Unlocking Project Success: Harnessing the Benefits of Priority Matrix Software for Project Managers

Video presented by Hai Nguyen

Webinar on

Priority Matrix offers significant benefits to project managers by helping them efficiently manage tasks, resources, and project priorities. Join us for a webinar to learn several ways project managers can benefit from using such software:

-Visual Priority Insight
-Efficient Organization
-Effective Time Handling
-Resource Efficiency
-Proactive Risk Management
-Enhanced Collaboration
-Agile Adaptation
-Informed Decisions
-Efficiency Amplification
-Progress Tracking
-Goal Attainment
-Stress Reduction

Join our webinar to elevate your project management game. Don't forget to share this with team members at your organization who may benefit from this as well!

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Video transcription (59:20.78) Stop scroll

1.74s my name is Hai I'm co-founder of
4.20s affluence I've talked to thousands of
6.18s customers over the over the years I've
8.10s seen a lot of different use cases and my
10.44s goal here today is actually the the
12.12s following
13.26s um one I want to help you understand the
15.90s basics of pretty Matrix
18.24s and then uh two I want to demonstrate
21.00s how project managers can best benefit
22.98s from pretty Matrix and then providing
25.14s you a framework to get the most out of
27.42s party Matrix and then finally helping
29.22s you envision what your work and life
31.26s success might look like with pretty
33.54s Matrix
36.30s so challenges that project managers
39.06s constantly face if you you know as
42.30s you're listening to this you're thinking
43.62s about the project that you manage and
45.78s you're thinking about
46.98s um the problems that you're constantly
48.90s struggling to deal with and there's five
52.44s that seems to you know pop up over and
54.84s over again the first is scope creep and
57.48s what that means is that what happens is
59.82s when we start with a project sometimes
1:1.62 it's very well defined but then
1:3.18 afterwards there's changes there's
1:4.62 changes in priorities but there's also
1:6.96 new things that are added constantly
1:8.52 right it's never actually the same and
1:11.22 so as project managers we actually
1:12.84 struggle a lot
1:14.52 in in terms of juggling all of those um
1:17.64 new tasks because what do they fit in do
1:19.98 they or do they override the previous
1:21.90 task or do they
1:24.24 um do we get to them as in are they nice
1:27.18 to have or they must have and then um
1:29.64 the Second Challenge is communication
1:31.14 issues between stakeholders projects
1:33.66 that are complex tend to have people
1:36.78 from so many different departments
1:38.46 within your organization and then in
1:40.08 some cases you actually have
1:40.98 stakeholders outside
1:43.32 um your your organization as well and
1:45.36 the more stakeholders that you have the
1:46.98 larger the challenge
1:48.54 um and so being able to
1:50.40 solve that issues is just a very very
1:54.84 um important uh thing for project
1:57.84 managers about to do
1:59.52 um and then the other thing is a lack of
2:0.90 clarity on what's important in the
2:2.40 progress of those tasks because we might
2:4.38 have a lot of things that we're working
2:6.00 on but what's really important too is
2:8.22 understanding how far along are they
2:10.44 progressing and whether or not we're
2:12.60 actually moving the needle
2:15.66 towards a bigger project and then
2:17.40 balancing the priorities and workload
2:19.14 especially if there's a lot of people
2:20.76 involved you want to make sure that
2:22.50 actually you know you're not
2:23.64 overwhelming certain individuals who
2:26.28 might have too much on their plate and
2:28.02 then of course if everything is a
2:30.24 priority then nothing is right so
2:32.34 therefore you have to go and decide what
2:33.84 are the things we can actually execute
2:35.52 and what are the things that we will
2:36.72 have to put off and what are things we
2:38.34 might never get to
2:39.90 and then finally the ability to review
2:41.82 work in progress
2:43.26 um if a project is you know on the order
2:44.88 of a few weeks that's not a big issue
2:47.34 but if projects last for years you might
2:49.80 want to go back and review all the
2:52.14 decisions that have been made
2:54.00 um who were responsible who executed on
2:56.22 what and so understanding that history
2:58.20 is actually really important as well
3:1.68 so party Matrix is a comprehensive email
3:3.66 priority and project management software
3:5.34 to help teams manage emails conduct
3:7.08 efficient meeting and get real-time
3:8.46 status updates on critical projects and
3:10.86 priorities so how does pretty Matrix
3:12.96 help uh project managers with these
3:16.02 challenges that we talked about first
3:18.00 pretty Matrix uses the fourth quadrant
3:19.80 method to really clearly delineates
3:21.66 priorities and so even if you have
3:23.76 changes and priorities it's very easy to
3:26.94 communicate that and so everyone who's
3:28.86 in the in party Matrix can actually see
3:31.32 exactly what the parties are for any
3:33.78 project at any moment in time
3:35.88 and that is the same reason why it helps
3:38.94 with communication issues between
3:40.08 stakeholders
3:41.34 um so it provides what's called an
3:42.84 asynchronous view of priorities and what
3:44.88 I mean by that is
3:46.62 right now if you want to understand the
3:49.14 priorities of all your projects what do
3:50.76 you have to do do you have to have
3:51.96 meetings meetings is synchronous that
3:54.18 means you have to get everyone together
3:55.56 to talk about it and decide you know
3:57.90 what is it that important what is it
3:59.46 that's not important asynchronous is the
4:1.44 opposite which is you can go in and
4:3.48 check on priorities at your convenience
4:5.76 and that's the power of part of Matrix
4:8.28 so uh because pretty Matrix has this
4:11.52 very clear visual visualization of
4:13.86 priorities anyone at any point in time
4:16.32 Who's involved in the project can go to
4:17.88 Party Matrix and actually see the
4:20.04 priorities that's that's there for that
4:22.20 project uh and then not only that when
4:24.72 there are changes that's really
4:25.98 important you're able to get alerts on
4:27.78 those changes so you don't have to go
4:30.00 and have meetings over and over again
4:31.68 you can actually start getting rid of
4:33.06 them because you can actually access all
4:35.88 that information
4:37.20 at your convenience
4:39.26 and to tackle the issues of clarity
4:41.94 party Matrix provide a single source of
4:43.62 Truth and when we when we said single
4:45.30 source of Truth what it really means is
4:46.98 that uh if you want to know what your
4:51.06 co-workers your colleagues your managers
4:53.28 are also thinking with respect to
4:55.32 priorities right now if you don't have a
4:58.08 system in place like part of Matrix it
4:59.76 is very very difficult
5:1.38 um to get inside their head right and so
5:3.18 product Matrix has one central place and
5:5.70 so you know that if you go to pretty
5:7.50 Matrix you go to that project everything
5:9.90 that's really important is there
5:12.30 and then we're able to create workload
5:14.16 reports and various views such as the
5:16.44 agenda views or the one-on-one views to
5:18.42 show gaps in workload um and what that
5:20.58 means is that you can see again who's
5:22.68 overwhelmed who has some capabilities
5:26.10 left and then even allowing you to
5:28.26 communicate to your colleagues and so
5:30.36 forth
5:31.44 um you know how how your day and your
5:34.98 weeks are looking so then you know if
5:37.44 someone assigns you something you know
5:39.30 that something else got to give
5:41.16 and then finally part of Matrix provide
5:43.02 a really comprehensive history to to
5:45.42 track all the changes and within the
5:47.64 context of the task and within the
5:49.08 context of the project
5:51.78 so there's a couple of ideas I want to
5:53.64 share with you on how to leverage party
5:55.62 Matrix um as a project manager in
5:57.84 particular so you can use particular
5:59.58 pretty Matrix for many different
6:1.62 um reasons but there's at least a couple
6:4.44 of things that our system sort of
6:6.18 suggests that you could potentially use
6:7.50 it for one you can use it to prioritize
6:9.66 tasks and so what that means of course
6:11.94 is just to have a place to track
6:14.46 everything that you have to do be able
6:16.32 to go and understand what's important
6:18.06 what's urgent or you can use it
6:21.12 as a way to better allocate your time so
6:24.66 then you can maximize productivity which
6:26.40 means identifying the low effort high
6:28.32 impact task you can track project
6:30.36 progress you can collaborate more
6:32.70 effectively because you're actually
6:33.78 communicating your priorities to your
6:36.00 teammates identifying project risks and
6:38.58 project risk is actually really
6:39.60 interesting that's you know why do
6:41.34 projects fall behind schedule they fall
6:42.90 behind schedule because you're missing
6:44.76 deadlines you're falling behind schedule
6:46.26 because
6:47.58 uh you are uh you actually have changing
6:50.94 priorities that the scope the changes in
6:52.74 scope again as we talked about and then
6:54.72 the other thing too
6:56.10 is that you know if you have a lot of
6:59.40 things that's happening in one week and
7:0.96 you don't have the resources available
