Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

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

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

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

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

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

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Video transcription (54:14.52) Stop scroll

2.56s right good morning everyone we'll go
5.24s ahead and get
6.44s started uh first of all I want to let
8.72s you know that this webinar is recorded
12.00s and we'll share the recording with you
16.28s afterwards and then second of all in the
19.36s webinar there's a chat section if you go
22.28s there uh you can go ahead and type some
24.64s questions for me during the webinar and
26.52s if there's anything that I can address
28.48s I'd be happy to uh during or after the
32.20s demo of the
34.04s product with that we'll get started so
37.84s um first of all my name is hi wi I'm
40.28s co-founder of affluence the company
42.20s behind pry
43.80s Matrix my goal today um is actually
46.88s pretty straightforward I want to make
48.96s sure that you get a good understanding
50.92s of party Matrix and then also help you
53.64s get the most out of
55.60s it go and change my slides here um I
58.72s want to provide you a framework work so
1:0.80 then you can actually understand why
1:2.60 party Matrix works and what makes it
1:5.00 powerful and then help you envision what
1:7.36 your work and life success may look like
1:9.20 with party Matrix one thing I want to
1:11.88 note is that at the end of the day party
1:14.68 Matrix is a software to help you
1:17.24 prioritize task and emails and ensure
1:21.08 that everyone's on the same page um I've
1:23.40 talked to thousands of customers over
1:25.84 the years and so what I want to make
1:28.76 sure that you get out of this is the
1:30.80 2080 rule what are the 20% of
1:33.04 capabilities inside PR Matrix that'll
1:34.64 give you 80% of the value hopefully
1:37.00 you're here today because you're
1:38.56 interested in learning on how to be more
1:41.28 effective at prioritization and so when
1:43.88 you walk away from this webinar um I
1:46.32 hope that you'll get you'll be excited
1:48.60 about it and that you can actually get
1:50.24 started right
1:52.24 away so one of the things I always like
1:54.60 to highlight um are the challenges um
1:58.28 that customers face so one of the the
2:1.40 first challenge that we see all the time
2:3.08 is that team members have trouble
2:5.48 understanding what's priority right now
2:7.40 and when I say that what I mean is that
2:9.80 um we're working on so many different
2:11.16 projects and so it's hard to understand
2:13.24 what are my co-workers um considering to
2:16.52 be their priorities what are the status
2:19.96 of that task especially when you have so
2:22.84 many areas of responsibilities and then
2:25.52 thirdly um emails and meetings are just
2:27.88 causing far too much contact switching
2:30.32 what I mean by that is that instead of
2:33.40 having so many of these applications
2:35.16 help us focus on our work we're finding
2:38.04 that we're actually constantly shifting
2:41.08 um and switching between applications
2:43.80 and so you know you're jumping from
2:45.04 emails to meeting software to chat
2:47.88 software and then to your actual work
2:50.68 and so it's fascinating
2:52.88 because this happens across the board
2:55.56 and so in the last couple of years I
2:57.40 think technology has really changed with
2:59.08 respect to remote work but at the same
3:1.08 time we're being inundated with action
3:4.60 items and Urgent tasks that are actually
3:7.16 not very important at all so one of the
3:9.44 things that I want to highlight is
3:11.00 actually um how prod Matrix will help
3:13.96 with each of these challenges so to step
3:16.76 back for one second what party Matrix is
3:19.00 is a comprehensive email priority in
3:20.96 project management software T teams
3:23.16 manage emails conduct more efficient
3:24.76 meetings and get real-time status of
3:26.60 projects and priorities hopefully you
3:28.76 have that understanding um right now on
3:31.44 what the software is and at the same
3:34.24 time you know I'll talk about what the
3:35.76 software is not um and and hopefully
3:38.40 you'll get some insight into how to make
3:40.56 protom Matrix work well for
3:42.52 you so how does promatrix help with
3:45.20 those challenges that I first talked
3:46.60 about um we use something called the
3:48.48 four quadrant methodology to promote
3:50.56 effective prioritization and
3:53.44 so what that allows you to do is
3:55.64 actually um be able to understand
3:57.48 exactly what needs to be worked on right
3:59.28 now
4:0.28 and then secondly party Matrix provide
4:2.08 views different views such as the
4:3.72 one-on-one the agenda the timeline to
4:5.56 help you understand what needs to be
4:6.80 done within the right context and when I
4:9.20 say right context what I mean by that is
4:11.48 if you're working you if you have a
4:13.40 meeting with your manager you want to
4:15.12 understand exactly what it is that
4:16.24 you're doing for him or her and then
4:18.04 vice versa if you're U delegating task
4:20.64 to a direct report you want to
4:22.20 understand what are the things that's
4:23.08 already on their plate and then when
4:25.16 you're just looking at your own to-do
4:27.44 list you want you want to understand
4:29.96 what are the things that I'm working on
4:32.20 what else could I be working
4:34.64 on and then finally promatrix provide
4:37.28 really deep Integrations into systems
4:39.08 you already use in particular I'm going
4:41.08 to highlight Microsoft teams on Outlook
4:42.88 because that's actually um where we have
4:45.28 a ton of Integrations we're probably the
4:47.24 most integrated system in the Outlook
4:49.28 and teams ecosystem right
4:52.08 now so what makes promatrix better than
4:54.96 existing solution uh first of all it's
4:57.32 Microsoft 365 security certified across
4:59.88 the web app Outlook app and teams app um
5:2.76 as far as I know we're the only
5:3.96 application with that status across all
5:6.04 those applications and then one of the
5:7.96 things that we're doing is we're
5:8.96 actually leveraging leveraging AI to
5:10.88 help teams and individuals achieve their
5:13.28 goals um in fact just recently Microsoft
5:17.04 announced their co-pilot uh and
5:19.16 integration of co-pilot and we're
5:20.40 actually the very first solution one of
5:22.00 the very first solution that has that
5:24.00 status so if your organization uses
5:26.84 Microsoft teams a lot and uses um AI
5:30.04 technology are trying to push the
5:31.20 frontier there party Matrix actually
5:33.12 will work with all of those things and
5:35.36 then we provide what's called people
5:36.48 Cent collaboration so in my view it's
5:39.64 not just about projects right when you
5:41.36 try want to work on something you're not
5:42.84 just trying to understand okay what do I
5:44.60 need to do for this project what you
5:45.92 need to do is also understand what do I
5:47.88 need to do for this
5:49.28 person and then finally proty Matrix is
5:51.60 available as a standard SAS software
5:53.40 solution um a HIPPA compliance solution
5:55.68 for healthcare Life Sciences an Azure
5:57.96 government Cloud for state local
5:59.72 government and then private
6:2.44 deployments so what makes prot Matrix
6:4.68 effective is that it helps you
6:6.24 understand what you need to do now and
6:9.04 then what you need to do later and then
6:10.68 what are the things you could delegate
6:12.48 um so priorities are constantly shifting
6:14.48 P Matrix offer the one place where your
6:17.00 entire team can go to to know exactly
6:19.72 what needs to be done so I want to make
6:21.68 sure that this is a key takeaway here
6:23.92 this particular slide is that if you're
6:26.08 using patrix correctly you're going to
6:28.92 feel these um bullet points being true
6:33.48 so if you're not if you're not seeing
6:36.04 that you know party Matrix is helping
6:37.36 you understand what needs to work on now
6:39.16 then you need to reconsider how you're
6:40.60 using p Matrix and then if you are not
6:42.84 seeing P Matrix to be the one place
6:44.80 where everyone can get alignment that
6:46.88 means you're not using it to its full
6:48.84 potential so keep that in mind and to
