Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

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

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

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

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

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

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Video transcription (51:57.36) Stop scroll

0.04s will'll be sharing the recording with
1.20s you afterwards and then um at the same
3.76s time if there's any questions that you
5.32s have during the webinar please send them
6.72s in the chat here in the team's uh
9.12s webinar portal and I'd be happy to
11.76s address it after my presentation and
14.44s demo with that we'll get started first
16.84s of all my name is hi I'm co-founder of
18.52s affence the company behind promatrix um
20.92s happy New Year to all of you and thank
22.40s you so much for being here today
23.80s hopefully you're here today because
25.28s you're interested in learning on how to
27.36s be more productive and more effective
29.36s this year I think that's a goal that all
31.12s of us can aspire to including myself um
33.84s and so my presentation today is really
36.12s about giving you an introduction to
37.60s prrix show you the basics of the
39.88s software and then my I also want to make
42.76s sure that you know I give you some
44.40s guidance on how to get the most out of
46.08s party Matrix with the least amount of
47.44s work so keep that in the back of your
49.32s mind um and if there's any questions
51.28s please s them in the chat this is a
52.92s great opportunity for us to have a
54.12s discussion around it and I'd be happy to
56.04s talk about any specific use cases you
59.28s should bu to see my screen here um I
1:2.00 want to confirm that you can um see my
1:5.16 screen and so we'll go ahead and get
1:7.16 started with the deck here our goals for
1:10.84 today help you understand the basics of
1:12.76 pry Matrix um and then provide you the
1:14.96 framework to you know get 80% of the
1:17.60 value with 20% of the work right I think
1:19.44 that's the best way to get started it
1:21.56 gives you a really good Head Start in
1:23.32 using the software and ensure that you
1:25.84 actually get value out of it right away
1:28.72 um and then also help you EnV Vision
1:30.36 what your work and life success might
1:32.08 look like with PR Matrix implemented and
1:34.40 you know once you have all those
1:35.56 priorities prioritized what happens next
1:38.20 and then finally I'll try to give some
1:39.76 tips and tricks on how to use P Matrix
1:41.40 to manage your 2024 goals um that's been
1:44.00 a top of mind for me for the past couple
1:46.76 of weeks what are the things I want to
1:47.88 accomplish this year and then how do I
1:49.76 ensure that I actually work on those
1:52.04 goals and so I'll show you how to use P
1:53.76 matric to implement
1:56.28 that so the challenge that I always see
1:59.88 talking to our customers is that um one
2:2.48 team members teams have trouble
2:4.20 understanding what's priority right now
2:5.76 more so than ever before multiple people
2:8.12 when they're working together across so
2:9.64 many projects really struggle with
2:12.16 understanding where you can best Focus
2:13.64 your time and every customer I talk to
2:16.24 seem to have similar sentiment and then
2:18.48 secondly it's getting harder to keep
2:20.16 track on the status of work across so
2:22.04 many areas responsibilities and what I
2:24.04 mean by that is you know you have your
2:26.00 the things that you have to do for your
2:27.20 manager then you have the things you
2:28.48 have to do for your external people and
2:30.76 then you have the things you have to do
2:31.76 for this project and then that
2:33.04 initiative it just seems like uh we're
2:35.40 just given more and more task but not
2:37.84 really given a clear picture on where we
2:39.56 should focus our time and then thirdly
2:42.68 emails and meetings just cause far too
2:44.44 much contact switching and so despite
2:46.80 all these applications and software
2:48.36 that's that's out there to help us be
2:50.12 more productive what I find and also
2:52.24 what our customer find is that you're
2:54.36 just switching context constantly you
2:56.36 get that email that is so urgent that
2:58.28 you have to respond to until you drop
3:0.00 all sorts of stuff um to actually get
3:1.96 that uh to respond to that email and
3:4.04 then meetings is where you have all
3:5.76 those calls and coming up with new ideas
3:7.76 and so forth but there's no
3:8.88 accountability on ensuring that those
3:10.76 things get done and if you face these