7:2.22 for that week or you already have too
7:4.20 many things booked for that week then
7:6.06 how could you possibly
7:7.80 um tackle those those challenges and so
7:9.42 project risk is just a way of
7:11.04 identifying missed priorities and
7:13.20 miscommunication and then achieve
7:15.12 work-life balance work-life balance is
7:16.92 really just again ensuring that
7:20.34 you are human and therefore you can't do
7:22.98 everything
7:24.00 um so you know if you have 100 things to
7:25.56 do and you have the resources to do 25
7:27.06 things then we really have to make sure
7:29.52 that we communicate to everyone else
7:30.72 these are the time that I have available
7:32.52 this is how much effort I have available
7:34.38 anything beyond this is just not um
7:37.74 humanly possible
7:40.32 so what makes part of Matrix difference
7:41.76 it's the only project email and meeting
7:44.04 management software that is Microsoft
7:45.66 365 security certified and across the
7:48.78 web app teams app and Outlook app we're
7:51.24 leveraging AI to help teams and
7:53.22 individuals achieve their goals and
7:54.48 today you get a sneak peek of a new
7:56.46 capability that we have and then we
7:58.62 actually also provide what I call
7:59.82 people-centric collaboration so we talk
8:2.10 about project management but at the same
8:3.60 time we're talking about the things that
8:5.28 you have to do for others and so how do
8:6.90 you identify all your tasks that you
8:9.24 have to do for your manager or your
8:10.56 colleagues across all your projects
8:12.54 right because project management is
8:15.24 not a siled event you might have
8:17.22 multiple projects that's going on at any
8:18.72 point in time and the part of Matrix is
8:20.46 available as a SAS a HIPAA compliant an
8:23.22 Azure government Cloud version as well
8:25.08 as a
8:25.98 private Azure deployments if any of
8:27.72 those things interest you please ping us
8:29.52 Hyatt affluence.com or support at
8:32.34 affluence
8:35.04 so with that I'm going to go really
8:36.66 quickly into the fundamentals behind
8:38.46 pretty Matrix there's a famous quote
8:40.14 attribute to the President Eisenhower
8:41.58 what is important is seldom urgent and
8:43.08 what is urgent and cellular important
8:44.46 and so what that really means is that
8:46.38 when we take our tasks that we have to
8:48.06 do it is so powerful we're able to
8:50.16 separate them into the dimensions of
8:52.26 importance and urgency
8:54.66 so if you took everything that you have
8:56.34 to do instead of actually just having
8:58.20 them in one long list imagine now you
9:0.24 take that
9:1.44 um all those action items and you start
9:3.42 Distributing them into the various
9:6.08 Dimensions what are the things within a
9:9.00 project that are important what are the
9:10.86 things and what are their deadlines
9:12.30 actually in fact so if you look at that
9:13.92 from that perspective the um the tasks
9:16.62 that you have that are actually due soon
9:19.02 and important are the things you should
9:20.64 do now and then the tasks that are
9:22.32 important but actually do next that you
9:24.24 have to plan for
9:25.74 and then at the same time identifying
9:27.72 action items that you can actually
9:29.16 delegate to somebody else making sure
9:31.44 that you know it's part of the um
9:34.02 they're not part of the uh blocking the
9:36.84 things that are blocking progress and
9:38.94 then finally in boxes where we talk
9:41.22 about all those shifting priorities and
9:43.20 all those new changes and the scope
9:44.64 changes and so forth what do they belong
9:46.56 initially they belong in the Inbox and
9:48.42 then from the inbox you can take those
9:50.28 and decide where they fit within the
9:51.96 bigger picture
9:54.48 so one thing that uh you I want you to
9:57.18 take away from this presentation is that
10:0.72 the Eisenhower Matrix create alignment
10:2.94 because it forces you to prioritize from
10:4.80 the beginning as a project manager
10:7.32 your goal is to achieve project success
10:9.90 there's no question around that so to
10:12.00 achieve project success sometimes you
10:14.22 have to decide what are the things you
10:16.20 have to work on and what are the things
10:17.58 you have to draw and so when you use
10:19.50 protomatrix you can help identify those
10:22.44 mismatched priorities within the
10:24.30 organization or within the team that's
10:26.28 working on this and so success from
10:28.20 pretty Matrix is about identifying all
10:30.36 those mismatches right and so when you
10:32.46 have disagreements on the priorities of
10:34.08 projects of critical projects that's
10:36.36 when you're using protimetrics correctly
10:38.34 and then at the same time if you're you
10:40.92 know starting to find more and more
10:42.18 alignment as you use part of Matrix then
10:44.04 now you know that everyone is agreeing
10:46.74 everyone is aligned and that you're
10:48.66 doing the right things
10:50.10 um so one thing to keep in mind
10:52.56 is that uh you know I one of the things
10:55.26 one recommendation I have as you use
10:56.94 part of Matrix is leverage it as a
10:59.52 communication tool and what I mean by
11:1.20 communication tool is use it to tell
11:3.66 everybody else what's in your on your
11:5.82 mind and that's because a lot of times
11:8.34 we don't communicate that until we sit
11:11.04 down in a meeting right until we sit
11:13.26 down and we're spending hours talking
11:15.84 about everything and guess what the vast
11:17.88 majority of that time is not that useful
11:19.44 because you probably agree most of it on
11:22.26 most of it anyways um and the where you
11:24.66 should always spend your time instead is
11:26.40 on the disagreement so therefore my
11:28.62 recommendation
11:29.94 is to use part Matrix if you're using it
11:32.28 for project management in particular to
11:34.02 make sure that you write down all of
11:36.06 those key tasks write down all those
11:38.22 priorities and then put them the
11:39.90 appropriate quadrants invite the
11:41.28 appropriate people and then when you
11:43.14 have meetings just project Matrix on the
11:45.30 big screen and talk through that then
11:46.92 you can quickly identify where you
11:49.26 should focus your effort best
11:51.78 so with that I'm going to jump to party
11:53.88 Matrix itself so then you can actually
11:55.74 see the presentation of the product and
11:58.86 how we can use their project management
12:0.06 and so forth I do want to mention as I
12:3.00 said earlier the webinar is recorded and
12:5.04 then afterwards we'll post it on
12:6.24 affluence.com webinar so you can always
12:8.04 go there to review it or if you need to
12:9.60 share it
12:12.96 all right let's go ahead and jump to the
12:14.64 product so here I'm showing a party
12:17.76 Matrix web app and so um if you go to
12:21.00 affluence.com and you sign in with your
12:22.98 account this is sort of the view that
12:24.60 you see and as you can see the wave
12:26.76 product Matrix and structure is the
12:28.14 following on the left hand side here you
12:30.30 have your list of projects now one thing
12:32.64 that's really interesting is you might
12:34.02 have much more than one project you
12:36.06 might have one really really big project
12:37.74 and then you might have or you might
12:39.96 have five or six small projects and
12:42.12 projects actually
12:43.80 can stand for a lot of different things
12:45.84 so for example a project can be
12:48.90 transient and what I say by transient
12:51.36 mean it means that a project has a start
12:53.46 date and an end date and so it
12:56.70 it has a very clear clearly defined
13:0.18 um uh start and be start and end you
13:3.18 might also have projects that are
13:4.56 persistent persistent projects are
13:6.84 actually one that may never ever go away
13:10.08 so an example a persistent project at
13:12.72 least at our company is actually are
13:14.58 actually the features capabilities for
13:16.86 various products so we wouldn't end the
13:18.96 product and so therefore we only adding
13:21.60 more to that and so that's a different
13:23.16 kind of project but you might also have
13:25.08 projects that are for clients right so
13:27.60 if you're a consulting firm you might
13:29.28 have a project
13:30.90 for each client that you onboard with
13:33.36 all the action items they have to do for
13:34.86 them and so you have one central place
13:37.26 where everyone is aligned so those are
13:39.24 the concept of projects and you'll you
13:41.16 can add projects and then from there
13:42.78 within the project you have the Matrix
13:45.06 and so with this Matrix you can see that
13:47.64 it's actually structured very similar to
13:49.20 what I show in my presentation you have
13:51.24 the four quadrants it's not the list so
13:53.78 this is the hardest part right here when
13:56.46 you add a task of product Matrix you
13:58.08 have to decide where it goes does it go
14:0.00 in quadrant one which is again the do
14:1.62 now or the fires um quadrant two the do
14:4.32 later or plan for the stuff that you can
14:6.48 delegate and then sort of everything
14:7.74 else
14:8.82 so when you make that initial list maybe
14:11.10 it goes into the inbox but from there
14:13.08 you have to take them out you have to
14:15.18 take them out of the Inbox and you have
14:16.50 to start prioritizing them because if
14:18.24 you don't do that then
14:20.76 there is no Clarity and so that sort of
14:22.80 defeat the purpose you could have
