Email Management Masterclass with Priority Matrix

Video presented by Hai Nguyen

Webinar on

We all struggle with emails. Join us in this webinar to get tips and tricks on how to use Priority Matrix to gain absolute control over your emails.

-We'll cover how to prioritize emails, set due dates, delegate them and set reminders.
-We'll cover how to forward emails into Priority Matrix inbox and projects
-We'll cover how to use PM integrations with Outlook and Gmail

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Video transcription (41:9.64) Stop scroll

3:37.72 good morning everyone we'll go ahead and
3:39.60 get started first of all I want to let
3:41.80 you know that this webinar is recorded
3:44.16 and so we'll be sharing the recording
3:45.84 with you afterwards and then second of
3:48.36 all um in the chat section there in the
3:50.68 webinar you can actually type comments
3:52.68 or questions so if you have any
3:55.08 questions whatsoever during the webinar
3:57.36 please share them there or if you have
3:59.88 comments around your use cases that'd be
4:1.72 great as well and then I'll try my best
4:4.16 to address those near the end of the
4:6.80 webinar and with that we'll get started
4:9.16 on today's webinar topic which is email
4:11.52 management so hopefully you're here
4:13.28 today because you're looking for a
4:14.84 better way to prioritize your emails and
4:17.08 and task and so our Focus um will be
4:20.80 relatively straightforward which is on
4:22.68 the email management side of party
4:24.76 Matrix my name is hi I'm co-founder of
4:27.64 affluence the company behind party
4:29.08 Matrix
4:30.60 this webinar is intended to be a little
4:32.68 bit more um not an introduction to party
4:35.60 Matrix because you probably seen some of
4:37.64 or other recordings there and so we
4:40.32 won't be talking about the basics of the
4:42.28 um application and just the email
4:44.44 management
4:45.64 side my goals are pretty straightforward
4:48.24 help you understand how to prioritize
4:49.80 emails and turn them into task how to
4:52.16 attach emails into existing task help
4:54.80 you understand how to delegate emails
4:56.40 and ensure that your co-workers actually
4:58.00 get them and work on them and so you'll
4:59.72 get a status update on them and then how
5:1.80 to forward emails into PR Matrix how to
5:4.00 use pry Matrix for both Gmail and
5:6.08 Outlook and then create rules so then
5:8.20 specific emails are seamlessly added to
5:10.12 the appropriate projects so as you can
5:12.28 tell it's all around emails
5:17.16 today so what is party matrix it's a
5:19.68 comprehensive email priority and project
5:21.52 management software to help teams manage
5:23.28 emails conduct efficient meetings and
5:24.76 get realtime status updates on critical
5:26.88 projects and priorities in fact um
5:29.52 emails is one of the reason why
5:30.68 customers come to party Matrix because
5:32.64 you know that's the bane of our
5:33.64 existence in some ways which is I get so
5:35.60 many emails every single day I get a
5:37.52 couple hundred emails and so you know I
5:40.32 flag them a lot um but I find it
5:42.68 extremely challenging to be on top of
5:44.52 them and so which part Matrix I'm able
5:46.48 to actually convert them into tasks with
5:48.68 actual due dates and reminders and so
5:50.32 forth and that helps tremendously with
5:52.68 prioritization and so I'll try to share
5:54.60 some of my best practices with you today
5:56.56 as well and as mentioned if you have any
5:58.96 specific questions please ask uh because
6:1.84 that's the best way for me to engage
6:3.28 with you and make sure that this webinar
6:5.72 is
6:6.88 relevant so what makes petrix better
6:9.64 than other Solutions we're the only one
6:11.56 that's um only soft software application
6:13.88 that's Microsoft 365 security certified
6:16.36 in Outlook teams and web app um we are
6:19.56 adding a lot of AI
6:21.28 capabilities around project management
6:23.24 and general and then party Matrix is
6:25.60 also available um as part of several
6:27.60 Solutions SAS Hippa comp Cent for
6:30.00 healthcare and Life Sciences as well as
6:31.84 Azure government Cloud for state and
6:33.80 local
6:36.56 government so as you recall if you
6:39.04 started using PR Matrix already you see
6:40.88 that front and center in patrix
6:42.56 everything revolves around the four
6:44.00 quadrant methodology and that's sort of
6:46.12 the philosophy behind PR Matrix and so
6:48.00 we tend to
6:49.12 take everything that you have and we we
6:51.92 try to fit it into a 2X two Matrix um
6:54.64 the most basic fundamental Matrix that
6:57.08 we have is the Eisenhower Matrix and the
6:59.24 way way you describe that is in quadrant
7:1.00 one you have the important and Urgent
7:3.88 tasks right in the quadrant two the plan
7:6.28 quadrants are the important but not
7:7.60 urgent task so the whole idea is instead
7:9.88 of having one long
7:11.36 list just like your emails right instead
7:14.04 of having one you know email inbox with
7:18.20 literally hundreds or thousands of
7:19.88 emails in it imagine if you're able to
7:21.96 take that all of those emails and
7:24.20 actually sort them into these various
7:26.36 Dimensions that makes a lot more sense
7:28.88 and that's the point um which is I think
7:31.28 that we get really lost in things when
7:33.92 it's unorganized when it's just one list
7:37.20 and it's kind of meaningless and so what
7:39.24 happens in such a list is you end up
