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 (59:49.28) Stop scroll

1.68s good morning everyone uh welcome to the
3.84s introduction to part party Matrix
5.88s webinar uh my name is hiwi I'm
8.04s co-founder of affence the company behind
9.84s party
10.80s Matrix I want to let you know that in
13.16s the chat section here in the webinar uh
15.16s you're welcome to type any questions
16.68s that you may have and I'll do my best to
19.80s address them the webinar is recorded and
22.96s so we'll send our recording this
25.32s afterwards and with that I'll go ahead
27.72s and get
28.68s started so hopefully you're here today
32.04s um because you're interested in learning
33.64s how to use pry Matrix as a way to become
36.08s more effective at prioritization as well
38.72s as email management so our goals um are
42.28s pretty
44.28s simple so first of all what we'd like to
47.16s do um is help you understand the basics
50.88s of pry Matrix the software itself the
53.48s fundamentals um uh theory behind it and
57.20s then provide a framework for you to get
59.52s the most out of Freddy Matrix with the
1:1.08 least work there's always a lot of
1:3.16 capabilities and one of the things that
1:5.60 I've recognized over the years is that
1:8.08 um there are sometimes 20% of the
1:10.44 functionality that gives you 80% of the
1:12.20 value so hopefully I'll make that
1:14.04 extremely clear and with that hopefully
1:16.96 when you walk away from today's webinar
1:19.24 you'll be empowered to actually uh start
1:23.00 getting start immediately with PR Matrix
1:25.48 and actually uh have a central place to
1:28.04 prioritize all your task
1:30.56 and with that help you envision what
1:32.48 your work and life success may look like
1:34.64 with promatrix
1:37.52 implemented one of the things I like to
1:39.60 talk about at the beginning is about the
1:41.60 challenges that I've seen customers face
1:44.40 um now I bring this up from the
1:46.36 perspective of having seen uh and talked
1:49.56 to thousands of customers so we've done
1:52.60 a lot of surveys we've done a lot of
1:54.00 one-on ones we've done a lot of webinars
1:55.72 lots of
1:56.64 interactions and one of the things I see
1:58.92 recurring all the the time is that team
2:1.24 members have trouble understanding
2:2.92 what's priority right now and even
2:5.12 though patrix works as a software for
2:8.28 individuals at the end of the day what
2:10.60 we've discovered that you know the
2:12.52 individual is at the core of everything
2:14.92 but if it works well to help you
2:17.24 prioritize and understand what your
2:18.68 priorities are if you're able to go and
2:21.00 actually communicate that to the rest of
2:22.28 your team it's extremely
2:24.04 powerful but the recurring theme is that
2:28.40 more often than not um we have so many
2:31.04 areas of
2:32.20 responsibilities one of the things I've
2:34.00 discovered is that people don't just
2:36.04 have small Silo projects anymore instead
2:39.16 you're working on many many different
2:40.72 things for many different people and so
2:43.40 as you can see vast majority of people
2:46.16 struggle prioritizing tasks and then
2:48.00 keeping track on the status of those
2:49.64 tasks across all of these
2:51.96 areas and then lastly emails and
2:54.68 meetings are just causing far too much
2:56.44 context switching so ironically over the
2:58.96 last couple of years
3:0.64 you know we have the um a wide adoption
3:3.24 of all these communication software like
3:5.20 teams and so forth but at the same time
3:7.88 it did reduce the number of emails that
3:9.52 we get and so instead what you're
3:12.24 getting is you're getting now task
3:13.84 assigned to you from all over the place
3:16.20 and so um we continue to struggle with
3:19.12 understanding how all of this come
3:20.40 together and actually email
3:22.04 prioritization is one of the key reasons
3:24.04 why customer come to pry Matrix in the
3:25.60 first
3:26.92 place so what is pry Matrix it's a
3:30.24 comprehensive email priority and project
3:32.28 management software to help teams manage
3:34.56 emails conduct more efficient meeting
3:36.08 and get real-time status on critical um
3:38.40 projects and
3:39.72 priorities so how does p Matrix help
3:43.48 tackle these challenges that I mentioned
3:46.04 um there's something called the four
3:47.20 quadrant methodology which I'll go into
3:48.96 more details and patrix uses that as the
3:51.44 core fundamental behind the software to
3:54.28 help you prioritize very very
3:56.24 effectively it is not easy to prioritize
3:59.16 effectively but it makes it possible to
4:1.16 do so and then pry Matrix provide
4:4.04 additional views such as the one-on-one
4:5.72 the agenda the timeline to help you
4:8.40 understand what needs to be done within
4:9.60 the right context so as I mentioned if
4:12.76 you have many areas of responsibilities
4:14.52 and you have many people that you
4:15.64 working with then it's extremely
4:17.12 important for you understand what you
4:18.24 need to work on for someone or what you
4:20.48 need to work on for one project or what
4:22.20 do you need to work on today right those
4:24.28 are different
4:25.52 contexts and then because of all these
4:27.76 emails and meeting causing too much
4:29.16 context where patrix actually provide
4:31.28 really deep Integrations into systems
4:32.84 you already use in particular we're
4:35.56 probably the most integrated solution in
4:37.20 Microsoft teams and Outlook and not only
4:39.40 that um I mean so far but not only that
4:42.12 over the next several months we have so
4:43.64 many exciting Integrations that's coming
4:45.80 up within the Microsoft uh ecosystem for
4:48.40 Enterprise
4:49.96 customers so what makes part Matrix
4:52.28 differ it's the only project email and
4:55.00 meeting management software that's
4:56.40 Microsoft 36 security certified in our
4:59.36 web web app teams app and Outlook app
5:2.36 and more and more we're actually
5:4.00 leveraging AI to help teams and individ
5:6.24 individuals achieve their goals um it's
5:8.24 one of the areas that I'm extremely
5:9.76 excited about because there's so many
5:11.44 things that we can do for you now that I
5:14.24 didn't think was possible a year ago and
5:16.20 so what um one of the things I want to
5:18.96 bring up for the people who are
5:20.20 listening to this right now is that if
5:22.24 you have specific challenges or if you
5:24.60 have particular reasons why you want to
5:26.36 look at patrix please share that with us
5:29.04 we want to understand the challenges
5:32.40 that you face because every person is
5:34.40 unique um while your challenges are
5:36.64 similar the way that you face your
5:38.64 challenge based on your specific role
5:40.44 your specific industry your specific job
5:43.40 function it's actually very very unique
5:45.88 and um the way that we've built our
5:47.76 system we actually have ways now to
5:49.88 actually help you address each of those
5:53.20 key areas of work um using our AI
5:56.72 technology and then so we're providing
5:58.88 also what I call people Center
6:0.20 collaboration which is a very different
6:2.80 perspective than a lot of the other
6:4.56 project management software out there so
6:6.04 you probably have used you know a dozen
6:8.44 project management software where it's
6:10.84 all about projects where it's all about
6:12.64 tasks and what about getting things done
6:13.96 in timeline and so forth um actually one
6:17.28 of the things party Matrix is able to do
6:18.72 is actually flip all of that around and
6:20.72 help you understand what you need to
6:22.04 work on within the context of
6:23.84 people and then lastly um party Matrix
6:26.64 is available as a SAS uh which is the
6:28.80 standard solution which I'll show today
6:30.76 as well as our hipa compliance for
6:32.16 healthcare Life Sciences if we have pii
6:34.28 that's something that we can do uh we
6:36.12 handle there and then also as an Azure
6:38.28 government Cloud for state and local
6:39.84 government and then finally I manage
6:41.84 private Azure deployment so if you're an
6:43.88 Enterprise customer or you're looking at
6:45.56 uh deploying this more broadly feel free
6:47.80 to reach out to us at any point in time
6:49.64 and you know we'd be happy to discuss
6:51.72 options but aside from that PR Matrix is
6:54.68 one click to deploy um in our standard
6:56.96 solution across an entire tenant
7:0.80 so let's talk about the fundamentals
7:2.32 behind PR Matrix so there's um there's a
7:4.00 quote attributed to former President
7:5.44 Eisenhower what is important as seldom
7:7.36 urgent and what is urgent is sell of
7:9.04 important what I love about this quote
7:11.56 is it encapsulate this challenge that
7:14.20 all of us face so well what happens is
7:17.20 that if you take everything you have to
7:19.72 do right and then you put it in a long
7:22.40 list now I'll ask you the question is
7:24.60 that you know go down the list the first
7:26.44 item is it important yes or no is it
7:28.80 urgent yes or no and now instead of
7:32.20 actually just having one long list you
7:34.00 can actually start categorizing them
7:35.48 into these buckets of importance and
7:37.24 urgency and one of the things that we
7:39.60 discovered and this is something I face
7:42.00 uh with personally too is that there's a
7:45.24 lot of things that are important and
7:46.80 when I say important it means it helps
7:48.20 me achieve my goals whatever that may be
