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 (54:57.08) Stop scroll

3.24s good morning everyone we'll go ahead and
5.16s get started uh first of all I want to
6.96s let you know that this webinar is
8.40s recorded so we'll share the recording
10.56s with you afterwards and then second of
12.44s all in the chat section there um you can
15.08s actually type messages and so forth so
17.00s if you have any questions during the
18.24s webinar please send me a message there
20.20s and I'll do my best to address
22.20s them with that I want to say thank you
24.56s for being here today um this webinar is
27.04s intended to be an introduction to party
29.00s Matrix so what we be we'll be covering
31.12s will be the basics of party Matrix um
33.48s hopefully you know you're here today
35.08s because you're interested in learning
36.64s how to be more effective at prioritizing
38.68s task and emails and then also leveraging
41.56s uh a platform like P Matrix to ensure
44.04s that your team members are working on
45.52s the right
46.60s things and my name is hi I am co-founder
49.68s of affluence which is the company behind
51.60s promatrix um over the years I've talked
53.84s to thousands of thousands of customers
57.00s and um I've seen every possible possible
1:0.12 use case of PR Matrix so with that I
1:2.48 want to make sure that you know you can
1:4.12 leverage my experience in terms of using
1:6.36 PR Matrix and so if you do have
1:8.04 questions please send them in the
1:10.36 chat okay so now we'll start the
1:13.64 presentation um my goals for today to
1:16.20 help you understand the basics of pry
1:17.88 Matrix and then provide you a framework
1:20.32 to get the most out of pry Matrix with
1:21.92 the least work that's always my goal
1:23.96 because I think that you know every
1:25.16 piece of software has a lot of nuances
1:27.32 and so forth but we always follow the
1:29.20 8020 rules
1:30.48 which is what are the 20% of the
1:31.96 features in pry Matrix that will give
1:33.36 you 80% of the value and hopefully when
1:35.72 you walk away from today's webinar
1:37.24 you'll feel that way and then lastly
1:39.88 help you envision what work and life
1:42.04 success may look like um with pre Matrix
1:44.32 to prioritize your task and
1:47.20 emails let's start with the challenges
1:49.64 um there's three challenges that I want
1:51.44 to highlight the first is that team
1:53.12 members always have trouble
1:54.64 understanding what's priority right now
1:56.36 and so what's really fascinating is that
1:58.04 you know as an individual of course
1:59.40 we're strug struggling with team with
2:0.80 prioritization but at the team level
2:2.76 it's even harder because if you don't
2:4.12 know what you need to focus on how can
2:6.12 others know and so a lot of customers a
2:9.16 lot of people in general struggle with
2:10.76 this team
2:12.36 prioritization and then the um second
2:15.28 problem is that it's really difficult to
2:17.40 keep track on the status of work across
2:19.40 many areas of responsibilities now when
2:21.56 I say areas of responsibilities what I
2:23.32 mean here um is that it's either
2:26.48 projects or initiatives or just goals
2:28.68 that we have in general and more so than
2:30.64 ever before you know we are no longer
2:32.60 responsible for one thing uh every
2:34.64 single one of us responsible for so many
2:36.40 things right you just get thrown more
2:38.08 work at you um and more projects and and
2:40.72 so forth and so it builds up over time
2:42.96 and so it's really really difficult to
2:44.96 understand what should I work on today
2:47.12 um within the bigger picture and then
2:50.48 lastly I feel that over the last couple
2:52.92 of years emails and meetings and all
2:55.48 these other software that's that's been
2:57.52 put in place by our organization just
3:0.20 caused far too much contact switching
3:1.96 you know for me myself for example every
3:4.16 single day I'm switching between emails
3:6.88 um and uh messages in TI teams and party
3:9.92 Matrix and so forth so it's a real
3:12.52 problem that all of us face and the vast
3:14.76 majority of people face them so party
3:17.56 Matrix is intended to tackle some of
3:19.64 these challenges and we do it through
3:22.60 several ways but first party Matrix is a
3:25.08 comprehensive email priority and project
3:27.24 management software to help teams manage
3:29.36 email conduct efficient meetings and get
3:31.08 real-time status updates on critical
3:32.68 projects and priorities now what I want
3:34.96 to highlight is that party Matrix at the
3:37.04 end of the day is a communication tool
3:39.64 and when I say communication tool what I
3:41.36 mean by that is what it does is it helps
3:43.52 you understand what needs to be worked
3:46.00 on within the right context and so
3:49.04 hopefully as you look at pry Matrix you
3:51.04 think of how to apply it to your
3:53.72 everyday needs um and so we also
3:56.60 emphasize the word priority management
3:58.60 more so than project management
3:59.64 management and when we think about
4:1.36 priorities it's that it's not just about
4:3.40 the things we have to do it's the things
4:5.56 we should do when we have limited
4:8.36 resources so how does party Matrix help
4:10.84 first we use What's called the four
4:12.12 quadrant methodology to promote
4:13.72 effective prioritization and I'll go to
4:15.84 the details the philosophy behind the
4:17.40 four quadrant methodology if you're not
4:18.92 yet familiar with it and then second
4:21.20 part Matrix provide the views such as
4:22.76 the one-on-one agenda timeline to help
4:25.04 you understand what needs to be done
4:26.36 within the right context and context is
4:29.20 all around what are the things that is
4:31.00 important for you at any point in time
4:32.68 right the dimensions of contexts could
4:34.40 be what are the things I need to do
4:36.12 today or what are the things I need to
4:38.24 do for my manager or what are the things
4:40.24 I need to do for a certain client or
4:42.96 initiative and then lastly party Matrix
4:45.24 provide really deep integration since
4:46.96 systems you already use um in particular
4:49.08 we're probably the most integrated
4:50.36 solution inside Microsoft teams and
4:52.24 Outlook so if you use Microsoft teams
4:54.20 and Outlook it's almost a no-brainer to
4:55.92 integrate party Matrix into those
4:57.52 systems but of course party Matrix works
4:59.40 out outside of that
5:1.88 too um what makes Prometric better than
5:4.76 than a lot of other software out there I
5:6.32 am sure that if you're here today you've
5:8.76 been looking for a way to prioritize
5:10.56 your task and projects and emails many
5:13.68 many times before and you've seen a
5:15.20 thousand Solutions um even Microsoft
5:17.80 itself has hundreds of application I
5:19.76 feel that actually solve the same
5:21.04 problem but there's a couple things that
5:22.68 makes p Matrix unique first of all we
5:25.08 are a Microsoft 365 security certified
5:27.48 solution and the only one that certified
5:30.04 in our teams app Outlook app and web app
5:32.72 and one of the things that I'm really
5:34.08 excited about is the leveraging of AI um
5:36.76 for you to actually create goals and
5:39.16 from those goals help you figure out the
5:41.68 tasks to achieve them and we're at very
5:43.56 very early stages there but I'm I'm
5:45.32 still I'm going to show you because I
5:46.36 think it's actually pretty interesting
5:47.88 and then we provide what I call people
5:49.32 Centric collaboration I think a lot of
5:51.28 software focus on projects right you
5:53.40 have a project you have all the task in
5:54.76 it per Matrix flips all of that around
5:56.80 and show you what are the things you
5:57.88 need to do for a cooworker or with your
6:0.40 manager
6:1.40 Etc and then lastly party Matrix is
6:3.76 available as a SAS which is a standard
6:5.88 software application a hipa compliant
6:8.08 solution for healthcare and life
6:9.32 sciences and then an Azure government
6:11.20 Cloud for state and local government so
6:14.08 the vast majority of you will use their
6:15.68 standards s ask but if you do have any
6:17.80 questions around the Enterprise aspect
6:19.36 of pry Matrix please feel free to reach
6:20.96 out to us um or if you're on the it side
6:23.28 looking for approval approving these
6:25.28 applications feel free to reach out to
6:27.52 us so what makes Matrix particularly
6:30.40 effective is that it helps you
6:32.00 understand what needs to be done right
6:33.20 now what needs to be done later and then
6:35.20 what are the things you should delegate
6:36.96 um at the end of the day pry Matrix
6:38.68 provide one place where everyone can go
6:40.96 to to understand what needs to be done
