Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

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Struggling to align tasks? Look no further – Priority Matrix is here. Join our webinar to unlock enhanced task management and teamwork. Here's a sneak peek of what you'll gain:

- Eisenhower Matrix Unleashed: Bid confusion goodbye. Priority Matrix will transform your priority communication and action. Clarity will be your new norm.

- Task Mastery: Forget tasks slipping through the cracks. With Priority Matrix, you and your team are always aligned. Every task, every time.

- Teamwork Amplified: From project templates to seamless delegation, you'll ace collaborative projects. Leading teams to success will become second nature.

- Microsoft Harmony: Wave goodbye to tool-switching chaos. Priority Matrix syncs seamlessly with Microsoft Teams and Outlook. Managing projects and emails was never this smooth.

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Video transcription (54:17.18) Stop scroll

1.32s good morning everyone thank you so much
3.48s for being here today uh we'll go ahead
5.10s and get started
7.98s first thing I want to mention is that uh
10.38s the webinar is recorded and then
12.78s secondly there's a chat section in the
15.24s webinar where you can send messages or
17.88s uh if you have any questions on the
19.26s webinar I'd be happy to answer them as
21.00s we go through the demo
24.18s thank you
25.62s all right
27.48s my name is hi I'm co-founder of
30.00s affluence the company behind pretty
31.68s Matrix my goals for you today is one
34.98s help you understand the basics of pretty
37.02s Matrix provide you a framework for you
39.72s get the most out of pretty Matrix and
41.46s then help you envision what your work
43.14s and life success may look like with
45.84s party Matrix hopefully you're here today
48.18s because you're looking to be more
49.62s productive and more effective at
51.24s managing priorities and emails That's
54.30s the basis of pretty Matrix that's why we
56.58s exist and this webinar is intended to
59.76s give you that introduction
1:5.04 the first question I have is are you
1:7.62 always focused on work with the most
1:9.60 impact
1:11.28 um over the years I've talked to
1:12.78 thousands of customers interviews so
1:15.06 many as well
1:16.80 um and there's a couple challenges that
1:18.54 I see as being recurring over and over
1:21.06 again the first is that team members
1:23.76 seem to have trouble understanding
1:25.20 what's priority right now and what's
1:27.84 really interesting is that while many
1:30.30 many team members understand what they
1:32.22 need to work on
1:33.84 there's no coherent place for everyone
1:36.36 to be on the same page all the time and
1:39.24 what's really challenging too is that we
1:41.10 are working on so many areas of
1:42.84 responsibilities
1:44.58 long of the long gone are the days where
1:47.70 you know you have one task and you focus
1:49.44 on that instead you're juggling between
1:51.42 so many different areas of work and
1:53.82 because of that it's even more difficult
1:55.62 to keep track on the status of this work
1:57.78 and so as you can see the vast majority
2:0.42 of people struggle with prioritizing
2:2.34 tasks in the context of the bigger
2:4.32 picture
2:5.36 and then thirdly emails and meetings are
2:8.34 just causing far too much context
2:10.08 switching as you know you're probably
2:12.30 using five ten different software at any
2:15.42 point in time during the day we're
2:17.28 talking about chat application we're
2:18.84 talking about emails we're talking about
2:20.22 text messaging and then in meetings and
2:22.50 then taking notes and project management
2:23.82 and so forth and what's really
2:26.40 fascinating is that
2:28.02 all this context switching is making
2:29.76 difficult for us to focus on what we
2:31.80 need to work on at any point in time and
2:34.20 a vast majority of our customers
2:36.06 struggle with prioritizing emails the
2:38.34 most
2:40.20 so what is protein matrix it's a
2:42.54 comprehensive email priority and project
2:44.40 management software to help teams manage
2:46.86 emails conduct more efficient meetings
2:48.36 and get real-time status updates on
2:50.64 critical projects and priorities
2:52.50 at the end of the day
2:54.48 pretty Matrix is a communication tool
2:57.00 now you've used project management you
2:59.10 have your to-do list you have your pen
3:0.90 and paper and so forth the difference
3:4.20 between pretty Matrix and everything
3:5.94 else is its core focus on ensuring that
3:10.08 everyone understands what's priority
3:12.30 right now regardless of the project that
3:14.64 they're working on and then secondly
3:16.68 being one central place where you can
3:19.02 actually pull together all these other
3:21.18 communication that you've had so then
3:23.10 everyone's on the same page imagine
3:24.78 being able to wake up in the morning
3:26.70 looking at your pretty Matrix and
3:28.74 understand exactly what you need to be
3:30.36 working on and there's no questions on
3:32.52 misalignment with your team members
3:34.02 that's where party Matrix is
3:37.14 so how does partometrics help with these
3:39.18 challenges that I mentioned first we use
3:41.76 something called the four quadrant
3:42.84 methodology which I'll go into more
3:44.40 details
3:45.48 um to promote effective prioritization
3:48.66 secondly we provide different views on
3:51.60 the data that you have such as the
3:53.34 one-on-one the agenda the timeline to
3:55.92 help you understand what needs to be
3:57.48 done within the right context and
3:59.70 context is everything more so than
4:2.34 anything you know when we are working
4:4.32 and we're trying to go about our day
4:6.84 we're trying to understand what do I
4:9.12 need to work on at this moment in time
4:10.68 that gives me the most impact
4:13.56 and then thirdly pretty Matrix provide
4:15.48 really deep Integrations into systems
4:17.28 you already used in particular we're
4:19.26 probably the most integrated solution in
4:21.06 Microsoft teams and outlook for very
4:23.34 effective email and task prioritization
4:25.08 so what that means is you can take any
4:27.18 emails that you get in Outlook convert
4:30.00 into a task delegated prioritize it and
4:33.06 not only that communicate to the rest of
4:34.62 your team that hey this is where this
4:36.60 fits in within the bigger picture and so
4:38.64 when you're having a meeting you know
4:40.14 exactly how that all comes together so
4:42.12 you don't have to go and forward emails
4:43.80 or flag them or anything along those
4:45.36 lines
4:46.94 so what makes part of Matrix different
4:49.14 first were the only Microsoft 365
4:51.96 security certified Solution on Outlook
4:54.42 teams and web app at the same time
4:57.66 um and one of the things that I'm
4:58.98 particularly really excited about is the
5:0.54 potential in AI to help teams and
5:3.30 individuals achieve their goals in fact
5:5.52 over the past six months or so we've
5:7.56 drastically expanded our capabilities
5:9.12 around there I'll show you some of the
5:10.80 stuff we have today but one of the
5:12.30 things I want to mention to all of you
5:14.04 here today is that if you're looking for
5:16.98 ways to make pretty Matrix work well for
5:20.04 your specific task your specific job
5:22.62 function reach out to us and we actually
5:24.78 have guides on each of those aspects
5:28.62 and then we provide what I call people
5:30.36 Central collaboration and so you know
5:32.46 you again as I mentioned you probably
5:33.90 have to-do lists and you've used
5:35.52 different types of project management
5:36.72 software before one of the things that's
5:38.82 really lacking is the ability to
5:40.56 understand what you need to work on for
5:42.78 the right people at any moment in time
5:45.00 and one of the things I noticed is that
5:46.92 when you're working on a task let's say
5:48.72 you're doing something it's really you
5:50.64 doing for somebody right and that
5:52.26 somebody could be your manager that
5:53.70 somebody could be your direct report
5:54.84 that somebody could be a client a
5:57.18 customer and so for the Matrix flips all
5:59.82 of that around sometimes and providing
6:1.92 You the Right View so then you
6:3.54 understand what should I work for this
6:5.16 person today
6:6.42 and then lastly part of Matrix is
6:8.58 available as a SAS which is what I'll be
6:10.98 showing you today as well as a HIPAA
6:13.14 compliant for healthcare life sciences
6:14.58 and then an Azure government Cloud
6:16.68 solution and and of course manage