14:23.82 written down on a piece of paper right
14:25.20 but protomatrix forces you to do that
14:27.36 from the very beginning so as you can
14:29.22 see here within this particular project
14:31.20 I have What's called the project details
14:33.12 so the project details has the project
14:34.86 name so if this again is a customer that
14:37.08 you're working with then you might have
14:38.58 that customer as the project name or if
14:40.92 you're a construction project
14:42.84 you can have that or if you were a real
14:45.66 estate firm and you're managing
14:47.10 different properties this could be a
14:48.54 property name and so the the name here
14:51.24 is actually very helpful because it
14:52.86 should convey what it is that you're
14:54.84 you're prioritizing and then down there
14:56.94 within it you have what's called user
14:58.44 groups user groups essentially is a way
15:1.68 of saying who's involved within this
15:3.54 this project
15:4.80 um and so uh if you have projects that
15:7.86 are actually shared between different
15:10.74 groups of people then you can go to the
15:12.42 user group section here and then you can
15:14.64 actually associate user groups to this
15:17.16 particular project let me give you an
15:18.66 example
15:19.98 let's say if you have a project that's a
15:22.80 construction project and within that
15:24.48 construction project you always have
15:26.28 several key people uh if that project is
15:29.16 in a certain geography right so you
15:30.78 might have team members that's in uh the
15:33.48 southeast
15:34.92 or or something like that and every time
15:37.68 you have a project down there there are
15:39.00 several stakeholders that's always
15:40.26 always involved what you can do within
15:42.48 the user group view is create that team
15:44.76 and then from there whenever you launch
15:46.68 a new project for the southeast you just
15:48.48 choose that User Group then whenever you
15:50.34 have a new team member you can actually
15:51.66 just add them to the user group and
15:53.22 voila they get to see all the projects
15:55.38 that are relevant to them at the same
15:57.30 time if someone is no longer involved in
15:59.22 any of those projects you can remove
16:0.48 them from the user group and now they no
16:2.28 longer have access so user group is a
16:4.38 very powerful way to manage permissions
16:6.96 across multiple projects at the same
16:8.70 time
16:9.68 you also have the ability to more
16:11.82 granularly manage who's in the project
16:13.74 so what you can do instead is actually
16:16.20 you can control at each project level
16:18.18 Who's involved so for example right now
16:20.28 this project is only me but I can click
16:22.38 on this plus and I can invite another
16:24.06 team member and so what I've just done
16:26.10 is I've shared this priority list with
16:28.68 other team members who might also want
16:31.26 to see the status on each of these
16:32.82 projects so if you're using partometrix
16:34.92 for project management
16:36.48 and you have multiple stakeholders for
16:38.70 example
16:39.72 you might have customer service involved
16:43.02 you might have a very support team
16:46.74 you might have engineering you might
16:48.84 have Logistics you might have Finance so
16:50.82 you can go and invite each of those
16:52.74 people as relevant and now they can all
16:54.78 go in and see the priorities across that
16:57.72 project so
16:58.98 definitely use this because what you
17:1.44 want at the end of the day is everyone
17:3.30 to be aligned so that's that's the goal
17:5.76 and then as you can scroll down a little
17:7.50 bit more you have different colors and
17:9.42 you have different quadrant names one of
17:11.28 the things I like to do is I like to
17:12.90 customize the quadrant name and this is
17:14.46 my recommendation for you as well as
17:16.44 you're working on different type of
17:17.46 projects use different quadrant names to
17:19.44 signify
17:20.76 um
17:21.62 signify to you and to your team members
17:24.12 what what is important about it so what
17:26.64 I mean by that is the following uh you
17:29.40 can see how here I have do now and fires
17:31.44 right so that's that might be a
17:33.06 terminology that your organization
17:34.32 agrees to but as you scroll down maybe
17:36.30 delegate could be renamed to resources
17:38.40 and the reason you might have resources
17:40.08 is because you might be working on a
17:41.64 construction project where there's a lot
17:42.96 of documentation or there's a lot of
17:44.76 Permitting that you need to do and so
17:46.56 therefore you want to change it to the
17:47.82 resources as a way to track all the
17:50.04 different uh forms and so forth that you
17:52.02 have so keep that in the in the back of
17:54.00 your mind the other things about colors
17:55.80 and it's actually colors is really
17:57.12 fascinating because as you can see here
17:59.04 on my left hand side I actually have
18:1.26 different projects of different color
18:2.40 color coding
18:3.96 the way to use color coding is to have
18:6.72 same type of projects be color coded in
18:9.12 the same way so then it's very visual
18:10.98 for you to see
18:12.54 all the project related operations all
18:15.00 the projects related to certain
18:17.34 customers Etc so definitely click on
18:19.68 here change the color and the the
18:22.20 formatting is
18:23.94 again just another way of visualizing
18:25.92 everything that you have to deal with so
18:27.78 that itself is the project details and
18:30.00 so you can go to Project details at any
18:32.04 point in time by clicking on this edit
18:34.08 project view here in each of the project
18:36.18 that you have and you can go and modify
18:38.40 it as needed
18:39.72 so now we have a project let's add a
18:42.48 task and so for example let's just say
18:44.70 in this particular project I have to go
18:47.58 and prepare
18:49.74 um
18:50.88 task one
18:52.68 and so that's the task one that I have
18:55.26 um and the way it works in pretty Matrix
18:56.76 is when you create a task you can
18:58.38 actually use natural language to to
19:0.72 update this as well so what I mean by
19:2.40 that is the following instead of just
19:4.08 setting it uh creating a task I can go
19:6.84 and say prepare task one do in one week
19:8.88 and so what happens is part of Matrix
19:11.04 uses what's called natural language and
19:13.26 it it looks at the text here do in one
19:15.12 week and we actually set the due date
19:16.50 for you so you can see how this actually
19:18.42 saves you time because you're actually
19:20.58 just creating the due date directly from
19:22.62 the start when you're creating that task
19:25.20 and then the second thing you want to do
19:26.82 is that uh if you well the second thing
19:29.64 that you want to do within the item
19:31.32 itself as I open it is that you have to
19:33.66 decide what other metadata that you
19:35.82 might want to add to it so now that I've
19:37.62 selected a task you can see on the right
19:39.54 hand side that project details is
19:41.16 replaced with item details item details
19:43.74 shows me what project this task belongs
19:46.38 in whether or not
19:48.48 um this is the task name what I can also
19:50.76 do is I can start a task when I start a
19:52.74 task you can see that you know there's a
19:54.36 little star icon that shows here the
19:56.22 star the starring is a way to mark that
19:59.10 something is very important
20:0.66 and then the other thing you can do is
20:2.16 actually also add icons
20:4.68 um so we actually have a list of icons
20:6.24 here in project management one of the
20:8.22 things that our customers like is
20:10.14 actually using the red yellow and green
20:12.42 circle here and so if you want to easily
20:16.26 show that you know a task is on on Pro
20:19.56 on schedule or that's at risk right at
20:22.50 risk would be yellow on schedule would
20:24.54 be green and then it's behind schedule
20:26.40 would be red so you can actually do that
20:28.38 so for example let's just say
20:30.24 um this task is on schedule so I do that
20:31.92 so now it's very visual for me to see
20:33.66 that okay everything in here is green
20:35.76 and then and then I'm good
20:38.16 in the item details you can scroll down
20:40.32 a little bit more you can see the owner
20:41.82 every task has one owner that's key
20:44.40 that's a very very important Point
20:46.08 around party Matrix
20:47.82 um you cannot have multiple owners you
20:49.50 have one person who's responsible and
20:51.54 the reason you do that is because you
20:53.34 want to know who to go to at any point
20:55.56 in time if it changes change the owner
20:58.02 but you can add followers and so if I
21:0.30 click on here what I can do is I can
21:1.92 invite a follower and so the way
21:3.66 follower works is the following
21:6.30 if you're a follower on a task and that
21:8.10 task get updated you will get a
21:9.66 notification so what that means is if
21:12.36 you're a project manager you assign a
21:14.40 task to engineering and you say could
21:16.44 you look into this XYZ problem you set a
21:19.74 due date in one week
21:21.42 now if that task changes or there's a
21:24.30 status update you might want to get
21:25.98 notified
21:27.54 in the old days right now just think
21:29.46 about how you're doing it
21:31.08 you go and you create a task and instead
21:33.36 of actually let's say that you weren't
21:34.44 using part of Matrix what you do is you
21:36.06 send engineering an email and say could