7:41.48 working on the things that are Urgent
7:43.40 and what I mean by that is the things
7:44.76 that are that just pops up right the
7:47.72 last email that you receive is the first
7:49.60 email you respond to that's just how it
7:51.48 works and so the whole idea is how do we
7:53.64 actually take control of this and
7:55.80 prioritize the emails and then obviously
7:58.24 the most um
8:0.00 that the next layer to that is how do
8:1.96 you actually delegate these emails to
8:3.64 other people and then ensure that others
8:5.96 also work on the right emails and then
8:7.72 making sure that you actually set due
8:9.08 dates and reminders and so forth so keep
8:11.32 in mind that everything that I show you
8:13.08 around email Integrations pulls back
8:15.52 into per Matrix and ensure that you
8:17.52 actually organize them into these
8:21.60 quadrants the webinars are posted on
8:24.52 webinars and so if you're
8:26.60 interested in the other webinars where
8:28.20 we also have them there and then also a
8:30.12 slide note tomorrow I'll be doing a
8:31.84 webinar on custom templates so if you
8:34.64 have workflows um onboarding processes
8:37.64 or whatever that have a lot of recurring
8:39.36 tasks we have pretty Advanced
8:41.16 capabilities around um templates and so
8:44.12 I'll be covering that tomorrow but as
8:46.52 mentioned the webinar from today will
8:48.28 also be posted there all right with that
8:51.24 I'm going ahead and jump into P Matrix
8:52.96 and walk you through these emails
8:54.28 Integrations as mentioned you know I
8:56.52 will not be covering the basics of
8:58.32 petrix and so I'll be jumping real fast
9:1.08 into the email management side if you
9:2.96 have questions around the basic of PR
9:4.68 Matrix make sure you watch our other
9:6.00 webinars okay so as you can see this is
9:8.28 our web app front and center is the four
9:10.40 quadrants everything that I have should
9:12.00 fit within these four quadrants so let's
9:14.36 go ahead and imagine if I have an email
9:17.80 that comes to me and I want to organize
9:19.52 it into this quadrant what I do I'll go
9:22.08 ahead and open Outlook here when I have
9:24.52 Outlook open um this is my list of
9:26.60 emails right and so Outlook tries to
9:28.28 organize a little bit you can see you
9:30.16 know now they have these uh subfolders
9:32.24 called focus and others and so forth and
9:34.12 you can do some sort of organization but
9:36.24 the challenge remains that if you have
9:37.68 an email um and then you can't respond
9:40.28 it today and you need to ensure that you
9:41.76 respond to later what do you do
9:44.24 typically you flag them which is what I
9:45.80 do as well um the problem is if it's
9:47.68 five flag emails it's fine it's a 100
9:49.68 flag emails it becomes really really
9:51.76 difficult to be on top of them so with
9:53.56 PR Matrix what you can do is you can
9:55.20 convert any of these emails into task
9:57.04 I'm going to give you an example right
9:58.28 here so let's just say I have an email
10:1.44 that I open here now I'm on Outlook for
10:4.12 web um and in here I have the option to
10:7.64 install an app and so if you haven't
10:9.44 done this already make sure you do it
10:10.96 click on the app store go add app and
10:13.48 then search for party Matrix for
10:15.36 Outlook I have P Matrix already
10:17.56 installed I can actually click on this
10:19.32 option here and when I do I have two
10:21.80 choices the first is open PR Matrix and
10:24.00 the second is prioritize email and so as
10:26.48 you can see if I click prioritize email
10:29.60 what happens is the right hand side
10:31.16 opens up what's called the item details
10:33.32 I'm sorry the email capture box um and
10:36.36 so what do allow me to do is actually
10:38.04 convert this email into a task it grabs
10:40.12 the subject and makes that a task name I
10:42.44 can edit it but here's the next part it
10:44.76 actually lets me go and choose what
10:47.36 project um it belongs in and so I have a
10:51.28 project selected here I can choose what
10:52.80 quadrant so let's just say if this email
10:54.72 is very important and I want to make
10:56.40 sure that I I know that it's important
10:58.52 right I goad and choose quadrant one
11:0.48 here and we set a due date for Friday
11:4.24 and with that if I click capture email
11:6.92 um what happens is it opens up what's
11:10.68 called the item details and so now this
11:13.48 task has been converted into a task
11:15.72 inside pry Matrix um and then the item
11:17.88 details I have a lot more information I
11:19.56 can add to the task itself so now um I
11:23.68 set up the task name right if I want to
11:25.84 make sure that this is important it pops
11:27.56 to the top of my list I start it and so
11:29.84 inside PR Matrix it'll go to the top of
11:32.00 each of my quadrants and then below that
11:34.08 I have ownership progress effort
11:36.40 reminders and due dates and so you see
11:38.88 how the due dates is here but let's just
11:40.72 say I want to set a reminder I can
11:42.40 actually go choose a reminder and then I
11:45.04 can choose remind me
11:47.00 tomorrow um and then I'll go ahead and
11:49.68 choose 12:00 pm
11:52.76 here and so that's how I would set a
11:54.88 reminder okay and I actually also can
11:56.60 make this reminder recurrent like one
11:59.20 time or on a daily basis until I get the
12:1.64 task done and so that's how I set a
12:3.28 reminder and so tomorrow at 12:00 p.m.
