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 (51:46.10) Stop scroll

0.00s webinar is called
1.88s introduction to party Matrix and our
4.68s goal here today is to give you a high
7.32s level overview of what part of Matrix is
11.10s my name is hi I'm co-founder of
12.96s affluence the company behind party
14.22s Matrix
15.72s and over the past decade I've talked to
18.06s thousands of customers I've seen every
19.56s single use case that you can imagine and
22.56s so what I'd like to do today is a couple
24.66s of things one I want to help you
26.88s understand the basics of pretty Matrix
28.68s and hopefully with that it'll provide
31.32s you a framework to get the most out of
33.90s party Matrix with the least amount of
35.40s work you know the 80 20 rule what are
37.44s the 20 capabilities inside pretty Matrix
39.72s that will give you 80 of the value
42.18s and then finally I want to help you
43.74s envision what your work and life success
46.38s would look like if you were using pretty
49.08s Matrix to its fullest potential so
51.90s hopefully this will get your uh your
55.08s motivation up and your brain thinking
56.58s about how pretty Matrix can actually
58.26s benefit you
1:0.78 one of the things I like to always talk
1:3.18 about is the challenges that I've seen
1:6.36 customer face first team members seem to
1:9.60 always have trouble understanding what's
1:11.10 part of priority right now and what's
1:13.44 really interesting about it is it's
1:14.76 actually it's getting worse and worse
1:16.08 the reason I say that is because
1:18.54 you know if you have five things to do
1:20.40 that's pretty but it's pretty easy to
1:21.96 keep track of it but more so than ever
1:23.88 before each of us in our work in our
1:26.82 life we just have so many things so many
1:28.68 areas of responsibilities and therefore
1:31.44 you actually have a hard time
1:32.64 determining what you need to work on at
1:35.04 any point in time and at the same time
1:37.20 you have challenge tracking the status
1:39.18 of the work across all of those areas
1:41.22 responsibilities
1:42.48 and then thirdly
1:44.82 um really over the last few years
1:46.14 communication from chat messages emails
1:49.20 are starting to um inundate us and so
1:52.32 we're getting so many
1:54.24 context switching every single day
1:56.76 um I mean I speak to my own personal
1:58.02 experience which is in the morning when
1:59.58 I look at my emails I see dozens if not
2:2.10 hundreds of emails and the reality is
2:4.50 most of them aren't important right but
2:7.02 but they're always pulling me towards
2:9.18 all these different directions and so
2:10.50 it's extremely hard to stay focused and
2:12.48 no matter what you do
2:14.40 um these challenges remain persistent
2:16.32 and so what we hope to do with party
2:19.02 Matrix and what I hope to do in this
2:20.46 webinar is show you the capabilities
2:22.20 inside for demetrix to address some of
2:23.88 these
2:25.44 so pretty Matrix is a comprehensive
2:27.72 email priority and project management
2:29.34 software to help teams manage emails
2:31.86 conduct more efficient meeting and get
2:33.30 real-time status updates of projects and
2:35.94 priorities
2:36.96 and so how does party Matrix actually
2:38.82 help those um challenges that I
2:41.10 mentioned first we use something called
2:43.14 the four quadrant methodology which I'll
2:45.00 go further into details to help promote
2:47.70 effective prioritization
2:49.62 so at the end of the day what you get
2:52.08 out of permatrix is what you put into it
2:54.12 and what I want you to get out of it is
2:56.76 how to use our software to actually help
2:59.52 you track all those priorities not just
3:2.28 for yourself but across the entire team
3:4.92 and then second how do you track the
3:7.14 status of all of those work and so
3:8.52 pretty Matrix provide many different
3:10.02 views is what I call them such as the
3:12.24 one-on-one the agenda the timeline until
3:14.58 we understand what needs to be done
3:16.14 within the right context right context
3:18.24 is is really really important because
3:21.18 any given day any given moment we might
3:23.94 be doing you know something different
3:25.74 you might be in a meeting with your
3:27.24 manager you might be in a meeting with
3:28.86 your direct report you might be working
3:30.18 with a colleague you might be working
3:31.44 for a client and so at any point in time
3:33.48 you want to find out what you need to do
3:34.86 with that context in mind you don't want
3:37.20 to go and see everything that's out
3:38.76 there and then thirdly pretty Matrix
3:40.86 provide really deep Integrations to the
3:42.66 system you already use in particular
3:44.22 we're probably the most integrated
3:46.20 solution inside Microsoft teams and
3:47.88 outlook for Effective email and task
3:50.16 prioritization
3:58.26 so what makes part Matrix different um
4:0.42 it's the only project email and meeting
4:2.10 management software that is Microsoft
4:3.78 365 security certified
4:6.42 um across our web app Microsoft teams
4:8.88 app and Outlook app and then we are
4:11.46 leveraging AI to help teams and
4:13.26 individuals achieve their goals this is
4:14.76 one of the areas that I'm really excited
4:16.14 about and really over the past six
4:18.00 months these capabilities have really
4:19.56 exploded
4:20.76 um and so what I'd love to show you
4:22.14 today is how we can help you take those
4:24.72 goals that you have and turn them into
4:26.88 priority so that you can actually work
4:28.44 on them and Achieve success
4:30.78 we also provide what's called
4:32.16 people-centric collaboration more than
4:33.90 ever before you know if you use any
4:36.18 project management software Or List you
4:38.28 know to track your tasks you know that
4:40.32 they're just test Centric or
4:42.24 project-centric um one of the things
4:44.16 that pretty Matrix does really well at
4:45.78 is actually thinking about in the
4:47.58 context of people
4:48.90 um because at the really how I see it is
4:51.78 when you work on something you're
4:53.04 working on something for somebody right
4:54.72 and so it's either your manager again or
4:57.00 your client or
4:58.44 or yourself and so what that means is um
5:1.32 how do you understand what are the
5:2.46 things you need to to work on for that
5:4.56 person at any point in time and then
5:6.36 finally party Matrix is available as a
5:8.10 SAS which is the standard software
5:10.32 um our HIPAA compliant solution for
5:12.00 healthcare life sciences and then our
5:13.86 Azure government cloud and so um if any
5:16.80 of those interests you please feel free
5:18.60 to Ping us or reach out to me my email
5:20.76 was listed in the beginning Hyatt
5:22.26 affluence or supported
5:26.58 so
5:27.96 let's look at the fundamentals behind
5:29.94 the the concept of pretty Matrix um
5:32.40 there's a famous quote attributed to
5:33.96 former President Eisenhower what is
5:36.06 important is seldom urgent and what is
5:37.80 urgent is seldom important and I love
5:39.48 this quote because
5:42.36 it shows the two dimensions of
5:44.46 everything that we have to do
5:45.90 um and so as I mentioned earlier when I
5:47.52 wake up in the morning and I see all
5:49.02 these emails guess what they're urgent
5:51.18 right because you see the emails and
5:52.44 that's the first thing you do like you
5:53.46 look at them you're like okay let me see
5:54.66 what emails are any of these things
5:56.58 actually
5:57.48 um what I need to respond to and so
5:59.04 that's the urgency aspect of it it's
6:1.08 just the attention needed it pulls you
6:3.66 away
6:4.68 but the challenge is the vast majority
6:8.04 of those emails aren't important They
6:10.02 Don't Really further you towards your
6:11.82 goals imagine if you actually didn't
6:13.38 check your emails at all
6:15.06 um and some people do this you know
6:16.26 essentially they've blocked the first
6:17.28 hour not to check emails or to uh read
6:20.46 the news and get you know inundated with
6:22.62 information that's not relevant instead
6:24.36 they plan out their day and so that's
6:25.56 how you want to sort of think about it
6:27.12 within the bigger picture
6:28.98 and then
6:30.90 what's interesting is the important
6:32.64 things actually seldom and
6:34.86 Urgent and what that really means is