7:50.68 um and then there are things that are
7:51.68 Urgent which is the stuff that's coming
7:53.76 in that's that's bothering you that's
7:55.56 just uh the last email the last message
7:58.40 the last text that that you get and
8:0.80 those are the things that pulls you and
8:3.36 and grabs your attention yet at the same
8:5.96 time they're not necessarily driving you
8:7.92 towards your goal but guess what all of
8:10.24 us continuously go and check our emails
8:13.12 because that's urgent all of us check
8:15.28 our messages in teams or slack why
8:18.40 that's urgent right and if you think
8:20.40 about it when you look at those messages
8:22.16 are they actually important to your work
8:24.64 and the vast majority of the time it is
8:26.20 no and so that is why this quote is so
8:29.08 um
8:30.08 so well describes the challenges that we
8:32.92 Face even today so now when you have
8:35.40 that long list of tasks the challenge I
8:38.24 have for you then is figure out where
8:40.56 fits within this 2 by two framework so
8:43.52 the tasks that are important and Urgent
8:44.96 are the things that are in the top left
8:47.08 that's Quadrant One do now the things
8:49.60 that are important but not urgent are
8:51.36 things you should start planning for and
8:53.12 then the things that are not
8:54.80 important uh maybe you could delegate
8:57.28 and then finally the inbox instead of
8:58.92 having tracking of anything that's not
9:0.52 important not urgent you have it in the
9:2.08 inbox which just means that this is
9:3.88 where um I haven't figured out where it
9:6.48 fits within the bigger picture yet so
9:9.60 that long list of tasks that you have
9:11.76 should fit Within These 2 by two Matrix
9:14.04 and guess what you have to put them into
9:17.40 here so you have to decide on their
9:19.24 importance and urgency right now and
9:21.24 then at the same time my challenge to
9:23.04 you is you cannot have more than 25% of
9:25.56 your task in quadrant one and you cannot
9:27.76 have more than 25% of your task and
9:29.64 quadrant too so imagine if you did this
9:32.80 this exercise maybe you can do it on a
9:34.24 piece of paper even to get started then
9:36.36 walk around the office and start
9:37.80 comparing notes and this is where the
9:40.12 magic happens what happens is that all
9:44.00 of these important task and all these
9:46.64 prioritization that we're doing we do it
9:48.80 in our brain we do it in our head and we
9:51.04 rarely rarely write it down and then
9:53.56 when you actually do put it on a piece
9:55.48 of paper and it's tangible and it's
9:57.24 physical and you walk to around the
9:59.40 office and you talk to your manager you
10:2.00 talk to your direct reports you're going
10:3.68 to start finding discrepancy do you
10:6.00 think that you will walk around the
10:7.92 office and get agreement across the
10:10.24 board if the answer is yes then you're
10:12.84 you're certainly the Unicorn what we
10:14.64 find is that vast majority of the time
10:16.76 there isn't agreement and and in fact
10:19.92 what's really interesting is that
10:21.64 success from using part matrics isn't
10:24.08 about finding what everyone agree on
10:25.68 because if you do there's no problem
10:27.16 there it's about discovering
10:28.40 disagreement
10:29.96 so what that means is if you can
10:31.80 identify a
10:33.32 priority right that should something
10:35.68 that should be a priority but somebody
10:37.68 else doesn't think it is or vice versa
10:40.20 something that you think is a priority
10:42.44 but someone else doesn't realize that
10:44.28 then you can save so much time and
10:46.80 effort by actually focusing on the right
10:49.32 things and so the four quadrant
10:51.16 Eisenhower Matrix create alignment
10:52.96 because it forces you to prioritize us
10:54.56 from the beginning and again one of the
10:57.12 things I I want to emphasize um that is
10:59.40 not so obvious about pry Matrix software
11:1.88 is that at the end of the day it is a
11:3.60 communication tool it's a way to
11:6.28 communicate uh like from your brain down
11:9.44 to something that's physical and say
11:11.84 these are my priorities and then the
11:13.64 second aspect of that is now taking that
11:16.20 and then communicating to your team
11:17.64 members these are my priorities and
11:19.76 discovering that's alignment or
11:21.68 misalignment so always always keep this
11:25.24 in the back of your mind and and this is
11:27.56 one thing I can't emphasize enough which
11:29.24 I think people have a misunderstanding
11:30.64 of what patrix really is about people
11:33.00 look at patrix as a task management
11:35.44 software write down the things I have to
11:36.92 do get things done mark them as done and
11:39.40 you know say that's it i' I've done my
11:41.40 job and because of that sometimes um
11:45.00 individuals feel like this is so much
11:47.56 work why am I doing all this
11:49.12 prioritization why am I you know writing
11:51.16 all this down especially for other team
11:53.20 members I mean those there's so many of
11:55.56 you here today um who's here because you
11:58.96 you're interested in becoming more
12:1.52 effective but you're going to work with
12:3.36 other people who find that organizing
12:6.92 and writing all this down is a chore
12:8.80 right and this is where you have to
12:11.08 communicate to them that something like
12:13.28 patrix isn't about tracking task it's
12:17.28 about ensuring that you're all on the
12:19.40 same page because if we can walk away on
12:23.20 from a weekly meeting and identify the
12:26.32 the things that you shouldn't be working
12:27.68 on then just think about how much time
12:29.16 you'd get back or identifying the one
12:31.56 thing we need to work on then think
12:33.16 about how much that will further your
12:34.64 goals so I I can't emphasize that enough
12:38.16 think of patrix as a communication tool
12:40.96 so with that we're going to start U
12:43.00 getting into the product itself so I can
12:44.72 show you how to actually implement
12:46.76 this I do want to emphasize that U I
12:49.40 want to note that PR Matrix webinars are
12:51.28 recorded and we post on the
12:53.16 webinars you can go there
12:55.76 you can sign up you can um watch
12:57.60 previous webinars
12:59.52 and so let's jump into the
13:6.00 app as I mentioned uh there's a chat
13:8.56 section here so if you have any
13:9.80 questions during the webinar please feel
13:11.12 free to send me a message there and
13:12.28 again I'll try my best to address it
13:14.44 this is a great opportunity um for you
13:16.60 to bring up your questions because you
13:18.32 know I can talk about the specifics um
13:21.28 sometimes it's not um so obvious so
13:25.60 here's party Matrix and so you should
13:27.32 able to see my screen and one of the
13:29.28 things that um I have open here is the
13:31.36 web app you should notice that right in
13:33.96 the center front and center is the four
13:35.88 quadrants I have the do now the do later
13:38.48 the delegate and the inbox everything in
13:40.96 PR Matrix has to fit within these four
13:43.40 quadrants so when I want to create a
13:45.64 task I have to choose which quadrant
13:47.68 does belong in so let's start with a
13:49.60 task down here I'm going to say follow
13:51.92 up with
13:53.56 webinar participants okay so that's an
13:56.48 example of an action item that I have
13:59.56 um but one of the things I can do in PR
14:0.88 Matrix is I can also say you know do
14:3.08 tomorrow at 2m and so we use what's
14:5.80 called natural language and if it says
14:7.56 due tomorrow 2 p.m. we understand what
14:9.68 that means and so our system goes and
14:11.68 sets a due date for me automatically so
14:13.72 now when I create something um I can
14:16.44 ensure that you know party Matrix will
14:18.12 notify me and that I definitely won't
14:21.56 drop it and so that's an example of a
14:23.76 task I've just created you see how
14:25.00 simple that is when I open this task on
14:27.56 the right hand side is called the item
14:29.40 details you can look at the item details
14:31.48 as a place where you can actually add
14:32.92 additional information about the task
14:34.44 itself now as I mentioned party Matrix
14:37.28 at is a communication tool on critical
14:39.52 priorities you do not have to have all
14:42.32 the details in it right just having a
14:45.24 task name just having a due date and
14:47.48 just having the owner is usually enough
14:50.28 in terms of communicating what it is
14:52.24 that you need to work on because you
14:53.76 know if the details help you fantastic
14:55.80 if they don't help you skip it but I
14:58.00 will walk through some of the
14:59.24 capabilities and you can see which of
15:1.28 these may be useful to you as you use it
15:4.56 so here I have my project name so I can
15:6.92 go and actually change the project that
15:8.56 this task belongs in um I can actually
15:10.64 star a task so I do like starring tasks
15:13.40 when you star task in pry Matrix it
15:15.24 tells the system that hey this is an
15:16.80 important task and you can actually get
15:18.64 what's called star reports which is sent
15:21.28 to you to tell you the status on the
15:23.28 task that you have starred um and then
15:25.08 below that you have icons when you click
15:26.76 on icons you get a couple of icons to
15:28.96 choose from the whole idea here is can
15:31.12 you go and visualize um some of these
