Introduction to Priority Matrix: Effective Email and Task Prioritization

Video presented by Hai Nguyen

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Video transcription (51:51.74) Stop scroll

0.00s it
1.44s so the goals for today are pretty
3.54s straightforward first of all I want you
5.10s to help you understand the basics of
6.84s pretty Matrix what the software does and
8.64s how it can help you and then provide you
10.62s a framework to get the most out of party
12.72s Matrix with the least amount of work
14.10s doesn't everyone want that you know
15.84s what's 80 20 rule here 20 of the
18.60s capability since that part of Matrix
19.80s that will give you 80 of the value and
21.90s then thirdly helping you envision what
23.76s your work and life success uh would look
26.04s like with pretty Matrix so if we're able
28.14s to achieve these three things then I
29.64s think your time will be well spent
33.36s one thing I want to bring my attention
35.34s your attention to is the challenges that
37.56s I see all the time when I talk to
38.82s customers so over the past decade I've
40.50s talked to thousands of customers and
42.78s these challenges are very very uh common
45.12s and reoccurring one team members seem to
47.46s have trouble understanding what's
48.60s priority right now I don't know if this
50.46s is something that you experience but if
52.56s you were to think about
53.88s your team the direct team that you work
55.98s with do you think everyone understands
58.14s exactly what you should focus your
59.76s effort at this moment in order to ensure
1:2.28 that you're working on the right thing
1:3.84 for your organization for your your
1:6.12 department for yourself and then the
1:9.12 corollary to that is actually it's
1:10.38 getting harder and harder to keep track
1:12.00 on the status of work across many era's
1:15.24 responsibilities um I don't think we get
1:17.10 one task anymore I don't think we get
1:19.56 one uh project anymore the reality is
1:22.74 you know with technology as we get more
1:25.74 deeper and deeper into it we're just
1:27.66 throwing more work at us than ever
1:29.16 before and because of that we have all
1:31.68 these shifting priorities that's
1:32.94 constantly changing and then secondarily
1:35.10 uh it's changed the status of the work
1:37.86 is changing and so keeping track of all
1:40.56 that is virtually impossible and there's
1:42.48 no one person who's able to keep tab on
1:45.78 all of that and that's where software
1:47.88 might come in and then thirdly
1:49.50 communication from chat messages to
1:51.60 emails to meetings I'm starting to
1:53.46 create a very stressful environment for
1:55.56 all of us because there's just too much
1:57.24 contact too much context switching too
1:59.52 many ideas too many discussions and
2:1.56 you're not renewable to spend time on
2:2.94 actually executing so if these are some
2:5.28 of the challenges that resonate with you
2:6.66 then I think you're in the right place
2:10.46 so pretty Matrix is a comprehensive
2:12.90 email priority and project management
2:14.46 software to help teams manage emails
2:16.44 conduct more efficient meeting and get
2:17.82 real-time status updates on critical
2:19.80 projects and priorities so how does
2:21.84 party Matrix tackle those three problems
2:23.76 that I mentioned first party Matrix uses
2:26.52 the four quadrant methodology which I'll
2:28.20 go into more details to help promote
2:30.18 very effective prioritization so you can
2:33.12 think of pretty Matrix as a
2:34.68 communication tool that will help
2:36.60 everyone understand what's priority
2:38.88 right now across not just one project
2:40.98 but all your projects and not only that
2:42.78 help you communicate your priorities to
2:44.88 your your managers and to your team
2:46.44 members
2:47.82 secondly pretty Matrix provide many
2:50.28 different views such as one-on-one view
2:52.68 the agenda view the timeline view to
2:54.72 help you understand what needs to be
2:56.04 done within the right context one of the
2:58.26 things that I like to think about is
3:0.42 that when when you work on something
3:2.52 you're always working within some con
3:5.28 some sort of context right for either on
3:7.14 a project or do a task for somebody and
3:10.26 so our goal with protomatrix is to
3:12.60 surface up whatever it is that's
3:14.40 relevant at any point in time and then
3:17.34 thirdly party Matrix provide really deep
3:19.02 Integrations and do software systems you
3:20.76 already use in particular Microsoft
3:22.32 teams and outlook for Effective email
3:24.90 and task prioritization so we know that
3:27.90 you no matter how much your organization
3:29.46 tried to reduce sending emails and all
3:31.50 that you get emails and emails just
3:34.20 create another source of
3:36.54 of data that's very very difficult to
3:39.00 keep track of so pretty Matrix provide
3:40.86 one central place to make sense out of
3:42.96 all of these things
3:45.12 so what makes part of Matrix different
3:47.10 um it's the only project and email and
3:49.50 meeting management software that is
3:51.06 Microsoft 365 security certified across
3:53.46 our web app Outlook at app and teams app
3:56.40 the other thing that I'm extremely
3:58.62 excited about is we're leveraging AI
4:1.08 more and more to help you achieve your
4:3.48 goals and I hope to show you that today
4:6.30 in order to get you excited about what
4:8.64 partometrix can do for you literally
4:11.40 after this call and then thirdly we
4:14.40 provide what's called people-centric
4:15.84 collaboration so the reality is it's not
4:18.72 just about projects right when you're
4:20.34 doing again when you're working on a
4:21.60 project you're working on projects with
4:23.16 a with a teammate with a colleague with
4:25.98 your manager or for clients and so then
4:28.74 when you really think about it it
4:30.18 doesn't really matter what task a
4:32.16 project belongs in as long as it's the
4:34.26 prioritized task within the context of
4:37.14 whoever it is that you're working for so
4:38.58 people-centric collaboration I think
4:40.62 makes so much more sense in today's
4:41.94 environments and then lastly part of
4:44.16 Matrix is available as SAS which is what
4:46.20 I'll be showing you a standard software
4:47.70 application as well as a HIPAA compliant
4:49.98 for healthcare life sciences and Azure
4:52.08 government Cloud solution for state and
4:54.54 local governments and then to manage
4:56.22 private Azure deployments for Enterprise
4:58.02 customers if any of these other
4:59.94 Solutions interests you please feel free
5:2.04 to reach out to me my name my email
5:4.08 earlier high at or supported
5:6.18 and we'd be happy to help
5:8.52 you understand that
5:10.86 so let's talk about the basics
5:12.78 fundamental hypo theory behind for the
5:16.38 Matrix so there's a famous quote
5:17.70 attributed to former President
5:18.84 Eisenhower what is important is seldom
5:21.06 urgent and what is urgent supplement
5:22.38 point and when you think about it
5:25.26 it makes sense what happens is you know
5:27.66 let me give you an example this morning
5:28.92 when you woke up literally think about
5:30.84 this morning when you woke up what was
5:32.94 the first thing that you did right well
5:34.68 you know you might be checking your
5:36.06 emails and then if you're at work guess
5:39.18 what you probably got dozens of emails
5:41.58 that's coming in and they're all
5:43.62 requiring your attention there's an
5:45.24 email about subject a and even about
5:47.34 subject B and the reality is the vast
5:49.68 major of them aren't that important and
5:51.24 at least this applies to me you know I
5:52.98 get hundreds of emails on a daily basis
5:55.80 I don't need to look at all of them but
5:57.78 I don't know which one to look at and so
6:0.36 therefore I you know it's becomes urgent
6:2.76 an urgent thing I gotta look through all
6:4.14 of them to see what is actually truly
6:5.58 important in all of this and so on a
6:8.28 daily basis we have all these different
6:10.20 tasks that's coming up coming up and
6:12.72 pulling us in all these different
6:13.92 directions and the vast majority of them
6:16.02 aren't really there to help us fulfill
6:18.60 our goals but they're they're yanking on
6:21.42 our attention pulling us away from what
6:23.04 truly important