21:38.04 you do this XYZ you know by next week
21:40.26 and then from there crickets right
21:42.24 because you don't know if those tasks
21:44.04 actually got done you don't know if
21:45.54 there's problems blocking it you don't
21:47.28 know if there's any changes from their
21:49.32 perspective and not only that you don't
21:51.30 even know if they received it unless
21:53.28 they actually respond to you by email
21:55.38 the difference with part of Matrix is
21:57.06 the following when I create this task
21:58.92 and I assign to someone in engineering
22:0.96 what happens is that one that person is
22:4.32 now responsible with that task and
22:5.82 they'll get an alert inside for the
22:7.56 Matrix that says hey you know you were
22:9.90 assigned a certain task secondly because
22:12.00 you said a due date uh it'll actually
22:14.12 notify them when the the do the date
22:17.58 comes to
22:19.14 um
22:19.74 when the the due date approaches and so
22:22.08 they'll get that second secondary um
22:24.36 notification thirdly what happens is
22:27.24 when the third that other person sees
22:30.06 the per Matrix task you actually get
22:32.10 notified as well so when when I assign
22:34.68 the task to somebody what happens if
22:36.36 they see it their Avatar will show up
22:38.34 indicating that that person has seen the
22:40.38 task so it provides you a feedback in
22:44.04 terms of making sure that you know
22:45.84 critical tasks within a project or
22:48.06 actually addressed and because if
22:49.80 someone hasn't seen it it's very
22:51.42 unlikely that they're going to get to it
22:52.74 right so if you don't have that
22:54.18 visibility today in terms of you know if
22:56.52 you're sending out an email to somebody
22:57.90 within the organization and you have no
23:0.54 idea if they're working on it you have
23:1.92 no idea what progress there is and it's
23:3.90 just crickets until the due date and
23:5.58 it's something that's really critical
23:6.60 that's not going to work part of Matrix
23:8.22 gives you all that visibility in one
23:10.14 central place and the great thing about
23:12.90 it is that they that person can also
23:14.82 respond directly here inside the chat
23:17.46 and so what that does is actually
23:18.84 provides a record of all the changes
23:21.60 within this particular task and that's
23:23.82 the record within the context of that
23:25.62 task within the project what's useful
23:28.20 about this is that it's in one central
23:30.00 place
23:31.08 again if you'd sent this email to A
23:33.84 co-worker asking them to do something
23:35.16 and let's say they do respond let's say
23:37.38 they say okay I'm on it right so that's
23:39.42 fantastic you know that but here's the
23:41.22 thing which is when you start bringing
23:43.14 in other people within this project they
23:45.36 wouldn't be able to see that because
23:46.38 that email went only to you so which
23:48.54 part of Matrix per Matrix provide this
23:50.58 secondary layer of visibility for
23:53.16 everyone that's involved in this project
23:54.60 because
23:55.92 um what it allows you to do is you can
23:57.24 actually go to all the other tasks in
23:59.04 separate Matrix and see the status on
24:1.32 each of them and you don't even have to
24:2.64 receive an email about it and so you're
24:4.50 able to actually eliminate so many
24:6.06 emails that's being sent back and forth
24:7.44 you're eliminating you know CC bcc's
24:10.56 massive threads of all these other
24:12.06 emails and instead you go to pretty
24:13.80 Matrix you look at the quadrons and you
24:15.24 know exactly what the priorities are at
24:16.80 any point in time that's how you should
24:18.90 think about proteins that's how you
24:20.34 should think about the power of pretty
24:21.66 Matrix
24:23.16 so with that I have the chat section and
24:25.44 again the chat section provides all that
24:27.06 information the other thing I can do as
24:29.04 I mentioned to you is let's just say I
24:30.60 have a due date already I can set what's
24:32.46 called reminders reminders is extremely
24:35.28 useful in project management for the
24:37.92 sole reason that we typically have far
24:40.86 too much to do and we start dropping
24:43.56 them if we don't get reminded so you see
24:46.08 here I have a task one that's due in one
24:48.24 week but let's just say if I wait for
24:49.92 that week to you know to come on August
24:52.02 24th I might not get it done so what I
24:54.42 can do instead is I can say remind me
24:57.48 daily now guess what I'm gonna get a
25:0.42 reminder in part of Matrix that I should
25:2.58 look at this task on a daily basis I do
25:5.16 this all the time when I have a key task
25:7.98 I will set a due dates that's in the
25:9.78 future when it's actually due and then I
25:12.12 set myself reminders and part Matrix
25:14.04 always reminds me brings that back up to
25:17.04 my attention so then I know okay I
25:18.60 actually got to get to this and it's so
25:20.88 powerful very very different use cases
25:22.68 we reminders and due dates as you can
25:25.44 see when I type Remind me daily
25:27.72 the text turned green that means our
25:29.88 system again used natural language to
25:31.74 actually process it the couple things
25:33.72 you can do with reminders that's
25:35.10 actually pretty helpful which is you can
25:37.02 also say remind everybody
25:39.54 daily right and so what this does is not
25:42.12 only does it actually add a reminder
25:44.40 um for you it also remind everybody
25:46.62 who's a follower here so again if you
25:49.14 have a task that's really really
25:51.24 important and you have multiple
25:52.92 stakeholders that's involved you want
25:54.48 everyone to understand that hey we have
25:57.12 to tackle this and I want everyone to
25:58.98 see it that's the kind of thing you want
26:0.54 to do with pretty Matrix it is a
26:2.34 powerful capability and you're not
26:3.78 sending emails you're not having
26:5.76 meetings instead you just do it in here
26:7.68 and you'll show them the partometrics
26:9.18 and as long as everyone using pretty
26:10.74 Matrix is checking you know their
26:12.60 permatriation just looking at
26:13.74 notification then you have that full
26:15.42 visibility it is extremely helpful when
26:17.52 critical projects and it's extremely
26:20.10 helpful to making sure that you actually
26:21.42 get the right things done then over to
26:23.40 the note section there's a couple things
26:24.72 here that's useful from a project
26:26.10 management standpoint as you know you
26:28.32 can add notes and so notes essentially
26:30.30 includes you know information about the
26:32.10 task again this part of Matrix is not
26:34.68 necessary uh not not it's not designed
26:38.70 to replace like a Word document right so
26:40.68 there's no Rich text or whatever in here
26:42.24 it's intended just to have some notes
26:44.10 around the task but the other thing
26:45.66 that's useful though is actually subtask
26:47.46 so if you click on that subtask option
26:49.62 you can have ADD subtask
26:52.20 um here subtask one subtask two subtask
26:54.42 three and so when you have
26:57.06 a project within the project you might
26:59.04 have tasks and then the tasks you have
27:0.48 smaller tasks and then each of these are
27:3.18 actually tracked within per Matrix so
27:5.28 for example now that I added those three
27:6.90 subtasks I'm going to go back to the
27:8.52 chat section part of Matrix will update
27:10.26 me and say that these sub tasks are
27:11.52 created uh and then the second thing
27:13.62 that's really helpful is that as I Mark
27:15.48 those subtasks that's done my progress
27:17.46 will automatically update so if I have
27:19.44 five sub tasks and I Mark two things as
27:21.18 done then protomatrix progress would
27:23.28 change to forty percent
27:25.02 and then resources resources is really
27:27.60 really helpful again from project
27:29.34 management standpoint to create that
27:31.44 single source of Truth as I mentioned
27:33.36 earlier in the presentation pretty
27:35.16 Matrix create one central place for you
27:38.28 to track everything so in order for you
27:40.44 to do that you might have to bring in
27:42.90 documents or links or resources that
27:46.56 actually bring it all together so then
27:48.24 anyone who looks at the party Matrix
27:50.22 project will know exactly the status of
27:53.04 the project and that's the goal you know
27:55.02 you're using a part of Matrix correctly
27:56.52 when you have a project and then you
27:59.46 bring in a totally new team member
28:0.90 imagine you know you've been working on
28:2.82 a project for the past uh two years
28:5.34 right
28:6.90 you bring in a new team member they open
28:9.54 for the Matrix they look at part Matrix
28:12.12 and they just see everything and when I
28:15.84 say everything it means they understand
28:17.28 the priorities they understand the
28:19.50 things that we'll work on next and then
28:21.48 if they need to drill down they click on
28:23.28 each action item and they can see the
28:24.90 history of it imagine how much time and
28:27.72 effort that saves you
28:29.28 um because how often do you have to do
28:31.26 onboarding uh let's just say you know
28:33.12 you have a whole new employee and then
28:34.44 you know what happens is they'll take
28:35.94 them six months to get onboarded to
28:38.10 fully understand everything instead with
28:40.02 part of Matrix it takes them a day
28:41.58 because they can go in look at a project