6:36.96 that um if you were really thinking
6:39.12 ahead of time and you're planning your
6:41.70 your goals and so forth you're working
6:44.04 towards these important goals in a very
6:45.72 steady Manner and so if you were doing
6:47.82 correctly they shouldn't be
6:50.04 urgent um instead they should be
6:52.32 something that you're constantly
6:54.00 striving towards and so I love this
6:56.46 quote because uh one of the things that
6:58.68 I I like to ask people to do and and
7:0.78 imagine I'd want you to think about this
7:3.42 for a second too
7:5.40 take out a piece of paper and write down
7:7.56 everything you have to do
7:9.90 now
7:12.06 you're going to have a list and you're
7:14.04 gonna have a list that might be three
7:15.84 items or five
7:17.76 um and if it's just five it's not too
7:19.20 bad you know you can go decide what do
7:20.64 you need to work on
7:21.84 um and so what are the if you do you
7:23.34 pick at the top what do you think at the
7:24.48 bottom and what's the chance that what
7:26.82 you picked there is the most important
7:28.98 one the one that you really should be
7:30.48 working on uh is it you know one out of
7:32.88 five twenty percent chance that it's
7:34.38 important
7:35.64 now imagine that list was much longer
7:37.74 because you're thinking about all the
7:39.12 goals that you have at your work all the
7:41.58 goals that you have for your career and
7:43.20 all the goals that you have at home now
7:44.82 that list starts with me 20 30 items how
7:47.16 do you decide what to work on and if you
7:49.32 were to add more to it do you add at the
7:51.24 top or do you add the bottom or do you
7:52.80 add somewhere in the middle
7:54.00 and so if we don't have a sense of how
7:56.82 to start then how do we decide where to
7:59.28 focus our time and so imagine then you
8:3.42 tick that list and I'm going to ask you
8:5.22 to do add a dimension to it which is one
8:8.70 which of those things are actually
8:10.50 important right as in I got to get them
8:13.92 done and then which of those things are
8:15.60 actually
8:16.92 um due real soon right and that's what
8:19.50 urgency really means and so
8:22.14 if you were to do it that way then what
8:24.48 happens is you have this two by two
8:27.36 Matrix right what are the things that
8:29.46 are critical and Urgent and that's what
8:32.10 you got to do now because if you don't
8:33.72 you know that's uh bad things are going
8:36.66 to happen and then interestingly what
8:39.00 are the things that are important but
8:40.38 not urgent those are the things that you
8:41.94 plan for
8:43.14 and then what are the things that you
8:44.40 can actually delegate to others
8:46.20 um and when I say delegate it actually
8:47.64 you know even if you don't have direct
8:48.90 reports delegating just means finding
8:51.18 somebody else who can actually do a
8:52.56 better job than you
8:54.36 um and it's it's an interesting way to
8:56.52 look at it but like you can think of a
8:57.84 restaurant as a way for you to delegate
9:0.36 the the cooking and the cleaning aspect
9:3.36 of it right and you can think about the
9:4.98 same concept of Delegation within
9:7.14 services within
9:8.88 within product and you know either at
9:11.22 work or at home Etc and then finally
9:14.10 um I don't see the point of tracking
9:15.90 anything that's not important not urgent
9:17.52 but instead you look at it as the inbox
9:19.80 which is where everything starts and so
9:22.02 you get in your inbox just like your
9:23.76 email inbox this is where it starts and
9:25.62 then from there it belongs in one of
9:27.36 those three quadrants
9:29.34 now what's really interesting is now you
9:31.68 have a a quadrant and Matrix instead of
9:34.26 a list and here's where I ask you take
9:37.02 this Matrix and walk around the office
9:38.94 remember this is on a piece of paper
9:40.08 walking around the office and start
9:41.70 comparing notes right compared to go to
9:43.80 your manager and say hey by the way
9:45.06 these are my priorities what do you
9:46.92 think do we agree do we disagree where
9:50.16 um what are the things we should
9:51.12 reprioritize and do the same thing with
9:53.64 your direct reports or the other
9:55.02 colleagues that you work with and say
9:56.28 hey by the way these are where I'm
9:57.78 focusing my time
9:59.52 um and this is what I'm going to get
10:0.78 done and if someone assigns you
10:2.46 something asks you to do something ask
10:4.32 them hey where does it belong within
10:5.88 this Matrix
10:6.96 um does it you know is it in quadrant
10:8.64 one or quadrant two
10:10.08 now interestingly uh what happens is
10:13.50 that if you have a lot of things in
10:15.30 quadrant one if everything is in
10:16.92 quadrant the do now quadrant then you're
10:19.56 firefighting and that's not a good thing
10:21.36 in fact if you use part of Matrix well
10:23.88 one thing you want to do is you actually
10:25.92 want to start getting rid of the things
10:27.36 in quadrant one and that's not so
10:28.98 obvious
10:29.94 um and it was a I had a really uh great
10:32.40 conversation with a customer
10:34.14 and and he brought this to my attention
10:36.18 he's like look you know if if everything
10:38.46 you're always working on is in Quadrant
10:40.32 One it means you're firefighting
10:41.64 constantly and it was such a fascinating
10:44.82 Insight
10:46.32 um that I think about it all the time
10:47.76 too and and that's what happens to us
10:49.50 you know which is we don't plan things
10:51.54 ahead of time and so we let the things
10:53.76 brew and so you know we're not working
10:55.50 on the things that really matter most
10:56.70 and so then you spend so much time on
10:58.08 that quadrant one and so ideally you're
11:0.48 gonna the quadrant one will start going
11:2.16 away and your quadrant two
11:4.26 is where you're really focusing your
11:5.70 time and that's what I want to uh you to
11:8.64 think about as a takeaway here
11:10.92 so what's really interesting about all
11:12.36 of this is that the four quadrants
11:13.98 creates alignment because it forces you
11:16.50 to prioritize from the beginning this is
11:19.74 the hardest part about party Matrix this
11:22.68 is the hardest part about our software
11:24.06 this is the hardest part about
11:25.22 prioritizing your day
11:27.30 because
11:28.62 you can't have that list right you have
11:30.72 to go and decide where they belong if
11:32.94 you can't decide what to work on it
11:36.66 doesn't matter if you do them right and
11:38.28 so it's more important to do the right
11:39.60 things right than to do the wrong things
11:41.28 right doing the wrong things right is a
11:42.90 ways of resources it's a waste of time
11:44.34 and so
11:45.72 success from using party Matrix isn't
11:48.06 from finding that what everyone agrees
11:50.16 on right because that's easy that's
11:51.72 that's trivial if if you do this
11:53.88 exercise that I mentioned to you and you
11:55.86 walk around the office and everyone
11:57.60 agrees every single time on all the
12:0.06 things that are priorities across your
12:1.68 whole organization across all your
12:3.60 project you don't need our software
12:5.70 um you can just go and execute but if
12:8.52 you start finding discrepancy that's
12:10.50 where it's interesting and that's where
12:11.88 all the value is delivered inside pretty
12:14.10 matrix it's about discovering the things
12:16.86 that are important that you actually
12:18.30 need to address and then this
12:20.46 discovering the things that are not
12:21.96 important that you shouldn't be working
12:23.22 on so keep that in the back of your mind
12:25.50 as you think about our software and as
12:27.36 you use our software are you really
12:29.04 achieving that and
12:30.96 um you know sometimes people look at
12:32.76 pretty metrics as just a way to track
12:34.14 their tasks which is fine uh it does
12:36.90 start there but again think about within
12:40.14 the context of how does it save me time
12:43.14 how does it save me work and how to that
12:46.38 actually reduce my overall mental load
12:50.04 and so having things written down into
12:52.68 these these quadrants into the
12:54.12 parametrics um quadrants actually will
12:57.66 make you feel more at peace because you
12:59.70 know what's really important and then
13:1.38 not only that you know that others agree
