end date and
18:19.98 you may have a project that's persistent
18:21.66 they'll last forever so for example
18:23.40 within our own organization we have
18:24.96 project for each of our software
18:26.22 application so the reason is we always
18:29.04 are brainstorming new
18:31.62 um new capabilities or modifications or
18:34.50 things that we actually want to improve
18:36.48 and so that project never goes away it
18:39.00 had does unless you know the product
18:40.80 itself that particular product ends
18:43.38 there's no reason for us to have that
18:45.18 and so when you want to create a project
18:46.74 all you got to do is go to this project
18:48.42 list and then create a new project when
18:50.82 you create a project in part of Matrix
18:52.20 we actually go and actually give you
18:54.54 some templates that you can leverage
18:55.86 right away so you're going to always
18:57.18 choose a blank project if you choose a
18:58.68 blank project it means there's you know
18:59.94 the Matrix itself is blank but we've
19:1.98 also built out
19:3.48 best practices over the years
19:6.24 um and some of these are actually really
19:7.38 helpful if you're a new manager or if
19:10.20 you're an I.T or you know if you want to
19:12.48 use a matrix for brainstorming directly
19:14.88 from here you can leverage some of our
19:16.20 public templates and this is an addition
19:17.76 to that goal um system that I showed you
19:22.14 so go and go ahead and create a blank
19:23.40 project
19:24.66 um this
19:26.22 um
19:27.72 new project okay we're going to call
19:29.76 this new project a
19:31.20 um and then from here you have a couple
19:32.52 things you can do groups which means you
19:34.74 can actually add this project to
19:35.82 department so if you're using it at your
19:37.32 organization this might be marketing and
19:39.60 so you can have a whole Marketing Group
19:40.86 of people and every time you add someone
19:42.96 to the marketing department they get
19:44.88 automatically invited appropriate
19:46.14 project and so forth I'm going to leave
19:47.52 that blank I'm going to choose a color
19:49.20 and now I add a project
19:54.36 so you can see how I created a project
19:56.76 and now I get that same blank slate that
19:58.80 I have here one thing that's actually
20:0.48 really interesting is as you use pretty
20:2.10 Matrix more my recommendation is start
20:4.86 adopting changing the terminology in
20:8.28 pretty Matrix to make it match the way
20:10.92 your organization thinks um so not
20:13.32 everyone think about the do now do later
20:15.06 delegate postponed as I mentioned within
20:17.28 your own industry right there might be
20:18.84 prac best practices or different
20:20.46 terminology so in software engineering
20:23.04 sometimes we use P1 and P2 right just as
20:25.68 a way to signify these are the different
20:27.12 priority level and as long as the team
20:29.34 is consistent upon it um you can
20:31.50 actually
20:32.58 customize the quadrant once you
20:34.62 customize the quadrant you can actually
20:35.94 go here and save the project as the
20:38.04 template so now you what you've just
20:39.90 done is you've customized partometrix so
20:42.00 then when you launch a new a new Matrix
20:43.92 instead of choosing from a blank Matrix
20:45.78 that we have you can actually choose an
20:48.30 existing template within your
20:49.68 organization and you can build more and
20:51.24 more of these
20:52.32 specific to each of your group let me
20:54.72 give you an example
20:55.98 imagine if you are a consulting firm and
20:59.52 then whenever you bring on a new client
21:1.44 you have to go and do 30 different
21:3.66 things right that might be gathering
21:5.82 information that might be billing that
21:7.98 might be
21:9.24 um market research and now what you've
21:11.88 just done is you've built a pretty
21:13.68 Matrix with the third different task and
21:15.90 one might be doing one week one might be
21:17.40 doing three weeks and one might be doing
21:18.96 three months Etc when you save that
21:21.54 project as a template pretty Matrix will
21:23.58 go and make that available to your team
21:26.64 and then when you want to bring on a new
21:28.56 client you launch that template instead
21:30.84 instead of a blank project and what
21:32.64 happens is you set the start date and
21:34.50 now all those due dates propagate for
21:36.30 you and the way part of Matrix works too
21:38.28 is when I go to a task
21:40.92 um
21:41.54 when I go to a matrix I can actually see
21:44.22 these tasks in The Matrix form but I can
21:46.02 also see it in list form so list forms
21:48.24 is really easy for me to see the things
21:49.92 that are overdue but then I cannot go
21:52.14 and switch views over to the calendar
21:54.54 um and then I can switch view over to
21:55.86 the Gantt chart so going back to this
21:58.08 client project that you've just created
