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 (56:26.60) Stop scroll

0.72s all right good morning everyone we'll go
2.56s ahead and get started uh first of all I
4.64s want to let you know that this webinar
6.52s is recorded and so we'll be uh we'll
8.96s send out a copy of the webinar
10.24s afterwards and the second is in the chat
13.04s section of the Microsoft teams webinar
14.88s there's a place for you to send a
16.04s message so if you have any questions
17.84s whatsoever during the webinar please
20.24s send um put a note there and I'll try my
22.44s best to address
23.64s it with that we'll get
26.72s started so uh first of all my name is hi
29.52s I'm Co founder of affluence which is the
31.52s company behind promatrix so um hopefully
34.84s you're here today because you're looking
36.36s at ways to become more effective by
38.20s prioritizing your task and managing your
41.00s eaps and so my goal is pretty
44.28s simple uh I want to help you understand
46.80s the basics of party Matrix the software
49.12s the fundamentals behind it uh help you
51.96s understand the framework so that you can
53.80s get the most out of P Matrix with the
55.60s least work um as I understand you know P
57.68s Matrix has so many capabilities at the
59.56s end of the the day what matters most is
1:1.56 that you get value out of pry Matrix
1:4.20 which means that when you use pry Matrix
1:6.92 on a daily basis you walk away knowing
1:9.04 that ex you're working on the right
1:10.52 things and that you actually um have
1:13.80 peace of mind for lack of better words
1:15.96 and then thirdly help you envision what
1:18.16 your work and life success may look like
1:20.00 with PR Matrix that's one of the reason
1:23.04 for the software to exist which is to
1:25.36 actually help individuals such as
1:26.92 yourself become more effective and more
1:28.60 efficient at what it is that you
1:31.16 do one of the things I like to start
1:34.52 talk about first is um are the
1:37.00 challenges that are customer face um the
1:39.20 reason I'm bringing it up is because I
1:40.60 want to show that you're not unique in
1:43.08 terms of the the challenges that you
1:45.12 face and so if there's any problems or
1:48.08 um privatization challenges that you're
1:50.92 constantly you and your team constantly
1:53.72 run up against ironically it's it's one
1:56.52 of those things that continue to impact
1:58.12 all of us and so team members have
2:0.64 significant trouble understanding what's
2:2.32 priority right now and one of the things
2:4.56 that's really interesting about this is
2:6.04 that more so than ever before we're
2:8.80 working with other people we're working
2:10.68 across multiple projects and so it's
2:12.44 extremely difficult to know what should
2:14.56 I work on at any point in time and the
2:17.32 corollary to that is actually having
2:20.00 trouble keeping track on the status of
2:22.20 work across all these areas
2:25.40 responsibilities and then thirdly um
2:27.92 we're facing actually far too much
2:30.04 switching so ironically over the last
2:32.28 couple of years you know we have so much
2:33.88 more technology around communication
2:36.64 software such as Microsoft team slack
2:38.64 and then all these email stuff that's
2:40.76 that's happening and more so than ever
2:42.76 um I experience this myself which is I
2:44.60 have to constantly switch between all
2:46.04 these different applications all these
2:47.36 different software in order to know what
2:49.08 it is that I need to work on and so that
2:51.00 context ring is actually at the core of
2:54.04 the problems that a lot of us
2:56.08 face so what is party Matrix party
2:58.76 Matrix is a comprehensive of email
3:0.32 priority in project management software
3:2.60 what we do is we help both teams and
3:4.40 individuals manage emails conduct more
3:6.64 efficient meeting and get real-time
3:8.08 status and updates on critical projects
3:10.24 and priorities so at the core of pry
3:12.68 matrix it's around understanding what
3:15.28 you need to work on at any point in time
3:17.12 so I call petric a communication
3:19.20 software instead of just a project
3:21.24 management project management software
3:23.16 and when I say communication software
3:25.28 what I mean by that is that it helps you
3:27.44 communicate your priorities to others
3:29.80 and then helps others communicate your
3:31.28 priorities to you and so hopefully in
3:34.24 today's webinar and the product Dem
3:36.40 demonstration I can show you that
3:38.52 capability and why it
3:40.76 matters so how does party Matrix help
3:43.12 with these challenges that we talked
3:44.48 about we use something called the four
3:46.12 quadrant methodology and I'll go into
3:47.96 that into more details to promote very
3:50.44 effective prioritization so if you use
3:52.96 PR Matrix you should always always
3:55.32 understand exactly what matters most at
3:57.84 any point in time and then secondly
4:0.64 party Matrix provide different views
4:2.28 such as the one-on-one the agenda the
4:4.04 timeline to help you understand what
4:5.96 needs to be done within the right
4:7.20 context and when I say context it means
4:9.88 what matters at this moment in time so
4:12.32 it's really interesting because we talk
4:14.40 about um goals and so forth and there
4:17.20 are things that are far-reaching right
4:18.80 the things that are months or years out
4:21.24 but then there are things that are
4:22.20 happening right now and then the things
4:23.68 that you doing for people and so when I
4:25.72 say context it means the context of time
4:28.20 the context of priorities the context of
4:32.40 people and then thirdly pry Matrix
4:34.68 provide really deep Integrations into
4:36.20 systems you already use in inside
4:38.24 Microsoft teams um and Outlook and so
4:40.76 that's actually where we're probably the
4:42.08 most integrated solution in teams and
4:43.60 Outlook and actually we're super excited
4:45.80 about several additional um Integrations
4:48.32 that we have within the Microsoft
4:50.04 Enterprise so if you are an Enterprise
4:51.88 customer support Matrix we actually uh
4:54.48 were just announced by the the Microsoft
4:56.40 CEO around our Integrations within
4:59.16 pardon me Matrix into the co-pilot
5:0.92 system so if you do use that reach out
5:3.36 to us if you have any questions and we
5:4.84 can show you actually how to implement
5:6.76 and activate that
5:8.96 capability so what makes patrix better
5:11.76 um the first reason is that PR Matrix is
5:13.96 Microsoft 365 security certified across
5:16.56 our teams app Outlook app and web app
5:18.36 and we're the only solution that I'm
5:19.56 aware that has all three um
5:21.52 certifications and then we're using AI
5:23.76 to help you achieve your goals and I
5:26.68 think there's a lot of places where we
5:28.12 can Implement Ai and a lot of places
5:29.84 where AI might do good or not so being
5:33.56 not so capable in all of this but we're
5:35.76 trying our best to learn from that and
5:37.32 so we're constantly seeking feedback so
5:39.48 as I show you some of these
5:40.60 functionality if there's any feedback
5:42.76 that you have around where we can
5:44.92 actually add value to you please bring
5:46.88 it up and then party Matrix provide what
5:49.76 I call people Centric collaboration and
5:51.40 that's what um we do in the one-on-one
5:53.16 view so it's not just about projects
5:55.12 right because you always want to
5:56.48 understand okay this is what I need to
5:58.16 work on but what if I need to understand
6:0.76 what do I need to work on for my manager
6:2.24 or for my colleague or for my client or
6:3.92 for my family and then uh finally party
6:6.48 Matrix is available as a standard
6:7.96 solution which is what I'll be talking
6:9.60 today as well as a hipa compliant for
6:11.20 healthcare Life Sciences as well as an
6:13.08 Azure government Cloud for local and
6:15.32 state government we also have um
6:17.88 Enterprise deployments of course so if
6:19.60 you have any questions around those
6:20.92 please feel free to reach out to
6:23.00 us so what makes protom matrics
6:25.40 effective um there's a couple things one
6:27.72 it helps you understand what you need to
6:29.88 do right now and that was such an
6:32.76 interesting uh aspect around all of
6:35.72 these prioritization software or project
6:37.72 management software or task management
6:39.08 software you probably I mean if the
6:41.60 reason why you're here today is probably
6:42.96 because you're looking for a better way
6:44.80 to understand what you need to work on
6:47.60 and if that's the case what are the
6:50.36 challenges that you face with your
6:51.72 current method right and typically the
6:54.28 problem is I don't know what to do what
6:56.52 to do at this moment in time and then
6:58.56 what do I need to do later as in what do
7:0.76 I need to do next and then what are the
7:2.52 things I should delegate and then