6:18.60 private Azure deployments if you're
6:20.34 interested in any of your Enterprise
6:21.60 solution definitely reach out to us and
6:24.42 we'd be happy to discuss
6:27.24 so let's talk about the fundamentals
6:29.52 behind pretty Matrix as I mentioned
6:32.22 um we use something called the four
6:33.96 quadrant methodology well the basis
6:35.76 behind this is uh quote attributed to
6:38.04 former President Eisenhower what is
6:39.72 important is seldom urgents and what is
6:41.58 urgent is seldom important what I really
6:43.68 like about this is it breaks everything
6:45.72 that you have to do into the dimensions
6:47.58 of importance and urgency and it's so
6:50.94 important to classify things that way
6:53.34 and differentiate between what are the
6:56.28 things that I need to work on and when
6:58.26 do I need to work on it right and if you
7:1.26 look at from that perspective imagine
7:2.82 this take out a piece of paper and write
7:4.98 down everything that you have to do
7:7.26 and again this could be five items this
7:9.96 could be 20 items right if you have
7:11.76 three items maybe reporting tricks won't
7:13.74 be that helpful but if you have 20 my
7:16.50 next question to you is what do you work
7:18.54 on first
7:19.44 did you start at the top because that
7:21.00 was the top of your list or do you start
7:22.14 at the bottom because at the bottom of
7:23.22 your list or do you do something random
7:24.96 in the middle and so instead of actually
7:27.30 having one long list imagine you took
7:29.94 those 20 take those 20 items and start
7:32.46 putting them into different buckets the
7:34.14 buckets of important and Urgent these
7:36.00 are the things that you're firefighting
7:38.16 um and then the bucket of important but
7:39.66 not urgent these are the things that you
7:41.04 should be planning for and working on
7:42.60 and then what are the things that's not
7:44.46 important
7:45.48 right but urgent in the sense that it's
7:47.82 pulling on you it's requiring your your
7:50.04 attention but it's not really impacting
7:52.26 the bigger picture and then sort of like
7:53.94 the rest which is the non-born
7:55.26 non-urgent which is sort of ridiculous
7:57.00 to have that as a concept but those are
7:58.92 the things that you have on your list
8:0.30 but you shouldn't have been bothered
8:1.38 with so now instead of having one long
8:4.14 list you have these distributed into
8:5.94 these buckets
8:7.56 so when you look at it from a bigger
8:9.36 picture you can sort of categorize these
8:11.22 into the quote do now the things you
8:13.50 should plan for the things you can
8:14.94 delegate
8:16.38 um and then the things that sort of
8:17.76 everything else and so we don't use the
8:19.44 idea of having something that's not
8:20.76 important and not urgent that's that's
8:22.26 ridiculous instead we use that quadrant
8:24.84 four as the inbox where things go in
8:26.82 first and then from there you decide
8:28.56 where should I put them and you know
8:30.48 which of the other three quadrants that
8:31.80 I should have
8:32.82 I recall um at a trade show when I was
8:35.58 talking to a customer and and he came to
8:37.86 me and he showed me his former method
8:40.98 which was a piece of paper where he did
8:42.90 all the organizing and planning and so
8:44.82 forth and then he showed me on his iPad
8:47.28 for the Matrix and how it changed the
8:49.44 way he worked and he asked a really
8:51.72 powerful question which is by the way if
8:54.12 I have everything that's in quadrant one
8:57.48 then it means I'm just firefighting that
8:59.40 means I'm actually not doing a good job
9:1.02 of planning and it actually was so
9:2.94 insightful as a comment because as you
9:5.46 use product Matrix and you're planning
9:7.14 out your task if you have everything in
9:9.06 quadrant one and if everything is
9:10.38 important and Urgent then nothing is
9:12.18 right again if you have that same list
9:13.80 and q1
9:15.84 um that doesn't help you understand what
9:17.40 you need to work on so make sure that
9:19.26 you have no more than 25 of the things
9:21.06 in coordinate one no more than 25 in
9:23.04 Quantum two and then as you get better
9:24.72 with pretty Matrix and as you get better
9:26.40 with time management
9:28.02 um hopefully you don't have much in
9:29.34 quadrant one because then you're not
9:30.60 firefighting and you're actually
9:31.68 spending adequate time planning for it
9:37.02 so the four quadrants Eisenhower Matrix
9:40.50 create alignment because it forces you
9:42.54 to prioritize from the beginning and one
9:44.94 of the exercises that I really like to
9:47.04 ask people to do is now that you have
9:49.62 your four quadrants with your task on it
9:51.72 start walking around the office and
9:54.06 compare notes this is the key this is
9:56.94 where you get the the magic of
9:58.26 protometrix and how it works so well as
10:0.18 a communication tool imagine if your
10:2.70 manager and your direct reports all have
10:6.36 done this exercise that I mentioned and
10:8.16 they put their task in part of Matrix
10:9.72 and they've organized them into the
10:11.82 different quadrants and you have all
10:13.08 these initiatives that you're working on
10:14.76 you get into the office together you sit
10:17.16 down on a desk and you start comparing
10:18.54 notes and see hey do we align are we
10:21.42 aligned on all of these key tasks where
10:23.88 are we not aligned and what's
10:25.86 fascinating is this if everything is
10:27.96 aligned across your team you don't need
10:29.88 pretty Matrix in fact you're one of the
10:31.92 rare people out there rare teams rare
10:34.26 organizations that have everything
10:35.52 figured out so success from reporting
10:37.98 Matrix is about finding the disagreement
10:40.44 and it is most so important to find the
10:43.32 disagreement because one if we can find
10:45.96 that there's one critical task that you
10:48.78 should be working on but you're not or
10:51.30 if we find one critical task that you're
10:54.12 working on but you shouldn't be imagine
10:56.10 the time saving that you have every
10:58.02 single day
10:59.04 and that's what part of Matrix is all
11:0.78 about the communication tool to create
11:3.00 that team alignment
11:6.12 I do want to mention that webinars are
11:7.80 recorded and that we uh post them
11:10.08 afterwards on webinars and
11:12.66 I do want to mention that supported
11:14.10 affluence feel free to reach out to us
11:15.84 if you have any questions or feedback I
11:17.82 always appreciate that and with that I'm
11:20.04 actually going to jump into a demo of
11:21.66 the part of Matrix itself
11:32.52 and I am keeping an eye on the um
11:36.42 comments in case you have any questions
11:38.52 during this webinar so then I'll try to
11:40.80 address I'll try my best to address them
11:42.54 as I show the capabilities of The Matrix
11:45.66 so now you should see party Matrix
11:48.72 um this is our web app and one of the
11:50.70 things that you should notice right away
11:51.96 is front and center is the four
11:54.36 quadrants
11:55.92 that's what makes protein matrix unique
11:57.66 we go and force you to put everything
12:0.48 that you have to do into the forward
12:2.04 quadrants and so you have to have this
12:4.26 some sort of Dimension to it and in this
12:7.38 in this case you can see that I have a
12:9.54 project called my personal priorities
12:11.16 that I open here and within it I have
12:13.32 the Quadrant One do now the quadrant two
12:15.36 do later delegate and postpone whenever
12:18.24 I create a task in for the Matrix I have
12:20.16 to decide where does it belong right and
12:23.04 one of the things I like to do is I like
12:25.02 to create tasks in quadrant four and the
12:27.12 reason I do that is from there I can
12:28.62 decide okay where does it fit within the
12:30.18 bigger picture so let me show you an
12:31.74 example let me go ahead and say I'm
12:33.60 going to create a task here I'm going to
12:35.04 say follow up with webinar participants
12:42.84 and then one other thing I want to say
12:44.40 is when I create a task one of the
12:46.74 things that I highly recommend you do is
12:49.02 always set due dates and it's
12:51.24 fascinating because as I mentioned about
12:52.86 the concept of importance and urgency if
12:55.08 you don't know when something is due how
12:56.94 do you know where to put it within the
12:59.58 picture into the bigger picture right
13:2.16 and so always that due date and so here
13:3.90 I say follow the webinar participants
13:5.58 but I'm going to go ahead and say do
