Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

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Video transcription (58:50.00) Stop scroll

0.24s with that I'll get started first of all
2.52s thank you for being here um I assume
5.28s that you're here because you're
6.96s interested in learning about PR Matrix
9.68s so my goal today is to make sure that
12.12s you get every piece of information that
14.00s you need to get
15.36s started my name is hi I'm co-founder of
18.72s affluence um and that's the company
20.96s behind party Matrix and with that over
24.12s the over the years over the decade or so
26.20s I've talked to thousands of customers um
28.48s done so many interviews and so forth and
30.96s so I have a pretty good understanding of
32.68s the challenges that a lot of customers
34.64s like you may face uh so the goals for
37.12s today would be to try to distill all
40.12s that down into the basics of pry Matrix
42.84s and then help you get the most out of it
44.64s with the least amount of work and then
47.40s thirdly help you envision um what your
49.84s work and life success may look like with
52.16s py Matrix
54.64s implemented so one of the things that
57.08s I've seen over and over again are the
58.88s challenges the common challenges that
1:0.52 our customers face um so one of them is
1:4.52 that team members often have trouble
1:6.52 understanding what's priority right now
1:8.48 and even though at the end of the day
1:10.48 pry Matrix helps individuals manage
1:13.24 their priorities what I've discovered
1:15.20 too is that if you can make yourself
1:17.12 more effective then you can go and
1:19.32 extrapolate that and will to share that
1:21.32 prioritization across your team and
1:23.08 actually help everyone else also become
1:24.92 more effective and so not only are
1:27.48 individuals struggling with individual
1:29.88 personal prioritization the team
1:31.88 struggles as well and being able to
1:33.40 communicate those priorities is so
1:36.04 important and then secondly um it is
1:39.00 getting harder and harder to keep track
1:40.92 on the status of work across so many
1:43.24 areas of responsibilities I think long
1:45.64 gone or the days when we actually have
1:47.52 one very well-defined thing we have to
1:49.44 do uh in fact when you start your day
1:51.84 you're probably being pulled in five
1:53.72 different directions there's so many
1:55.40 context switching and so forth so how do
1:57.20 you stay on top of all of that and I
1:59.00 think one of the things that part of
2:0.08 being Trix does well is help you
2:2.08 understand all of
2:3.24 that and then the last part of it um the
2:6.56 the third challenge is that emails and
2:8.28 meeting are just causing too much
2:9.84 context switching in fact I've heard
2:11.64 feedback from customers how they keep on
2:13.80 thinking technology would help um but
2:16.68 what everyone's discovered myself
2:18.16 included is that technology is not
2:20.16 helping in fact over the last couple of
2:21.80 years you know people are using so much
2:23.80 more communication software and so forth
2:25.88 and all that's done is now create more
2:27.72 and more channels for tasks to be
2:29.92 delegated or status updates to be made
2:32.56 and so people continue to struggle with
2:35.36 that Contex switching and um in
2:37.84 particular emails have never been easier
2:40.84 to manage in fact I get hundreds of
2:42.56 emails every single day and staying on
2:44.60 top of that remains a
2:47.36 challenge so pry Matrix is a software um
2:51.36 for email priority and project
2:53.20 management to help you be become more
2:55.60 effective at managing your emails
2:57.48 conduct more efficient meeting and get
2:58.92 real-time status on critical projects
3:0.68 and priorities so hopefully you're here
3:3.00 because you're trying to understand how
3:4.84 you can implement this Patric software
3:7.32 in the fundamentals behind patrix itself
3:9.96 into your everyday work
3:13.64 life so how does patrix help with those
3:16.52 challenges that I mentioned first we use
3:18.80 What's called the four quadrant
3:20.00 methodology to promote effective
3:22.04 prioritization um I'll go into the
3:23.80 details of the four quadrant methodology
3:25.52 because it's really important to
3:27.16 understand how it all fits together and
3:28.72 how you can use Matrix as this really
3:31.12 effective communication tool secondly
3:33.56 part Matrix provide views such as the
3:35.48 one-on-one the agenda the timeline to
3:37.80 help you understand what needs to be
3:39.12 done within the right context the word
3:41.56 context is so important here
3:43.96 because context means so many different
3:46.64 things depending on what it is that
3:48.56 you're working on right when you start
3:49.96 your day um and you're checking your
3:52.40 emails what's the the context there is
3:54.64 what what are the emails that I need to
3:56.24 address what are the emails I need to
3:57.76 respond to when you're in a meeting with
3:59.68 with your manager what are the things
4:1.08 that you have to report on um what when
4:3.40 you are working with a client what are
4:4.84 the things you have to do for them and
4:7.40 then thirdly party Matrix provide deep
4:9.80 Integrations to systems you already use
4:12.28 including Microsoft teams and outlook
4:14.08 for Effective email and task part
4:15.68 ization um in fact we're probably the
4:17.40 most Integrated Solutions in teams and
4:19.36 we're expanding our integration so much
4:21.32 more over the next couple of months
4:22.72 which is something I'm extremely excited
4:26.08 about so I've added this recently as a
4:29.44 way to help people understand what makes
4:32.24 per Matrix different from other apps now
4:34.20 if you're here and you started looking
4:36.08 at task management application project
4:37.92 management application email management
4:39.52 application you know that there are not
4:42.40 dozens but hundreds if not thousands of
4:45.48 applications out there all trying to
4:48.00 solve very very specific problems now
4:49.84 party Matrix is not the Cure All for all
4:52.40 of this but I do want to share some
4:55.04 differences between standard
4:57.16 applications so for example your to-do
4:59.36 list right you probably have had
5:1.12 experiences with multiple to-do list
5:3.04 applications in the past what's great
5:5.72 about them is they're easy to use make a
5:8.04 list very very simple but then how do
5:11.00 you decide what to work on and then not
5:13.00 only that um how do you understand what
5:15.08 needs to be done within the context of
5:16.64 your team that's the difference between
5:18.28 a standard to-do list and PR Matrix or
5:20.76 you've probably heard of Trello assana
5:22.72 and so many other uh large applications
5:25.80 out there that actually exist for
5:27.56 project management the challenge with
5:29.32 that
5:30.52 is they're really good at managing
5:32.16 projects but they still don't help you
5:34.40 understand the context of importance and
5:35.96 urgency and you have to jump through
5:37.56 multiple Hoops to to get there and then
5:40.28 of course you have your full-fledged
5:41.56 project management software the problem
5:44.20 with them is that it's just might be
5:45.84 Overkill and in fact one of the things I
5:48.00 really really hate is if I have to spend
5:50.00 more time updating a task and adding all
5:53.12 this extra information to it then the
5:55.04 time it takes me just to get that thing
5:56.52 done and then not only that when you
5:58.52 have barriers like that it makes it
6:0.44 extremely difficult for other team
6:1.80 members to get on board um vast majority
6:4.20 of people aren't I don't want to call
6:6.56 them not techsavvy but at the same time
6:8.60 they don't want to spend all this time
6:10.56 going through and clicking on 15
6:12.16 different buttons to actually add
6:13.96 information to every single task and
6:16.32 then lastly people have asked how does
6:18.40 prrix compare to note-taking apps well
6:20.64 we're not we're not in not taking apps
6:22.12 they're just two different worlds not
6:23.80 taking app is just a way to jot all your
6:25.52 your thoughts down which I use my own
6:27.76 not taking app too but PR Matrix is
6:30.44 about understanding what you need to
6:32.28 work on and so I want to bring that up
6:35.08 as a way for you to differentiate uh
6:38.08 understand the differences between all
6:40.16 these different applications and how
6:41.32 they all fit together and promatrix
6:42.64 serves a very very specific
6:45.00 purpose so patrix is also the only
6:48.24 project email and meeting management
6:50.04 software that is Microsoft 365 security
6:52.52 certified across our teams app web app
6:54.88 and Outlook app we're leveraging AI more
6:57.52 and more to help you achieve your goals
6:59.12 and in terms of project creation as well
7:0.96 as guides actually help you figure out
7:3.24 how to use prod Matrix best within your
7:5.32 own context um and then we provide
7:7.48 what's called people Centric
7:8.48 collaboration which is something that I
7:10.68 think is extremely important because so