6:42.72 and so when I say one place what I mean
6:44.96 is if you and your co-workers are trying
6:47.32 to understand hey what are the things we
6:49.60 can do that's most effective that
6:52.00 towards achieving our our goals or or
6:54.24 whatever it is that we're trying to do
6:56.32 this this year this quarter this month
6:59.24 um party Matrix provide that central
7:0.96 place where it's easy to see what
7:2.92 everyone's priorities
7:4.44 are so let's talk about the
7:7.32 fundamental um behind pry Matrix and in
7:10.92 some ways what inspired all of this is a
7:13.92 a quote um from former President
7:15.92 Eisenhower attributed to former
7:17.36 President Eisenhower what is important
7:18.68 is seldom urgent and what is urgent is
7:20.76 seldom important what I really like
7:23.16 about this quote is it it captures the
7:26.08 dimensions of the things we have to do
7:27.88 so well when you have a list of things
7:29.88 to do where do you start top or bottom
7:32.44 right but instead if you can actually
7:34.04 TST them out and look at the all these
7:36.04 things you have to do from the
7:36.96 perspective of which of these tasks are
7:38.96 important and then which of these tasks
7:40.88 are Urgent and then if you combine the
7:42.96 two Dimensions what are the things that
7:44.20 are important and Urgent what are the
7:45.48 things that are important and not urgent
7:46.96 and what are the things that are not
7:48.64 important but urgent and so if you look
7:51.80 at all the things you have to do I am
7:53.36 sure that you're going to find that all
7:55.36 your tasks sort of fit into these
7:56.96 various buckets um and so instead of
7:59.36 actually looking at everything from a
8:1.12 linear perspective we're look at from a
8:3.32 dimensional perspective and so what
8:4.92 patrix does is it takes all these Tas
8:7.44 that you have to do and it puts it into
8:9.16 these buckets it's as simple as that the
8:11.28 buckets that are due now that's a
8:13.08 important urgence the buckets that are
8:15.04 important and not urgent that's a plan
8:16.84 bucket and then the things that are not
8:18.68 important but urgent perhaps you could
8:20.16 delegate to somebody else right and then
8:22.00 lastly you should never write down
8:24.08 anything that's not important not urgent
8:26.04 so instead we have the inbox which is
8:28.28 you can think of a place of repository
8:30.40 to capture your thoughts your ideas or
8:33.00 tasks that you don't know where they
8:35.08 belong yet that's it that's the essence
8:37.80 of party Matrix what it's doing is it
8:39.92 just taking all these very very simple
8:42.80 um a very very simple concept applying a
8:44.80 software form and help you take the
8:46.56 tasks that you have and put it into a
8:48.96 way that's more Visual and more easily
8:51.40 understood and so the way that I one of
8:54.20 the exercises I love to ask you know
8:56.72 customers to do and and you yourself
8:58.64 included here here is Imagine taking
9:0.92 everything you have to do right now
9:3.00 write it down right it could be a list
9:4.60 to start and then from that list split
9:6.92 it into this Matrix as I presented here
9:10.16 and then walk around the office to
9:12.00 compare notes and that's where the magic
9:14.28 happens where put Matrix so the four
9:16.52 quadrant Eisenhower Matrix creates
9:18.40 alignment because it forces you to
9:20.04 prioritize from the beginning you can't
9:22.16 put it in a linear list right when you
9:24.24 do put that linear list it's hard for
9:25.96 you to decide what to work on so success
9:28.44 using PR
9:29.84 isn't necessary about finding what
9:31.60 everyone agrees on so if you walk around
9:33.52 the office and everyone is on the same
9:36.16 page with you they everyone says oh
9:38.32 you've got all the priorities exactly
9:39.92 right and then you look at others
9:41.40 priorities and they're all exactly right
9:44.04 then you're you're great I mean you
9:45.56 don't have to worry about using any
9:46.92 software system honestly you can just
9:48.96 execute but where prod Matrix is helpful
9:51.76 is when you find and discover the
9:54.32 disagreement right which is something
9:56.12 that you think is a priority but your
9:58.32 manager doesn't or vice versa and so
10:0.76 that's what I would say is the power pry
10:3.28 Matrix which is it's so simple at the
10:5.16 end of the day but it's about
10:6.76 discovering and surfacing up all those
10:8.32 disagreements and priorities and then
10:10.12 helping ensure that when you work on
10:12.08 something it is the right
10:13.80 thing so with that I do I'm going to
10:16.36 jump into the presentation of the
10:17.72 software to walk you through how to use
10:19.64 the product how to leverage the features
10:21.76 but I do want to mention again that the
10:23.40 webinars are recorded and they're post
10:25.48 on our website webinars um
10:27.96 there's two other webinars that I did
10:29.56 recently which is an email management
10:31.84 master class uh which goes really deep
10:34.36 dive into how to prioritize your email
10:36.64 how to for them into PR Matrix how to
10:38.68 delegate emails and then the second is
10:40.72 in templates which is how to actually
10:42.88 create automated workflow in PR Matrix
10:44.92 so I do want to mention those two if
10:46.28 you're interested you can go ahead and
10:47.48 watch those but other than that um if
10:49.56 you do have questions during the rest of
10:51.92 this presentation send them in the chat
10:53.40 and I'll try to address them and now I'm
10:55.48 going to jump into the
10:58.04 product
11:0.04 so here I have party Matrix open so this
11:2.52 is the web app version of party matrix
11:4.76 it's very very straightforward but I
11:6.36 want you to see how front and center is
11:9.40 the four quadrants and that's the whole
11:11.36 thing around party Matrix which is
11:13.16 instead of a linear list when you open
11:15.20 PR Matrix you select what's called a
11:17.32 project and so on the left hand side
11:19.40 here is a list of my projects and so you
11:22.56 can see in this demo account I have what
11:24.96 30 or 40 Projects here of in my actual
11:28.08 real work account I have something like
11:30.08 several hundred projects but the beauty
11:32.52 of PR Matrix is that it works at a
11:34.76 project level in the sense that every
11:37.84 project has a quadrant and so when you
11:40.56 create a pry Matrix project this is your
11:44.04 starting point right so my
11:45.68 recommendation always when you start pry
11:47.68 Matrix the very first thing you do is go
11:49.92 ahead and create a project called my
11:51.36 personal priorities so the way you
11:53.24 create a project is the following you
11:54.56 click on um the quadrant here at the
11:57.76 very top oh actually actually I have my
12:0.52 my um presentation here in Microsoft
12:2.76 teams but our web app is actually very
12:4.44 similar so I'll show I'll jump over the
12:6.12 web app here so in the web app I have my
12:8.00 list of project here I click on this I
12:9.76 click show all projects I choose add
12:12.20 project I can choose a blank project and
12:14.56 then I type my personal priorities so
12:16.96 that's one of my recommendation for you
12:18.40 to start um when you use prot Matrix the
12:20.40 very first time and so since I already
12:22.08 have that project created I'll go ahead
12:23.68 and open my personal priorities here now
12:26.72 when you have my personal priorities
12:28.32 project Ed um you can click on this top
12:30.92 right top icon here called edit project
12:33.80 and it opens What's called the project
12:35.96 details so what the project details is
12:38.28 it's essentially the name of the project
12:40.36 I can star the project which is a way
12:42.24 for me to actually push the project to
12:44.16 the very top of the list and then I can
12:46.08 decide who are the members who are the
12:47.68 people that I want to to view this
12:49.24 project so obviously you know maybe your
12:51.36 personal priority is just you but if you
12:53.36 had a team project you might invite your
12:55.16 co-workers or your managers or your
12:57.12 direct reports and and then below that
12:59.64 you actually have the quadrants
13:1.00 themselves so as I mentioned the
13:2.92 terminology that we have was do now do
13:5.00 later delegate an inbox but with per
13:7.20 Matrix you can actually customize these
13:9.40 um quadrant names as needed so I can
13:11.40 literally click on this and change you
13:13.32 know instead of saying do now sometimes
13:15.72 people call it fires and because the
13:17.80 reality is the stuff that are important
13:19.76 urgent are just like fir that you have
13:21.40 to fight right um and then the instead