7:4.28 finally what are the things I should not
7:6.00 even do and understanding that is half
7:8.88 the battle um we often struggle so much
7:11.80 working on things that don't matter and
7:14.32 how how many times has it been where you
7:16.68 worked on something and you maybe you
7:18.28 worked even real hard on it you got the
7:20.48 deliverable and no one cares and I hate
7:23.96 to say it but it happens more often than
7:25.96 not you know people work on these
7:28.12 presentation and um reports and so forth
7:31.20 and no one reads them because it doesn't
7:32.68 matter and that's the fascinating thing
7:34.28 around all of this is that our society
7:36.32 is pushing people to work on work just
7:38.56 for the sake of work as opposed to work
7:40.00 that matters and so when it comes to
7:42.04 party Matrix unfortunately we can't
7:43.84 solve those problems for you but at
7:45.36 least what we do is we surface it up so
7:47.92 then when you talk to your manager or
7:49.92 your colleagues or your direct reports
7:51.92 or your Executives you're in alignment
7:54.36 and that's the key um finally party
7:56.84 Matrix uh helps you with understanding
7:59.04 the constantly shifting priorities and
8:1.16 so it offers one place where everyone
8:3.32 can go to understand what needs to be
8:4.96 done and so what I've just what I'm
8:7.64 trying to convey is that P Matrix starts
8:10.04 at you as the individual understanding
8:11.80 your priorities and then afterward
8:13.72 kicking that and actually sharing with
8:15.36 everybody else so then everyone can come
8:18.16 together so let's talk about the core
8:20.60 fundamental behind prod Matrix how um so
8:24.68 there's a a famous quote attributed to
8:26.20 former President Eisenhower what is
8:28.64 important is seldom urgent and what is
8:30.48 urgent and seldom important what I
8:32.32 really like about this quote is that it
8:34.40 actually teases everything we do into
8:36.76 two the two dimensions of importance and
8:38.80 urgency right if you have a list I
8:41.96 imagine you have a list of things you
8:43.12 have to do where do you start start at
8:45.08 the top or you start at the bottom or
8:46.16 you start somewhere in the middle is it
8:47.36 random and I think that's what we kind
8:49.92 of do a lot of times we just we kind of
8:51.72 stumble on whatever is easiest right and
8:54.92 so by looking at it from a different
8:57.08 perspective which is importance and
8:58.52 urgency then we can determine what are
9:1.16 the things I need to work on that's
9:3.12 important but it's also urgent and what
9:5.32 are the things that's important but not
9:7.00 urgent so that I can start planning for
9:8.56 it and then what are the things I can
9:10.16 actually um get rid of because if it's
9:13.28 something that's not important and not
9:14.52 urgent I hope you're not even looking at
9:16.72 it right and actually in fact why even
9:18.36 have it on your list why clutter
9:19.60 yourself let's get rid of it completely
9:21.52 and so that's what I really like about
9:22.96 this quote and so instead of having all
9:25.24 your task and all your action items um
9:27.44 and all your goals and all the things
9:28.76 that you doing in a single list what we
9:31.04 do is we split into the the the
9:33.12 quadrants and so in party Matrix
9:35.92 everything that you have every every
9:37.64 task that you create in a project has to
9:39.68 fit within the 2 by two Matrix
9:42.20 framework the most fundamental framework
9:44.52 that we have is What's called the do now
9:46.24 plan delegate and inbox so what that
9:48.40 means is that the tasks that are
9:49.88 important and Urgent goes in Quadrant
9:51.32 One the do now the tasks that are
9:52.96 important but not urgent are the things
9:54.20 you should be planning for and then the
9:56.08 things that are um urgent but not
9:57.92 important there are stuff you can
9:59.20 delegate so by delegate it means what
10:1.36 are the things that someone else can do
10:2.80 a better job than you so you have a core
10:6.00 competency whatever that is and and with
10:9.32 that core competency you're the best at
10:10.92 executing that right and so whatever our
10:12.80 roles is but then there are some cases
10:14.92 where somebody else can do a better job
10:16.92 um I like to draw the analogy of going
10:18.80 to a restaurant for the purpose it's not
10:21.04 like you can't cook it or cook food or
10:23.24 whatever but it's something you want to
10:24.84 delegate to somebody else because you
10:26.40 know they can do a better job than you
10:27.92 at that or you just don't want to spend
10:29.60 the resources for it because it's not
10:30.76 important and Urgent so that's sort of
10:32.92 like delegating that task um the cooking
10:35.52 aspect to somebody else but you can
10:37.08 think of it in the same context within
10:39.12 the work that you have to do and that is
10:41.20 why there are executive assistants and
10:43.48 that is why um there are other people
10:45.84 that you report um that you report to
10:48.36 people and then people reporting to you
10:50.68 and finally instead of having anything
10:52.76 that's not important and not urgent in
10:54.12 your list at all we change that to the
10:56.36 Inbox and so the inbox is the place
10:58.44 where all your T might start and from
11:0.72 there they have to fit within the other
11:2.84 Spectrum that's do now the plan and the
11:5.48 delegate now a couple things um one this
11:10.00 is not easy um I want to make that point
11:12.72 upfront because you know party Matrix
11:15.72 does not solve all these problems for
11:18.08 you around executing what it does is it
11:21.00 just helps you help bring Clarity to
11:23.56 your day so imagine if you did this
11:26.76 exercise where you took all the you take
11:28.56 all the Tas that you have to do you put
11:30.44 into this 2 by two Matrix so now you
11:32.40 suddenly have all your goals and all
11:34.36 your priorities down on a piece of paper
11:36.44 perhaps then take that piece of paper
11:38.76 and go around the office and start
11:40.44 comparing notes go to your manager ask
11:42.96 them hey by the way these are my
11:44.08 priorities do you agree right what would
11:46.28 you change and then the same thing look
11:47.96 at your your manager's priorities and is
11:50.76 there Agreements are the things that
11:52.68 you're doing pushing towards that goal
11:55.96 and then vice versa if you went to your
11:58.28 um if you go to your direct reports are
12:0.36 they working on the things that you
12:1.44 consider report and the idea here is
12:5.20 that a lot of times all of these
12:7.28 priorities are within our our head but
12:9.44 we're actually not writing it down we're
12:11.12 not actually doing the note comparison
12:13.00 aspect of it right and so we're just
12:15.00 blindly working on things and so the
12:17.00 goal of party Matrix is to create that
12:18.76 alignment from the very beginning so
12:20.48 then when you go into your meeting or
12:23.64 when you're working on something you
12:25.32 know that whatever is that you work on
12:26.80 the stuff in quadrant one is exactly
12:28.52 align with everyone else within
12:29.80 organization now I'm spending a lot of
12:31.60 time talking about you know this right
12:33.40 here because it is so important um
12:35.56 because our our thesis is if you're
12:38.76 working real hard on the wrong things it
12:41.40 won't matter but if you're doing the
12:42.84 right things right that's where all the
12:44.44 value
12:45.52 is so the four quadrant Eisenhower
12:47.96 Matrix create alignment from the very
12:49.56 beginning and it's extremely that's the
12:51.28 hardest part and that's most of the work
12:53.08 and so the one thing that's not so
12:55.12 obvious is that success from using prod
12:57.24 Matrix using our software is it
12:59.36 necessary about finding what everyone
13:0.80 agrees on because look if your
13:2.16 organization agrees on everything and
13:3.68 you go around and you compare notes and
13:5.24 everyone knows exactly um what is thing
13:7.84 to work on and all the goals are
13:9.12 perfectly aligned I don't think you need
13:10.80 our software in fact you don't need any
13:12.04 software whatsoever you can just go and
13:13.48 execute but success from using a prod
13:15.68 Matrix is about finding
13:17.80 disagreement right and that misalignment
13:20.00 and so hopefully when you walk away from
13:23.20 this webinar and you start using the P
13:25.40 Matrix software and you're writing down
13:26.84 your task and then you go and compare
13:28.44 notes with your team that from that
13:30.52 moment you start identifying all the
13:33.04 stuff that's actually misaligned and if
13:34.68 you just can do that one time I
13:37.12 guarantee you that you feel like the
13:38.44 value prometrix has been uh
13:41.48 delivered so I do want to um remind
13:45.48 everyone that the webinar is recorded
13:47.04 and we'll post a webinar here afterwards
