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.

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- 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 (52:49.12) Stop scroll

3.24s good morning everyone we'll go ahead and
5.12s get started uh my name is highin I'm
7.72s co-founder of affluence the company
9.44s behind patrix you're here today um
12.04s hopefully because you're interested in
13.48s learning more about how to prioritize
16.80s your task in emails in a more effective
18.96s manner so that you can
21.40s um essentially be more productive more
24.40s effective and hopefully have a better
27.20s time with on the holidays right um I do
30.28s want to let you know that this webinar
31.84s is recorded and so we'll be sharing the
34.44s recording with you
35.92s afterwards and then the second thing is
38.04s that in the chat section here of the
40.52s teams webinar application you can send
42.48s messages and so if you have any
43.96s questions please send me a message there
46.28s and I'll take a look at them and I'll
48.04s try my best to answer those
50.00s questions right after my
52.48s presentation again this will be an
54.44s introduction to P Matrix um my goals are
57.52s pretty simple let me go ahead and
1:0.32 proceed
1:1.76 here I want to make sure that um you
1:4.36 know when you walk away from this
1:5.76 webinar you get a good understanding on
1:7.80 the basics of party Matrix and then also
1:10.72 provide you a framework for you to get
1:12.52 the most out of party Matrix with the
1:14.16 least work and what I mean by that is
1:16.24 show you the features that I think are
1:18.84 most powerful and that'll give you um
1:21.88 the 20% of the features that will give
1:23.28 you 80 80% of the value and that's the
1:26.12 whole goal of this which is if you're
1:27.96 using PR Matrix hopefully you're able to
1:30.60 get all those tasks and all those
1:32.16 priorities out of your brain onto
1:34.08 something that's tangible and then
1:35.72 ensuring that everyone's working on the
1:37.40 right things and then lastly the the
1:40.56 last goal is to help you envision what
1:42.16 your work and life success may look like
1:43.96 with pry
1:45.36 Matrix over the years I've talked to
1:47.60 thousands of customers um and so I've
1:50.84 seen every challenge that's sort of
1:53.32 imaginable when it comes to productivity
1:55.88 there's a couple of challenges I want to
1:58.24 highlight which is
2:0.56 um the ones that we see most often with
2:2.64 our customers which is one team members
2:5.20 have trouble understanding what's
2:6.52 priority right now and what I mean by
2:8.72 that is that you know more often than
2:11.64 not teams are not able to understand
2:14.08 exactly what everyone else is working on
2:16.12 so if you have trouble understanding
2:17.76 what you're working on how will others
2:19.64 know what your priorities are and then
2:21.96 vice
2:22.84 versa the Second Challenge is that it's
2:25.20 getting harder to keep track on the
2:26.88 status of work across so many projects
2:29.24 and areas
2:30.32 responsibilities so more so than before
2:33.48 um we are we have more things on our
2:35.80 plate and so because of that how do you
2:38.92 decide what to work on today at this
2:40.64 moment in time is it going to be project
2:42.64 a is it going to be Project B what about
2:44.48 the things that are further out so
2:48.00 prioritizing tasks is becoming
2:50.00 increasingly
2:51.52 difficult and then lastly a challenge
2:53.68 that I see recurring over and over again
2:55.56 and probably the number one reason why
2:57.32 people come to promatrix is that all
2:59.96 these applications that you have and
3:1.64 then emails and meetings is just causing
3:3.80 far too much contact switching and then
3:6.44 the Cory to that is actually people are
3:8.96 having a hard time prioritizing emails
3:11.68 um if you're like me um well I I get a
3:14.48 couple hundred emails per day and so
3:16.12 because of that it becomes very very
3:18.00 challenging to decide what do I need to
3:20.20 answer and what about the emails that I
3:22.12 can't answer at this moment in time but
3:24.00 I have to answer in a few weeks or or in
3:26.76 a month or something like that and so um
3:30.28 this contact switching also happens
3:32.12 because we're using so many applications
3:34.32 at the same time you're using Microsoft
3:36.44 teams to chat with each other um you're
3:38.44 trying to do work in some other software
3:40.48 application and then at the same time
3:42.72 you're trying to figure out how do I
3:44.32 decide what do I need to work on right
3:46.16 and so switching between all those
3:47.52 applications just cause your brain to do
3:49.12 so
3:50.16 much processing and I'd struggle with
3:52.76 this regardless of you know what
3:55.28 applications I use I struggle with this
3:57.16 on a constant
3:58.68 basis
4:0.56 so let's step back for a second to tell
4:2.40 you what pry Matrix is so if you're not
4:4.28 familiar yet with what the basic
4:6.20 application is it's a comprehensive
4:7.72 email priority and project management
4:9.48 software T teams manage emails conduct
4:11.80 more efficient meetings and get
4:13.32 real-time status on critical projects
4:16.28 and
4:17.52 priorities so how does party Matrix help
4:19.76 with these three challenges that I
4:21.52 mentioned first we use What's called the
4:23.64 four quadrant methodology to promote
4:25.92 effective prioritization and so I'll go
4:28.00 into the details how we approach with
4:30.48 this four quadrant methodology to show
4:33.28 you sort of the framework behind um the
4:36.64 how party Matrix operate and then
4:39.04 secondly we provide different views
4:41.00 that's contextual and so the one-on-one
4:43.56 the agenda the timeline all helps you
4:46.32 understand what needs to be done within
4:47.80 the right context of your work so if
4:49.72 you're working with a coworker you would
4:52.44 want to know okay what are the things I
4:54.52 owe this particular person in terms of
4:56.32 deliverable right or if you're working
4:58.48 with um especially in like a matrix
5:0.92 organization when you have multiple
5:2.32 people that you're reporting to or
5:4.24 collaborate with becomes more and more
5:7.36 important um to be able to switch
5:9.76 context and understand your priorities
5:12.48 there and then with respect to emails
5:15.12 and meetings party Matrix provide
5:16.92 probably the deepest Integrations into
5:18.80 the Microsoft teams and Outlook
5:20.32 ecosystem and so what we're able to do
5:22.28 is actually help you turn these emails
5:24.48 into task and prioritize them within
5:27.52 within the bigger picture right within
5:29.28 all the things you have to do so this is
5:31.60 probably the number one reason again why
5:33.36 customers come to party Matrix because
5:35.08 they need help with that email
5:36.52 prioritization and we're just getting
5:38.44 lost um if you don't have a a
5:42.40 methodology around ensuring that the
5:44.56 most important emails are responded
5:47.24 to so what makes p Matrix better than a
5:49.96 lot of the other Solutions out there um
5:51.72 I assume that if you're looking a PR
5:53.92 Matrix you probably looked at a thousand
5:55.56 other task management application and
5:57.84 that's that's the funny thing thing
5:59.76 which is there are so many software
6:1.36 application out there that tries to
6:2.56 solve the same problem but it remains
6:4.32 extremely difficult to actually get one
6:7.32 that works well for um your particular
6:9.76 needs so my goal again today is to
6:12.16 ensure that I can show you enough of pry
6:14.88 Matrix to get you excited around that
6:17.16 but there's a couple things that makes
6:18.36 us better than other solution as well
6:20.44 which is one where Microsoft 365
6:22.80 security certified ac across Outlook
6:25.60 teams and web app and we're the only
6:27.56 application on the Microsoft ecosystem
6:29.60 has such CER
6:31.16 certification one of the areas that
6:33.00 we're actually really invested in is
6:34.60 actually using AI to help you tackle
6:37.28 specific use cases um this is one thing
6:39.96 I want to bring up again for for the
6:42.24 webinar participants who are here and