15:33.44 tasks for example maybe it's a phone
15:35.08 call maybe it's an email um maybe it's
15:37.24 related to travel
15:38.72 Etc and then below that you have the
15:41.12 owner so owner means the person who's in
15:43.72 charge of this task and that's the
15:45.76 Avatar that shows up next to the task
15:47.76 there can only be one owner of any task
15:50.60 at all um but you can have followers
15:53.24 followers are people who would get
15:55.68 updated or would get notification in
15:57.84 prom Matrix when that task is updated or
15:59.84 modified so let me give you an example
16:2.40 let's say if you're a manager and you go
16:4.48 and you create a task and you delegate
16:5.96 to one of your direct reports well then
16:8.32 in that case when you create this task
16:10.08 let's say I've created this task now I'm
16:12.00 going to assign it to somebody else so
16:13.44 you see now somebody else euga will be
16:15.28 the owner of the task but I'm a follower
16:17.48 of the task so when Eugene Eugena makes
16:19.40 an update on this task I would get
16:21.04 notified but I myself I'm not
16:23.12 responsible for it and then next to that
16:24.96 you have progress effort reminders uh
16:27.48 due dates Now do want to talk about
16:29.20 reminders and due dates because I think
16:30.76 it's actually really interesting due
16:32.56 dates is when it actually shows up in
16:34.04 your calendar but reminder is a way for
16:36.24 you to tell the system to send you a
16:38.20 notification that says hey you should
16:39.52 start working on this let me give you an
16:41.40 example let's say um I want to follow up
16:44.44 with webinar participants tomorrow at at
16:46.80 2 pm but if at at 2 pm I start working
16:49.04 on it I may not get it done on time so
16:51.68 maybe I want to go and set a reminder in
16:53.56 three hours right so I can go and I can
16:55.32 type down here remind me in three hours
16:59.40 and so what that's doing is in 3 hours
17:1.48 party Matrix will send me a
17:2.88 notifications it'll pop up here in that
17:5.04 home view um telling me that hey you
17:7.08 should get started on this task this is
17:9.28 really really useful in fact I use
17:11.08 reminders and due dates every single day
17:14.64 um for a variety of reasons for example
17:16.28 I want to follow up with a customer in a
17:18.08 year then I would set a due date a year
17:20.32 from now but if I um I but what I want
17:23.60 to do is I actually want to set a
17:24.80 reminder in 11 months so then it
17:27.08 actually becomes top of mind so I can
17:28.88 actually start looking it looking at it
17:30.44 and actually get started on it one of
17:32.12 the things you can do with reminder to
17:33.36 you is set recurring reminders you can
17:35.04 say Remind me daily remind me weekly um
17:38.60 or you can say remind everybody and
17:41.28 that's a way to actually surface up
17:43.68 things that are extremely important um
17:45.72 in terms of capabilities and Prometrics
17:47.56 I would say that the reminders and the
17:49.16 due dates are actually some of the core
17:51.20 functionality that you should always
17:52.76 always be using and as I mentioned
17:55.08 earlier when you think about context
17:57.72 what are the different contexts the
17:59.52 context of priority right is something
18:2.32 important or not the context of time is
18:5.00 something that's due today or do next
18:7.08 week Etc um and then the context of
18:9.40 people is it something that I have to do
18:11.12 or someone else has to do so that is why
18:13.96 I emphasize the the dates again because
18:15.96 that gives you the context of time so if
18:17.96 you actually put dates and so forth PR
18:20.16 Matrix can actually generate agenda
18:21.88 workload reports and all those things
18:23.40 for you as we go down further there's a
18:26.48 chat section so in the chat here
18:28.92 um you can see that when I created this
18:30.60 task it has a record of everything
18:32.08 that's changing I can actually type a
18:33.96 message in here U one of the areas you
18:36.20 can use a chat for is actually to
18:37.60 communicate with your team members on
18:39.12 the status of task let me give you an
18:41.36 example let's say um you assign a task
18:44.68 to your your colleague and then your
18:46.92 colleague wants to ask some follow-up
18:48.92 questions now there's a couple ways that
18:51.20 can happen your colleague can go and
18:52.72 give you a phone call and then you can
18:54.20 talk about it your colleague can go and
18:55.80 send you a message in Microsoft teams
18:57.60 you can talk about it your colleag can
18:59.28 send you an email but here's the problem
19:1.64 which is imagine if you did all those
19:3.24 things then 3 months later you want to
19:5.40 go back and say by the way we were
19:6.96 talking about tasks XYZ um do you
19:9.68 remember what we talked about right how
19:11.44 how often has that happened to you um
19:13.44 and so to me it's the biggest challenges
19:17.44 that um I've seen with with task and
19:20.36 discussions and so forth especially when
19:21.80 it comes to delegation is that with if
19:24.36 you have all these conversation in so
19:26.04 many different places you start losing
19:27.92 track
19:28.76 of of all that communication so the way
19:31.76 patrix works is it brings it all
19:33.60 together within the context of only this
19:35.68 task so when you talk to each other
19:37.48 instead of opening teams or Outlook you
19:39.40 can actually just respond directly from
19:41.08 here and so um you and your colleagues
19:43.12 can have that whole record of
19:44.80 conversation you can come back three
19:46.56 months later and look at it and know
19:48.56 exactly what decisions were made
19:50.84 additionally what's really interesting
19:52.16 about this is that if you have a new
19:54.08 team member who's supposed to take over
19:56.12 the task they can also go in here and
19:58.24 and review the full history of
19:59.96 everything that's um that's been decided
20:2.60 all the decisions all the due date sets
20:4.56 and so on and so on it is so powerful
20:7.84 and we actually have customers that
20:9.72 actually go and would print or um or
20:12.04 save these these chats as part of a
20:14.80 record um so then you know they know you
20:17.28 know why decisions were made and it you
20:19.80 can keep it for years making a a central
20:22.52 place to be really good at um tracking
20:25.40 all these progress and so forth again
20:27.84 when you have new team members that
20:29.36 that's brought on they can get full
20:30.64 contacts and then not only that when
20:32.56 certain team members leave you can still
20:34.96 see the conversation in the in the
20:36.72 history and so um if even if you don't
20:38.96 have access to their emails right you
20:40.80 can still see why you know they they did
20:43.56 what they did and then you have the note
20:46.00 section the note section is not intended
20:47.96 to be you know a rich text and so forth
20:51.04 that's something that you can use in
20:52.28 Microsoft Word or Google Docs or
20:54.20 whatever um look at the note section as
20:56.04 just a way for you to expand some
20:57.56 information around the the task but you
20:59.08 can also add subtask here so for example
21:1.40 I can do subtask one subtask 2 and so
21:5.00 forth and so then as I Mark the subtask
21:6.96 that's done the system will update that
21:8.92 for me and then lastly you have the
21:11.32 resource section so resource is where
21:13.16 you can attach all sorts of stuff to
21:15.12 this action item that includes files
21:17.44 such as presentations or PDF or um Word
21:22.32 documents Etc um you can actually attach
21:24.72 them as actual documents or you can
21:27.00 actually link to your SharePoint uh you
21:29.32 can link to your one drive you can link
21:31.00 to your Google Docs all of that together
21:33.24 in one central place so then again when
21:35.00 someone takes over this task they can
21:36.72 look at it and actually see um exactly
21:39.16 everything that they need to actually
21:40.32 work on it one thing that's really neat
21:42.52 is that we also let you attach emails
21:45.00 into pry Matrix itself so let me give
21:47.80 you a use case imagine if a client an
21:50.04 external client sent you an email and
21:51.76 said hey you know could you do XYZ for
21:54.00 me well you convert that email into a
21:56.08 task and guess what you can actually
21:57.80 have that that email in the task itself
21:59.96 so when you attach when you assign this
22:1.64 to another team member they can actually
22:3.76 open that email inside PR Matrix take a
22:6.28 look at it respond to the email or have
22:9.00 a discussion around it inside for Matrix
22:10.92 so that the customer doesn't see
22:12.20 everything that you talk about and then
22:14.12 later when that customer sends a
22:15.76 follow-up email you can actually attach
22:17.88 additional emails to the same task and
22:19.80 you have one central place to keep
22:21.16 contexts of everything related to that
22:23.44 action item so that's what the resource
22:26.08 section is and everything in parametric
22:28.44 has a link so what that means is you can
22:29.96 actually also link promatrix action
22:32.20 items together and so then that's how
22:34.04 you can build Gant charts and
22:35.28 dependencies um all in one central place
22:38.92 so that's a lot of details around the
22:40.88 task now there's so much more that you
22:42.32 can explore if you go up here you can