12:6.12 I'll get a
12:7.24 reminder uh to make sure that I start
12:9.40 working on the stuff I need to do to get
12:11.12 this email done the other thing I can do
12:12.88 is actually I can delegate this email to
12:14.92 somebody else so I can go ahead and
12:16.72 delegate to a coworker so now what I've
12:19.16 just done is I've taken an email instead
12:21.72 of just flagging it I've converted to a
12:24.00 task I've set a due date for me and then
12:26.56 I set a reminder there's a big
12:27.96 difference between due date and reminder
12:29.88 let me give you an example let's say
12:31.96 that I want to follow up with a customer
12:34.16 and I want to do that in two weeks but
12:36.40 in the meantime I have to actually do
12:38.04 some some leg work for it right so maybe
12:40.44 some research or something like that so
12:42.24 what I want to do is I actually want to
12:43.48 set a reminder for me to get started a
12:46.16 day or a week or something
12:48.24 beforehand so this is how you trick your
12:51.00 brain into ensuring that you work on the
12:53.88 most important emails and let me explain
12:56.12 how that works what happens is that we
12:58.40 tend to to be pulled into the Urgent
13:0.28 task right the the last email in is the
13:2.52 first email out as I mentioned earlier
13:5.28 so by setting reminders with patrix what
13:8.44 happens is patrix Will constantly remind
13:10.92 you say on a daily basis or weekly basis
13:14.00 so then it actually becomes top of mind
13:16.12 so then everything that's actually
13:17.68 important is always popping up to the
13:19.92 top of your list and so then you
13:21.76 actually know that you can uh you know
13:23.52 that those things are happening and you
13:24.80 actually can spend the time and
13:25.84 resources on that so definitely leverage
13:29.16 the reminder capabilities and leverage
13:31.20 due dates um because that's probably the
13:33.52 most powerful thing about promatrix
13:35.52 which is ensuring that actually I'm also
13:38.32 managing the time Dimension right okay
13:42.60 so now I have that and now within the
13:44.28 item details you can see there's a
13:46.20 history of all the changes that that's
13:48.00 happening um the content of the emails
13:50.76 so as you can see it actually copies
13:52.36 this content of the emails here into the
13:54.16 note section now as can you can also see
13:57.00 that you know it's sort of just mangled
13:58.84 together but here's the thing the actual
14:0.96 email is also uploaded for me right here
14:3.56 in the EML so what happens is my
14:6.72 cooworker who got delegated this
14:8.44 particular email can actually click on
14:10.36 this email file and open it on her
14:12.92 computer and buil a respond to the
14:15.20 customer so if you have an external
14:17.76 email that's coming in and you're
14:20.04 converting it into a task which PR
14:21.56 Matrix It ensures that your co-worker
14:23.48 can actually see it but here's the neat
14:25.36 part which is if you had just forwarded
14:28.04 this email to your coworker there's no
14:30.84 sense of you wouldn't have been able to
14:32.76 set a due dates you wouldn't have been
14:34.08 able to set a reminder you wouldn't have
14:36.08 been able to set subtask um Etc and so
14:38.72 what part Matrix are able to do all of
14:40.28 those things and not only that it's in
14:42.08 the appropriate quadrants in the
14:43.56 appropriate project now let me show you
14:45.52 where it looks in my if I go back to
14:47.16 part Matrix here you see that task right
14:50.24 here right here was that email that I
14:52.28 just created and so created the task
14:54.64 this was the um the item name here uh
14:58.32 and then from there it's assigned to the
14:59.96 person I have the due date reminders
15:2.16 everything get synced over into my pry
15:4.48 Matrix and now if I'm on my phone I'm in
15:7.04 Microsoft teams I'm on my desktop app
15:9.36 this information is present and again if
15:11.56 you go to the resources section that EML
15:13.96 file is here so now let me go back to
15:16.60 Outlook for one more uh moment so now
15:19.56 you've seen how we can actually convert
15:21.16 an email to a task but what happens if
15:23.56 you want to actually convert an email
15:25.28 into an existing you want to add the
15:27.08 email to an existing task well part
15:29.16 Matrix is the only integration that I'm
15:31.48 aware of that lets you do that let me
15:32.72 show you how to do that so now let's
15:35.48 just say I have the same email that's
15:37.16 coming in and it's from again the a
15:39.00 customer but I already have a task open
15:41.56 for that customer right and so it's a
15:43.52 followup so instead of actually creating
15:45.84 another task what I want to do is
15:47.36 actually I want to attach an existing
15:48.80 task so I'm going to click on open
15:51.04 patrix when I choose to open patrix now
15:53.72 what's going to happen is it lets me
15:55.88 search for all of my task inside patrix
15:58.32 and so so you can see how it actually
16:0.16 loads all of these tasks that I have and
16:3.00 I actually can search for the item name
16:4.64 here otherwise it will actually show you
16:6.64 show you the latest task that that comes
16:8.80 that come in and now what you can do is
16:10.96 you can hover over an existing task and
16:13.60 choose
16:14.88 attach and so what that does is it
16:16.96 actually takes the email and attach it
16:18.60 to an existing task now you can also see
16:20.96 that you actually get two options have
16:22.56 the option to link and the option to
16:24.36 attach attach means actually attach the