6:43.80 also those who are watching this
6:44.88 afterwards which is if you have specific
6:47.32 challenges that you're trying to tackle
6:49.32 with prod Matrix when it comes to
6:50.88 prioritizing and then when it comes to
6:52.52 creating projects and so forth reach out
6:54.52 to us we want to help you um actually
6:58.72 create the these projects so then
7:0.80 they're actually fulfilling your goals
7:2.88 um it's ironic because you know right
7:4.88 now it's at a stage where there's still
7:7.00 a lot of handholding left in the AI
7:9.36 space and so what we want to do is we
7:11.44 want to invest our time and effort to
7:13.16 make sure that you're productive and
7:14.32 you're effective for your specific job
7:17.32 function in your specific organization
7:19.60 so that's our goal there so I want to
7:21.76 keep you um make sure that you're aware
7:24.96 of that so reach out to us please and
7:27.36 then we provide what's called people
7:28.80 Centric collab oration so it's not just
7:30.40 about projects it's about people right
7:32.92 what are the things you have to do for a
7:34.28 certain person for your manager for your
7:35.96 coworker and then finally party Matrix
7:37.96 is available as a SAS solution which is
7:39.68 what I'll be presenting today which is
7:41.48 just a standard software as a service
7:43.32 and then we have a HIPPA compliant
7:44.64 version for healthcare Life Sciences in
7:46.72 an Azure government Cloud that's used by
7:48.48 state and local governments and finally
7:50.44 a managed private Azure deployments for
7:52.20 Enterprise customers so if you're
7:53.48 interested in anything aside from the
7:55.48 SAS please reach out to us as
7:57.60 well so then what makes SP Matrix
8:0.16 effective um first of all what it does
8:2.24 is it helps you determine what needs to
8:3.76 be done now what needs to be done later
8:5.84 and what you need to delegate or just
8:8.16 get somebody else to do for you um and
8:10.68 then the second part is priorities are
8:12.44 constantly shifting so if you're I
8:16.08 imagine that you know if you're thinking
8:18.28 about the things you have to do today
8:19.84 versus what you thought you should have
8:21.76 done last week for example I bet you
8:24.24 that list is not always overlapping you
8:26.68 know there are some overlaps but there's
8:28.04 probably also changes
8:30.00 because all these project that we're
8:32.12 working on or the client needs change
8:34.20 and so forth but what happens is that
8:36.60 pry Matrix provide one central place
8:39.72 where everyone within your organization
8:42.12 or within your team um can come to and
8:44.76 realize and look at and identify what
8:47.00 are the things that are most important
8:48.92 at this moment in time so that's what I
8:51.64 want you to envis Envision for a second
8:53.92 which is Imagine right now if you had
8:58.04 the c one Central place where you can
9:0.92 see everyone's priorities within your
9:4.72 organization imagine that for a second
9:6.72 and if you can see how that might be
9:9.12 valuable that's exactly the purpose of
9:11.08 prod Matrix and that's how we help on a
9:13.44 team basis but on an individual basis
9:16.16 what we do is we help you understand
9:18.52 what are the things you need to work on
9:20.28 and so that's the core pry Matrix and so
9:22.52 hopefully all the features I show you
9:24.40 today help you actually work towards
9:27.92 that goal and so if you find that you're
9:29.92 not using patrix towards those purposes
9:32.52 then you know rethink about how you're
9:35.72 approaching using the
9:37.64 software so let's start with the
9:40.00 fundamental behind pmatrix um so this is
9:42.44 a quote attributed to former President
9:44.56 Eisenhower what is important is seldom
9:46.28 urgent and what is urgent is seldom
9:48.12 important and what I really like about
9:50.16 this quote is that it takes the things
9:52.40 that we have to do and breaks it into
9:54.32 these two dimensions of importance and
9:56.84 urgency here's the deal a lot of lot of
9:59.32 us have task lists right these are the
10:1.20 things I have to do and so what happens
10:2.76 when you do your task list you start
10:4.68 writing you start at the top you go to
10:6.56 the middle then you go to the bottom and
10:8.44 now when you have to add something what
10:10.04 do you do you add to the top or the
10:11.64 bottom of the list so then how do you
10:13.64 decide what you work on right again do
10:15.40 you start at the top or you start at the
10:16.72 bottom but what's really interesting is
10:19.04 that all these tasks that we've just
10:21.56 created are not equal they're they're
10:24.04 not equal to each other in terms of
10:26.68 helping us fulfill our goal so instead
10:28.56 of having a list what we want to do is
10:31.16 we look at each of those action items
10:33.44 that we have and then say is this
10:35.64 important and is this urgent and what
10:38.16 happens is when you start doing that you
10:41.32 actually end up with um essentially four
10:44.28 buckets of things right the the tasks
10:46.12 that are important and Urgent the tasks
10:47.48 are important but not urgent the tasks
10:48.92 that are not urgent I'm sorry uh not
10:52.16 important but urgent and then the tasks
10:53.64 are not important and not urgent and so
10:55.88 then imagine if all the things you had
10:57.72 to do was actually written down and and
11:0.16 um broken down into those different
11:1.48 buckets one thing that's really nice is
11:3.48 that you know exactly where you should
11:4.88 focus your time so the way it works with
11:7.84 promatrix is we just simply take that
11:10.44 and make it digital and so all these
11:12.68 tasks that you have to do instead of
11:14.04 having one long list right that again
11:16.04 you've probably seen in your to-do list
11:17.52 application and so forth what we do is
11:19.72 we ask you to actually break it into
11:22.76 these four buckets and so the important
11:25.04 and Urgent is what we call the do now
11:26.64 the important but not urgent is the
11:27.96 stuff that we want to plan for and then
11:31.16 the not um important but urgent is
11:34.00 something that perhaps we can delegate
11:35.40 to others and then finally you should
11:37.32 not have a single thing that's not
11:38.72 important not urgent because that you
11:40.16 should get rid of that completely and so
11:41.96 instead Quadrant 4 is what we call the
11:43.60 inbox essentially these are the things
11:45.56 that you haven't decided yet on how they
11:48.44 um where they fit within the bigger
11:50.32 picture so now imagine for a moment that
11:52.84 if you took everything you had to do and
11:55.40 you put it into this Matrix it is so
11:58.20 easy to visualize where you should be
12:1.00 spending your time and effort at any
12:2.44 moment in time which is quadrant one now
12:5.92 here's the ironic thing which is if
12:7.52 you're only spending time in Quadrant
12:9.12 One it means you're constantly fighting
12:11.96 fires because everything's important and
12:13.64 Urgent right and in that case and so as
12:16.64 you use prot Matrix more your quadrant
12:19.56 one should be shrinking and your
12:21.12 quadrant 2 should be expanding so what
12:23.44 that means is that you're actually
12:24.88 planning for the future you're actually
12:26.76 working on the right things and so this
12:28.32 is an ins I gain from talking to um a
12:31.52 very sophisticated customer and and
12:33.36 learning that you know what you know how
12:36.72 we spend our time um is extremely
12:39.00 important how we prioritize our time is
12:40.88 extremely important especially if we
12:43.44 have so many things going on so now let
12:46.52 me ask you the second question imagine
12:49.60 if you took this Matrix that you've just
12:52.60 written down with all the tasks that you
12:54.36 have to do right and you walk around the
12:56.68 office and you start comparing notes and
12:59.36 what I mean by that is ask all your
13:1.12 co-workers to follow the same exercise
13:3.24 write down the things they have to do
13:4.80 catg them into these buckets and then
13:7.52 start comparing notes and that's where
13:9.92 the magic happens with PR Matrix so what
13:12.56 happens is that PR Matrix forces you to