22:43.92 actually um see everything from Version
22:46.88 Control and and so forth but I won't go
22:49.84 into details just to Circle back around
22:53.80 the petrix task itself these are the
22:56.44 things that I want to emphasize as being
22:57.76 the most valuable for you the task name
23:0.44 of course due dates reminders owners so
23:4.88 if you do that for every single one of
23:7.12 your tasks and you actually um assign it
23:9.60 to the you know to right quadrants and
23:11.28 you're sending all those um metadata and
23:13.28 so forth that's good enough right that's
23:15.24 20% of the functionality that'll give
23:16.80 you 80% of the
23:18.36 value so let's step back a little bit
23:21.04 and talk about the bigger picture here
23:23.24 as you can see on the left hand side is
23:25.24 actually my list of projects um in my
23:27.36 real I have something like 300 projects
23:30.16 or so so it's a lot of projects but
23:32.44 promatrix does a very very good job of
23:35.00 actually helping you organized
23:36.76 regardless of the number of projects
23:38.12 because I can actually filter all my
23:40.32 information regardless of what project
23:42.08 it's in but this list of project is
23:44.36 always accessible to me and
23:47.08 likewise tasks have star tasks but
23:49.64 projects have stars themselves so when I
23:52.32 choose a project here you see that when
23:54.56 I select the project first actually the
23:57.16 right hand side changes to What's called
23:59.00 the project details so just like the
24:1.12 item details the project details let me
24:2.96 customize the project so down here I can
24:5.36 start the project I can change the
24:7.04 project name um and then I can associate
24:9.48 with User Group you can think of user
24:10.76 group as like department so marketing
24:12.84 teams or um engineering teams Etc they
24:15.68 can actually go and create those user
24:17.08 group and then if you're part of a user
24:18.72 group you get access to all those
24:20.80 projects and then when you get um
24:22.52 removed from the user group you lose
24:23.92 access to those projects otherwise you
24:25.80 can actually manage the team members
24:27.28 manually so here for example in this
24:29.52 particular project I have two people but
24:31.44 if I want I can invite additional people
24:33.56 when someone's invited to a project and
24:35.80 they accept it they have full access to
24:37.56 everything inside the project and then
24:40.04 below that you have the quadrant names
24:42.48 that each of these can be customized so
24:44.16 right here you see how I do now do later
24:46.80 delegate um inbox that's exactly what I
24:49.20 showed in the presentation with the our
24:51.04 approach of the isenhower Matrix but
24:52.92 what happens is that as you use prod
24:54.64 Matrix more and more one of the things
24:56.52 you'll find is that some sometimes you
24:58.76 actually want to change some of these
25:0.16 terminologies so it better um reflects
25:2.96 the the way you use promatrix at your
25:6.00 organization um so we've seen people uh
25:9.20 create actually internal documents um
25:11.88 for best practices at their own
25:13.48 organization on how to use these
25:14.84 quadrant names in fact we actually have
25:17.68 several hundred um different quadrant
25:21.20 names that you can use with different
25:23.36 matrices uh that and explanation of how
25:26.04 to use those different approaches
25:28.20 so that is where I want to Circle back
25:29.88 to saying if you're facing specific
25:32.28 challenges reach out to us around what
25:35.00 it is that you're trying to do with your
25:37.12 job function your job title and and uh
25:40.28 what you want to tackle and we can
25:41.72 actually provide you the information
25:43.56 that you need to actually use the
25:46.04 customizable uh information inside for
25:48.04 the Matrix and you can actually change
25:50.24 the quadrant colors as well you click on
25:51.92 each of these you can actually change
25:52.88 your quadrant colors you can see in my
25:54.52 list of project I have actually uh
25:56.40 multiple quadrant colors and you can
25:58.08 choose different themes the idea behind
26:0.04 the quadrant colors is just a way to
26:2.08 easily um visually uh organize the quad
26:5.84 the project that you have right so maybe
26:7.64 all the orange projects mean something
26:9.80 all the green mean something so that's
26:11.96 again that's up to you not important
26:14.36 from day one but as you use prot Matrix
26:16.68 more and more when you go from one
26:18.48 project to five project to 50 project to
26:20.92 300 projects like me those other things
26:23.80 will actually become more
26:25.24 useful one of the things I want to
26:27.08 mention around the project uh themselves
26:29.92 is that what's really NE about patrix is
26:31.92 the ability to create templates so let's
26:35.96 just give you let me give you an example
26:37.96 let's say you go in and you create a
26:39.92 project and this project maybe we'll
26:42.12 call it employee on boarding and you've
26:44.32 created 30 different tasks that to
26:46.36 onboard an employee you know these are
26:48.28 the things you got to do day one these
26:49.48 are the things you got to do day day
26:50.92 seven um day 30 Etc and you create that
26:54.32 task and you set the due dat with party
26:56.12 Matrix you can actually go up here and
26:57.68 save that project as a template what's
26:59.72 neat about the template is that when you
27:1.04 have the next employee you can actually
27:2.84 just launch that template and say the
27:4.60 employee start date and then all the
27:6.36 tasks are created all the due dates are
27:7.92 created for you similarly if you're a
27:10.28 consulting firm and you work with a
27:12.24 client you need to onboard the client
27:13.84 you have that series of tasks you have
27:15.04 to do for them you just have to create
27:16.88 the task one time in py Matrix um as
27:19.56 part of your template save it as a
27:21.32 template now when you have a new client
27:23.20 you can just launch it and say this
27:24.56 client starts on November 1st and PR
27:26.80 Matrix will create all those tasks for
27:28.20 you um it's a really neat way to save
27:31.20 you time down the
27:32.76 road so let's talk about how to create
27:36.16 projects themselves so you see how I
27:38.04 list of project here when I go to the
27:39.68 left menu I can actually click on
27:41.48 project and if I click on show all
27:43.16 project it shows all my projects here
27:45.44 and then I can choose add project when I
27:48.28 click on ad project I get a couple of
27:49.76 choices first I have the ability to
27:51.84 create a blank project what does a blank
27:53.80 project mean well a blank project is
27:55.76 where I can write the name of the
27:57.32 project project I can choose the user
27:59.00 group I can choose um the basic per
28:1.56 Matrix which is the do now do later and
28:3.84 then I can choose the quadrant color
28:5.28 right that's very very basic and then I
28:7.36 start with a blank slate but what I can
28:9.96 also do instead is actually I can choose
28:12.52 from what's called public templates
28:14.36 public templates are some of the
28:15.76 templates that we've created that you
28:17.36 can use uh within your organization for
28:20.68 for free you just go and just choose one
28:22.40 of these for example 30 60 90day plan
28:25.24 for manager imagine if your manager
28:27.60 every quarter you can launch one of
28:28.96 these templates to plan out your quarter
28:31.04 um or you can choose my templates and
28:33.28 this is the uh when I to mentioned to
28:35.68 you how you can actually save your
28:37.76 templates that's what my template is
28:40.24 when you have saved templates it shows
28:41.68 up here and now when you launch a
28:43.12 project you can choose from one of these
28:44.72 uh save templates instead and then
28:47.28 lastly you have what's called create
28:48.52 with AI and this is one where uh we take
28:51.68 your goals whatever goals that may be
28:53.96 let's just say you know you want to um
28:56.96 improve your uh operation process this
29:1.00 particular quarter or you want to grow
29:3.32 your marketing or you want to um improve
29:6.04 your customer onboarding you would type
29:8.12 that goal here and then click proceed
29:10.12 and then prod Matrix will actually go
29:11.92 and generate a series of tasks for you
29:14.28 um based on you know some of the stuff
29:16.04 that we have and help you actually
29:18.36 achieve those goals so that's how you
29:20.60 create a project and put Matrix now you
29:22.52 can go and actually create a lot of
29:25.36 different projects for a lot of
29:26.84 different purpose and there's several
29:28.56 types of project something called um a
29:31.08 transient project a transient project is
29:33.16 one where you have a start date and an
29:34.56 end date right for example let's just
29:37.64 say again that employee onboarding
29:39.32 process you have the start date which is
29:41.12 today and the end date is maybe three
29:42.84 months so after that that project is
29:44.48 done you can archive that project and
29:46.36 then you have a type of project called a
29:47.88 persistent project which is one where
29:51.36 maybe for example at our our our company
29:54.24 we actually have a project for every
29:55.56 single one of our apps so our web app
29:57.64 teams app Outlook apps it it doesn't
29:59.32 have a start date and it doesn't have an