13:48.96 and then if you have any feedback
13:50.16 whatsoever please feel free to reach out
13:51.76 to me high or our support
13:54.40 and with that I'm going to go ahead and
13:55.56 jump into the demo of the product itself
13:59.44 and if there are questions um please
14:1.60 send them in the chat and I will review
14:3.24 them and I'll try my best to address
14:5.36 them okay now with that I'm going to go
14:7.80 ahead and open up my party Matrix um and
14:10.20 here I have the web app so a couple of
14:12.08 notes one party Matrix works on iPhone
14:15.60 Android web app inside teams inside
14:18.24 Outlook um desktop and so forth so what
14:22.96 that means is that pry Matrix is there
14:24.72 no matter what platform you're on so
14:26.64 here I show the web app which is our
14:28.28 recommend standard uh place where you
14:30.64 should be using promatrix so to get to
14:32.40 the web app you go to our website
14:33.84 and then click on web app
14:36.80 or you go to pom now when you
14:39.24 open patrix let me talk about the most
14:41.56 valuable thing about patrix which is
14:43.32 front and center the quadrants so if
14:45.96 there were no other features that you
14:47.20 use in prrix except for the quadrant
14:50.24 that's good enough right that's good
14:52.16 enough for me at least and so on my left
14:55.44 hand side here I have my list of
14:56.68 projects and so you can think of
14:57.96 projects as areas responsibilities
14:59.80 things that you need to do they could be
15:1.36 goals they could be your task list right
15:3.60 it could be your personal task list it
15:4.96 could be your team task list it could be
15:6.28 an initiative you're working on it could
15:7.96 be your quarterly goals Etc so you can
15:9.76 think of projects as being um that full
15:12.48 spectrum of things that that are um
15:15.32 themselves associate with each of these
15:17.84 four quadrants so when I have a four a
15:20.16 project selected the four quadrants show
15:22.36 up here and as you can see the naming of
15:25.60 these quadrants is very similar to what
15:28.04 I showed you in the presentation
15:30.16 Quadrant One the do now the quadrant two
15:32.44 do later quadrant three delegate and
15:34.24 quadrant four is Inbox so when I create
15:36.44 a task and Par Matrix I have to choose
15:38.68 which of these quadrant does it belong
15:39.96 in so for example let's say I want to go
15:42.96 and say follow up with
15:46.84 webinar participants okay so this is
15:49.72 just a a basic task something I have to
15:52.44 do now one of the things that that works
15:54.92 well in party Matrix is I can just type
15:56.36 the due date directly in the
15:57.64 conversation in the item name itself so
15:59.76 I'm going to say doe
16:0.92 tomorrow um 10:00
16:4.68 a.m. so when I do something like that
16:7.00 what happens is party Matrix will create
16:8.48 a task for me and then it understands
16:10.84 that due tomorrow 10: a.m. means
16:13.40 tomorrow at 10: a.m. and so the due date
16:15.60 is set for me now I have my task created
16:19.04 so one thing again that's different is
16:21.60 that you can think of this as your task
16:23.48 list and your task list could be again
16:25.60 that that list you know top to the
16:27.84 bottom so the difference is it starts
16:30.24 here in the Inbox and then if I look at
16:32.40 this and I like you know what this is
16:33.52 actually important and urgent I can
16:35.16 actually just drag it so when I start my
16:37.72 day tomorrow morning I can take a look
16:39.52 at this and know exactly why I need to
16:41.08 focus my time which is the top left
16:42.92 right and something that's actually not
16:44.68 so important or whatting to plan for
16:46.60 later I can just drag and drop to
16:47.88 another quadrants now when I select a
16:50.60 task the on the right hand side the item
16:53.04 details pop up and so the item details
16:55.28 is where you can add additional
16:56.40 information to the task itself now if
16:59.08 you use task management software already
17:1.24 then you know there's a lot of basic
17:2.60 stuff that that always exists so for
17:4.32 example the owner the progress um the
17:7.32 due dates there's one thing that's I
17:9.36 like about PR tricks which is there's
17:11.12 something called the reminders and
17:12.68 reminders different from due dates so
17:14.56 for example let me give you um uh
17:17.36 something that I do all the time I get
17:18.92 an email from a customer and then within
17:21.64 that email maybe I can't respond right
17:23.16 away right so I'm going to say do in two
17:25.96 weeks or something like that but then
17:27.84 afterwards I want to make sure that um I
17:29.80 actually get started or review it prior
17:32.04 so then I want a reminder on a weekly
17:33.88 basis so here's how it works in PR
17:35.68 Matrix you see how let's just say U I'm
17:38.28 going to say follow up with
17:41.48 customer a due in two weeks
17:45.20 okay so now that task is created it's
17:48.48 due in two weeks but I'm going to go at
17:50.00 the bottom here I'm going to say remind
17:51.44 me weekly so what I've done is actually
17:55.20 I've asked party Matrix to remind me on
17:57.44 a constant basis until I get this task
17:59.76 done and the reason I bring this up is
18:1.84 because the reminder aspect is what
18:4.04 helps you work on those right task and
18:7.00 let me give you an example why the
18:9.20 reason why we get so distracted is
18:11.16 because the urgent things come back to
18:13.44 bite us right example this morning I
18:17.00 open my email I get a couple hundred
18:18.72 emails per day and then I see my emails
18:21.32 and then I'm like oh you know this is
18:23.16 something I need to look at um but
18:25.40 really it's not that important but it's
18:27.36 just the last the last email in and
18:29.40 therefore I look at it and so we are
18:31.32 constantly pulled by these urgent things
18:33.12 that are not important so how do we
18:34.88 solve that problem we solve that problem
18:36.48 by actually ensuring that the important
18:39.08 things actually come to our attention
18:41.40 and so that's what the reminders is for
18:43.04 so when you have an important task and
18:45.20 you have a due date great when the due
18:48.24 date comes you'll see that but by
18:49.76 setting reminders it actually pops back
18:51.88 up into your alerts constantly and that
18:55.64 is how we overcome this problem to
18:57.88 ensure that that we actually work on the
18:59.20 right things so my Pro tip for you as a
19:2.16 used part Matrix is again when you
19:4.80 create a task put in the appropriate
19:6.12 quadrants right that's obvious set of
19:8.00 due dates and then set of reminders
19:10.12 every single task that you have if you
19:12.52 have if you do those those three things
19:15.08 that I just mentioned I think You' get
19:16.64 80% of the value out of per Matrix
19:18.44 because it ensures that you're
19:19.84 prioritizing it ensures that you're
19:21.52 actually going to do the those things
19:23.16 that you said you would
19:25.44 do um going to the item details further
19:29.04 um there's several things you can do
19:30.88 that you can add that's um that I think
19:33.08 is actually pretty good features inside
19:35.12 pry Matrix for example you can actually
19:38.00 uh star a task and so what starring a
19:40.04 task means is that it actually surfaces
19:42.00 it and pushes to the top of the list
19:43.76 whatever quadrant it may be uh and if
19:45.96 you star a task you can actually get a
19:47.52 star report so on a daily basis or a
19:50.16 weekly basis you can get a report in
19:51.96 your email that describes the status
19:54.24 updates on all these tasks that are
19:55.64 start pretty useful if you have a team
19:58.84 and as a manager you assign a task to
20:0.76 your
20:1.96 coworker and then um you want to get a
20:4.32 status update on on a routine basis on
20:6.84 all these St tasks that are
20:8.60 starred especially the tasks that are
20:11.20 behind schedule right and so starring
20:13.52 ensures that you get that extra
20:14.84 visibility and then the next thing you
20:16.44 can do is you can add icons so you know
20:18.28 these are pretty basic icons um I've
20:20.68 seen pretty good successes from
20:22.08 customers that use these different
20:23.40 colors so for example red yellow and
20:25.20 green at the very basic level you can
20:27.12 think of them as a way to to um just
20:30.76 make make it visual that something is is
20:33.36 on task so for example you make it green
20:35.24 you see how it shows up here as a green
20:37.24 icon and so then you can take a look at
20:39.12 your dashboard your your Matrix and see
20:41.60 okay I have these you know five task
20:43.20 that are green three task that are
20:44.40 yellow and two tasks that are red and so
20:46.44 just for yourself it's it's helpful but
20:48.40 for a team it's even more helpful but