28:43.80 and completely understand the context
28:46.26 and the decisions and the priorities and
28:49.14 that's how powerful it is so so it'll
28:51.18 save your organization time and effort
28:52.80 and not only that
28:54.36 if anyone ever have questions around hey
28:57.18 why do we make this choice or or
28:59.82 um you know what are we going to work on
29:1.26 next part of Matrix provide that answer
29:3.18 in the chat section because it provides
29:5.28 that full history and then in the
29:7.14 quadrants because it provides a complete
29:9.96 visibility priorities so one of the
29:12.30 things I mentioned is in resources is
29:14.10 the ability to link uh to documents to
29:16.92 link to
29:18.00 um web your website various websites
29:20.34 like SharePoint Etc but the other thing
29:22.44 product Matrix allow you to do too is
29:23.76 actually link to tasks so for example
29:25.74 I've just created here a task
29:28.04 one do in one week one of the things I
29:31.68 can do is actually I can create a linked
29:34.62 task okay so what I can do is I go ahead
29:38.04 and click on add item here I'm going to
29:40.62 add
29:41.76 um prepare
29:43.44 okay I'm going to call it task two and
29:45.12 I'm going to say do in two weeks so now
29:47.40 I'm creating a new task but what happens
29:49.08 is I want to link these tasks together
29:50.52 so as as you know in project management
29:53.52 you might have dependencies you got to
29:55.74 do one before you can do two very
29:57.60 obvious if it's in construction you have
30:0.00 to go and get the permits before you can
30:2.28 start the preparation and then you have
30:4.74 to get the foundation before you
30:6.84 build a walls right so those tasks are
30:8.94 depend on each other and if the permits
30:10.98 are late guess what everything else is
30:12.96 late too so you want that in a visual
30:15.84 form as well so pretty Matrix allow you
30:17.70 to do all of this at this um as well so
30:20.16 here I have two tasks
30:22.38 one of the things I can do is link these
30:24.90 tasks together so for example if I go to
30:26.94 link existing item you see how it's
30:29.76 actually task one pops up here as a way
30:31.92 as a choice for me to link them together
30:34.20 um and then there's five different ways
30:36.00 in which I can link tasks I can say
30:37.86 they're related so what does related
30:39.42 means related means
30:41.46 let's just say if you have three things
30:43.86 you have to do for a particular client
30:45.54 and these tasks are not in any order so
30:48.36 therefore they're related so you can say
30:50.10 the task a is related test B related
30:52.38 test C right there there they don't have
30:54.78 to occur in series they can occurred
30:56.76 simultaneously
30:58.56 in parallel so that's what related means
31:0.78 so it's just again it's a way to linking
31:2.70 tasks together but letting everyone else
31:4.92 else know that hey this is also on the
31:6.72 table but the other thing you can do is
31:8.70 you can actually say that a task is
31:10.56 blocked by so for example task two I
31:14.10 could say is blocked by
31:16.86 so this item uh this item here blocks
31:20.58 that item there right or I can say the
31:24.18 item above blocks the item below so this
31:26.64 item blocks and then I can also say
31:28.92 caused by and causes so if you're using
31:32.58 protomatrix play with it and you can see
31:34.80 how it actually uh works now blocks and
31:37.92 causes are actually the same
31:40.20 in terms of functionality because if
31:42.36 something blocks task one blocks task
31:44.82 two it's the same
31:46.74 as as
31:48.42 um task one causes task two but the
31:51.84 difference is communication because you
31:54.30 want to go and clarify to everybody that
31:56.22 hey this task got to be done before this
31:58.20 task versus this if this task happened
32:0.54 then this other task will Cascade so
32:2.88 that's one thing you want to keep in
32:4.08 mind so I'm going to go ahead and say
32:5.46 task two
32:7.14 right
32:8.82 um
32:9.36 uh this task right here task one blocks
32:11.88 task two so I choose that option and I
32:14.16 link it
32:15.42 so now I've just linked that together
32:16.98 and you can see that in the resource
32:18.72 section that information is here but I
32:20.76 can go and I can link additional items
32:22.62 as well and I can add other documents as
32:25.62 well every task in pretty Matrix has a
32:28.74 URL every project in Pro Matrix has a
32:31.68 URL and so that allows you to create
32:34.26 these very very intricate linking and
32:37.32 not only that you can link across
32:39.06 projects too so you're able to go and
32:41.52 say you know this particular task is
32:43.98 related to this another task in a
32:45.84 totally different project and so for
32:47.70 everyone who's involved they can
32:49.08 actually navigate this complex web
32:52.26 of action items because again think
32:54.60 about emails if you send an email and
32:56.88 you say hey could you know to a
32:59.04 colleague and say could you do this then
33:0.72 you send another email to another
33:1.98 colleague could you do that and what
33:3.96 happens is these individuals might not
33:6.48 know how it all ties together in one
33:8.10 central place but which part of Matrix
33:10.08 when you create these tasks and you're
33:11.76 assigning them to all those various
33:13.32 people and then you're linking them
33:14.88 together with the related
33:16.98 um link then guess what you know person
33:19.32 a can go and say oh I see how this is
33:21.54 all tied together and now suddenly you
33:23.34 have all the right people in one central
33:25.14 place very very powerful very very
33:28.02 useful we use this capability all the
33:29.94 time because we'll have a task that come
33:31.80 in from a customer but it's related to
33:34.08 another customer's request and then from
33:36.24 there it's related to something else a
33:37.86 capability that we're working on and if
33:40.08 we don't link them together you're
33:41.46 creating duplicate work right and you're
33:42.96 not creating sharing that visibility so
33:45.06 definitely use this I I love that uh
33:47.88 that feature and I love the ability for
33:50.34 me to see all that
33:51.78 now you see how this is the quadrant
33:54.48 View and you can see I have two tasks
33:56.22 here
33:56.94 um let's say I want to go ahead and
33:58.20 reprioritize very easy for me to
34:0.24 re-prioritize everything is drag and
34:1.86 drop as I mentioned to you earlier tasks
34:3.90 might start on the inbox but you should
34:5.94 always put them into the appropriate
34:7.74 quadrants uh in fact actually task two
34:9.72 I'll do the do later plan four and so
34:12.06 when my teammate looks at this they know
34:13.68 exactly this is the star task this is
34:15.90 the do now and then this the one that's
34:17.70 due next
34:19.08 which part of Matrix you can actually
34:20.70 take all these action items and look at
34:22.92 it from a different view so right here
34:25.14 is where how you change view so here I
34:27.54 have the Matrix view I can switch to the
34:30.24 timeline view I'm sorry the list view
34:32.58 the list view takes all these different
34:34.62 tasks but shows in one long list
34:38.16 this right here shows what quadrant it
34:39.90 belongs and you see the visual here for
34:41.46 you know this is quadrant two this is
34:43.02 quadrant one and if I have a very very
34:45.36 long list a lot of tasks within a
34:48.24 project this view is pretty useful as a
34:50.64 way to sort and I can actually add item
34:52.98 directly from here too I don't have to
34:54.48 go back to the Matrix view to add new
34:56.16 tasks the list view is very useful for
34:59.22 identifying tasks that are overdue as
35:1.38 you can see here both of these tasks are
35:3.78 due in the future so they're they're
35:5.22 black here but if tasks are overdue then
35:7.74 they turn red and so what happens is
35:9.66 that when you go to this view you can
35:11.22 actually sort by due dates and find
35:12.78 tasks that are overdue and again helping
35:15.18 you identify the progress of things and
35:17.76 helping you identify what are the things
35:19.08 that are going to fall behind schedule
35:21.30 and if I go to the calendar view it also
35:24.06 does the exact same thing it takes the
35:25.62 information that you have any task that
35:27.66 has a due dates and actually show them
35:29.94 in a visual form now if tasks do not
35:32.58 have due dates then obviously this
35:34.02 wouldn't show um but what I can do is I
35:35.94 can take a task and actually I can drag
35:37.44 and drop directly from here in order to
35:39.66 change my due date and actually I can
35:41.04 click on each of these tasks and get the
35:42.78 item details again I can add a task
35:45.06 directly from this view it is useful if
35:48.48 you're looking at the next week or two
35:50.76 and you want to see how many tasks do I
35:53.82 have in a certain week right this is a
35:55.38 lot more visual as you can see you know
35:57.36 when I look at the Matrix view I
35:59.34 wouldn't be able to see that hey I have
36:0.90 two things to do next week and so again
36:2.94 if I'm managing a project I want to know
36:5.18 where are all my work
36:7.86 um uh sort of clustered around is it
36:11.58 clustered around you know front loaded
36:13.68 so essentially it's all in the beginning
36:15.30 or is it all later and so from a
36:17.64 calendar view you can see that but it's
36:20.28 all part of visualizing all these tasks