13:7.20 tomorrow
13:9.24 now when I create a task this important
13:11.52 Matrix our system use what's called
13:13.56 natural language to understand that due
13:15.60 tomorrow means set the due date to
13:17.28 tomorrow and you can see now the due
13:19.08 date is set September 27 at 9am
13:22.28 and when I do that I'm able to track
13:25.50 this task and see the progress as I work
13:27.48 through
13:28.62 um my day when the task is created on
13:31.62 the right hand side we open What's
13:33.18 called the item details and the item
13:35.16 details is all about adding additional
13:37.26 contextual information about the tasks
13:39.54 themselves so for example when I see the
13:41.34 task name I can go and start a tasks
13:43.62 when a star task I'm telling the system
13:45.36 this is important I need to be working
13:47.10 on that right and then I can choose an
13:49.32 icon and so for example since this is
13:51.54 email I might want to put that icon and
13:54.18 it's all about visualization so that
13:56.04 it's very easy for me to look at a task
13:57.72 and see okay this is what it's related
13:59.34 to and then as I go down further I can
14:1.80 see the owner so task when you create
14:4.44 always has an owner and that's a really
14:7.14 interesting thing about product Matrix
14:8.52 is we force you to have an owner but we
14:10.68 also force you to have only one owner at
14:13.26 for any task at any point in time we've
14:15.36 seen requests from people that says Hey
14:17.10 I want multiple owners for a task the
14:18.84 answer always come back as no and the
14:21.54 reason is when you multiple owners you
14:24.06 lack the ability to understand who
14:25.80 should be responsible and zone for the
14:28.14 Matrix you can only have one owner but
14:29.88 you can have followers and followers are
14:31.92 essentially people who are interested in
14:34.80 understanding and and you know getting
14:36.72 updates on these tasks but at the end of
14:38.76 the day it is the owner's responsibility
14:40.62 to actually finish this task and so when
14:43.08 you run workload reports when you try to
14:45.72 understand progress and so forth you can
14:48.42 run reports against the owner who
14:50.28 completed the task and then after that
14:52.26 you have progress effort due dates and
14:54.48 reminders and this is actually I want to
14:56.76 highlight this part as being something
14:58.44 that's really important
14:59.94 every task in my opinion should have a
15:2.16 due date and then every task should have
15:4.62 a reminder and there's a big difference
15:6.00 when something is due in say two weeks
15:9.00 and if you wait until two weeks to get
15:10.74 started is it going to be too late right
15:12.72 and so therefore you might want
15:14.10 reminders ahead of time that says you
15:16.50 know what something is due in two weeks
15:17.88 but remind me in one week and so what I
15:20.46 like to do when I create a tasking for
15:22.14 Matrix is after I set that due date I
15:24.12 would set a reminder so for example I
15:25.86 would go and say remind me weekly so
15:28.44 what I've just done is I've typed to our
15:31.56 chat system again with natural language
15:34.20 that says remind me weekly and now a
15:36.30 weekly reminder is set for this task on
15:38.16 a weekly basis I'll get a ping and per
15:39.90 Matrix that says hey you should look at
15:41.70 this task even though it's due in the
15:42.96 future so I can get started on it
15:45.48 um I do this every single day
15:47.58 across so many different tasks and and I
15:49.92 have zero problem understanding writing
15:51.54 to work on and by the way this
15:52.98 capability is extremely useful when you
15:54.96 have something that's due really far in
15:56.52 the future right again our all of us you
16:0.78 know you every single one of you here
16:2.52 today are probably overachievers and
16:5.76 that's probably the biggest reason why
16:7.38 you would attend a webinar on how to
16:9.90 prioritize better and how to prioritize
16:11.76 and manage your emails right and so
16:13.86 therefore you have really good
16:15.48 understanding of your priorities and
16:17.16 within the bigger picture and usually
16:18.60 that works really well
16:20.28 um in your brain for a few days and so
16:22.50 you know I got to work on this today I
16:23.94 got to work on this tomorrow but then
16:25.56 imagine you have something that's due in
16:27.66 one year
16:29.34 um or in two quarters or three quarters
16:31.56 and so that's where these these
16:33.72 capabilities is extremely useful so for
16:35.16 example I have tasks that says follow up
16:37.20 with this customer in one year and so
16:38.88 then I would say do in one year and then
16:40.92 I would remind myself in 11 months and
16:42.96 so now again in 11 months I get pingers
16:45.42 like okay now that's top of mind I can
16:47.58 working on it and actually get to the
16:50.04 proper resolution of each of my tasks
16:52.68 and then after that down here we have
16:55.02 the ability to chat and as you can see I
16:57.36 can actually talk with the task itself
16:59.40 but at the same time I can actually
17:1.38 assign it to other people and have
17:3.66 conversation
17:5.04 um with my teammate on this task and the
17:7.26 reason I want to highlight this is
17:8.52 because as I mentioned you probably use
17:10.44 Microsoft teams for chatting you
17:12.78 probably you send emails and so forth
17:14.58 the problem is that when you use
17:16.38 communication software you're switching
17:18.42 context all the time right because when
17:20.94 you're talking to your manager for
17:22.32 example you're not going to talk about
17:23.58 one action item you're talking about
17:24.84 three or four of different action items
17:26.40 the problem is in a month and you need
17:28.68 to go back and review hey what did we
17:30.90 talk about what decision did we make you
17:33.06 completely lost context and so you can
17:34.98 look at this chat as conversation within
17:37.86 the context of this task itself
17:40.26 what's really powerful about this and
17:42.60 useful about it is that when you have a
17:45.24 task and you're tracking all of that and
17:47.34 you need to delegate it to a whole new
17:49.26 person that person can go in look at the
17:51.84 chat and understand the full history of
17:53.70 all the decisions everything that's
17:54.96 talked about it allows you to onboard
17:56.94 new people so rapidly and then
17:59.22 additionally when you have someone who
18:0.84 leaves the organization you still have
18:3.60 all that conversation they've had in the
18:5.76 past and that knowledge is still
18:8.28 accessible in the chat itself and then
18:10.86 you have the note section and so one
18:12.42 thing I want to mention about the note
18:13.50 section this is where you can create
18:14.88 subtasks you can add additional
18:17.04 information about the task itself but it
18:19.68 is not intended to replace the rich text
18:22.08 so you probably use Google Docs word
18:24.60 docs and so forth for that and so but
18:26.76 what you can do instead is you can link
18:28.32 that into your part of Matrix and so
18:30.36 don't look at this as a way to replace
18:32.52 those Rich texts and then finally you
18:35.88 have the resources section the resources
18:37.86 section is where you can associate
18:39.30 additional information related to the
18:40.80 task itself I mentioned emails multiple
18:43.68 times well imagine if you have a task
18:45.60 and then you have multiple emails
18:47.04 associated with it that would go in the
18:48.78 resource section or if you have files or
18:50.82 Word documents or PowerPoints one of the
18:53.16 things that's powerful about per Matrix
18:54.60 is that every task in per Matrix has a
18:57.36 link every project in part Matrix has a
18:59.94 link and luckily in Microsoft every
19:3.54 email has a link and every Microsoft
19:5.64 teams
19:7.08 um conversation and chat has a link so
19:9.66 part of the interest is able to link all
19:11.16 of those things so then you can go and
19:12.72 put SharePoint documents and so forth
19:14.58 and so when someone looks at this task
19:16.14 they have the full context
19:18.90 one of the other things you can do in
19:20.28 pretty Matrix is able to link for the
19:21.84 Matrix tasks together and so that allows
19:24.12 you to build dependencies and so you
19:26.16 could say task a has to be done before
19:28.14 task B Etc and so all of that is doable
19:30.36 here I don't go into those details those
19:32.40 are Advanced capabilities that you can
19:33.90 use and learn about preventrics as you