21:59.52 once you've created one of these
22:0.96 workflow templates a standard operating
22:2.58 procedure what happens is that as you
22:4.98 launch them all these other views of
22:7.74 pretty Matrix
22:9.24 gets created for you so then you're now
22:11.64 able to see okay this is what I need to
22:13.38 get done for this client starting today
22:15.18 and then what needs to be done in a week
22:17.04 and so forth so definitely leverage that
22:19.20 because it's a really really powerful
22:21.36 way to save you a lot of time and
22:23.22 resources one of the things I always
22:25.32 want to emphasize about protomatrix too
22:27.96 is that going back to the four quadrant
22:29.94 here this tells you what you need to
22:32.04 work on right at this moment but part of
22:34.92 Matrix with the do later quadrants helps
22:38.46 you plan out what you need to work on
22:39.96 next so that's about the future
22:42.24 but then partometrix also provides a
22:44.82 complete history of everything that you
22:47.76 have within the Matrix and that gives
22:50.82 you an understanding of the past so
22:54.48 we have to admit that you know in in the
22:57.90 modern world employees turnover is high
23:1.28 and you know what happens people go and
23:4.44 leave medical leave
23:6.60 um parental leave all of those things
23:8.22 and what happens is that within an
23:10.56 organization there are so many things
23:12.84 that any that everyone's working on it's
23:15.00 virtually impossible for one person to
23:16.86 have a complete grasp on what's
23:18.66 priorities across the whole department
23:20.82 or across the whole team so when you use
23:23.46 party Matrix when everyone has their
23:25.68 goals written down and when everyone has
23:27.66 their priorities written down in part of
23:29.10 Matrix you have a full history of all of
23:32.22 that and so when someone is on leave
23:33.96 someone else can take over the project
23:36.00 and they have a full understanding of
23:38.88 exactly what the priorities are
23:41.22 um from the person who's Departed
23:43.32 and so when you look at that and when
23:45.30 you click on each of these tasks as well
23:47.16 we have What's called the chat and the
23:49.08 chat is the equivalent of the item
23:50.46 history and so when three months later
23:52.32 when you've changed priorities or when
23:54.06 you change due dates
23:55.56 um or when you assign a task to somebody
23:57.06 else all of that is retained as part of
23:59.40 the record so
24:1.14 think of a party Matrix as a
24:3.06 communication tool that one gets
24:5.16 everyone aligned today and then two help
24:8.52 you understand what you need to work on
24:10.20 in the future and then three as a way
24:12.18 for you to review the past
24:14.22 so if I were to say if you only want to
24:17.22 use proteomatrix without any of our
24:19.20 other Integrations or anything else what
24:21.42 I've just shown you is essentially where
24:23.94 20 of the work will get you 80 of the
24:25.98 value what that means is one create a
24:28.80 project for your personal goals create a
24:31.56 project for your work goals use our um
24:35.58 uh our goal system to actually generate
24:38.04 some goals for you so you can actually
24:39.24 start working towards those and then
24:41.46 make sure that the terminology aligns to
24:43.74 how you think right and then start
24:45.72 creating tasks in separate Matrix but
24:47.58 make sure that you set due dates
24:49.38 make sure make sure you really really
24:51.24 set due dates because the way
24:53.94 um
24:55.26 the way you should think about part
24:57.36 Matrix is it's a communication tool and
25:0.00 so the more information that you have
25:1.92 that helps you understand the sort of
25:3.84 the various Dimensions right again the
25:5.82 dimensions of importance the dimensions
25:7.56 of of time
25:9.72 um and you saw the dimensions of effort
25:11.40 the dimension of impact so pretty Matrix
25:13.98 takes anything that you can think about
25:15.48 in various in these various dimensions
25:17.52 and mix it into a two by two Matrix so
25:20.58 keep that in mind and that's that's my
25:22.68 one advice for those who wants to get
25:24.72 the most out of her Matrix so make sure
25:26.28 that the terminology for the quadrants
25:27.78 aligned and then
25:29.64 when you create these tasks make sure
25:31.80 that you're actually assigning them to
25:33.24 the appropriate people I'm always always
25:35.94 have one owner and in fact actually part
25:38.22 of Matrix forces you to have one owner
25:39.90 as opposed to multiple owners I mean
25:41.40 people ask all the time hey why can't I
25:43.56 have multiple owners and and what
25:44.76 happens is that when you have multiple
25:45.84 owners no one is going to get it done
25:48.00 because there's no clarity as to
25:50.64 um who's responsible so pretty Matrix
25:52.50 always has one owner for every single
25:54.36 task and the way you assign ownership is