6:51.88 think about that too what that means is
6:53.32 that um you know if you're working on so
6:55.96 many different projects with so many
6:57.16 different team members and if you're
6:59.08 right now struggling with understanding
7:1.24 what needs to be done then that's what
7:2.96 patrix is for so just want to make sure
7:5.16 you understand that part so let's talk
7:7.88 about the fundamental of py Matrix and
7:10.40 so um there's a famous quote attributed
7:13.00 to U former President Eisenhower what is
7:16.04 important is seldom urgent and what is
7:17.64 urgent is seldom important what I really
7:19.88 like about this quote is it helps us
7:22.56 understand the dimensions of the work
7:24.84 that we have to do so for example
7:27.48 imagine if to work on something well
7:29.76 actually imagine this morning when you
7:31.36 you first woke up you open your computer
7:33.44 or you look at your phone what happened
7:36.48 um You probably looked at your emails
7:38.72 and a lot of those emails aren't
7:40.88 actually relevant right a lot of those
7:42.24 emails are actually not important at all
7:44.36 and for me at least a lot of them are
7:46.40 spam as well um and so what happens is
7:49.60 that there's this dimensions of
7:51.12 important and urgency and so the things
7:53.80 that are constantly requiring our
7:56.24 attention aren't always the thing that
7:58.20 are actually most important so what
7:59.80 makes something important something
8:1.44 important is something that actually
8:2.52 help you achieve your goals whatever
8:3.92 that may be it could be your work goals
8:5.48 it could be your quarterly goals it
8:7.04 could be things that actually helps you
8:9.28 meet your performance review um whereas
8:11.68 the things that are Urgent are the
8:12.96 things that are actually nagging at you
8:15.08 and so instead of actually just looking
8:17.00 at a to-do list what we want to do is we
8:19.24 actually want to take everything that we
8:20.60 have to do and split it into these two
8:22.76 Dimensions so then what you have is the
8:26.68 uh important and Urgent right that's the
8:29.44 that's do now you got to get that done
8:31.80 they're critical to your goals and
8:34.40 they're blocking or they're blocking
8:35.96 somebody
8:36.92 Etc and then the things that are
8:38.76 important but not urgent are things that
8:40.40 are in the plan quadrant and so instead
8:43.24 of having a one single list and having
8:45.88 trouble deciding what to work on PR
8:48.04 Matrix asks you and in fact forces you
8:51.24 to put the task into these various
8:53.96 buckets and so then it becomes extremely
8:57.64 Visual and so when you look at your
8:59.40 patrix you're not looking at a to-do
9:1.16 list you're looking at to-do Matrix and
9:3.68 so um again you have the things that are
9:6.40 due now and then the things that are to
9:8.48 plan for and then what about the things
9:10.68 that are not important um but urgent and
9:13.64 you delegate that to somebody else um
9:15.72 Can somebody else do a better job at
9:17.24 that than you or some do a more
9:18.80 efficient job or do it so then take it
9:21.48 off your plate so then you can focus on
9:23.44 the top half of the quadrants and then
9:25.72 finally you have your inbox um which is
9:28.28 a popular way
9:29.68 of thinking about you know where do I
9:32.04 start with all these tasks that I need
9:33.48 to put down right you got to get it out
9:35.12 of your brain get it down on a piece of
9:36.92 paper or inside patrix and that goes in
9:39.44 the Inbox and then from the inbox it
9:41.24 goes into one of the other quadrants so
9:44.04 in a nutshell py Matrix is a software
9:47.08 implementation of this particular
9:48.92 philosophy now don't get me wrong this
9:51.60 is hard um in fact I always emphasize
9:54.52 that this is the hardest part about
9:56.36 promatrix and for all of you who are new
9:59.12 new to the software um or all of you who
10:1.40 are new to time management or uh you
10:4.72 know prioritizing your tasks Etc you're
10:7.40 going to find this exercise to be
10:9.16 extremely difficult but that's the point
10:11.48 because if you don't prioritize your
10:13.80 task you won't have a good understanding
10:15.84 of what it is and I spend a lot of time
10:17.64 talking about the philosophy of patrix
10:19.64 because at the end of the day you could
10:21.56 be doing you could be approaching this
10:23.52 in so many different ways and there's a
10:25.28 reason why you're here today so I want
10:27.88 you to keep that in mind
10:29.96 so the four quadrants Eisenhower Matrix
10:31.92 create alignment because it forces you
10:33.40 to prioritize from the beginning and
10:35.40 then this is the most fascinating part
10:37.24 about all of this which is if you took
10:40.36 if you take this party Matrix with all
10:42.88 your tasks and all your priorities and
10:44.56 you walk around the office and you start
10:47.12 comparing notes do you think that
10:49.48 everyone else will agree with you would
10:52.20 your manage or look at your Matrix and
10:53.64 said ah I agree like you know I agree
10:55.72 everything in the q1 everything in the
10:57.44 Q2 Q3 and so on
10:59.88 and if indeed when you walk around the
11:2.96 office everyone's aign then you're a
11:5.48 unicorn in the sense that your
11:7.88 organization knows exactly what it is
11:10.24 they need to focus on what are the
11:12.24 things they need to execute and you just
11:14.72 got to go and work on it right but
11:16.96 here's the interesting part success from
11:19.12 using promatrix isn't necessary about
11:21.32 finding that alignment because if you do
11:23.88 have complete alignment you don't need
11:25.40 any software but it's about discovering
11:28.04 disagreements on what should be a
11:29.56 priority when it isn't and that's where
11:32.32 the magic happens so I would say that as
11:35.68 you use prod Matrix let's just say after
11:37.68 this webinar you start writing down your
11:39.32 priorities share that immediately with
11:42.08 your manager or your key stakeholders or
11:45.12 anyone else who actually um have a say
11:49.04 in your priorities and see if you're in
11:51.72 alignment and it's sometimes obvious but
11:54.76 sometimes these are the things that we
11:56.64 neglect to talk about so that's one
11:59.28 exercise I would love for you to do and
12:1.80 uh and if afterwards you know you have
12:3.52 any feedback there share with me because
12:5.28 I I'd love to hear stories about
12:7.20 it as mentioned the webinars are
12:9.64 recorded and so we'll post them on their
12:11.52 website um the other thing I want to
12:13.28 mention is actually today's webinar is
12:15.24 introductory but we have a couple of
12:17.08 webinars coming up next week that di uh
12:19.96 dive further into the templating system
12:21.96 and then very Advanced technique and
12:23.56 email management so if you're interested
12:25.96 make sure you sign up for those and with
12:28.68 that we're going to go ahead and jump to
12:29.80 the product um as I mentioned uh if you
12:33.64 do have questions make sure that you s
12:35.60 them in the chat and I'd be happy to
12:37.64 take a look at them and answer them as I
12:40.00 go through the product here okay so now
12:43.68 I have the web app of per Matrix open as
12:46.84 you can see front and center is the four
12:50.48 quadrics right so I have um Quadrant One
12:53.44 the fires that do now the quadrant two
12:55.40 do later and then quadrant three I
12:57.68 actually change the name here and then
12:59.04 quadrant four so this is how it works
13:1.40 inide party Matrix inide party Matrix
13:3.56 you have the concept of projects and so
13:5.52 you can think of projects as something
13:7.04 like areas of responsibilities you can
13:9.32 think of projects as the things that
13:12.00 you're actually working on an actual
13:13.56 project um you can think of project as a
13:16.08 place just to categorize the various
13:18.20 tasks that you have as you can see I
13:20.28 have a couple of projects that's listed
13:21.92 here I have a my team priorities I have
13:24.52 my personal
13:25.72 priorities and then within each of these
13:27.88 project that you select
13:29.36 in the middle you have the four
13:30.52 quadrants for all of those and when you
13:32.60 create task inside PR Matrix it has to
13:34.92 go within one of these
13:36.76 quadrants so now let me show you how it
13:39.44 works when you create a task so let's
13:41.56 just say I have in my team priorities um