19:36.24 move forward
19:37.68 and so that is what a chat an item
19:40.80 detail comprised of so all of those
19:43.14 action items that I'm all those
19:44.88 additional meta data that I mentioned so
19:47.46 now let's go back to the bigger picture
19:49.74 again in the middle you have the
19:51.54 quadrants here but that's one of the
19:53.04 things that you'll notice is that I have
19:54.96 a lot of project on my left hand side so
19:56.76 let's go ahead and switch to another
19:57.96 project for example I have a project
20:0.06 here called upgrade technology system
20:1.80 for improved efficiency and security
20:3.24 this was an AI generated project where I
20:6.18 said my goal is to update our technology
20:7.98 system and our our party Matrix AI
20:10.44 generate these tasks for me one thing
20:12.36 you notice is that we actually use
20:13.98 different terminology here so what that
20:16.62 means is that pretty Matrix is actually
20:18.06 completely customizable
20:20.16 instead of actually forcing you to stick
20:23.16 with one quadrant names or various
20:25.38 quadrant name and so forth when you use
20:27.36 permatrix over time you start building
20:29.82 your own internal
20:32.40 expertise with the system and so some
20:34.80 organizations actually goes and go and
20:37.44 adapt pretty Matrix terminology to their
20:40.02 own so as you can see here when I select
20:43.14 a project the right hand side open up
20:45.78 the what I call the project details now
20:47.76 and you can also go to the project
20:49.32 details by clicking on this icon right
20:51.30 here at the top of the Matrix and then
20:53.28 this opens the project name you can
20:55.38 start our projects and when you start a
20:57.18 project it jumps to the top of the list
20:58.56 making very easy for you to find them
21:0.54 and then you have User Group User Group
21:3.12 you can think of as department so for
21:4.56 example you might have a marketing
21:5.76 project you might have engineering
21:7.80 project Etc so you can actually build
21:9.12 User Group input Matrix to automatically
21:10.74 associate project with different
21:12.42 departments or you can manually control
21:14.46 and say these are the individuals who
21:16.08 have access to this project the way
21:17.76 permission works
21:19.26 is that when you have a project and you
21:21.06 invite somebody they can actually go and
21:22.80 get full access to that project both to
21:24.42 see the priorities so that's how it
21:26.28 works when you're using pretty Matrix
21:27.90 and team so imagine this you have a
21:30.42 project and from that project you invite
21:32.16 your manager now you and your manager
21:33.78 both have full visibility on everything
21:36.12 in that project now that project might
21:37.86 be your goals for this quarter that
21:40.08 project might be a really important
21:41.46 initiative that you're working on and
21:43.38 now when you have a meeting you can pull
21:45.66 up for the Matrix project it on the big
21:47.34 screen and start talking about the
21:48.90 priorities that you have and then down
21:50.82 here you can actually change the
21:51.96 quadrant Name by just clicking on the
21:54.06 text itself change you can change as
21:55.50 text as needed and then click on here to
21:57.60 change the color
21:58.80 and that's how you can customize a
22:1.62 project so let me show you how you might
22:4.08 create a new project instead so if you
22:5.94 go to Project here and you create
22:7.68 project well
22:9.54 guess what when you create project we
22:11.70 give you several different options the
22:13.26 first you can always create a blank
22:14.58 project right Blank Slate is just a
22:16.98 basic four quadrant
22:18.60 um and you can go and you can decide
22:20.34 what belongs in it additionally what you
22:22.56 can do is you can actually choose from
22:23.82 what we call our public templates so
22:25.80 what happens is over time we've learned
22:28.44 some best practices and so forth and we
22:30.18 try our best to share some of these best
22:31.68 practices with you we actually have
22:33.60 hundreds of templates available
22:36.42 um using different terminology
22:38.52 in terms of anything that's related to
22:40.50 the four quadrants and you can initiate
22:42.42 a project using those terminology but we
22:44.82 have a couple templates that's available
22:46.32 here and you can choose from some of
22:48.30 these in order to actually make it a
22:50.34 little bit easier for you to get started
22:51.72 or you can actually choose from what's
22:54.12 called your templates so one of the
22:57.06 powerful thing about protein matrix is
22:59.10 that if you create a matrix and you
23:1.50 create a series of tasks in it you can
23:3.48 save that as a template and when you do
23:6.30 you can actually launch a project from
23:9.12 that template instead let me give you an
23:10.86 example let's say you build
23:14.04 a client onboarding project and within
23:18.18 that you have 30 different action items
23:19.92 that you have to do in order to onboard
23:21.78 your client that could be you know
23:23.82 reviewing contract that could be setting
23:25.92 up your system and so forth
23:28.20 and guess what you might have something
23:29.94 to do in one day you might have
23:31.26 something to do in one week something do
23:32.76 in one month something due in one
23:34.08 quarter once you create that Matrix
23:37.26 you can go and save that Matrix as a
23:39.36 template in pretty Matrix so then when
23:41.46 you have a new client you don't have to
23:43.20 create all those action items from
23:44.34 scratch instead you launch one of these
23:46.56 templates and then choose the start date
23:49.08 and then from there everything else is
23:50.82 created for you so at pretty Matrix we
23:53.76 value time saving as much as possible
23:56.70 and so you should not have to create
23:58.56 anything twice and so the whole template
24:0.54 system is designed for that
24:2.10 and then lastly we have this option
24:4.44 called create with AI and this is a
24:6.66 relatively new capability but what it's
24:8.34 doing is you can type in your goal
24:11.28 and that could be how to get a raise
24:13.86 um how to get a promotion how to improve
24:15.54 my operational efficiency and our system
24:17.76 will go and generate pretty Matrix with
24:21.36 action items in them for you the idea is
24:24.18 not to replace
24:25.86 you know what it is that you're going to
24:27.36 come up with to actually execute the
24:29.52 idea is just to give you a starting
24:31.08 point and if we're able to save you time
24:33.90 when you get started on a project then
24:36.30 we're giving you that time back for you
24:38.10 to do something more productive and so
24:39.72 hopefully you see part Matrix as adding
24:41.82 value Again by helping you understand
24:43.92 your priorities helping you communicate
24:46.38 those priorities helping you decide what
24:48.60 to work on and then saving you time as
24:50.94 part of the whole process
24:54.42 so now I'm going to go back to the list
24:55.98 of project
24:57.30 um and I'm going to go and choose one of
24:59.22 my projects here
25:0.90 now as I mentioned we have the Matrix as
25:3.36 the basic view but one of the things
25:4.80 that you can do with Pro Matrix 2 is the
25:6.60 ability to jump to different views to
25:8.94 see part Matrix as uh the same data but
25:11.88 from a different perspective so the
25:14.04 Matrix view next to the Matrix view is
25:15.66 the list view what I like about the list
25:17.70 view is that it's very easy to see
25:20.28 things that are overdue so you can see I
25:22.32 have the list view open here I can
25:24.30 create tasks so if I were some people
25:27.36 are more what I would say to-do list per
25:29.28 you know to do to-do list oriented
25:32.04 um some people are more visual with the
25:33.96 Matrix but if you wanted to have a list
25:36.24 view you can go here now you still have
25:38.64 to decide which quadrant it belongs in
25:40.62 but if you go to the list view you can
25:42.60 sort these things and so you can see how
25:44.16 easy it is for me to say okay find me
25:46.50 all the tasks that are overdue
25:48.36 um or
25:49.44 organize it so then I can say that these
25:51.72 tasks find me the tasks that are
25:53.40 assigned to me the tasks that are
25:54.90 assigned to my co-worker Etc
25:57.66 and I'm able to use the filter to
25:59.52 actually filter this entire Matrix so
26:2.10 then find exactly what I need to work on
26:3.86 and then you have the calendar view so
26:6.18 the way the calendar view works is again