13:23.80 of the plan I have do later and so and
13:26.20 so on so you can actually customize each
13:28.08 of these and the reason we let you do
13:30.04 that customization is because everyone's
13:31.84 brain sort of works in a different way
13:34.12 and in fact every organization Works in
13:36.40 a different way in terms of the
13:37.72 terminology and so forth so um we've
13:40.08 seen some best practices where some
13:42.36 organizations will have a guide on
13:44.44 naming the quadrants and it's a good
13:46.48 idea especially if you want to create um
13:49.28 an alignment in terminology with the
13:51.16 rest of your organization or the rest of
13:52.56 your team and then with that you can
13:54.68 also change the color of every quadrant
13:56.80 so you can click on this and change the
13:58.20 quadrant color and what I like about the
14:0.20 qu quadrant color is that you see it's
14:2.32 very visual on the left hand side here
14:4.20 right so you might have marketing
14:6.00 projects as certain color or engineering
14:8.00 projects or various clients or
14:10.32 initiatives and so forth so use the
14:13.32 color coding as s a way to um help you
14:17.32 see the things that you have to work
14:19.16 on okay so now we have the quadrant how
14:21.76 do you create a task that's the first
14:23.40 and foremost most important thing in PR
14:25.44 Matrix so when you use PR Matrix you can
14:27.96 add a task by hovering over any quadrant
14:30.12 and then you see that add item pops up
14:32.28 so let me go ahead and create a task in
14:34.00 my inbox here I'm going to say follow up
14:37.16 with
14:39.16 webinar
14:40.92 oops
14:44.24 participant okay so I can type that as
14:47.00 an a task name and then I can say do
14:49.92 tomorrow
14:51.48 2m okay so go ahead
14:53.88 and type do that I'll go and click add
14:57.48 so what happens is I've just added a
14:59.36 task in party Matrix one of the things
15:1.32 that happens now is on the right hand
15:3.00 side the item details opens up so the
15:5.64 item details tells me information around
15:7.32 this task so for example this is the
15:8.92 task name this is the project it belongs
15:10.72 in I can also star this task and so what
15:13.60 starring does is again it pushes to the
15:15.32 top of the quadrants right so you can
15:16.68 think of it as another dimension within
15:19.64 the Matrix in order to prioritize task
15:22.28 and then you can add icon so since you
15:24.12 know I likely will be emailing you um I
15:26.64 will do that email icon and you see that
15:29.52 email icon when added shows up here on
15:31.88 my list and so it's again it's another
15:33.52 visual for me to see the type of task
15:35.56 they belong in and then the owner so
15:37.84 obviously since this is a personal
15:39.24 project maybe I'm the only person on
15:41.12 this task but if it was a team project I
15:43.68 could assign this to a coworker so let
15:45.36 me go ahead and assign it to a
15:47.28 coworker so now this person is
15:49.32 responsible for the task I'm a follower
15:51.48 which means when this task gets updated
15:53.24 I'll get notified and then next to that
15:55.20 I have progress effort reminder and
15:57.16 dates so dates you see how it actually
15:59.60 interpreted the due date for me from the
16:1.36 due tomorrow at 2 p.m and actually set
16:3.20 the due date for me here but there's a
16:4.84 difference between dates and reminder
16:6.48 that I really want to emphasize imagine
16:9.80 if you have something that's due in two
16:11.84 weeks right but it'll take you three
16:13.88 days to get it done if you set a due
16:16.16 dates in two weeks and then that due
16:18.04 date comes you're not going to have the
16:19.68 time to get that done so what reminder
16:22.20 does is reminders surfaces that back up
16:25.24 for you at a time that you request so
16:29.64 Let me Give an example let's say here I
16:31.44 have doe tomorrow at 2m but at the very
16:34.00 bottom here I'm going to type remind me
16:36.52 in three hours right and so what happens
16:38.88 now is pry Matrix will send me a
16:40.40 reminder in three hours to start working
16:43.04 on this
16:44.12 task it is so important to use due dates
16:47.72 and reminders so going back to the you
16:49.52 know 8020 rule due dates and reminders
16:53.40 are definitely the top features that you
16:55.12 should be using inide PR Dres everything
16:57.44 that you create should have a due date
16:59.36 and reminders in my opinion when I
17:0.80 create tasks I always set that the
17:3.60 reason being is that if you think about
17:6.68 the various dimensions of the task you
17:8.76 have to do again you have importance
17:10.52 versus not important and then you have
17:12.32 urgent versus not urgent if you don't
17:13.96 have time set how would you get to them
17:16.20 right then they're just going to be in
17:17.40 the back of your in on in The Matrix but
17:19.68 without actually surfacing up so I love
17:22.60 setting reminders and due dates for that
17:24.20 reason the second being this is how we
17:27.16 overcome the problem of tackling urgent
17:30.72 task let me give you an example when you
17:33.80 started your day this morning and you
17:35.52 look at your email right the last email
17:38.12 in is the top of the list right so when
17:40.24 you open that email you look at it and
17:41.88 you're like okay do I need to respond to
17:43.20 this and so forth but that email may not
17:46.32 have been the most important of all the
17:47.76 emails that you receive overnight or
17:49.76 over the previous day and so we um tend
17:53.64 to be pulled into these urgent things
17:56.00 without ever being able to spend time on
17:58.48 identifying whether or not they're
17:59.76 important so the way reminders Works in
18:2.68 my opinion is that it helps surface up
18:5.56 task to the top of the list so then you
18:9.20 can actually ensure that you get them
18:10.84 done so when you have imagine if you
18:14.16 have that email let me give you the same
18:15.96 example of email imagine if whenever you
18:18.20 use your emails the most important
18:20.40 emails that you never got to keeps on
18:22.36 pinging and actually servicing to the
18:24.52 top of the list then you always get to
18:26.80 it right you're never going to drop and
18:28.64 so the same thing works in PR Matrix so
18:31.04 that's why I love setting due dates and
18:32.80 reminders on everything that's important
18:35.12 because it will surface back up for me
18:37.52 on a constant basis and ensure that I
18:39.12 get to it and so the second thing is I
18:41.28 can also set what's called recurring
18:42.96 reminders so for example if I need to
18:45.08 follow somebody I would set a due date
18:47.40 in like two months and then I'll set a
18:48.96 weekly reminder and the way I do that in
18:50.56 pry Matrix is I just say remind me
18:52.52 weekly and now on a weekly basis this
18:54.92 task will actually um pump uh jump to
18:57.52 the top of my alert alert section and
18:59.24 remind me to actually get get to it and
19:1.84 so you can see that I can actually click
19:3.40 on these buttons and set the reminders
19:5.16 click on this button and set the do
19:6.36 dates but at the same time py Matrix use
19:8.32 a lot of Na natural language and so down
19:10.88 here in the chat section you can type a
19:13.00 bunch of other things too you can say
19:14.44 you know do in two weeks for example and
19:16.56 promatrix will automatically interpret
19:18.40 that for you whenever you see a green
19:20.32 text here it means pom Matrix is
19:22.72 interpreting that as an actual um t uh
19:26.48 command so now um now that we talk about
19:29.40 the dates I scroll down a little bit
19:30.80 further there's a chat section and so
19:32.76 obviously I've been modifying the chat
19:34.60 as we're talking here but what the you
19:36.88 can look at the chat section that to
19:38.60 serve at least two purposes the first is
19:41.36 a way to communicate with your
19:42.88 co-workers who's in this
19:45.08 task um so for example let's say Eugenia
19:47.96 is on this task as I assigned to her
19:49.68 when she opened this task she'll see the
19:51.16 same chat as I do as I do here and
19:54.00 imagine if I actually add information I
19:56.48 would say hey could you follow up with
19:58.56 these people at these dates and so forth
20:0.52 that information is here and she can
20:2.36 look at it and get the full context and
20:4.56 understanding of what it is that she
20:5.76 needs to do and then as she makes
20:8.80 progress updates and respond to the task
20:11.24 this chat section gets updated and I get
20:13.36 that same um update and whenever I look
20:16.00 at the task the reason this is helpful
20:18.08 is because you know unlike let's just