13:4.14 with you and that you're not wasting
13:5.82 time working on the wrong things
13:9.00 so I do want to remind everybody that
13:11.52 the webinar is recorded and so you know
13:13.44 we posted on our website there and if
13:15.12 you go to that website
13:16.68 webinars we also have additional
13:18.30 webinars uh and then
13:20.82 um what's the recording as I mentioned
13:22.86 will be there and so with that I'm
13:24.24 actually going to jump into the demo of
13:27.00 the product itself uh and then again as
13:29.46 if there are questions that you have
13:31.26 feel free to send it in the chat and so
13:33.60 I can take a look at them and I'll try
13:34.98 my best to address them okay now I'm
13:37.38 going to jump to the software
13:40.62 so here I am opening party Matrix as you
13:44.34 can see here I have the web app open and
13:47.28 so on my left hand side are my projects
13:49.80 and so you can think of projects as
13:51.50 areas responsibilities right maybe I
13:53.88 have a project for uh my personal goals
13:56.58 I have a project for my team goals
13:58.86 um I have a project for maybe a client
14:0.60 I'm working on for a project for a
14:3.42 product or project in the context of
14:5.64 under an actual project itself and so
14:8.22 those are called projects and then in
14:10.08 the middle are those four quadrants that
14:11.94 we saw
14:12.84 so the naming convention that we use
14:14.76 here the standard gaming convention is
14:16.92 exactly the same do now do later
14:18.90 delegate an inbox and so you can see
14:21.00 when I add a task I don't really just
14:22.74 add them to a list I add them within
14:25.02 this quadrant and again that is the
14:26.40 hardest part but push yourself on that
14:28.92 you know
14:29.94 um push yourself on deciding whether or
14:31.98 not there's something that you need to
14:33.00 do now or do later and if it's truly
14:35.10 important or something that you can ask
14:36.66 someone else to do for you so let's say
14:38.64 I want to create a task in part of
14:39.90 Matrix that's actually very very easy I
14:42.00 go click item here
14:43.68 and so I can say imagine I say follow up
14:46.44 with webinar participants due tomorrow
14:50.28 so what I've just done is I've just
14:52.86 typed in a title for a task
14:55.74 um we call it an action item because the
14:57.18 action item just sort of signifies
14:58.74 something that's broader than what a
15:0.30 task is and so then I have that but one
15:2.70 of the things I want you to also
15:4.86 practice doing with word Matrix is
15:6.60 actually typing the due date directly
15:8.88 here so this is we use natural language
15:11.58 to go and interpret this and in order
15:14.22 for diverse to set due dates for you in
15:15.96 order to save you time and effort in
15:17.52 creating all of this so you see how I
15:19.08 say follow the weather on participant to
15:20.40 do tomorrow and when I click this task
15:22.98 our system creates a task but because I
15:25.20 say due tomorrow it actually creates the
15:26.94 due date for me now it shows up in my
15:28.98 party Matrix calendar they'll actually
15:30.90 send them a reminder to actually uh
15:33.00 tackle it and so you could say you know
15:35.76 do in two weeks doing uh three days or
15:38.40 you know due tomorrow 2 p.m and the time
15:41.10 and date will also set as well
15:43.56 now that I've created a task on the
15:45.42 right hand side is what we call the item
15:47.10 details you can think of the item
15:48.66 details as taking this this action item
15:51.30 and then actually having a lot more
15:53.34 contacts around it so for example I have
15:55.56 the project it belongs in I can move to
15:57.36 another project if needed I can change
15:59.22 the name of the task if needed I can
16:2.04 star it starring it means hey it is
16:4.74 about communicating to party Matrix that
16:6.72 this is important and if you star it
16:8.70 then pretty Matrix does treat the task
16:10.26 differently
16:11.64 and then as you scroll down you have the
16:13.44 ability to add icons you have ownership
16:15.30 ownership is actually really interesting
16:18.24 um so every item in part of Matrix has
16:20.58 an owner the owner is the the
16:23.04 essentially the person in quote in
16:25.14 charge of the task and then also um uh
16:28.68 that's the person whose avatar shows up
16:30.54 here if you have a team that's inside a
16:33.24 team project it'll be very obvious why
16:35.58 you have all these avatars that shows up
16:37.62 because you know when you have 30
16:38.94 different tasks you can see the avatars
16:41.58 for different people say okay you know
16:42.96 uh John is responsible for this Sue is
16:45.36 responsible for this and so forth and so
16:47.22 that's what the owner is and what's
16:48.72 interesting is it can only be one owner
16:51.66 and this is really fascinating because
16:53.52 if there isn't you know we have
16:55.68 customers and ask hey I want multiple
16:57.12 people to own this
16:58.38 our answer is always no because you want
17:1.62 one person to be responsible because
17:3.30 responsibilities are so critical
17:5.94 um in terms of managing priorities and
17:7.80 so forth so everyone else who's
17:10.20 interested in this task can be followers
17:12.72 and so if you click on this plus you can
17:14.16 invite followers and you can think of
17:15.84 followers as
17:17.52 um telling part of Matrix that if this
17:20.34 task gets updated let me know and so
17:22.86 they'll show up in the alert section
17:24.30 that says you know the your the task so
17:26.94 and so um ABC has been updated or the
17:29.88 due date is here Etc so you still get
17:31.50 that notification and then progress zero
17:33.96 100 100 means it's done effort how long
17:36.96 does it take
17:38.16 um because that's different from due
17:40.44 dates right something might take might
17:42.24 be due in three weeks but the due date I
17:44.76 mean the effort might be one day so you
17:47.10 know it doesn't take you three weeks to
17:48.36 get something done and then one thing
17:49.86 that's really cool
17:51.30 is that uh reminders versus due dates
17:54.24 um and I I like this and I talk about it
17:56.22 because uh let's just say you have
17:58.02 something that's really important you
17:59.22 have to do in three weeks but if you
18:2.64 wait until that that day comes you're
18:5.82 not going to get it done it's a reminder
18:7.50 is about uh sending you a reminder ahead
18:10.26 of time and so I actually use this
18:12.60 constantly uh this is one of my top
18:15.24 go-to capabilities inside pretty Matrix
18:17.22 and I'll show you how it works so for
18:18.60 example I have this due tomorrow but
18:20.40 what I can do is I can say remind me
18:21.96 daily
18:22.98 so what I've just done is I'm asking the
18:25.80 system to send me a reminder and it'll
18:27.84 send me a reminder until I mark this
18:29.16 task is done and I do this all the time
18:31.20 because when I have you know an
18:33.42 important customer that I want to follow
18:35.10 up with or somebody that I need to
18:37.14 respond to I don't I can't always meet
18:40.74 the deadline but so I set a deadline and
18:43.50 then I set a reminder to actually bring
18:45.72 to my attention and then sometimes I
18:47.22 change the due dates as needed I love
18:48.96 this capabilities because when you
18:50.40 assign this to a team member and you
18:53.40 don't know if they're going to get it
18:54.60 done in time what you can do is you can
18:56.46 say re you can remind that person but
18:58.92 you can also say remind everybody
19:2.04 um
19:2.76 daily or weekly or something like that
19:4.98 and so what that does is it'll it'll
19:7.80 send a message to all the people who are
19:9.90 in this task and asking them to actually
19:12.36 you know get started on this it's so
19:14.82 important and it's a fantastic way to
19:16.80 actually ensure that you stay on task
19:18.60 and that the right things are actually
19:20.04 worked on
19:21.66 and then finally as you scroll down more
19:23.52 you see the chat section you can think
19:24.78 of the chat section is where you can
19:25.98 type in messages you can communicate to
19:27.90 others within the context of this item
19:30.00 and that's an important thing as well
19:32.34 um what happens is this you're in a
19:34.14 meeting you're talking about five
19:35.22 different things at any point in time