7:12.36 many project management software out
7:13.92 there focus on projects and the things
7:16.36 you have to do but in reality my opinion
7:18.80 is that when you do something you're
7:20.08 doing it for somebody you're doing it
7:21.72 for your manager you're doing it for
7:22.92 your clients you're doing it for your
7:24.04 family members Etc so party Matrix can
7:26.88 actually flip all of that around and
7:28.44 show you what needs to be done within
7:30.64 the context of the person that you're
7:32.80 you're working with and then PR Matrix
7:35.16 is also available as a standard solution
7:37.12 software a service solution a hipa
7:39.28 compliance solution where um for
7:41.48 healthcare Life Sciences or those that
7:43.08 have to manage pii data and then aure
7:45.60 government Cloud for state and local
7:47.20 governments so if your organization is
7:49.60 interested in any of our other
7:50.84 Enterprise solution including private
7:52.44 deployment reach out to us reach out to
7:54.32 me hi and we'd be happy to
7:56.68 walk you through what we're capable of
7:58.24 doing but the whole whole goal of this
8:0.12 is promatrix Works no matter what
8:2.56 software system that you use and we're
8:4.72 there to help you understand what your
8:6.24 priorities are within your own work as
8:8.96 well as within the whole
8:10.88 organization so let's talk about the
8:12.80 fundamentals behind PR Matrix um there's
8:15.44 a famous quote attributed to former
8:17.24 President Eisenhower what is important
8:19.24 is seldom urgent and what is urgent is
8:21.04 seldom important what I really like
8:22.52 about this quote is that it helps
8:24.48 encapsulate the challenges that we face
8:26.72 every single day in terms of deciding
8:28.28 what we need to work on
8:30.00 let me give you an example you started
8:31.92 this morning you probably open your
8:34.12 email look at your email how many of
8:36.08 those emails are actually important to
8:37.64 your actual goals that you have for this
8:40.00 month or this quarter the reality is 95%
8:44.68 of the stuff that we see that we are
8:46.72 actually looking at every single day is
8:49.08 not relevant to the our over long-term
8:52.36 goal and so these emails just keep on
8:54.92 requiring our attention to you know go
8:57.56 and respond or follow up up Etc but they
9:0.72 actually are it's just there
9:3.08 to in in fact I would consider them
9:5.36 distractions from the overall goal but
9:8.20 when you answer that email you get a
9:10.20 rush right um so in fact i' I've seen
9:15.52 some people recommend that you actually
9:19.36 time box how you manage your emails and
9:23.00 and all these other things that actually
9:24.64 pull your attention away from your core
9:26.96 work just so that you're not spending
9:29.52 all this time on the urgent things on
9:32.12 the other hand what are the things that
9:33.48 are important the things that are
9:34.76 important are the things that drives
9:36.24 your goals and it could be your
9:38.40 quarterly goals it could be your annual
9:40.20 goals it could be your monthly goals
9:41.72 whatever it is but if you look at this
9:43.92 from from the dimensions of importance
9:45.48 and urgency really the thing you should
9:47.72 be working on are the things that are
9:49.04 important and urgent because they're
9:50.64 probably fires that you got to fight and
9:52.64 then the things that are important but
9:54.00 not urgent which are the things that
9:55.72 actually will help you meet your goals
9:58.64 and then everything else should be put
10:0.84 in the back burner and you only address
10:3.16 them on an as needed basis so one of the
10:6.60 exercises that I love to ask people to
10:8.76 do is imagine if you take out a piece of
10:12.08 paper start writing down everything you
10:13.88 have to
10:14.68 do and then take that and split it into
10:18.16 four quadrants the first is the do now
10:21.32 these are the things that are important
10:22.44 and Urgent again the firefighting right
10:25.16 so if you don't get this done
10:27.12 something's going to break within your
10:29.52 overarching master plan and then the
10:32.92 second uh quadrant quadrant two is the
10:35.28 planning quadrants these are the things
10:36.72 that are important but not urgent and
10:39.56 this is not so obvious that um that you
10:42.52 start in quadrant one but then quadrant
10:44.48 two is what you work on next because
10:46.24 people again tend to be pulled towards
10:48.32 urgent things rather than things that
10:49.88 are important and then on the bottom
10:51.68 left are the things that are delegate
10:53.32 these are the things that um perhaps
10:55.52 someone else can do a better job than
10:57.60 you at at tackling and so that's what
11:0.12 you want to delegate to somebody else
11:1.80 and then finally instead of having
11:3.24 anything that's not important and not
11:4.60 urgent if you have any of those tasks
11:6.16 those should go away right away but
11:7.92 instead look at Quadrant 4 as what's
11:9.52 called your inbox these are the things
11:11.64 that they come in they sit there and
11:13.96 then you haven't decided exactly where
11:15.64 they fit in within the the bigger
11:17.12 picture and then from there you move
11:18.80 into the other quadrant as
11:20.80 needed now when you use PR Matrix we
11:24.24 force you to use this method to actually
11:29.04 structure your task and this is the
11:30.96 hardest part by the way a lot of
11:33.20 customers struggle with this aspect of
11:35.44 patrix and um I'm going to be honest
11:38.68 with you which is it is not easy it is
11:41.56 not easy to go and prioritize this but
11:43.84 that's the point of patrix because if
11:46.40 you are actually succumbing to the the
11:50.00 list and just making that list longer
11:52.48 and longer and longer you're not going
11:54.52 to understand what it is that you need
11:55.76 to work on so this is the hard part but
11:57.60 this is where the invest investment of
11:59.44 your time is worth it now one thing
12:1.32 that's really interesting too is how
12:2.84 much time do you spend doing this you
12:4.84 know it's it's fascinating because we
12:6.56 spend so much time doing work and we
12:8.24 spend so little time planning and so I
12:10.92 would argue that if you have within the
12:13.32 bigger picture of everything if you
12:15.00 spend 20% of your time working on this
12:18.20 right here and deciding what needs to be
12:20.56 worked on and then the other 80% of the
12:22.28 time actually executing you'll get the
12:24.08 most value out of party Matrix at the
12:26.72 same time as you're looking at your
12:28.44 master plan here do not have more than
12:31.72 25% of things in each of those top
12:34.20 quadrants right if everything's
12:36.08 important and Urgent then nothing is so
12:38.40 that's enough about philosophy so now
12:39.92 let's dive into how to actually
12:42.08 implement this inside PR
12:46.24 Matrix so I want to emphasize one thing
12:50.12 that actually is not so obvious at all
12:52.72 which is Success from using promatrix
12:55.88 isn't about finding what everyone agrees
12:58.32 on it's also about discovering the
13:0.80 disagreement on what should be a
13:2.76 priority when it isn't let me try to
13:5.24 explain that one more time if you took
13:9.52 everything you needed to do write it
13:11.40 down into that 2 by two Matrix and then
13:14.16 you ask all your teammates your
13:15.88 co-workers your colleagues your managers
13:18.24 to do the exact same exercise within
13:20.28 your entire office and then you walk
13:22.88 around and you start comparing notes do
13:25.24 you think everyone would be aligned on
13:26.92 priorities do you think that your
13:28.12 manager would look at your quadrant one
13:30.00 and says I agree 100% there's nothing
13:32.80 there that I think is is not important
13:35.04 and then you look at the other quadrant
13:36.40 they all match perfectly and then you
13:38.12 look at each of their priorities it's
13:39.52 all Al line and if you're able to
13:41.40 achieve that you're a rare unicorn and I
13:44.56 have rarely seen any customers that are
13:47.04 able to achieve that but
13:49.24 instead success from promatrix then is
13:52.24 actually looking at each person's
13:54.60 quadrants and seeing oh wait a minute I
13:56.84 didn't realize that this is high
13:58.12 priority I didn't realize that this is
13:59.48 should be low priority and then you
14:1.64 start shuffling things around and then
14:3.80 finally when everyone walks away from
14:6.16 that that note comparing exercise
14:8.00 everyone's on the same page that's where
14:10.16 the magic happens with
14:12.52 Patric I want to emphasize that um you
14:15.64 know this again is an introduction to
14:18.04 prot Matrix and so we'll walk through
14:20.00 the basic capabilities and I will also
14:22.72 hint at the capabilities inide PR Matrix
14:24.84 that you should really invest your time
14:26.36 in because 20% of the the features will
14:29.60 give you 80% of the value everything
14:31.72 else is optional um and so as you're
14:33.56 getting started focus on the core
14:35.88 features of pry Matrix and then
14:37.40 everything else will fall into place