20:20.44 say you use Microsoft teams or something
20:21.96 like that and if you're chatting with a
20:23.44 coworker and you're talking about 10
20:25.12 different things there's no history of
20:27.68 it with in the right context right in 3
20:30.32 months when you try to understand what
20:32.60 are the things we talked about for task
20:34.56 X or project y there's no record because
20:38.36 it was talked about in a a teamed
20:40.48 conversation or it was talked about in a
20:42.56 meeting or it was talked about in the
20:44.16 hallway and so the whole point of the
20:45.88 chat section and pry Matrix is to have
20:47.52 that communication in one central
20:49.36 place the second purpose is that it
20:51.80 provides a full record an audit trail of
20:54.08 all the changes and then what's really
20:55.92 nice is that when you have a new person
20:57.72 who's taking taking over a task that's
20:59.56 that's old they can look at the history
21:1.68 and see all the changes um that's ever
21:4.40 been made and so pry Matrix gives you
21:6.28 that record you can actually save this
21:7.80 and print it so if you're in a regulated
21:10.08 industry or you need to do really good
21:12.28 record keeping party Matrix keeps those
21:14.08 record for you the next is the note
21:16.96 section so the note section is where you
21:18.76 can add details around the task itself
21:20.80 it is not intended to be rich text I
21:22.80 want to clarify that if you want Rich
21:24.84 text with headers and so forth use
21:27.48 Microsoft words use Google Docs and you
21:29.84 can attach it to PR Matrix in the
21:31.60 resources section instead whereas the
21:33.96 note section PR Matrix is just a place
21:36.12 for you to add some plain text
21:37.40 information you can also add bullet list
21:39.84 and also subtask so the way you add
21:42.24 subtask is you just click on this and
21:43.76 you can say subtask one subtask two and
21:48.48 subtask three right and so now that you
21:50.80 have multiple subtask added as you mark
21:53.08 each subtask is done the progress will
21:55.12 update um so that's just what the the
21:57.72 notes section is for it's add additional
22:0.24 information so then your co-workers can
22:2.20 actually look at it and understand what
22:4.20 are the other things you have to do for
22:5.68 it um the other thing about the note
22:7.44 section and using subtask is that when
22:9.24 you create those subtasks it creates a
22:11.28 record here for you too so if you want
22:13.88 to make a note around um you know status
22:17.88 update or something like that hey you
22:19.48 know we did XYZ and so forth for this
22:22.76 particular task and you want timestamp
22:24.96 of it simply create a subtask and that
22:27.32 information will pop up right here as
22:29.24 part of the record and then lastly you
22:31.88 have the resources section so the
22:33.20 resources section is where you can
22:34.36 attach files documents links into P
22:38.08 Matrix not only that P Matrix allows you
22:40.40 to attach emails um as well as other
22:44.04 prod Matrix tasks as well as Microsoft
22:45.84 teams conversation so the resources
22:47.88 section is very powerful if used
22:49.84 correctly um and it depends on you know
22:53.08 what it is that you need it for so I for
22:55.24 example love to prioritize my emails and
22:57.96 so when I get an email I'll prioritize
22:59.56 the email and when I do it shows up here
23:1.44 in the resource section and I can
23:3.08 actually send that email over using my
23:5.36 phone using my computer I can be
23:7.80 anywhere and I still have it all in one
23:9.64 central place in patrix and so the
23:11.16 resources section keep that in one um in
23:14.48 one Central Area the next the the neat
23:17.60 thing about the resource section too is
23:19.12 that if I you prioritize an email and
23:21.24 then you delegate it to a coworker they
23:23.28 can also access that email and open it
23:25.44 and respond to it so if you have an
23:27.40 email and you need your your assistant
23:29.48 to go and respond to it that's what you
23:31.56 do you prioritize the email and then
23:33.60 that'll be that'll show up right here so
23:35.12 that's what the resource section is for
23:36.84 but as you can see with patrix you can
23:38.76 upload files you can link existing items
23:41.48 so for example if I click link existing
23:43.56 item I can choose another task in patrix
23:46.60 and then not only that I can say that
23:48.04 you know these tasks are blocked by or
23:49.92 blocks or cause by or cause so if you
23:52.76 need to ever create dependencies that's
23:55.20 how you would do it inside PR Matrix and
23:56.64 of course you can attach URL as
23:58.64 well okay so that's how you edit task
24:2.56 and that's how you create a task um and
24:4.76 so I do want to talk about what are the
24:6.72 features within here that I think is
24:8.68 most important again due dates reminders
24:11.92 and ownership right if you do those
24:14.36 three those three things with the task
24:16.00 it's actually sufficient to get a lot of
24:18.60 value out of PR Matrix going back to the
24:20.96 quadrant view here one thing you can do
24:22.96 is you saw how I added this task in
24:24.72 Quadrant 4 but now if I want to visual
24:27.36 rior priortize it I just drag it so I
24:30.64 just drag and drop inside PR Matrix and
24:32.48 so when you have your massive list of
24:34.32 tasks you can actually put them in the
24:36.24 appropriate place and it's very very
24:38.28 visual it's very easy to see what are
24:40.52 the things that are important and Urgent
24:41.76 what are the things that are important
24:42.64 and not urgent and then not only that I
24:44.48 can actually resize the quadrant here so
24:46.64 then when I start my day I can focus
24:49.12 just on the bucket that matters
24:52.24 most So within each project there's a
24:56.32 couple of other things you can do um the
24:58.64 while the quadrant is the the primary
25:0.60 View Way of viewing the the data you can
25:3.00 actually switch over to what's called
25:4.24 list view so what the list view does is
25:6.32 it takes everything that you have to do
25:7.92 and put in a list obviously um one thing
25:10.84 that I like about the list view is it's
25:12.68 very easy to see the tasks that are
25:14.16 overdue so let me go ahead and switch to
25:16.04 another project here so you see how it
25:19.12 I'm still in the list view but when I
25:20.72 switch to another um project here I can
25:24.08 see the tasks that are overdue and
25:25.68 they're red and so it's very Visual and
25:27.44 very easy for me to capture those I can
25:29.72 click on each task and I can change the
25:31.40 due date or red delegate as needed of
25:33.40 course I can sort by quadrants sort by
25:35.76 icons sort by owner and so on next to
25:38.68 that view is the calendar view what the
25:40.44 calendar view does is of course tasks
25:42.12 that have due dates will show up on here
25:43.76 and you can still Click on each of these
25:45.28 and edit the item detail as needed but
25:47.36 not only that you can drag and drop them
25:49.20 to re rechange to change the due date
25:51.80 very easily so I if I need to manipulate
25:54.60 a bunch of tasks with due dates this is
25:56.36 the easiest way to do it
25:58.64 um and then next to that is the Gant
26:0.08 chart view uh so the Gant chart view
26:2.16 takes all the tasks that you have again
26:3.48 and put in a timeline view now this is
26:6.68 very good if you have tasks that spans
26:9.44 across months because the whole point of
26:11.32 the Gant chart is for you to see the
26:12.76 timeline across a much longer Horizon
26:15.12 than just you know a calendar um and
26:17.36 then of course if you create
26:18.40 dependencies such as cause by or block
26:20.64 by then those dependencies will show up
26:22.76 here inside the part magic scan
26:24.68 chart now one thing you'll notice is
26:26.92 there's a lot of and other things that I
26:28.76 didn't show and I'm not going to show
26:30.72 them because you don't need them to get
26:32.64 the most out of PR Matrix as a new user
26:35.44 and now as you use prod Matrix more and
26:37.28 more you'll want to go and explore these
26:39.32 other capabilities because there's a lot
26:41.08 more to it but it's intended to cover
26:43.68 every aspect of project management and
26:45.28 every aspect of team collaboration um
26:47.92 but from a personal standpoint you know
26:50.24 if you just create the task and put it
26:52.08 into the Matrix here and prioritize them
26:54.40 into the appropriate places that's where
26:56.56 you get the most value as I mentioned
26:58.04 party Matrix is a communication tool
27:0.04 right and so when you use party Matrix
27:2.56 and you go and you have a meeting um