25:56.40 you click on here and then you assign to
25:58.02 the appropriate person the other thing I
25:59.82 want to show you is actually you can get
26:1.08 what's called back to that project
26:2.52 details and you click on this and here
26:5.58 what happens is under the membership
26:7.32 here you have a project and when you
26:9.60 create a project maybe it's initially it
26:11.10 just start out to you and so only you
26:12.84 can see those tasks but then you can
26:14.34 actually invite other people so now they
26:16.32 also see that that Matrix with you so if
26:18.60 you were to want to use this with your
26:20.40 manager for example you want to go and
26:22.44 make sure that you invite your manager
26:23.76 to the project so they can see your
26:25.08 priorities that's what's really helpful
26:26.88 about this is that
26:28.44 you know we
26:29.94 um
26:30.72 sometimes it's just so easy for others
26:33.18 to delegate things to us
26:35.76 um just because they think that you have
26:36.84 the bandwidth for it but when you use
26:38.64 pretty Matrix and you're tracking all
26:40.26 these due dates and so forth one thing
26:41.82 that you can do is you can communicate
26:43.08 to your manager hey by the way these are
26:44.88 the five things I'm working on already
26:46.08 when you are signing me something else
26:48.42 I'm not able to get it done right
26:50.64 um something's got to drop
26:52.74 um something's got to give and so so
26:54.78 what do you want me to drop what do you
26:56.52 want me to de-prioritize in order for me
26:58.86 to prioritize on this other thing so use
27:1.20 this to your advantage
27:3.12 um when you're talking to others and
27:4.68 then likewise if you're the you're the
27:6.54 manager and you have direct reports you
27:8.46 want to make sure that you're not over
27:9.66 assigning them action items um beyond
27:12.36 their capabilities and so if you're
27:14.94 asking them to do everything how can how
27:17.58 can you ensure that there will do a
27:19.14 fantastic job at it so pretty Matrix
27:20.94 actually has what we call reports and so
27:23.16 if you go to reports you can actually
27:24.48 check on the workload report and you can
27:26.70 see what everyone's workload is at any
27:29.16 point in time over the over you know a
27:31.98 week or a day or whatever and so if
27:34.32 you're bringing on a new initiative you
27:35.82 can see that okay you know what I need
27:37.80 to actually ensure that this is due in
27:39.30 two weeks as opposed to next week
27:40.98 so when do you use pretty Matrix make
27:43.20 sure you do that go create these
27:44.88 projects
27:46.08 um for each of the things that really
27:47.58 matters to you and then from there
27:49.56 within the tasks themselves assigned to
27:51.42 appropriate people set the appropriate
27:53.22 due dates
27:54.54 um one thing I want to talk about too is
27:57.12 that
27:58.08 you know you can use pretty Matrix to
27:59.88 track the nitty-gritty stuff you know
28:1.68 like very very basic stuff but
28:4.14 my take is use it to track the things
28:6.66 that truly matter if you're
28:9.06 tracking things that are
28:11.40 um you know some tasks that are just
28:13.14 easier just to get done without even
28:14.58 thinking about prioritizing them then
28:17.40 you're just adding work right
28:19.62 so with that I'm gonna switch gear now
28:22.74 I'm gonna go and show how we actually
28:25.08 tie together all these other
28:27.48 um systems
28:28.86 one of the challenges that I face every
28:30.72 single day is emails um I get a lot of
28:33.00 emails I get you know 100 emails more
28:34.92 than 100 emails per per day probably
28:37.32 um and so within these emails the vast
28:39.36 majority of them are not important but
28:40.68 some are so what part of Matrix does is
28:43.26 allows you to take these emails and
28:45.00 prioritize them and actually be able to
28:47.10 go and set due dates on them as well
28:49.08 if you flag emails that works if you
28:52.14 have only a few flag emails
28:54.06 um also it works well if you're going to
28:56.22 get to those emails within a day or two
28:58.02 but if you have an email and it takes
29:0.00 you you're not able to respond to it for
29:1.74 another two or three weeks flagging them
29:3.54 just creates more and more flag emails
29:6.12 and therefore you'll never really truly
29:8.28 understand what is important so if you
29:10.68 go to the Outlook add-in
29:12.96 you can search for product Matrix
29:15.12 um and then when you do what happens is
29:17.22 this let's say you have an email and
29:18.66 let's imagine again this is an email
29:20.04 from a client or your manager or
29:22.32 something like that and you want to
29:23.34 prioritize this because you want to make
29:24.42 sure that you actually get it done you
29:25.74 click on this dot dot dot here this
29:27.48 Ellipsis and you go to part of the