13:15.88 actually make the hard decisions of
13:18.64 prioritizing all these tasks and because
13:21.20 of that you actually achieve alignment
13:23.52 so much more quickly the worst thing in
13:26.40 my opinion that we can do with our time
13:28.60 is is work it work so hard on something
13:31.84 that ends up not being important at all
13:34.88 that is wasted effort that is wasted
13:38.32 energy wasted resources and so in some
13:41.44 ways working on the wrong things is far
13:44.92 worse than not doing anything at all
13:46.88 right um because you'd rather have that
13:49.08 time to relax or or take a vacation or
13:51.48 something instead and so what promatrix
13:53.88 does it creates that alignment because
13:55.72 it allows you to have a really deep
13:58.00 conversation with your co-workers on hey
14:0.96 am I working on the right things things
14:2.60 or not and if not what should I be
14:4.76 working on and then similarly if you
14:7.88 have people reporting to you wouldn't
14:10.36 you want to know what they think's
14:11.92 important because what if that's
14:13.44 misaligned with what you have and so
14:15.28 that's um that's one of those things
14:18.20 where I can't emphasize enough if you're
14:20.20 using promatrix I hope you will have
14:22.96 these hard conversations with your
14:24.76 co-workers and so what's really
14:26.64 interesting is that success from using p
14:29.36 isn't about finding what everyone agrees
14:31.64 on right it's about discovering
14:34.08 disagreements on when something should
14:35.96 be a priority but when it isn't because
14:38.32 if you walk around the office and
14:40.64 everyone within your team and your
14:42.72 organization completely 100% agree with
14:45.56 all of the task that each person has
14:48.52 that's amazing that's a rare unicorn and
14:52.12 you're one of the very very few if only
14:54.40 organization that would have managed to
14:55.92 achieve that but what my argument is
14:58.24 that you will find disagreement and the
15:0.72 moment you find one disagreement then
15:2.92 party Matrix will have added value to
15:4.92 your team and your organization so the
15:8.44 as you use pry Matrix more and more
15:10.72 hopefully you have that good uh those
15:12.68 good conversations and identify those
15:15.16 misalignment and priorities um just a
15:17.48 side note one of the success stories
15:19.52 that I've seen or one of the best
15:20.88 practices I've seen with some customers
15:22.88 is that what they do is they project PR
15:24.80 Matrix onto the big
15:26.32 screen so when you have your meeting in
15:29.00 the office right the team leader or
15:32.04 whoever is driving the meeting can
15:33.80 literally plug in their computer into
15:35.64 the projector and show the part of trics
15:38.44 on the big screen and now you can have a
15:40.12 conversation around it and so how many
15:42.24 times have you been to a meeting and you
15:43.84 have an agenda and then you know you're
15:45.68 going through a couple of things and
15:46.84 then you run out of time and then you
15:48.12 realize the most important things were
15:49.48 never discussed because you ran out of
15:50.84 time because you went down the rabbit
15:52.04 hole for something that's completely not
15:55.00 important at all and so the whole idea
15:56.72 with promatrix is then it shows you the
15:59.08 priority so when you go down and you're
16:0.96 talking about your meeting stuff you
16:3.24 look at the quadrant one make sure that
16:4.80 you fight all those fires and then you
16:6.16 look at the quadrant 2 make sure you
16:7.88 you're planning for the things that's
16:9.08 further out so I hope you get to do that
16:11.40 as an exercise um and I hope that at the
16:14.16 very least when you walk away from
16:15.68 today's webinar even if you've never
16:17.40 used pry Matrix as a software that you
16:19.52 follow some of these guidelines that
16:20.88 we've
16:22.08 created and so with that I'm going to go
16:24.64 ahead and uh get ready to show you the
16:26.76 actual product itself and walk you
16:28.32 through that I do want to mention that
16:30.12 the webinars like this one are recorded
16:32.44 and post on our website
16:34.76 webinars there we also have a couple of
16:37.36 recordings that's actually um recent
16:40.28 which is I did a webinar on email
16:42.16 management master class so if you are
16:44.84 really interested in prioritizing your
16:46.76 emails check out that webinar it's
16:48.76 actually um it's pretty helpful in terms
16:51.16 of showing you all the ways in which you
16:52.64 can prioritize emails whether using
16:54.48 Outlook or Gmail or any other
16:56.16 application and then the the other thing
16:58.84 too is I want to again hear from you um
17:2.16 regarding how you use pry Matrix and the
17:4.20 challenges you're trying to tackle with
17:5.76 pry Matrix so if you have feedback there
17:7.88 please share with us we want to hear
17:9.20 from you good or bad so with that I'm
17:12.44 going to go ahead and jump into the
17:14.44 product itself now as I mentioned um in
17:17.20 the chat section if you have any
17:18.96 questions whatsoever please send them
17:21.20 there and then right after I um do
17:24.44 finish up my presentation I'll try to
17:26.48 answer them okay so now I have patrix
17:30.32 web application open on my screen and so
17:32.84 you should able to see my screen here
17:35.12 now look at this front and centor is the
17:37.28 four quadrants and so that's how it
17:38.72 works in PR Matrix everything that you
17:41.04 have to every task that you create
17:42.60 within a project has to go within one of
17:44.84 these um matrices one of these quadrants
17:47.88 within the Matrix now you know obviously
17:49.96 there's a lot of applications out there
17:51.60 that have list and so forth or calendar
17:55.08 base but the the the philosophy behind
17:58.08 PR Matrix is on these quadrant and so
17:59.88 that's why it's so front and center for
18:1.52 us so here um I have a project selected
18:4.56 so the project is called my personal
18:6.36 priorities and then I have my do now do
18:8.72 later delegate and inbox so if I want to
18:11.16 create a task in prod matrix it's very
18:12.84 very straightforward let's just say I
18:14.64 want to say
18:15.92 follow up with webinar participants okay
18:20.76 but then I'm going to go ahead and say
18:22.00 do tomorrow 2 p.m. so this is how I'm
18:25.28 creating a task in seate Matrix and so
18:28.04 when I do that and I click add guess
18:30.20 what happens on the right hand side the
18:32.92 item details opens and so what the item
18:35.64 details um it's it's a place for you to
18:38.68 actually add additional information on
18:40.16 the task itself so for example because
18:42.24 this is open here's the task name if I
18:43.96 need to edit the task name I can do it
18:45.96 here what I can also do is I can star
18:48.08 the the task so what starring does is it
18:50.64 actually adds a layer of of
18:53.24 prioritization to the things I have and
18:55.32 it pops it to the top of the list within
18:57.84 a quad
18:58.88 and then I can click on add icon here
19:0.92 and then I can choose an icon so since
19:2.44 it's really to email I'll just go ahead
19:3.88 and choose the email icon it's a way to
19:5.88 visualize the type of tasks that I have
19:8.04 both of those are not required um as you
19:10.76 can see you can just have a task without
19:12.56 that those additional information but in
19:14.48 some cases it might be relevant to add
19:16.28 those
19:17.32 metadata and then below that you have
19:19.24 owner so what happens is because I
19:21.32 created the task I'm the default owner
19:23.32 for it but if I want to actually
19:24.92 delegate to somebody else I can do that
19:26.72 directly from here so I can delegate to
19:28.56 a coworker very easily with prometrix
19:31.20 and then I get added as a follower
19:33.20 whenever I delegate to to somebody else
19:35.12 so what that means is that when this
19:36.68 task gets updated I'll get notifications
19:38.40 around it and then next up you have
19:40.44 progress effort reminder and dates so as
19:42.76 you can see because I said doe tomorrow
19:44.84 2 p.m. our system automatically