3:12.88 challenges you're not the only one and
3:14.72 guess what this was a challeng these are
3:16.24 challenges in 2023 and they're
3:18.12 challenges in
3:19.64 2024 so what is party Matrix um party
3:22.60 Matrix is a comprehensive email priority
3:25.28 and project management software that
3:27.68 helps individuals prioritize their most
3:29.44 important tasks and emails um it helps
3:31.68 teams stay aligned on key projects and
3:34.24 it helps entire organizations create
3:36.28 single source of Truth to become more
3:38.16 effective and more efficient now you
3:40.40 know you're here today you're listening
3:42.08 to this call you could be using prod
3:44.16 Matrix on an individual level you could
3:45.96 be using promatrix on a team level or
3:47.96 you could look at promatrix at the whole
3:49.96 organization level and promatrix works
3:52.00 across all three of those and so um for
3:54.96 me when I think about P Matrix I think
3:57.52 it always starts at the individual
3:59.72 because if you are able to focus on the
4:2.00 key task that matters to you then
4:4.36 everything else will will figure itself
4:6.68 out right and so PR Matrix is a Comm
4:8.76 communication software and that's
4:9.96 something that I
4:11.52 emphasize stay align and focus on what
4:14.88 really
4:16.56 matters so how does PR Matrix help with
4:19.00 these challenges that I talked about
4:20.60 first we use What's called the four
4:21.92 quadrant methodology to promote
4:23.48 effective prioritization and I'll go
4:25.28 into more details around that particular
4:27.40 methodology and how to actually
4:28.72 implement it and then secondly part
4:30.56 Matrix provide views such as the
4:31.96 one-on-one the agenda timeline to help
4:34.60 you understand what needs to be done
4:36.12 within the right context and Contex is
4:37.96 the key word here um when we talk about
4:40.08 contact we're talking about okay I start
4:42.36 my day where should I spend my time okay
4:44.60 I'm in this meeting what task do I need
4:46.60 to talk about okay I'm meeting with my
4:49.08 manager what are the things we need to
4:50.80 discuss that's context and PR Matrix
4:52.84 provide you insight into each of those
4:56.12 and then thirdly P Matrix provides
4:57.68 Integrations into systems you already
4:59.24 use including Microsoft teams and
5:0.76 Outlook so we're probably the most
5:2.28 integrated um software for the the teams
5:4.92 and Outlook ecosystem and so that allows
5:7.12 you to actually turn emails into task
5:9.32 and then delegate those emails and
5:10.88 ensure that you're actually you know not
5:13.56 dropping the most important emails that
5:15.12 you have so what makes patrix better
5:18.08 than so many other Solutions you've
5:19.40 probably seen a thousand software
5:20.80 application out there for managing your
5:22.32 to-do list well patrix first of all um
5:25.80 is a Microsoft 365 security certified
5:28.00 solution and the only one that I'm aware
5:30.16 of that's certified for teams Outlook
5:32.12 and web app we're actually leveraging AI
5:34.68 to help teams and indiv individuals
5:36.40 achieve their goals now I'm not going to
5:38.24 really show too much on the AI stuff I
5:40.04 think that's you know icing on the cake
5:42.08 you don't need to use any of those
5:43.48 features to actually be focused and and
5:46.72 work on the right things but I think
5:48.84 that AI inject in the right places can
5:50.76 be really beneficial down the road to
5:52.56 help you generate reports and so forth
5:54.48 so that's something that I'm really
5:55.68 excited about um but that's even beyond
5:58.00 the scope of today's webinar and then we
5:59.92 provide what's called people Centric
6:1.24 collaboration which means not only you
6:3.56 know when you do things you're not just
6:4.88 doing it from the perspective of a
6:6.80 project you're doing from the
6:8.24 perspective of people right you're doing
6:9.76 something for somebody and so promatrix
6:11.56 flips that around too so you can see
6:13.68 everything you have to do for somebody
6:15.16 so for another
6:16.80 individual and then lastly promatrix is
6:19.12 available as a SAS solution um a hipac
6:21.60 compliance solution for healthcare and
6:22.88 Life Sciences as well as an Azure
6:25.16 government Cloud solution so if you're
6:27.04 looking at a broader deployment of PR
6:29.48 Matrix or need to learn about our
6:30.76 Enterprise solution definitely reach out
6:32.40 to
6:33.20 us so what makes prot Matrix effective
6:36.20 is that it helps you determine what you
6:38.08 need to work on now what you should work
6:40.60 on later and what are the things you
6:42.12 should delegate and that's pretty much
6:43.56 it you know it's just adding structure