29:29.16 Matrix and you click prioritize email
29:31.38 so what we're doing is we're taking this
29:33.78 email we're actually converting to a
29:35.70 task and so let's see here
29:37.56 um new project a here I'm going to
29:40.32 convert this into a task it actually
29:42.06 takes the subject of the email and put
29:43.74 as an item name but you can modify this
29:45.42 and guess what I can choose which
29:47.40 quadrant it belongs in and now suddenly
29:49.38 I've taken an email and I've set a due
29:51.90 date
29:52.74 um I can assign it to the appropriate
29:54.18 person and I can approach assign to the
29:56.64 appropriate project and quadrants
29:58.02 directly from here and now I've just
29:59.58 captured that email
30:1.32 what's really neat about this is that
30:4.26 when the due date comes right I'm
30:6.96 reminded to actually open that email and
30:9.00 respond to it and what programmatrix
30:11.34 does as well is actually uploads the
30:13.20 email
30:14.04 into the task so then so then if you
30:17.16 assign this email to another colleague
30:19.44 they can actually open it and respond to
30:21.12 it too
30:22.14 the other thing you can do is after you
30:24.18 create that task you see how here this
30:25.62 looks just like that item details um you
30:27.84 can go and say you know remind me in two
30:30.30 days and so what you're doing is you're
30:32.70 actually setting reminders for you to
30:34.32 look at this email again and and
30:36.48 actually address it one of the things I
30:38.70 like to do personally is when I set a
30:40.68 due date let's again you know let's say
30:42.84 do in two weeks I actually will say
30:45.60 remind me weekly
30:47.40 because for something that's truly
30:48.96 important sometimes I just don't have
30:50.70 the bandwidth to to tackle it and so by
30:53.40 setting a weekly reminder it actually
30:55.38 brings it back up into my alerts inside
30:57.24 for the Matrix and then it actually um
30:59.40 tells me that hey you should take a look
31:0.78 at this because if not it's going to
31:2.52 start getting overdue
31:3.90 so definitely check our Outlook
31:5.82 Integrations really powerful way to
31:7.74 manage emails the other thing that
31:10.14 actually is really unique about our
31:11.70 solution is the ability to attach email
31:13.44 to an existing task so what happens all
31:15.66 the time is
31:16.80 you have a task that you're already
31:18.12 working on right for again an external
31:20.46 party
31:22.02 um and then what happens is they'll send
31:24.18 a follow-up email and now you want to go
31:26.16 and take that email and it doesn't
31:27.72 belong in a new task it belong an
31:29.28 existing task so the way it works in
31:31.02 print Matrix is you can also go ahead
31:32.94 and open up pretty Matrix here again
31:34.50 this right panel opens up you can pin
31:36.54 that by the way if your screen size is
31:38.16 big enough you can pin it if you pin it
31:39.84 then whenever you open a new email as
31:41.34 part of Matrix it shows up on the right
31:42.60 hand side here so that's actually pretty
31:43.74 helpful but then you can search for that
31:45.90 task and actually you can go and hover
31:47.94 over an existing part of Matrix task and
31:50.28 attach the email to an existing task
31:52.02 this is super super super helpful in
31:55.50 customer service this is super helpful
31:57.78 in managing tasks for external parties
32:1.56 um this is super helpful to actually
32:3.00 organize all your emails into the
32:5.34 appropriate task instead of actually
32:7.32 just having create new action items this
32:9.48 is not something flagging will solve
32:11.46 this is unique to party Matrix and so if
32:14.10 you're not doing this already definitely
32:15.96 do that
32:17.52 the other thing I want to mention is how
32:19.32 protometrics tied into Microsoft team so
32:21.12 we're probably the most integrated
32:22.20 solution inside Microsoft teams
32:24.48 um so here for example if you go to the
32:26.76 teams app store you can I'm opening
32:28.56 Microsoft teams right here um if you go
32:30.48 to the teams app store you can search
32:31.62 for apps install for the Matrix and then
32:33.36 I recommend that you right click on here
32:34.74 and pin it once you do part of Matrix
32:36.96 exists inside teams so that means if
32:39.42 you're using teams you don't have to
32:40.62 switch to our web app you don't even
32:41.88 have to go to a browser instead from
32:44.40 teams itself you access pretty Matrix
32:46.08 you see the same list of projects here
32:47.82 you see the details here you can open
32:52.26 each of these projects you can see the
32:54.12 priorities and do that everything from
32:55.98 here but this is where it gets better
32:57.92 the way one of the things that that we
33:1.32 hear all the time is context switching
33:3.18 is a huge problem right
33:5.22 um how often is it that you know you
33:6.66 went from one software application