19:47.04 interpreted that for me so patrix use
19:49.80 what's called natural language and so if
19:51.32 you say do tomorrow 2 p.m. the system
19:53.64 realizes okay tomorrow is December 21st
19:56.12 at 2 p.m. my local time and sets that
19:58.40 due date for me this is tremendously
20:1.16 helpful so in terms of best practices
20:3.60 this is one of those features where I
20:5.40 actually highly recommend that you do
20:7.48 every task in your prod Matrix should
20:9.88 have a due date um and the reason I say
20:12.92 that is because if you want to
20:15.36 understand whether something is urgent
20:17.52 right you need the dimension of time
20:19.72 when you have time then you can go when
20:22.00 you have a time set then you can go and
20:23.72 see okay where does it fit within the
20:25.44 bigger picture how do I decide what do I
20:27.52 need to work on so forth so I always set
20:31.32 due dates on my important task um I can
20:34.76 always change a due date but by having
20:36.52 due dates I can actually see it within
20:38.28 the bigger picture and here's the
20:39.96 difference between reminders and due
20:41.28 dates so when you set something that's
20:43.36 due let's say do in two weeks um but if
20:47.12 that task will take you a couple of days
20:48.56 to do and you wait for two weeks to get
20:50.16 started that's not going to work so
20:51.88 reminder is a way to actually get you
20:55.00 notified that you should get started on
20:57.12 this task and so um I'd like to describe
21:0.76 you know like some use cases like for
21:2.56 example if you have to work on taxes
21:4.28 right um so imagine April 15th come and
21:7.16 you have the due date for April 15th
21:8.52 that's when it's due but you wait till
21:9.68 April 15th to get your taxes done that's
21:11.52 not going to work so maybe what you want
21:13.28 to do is you want to set a reminder a
21:14.64 month prior to ensure that you actually
21:16.44 get started on that the same thing
21:18.32 applies to when um I want to follow up
21:21.32 with the customer in a year what I'll do
21:23.24 is I'll set a due date in one year and
21:25.32 then I'll set a reminder in 11 months
21:27.32 but with PR you can actually set what's
21:29.12 called recurring reminder to so then I'm
21:31.32 going to go ahead and say Remind me
21:33.12 daily and so the way it works here is
21:35.44 again it uses natural language and when
21:37.28 so when I type remind me daily what's
21:39.32 happening is actually prrix will send me
21:41.24 a daily reminder to ensure that I finish
21:43.76 this task so I want to pause for a
21:46.60 moment for you to Envision what it may
21:49.08 look like within your own use case
21:51.32 imagine if you need to delegate a task
21:54.36 to a coworker and this task is important
21:56.56 obviously that's why you're putting in
21:57.72 pretty B Matrix right and so you create
21:59.60 this task for your coworker you set the
22:1.64 due date for Monday next Monday but then
22:5.16 you want to make sure that your coworker
22:6.76 is aware of that and so if they ever
22:8.84 forget they should get notification so
22:10.92 then what you do is you set a daily
22:12.80 reminder so when you set a reminder this
22:15.68 is a reminder for myself but if you what
22:18.08 you can do instead is you can also do
22:19.72 remind everybody daily so now your
22:22.80 coworker will also get daily reminders
22:25.72 to ensure that they get this done so if
22:28.08 you working on something that's really
22:29.68 critical this is how you sort of cheat
22:32.28 the system and so the reason I say that
22:34.20 is is is this what are Urgent tasks
22:37.80 those are the things that just happen to
22:40.16 be top of mind or those are the things
22:42.84 that are sort of last in right and so
22:45.80 let me give you an example um you know
22:48.20 in the morning first thing you do you
22:49.64 open your phone you check your email and
22:52.40 guess what what do you see first you see
22:54.60 the last email that came in right you
22:56.60 didn't see the most important email you
22:58.04 see the last email that came in and so
23:0.40 what happens is that we end up just
23:3.44 being being pulled into doing things
23:5.56 that aren't actually not necessarily
23:7.00 important but just because they're at
23:8.56 the top of the list and so by using the
23:11.00 party Matrix reminder system what it
23:13.28 does is it it essentially it hacks the
23:15.60 system so that it goes and actually send
23:19.40 you those daily reminders so then you
23:21.56 can ensure that you're actually um aware
23:25.00 of these important tasks that you have
23:26.60 to do so for me personally again going
23:28.80 back to my own use case I love setting
23:30.56 due dates and I love setting reminders
23:32.48 and I love setting recurring reminders
23:34.20 especially for anything that's important
23:35.76 and so it always pops up to the top of
23:37.48 my list until I get it done okay so I do
23:40.36 recommend that um down below that I have
23:42.80 the chat section as you can see the chat
23:44.80 section is just a place where you can
23:46.60 actually have communication back and
23:48.28 forth with your co-workers on this task
23:50.60 it also serves as a place for you to
23:52.48 send these commands and then also as a
23:54.92 place for you to actually have a record
23:56.80 of all the changes in PR Matrix so the
23:59.04 record keeping in P Matrix is extremely
24:2.20 powerful because there's a big
24:5.16 difference between you know starting a
24:7.24 task and then or creating a task and
24:8.96 then markting is done versus in a year
24:12.04 and you need to review all those tasks
24:13.84 and you need to understand who made what
24:15.40 decisions um when was it done was it
24:17.68 done on time or behind schedule and so
24:19.52 forth so P Matrix keep a record of all
24:21.36 that for you automatically so right now
24:23.60 when you first use patrix it's not that
24:25.72 may not seem that useful but what need
24:28.08 is that a year from now when you're
24:29.36 looking back you realize oh wow I can
24:31.52 see that you know my coworker work on
24:33.76 this task got it done at this time and
24:35.80 then if someone else needs to come in
24:37.28 and investigate they can actually look
24:38.80 at that very easily and next I have
24:41.84 notes so the notes section is just a
24:44.04 place where you can add additional
24:45.12 details around the task and this is also
24:47.00 where you can add subtasks as well as
24:48.56 bullets it is not intended to be rich
24:50.92 text if you want Rich Text use your
24:53.16 Microsoft Word or Google Docs or
24:55.12 whatever and you can link it to pry
24:56.52 Matrix um but this is intended just to
24:59.16 create some um additional information
25:1.76 for the people who are looking at this
25:3.76 task and then lastly you have the
25:5.76 resources section which is where you can
25:7.52 actually upload files documents related
25:9.68 to the task itself or emails and so
25:12.60 we'll really go into emails because I
25:14.76 think again that's where you know you
25:16.24 want to go and be able to prioritize
25:17.60 email or delegate emails party Matrix
25:19.36 allows you to attach emails um as files
25:21.88 and documents in here and then of course
25:23.72 pry Matrix allow you to link any item
25:26.04 together and so every it and pry Matrix
25:28.52 has a link so when you link them
25:30.20 together um you can actually for example
25:32.92 choose another item here and then you
25:34.76 can actually create dependencies such as
25:37.00 block by or blocks Etc so in order to
25:39.96 build out entire timeline um for your
25:43.20 task so that's the basics of the item
25:47.64 details now there's a lot of features in
25:49.80 here so again let me highlight the
25:51.24 features that I think you should always
25:52.96 use with all your task due dates
25:56.68 reminders star okay so anything that's
26:0.20 important set a star set a due dates set
26:3.00 reminders and of course you know
26:4.92 obviously if it belongs to somebody you
26:6.88 should delegate to the appropriate
26:9.20 person so from here um let's say because
26:12.44 I created that task here in part Matrix
26:14.04 and you see how easy it is for me to