27:5.68 with your team and then you need to talk
27:8.16 about team priorities guess what just
27:10.56 plug your computer in and project P
27:12.28 Matrix on the big screen everyone can
27:14.48 take a look at it and they'll see
27:16.00 exactly what the team priorities are
27:17.96 they can talk about it and then the most
27:20.64 important thing is that they can focus
27:22.20 on quadrant one you know one of the
27:24.04 things I I hate to see all the time is
27:27.16 that people will get into a meeting
27:29.36 they'll talk about a bunch of different
27:30.64 stuff and then the meeting is over and
27:32.96 then they realize they never got to the
27:34.56 important task why because they're using
27:36.24 a linear agenda right you have a linear
27:38.68 agenda you're going to from the top to
27:40.12 the bottom you're not looking from the
27:41.44 perspective of importancy um and so when
27:44.08 you use promatrix what happens is when
27:45.84 you bring up that team that team
27:47.72 priority list you can see exactly what
27:50.04 are the things that we should talk about
27:51.80 first which is the quadrant one and then
27:53.92 the things that are in quadrant two
27:55.84 hopefully that makes sense um that that
27:57.64 is a best practice that I've seen you
27:59.56 know people have a lot of success with
28:1.92 so let's talk a little bit more about
28:3.52 creating projects now that you see
28:5.84 you've seen what it's like to have a
28:7.92 personal priorities project and a team
28:9.72 priority project so when you click on
28:11.76 this project here again you go show all
28:13.92 project you can click add project and
28:16.00 you have several options I showed you
28:18.24 earlier when you create a blank project
28:20.00 you can go and just type the project
28:21.24 name and then you can choose some of the
28:23.20 basic templates and all this is is it's
28:25.48 just changing the quadrant names
28:28.68 as I mentioned due now due later and the
28:30.96 you know Eisenhower method is just one
28:32.76 way of naming the quadrants there's a
28:35.00 thousand other ways um literally a
28:37.20 thousand other ways and so we we let you
28:39.80 have some of these other options
28:41.28 available from here in a blank project
28:43.00 and of course you can choose the color
28:44.84 as the start starting point um the other
28:47.40 thing you can do though is you can
28:49.04 actually create a project from what's
28:50.80 called public
28:52.12 templates so it's the same thing as the
28:54.84 some of the other templates that we have
28:56.08 but some of these public templates um
28:58.16 actually provide a little bit more
28:59.28 details on the use case for that as well
29:1.88 as some of them actually have task
29:4.00 pre-populated as well one thing with
29:6.64 part Matrix that's really powerful is
29:8.72 the ability to create templates let me
29:11.20 give you an example let's just say if
29:13.60 you have a workflow that repeats all the
29:16.12 time right and so maybe that workflow is
29:19.00 around
29:20.56 um
29:22.12 uh a client on boarding process or
29:24.88 something like that where you have these
29:26.24 10 things you have to do for a client
29:28.16 whenever you uh you bring on a new
29:30.84 client so with promatrix you can create
29:33.04 a project inside promatrix within those
29:35.60 four quadrants you create those tasks
29:37.24 and all those due dates then what you
29:38.88 can do is you can save it as a template
29:40.92 and then when you do do that you have
29:43.56 this option here to create a project
29:45.20 from an existing template instead so for
29:47.28 example I can choose a client onboarding
29:49.20 project and then I can just say that I'm
29:51.40 going to onboard this this client on
29:53.56 January 1st and then click use templates
29:56.68 and you see how now it created a pry
29:58.84 Matrix for me but instead of having a
30:1.16 blank project it actually copies all the
30:3.48 tasks that I have and actually set all
30:5.04 the do dates for me so this is extremely
30:7.48 powerful way of saving you a lot of time
30:10.52 and resources if you have repeated task
30:13.72 um so again one of the webinars I have
30:15.68 covers this much more deeply showing you
30:18.04 how to edit it how to modify it how to
30:20.40 save it as Excel uh documents Etc so if
30:23.20 you're interested to learn more about
30:24.60 that make sure you check out our the
30:26.24 webinar okay so that's how we've uh
30:29.80 that's how you create projects so I've
30:31.00 covered creating projects I've covered
30:32.92 using the quadrants and customizing them
30:34.88 and I've covered how to create task and
30:36.52 delegating them so now let's switch gear
30:38.76 a little bit and talk about email
30:40.00 management um that's probably the number
30:41.64 one reason customer comes to party
30:43.04 Matrix because everyone um is struggling
30:45.56 with emails and so if you struggle with
30:47.60 emails you're not the only one and you
30:49.84 know even myself I'd struggle with
30:51.48 emails I get hundreds of emails per day
30:53.52 it's very very difficult to stay on top
30:55.64 of them and so when you get a bunch of
30:58.60 important emails what do you do you flag
31:0.32 them right um and of course I'm guilty
31:2.64 of that too I flag them it's fine if I
31:5.28 have Five Flags emails but if I have
31:6.84 dozens of flag emails it is very very
31:9.28 difficult to actually stay on top of
31:10.52 that so which part of Matrix what I can
31:12.24 do is I instead of just flagging the
31:13.80 emails I can convert them into task so
31:16.24 for example here I have my Outlook open
31:18.80 um and I have an email selected now if
31:20.72 you have Outlook you simply go to the
31:22.76 apps list here click add apps and choose
31:25.44 part Matrix and then when you do that
31:27.52 just sign in with your same P Matrix
31:29.16 account um I already have an install of
31:31.20 course so I'm going to choose prod
31:32.36 Matrix here and I have two options I can
31:34.72 prioritize the email or open pry Matrix
31:36.84 so I'm going choose prioritize
31:38.88 email now the right hand side opens up
31:42.04 and it allows me to convert this email
31:43.80 into a task and you see this capture
31:45.52 email is Task and now you see how I can
31:48.52 actually choose um I can change the item
31:51.60 name right it inherits the subject of
31:54.44 the email first and then I can choose
31:56.40 what project it goes goes in and I can
31:57.96 choose what quadrant it should go in so
32:0.20 from one central place I can actually
32:2.60 create a tasom email and not only that
32:5.48 put in the appropriate context
32:7.84 appropriate quadrants and then assign it
32:10.48 to a team member directly from here and
32:12.84 then of course I always set due dates
32:15.40 and then click capture email and so when
32:17.40 you do that what happens is on the right
32:19.72 hand side the item details pops up so
32:21.96 now this is the same item details as you
32:23.76 saw in the web app um and what allows me
32:26.24 to do is I can again set reminders I can
32:28.40 have conversation around it and there's
32:30.24 one big difference which is this task
32:32.28 instead of just a blank task um a task
32:35.20 that I created from scratch in the
32:36.44 resources section that Emil file is
32:39.08 right there okay so with the email file
32:41.92 my coworker can actually open the email
32:43.92 file um and take a look at it and
32:46.36 download it and respond to the customer
32:47.92 as
32:48.76 needed what's really neat about prod
32:50.80 Matrix That's Unique is the ability to
32:52.72 also attach emails to existing task now
32:55.56 this happens all the time which is a
32:57.08 customer might follow up or you have an
32:58.96 email that is actually relevant to an
33:0.60 existing task well with patrix you don't
33:2.92 always have to create a new task instead
33:4.80 you open prod Matrix and then you can go
33:7.40 and prioritize this email um by
33:10.36 attaching existing task what happens
33:12.20 this search panel will open up and you
33:14.24 see how there's an email here I can
33:15.96 actually attach the email to an existing
33:18.64 task and that allows me to attach
33:20.64 multiple emails to one task and I might
33:22.72 have a bunch of other resources too
33:25.00 again if you're working with an external
33:26.36 customer or you need to do a report for
33:28.52 your executive right and the executive
33:30.68 sends you a follow-up email and you want
33:32.24 everyone to be in the same page you can
33:34.20 attach all your emails your presentation
33:36.88 and links to your SharePoint Etc into
33:39.36 the resources section for every single
33:41.00 task in PR
33:42.24 Matrix um now there there is U that