33:8.28 switch to another software application
33:9.90 and imagine a simple use case you're
33:12.54 using Microsoft teams and then your
33:14.10 manager says you know hey hi could you
33:16.50 do this for me
33:18.66 okay
33:19.98 if it was very simple thing sure but
33:22.14 what if it's a very complicated thing
33:23.58 that requires actually quite a bit of
33:24.96 attention and then you want to go and
33:26.70 track it within the the bigger picture
33:28.56 across all the different tasks that you
33:30.24 have so the way it works in pretty
33:32.04 Matrix is imagine if you're chatting
33:33.96 with your um your manager and your
33:36.00 managers say Hey you know could you send
33:37.74 me a report I can literally hover over
33:40.86 this and click on here the dot dot and
33:43.80 say create PM item
33:45.72 and what I've just done is actually I
33:48.42 can convert any comment any conversation
33:51.30 into a task in separate Matrix I can
33:53.70 choose the project I can choose the
33:55.20 quadrant directly from here I don't even
33:58.02 have
33:59.28 to to switch um switch out of here and
34:1.56 go into party Matrix to do that and
34:3.66 here's one more unique capabilities in
34:5.70 cyber Matrix which is we link back to
34:8.40 that moment in time in history when you
34:11.10 had that conversation
34:12.72 the use case for this is the following
34:14.46 let's just say you're in a team you're
34:16.86 in a conversation with your manager it
34:18.18 was six months ago and you talked about
34:19.56 a lot of different things
34:21.30 um and then from there you had a task so
34:23.82 when you create that task inside
34:24.96 protomatrix you can jump back to that
34:27.36 moment in history
34:29.28 you can jump back in that moment of
34:30.96 History where you were talking about
34:33.00 those specific tasks and you can review
34:35.04 everything you've talked about so that's
34:37.02 a very unique capabilities because more
34:38.64 so than ever before we kind of forget
34:40.50 the the origin of some of these tasks
34:43.62 and and priorities and so forth and so
34:45.66 we want to ensure that you actually have
34:47.16 access to that and so that's what this
34:48.78 linked message is you click on that and
34:50.46 you jump back our system will take you
34:52.32 back into teams to that moment in
34:53.76 history
34:55.74 um the other thing I want to talk about
34:56.88 is how pretty Matrix actually integrates
34:59.64 into
35:1.20 um your meetings as well so one of the
35:2.94 things you can do is if you click on
35:4.44 this tab here and you choose pretty
35:6.06 Matrix
35:7.14 you actually get a couple of different
35:8.64 options one you can actually add what's
35:11.16 called a full project view what that is
35:13.08 is you can think of
35:14.88 a full project view as a way to embed
35:18.50 one product Matrix project into a tab
35:22.80 either in a one-on-one chat with
35:24.96 somebody or in a team's Channel let me
35:27.24 give you a use case
35:29.04 let's just say you're working on a
35:30.30 proposal and for that proposal you have
35:32.94 a Microsoft teams team
35:35.58 um in place for it so
35:37.98 you're going to want to have that
35:39.24 proposal inside part of Matrix so you
35:40.80 can track all the priorities that's when
35:42.72 that's a perfect use case for you to add
35:44.58 a full project view because then when
35:46.38 you have that full project view everyone
35:47.70 who's in the teams channel can open this
35:49.92 and see the priorities
35:51.66 just for that specific context without
35:53.76 having to you know go to part of Matrix
35:55.74 or switch applications
35:57.66 but the other thing we have is that
35:59.10 what's called the one-on-one view again
36:0.48 this is a unique capability inside
36:1.98 pretty Matrix so for example let's just
36:4.74 say I'm here let's say I talked to my
36:6.54 direct report
36:8.10 I already added the 101 view here when I
36:10.62 go to the 101 view what happens is I can
36:12.84 select that person but now I see all the
36:15.30 tasks I have in common with that person
36:18.56 across all of my protometrics
36:21.90 and this is that people-centric view
36:24.60 that I talked about earlier right
36:26.28 instead of having to go to protomatrix
36:28.68 or any project management software at
36:31.02 all and going through each project to
36:33.06 see what are the things that my direct
36:34.74 reports working on or what are the
36:36.24 things I owe my manager I can just go to
36:38.64 this single View and see everything I
36:40.68 have in common with that person when I
36:43.02 say in common what does that mean it
36:44.64 means that either I'm the owner or the
36:47.04 other person's the owner and I'm a
36:48.48 follower you see how if I click on each
36:50.16 of these tasks both of us are on here
36:52.26 this task has another person too but
36:54.30 that doesn't matter essentially it's