14:39.00 later on the webinars are recorded and
14:41.36 we post them on our website there feel
14:43.48 free to reach out to us supported
14:44.88 affluence or high at affluence at any
14:46.48 point in time if you have any questions
14:48.32 if you have questions right now during
14:50.00 the webinar send it in the chat and um
14:52.12 I'll keep an eye on it and then at the
14:54.12 very end I'll try to wrap it all
14:55.52 together and answer that for you okay
14:58.20 I'm going to go ahead and jump into the
15:0.52 product
15:4.92 here okay so what I have here is my
15:8.24 party Matrix open and as you can see um
15:11.68 I have the web app here open and I have
15:14.04 a project that's selected and within the
15:16.36 middle front and center is the four
15:18.24 quadrants you see how whenever I create
15:20.08 a task inod Matrix it has to be within
15:22.76 this this context and I call this the
15:24.60 importance and urgency context so within
15:29.00 this project here let's say I want to
15:30.64 add a task and the first task is let's
15:33.20 follow
15:34.12 up with
15:38.08 webinar
15:39.60 participants okay and then when I create
15:42.40 a task in party Matrix I also want to
15:44.84 make sure that I set the proper due
15:46.60 dates and I can just
15:48.36 say um ah participants there you go uh
15:52.20 do tomorrow 2 p.m. okay when I create a
15:56.12 task that's how it works in PR Matrix
15:58.24 and what happens is pry Matrix will
15:59.80 create the task and now on the right
16:1.20 hand side the task is created and what
16:3.84 what this is called is the item details
16:6.28 and because um I said due tomorrow 2m
16:10.28 our system automatically interprets that
16:12.64 using natural language and so it sets a
16:14.68 due date for tomorrow November 2nd at 2
16:16.88 pm my local
16:18.60 time and within this item context here
16:21.92 you can see that I have the task name
16:23.52 what project belongs in and let's just
16:25.32 say this task is very important I can go
16:27.12 ahead and start it and when I do it
16:29.88 tells me that this is important and if I
16:31.52 need reports on it I can get a report
16:33.40 later I can go go go to here and then I
16:36.40 can choose an icon that actually might
16:38.32 be uh relevant and what I really like by
16:41.16 the way one of the icons I really like
16:42.80 are these colors here so just very
16:44.76 visual so for example I'm going to go
16:46.16 ahead and choose the yellow but you can
16:47.80 do red yellow and green just a way to
16:50.84 easily see if something's behind
16:52.92 schedule or on schedule and then as you
16:55.28 scroll down more you have ownership this
16:57.44 is the person who's in charge of this
16:58.96 task in part Matrix it can only be one
17:1.08 owner you can have followers followers
17:3.04 are people who will be updated if there
17:5.04 are changes to the task but there can
17:6.24 only be one owner and then the owner's
17:8.44 um avatar shows up here the whole idea
17:11.28 around prioritization is at the same
17:13.36 time understanding responsibilities who
17:15.36 is responsible you cannot say multiple
17:17.24 people are responsible because then no
17:18.92 one is right even within a team or a
17:21.12 group or something like that you could
17:22.28 say this group is responsible but then
17:24.32 at the end of the day there's still one
17:25.72 person who should be the person that
17:28.00 says you you know what you know this is
17:29.84 done or you know gets the credit for it
17:31.68 so in part matrix it's the exact same
17:33.36 way you can only have one owners but you
17:35.04 can have followers um let me give you an
17:37.64 example let's say if I create a task and
17:40.36 I assigned it to a teammate right when I
17:43.08 assign to that teammate I'd be get added
17:44.96 as a follower in P Matrix and then when
17:46.68 that task gets updated or marked as done
17:48.48 I get notified so that's actually a very
17:50.56 important part of the feedback cycle in
17:53.48 patrix which is you want to know that a
17:55.56 task is created you want to know that a
17:57.00 task is updated you want to know that a
17:58.40 task is completed and so you can
17:59.92 actually have a full visibility um
18:2.04 within the entire life cycle of every
18:4.00 single action item and the next St you
18:6.28 have progress Z to 100% And then effort
18:9.40 reminders and due dates now there's a
18:11.24 big difference between due dates and
18:13.16 reminders um the and let me give you an
18:15.52 example let's say you have a task that
18:17.68 you need to work on and it's due in two
18:19.32 weeks but that task will take you two
18:21.80 days to actually get done if you wait
18:23.84 for that due date you're not going to
18:25.24 get that done on time so what you might
18:26.88 want to do is you want to set a reminder
18:29.72 10 days from now so actually you can
18:31.36 actually get started on it so
18:33.88 I use due dates and reminders every
18:37.88 single day um on vast majority of my
18:40.76 tasks those are the two core
18:42.48 functionality that I want to highlight
18:44.64 and I want to make sure that if you use
18:46.08 party Matrix use those capabilities so
18:48.56 when you create a task in party Matrix
18:50.64 set the due date set reminders what
18:52.64 happens is it adds the context of dates
18:56.16 right of time because when we say we got
18:58.72 to get something done then the next
19:0.80 question usually is so when should I get
19:3.16 that done and so therefore you want to
19:5.24 make sure that you set those dates
19:7.00 because when you do petric can actually
19:8.80 give you much better visibility on how
19:10.92 you should spend your time and reminders
19:14.12 is a way to ensure that you go back and
19:17.32 you Circle back and get the right things
19:19.60 done so again let me give you an example
19:22.84 because this is this is so important
19:24.24 when I have a critical task I would
19:26.40 always say something like do in one week
19:29.36 right so for example here I'm going to
19:31.08 change the due date I'm going to use
19:32.24 again our natural language system I'm
19:33.92 going to say due in one week and then
19:37.00 what happens is let's just say if I I'm
19:39.56 afraid that I will accidentally forget
19:41.24 it I'm also going to say remind
19:43.96 me weekly so what this will do is on a
19:47.56 weekly basis I'll get a reminder to get
19:49.40 this task done and just in case I miss
19:51.20 it next week the next the following week
19:53.24 I'll get a reminder again when I work
19:55.24 with customers sometimes I have to
19:56.88 follow within a year so I would say do
19:58.80 in one year but then I would say remind
20:0.88 me in 11 months and so I never never Dro
20:4.24 task on critical task for that that
20:6.84 reason now let's go down further into
20:9.12 the item details you have the chat
20:10.52 section and you can see here I started
20:12.76 interacting with the chat section so
20:14.20 what is the chat section it's all around
20:15.88 context of the task itself so for
20:18.48 example let's say you have something to
20:19.68 do and you assign it somebody and you
20:21.64 asked them to for a status update and
20:23.48 you have a meeting about it or you send
20:25.00 emails back and forth that's fine and
20:27.12 dandy at that moment in time but what
20:28.80 happens is in a month or two months when
20:30.88 you want to Circle back and understand
20:32.60 what were all the decisions that's been
20:34.12 made everything that's been discussed it
20:35.96 is extremely difficult to get reminded
20:38.92 of all the decisions that were made so
20:41.44 the whole point of the chat here inside
20:43.36 pry Matrix is that it's within the
20:45.00 context of this task so when you have a
20:47.72 conversation with multiple people and
20:49.84 you're talking about all the things
20:51.24 you're going to do or all the updates
20:53.16 and status and so forth pry Matrix keep
20:55.04 that record for you forever within the
20:57.60 context of this task so then in 6 months
20:59.76 or a year or 3 years you need to go back
21:2.36 and see uh what decisions were made you
21:4.92 can see that and then not only that it
21:7.04 is very very useful when you bring on
21:9.52 new team members and new team members
21:11.96 need to understand um what let's just
21:14.84 say you know in six months you want
21:16.36 somebody else to take over the task they
21:18.04 can actually look at the chat and see oh
21:19.88 okay I see that you know we made this
21:21.52 decision we talk about this and so forth
21:23.40 and they can get caught up so quickly
21:25.24 and it's also useful if someone leaves
21:27.24 the organization you still have that
21:28.72 record here and so our customers use the
21:31.00 chat as a place to have that record
21:34.24 keeping and as you can see the chat even
21:36.64 works well for me as an individual even
21:38.96 if I don't chat with anybody else within
21:40.96 this cont this task I see I still see
21:43.52 all the changes all the history of
21:45.12 everything that I've done so it is very
21:47.00 very useful um and now you know within