6:46.04 to this chaos that we already have in
6:48.12 terms of you know tracking all these
6:49.48 tasks instead of having one long list
6:51.40 you have a better understanding okay
6:53.44 this is where I should focus my time or
6:55.36 this is the long list that my manager
6:57.44 has these are the things that um that
6:59.92 are important and Urgent and these are
7:1.72 the things that aren't so priorities are
7:3.72 constantly shifting PRI Matrix offer the
7:5.64 one place everyone can go to to
7:8.36 understand what needs to be
7:9.84 done so let's talk about the fundamental
7:12.32 behind prod Matrix so there's a famous
7:14.20 quote attributed to a former pres
7:15.84 President Eisenhower what is important
7:17.80 is seldom urgent and what is urgent is
7:19.48 seldom important and what I really like
7:21.28 about this quote is that it gives us a
7:23.00 really good understanding of how we
7:25.48 should think about the things we have to
7:26.92 do um and so you probably started your
7:29.60 day this morning you probably open your
7:31.08 phone look at your email and guess what
7:33.84 the last email in that last email is the
7:36.00 one you look at first right seldom do we
7:38.20 actually go through the list of emails
7:39.84 we have and actually focus on the things
7:41.72 that are actually important it's very
7:43.00 very difficult to do that and so Human
7:45.04 by Nature um is just always looking at
7:47.20 the next thing and so the urgent things
7:48.84 are the things that's constantly
7:50.24 requiring our attention and I'm guilty
7:52.16 of this too and so it's that um it's
7:55.52 that shiny thing syndrome where we're
7:58.24 constantly pulled away from what truly
7:59.96 matters and so we work on things just
8:1.92 because it's exciting not necessarily
8:3.84 because it's fulfills our goals and so
8:6.12 we work on things that are Urgent not
8:7.76 necessarily because they're important
8:9.24 and so instead of having a task list
8:11.48 right um what we want to do is we
8:13.56 categorize them into the dimensions of
8:15.88 importance and urgency so an exercise
8:18.84 that I like to do and I like to ask you
8:20.52 to do too is Imagine take out a piece of
8:22.84 paper write down all the things you have
8:24.76 to do right and now you have a long list
8:27.28 so a question I have for you is where do
8:29.08 you start top of the list or bottom of
8:30.88 the list and typically we struggle um to
8:34.68 understand where we need to focus our
8:35.80 time and so we we do end up doing first
8:38.32 in first out or last in first out so
8:40.84 instead take this and put it into a 2 by
8:43.44 two Matrix and so for example the things
8:46.04 that are important urgent you would put
8:47.40 into the do now bucket and then the
8:49.32 important but not urgent is the the
8:51.16 bucket that's for planning and then the
8:53.12 stuff that not so important maybe you
8:55.40 can delegate to others um who can do a
8:57.84 better job than you and then then you
8:59.36 should drop everything that's not
9:0.56 important and not urgent and then use
9:1.96 the last quadrant the last bucket as
9:4.04 your inbox to track all the other things
9:6.32 that you haven't categorize yet so now
9:9.72 if you actually did your to-do list this
9:11.52 way um when you look at the Matrix you
9:13.44 know exactly where you should be
9:14.76 focusing your time and so this next step
9:17.64 is where the magic happens imagine if
9:19.56 you did this on a piece of paper and you
9:21.52 wrote down your priorities and then you
9:23.64 walk around the office and you compare
9:25.44 notes imagine if your manager did the
9:27.68 same exercise imagine your coor workers
9:29.44 did the same exercise and if you work
9:31.40 external clients imagine if they did
9:33.04 this exercise now suddenly you can see
9:35.20 what their priorities are and you can
9:36.72 show them what your priorities are and
9:38.76 then you can have meaningful
9:41.32 conversation so the four quadrant
9:43.24 Eisenhower Matrix create alignment
9:44.96 because it forces you to prioritize from
9:46.76 the very beginning and that's the
9:48.68 hardest part so honestly you know when
9:50.84 you use PR Matrix the hardest part that
9:52.72 you'll find about the software is
9:54.76 determining where to put those tasks
9:56.96 that you've just created right and trust
9:59.68 me that's where you should be focusing
10:1.48 your time half your effort should be in
10:4.28 identifying what are the things that
10:5.64 truly matters um that I really work on
10:8.12 and so if you have more than 25% of the
10:11.24 things in quadrant one then maybe that
10:14.28 perhaps that's too much right and so
10:16.12 perhaps you should actually reprioritize