6:24.42 so one exercise I like to ask
6:27.06 you know you to do and and other
6:29.46 customers to do is literally take out a
6:31.44 piece of paper right now put that piece
6:33.30 of paper in front of you and start
6:34.56 writing down everything you have to do
6:36.00 everything you have to do right and that
6:38.52 might be five items that might be 20
6:40.08 items
6:41.70 and here's a question I have for you
6:43.20 once you written that list down
6:46.68 and you have to decide what to work on
6:49.32 what do you do
6:50.46 you choose the item that was written at
6:52.38 the top or do you choose the item that's
6:53.76 written at the bottom or somewhere
6:55.44 random in the middle and you know is it
6:58.20 a statistical game where you know you're
7:0.84 choosing one task out of 20 and hope for
7:3.72 the best that it's the right one to work
7:6.12 on and if you think from that
7:8.34 perspective then you need a framework to
7:11.10 think about how you should decide to
7:13.92 decide what to work on at any point in
7:16.02 time and that's what part Matrix is all
7:17.94 about so instead of just having in one
7:20.88 list the way you can think about it is
7:22.92 look at the dimensions of importance and
7:26.28 urgency every single task is it
7:28.44 important and when do I have to get it
7:30.24 done do I have to get in today do I have
7:31.50 to get it done this week or is it
7:33.54 something that can be delayed for a
7:34.92 month or two and that's how you can
7:36.42 think about all the dimensions of
7:38.34 everything that you have to do and if it
7:40.74 has some it has to be done real soon and
7:43.32 it's important then it belongs in the do
7:44.94 now category with just a bucket one
7:46.74 right quadrant one and then the things
7:49.26 that you should plan for are the things
7:51.12 that are important but not yet urgent
7:53.64 and that go goes in quadrant two and
7:55.62 here's the really interesting thing
7:57.80 eventually items in quadrant two move to
8:0.72 quadrant one right eventually
8:2.94 um what happens though is that if you're
8:4.56 constantly working on quadrant one and
8:6.54 you're only working in quadrant one that
8:8.10 means you're firefighting that means you
8:9.36 haven't planned really for the things
8:11.16 that are coming up and so this is really
8:13.26 fascinating because I you know I met a
8:14.82 customer
8:15.96 um at a trade show and you know he came
8:17.76 up and said yay I know that you guys are
8:19.92 trying to get people to organize all
8:21.48 these tasks and so forth in quadrant one
8:23.04 quadrant two but what happens is if I'm
8:26.28 only spending my time in Quantum one
8:27.84 then I'm constantly firefighting and I'm
8:30.12 not actually getting anything done and
8:31.56 so it was such a fascinating realization
8:33.90 for me
8:35.04 um and so I want to share that with you
8:36.36 too and so when you think about protein
8:38.04 matrix
8:39.00 take all these tasks like let's just
8:41.16 call those 20 things that you have to do
8:42.78 when you put into these different
8:44.10 quadrants just think about
8:47.60 how
8:49.44 um how well planned this is all coming
8:51.42 together right so again if everything's
8:53.76 important and Urgent then nothing is so
8:55.26 you cannot have all 20 things in a
8:56.94 quadrant one that means you're
8:58.08 firefighting that means you know
8:59.76 everything has run has gone kapoot so
9:2.10 instead you just have no more than a
9:4.26 quarter of the things in quadrant one no
9:5.64 more than a quarter things in quadrant
9:6.84 two and then what's the delegate
9:8.70 delegate you can think of delegate as
9:10.20 Outsourcing this task to somebody else
9:12.42 now it could be something like
9:14.82 delegating to in your executive
9:16.68 assistant or delegating to a teammate
9:18.96 and the idea is of a delegation is is
9:22.20 there somebody else that can execute on
9:23.64 this better than me or is somebody is
9:25.86 there somebody else where they can
9:27.36 actually get this done
9:28.92 but um you know it's not going to pull
9:31.50 me away from my important critical task
9:34.08 so that's where specialization comes in
9:36.42 and that's what you know co-workers and
9:38.46 teammates are all about and then finally
9:40.44 the inbox is sort of the cash out for
9:42.42 everything else so that 20 items that
9:44.28 you had initially would have gone into
9:46.26 the Inbox and then from there you put
9:48.12 into the appropriate quadrants it's a
9:50.40 very very powerful exercise it is a
9:52.92 extremely hard exercise if you're having
9:56.04 a hard time you're not the only one
9:57.66 everyone struggle with this this is the
9:59.64 hardest part and this is the most
10:1.26 interesting thing about
10:2.94 um pretty Matrix in some sense if you
10:5.64 listen to this webinar and you never use
10:7.44 our software but you follow this
10:9.66 exercise in in terms of your thinking I
10:11.82 think you'd come out
10:13.56 capturing some value because you're
10:15.96 starting to create some clarity but
10:17.58 here's the most fascinating thing about
10:19.32 this particular exercise after you do
10:21.06 this now that you have your action item
10:23.46 in this this quadrant walk around the
10:26.10 office and start comparing notes and
10:28.08 this is where the magic happens you go
10:30.18 to your manager and say by the way these
10:32.34 are the tasks that I have for all the
10:33.90 projects that I'm assigned to
10:36.12 what do you think
10:37.68 do you agree on all the priorities all
10:40.14 the stuff I have in quadrant one all the
10:41.64 stuff I haven't gone into
10:43.50 and then these are the things that I'm
10:45.06 putting off and then this is these are
10:46.98 things that have not been prioritized
10:48.60 yet right and then your manager can look
10:50.82 at that and say oh wait a minute I think
10:53.04 this should be higher priority or this
10:54.36 should be lower priority or we should
10:55.68 work on this first and so you can see
10:57.54 magically pretty Matrix provided you a
11:0.18 communication tool for you to actually
11:2.52 clearly communicate to everybody else
11:4.56 within your organization what the
11:6.30 priorities are at least that was in your
11:8.46 head otherwise no one would want to know
11:10.26 what you think about the priorities and
11:13.02 then the corollary to that is your
11:15.24 co-workers can do the exact same
11:16.68 exercise and then your manager can do
11:18.66 the exact same same exercise and so when
11:20.46 you do this note comparison it is
11:22.44 extremely powerful
11:24.06 so one thing I've seen customers do
11:26.28 which is really
11:28.32 um impactful is have party Matrix as a
11:31.98 project and then project that on the big
11:34.38 screen while you're doing your meeting
11:35.70 and so instead of going to the meeting
11:37.74 and start talking about all these things
11:39.48 that you might be doing or you know
11:41.22 what's on the back burner Etc you
11:43.14 project this on the screen and now
11:44.58 everyone looks at it and you are going
11:46.92 to have disagreements but after after
11:49.86 the meeting ends you understand where
11:52.44 the disagreements are and you can
11:54.42 actually decide on what are the things
11:55.98 that's that's important so then
11:58.80 the Eisenhower Matrix creates the
12:1.14 alignment because the force you've
12:2.58 prioritize from the beginning and again
12:4.26 that's the hardest part if you're
12:5.76 struggling with it you're not the only
12:7.32 one and that's the point second success
12:10.14 from part of Matrix isn't about
12:11.70 necessarily finding what everyone agrees
12:13.20 on as I mentioned if you agree with your
12:15.72 manager and all your co-workers and you
12:18.42 know you know exactly what to work on
12:19.80 you might not need our software at all
12:21.72 you can just go and execute you know
12:23.34 every single day you're you're fine but
12:26.22 I almost guarantee that the vast
12:28.62 majority of individuals
12:30.84 um myself included don't always have
12:33.00 alignments and so having a communication
12:35.16 tool like part of Matrix is so helpful
12:36.66 and discovering that disagreement is
12:39.12 where it's all about and so that's
12:41.28 that's the most impactful part of using
12:44.46 pretty Matrix as a software
12:47.42 one thing I want to mention uh is that