13:44.08 I'm going to go ahead and create a task
13:45.36 here I'm going to say followup with
13:48.04 webinar
13:49.96 participants okay now the way it works
13:52.16 in PR Matrix is when I create a task the
13:54.80 title here is the name of the task but
13:56.72 what I can also do is I can say do
13:59.24 tomorrow at 2
14:0.76 p.m and then I can decide if I need to
14:3.24 delegate to somebody else or just
14:5.16 delegate to myself so if you use patrix
14:8.08 as an individual then of course
14:9.60 everything that you create is delegated
14:11.24 to you but if you're using p Matrix to
14:13.48 work with multiple team members then you
14:15.40 can look at the delegation features as a
14:17.28 way to actually set priorities for
14:18.92 others and so if you're a manager and
14:20.88 you have multiple direct reports working
14:22.84 with you prod Matrix provide a One-Stop
14:25.04 shop to do all the delegation and then
14:27.36 have one way to visual visualiz and see
14:29.80 everyone's priorities um in a
14:31.68 centralized
14:32.92 location so now I'm going to go ahead
14:34.92 and leave the um assigner the assign to
14:38.00 myself I'm going to click add and so as
14:40.88 you can see the task gets created here
14:42.72 in party Matrix now when you create a
14:44.80 task on the right hand side the item
14:47.08 details opens and so what the item
14:49.04 details is is a place where you can
14:50.48 actually add additional context around
14:52.08 the task so for example as I'm looking
14:55.00 at itm details here's the task name that
14:57.04 I have next to it I can do a couple
14:59.16 things I can star the task what the star
15:1.72 what starring does is it actually um
15:3.92 tells the system that hey this is an
15:5.44 important task and so it's surfac it to
15:8.24 the very top of the list within the
15:9.80 quadrants
15:10.92 itself and then below that I can
15:13.04 actually add an icon um so I'm going to
15:15.36 go ahead and choose the email icon here
15:18.28 uh and then under that again I can see
15:20.56 who's the owner so when I create this
15:22.92 task I was the owner right and so this
15:25.04 is my avatar here but if I click on this
15:27.68 I can actually assign it to another
15:29.20 person directly from here and then I get
15:31.24 added as a follower to this task and
15:34.00 then afterwards you have progress
15:35.52 efforts dates and reminders and so as
15:38.00 you can see the system automatically
15:39.64 understood that comment that I wrote I
15:41.88 said due tomorrow 2 p.m so it's at the
15:44.00 due date for me and so what's really
15:45.60 neat about that is now I don't have to
15:47.84 go and click on a button and set the
15:49.64 date and so forth but now here's a big
15:51.72 difference between uh due dates and
15:53.80 reminders you can think of due dates as
15:56.04 when that task is due but reminders is a
15:58.92 way to actually surface it up prior to
16:1.72 that due date um let me give you an
16:3.52 example let's just say you know if you
16:5.68 work on taxes and taxes is due in April
16:8.84 15th but then if you wait until April
16:10.80 15th to get started clearly you're not
16:12.64 going to get that done so you might want
16:14.76 to set a reminder a month before that
16:16.96 right and so then you can actually bring
16:18.60 it up and actually um spend some time
16:20.92 working on that so if you have something
16:22.80 that takes time to get done always set
16:25.20 of reminders beforehand now let me step
16:28.28 back for one second and give you some
16:30.28 tips here uh because I use these two
16:33.28 features all the time uh in fact almost
16:36.20 every task that I create will have a due
16:38.76 date as well as a reminder um the reason
16:41.68 for that is to fight the importance and
16:44.88 urgency aspect of everything so I
16:47.48 mentioned how when you first get started
16:49.32 in the day guess what you're looking at
16:50.96 your email and then you're seeing you
16:52.76 know a bunch of emails most of them may
16:54.32 not be relevant but imagine if you
16:56.64 actually have an important task and the
16:58.56 whenever you open your email that
16:59.76 important task is at the top of the list
17:2.12 well guess what you're going to know um
17:5.04 and get and remember to actually get
17:6.72 started on that so the way the same
17:8.88 thing works inside PR Matrix so the way
17:10.52 it works in PR Matrix is that when you
17:11.92 set a due date when that due date comes
17:14.00 it'll pop up in your alert section but
17:15.92 by setting reminders it'll keep on
17:17.96 popping up and actually reminds you to
17:20.32 get started on it so here's how I like
17:21.96 to do it when I go down to the message
17:24.24 here at the very bottom I can say remind
17:26.40 me daily when I type something like that
17:29.96 the text turned green and our system
17:31.80 processes that for me so now when I have
17:33.88 an important task and I have a due dates
17:36.00 it's going to remind me daily until I
17:37.60 get this done I love using this for
17:41.20 things that are further out so sometimes
17:43.00 I have to follow up with a customer a
17:44.76 year from now I would say do in one year
17:48.72 and then remind me in 11 months and then
17:51.52 v um also I can do remind me weekly or
17:55.36 remind me monthly um to check in and so
17:58.48 use this capability to your advantage
18:0.52 because that's one way to trick yourself
18:3.44 into ensuring that you're spending time
18:5.32 on the most important task so anything
18:7.44 that's important those are the things I
18:8.84 would do set due dates set reminders and
18:11.24 start it now let's go down a little bit
18:14.40 further um there's a couple of things
18:16.00 here you saw how I type some messages in
18:17.96 the chat you can think of the chat as
18:19.96 within as a conversation within the
18:22.16 context of the task so if you have
18:24.08 multiple people involved within the task
18:25.88 then you can actually have a
18:26.64 conversation with each other and
18:28.56 actually ensures that everyone is on the
18:30.80 same page when it comes to the the task
18:34.36 itself because everyone can look at it
18:36.36 and have a conversation around it but
18:37.96 also see the history of all the changes
18:40.60 one of the challenges that that I see
18:42.44 over and over again is that people would
18:44.12 use something like you know Microsoft
18:45.68 teams or emails as a way to communicate
18:49.00 um but then they're talking about five
18:50.40 or 10 different things and you're
18:52.04 switching contexts constantly and then
18:54.28 later on you know a month or or from now
18:56.92 you look back and you're like wait a
18:58.12 minute what did we talk about and then
18:59.88 you have to search through all of your
19:1.40 team's conversation to find out exactly
19:5.08 the context that you were you were in so
19:7.68 by using promatrix chat here you can
19:10.08 have that conversation within the
19:11.36 context of that task and what's nice
19:13.32 about that is when someone else joins
19:15.04 the conversation they get that full
19:18.08 understanding of everything that you've
19:19.44 talked about so it's extremely powerful
19:21.60 and it's really useful and you have a
19:23.24 full history of all that and then you
19:25.60 have the notes section which where you
19:26.88 can add a a little bit of notes around
19:28.60 the task itself it's where you can also
19:30.04 add subtask and then resources so you
19:32.64 can think of resources as a place where
19:34.28 you can attach documents or links
19:36.68 relevant to the task example uh let's
19:39.36 say you need to prioritize an email
19:41.56 right well the email would be uploaded
19:43.60 here into the file system or you can um
19:47.24 you want someone to review a website
19:49.12 then you actually put a link to it or
19:50.80 you can also link prod Matrix Tas
19:52.56 together and that's how you build Gant
19:54.04 charts and timeline and so forth wibo
19:55.88 Matrix so that's how an item details um
19:59.72 that's what the item details is all
20:1.12 about essentially adding additional
20:2.96 contacts just related to the task
20:5.80 itself so now let's talk about the
20:8.60 projects so as you can see um on my left
20:11.48 hand side here I have a bunch of
20:12.72 different projects right and so you can
20:14.32 see how I have star projects and the
20:15.92 star project pop to the top of my list