21:49.72 the patrix itself you can click on here
21:52.08 to set the due dates you can click on
21:53.36 here to set reminders but at the same
21:55.40 time we you can actually write text into
21:57.88 here here and whenever the text turned
21:59.28 green our system interprets it and uh
22:1.76 and actually goes and process that so
22:4.48 now you have the note
22:5.92 section this is not intended to be a
22:9.00 rich text place where you can go and add
22:11.24 all sorts of fancy formatting that's
22:12.92 what Microsoft Word is for that's what
22:14.48 Google Docs are for and so forth the
22:17.00 whole idea of the notes section here is
22:18.60 suppos to add some context within the
22:20.16 task itself and this is also where you
22:22.08 can add subtasks so let's just say your
22:24.68 your task might have five subtasks as
22:27.44 you mark them done the progress will get
22:29.36 updated and then you have the resources
22:31.56 section which is a way for you to attach
22:34.28 documents emails presentations links um
22:38.16 or even dependencies with other tasks
22:40.84 into one single task um so that you can
22:43.12 actually have a sense of what are all
22:44.80 the documents that's required within
22:46.88 this action item so let me give you an
22:48.80 example let's just say if this was a
22:50.96 followable webinar participant due
22:52.44 tomorrow and then I can go and I can
22:54.08 draft an email right and then I sign to
22:56.32 somebody else to get their feedback and
22:58.20 so I can do all of that in one central
23:0.12 place here and then I can go back to
23:1.76 here and actually review it and and uh
23:4.76 assign to the appropriate person or
23:6.12 actually mark this task is done so
23:7.48 that's a resource section if you want to
23:9.76 go and Link tasks together to with other
23:13.00 tasks and create dependencies that's
23:14.44 where you click on link existing item
23:16.44 and everything in patrix actually come
23:18.32 tied together um every action item in P
23:20.92 Matrix has a link every project in P
23:22.60 Matrix has a link the same thing applies
23:24.44 to everything in Microsoft and so you're
23:26.32 actually able to bring it all together
23:27.60 into one central place and then I will
23:30.28 show you shortly how to actually take an
23:32.60 email and prioritize it and have that be
23:34.96 uploaded here into the file
23:36.88 system so that's the cont of context of
23:39.76 a task so when you create a task iner
23:43.32 Matrix I want to go back and and
23:45.88 emphasize the core capabilities that you
23:47.84 should always use first always decide on
23:51.16 what quadrant it should be in create the
23:53.24 task in the appropriate quadrant if you
23:54.72 need to move it around everything's just
23:56.56 drag and drop right
23:58.96 second when you create a task make sure
24:1.88 that you set a due date and make sure
24:3.20 you set reminder and if you just do that
24:5.76 it's actually so easy for you to um be
24:9.12 on top of everything that you have to
24:10.56 work on and and here's what's nice when
24:13.84 you take this View and you go into a
24:16.44 meeting and you show it on your big
24:19.28 screen and everyone else looks at it and
24:21.28 say okay you know what I agree on all
24:23.16 the goals and objectiv that we have in
24:25.28 quadrant one we can talk about those and
24:28.68 ignore everything else and that's the
24:30.52 goal of pry matrix it's a communication
24:32.48 tool to ensure that everyone's on the
24:34.08 same page so keep that in mind if you
24:36.64 set the due date if you set reminders
24:38.40 and you use the appropriate quadrants
24:40.40 that's
24:41.32 already the hardest thing you have to do
24:43.52 in PR
24:44.52 Matrix so now let me give you um a sense
24:47.40 of how to create and uh manage projects
24:52.24 so as you can see here I have a list of
24:54.40 project on my left hand side here so I
24:56.12 got maybe what like 30 or so here in my
24:59.40 actual um party Matrix account I have
25:2.12 something like 300 projects so party
25:4.92 Matrix does an incredible job of
25:6.92 actually helping me stay organized
25:9.36 despite having so many projects and it's
25:11.04 not something I struggle with at all in
25:12.68 terms of identifying what it is I need
25:14.68 to work on so to create a project in P
25:16.92 Matrix you can go to Project here and
25:19.28 create project when you create project
25:21.00 you have several options the first is
25:23.20 always the blank project if I click on
25:25.08 blank project and just type the project
25:26.80 name I can decide um if I want to assign
25:30.28 user groups to it User Group just means
25:32.12 like for example departments or team
25:34.00 members Etc and then I can choose what
25:36.40 color it is pretty basic when I start
25:39.76 with that project it's just a blank
25:41.24 project and then from there I can add
25:42.76 whatever it is that I need to add
25:44.52 alternatively what I can do is actually
25:46.16 I can choose from what's called public
25:47.56 templates so one thing that's really
25:49.56 fascinating is that um what I like about
25:51.76 the 2x two Matrix is that it actually
25:54.72 encompasses so many different dimensions
25:56.52 I talked about importance and urgency
25:58.76 but at the same time you can have a 2X
26:1.44 two Matrix that is what's called um
26:3.92 effort impact right like high effort
26:6.44 high impact High effort low impact Etc
26:9.12 or you might have um other uh
26:12.12 terminologies such as uh 30 60 90day
26:15.48 plan so essentially instead of actually
26:17.36 just using the Matrix as a way to manage
26:19.64 priorities you can change the quadrant
26:21.20 name uh to be more suitable to whatever
26:23.28 is that you need to work on so in public
26:25.44 templates we actually just have a few
26:27.08 dozen templ here for you to leverage and
26:29.24 you can get started with it helps you
26:31.36 you know brainstorm different ways to
26:32.76 use prometrix at the same time we
26:34.96 actually have several hundred different
26:38.32 types of templates that we've created um
26:40.88 customizing the quadrant name that helps
26:42.48 you tackle very very specific
26:45.28 challenges you can also create your own
26:47.72 templat so when you create a project
26:49.92 input Matrix you can actually go and
26:52.36 save that project as a template let me
26:54.12 give you an example let's just say if
26:56.44 you have you are consulting firm and you
26:58.72 work with external clients and when you
27:0.80 bring on an external clients you
27:3.64 have um let's just say you're working
27:5.72 with an external client you have maybe
27:7.52 15 things you have to do to get them
27:9.40 started right and so you have something
27:11.20 you have to do today something you have
27:12.44 to do next week next month Etc when you
27:14.96 create that pry Matrix you can go and
27:17.04 save as a template and then later when
27:19.28 you launch uh when you create a new
27:21.68 project and let's say you have a new
27:22.88 client you can actually choose from one
27:24.20 of those templates so when you click on
27:26.20 my templates here these are essentially
27:28.32 templates that I've created um for
27:30.64 myself and so then when I choose one of
27:32.60 those templates all the tasks that I've
27:34.64 created get propagated for me and I just
27:36.52 have to choose the start date so it's
27:38.20 very very useful way to save on efforts
27:41.32 um especially have recurring task so
27:43.64 this is great for processes that are
27:45.84 recurring this is great for employee
27:47.84 onboarding um this is great for
27:50.96 quarterly tasks
27:52.88 Etc and then the last option on ways to
27:55.80 create project is to use our AI system
27:58.12 so what our AI system does is actually
27:59.84 very very trivial it takes your goal and
28:2.44 from your goal we build out a series of
28:5.04 action items that might be relevant to
28:7.36 actually tackling that goal and so for
28:9.40 example let's say you want to be
28:10.88 promoted this year right you can go and
28:12.76 type I want to be promoted um I want to
28:15.36 get be promoted from project manager to
28:17.40 senior project manager and then our
28:19.08 system will go and say okay you know
28:20.48 what these are the tasks that you can do
28:22.12 to communicate how you can actually get
28:23.92 such promotion so that's how you create
28:25.72 a project in PR Matrix
28:28.04 so now I exit this view here when I go
28:30.68 back to my list of projects you can see
28:32.60 that my my star projects are at the very
28:34.76 top I have a project for my personal
28:36.68 priorities I have a project for my team
28:38.36 priorities I have a project for my goals
28:40.36 for 2023 for example so these are all
28:43.08 the different ways in which you can
28:44.56 organize part Matrix and as you can see
28:46.80 too I can actually customize the color
28:48.80 for each of these projects just as a way
28:51.56 to color code and be very Visual and see
28:53.48 what it is that I need to work on so let
28:55.16 me jump into an example project here so
28:57.60 my let's say my personal priorities when