12:50.22 the recording as this webinar as since
12:52.92 it's recorded will be available at
12:54.24 webinars and then if you
12:56.58 have any questions at all or feedback or
13:0.00 um thoughts about this webinar
13:3.12 particularly please feel free to reach
13:4.92 out to us we always appreciate feedback
13:6.54 and with that I'm going to go ahead and
13:7.98 jump into the per Matrix software demo
13:10.02 itself
13:13.40 all right so here you should see my
13:17.70 pretty Matrix and in this particular
13:20.04 case I have pretty Matrix open on the
13:21.78 web app
13:23.82 so you see how uh inside pretty Matrix
13:27.06 on the web app I have on my left my list
13:30.24 of projects these are all the various
13:31.92 area areas of responsibilities that I
13:33.96 have and then in the middle I have the
13:35.76 quadrants and so you see the structure
13:37.38 is very similar to what I had before the
13:39.60 do now the do later the delegate in the
13:41.52 inbox
13:42.84 and so when I want to create a task in
13:45.30 part of Matrix I can decide where it
13:47.46 goes now as I mentioned the inbox is
13:49.38 serve to catch-all right so here
13:51.90 let's just say I want to go and identify
13:56.58 a new marketing channel
13:59.34 okay so assuming I have a task
14:1.14 identified new marketing channel and one
14:3.84 thing that works well with pretty Matrix
14:5.40 is that it uses what's called natural
14:7.62 language to try to understand due dates
14:10.26 Etc so I'm going to say do in two weeks
14:13.62 so now that's how I create a task and
14:16.62 when I do that on the right hand side
14:18.60 something called the item details opens
14:21.06 and so now you see I have a task that
14:22.62 I've just created here and identify a
14:24.54 new marketing channel due in two weeks
14:26.16 and because I said do in two weeks our
14:28.26 system automatically interprets that and
14:29.82 sets the due date for me so now I it's
14:32.28 on my calendar I have a notification for
14:34.56 it so then I'm actually able to go back
14:36.30 and get reminded to execute on this
14:39.84 now if we look at this a little bit
14:41.82 further I can decide which which
14:44.28 quadrant it belongs in right so maybe
14:46.50 this is an extremely critical task that
14:48.30 I want to work on so I can just drag and
14:50.04 drop and that's how I reprioritize again
14:52.44 don't forget that part Matrix is a
14:54.42 communication tool so what I've just
14:56.40 done is I've just communicated to
14:58.74 everyone who's in this project that this
15:0.84 is a quadrant one action item so
15:4.38 this is high priority and this is
15:7.08 something that all of us need to look at
15:9.00 right it's very very clear and so when I
15:11.76 project this on the screen or I'm in a
15:13.50 meeting and we're talking through this
15:15.06 there is no miscommunication uh as to
15:18.66 whether or not
15:19.98 I I agree and and whether my teammates
15:22.38 are great now again the disagreements
15:24.00 are fine totally have discussions on the
15:26.34 disagreement but then at the end of the
15:27.84 day when you walk out of that meeting
15:29.16 part of Matrix is your mastered plan and
15:32.46 everyone has bought into that so that's
15:34.50 the goal
15:35.88 so now I have that task selected on the
15:37.86 right hand side as I've uh mentioned to
15:40.38 you the item details it tells me what
15:42.18 project it belongs in then let's just
15:44.16 say that this task is really important
15:45.48 what I want to do is I go ahead and add
15:46.98 a star to it what I've just done is I've
15:48.96 communicated to party Matrix that this
15:50.34 is a very important task as I look down
15:52.56 a little bit further there's a section
15:53.94 called owner so owner is the person who
15:56.34 is responsible for this if I click on
15:58.20 owner I can assign to somebody now one
16:0.48 thing that's really interesting is party
16:1.56 Matrix can only have one owner at a time
16:3.92 and customers have asked hey can I have
16:6.54 multiple owners and the answer is always
16:8.34 no if you have multiple owners there's
16:10.86 no Clarity on who's responsible for it
16:12.84 and so pretty Matrix only lets you have
16:14.82 at the most one owner and that owner is
16:17.52 the Avatar that shows here now everyone
16:19.32 else there might be multiple people
16:20.94 that's involved within any particular
16:22.56 action item and so they are called
16:24.42 followers
16:25.56 so the reason why you might want to
16:27.30 follow a task is if it gets updated then
16:29.58 you want to get notification if there's
16:32.16 a reminder or a due date then you might
16:33.90 want to get notification so if you're a
16:35.76 manager and you have to assign a task to
16:37.92 a colleague to your direct report and
16:40.98 you want to know when that direct report
16:42.66 has finished that task or whether
16:44.40 there's an update to it then you want to
16:46.32 be a follower and so you can see how I
16:48.12 created this task when I assign to
16:49.68 somebody I'm automatically add as a
16:51.42 follower
16:52.20 and then after after that you have
16:54.84 progress which is zero to 100 whether or
16:57.30 not something is done if 100 that means
16:59.88 it's done maybe it's 30 done 40 done
17:2.04 effort how much time it actually takes
17:4.02 there's a difference between something
17:6.18 that's due in you know in one day but it
17:9.30 takes half a day to get done and then
17:11.22 you have due dates right so for example
17:13.14 I said do in two weeks and then there's
17:15.06 a difference uh with reminder as well so
17:17.64 reminder is extremely powerful so let me
17:19.98 give you an example so let's just say I
17:22.26 have you know identify a new marketing
17:23.82 channel due in two weeks but then
17:26.16 if I wait for September 5th to come
17:28.26 around uh I'm not going to get that done
17:30.12 because you know I cannot get that done
17:32.04 on that day so what I might want to do
17:33.84 is I want to set a reminder Remind me on
17:36.06 a daily basis to actually work on it so
17:38.28 then I can go and say remind
17:41.34 me daily so what I've just done is now
17:44.82 I've told part of Matrix I have a task
17:46.56 that's in quadrant one that's starred
17:48.60 that's due in two weeks and remind me
17:50.76 daily to work on this party Matrix then
17:53.34 knows that this is something that you've
17:55.14 got to work on and it's gonna you're
17:56.70 gonna get notifications and now it
17:58.68 ensures that everyone is on board but
18:1.38 here's the thing too which is I've
18:2.88 assigned it to a teammate so then that
18:4.56 teammate will also get that notification
18:6.00 and so if you think about your
18:7.80 organization if you're thinking about
18:8.88 all the tasks that you have to do again
18:10.62 we have way more things to do than the
18:13.38 resources to do them right and so if you
18:16.08 go and you just create a task and you
18:17.76 don't assign it and you don't set due
18:19.02 dates then you're not able to
18:21.06 ensure that the resources are actually
18:22.92 in place
18:24.00 um how many times has it been in the
18:26.22 past week just think about your work
18:27.60 where you know somebody has an idea
18:30.12 somebody's working on something but then
18:32.10 afterwards they never got it done
18:33.84 because it was never on their agenda it
18:35.88 was never on their calendar and they
18:38.10 were never reminded about it right
18:39.54 you'll have a meeting and you come up
18:40.98 with these brilliant ideas absolutely
18:42.90 brilliant ideas and then two weeks later
18:44.82 you have a recap I forgot to write it
18:46.50 down so party Matrix allowed you to have
18:48.84 one central place to capture all that
18:51.12 task capture the due dates capture the
18:52.98 reminders and not only that ensuring
18:55.86 that everyone is aligned in terms of
18:58.62 priority so
19:0.66 so that's reminders and that's due dates
19:2.58 I myself personally when I use part of
19:4.68 Matrix I always set both I always set
19:7.92 due dates for all my tasks I always set
19:9.84 reminders it is extremely helpful
19:12.96 and then you scroll down a little bit
19:14.46 more there's a chat section the chat
19:16.38 section is communication within context
19:19.50 let me give you an example let's just
19:21.12 say you have something you you know