30:0.44 end date it goes on forever and the
30:2.60 project keeps on building up and we have
30:4.28 more and more tasks and so forth and so
30:6.44 when you use party Matrix it actually
30:8.44 you know when you create project it
30:9.68 doesn't matter if it's transient or
30:12.12 persistent that's just something for you
30:13.52 to think about when you're creating your
30:15.12 project don't worry about creating a lot
30:16.68 of projects in PR Matrix the system is
30:18.56 designed to handle um hundreds of
30:20.72 projects thousands of projects without
30:22.44 any problems whatsoever so use the
30:24.44 project as just a way for you to
30:25.72 organize your information in a way that
30:27.84 makes sense to
30:29.08 you so that's how you create projects so
30:31.52 now let's actually shift gear a little
30:33.20 bit and talk about email management um
30:35.52 because again as I mentioned email
30:37.56 prioritization is one of the reason why
30:39.48 customer comes to party Matrix so here I
30:41.68 have
30:42.48 Outlook um one of the things I want to
30:44.28 show you is that when you have um
30:46.92 outlook here I have outlook for web but
30:49.44 U pry Matrix for Outlook works on mobile
30:52.04 on web as well as desktop for Windows
30:54.16 and for Mac so it doesn't matter you
30:56.28 know which Outlook you use as long as
30:57.64 it's Outlook 365 you can install our
30:59.48 extension so to install our extension
31:1.60 you click on this apps here you search
31:4.04 for promatrix if you don't have it
31:5.48 installed yet so you can search for add
31:7.32 apps here um and then if you do have it
31:10.60 installed then it shows up here from
31:12.08 your list of application now one of the
31:13.92 things you'll see is we actually have
31:15.32 three different apps in Outlook as well
31:17.04 as inside teams the blue one is the
31:19.32 standard app and then the green one is
31:20.92 the Hippa app and then the orange one's
31:22.40 the government so of course if you're
31:23.92 using promatrix and you install um using
31:27.52 the Standard Version and then you
31:29.04 install the the Hippa version for
31:30.56 Outlook of course those things won't
31:31.84 work together because they're on
31:32.84 completely different data center so it's
31:34.56 just something I want to bring up but if
31:36.36 your organization used the hipop version
31:38.00 for example then make sure you install
31:39.40 the hiub version of PX right so I go
31:42.32 ahead and click on the blue one which is
31:43.96 our standard application so you see how
31:46.04 from this email when I click on that I
31:48.32 get two choices right away um the first
31:50.52 is open patrix and the second is
31:52.40 prioritizing email so let's just say I
31:54.64 get an email from a customer I want to
31:56.48 prioritize it I click prioritize email
31:59.56 part Matrix will open this panel on the
32:1.68 right hand side and guess what it takes
32:4.96 the um the subject of the email put it
32:7.56 here as an item name I can change this
32:9.48 as needed I can choose what project it
32:11.72 goes in um for example I can go and
32:14.36 choose that
32:16.52 um
32:19.44 uh a project here and then I can go and
32:22.28 I can choose what quadrant it goes in I
32:24.40 can choose the person who should be
32:26.28 responsible for it I can change the due
32:28.28 date and then I can actually click
32:30.84 capture email and one thing you notice
32:33.04 is actually our system has a way to
32:34.92 detect whether or not this email is
32:36.92 already converted to a task as well this
32:39.08 is extremely helpful because let's just
32:41.28 say you know if you have multiple people
32:42.88 who got CC on an email and then one of
32:45.68 them convert email to a task where
32:47.16 patrix recognizes that and then tries to
32:49.56 help you avoid duplicates but in this
32:51.56 case I'm going to ignore it I'm going to
32:52.76 click capture email so what that's done
32:55.84 is actually it turn this email email to
32:57.52 a task and so now my right hand side
33:0.16 becomes an item details just like what
33:1.96 you saw in the in the web app so again I
33:5.12 have the task name I have the project it
33:6.92 belongs in I can start it I can choose
33:9.56 the owner you see how I assign this
33:11.48 email to somebody else but I'm at as a
33:13.44 follower so then when Remy makes a um
33:16.08 progress on it I I would get notified
33:18.00 and say Hey you know Remy Martin that's
33:19.84 done or made it 50% progress or assign
33:22.96 it back to me Etc and then down here I
33:25.24 have all these other information the
33:26.72 only difference is in the resource
33:28.56 section you see that the email has been
33:30.28 attached and so now when Remy opens this
33:32.96 task inside party Matrix he can go to
33:34.48 the resource section and actually see
33:36.32 exactly the email that I've I've
33:38.40 delegated to him the other thing you can
33:41.24 do with patrix is go back to the same
33:43.36 view and when you click on here you can
33:45.40 choose to open the petrix um panel
33:48.24 instead what this allows you to do is
33:50.56 actually you can actually search for an
33:52.64 existing task in PR Matrix and attach
33:54.76 the email to the task itself this is
33:58.52 actually pretty useful again if you have
34:0.44 an email but it's really a followup to
34:2.76 an action item that you already have you
34:4.56 don't want to go and create another task
34:6.40 instead you can attach that email to an
34:8.52 existing task and as far as I'm aware
34:10.76 we're the only software application that
34:12.64 lets you not just prioritize and
34:14.76 delegate the email but also attach it to
34:17.36 existing task directly inside Outlook
34:19.96 making organization so much
34:22.16 easier so that's how email attachment
34:24.84 and email delegation Works um one thing
34:27.32 that's that's really neat about it is
34:29.12 that it works really well here on the
34:31.00 right hand side and you can actually pin
34:32.60 pry Matrix so then as you're browsing
34:34.52 through the emails it actually just
34:36.16 stays open and allows you to convert any
34:38.04 email into a
34:39.40 task so now I'm going to actually shift
34:41.52 gear over to the teams application now
34:44.36 you know using teams and Outlook is not
34:47.24 a requirement for using promatrix as I
34:49.32 showed you promatrix works just on the
34:51.52 web app we have mobile app um desktop
34:54.24 app Etc so you don't actually need teams
34:55.92 or Outlook but but if you do use teams
34:58.84 you definitely need to install our
35:0.16 Outlook or teams Integrations because it
35:2.28 actually is probably the most integrated
35:3.64 solution for teams so to install the
35:5.88 teams app you click on apps here search
35:8.24 for promatrix and then once you install
35:10.80 promatrix you can actually right click
35:12.76 on this and pin it so you see how I can
35:16.08 open promatrix inside the teams app and
35:18.36 looks almost exactly identical to the
35:21.32 web app so the in terms of interface and
35:23.52 interaction and so forth it's very very
35:25.44 similar the only difference is that the
35:27.92 menu is is hidden up here in the
35:30.32 hamburger menu that's pretty much it in
35:32.20 terms of the promatrix apps inside teams
35:34.92 um but inside teams too you can actually
35:36.80 see the home View and again one of the
35:38.76 things I want to emphasize about the
35:39.80 home view that's where you start your
35:41.68 day so for me personally I always start
35:43.72 putting Matrix on the home view it shows
35:45.60 me alerts which means these are tasks
35:47.40 that required my attention the kind of
35:49.36 things that pops on your alerts task
35:51.16 that's been assigned to you so let's say
35:52.84 overnight somebody assigned you a task
35:54.84 um or a task that you follow that's been
35:56.80 updated that'll show up here too or a
35:59.16 task that you have a due date um and so
36:1.60 now it's it's due so therefore it pops
36:3.40 up or a task that you've set reminders
36:5.52 so for example I have tasks where I set
36:8.32 daily and weekly reminders even if I
36:10.92 clear them every single day they'll p
36:12.76 pop back up and it's it's great for me
36:15.16 because it ensures that the important
36:17.96 task come up to my attention right
36:21.88 earlier when I showed you how you know I
36:24.52 mean talked about the the conflict of
36:26.76 importance and urgency what happens is
36:29.08 that usually the Urgent stuff are not
36:30.80 the important stuff but by using
36:32.76 reminders um you can actually make sure
36:35.84 that the important stuff come back so
36:38.32 that it's top of mind and that's why the
36:41.24 reminder functionality is so important
36:43.76 um so I always have alerts here that I
36:45.96 go through and then once I'm when I'm
36:48.20 ready and I don't want to view anymore
36:49.84 or I can go clear it I can clear all
36:52.40 notifications so that's the home view so
36:54.56 now let me show you some functionality
36:56.00 that's really unique inside teams um so
36:59.92 if you go to a chat section with
37:1.44 somebody so let's just imagine again if
37:3.72 you use teams and you have your
37:5.20 co-workers that you talk with all the
37:6.72 time and then one of the things you want
37:8.04 to talk about is like hey what are those
37:9.40 tasks that we were going to work on or
37:11.32 what were those things that I assign to