36:23.16 that you have to do without the Matrix
36:25.20 view you wouldn't know priorities and so
36:27.12 it's important to understand that part
36:30.30 but not only that from this view here
36:32.04 you can see again who's responsible
36:33.78 right so for example this is my avatar K
36:36.66 here
36:37.56 um and then again the icon is visual
36:39.24 here so if you have a task on here and
36:41.70 you're using the icon and let's just say
36:43.74 you know this one I'm gonna I'm gonna
36:45.66 change this um icon to Yellow here
36:49.56 you can see that it's actually very easy
36:51.30 for me to again to see what are the
36:53.10 tasks that are overdue what are the
36:54.30 tasks that are at risk and then we have
36:56.58 the Gantt chart um so the Gantt chart is
36:59.64 built automatically for you once you
37:1.86 start linking these tasks together so if
37:4.26 you have tasks with due date they'll
37:5.58 show up in the Gantt chart but because I
37:7.56 set dependencies you see how the Gantt
37:10.02 chart here it actually shows me
37:12.30 um the dependencies between these tasks
37:13.86 so if task a has to be done before task
37:16.20 b or task one has we done before task
37:18.36 two and so that's how it shows a
37:19.92 dependency now what's really neat is
37:22.08 again if you have a lot of different
37:23.52 tasks in pretty Matrix and you're
37:25.20 creating them with the due dates and
37:27.12 then you're linking them together and
37:28.38 says tasks you know these tasks are
37:29.82 blocking each other et cetera third
37:31.50 Matrix will build that Gantt chart for
37:32.94 you automatically
37:34.44 and that's very very helpful from a
37:36.96 project management standpoint to
37:38.70 understand the status of things again if
37:40.86 you understand what blocks what then you
37:43.14 know where to focus your time and effort
37:44.82 and then not only that you can take part
37:46.50 of Matrix directly here and you can
37:48.06 actually modify the due date
37:50.28 from this view as well and so as you can
37:52.62 see part of Matrix allows you to have so
37:54.60 many different views on the same data
37:56.70 and then from there you can
37:59.22 you can decide which of these views is
38:1.44 appropriate based on whatever it is that
38:3.72 you're working on right
38:5.16 um this information might be very
38:6.48 helpful to export to external parties
38:9.66 allowing them to see uh to see the
38:12.54 status of things and then you know you
38:14.16 can take a screenshot put into your
38:15.72 PowerPoint presentation share it with
38:18.00 the appropriate stakeholders so that's
38:19.86 the Gantt chart and so as you can see we
38:21.60 have four different views on the same
38:22.98 data so every project gives you so many
38:25.62 different visibility based on whatever
38:27.72 it is whatever criteria that you need
38:29.46 some people work better dates some
38:31.32 people work better in The Matrix view
38:32.76 some better some people work better in
38:34.62 the list view uh partometrix doesn't go
38:36.78 and limit that instead people can work
38:38.52 in the appropriate
38:40.20 um view that's that's best for them but
38:43.56 product Matrix provide one central place
38:45.42 to see all that information and all the
38:47.64 record of all the changes and you can
38:49.44 see too that as I make these changes um
38:51.90 pretty Matrix actually tracks those
38:53.88 those edits as well so you see here
38:56.82 initially when I first set this item it
38:59.04 says due August 31st but I moved it
39:1.92 around and now it's September 5th and so
39:4.68 when a teammate looks at this they know
39:6.90 that you
39:9.12 went and changed the time the due date
39:14.04 at this time on this day and change it
39:17.28 from this value to this value just think
39:19.98 how powerful that is if you are managing
39:23.94 a team and you're or you're managing a
39:26.46 project and people are changing due
39:28.74 dates left and right you want to know
39:30.72 who did it
39:31.86 and what they change it to
39:34.50 uh so again if you were just using a
39:38.10 standard uh list or if you were just
39:41.04 sending emails and you're having
39:42.24 meetings all that information is lost
39:44.70 but protomatrix if you use part of
39:46.56 Matrix instead all that information is
39:48.12 tracked for you so it's such a powerful
39:50.22 way to have complete visibility on
39:52.68 everything that's important so
39:54.00 definitely definitely set due dates
39:56.22 definitely
39:57.30 um link these tasks together and so if
40:0.48 you want your project to be successful
40:2.04 you have to have Clarity on priorities
40:4.38 you have to have Clarity on the due
40:5.94 dates that's what it boils down to input
40:7.86 Matrix does handles everything else
40:9.96 right we we don't we don't know what are
40:13.02 the due dates that you should set
40:14.94 um but if you do set them we can go and
40:17.34 track them for you
40:19.08 so that's how the Gantt chart works
40:20.64 that's how the calendar works that's how
40:22.20 the list view works that's how the
40:23.88 Matrix view works and those are the
40:26.04 details around the items that's itself
40:27.96 now as you can see within the resources
40:30.24 I can do so many more things I can
40:32.22 attach
40:33.12 um
40:33.78 I can upload files I can link to
40:36.42 SharePoint and so forth now there's one
40:39.54 thing I want to share with you about
40:41.46 with respect to project
40:43.14 um for our project manager in particular
40:44.88 is the ability to communicate
40:47.46 the project to external stakeholders so
40:51.30 if you go to the project details here
40:54.12 and you open the project details again
40:55.80 on the top right here you actually can
40:58.20 open this Ellipsis and there's a couple
40:59.58 things you can do
41:1.14 one as I mentioned every project in
41:4.44 parametrix and every task in parametrix
41:6.54 has a link so what that allows you to do
41:9.18 is let's just say I copy link to this
41:11.22 project right and I jump to a different
41:13.38 project I'm actually able to do this I
41:17.34 can create a task
41:19.02 and instead of instead of just creating
41:21.66 a task I can actually paste that link
41:23.82 that I just created and I add that
41:26.34 and what have I have just done is
41:29.22 actually I create a task that's actually
41:30.72 linked to a project so when you're doing
41:33.18 project management you might have a
41:35.16 project of projects for lack of better
41:37.02 words or you might have a task within a
41:39.66 project that itself becomes another
41:41.10 project and so when you think about from
41:43.50 that perspective protein matrix allows
41:45.00 you to paste any link to any item or any
41:48.36 any project and paste them as tasks and
41:50.94 our system automatically track that so
41:52.92 you see how here I pasted that link I
41:54.84 didn't paste project management
41:55.86 initiative right I pasted the link to
41:58.38 the project and put a matrix
41:59.58 automatically link it for me and it
42:1.62 shows me this icon that allows me to
42:3.30 jump to that project
42:5.04 and so when you use part of Matrix you
42:6.84 might have many many different projects
42:8.40 you might have all these tasks that are
42:10.20 interlinking with each other we solve
42:12.24 all that problems for you with our our
42:13.92 linking system extremely powerful
42:15.84 extremely useful the other thing I can
42:17.88 do is actually I can click on this and
42:19.68 jump back to this project
42:21.66 again as a way to organize so now I'm
42:23.70 going to go up here and I'm going to
42:25.38 show you a couple more things
42:27.30 um I every project info Matrix has a
42:29.76 calendar so what that allows you to do
42:31.56 is if you want to share again let me
42:34.44 give you an example
42:35.88 um let's just say you have a project for
42:38.52 a client and that client is external to
42:41.04 your organization and you have a lot of
42:42.78 fantastic you do for them and you have
42:44.76 all these different priorities and you
42:46.80 have all these different due dates and
42:47.88 so forth and you want to share with them
42:50.64 the status of all of these tasks that
42:53.16 you have
42:54.30 so instead of having a meeting you can
42:56.82 instead give them a calendar link and
42:59.10 they can add it to their calendar they
43:1.08 can subscribe to the calendar and now
43:2.52 they can see the status of each of those
43:4.80 projects and so every single one of your
43:6.54 clients can have that visibility
43:8.88 the other thing you can do is you can
43:10.86 even share the project in read-only mode
43:12.66 now as I mentioned earlier from a
43:15.00 permission standpoint anyone who's in
43:16.68 this project can edit the project but
43:18.90 when you share an external party you may
43:20.82 not want them to edit it right instead
43:22.92 you only want the internal people to
43:24.30 edit it but we can do is you can share
43:26.04 the project in read-only mode and so
43:27.90 when they open it on the web they can
43:29.58 actually see again the tasks the status
43:31.86 of things
43:32.94 but they can't edit it and so that's
43:34.98 very useful if you have external
43:36.72 stakeholders who needs a read-only view
43:40.14 of pretty Matrix
43:42.30 one of the things you can do with
43:43.62 protein matrix as well is the ability to
43:45.48 export all this information as CSV I
43:48.54 know that you know from a record
43:49.62 retention standpoint this is always
43:51.66 always very important which is you know