29:0.28 I choose another project what happens is
29:2.96 the right hand side become the project
29:5.56 details so we saw the item details
29:7.80 earlier now this is the project details
29:9.60 I can also get to that that view by
29:11.48 clicking on edit project here but from
29:15.04 from my project details I can actually
29:17.12 customize the name of the project I can
29:19.28 choose User Group again I can say you
29:21.72 know this is a sales uh Team or a
29:24.32 marketing team or essentially if you
29:26.64 have couple people that work together
29:28.52 and and whenever you have these types of
29:29.96 projects you can associate with those
29:31.04 groups you can also override and
29:33.24 manually add team members right so I can
29:35.36 go and invite a team member to this
29:36.84 project and now the team member would
29:38.56 have access to my project and see
29:39.84 everything I have here but down here
29:42.08 further you can actually customize the
29:43.92 quadrant name too so you saw how I have
29:46.16 do now do later delegate inbox but
29:48.60 actually I can go and change to any of
29:50.52 these quadrant names to be more suited
29:52.76 to my own organization method so we
29:55.84 actually have a lot of custom customers
29:57.60 in the beginning they'll use the basic
29:59.08 PR Matrix template but then over time
30:1.32 they realize wait a minute I should use
30:2.92 quadrant 3 for files or resources Etc
30:5.84 and you can actually change that here
30:7.36 and then you can actually click on here
30:8.48 and also change the color I like the
30:10.52 color coding as a way to visualize the
30:13.28 type of project that you have for
30:14.68 example when you work with external
30:16.00 people maybe they're color coded in one
30:17.60 way where you have engineering project
30:19.48 they're color coded different from
30:21.00 marketing project Etc so because of the
30:23.76 way party Matrix manage all of that by
30:25.92 color coding you can actually have a
30:27.48 better visibility on everything that you
30:30.56 have to do as I mentioned I have more
30:32.64 than 300 projects and I don't struggle
30:35.52 understanding what it is to work on
30:36.68 because party Matrix can actually go and
30:39.28 aggregate all those together and just
30:40.64 tell me what I need to work on at any
30:41.92 point in time as I mentioned earlier you
30:44.44 can actually go up here and you can
30:46.20 actually save project as templates you
30:48.24 can actually um share these projects you
30:51.40 can get secret inbox email address so
30:54.00 every project in Matrix has an an inbox
30:56.88 link has a secret email you can forward
30:59.56 email into the your project directly
31:1.80 from here after you get that
31:3.96 link now let's go back to this quadrant
31:6.84 view here at the very top um you see how
31:10.04 again everything is quadrant based but
31:12.04 then sometimes you actually want to see
31:14.16 all these tasks in a list form the way
31:16.68 the list form works is that it's very
31:18.96 very good for identifying overdue tasks
31:21.20 so whenever I want to see overdue task
31:23.08 this is where I go list view I can sort
31:25.52 by do um and then the tasks that are
31:27.88 overdue actually will show up here and
31:29.88 then not only that I can actually sort
31:32.20 by all these other um uh Dimensions as
31:36.44 well the quadrants the icons the people
31:39.28 the task name the modified Etc and then
31:42.00 I can also go to the calendar view and
31:44.00 if I have tasks that's due here for
31:45.80 example let me see if I can go back here
31:49.00 see I since I have a task here I can
31:50.80 actually just drag and drop from here or
31:52.84 I can click on the task and then edit it
31:54.96 so Some people prefer the calendar view
31:56.96 some people prefer the quadrant view
31:58.92 again the whole idea here is within the
32:1.12 context of dates within the context of
32:4.24 importance within the context of um who
32:8.52 who is responsible so Prometric just
32:11.08 takes all that data and visualize it in
32:13.00 a way that helps you make your decisions
32:15.64 and then finally you have this uh called
32:18.24 the Gart or the timeline view depending
32:20.20 on how you you want to use it but if you
32:22.44 have tasks that are dependent on each
32:23.76 other pyic will actually show those
32:25.36 dependencies directly here let me show
32:27.72 give you an example let's say you select
32:30.12 a task you go to Resource section you
32:32.52 say link existing task and you can
32:34.32 choose another task here and then you
32:36.12 can decide that this task is blocked by
32:38.08 or this task blocks or this task is
32:39.84 caused by or this task
32:41.56 causes this capability is completely
32:43.96 optional but for project managers it is
32:45.92 very helpful if they want to tie
32:47.48 everything together and be able to
32:48.52 generate um Gant charts for the reports
32:50.72 and so
32:51.84 forth and then this is the Matrix view
32:55.20 go back to the Matrix view so now let me
32:57.20 switch GE a little bit and talk about
32:58.60 email management because that's actually
33:0.00 one of the reasons why customers come to
33:1.56 prod Matrix which is they struggle
33:4.08 struggle with prioritizing emails as I
33:6.80 mentioned to you earlier I get hundreds
33:8.56 of emails per day um and if you want to
33:11.80 prioritize email what do you do right
33:13.68 and I mean I I'm asking you really like
33:15.96 how do you uh mark an email as important
33:18.60 today you probably flag it which is what
33:20.24 I do too so I'm I'm guilty of that it's
33:23.72 fine if you flag five emails what
33:27.40 happens if you flag 50 emails it's
33:30.20 becomes extremely difficult to be on top
33:32.76 of the emails that you have to answer if
33:34.56 everything is flagged and then when you
33:36.56 look at the list you you have to decide
33:38.56 okay what it is that I should respond to
33:40.80 so the way part Matrix works is you can
33:43.00 take an email and convert it into an
33:45.08 action item in P Matrix and attach all
33:47.80 this other information with the item
33:49.40 details that is mentioned earlier so let
33:51.20 me give you an example here let's just
33:53.64 say if I choose an email okay from this
33:57.40 email I can go to the party Matrix um
34:1.32 addin in Outlook if you don't have this
34:3.48 already click on apps and then search
34:5.92 for uh click on add apps and search for
34:8.12 Patric and then from there you can
34:10.08 actually have access to this application
34:12.48 so when I go to Outlook and I click on
34:15.20 petrix I get two options
34:19.04 here I get an option to open PR Matrix
34:22.08 or an option to prioritize this email so
34:24.92 if I got an email and now I want
34:26.96 prioritize this email I click on
34:28.20 prioritize email the Outlook panel opens
34:31.96 up here for prrix it allows me to
34:34.40 capture the email which means convert it
34:36.32 into a task but before I do that I might
34:38.76 want to customize the item name right
34:40.96 now it uses the uh subject as the item
34:43.80 name but I can change this let me give
34:45.64 you an example let's say I get an email
34:47.56 from a customer that says hey you know
34:49.28 could you look into XYZ or send me an
34:51.40 updated invoice I can go in here create
34:54.12 this task and then say create this
34:56.44 invoice for customer X um and then
34:58.76 choose what project it goes in choose
35:0.40 what quadrant it goes in assign it to a
35:2.52 team member set a due dates and then
35:4.56 click capture email and I can do all of
35:6.68 that inside Outlook
35:8.84 ensuring that actually I can create the
35:11.36 task and my teammates know that they
35:13.76 have to get this done by a certain date
35:16.48 and you can see how after I click
35:17.80 capture email the item details pops up
35:20.12 and that this decid what project it's in
35:22.28 the um email icon is automatically
35:24.20 selected and all that other information
35:26.20 is here and and I can that a reminder
35:27.92 and then everyone knows that exactly uh
35:30.40 that you know you have these due dates
35:31.72 and exactly when they need to address it
35:33.80 and then not only that when you go to
35:35.12 the resource section actually see me
35:38.00 open this email here when I go to the
35:40.72 resource section the email EML file is
35:43.52 actually uploaded here for me so when I
35:45.56 assign an email to a coworker the
35:47.44 cooworker can actually open that email
35:49.52 and which is really neat because um the
35:53.20 the problem that I that we've seen let's
35:55.96 just say you get an email and you need
35:57.28 to ask somebody to work on it what today
36:0.84 you can go and you can just forward that
36:2.24 email to your coworker and say hey could
36:3.80 you do this the problem is if your
36:6.04 coworker makes progress on it or doesn't
36:8.64 see it or whatever you have no idea but
36:11.08 with patrix you can actually when you
36:13.40 forward this task using Outlook and you
36:15.76 create this task you can actually ensure
36:18.20 that they have the due date for it they
36:19.84 have reminders for it and then when your