19:37.92 and then two months later
19:40.68 um you go back and and you can't
19:42.36 remember exactly everything that you
19:44.46 talked about right because you've just
19:46.20 had a conversation but there was no
19:48.48 single context you were switching topics
19:50.58 constantly and the same thing happens to
19:52.62 emails the same thing happens to chat
19:54.42 chat message inside teams the same thing
19:56.64 happens to text or um you know as you
19:59.16 walk down the hallway so what part of
20:0.90 Matrix does is it creates a single place
20:3.00 for you to have a conversation about
20:4.44 that task and so when you type a message
20:6.66 here it becomes part of the history of
20:8.94 the item and it's called an immutable
20:10.98 history so it actually it can't be
20:12.42 changed and the reason it can't be
20:14.16 changed is because we want to track
20:15.60 everything that's talked about about the
20:17.46 item
20:18.54 so then three months later six months
20:20.64 later somebody else comes in they can
20:22.56 look at this and see the full history of
20:24.54 the conversation it is so
20:27.54 um important in several scenarios one
20:29.58 imagine if you have a um a team member
20:33.90 who's working on a very critical tasks
20:35.94 and then that team member is now on uh
20:39.30 maternity or paternity leave right so
20:41.34 they're not available and you want to
20:43.20 know hey how did we make these decisions
20:46.62 what were the things we've talked about
20:48.42 in the past right and you bring it on a
20:50.16 brand new team member well that brand
20:51.60 new team member can just open the part
20:53.16 of Matrix task and they see the full
20:55.56 history of all the conversation and it
20:58.26 goes back to a year two years three
21:0.24 years five years and so suddenly you
21:2.52 have all this information on your
21:3.66 fingertips that otherwise would not be
21:5.64 available so that all that knowledge
21:7.44 that was in someone's brain is actually
21:9.12 here because you don't need them to
21:10.86 actually remember all of those things
21:12.78 and so the chat to me is a really
21:16.14 important capabilities uh and it's it's
21:18.42 more so than just about you know sending
21:20.58 messages and so forth but you can see
21:22.38 that I can actually use the chat to also
21:24.66 send what I call commands right remind
21:26.58 me daily remind everybody weekly and so
21:28.92 whenever the text turned green it means
21:30.42 that our system is actually trying to
21:31.74 interpret it because I can't type in
21:33.42 other things as well I can change the
21:34.86 due dates
21:35.82 um I can assign it to people directly
21:37.32 from this and then the notes section is
21:39.36 just a way for you to add additional
21:40.74 contacts around the task itself it's not
21:43.20 intended to be rich text but what
21:45.24 happens is you can go and you can type
21:47.52 in
21:48.36 you know subtask one subtask two uh
21:52.32 subtask three right because maybe this
21:54.30 particular action item has multiple
21:55.98 things that you have to work on so you
21:57.18 can actually Mark those as done and as
21:58.80 you do the progress would update and
22:0.84 then finally you have the resources
22:2.04 resources is sort of a place for you to
22:4.62 attach documents or links anything
22:6.84 that's actually relevant to this and one
22:9.00 of the most powerful things about
22:10.14 protomatrix is the ability to attach
22:12.00 emails uh so
22:14.34 as I mentioned earlier we get so
22:16.50 inundated with with communication that
22:18.90 it's very very difficult
22:20.88 um to to have everything in one central
22:23.16 place and part Matrix is designed to do
22:24.96 that which is to go and take all these
22:26.94 communication the emails and messages
22:28.56 and put in one central place so you have
22:30.60 the right context and so what permatrix
22:32.46 you can attach emails as resources so
22:35.16 then everyone's on the same page
22:36.36 especially if it's an external
22:37.86 communication
22:39.18 so this is called essentially the item
22:41.04 details um and so one of the things that
22:43.08 you can do with party Matrix is actually
22:45.66 create overarching goals and and I'm
22:48.60 really excited about this capability
22:50.16 because this is something that's
22:51.90 relatively new and so I'm going to go to
22:54.06 this page this webpage right here
22:57.18 and when send everyone this link here
22:59.04 inside the chat so if you want access
23:1.26 this you can go here but imagine
23:5.58 you probably have some goals in the back
23:7.50 of your mind right and so there are some
23:9.96 explicit goals
23:11.58 um such as the things that are
23:14.82 um you know that you're doing for your
23:16.32 manager or you're doing for your client
23:19.32 or whatever but you also have some
23:21.06 personal goals right which is for
23:22.98 example I typed in here get a promotion
23:24.84 to senior project manager and get a
23:26.58 raise right that's that's not a bad goal
23:28.86 um all of us could benefit from such
23:31.44 goals you know like if you're new to
23:33.66 your position you want to know
23:35.34 um hey how do I best onboard myself so I
23:38.16 can be successful at my goal or if you
23:40.92 were in charge of operations how do I
23:43.02 improve the infrastructure
23:45.24 at my organization what party Matrix is
23:48.36 doing is it's taking this goal and it
23:50.34 builds out a protomatrix for you so
23:52.50 we're using something called something
23:53.82 called generative AI again you've
23:55.80 probably heard so much about all this AI
23:57.60 uh craze and it's so powerful because
24:0.36 what we're doing is we're taking the
24:2.52 knowledge of the world and help you turn
24:4.32 these goals into partometrics action
24:6.18 item the point is not to be perfect the
24:8.64 point is to give you a baseline so I you
24:11.22 know you go here you build my action
24:12.60 plan click on build my action plan what
24:14.64 I do it'll do is it'll work itself in
24:16.56 the background and a few minutes later
24:17.82 you'll create the Matrix for you so I
24:20.46 have that type I actually already ran
24:22.44 this
24:23.28 and so I have it right here for you
24:25.62 um and I opened this project that was
24:27.54 generated by pretty Matrix and what's
24:29.34 really interesting is you can type in
24:31.08 whatever goals that you want and part of
24:32.58 interest will go and build these
24:33.66 projects for you so promotion to senior
24:35.64 project manager and you can see that
24:37.50 actually we created a matrix here and
24:40.20 with this Matrix we actually come up
24:41.94 came up with
24:43.50 um many many different ideas
24:45.84 on the ways that you can go and uh and
24:49.02 Tackle uh this goal but the interesting
24:51.66 thing is actually we use a very
24:53.22 different Matrix terminology we use low
24:55.62 effort and high impact right so if you
24:58.08 were to think about what are the things
24:59.28 you can do right now
25:0.84 you want to find the things with high
25:2.22 impact but low effort that's the
25:4.20 equivalent of the do now and so party
25:6.00 Matrix takes a very different approach
25:7.56 when it comes to goals or when it comes
25:9.54 to
25:10.56 um other
25:11.46 um
25:12.12 other things into your your personal
25:13.74 task and so
25:15.84 explore this capability type in some of
25:18.48 your your goals and you know it could be
25:20.40 increased sales it could be improve on
25:22.92 marketing or something like that
25:24.54 and everybody's goals is different and
25:26.64 so with that you can look at here and
25:28.26 you can click through each of these and
25:30.00 click on the notes section and see what
25:31.44 product Matrix will tell you and it's
25:33.06 always fascinating for me to see the
25:35.34 outcome of uh of these um the outputs of
25:38.82 all of this it's always different and
25:40.98 it's always fascinating because many
25:43.32 times it comes up with ideas that I've
25:45.12 never thought of um but that's what
25:47.34 that's the point of this
25:49.50 so as I mentioned um you can see now
25:52.86 that suddenly these Matrix both colors
25:55.80 as well as the names are actually
25:57.12 customizable and so I want to bring you
25:59.22 to your bring your attention to the