20:18.36 and then below that projects are ordered
20:20.40 by U modification dates but you can also
20:23.36 go to Project list here and then show
20:26.16 all projects so these is this is list of
20:28.48 all my projects so in my um actual pry
20:31.20 Matrix account I have several hundred
20:33.56 projects and but the one nice thing
20:35.80 about PR Matrix is there's so many
20:37.44 different ways to organize it I actually
20:39.36 don't get lost at all um by starting the
20:41.76 appropriate project I'm always on top of
20:43.64 things and then also because PR Matrix
20:45.96 always surfaces up the um the project
20:48.28 that I modified I have really good
20:49.96 visibility into the relevant project as
20:53.00 well but with the filter section you can
20:55.72 actually go and and find the the right
20:57.84 project very very easily but let me show
21:0.20 you how um you add a project so you
21:2.60 click on ADD project here now when you
21:4.88 create a project in Matrix you have
21:6.56 several options first you can create a
21:8.96 blank project so if I click on blank
21:10.48 project I can literally just type in a
21:12.40 project name right maybe you're working
21:15.12 on um a construction site or a property
21:18.88 or you're working for a client and and
21:21.60 you need to create all the task for the
21:23.04 client that's the kind of stuff you
21:24.40 would put here in the project name or an
21:25.96 initiative or something like that and
21:27.64 then below that you can add some notes
21:30.16 around the project just if you want to
21:31.76 add some details around it and then you
21:33.48 can associate with a user group you can
21:35.76 think of user group as as like
21:37.24 department so for example maybe you have
21:38.88 a marketing project and you want to
21:40.08 invite all the marketing people that's
21:41.76 what user group is for otherwise you can
21:43.84 actually um manage the permissions the
21:46.56 access on a pro project basis manually
21:49.00 and then you can choose a couple basic
21:50.48 templates if you click on templates
21:52.20 you'll see that you know we have what
21:53.96 seven choices here that you can actually
21:55.88 choose from the basic pry Matrix or the
21:58.48 Eisenhower Matrix or swad analysis Etc
22:1.36 and it's just renaming the project um
22:3.72 the project quadrants in a way that is
22:6.84 relevant to you and then finally you
22:8.24 choose the color so I'll go ahead and
22:11.16 just call this um new test project here
22:15.16 and I'm going to add
22:16.64 project and as you can see the project
22:19.32 is created and now when I first open
22:22.12 this project the right hand side is
22:23.88 replaced with the project details I can
22:26.60 also access that project details by
22:28.60 clicking on this edit project right here
22:30.76 and so if I click on that it opens the
22:32.36 project details on the right hand side
22:34.24 and this is where I can actually modify
22:36.40 information on the project itself it's
22:38.08 very similar to the way the item details
22:39.84 works I can start a project then it'll
22:41.92 pop to the top of my list um I can
22:44.28 invite people to this project and so
22:46.32 earlier you saw how I delegated a task
22:48.44 to somebody well here I can invite
22:50.28 somebody to a project and then give them
22:52.24 access to the entire project so what
22:53.64 that allows them to do is actually see
22:55.48 all my priorities all my tasks so let me
22:58.56 give you a suggestion here if you um
23:2.12 start party Matrix today go ahead and
23:4.32 create a project called like a team
23:5.92 priorities or something like that um or
23:8.00 something where you actually want to
23:10.08 have everyone that you work with all the
23:12.52 time be on the same page so you create
23:14.48 that project and then invite the
23:15.92 appropriate people and then just tell
23:17.36 them hey you know this is the place
23:18.96 where we should write down all our
23:20.20 priorities and then and then have that
23:23.56 as a central place so when you're having
23:25.12 a meeting project this on the big screen
23:27.64 and you can talk about your priorities
23:29.48 in a much more effective manner that's
23:32.16 one of the uh things I've seen customer
23:35.76 do to uh fantastic success which is to
23:40.00 start their meetings by displaying the
23:43.12 pr Matrix um and so then instead of
23:45.84 actually you know going through a linear
23:48.52 list of action items you're focusing on
23:51.04 the things that are most important right
23:52.80 and how many times have you gone through
23:54.44 a meeting and you know you gone through
23:56.40 your agenda and then you're out of time
23:58.16 and guess what the most important task
23:59.68 that you have is at the bottom of the
24:0.92 list and you never got to it and so you
24:2.76 you just wasted a ton of everyone's time
24:4.96 and so by using party Matrix as just the
24:7.32 the basis of having that conversation
24:9.56 you can ensure that you focus all your
24:11.04 conversation on quadrant one right and
24:13.52 then Afters quadrant 2 and then if
24:16.64 anything you actually cancel the meeting
24:18.12 or you know finish the meeting early
24:19.52 without having to go through the stuff
24:20.72 that's on board so that's one thing that
24:22.60 I do um I do suggest that you do with
24:24.88 prrix have the appropriate team members
24:27.16 within those projects
24:28.52 now what's neat about these um Vader
24:31.68 names too is actually they're completely
24:33.64 customizable so earlier in my
24:36.00 presentation I talk about the do now do
24:37.88 later delegate um as the basic quadrant
24:40.72 names but guess what in part of Matrix
24:42.76 you have infinite flexibility the reason
24:45.08 we have this is because everyone works
24:47.96 in different ways um and every project
24:50.20 is different so as you can imagine some
24:52.88 projects instead of having a delegate
24:54.64 maybe instead you want to change it to
24:56.16 resources or files um or documents or
24:58.84 something like that and then instead of
25:0.56 having Quadrant 4 as inbox maybe you
25:2.80 want to have it as just a repository of
25:5.32 everything that you have to do and so
25:7.08 you can actually customize party Matrix
25:9.60 and and just change this and so you can
25:11.40 think of um the the quadrant as a way to
25:14.92 to describe two different dimensions
25:17.04 right so for example effort impact
25:19.00 quadrant one might be low effort high
25:21.92 impact Quant 2 might be high effort high
25:24.24 impact Etc so use that to your advantage
25:27.92 and rename the quadrants um to you know
25:31.28 whatever names that Mak sense within
25:32.84 your organization especially you have a
25:34.44 methodology in place and then also
25:36.60 within each quadrant you can actually
25:37.84 click on here and change the color what
25:39.88 I like to use the color for is actually
25:41.80 color code my project so for example
25:44.24 maybe all marketing projects are
25:45.76 actually some color one color um or if
25:49.08 you have a lot of projects for different
25:50.44 types of clients external clients that
25:52.44 you work with then you can have those
25:53.92 different project as well so use the
25:55.44 colors as an easy way to organiz the
25:58.08 information so then when you look at the
25:59.52 list of project on the left hand side
26:1.52 it's so easy for you to see what are the
26:3.36 projects that are
26:4.60 impacted okay so that's the project
26:6.52 details um there's a couple things in
26:8.60 here that I want to highlight U but
26:10.72 we'll get back to it after we we're
26:13.04 going to switch gears right now to talk
26:14.80 about
26:15.60 emails the reason I want to talk about
26:17.72 emails is that's actually probably the
26:19.12 number one reason why people come to
26:20.68 proty Matrix which is looking for a
26:22.92 better way to prioritize email now as I
26:25.00 mentioned um I get hundreds of emails
26:27.80 per day sometimes it is very very
26:29.76 difficult to stay on top of it uh so I
26:32.80 like you probably flag emails um and so
26:36.20 when you get an email that's important
26:37.56 guess what you flag it the problem I
26:39.60 have is I have hundreds of flag emails
26:43.12 and so when I flag them all like that
26:45.32 you know it's impossible me to go back
26:46.88 and decide which one I need to work on
26:48.76 so the way it works in P Matrix is
26:50.44 actually I can take any email and