10:18.16 some of those things and and so quadrant
10:19.92 one should be minimal um it should be
10:22.84 really something that you know if you
10:24.96 have any spare time whatsoever that's
10:26.68 where you spend your effort and so the
10:29.32 thing that's not so obvious when you use
10:31.32 prod Matrix in a team environment is
10:33.32 that success from using prod Matrix
10:35.16 isn't about finding what everyone agrees
10:36.68 on it's about discovering disagreements
10:39.72 on what should be a priority when it
10:41.32 isn't and so when you do that comparison
10:44.08 with your manager with your coworker and
10:46.28 you identify oh hey this is what I
10:48.36 thought was important but you don't
10:49.52 think it's important we should have a
10:50.96 conversation around it and when you have
10:52.72 those kind of conversation using patrix
10:54.68 you know you've gotten success from the
10:56.56 software so you can think of patrix as
10:59.04 has that digital version of that to-do
11:1.24 list and we have all the bells and
11:2.64 whistles for everything that you need to
11:4.20 actually be extremely successful with it
11:6.28 um one of the best practices that I've
11:8.00 seen customers do is they project per
11:9.72 Matrix onto the big screen when they're
11:11.44 in the conference room you look at it
11:13.28 the team priority project is there and
11:15.40 VOA everyone is able to be align on
11:17.96 exactly um everyone's align on exactly
11:20.92 what are the priorities and then you can
11:22.80 have meaningful discussions around that
11:24.48 and it's okay to have disagreement but
11:26.92 that's where you should focus your time
11:28.52 on discussing
11:30.40 instead so uh with that I'm going to go
11:33.24 ahead and um jump into the product
11:35.16 itself I do want to mention that the
11:36.76 webinars are recorded and so we post the
11:38.76 webinars on our website
11:41.28 webinars um I also will be talking about
11:43.60 email management today but we actually
11:45.32 have a deep dive into email management
11:48.04 so search for the email management
11:49.52 masterclass webinar if you're really
11:51.16 interested in understanding um how to
11:53.60 prioritize your emails and then I'm
11:55.48 going to go ahead and jump to the
11:57.96 product
11:59.88 so here I have my party Matrix open as
12:3.12 you can see um the four quadrant is
12:6.36 front and center um and so I have the do
12:9.72 now the do later delegate and inbox I
12:12.24 happen to have my web app open I have a
12:14.36 project selected and as you can tell you
12:17.16 know with per Matrix the structure is
12:19.08 extremely important so the four quadrant
12:20.72 methodology is fundamental to how the
12:22.64 software works and why it's being used
12:25.48 so if you're not familiar with the four
12:27.20 quadrant yet just try to wrap your head
12:29.28 around how do I categorize these things
12:31.20 into various buckets right and so per
12:33.16 Matrix is meant to be visual so when you
12:35.28 look at per Matrix you can see exactly
12:37.48 you know how many things you have in top
12:38.88 left how many things you have in top
12:40.08 right and so when you work on things you
12:41.80 work on things on the top left and then
12:43.36 afterwards work on the top right and so
12:45.16 if everything is top left that means
12:46.64 you're constantly firefighting that's
12:48.08 not good um so keep that in mind as you
12:51.12 use P Matrix now let me give you an an
12:53.40 overview of the the structure of PR
12:55.64 Matrix on the left hand side these are
12:57.92 projects so you can think of projects as
13:0.56 many possible things so a project might
13:3.04 be an actual project if you're a project
13:5.12 manager right so maybe you're building
13:8.12 um uh a doing a construction project or
13:11.40 something like that so that is a project
13:13.12 and within that project you might have a
13:14.44 series of tasks that you have to work on
13:16.88 um another project might be goals for
13:18.72 2024 and that's one of those things I
13:20.52 want to talk about in terms of what are
13:22.52 the things that um some tips for you to
13:24.60 do that so I might list all my goals for
13:27.16 2024 my personal goals in 20 24 in one
13:30.28 of those projects I might have a project
13:32.56 for um employee training um I might have
13:36.16 a project that's persistent persistent
13:38.40 means that it sticks around for a long
13:40.28 time so for example at our company we
13:42.92 have a project for each of our
13:44.48 application so our iOS application our
13:47.44 teams application our Mac application
13:49.56 our Windows application Etc each have
13:51.68 their own projects and so what's nice