26:1.56 project details so I talk about the item
26:3.48 details but if you click on here this
26:5.58 opens the project details so the project
26:7.92 details has very similar
26:10.44 um a couple things you can do first you
26:12.90 can change the name of the project
26:13.86 obviously
26:15.06 um second you can start the project so
26:16.62 it's very similar to starring tasks but
26:18.54 you can see how when I start projects it
26:20.28 actually Pops at the top here of my list
26:22.08 very easy for me to jump to very easy
26:24.18 for me to ensure that I'm focusing my
26:26.04 time on not just the right task but in
26:28.32 the right project right
26:30.18 uh and again if you have a star project
26:32.28 and a star task that's a very powerful
26:34.38 and easy way to make sure that you're
26:36.54 focusing on the right thing
26:38.46 and then below that you actually have
26:40.08 members and you can think of members
26:41.76 what are the people who are relevant to
26:43.80 this particular project and so when you
26:46.50 create a project in part of Matrix um
26:48.42 what happens is typically it starts with
26:50.04 just you but then afterwards you can
26:51.72 invite new people to it or others to it
26:54.48 and the way permission works is this
26:57.72 um everyone who's a uh someone who's in
27:1.14 in the project itself can see everything
27:3.36 within the project that's how permission
27:5.16 works
27:6.42 uh and so then if you have let's just
27:9.48 say an external client that you're
27:10.68 working for like let's imagine your
27:12.60 consulting firm and so you have a client
27:14.34 you're working for you create a project
27:15.66 for that client and then you go and
27:17.70 invite all your team members that's
27:19.26 relevant to that project and then you
27:21.30 have another client but different set of
27:23.34 team members and so then you add the
27:24.84 appropriate people and so permission
27:26.64 control works like that and you're able
27:28.44 to delegate a task with someone who's
27:29.88 not in a project and shows up in their
27:31.44 inbox instead
27:33.00 but if they're inside a project they can
27:35.04 see everything here one nice thing about
27:37.68 this is that it's one central place for
27:40.62 you to see the priorities right and so
27:43.26 um when you have many many different
27:44.70 kind of work and you're constantly
27:47.04 trying to juggle between all these
27:49.32 priorities and so forth and you don't
27:51.00 know what you need to work on well
27:52.76 partometrics provide that context and so
27:54.84 you think of the project as a context
27:56.82 then where it's very easy for the whole
27:59.28 team to be aligned and then if you
28:0.96 scroll down the quadrant names
28:2.16 themselves are customizable you can go
28:4.44 and change the name of these cut of
28:6.48 these quadrants you can change the color
28:7.92 and the reason I want to bring this up
28:9.84 is As you use party Matrix you will
28:12.90 build best practices
28:15.00 not just for yourself but for your whole
28:17.28 organization and so the way best
28:19.32 practices works is that you know they're
28:21.18 just terminology in your industry
28:22.92 terminology within your firm or how you
28:25.32 think
28:26.04 um that just makes more sense than than
28:28.02 you know what we can possibly Envision
28:30.24 and so earlier for example I had
28:33.18 delegate here but imagine instead of
28:35.16 delegate you actually want to use a
28:37.14 different terminology and you can
28:39.00 and so that's how you customize the
28:41.04 Matrix but here's the cool part which is
28:44.10 once you do have created your Matrix you
28:47.46 can go here and you can save the project
28:49.26 as a template so what happens when you
28:51.42 save a project as a template is that it
28:53.46 allows you to essentially clone projects
28:56.40 that you have along with all the the
28:58.62 deadlines the timeline all the action
29:0.96 items that you have
29:2.64 um and created as a project that you can
29:4.74 launch from scratch so if you have an
29:7.14 employee onboarding project right
29:9.72 you save the project as a template then
29:12.42 when you have a new employee you just
29:14.22 launch a new product Matrix project
29:16.02 using that template you should say this
29:18.18 employee starts September 1st and all
29:20.64 the action items are created all the
29:22.14 priorities are created and all the time
29:23.94 uh the deadlines are created really
29:26.04 powerful way to save you a ton of time
29:27.78 and resources
29:30.06 so I've shown you how to use the goals
29:33.00 I've shown you how to update your
29:34.56 project and I've shown you how to edit
29:37.62 your task now I want to show you one
29:39.78 more thing related to project which is
29:41.34 how to create a project from scratch so
29:43.08 if you click on this project for you to
29:44.40 create project and when you go to this
29:46.08 project you can always choose a blank
29:47.94 project or a template like one of those
29:50.70 things that I mentioned earlier that you
29:52.14 can save as a template we also have
29:53.76 something called public templates and
29:55.44 essentially you can look at public
29:56.52 templates as templates that we built up
29:58.98 over the years where you know these are
30:1.56 some of the best practices we've seen
30:3.12 around the industry these are some ideas
30:5.04 that you can start with and so you can
30:6.54 choose a public template
30:9.18 or you can start with a blank project
30:10.86 and so this is new test link project
30:15.24 um and then when you do create this
30:16.32 project you can actually choose a couple
30:18.54 naming convention right so for example
30:20.82 the basic Eisenhower Matrix or you know
30:23.58 retroactive product analysis Etc but I'm
30:26.76 going to choose that and I add project
30:28.68 and that's it I've just created a blank
30:31.20 project and those those four quadrants
30:33.06 are there and that's how you get started
30:35.16 yourself
30:36.06 um so I would advise you to go ahead
30:38.46 when you use part of Matrix create a
30:40.86 blank project that are your personal
30:42.66 goals right or your personal task
30:45.36 um and then create one for your team
30:46.80 priorities and then invite the
30:48.48 appropriate people to each of those
30:49.92 projects who needs to see your
30:51.30 priorities
30:52.26 um who need to see the team priorities
30:53.52 and so then everyone will go and have
30:55.68 one central place to see the share
30:57.60 priorities across
30:59.40 um all those the whole organization
31:1.50 so that's how our project works now as I
31:4.62 mentioned pretty Matrix is deeply
31:6.72 integrated into the teams and Outlook
31:10.32 Integrations
31:11.76 um so what happens to me all the time is
31:14.64 I get a lot of tasks via email and what
31:17.10 I mean by that is
31:18.48 somebody will send me an email
31:20.64 um an external person send me an email
31:22.68 and from that email I want to go and I
31:25.26 want to ensure that I can respond to it
31:26.76 in the appropriate time so
31:29.22 I'm going to jump over to Outlook now
31:30.96 let's say you get an email I'm sure this
31:34.20 morning you didn't get an email you
31:36.54 probably got 10 or 20 emails at the very
31:38.94 least and let's say one of those emails
31:41.58 is extremely important
31:43.50 what do you what do you do
31:45.54 um people flag people flag emails all
31:47.58 the time they can set reminders on the
31:49.14 email and you know come back and address
31:50.70 it
31:51.84 um and it works real well if you have
31:53.40 five flag emails if I were to flag all
31:55.68 my emails I would have hundreds of
31:57.36 flagged emails and then at that point
31:59.88 you know it's the exact same things if
32:1.56 everything's important urgent that
32:2.76 nothing is
32:3.96 um and so flagging for me doesn't work
32:5.88 because it's just not sufficient in
32:8.10 order for me to understand what I need
32:9.54 to work on what emails do I actually
32:11.46 need to address today so when I get an
32:13.62 email what I do is I go install party
32:16.14 Matrix for Outlook so if you haven't
32:17.70 done that already go to the App Store
32:19.14 here install pretty Matrix for Outlook
32:21.12 and then when I have an email I can
32:23.16 actually click on this Ellipsis I go
32:25.08 down and open partometrics and I say