26:7.86 every task that has a due date shows up
26:10.44 here on your calendar and so again every
26:13.74 Matrix gives you a different perspective
26:16.38 depending on the context so for example
26:18.80 when just to to explore the idea of
26:22.68 context further when you're in The
26:24.36 Matrix View
26:25.74 the context is priorities show me
26:28.14 everything from the perspective of
26:30.06 priorities when you're in the list view
26:31.80 show me everything from the perspective
26:33.84 what are the things that are overdue or
26:36.18 help me sort them and in the calendar
26:38.40 view show me everything from the
26:40.32 perspective of dates what are the things
26:41.82 that I need to work on what are the
26:43.14 things that um I should plan for so I
26:45.72 have a task here I can open and then not
26:47.70 only that I can drag and drop it
26:50.28 right and now I can reorganize and
26:52.56 reprioritize very easily and then
26:54.48 finally I have the Gantt chart view so
26:56.16 the Gantt chart view again take action
26:58.14 items out of due dates show them in a
27:0.30 timeline view but then if you have
27:1.86 dependencies then you connect all of
27:3.60 those together
27:7.26 so I'm going to shift gear and let's
27:9.84 talk about emails um because I hinted to
27:12.60 you that actually a lot of customers
27:13.92 come to us because of problems around
27:15.90 prioritizing emails and unfortunately
27:18.18 for all of us we get a lot of emails so
27:20.28 on a daily basis I get several hundred
27:22.32 emails and it is very very difficult to
27:25.44 stay on top of it um so I have a
27:27.12 question for you let's say you get an
27:28.56 email that's important
27:30.30 and you have to respond to it what do
27:32.40 you do
27:33.24 but you can't respond to it right now is
27:34.92 what I mean
27:35.94 um do you flag it do Market as unread
27:39.72 do you set a due date for it um a
27:42.24 reminder date on it
27:43.68 um and then if you have one
27:46.08 or five or ten unread emails or flag
27:48.96 emails you can still manage it in your
27:50.94 mind in your head but what happens if
27:52.86 you have 50 flag emails how do you keep
27:54.72 track of all those things and so one of
27:56.94 the things part of Matrix allows you to
27:58.08 do
27:59.04 is that we can go and take an email
28:2.70 and actually turn it into an action item
28:6.00 so for example let's say I have an
28:7.44 Outlook email here and this email is
28:10.02 something that I need to respond to but
28:12.30 I can't respond to it today and I need
28:14.10 to respond to it in a month if I just
28:16.38 flag it I have to go and review all my
28:19.92 emails on a daily basis to make sure
28:21.84 that I don't drop them so instead with
28:23.82 Pro Matrix I can take this here and
28:26.52 again when you have Outlook go to the
28:28.92 Outlook app Store install pretty Matrix
28:30.66 and then when you do and you click on
28:32.82 this Ellipsis you're able to open
28:34.20 protomatrix and choose prioritize email
28:37.74 what this does is it opens a panel on
28:40.20 the right hand side allowing me to take
28:42.18 any email and convert it into a task I
28:45.30 can change the task name I can choose
28:47.46 what project it goes in and then I can
28:49.50 choose which quadrant it goes in so for
28:51.36 example
28:53.04 I'm going to go ahead and choose that
28:55.38 um put it in this team project I can
28:57.90 choose I can say that this email is
28:59.82 actually a high priority so I choose
29:1.38 quadrant one and then not only that I
29:3.60 can assign to a teammate and I can say
29:5.82 do in one week
29:8.22 okay so with this Outlook integration
29:12.48 I'm able to take any email prioritize it
29:16.02 choose the right contacts assign to the
29:18.18 right person set the due date now here's
29:20.34 what's really nice about this is if I
29:22.50 have forwarded this this email to a
29:24.48 teammate they may not know which project
29:26.88 it belongs in they may not know how
29:28.86 important it is and then not only that
29:30.48 they may not get a reminder on when they
29:33.30 need to work on it but by prioritizing
29:35.76 this through pretty Matrix I'm able to
29:37.50 do all of those in one step and so I
29:40.14 click capture email and so you see when
29:42.36 I do the right hand side becomes the
29:44.46 item details again and in this item
29:46.74 detail I can see what project it belongs
29:48.72 in I can see the owner and then again I
29:50.88 can say remind everybody daily and so
29:55.08 imagine if this email was extremely
29:56.88 important I now get a daily reminder
29:58.74 from part Matrix actually work on this
30:1.68 and resolve it again where part Matrix
30:4.14 add a ton of value is on tasks that are
30:6.84 much much further out right if again if
30:9.72 you're thinking just the next few days a
30:11.88 lot of us can get by with the system we
30:14.16 have but for things that are much
30:15.84 further out it becomes very very
30:17.58 difficult to be reminded of all those
30:19.98 things and flagging the email is
30:21.72 insufficient for that purpose
30:24.24 and I'm guilty because I do have dozens
30:28.50 of flag emails but at the same time I
30:31.74 always try to add and prioritize the 100
30:33.96 report so then I get a reminder to go
30:36.18 back to that email and actually respond
30:38.04 to it
30:39.14 but what happens if you get an email and
30:42.54 you already have a task that's open so
30:44.94 for the Matrix actually allows you to do
30:46.62 something different too so now let's
30:48.06 just say I have an email and maybe this
30:50.88 is a client that sends you an email and
30:52.80 says hey you know what's the status on
30:54.90 this particular task so input Matrix you
30:57.42 can also open up pretty Matrix so
30:59.16 instead of choosing prioritize email I
31:1.20 choose openpro Matrix instead and now
31:3.72 instead of actually just turning that
31:5.28 email into a task I can actually attach
31:8.16 the email to an existing task and so you
31:10.80 can see I can hover over any item in per
31:13.20 Matrix I can search whatever needed and
31:15.30 then I can click attach and so what that
31:17.58 does is it actually uploads this email
31:19.62 into that task and if that task was
31:22.08 already assigned to a teammate and that
31:23.88 task have multiple people working on it
31:26.10 well now you have one central place to
31:28.62 keep track of all of these emails that's
31:30.24 coming in and you're not losing the
31:32.28 context and so you don't want to go and
31:34.50 just take any email and keep on
31:36.00 converting them into more tasks or if
31:38.16 you have you know five emails that's
31:40.26 related to one context you don't have
31:42.06 the ability right now to organize that
31:45.24 but what part of Matrix you can actually
31:46.68 take five emails attach it to one task
31:49.74 assign that to the appropriate people
31:51.48 with the appropriate due dates and you
31:53.40 have one central place
31:55.56 the neat thing about protobatrix is that
31:57.72 when you upload this you actually have
31:59.76 the option
32:1.50 um so if you go to settings here you
32:3.18 have the option to upload the original
32:5.64 email into the item itself the reason
32:8.82 that's helpful is this is my inbox right
32:11.58 so when I have an email and I prioritize
32:13.50 a task
32:14.64 um what it does is it uploads it so then
32:16.38 my co-worker can actually look at that
32:18.42 email open up the email and they can
32:20.94 respond to it as needed so it is really
32:23.34 helpful again if you're managing
32:24.96 external parties and then other people
32:27.54 can actually browse the original email
32:29.10 and make the appropriate changes as
32:31.44 needed
32:32.52 so that's how our email integration
32:34.08 works very very useful a lot of
32:36.18 customers come to party Matrix for this
32:38.22 capability
32:40.02 now I want to go over to Microsoft teams
32:42.36 because as I mentioned you know we're
32:44.22 using more applications than ever before
32:46.02 and at least at our company we use
32:47.88 Microsoft teams to send a lot of
32:49.32 messages back and forth so I showed you
32:51.66 the web app earlier now if you go to
32:53.40 Microsoft teams you can go to the App
32:54.78 Store and install pretty Matrix for
32:56.40 Microsoft teams when you do you can open
32:58.74 up pretty Matrix here on the left panel
33:0.54 one thing I always recommend is right
33:2.70 click on it and choose pinned and when
33:4.86 you pin put a matrix it stays here and
33:6.90 it allows you to access part Matrix
33:8.16 really quickly and you don't even have