20:51.08 you can go ahead and change this as
20:52.48 needed um and then also you can sort by
20:54.68 icons and all that so that's what makes
20:56.68 the color coding very very helpful and
20:59.12 then there's uh next to that you have
21:0.76 owner and so in prot Matrix there's
21:2.64 always at least one owner for a task and
21:5.68 you can't have mult I'm maybe I I re
21:8.20 I'll get to rephrase that there can be
21:9.72 one at most one owner for a task so you
21:12.52 cannot have a task with multiple owners
21:14.24 and the reason for that is that there
21:16.88 needs to be clear delineation on who is
21:20.16 responsible and um so if you have a task
21:23.16 and you assign to somebody their Avatar
21:25.52 will show up here you can upload your
21:27.80 picture and so forth but if you're
21:29.84 interested in following the task or if
21:31.44 there's other stakeholders then you can
21:33.08 add them as followers right so for
21:35.16 example I can click on this and then I
21:36.76 add additional people as followers so
21:38.84 now Eugenia has a follow in this task
21:40.76 and so when this task is updated then
21:42.92 Eugenia will also get an update and so
21:45.40 the whole goal around ensuring that you
21:47.72 work on the right things is that um the
21:50.24 right things are actually again surface
21:52.64 up to your alert so then you are aware
21:55.08 of those changes and then the correl to
21:57.76 that is is that the things that aren't
21:59.08 important don't set these due dates um
22:2.60 don't assign it to people don't delegate
22:5.00 uh to people and so forth and so that's
22:7.00 how you reduce the noise that you have
22:9.20 and so one of the things that I um
22:11.24 recommend with part Matrix is if you're
22:13.12 new to the software and you're worried
22:15.80 about getting overwhelmed with too many
22:17.36 things use part Matrix to track only the
22:19.88 most important thing that you have to do
22:21.76 right your monthly or quoty goals and
22:24.44 now from those goals make sure you set
22:26.52 the due dates and so forth but then
22:28.20 whenever you use PR Matrix you go in
22:29.84 you're like okay am I working on the
22:31.12 right things or not now for me
22:33.20 personally I have something like 300
22:35.64 projects and so you can see how in my
22:37.72 real account I have a lot of different
22:39.04 projects and so with that I have tens of
22:41.16 thousands of action action items of task
22:44.04 um but pry Matrix is designed to handle
22:46.48 all of that and PR Matrix is designed to
22:48.60 surface up what matters despite having
22:50.76 all that so that's a one thing that you
22:52.60 can sort of walk away you know feeling
22:54.60 comfort about which is pry Matrix works
22:57.00 well if you have five things and PR
22:58.80 Matrix works well if you have 5,000
23:1.60 things in it and not only that we keep a
23:3.64 record of all the changes for you so
23:5.44 then when you're ready to review things
23:7.76 that you did last month last quarter two
23:10.32 years ago um that were assigned to you
23:13.48 know person a or person B party Matrix
23:15.80 can actually generate all of those and
23:17.28 surface all that up for you regardless
23:19.20 so it's extremely
23:20.76 helpful as you use party Matrix more and
23:23.20 more that it builds up these knowledge
23:25.72 knowledge um of all the things that
23:28.00 happening within the organization and
23:29.28 then not only that you have it all
23:32.04 structured from the perspective of
23:34.08 priorities right because how often has
23:36.60 it happened where you know you're trying
23:38.24 to figure out whether or not your
23:40.12 coworker thinks something is important
23:42.48 it is so difficult because you don't
23:43.96 you're not inside their brain but by
23:45.52 using PR Matrix and by making it so
23:47.48 visual and so easy to see you're always
23:49.72 on the same page and that's the
23:52.16 point now as you scroll down further you
23:54.40 can see that this is the chat section so
23:56.44 the chat section was where I typed that
23:58.00 remind me weekly but really it's a place
24:0.68 um it serves two other purposes first
24:2.88 it's a place where you can have
24:3.88 communication within the context of this
24:5.68 task and when I said the context of this
24:7.60 task what I mean is if you have a
24:9.36 meeting or if you are talking to
24:11.36 somebody in the hallway about different
24:12.92 tasks guess what there's no record of
24:16.72 that conversation and so later if
24:18.48 someone else Chimes or someone else
24:20.44 comes into the task they won't know
24:22.24 what's been discussed so the whole point
24:24.16 of the chat within the patrix task is
24:26.28 that you have this conversation but only
24:28.48 within the context of that task and so
24:30.28 then later on if you review this
24:32.20 particular task you know what was
24:33.56 discussed what were the changes and so
24:35.76 forth the second purpose of this is it
24:38.72 provides you a history um and so with PR
24:41.40 Matrix you can actually print a record
24:43.20 of every single one of these um
24:45.56 conversation within every single item
24:48.20 and the nice thing about it is that it's
24:51.08 there for you for years into the future
24:54.12 and so let me give you an example let's
24:55.56 just say if you have par particular task
24:58.56 and it was done two years ago and now
25:1.72 you know you're trying to go and review
25:3.44 and say wait a minute why did we make
25:5.00 those changes again who was responsible
25:7.72 um what were the status across that well
25:9.48 promatrix provide you that full history
25:11.84 and you can go and review that now of
25:13.48 course customers in the reg highly
25:15.20 regulated space actually leverage this
25:17.36 we have a customer for example where
25:19.36 they actually have to get things done on
25:21.20 a certain date by a certain time um
25:24.32 because of regulations and so patrix
25:26.56 provide a record of that for so they can
25:28.16 prove okay this task was done by so and
25:30.44 so on these these dates and so you can
25:32.84 think of this as a place where um it can
25:36.56 provide that rich history and the other
25:38.92 thing I really like about it is it helps
25:40.72 a lot with employee onboarding as well
25:43.92 as helping manage priorities of the
25:46.60 people of the employees who leave your
25:48.44 organization I mean we know that
25:51.24 employee turnover is always a big
25:52.96 challenge if your employee leaves how do
25:55.00 you know what are the things that you
25:56.36 need to take over or assign to somebody
25:58.12 else and so with PR Matrix you know
26:0.68 exactly what are the tasks that need to
26:2.28 be re uh delegated and then also you
26:4.36 know exactly what a status update at it
26:6.96 uh of it at any point in
26:8.76 time uh so next to that you have the
26:10.76 notes section so this is intended to a
26:12.80 place where you to put subtask but also
26:14.96 the basic notes if you need fancy notes
26:17.68 that's what Google Docs or that's what
26:19.00 Microsoft Word is for right PR Matrix is
26:20.92 not designed for that um but you can go
26:23.08 ahead and type some notes here and then
26:25.40 finally you have the resources section
26:27.12 so in the resource sections where you're
26:28.32 going attach files or emails or you can
26:31.68 link to other P matric task so for
26:33.88 example let's just say followup with uh
26:36.08 with customer a do in two weeks what I
26:38.00 can do is I can link to another P Matrix
26:39.88 task right so again I'm going to choose
26:42.48 something that's very uh very simple so
26:44.72 if I click on this plus right here it'll
26:46.20 link the task but what I can also do is
26:48.28 I can actually set dependencies so I can
26:50.00 say that this task is blocked by this
26:53.12 task and what happens now is that you've
26:56.20 just linked task together and so so if
26:57.92 you are a project manager and you love
27:0.08 Gan charts and timeline view and so
27:2.04 forth and say this uh bill dependencies
27:4.60 that's how you do it in Prett Matrix but
27:6.24 the whole point of the resource section
27:7.88 is actually to add other information
27:9.76 that helps you accomplish this task
27:11.88 whatever that might be so in a littleit
27:13.76 I'm going to show you how to prioritize
27:14.96 email which is probably one of the
27:16.08 biggest reason why customer comes to
27:17.64 prod Matrix which is they're struggling
27:19.44 with email prioritization um because
27:21.68 they just inated with number of emails
27:23.44 that come in and then pry Matrix help
27:25.44 you prioritize that email and so in that
27:27.00 particular case part Matrix grab that
27:28.60 email and puts here for you in the
27:30.08 resources section to give you that
27:32.24 context so that's what an item details
27:34.60 is and so that's what uh all the
27:36.52 information that you can put into a task