19:22.80 identify a new marketing channel do in
19:24.54 two weeks as I have a task here now
19:26.34 guess what Eugene might follow up and
19:28.38 say hey hi you know what is it that you
19:29.94 wanted me to do you know can you explain
19:31.44 more or what do you think of this XYZ
19:34.22 imagine if all this communication was by
19:37.86 email or some of it was about email
19:40.02 someone was in a meeting some of it is
19:42.36 in Microsoft teams as you're sending
19:43.98 message back and forth what happens is
19:46.26 that you have all this communication but
19:47.70 then there's no context because
19:50.16 you have so many different sources of
19:52.10 communication and you're sending
19:54.00 messages back and forth and then in two
19:55.92 weeks when you're reviewing this it's
19:57.30 very difficult for us to remember
19:58.62 everything that we talked about so
20:0.36 pretty Matrix allowed you to have a chat
20:2.04 a conversation about this task directly
20:4.92 here inside every single item
20:8.22 here's the beauty of it which is if you
20:10.80 have a task that's just you know a few
20:12.42 days worth of work that's not a big deal
20:14.28 but what if you have a task that's
20:16.50 actually months worth of work and
20:18.90 involves five ten different people and
20:21.48 then not only that you have changing
20:22.74 priorities changing due dates and so
20:24.48 forth it is virtually impossible for
20:26.76 everyone to be engaged in every single
20:29.22 conversation around this task so what
20:31.14 pretty Matrix allows you to do is
20:32.82 provide you the full history of
20:35.70 everything that matters about that task
20:37.68 about that context so now I have a task
20:40.38 that's a new marketing channel due in
20:41.94 two weeks but everyone's talking about
20:43.62 it a new team member can come in here
20:45.72 they can go back scroll back in history
20:47.94 and see all the conversation and see all
20:50.76 the changes and priorities and they know
20:52.26 exactly you know what was talked about
20:54.42 and why and so someone who's new to to
20:57.48 the software or new to the organization
20:59.22 can get caught up extremely quickly
21:1.74 the other thing that's helpful about
21:3.30 this chat is it provides history when
21:6.06 someone has left the organization as
21:7.68 well so imagine if someone is no longer
21:10.08 part of the team or they move on to a
21:11.64 different project and they've made a lot
21:13.26 of changes they've came up with many
21:15.18 very very helpful ideas and then they
21:18.42 leave and if it was all on their head or
21:20.76 it's all in their email it was it's
21:22.68 really really difficult for you to find
21:24.24 the context so pretty Matrix allow you
21:26.28 to have all that information here in one
21:28.08 central place two years three years down
21:30.36 the road you still have all that
21:32.22 contacts and you're still able to look
21:34.02 back and actually understand what was
21:36.24 talked about and what the priorities are
21:37.80 I know I I I'm talking a lot about that
21:40.68 capability but it is so useful when it
21:43.62 actually when you actually need it so
21:45.36 keep that in mind as you use the chat
21:47.04 section and as you can see I was able to
21:49.20 type Remind me daily here and a text
21:51.36 turned green that means our system
21:53.28 understands that is able to actually set
21:55.44 a reminder for me I can do other
21:57.06 commands such as assign it to people or
22:0.30 update the icons Etc
22:2.40 and then you have the notes section the
22:4.20 notes section is just additional details
22:5.94 about the task it is not intended to be
22:8.10 a rich text you know notes if you want
22:10.74 Rich Text use Microsoft Words use Google
22:12.84 Docs or whatever it is and then you can
22:15.00 link that into pretty Matrix but this
22:16.98 section here is just for you to add some
22:18.72 text about this task if you want to have
22:20.64 have capture some notes and then you can
22:22.56 create subtasks right I can do subtasks
22:24.84 one subtask two subtask three and if I
22:27.00 get one out of three subtasks done then
22:28.80 progress is 33 so our system captures
22:31.92 that and tracks that for you so every
22:33.72 time you create a subtask that
22:35.34 information is also created as part of
22:36.78 the history and then finally you have
22:38.34 the resources section where you can add
22:40.26 files links um and URLs Etc so for
22:43.02 example if you use SharePoint at your
22:44.64 organization and then you have a
22:46.32 document that you want to link to this
22:47.70 well guess what you can actually just go
22:49.74 ahead and capture
22:51.18 that SharePoint link and paste it here
22:53.22 as a URL and not only that you can
22:54.90 actually link part of Matrix action
22:56.16 items all together as well because maybe
22:57.78 you have multiple items that are all
22:59.46 relevant to each other so that's a
23:1.92 resource section it's actually very
23:3.30 powerful
23:4.62 um I'm not going to go too much details
23:6.72 into it but this is where you can go and
23:9.72 you can create
23:11.58 um dependencies and then build to build
23:13.44 Gantt charts directly all from here in
23:15.48 the resource section
23:17.04 so that's the item details now let's go
23:20.10 back to the big picture which is when we
23:23.40 talk about you know pretty Matrix again
23:25.74 you have to for you have a project you
23:27.60 have the four quadrants and then you
23:29.22 have the item details for each of those
23:30.48 again if you were using pretty Matrix
23:32.46 and you do did this for each of your key
23:34.44 initiative everyone it could be a line
23:36.42 and built to see
23:38.28 um
23:38.88 see one on one with respect to priority
23:40.80 so now let me show you how to create a
23:42.36 project so I go to a project and let's
23:44.52 just say I go choose new project here
23:47.34 this is your project creation page I
23:51.66 have the option of what I called a blank
23:53.82 project what is a blank project well you
23:55.86 can choose the methodology for example
23:57.78 I'll just click on it so you can see
24:0.06 here I can change the name of the
24:1.50 project I can say User Group you can
24:4.08 think of this as departments or various
24:6.06 team members let's say you're a sales
24:7.68 team and you have you know a customer
24:9.84 success person an engineering person on
24:12.18 it and you have a user group for that
24:13.62 right so then when you create a new
24:14.82 project to onboard a customer you can
24:17.40 just associate to that user group and
24:19.02 then everyone who's relevant will
24:20.52 automatically be invited and then you
24:22.14 have the basic various types of template
24:24.06 that's available a basic part Matrix
24:25.98 which is that do now do later or some of
24:28.56 these other options and so you I'll let
24:30.54 you explore that
24:31.86 but the other thing I want to show you
24:34.26 um is actually a couple of other things
24:36.24 that we've done which is over the years
24:38.28 we've created a lot of public templates
24:40.50 and what public templates are are best
24:42.54 practices so
24:45.90 you know 30 60 90 day plan for managers
24:49.56 it's I I like this template just because
24:51.98 everybody on a quarterly basis you're
24:54.72 planning out all the things you have to
24:56.04 do especially if you're a new manager
24:57.66 you want to know what are the things I
25:0.12 should do in order to maximize my
25:1.68 success and so we create a template for
25:4.02 that so now if you're a new manager or
25:5.64 you're new to a role you can actually
25:7.08 create a project from that template
25:8.58 instead so you can think of these as
25:10.32 various best practices and then what
25:12.30 happens is you can actually save
25:13.62 templates within your own organizations
25:15.30 as well and I'll show you how to do that
25:16.74 but
25:18.00 uh for example let's say if you were a
25:22.56 property management company within that
25:25.14 property management company whenever you
25:26.58 bring out a new property you might have
25:28.38 30 or 60 action items they have to do
25:30.66 everything from permitting to uh uh you
25:33.96 know Finding contractors subcontractors
25:37.38 Etc right so which part of Matrix once
25:39.90 you create the party Matrix with all