26:15.60 create task in fact with prod Matrix I
26:17.60 can actually just go and type a bunch of
26:19.20 tasks very very rapidly but I added a
26:22.40 task in quadrant four but if I really
26:24.16 wanted to make sure that I work on it I
26:25.80 maybe I can just drag it to quadrant one
26:27.76 so everything is drag and drop and then
26:29.80 the other thing too is as you have more
26:31.28 and more tasks Within These different
26:32.84 quadrants prod Matrix allows you to go
26:34.68 and focus on specific quadrant by
26:36.64 resizing the quadrants so then you can
26:38.48 see okay what are the things I should
26:39.80 work on at any point in
26:41.48 time and then within the um the quadrant
26:44.72 itself now let me let me step back and
26:47.12 actually show you um essentially the
26:50.32 concept of projects right so now we we
26:53.60 understand what tasks are let's say what
26:55.40 what project so in my demo account here
26:57.40 I have what several dozen um projects in
27:1.08 my real party Matrix account I have
27:2.96 several hundred something like 300
27:4.88 projects so P Matrix is designed toble
27:7.32 to handle extant amount of task and
27:10.56 projects and I don't actually get lost
27:12.80 in that because of the way the
27:14.20 notification system works and the way
27:15.88 that I set due dates and so forth so I
27:18.20 want you to feel assure that if you use
27:20.52 prod Matrix it grows with you in terms
27:22.72 of capabilities and
27:24.64 functionality um but on the left hand
27:26.68 side here I can go ahead and create a
27:28.52 project so I'll show you how that works
27:29.80 I'm going go create a project and when I
27:31.96 create a project I have a couple of
27:33.28 options I can create a blank project
27:36.20 okay so do I choose a blank project I
27:37.88 literally just type the project name and
27:39.92 then I can actually um choose a color so
27:43.12 I'll just do my test project okay and
27:46.72 I'll go ahead and choose a color and
27:47.96 I'll click add and so as you can see I
27:50.84 can add a project very easily um the
27:53.12 color is here the quadrant names are
27:54.84 here and now what happens is I can click
27:57.24 on this little I icon and it's called
27:59.64 edit project and what happens on the
28:1.24 right hand side the project details
28:3.60 shows so early we saw item details now
28:5.88 project details is where you can add
28:7.96 information around the project itself so
28:10.00 for example I can name a project I can
28:12.04 rename a project I can star the project
28:14.68 so what starring a project does is
28:16.96 actually pops it to the top of my list
28:18.52 of projects here so imagine if you are
28:22.60 working on so many different projects
28:24.28 but you have a few that's top of mine
28:25.96 right now just star those and they pop
28:27.88 to the top of the list and so you're
28:29.36 able to jump to those projects really
28:30.76 easily and then the rest are actually
28:32.56 sort of lower down the list and of
28:34.44 course you can always archive project
28:36.48 and so forth and then below that um you
28:39.56 have members so what this means is that
28:41.52 these are the people who are in this
28:42.92 project so when I created this project
28:44.40 initially only myself was in it right
28:47.04 but then you can go and say okay you
28:48.76 know what I need um so and so person on
28:51.36 this project and when you add them to
28:52.92 this they have full access to the
28:54.40 project and that's the goal of pry
28:56.20 Matrix which is being able to share your
28:59.08 priority Matrix very easily with
29:2.12 co-workers so here's one piece of advice
29:5.80 if you're inside pry Matrix and you're
29:7.92 you have a team that you work with all
29:9.48 the time and you're working on various
29:11.16 critical projects create a projects for
29:13.76 each of those key initiatives and then
29:15.76 create a project for your um entire team
29:18.44 and then invite the appropriate people
29:21.08 to those projects so then when every
29:23.44 when others log into their PR Matrix and
29:25.44 they go to the these various projects
29:27.40 everyone's on the same page that's the
29:29.16 goal right and so if you don't write it
29:32.48 down into py Matrix how will you create
29:35.56 alignment and so that's that's the most
29:38.36 important thing here which is make sure
29:39.88 that you have the appropriate people
29:41.88 within the prod Matrix project so then
29:44.24 they can see your priorities and then
29:46.92 you can see their
29:48.24 priorities and then as you scroll down
29:50.48 further um one thing I I want to
29:52.44 emphasize is that actually despite me
29:54.68 showing you the Eisenhower Matrix party
29:56.64 Matrix is one 100% customizable when it
29:58.92 comes to quadrant names and
30:0.52 colors so you see here I have the do now
30:4.12 but what if I want to instead of call do
30:5.84 now I want to call Fires right and so I
30:7.72 can actually change the quadrant names
30:10.44 directly from my project details um and
30:13.44 then maybe instead of delegate I'm going
30:15.04 to call this
30:16.40 resources um
30:19.52 resources and files okay so I just want
30:22.52 to change the quadrant name and the
30:24.28 reason I might want to change a quadrant
30:25.88 name is that maybe find some quadrant to
30:28.92 be redundant or my organization Works in
30:32.08 some ways where I want to use a certain
30:34.80 terminology or I want to use a prod
30:37.80 Matrix project for managing um rfps or
30:42.04 uh quote or work for my uh my external
30:46.80 client or something like that so imagine
30:48.28 if you're a contractor and as a
30:50.20 contractor you have a bunch of different
30:51.60 tasks that you have to do there's no
30:53.44 such thing as non urgent or
30:57.40 non-important tasks right so instead of
30:59.16 having that section instead you're
31:1.16 you're using resources and files to
31:3.00 track documents or pictures or um
31:6.80 anything along those lines invoices Etc
31:9.76 so part Matrix allow you to customize
31:11.52 these quadrant names so then they fit
31:13.60 within your needs and so that's how you
31:16.00 can actually modify each of these
31:18.36 quadrants um the other thing too though
31:20.56 is that once you've done the the
31:22.40 customization you can actually go up
31:24.40 here and then you can save that project
31:26.36 as a template so what that does is that
31:28.80 once you have sort of your own
31:30.60 terminology and color choices you can
31:32.76 save it as a template so then when you
31:34.16 launch a new project with P Matrix you
31:35.92 can actually choose from one of your
31:37.08 existing templates
31:38.40 instead okay so here let me jump to
31:41.28 another project and so you can see I
31:43.32 have another sample project here my team
31:45.28 priorities here I have another person
31:47.32 within this project they can see all
31:48.76 these priorities I have a couple of task
31:51.12 um what I can do in pry Matrix 2 is
31:53.28 actually I can change views so for
31:54.96 example I have the quadrant view here
31:56.84 but I can change over to the list view
31:58.84 what I like about the list view is it's
32:0.44 very easy for me to see the tasks that
32:1.88 are overdue when I go to here I can see
32:4.16 all my overdue tasks they're red very
32:6.24 easy for me to spot them and actually
32:7.76 ensure that I work on them or I can
32:9.88 switch over to the calendar view which
32:12.08 of course all the tasks that have due
32:13.76 dates actually show up here and then I
32:15.72 can actually just drag and drop tasks in
32:18.44 order to rep prioritize them or of
32:20.32 course I can open the task themselves um
32:22.56 and then of course I have the timeline
32:23.88 view which is sort of like a Gant chart
32:25.36 for those that are familiar so part
32:27.08 Matrix allow you to create dependencies
32:28.72 and if you do then they're linked
32:30.20 together but if not it actually just
32:31.96 shows up here as part of your timeline
32:34.68 so if you need to go and work on a
32:36.56 project that spans across multiple
32:38.12 months the timeline view is pretty
32:39.76 helpful just to see um the bigger
32:43.24 picture so now let's switch gear a