26:52.32 convert it into an actual pry Matrix
26:54.56 task and it is so useful because I can
26:58.36 set due dates and reminders I can
27:0.16 delegate the email Etc which is so much
27:2.64 more powerful than what the the basic
27:5.48 email application can do for you so let
27:7.60 me give you an example here let's just
27:9.12 say now I'm in Outlook um outlook for
27:11.36 web but PR Matrix for for Outlook um
27:14.16 Works in all versions of Outlook which
27:17.00 means desktop uh mobile um
27:20.76 Etc and so here I have an email and so
27:23.44 when I go to Party Matrix if you haven't
27:25.76 already you click on apps and add apps
27:28.56 and search for pmatrix and install it
27:30.44 then you just sign in with your patrix
27:32.00 account and everything will be synced of
27:33.92 course I've already done that so for me
27:35.92 when I have an email open I can just
27:37.60 click on that apps and then click on
27:39.12 patrix and when I do I have two choices
27:41.76 I have the option to open patrix or the
27:43.64 option to prioritize email I'll go ahead
27:45.32 and choose prioritize
27:46.84 email now the right hand side will open
27:49.52 up and allows me to turn any email into
27:52.04 a task and so you can see how I have the
27:53.72 option to capture the email um the
27:55.76 subject itself become the item names so
27:57.80 again this is a way for me to remember
27:59.44 what this task is all about I can choose
28:1.72 what project it goes in now this is
28:4.00 where it's really useful imagine if you
28:7.28 have an email from a particular client
28:9.40 well guess what you can go and organize
28:11.16 it within that project for the client
28:13.16 and then you can choose what quadrant it
28:14.60 goes in right and so now every email is
28:17.64 very very organized into the appropriate
28:19.56 context and then not only that every
28:21.52 email has a priority level next to it uh
28:24.24 and that just ensures that you're always
28:26.40 on top of it and so again Focus your
28:28.68 time on all the stuff that's important
28:30.24 urgent so then all the emails with that
28:33.20 in that quadrant one is right there for
28:35.72 you to see or everyone who's involved to
28:37.56 see and you know that you need can focus
28:39.12 on that down in the owner section I can
28:42.00 actually delegate this email to another
28:43.76 coworker as needed which is very useful
28:46.48 because if I just forward an email to
28:48.80 somebody again I can't set due dates I
28:51.60 don't know if they're going to read it I
28:53.56 um you know I don't know if there's a
28:55.44 way to remind them and then if the the
28:57.72 work is done I have no way to track it
29:0.36 so if you are just foring email left and
29:2.72 right um I'm sure you're challenged by
29:5.08 that that right now so the way part
29:7.32 Matrix works is by by delegating the
29:9.36 email to somebody and prioritizing it
29:12.00 you're ensure that everyone's in the
29:13.28 same page it is extremely helpful
29:15.40 especially if you have a lot of
29:16.92 forwarding that you got to do and then
29:18.80 of course like I said the due date so
29:20.68 again I'm going to go ahead and set a
29:21.84 due date here and with that I click
29:23.92 capture email and as you can see the
29:26.80 moment I do that the right hand panel
29:29.04 here becomes that item details right I
29:31.40 have the item name again I can St it as
29:33.52 needed you see how it's already assigned
29:35.24 to the appropriate person and the due
29:37.64 dates already set um and that's how I've
29:40.64 converted an email to a task and then
29:42.80 imagine if this email was very important
29:45.24 I would say remind me Weekly right um
29:48.24 and so what that does then is it reminds
29:50.28 me to actually work on this email on a
29:52.00 weekly basis until I get it done this is
29:55.00 very useful if you have something that's
29:56.84 not you know that you can't respond to
29:59.12 right away because of course if it's an
30:0.64 easy email to respond to go ahead and do
30:2.28 it you don't have to prioritize anything
30:4.36 but if the email is something that you
30:5.72 can respond to in two weeks this is the
30:8.16 most powerful way to do it now a couple
30:10.84 things that's neat about pry Matrix um
30:12.84 that's unlike any other email added that
30:14.92 you can that you have which is party
30:17.20 Matrix also allows you to actually
30:19.00 attach emails to existing task so again
30:21.84 let's go back to that same example I
30:23.32 have an email open I click on here I
30:25.48 choose party Matrix now instead of
30:27.32 prioritize email I open PR
30:29.52 Matrix what this allows me to do is
30:31.96 actually attach this email to an
30:33.84 existing task and so you can see how I
30:36.20 go here party Matrix um opens here I can
30:39.04 search for the item name and then go
30:40.64 ahead and attach that email to an
30:42.72 existing task again you might have
30:44.76 multiple emails from the same person
30:46.80 relevant to one task you don't want to
30:49.16 go and create you know multiple task and
30:52.00 then at the same time again you can't go
30:53.88 and forward that email to people that's
30:55.76 going to create a huge mess and so prod
30:57.72 Matrix allows you to organize all that
30:59.32 and attach emails to an existing task
31:1.48 instead so that's how prod Matrix email
31:4.20 integration Works um there's a couple of
31:6.36 other things that's really neat is that
31:7.68 pry Matrix also has an inbox address for
31:10.56 you so what that allows you to do is you
31:12.24 can forward an email to yourself and so
31:15.40 I use this all the time by the way when
31:17.16 I'm on my U my phone I'm out and about
31:19.44 and I'm on my mobile device I get an
31:20.84 email and then I I'm on Apple mail and
31:24.64 now what I want to do is I want to for
31:25.96 that email into my P tricks and then set
31:28.12 a due date for me so allows me to go
31:29.84 back when I go back to my desk to the um
31:32.64 uh look at my computer I can actually
31:34.20 get to that email and respond to it so
31:36.24 let me jump back to prod Matrix here to
31:38.00 show you how that worked here so you see
31:41.00 how that email was created right here
31:42.56 for me um and then when I go to the
31:44.64 resource section you see that that email
31:46.80 file was uploaded now my coworker who
31:49.44 got assigned this email can open the
31:51.20 email and respond to it and so that's
31:53.52 actually a really um powerful way to
31:56.84 ensure that your most important emails
31:58.60 are actually
31:59.92 addressed now patrix has a couple of
32:2.44 other views aside from the quadrant view
32:4.12 so we talk about the quadrant view as a
32:5.72 very good way to see priorities now if
32:8.16 you go to the very top here you can
32:9.96 actually switch to What's called the
32:11.40 list view the list view shows all the
32:14.12 items that you have in a list what I
32:16.84 like to use this uh view for is actually
32:19.08 to sort by due dates so any task that's
32:21.76 overdue they're they're red and so it's
32:24.04 very easy for me to see the tasks that
32:25.48 are overdue I can sort by you know
32:27.76 people by name um by modify date and due
32:30.56 date Etc and then the calendar view is
32:33.88 useful if you want to see what are the
32:36.04 things that's coming up um in the short
32:37.88 term right so for example I have task
32:39.72 here at different due uh different time
32:41.48 due at different time different days I
32:43.32 can actually easily see within the
32:45.00 context of this project what are the
32:46.52 things that's that's going to be due
32:47.92 soon and who's assigned to in fact I can
32:50.20 actually just drag and drop and rep
32:51.88 prioritize things very very easily uh
32:54.32 now of course only task for due dates
32:55.88 would show up here in the calendar view
32:59.16 and then finally you have the gantar
33:0.60 view and so the gantar view takes all
33:2.48 the action items that you have with due
33:4.52 dates and actually display them in a
33:5.96 timeline view and this is useful if you
33:8.28 want to look at the very big picture
33:9.96 across months so sometimes you have a
33:12.08 very big project with dozens or hundreds
33:14.76 of task and then within them you might
33:16.88 actually have dependencies and
33:19.16 also uh uh also you know things that are
33:23.20 um spanning across multiple days or