36:21.72 coworker sees this task it will show up
36:23.72 here and it'll show their Avatar and it
36:25.88 says that you know cowork has read this
36:27.96 task and it is so important going
36:30.40 reminding you of reminding everybody
36:32.52 that there's a feedback cycle to all
36:34.20 these tasks when you assign something
36:35.80 you want to know that they actually saw
36:37.28 it and from there they're actually
36:38.68 making progress and when they mark it as
36:40.32 done you actually get that full feedback
36:42.40 cycle to ensure that nothing important
36:44.44 falls through the crack so think about
36:46.28 party Matrix as again that communication
36:48.40 tool to ensure that everyone's on the
36:50.04 same page and if things are not getting
36:51.44 marked as done in P Matrix then that
36:53.36 means those tasks have not been um done
36:56.40 any anywhere else so keep that in mind
36:58.52 when when it comes to P Matrix and keep
37:0.56 that in mind when it comes to um using p
37:3.72 Matrix to prioritize these emails but
37:6.12 one other neat thing about patrix is
37:8.24 that it allows you to convert an email
37:10.36 I'm sorry to attach an email to an
37:12.08 existing task as well so instead of
37:14.36 actually prioritizing the email I can
37:16.00 actually choose to open pry Matrix and
37:18.08 then if I have an email that belongs in
37:19.88 an existing task I can actually just
37:21.96 hover over that task and then attach it
37:24.16 and I I can search for that task here
37:25.72 and then attach this email to an
37:27.92 existing task use case let's just say
37:30.56 you have a followup from an external
37:32.56 client that says you hey you know did
37:34.64 you ever make progress on so and so task
37:38.04 instead of creating another tasking PR
37:39.80 Matrix you're going to attach an
37:41.04 existing task so then your co-workers um
37:43.80 are on the same page so email
37:46.52 priorization is so powerful so useful I
37:49.56 use it all the time I'll get an email um
37:52.56 and then from there I need to assign
37:54.04 somebody else in particular I use the
37:55.88 email prior ation to actually ensure
37:58.16 that they see the email and they able to
37:59.76 respond to it as I mentioned earlier too
38:2.96 in part Matrix every project um has a
38:6.00 special email address and in fact I also
38:7.92 have my own special email address that
38:9.80 shows up in my inbox so for example if I
38:12.32 go back to here and I click on inbox and
38:15.76 essentially what the inbox is it's
38:17.80 actually list of items that actually get
38:19.72 got forwarded into prrix but they don't
38:21.80 belong in a project yet and so this is
38:24.08 the only time when they actually don't
38:25.72 have a quadrant associate with it but if
38:27.64 I go to this view here I can grab the
38:29.36 secret inbox what I like to do is I like
38:31.88 to save the secret inbox as an email
38:34.56 address and then whenever I get a task I
38:36.76 just forward it into here allowing me to
38:38.92 create action items from any email even
38:41.00 when I'm on the mobile device I'm
38:42.80 walking around and you know I happen to
38:44.80 check my my mail I get a really
38:46.36 important email I want to make sure that
38:48.56 um I remember to address it I F into my
38:51.64 PR Matrix I would and then in the in the
38:54.24 body section I would say do tomorrow or
38:56.24 do in 3 hours or something like that and
38:58.32 pry mrix will automatically remind
39:0.72 me so I've shown you how to create
39:3.48 projects I've shown you how to create
39:5.12 action items I've shown you how to
39:6.56 delegate it I've shown you how to
39:7.84 prioritize it I've shown you how to
39:9.72 manage emails let's talk about U
39:11.96 Microsoft teams for a second so if you
39:14.32 use Microsoft teams definitely
39:17.12 definitely install our applications
39:18.72 inside teams uh now it's completely
39:21.20 optional to install the Outlook or teams
39:23.96 app in terms of party Matrix all you got
39:25.84 to do is go to our website click on web
39:27.64 app and you can use our web app for
39:29.56 desktop app native app mobile app Etc
39:32.44 but if you do use teams you should
39:34.64 install our app for the sole reason that
39:37.92 it helps with context
39:39.60 switching right if you use Microsoft
39:42.44 teams and you're talking about things
39:43.88 you have to do and then you have to open
39:45.72 py Matrix and then from there have to
39:48.72 create task go to the appropriate
39:50.20 project that's just too much time wasted
39:52.40 so what we've done is we built a really
39:54.96 really deeply integrated solution inside
39:56.96 teams allowing you to do so many things
39:59.64 without even going to the pr Matrix
40:1.56 application so the first thing you have
40:3.36 to do is go to the App Store and install
40:5.16 prod Matrix when you install prod Matrix
40:7.36 it shows up here make sure you right
40:8.80 click and pin it when you click on prod
40:10.68 Matrix you'll see a view that's almost
40:12.80 identical to the web app view right you
40:14.44 have the list of project on the left-
40:15.68 hand side you have the um the item
40:18.60 details I mean the project uh quadrant
40:20.56 in the middle right here I have a the
40:22.64 home view open I have the home view in
40:24.76 the web app as well and then when I
40:26.72 select a task again I have on my right
40:29.40 hand side um the um Dio details so I
40:33.08 don't have to go into uh show you the
40:35.64 capability inside the web app inside
40:38.68 teams but let me show you what makes
40:40.60 prot Matrix different inside teams when
40:42.60 you go to a chat section and let's say
40:45.44 you're talking to a coworker you're able
40:47.60 to open What's called the one-on-one
40:49.76 what the one-onone does is it actually
40:51.72 shows you all the tasks you have in
40:53.56 common with your
40:54.96 coworker across all of PR Matrix so let
40:59.44 me say that one more time whenever
41:2.32 you're inside teams and you're working
41:4.64 with a coworker you can literally see
41:7.68 everything you have to do for them or
41:10.80 with them or that you've assigned to
41:12.96 them directly from this tab without even
41:16.80 opening patrix so all you have to do is
41:20.52 click on this plus icon choose party
41:23.52 Matrix and then choose the one-on-one
41:25.76 View and from The one1 View you select
41:28.20 the person now imagine if you have 10
41:30.76 direct reports that work with you right
41:32.92 you can actually add this tab for all T
41:34.68 of direct reports when you want to know
41:37.12 what Eugenia has been working on or you
41:38.96 want to know what um Sally's been
41:42.36 working on you can just go to this view
41:44.28 see all the tasks see all the tasks that
41:46.08 are overdue it Aggregates it across all
41:48.36 the different projects and then when you
41:50.36 have your one-on-one meeting you can
41:51.92 open up this View and just start going
41:53.96 down the list what's nice is is you're
41:56.60 not opening a project you're not opening
41:59.60 uh and and looking at different
42:1.36 quadrants and so forth it is so helpful
42:3.68 the second part is when you want to
42:5.92 create follow-up tasks you can actually
42:7.84 click on at share task and create the
42:10.24 task directly from this view I really
42:12.80 like this because it saves me so much
42:16.80 time having to go to a project selecting
42:20.96 I me sorry go to part Matrix selecting a
42:23.00 project choosing a quadrant and then
42:25.48 after creating a task assign it somebody
42:27.88 this does all of that in one move
42:31.04 because it goes and automatically
42:32.68 assigns to my coworker um I can choose
42:34.96 what project it goes in and I can say
42:37.36 the task name the due date directly from
42:39.56 here and so I use this all the time
42:41.88 especially if you just want to assign a
42:43.76 task to a single person um and and this
42:47.68 happens during your your one-on-one
42:49.20 meetings and so
42:50.60 forth the other thing I want to show you
42:53.24 is that how prod Matrix integrates with
42:55.48 the other
42:56.84 um teams features as well so when you
42:59.48 have a conversation with somebody inside
43:1.28 teams you can actually just hover over
43:4.84 any conversation and create a task
43:6.88 directly from that team's conversation
43:9.56 and then party Matrix actually links
43:11.28 back to that moment in time when you had
43:13.20 that
43:14.32 conversation Additionally you can
43:16.12 actually open up these um the par Matrix
43:18.72 and both to send action cards and so the
43:21.48 whole idea here of with these adapted
43:23.84 cards is that it allows you to actually
43:26.84 share tasks from patrix directly inside
43:29.76 a A team's conversation the reason I use
43:32.24 this is the following let's just say you
43:34.04 know I assign a Tas to a coworker but
43:36.12 the coworker never responded in
43:37.60 promatrix and so now I'm wondering hey
43:39.32 did that did they see it and all that so
43:41.76 I would go here select the task and send
43:43.56 it to them and they can open this task