32:46.20 little bit and talk about emails um as
32:48.00 mentioned you know emails is just we
32:50.56 just get to many emails um and so with
32:53.12 patrix what you're able to do is the
32:54.92 following let's just say if you get an
32:57.08 an email okay so I'll show you an
32:58.48 example here let's just say you get an
33:0.08 email from a client and the client asks
33:2.80 you to do something that's that's very
33:4.68 important but you're not able to do at
33:6.04 this moment in time but you want to make
33:7.52 sure that you actually answer that email
33:9.60 in a week or something like that so what
33:11.24 do you do how do you do today right
33:13.20 that's my question to you what do you do
33:14.88 you know like if you're like most of us
33:16.60 what you do is you flag the
33:18.52 email um and then which is great but if
33:21.84 you have more than five Flags emails it
33:24.12 becomes really overwhelming real quickly
33:26.40 and that's a I have which is I have
33:28.72 hundreds of flags emails so so it
33:31.04 becomes very challenging to make sure
33:33.12 that I'm working on the right and that
33:34.88 actually answer those emails that are
33:36.60 that are important so with part Matrix
33:38.72 I'm able to convert any email into a
33:40.72 task so if you go to Outlook which is
33:43.24 what I have here and you go to the App
33:45.28 Store you can search click on add apps
33:47.56 and search for py
33:48.96 Matrix and then if you um since I
33:51.72 already have an install here I can
33:53.36 actually choose party Matrix and I have
33:54.88 two options I can prioritize even email
33:58.32 which if I do the right panel opens up
34:0.68 which allows me to convert any email
34:2.68 into a task and so you can see here I
34:5.00 have the option to capture this email
34:7.24 some basic information is already
34:8.72 pre-filled but I can actually customize
34:10.52 this I can change the name of the task I
34:12.92 can change what project it goes in right
34:15.28 so for example like let's just say um my
34:18.48 test project that's a project I created
34:19.92 earlier and then I can choose what
34:21.64 quadrant it goes in let's say this email
34:23.48 is very important and urgent I can put
34:24.96 it there and then I can assign it to a
34:27.00 person directly from here as well okay
34:29.56 um and then of course I can set a due
34:30.88 date so then I can go ahead and set a
34:32.28 due date and then I'll click capture
34:34.00 email so what that does is actually just
34:36.60 convert that email into a task and so
34:38.52 now on the right hand side this is the
34:40.60 now the item details just like what you
34:42.28 saw in the web app and so from here I
34:44.40 can assign it to people I can set
34:46.16 reminders I can set due dates so instead
34:48.40 of just flagging an email and then
34:50.28 hoping that you remember to go back to
34:52.32 it pred Matrix allows you to convert
34:54.64 that email into a task and then add all
34:57.16 the bells and whistles required for a
34:58.92 prioritization cuz now imagine if you
35:1.44 have 50 emails you can actually
35:3.12 prioritize them within the The Matrix
35:5.16 itself to see the emails that are
35:6.56 important urgent the email that are um
35:8.76 for planning and so forth this is really
35:11.08 useful when you have an email that's
35:12.60 like multiple months out right so again
35:15.24 I have follow-ups that I want to do
35:18.08 within like three weeks four weeks or or
35:20.64 so on um where I just can't flag it it's
35:23.64 just not it's just not viable and so by
35:26.68 um prioritizing them in the appropriate
35:29.44 project and setting the due date and
35:30.92 reminder I always get back to my emails
35:33.52 and so hopefully this is a challenge
35:35.72 that um if you have with email
35:37.48 prioritization this will really help you
35:39.48 and it's as simple as that how you
35:40.84 convert an email to a task but here's a
35:43.04 neat thing about P Matrix which is um
35:45.28 we're the only application that I'm
35:46.72 aware of that actually allows you to
35:48.28 attach emails to existing tasks too so
35:51.56 if I go back to this party Matrix app
35:53.76 extension instead of prioritizing emails
35:56.16 I choose open
35:57.68 petrix what this allows me to do is
36:0.28 actually I can take an email and attach
36:2.48 it to an existing petrix task the use
36:5.92 case here is the following imagine if
36:8.00 you have a customer that sent you an
36:9.48 email you prioritize that email already
36:11.56 right and then they sent you a follow-up
36:13.76 well instead of creating another task
36:15.92 you might want just to attach that task
36:17.72 into the email um that email into the
36:20.76 task that you already have because you
36:22.28 might have other co-workers who are
36:24.28 looking at that same task they're
36:25.84 working on it but they need to be aware
36:28.20 of all the changes that's happening so
36:31.12 that's a really neat capability all you
36:33.08 have to do is search for the existing
36:34.92 party Matrix task and then attach choose
36:37.76 attach and so what that does is attaches
36:39.96 this email to that task so let's see
36:41.84 what happens when you do that so I'll go
36:43.80 back to my test project here you see how
36:45.84 this email was what I prioritized from
36:47.84 Outlook and if you look at this task
36:50.56 look the information is here this is the
36:52.36 subject um some of the notes from the
36:54.64 emails here but in the resources section
36:57.16 there's the EML file so with the EML
37:0.08 file your coworker can actually open
37:2.32 this this uh email document and respond
37:5.04 to the customer and if you go to
37:7.36 downloads you can actually
37:9.52 download our native uh desktop
37:11.88 applications for mac and windows and if
37:14.04 you do when you open these email files
37:16.44 we give you the option to actually open
37:18.12 it in Outlook itself so then you can
37:20.52 actually respond to the email directly
37:23.08 so it's a pretty neat capabilities
37:24.72 otherwise if you're using the web app we
37:26.28 just downlo download it so that's how
37:28.68 email integration Works prod Matrix is
37:30.40 very very straightforward when it comes
37:31.84 to email prioritization um what how I
37:35.16 use it by the way the way the what I
37:38.56 like to use email priation for is to
37:41.44 ensure that when I have something that's
37:44.32 important I I know to get back to it so
37:47.12 when I'm on the road um when I'm out and
37:49.60 about what I do is actually I open my
37:53.16 email in Apple Mail which we don't have
37:55.72 an integration for but what I can do is
37:57.84 I can forward the email into my part
37:59.76 Matrix inbox and so when you use part
38:2.00 Matrix you also have what's called an
38:3.52 inbox address and so this is your email
38:6.76 your inbox address uh email address and
38:9.16 so what you do is you save that as a
38:10.60 contact on your phone and then when you
38:12.56 have an email that comes in and you're
38:14.04 out and about you know in the field or
38:16.04 at a you know not at the office you can
38:18.04 actually just forward your email into
38:19.40 your pre
38:20.76 Matrix okay so now I'm going to switch
38:23.56 gear a little bit and let's talk about
38:25.72 Beyond the managing of projects and
38:28.08 Beyond creating task if you look on the
38:30.44 right hand side here there's a couple of
38:32.08 different views that we have but the
38:33.88 most important one is the home view so
38:35.88 when you click on the home view what
38:37.40 happens is this is where you get alerts
38:39.80 and so you can think of alerts as the
38:42.68 things that require your attention so we
38:44.40 talk about setting due dates we talk
38:45.68 about setting reminders and so forth the
38:47.60 alert section is where it reminds you to
38:50.12 actually work on those things so if you
38:51.76 set an email and you set the due date in
38:54.48 two weeks and you're setting daily
38:56.04 reminder well on a daily basis it'll pop
38:58.72 up here in the alert section so then it
39:0.44 ensures that you're actually working on
39:3.24 it so then your goal your every single
39:6.36 day then your goal is to go to the alert