25:41.76 those tasks in place you can save it as
25:44.10 a template and now when you want to
25:46.32 launch a new part of Matrix instead of
25:48.00 creating everything from scratch all
25:49.44 over again you never have to you just
25:51.36 launch it from one of the existing
25:53.04 template that's saved for your
25:54.66 organization and now all those action
25:56.58 items are created for you all the due
25:58.14 dates are created and so my templates
26:0.30 here at this section here essentially is
26:2.94 a place for you to store
26:5.76 internal company knowledge on various
26:8.28 processes and so forth and so you can
26:10.98 think of it as a it's the use cases are
26:13.56 are extremely broad uh onboarding new
26:16.32 customers
26:17.76 um perhaps you know going doing contract
26:19.92 negotiations with with the customer or
26:23.58 ensuring that the customer succeeds or
26:25.92 again property management or all the
26:28.38 tasks you have to do for a as a
26:30.24 consultant for an external client
26:32.40 and then thirdly you have the option to
26:34.86 call with that we called create with AI
26:36.84 which is a new capability that we have
26:38.46 and the way it works is the following
26:40.92 tell us your goal and we'll give you
26:43.56 suggestions
26:45.12 on how to achieve that so earlier you
26:48.12 saw that I created a task called
26:49.86 identify new marketing channel so I'm
26:51.96 going to go ahead and say
26:54.12 um how
26:56.52 to identify new marketing channels okay
27:0.36 and so I literally would type this goal
27:2.10 into party Matrix and I press proceed
27:4.56 and now you see our system says your
27:6.78 project is being created you can move on
27:9.06 and we'll let you know when it's ready
27:10.32 that's fantastic so I'm going to go
27:11.88 ahead and move on so I'm going to press
27:13.38 close here and I'm going to go back to
27:14.76 my pretty Matrix
27:16.50 and you see when I go back to this list
27:19.38 here I see all the projects that I have
27:21.42 and with all my projects all the ones
27:23.52 all the projects that I start actually
27:25.26 pop to the top so let me go to that team
27:28.44 priorities project here when I open this
27:30.54 I can click on this little eye icon here
27:32.94 and I open What's called the project
27:35.16 details now we talked about item details
27:38.28 project details is essentially at a
27:40.38 higher level which includes the name of
27:42.60 the project whether or not this project
27:44.10 is starved against star project Pops at
27:46.20 the top the user group and then who's
27:49.32 inside this project so team the way
27:51.18 project permission Works in pretty
27:52.56 Matrix is following when you create a
27:54.30 project maybe for yourself then only you
27:56.22 can see the task but you can go and you
27:58.56 can actually invite team members to the
28:0.30 to the project itself when you do invite
28:2.76 team members then they see everything in
28:6.30 the project itself so they have full
28:7.74 permissions in order to reprioritize and
28:10.74 change tasks or add new tasks and so
28:12.72 forth and so the
28:15.00 when you add somebody to to a project
28:17.58 just keep in mind that it gives them
28:19.80 full access to everything there
28:23.40 and the way I like to set things up is
28:27.30 always make sure that the appropriate
28:29.64 team members are added to every single
28:32.10 project and so I like to create a bunch
28:34.32 of different projects that serves
28:35.88 different goals and then from there
28:39.06 um make sure that you actually again
28:41.04 invite the appropriate people and so
28:42.90 everyone's on the same page and then
28:44.34 when you have your your meetings and so
28:46.50 forth
28:47.34 project the appropriate Matrix onto the
28:49.50 screen
28:50.22 and then down here you have the quadrant
28:52.02 names and every quadrant name is
28:54.00 customizable so instead of do now for
28:56.46 example I can actually change this to
28:58.08 fires okay and then I'm gonna choose
29:1.44 let's say if I want to change the color
29:3.00 I can actually change the color of the
29:5.10 Quad of the Matrix itself and what I've
29:7.50 just done here is I've just customized
29:9.48 The Matrix
29:10.74 to my own liking and So within your
29:12.84 organization you might want to use
29:14.46 different color coding right so for
29:16.50 example maybe certain types of projects
29:19.68 certain type of project might have the
29:21.84 color the theme red and then others
29:24.48 might be green might be blue so then you
29:26.16 can think of marketing engineering Etc
29:27.90 so then on the left hand side here it's
29:30.24 very easy to see what the projects are
29:32.82 and so then you can customize all that
29:34.56 and then earlier I mentioned how you can
29:36.24 actually save this as a template so
29:37.80 let's just imagine if I've just gone and
29:39.78 updated this entire Matrix customize it
29:42.24 to my liking customize the quadrant name
29:43.98 added some tasks that I want to be
29:45.96 repeated I can go to this Ellipsis up
29:48.66 here and choose save project s template
29:51.54 and once I save that as a template uh
29:53.94 others within my organization can
29:55.38 leverage that template they've just save
29:57.06 a ton of time because they don't have to
29:58.68 rebuild a matrix over and over again
30:0.80 once you use pretty Matrix more
30:2.88 definitely leverage this as a best
30:4.80 practice because it will actually
30:7.20 um save you a lot of effort a lot of
30:9.48 effort okay so now with that I'm gonna
30:12.66 go and look at this new project that's
30:15.12 been created from the AI system you see
30:17.34 how uh earlier in the gold I type
30:19.38 exploring or I type whatever
30:21.72 um help me identify new marketing
30:23.88 opportunities so prior party Matrix went
30:26.04 and built this project for me so this
30:28.38 was built in real time while we were
30:30.24 speaking and then now that it's created
30:32.70 it says recently modified so I knew that
30:34.50 it was there so when I opened this part
30:36.42 of Matrix here's a couple things for you
30:38.46 to see you see in the item details in
30:40.80 the project details rather it actually
30:42.54 says this project aims to help you
30:44.22 identify new marketing channels that
30:45.78 could use
30:47.10 um
30:47.70 that part of Matrix would help you with
30:50.94 and then this is actually all the
30:53.58 different various tasks that per Matrix
30:55.20 just came up for you in order for you to
30:56.64 achieved this goal so these are actually
30:58.38 organized using a different quadrant
31:0.18 naming terminology low effort high
31:2.40 impact High effort high impact low
31:3.90 effort low impact and high effort low
31:5.46 impact so if you look at this it should
31:8.10 be very obvious that quadrant one is
31:10.26 where you get the biggest bang for the
31:11.46 buck right so what happens is these are
31:14.04 the things that maybe um you don't have
31:16.98 to spend too much effort but you can
31:18.18 actually uh create various somewhat high
31:22.20 impact in the overall
31:24.06 um scope of things now one thing I want
31:27.00 to let you know is that this is not a
31:30.06 way for a pretty Matrix to tell you
31:31.62 everything you should do what it's doing
31:33.48 is we're leveraging AI to make it easier
31:37.14 for you to get a baseline on so then you
31:39.78 can get started much more quickly so if
31:42.06 you were a salesperson and you're
31:43.74 looking for new ideas on how to you know
31:46.80 Prospect better or if you were a um
31:50.36 manufacturing company and you're looking
31:52.26 for better way to streamline your uh
31:55.32 supply chain
31:56.64 those are the type of goals that you can
31:58.38 put in now per Matrix also leverage your
32:0.72 job function and then you know the more
32:3.06 details you can give it the more
32:4.44 specific information come out but this
32:7.02 is something that we're very excited
32:8.52 about because the idea here is not to go
32:11.34 and replace all the action items that
32:13.14 you have to create for yourself but you
32:15.00 know if you're a new manager or you're
32:17.28 changing roles or you're trying to
32:18.72 improve yourself
32:20.40 see what our system can do to actually
32:22.56 help you achieve those goals and so
32:24.60 these will have due dates on them and