43:45.44 directly from inside
43:47.00 teams patrix also integrates with
43:50.12 several other things I won't go into the
43:52.12 details because um that's something that
43:53.84 you can explore down the road but when
43:55.72 you go go into the calendar view and
43:58.00 you're creating meetings inside teams
43:59.76 you can actually add petric tab to your
44:2.16 meetings as well allowing you to pull up
44:3.96 agenda directly from the teams
44:6.28 meeting the other thing prot Matrix
44:8.36 allows you to do is actually build
44:10.32 what's called workflow Integrations with
44:12.92 your Microsoft ecosystem so if you go to
44:15.20 apps here and you search for py
44:18.64 Matrix you'll see that down in the
44:21.08 workflow we actually have multiple
44:22.84 automations and in fact P Matrix is uh
44:25.60 has a lot automations in place that you
44:27.40 can build within your own organization
44:29.84 using power automate to say that if this
44:32.24 then that but we also have several
44:34.84 automations already in place for you for
44:36.56 example you might want to move tasks
44:38.52 that are overdue um to quadrant one or
44:41.60 you might want to capture whenever
44:44.52 someone submit a Microsoft form create a
44:46.44 task in Matrix these are all the example
44:49.00 of things that you can do pretty easily
44:50.64 with the workflow
44:52.12 automations but I'm going to give it
44:54.04 caveat none of this is required if you
44:56.80 want to get you know just 20% of the
44:59.04 work in PR Matrix to get 80% of the
45:1.68 value again let me reemphasize what are
45:4.24 the things you have to
45:5.84 do one make sure that you create just a
45:9.44 couple projects right I personally think
45:12.60 you should always have a personal
45:14.32 project then you have a team project and
45:16.80 then you have some sort of goal that you
45:18.36 have for this quarter or this month or
45:19.92 something like that so at least those
45:21.64 three projects within those projects
45:23.48 when you create the task put them in the
45:25.28 appropriate quad students within each of
45:26.96 those tasks set the due dates set the
45:29.64 reminders if that's all you did today
45:33.20 you will have very very good Clarity on
45:35.88 what it is that you need to work on at
45:37.56 any point in time so I talked about due
45:40.72 dates and I talk about reminders how
45:42.48 does part Matrix actually remind me to
45:44.64 actually get that done that's all in the
45:46.80 home view so in the home view there's a
45:49.40 section called alerts what the alerts
45:51.24 does is the alerts tells me the action
45:53.00 items that requires my attention so for
45:55.88 for example if I have a task and that
45:57.92 task is due it'll pop up here in the
46:0.12 alert section but I remember I told you
46:2.72 how I can have a task that's due and
46:4.48 then I may or may not get to it what I
46:6.52 can do is I get set reminders right so
46:8.56 whenever a reminder comes around it also
46:10.88 shows up here in the alert section the
46:12.84 alert section is
46:14.84 also from um the alert section is also
46:19.08 from um tasks that are delegated to me
46:22.24 so let's just say if someone assigns me
46:23.96 a task it will also show up here in the
46:25.44 alert SE
46:26.56 or if a task I assigned to somebody else
46:28.76 and I'm going to follow her on and that
46:30.20 task gets updated it also shows up the
46:32.40 alert section so the whole idea of the
46:34.56 alert section is these are the tasks
46:36.92 that requires my attention but the way
46:40.76 prot Matrix works is it only shows you
46:43.16 task that actually relevant to you if
46:46.76 it's not relevant to you it wouldn't
46:48.04 show up here one of the things I like to
46:50.12 do is I would go and and review these
46:52.60 tasks and then afterwards I can go and
46:54.64 clear all notifications or clear
46:56.72 anything that's older than a week or a
46:58.20 day and then if anything is actually
47:0.32 important or if anything has um alerts
47:3.24 that reminds me on a daily or weekly
47:5.16 basis it'll pop back up for me again and
47:8.24 here from the home view too you can see
47:10.32 that I can see other tasks that I
47:11.88 visited I can see my agenda the agenda
47:14.32 is just essentially tasks that are
47:16.08 relevant to me or that's assigned to me
47:18.56 but that are due today or tomorrow or
47:21.68 this week Etc so it's it's um it's a way
47:25.44 to look at the time
47:27.52 Dimension and then I can also look at my
47:29.72 items essentially these are tasked
47:31.56 across everything all of my project in
47:33.60 one central place P Matrix also has
47:36.36 extremely powerful filtering system so
47:39.80 if you go to the search view here patrix
47:42.60 allow you to see everything that you
47:44.16 have across your whole patrix but you
47:46.36 can click on filter and then see
47:48.72 whatever is that you need to see
47:50.28 including things like what are the
47:52.20 things that I finished last quarter what
47:54.72 are the things that
47:56.24 my co-workers finished last quarter what
47:58.80 are the things that I have to do in the
48:1.40 next three months right PR Matrix
48:3.08 filtering system Aggregates all the
48:5.40 information that you have across all of
48:6.92 your pre Matrix um and shows up here in
48:9.28 one central place so whenever you need
48:11.32 to find information this is this is
48:13.84 where youd go you go to search section
48:15.84 and it shows everything that you have
48:17.68 and and you can actually choose some of
48:19.08 your presets here as
48:21.36 well okay so I think that in terms of
48:25.24 capability these those are the most
48:27.40 important things that um that I want to
48:30.20 show you today so hopefully let me jump
48:32.64 back to the presentation
48:37.20 here hopefully um you have a sense of
48:40.20 what promatrix can
48:41.80 do so now it's on you to sign up for
48:45.84 prod Matrix if you haven't already and
48:47.40 if you use teams and Outlook make sure
48:48.88 you install your teams and Outlook
48:50.08 Integrations again they're not required
48:52.36 to use prod Matrix but if you do have
48:54.68 them it just makes your life life a lot
48:56.04 easier create at least those three
48:57.96 projects that I mentioned to you um
49:0.12 invite the appropriate team members and
49:1.96 if you you don't want others to work
49:3.64 with you in promatrix that's totally
49:5.04 fine promatrix started as an application
49:8.32 that helps individuals manage their
49:10.16 priorities that's actually the the core
49:11.92 of our our software um from like
49:14.40 something like 13 years ago promatrix
49:16.60 started out as a a solution for
49:18.52 individuals to manage priorities it is
49:20.48 over time that prod Matrix evolved into
49:23.20 a system to help entire organization
49:25.68 manager priorities
49:27.72 but if you're in a meeting pull up your
49:30.48 PR Matrix put it on the big screen and
49:32.80 help everyone get on the same page it is
49:34.80 so helpful especially if you're a
49:36.44 manager and you have a bunch of direct
49:38.20 reports and everyone needs to be aligned
49:40.44 right do that it is very very helpful or
49:43.24 if you're just using prod Matrix as an
49:45.32 individual contributor and you're
49:46.96 talking to your manager instead of
49:49.20 discussing all these things and and you
49:51.32 know talking about progress and so forth
49:53.88 the key is if you can use Matrix to
49:56.00 identify what you should work on and
49:57.60 then what you should not work on you're
49:59.24 going to save a lot of time so use PR
50:1.00 Matrix as that communication tool bring
50:3.28 it up in your meetings and so forth and
50:5.20 show others how you're prioritizing at
50:8.16 least they'll understand how what it is
50:10.64 that you're
50:11.44 doing when you create task and Matrix
50:14.00 set due dates set due dates so so
50:16.60 important and then put them in the
50:17.76 appropriate quadrants right again if
50:19.88 everything's important urgence then
50:21.44 nothing is so keep that in mind and then
50:24.00 lastly ruthlessly prior prioritize when
50:26.12 I say that what I mean is if you don't
50:28.56 prioritize your time and you don't
50:30.40 decide what you need to work on somebody
50:32.36 else will so it is so important that you
50:34.72 set your priorities so then when you're
50:37.00 talking to others everyone else knows
50:39.32 what it is that you're working
50:40.96 on couple of advice use part Matrix to
50:43.80 track high impact tasks so if you're
50:46.52 very very new to part Matrix and you're
50:48.16 worried about using part Matrix to track
50:50.36 all your to-dos and so forth then step
50:53.76 back make sure that the stuff that you
50:55.48 put in PR Matrix are only most impactful
50:58.04 to you right so maybe you don't want to
51:0.20 use it as your grocery list because that
51:2.48 may may not make sense um if you're
51:4.40 thinking that you're spending too much
51:5.72 time updating that and then use patrix
51:8.32 as a communication tool I I emphasize
51:10.72 that again and again communication tool
51:12.76 because it helps everyone be on the same