33:26.00 months or weeks part Matrix allows you
33:27.92 to actually see all of that and actually
33:29.32 you can click on each of these and and
33:32.48 be able to open the task around that one
33:34.56 thing that's really nice is actually
33:36.28 again the interface is drag and drop so
33:38.04 actually I can I can actually change the
33:40.24 uh due date and start date directly from
33:42.00 here and party Matrix will actually
33:44.64 track all the changes for you that's a
33:46.84 key part of party Matrix which is to
33:48.80 have a good audit trail that allows
33:51.64 everyone on your team um to understand
33:54.00 who changed what and when they changed
33:56.40 it and then then what it was change to
33:59.20 so that's how it works with the various
34:0.80 views inside per Matrix um and so I can
34:3.40 go back to the quadrant view here now
34:5.24 let's talk about some customization
34:7.24 capabilities let's just imagine for a
34:9.32 second that you start party Matrix and
34:11.76 then you create a project that with
34:13.56 recurring task when I say recurring task
34:16.92 I mean something like um you it's
34:19.04 something that you have to do every time
34:21.80 you onboard a new customer for example
34:24.76 and let's just say you create a produ
34:26.20 matrix and within that you have these 10
34:29.12 things that are important and Urgent for
34:30.60 the customer the 10 things that are
34:32.24 important but not urgent for the
34:33.56 customer and then you have the various
34:35.20 due dates around it and every time that
34:37.32 you onboard a new customer you you
34:39.28 launch that project party Matrix
34:41.20 actually allows you to use templates as
34:43.12 a way to save you time and effort here
34:46.28 so for example let's just say from this
34:48.68 particular um project let's say I made
34:51.24 all my changes and create all my tasks
34:53.48 what I can do then is click on here
34:57.60 and then choose um uh choose I'm sorry
35:1.24 go to Project here over project details
35:4.04 click on the ellipses and then choose
35:6.08 save project as template this allows you
35:9.68 to actually save that entire project as
35:12.36 a template and then when you onboard a
35:14.00 new client or new customer or new
35:16.20 employee you can actually launch a
35:18.16 project from template
35:19.76 instead so let me show you how to do um
35:22.64 the other versions of adding projects so
35:24.52 earlier you saw how we create a blank
35:26.04 project right now if I go to my all
35:28.24 project here I'm going to add project so
35:31.08 instead of using a blank project I would
35:32.96 just go simply go to my templates and
35:35.36 now I can actually choose an existing
35:37.48 template that I've created and it'll
35:39.36 save me a ton of time having to recreate
35:41.28 any of those things in fact one of the
35:43.20 things that we've also done is actually
35:44.60 created some public templates for you
35:46.12 that you can use and so these are just
35:48.88 ideas that we have um over years on
35:52.08 various way to use pry Matrix and so
35:54.12 sometimes you want to get started really
35:55.48 quickly using something that's a non-
35:57.52 isenhower matrix that's how you would do
35:59.16 it and then you also have the option to
36:0.76 create with AI what this does the creat
36:3.56 with AI is actually when the new things
36:5.08 that we've added what it does is help
36:7.36 you achieve your goals so all you have
36:9.08 to do is go to create with AI type in
36:10.92 your goal here and then create a part of
36:13.36 Matrix project and we'll actually
36:14.64 generate action items suggestions as
36:17.24 well as um task and timeline to help you
36:20.08 meet those goals so if you get a chance
36:21.72 play with it uh and see if it actually
36:24.12 can give you some good suggestions on
36:25.52 how to get started
36:27.92 okay so I'm going to go back to my
36:29.92 project here and so as you can see this
36:32.36 is the web app so now let's switch gear
36:34.28 and talk about the teams app um so
36:36.92 obviously you don't need Microsoft teams
36:38.92 to use part Matrix as you can see you
36:40.68 know you just use the web app we also
36:42.24 have the desktop app and so forth but if
36:44.16 you do use Microsoft teams definitely
36:46.36 install PR Matrix for for teams because
36:48.44 it's probably the most Integrated
36:49.52 Solutions in teams let me show you how
36:51.36 it works go ahead and go to the App
36:53.68 Store search for patrix um and then
36:56.36 after afterwards when you open patrix it
36:58.28 actually shows up here on the left hand
37:0.84 side right click on it to pin it and
37:3.00 when you pin it and you click on
37:4.48 promatrix here see how this view looks
37:7.40 just like the web app so what we've just
37:9.40 done is pretty much pull in the entire
37:11.52 web application into teams and now you
37:13.80 don't even have to open a browser and
37:15.44 switch context everything here is very
37:17.52 similar to the web app so in terms of
37:19.00 the interface item details project
37:21.04 details and so forth there's a couple of
37:22.92 changes that's different the menu was
37:25.52 hidden up here and then also you have
37:27.68 this thing called the home View and with
37:29.44 the home view you can actually get all
37:30.96 those alerts that we talked about so how
37:33.48 does prot matrix handle this concept of
37:37.32 of um ensuring that you work on the
37:39.60 right thing is is through the alert
37:41.12 system so what that means is that when
37:43.20 you have something that's do it shows up
37:45.12 here when someone delegates you a task
37:46.88 it shows up here when a task that you
37:48.92 follow is updated it shows up here so
37:51.64 when I start my day this is by the way
37:53.52 where I like to start I like to start in
37:55.16 the alert section look through the task
37:57.16 here to see if there's anything that's
37:58.28 relevant to me I can click on each of
38:0.20 these it opens a project the item
38:1.88 details I can go through it um and then
38:4.00 when I'm done or you know when I don't
38:6.56 want to need to review anything else I
38:8.36 can clear all the alerts and I can also
38:10.16 clear alerts older than a week or older
38:12.04 than a day right and then I have a blank
38:13.72 slate and now as items changes it pops
38:16.24 back here for me again if you set
38:19.08 recurring uh reminders like I showed you
38:21.56 previously like you know remind me daily
38:23.64 remind me weekly it'll keep popping up
38:25.72 here in the alert section until you get
38:27.36 that task done and that's how you trick
38:30.16 your yourself into ensuring that you're
38:33.24 always working on the most important
38:34.68 thing because more more often than not
38:36.92 you know we we treat important tasks the
38:39.28 same as non-important tasks right um we
38:42.80 set a due date um or we put it we write
38:45.12 it down but to overcome the Tendencies
38:48.92 for us to focus on urgent things we you
38:52.12 have to do that due dates you have to do
38:53.88 that reminders and PR Matrix will ensure
38:55.80 that you're working with those things
38:58.20 now let me show you a couple features
38:59.60 That's Unique inside teams um so when
39:2.08 you use teams for example you might have
39:4.08 a chat section with somebody so you know
39:6.24 you might communicate with your
39:7.28 co-workers or your managers or something
39:8.92 like that party Matrix has this thing
39:10.52 called the one-on-one what it does it
39:13.00 actually shows you everything you have
39:14.84 in common with that person across your
39:17.24 entire P Matrix so when I talk about
39:19.48 people Centric collaboration that's what
39:21.48 the one-on-one is for the one-on-one um
39:24.76 is a way to actually look at at all your
39:27.72 tasks from a very different lens instead
39:29.72 of having to browse through each project
39:31.28 and see the things that you're working
39:32.40 on the one-on-one ensures that you're
39:35.84 looking at the task for that person U so
39:38.96 when you have a one-on-one with your
39:40.16 manager for example you open up the
39:42.00 one-on-one view inside PR Matrix or
39:44.92 inside teams here you can see all the
39:47.20 things that you're working on that your
39:48.68 manager assigned you or you um or that
39:51.36 you're a follower where your manager
39:53.16 assigned and then you can see all the
39:54.84 tasks that are modified and doe across