33:45.80 recorded webinar on email management so
33:47.96 if you're really really interested in
33:49.32 learning more make sure you check that
33:50.68 out okay so that's how email management
33:53.12 works inside party Matrix let me give
33:54.52 you some tips how I use it um I always
33:57.96 prioritize my important emails by
33:59.80 sending them to Pro Matrix now I do it a
34:1.76 couple different ways because I'm not
34:3.16 always on the computer here where I can
34:5.20 go and you know just convert into a task
34:7.32 when on my phone I can actually send my
34:9.36 emails into the promatrix inbox so the
34:12.08 way you get that PR Matrix inbox is the
34:14.08 following when you go back to prod
34:16.00 Matrix you can click on this inbox icon
34:18.52 here and then you have what's called
34:20.28 your secret inbox address when you click
34:22.24 on that you'll get an email address save
34:24.76 that email address as box part of Matrix
34:28.08 as a contact and then what happens is
34:30.32 when you have an email and you're on the
34:31.88 phone or something like that and you say
34:33.64 hey I actually need to prioritize this
34:35.08 email you can just forward that email
34:37.48 into inbox pry Matrix and then what that
34:40.12 does is it actually creates a task and
34:42.36 then not only that I can actually set
34:44.04 due dates directly from that email
34:45.96 forwarding so it's a very very useful
34:49.52 thing to do and sometimes I get an email
34:51.84 there's no way I can respond to right
34:53.24 now but if I just flag it or if I mark
34:55.72 it as unread you know I'm not going to
34:57.80 get reminders for it because I'm going
34:59.04 to get a bunch of other emails as well
35:0.80 so I always do that with my emails and I
35:3.44 highly recommend you do that too so I
35:5.60 think it's so
35:7.08 powerful okay so that's how email
35:9.04 management works in part of Matrix again
35:11.00 there's so much more to it but you know
35:12.56 you can check it out at your convenience
35:14.40 and then I'm going to switch gear to go
35:16.00 over to Microsoft teams um so if you use
35:18.92 Microsoft teams again it's not required
35:20.92 use Microsoft teams to use py Matrix but
35:22.72 if you do use Microsoft teams within
35:24.12 your organization definitely install pry
35:26.12 Matrix because it helps a lot with
35:27.68 contact switching so if you go to the
35:29.44 App Store and search for p Matrix you
35:31.12 can install the app and if you install
35:32.64 the app it will show up here on the left
35:34.20 side right click on it to choose pin it
35:36.68 and when I open part Matrix here inside
35:38.80 teams it looks exactly like my part
35:41.40 Matrix web app right there's just some
35:42.88 minor differences the menu is at the top
35:45.12 here instead of on the left hand side um
35:47.68 so I won't go into the details here in
35:49.80 terms of using the application but I
35:51.72 want to highlight a couple of things so
35:53.60 when you have pry Matrix here um there's
35:55.96 a up at at the very top you'll see
35:58.20 several things first there's this little
36:0.24 email icon so when you invite team
36:2.28 members to projects or others invite you
36:4.20 to projects um to collaborate together
36:6.92 it'll show up here to as an invitation
36:9.48 the second is the home view so if I
36:11.80 click on this home icon here it brings
36:13.96 me to with the home view of party Matrix
36:15.80 which is where you should start your day
36:18.44 so for me for example I have these
36:20.76 alerts right so on a daily basis I get a
36:23.04 bunch of alerts in fact I get maybe a
36:25.00 few hundred alerts a that entails the
36:28.08 updates across all the critical projects
36:30.28 and tasks that I have as well as
36:31.96 reminders and due dates and so the alert
36:34.24 section lets me know that you know this
36:36.56 task is a task that I forward into PR
36:38.60 Matrix I have a due date or um it
36:40.92 requires my attention and then I can
36:42.72 click through each of these and ensure
36:44.28 that you know anything that's important
36:46.08 I actually have looked at and then
36:48.28 whenever I'm done I can also click on
36:49.96 clear all notification or clear all old
36:52.40 items
36:53.48 Etc um when you create those reminders
36:56.72 let's say you have those daily or weekly
36:58.36 reminders on a daily basis it'll pop
37:0.80 back up here in the Leer section and
37:2.64 that's the way to trick your brain to
37:4.76 make sure that you work on the right
37:5.96 things right so when I have an important
37:7.88 task when I have those daily reminders
37:10.00 it keeps on popping up into my alerts
37:12.52 and so I know that I'm not going to
37:13.84 forget about it now of course there's a
37:16.00 couple of other views um here you can
37:18.04 see the agenda which helps you see the
37:19.72 things you have to do today and then you
37:21.32 have these other views to Def find your
37:23.44 items across all your projects um
37:25.68 additionally at the very top here
37:27.12 there's search views that allows you to
37:28.68 actually search across your entire py
37:31.20 Matrix and both to see everything that
37:33.24 you've done so if I click on search what
37:35.24 it does is actually shows me all the
37:37.00 tasks I have across well it actually
37:38.80 shows me all tasks across all the P
37:40.64 Matrix um that I have access to and if I
37:43.60 click on filters I can actually go and
37:46.44 and you know find all the things that
37:47.76 are overdue find all the things that are
37:49.40 starred find the things that are
37:50.80 delegated to me and then I can filter by
37:53.08 quadrants I can actually filter by tags
37:55.20 and so forth and so this this is a view
37:57.44 where you can go and uh and see what are
38:1.32 the things you accomplished last quarter
38:3.44 or what are the things your coworker
38:5.28 accomplished last quarter right is if
38:6.96 you work with other
38:8.68 people now there's a couple of unique
38:10.88 features inside teams I want to
38:12.40 highlight if you click on this chat
38:14.00 section here inside a team's
38:16.32 conversation with a coworker one thing
38:18.40 you can do is go to the party Matrix
38:20.04 oneon-one view what's really neat about
38:22.36 this one1 view is it actually switches
38:24.36 to context instead of looking at
38:26.04 everything from the project perspective
38:28.12 you look it from the people perspective
38:30.16 so when I go to the oneon-one here I can
38:31.96 see everything I have in common with my
38:34.20 coworker so here for example I have
38:36.84 Eugenia selected and I go to the 101
38:38.96 view I see all the things I have with
38:40.88 her either task delegated to her that
38:43.96 I'm following or task delegated to me
38:46.48 that I'm following so imagine if this is
38:48.96 your direct report you can go to the
38:51.56 one1 view and see all the things that
38:53.60 you've assigned that person and the
38:55.28 status of them and in fact it's so easy
38:57.48 to see the tasks that are overdue right
38:59.52 for example you say hey this is overdue
39:1.24 you know why didn't we get to it and so
39:2.60 forth and so when you have that oneone
39:4.48 meeting with your coworker it is so easy
39:7.68 to hone in and talk about the things
39:9.48 that are important um and so I really
39:12.08 really like the one1 view I think it's a
39:13.96 really unique capability inside prod
39:15.80 Matrix and um you should leverage it
39:18.60 especially if you delegate a lot or if
39:20.72 you have a you know team members um
39:22.84 across so many different projects and
39:24.68 you need to see everything you have in
39:26.24 one central place this Aggregates all of
39:28.68 that to get to the 101 view um you
39:31.68 simply click on this plus icon choose
39:34.00 part Matrix and then choose oneon-one
39:36.04 and then select the person and so you
39:38.28 can do this one-on-one view for every
39:40.04 single person that you chat with and now
39:42.20 from this single place you can actually
39:44.76 add share task so what a share task is
39:47.36 it's essentially a task that delegates
39:48.88 to the other person and adds you as a
39:50.92 follower so then when you again have
39:52.80 that one-on-one meeting and you're
39:54.12 talking about hey we should do this we
39:56.04 should do that and so forth you can
39:57.96 literally use this view create all your
40:0.12 share task set due date automatically
40:2.96 without having to switch a p Matrix and
40:5.12 that's what our goal is to reduce
40:7.32 context
40:8.44 switching so if you do use protom Matrix
40:11.28 often and you do delegate often I
40:13.08 recommend checking that out um now
40:14.92 there's a couple of other things you can