32:26.58 you know product Matrix will send you
32:27.78 notifications to ensure that you
32:29.52 actually look at them and um and Tackle
32:32.28 them
32:33.20 so let me summarize so far what you've
32:36.48 seen you've seen how to create projects
32:38.88 you've seen how to customize projects
32:40.74 you've seen how within a project itself
32:42.90 you have the four quadrants and within
32:45.06 the four quadrants you have the various
32:46.74 action items with all the details
32:48.30 associated with it if I were to tell you
32:50.52 the 80 20 rule here which is the 20 of
32:53.22 capabilities inside for the Matrix
32:54.54 that'll give you 80 of impact that's it
32:56.70 right when you create part of Matrix
32:59.16 make sure you put in the goal uh have a
33:1.80 project for each of the key things that
33:4.50 you're working on definitely make sure
33:6.90 that you create tasks with due dates on
33:8.82 them and set reminders and if you do
33:11.10 that and you've invited the appropriate
33:12.60 team members you've already created
33:14.16 you've already achieved the vast
33:15.84 majority of
33:16.92 um all of those benefits that we talked
33:18.42 about in the in the presentation because
33:20.34 your team members will be aligned they
33:21.90 can look at this project and they know
33:23.58 exactly what everyone's working on you
33:25.38 can have really
33:27.24 you know powerful discussions on what
33:29.64 should be priorities what should not be
33:31.08 priority and that's how you can actually
33:33.84 get value today
33:35.40 so after this webinar is done try that
33:38.40 you know go into the pretty Matrix app
33:40.26 try to create some projects try to
33:41.94 create some some goals uh and then from
33:44.16 there start working on them and see
33:45.78 whether or not it actually moves moves
33:47.82 the needle towards your own productivity
33:49.44 and the whole goal of part of Matrix is
33:51.84 to actually get all these things that's
33:53.34 inside your head you know I I know this
33:55.74 is a feeling I have all the time which
33:57.12 is there's so many ideas so many things
33:59.34 you can do and if it's just letting it
34:1.32 ruin your head it's just a very very
34:4.02 stressful environment to be in
34:5.82 um so instead when you're writing things
34:7.20 down into part of Matrix you know
34:9.00 exactly where it belongs you can start
34:10.80 looking at within the bigger picture and
34:12.84 see how
34:15.06 I'm going to show you the next level of
34:18.12 pretty Matrix which is actually
34:19.50 understanding how to tie it tie
34:22.20 everything together
34:23.64 the first is email as I mentioned we're
34:26.58 getting emails all the time and so one
34:29.04 of the challenges that I face in
34:30.84 particular which is you know with
34:32.82 hundreds of emails and there's some
34:34.20 emails I need to answer I can flag them
34:36.72 I'm sure you do this already
34:38.88 um you can flag them and that works
34:40.08 great if you have five lagged emails but
34:42.12 then what happens when you have dozens
34:43.38 of flag emails right then then what do
34:45.30 you work on because now again
34:46.52 everything's important everything is
34:48.48 urgent uh and then not only that you
34:50.22 know the flag email is great if you can
34:51.72 get back to it within a day but in three
34:53.70 weeks you're gonna forget all those
34:54.96 black emails as well
34:56.64 so if you go to uh to your outlook what
34:59.70 happens is you can go to the App Store
35:1.38 and in the App Store you can install
35:3.42 pretty Matrix for Outlook when used
35:5.52 offered
35:6.66 option to open for Matrix and prioritize
35:10.56 any email so you see I have an example
35:13.02 email here I'm going to click on
35:14.34 prioritize email part of Matrix for
35:16.32 Outlook opens up
35:18.30 and from here you can see that it
35:20.22 actually captures the the subject of the
35:22.38 email as an item name I can choose what
35:24.72 project it belongs in right so for
35:26.58 example here
35:28.38 um I'm gonna just choose a my team
35:31.44 priorities here I can choose what
35:33.30 quadrant it belongs in I can assign this
35:36.00 email to a teammate use case pretty
35:38.52 straightforward again let's say you're
35:40.68 in sales and you go and you want to
35:43.68 invite maybe a customer send you an
35:46.38 email that says hey I'm having so and so
35:48.06 problem right and now you want to go and
35:50.10 you want to ensure that engineering or
35:51.60 customer success is looking at that
35:53.34 email if you forward the email
35:56.16 yes that may work but the problem is
35:58.44 then you don't know whether or not
35:59.46 they're getting it done and then not
36:1.08 only that you're not able to set a due
36:2.70 date on that forwarded email now you
36:4.56 just
36:5.34 getting everyone involved and just
36:6.90 cluttering everyone's
36:8.64 um inbox instead so what happens with
36:11.40 per Matrix is you can capture that email
36:13.38 create the task choose the appropriate
36:15.72 quadrants assign it to the person set a
36:17.76 due date and press capture so what I've
36:20.76 just done is you see how now on the
36:22.68 right hand side here it opens exactly
36:24.78 the same item details that you saw
36:27.12 earlier within party Matrix web app and
36:29.34 So within here I have the project
36:31.14 belongs in the quadrant name the owner
36:34.26 um and all the history of all the
36:35.76 changes here and this is where it's
36:37.32 really helpful because you're now you
36:39.72 now have a task that's related to this
36:42.06 email and then not only that you have
36:44.52 all the contacts of all the
36:45.78 conversations around here because now
36:47.34 your customer success person can chime
36:49.32 in your engineering can chime in and you
36:51.30 can talk to each other about
36:53.22 about all these different action items
36:54.96 and you have all of this captured within
36:56.94 the the chat section and then the email
36:59.58 itself is uploaded into Matrix and as an
37:2.40 EML file and someone else can actually
37:4.14 open that email and look at it and
37:5.76 respond to it
37:8.94 and if I go back to party Matrix here uh
37:11.70 you'll see that
37:12.96 that email was actually created right
37:15.42 here into that quadrant one as I did
37:17.46 from the beginning the other thing you
37:19.38 can do with prime Matrix that's also
37:21.06 unique to our add-in for Outlook is the
37:24.18 ability to attach pretty Matrix uh an
37:27.24 email to an existing task so let's say I
37:29.34 have an email but you know again from a
37:31.26 customer but I already have a task
37:32.94 that's open for the customer so you know
37:34.98 if I were to to go and create another
37:36.66 task then maybe I'm going to start
37:37.74 losing track of it so instead I can go
37:40.20 open Party Matrix here and then go open
37:42.96 the panel
37:44.28 and instead of actually just capturing
37:46.08 as a new task what I can do is I can
37:48.54 click on this party Matrix search bar I
37:50.76 can search for the appropriate task and
37:52.68 then I can hover over that task and
37:54.42 attach the email to an existing task
37:56.46 this again is very very useful for
37:58.98 communicating uh for uh capturing
38:1.44 external communication and making sure
38:3.06 that it's all prioritized so now you can
38:4.56 attach multiple emails to one task or
38:7.14 you might have you know even additional
38:8.70 documents or PDFs Etc and then you have
38:11.52 one central place that's tracking the
38:13.08 progress of all of these
38:14.88 so that's how our email integration
38:16.32 works it is very very helpful to
38:18.00 prioritize email this is something again
38:19.98 that I personally use all the time and a
38:22.68 lot of our customers look at the email
38:24.42 prioritization as the number one reason
38:26.28 for using pretty Matrix because everyone
38:27.96 is overwhelmed with it
38:30.00 the other thing I want to show you is
38:31.32 our Microsoft teams Integrations so if
38:33.48 you use Microsoft teams I highly
38:34.92 recommend that you do this go ahead and
38:37.02 install pretty Matrix here from the app
38:38.76 store and then afterwards make sure that
38:40.56 you right click here and pin part Matrix
38:42.54 once you've been pretty Matrix you're
38:44.22 able to use protomatrix directly inside