36:55.68 identifying things we have in common the
36:57.96 other beautiful thing about this is
36:59.28 actually I can add share tasks directly
37:1.26 here
37:2.28 so think about the use case you have a
37:4.50 one-on-one meeting with your direct
37:5.94 report and you're talking about hey you
37:8.22 know could you work on this or what's
37:9.96 the status of this other task instead of
37:12.36 having to go through all the projects
37:14.04 you can actually see all the tasks and
37:15.60 now you can just jump to them directly
37:17.04 and start working on them and start
37:18.84 prioritizing them secondly when you come
37:21.18 up with new tasks
37:22.68 you can actually just type it directly
37:24.24 here
37:25.14 right I can actually come up with that
37:27.60 task I can set the due date
37:29.70 and what's neat about party Matrix is
37:31.56 actually invite
37:33.00 um it assigned to the other person and
37:34.44 invite you as a follower so when this
37:36.18 particular task gets updated you're
37:38.10 automatically notified of those
37:39.54 important changes so this will save you
37:41.70 so much time because you're not
37:43.62 switching to another application just to
37:45.42 create the shared task Additionally you
37:47.28 don't have to wait until you have your
37:48.72 one-on-one to know the status of things
37:50.40 imagine this you just you want to know
37:52.68 whether or not you know your your team
37:54.78 members are actually working on those
37:56.04 things that you ask them to do
37:57.90 um last week you can just go to here and
38:0.12 see all of those tasks and see whether
38:1.74 or not you know they've been modified
38:2.94 which means you know they've been
38:4.38 updated or whether or not it's overdue
38:7.02 right you see how all these tasks are
38:8.58 overdue it's very very easy to see them
38:10.26 because they're red and so the list view
38:12.18 here is very helpful to identify those
38:14.10 overdue items
38:16.20 the other thing that um
38:18.72 I want to mention too is that we have uh
38:22.50 several ways for you to get notified of
38:24.72 the changes that are relevant so we have
38:27.30 What's called the protomatrix chat bot
38:28.92 right here which is again something that
38:30.60 you can add in Microsoft teams and the
38:32.94 chat bot will you know send you a
38:34.80 message whenever for example here I have
38:37.32 tasks that are overdue or or I've tasks
38:39.36 that I set reminders for it send me a
38:41.46 message but the other thing is when you
38:43.44 open part Matrix itself there's this
38:45.06 thing called the home view so if you're
38:48.36 getting on board with the protomatrix
38:49.80 for the first time and you're bringing
38:51.48 on team members and you want to make
38:52.62 sure that everyone knows what they need
38:54.00 to work on
38:55.20 um or you're ensuring that you know they
38:57.30 actually get the right attention paying
38:59.46 attention to things that matter make
39:1.14 sure you go to this home view when you
39:2.88 go to this home view there's an alert
39:4.32 section the alert section essentially is
39:6.84 where all the things that are relevant
39:8.52 to you start popping up
39:10.50 the task with due dates the tasks that
39:12.96 are um that have reminders or tasks that
39:16.14 you are a follower on or that were
39:18.78 assigned to you all that will show up
39:20.34 here and then as you click through this
39:22.26 it goes away think of this as just like
39:23.88 an inbox
39:24.96 um think of it as like an unread
39:26.94 message and so as you look at it it goes
39:29.64 away and then you know you want to see
39:31.44 something you you've seen recently
39:32.82 that's the visit section and then what
39:35.10 I'd like to do too is once in a while I
39:36.90 should clear all these notifications so
39:38.94 then you have a blank slate and so then
39:41.22 again whenever you get a new
39:42.48 notification you're able to see it
39:44.66 so with that I'm actually
39:47.58 um gonna pause for a second and what
39:50.22 happens is that there are actually a lot
39:52.08 more capabilities inside part of Matrix
39:53.88 that I'm not going to show
39:56.34 um and the reason is what in this
39:58.20 particular webinar what I want to show
39:59.70 you too is just
40:1.74 the things that will make the biggest
40:3.42 impact right so again I want to
40:5.88 emphasize that you don't have to go and
40:7.38 boil the ocean with pretty Matrix you
40:8.88 don't have to leverage all of your
40:9.84 capabilities all that really matters is
40:12.36 that you're using the four project
40:13.80 methodology that we've created here
40:16.14 um in separate Matrix as your
40:17.76 communication tool
40:19.98 for you to see
40:22.14 um what is really truly important and
40:24.78 that you're working on that and that
40:26.28 again you're communicating this to your
40:27.78 team members so then everyone's the same
40:29.28 page if all the team members that you