40:16.20 do inside teams for example you can turn
40:18.88 any conversation into a task if you
40:21.08 click on this ellipses here you can
40:23.44 choose create PM item and what that does
40:25.40 is convert any message into a task and
40:28.52 Link back to it uh and so that's really
40:31.00 neat because you know per Matrix gives
40:33.04 you the context of time right so if you
40:35.04 and your coworker are chatting about
40:36.56 something you convert that into a task
40:38.60 per Matrix lets you go back to Microsoft
40:40.68 teams to that moment in time when you
40:42.00 have that conversation and then not only
40:43.96 that you can see how you can actually
40:45.20 share party Matrix tasks as action cards
40:48.36 and again you simply go to part Matrix
40:50.52 here um and then attach the action cards
40:53.76 and then of course you have the petric
40:55.36 chatbot which which gives you
40:56.76 notifications of the you know when tasks
40:58.64 are due and so forth so patrix for teams
41:1.52 has so much more Integrations we have
41:2.96 Integrations with meetings for you to
41:4.68 generate meetings agenda using patrix we
41:7.20 also have other Integrations too if you
41:9.44 go to App Store um you click on uh
41:12.32 co-pilot patrix is one of the very very
41:14.48 few applications that works with
41:16.48 co-pilot already so again if your
41:18.60 organization supports this patrix is
41:20.96 there from the very beginning we also
41:22.64 have workflow automation that allows you
41:24.80 to set rules inside
41:27.48 teams so that's how our integration with
41:30.00 teams works and that's you've seen now
41:32.08 our integration um with Outlook with
41:34.36 teams I just want to highlight a couple
41:36.12 of other things real quick and then
41:37.44 we'll go back to the presentation so
41:39.68 here let me see here if I have um if you
41:43.08 go to connector part Matrix we have
41:45.16 Integrations with jir Outlook to-do
41:47.72 planner Azure Dev Ops and so forth so if
41:50.20 you have a couple of other Software
41:51.76 System that you use part Matrix can pull
41:53.88 those in as readon tasks as different
41:55.80 projects and party Matrix and then party
41:57.84 Matrix also has Chrome and Edge
42:0.36 extensions so if you use Microsoft
42:2.76 Chrome or use microsof um I'm sorry mic
42:5.68 Google Chrome or Microsoft Edge install
42:7.76 our extensions what that allows you to
42:9.24 do is you can convert any web page into
42:11.64 a task this is very useful if you use
42:13.92 SharePoint or something like that and
42:15.36 you want to attach a SharePoint file to
42:17.72 an existing part Matrix
42:19.76 item I also mentioned how there are
42:22.12 hundreds of templates um if you go to
42:24.88 there's an option to click
42:26.84 on templates and when you go to
42:28.40 templates this is the list of templates
42:30.16 that we have and then of course if you
42:31.72 go to
42:33.12 productivity templates you can also see
42:35.64 a lot of other templates that we have
42:37.60 that you can leverage and we also have a
42:39.12 really detailed explanation on how to
42:41.32 use the template for every single
42:42.92 purpose right everything from um
42:45.12 building Brands everything to um helping
42:49.92 clients or construction projects Etc
42:53.40 okay so with that I'm going to go ahead
42:55.88 and jump jump back to the
43:2.12 presentation so now it's up to you uh
43:5.24 it's on you to sign up for patrix if you
43:7.12 haven't already and then of course if
43:8.60 you use teams and Outlook make sure you
43:10.04 install our application um I recommend
43:12.60 that you create at least three projects
43:14.12 their personal priorities a share team
43:16.08 priorities and then a key initiative
43:18.12 when I say key initiative what I mean by
43:19.72 that is you know something that matters
43:21.96 right because your whole goal of party
43:23.80 Matrix is to make sure that you focus on
43:25.36 critical tasks and so if that's the case
43:27.32 if there something that's really
43:28.32 important for you this quarter or this
43:29.76 month make sure you track that in part
43:31.96 Matrix invite the appropriate team
43:33.96 members and Pitch to them on why it's
43:35.68 important to focus on how impact task in
43:38.00 fact the easiest way to do this is you
43:40.80 know create your party matric create
43:42.68 your priorities and share with your
43:44.28 manager and then you have a really good
43:46.48 conversation with him or her on whether
43:50.16 or not this is on the the right track
43:52.52 right you don't want to waste time
43:53.92 working on things that don't matter and
43:55.92 then then vice versa if you delegate a
43:58.00 bunch of tasks to others make sure they
43:59.92 know what's important what's urgent um
44:2.20 one thing that I think is the worst
44:4.04 possible way to use our time and
44:5.44 resources is to work on something so
44:8.00 hard do such a good job and it doesn't
44:10.64 matter because it's not important so
44:12.76 that is a waste of resources at every
44:14.52 single level and so the whole point of
44:16.00 part Matrix is if you can identify some
44:19.00 of those discrepancy early on and make
44:21.12 sure that no one works on the wrong
44:22.60 things I think you'll find Value in part
44:25.24 Matrix right away and it'll justify
44:27.16 every cost that comes with protom
44:29.80 Matrix um and then make sure that you
44:31.80 create items with due dates in the
44:33.44 appropriate quadrants right that's all
44:34.92 there is to it if you set due dates and
44:37.08 you put in the appropriate quadrant then
44:38.44 you know the dimensions of importance
44:40.92 and the dimensions of urgency and then
44:43.28 make sure you don't drop them because
44:44.72 you know if you do get those tasks done
44:46.16 go back to P Matrix and mark them as
44:47.88 done when you do p Matrix will track how
44:50.40 long it took you to finish those tasks
44:51.96 and you can actually run reports around
44:53.88 those things as well so if you use p
44:56.00 Matrix to manage tickets for support or
44:58.28 something like that and your your team
45:0.40 members actually mark them done at the
45:2.32 right time um you can actually get a a
45:5.04 history of how well you're doing and
45:8.00 then finally ruthlessly prioritize and
45:10.44 what I what I mean by that is you know
45:13.16 if you have everything as important and
45:14.96 urgent as you have every single task in
45:17.76 the quadrant one then nothing is right
45:20.08 it's the same thing as a list might as
45:21.36 well use a list in that case so I
45:23.28 recommend never putting more than 25% of
45:25.36 your task in Quadrant One never more
45:27.16 than 25% of the task in quadrant 2 in
45:29.60 fact one thing that you know was so
45:32.00 interesting um I learned from a customer
45:34.48 is that if you have things in Quadrant
45:36.68 One it means you're firefighting and so
45:39.28 using par Matrix well means eventually
45:41.68 you have almost nothing in quadrant one
45:43.92 and the vast majority of things are in
45:45.44 quadrant two uh the important things are
45:47.32 in quadrant two so ruthlessly prioritize
45:50.32 your time because if you don't someone
45:52.16 else
45:53.68 will and then in terms of adice advice
45:56.40 um a couple of advice of course use part
45:58.04 mric to track high impact task my goal
46:0.40 today in this webinar is when you walk
46:2.32 away from from this presentation you're
46:5.08 excited about using part Matrix to start
46:6.88 tracking the tasks that you have and
46:8.64 you're excited about showing that to
46:10.16 your your manager to there on the same
46:12.28 page as you that's the goal right and so
46:14.52 if you track high impact task it's very
46:16.28 easy to share that information um and
46:19.00 then never forget that it's a
46:20.44 communication tool to keep you guys
46:22.56 aligned when you have that in-person
46:25.20 meeting in the office um in the room and
46:28.44 you project prodom Matrix everyone will
46:30.64 be in the same page so quickly and and
46:33.64 trust me you know there's nothing that
46:35.88 compares to being a line in a
46:38.40 meeting and then finally use protom
46:40.40 matric to manage individual goals that
46:42.12 was the the start of party Matrix um in
46:44.44 fact you know we started out as a
46:45.88 software solution more than you know 12
46:48.80 years ago or something like that as a
46:50.56 way to help individuals manage their
46:52.52 goals and over time it evolved into a
46:55.20 solution for entire organizations to
46:57.04 manage their projects and priorities but
46:59.08 we never forget the root of individual
47:0.92 goals so I hope that you use prrix as an
47:4.16 individual um make sure that you track