16:27.08 email itself and link means to actually
16:29.64 just create a link to the email and so
16:32.48 it opens an Outlook now why would you
16:35.00 want to do that it's just a matter of of
16:37.20 preference and it's also a matter of um
16:39.96 email policies and so forth so when you
16:42.68 upload an email into party Matrix it
16:44.44 actually uploads into our system right
16:46.64 and maybe you don't want to upload into
16:48.00 your system instead you just want to
16:49.40 link it and so that's how it would work
16:51.56 but if you link it then your coworker
16:53.24 may not able to um to open the email
16:57.00 obviously so that's how you attach email
16:59.08 to an existing task one thing that you
17:1.16 also notice is party Matrix will try to
17:4.16 tell you if there are duplicate tasks
17:6.28 that already exists for this particular
17:8.28 email so when you create the a task from
17:11.60 pry Matrix um pry Matrix will go and say
17:14.60 hey this might already exist and the
17:16.72 reason the a it's able to do that is
17:18.76 because your coworker might be CCD with
17:21.56 you on a particular email and so if
17:23.72 that's the case our system will go and
17:25.84 tell you hey you know your co-workers
17:27.72 already converted this listen to a task
17:29.52 maybe you shouldn't so that's part of
17:31.80 our intelligence systems that's there to
17:34.00 help detect that to ensure that you're
17:35.64 not creating duplicate task so that's
17:38.00 how you convert an email into a task
17:40.16 using Outlook now let me show you some
17:42.84 configuration you can do inside Outlook
17:45.60 if you click on this gear icon here you
17:47.48 can go to settings and you have a couple
17:49.44 of choices first it uses the message
17:52.24 body as item notes so you saw how
17:54.12 earlier it took the body of the email
17:56.08 here and added to the notes you can turn
17:57.88 that on or off now the reason why you
18:0.92 might want to turn off is for maybe
18:2.56 again email privacy so you're still able
18:5.04 to convert an email into a task inside
18:7.84 pry Matrix without uploading the email
18:10.36 without uploading the content of the
18:11.84 email and all that does is it actually
18:13.80 links back to the email that you have
18:16.04 inside Outlook and then it'll open your
18:18.08 outlook itself right um You can attach
18:21.16 the original message which means the the
18:23.64 EML file to the task itself and then of
18:26.64 course you can actually link to the
18:28.40 email as as well so that's these are
18:30.52 some of the options that you have inside
18:33.12 um Outlook so that's how you get to it
18:36.16 so now let me show you a couple of other
18:37.72 things around email Integrations with
18:41.16 Outlook party Matrix has um pretty deep
18:44.80 Integrations with a couple of other
18:46.68 things so let me show you something
18:47.88 called the inbox so imagine if you
18:50.84 create a task but you don't know what
18:53.24 project it belongs in yet right you can
18:55.16 think of it as like sort of like a cat
18:56.68 all and that's what the inbox is so here
18:59.08 inside pry Matrix I open the Inbox and
19:2.24 you see how I have a couple of tasks
19:3.60 here for inbox in fact I by the way I
19:6.00 also use the inbox to uh create very
19:9.00 very basic tasks so for example it's
19:10.76 something I want to do something I want
19:12.52 to read um a web page I want to look at
19:15.12 Etc I actually create that task inside
19:17.52 the inbox because it doesn't belong in
19:19.12 any specific project and then I can just
19:21.28 add have it be in this list and again
19:23.52 this is sort of my catch all list but if
19:27.24 you go to the inbox at the very top
19:29.36 you'll notice something called The
19:30.80 Secret inbox now if you click on this
19:34.00 what happens is you get a uh very
19:37.16 specific email address right here you
19:38.88 see um I can do that and then if I right
19:41.20 click on this I can choose and copy
19:43.08 email address so this is your secret
19:46.72 inbox address if an email comes to this
19:49.64 address it will show up in your inbox so
19:52.12 let me give you a use case on why you
19:53.64 want to do this um for me personally
19:56.64 when I'm on my phone I sometimes I'm
19:59.36 browsing and and again I'm looking at my
20:1.32 emails and then some email comes in
20:3.08 that's very important um and it can come
20:5.04 from any inbox I have multiple inboxes
20:7.28 my personal inbox my work
20:9.04 inbox I'm sorry my work emails my
20:11.24 personal emails Etc and so what happens
20:13.88 is when I have an email that comes in I
20:16.00 want to for it into my pry Matrix um but
20:18.88 maybe the email is my personal email but
20:21.00 my pry Matrix is my work email well the
20:23.24 secret inbox doesn't care so what that
20:25.36 allows you to do is you can actually
20:26.88 create that as a contact
20:28.88 inside your phone and then whenever you
20:31.92 you have an email that comes in you
20:33.60 forward it into pry Matrix using that
20:35.88 way so I'll show you how it works so
20:37.96 here I'm going to go
20:39.32 ahead and take an email um actually I'll
20:42.64 just send a new email here I'll paste
20:44.72 that address that I copy okay and then
20:46.96 I'm going to say this is a test email um
20:51.68 created during webinar and then here's
20:54.80 what I'm going to do I'm also going to
20:56.24 say um do
20:59.52 today uh remind
21:3.12 me in one week okay so what I'm doing is
21:8.52 I'm creating a brand new email but again
21:10.24 this could have been a forwarded email