40:31.56 have within your department or within
40:33.66 your your direct team or within your
40:35.40 whole organization have a priority
40:37.50 Matrix and that Matrix show them your
40:40.26 priority you know their own priorities
40:42.06 and you're going You're just comparing
40:43.62 notes every time you get together
40:45.72 um in a meeting room then I think you
40:47.52 would capture so much
40:50.34 um and again identify the things that
40:52.14 truly are misaligned uh more so than
40:56.16 um than just ensuring that everyone
40:58.92 agrees right because when you identify
41:1.08 the misalignment that's when you know
41:2.52 you can save a lot of resources you can
41:4.38 save hundreds of thousands of dollars
41:5.64 and millions of dollars by getting rid
41:7.44 of initiatives more so than anything
41:9.36 else so I'm going to jump back to the
41:11.16 presentation here
41:12.80 and uh I want to say the following one
41:16.74 it's on you and what I mean by that is
41:19.32 no matter how good the software is no
41:21.42 matter what we do here at affluence if
41:24.18 you don't use part of Matrix or you
41:26.04 don't follow the methodology
41:28.34 there's nothing we can do about it right
41:30.78 um so sign up for party Matrix if you
41:33.00 have teams in Outlook make sure you get
41:34.92 those
41:35.82 I would create at least three projects
41:37.56 of personal priorities a share team
41:39.36 priorities and then key initiatives
41:41.58 um invite appropriate team members and
41:43.68 then pitch to them on why it's important
41:45.48 to focus on high impact tasks
41:47.40 um sometimes you know a lot of us are so
41:49.38 busy
41:50.78 doing things that we don't get time to
41:54.06 think about whether or not we should be
41:55.86 doing them which is really fascinating
41:57.72 and then make sure that you create items
41:59.76 with party Matrix in separate Matrix
42:1.74 with due dates and then put them in the
42:3.30 program quadrants and then go back and
42:5.70 don't drop them mark them as done
42:8.64 um or re change the due dates right if
42:11.16 they're all overdue change the due dates
42:12.96 if you didn't get them done yet
42:13.92 otherwise mark them as done and then my
42:16.14 advice is ruthlessly prioritize
42:18.54 it's your time if you don't prioritize
42:21.24 your time somebody else will right
42:23.76 and then one thing I want to talk about
42:25.80 is what success what part of Matrix
42:27.48 looks like one if you're successful in
42:30.12 using per Matrix it will be the central
42:32.04 place to track all priorities it starts
42:34.56 with personal priorities those are yours
42:36.30 and then your team priorities and then
42:38.04 your organization priorities and that
42:39.90 everyone's aligned on the key task and
42:42.60 that repetitive procedures are
42:44.22 templatized to save you time on future
42:46.50 work and what that really means is that
42:48.78 if you have priority levels that you're
42:51.72 setting with with repetitive tasks and
42:54.54 you save them as template you're
42:56.40 actually replica you're able to
42:57.96 replicate all of that over and over
42:59.70 again without having to um do so much
43:3.42 manual work and then finally important
43:5.46 emails are prioritized and not forgotten
43:8.94 um and you know hopefully you're able to
43:11.88 achieve these goals within per Matrix um
43:15.00 and hopefully you know the software
43:16.68 provides a framework for you to think
43:18.48 about it but that's what part of Matrix
43:20.10 is all about again a communication tool
43:23.04 so I see that in the chat section here
43:25.50 um we actually have some questions so
43:27.12 I'm going to go ahead and take a look
43:28.28 are there okay one can I export my
43:30.96 Matrix to excel to create reports and
43:33.36 updates so the answer is yes so what
43:35.94 happens is every single project here
43:37.86 when you go to here
43:39.78 um you have the options here to export a
43:41.82 CSV so what happens is you know as
43:43.80 you're building out your Matrix you can
43:45.36 export that and in fact we actually
43:47.52 exported a lot of details and then from
43:49.44 the CSV you can actually modify it and
43:51.18 even build templates too from there and
43:53.22 then the other thing is actually you can
43:54.72 print each of these as well every single
43:57.24 action item has a the ability for you to
43:59.46 to print the history and all that and
44:1.56 then of course you know you can actually
44:2.76 print directly from here and we also
44:4.86 have the Gantt chart which is pretty
44:6.06 helpful
44:7.86 um the second are there commands in the
44:9.84 other commands in the chat box yes so
44:12.12 there's a lot of different commands
44:13.44 actually let me see if I can pull that
44:14.88 up here
44:16.14 um
44:21.72 you know see if I can
44:28.08 so if you go to this view right here I'm