33:9.72 to open up another application of your
33:12.06 browser or whatever as you're using
33:13.74 teams you can open a pretty Matrix and
33:15.48 as you can see when I open up pretty
33:16.86 Matrix and teams the view is actually
33:19.14 very similar to what you saw in that um
33:21.54 in the web app the only difference is
33:23.76 the menu is actually hidden up here and
33:26.58 that's just a usability thing and so
33:28.62 then I can still see all my projects all
33:31.08 my tasks all my matrices
33:33.60 um and it's one central place and it's
33:35.16 all synchronized together across all of
33:37.08 my devices
33:38.82 now a couple of things
33:41.04 um
33:41.70 that makes for the Matrix unique inside
33:43.86 teams
33:45.18 let me show you one of them so let's
33:46.74 just imagine if you have a co-worker
33:49.20 that you chat with all the time
33:51.84 most likely your manager and or your
33:54.60 direct report one of the things you want
33:56.52 to find out is when you're having
33:58.20 meetings like hey what are the status of
33:59.94 all the work that we've been working on
34:1.44 so guess what pretty Matrix has what's
34:3.54 called the one-on-one view so you can go
34:6.12 into a t a conversation with somebody
34:9.12 open up a one-on-one View and see
34:11.94 everything you have in common with them
34:13.98 in one central place across all the
34:17.28 pretty Matrix and you don't even have to
34:19.92 switch a pro Matrix software what it
34:22.14 does this is that people-centric view
34:23.82 that I mentioned which is we take all
34:25.98 the things that we have to do flip it
34:28.26 around and instead of thinking about
34:29.64 from a project to task perspective we
34:31.92 think from people to task perspective
34:34.22 irregardless of the project they're in
34:37.38 not only that pretty Matrix allowed you
34:39.24 to synchronize with Microsoft Office
34:40.76 365. so if your organizations have the
34:43.32 appropriate permission you can actually
34:45.12 pull in emails meetings documents from
34:48.66 Microsoft 365 and you have it in one
34:50.76 central place to see within the context
34:52.98 of your co-worker
34:55.08 now the way that you add this is very
34:57.12 simple you go to plus here and then you
34:59.70 choose protomatrix and then choose the
35:1.14 one-on-one View
35:2.82 and what's neat about this view is that
35:5.22 if I'm in a meeting with somebody and
35:7.38 again this could be my direct report and
35:9.42 I talked about my direct report and say
35:10.98 hey by the way could we do XYZ well
35:13.68 guess what I can actually just say
35:16.20 create that task directly here from the
35:18.06 101 view what really helpful about it is
35:20.76 it automatically assigned it to your the
35:23.04 other person and then it invites you as
35:25.14 a follower so when
35:27.30 when your direct report marks that task
35:29.04 is done or your colleague of course the
35:30.48 test is done or updated you get
35:32.40 notification that progress has been made
35:35.76 at the same time you can see that the
35:38.82 natural language works here so when you
35:40.56 say whatever task it is do in two days
35:43.32 do next Tuesday at 2 pm our system will
35:47.10 interpret that and set the due date for
35:48.90 you directly from here
35:51.30 this is really helpful to see tasks that
35:53.34 are overdue by the way so when you are
35:55.68 working with each other you can look at
35:57.24 this and say hey look at all these tasks
35:58.56 that are overdue let's talk about them
36:0.18 let's resolve them or change the due
36:2.34 date into the future
36:7.02 the second thing about the way or the
36:9.84 other thing about pretty Matrix and how
36:11.22 it works in teams is how it integrates
36:12.96 with other aspects of Microsoft teams so
36:16.26 for example let's say again you're
36:18.06 chatting with your co-worker and your
36:19.68 co-worker says hey there could you send
36:21.30 me a report well imagine if you your
36:25.14 typical response would be sure could you
36:27.12 delegate that task to me well what part
36:29.34 of Matrix you don't even have to open
36:30.72 any software to do that you can hover
36:32.94 over any team's conversation click on
36:35.94 this Ellipsis and create a PM item
36:37.98 directly and you can choose what project
36:40.08 belongs in you can choose the due dates
36:41.70 you can choose what quadrants and then
36:43.62 not only that part of Matrix links back
36:45.60 to this conversation itself
36:48.60 let me give you an example let's just
36:50.58 say if you're in a team's conversation
36:52.38 and you're talking about several
36:54.36 different things and then you come to
36:55.80 the conclusion that we should do this
36:57.78 task XYZ well then you convert that task
37:0.66 into per Matrix action item
37:2.70 six months later you go back and you're
37:4.98 like why did we decide on do to do this
37:7.08 again well guess what pretty Matrix link
37:9.36 back to that moment in time when you had
37:12.12 that team's conversation and it opens up
37:15.06 and it shows you the context of
37:17.28 everything you were talking you talked
37:18.84 about six months ago inside teams now
37:21.00 this depends on you know your your Paul
37:23.28 your internal policy and your
37:25.50 organization but a lot of organizations
37:27.36 have this record of history that allows
37:29.76 you to look at the context and it is so
37:31.86 useful because it does not require you
37:33.66 to have perfect memory
37:35.34 it does not require you to remember
37:36.96 everything instead you just have to go
37:39.30 and organize it using card Matrix
37:42.12 the other thing you can do inside print
37:44.76 Matrix um teams conversation as well is
37:47.16 you can actually open up for the Matrix
37:48.66 and attach any tasks directly here so
37:52.20 this is very helpful if I'll give you a
37:55.14 use case imagine if a co-worker
37:58.02 um if you gotta you assign a co-worker a
38:0.24 task but they didn't get around to it
38:2.16 and for some reason they didn't respond
38:3.96 to it well you can go in here open up
38:6.18 pretty Matrix choose that task and
38:8.58 assign it to them directly here and so
38:10.26 you can send that to them inside the
38:11.70 team's conversation they can open the
38:13.62 action item they can actually
38:15.78 um save it they can view it they can
38:18.06 mark it as done directly inside teams
38:20.70 the reason all of this exists by the way
38:22.74 is because we understand that switching
38:25.74 context is painful it is so painful
38:28.38 because you have to go open in other
38:30.54 apps which browser and especially you
38:33.24 know
38:33.96 if you're working with so many different
38:35.16 things every time that you do that
38:36.90 disruption it actually takes away from
38:39.48 your ability to think properly and just
38:41.64 imagine how painful it is to create a
38:44.16 task you have to open up a software then
38:46.74 go and choose the project then create a
38:49.38 task then assign it then set the due
38:51.36 date right and so that's the reason all
38:53.34 these Integrations exist so that it'll
38:55.44 do everything you need to do right there
38:57.72 and then and again you can continue the
38:59.94 conversation as if nothing happened and
39:1.86 trust that this information is
39:3.00 synchronized over to permanent tricks
39:4.44 and synchronized over across the entire
39:6.06 team
39:9.12 so let me go back to pretty Matrix one
39:11.22 more time and try to wrap it up into a
39:14.46 bigger picture
39:17.10 when I start my day in part Matrix I
39:19.86 always start at what I call the Home
39:21.66 view so this home view I mean this is
39:24.72 inside teams you see the home has a 46
39:26.88 on it it shows that I have 46
39:28.44 notifications that requires my attention
39:30.06 right when I look at this view here it
39:33.42 shows me these are all the tasks that's
39:35.58 either assigned to me or that I'm a
39:38.40 follower on that have been updated
39:41.76 and so in one Central place I can see
39:44.64 everything that's relevant because
39:47.40 um imagine if you are working across a
39:49.68 global company and overnight tasks
39:52.86 getting updated because you're assigned
39:54.54 to somebody on a totally different time
39:55.98 zone and they update the information and
39:58.80 now you want to know whether or not they
40:0.12 updated it and what's the status of it
40:2.36 it's not feasible to go and open up this
40:6.36 any software and browse through and and
40:8.76 see the update is there instead you look
40:11.16 at the notification to tell you what's