39:57.20 all projects and when you need to create
39:58.72 a new task you to click on ADD share
40:0.48 task and then both of you are added to
40:2.64 that task from the get-go this will save
40:5.60 you a ton of time in your meetings um
40:8.76 and not only that what I like about it
40:10.52 is that you know it takes away the
40:12.56 excuse where someone will go and say oh
40:14.84 yeah we talk about that you know during
40:16.48 the meeting but I never wrote it down
40:18.56 right which party Matrix you can
40:20.08 actually add that share task so easily
40:22.56 and then the um the relevant
40:24.36 stakeholders also added to the task so I
40:27.92 love this feature um I use it not every
40:30.76 day but I use it whenever I need to find
40:33.36 out you know whether or not um someone's
40:36.04 been working on something or I need to
40:37.60 delegate it to somebody really really
40:39.60 easily now to get to this one-on-one
40:41.76 view you just click on the plus icon
40:44.48 here and then choose prot Matrix and
40:47.16 then uh choose the one-on-one and when
40:49.12 you do that you can actually select the
40:51.32 person one thing if you like the
40:53.44 one-on-one feature you can add the
40:55.00 one-on-one to every single person that
40:56.88 you work with right so all your U direct
40:59.76 reports for example go through your
41:2.00 direct reports in the chat here add the
41:3.60 one1 for each of them now you have one
41:5.52 central place to see what they're
41:7.04 working on the status of their task if
41:9.32 they're working on things or if things
41:10.72 are overdue and then you can actually
41:12.08 talk about it so what happens is that
41:15.24 sometimes you assign someone a task in
41:16.68 patrix and they may not see it so what
41:19.76 with PR Matrix you can also add these
41:21.84 things called action cards and share
41:23.48 that directly in teams so as you can see
41:26.08 I can actually click on this click on
41:28.28 patrix um and then I can actually share
41:30.84 a patrix test directly inside teams and
41:34.16 it shows up as a panel as an action card
41:36.56 like this so my use case here um I've I
41:40.52 use this whenever I sign someone a task
41:43.24 and then I see that you know crickets
41:45.40 didn't hear anything from them so to
41:47.36 ensure that they see the task I go here
41:49.32 and I ass them um or send them this
41:52.12 action
41:53.00 card the reason why you want to send
41:55.56 them an action card as opposed to just
41:58.12 telling them about it is that allows
42:0.04 them to click on view item and open it
42:2.20 and then update it and Mark it as Done
42:4.88 Right the key to using party Matrix is
42:7.72 to ensure that everyone's on the same
42:9.44 page so you don't want to go and create
42:12.00 additional you know places where people
42:14.72 are looking and and they don't know what
42:16.48 tasks they need to work on so by by
42:18.52 sending an action action card and they
42:20.88 update it you just have one central
42:22.84 place to track all of that within the
42:24.68 context of the task because if you just
42:26.72 sending them a message and they respond
42:28.24 to that message guess what if someone
42:30.40 else need to look at the task they won't
42:32.16 see that message that you've sent to
42:34.24 another person so by having all the
42:36.52 conversation and communication inside um
42:39.52 the per Matrix action card you can
42:41.72 actually ensure that everyone's on the
42:43.72 same
42:44.48 page now party Matrix has multiple
42:46.92 Integrations that I'm not going to go
42:48.44 into um but we integrate into your your
42:51.44 team's meetings as well um and then also
42:54.44 in fact if you use Matrix I mean you use
42:57.12 teams a lot and you goes to works with
42:59.08 co-pilot and you open this you'll see
43:1.04 that patrix is one of the very very few
43:3.04 applications that works with co-pilot
43:5.12 and then if you go to U workflows um P
43:7.76 Matrix is one of the very few
43:9.00 applications that has automating um
43:11.36 automations with workflow as well bunch
43:13.76 of very powerful capabilities that's
43:15.28 beyond the scope of this webinar but I
43:17.16 want you to recognize that P Matrix has
43:18.88 a lot of power and potential as you
43:21.40 expand it beyond your personal use
43:23.92 case um and then the other thing I want
43:26.40 to show too is
43:28.04 actually if you look at patrix here um
43:31.36 you can actually also go to our um let
43:34.32 me see here
43:36.40 um I can't open it at this moment uh but
43:40.00 we also have additional connections into
43:42.84 other applications um such as planner
43:45.64 to-do jira Etc and you can go to the
43:48.28 connector's page in order to set those
43:49.80 things up so with that I'm going to go
43:52.04 ahead and jump back to my presentation
43:54.16 and then afterwards I'll take a look to
43:55.72 see if there there's any questions that
43:57.64 um others that you may have so if you
43:59.88 have any questions go ahead and send it
44:1.08 in the chat and then I'll start
44:2.28 reviewing it real soon go back to the
44:5.12 presentation here I want to wrap things
44:6.96 up um by saying that it is now up to you
44:11.56 to actually get started with pry Matrix
44:13.24 because you know despite being a
44:14.92 priority management software there's
44:16.16 only so much we can do and so to
44:19.00 actually get the most out of part Matrix
44:21.20 you definitely should create three
44:23.04 projects um that's my my threshold my
44:26.28 threshold one for your personal
44:27.88 priorities one for your share team
44:29.36 priorities and then one for some sort of
44:31.24 key initiatives that you're working on
44:33.72 the goal here is to make sure that
44:36.16 whenever you log into patrix you see the
44:38.28 status of tasks right and you know these
44:40.64 are the things that you should be
44:41.72 working on uh and so invite the
44:43.92 appropriate team members and then pitch
44:45.52 to them why it's important to focus on
44:46.92 high impact task now this is this is not
44:49.28 easy um because a lot of team members
44:51.24 you know sometimes fight back against
44:53.24 the idea of using a software to track
44:55.96 priorities because they're like no why
44:57.36 are you asking me to do that but here's
44:59.40 the
45:0.28 thing if they can track their priorities
45:2.92 in petric it helps everyone be on the
45:5.36 same page and so then you know it
45:7.60 ensures that no one's working on the
45:9.20 wrong things first of all but then
45:10.92 second of all if you're the manager and
45:13.12 you're assigning people task you know
45:16.12 what's on their plate right if they have
45:17.96 too much on their plate you can't go and
45:19.76 assign them more things and so when you
45:21.80 use per Matrix and you use that quadrant
45:23.68 one and you're looking at it um my
45:25.96 recommendation is never have more than
45:27.48 25% of your task in quadrant 1 because
45:30.04 if everything's important and Urgent
45:31.48 then nothing is so keep that in mind and
45:34.24 so you can pitch to your team members
45:35.88 that look it's a way for me to also see
45:38.44 um what are the things you're working on
45:39.68 to ensure that I don't overload you with
45:41.76 work which is I think a very powerful
45:43.52 way to think of what promatrix can do
45:46.88 and then when you create task in
45:48.08 promatrix set due dates set due dates
45:50.80 set reminders um and then make sure you
45:52.96 put them in the appropriate quadrants
45:54.76 and then finally what I say here is
45:56.60 ruthlessly prioritized what that means
45:58.92 is that if you don't prioritize these
46:1.56 tasks you will not get to alignments and
46:4.08 so um you have to prioritize your time
46:6.40 or someone else will
46:8.20 right a couple of advice use part Matrix
46:11.08 to track high impact task initially so
46:13.20 if you're very very new to patrix and
46:15.24 you're worri about you know tracking too
46:16.96 many things keep it high level and so
46:19.36 that allows you to focus on the things
46:21.12 that really matter um and then think of
46:23.16 protom Matrix as a communication tool to
46:25.56 help
46:27.00 everyone stay align right and and I love
46:29.80 the customers who project PR Matrix on
46:32.20 the big screen because it is such a
46:34.56 powerful way to be aligned with others
46:37.16 and so if you do do this you know let us
46:39.56 know how it works for you and whether