13:53.72 about that is when I go to that project
13:55.32 I can know exactly what all the tasks
13:57.92 that are pending what are all the things
13:59.20 that being worked on I have very good
14:1.16 visibility on that and I can understand
14:2.88 exactly what the priorities are and
14:5.00 that's extremely powerful as a way to
14:7.44 create transparency and accountability
14:9.00 across your organization so I want you
14:10.68 to keep that in the back of your mind
14:12.28 which is imagine if you knew what
14:16.08 everyone's priorities are how much more
14:18.84 effective you can be right and that's
14:20.68 the goal of this software so those are
14:22.72 the types of projects and then you have
14:24.16 the quadrants and then um within the
14:26.36 quadrants I can create what's called
14:28.00 task and you can think of tasks what we
14:30.12 called action items it might be things
14:32.00 that you have to do or goals or whatever
14:34.00 it is so let me give you an example here
14:35.84 so maybe I have in this project I want
14:38.08 to create a task that says follow up
14:40.92 with webinar participants okay now when
14:44.00 I type something like that that's a task
14:45.92 that something I have to do but the
14:47.72 other thing I can do here too I can say
14:49.60 do do
14:51.36 tomorrow at 2PM so what's going to
14:54.28 happen now is I click add and it's going
14:56.44 to create a task and that task on the
14:58.84 right hand side opens What's called the
15:0.56 item details and I have the task name
15:2.84 the project it's in what I can do with
15:4.80 this task is actually I can star it um
15:7.52 which signifies the system that's
15:9.16 important I can actually add an icon to
15:11.48 it and then if I look down further this
15:13.92 task is assigned to me and guess what
15:16.12 the due date automatically got picked up
15:17.84 from the text itself so we use what's
15:19.92 called natural language to interpret
15:21.64 this text so when I say due tomorrow at
15:23.28 2 pm the system automatically set a due
15:25.88 date for you using your local time so I
15:28.76 could say doe in two weeks I could say
15:30.36 do in 5 minutes Etc and so pry Matrix
15:33.24 tracks that for you and next to the due
15:35.72 dates is what's called reminders and
15:37.64 there's a big difference between the two
15:39.88 due dates is when something is due
15:41.52 reminders is a way for the system to
15:43.48 tell you hey you should be start working
15:45.08 on this um so let me give you an example
15:48.16 let's just say if you're working on
15:49.80 taxes and let's do an April right and if
15:51.80 you say okay let's due April 15th now if
15:54.64 you wait until April 15th to get started
15:56.48 then good luck I don't think you're
15:57.56 going to get it done so maybe you want
15:59.36 to set a reminder to for a month prior
16:1.68 to gather all your documents and so
16:3.56 forth so that's a difference in due
16:4.84 dates and reminders so how I use it is
16:7.64 for example I would say do um in I want
16:11.64 to follow over the customer I would say
16:13.04 do in two weeks but then I would say
16:15.32 remind me in one week um or remind me
16:18.64 weekly so the way prod Matrix works too
16:21.56 is you as you scroll down further this
16:23.16 is the chat section in the chat section
16:25.32 I can type these commands that I just
16:27.24 said so for example instead of saying do
16:29.64 tomorrow I can now say do in two weeks
16:32.64 and then I can also say remind me weekly
16:35.24 as I mentioned to you so now what
16:37.04 happens is p Matrix sets the due dates
16:38.92 and it sets a recurring reminder for me
16:40.72 automatically and so we use this natural
16:42.68 language to make it easier for you to
16:44.88 actually set these um metadata to the
16:47.92 task itself now here's a here's a tip
16:50.52 about PR Matrix use doe dates and use
16:53.88 reminders as much as possible for your
16:56.28 important task so I can't recommend
16:58.68 enough how important it is for us to
17:0.68 actually be accountable on a Time basis
17:3.44 because if we talk about importance and
17:5.20 urgency right you know what tasks are
17:7.36 important then you got to make sure you
17:9.12 set a date you got to time block it um
17:11.68 ensure that you actually have put the
17:13.32 the effort and so forth to actually
17:14.80 tackle that so I always set due dates
17:17.68 and reminders on anything that I deem
17:19.88 important that I have to follow up to so
17:22.88 you see here I set the due date I set
17:24.76 reminders and the reason why the
17:27.68 reminder works is because it overcomes
17:30.80 that challenge we have of dealing with
17:32.72 urgency so earlier I talked about how