43:54.24 work in a project for for many many
43:56.42 months and so forth and you want to go
43:58.74 and and Export the task and so part of
44:1.20 Matrix allows you to export that as a
44:2.52 csb but then it allows to do the
44:4.62 opposite too which is an import from CSV
44:6.78 so what you can do is you can export a
44:9.00 task a CSV or export a project at CSV
44:11.64 make changes and then re-import them as
44:13.74 CSV and it'll create a new project and
44:16.26 the way the reason you do that is you
44:18.00 might want to create templates
44:20.94 with part of Matrix we have a very
44:22.98 powerful system called templates and the
44:24.72 way templates works is the following
44:25.98 let's just say you have a project and
44:28.38 within that project you have 30 tasks
44:30.12 and those 30 tasks are the same whenever
44:33.36 you have another project so
44:36.06 example might be
44:38.16 um you have a a construction project but
44:40.98 you're building things over and over
44:42.36 again and you have a series of tasks
44:44.52 that might be related permitting okay so
44:47.28 then you have you've created part of
44:49.26 Matrix project called permitting and you
44:51.54 add all the task related permits and you
44:53.64 have a task one that's due today task
44:56.22 two that's due in one week task three
44:57.84 that's due in three months and so you
44:59.46 have all these action items that's due
45:1.14 at various times when you say part of
45:3.54 Matrix as a template what it's doing is
45:5.40 actually take all the tasks build a
45:8.04 template for you so then when you have a
45:9.84 new project you just choose that
45:11.58 template and all those due dates get
45:13.74 created for you and they automatically
45:15.36 propagate forward based on your start
45:17.88 date
45:19.26 so what that means is you only have to
45:21.84 create these tasks once and if you have
45:24.00 repetitive projects protomatrix is so
45:26.04 powerful because it'll save you so much
45:27.42 time and effort
45:28.98 so I love that project template and so
45:32.16 if you again have repetitive processes
45:34.68 definitely check it out
45:36.42 okay so those of course as you can see
45:39.06 there's several more options here that I
45:41.28 didn't explain that's just part of
45:42.54 something that you can explore as you
45:43.80 use pretty Matrix more but those are the
45:45.60 capabilities that's pretty helpful
45:47.70 um as someone who's new as a project
45:49.38 manager who's new to protomatrix
45:52.50 so at a high level just sort of recap
45:54.84 things I've talked about so far one part
45:57.42 Matrix allows you to create different
45:58.56 projects from those projects you have
46:0.66 different quadrants from those quadrants
46:2.28 you can create different tasks and
46:3.54 within those tasks you have all these
46:5.16 metadata so if you were to use protein
46:7.32 matrix today definitely
46:9.84 use those capabilities because if you do
46:11.94 you've gone eighty percent of the value
46:14.10 out of part of Matrix with 20 of the
46:15.90 work right we have a lot of other
46:17.46 Advanced features but they're only
46:19.26 needed in various use cases and so you
46:21.66 don't need that to have success with Pro
46:23.34 Matrix remember what what I said where
46:26.10 success protomatrix comes from it's
46:28.02 coming from ensuring alignment with your
46:31.56 key stakeholders
46:33.36 and then making sure that everyone is on
46:37.56 um is INS who's relevant is in each
46:40.98 project so they can see the priorities
46:42.66 when you have your meetings project per
46:45.12 Matrix on the big screen talk through
46:47.28 part of Matrix instead
46:49.56 um and that becomes your agenda because
46:52.44 then you can go and really really
46:54.18 quickly decide we should focus on these
46:57.06 key tasks or we should ignore them or we
46:59.52 should reprioritize Etc so do that make
47:2.28 sure you set due dates
47:4.56 um and then make sure that you know if
47:6.18 you think these these icons are useful
47:8.40 use them but if you set due dates then
47:10.98 per Matrix gives you that notification
47:12.90 and so let me show you how notification
47:14.70 works so you see here when I have for
47:16.32 the Matrix on the left panel I have a
47:18.36 couple of things one I have this home
47:20.22 view when I click on this home view I
47:22.02 get that alert here
47:23.60 when earlier when I talked about
47:26.22 um how you can set due dates and you can
47:27.78 invite team members and you can set
47:29.58 reminders and so forth it all shows up
47:31.98 in the alerts so here for example I have
47:34.56 a task that's due in one week but it's
47:37.08 been a sign it's been edited and so now
47:38.82 I get alert and from here I can click on
47:40.68 this and I can see that task and once I
47:43.68 do then this alert goes away so if you
47:46.20 assign somebody a task
47:48.06 they'll get this alert and they can go
47:49.86 to per Matrix click on that alert and
47:52.14 see the action item that can respond to
47:53.64 you directly from here they can say you
47:55.74 know what's the status of this
47:57.84 Etc and now we have one central place
47:59.34 for communication
48:0.90 um and so when you also set reminders on
48:3.36 a daily basis it'll pop up here so the
48:5.94 second alert that I have was actually me
48:8.46 setting a reminder in 10 minutes and so
48:10.98 you see how after 10 minutes it actually
48:12.54 sent me a reminder here and now I know
48:14.70 that okay I need to take a look at this
48:16.14 to actually make that phone call or
48:17.64 whatever it is again alerts are
48:19.92 different uh alerts come from reminders
48:22.86 come from due dates come from delegation
48:24.84 and so always check your alert and then
48:27.36 when you know sometimes you get a lot of
48:29.22 alert and you want to clear them all
48:30.72 this is the where the clear notification
48:32.58 comes from
48:33.74 the one thing I haven't showed you yet
48:35.88 is actually adding projects in pretty
48:38.28 Matrix and so um adding projects is a
48:40.74 very very straightforward you go to this
48:42.84 project list and then you see how here I
48:45.30 can click on show all projects
48:47.52 what I have show all project has showed
48:49.14 me all my projects it shows me the star
48:51.36 project at the top right again starting
48:53.34 a project is a way to really and readily
48:55.86 ensure that you're focusing on them and
48:57.36 so that's why I always surface this to
48:58.68 the top it shows you the team members
49:0.42 that's involved in this project
49:2.28 and then you can add a project from this
49:4.02 view when you add a project you have
49:6.72 several different choices first you can
49:8.76 choose a blank project
49:10.50 a blank project means it's just a blank
49:12.24 Matrix and it has you can choose various
49:14.88 terminology but the other thing that
49:16.68 parametrix allow you to do is also you
49:18.72 can choose from the templates that you
49:20.64 have or like I mentioned earlier if you
49:23.28 create a series of tasks in part Matrix
49:25.44 and it's a repetitive thing you only
49:27.60 have to create it once save it as a
49:28.98 template so now when you add a new
49:30.42 project choose from that template and
49:32.16 and suddenly all the tasks is in there
49:33.90 you just save yourself so much time and
49:35.70 effort redoing retyping all of those
49:37.50 things the other thing you can do too is
49:40.14 actually you can choose from public
49:41.34 templates
49:42.84 so the way public template force is the
49:44.58 following which is you know we built
49:46.20 best practices over the years in terms
49:48.90 of
49:49.86 in terms of the various um types of
49:52.26 project that people use and and
49:54.54 therefore we've made some of these
49:55.80 public templates available you can use
49:57.42 them just as a way to jump start your
49:59.76 process and so you can think now oh you
50:2.10 know I'm a new manager or I'm a manager
50:4.32 and I want to plan my quarter uh maybe I
50:7.20 could use this 30 60 90 day plan for
50:9.78 managers instead so instead of just a
50:11.88 blank project you can do one of those
50:13.20 and so the way party Matrix works is
50:16.38 when you think about protomatrix I'm
50:18.30 going to go ahead and choose a blank
50:19.26 project here
50:21.00 I'm going to say new blank project okay
50:23.76 so here I have the basic party Matrix
50:25.92 but at the same time I can actually do
50:29.28 um various other terminology because
50:30.72 party Matrix is so customizable you can
50:33.36 use it however it is that is appropriate
50:35.64 to your project at this moment in time
50:37.98 so for example let's just say I want to
50:39.72 do a SWOT analysis instead so this is a
50:42.30 type of project where you're maybe if
50:44.70 you're a marketing
50:46.08 um if you're in marketing or you're in
50:47.46 market research and you want to do a
50:49.26 strength weakness opportunity threats
50:51.00 right
50:52.08 uh analysis you don't want to use the do
50:55.56 now fire uh quadrant you know when you
50:57.78 use Eisenhower Matrix you want to use a
50:59.46 different terminology and so from here I
51:1.02 can do that I can add project
51:3.06 and voila you can see how my quadrant
51:5.82 names are different and now you can do
51:7.32 that that SWOT analysis for whatever it
51:9.60 is that you're working on so you can see
51:11.64 how I have a lot of different projects
51:13.32 they can be for various sources but
51:15.84 here's the exciting thing I want to show