47:6.36 your the things that matters to
47:9.16 you and so what success with petric
47:11.68 should look like you have one central
47:13.00 place to track priorities everyone on
47:14.84 the team understands and are relying on
47:16.52 key tasks repetitive procedures are
47:18.76 templatized to save you on future work
47:20.80 and that important emails are
47:22.00 prioritized and triage to the proper
47:24.28 team members and never forgotten
47:26.52 and with that I conclude my presentation
47:29.52 um if there's any questions right now
47:31.56 I'll take a look in the chat and see I
47:33.32 can address
47:35.68 them okay how do you make an email a
47:38.72 task on the party Matrix so let me show
47:41.32 you that one more time here in case you
47:43.52 missed it um so if I go back
47:46.64 to to here you see how when I created
47:50.52 that email as a task um and I convert
47:53.76 that into a task and I choose to
47:55.28 prioritize ize it what happens is that
48:0.00 um the content of the email actually
48:2.64 gets copied here into the notes section
48:5.72 but then the email itself is copied into
48:8.76 the resources section and then one other
48:11.04 thing you see how actually because I
48:12.72 created a task earlier when I go back
48:14.88 here um our system automatically tells
48:17.00 me that this could be a duplicate item
48:18.96 so this is pretty useful if you know you
48:20.88 have co-workers that are CC on an email
48:23.32 and then you guys go and try to
48:24.88 prioritize par Matrix if your coworker
48:26.68 captured already prod Matrix will try to
48:28.64 help you identify so that you don't
48:30.16 create a duplicate
48:33.20 task um will it automatically add the
48:36.84 email attachment or URLs to the test the
48:38.88 answer is yes in fact you can customize
48:40.76 that option right here so let me show
48:42.44 you how that works um so if you go to
48:44.52 part Matrix again and then you click on
48:47.16 here you open PR
48:49.52 Matrix uh and then you click on this
48:51.64 gear icon here you go to settings what
48:54.32 happens is you have several options
48:55.60 options first you can always attach the
48:57.68 message as in the item notes you can
48:59.96 attach the original email to part Matrix
49:3.16 task and then you can attach the link to
49:5.56 the email here so that to answer your
49:8.56 question what happens is this is
49:10.32 defaulted on so whenever you create a
49:12.32 task from an email it'll automatically
49:15.04 um add the email and then all the
49:17.40 attachments from the emails directly
49:18.96 from
49:19.76 there so so the other thing you can do
49:23.16 if you look at the the email management
49:25.12 um mage class webinar is that you can
49:27.32 actually forward email into specific
49:29.68 projects as well and specific quadrants
49:32.48 and then you can also um essentially if
49:35.76 you use Gmail you can you can use the
49:37.84 Gmail extension as well or also you can
49:40.28 forward it into your inbox um and and so
49:43.60 forth so there's a lot of different ways
49:44.92 to turn emails into task inside pry
49:49.28 Matrix great thank you are there any
49:51.24 other
49:54.52 questions
49:58.32 all right if not um oh all right go
50:0.80 ahead and ask your question and
50:3.36 I'll be happy to take a
50:13.20 look so in the meantime I do want to
50:15.56 show you how to convert while I wait for
50:17.80 the questions in the chat here how to
50:19.52 convert a project into a template if you
50:22.04 go and select your project let's say you
50:23.84 created those tasks before and open the
50:25.96 item details here you can click on this
50:28.40 and then you can choose save project as
50:29.80 template that's as simple as
50:31.64 that um when inviting co-workers their
50:34.12 way to know if they're also using PM um
50:36.24 no there's no way for you to know if you
50:37.96 need to you can always just ask your
50:40.72 cooworker if they use prod Matrix
50:42.00 already otherwise it'll send them an
50:43.72 invitation into your account um to use
50:46.72 prod Matrix okay the other question is
50:49.60 how do you reorder within um a quadrant
50:52.72 that's a great question so we actually
50:54.56 have a lot of different filter option
50:56.32 here you see how it I can sort items I
50:59.48 can choose a lot of different ways but
51:1.04 if I do manual sorting I can actually
51:3.64 you see how I can actually drag and um
51:6.28 and move items around actually with when
51:8.12 you have starred items and so forth I
51:9.68 guess it does become a little bit tricky
51:11.60 because Stars item always go to the top
51:13.76 but this is how you can actually
51:15.16 reprioritize a task within a quadrant
51:17.60 except for start items which are always
51:19.12 at the
51:21.60 top so so the answer is yes you can
51:24.48 reprioritize the the task themselves one
51:27.24 thing I've seen users do um is here in
51:30.08 the icon instead of using just the email
51:32.24 icon you can use numbers and then
51:34.16 afterwards you can you know make it very
51:35.64 easy to see priorities level within the
51:38.68 task so um we recommend using
51:41.04 essentially you know 0 to 9 or 1 to n in
51:43.96 in particular and I also recommend using
51:46.48 1 three and N so instead of worrying
51:48.40 about 1 2 34 and so forth um use 1 three
51:51.64 and n one low priority nine very high
51:53.80 priority that's just a convention that
51:56.00 um I've seen many times to be very
51:57.84 successful so make sure that you decide
52:0.04 whether or not something is really
52:1.12 important or something is not important
52:2.92 right so you don't have to go and worry
52:4.36 about the granular aspect of
52:7.40 it these are very good
52:19.20 questions um when utilizing part Matrix
52:22.52 it is within Outlook in teams however I
52:25.96 I feel like maybe yeah your question is
52:27.40 missing something there um so while
52:29.92 you're typing the rest of your question
52:32.32 um no so party Matrix oh okay I see what
52:34.56 you mean so party Matrix does not need
52:36.28 to be open within a browser so if you
52:38.04 use party Matrix inside Outlook and
52:40.68 teams you never even have to open our
52:42.36 web app in fact though we actually have
52:44.40 a desktop app so I'm going to pull that
52:45.96 down for you here so um so patrix also
52:49.64 has native Mac app as well as native
52:52.92 Windows app so if you go to
52:55.60 /downloads you can access our native
52:58.12 apps and so if you want pred Matrix as
53:0.24 an actual application I have that here
53:2.92 as an actual application the one nice
53:5.08 thing about the actual application is
53:6.88 that when you go to the resource section
53:9.12 um of an email that you prioritize and
53:10.92 if there's an EML file it lets you open
53:13.16 the EML file directly inside Outlook so
53:15.96 that is the one problem with the web app
53:17.56 and the teams app is from a permission
53:19.32 standpoints it does not allow you to
53:21.96 open an email file
53:24.16 directly um so but from a um uh inside
53:29.16 the teams app and I'm sorry inside the
53:31.60 pry Matrix native desktop app you're
53:34.32 able to open EML files so um I like
53:36.96 having the application here so then you
53:39.00 know I can jump to it directly and I can
53:40.88 pin it on my Mac desktop uh and it
53:43.52 allows me to open part Matrix really
53:45.28 easily um there's someone that said you
53:47.56 couldn't hear me uh I have feeling that
53:49.72 was unique to you so what happens is
53:52.00 maybe after this webinar is over um I'll
53:54.20 send out the recording and hopefully
53:55.48 you'll able to hear me
53:56.92 then fantastic are there any other
54:5.44 questions um if not uh you can always
54:8.04 reach out to me high at if
54:10.16 you have additional questions otherwise
54:11.72 support at if you have
54:13.32 technical questions or something like
54:14.60 that um I'm very um I'm always eager to
54:19.72 hear feedback from customers on how you
54:21.72 use prod Matrix we are also building a
54:23.92 lot of user guides on how to use pry
54:25.72 Matrix so we're always interested to
54:27.68 hear from you on what what are the ways
54:29.84 in which you're leveraging the system um
54:32.12 and you know how we can improve so
54:34.08 please keep us in the loop I hope this
54:35.64 was helpful thank you all for being here
54:37.68 today and again I'll get the recording
54:39.56 to you not too long from now and then
54:41.72 the other thing is definitely check out
54:43.08 the other webinars on email management
54:44.60 and templates and if you have interest
54:46.84 in any other webinars um keep an eye on
54:49.12 it and we also will be producing other
54:51.04 webinars too thank you
54:54.08 all