38:46.08 the teams app without having to go back
38:48.12 to the web app and the reason I like
38:49.92 this is because of context switching now
38:51.84 I know that you know all of us
38:54.12 just have too many tabs too many
38:55.80 software applications open at any point
38:57.36 in time and so when you use product
38:59.04 Matrix inside teams you don't even have
39:1.32 to leave teams to open part of me to
39:3.00 open per Matrix to see how it just shows
39:4.56 up here and when I click on this I see
39:6.30 the exact same view as that web app I
39:8.10 have one this is a project on the left
39:9.36 side here I have the quadrants in the
39:11.58 middle and then I have the item details
39:13.14 but you see when I open per Matrix for
39:15.66 teams uh I'm in what's initially called
39:18.42 the home view the home view has alert
39:21.12 section which essentially tells me what
39:23.10 action items do I need to look at at any
39:25.56 point in time so for example earlier I
39:28.02 said due dates and reminders right so
39:30.12 when the items come due or when there's
39:32.28 a reminder in place the alert section
39:34.38 kicks in and it tells me hey hi you need
39:36.48 to take a look at this or if my
39:38.40 co-workers assigns me a task or if a
39:41.28 task that I follow or that I was I
39:43.68 assigned to somebody got updated all
39:46.14 that gets alerted here into the alert
39:48.00 section so you can think of the alert
39:49.74 section as the all the stuff that
39:51.78 requires your attention as you click
39:53.64 through it you can see what the changes
39:55.14 are and then once in a while you can
39:57.48 clear click on here to clear all the
39:59.34 notifications and you go back to the
40:0.72 blank slate so you can think of the home
40:3.06 section as where you start your your day
40:5.22 right in the morning what I do is I
40:7.08 start my day at the home section here to
40:9.66 see all the changes that are relevant to
40:11.40 me go through them ensure that
40:13.56 everything that's actually is critical
40:14.76 is addressed and then from there I
40:16.80 conclude my notification so I have a
40:18.24 blank slate
40:19.50 you can also get to the home view from
40:21.42 the top here if you click on this it
40:23.10 takes you to back to this View and then
40:24.84 as well as all the projects that I've
40:26.34 recently worked on
40:27.90 now there's a couple things inside teams
40:29.94 that makes partometrics unique so part
40:31.44 Matrix is probably the most Integrated
40:32.70 Solutions inside Microsoft teams so when
40:34.74 I go to a chat section and let's just
40:37.20 say I have a co-worker that I work with
40:39.18 again this might be you know a teammate
40:41.22 that works with you on all your critical
40:43.20 projects and so forth you can go to this
40:45.18 plus section here this plus here and add
40:47.70 a pretty Matrix tab so when you add a
40:49.92 permission tab you have two choices
40:51.42 first you can embed a part of Matrix
40:53.22 project
40:54.20 inside a chat with somebody really
40:57.54 helpful if you know you and a co-worker
41:0.36 are working on a project and you want to
41:2.46 always know you know all the changes all
41:5.16 the the priorities
41:6.90 within that project the second option is
41:9.48 for you to see the one-on-one so the way
41:11.52 the 101 works is the following when you
41:13.86 add a one-on-one view one-on-one tab to
41:16.26 a co-worker
41:17.76 you can see everything you have in
41:19.86 common with that co-worker so I already
41:21.78 have this added so let me show you how
41:23.10 it works
41:24.18 so you see here I add I have the
41:26.40 one-on-one tab in place I selected
41:28.38 Eugenia from here in the chat with her
41:30.54 now I can see all the tasks I have in
41:33.48 common with her across all my projects
41:35.28 so what we've just done is we've flipped
41:37.62 everything that's in part of Matrix
41:39.18 around and instead of looking from a
41:41.40 project-centric point of view we're
41:42.84 looking from a people-centered point of
41:44.40 view you're not looking at projects and
41:46.20 quadrants and then you know people
41:47.84 instead you're looking at people and
41:50.46 show you all the action items you have
41:52.68 across all these different projects and
41:54.60 all these different areas
41:55.32 responsibilities if you're working on a
41:57.78 lot of different projects with a lot of
42:0.00 a lot of different people and you're
42:1.74 assigned a lot of different things this
42:3.84 view is extremely helpful because you
42:5.94 can see everything from here and then
42:7.50 not only that you can actually add tasks
42:9.42 directly from this view so when you have
42:11.46 that one-on-one meeting with your
42:12.78 manager or that one-on-one meeting with
42:14.40 your direct reports you can actually
42:15.96 create tasks and create action items
42:18.00 directly from here so you don't have to
42:19.80 open Matrix and and you know this takes
42:22.50 away that excuse that says oh I've you
42:24.54 know I forgot to write that down right
42:25.98 when you have that meeting use the add
42:28.68 share task option to create tasks in
42:31.14 real time as you're talking to each
42:32.70 other
42:33.72 and then as I mentioned you have the
42:35.58 other option which is you can see a
42:37.26 whole part Matrix project inside the tab
42:41.10 as well so you can see here that I can
42:43.50 add it add this to a Microsoft teams uh
42:46.14 Channel as well right so for example
42:48.18 maybe you have a pretty Matrix for every
42:50.28 team channel that you you work on
42:52.32 especially if it has if it's covering a
42:54.24 special initiative or if it's covering a
42:56.88 customer Etc so then from here everyone
42:59.34 can see what what the priorities are for
43:2.46 each of those projects
43:4.26 the other thing that protometrics does
43:6.12 is it allows you to take any
43:7.62 conversation that you have in teams and
43:9.60 can run to a task so imagine if your
43:11.82 direct report sends you an email that
43:13.80 says hey hi could you do XYZ I can just
43:16.98 hover over the teams here click on this
43:19.26 Ellipsis and create PM item
43:22.44 and so you see what I'm I'm doing is
43:24.66 actually I can convert any chat into a
43:26.88 task I can choose what project belongs
43:28.98 in what quadrant belongs in and it
43:31.08 creates the task and I can set due dates
43:32.76 Etc I don't even have to go to
43:34.32 protomatrix find a project at the task
43:36.96 and you know try to remember hey what is
43:38.64 it that my manager asked me to do
43:40.56 um or you know what is that my teammate
43:42.24 asked me to do so from here I can create
43:44.58 this task and here's another powerful
43:46.56 thing about premiatrix which is we
43:48.90 actually link back to that moment in
43:51.66 time where you had that conversation the
43:54.00 use case for this is the following
43:56.10 let's say you and and a co-worker are
43:59.58 talking about some you know five or six
44:1.92 different action items uh you just
44:3.84 brainstorm a bunch of different tasks
44:5.28 and then from there you create a lot of
44:7.50 different tasks in separate Matrix and
44:10.14 then suddenly you know six months later
44:11.58 you're thinking hey by the way what were
44:13.92 we talking about you know what was the
44:15.30 context around all of this what
44:16.56 triggered this conversation and Trigger
44:18.24 all these tasks right because remember
44:20.46 you just had this whole conversation
44:22.02 inside teams and here you are having
44:24.24 looking at your pretty Matrix action
44:25.80 item instead so pretty Matrix link back
44:27.78 to that moment in time when you had that
44:30.78 conversation so you can click on this
44:32.82 and it jumps back into teams and show
44:35.04 you the context of of your discussion
44:37.10 very very helpful
44:39.96 um especially again if you're using
44:41.64 party Matrix to prioritize all these um
44:44.16 tasks that you have and all these
44:46.08 communications that you have inside
44:47.10 teams and Outlook
44:48.68 the other thing you're able to do too is
44:50.88 actually open permatrix and send
44:53.64 a part of Matrix task directly here
44:55.62 inside team so you can see how I'm able
44:57.30 to actually attach these action cards
44:59.52 and share with with teammates
45:1.98 so let's go back to