21:11.72 and I'm going to go ahead and click
21:13.76 Send so what happens is that by Saving
21:16.76 this inbox address I can use it as a
21:19.04 place to easily allow me to convert to
21:21.72 create new emails from an existing email
21:24.12 new emails Etc and one thing you'll
21:26.24 notice is that I actually in the body
21:28.40 itself actually type what's called
21:30.32 commands so the way part Matrix works is
21:32.72 we
21:33.52 actually um add natural language
21:36.64 processing in a couple different places
21:39.08 to make it easier for you to actually
21:41.48 set dates and reminders and so forth so
21:43.52 let me show you how that
21:44.92 works if I go back to my um party Matrix
21:48.68 here oh by the way I'll go back to the
21:50.76 inbox to show you that the email comes
21:52.56 in it does take a few minutes because it
21:54.64 actually gets sent to your system and
21:55.88 then gets processed but it'll show up in
21:57.64 your inbox box in a little bit so let me
21:59.72 go and jump to an existing project here
22:2.92 so earlier you saw how I converted this
22:5.24 email into a task and then to create a
22:7.04 reminders I clicked on the reminder one
22:9.28 thing I can do too is I can just say
22:11.40 remind me daily um in the comment itself
22:14.64 and so what promatrix does is whenever
22:16.84 the text turns green here it means that
22:18.52 our system interpreted as a natural
22:20.44 language and so when that happens it
22:22.88 actually sets a reminder for me um and
22:25.08 then I can also say you know do in two
22:28.08 weeks or something like that directly
22:29.52 here inside the chat for promatrix so by
22:32.44 leveraging that same command system in
22:34.96 the forwarded email I can set due dates
22:37.56 I can actually set reminders I can even
22:39.68 delegate to other people so let's go
22:41.64 back to the inbox let's see if that came
22:43.04 in oh there it is you see how this email
22:45.52 came in this is the one that I just
22:47.20 created from Outlook and because in the
22:50.28 notes section here I said do today and
22:53.04 remind me in one week you see it
22:54.84 actually set the due date for me and
22:56.36 then in one week I have reminder and so
22:58.48 imagine how powerful that is if you
23:0.20 don't use this already or you're not
23:2.12 aware of this it is so helpful when
23:4.68 you're on the go when you're out and
23:6.64 about and you get an email and guess
23:9.76 what you know you can't just flag them
23:11.68 on the phone especially if you're trying
23:13.16 to consolidate and have one central
23:14.88 place to organize everything you simply
23:17.00 take your phone click open that email
23:19.96 click forward type you know inbox prod
23:22.96 Matrix or whatever it is again that's
23:24.72 the name of the contact that you create
23:26.56 my recommendation is to call it inbox
23:28.72 party Matrix um because if otherwise if
23:31.72 you type party Matrix I might send an
23:33.20 email to our support instead which you
23:34.76 don't want to do so that's why I like to
23:36.48 use the name inbox prod Matrix and so I
23:38.68 would literally type inbox on my phone
23:41.24 and then right in the body I would say
23:43.56 something like these commands do today
23:45.92 or you know do in one week remind me
23:47.92 daily I love doing that and now you know
23:50.96 when I go back to P Matrix it reminds me
23:54.56 so helpful I use this all the time um
23:57.64 and in terms of capabilities it's I
23:59.00 think it's one of my
24:0.68 favorite okay so that's how the email
24:3.52 inbox works and so you can imagine that
24:6.04 same inbox address Works in any email
24:9.24 system as well so there was nothing
24:11.44 special about Outlook um where I had
24:14.28 that email um inbox address so let me
24:17.20 show you how it works in Gmail then if I
24:19.88 go to Gmail I can do the exact same
24:21.68 thing I can also save that contact as an
24:23.96 address and then I can say this is an
24:26.84 email
24:28.40 from
24:30.48 Gmail okay and I'm going to say do in
24:33.12 two weeks remind me daily and I'm going
24:36.56 to go ahead and click Send okay so now
24:39.32 I've just created an email from Gmail as
24:41.72 well but party Matrix also has the
24:44.32 ability for you to actually use your
24:45.96 Gmail integration as well so um if you
24:49.84 go to Gmail and you click on get add-ons
24:52.72 you can choose pry Matrix and so in this
24:54.84 case I don't have an email that I can
24:56.88 open to show you but when you have an
24:58.80 email selected you can click on the
25:0.88 extension here and party Matrix open up
25:2.84 on the right hand side allowing you to
25:4.68 convert that email into a task just like
25:6.88 what you saw in Outlook the capability
25:8.88 is a little bit um it doesn't have as
25:11.36 many features as the Outlook
25:12.96 Integrations due to the nature of Gmail
25:15.36 add-ons uh but essentially that's how
25:17.36 you can do this uh do that within Gmail
25:20.40 itself so that's pretty
25:22.56 straightforward so there's no um so
25:25.24 that's how you can convert any email
25:27.16 into a Tas an Outlook and Gmail that's
25:29.36 how you forward an email into pry Matrix
25:31.76 inbox now let's just step back for a
25:34.72 second and talk about some other use
25:36.96 cases what if you don't want to send an
25:39.60 email to your inbox instead you want to
25:41.88 send your email to a specific project
25:44.84 well guess what pry Matrix has an email
25:47.84 address for every single project that
25:50.76 you have so let me show you how that