51:14.52 page and then use your patrix to manage
51:17.16 your individual goals you at the end of
51:19.92 the day are the most important person
51:21.76 within this entire picture if you don't
51:24.92 get vac had a per Matrix it doesn't
51:26.80 matter what your organization does with
51:28.44 it right so if you can make your use
51:31.32 yourself succeed then I think everything
51:33.52 else should just fall in
51:35.20 place so what success with petrix should
51:37.92 look like you have one central place to
51:39.64 track priorities if you open a petrix
51:41.68 you know exactly within the context of
51:43.80 every project what it is you need to
51:45.12 work on or what are the things you need
51:46.76 to work on today what are the things you
51:48.08 need to work on this week everyone on
51:49.92 the team should understand and are align
51:51.48 on key task because they're on the same
51:53.20 page in the same project as you um
51:55.48 repetitive procedures are templatized as
51:57.64 I mentioned earlier you can save
51:59.00 templates as you create them and then if
52:1.20 you have important email prioritize them
52:3.48 um again I have so many important emails
52:5.76 I prioritize all of them I triage them
52:7.72 to proper team members and then I ensure
52:10.36 that they're not forgotten because I'm
52:11.68 setting due dates and I'm setting
52:13.16 reminders so at the very least it'll
52:15.72 come back up and um I actually know that
52:18.44 I have to go and actually answer that
52:20.36 email that's it with that I'm going to
52:23.48 go and look at the chat section to see
52:25.00 if there questions and then I'll try my
52:26.68 best to answer them so if you have any
52:28.56 other questions make sure you send in
52:30.12 the chat right now this is a perfect
52:31.68 time for us to discuss
52:33.96 them all right so let's see here um does
52:37.68 PM work with uh planner and task so yes
52:42.36 let me show you how that works so the
52:44.16 way party Matrix works is uh give me one
52:47.12 second here I'm going open back
52:49.04 up so everything I showed you here is
52:51.92 integration with teams and Outlook um
52:53.64 but parri also has other Integrations
52:56.44 that's much more um be Beyond teams and
52:59.80 Outlook so for example if you go to the
53:1.60 connector's page so if you go to your
53:3.92 account in prot Matrix click on task
53:5.68 connectors you'll see these options here
53:7.76 we have integration with jira Outlook
53:9.64 to-do planner Azure devop zoom and zenes
53:12.92 so what it's going to do is that
53:14.68 actually each of these will pull in a
53:16.24 project into prod Matrix so it's
53:18.32 intended to be a oneway sync so what
53:20.08 that means is if you have planner task
53:22.08 it'll pull all your planner task into P
53:23.88 Matrix and then you can see that in the
53:26.00 project then hopefully over time what
53:28.44 you're going to do is you take these
53:29.96 planner tasks and then convert them into
53:31.64 prot Matrix task and then from there you
53:33.52 can actually prioritize it we don't do
53:35.72 two-way sync for a couple reasons a lot
53:37.64 of these applications lack the metadata
53:40.64 in the context that patrix has because
53:42.80 patrix again is all about priorities and
53:45.52 ensuring things go in the appropriate
53:46.88 quadrant and so forth and a lot of these
53:48.68 other applications don't have that
53:50.32 context so then you know when we
53:52.24 actually do two-way sync a lot of things
53:54.16 can start breaking and and so forth so
53:56.68 these are the ways that you can pull in
53:58.16 other task into PR Matrix we also have
54:0.72 other Integrations as well so for
54:2.32 example you can see that you can
54:3.48 actually see in my Microsoft edge here
54:6.52 um I have the patrix uh Edge extension
54:10.28 there's also the patrix Chrome extension
54:12.56 and the way the extension works is
54:14.04 actually really neat it will take any
54:16.04 web page that you're viewing and you can
54:18.20 convert it into a task in P Matrix or
54:20.60 you can attach any web page um into an
54:23.92 existing task so what that means is if
54:26.60 you use any software that's a web app at
54:29.32 you know like SharePoint or Salesforce
54:32.08 or whatever and you're browsing a
54:33.36 certain page you can use our Chrome
54:35.20 extension and Edge extension to convert
54:37.08 them into task so that's how you do the
54:39.60 Integrations with task and planners and
54:41.92 so forth to-dos um so the next question
54:45.32 is if you install the app in teams does
54:47.00 it install for everyone in the team or
54:48.60 just for you so if you're an IT admin
54:50.96 you're able to install prrix for the
54:52.60 entire organization we actually have
54:54.08 instructions for that if you have have
54:55.24 questions there just reach out to us and
54:56.60 we'll show you how to do that it's very
54:58.04 easy but if you're not an IT admin you
55:0.44 can go to teams and Outlook and install
55:2.16 it for yourself when you sign in uh we
55:4.68 generally recommend that you use Azure
55:6.32 active directory if you use teams and
55:7.88 Outlook so then prod Matrix will
55:9.56 actually integrate with all that and
55:10.76 then we everything is just seamless
55:12.24 automatically um bring together into one
55:14.32 central place sometimes you might need
55:16.24 it to approve it but as I mentioned
55:18.72 promatrix is a Microsoft 365 security
55:20.96 certified solution so when you look
55:22.96 inside teams for example um
55:25.96 I'll show you here um if I go to teams
55:29.80 here and I go and I search for patrix
55:32.88 actually you see how P Matrix has this
55:35.28 little uh M365 certified box here so
55:39.36 that means it makes it pretty easy for
55:41.36 it organization to proove that as
55:44.44 well can I link emails with promatrix
55:47.52 from Gmail uh we do we do have
55:50.12 Integrations with Gmail as well so if
55:51.64 you go to the Gmail app store you can
55:53.96 actually install promatrix there now our
55:56.00 Integrations with Gmail isn't as robust
55:59.64 as Outlook uh due to limitation in Gmail
56:2.28 but as I mentioned earlier every single
56:4.52 one of your projects uh inside pry
56:6.96 Matrix has an email address so what I've
56:9.24 done let me show you how I actually do
56:10.84 it again when I go to my inbox here
56:13.36 inside P Matrix I get my secret inbox
56:15.72 address I save that as a contact and
56:18.80 Gmail and then when I have a task I need
56:21.12 to prioritize I would forward it into my
56:25.28 um inbox address and then the way patrix
56:28.44 works is if you have that email that you
56:30.32 forward then in the subject you just say
56:33.76 do tomorrow or you can say you know do
56:37.68 tomorrow in the new line remind me
56:39.76 weekly something like that per Matrix
56:41.92 will actually create the task set the
56:43.80 due date set reminders for you directly
56:46.00 from any forwarded email so I actually
56:48.24 have that set up as well on my my phone
56:51.04 because that's usually when I need to
56:52.76 prioritize a task uh because I'm looking
56:54.88 looking at it and then as forward in my
56:56.32 inbox as
57:0.60 needed so the question the next question
57:3.68 is is this accessible to someone who use
57:5.60 screen reading software I actually don't
57:8.04 know the answer to that so if you want
57:10.12 to reach out to our support at
57:13.36 and give us a little bit more
57:14.68 description on the limitations that you
57:17.04 have with the screen reading software uh
57:19.60 then we can take a look but um there are
57:22.80 a lot of capabilities in sideo Matrix
57:24.68 that probably
57:26.52 required being able to to visually see
57:30.04 the task that um that you have so we're
57:33.04 not I'm personally I'm not as familiar
57:36.24 on how we do um how we work with in
57:39.16 terms of accessibility but if you reach
57:41.36 out to us um with more details we can
57:44.28 actually try to see if there's a better
57:45.88 answer there thank you for these
57:48.00 questions are there any other
57:51.20 questions as I mentioned my email is
57:53.40 high feel free reach out
57:55.24 to me if you have any questions um at
57:56.88 the same time also you know reach out to
57:58.72 our support at uh if you
58:1.12 have other questions around licensing or
58:2.96 capabilities and so forth part Matrix is
58:6.36 a communication software right and uh so
58:9.56 hopefully you know when you walk away
58:11.44 from this webinar you look at it as a
58:13.68 way to just jot down all these things
58:16.20 that's in your brain so then you know
58:17.88 you can take that and easily share it
58:20.04 and visualize it and tell others about
58:22.48 it what it is that you think is
58:23.84 important and then if everyone else just
58:25.84 imagine for a second if everyone within
58:28.00 the organization share their priority
58:29.76 Matrix with you what how easy it is that
58:32.56 you understand what it is that you need
58:33.64 to work on so um that's the end goal
58:36.52 there thank you so much everybody I
58:37.96 appreciate all the
58:47.00 comments