27:38.56 now let's talk about projects
27:40.88 because um again think about projects as
27:43.44 a way to organize all these four
27:45.64 different quadrants right and party
27:47.68 Matrix is ultra flexible um and what
27:50.92 that means is that you can use it to
27:52.48 manage every aspect of your work and so
27:56.56 there's nothing that part Matrix can't
27:58.32 handle from the perspective of um work
28:0.88 so let me show you how to create a
28:2.12 project so the way to do it is you click
28:3.68 on this projects list you can go and
28:6.84 choose create project and when you
28:9.00 choose to create a project you have
28:10.60 several options the first is of course a
28:12.92 blank project and so what a blank
28:14.56 project is you start with a matrix I'm
28:17.04 going to show you here blank Matrix okay
28:20.32 and then you can choose a color and you
28:22.44 can go ahead and add project so you see
28:24.36 how it's very very simple it's a project
28:27.04 you can
28:28.12 open it and it uses the do now do later
28:30.56 delegate postpone as the basic template
28:34.04 from here of course earlier I call it
28:36.04 blank Matrix but you can change the
28:37.88 project name and to get to this list
28:39.80 this is called the project details you
28:41.24 simply click on this I icon here uh
28:43.60 which is the edit project View and so
28:45.00 this is now called the project details
28:46.92 down here you can choose the members
28:48.56 that's inside the project and so the way
28:50.20 permission Works in perimetric is every
28:52.40 project starts out for example if you
28:54.64 created it then you're in it and then
28:56.24 you can choose additional people Who
28:57.68 belongs in here right so for example if
28:59.20 I want additional co-workers inside here
29:1.40 if I do that they'll get an invitation
29:2.92 to join this project and when they're in
29:4.64 this project they can see all my tasks
29:6.44 all my priorities and so forth and they
29:8.00 can also move things around as needed so
29:10.52 if you were to create a project for your
29:12.48 team priorities right it would be
29:14.64 perfect to invite your manager or if you
29:16.72 were managing a team it'd be perfect to
29:18.32 invite all your direct reports so now
29:20.36 you have one single place one single
29:22.04 Matrix where everyone can go in and see
29:24.20 what your team priorities are right your
29:26.24 department priorities or your um
29:29.28 initiative priorities and so uh down
29:31.76 below that you can actually customize
29:33.48 the quadrant names too this is the cool
29:35.36 part it turns out that if you use the
29:38.72 Matrix format there's so many more ways
29:41.84 to visualize the data than just the um
29:44.80 eisenh Matrix and so that's one of the
29:46.68 things that we recognize is that as long
29:48.96 as you can think about the different
29:50.56 dimensions that are important so for
29:52.80 example impact effort right what are the
29:56.64 tasks that have the highest impact with
29:58.76 the least effort or what are the tasks
30:0.88 that are high effort high impact and
30:3.36 what are the tasks that are low effort
30:4.76 low impact and so you can think of it as
30:7.20 as long as you have multiple Dimensions
30:8.80 you can use petrics to um actually build
30:11.48 out projects around each of those and so
30:13.56 P Matrix lets you customize all of these
30:15.84 you can click on that and change the
30:17.48 color as
30:19.00 well now let me show you the other types
30:21.68 of project that we have so I'm going to
30:22.84 go back to the list create project here
30:24.92 now I showed you the blank project PR
30:26.80 Matrix also has the ability for you to
30:28.68 choose from public templates so what are
30:30.32 public templates these are essentially
30:32.04 templates that we've created and we're
30:34.28 just sharing with you and you can use it
30:36.52 for whatever purpose that you need for
30:38.04 example the Eisenhower matrixes here but
30:40.00 then there's also the 30 60 90day plan
30:42.08 for manager and so
30:43.68 forth the neat thing about this is
30:46.52 that many people many very very smart
30:49.28 people have spent a lot of time thinking
30:51.52 about how to organize information and so
30:55.00 all we're doing is actually we're making
30:56.84 these various types of matrices
30:58.92 customizable so then you can customize
31:0.88 it to the way that you need if you read
31:3.20 a book and you find some different ways
31:5.28 to prioritize your time and you're like
31:6.88 oh I should actually create a project
31:8.68 that uses those naming convention that's
31:10.72 what Prometric all you to do but we have
31:13.96 several hundred templates types of
31:16.92 templates available and so you see here
31:18.32 in the public template list this is just
31:19.84 a an example of them but keep in mind
31:22.48 that per Matrix is infinitely flexible
31:24.36 for that purpose now what's neat too is
31:26.64 that actually once you create your own
31:28.60 Matrix for yourself or your organization
31:31.00 you can actually save it as well and
31:32.96 then you can launch from what's called
31:34.28 your template so what you can save a
31:37.40 specific version of the pry Matrix and
31:40.00 then from there when you create a
31:41.24 project you can choose from those
31:42.28 templates so you see a couple of
31:43.92 examples I have here for example
31:45.36 employee on boarding let's just say that
31:48.84 at or your organization you have a very
31:50.80 specific purpose for employee onboarding
31:52.92 and that could be you know the 13 things
31:54.88 that have to do within the per first two
31:57.36 weeks and then the stuff that they have
31:59.08 to do within a quarter or two quarters
32:1.08 Etc once you create that Matrix and all
32:4.40 the task in it you can choose to save it
32:6.68 as a
32:7.52 template what's neat is that then you
32:10.44 have a new employee instead of actually
32:12.20 recreating all of that you can actually
32:13.68 just choose your employee on boarding
32:15.12 project you set the start date and then
32:17.52 all the due dates will propagate forward
32:19.08 for you so it'll save you a ton of time
32:21.12 down the road and what's neat about that
32:23.12 is that every single employee who's
32:25.16 getting onboarded will know exactly what
32:26.72 their PR prorities are and then they
32:28.64 have a very good system to track all the
32:30.64 work that they need to do and then
32:31.92 you're not generating additional work so
32:33.64 you can look at your template as a way
32:36.24 to um track repeated processes so in uh
32:40.56 customer onboarding for example
32:43.24 or or um sales team Etc that you have
32:47.56 for your Enterprise customer and then
32:50.04 lastly we have the ability to create
32:51.64 project using AI so one of the things
32:53.72 that we realize is that we want to help
32:55.96 you achieve your goals and so in order
32:57.76 to help you achieve your goals we
33:0.16 actually let you type in your goal and
33:2.12 then generate a a matrix with um with
33:4.76 that goal given your job title your job
33:7.48 in uh your job function in your industry
33:10.04 and so you can go ahead I would highly
33:12.32 recommend that you try this out after
33:13.84 the call or during the call um but go
33:15.76 ahead and go into your party Matrix when
33:17.12 you set it up go create a project with
33:19.04 AI type in a goal that you really care
33:21.20 about that's that's the key right you
33:22.92 got to do something that is truly
33:24.64 important um and then from there party
33:26.68 MRI will actually generate the task for
33:28.32 you that you need to work on and so you
33:30.32 know one of the examples I always like
33:32.12 to use is something like how do I get a
33:34.08 promotion from job title X to job title
33:37.12 y this quarter or how do I improve sales
33:39.44 or how do I improve my organization
33:41.24 operational efficiency so play with that
33:43.48 because I think that there's a lot of
33:44.68 cool things that can um prer can do for
33:47.64 you there so now let me go back to the
33:50.68 list of projects here and so you can see
33:53.28 that in my projects I can jump to any of
33:55.32 these projects and a uh I have created
33:58.60 several types of of projects before and
34:2.04 when I go to this project list
34:3.44 everything is color coded it's very easy
34:5.04 for me to see and organize information
34:7.64 now let me switch context switch here a
34:9.24 little bit and talk about email
34:10.96 prioritization so if you use Outlook um
34:14.32 you can go ahead and go to the App Store
34:17.64 choose promatrix and then once you
34:19.28 choose promatrix it'll be installed as
34:21.28 part of your app
34:22.92 addin and what happens is um when you
34:27.24 have an email instead of actually just
34:29.60 flagging the email you can actually turn
34:31.28 them into task and and this is by the