40:12.78 actually relevant and then you're able
40:14.34 to click on each of these and go through
40:15.96 the list and see what the changes are
40:18.54 also if you set those due dates and
40:20.94 reminders like I showed you earlier when
40:23.70 that time comes it shows back up here in
40:25.80 the alert as well so
40:27.90 when I have a task that's due in a year
40:30.30 and I set reminder in 11 months I can
40:32.52 trust the system that on month 11 I'm
40:34.92 going to get that notification it shows
40:36.72 up here I can click on it and now I know
40:39.06 that okay I gotta work on it and one of
40:41.22 the things I like to do is when I see
40:42.66 the notifications but I can't get to it
40:44.40 yet then I type a new reminder I can say
40:46.92 remind me daily or remind me next week
40:49.02 and now the system will go ahead and
40:50.70 update that again and so this ensures
40:52.74 that I never ever drop the ball on an
40:55.44 important email or important task
40:59.22 um and then if you have a lot on this
41:1.14 list for example actually in my in my
41:3.30 real account I have hundreds of
41:4.92 notifications as well but you can go
41:6.96 here and then you can clear
41:7.98 notifications one of the things I always
41:9.78 like to do is clear alerts older than a
41:11.70 week especially if those are you know
41:13.68 been lingering around and then if
41:15.84 they're important and I have daily
41:17.88 reminders those will pop back up again
41:21.42 the other options you have is the
41:23.28 ability to see your agenda so again all
41:26.28 your action items but now from the
41:28.20 perspective of dates
41:29.70 um or you can see all your items across
41:31.44 all your projects at any point in time
41:34.68 so to step back for a second and give
41:36.90 you a big picture one
41:39.06 pretty Matrix is intended to be that
41:41.52 prioritization communication tool so
41:43.92 then you understand what you need to
41:45.48 work on within whatever context might be
41:47.70 you saw the one-on-one view that's the
41:49.44 context of people right what do you need
41:51.06 to work on for this person you see the
41:53.28 agenda view or the calendar view to see
41:55.86 what context the within the context of
41:58.38 time what you need to work on
42:1.26 um and then
42:3.54 one of the things that I highly
42:5.40 recommend everyone does is if you use
42:8.04 part of Matrix create a project for your
42:10.80 personal task create a project for your
42:12.84 team
42:13.68 create a project for a key initiative
42:15.90 that you're working on
42:17.16 and then when you do make sure that all
42:19.50 your tasks that you create have due
42:20.94 dates and make sure you set reminders so
42:23.52 then you can come back to protomatrix
42:25.20 get updates on it now part of Matrix
42:28.02 will actually track how long it takes
42:29.94 for you to get anything done so what's
42:32.22 helpful about that is it's just for your
42:34.26 own personal productivity you can see
42:36.42 that if you assign a task to a co-worker
42:38.52 right what's the average lead time if
42:41.40 before these things get done and so if
42:43.92 you're an operation manager or if you're
42:46.50 trying to improve the processes around
42:48.18 your organization part of Matrix give
42:50.16 you that insight
42:51.68 one of the things party Matrix allows
42:53.70 you to do too is actually go to What's
42:55.56 called the workload management and as
42:57.72 you use pretty Matrix more and more you
43:0.00 can actually have better visibility and
43:1.80 understanding on what on what people are
43:4.68 working on and how people are performing
43:7.08 across the organization
43:8.88 one of the things that's really
43:10.02 important and and what I like about Pro
43:12.12 Matrix is that it's helpful for me to
43:14.34 communicate to others how busy I am now
43:17.16 I know that all of you here probably get
43:19.08 so many tasks delegated to you
43:21.20 where you're overwhelmed because you
43:24.48 have you know only 40 hours to work on
43:26.76 any point any any week but you might
43:28.98 have 60 hours worth of work with per
43:31.26 Matrix you can actually open up views
43:33.48 like this and you can see what your
43:35.76 timeline is like at any I'm sorry what
43:38.58 your week is like in terms of
43:39.84 responsibilities that you have on any
43:41.40 day and then if your manager assigns you
43:43.50 something that you can say you can push
43:44.88 back and say by the way you know
43:47.10 something's got to give if this is
43:49.44 priority then what should we
43:51.36 de-prioritize similarly if you're
43:54.06 assigning tasks to co-workers use a view
43:56.94 like this to understand that you know if
43:59.70 you assign somebody too much you know
44:2.10 they're not able to get it done
44:4.14 now prayer Matrix allows you to use
44:6.00 effort so you can track because not all
44:8.10 tasks are created equal some tasks take
44:10.32 longer than other but our systems as you
44:12.54 use it more and you give it more
44:13.80 metadata it automatically updates and
44:16.14 generate all these reports for you
44:21.84 um now I'm gonna go I see some some
44:25.56 questions on the teams on the webinar
44:29.04 chat which I'll try try to get to as
44:32.40 soon as I can I'm going to go ahead and
44:33.78 summarize and wrap up my presentation
44:35.94 here and then I'll answer those
44:37.68 questions
44:39.00 so let's go back to part of Matrix
44:42.30 and
44:43.62 let's talk about next steps for you one
44:46.32 if you don't if you use part of Matrix
44:48.18 but you don't yet use it yet in teams
44:50.16 and Outlook
44:51.24 make sure you install our application
44:52.68 and sign in there because I think it is
44:54.24 very valuable
44:56.04 create those three projects that I
44:57.84 mentioned
44:58.80 um the reason why I talk about personal
45:0.42 priorities is because it's easier for
45:2.76 you to see that value
45:4.50 for yourself first and then you can see
45:6.96 what the value would be for team because
45:8.64 pretty Matrix is really valuable in the
45:10.68 team environment but at the end of the
45:12.00 day it starts with a person right the
45:13.98 individual
45:15.90 and then make sure that you create part
45:17.58 Matrix action items with due dates and
45:19.62 then always put in the appropriate
45:21.00 quadrants that's the hard work but
45:23.28 that's really really important
45:26.22 couple of advice
45:27.90 um
45:28.56 make sure they use per Matrix to track
45:30.18 high impact tasks because sometimes
45:32.64 there are things that are actually
45:33.66 really easy to do and not that impactful
45:37.38 um you don't want to necessarily waste
45:38.82 your time creating that action item for
45:40.32 Matrix unless it's helpful to you but if
45:42.54 you use it to track critical projects
45:44.52 and critical priorities and use that to
45:46.92 share with your managers that yeah these
45:49.14 are the priorities that I have it's
45:50.82 really helpful
45:52.16 always think of her Matrix not as a
45:54.84 project management but a communication
45:56.70 tool to communicate to other your
45:58.92 priorities and to see what others
46:0.90 priorities are and then
46:3.54 lastly use part of Matrix to manage your
46:6.00 individual goals again the individuals
46:8.34 the most important if you can be
46:10.08 productive then you're getting the most
46:12.96 out of pretty Matrix and almost nothing
46:14.70 else matters right
46:17.22 so what success would protomatrix should
46:19.26 look like one you have one central place
46:21.78 to track all priorities so imagine if
46:24.48 you and your co-workers are ever ever
46:26.88 unsure what priority should be you can
46:29.28 open up your per Matrix and see exactly
46:31.26 what you should be spending your time on
46:33.24 two everyone's understands in our line
46:35.58 of key tasks now the most fascinating
46:37.20 thing is that you may disagree and
46:39.66 that's perfectly okay but what happens
46:41.70 is if you don't have input Matrix your
46:43.92 disagreement is in the back of your head
46:45.66 or people are not talking about it and
46:47.82 that's far worse so it's better to
46:49.92 actually have all those action items
46:51.42 down in perfect Matrix have that
46:53.28 disagreement have that heated
46:54.54 conversation but then afterwards walk
46:56.88 away a line
46:59.16 if you have repetitive procedures make
47:1.86 sure that you templatize it so all you
47:4.38 have to do is save it as a template in
47:6.12 pretty Matrix and when you do the next
47:8.16 time you have that repeat of work you're