25:52.04 works when I go to my team priorities
25:54.52 right here what I can do is I can go to
25:57.76 the project details and so if you click
26:0.72 again on select the project that you
26:2.28 have click on edit project and now on
26:4.48 the right hand side this is the project
26:6.04 details right this is where you can edit
26:7.64 information on the project you can
26:9.28 invite people and so forth and so in
26:10.92 this case you can see that I have two
26:12.56 team members in this particular project
26:15.44 so let me give you an example let's just
26:17.84 say if you are working on a project that
26:21.96 involves a bunch of external customers
26:24.68 um and you have multiple team members
26:27.20 involved and you want to organize all
26:29.60 the emails that you get from that
26:31.44 customer and put it inside this this
26:33.72 project instead of sending into the
26:35.32 inbox what you can do now is you can
26:37.00 send it to the project itself if you go
26:39.44 to the top right in the project details
26:41.44 there's an option called get secret
26:44.00 email address now what's nice is that
26:47.76 you can get an email address that will
26:50.64 let you put that a task into any
26:55.60 quadrant and then also a assign it to
26:58.32 any person as well so let me give you an
27:1.68 example let's say I want to get an
27:4.08 address that would go and put an email
27:7.28 into quadrant one and assign it to
27:9.80 Eugenia and a copy address okay so now
27:13.76 what I can do inside Outlook or Gmail or
27:16.48 whatever is when I create this task I
27:19.96 again I have a special address for it
27:21.96 this goes to
27:23.68 q1 uh and I'll sign to Eugenia until so
27:27.96 I'm doing this just again as an example
27:30.16 do tomorrow okay and I click Send so now
27:35.12 what happens is that instead of that
27:37.60 email going into the inbox it actually
27:39.36 gets organized for you into the
27:41.40 appropriate quadrants as well so what I
27:44.28 can do is I can go ahead and save that
27:47.20 particular email and give it the
27:49.40 appropriate name a contact name so then
27:52.24 when I forward the email I know exactly
27:54.24 where it
27:55.16 goes now how do you automate this whole
27:57.60 process let me give you an example for
28:0.00 me personally whenever I get an email
28:1.76 from Microsoft it actually goes into my
28:3.60 Microsoft Project automatically and the
28:5.92 way you do that is using rules so inside
28:9.20 Outlook so let me open Outlook
28:11.80 here so here I have outlook for desktop
28:14.88 open okay so if you don't use Outlook if
28:18.08 you use Gmail if you use other email
28:20.64 software it doesn't matter they all have
28:22.88 rules management system so I'll show you
28:24.60 how to do that in Outlook though if you
28:27.16 go to um outlook here and outlook for I
28:30.96 have it on Mac but you can do it on
28:32.36 Windows and so forth and you go to rules
28:34.92 you can go and choose create
28:37.88 rule so what happens with rule is that
28:41.56 for you can go and and set all sorts of
28:44.40 criteria for all emails from Microsoft
28:47.72 for all emails from customer X for all
28:50.56 emails from your manager Etc um then
28:54.16 what you do is you go down here and you
28:56.16 choose for forward to and then you paste
28:59.32 the address that's it that's all you
29:0.96 have to do and so what that allows you
29:3.60 to create is a bunch of rules that
29:6.48 automate your entire process and so then
29:8.88 every email that goes from client a that
29:11.12 comes to you from client a gets
29:13.36 forwarded into your patrix project for
29:15.96 client a and then client B goes to
29:18.48 client uh Project B and so on and so you
29:21.04 just have to set that up as a rule and
29:22.88 pry Matrix will sort of uh take that
29:25.16 information and put it into the
29:26.28 appropriate quadrant for you
29:28.36 so I think this is actually really
29:30.00 useful especially if you want to use
29:32.60 proty Matrix to manage support tickets
29:35.28 um or to manage uh request or if you are
29:39.48 a service where you know people are
29:41.12 submitting forms and so forth you can
29:43.44 use this as a way to convert emails into
29:45.56 task and then what happens is instead of
29:48.32 everyone going into Outlook and into G
29:51.88 uh your inbox address and look at the
29:54.12 emails they can just go to your party
29:55.68 Matrix and see the tasks that are coming
29:57.20 in in and remember you can assign the
30:1.28 the task too to specific people right
30:4.16 and so if you have multiple customer
30:6.04 service rep you can actually ensure that
30:8.48 um those reps are actually assigned the
30:10.32 the appropriate uh emails based on
30:13.32 whatever rules that you set okay so
30:16.08 that's how rules work now let me show
30:17.68 you how to set up the rules inside Gmail
30:20.04 it's very similar you go to Gmail here
30:23.12 um you go to settings I believe
30:28.52 um see all
30:30.32 settings and then you do uh
30:33.16 forwarding and then from this forwarding
30:35.56 you're able to go and add a foring
30:37.88 address and then you paste in the
30:39.96 address again then you click
30:42.40 next and actually I'm not sure okay
30:45.64 there you go lets me proceed what
30:47.76 happens now is when you choose this in
30:50.28 Gmail um it's actually going to create a
30:54.24 task inside party Matrix that lets you
30:57.60 verify it so when you create the rules
30:59.84 from from Gmail there's an additional
31:1.88 step that you have to follow through but
31:4.52 while I go back to PR Matrix here I want