32:26.94 prioritize email
32:29.40 what's going to happen is that pretty
32:31.20 Matrix allows you to take this email
32:32.76 that you receive in Outlook create a
32:35.16 task out of it right it takes the
32:36.78 subject and put the task name here but I
32:38.58 can edit it right I can then choose what
32:41.10 project it belongs in so for example
32:43.92 um
32:44.52 there's a project I just created and
32:46.74 then I can choose what quadrant it
32:48.12 belongs in and then I can assign it to
32:49.92 the appropriate person and I can set a
32:51.66 due date so now look at this I've just
32:54.06 set a due date on an email I've just
32:56.70 prioritized the email in the appropriate
32:58.68 project in the appropriate quadrant and
33:1.32 I can assign it to the appropriate
33:2.82 people appropriate person rather so
33:5.76 what's useful about this capability is
33:9.06 that imagine a couple scenarios one you
33:12.30 get an email from a client and you want
33:15.18 to go you already have a project in part
33:16.68 of Matrix for that client well then when
33:19.20 you create a task from that email you
33:20.94 want to put in the appropriate context
33:22.38 right and so then everyone who's working
33:24.54 for that client understands that you
33:27.84 know how it all fits together similarly
33:30.30 if you're working on a project a
33:32.88 construction project perhaps or a real
33:34.74 estate project and now you're getting
33:36.30 emails that's relevant to that maybe
33:37.80 it's a quote external quote or something
33:39.66 like that you also want to go and
33:41.58 prioritize that email
33:43.44 um so that everyone who's in that
33:44.70 project know exactly
33:47.22 um what else we have to do or anything
33:49.38 else that's relevance and that's it all
33:51.18 I have to do is capture email
33:52.86 and so you see the Moon I've done that
33:55.02 it opens the item details similar to
33:57.24 what you saw in the web app now if I
33:58.86 were to go back to here look at this
34:0.96 that task was created for me it would
34:3.18 set the due date for me and it's in the
34:5.28 right quadrant allowing me to know that
34:7.44 hey I know I can go and and I gotta go
34:9.78 and answer this email and because the
34:11.52 due date is set I'll get an alert in my
34:13.56 home view that says hey this email is
34:15.24 due I can click on it and it's in the
34:17.88 email itself is in the resource section
34:19.62 and what's really neat is that we
34:21.18 uploaded it as an EML file so then what
34:23.64 that means is other team members can
34:24.96 access the email too
34:26.52 the last thing you want to do is when
34:28.32 you get an email you want to forward it
34:29.76 right you don't want to create all these
34:31.50 other threads around an email and then
34:34.08 afterwards invite additional people and
34:35.88 so forth especially if there's work for
34:37.92 you to get done and so imagine that
34:39.84 email has PowerPoint documents or Word
34:42.90 documents or additional resources party
34:44.88 Matrix allows you to track this much
34:46.62 more readily and much in a much more
34:48.66 efficient manner um to ensure that the
34:50.76 most important emails are captured
34:52.86 so that's how email prioritization works
34:55.08 but here's another powerful thing about
34:57.48 protein matrix is that imagine if you
35:0.06 get an email but you already have a task
35:2.28 that's relevant to it part of Matrix is
35:4.32 the only software that allows you to do
35:5.94 something different which is this when I
35:7.80 get an email and I want to attach an
35:9.30 existing task I can go and open Party
35:11.34 Matrix instead and when I do
35:14.16 I can actually search for that task and
35:16.56 then I can attach the email to an
35:18.72 existing task this is very very helpful
35:21.60 if you get multiple emails that are
35:24.18 relevant to the same task because now
35:25.50 you can just not just create one task
35:27.18 from an email you can actually attach
35:29.04 multiple emails to one existing task
35:30.96 again creating one central place to keep
35:33.54 track of all of these important emails
35:35.46 that you get so that's very very simple
35:37.56 way to use programmatrix for Outlook
35:40.56 one thing I want to talk about now is
35:42.72 actually switching contacts to other
35:44.52 form communication so as I mentioned
35:46.14 we're probably the most integrated
35:47.22 solution inside teams so if you use
35:49.20 Microsoft teams definitely go to the App
35:51.24 Store install pretty Matrix then my
35:53.16 recommendation is right click on this
35:54.66 pin it so then pretty Matrix is right
35:56.34 here for you to see and as you can see
35:58.14 when I open for Matrix inside teams I
36:0.48 have the same view that I saw on the web
36:2.04 app and so I have the list of project I
36:4.26 have the quadrants and then I have the
36:5.64 item details and project details the
36:8.10 reason why this is so helpful inside
36:10.20 teams is that I don't have to switch
36:11.88 context I don't have to open part of
36:13.56 Matrix in a web app I don't have to
36:15.60 install anything else I can just go back
36:17.88 and forth directly inside inside teams
36:20.28 here
36:20.94 um and access everything I need but
36:22.98 here's a couple things that makes part
36:24.24 of Matrix very unique one
36:26.70 if I went to a chat right
36:29.82 so for example let's say I work with a
36:32.04 teammate
36:33.18 um and what I can do is I can go to this
36:35.04 plus icon and I can choose part of
36:37.20 Matrix when I do that I'm adding a
36:39.12 what's called a part of Matrix Tab and I
36:41.28 can attach a project from part of Matrix
36:43.44 into a tab and share with a teammate
36:45.90 directly in a team's conversation but I
36:48.90 can also do what's called a one-on-one
36:50.64 so I go ahead and I choose a one-on-one
36:53.34 and actually I've already created here
36:54.54 and what this 101 does is I choose the
36:57.00 person and now I see everything that I
37:0.18 have to do for Eugenia directly from
37:1.98 this view you see I don't even have to
37:4.02 jump to part of Matrix I'm literally
37:6.18 seeing all of this directly inside my
37:9.90 conversation with you Eugenia and so
37:11.70 when I go here and I'm chatting with her
37:13.32 I can just open this and I see all the
37:15.36 tasks this is that people-centric view
37:17.16 that I talked about
37:19.38 um which is what we've just done is
37:21.60 instead of showing you all the tasks you
37:23.40 have to do within all these different
37:24.54 projects and forcing you to switch
37:26.16 between projects instead this takes
37:28.98 everything that you have and find all
37:31.32 the things you have in common with
37:32.64 another person
37:33.96 if you have a one-on-one with your
37:35.76 manager and you guys are working on
37:38.04 three or four different projects at the
37:39.66 same time
37:40.68 this will save you so much effort
37:43.02 because you go here and you see all the
37:45.84 things you have to do and not only that
37:47.94 it's in this this list form that makes
37:50.82 it very easy for you to see the due
37:52.62 dates and you can sort by priorities you
37:55.68 can sort by quadrants you can sort by
37:57.66 ownership name when it's modified and
38:0.42 when it's due and then not only that you
38:2.64 can actually add share tasks directly
38:4.38 from here so when you have a meeting the
38:6.66 one-on-one meeting and then your manager
38:8.40 says hey could you do XYZ instead of
38:11.34 having to go and write that down right
38:12.96 or switch it part of Matrix you can just
38:14.76 go into the one-on-one View and create
38:16.56 the task and what's nice about it is the
38:19.14 manager and you are both at it as
38:20.94 followers so the next week or a month
38:22.80 from now when you have your review you
38:24.78 can look at it directly and then not
38:26.52 only that if you need to delegate to a
38:28.68 team member you can go directly here and
38:30.84 create that task and choose the
38:32.04 appropriate project and and um and so
38:34.32 forth and then what I recommend again is
38:37.14 to set the due date
38:38.52 if you set the due date then you'll show
38:40.50 up in your calendar it's very easy to
38:42.36 track so for example you see how here I
38:45.42 can say call Sue tomorrow
38:48.26 2PM right and so that's the example here