44:31.26 going to send you a message inside teams
44:33.60 that's the command page and so actually
44:35.46 this shows you some some of the commands
44:37.50 that we have we actually have some other
44:38.52 commands as well that we don't have it
44:40.20 listed here but this is a sort of
44:42.18 documentation on some of the commands
44:43.92 that that we have
44:45.48 um the way you know that command works
44:46.92 is that it actually turns green whenever
44:48.54 the text turns green it means that our
44:50.04 system interprets it and actually is
44:52.20 making those those changes
44:55.26 um does pretty Matrix work in Spanish
44:56.88 yes so um if you it's actually the so
45:1.56 obviously with part of Matrix itself the
45:3.48 information that you put in can be in
45:5.04 any language there's no restrictions
45:6.78 obviously with the language because it's
45:8.34 just data right so
45:10.50 um but the menus on some of our um
45:13.92 our applications actually should update
45:16.38 to Spanish if you're using the localized
45:18.36 version
45:19.44 can you talk to tasks versus calendar
45:21.66 events
45:22.86 um
45:24.84 so the answer is yes so part of Matrix
45:27.24 integrates into calendars in several
45:29.40 ways first of all
45:31.56 every project in separate Matrix has a
45:33.90 unique calendar so let when you go to
45:36.30 this project details for example let's
45:39.00 just say if you want to go and you want
45:41.52 to add a party Matrix calendar let's say
45:44.58 you're working on a really critical
45:45.90 project and a bunch of different tasks
45:47.22 there and you want to be aware of those
45:50.22 um those tasks inside your calendar you
45:52.08 can go to the project here and get
45:53.16 calendar link and you can subscribe to
45:55.44 this as a read-only link inside Outlook
45:57.78 but in Outlook itself
46:1.14 um you can see how we actually have
46:3.60 what's called Integrations with Outlook
46:5.64 here on the connector page if you go to
46:7.74 connector you'll see that pretty Matrix
46:9.30 integrates with jira Outlook to do
46:11.94 Microsoft to do Microsoft planner Azure
46:14.04 devops as well and so when you uh
46:17.46 connect these services to protomatrix
46:19.68 what's happening is actually pulls these
46:21.48 tasks over
46:23.34 interpartum Matrix as a read-only
46:25.26 version but now if you want to go and
46:27.78 ensure that your team members aren't
46:30.06 assigning you tasks because you have a
46:31.56 lot of things to do the only way to do
46:33.72 that is to leverage our our workload
46:36.42 management system so what that means is
46:38.16 your manager you know really should be
46:40.68 pushing for everybody to use protomatrix
46:42.78 so then everyone can be aligned on on
46:45.30 those um
46:46.74 on the priorities as well as on the due
46:48.90 dates so when you go to this report here
46:50.88 for example what I can see is I can see
46:53.04 my team members
46:54.36 um and then I can see the number of
46:55.56 tasks they have at on any particular
46:58.20 dates right so you can see I can you
47:0.30 know jump between the different days and
47:1.68 so forth see the tasks that they have
47:3.06 and then the other thing I can do is
47:4.62 actually I can look at the effort or
47:6.36 schedule hours as other dimensions so
47:8.64 for example if you have you know 40
47:11.10 hours of of 60 hours of work already in
47:14.52 a 40 Hour Work Week
47:16.50 um it's going to be very very difficult
47:17.82 for you to take on more so that's one
47:19.50 thing to to think about and then when
47:20.94 you click on each of these you can
47:22.50 actually drill down as well
47:24.42 into the the details and then
47:26.16 re-prioritize them or change the due
47:27.66 dates
47:28.92 uh and then what happens is every single
47:31.56 person also has a full calendar as well
47:34.80 so you can always share your calendar
47:38.40 with your manager for example I think it
47:41.10 is a little overwhelming so I don't
47:42.48 recommend that because then you know
47:43.98 your manager can go and you know see
47:45.42 what your schedule is like inside
47:47.10 partometrix but every person has a full
47:50.40 calendar that you can subscribe to
47:52.98 it's a good way to stay aligned but it
47:55.56 is a lot of information
47:57.30 these are fantastic questions are there
47:59.04 any other questions
48:12.78 all right
48:15.00 with that I'm actually going to go ahead
48:16.80 and end the webinar here um give you
48:19.26 back a couple minutes of your time uh
48:21.36 stay tuned and you know we'll actually
48:23.60 uh have webinars that cover other more
48:27.06 uh specific topics as well especially on
48:31.02 the advanced capabilities because part
48:32.46 of Matrix will does integrate into
48:34.14 Microsoft meetings and so forth
48:36.24 um but I'm I'm glad that this is helpful
48:37.92 thank you for the feedback I appreciate
48:39.36 that
48:41.82 thank you all