37:12.88 you Etc so patrix has something called
37:15.16 the oneon-one so you see I have a tab
37:17.44 here called PM oneon-one when I open
37:19.84 this I can choose select the person um
37:23.28 and so here for example let's say I'm
37:25.68 going to go ahead and
37:27.32 choose
37:30.72 um eugia right here so she selected oops
37:34.20 there you go it's
37:36.32 refreshing it's taking some time to load
37:38.80 okay there you go so Eugenia selected
37:41.00 right here so I'm in the one-on-one with
37:42.40 eugia and what it's doing is it's
37:44.60 actually showing me all the tasks I have
37:47.20 in common with her this is a people
37:50.36 Centric view that is so valuable when
37:53.88 you're in a meeting with with your
37:55.68 manager or with your direct reports or
37:57.60 you in a team meeting Etc because
37:59.84 instead of having to go to patrix click
38:2.56 on each project and then find out the
38:4.56 task that you have in common that you
38:5.80 need to talk about pry Matrix actually
38:7.92 flips all of that around Aggregates all
38:10.48 the things you have to do across all of
38:12.12 your pry Matrix and put it into one
38:14.12 central place and so from here you can
38:16.64 actually discuss every single task that
38:18.92 you need to um every single task that
38:21.92 you need to um be concerned about and
38:24.88 what's really neat is when you have
38:26.60 you're meeting with your manager you can
38:28.80 actually jump right into the progress
38:31.64 update and say by the way these are the
38:33.36 tasks that I have these are the things
38:34.72 I'm working on um these are the things
38:36.32 that to overdue these are the things
38:37.72 that's coming up you know do I need do
38:40.00 we need to rep prioritize this do we
38:41.72 need to actually change the due date Etc
38:44.20 and then the other neat thing is you can
38:45.72 actually add share task directly from
38:47.72 here so what is a share task a share
38:49.68 task is a task but the only difference
38:52.08 is when you create a share task it
38:53.60 automatically assigns it to the other
38:55.12 person and adds you as a follower so if
38:57.20 you're a manager and you want to
38:58.48 delegate it delegate a task to your
39:0.60 colleague as you're talking about this
39:2.44 you can click on ADD share task just
39:4.32 type whatever you want do tomorrow do
39:6.72 next week Etc do in five days and pry
39:9.16 Matrix will automatically create that
39:10.80 task you can choose what project it goes
39:12.68 in and then ensures that later on when
39:16.00 your coworker marks that Tas that's done
39:18.20 or makes uh updates you actually
39:20.80 notified so the one-on-one capability is
39:23.24 really really neat now to add the
39:24.84 one-on-one you simply click on the tab
39:27.00 the plus here choose party Matrix and
39:29.80 then choose the one-on-one tab when you
39:31.88 use teams add this tab to every single
39:34.96 person that you work with um and and
39:37.32 hopefully you know you're bringing the
39:38.60 whole team the whole organization onto
39:40.40 pry Matrix and so it it's not just you
39:43.16 but when you have them all in pry Matrix
39:45.00 and the whole organization in pry Matrix
39:46.84 you can see how the one-on-one can have
39:48.52 one central place for you to see
39:50.44 everything that you need to work
39:52.28 on now let's go back to the chat section
39:54.80 directly that you have with somebody one
39:56.52 of the cool thing with promatrix is the
39:58.88 ability to convert any conversation into
40:1.00 a task two so when you and your manager
40:3.16 are talking to each other you can
40:4.60 actually um and let's say you know this
40:6.44 literally happens to me all the time
40:7.68 which is I would talk to a colleague and
40:9.40 he would say oh hey could you do XYZ so
40:12.40 what I do I can actually don't have to
40:14.16 go into promatrix I can actually just
40:15.60 hover over this ellipses and choose to
40:18.16 create a task from promatrix directly
40:20.16 from any conversation that I have one
40:23.08 thing that's really um powerful about
40:25.04 this is that it actually links back to
40:27.44 that conversation as well so let me give
40:30.24 you a use case let's just imagine if you
40:32.40 and your manager are talking about a
40:34.24 bunch of uh different tasks and then
40:36.32 deciding that okay maybe we should do
40:38.40 XYZ when you convert that task into uh
40:42.16 when you convert that conversation into
40:43.60 a task and PR Matrix and later on you
40:46.00 want to go back and and review the
40:47.48 context inside teams we actually link
40:49.96 back to that moment in time when you
40:51.32 have the conversation so you can open
40:52.96 this teams message and it it brings you
40:55.52 back to when you guys has discussed that
40:57.48 task and then of course down here um you
41:0.24 can actually open up patrix and also
41:2.64 send patrix task directly inside a teams
41:5.32 conversation the use case there is let's
41:7.92 just say if um you know you assign a
41:10.20 task to a coworker but they didn't see
41:12.60 it they they didn't see the part Matrix
41:14.28 they didn't respond you can actually go
41:16.12 into teams and send them that task
41:18.56 itself um inside teams and so then you
41:21.00 can ensure that they actually see it
41:24.32 there's several other functionalities
41:26.32 inside teams that I won't go into
41:27.76 details um but if you find it useful you
41:30.08 can actually start exploring later on
41:32.08 which is one the ability to add patrix
41:35.04 tab into your meetings itself which
41:37.28 means it allows you to have um to
41:40.64 actually have the pr Matrix pull up
41:42.76 agenda items for your co-workers and
41:45.04 then you can actually create tasks from
41:47.08 teams meeting uh the other thing is we
41:49.16 actually have Integrations with workflow
41:51.16 so if you go back to apps here and you
41:53.20 go search for promatrix um one of the
41:56.08 things things you'll see is that we also
41:57.64 have not just apps but also workflows
42:0.44 and so here under the workflow section
42:2.36 you can see that you can create all
42:3.64 sorts of automation such as you know
42:6.24 integrating Microsoft forms with PR
42:8.08 Matrix so then when someone submit a
42:10.08 form um it actually can create a task in
42:12.40 PR Matrix Etc so there's a lot of
42:14.52 functionality that PR Matrix has in
42:16.28 terms of our Integrations Beyond teams
42:18.88 into the power apps and so forth and
42:21.84 then speaking of Integrations one of the
42:23.36 things that you can do is you can
42:24.36 actually connect P Matrix to multiple
42:26.72 other um systems that you use in
42:29.04 particular you know if you use planner
42:31.24 or to-do or Azure devops Etc um you can
42:34.36 actually go into our connectors and
42:36.16 synchronize P Matrix to those other
42:38.12 tools now why do you want to do that
42:41.00 usually you know my recommendation is
42:43.20 you you should use PR Matrix as the
42:45.24 central place for all your priorities so
42:47.32 if you're managing priorities you should
42:48.96 just have PR Matrix track all those
42:50.80 tasks and then invite team members there
42:52.80 but sometimes people have Legacy um
42:55.32 Legacy task Legacy projects and so forth
42:57.40 and so that's one way to pull in those
42:59.36 things for example you have a bunch of
43:0.68 planner stuff you might want to pull
43:2.28 that in but then afterwards um hopefully
43:5.44 you're migrating to per Matrix as that
43:7.08 central place to prioritize all that
43:9.04 work and then per Matrix also has
43:11.20 Integrations with Microsoft Edge Chrome
43:14.12 Gmail and so forth all of which is
43:16.56 intended again to help you bring
43:19.08 everything into one central place for
43:21.56 prioritization you do not have to use
43:23.92 any of those functionality in terms of
43:26.24 of um if you want to get the most value
43:28.08 out of PR Matrix with the least amount
43:29.36 of work okay let's start wrapping up I'm
43:32.08 going to go back to produ Matrix here
43:34.00 and I'm going to show you again the
43:35.56 project and I'm going to talk about what
43:37.68 are the capabilities that you should use
43:39.52 today and then you know in order to get
43:41.96 the most other PR Matrix first you
43:44.64 should go and create a couple of
43:45.96 projects definitely create a project for
43:48.00 your personal priorities create a
43:49.64 project for your team priorities and
43:51.24 create a project for some sort of
43:52.80 initiative that you're working on right
43:54.40 so make sure you have a couple of
43:55.40 projects in place the reason you want to
43:57.20 do that is then you want to ensure that
43:59.28 you're actually working on things that
44:1.04 are actually important to you I don't
44:3.36 recommend part Matrix as your shopping
44:5.84 list I don't recommend pry Matrix as as
44:9.36 you know things to track really really
44:11.20 simple things not that because you can't
44:13.52 do it but because it may or may not um
44:17.16 actually help you further your goals
44:18.96 just think again a PR matri as a way to
44:21.68 ensure that you're working on the most
44:23.32 important things right and so if that's
44:26.28 the case and if creating a task um a
44:29.08 simple task is going to get in your way
44:31.48 then don't do that instead just making
44:33.72 sure that you're working on the key
44:35.76 things towards achieving your quarterly