45:5.34 um
45:6.42 two-party Matrix here and let's recap
45:9.60 everything that we've talked about
45:10.68 because that is the scope of the
45:12.66 capabilities that I want to show you
45:13.92 there's a lot more features that's
45:15.78 available including our Integrations
45:17.22 with meetings and so forth but that
45:20.16 is optional and when I say it's optional
45:22.26 it means that you know if you want to
45:23.70 just leverage some of the capabilities
45:24.78 and support Matrix to to get most of the
45:26.76 value
45:28.44 everything that I've covered here today
45:29.76 is sufficient right again on the you
45:32.70 create projects here inside the teams
45:34.98 app you click on this top view to create
45:36.90 project and then from those projects
45:38.76 make sure you put in the appropriate
45:40.02 goals leverage your AI capability
45:42.00 capabilities if applicable and then
45:44.58 create those various projects and then
45:46.20 from there within the quadrant
45:47.64 themselves make sure that you customize
45:49.38 the quadrant name so it reflects how you
45:51.24 think or how your organization wants to
45:53.34 use product Matrix and then when you
45:55.02 create action items make sure that you
45:56.82 set the due dates
45:58.86 so I'm going to go ahead and jump back
46:0.72 to my presentation here
46:4.14 uh okay so now
46:8.40 it's on you right and so pretty Matrix
46:10.86 itself is just a software we all know
46:13.20 that and if it's too hard for you to
46:17.04 create those action items that's too
46:18.60 hard for you to prioritize it's too hard
46:20.40 for you to uh go and invite team members
46:23.52 and so forth there's nothing part of
46:25.44 Matrix can possibly do that will help
46:27.48 you become more productive but on the
46:29.52 other hand if you're able to go and
46:32.34 start capturing your priorities on a
46:34.98 personal level your team priorities and
46:37.56 then create pretty Matrix projects for
46:39.78 your goals and then making sure that you
46:42.00 invite the appropriate team members and
46:44.10 picture them why it's important focus on
46:45.78 how you impact tasks and then you're
46:47.70 actually setting due dates on those
46:49.08 tasks and you're actually getting them
46:51.78 done
46:52.68 then part of Matrix can be extremely
46:54.42 helpful
46:55.80 Again part of Matrix is a communication
46:57.66 tool and so when I say communication
46:59.34 tool it's just a way for you to show
47:2.22 others what you think are priorities and
47:4.80 way for others to show you what they
47:6.78 think are priorities it is not a list it
47:8.88 is so different from the list if you're
47:10.74 using a list to manage your task and
47:13.98 project right now and you're struggling
47:15.66 that is exactly why you're struggling
47:17.52 which is it is not helpful not conducive
47:20.28 to communicating to others what should
47:22.14 be worked on at any point in time don't
47:24.24 forget that if you have disagreements
47:26.52 with teammates on priorities that means
47:29.04 you're using party Matrix correctly so I
47:31.80 can't emphasize it enough and and that's
47:33.60 that's the most exciting part which is
47:35.88 identifying one the things everyone
47:37.74 should be working on and then two
47:39.60 identifying the things that no one
47:41.22 should be working on so if we're able to
47:43.02 help you eliminate a couple of projects
47:45.72 then you know we've we've saved you
47:48.44 thousands if not millions of dollars
47:51.18 um and then the other thing that you can
47:53.34 use part of Matrix for as well is to
47:55.50 communicate to your manager your
47:57.48 workload okay so when you look at
48:0.24 quadrant one if you have so many tasks
48:2.88 in there and you're getting more and
48:4.56 more you have to tell your manager hey
48:6.24 by the way I'm I'm overloaded I can't
48:8.64 get any more done you know what should I
48:10.74 drop because if you have more than a
48:13.32 quarter of the task inside quadrant one
48:15.12 that's far too much you have to
48:17.22 de-prioritize other things otherwise you
48:19.56 will not get things done so use pretty
48:21.48 Matrix as a way to justify
48:24.12 um and get clarity on what it is that
48:26.64 you should work on today and vice versa
48:28.98 too when you're assigning a task to a
48:30.72 teammate and to a co-worker and they are
48:33.12 completely overloaded
48:34.86 look at their priority list make sure
48:37.14 that you know you they are also
48:39.62 understanding if they can only focus on
48:42.00 a few things at a time these are the
48:43.86 things they should focus on
48:46.86 some advice use part of Matrix subtract
48:49.50 high impact tasks you might not want to
48:51.00 use part Matrix to capture everything
48:52.50 right there's just some things that are
48:54.30 actually far too easy just to get it
48:56.70 done as opposed to capturing it but as
48:59.04 you use part of Matrix more then you can
49:0.54 use protein matrix to capture everything
49:1.80 but if you're very in the very early
49:3.96 stages of pretty Matrix and you're using
49:6.18 this with you know just your key
49:7.56 stakeholders use it to track high impact
49:10.02 tasks
49:10.92 um use it as a communication tool that's
49:13.08 the key it's a communication tool and
49:15.72 make sure that you show others your
49:17.64 pretty metrics so then you have that
49:19.14 alignment
49:20.64 and then finally use pretty Matrix to
49:22.74 manage your individual goals because
49:24.24 that's the easy
49:26.10 um that's the easy fruit for for you to
49:28.38 pick which is using our goal system and
49:31.14 just put in some of the things that is
49:32.58 actually impactful to you today and see
49:34.80 what our system suggests it's a Baseline
49:37.52 so what should success look like if you
49:41.40 leverage party Matrix well first you
49:44.04 have one central place to track
49:45.18 priorities and then two everyone in the
49:47.46 team understands and are aligned on key
49:49.98 tasks and then those uh repetitive
49:52.86 procedures are templatized almost every
49:56.52 single industry has procedures you know
50:0.12 standard operating procedures or tasks
50:3.18 that are happening over and over again
50:4.74 and you're just changing due dates and
50:6.42 all that use part of Matrix to create
50:8.58 those templates and then finally make
50:11.22 sure that you prioritize your emails
50:12.90 that's one of those areas where a lot of
50:15.24 people struggle with and you know I'm
50:17.64 like my like you I get a lot of emails
50:20.28 and vast majority of the time most of
50:22.62 those emails
50:24.18 would get lost if I don't prioritize
50:26.28 them so make sure you use that
50:27.54 capability because I think that's
50:28.56 extremely helpful
50:30.72 and that concludes my presentation if
50:33.06 you have any questions right now please
50:34.74 feel free to stand in the chat and I'll
50:36.24 take a look and see if I can answer
50:37.56 thank you
50:41.40 okay so I have a question around does
50:43.50 part of Matrix integrate
50:45.36 um
50:46.02 with case notes in Salesforce
50:47.58 unfortunately we do not but part Matrix
50:49.86 has an API and so essentially if you're
50:53.88 looking at the Enterprise version of
50:55.14 pretty Matrix you can go and actually
50:56.88 you can leverage protein matrix to
50:58.26 integrate with any of the other systems
51:0.18 the systems we integrate out of the box
51:2.76 include a lot of the stuff in the
51:4.80 Microsoft side so Microsoft planner
51:7.62 Microsoft azure devops
51:11.16 graph
51:13.02 to do Outlook tasks Etc
51:16.68 um so that's where our out-of-the-box
51:18.18 Integrations are and then the other
51:19.50 thing we have is also power automate so
51:21.84 with power automate you can actually
51:23.16 have a lot of Integrations that are
51:24.96 called um if this then that kind of
51:27.24 scenario so then you could theoretically
51:29.52 set up party Matrix as a power automate
51:32.64 Integrations with anything else that
51:34.74 integrates without automate which is a
51:36.66 lot so that's something to consider I
51:38.64 think that requires you know Fair a
51:40.98 certain level of Microsoft licensing so
51:43.86 Phil if that's something that you're
51:45.84 interested in on the Enterprise side
51:47.34 just reach out to us and we'd be happy
51:49.20 to take a look