31:6.28 to show you that that email that I sent
31:8.76 to my project showed up here right this
31:11.28 email is go to q1 asign Eugenia it shows
31:13.84 up here and now from here Eugen can see
31:16.60 it and she has a due date and it shows
31:19.04 up her produ Matrix and um you know if
31:22.40 if she has reminders or whatever it'll
31:24.84 pop up and now you can see that from
31:27.32 Gmail here that just pops in this is a
31:30.28 email that says um allowing me to
31:32.32 forward it and pretty much there's a
31:34.20 link here that I click on and when I
31:35.80 click on that it verifies it and now I
31:38.40 can actually set up rules from Gmail to
31:41.08 forward any specific emails that you may
31:43.44 have so that's how you set up rules in
31:45.72 Gmail that's how you set up rules in
31:48.24 Outlook one of the things I want to talk
31:50.32 about is how do you ensure that you work
31:53.68 on the most important emails always and
31:56.32 so again this is what what I I like to
31:58.52 do I like to set the due dates and then
32:1.44 I like to set the reminders and then
32:3.32 what happens is on a daily basis party
32:5.96 Matrix will send me a reminders in the
32:7.88 home view so if you go to the home view
32:10.00 in party Matrix this is called the
32:11.52 alerts and the points of the alert um
32:14.80 system here is to tell you the things
32:16.72 that require your attentions so if you
32:18.88 use pry Matrix you'll see that the kind
32:21.64 of tasks that shows up here are things
32:23.92 like things that have been delegated to
32:25.72 you um things that have a due date uh
32:28.72 that's coming up right now and also
32:31.28 things that have reminders and so when
32:33.20 you have those recurring reminders for
32:35.32 specific emails it'll keep popping up
32:37.72 here in the alert section and by the way
32:40.32 this is this is how I tackle my problem
32:42.36 which is um you know I get so many
32:44.28 emails as I mentioned by setting
32:47.28 recurring reminders for my most
32:49.04 important emails time-sensitive emails
32:52.12 it's always popping up here and then I
32:53.80 don't really have an excuse I'm like
32:55.16 okay I saw you know I saw this yesterday
32:57.20 I saw this two days ago I see it today
33:0.28 then I can click on it and like okay let
33:1.56 me get to it you know and finally deal
33:3.88 with that couple of other things you
33:6.48 notice that actually when these tasks
33:8.40 come in as emails there's an email icon
33:11.12 associated with it right and so party
33:13.24 Matrix will go and detect emails and
33:15.28 actually add this email icon so if you
33:17.64 want to go and find out all the emails
33:19.60 you have in party Matrix I'll show you
33:20.92 how to do that you can go to the search
33:23.00 what the search does is it's a master
33:25.52 list of all the tasks have across all
33:28.00 your projects but if you go to
33:30.28 filter um you can actually go in here
33:33.40 and then see all the things that all the
33:36.40 things that you have across um across
33:40.16 your all your projects and then you can
33:42.12 change it you can change by um due dates
33:45.44 um and then due date uh who what who
33:48.52 it's assigned to what quadrants and so
33:50.68 forth and then at the same time on the
33:53.92 left hand side here you can see that
33:55.96 actually I can sort by icons and so when
33:58.64 I click on this icon it actually sorts
34:0.92 puts all my emails um icons together and
34:4.08 so then you know essentially these are
34:5.84 all my tasks that have um the emails
34:8.64 associated with them and so that's one
34:10.08 way for you to be able to go and find
34:13.20 all the tasks you have that are related
34:15.20 to emails inside party
34:17.24 Matrix and you know that party Matrix
34:19.48 integrates with Microsoft teams and and
34:21.48 so forth so if you do use Microsoft
34:23.12 teams along with Outlook what you can do
34:24.80 is you can add pry Matrix to teams and
34:27.12 then you can actually add the chatbot as
34:29.20 well and if you do add the chatbot to
34:31.12 teams what happens is when those emails
34:33.48 become due or you need um the reminders
34:36.20 come through the chat bot will also send
34:38.64 you a message in teams so it adds
34:40.48 another layer of notifications to ensure
34:43.56 that you actually get to your
34:45.76 emails okay so what I've shown you now
34:49.48 is again how to create emails from task
34:52.40 uh I'm sorry how to create tasks from
34:54.40 emails how to forward emails into PR
34:56.96 tricks um how to actually forward emails
34:59.56 from Gmail how to delegate them how to
35:2.84 see
35:4.04 reminders let me give you some tips on
35:7.68 on how to best leverage pry
35:10.76 Matrix one I always set due dates and I
35:16.16 always set reminders and then two I like
35:20.00 using the star so if you if you use PR
35:23.28 Matrix often and you have tasks that are
35:25.28 really important star them what happens
35:27.80 when you star them is they pop to the
35:29.84 top of the list now of course if
35:31.80 everything is starred then nothing is
35:33.72 right but if for the your most important
35:36.04 emails you star them you set the due
35:38.44 date you set the reminders and you you
35:40.40 know put in quadrant one you're going to
35:42.48 get so many notifications and PR Matrix
35:44.68 you will get to that email um and then
35:48.12 when you don't the due date here will
35:50.00 turn red and so it's very very easy and
35:52.56 very visual um for you to see that the
35:56.08 second thing that I recommend is if you