39:8.56 section and actually look through alerts
39:10.12 to make sure that you're actually um
39:11.96 answering you know or responding to
39:14.32 these these task alerts or marking them
39:17.00 as done or responding to those emails
39:19.16 because if you don't then you know
39:21.32 you're not going to work on those
39:23.12 important tasks and then similarly if
39:26.20 you work on a team make sure that your
39:28.32 co-workers are also looking at their
39:29.84 alerts when you assign someone a task it
39:32.08 will show up in their alerts when
39:33.40 someone assigned you a task it will show
39:35.12 up in your alerts when you have these
39:36.80 reminders it'll pop up in the alerts and
39:38.72 so um for me you know this is where I
39:41.20 start my day whenever I open per Matrix
39:43.16 I go to the alert section to see what
39:44.64 are the things that are relevant to me
39:46.52 and then when I'm all done I just clear
39:48.28 all notifications and now I'm on a blank
39:50.28 slate and then when I look at it again I
39:52.08 know what are the changes that are
39:53.68 relevant and of course P Matrix is a
39:56.00 bunch of other views that I didn't go
39:57.80 into details so for example the agenda
40:0.12 view shows me the things that I have to
40:1.80 work on on a daily day basis or see all
40:5.12 my tasks across all of my prot
40:7.60 Matrix so now I'm going to switch gear
40:10.28 and go over to the Microsoft teams
40:12.56 application so if you use Microsoft
40:15.28 teams um I highly recommend installing
40:17.80 PR Matrix for teams so we're probably
40:19.40 the most integrated solution in teams
40:22.16 and to get to pry Matrix you simply have
40:24.32 to go to the App Store search for pry
40:27.00 then when you open patrix make sure you
40:28.92 pin it here on the left hand side what I
40:31.64 like about using te promatrix inside
40:33.88 teams is I have to switch contacts far
40:36.00 less often so because I have the
40:38.68 application pinned here you see how when
40:40.32 I open it I get the same thing as the
40:41.96 web app so instead of having to open you
40:44.36 know the browser and all that I can
40:46.36 actually just jump back and forth
40:47.64 between py Matrix and my team's
40:49.52 application without you know with a lot
40:51.76 fewer clicks um so as you can see I
40:54.88 still see all my projects everything
40:56.28 everything that I have synced here all
40:58.20 those emails I talked about synced here
41:0.40 um the only difference is you know the
41:1.80 home view is now at the top as opposed
41:3.32 to on the left hand side but there's a
41:5.80 couple features inside teams that makes
41:7.80 part of Matrix unique so for example if
41:10.20 you use teams and you go to a chat with
41:12.28 somebody one of the things you can do is
41:13.92 open What's called the one-on-one what
41:15.96 the one-on-one does is it actually shows
41:18.00 you all the tasks you have in common
41:19.92 with somebody across your entire party
41:22.84 Matrix so this is an integration that we
41:25.36 have within teams that provides what I
41:27.44 call people Centric collaboration so
41:29.48 when you work with your manager for
41:32.52 example and you want to see okay what
41:34.44 are all the things that my manager
41:35.80 assigned me instead of having to go to
41:38.40 promatrix and open it you just go to the
41:40.44 oneon-one select your manager here and
41:42.76 then you'll see all the tasks that that
41:44.32 person assigned you and then vice versa
41:46.96 if you have multiple people that are
41:48.96 reporting to you you can go to each
41:51.16 person open their one-on-one and see all
41:53.24 the tasks that you've delegated to them
41:55.32 and so promatrix takes all of your
41:57.52 projects all the tasks you have across
41:59.12 all your projects and bring it into one
42:1.28 single View and it's people Centric as
42:4.24 supposed to project Centric it saves so
42:6.40 much time and effort having to dig
42:8.52 through you know 15 different projects
42:10.44 to find the task you have so when you
42:12.40 have that one-on-one meeting with a
42:13.92 coworker this view will save you so much
42:16.48 time because you can just go through the
42:18.36 list and talk about the most important
42:20.20 task directly from here without having
42:22.60 to switch through so many
42:24.80 projects not only that you can actually
42:27.04 add share tasks very easily so what I
42:29.92 like about this too is when I need to
42:31.44 assign someone a task right you saw how
42:34.12 I earlier I had to go to a project then
42:36.28 I create a task then assign to the
42:38.00 person and said due date right instead
42:40.16 when I go to this oneon-one view I click
42:42.04 add share task I can type the task name
42:44.28 along with the due date here that person
42:46.40 is automatically assigned I'm
42:48.44 automatically add as a follower and then
42:50.56 I can choose the project directly from
42:52.12 here saves me a bunch of effort
42:54.44 especially if you're in a one-on-one
42:55.88 meeting
42:57.48 so to get to this oneone view you simply
42:59.60 click on the plus here choose pry
43:2.32 Matrix and then choose the one-on-one
43:4.64 View and then select the person that's
43:6.24 all you have to do and so if you manage
43:8.08 multiple people I recommend that you go
43:10.24 in here into pry Matrix for teams and
43:12.76 add the one-onone for each of your
43:14.08 coworker now of course you can see that
43:15.84 I can add additional um other views too
43:18.04 I can embed projects inside Microsoft
43:20.52 teams as
43:21.64 well but here's another neat thing which
43:24.36 is if you're in a conversation with
43:26.16 somebody um inside teams one of the
43:28.36 things you can do too is actually
43:29.68 convert any teams conversation into a
43:31.76 patrix task so patrix allows you to you
43:35.04 know if your coworker asks you hey could
43:36.84 you send me a report I don't have to
43:39.08 open per Matrix to create the task I
43:41.24 literally just click over here click on
43:42.84 the ellipses choose create PM item and I
43:45.44 can create the task and choose the
43:46.76 appropriate project directly from here
43:48.72 very very helpful and useful and it's
43:51.08 saves you a ton of time and then of
43:52.88 course party Matrix allow you to send
43:54.80 the task as well
43:56.64 um when you click on this menu you can
43:59.24 open What's called action cards and so
44:1.12 you can send Pro Matrix action items to
44:3.68 your co-worker directly from here now
44:6.24 there's additional Integrations we have
44:8.20 with teams that you know I won't go into
44:10.36 more into here due to time but if as you
44:13.56 use Pro Matrix more you can explore it
44:16.00 but we have Integrations with your
44:17.88 meetings um where we can pull up the
44:19.88 agenda for you we also have integration
44:21.68 with workflows which means you can
44:23.48 create automations in party Matrix and
44:25.60 then we Integrations with Microsoft
44:27.84 co-pilot so if you're an organ um an
44:30.08 Enterprise organization with Microsoft
44:32.08 you can actually leverage co-pilot to
44:35.44 create automations within patrix so
44:37.56 really really neat stuff um okay with
44:40.00 that I'm going to go ahead and jump back
44:41.40 to my presentation
44:47.12 here
44:48.68 so hopefully um I gave you a taste of
44:52.36 what promatrix is now it's really up to
44:54.96 you on how to actually use PR Matrix for
44:58.52 your actual work um one I think it's
45:1.44 it's on you because honestly no matter
45:3.68 how good of a software application we
45:5.24 can create it depends on whether it
45:8.64 works for your um your needs and the way
45:11.92 that you think and the way that you work
45:13.88 so if you do if you have not yet signed
45:16.00 up for PR Matrix make sure you sign up
45:17.64 for for PR Matrix and then if you do use
45:20.08 teams and Outlook definitely install the
45:22.84 application the second thing is I would
45:25.32 say that you should create at least
45:26.72 three projects a personal priority
45:29.04 project which is where you track all the
45:31.12 tasks that you have to do right so then
45:32.92 you know what are the things that you