38:51.24 and so what I can do now is when I do
38:53.52 that it creates a task assigned to her
38:56.94 and then set the due date and so I've
38:59.16 just saved so much time where um not
39:1.56 having to switch contacts go into
39:2.94 another app because I'm doing it
39:4.38 directly from teams itself
39:6.08 but let's take a step further because
39:8.40 imagine if actually she sends you a
39:10.86 message
39:11.82 um inside teams and for example here I
39:13.86 have a message hi there could you send
39:15.06 me a report what part of Matrix we can
39:17.10 actually take any messages and teams and
39:19.50 create the task directly so you can see
39:21.72 the moment you do that part of Matrix
39:23.46 allows you to create the task from any
39:25.32 common communication inside teams you
39:27.36 can choose the project you can choose
39:28.56 the quadrant set the due dates
39:30.42 here's another capability
39:32.46 that makes partometric expression which
39:34.32 is the ability to link back to that
39:37.38 moment in time when you have that
39:38.88 conversation and this is all about that
39:40.98 context that I was talking about
39:42.84 um because if you think about priorities
39:44.40 if you think about communication it's
39:46.02 all about context context as in
39:48.96 when did we talk about that what were we
39:51.54 talking about and why and so forth so so
39:54.60 many times you'll create a task right
39:56.88 but then you don't know you or you
39:58.74 forget rather
40:0.00 what the whole conversation was around
40:2.10 so pretty Matrix actually copies this
40:4.98 link and it links back to that message
40:7.32 that that person sent to you or that
40:9.54 message that you sent to that person
40:11.82 um even if it was weeks months or years
40:13.38 ago and then you can look at back at
40:15.12 that history and say oh okay that's what
40:16.80 we talked about and that's why we're
40:18.36 doing this task so that's such a
40:20.34 powerful capability and it's helpful
40:23.04 um because
40:24.18 you know that's it's about all the
40:27.06 things that we've talked about in the
40:27.96 past right
40:28.86 um and sometimes we really forget them
40:30.48 so that's the capability inside pretty
40:32.16 Matrix and we have several more
40:33.72 capabilities
40:35.16 um including the ability to attach part
40:36.96 of Matrix action items here you can see
40:38.64 I can go to here and it's and send a
40:41.04 part of Matrix task directly in a team's
40:42.78 conversation I can actually add part of
40:44.88 Matrix tab to my my meetings as well
40:47.94 um so pretty Matrix allowed you to
40:49.38 actually if you go to the meeting here
40:51.66 when you have a meeting so let's just
40:53.76 say here I'm going to see if I can
40:55.26 choose an example meeting
40:57.30 let's say I have a meeting right
40:59.88 um I can actually open pretty Matrix and
41:1.92 actually can add important Matrix tab
41:3.96 agenda so you go to this plus here you
41:6.24 can add the plot the per Matrix itself
41:8.34 and what it'll do is actually it'll
41:9.84 create an agenda for you inside this
41:11.88 meetings and it all links back into
41:13.50 pretty Matrix and so what it's doing is
41:15.96 it's actually identifying the tasks you
41:17.52 have in common with the people in the
41:19.26 meeting and so it helps you surface up
41:21.60 the things that maybe you can talk about
41:23.04 or that you should talk about or that
41:24.90 you can update the system
41:26.54 and you can see how I can do all of this
41:29.16 without leaving teams and that's what
41:30.90 makes part of Matrix so helpful about
41:32.58 the whole context switching because we
41:34.62 spend so much time and effort switching
41:36.36 between applications
41:37.86 um it's really stressful honestly um but
41:39.78 pretty bad trades allow you to access
41:40.98 all that in one central place so I
41:42.54 highly recommend you looking at that
41:46.44 now there's a lot more capabilities
41:48.72 inside part Matrix obviously and I can't
41:50.88 go into all the details because you know
41:52.62 I don't want to overwhelm you
41:54.72 um instead when I talk about you know
41:56.52 again the 80 20 rule what are the 20
41:58.86 okay look capabilities that gives you 80
42:1.14 of the value and I've shown them here
42:3.06 for you today one
42:5.28 create projects right
42:7.74 make sure the name and Convention for
42:9.60 these quadrants are appropriate to you
42:12.78 two when you create tasks make sure that
42:15.60 you set the due dates right make sure
42:17.34 that you um
42:18.90 you're assigning to the appropriate
42:20.52 person
42:21.90 um three make sure that you create
42:23.46 different projects for different goals
42:25.08 and then have the appropriate team
42:27.00 members in it right some project might
42:28.92 just be you but others might involve
42:30.84 other other people other team members
42:33.00 make sure you add them appropriately
42:35.46 like here in the member section
42:37.74 and then four installer applications and
42:40.14 teams and Outlook if you have access to
42:41.88 those
42:42.78 um and then if you just use that
42:45.36 you can create so much alignment today
42:47.84 literally today after this call and you
42:51.42 went and you created some of these goals
42:52.98 inside part of Matrix you create these
42:55.14 project information and you just start
42:56.82 writing things down because what I do
42:58.74 it'll help you create alignment across
43:0.78 the team
43:1.64 and then what party Matrix allows you to
43:4.02 do next is that it ensures that if your
43:6.60 manager asks you to do something and you
43:8.46 say by the way I have a lot of things on
43:10.50 my plate already what do you want me to
43:12.00 get rid of right what should we
43:13.38 de-prioritize
43:15.00 um and if you do that then I think that
43:17.40 you will benefit yourself
43:19.50 um from ensuring that you know you are
43:21.54 actually just taking on the appropriate
43:23.10 amount of task and then as a manager if
43:26.16 you are assigning something to somebody
43:27.60 you can also Now understand where their
43:30.18 priorities are and so you also have to
43:32.28 decide what are the things you have to
43:33.90 de-prioritize in order to ensure that
43:36.24 you can actually tackle all these
43:38.10 different tasks
43:40.32 now this is where I cheat a little bit
43:42.00 because I mentioned to you the quadrants
43:43.98 as the core but with part of Matrix you
43:47.04 can actually look at all this
43:48.18 information from many different views as
43:49.92 well so for example I have a quadrant
43:51.90 view here but every Matrix has a list
43:53.88 View the list view Pro tip here is for
43:57.66 identifying things that are overdue
43:59.70 so when you go to the list view anything
44:1.86 that's overdue has a red date here very
44:4.62 easy to spot them
44:6.12 a lot easier than the Matrix um View and
44:8.94 again you can sort and so forth and
44:10.62 change the due date directly
44:12.54 the calendar view takes all the tasks
44:14.70 with due dates and show them up in the
44:16.02 calendar
44:17.28 again I can click on each of these and
44:18.96 actually look at them but I can also
44:20.34 just drag and drop them if I want to
44:21.90 reprioritize
44:24.12 the Gantt chart view takes all the
44:26.28 things that are due and actually allows
44:28.14 you to build a Gantt chart
44:29.94 um some some people really love this
44:32.64 view as a way to see the timeline of
44:35.04 what they have to work on and if you go
44:37.08 to protomatrix Resource section you can
44:39.60 actually link to items for example I can
44:41.94 link items together and then I can add
44:44.10 dependencies I can say these items are
44:46.08 block buying or these item blocks so
44:48.48 item a blocks Item B you know to build a
44:50.82 foundation you got to pour the concrete
44:52.32 before you can actually you know build
44:54.54 the walls Etc so then task a blocks task
44:58.26 B so you can do all that and if you do
45:0.00 pretty Matrix we'll build Gantt charts
45:1.62 for you and Link them all together but
45:3.60 the neat thing about this is you don't
45:4.80 have to use this and the neat thing
45:6.06 about this you also don't have to do
45:7.32 anything because as long as you set due
45:9.24 dates and so forth the timeline view is
45:10.92 built for you you don't have to go and