35:59.24 plan to use proty Matrix to organize a
36:1.08 lot of emails you can create a project
36:3.40 just for email management and so then
36:5.60 when you go to Project here um you
36:7.96 create that project and you know call it
36:9.76 emails or whatever and then you can copy
36:12.36 the inbox address for those emails um
36:15.56 and then save that as your contacts so I
36:18.84 highly recommend that you at least add
36:21.32 your inbox address as a contact for both
36:24.40 your mobile device as well as on your
36:26.00 desktop so so then you have that as a as
36:28.44 um a placeholder but then if you use pry
36:31.72 Matrix and you want to organize all
36:33.72 these emails into all these other
36:35.12 projects then make sure you save the
36:36.72 inbox address for each of those as
36:39.20 well
36:41.28 okay now let me see here I want to make
36:44.00 sure that I covered um everything that I
36:46.84 wanted to cover here as mentioned if you
36:49.56 do have questions make sure that you
36:51.36 send them
36:55.68 um
36:57.64 okay so I let me go back to the slides
37:2.56 here and so I want to just go back to
37:5.52 the goals that we created earlier or we
37:7.56 mentioned earlier and make sure that
37:9.60 I've addressed every single one of these
37:11.64 okay one you understand how to
37:13.64 prioritize the email and how to turn
37:15.08 them into task two you can see how you
37:17.44 can attach emails to existing task three
37:20.36 you see how I can delegate an email and
37:22.80 then from my coworker standpoint what
37:24.88 happens they just have to go to their
37:26.12 alerts as as well and so the whole goal
37:29.00 of pry Matrix is to create one central
37:31.12 place to capture all your priorities
37:33.64 across your teams and your
37:35.80 organizations so you know to fully
37:38.40 leverage it got to make sure that you
37:40.12 know your co-workers are also using
37:42.00 patrix and that you know they they check
37:44.44 their alert section so then they know
37:46.68 that they've got an emails that U that's
37:48.56 due
37:49.92 Etc um you learn how to forward emails
37:52.60 into patrix and then you learn how to
37:55.12 use Gmail and Outlook to create task as
37:57.72 well and then you also learn how to use
38:0.24 rules so then specific emails are
38:2.08 seamlessly added to the appropriate
38:4.28 projects um so what happens is I like to
38:7.16 set different rules uh for for different
38:10.60 use cases just make sure that you keep
38:12.84 them somewhat organized because because
38:14.72 if you you know just are sending every
38:16.68 single email into part Matrix I don't
38:18.60 recommend that because that's just too
38:19.76 many emails too many task and now you
38:21.64 just have another inbox which I don't
38:23.40 think is very useful so it's better to
38:25.36 have the rules deal with only your most
38:28.00 critical emails um so then you can
38:30.36 ensure that you actually get to them
38:34.48 okay so let me
38:37.00 summarize with this presentation
38:43.04 here so what would success with par
38:45.40 matric look like one do you have this
38:47.44 one central place to track all your
38:48.92 priorities and then now also the emails
38:51.44 as well um everyone's on the team
38:53.80 understands and are line on key task and
38:57.48 and by using the email integration and
38:59.92 you know of course you can use it just
39:1.44 for managing your own emails but when
39:3.24 you end up delegating the email to
39:4.92 others it's so so useful it's so much
39:7.36 better than for them an email because
39:9.40 what happens is then it just goes into
39:10.88 their inbox and then if they don't look
39:13.00 at it right away guess what it goes down
39:15.48 down the list and then suddenly that
39:17.16 email is never looked at and now you
39:18.56 have a really important email and no one
39:20.84 answer them but by using pry Matrix
39:23.04 setting that due date setting that
39:24.40 recurring reminders putting in the
39:26.12 appropriate quadrants there's no excuse
39:28.08 for missing that task and so um I do
39:32.20 recommend that if you use PR matrics to
39:35.44 um manage customer tickets or whatever
39:38.08 then use the system to triage the
39:40.24 appropriate person right and you have to
39:43.52 remind your Co your co-workers and the
39:45.44 people you work with that by the way
39:47.60 like you look at the patrix project and
39:50.28 that's where the S uh single source of
39:52.60 Truth is right that's the master uh the
39:55.32 master plan and so when you look at that
39:57.16 you know exactly what to focus
39:59.12 on and that pretty much summarized what
40:1.68 I want to present today on email
40:3.28 management I'm going to take a look to
40:4.68 see if there are any questions and if
40:6.76 there are I'll answer
40:13.16 them okay are there any
40:19.00 questions if not um not a big deal what
40:21.92 I want to mention is that you can always
40:23.80 send us a message um high at
40:25.64 supported
40:27.48 and I'd be happy to uh address that
40:32.52 thank you for the feedback there I hope
40:33.96 this was useful and I hope you start
40:35.32 using the Integrations that we have
40:37.60 again a lot of customers most of our
40:39.68 customers come to party Matrix uh to to
40:42.72 look for ways to better manage their
40:44.32 emails and so it's extremely helpful to
40:47.84 be able to prioritize that and it's so
40:49.52 much better than having one long list um
40:52.56 and flagging is just not sufficient so
40:55.16 thank you for the feedback
40:57.84 I appreciate it now give you your time
41:6.64 back