45:34.60 should work on at any point in time and
45:36.60 then the share team priorities that you
45:38.28 share with your entire team so that
45:40.32 could be you know three people that
45:42.20 could be 10 people um but the whole idea
45:44.68 is that when you guys are in that office
45:47.64 right you're able to project prod Matrix
45:49.60 on the big screen and everyone can look
45:51.28 at it and have a complete understanding
45:53.92 of what are the priorities Within the
45:56.00 prod Matrix and then um thirdly I think
45:59.92 that you should go and create a project
46:2.00 for key initiatives so they could be you
46:4.64 know improving operational efficiency
46:6.52 for this quarter or hitting some
46:8.72 marketing or sales Milestone or whatever
46:11.40 it is the reason you want to do that is
46:13.32 because those are probably really
46:14.76 important task and so by tracking them
46:16.44 in pry Matrix you can ensure that it's
46:19.00 actually popping up to the top of your
46:20.64 list and that you remember to work on
46:22.64 them I think if you want to part to be
46:26.32 the one central place where everyone can
46:28.28 be aligned and everyone can go to and be
46:31.40 um understand exactly what everyone's
46:33.56 working on then you have to put those
46:35.60 most important tasks into the
46:37.72 system then invite the appropriate team
46:40.00 members and Pitch them on why it's
46:41.48 important to focus on high impact task
46:43.52 it's ironic that I have to emphasize
46:46.16 this because what happens is people tend
46:48.64 to look at software as something that
46:51.84 use their time as opposed to helping
46:54.92 them be more productive and more
46:56.96 effective right but don't forget the
46:59.24 point of party Matrix is to ensure that
47:2.80 you're communicating to everybody what
47:4.68 your priorities are so ironically value
47:8.56 out getting value out of out of pry
47:10.48 Matrix is all about ensuring that you
47:13.84 don't work on the wrong things and that
47:15.80 you're actually working on the right
47:17.28 things and so in order to do that you
47:20.36 need team members on board and then you
47:22.72 can actually have those meaningful
47:23.92 conversation so make that they
47:26.48 understand that as well and actually
47:27.88 that's um if you have problems pitching
47:29.92 to your co-workers why you need
47:31.76 something like promatrix as opposed to
47:33.56 just another project management app or a
47:36.40 task list then you know you can reach
47:38.32 out to us and we can give you guidance
47:40.52 on on how to pitch that um and then when
47:42.64 you create task and PR Matrix I highly
47:44.76 recommend due dates and make sure that
47:46.76 you set due dates make sure you set
47:48.00 reminders and make sure you put them the
47:49.52 appropriate
47:50.56 quadrants then make sure you ruthlessly
47:52.84 prioritize um because if you don't
47:54.60 prioritize your task again if everything
47:56.84 is in the important and Urgent quadrant
47:58.84 then nothing is right that's no
48:0.56 different than having one long to-do
48:2.20 list and if nothing is important and
48:4.72 Urgent then maybe you should step back
48:7.68 and and rethink about um how everything
48:10.72 fits within the bigger picture to make
48:12.40 sure that you're achieving your
48:14.04 goals some advice use protom Matrix to
48:16.84 track high impact tasks initially so if
48:19.24 you're very new to prot Matrix and
48:20.76 you're worried about being overwhelmed
48:22.72 don't track everything in it right just
48:24.68 track things that matter
48:26.32 and then never forget that pry Matrix is
48:28.20 a communication tool and as a
48:30.12 communication tool what it does is it
48:31.68 creates alignment with your manager and
48:33.44 your team members make sure that
48:35.60 everyone is using it for that purpose um
48:38.20 to ensure that you're all on the same
48:39.64 page and then what I I think is
48:42.40 important too is use using per Matrix to
48:45.20 manage your individual goals your
48:46.68 personal goals a long time ago more than
48:49.04 a decade ago pry Matrix started out as a
48:51.56 software to help individuals manage
48:53.60 their priorities and then over time the
48:55.72 system evolve into helping entire
48:57.48 organizations track their priorities but
48:59.52 then we never forget our roots on that
49:1.72 individual goals and so hopefully you
49:3.76 using using prot Matrix to achieve some
49:6.72 of those goals um that you
49:9.00 have so what success should look like
49:11.72 with P Matrix is that you have one
49:13.36 central place to track priorities right
49:15.36 that's the number one use of P Matrix
49:17.40 and then two everyone understands and
49:19.64 our line on key tasks that repetitive
49:22.00 procedures are templatized now I didn't
49:24.12 really go into templates but we do have
49:26.64 again a webinar dedicated to templates
49:29.24 so then you can actually go and and uh
49:32.12 re and build out um anything that's
49:34.88 repetitive and so it allows you to save
49:36.68 a ton of time on repeated task and then
49:39.56 if you have emails that you prioritize
49:41.88 them which party Matrix and then you can
49:43.44 delegate those emails to appropriate
49:44.96 team members and then you don't drop
49:46.44 them that's it right and if you're able
49:48.40 to achieve these things then I think
49:49.84 you'll see a ton of value out of part
49:52.48 Matrix all right and with that I end my
49:55.00 presentation
49:57.20 here um I'll take a look to see if
49:59.48 there's any questions if you have a
50:1.48 question um please send them in the chat
50:3.72 and then I'll I'll try to answer them
50:5.92 right now and then if not you can also
50:8.56 send me a message hide affluence as well
50:11.28 okay I have a question um does everyone
50:14.32 every team member requireed a license in
50:16.12 order to receive the reminder so the way
50:18.32 it works with party mrix is there's
50:20.52 several types of licenses um you can
50:22.96 have what's called a full license which
50:25.52 which of course allows you to use P
50:26.88 Matrix across all your devices and so
50:29.08 forth we have a free license a free tier
50:32.36 if you have less than five projects 100
50:34.76 task and five collaborators so if you're
50:37.44 just a very very small team and you're
50:38.96 not tracking much all those users can
50:41.16 actually use prod Matrix for free um now
50:44.48 if you have a team members that do not
50:46.44 hit that threshold and they want to get
50:48.20 reminders then of course they would need
50:49.68 to actually have a patrix license and
50:51.80 then lastly we have what's called a
50:54.20 consultant license where if you work
50:56.44 with a lot of external parties um you
50:59.04 can actually get a license where the
51:0.60 other parties can actually get access to
51:3.12 PR Matrix without deep collaborations
51:5.60 within the rest of the team and so in
51:7.60 that case you can essentially share your
51:10.08 P Matrix license with other people if
51:12.08 you have any questions on that please
51:13.60 feel free to reach out to us and we'd be
51:15.00 happy to clarify but again if you want
51:18.28 uh co-workers to have a full license of
51:20.16 P Matrix then they do need um they need
51:23.20 that paid
51:24.36 license
51:27.60 are there any other
51:49.84 questions fantastic do you think you can
51:51.84 shoot us in um okay great do you think
51:54.52 you can shoot us in email to support
51:56.84 here and then we'd be happy toig
52:0.08 help you figure out what uh is the best
52:1.84 team license for
52:8.72 you all
52:11.44 right thank you everyone um as mentioned
52:14.36 this webinar is recorded and so we'll
52:16.00 share this with others with everyone
52:19.32 afterwards um also yeah definitely check
52:21.88 out our other webinars especially on
52:23.88 email management especially if you using
52:25.68 a lot of emails and you're trying to
52:27.04 prioritize a lot of emails and then also
52:29.16 on templates if you do a lot of
52:31.60 repetitive
52:33.00 work thank you for the feedback
52:34.96 hopefully hopefully um you'll feel the
52:37.84 the benefit right away appreciate it
52:40.96 thank you all
52:46.12 bye-bye