34:33.08 way this is something that I'm at fault
34:34.56 with too uh because I get so many
34:37.84 emails what happens is if I just flag an
34:40.88 email and and I don't set a due date I
34:44.56 will forget it right and that's because
34:47.28 you know if I have five flag emails
34:48.72 that's great I can look at five flag
34:50.08 emails that's easy I know exactly what
34:51.56 to answer but if I have 50 flag emails
34:54.32 or 100 flag emails it becomes extremely
34:56.68 diff difficult to actually go back and
34:59.04 determine what email I actually need to
35:1.00 respond to so the way party Matrix works
35:3.12 is I can turn any email into task so if
35:5.40 I click on the apps here choose party
35:8.32 Matrix and I can choose the option to
35:10.48 prioritize email so what this does is it
35:13.28 takes the email and creates a task in
35:15.20 part Matrix and so you can see that it
35:17.04 takes the subject to create the item
35:18.60 name I can customize this as needed I
35:20.68 can choose what project it goes in and I
35:22.56 can choose what quadrant it goes in and
35:25.40 then there's a couple cool things that
35:27.32 PR Matrix allows you to do which is I
35:29.68 can now delegate this email to somebody
35:32.80 else right of course the defaults to me
35:34.88 so um when I prioritize an email maybe I
35:37.60 have to answer it but then imagine if
35:40.16 I'm in customer success or I'm in sales
35:42.48 and need to delegate to engineering or
35:45.00 somebody else I can actually do that
35:46.80 delegation directly from Outlook then I
35:50.32 can go ahead and set a due dates and I
35:52.08 can set effort um so the way it works is
35:54.52 party Matrix extract the text from the
35:57.12 email here and put it to the note
35:58.56 section now when you click capture email
36:1.64 so I'll show you how that works what
36:3.52 happens is it turns that email into a
36:5.64 task and so now you can see that this
36:7.64 looks like just like the item details
36:10.00 that I showed you earlier again I can go
36:12.44 and I can see the task name I can edit
36:14.80 it I can change and move it to different
36:16.76 project as needed I can star it um and
36:19.40 then of course I can assign somebody
36:20.64 else and set reminders and so
36:23.00 forth but in if I go to the resources
36:25.72 section you can see that email is
36:27.40 uploaded as an email file um and then
36:29.76 what happens is if you delegate this to
36:31.52 a coworker they can actually go into
36:34.44 their petrix in the resources section
36:36.88 they'll see the email they can click the
36:38.36 email and it'll open the email and it
36:40.60 lets them respond to the customer so it
36:42.36 is so helpful from the perspective of
36:45.80 Delegation and email prioritization when
36:48.32 you need to actually involve multiple
36:49.92 people at any point in time of per
36:52.12 Matrix now let me give you um a reason
36:55.80 why this is far more valuable than just
36:57.88 forwarding an email or creating a chain
36:59.84 of of emails let's just say you get an
37:1.96 email from a customer and now you need
37:4.64 to again delegate to somebody else so
37:6.88 the current way is you could go and you
37:9.20 could forward that email and then CC a
37:11.28 couple people right and now you have a
37:13.08 conversation in there and people are
37:14.76 sending messages back and forth the
37:16.56 problem is there's no clear due date on
37:18.76 something like that the second problem
37:20.96 is when there's a status update to that
37:23.40 task how do you know is it done you have
37:26.32 to go back to that email to review it
37:28.44 right and then not only that you have to
37:29.88 read through all the conversation
37:31.48 history to understand the progress made
37:33.60 and all these other conversations so the
37:35.72 way petrix works is when you take an
37:37.68 email and you convert into a task you
37:39.44 now have one central place to track all
37:41.76 of that and as you can see when I was
37:45.04 here and I'm creating this task from an
37:47.00 email prod metrics automatically detect
37:49.56 whether or not this is already
37:51.00 duplicated so if you have multiple
37:53.32 co-workers that CC on an email and one
37:56.28 of them create the task right and you're
37:58.24 already on on that list well when you go
38:0.84 here and you create a um try to create a
38:2.80 task party Matrix will alert you and say
38:4.28 hey by the way we already have this task
38:5.72 so maybe you want to review it first so
38:7.56 then you don't actually duplicate the
38:9.08 task now here's another scenario where P
38:12.08 Matrix is actually really helpful which
38:14.04 is imagine if you get a followup email
38:16.84 right this is where things get really
38:18.28 challenging because you have that first
38:20.64 email you have a whole thread around it
38:22.36 now you have a second email and what
38:24.20 you're trying to do is you're actually
38:25.28 trying to have it all in one central
38:26.92 place so what patrix allows you to do is
38:29.04 this when I go to have an email and I
38:32.04 what I want to do instead is I want to
38:33.28 attach this email to an existing task so
38:35.32 I click on patrix I open up patrix and
38:38.00 instead of creating a whole new task I
38:40.48 can actually search patrix for that item
38:43.08 name and then hover over that task and
38:47.04 then attach this email to an existing
38:49.08 task so now what you've pretty much have
38:52.16 done is you create one task a central
38:54.64 place to capture all these emails and
38:58.48 all these files and documents and so
39:1.36 forth and you have it at all one central
39:3.44 place and there's one single source of
39:4.92 Truth and everyone need knows what it is
39:7.52 they need to work on so that email
39:9.68 prioritization aspect in s pry Matrix is
39:12.04 really really powerful now a couple of
39:14.12 other things that's uh that's neat too
39:16.00 is in party Matrix you have what's
39:18.16 called an inbox address so for example
39:20.48 if you go back to P Matrix click on
39:22.68 inbox there's something called a secret
39:24.96 inbox address this is an email address
39:27.96 where if you send an email to this
39:29.48 address it will create a task in pry
39:31.36 Matrix for you so what that allows you
39:33.52 to do is if you have an email you can
39:35.72 also forward that email into pry Matrix
39:38.48 and it'll show up in the Inbox and then
39:40.12 from the inbox you can move it to
39:41.60 another project so I use this feature
39:43.64 all the time as well um when especially
39:45.68 when I'm on mobile so when I'm on the
39:48.08 road I get an email um it's a little bit
39:51.80 while we have integration inside um
39:54.68 outlook for uh mobile what happens is
39:57.96 when I'm on my my phone it's usually an
40:0.00 apple mail so what I do instead then is
40:2.56 I just forward that email into party
40:5.04 Matrix allowing me to create a task from
40:7.36 any email no matter where I am and then
40:9.48 what's nice about it is that party
40:10.92 Matrix uses that natural language and so
40:13.52 when I forward an email in the body I
40:15.68 just say do tomorrow or remind me daily
40:19.48 and what that allows me to do is
40:20.92 actually create reminders as well as due
40:23.00 dates um directly from from my forwarded
40:27.00 email I can even assign it to people too
40:29.16 so I can assign and then assign to and
40:31.36 then my coworker name and pry Matrix
40:33.36 will actually create the task and assign
40:35.48 it to the person so that's a really cool
40:37.64 capability there's that's called The
40:39.64 Secret inbox turns out party Matrix also
40:42.08 creates an email for every single one of
40:43.92 your projects so you can come up with
40:45.72 really creative ways to actually use our
40:48.16 um email capabilities now let me jump to
40:50.72 Microsoft teams one thing I want to
40:52.32 mention real quick is that you don't
40:53.76 need Microsoft teams you don't need
40:55.36 Outlook to use prod Matrix you saw how I
40:57.60 used the web app and actually I can
40:58.92 create all those tasks and all those
41:0.20 priorities but if you do use Microsoft
41:2.72 teams I highly recommend that you
41:4.80 install prod Matrix for Microsoft teams
41:6.56 because it helps with that context
41:7.72 switching problem that I mentioned
41:8.96 earlier you go to the App Store install
41:11.04 prod Matrix and then afterwards right
41:13.08 click on here and pin so after you pin
41:16.00 per Matrix it actually stays here on the
41:18.16 left hand side allowing you to access
41:19.72 that that um the whole prod Matrix
41:21.64 really easily so you can see here I am
41:23.84 inside Microsoft teams but I can access
41:26.32 my per Matrix and so I have my four
41:28.00 quadrants I have my task um I have my
41:30.80 list of projects and I can access and
41:32.44 jump between them very very easily if I
41:35.08 want to create a new project I click up