44:37.48 goals or annual goals or whatever is
44:39.56 actually a lot more
44:40.80 valuable and then again when you have
44:43.28 the task you can customize the quadrant
44:46.04 to your liking but make sure that you
44:48.40 prioritize the task in the right
44:50.00 quadrant and again no more than 25% of
44:52.56 your task should be in quadrant one no
44:54.16 more than 25% of your task should be in
44:55.72 quadrant to right and then get them done
44:58.36 and then when you finish them mark them
45:0.08 as done um and then for every single
45:2.20 task set due dates set reminders and
45:4.88 assign it to the appropriate person and
45:6.40 that's if you do that with prri then
45:8.60 you'll find that um you've those are the
45:11.32 capabilities that give you the the most
45:13.00 bang for the
45:14.04 buck the other uh best practice that
45:17.04 I've seen some customers do extremely
45:18.72 well is projecting party Matrix onto the
45:21.68 big screen so let's just say if you have
45:24.04 a team meeting right and you're sitting
45:25.96 in the conference room guess what just
45:27.84 plug P plug your computer in Project P
45:30.60 Matrix onto the big screen show the
45:32.84 priorities for the the projects that you
45:34.68 talking about and walk through that list
45:37.08 what happens is that you know people go
45:38.68 into a team meeting they're talking
45:40.28 about a bunch of different things but
45:42.64 sometimes you're focusing on tasks that
45:44.52 is in quadrant three or quadrant two and
45:46.60 you're not focusing on quadrant one
45:48.52 right and so in that case having prod
45:50.48 Matrix on the big screen allows you to
45:52.64 hone in on the critical priorities
45:55.32 immediately
45:56.52 and then if you have disagreement on
45:59.28 what should be in Quadrant One versus
46:0.80 quadrant 2 that's when you can talk
46:2.64 about it and so you can see how you can
46:4.64 actually have really fruitful
46:5.96 conversation from the get-go um by
46:8.64 ensuring that everyone's on the same
46:10.04 page that's a fantastic best practice I
46:12.88 think you'll find a lot of success if
46:14.96 that's what you um you're able to do
46:17.60 with your team members just sharing the
46:19.52 screen and and having everyone look at
46:21.96 it and here's the here's the deal which
46:23.64 is it doesn't mean everyone will agree
46:26.28 but if there's disagreement you work on
46:28.68 it and but then when you walk away from
46:30.48 that meeting everyone should be on the
46:31.96 same page and if you do that your whole
46:34.32 organization will be aligned real
46:36.72 quick okay I'm going to jump back to the
46:38.88 presentation
46:42.60 here so now it's up to you right if you
46:46.12 use Microsoft teams and Outlook
46:48.00 definitely install our applications for
46:49.36 Outlook um if you just want to use the
46:51.52 pry Matrix in the web app go to our
46:53.04 website click on web app and you can use
46:54.64 our web app that's the application that
46:56.60 we generally recommend these days um
46:58.60 because our web app is the the
47:0.00 application that actually progresses the
47:2.32 most and we also always um improve it um
47:5.60 again create at least three projects
47:7.28 your personal priorities your share team
47:8.88 priorities and key initiative I want you
47:11.08 to walk away you know understanding that
47:15.00 party Matrix should help
47:17.24 you become more effective at
47:19.80 prioritization and so if that's the case
47:22.08 you have to put in your priorities if
47:23.92 you don't put in your priorities then
47:25.40 you won't be able to go and ensure that
47:27.68 you're working on the right things so
47:29.32 don't forget that pry Matrix is a
47:30.72 communication tool for that reason and
47:32.40 so even if you're not communicating your
47:34.16 priorities to others you're at least
47:36.32 putting it down so then you yourself
47:38.84 know what your priorities are so then
47:40.44 when you start your day if you're not
47:41.96 working on the quadrant one and quadrant
47:43.56 two then catch yourself doing that right
47:46.00 and fix it um invite the appropriate
47:48.28 team members and Pitch to them on why
47:50.48 it's important to focus on high impact
47:51.96 task and if you really want to use prod
47:54.36 Matrix in a team this is is so critical
47:56.80 uh because again other people may not be
47:59.68 aligned with you uh on the things that
48:2.48 you need to be working on but that's the
48:4.28 goal with party Matrix is to put
48:6.00 everyone on the same page and again
48:7.96 we're not a task management app like a
48:10.16 to-do list app or project management app
48:12.32 we're a prioritization app and so
48:14.68 prioritization
48:16.60 means deciding what needs to be done not
48:19.72 just doing things right so don't forget
48:22.52 that aspect of patrix um when you create
48:25.00 tasks make sure set the due dates make
48:26.64 sure you put them in the appropriate
48:27.84 quadrant for that reason and then when
48:29.40 you get our done mark them as done per
48:31.96 Matrix will track how long it took you
48:33.92 to actually Mark those tasks done if you
48:36.60 are actually waiting and all that um
48:38.72 then you'll lose visibility on whether
48:40.96 or not you're getting things done on
48:42.40 time and then lastly ruthlessly
48:46.00 prioritize you have to it's your time if
48:48.36 you don't prioritize someone else will
48:49.92 prioritize your time for you um some
48:52.32 advice use part Matrix to track high
48:54.20 impact task uh the the more that you the
48:57.16 more time that you spend trying to
48:59.28 decide what you need to work on because
49:1.08 it's important and so forth is actually
49:2.84 so much more valuable and then use
49:4.72 Prometric as a communication tool with
49:6.56 your man manager and your team members
49:8.52 today after this webinar if you use
49:10.72 Prometric and start creating projects
49:12.92 start taking that list that you have in
49:14.84 terms of the priorities that's in your
49:16.56 head and start sharing that with your
49:17.84 team members so then they can start
49:19.36 seeing and and discuss with you whether
49:22.52 or not you're on the same
49:24.52 page what success with prod Matrix
49:27.20 should look like one you have a central
49:29.24 place to track priorities right again
49:32.04 everything that's important should be in
49:33.80 P Matrix everyone on the team should
49:36.32 understand and are align on key task and
49:38.76 then if you have repetitive procedures
49:40.96 use that template system to save you
49:43.00 time and then if you do have important
49:44.96 emails don't forward the email don't
49:47.40 flag them prioritize them set a due date
49:49.92 so then you actually remember to get
49:51.28 back to them and with that I'm going to
49:54.12 see if there are any questions here
49:55.64 that's not address um and
49:59.40 uh
50:1.76 um all
50:6.36 right uh so I see a question
50:9.32 on um deploying party Matrix on Outlook
50:12.84 but not on teams so that really when you
50:16.08 go to the app store for example here and
50:18.56 you click on apps and you search for
50:20.60 patrix you see we have these different
50:22.24 options for you to deploy if you see
50:24.56 something that's different from install
50:26.92 or I mean add or open it might just mean
50:29.72 that you have to get it to approve it um
50:31.72 so per Matrix is a Microsoft 365
50:34.00 security certified solution you can see
50:36.16 this little check um this Shield right
50:39.16 here that means you know we've been
50:40.44 certified by by Microsoft so from an IT
50:44.12 standpoint they should be a to approve
50:46.28 this really um readily and easily and if
50:48.64 they have problems with that just they
50:50.32 can reach out to us and we can give them
50:51.80 instructions on how to um approve the
50:54.32 app same ing an Outlook and so if you
50:57.00 have some permission issue it's likely
50:59.04 related to your
51:0.96 it um is there an option to re uh reduce
51:4.96 email St others yes so what happens with
51:7.96 patrix is that we have several ways to
51:10.76 have notifications so as you can see in
51:14.00 here we have the home view right but
51:16.20 what happens is you can also um get
51:18.72 email notifications and chatbot
51:20.60 notifications but you can turn off the
51:22.56 email notifications by going to your
51:24.48 account so for examp example when you're
51:26.48 signed into pmatrix here at the very
51:28.32 bottom there's an option to um email
51:31.88 preferences so if you click on that
51:33.52 email preferences you can actually turn
51:35.64 off email notifications for yourself and
51:37.96 so your team members can actually turn
51:39.60 that off and then they won't get
51:40.72 notified every time a task is
51:42.92 modified and you can actually choose
51:44.88 what kind of emails you get you can have
51:46.44 emails for reports and so forth
51:49.44 um please show the Gant chart so let me
51:51.88 show you the Gant chart that's a great
51:53.36 question so let's go back to PR Matrix
51:55.80 here so now um what happens is PR Matrix
51:58.84 as I mentioned has the qu Matrix view
52:1.44 but you can actually change other views
52:3.12 the list view I like the list view as a
52:5.76 place for you to see tasks that are
52:7.76 overdue um because you can actually sort
52:9.80 them by overdue and modified and so
52:11.76 forth and then you have the calendar
52:13.64 view very easy for you to see what are