47:10.20 going to save yourself a bunch of effort
47:12.78 and I can't emphasize enough how
47:15.36 important it is to prioritize the the
47:17.88 critical emails set the due dates on
47:20.04 them and then you know if you actually
47:22.26 do uh stay on top of your pretty Matrix
47:25.92 and stay on top of project as an email
47:27.66 the most important things will won't
47:29.76 fall through the cracks
47:31.80 all right with that I wrap up my
47:33.54 presentation I'm going to go ahead and
47:35.04 open up the questions here and if
47:37.14 there's any questions I'll start
47:38.28 addressing them right now
47:41.76 um
47:42.60 so the first question is
47:46.08 um
47:46.98 the subscription options in protomatrix
47:49.50 so we actually have multiple tiers in
47:51.60 pretty Matrix for various customers now
47:53.94 you can go and you can install pretty
47:55.80 Matrix on Microsoft teams as well as
47:58.14 outlook for free so put all those
48:0.48 applications start out at free and if
48:2.70 you have less than five projects less
48:4.62 than 100 open tasks and less than five
48:6.24 collaborators you can actually use
48:7.74 What's called the free tier at pretty
48:9.30 Matrix beyond that we have several
48:11.94 options for subscription and it depends
48:14.88 on your use case but for example if you
48:17.46 use on your own then we have the pro
48:19.32 tier and then if you use it within a
48:21.96 team and you do a team within more than
48:24.00 five people and you use Microsoft teams
48:25.80 and and Outlook we actually have
48:27.48 significant discount there and then it
48:29.70 is able to purchase organizational wide
48:32.16 or department-wide licenses at
48:34.32 significant discount
48:36.12 the difference there are some
48:37.56 differences in capabilities such as the
48:39.30 workload report and the Gantt charts are
48:40.98 available in the business tier but
48:42.78 actually if you use part Matrix in a
48:44.46 team the business tier is not very
48:45.78 expensive at all you do not have to pay
48:48.12 extra to use per Matrix and teams on
48:49.98 Outlook again if you're on the free tier
48:52.08 you can actually get started on there so
48:53.94 what a lot of customers will do is
48:55.32 they'll get started on there they'll use
48:57.12 the free tier and then later on
48:58.80 afterwards they realize okay you know
49:0.42 what this is worth it to invest my time
49:2.58 because I'm actually
49:4.32 um getting value out of the system and
49:6.60 that's our goal if you don't get value
49:9.48 out of pretty Matrix because you're not
49:11.04 using it to prioritize critical tasks
49:12.96 you're not using it to communicate your
49:14.88 priorities
49:15.96 um you're not using it to delegate and
49:17.88 so forth then you won't find bad yet or
49:20.16 Matrix right but if you do those things
49:23.40 um and you're able to save time and
49:24.66 effort and identifying
49:27.60 you know the things that you shouldn't
49:29.40 drop or identifying key tasks that um
49:32.22 you almost dropped for lack of better
49:34.98 words then I think you'll see that value
49:38.28 is it possible to Auto assign team
49:40.38 members who completed a task and free to
49:42.36 take the next task as we are in customer
49:44.34 service
49:46.02 um and we have to answer emails as they
49:47.88 come in so one of the things that we can
49:49.92 do in with protomatrix is we actually
49:51.96 have Integrations with
49:54.60 um
49:55.56 see if we can pull this up here we have
49:58.32 a lot of Integrations I didn't show you
50:0.48 that today but for example we have
50:3.12 what's called connectors allowing you to
50:4.68 pulling tasks from the other sources and
50:6.54 then we have what's called Microsoft
50:8.64 power automate Integrations so with
50:11.22 party Matrix you can actually build a
50:13.38 lot of rules around
50:16.32 um your your system and so if you
50:18.54 actually using for the Matrix for your
50:20.04 business you can actually build these
50:21.84 rules allowing you to
50:23.82 create if this then that environment so
50:27.18 for example if a certain tasks get done
50:28.80 then you know assign this next task to
50:31.50 another person Etc but
50:35.34 I think the question here is how you can
50:37.80 go and
50:39.48 um move tasks between people if that's
50:42.24 the case maybe you can reach out to us
50:43.92 to our support and maybe describe your
50:46.02 use case a little bit more then we can
50:48.36 go and see if there's something that we
50:49.68 can do you know out of the box
50:52.98 so can PM project be exported and
50:55.32 archive in another format answer is yes
50:57.06 so you can actually export any of your
50:59.16 pretty Matrix into a CSV format
51:2.22 um so for example if I were to go back
51:4.02 to here I say let's say I open up a
51:5.94 project here and I have my project
51:7.38 details if you click on this top right
51:9.60 menu here you have a bunch of different
51:10.98 options for example
51:13.26 you can save this as an export as a CSV
51:16.38 again you can also import a project from
51:19.14 CSV and then of course you can save
51:21.18 project as template so that's some of
51:23.22 the other format that you have now CSV
51:24.78 is pretty standard because from that CSV
51:26.70 you can do you can manipulate it and do
51:28.26 other things with it
51:30.66 these are fantastic question
51:32.46 um are there any other questions
51:41.58 a Gantt chart can you connect from one
51:44.10 quadrant to another quadrant the answer
51:45.84 is yes so within a matrix itself you can
51:49.14 actually link all these tasks together
51:50.70 so for example I'll show you how to link
51:52.68 these tasks together imagine this task
51:54.72 here you go to resources what you do is
51:57.12 you link existing item and when you do
51:59.82 you can actually choose another item
52:1.56 here and then you can say that it's
52:4.20 related when you say a task is related
52:6.12 it just means that these two are
52:7.62 connected and it's just informational
52:9.72 right and so you say you know these two
52:11.40 might be relevant to each other but you
52:13.08 can also say block by
52:15.06 blocks
52:16.68 caused by cause and then you can see
52:19.38 that you can choose any of these tasks
52:21.18 within that Matrix itself they don't
52:23.46 have to be within a particular quadrant
52:25.32 and then you can say for example this
52:28.14 item blocks this item
52:30.24 and that's all you have to do now look
52:31.80 at the resource section here
52:33.54 um the reason you know in the resource
52:34.62 section can do so many different links
52:36.06 again SharePoint and so forth all
52:38.04 directly from here but now if you go to
52:39.48 Gantt chart
52:41.70 um you can go to Gantt chart and you can
52:43.38 see the dependencies linked between
52:45.12 these these various items as long as
52:47.10 they're within the same Matrix
52:50.34 our Gantt chart is not designed to
52:52.56 replace Microsoft projects or any of
52:55.38 those those lines uh these other more
52:57.48 advanced tools the Gantt chart is
52:59.76 intended to be again your communication
53:1.92 tool right and so you can see that I
53:4.08 don't have to go and create a Gantt
53:6.54 chart separately as long as I have
53:7.92 action items in part of Matrix with due
53:9.72 dates the Gantt chart is built
53:11.28 automatically for me and then from here
53:12.48 I can export it you know for my
53:13.98 presentation and so forth you know one
53:16.08 of the things that having worked with
53:17.40 many different project managers the
53:18.90 reality is Gantt charts are typically
53:21.12 used by project manager as a
53:23.22 communication tool and so we want to
53:25.08 make it easy for you to leverage that as
53:26.58 well
53:28.02 thank you for the feedback I appreciate
53:30.12 it
53:32.88 um are there any other questions and
53:34.50 again one of the things I want to
53:35.52 mention is reach out to me Hyatt
53:37.52 at any point in time I
53:40.26 appreciate the feedback and then as I
53:42.00 mentioned if you have a specific use
53:45.36 case you know your job function or
53:47.10 whatever you can reach out to us and we
53:49.74 can try to send you guides for those
53:52.32 specific job functions on how to use
53:54.00 producers
53:55.44 um thank you for mentioning the the ADHD
53:57.84 part actually we've Proto Matrix has
54:0.18 been quote prescribed by
54:2.70 um people for ADHD because what it does
54:4.80 is it has one central place for you to
54:7.26 track all these things just get it out
54:8.64 of your head that's the key
54:13.38 thank you all appreciate the feedback