41:37.20 here and choose create project if needed
41:39.76 um and then not only that I have this
41:41.44 home View and the way the home view
41:43.24 works if I click on it is it actually
41:45.40 this is where I can see all my alerts
41:48.00 earlier I mentioned how the whole goal
41:51.60 um of promatrix is to help you work on
41:53.96 the right things right and as I
41:55.32 mentioned if you set reminders and due
41:57.04 days prrix would send you those alerts
41:59.16 well here's where they come in in the
42:1.04 home view so I have 33 here that means
42:3.48 these are the things I actually have to
42:4.84 look at and then from from um these
42:8.08 tasks I can click through them and see
42:10.32 what are the things that's relevant what
42:11.80 are um these are the updates that
42:13.88 requires my attention so what are the
42:15.84 kind of updates that will show up here
42:17.28 for example a task that you've got
42:19.44 delegated so somebody delegated you a
42:21.28 task or a task that you delegated to
42:23.56 somebody that's been updated or your due
42:25.96 dat or your reminders triggers right and
42:28.08 so those are things that shows up in
42:29.56 your alert um and so some some people
42:31.96 actually love the idea of inbox zero
42:33.80 which means you know you've cleared out
42:35.44 everything you have to work on and so
42:37.48 for me when I start my day with patrix
42:40.96 this is where I go I go to the alert
42:42.56 section I look at everything that's
42:44.32 relevant to me right again I can see my
42:46.88 avatar here these are the tasks that are
42:48.44 assigned to me that's that's relevant
42:50.12 probably someone updated it or a due
42:51.72 date um or I can actually see also other
42:54.60 tasks other people own that got updated
42:57.12 and so I can go through that list and
42:59.04 then once I'm done or if I no longer
43:0.72 want to go through the rest of the list
43:2.08 I can actually go here and clear all
43:3.72 notifications or clear anything that's
43:6.20 older than a week or a day an example of
43:8.56 why you want to clear things older than
43:9.68 a week is if you were on vacation right
43:12.44 if you're on a vacation you come back
43:13.96 you're going to have a thousand
43:15.24 notifications in put Matrix and so when
43:17.24 you clear all things older than a week
43:18.92 then it'll put you on a blank slate and
43:21.20 that is why I recommend using the
43:23.84 recurring reminders so the whole point
43:26.36 of the recurring reminders is that after
43:28.12 you clear it and if it's still an open
43:30.68 task it'll come back up to you in the
43:32.72 alert section right and this is where
43:35.00 it's um it's that constant nagging that
43:37.84 is extremely helpful to ensure that you
43:39.48 work on the right things I it's it's a
43:41.76 trick at the end of the day it's a trick
43:43.64 on your brain so then you um actually
43:48.32 spend your time on the task that matter
43:50.56 and so that trick is to ensure that your
43:53.52 most important tasks are constantly
43:55.24 reminded so I love doing the Remind me
43:57.96 daily remind me weekly um aspect of
44:0.40 promatrix and so I recommend that you do
44:2.84 as
44:3.56 well okay now let me show you a couple
44:5.84 features inside teams that's actually
44:7.56 really uh unique so if you go to a chat
44:10.64 section with somebody inside teams and
44:12.92 so imagine if you work with five or 10
44:15.84 uh people constantly right and you have
44:17.52 a chat with them all the time you can go
44:19.48 to What's called the one-on-one view
44:21.24 inside a teams chat and see every task
44:24.24 you have with them across all the Matrix
44:26.84 so the way P Matrix works is we have
44:28.92 this thing called The oneon-one View and
44:31.04 with the one-onone view you select the
44:32.52 person right so like that person would
44:34.44 be the person that you chat with here
44:36.68 and then PR Matrix takes everything you
44:38.52 have across all your PR Matrix and bring
44:40.48 into one Central View regardless of the
44:43.84 project this view is so helpful if you
44:47.52 have people that report to you right if
44:50.20 you go to this view you can go through
44:51.68 each of your direct report and and see
44:53.80 exactly what are the task of all the
44:55.56 people
44:56.64 um that your your direct report is
44:59.00 working on and then it's also really
45:0.88 easy to see the tasks that are overdue
45:2.88 as well I can click on this due and
45:5.08 actually can sort them and I can say
45:6.44 okay I see all these tasks that are r
45:8.00 that are overdue let's talk about them
45:10.24 or let's change the due dates or
45:12.08 whatever it is and so it is so helpful
45:15.36 um because you don't have to open per
45:17.00 Matrix you don't have to go through
45:18.08 every single project you don't have to
45:19.36 go and
45:20.36 search through every single task you
45:22.72 have it in all one in one central place
45:25.44 um so the way that you get to this one1
45:27.32 view is you click on this plus icon here
45:29.84 and then you choose party Matrix and
45:31.60 then you choose the one1 view and you
45:33.40 choose the collaborator and so I if
45:36.12 again if you use Microsoft teams I
45:37.68 highly recommend that you go and add
45:38.96 this one1 view with every single one of
45:41.00 your coworker um and now you can go in
45:43.48 that central place to see all the tasks
45:45.64 the other neat uh reason why this view
45:48.48 is so powerful is you have the ability
45:50.44 to add share task directly from here so
45:53.20 if you're in a meeting with your direct
45:55.88 report and you want to assign them a
45:57.28 task you don't have to go into prod
45:59.16 Matrix and select a project you just
46:1.32 open the oneone view click on ADD share
46:3.52 task and then create the task directly
46:5.64 here and so um I recommend again to set
46:8.36 the due date directly uh in the task
46:10.92 name itself but it automatically assigns
46:13.04 it to your coworker and automatically
46:14.80 add you as a follower so then when this
46:16.64 task gets updated or finished you get
46:18.84 notified um and you can choose what
46:20.84 project it goes in directly from here
46:23.08 save you a bunch of time having to you
46:25.36 know context go to another app or go to
46:28.16 your browser um finding the right
46:30.80 project and and adding the task in the
46:33.60 specific quadrants and so forth so
46:35.68 definitely leverage this capability if
46:37.64 this is um relevant to your
46:40.04 workflow the other thing part of Matrix
46:42.08 allows you to do as well is that you can
46:44.36 actually turn any conversation into a
46:46.32 task so if you're talking to somebody
46:48.68 and then you guys come up with action
46:50.52 items that you need to work on just
46:51.68 click on the cpses choose create PM item
46:54.36 and voila everything that you have um
46:57.40 whatever conversation that you have can
46:58.84 be converted into a task directly from
47:0.76 this View and as you can see I actually
47:4.16 have sent task party Matrix task as well
47:6.96 in the chat and the way you do that is
47:8.68 you go down here choose party Matrix and
47:11.12 then um and then select the task that
47:13.04 you want to send the reason I use this
47:15.08 sometimes by the way is if I assign
47:17.52 someone a task and then I see that they
47:20.68 haven't made progress on it and so then
47:22.72 I want to raise their attent raise to
47:25.20 their attention
47:26.44 um so I go here select the task from PR
47:28.60 Matrix and send it to them so they can
47:30.64 go and take a look at it and open it as
47:33.16 needed now as I mentioned we have so
47:36.44 many more capabilities and Integrations
47:38.52 into the Microsoft teams as well as the
47:40.44 Microsoft ecosystem in general for
47:42.72 example we have what's called workflow
47:44.56 Integrations where you can do
47:45.64 automations we have power apps
47:47.32 Integrations um we have Microsoft graph
47:49.80 graph Integrations and then we have
47:51.44 these exciting co-pilot Integrations
47:54.40 that's um that actually was just
47:56.36 announced by the Microsoft CEO so if
47:58.92 you're looking to expand your
48:0.48 Integrations and usage of of the
48:2.36 Microsoft um capabilities along with
48:5.16 petrics and you have questions reach out
48:7.28 to us we'd be happy to show you that for
48:9.60 for the um Enterprise customers as well
48:12.88 so with that what I want to do is I'm
48:15.00 going to go back to the presentation and
48:16.88 I'm going to wrap this up and try to
48:18.28 answer the questions any questions you
48:19.88 may
48:23.20 have um so if you haven't ready sign up
48:26.28 for a PR Matrix definitely sign up for
48:28.16 the Matrix and if you use teams and
48:29.32 Outlook definitely install the
48:30.64 application um my advice create at least
48:33.76 three projects your personal priorities