52:15.84 task that's coming up for this project
52:17.64 and then you have the Gant chart so the
52:19.32 way the Gant chart works is actually
52:20.92 very simple what whenever you have tasks
52:23.40 that actually have dates it actually
52:24.64 shows up on here and if you have tasks
52:26.76 that spans across multiple days then
52:28.88 it'll show up visually on the Gant chart
52:31.28 and then what you can also do is you can
52:32.96 actually um when you select a task you
52:35.36 can actually add dependencies so if your
52:37.44 Gant chart has dependencies the way you
52:39.56 do that is you link the patrix items
52:42.36 together so for example when I have a
52:44.32 task here I can link to an existing item
52:47.44 for example I can link to this item
52:49.28 right here and then I have several
52:50.92 options I can say that this task is
52:53.08 related related just means that
52:56.28 um there's a inside party Matrix that'll
52:58.80 tell you these tasks are related you can
53:0.32 jump back and forth between them but
53:2.00 there's no actual time relationship but
53:4.52 you can say that this task blocked by
53:7.04 this other task or blocks this other
53:9.60 task or is caused by this other task or
53:12.80 causes another task now block by and
53:15.64 caus by um are the same thing in terms
53:18.20 of functionality blocks and causes are
53:21.60 the same thing in terms of functionality
53:23.36 but they just have different terminology
53:24.92 and it's all supposed to be
53:26.12 informational so you know at your
53:27.92 organization if you want to say that hey
53:29.96 this task is blocked by this other task
53:32.04 then then you use that um that option
53:34.80 instead so I'll show you how that works
53:36.60 all you got to do is choose that this
53:38.56 task is blocked by this other task and
53:41.36 that's how you can actually add
53:43.08 dependencies um inside prri and again
53:45.48 when you have those dependencies or Gant
53:47.00 chart will actually U build that so you
53:48.84 can see now that I added that dependency
53:51.28 these tasks are actually linked together
53:52.64 and so um just cuz that my due dates are
53:54.80 off here so therefore it looks strange
53:56.64 but usually you know you will have the
53:58.32 cascading flow from the gantar and then
54:0.32 from here you can print this out Etc so
54:2.72 if you're a project manager um and you
54:5.12 want to show a Gant chart you don't have
54:7.28 to go and build fancy Gant chart all you
54:8.96 have to do is actually just add the task
54:11.32 with due dates in pry Matrix and when
54:13.00 you click on the Gant chart we build a
54:14.32 Gant chart for you
54:17.04 automatically um so inviting followers
54:21.00 outside the organization so if you're
54:22.76 trying to invite followers outside the
54:24.08 organization it really depends on some
54:26.88 um I think someone gave you an answer
54:29.52 here um
54:32.52 so if you have further questions on that
54:35.16 please reach out to us but hopefully the
54:36.80 answer in the chat there um is address
54:41.60 um in terms of creating User Group yes
54:44.72 so if you want to create user group what
54:46.72 happens is you can go to when you create
54:50.12 a project so let me go back to here
54:52.72 create a project and then
54:56.12 um User Group here you see these are the
54:58.08 user group that's been created and then
54:59.52 if you click on this I icon you can
55:1.36 actually go to the user group to
55:2.68 actually create that the various user
55:4.12 group now your admin can also create
55:6.36 user group and you can also create user
55:8.04 group and then from the user group you
55:9.68 can modify who's in it and so forth so
55:12.16 the creator of the user group has the
55:14.44 admin permissions but if you're an
55:16.56 account admin then you have a broader
55:18.92 permission than everyone else in terms
55:20.24 of creating user group but yes that's
55:21.60 correct you simply go to this and create
55:23.60 this user group as needed
55:26.52 um so in terms of the again I saw
55:29.12 another question on using teams and
55:31.64 request approval that's just something
55:33.28 all you have to do is ask your it to do
55:35.24 it and I believe that we just sent you
55:36.64 the instructions there uh it just goes
55:39.12 has to go in into Azure and approve it
55:42.08 actually it's it's um vast majority of
55:44.68 the time you should be able to install
55:45.88 PR Matrix without any problem whatsoever
55:47.68 because again PR Matrix is M365
55:50.28 certified so therefore um we just pop up
55:52.84 and it's it's pretty straightforward but
55:54.48 some it organization decided to block
55:56.36 that for his
55:57.72 reason um so if I want to pull a report
56:1.56 indicating all actions and where they
56:3.80 currently uh the status is this possible
56:6.28 pm and the answer is yes so let me show
56:8.04 you various ways to see the information
56:10.04 around reports so what happens is as uh
56:13.48 as I mentioned earlier you have the
56:14.72 project on the project list here but if
56:16.76 you go down there's several other
56:18.72 options different views that you have in
56:20.36 SE for Matrix so for example if I go to
56:22.56 the search view what the search view
56:24.48 does is it shows me all the tasks that I
56:27.04 have across all of my projects so this
56:29.56 list gets real long real quick but from
56:32.36 here you can think of the search view as
56:34.72 a place to see everything and then
56:36.72 filter as needed when you click on the
56:38.96 filter section you can say show me all
56:41.40 the tasks that are overdue show me all
56:43.08 the tasks that are St show me all the
56:44.60 tasks that are due this week and so
56:45.92 forth but then as you go down further
56:48.12 you can say show me all the tasks that
56:50.32 are unfinished or finished right so for
56:52.48 example you can say show me all the
56:54.28 tasks that are finished finished in
56:55.88 quadrant one as um that was assigned to
56:58.80 somebody and so promatrix actually when
57:1.20 you have thousands or tens of thousand
57:3.36 of tasks this is a fantastic way to see
57:8.04 everything and so the search view is
57:9.80 extremely powerful for that purpose um
57:11.96 and then not only that as you go down
57:13.80 further you can change the dates and so
57:15.68 forth too so if you're trying to run a
57:17.16 report that shows hey what did you know
57:20.84 Bob do last quarter or what did Sally
57:23.96 what does Sally have to do this coming
57:26.00 quarter part Matrix gives you all of
57:28.00 that right here and you just run the
57:29.64 filter as needed um the other way that
57:32.20 we have reports the other types of
57:33.72 reports we have is actually right here
57:35.96 if you go to um reports we have two
57:38.52 types of reports you have a general
57:40.04 report which you get on a weekly basis
57:42.28 that just gives you a status update on
57:43.88 everything across part Matrix and you
57:45.64 also have workload report that gives you
57:47.72 a sense of um how many things people
57:49.92 have on their plate so as I mentioned
57:51.80 earlier when you set due dates it shows
57:54.12 up on their workload report so if you
57:56.36 have a bunch of team members and you're
57:57.72 trying to make sure that you're not
57:58.88 assigning task to someone who's going to
58:0.84 get overloaded next week for example
58:3.64 they go to the workload report and you
58:5.28 can actually drill down you can see what
58:7.28 they have to work on on any day um on
58:11.04 any day
58:13.28 whatsoever um all right is there a free
58:17.32 version of petrix the answer is yes so
58:19.32 patrix has a free tier if you have less
58:22.04 than five projects 100 open tasks and
58:24.44 five collaborators um the purpose of
58:26.56 that is for you to be able to experience
58:28.00 party Matrix you know without having to
58:30.20 worry about getting a license and so you
58:31.84 can use part Matrix inside teams inside
58:33.64 Outlook in a web app Etc as long as
58:36.16 you're under that threshold so that
58:37.44 works really well for individuals that
58:38.80 works really well for small teams um one
58:40.76 of the things you'll find though is as
58:42.04 you use prod Matrix more you want to
58:44.36 create more projects you want toble to
58:46.08 track your tasks you want to have a good
58:48.28 history and understanding of how you're
58:50.40 doing and so that's a reason for you to
58:52.44 upgrade down the road but you can always
58:54.36 get start started with the free
58:56.48 version um these are fantastic questions
58:59.44 um are there any other questions and so
59:1.56 one of the things natur we're out of
59:3.36 time one of the things I want to mention
59:4.60 is feel free to reach out to me high
59:6.32 or supported
59:8.60 if you have technical questions Etc um
59:11.44 we're here to help you again I uh want
59:13.84 to emphasize that if you have specific
59:15.68 challenges around your job title your
59:17.84 job function your goals let us know um
59:20.68 we're actually building guides for each
59:23.12 of those use cases so um I want to
59:26.24 ensure that you know part Matrix is
59:28.04 helpful to your for you achieving your
59:30.32 goals and so that so um definitely reach
59:33.08 out to us and then definitely pitch per
59:35.12 Matrix to your team members feel free to
59:37.04 send them this webinar recording if
59:38.60 needed thank you
59:46.28 all