46:41.88 not you're actually getting meaningful
46:43.24 discussions we're always interested in
46:45.60 in understanding better ways to make p
46:47.32 Matrix work well for our customers and
46:49.92 then use P Matrix to manage your
46:52.32 individual goals as well I talked a lot
46:54.32 about the teams and and team management
46:56.68 and delegation and so forth but you know
46:58.88 the the core of party Matrix is around
47:1.80 the individual and so the fact that
47:5.16 you're listening to this webinar either
47:7.16 now or on the recording um shows that
47:9.28 you actually are really interested in in
47:12.64 becoming more effective at prioritizing
47:14.24 your task and for us we understand that
47:16.96 at the end of the day it starts at the
47:18.56 individual um if we can help you succeed
47:22.08 then everything else will just fall into
47:24.12 place so what which part Matrix should
47:26.84 look like you have one central place to
47:28.48 track all priorities everyone in the
47:30.40 teams understands and are aligned on key
47:32.28 tasks and so you know what to work on
47:33.80 and what not to work on repetitive
47:35.92 procedures are templatized so again if
47:38.84 you have the workflow um things that
47:40.84 happen over and over again save it as a
47:42.40 template and then if you have important
47:44.20 emails prioritize them with perries this
47:47.16 will be so useful in ensures that your
47:49.28 most important emails are not falling
47:51.16 through the cracks and that you know you
47:52.64 can triage the emails to appropriate
47:54.32 team members
47:56.24 that's it with that I conclude my
47:57.84 introduction to part of Matrix here I'm
47:59.80 going to take a look at the comment to
48:0.96 see if there's any
48:9.28 questions all right I have a I see a
48:11.84 question
48:13.40 here um can PM help me keep up with
48:17.80 updates on different tasks um so that's
48:22.08 that's a great question and I think that
48:24.24 what you're saying here is that you're
48:26.64 getting updates and messages across so
48:29.52 many different platforms and now you're
48:31.64 not you know you're not able to pull
48:33.32 that into prod Matrix so the way prod
48:35.64 Matrix works is that it's intended to be
48:39.24 that central place where you get that
48:41.28 status updates but if customers I'm
48:43.52 sorry if if your team members are
48:45.04 actually sending you messages from other
48:47.64 um platform that's exactly why you
48:50.32 actually have to talk to others and
48:51.80 convince them to actually use a platform
48:53.80 like prod Matrix to be to have a central
48:56.64 place so let me give you a couple of
48:58.32 ways to get around that one let me go
49:1.76 ahead and open up back up here so let's
49:4.40 just say if you have a a particular task
49:7.12 right um let's say you know you have
49:9.16 this task and now someone send you an
49:11.08 email with a status update what you
49:13.56 would do is if they send that status
49:16.24 update for you by email what you would
49:17.92 do is go ahead and open the email and
49:20.56 then choose the option pry Matrix here
49:23.04 and then open pry Matrix and then ATT
49:25.60 attach this email to that particular
49:27.84 task so now you have all these updates
49:30.56 centralized into one one place now when
49:33.40 it comes to a teams
49:35.00 message what you can do is actually um
49:37.92 you can click on this ellipses here and
49:41.00 you can actually choose copy link so it
49:44.12 turns out that inside teams every
49:46.68 comment and every conversation actually
49:49.28 has a link associated with it so let's
49:51.00 just say you see here someone says hi
49:53.20 there can you send a report I can do a
49:54.64 couple things I can actually click on
49:56.56 this ellipses and I can create a prot
49:58.64 matrix task directly from here I don't
50:0.68 even have to jump into patrix right I
50:2.24 can actually create a task from here or
50:4.52 I can actually copy this link and then
50:6.84 go back to prod Matrix and then paste
50:9.00 that so prod Matrix will actually
50:11.84 automatically um will allow you to
50:14.44 actually incorporate anything with links
50:16.80 in it into one central place and then if
50:19.16 you have you know share points or drives
50:21.56 or whatever part of Matrix has two
50:23.64 additional Integrations inside
50:26.16 um Edge as well as Chrome the Chrome
50:29.16 extension and Edge extension that allows
50:31.20 you to convert any web page and attach
50:33.32 it to an existing task and so if you
50:35.44 have a
50:36.24 SharePoint drive that a SharePoint
50:38.80 document that that uh is associated with
50:41.48 particular task you can do that using
50:44.16 the patrix Chrome and Edge extension
50:46.76 it's also very helpful uh you know if
50:48.60 you have other web applications that you
50:50.80 want to actually put into part
50:54.44 Matrix
50:59.44 um so when you talk about the latest
51:2.16 status of task that's that's also one of
51:5.48 those things where um there's no way
51:9.04 prod Matrix can actually pull in all the
51:11.72 conversations relevant to the task but
51:14.20 the idea of actually putting your action
51:17.40 items and I'm sorry putting your um
51:19.92 notes and so forth in P Matrix and then
51:21.88 updating the progress and updating
51:24.00 effort and reviewing the chat
51:25.88 that's how you get the latest status of
51:28.20 each task so let me give an example how
51:30.36 I like to do it when I look at a task
51:32.40 inside prod Matrix right so when I start
51:34.40 my day I would first go to the home View
51:36.84 and then from the home view I'm getting
51:38.36 alerts on all the tasks that's been
51:40.32 tasks that have been changed and then
51:41.92 when I click on the task here in the
51:44.56 chat section that's usually where I see
51:47.08 status update for this particular task
51:49.44 so if someone made a comment or if
51:51.28 someone attached a document or someone
51:53.20 moved the progress bar um or create a
51:56.64 subtask or finish a subtask or change
51:59.48 the due dates and reminders all of that
52:1.84 is displayed here within the comments
52:4.04 for that task so that's how you get to
52:6.72 know this the latest status of the task
52:9.12 through this timestamp on the um the
52:12.32 item I don't know if that answer your
52:14.48 question uh well enough because I I do
52:17.28 think it sounds like you know the
52:18.76 challenge the challenge that you face is
52:20.96 actually just having so many different
52:23.32 forms of communication but the goal goal
52:25.44 of prod Matrix is to actually bring all
52:27.76 those communication together um so then
52:30.12 you're not you're not having you know so
52:33.84 many different places where you're
52:34.96 tracking all these different
52:36.72 tasks feel free to reach out to us if
52:39.00 you need more suggestions
52:41.24 too thanks for that are there any other
52:46.56 questions um if not I do want to let you
52:49.60 know that you know feel free to reach
52:50.96 out to me high at or
52:53.28 support we always want to
52:55.92 hear from you we want to understand your
52:57.72 your needs and use cases um prod Matrix
53:0.12 is very adaptable we're actually
53:1.32 building user guides uh to actually
53:4.16 guide you through using protom Matrix
53:5.76 for your very very specific use case so
53:8.12 if you have a specific use case please
53:9.72 reach out to us and we'd be happy to
53:11.32 send you one of those user guides and
53:13.12 then secondly um as mentioned we have a
53:16.08 couple of other webinars as well that
53:18.28 covers other topics but I hope that when
53:20.64 you walk away from today's meeting uh
53:23.20 what you do is create those project that
53:25.04 I mentioned start prioritizing tasks
53:27.48 start delegating to others start sharing
53:30.04 this um your priority list with your
53:32.48 manager and direct reports and so forth
53:34.68 and then when you do you'll find that
53:36.48 prod Matrix will help identify the
53:39.12 things that that you should be working
53:41.56 on and the things you're um you
53:43.20 shouldn't be working on and if we can
53:45.60 save you time um and effort by ensuring
53:48.88 that you don't work on the wrong things
53:50.68 then I think you know part Matrix will
53:52.44 generate all the value um it it needs to
53:55.84 so thank you for attending today's
53:58.24 webinar appreciate your
54:11.52 time