45:12.24 generate or anything
45:14.10 so these are sort of the high level
45:16.32 overview of what pretty Matrix is so
45:18.90 with that what I'm going to do is I'm
45:21.12 going to go back to the presentation and
45:22.98 then I'll go and answer the questions
45:24.36 that we have here
45:29.82 so as I mentioned
45:31.80 um it's now up to you
45:34.44 um and what that means is that you know
45:37.02 we can't unfortunately do the work for
45:40.86 you
45:41.88 um all we're doing with protomatrix is
45:43.62 creating a means for you to do that
45:45.78 prioritization and so one sign up for
45:48.78 protein matrix and use our apps and
45:50.22 teams and Outlook if applicable to
45:52.92 create those three projects right the
45:55.02 personal priorities the share team
45:56.22 priorities and key initiatives you can
45:57.96 use that goal generating system that I
45:59.82 share with you
46:1.74 three invite appropriate team members
46:4.20 and Pitch to them on why it's important
46:6.12 to focus on high impact tasks again you
46:8.52 can be selfish thinking about this which
46:10.38 is
46:11.16 you want to go and communicate to your
46:12.90 manager your priorities so then you're
46:15.72 not going to get overwhelmed because if
46:17.46 everything's important and Urgent you
46:18.72 can't get it done and also you can say
46:21.12 only 25 only a quarter of the things I
46:24.36 have can be in quadrant one and only a
46:26.46 quarter can be in quadrant two which
46:28.14 means we're gonna drop everything else
46:30.60 and make sure that you set due dates
46:33.24 um and make sure you put them in the
46:34.20 appropriate quadrants and don't put
46:35.88 everything in quadrant one if you do
46:37.56 you're firefighting you don't want to do
46:39.48 that
46:40.38 um and then make sure that you don't uh
46:42.30 drop those tasks check importing Matrix
46:45.00 to ensure that you know you're actually
46:46.68 addressing them and then ruthlessly
46:48.96 prioritize because at the end of the day
46:51.30 it's your time and you're not getting
46:53.40 getting that back so work on the right
46:55.32 things do the right things and do them
46:57.00 right
46:58.14 um as opposed to working on the wrong
46:59.64 things
47:1.62 so what does success look like with
47:3.54 partometrix um if you are using
47:5.34 partometrics correctly and even with
47:7.20 that you know 20 capabilities that I
47:9.24 mentioned it becomes one central place
47:11.58 to track all priorities and these are
47:13.26 both your priorities as well as your
47:14.76 team priorities as well as your
47:16.14 organization priorities you can think of
47:17.64 it as the Matrix as a fractal which
47:21.66 means you have your overarching goals
47:23.52 and then you have the sub goals and you
47:25.50 have actual action items and you can
47:27.48 create different projects and putting
47:29.04 Matrix to track each of those
47:31.38 and then everyone on the team
47:32.88 understands in our line and key task you
47:35.34 don't need to use partometrics to track
47:36.84 every single small item if you know some
47:39.30 people do it
47:40.50 um as long as you know they they like
47:42.54 the way that protein matrix works and
47:44.52 some people will track every action item
47:45.90 in it but if you want to uh just use
47:48.78 program Matrix to track key tasks it's
47:51.18 perfectly fine
47:52.86 and then repetitive procedures are
47:54.84 templatized as I mentioned once you
47:56.88 create a protein matrix and you have all
47:58.56 the tasks in them and all the due dates
47:59.88 once you create a template from that
48:1.68 when you launch new templates all of
48:3.66 those tasks are created for you um and
48:5.58 then the due dates are set and so forth
48:6.96 they'll save you a ton of time and and
48:9.24 what's nice about that too is that
48:10.98 template is share with your team so then
48:13.62 if someone is a domain expert and
48:16.08 they've built out a whole process ask
48:18.24 them to templatize it now somebody else
48:20.64 can go and launch from that and it'll
48:22.62 save them effort and time and so every
48:24.72 time that you do that um you're actually
48:26.64 building domain not you're building
48:29.34 organizational knowledge right and
48:31.20 you're actually making everybody a lot
48:32.88 more efficient and effective
48:34.74 and then finally make sure that you
48:36.24 prioritize your emails um if that's one
48:38.94 capability that customers really benefit
48:40.74 from we're just ensuring that the most
48:42.72 important emails are not dropped and do
48:44.88 not fall through the crack
48:46.50 and so with that I conclude the
48:49.10 presentation part on my side and so I'm
48:51.54 going to go ahead and look in the the
48:52.86 chat here to see if there's any
48:54.66 questions and I'll try my best to
48:56.10 address them
49:0.72 okay so I have some questions here
49:3.42 um
49:8.12 so uh regarding signing in uh what
49:11.46 happens is if you're using the iPhone
49:13.56 app I just want to make sure maybe Sean
49:15.96 maybe one thing that you can do is you
49:17.16 can send a message or support at
49:18.96 affluence maybe attach to the
49:20.88 screenshots that you have here in terms
49:22.08 of signing in so that we know what the
49:23.64 issue is because it sounds like you know
49:25.86 uh what happens is with part of Matrix
49:27.96 you can sign in using your Google sign
49:30.54 in your Microsoft sign-in as well as
49:32.22 your email address
49:33.66 um so we typically recommend using your
49:35.64 Microsoft sign in and Google sign in
49:37.14 because it actually simplifies the whole
49:38.88 process you don't have to have a
49:39.96 password with part of Matrix and then
49:42.18 that authorization is actually
49:44.16 um all done sort of in the background
49:45.90 and so if you're with the it
49:47.52 organization part of Matrix allows you
49:49.56 to have access control as well so what
49:51.90 that means is that when a you know
49:53.40 company
49:54.36 um an employee leaves or you know you
49:57.12 need to deny access an employee then you
49:59.58 can actually just use our SSL sign in
50:2.52 for that but if you have uh problem
50:4.92 accessing or to try to signing in on
50:6.78 your personal account using your email
50:8.94 Sean maybe you can shoot us an email
50:10.56 with the screenshot we can take a look
50:12.12 at it and have someone respond to you
50:14.46 uh the next question is very good um
50:16.74 also which is how do you change the
50:18.54 project template so the way the template
50:20.46 works is when you save per Matrix as a
50:22.50 template it saves as a name and so that
50:24.54 name is unique so what that means is for
50:26.22 example employee onboarding uh and so
50:28.56 when you save a new template you launch
50:31.86 let's say you launch that template you
50:33.30 start editing it then you save it as a
50:35.04 template again it will write the
50:36.84 previous template now it overwrites so
50:39.12 what that means is you know you'll lose
50:40.32 access to the previous version as well
50:42.30 but there's only one template per name
50:44.58 and so that's how you can overwrite
50:46.14 previous ones that's a very good
50:47.70 question
50:48.72 um so essentially if you want to change
50:50.58 and have different processes for example
50:52.98 you know employee onboarding but then
50:54.60 you have additional information make
50:56.64 sure that you name the project
50:57.84 appropriately then you save it
51:1.62 are there any other questions and so
51:3.30 again you know this is opportunity for
51:4.92 you to go and um ask me any questions
51:7.56 that are top of mind because this is a
51:11.28 I can discuss use cases so I can show
51:13.50 you additional capabilities as needed
51:15.60 the other thing I want to mention too is
51:17.34 you can always reach back out to me if
51:19.02 you have any questions especially if
51:20.28 you're looking at deploying part of
51:21.54 Matrix on a on a broader level and
51:24.00 ensuring that your whole team is on the
51:26.10 same page so Hyatt I'm
51:28.74 happy to
51:30.42 um
51:31.14 answer your questions or give you ideas
51:33.18 at least on how to best leverage party
51:35.10 Matrix
51:38.94 with that I'm going to go ahead and wrap
51:40.92 this up thank you so much everyone for
51:42.66 being here today I appreciate your time