48:35.88 right these are the things that you care
48:36.96 about uh share team priorities this is
48:39.36 invite your co-workers on it so then
48:40.96 everyone can be in the same page and
48:42.72 then a key initiative um so it's
48:44.92 something that you know a project or
48:46.88 whatever it is that you work on the
48:48.56 reason is that if you have a key
48:49.92 initiative project in PR Matrix you'll
48:51.72 go back to it you'll update it and
48:53.72 you'll see what are the priorities I to
48:55.16 work on
48:56.72 and then invite the appropriate team
48:57.92 members and then the other thing that's
48:59.36 not so obvious is you have to show
49:2.32 people your priorities that's the key by
49:5.12 the way if you show your manager your
49:7.48 priorities using
49:9.16 promatrix it it's it's going to help
49:11.56 them understand what it is that you're
49:13.00 working on and then vice versa if you
49:15.04 show your co-workers your priorities
49:17.24 it'll help them understand what it is
49:18.84 that you're working on and so one of the
49:20.88 things that I think happens more um way
49:23.28 too often is that we're overwhelmed with
49:25.12 work right right we constantly assign
49:27.32 things over and over again there's never
49:30.32 it's never ending and so if you can show
49:32.52 others what your priorities are then you
49:34.60 can say by the way if you assign me this
49:36.28 new task I got to drop something what do
49:38.16 you want me to drop and that's that PR
49:40.52 Matrix helps you convey that um always
49:43.96 create pry Matrix items with due dates
49:46.00 and then always put them in the
49:47.00 appropriate quadrants and then make sure
49:48.84 that you mark them as done so I say that
49:51.32 because I think setting the due date in
49:53.08 Matrix makes it so powerful because it
49:55.56 add that dimensions of importance and
49:57.52 urgency right because the Matrix view is
49:59.76 helpful but the urgency aspect of it is
50:2.04 a way to hack your your brain into
50:4.52 knowing what it is you need to work on
50:6.44 and then the last part is say ruthlessly
50:8.32 prioritize um the reason I say that is
50:10.32 because if you don't prioritize your
50:11.56 task somebody will if you don't
50:13.04 prioritize your time somebody else will
50:15.16 and so keep that in mind uh as you use
50:18.68 petrics a couple of advice if you are
50:21.80 concerned about getting overwhelmed use
50:23.56 prod Matrix to track only high impact t
50:26.20 don't use it for your grocery list use
50:28.24 it just to ensure that you're working on
50:30.52 the right things on a monthly or
50:31.96 quarterly basis and then use it as
50:34.20 communication tool pry Matrix is not
50:36.36 just a project management software or a
50:38.08 task management software it helps create
50:41.96 Clarity and then I always want to
50:44.16 emphasize how you can use it for your
50:45.56 individual goals part Matrix started out
50:48.00 as a way for individuals to manage the
50:49.96 priorities and so the software has
50:51.28 existed for more than a decade and we
50:53.40 started out our Roots is in helping
50:55.56 individuals the managers understand how
50:58.92 and what it is they need to work on um
51:1.00 and so all the aspect around team
51:2.76 management and so forth comes after that
51:4.60 so if you can use it to manage your
51:6.80 goals and you're successful there
51:8.36 everything else will come
51:9.80 together so hopefully you um have an
51:13.48 understanding on what petric can do and
51:16.08 so success with petric then is would
51:19.48 looked like this one you have a central
51:21.00 place to track all your priorities
51:22.72 everyone in your team understands and
51:24.60 are aligned on the key task and if you
51:26.92 have repetitive procedures
51:31.16 templatized
51:40.08 petrix and with that I conclude my
51:42.24 presentation here I'm going to look at
51:43.64 the chat now inside teams to see if
51:45.76 there's any
51:48.40 questions and so if you could uh if
51:50.88 there's any other questions pleasee send
51:52.20 in the message here and I'll take a look
51:53.76 and I'll try my best to address them so
51:56.16 I see a questions um around
52:4.72 this uh so the question is can I use
52:7.28 this in a classroom environment so then
52:9.88 I can help students with time management
52:12.04 that's actually really interesting so
52:15.24 um I guess the the question here is uh
52:18.80 what are the students um level education
52:21.36 level are they college students or are
52:22.92 they high school students Etc so the way
52:25.68 it works with pry Matrix is
52:28.12 that if you want to use it in a
52:30.20 classroom environment and you want to
52:31.64 just convey it on a um on a screen for
52:35.64 example so let's just say if you have a
52:38.80 matrix in part of Matrix and say these
52:41.28 are the uh the skills that I want you to
52:44.52 learn and take away right during the
52:48.40 this course during this quarter or
52:50.04 semester and then you put that in the
52:51.80 Matrix and then you have some sort of
52:53.64 Dimensions there so then the student
52:55.20 students can look at it and they
52:56.64 understand okay these are the what I
52:57.84 need to learn and so forth I think that
52:59.20 could be helpful um if you want
53:2.00 to uh help the students actually manage
53:5.00 their task what you could potentially do
53:7.40 is you could create a matrix uh with all
53:10.76 the things that they would learn this
53:12.44 quarter and Export it as a PR Matrix
53:15.72 pmatrix file and then every student can
53:18.40 actually import that into their own pry
53:21.36 Matrix and so it's a it's a way to share
53:23.52 templates actually so party Matrix has a
53:26.80 a type of file called a pmatrix file
53:29.20 that includes all the tasks as well as
53:31.16 all the um the due dates and so forth
53:34.08 and so imagine every single quarter when
53:35.92 you have a class you send them this list
53:38.00 and say hey by the way if you're
53:39.36 interested in being on top of all the
53:41.80 things that we're going to be working on
53:43.20 that could be an approach so uh if you
53:45.64 have any additional questions around
53:47.24 that feel free to reach out to us and
53:48.56 we'd be happy to brainstorm ways around
53:51.48 helping your students um prioritize
53:53.84 their time
53:58.28 fantastic are there any other questions
53:59.84 here um I got I see a question I could
54:2.28 not find this could you elaborate on
54:4.12 that uh is that in are you not able to
54:6.88 find it inside Microsoft teams or
54:8.72 Outlook or something like that so in in
54:10.80 some cases you might have to ask it to
54:12.68 approve our application uh it typically
54:14.96 is ready approved because of the
54:16.08 Microsoft 365 security certifications
54:18.64 okay so you've not able to find in teams
54:20.44 then you might have to reach out to your
54:21.76 it usually if you search for producks in
54:24.16 teams there's an option to say request
54:26.80 if you can't add it right away you can
54:28.80 request it and um and if you request it
54:32.00 then it can actually approve it for you
54:34.48 so some organizations have that
54:36.12 additional
54:37.04 lockdown but again prod Matrix should
54:40.08 have that security checkbox next to it
54:42.36 and so that security check boox means
54:44.12 that again Microsoft has um done
54:46.36 security certification with our software
54:48.72 and should be pretty straightforward to
54:51.12 approve um is there a manual that I
54:53.44 should to follow that's a that's a good
54:55.12 good question so we actually are
54:56.48 building a whole Suite of manual for
54:59.76 every single use case that you have so
55:2.56 if you reach out to us with your um job
55:5.76 function and then your goals with patrix
55:9.04 we actually will to send you a guide on
55:12.00 how to best use petrix some best
55:14.56 practices so send it to support at
55:16.72 and we'd be happy um to
55:19.12 take a look uh if if you could send it
55:21.32 through support then we can actually um
55:24.00 uh someone can actually respond on to
55:25.36 you with the
55:27.00 guide yes support at
55:34.64 perfect fantastic are there any other
55:39.16 questions so feel free to reach out to
55:41.44 me hide affluence at any point in time
55:43.48 if you have questions our goal here is
55:46.04 to ensure that you know party Matrix is
55:48.04 helpful to you um in terms of you know
55:51.36 prioritizing and tracking the the key
55:53.64 task that you have um
55:56.16 the the thing that really truly matters
55:59.20 is that um you use PR Matrix to track
56:2.56 those key task and so um hopefully from
56:5.72 today's webinar you see the capabilities
56:7.68 that's that's out there that's inside
56:9.32 the system and hopefully you have an
56:11.44 understanding of what capabilities you
56:12.92 should
56:14.72 use thank you all I appreciate your
56:23.60 time