51:17.22 you something that's new uh that's
51:19.86 unique to protein matrix and that's
51:21.66 coming out soon I'm going to switch to a
51:24.78 future version of pretty Matrix that
51:26.34 you'll see hopefully within a few weeks
51:28.98 but instead of adding a regular project
51:31.50 I'm going to switch here
51:34.38 and I'm going to switch to a different
51:40.08 um
51:43.02 party Matrix application here so now I
51:46.56 still have part of Matrix but when I add
51:48.66 projects I have a different choice I
51:51.06 have the option to create the project
51:52.44 with AI
51:54.54 um so what that allows me to do
51:57.00 is I can go and instead of just creating
52:0.06 a blank project I can ask party Matrix
52:2.64 to help me build out my action items so
52:6.00 for example we have a couple of choices
52:7.86 here right and so as you use part of
52:9.60 Matrix more we'll try our best to learn
52:11.82 and from there we'll try to provide you
52:13.92 information that might be useful but
52:15.90 what I can do is I can type in a goal
52:17.70 for example I want to go in
52:21.42 um conduct
52:24.18 a more
52:27.06 um
52:28.26 actually I have to say
52:30.00 um
52:31.98 streamline my my supply chain okay
52:37.14 so now I have a goal of streamlining my
52:40.44 supply chain and now I use the part of
52:42.66 Matrix AI to build that project for me
52:44.64 so what's happening in the background is
52:47.10 we're leveraging what's called generated
52:48.72 AI to go and build out action items
52:52.26 that's useful to you and so it provides
52:54.96 you a starting point for you to leverage
52:57.18 your capabilities in order to maximize
52:59.54 you know your your outcome right because
53:3.78 um
53:5.24 you or me you know all of us what
53:8.88 happens is we don't know everything but
53:11.46 the resources that's available out there
53:14.28 um can cover pretty much everything that
53:16.02 we can imagine there's no problem that's
53:17.64 sort of unique to us that no one else
53:20.04 has ever seen so what we're trying to do
53:22.38 with part of Matrix is actually
53:24.72 provide you insights and provide you a
53:26.88 stepping stone for you to achieve those
53:28.80 goals more quickly I one of the things I
53:32.28 love about using this create with AI
53:34.38 capability for are things like you have
53:37.14 goals that you you have for example
53:39.06 maybe you want a promotion
53:41.40 um or maybe you want to raise or maybe
53:43.08 you want to improve your communication
53:45.54 skills those are goals that you have
53:47.70 what part of Matrix will do is when you
53:50.04 type in those goals and for Matrix
53:51.42 they'll build out the action items for
53:53.70 you to achieve that goal
53:55.44 so anyways definitely leverage this
53:57.54 capability when it's available it is
53:59.58 extremely powerful because it allows you
54:1.56 to learn so quickly and get ideas that
54:4.98 you otherwise can't
54:6.42 um so keep an eye out on that the way
54:8.16 that you get access access to it
54:9.78 automatically when you create a new
54:11.28 project this option will will come up
54:13.74 and when you do use it give us feedback
54:16.20 we're always trying to listen we're
54:17.94 trying trying to improve the capability
54:19.62 there
54:20.94 okay now I go back to this view you can
54:24.06 see that when I go back to here
54:26.04 um that project was actually has been
54:27.84 created I can actually click on this and
54:30.42 one of the things that you'll notice is
54:32.16 that when I go to this project here it
54:34.74 actually built a matrix for me on with
54:37.38 all the different things all the
54:39.06 different tasks I can do in order to
54:41.52 streamline my supply chain
54:43.44 and as you can see I didn't have to tell
54:45.72 party Matrix much I just tell them my
54:47.70 goal and it's helpful for them to
54:49.74 understand your industry your job
54:51.18 function and then from there we can
54:52.86 build almost everything else out
54:55.14 and uh um if you look at the notes
54:56.88 section it actually part of Matrix says
54:59.04 that this project is to streamline my
55:2.16 supply chain process in order to
55:4.02 optimize efficiency and reduce costs and
55:6.42 then it tells me all the different tasks
55:8.34 based on the low effort and high impact
55:10.02 allowing me to focus on what are the
55:12.90 things that will make the biggest impact
55:15.18 at any point in time so powerful so
55:18.48 useful again as a starting point for you
55:21.00 to actually get things done and for you
55:23.10 to become as efficient as possible
55:25.86 so with that I'm going to jump back to
55:28.74 um
55:29.58 uh protomatrix here my presentation so
55:33.06 [Music]
55:33.54 um
55:36.66 okay
55:38.16 so what can you do today to improve your
55:40.74 project management as a project manager
55:42.42 one sign up for protein matrix and user
55:44.40 to app and team and Outlook if you
55:46.08 haven't already create a prior to Matrix
55:48.18 project for each of your projects again
55:50.34 as I mentioned you have so many types of
55:52.44 projects you can put in for Matrix you
55:54.60 can have the persistent project you can
55:56.28 have the
55:57.72 transient project uh everything from
56:0.42 construction projects to project for
56:2.52 managing each client projects for
56:5.16 managing initiatives so create a project
56:7.32 for each of those things each of those
56:9.30 areas responsibilities that's that's uh
56:11.76 that you're responsible for
56:13.62 um so the more projects that you create
56:15.96 the more helpful programming tricks can
56:17.88 be because it's just a way to categorize
56:19.56 all the things that's in your brain and
56:21.60 it's so powerful when you're able to
56:23.88 take that out and you actually can think
56:25.92 more clearly because protomatrix forces
56:27.96 you to do that prioritization it is so
56:31.14 difficult
56:32.82 um
56:33.74 to prioritize but that's why it's
56:36.48 valuable because once you get it down
56:38.40 you can even have a discussion with
56:40.32 yourself right do I really think this is
56:42.06 important do I really think
56:43.80 um this is urgent and then make sure
56:45.96 that you take that and you invite the
56:47.94 appropriate team members right the team
56:50.16 members could be your manager the team
56:51.54 members could be your colleague the team
56:52.92 member could be your client uh the team
56:54.90 members can be um your family even
56:56.88 depending on the type of project that
56:58.44 you have
56:59.58 and then make sure that you create items
57:1.86 and part of Matrix with due dates in the
57:3.42 appropriate quadrants and make sure that
57:5.22 you always go back to part of Matrix
57:7.26 look at the alert View and don't drop
57:9.48 them
57:10.94 so as a recap remember per Matrix Health
57:14.58 Project managers
57:16.20 um in so many different ways in tackling
57:17.82 those challenges that I mentioned
57:19.56 uses the four quadrant method to clearly
57:22.20 delineate priorities right as I showed
57:24.06 you it's so useful to know what's really
57:27.06 where you should focus your time at any
57:28.92 point in time
57:30.36 um again with part of Matrix team
57:32.58 members can go into protomatrix at any
57:34.62 point in time and get an understanding
57:36.36 of priorities they don't have to meet
57:38.28 with you they don't have to have a
57:39.60 meeting you don't have to you know sit
57:42.42 down in a room together to know what the
57:44.88 priorities are for each project you
57:46.56 don't have the resources for that it's
57:47.88 just that's just a waste of time but
57:50.22 then um
57:51.48 as you use part of Matrix more it
57:53.76 creates that single source of Truth and
57:55.86 so what that allows you to do is you
57:58.20 have one central place with all the
57:59.94 priorities with all the notes all the
58:1.62 history when you bring on new team
58:3.24 members they can see everything that's
58:5.52 relevant they can onboard themselves on
58:7.44 a project so much more quickly and then
58:9.30 at the same time when you have someone
58:11.16 leave the the project all the changes
58:14.58 they've made is still there and so then
58:16.86 um you don't have to go and lose all
58:19.44 those progress that you've made
58:20.46 previously and then I didn't show you
58:23.04 but per Matrix create workload reports
58:24.96 and agenda views so it's allowing you to
58:28.02 see what everyone's workload is at any
58:29.88 point in time and then finally part of
58:32.40 Matrix provide that full history of
58:34.26 record of all the changes and you're
58:35.94 able to export those history on a per
58:37.74 item basis on a per project basis
58:41.58 so what success with Premiership would
58:43.98 look like you have one central place to
58:45.60 store all your priorities everyone on
58:48.00 the team
58:48.96 are understands and are aligned on key
58:51.66 tasks and then the repetitive process
58:53.76 procedures are templatized to save time
58:55.98 and future work and then I didn't show
58:58.50 you but purple Matrix says really deep
59:0.12 Integrations to teams of Outlook so
59:2.10 check out some of the other webinars and
59:3.72 you'll see how we do email
59:5.04 prioritization and how we do
59:7.68 um teams Integrations but part of Matrix
59:9.72 allowed you to actually bring in all
59:11.22 these different sources of communication
59:12.54 into one central place into one Central
59:16.02 project so then you have very very clear
59:18.24 visibility