17:35.20 when you first start your day guess what
17:38.00 you look at your email and then you look
17:39.96 at the last email now imagine if on a
17:43.16 constant basis your most important email
17:45.52 that maybe you received a week or two
17:47.24 ago constantly pops back up to the very
17:49.64 top of the list right then you know
17:51.72 you're going to get to it then you're
17:53.00 definitely going to answer it you're
17:54.24 definitely going to work on it and
17:55.60 that's why patrix works by setting those
17:57.84 recurring reminders it brings it up to
18:0.04 the very top of the the list for you um
18:2.96 and it allows that allows you to
18:4.72 actually be reminded on working to on it
18:7.48 and the I I know I'm talking a lot about
18:9.52 this specific feature but in my opinion
18:11.52 this is one of the most important
18:12.68 capabilities in side PR Matrix so if you
18:15.80 use part Matrix and you use almost no
18:17.92 other functionality I recommend that you
18:20.48 use the quadrants make sure that you
18:22.00 create task put in the appropriate
18:23.76 quadrants and then set due d reminders
18:25.68 and that's it right um those are the
18:28.00 only basic capabilities that you need
18:29.80 and you'll find that you're going to be
18:31.44 on top of everything that matters um so
18:33.72 much more
18:34.92 quickly now moving on to other features
18:37.84 inside promatrix you have the note
18:39.32 section that's where you can add
18:40.40 subtasks you can add bullets you can add
18:42.36 some other metadata and then you have
18:44.20 the resources section which is where you
18:45.80 can upload files documents um links and
18:48.80 then you can also um attach emails as
18:51.36 well so that's probably the number one
18:53.40 reason why customers come to prod Matrix
18:55.92 is email prioritization what happens is
18:58.08 they struggle with having an email that
19:0.32 comes in and then making sure that
19:1.80 actually you set the proper due date or
19:3.20 you need to delegate it to ensure that
19:5.00 you actually respond to it right so I'm
19:6.96 going to go through the email
19:7.96 prioritization aspect of it too but the
19:10.80 other thing I want to mention here is
19:12.24 you see how you can upload file but
19:13.84 inside PR Matrix if you use PR Matrix on
19:15.72 the web app I'm sorry on the mobile app
19:17.84 um you can actually attach photos and
19:19.64 documents as well so let's just say if
19:21.92 you're out in the field and you have a
19:24.04 task that says do some do XYZ what
19:26.76 happens is that you can actually snap a
19:28.40 picture of that afterwards and have that
19:30.28 be attached as a resource into your
19:32.72 action item as well okay so that's the
19:36.20 basics of perimetric you have the
19:37.88 projects you have the quadrants you have
19:39.36 the task now let's talk about the
19:41.36 projects themselves how do you create a
19:42.96 project what can you do with it so let
19:44.40 me show you so here um I'm going to go
19:46.84 ahead and jump to another project you
19:48.92 see how here I have do now do later
19:50.60 delegate inbox well I'm going to jump to
19:52.68 my goals for 24 2024 which I created and
19:56.32 you see what I did was actually I custom
19:58.20 customize this particular project to use
20:0.56 different quadrant names that's a little
20:2.24 bit more reflective on this particular
20:4.64 goals that I have for this project so in
20:6.76 order to customize a project it's very
20:8.36 simple you just click on this I icon
20:10.12 Here and Now on the right hand side it
20:12.60 be it shows you the project details so
20:15.24 you saw the item details the project
20:17.00 details let you do the same thing but
20:18.80 customize your project so I have the
20:20.36 project name which I can click on this
20:21.88 edit I can start the project starting
20:25.08 the project puts at the very top of the
20:26.60 list so allows you to actually um access
20:28.80 it very easily and then below that you
20:30.64 can actually add members uh which allows
20:32.88 you to share a project with other team
20:34.88 members so for example in when you you
20:38.04 first use part Matrix you might have a
20:39.52 couple projects you might have a
20:41.04 personal project right that's your
20:42.48 personal priorities these are things you
20:43.80 got to do then you might have a team
20:45.64 project that team project you might have
20:47.72 your direct reports the people that that
20:50.44 um you want to understand their
20:52.00 priorities you delegate stuff to them um
20:54.08 you might have a project on various
20:55.80 initiatives so for example if you're in
20:57.24 marketing you might have a marketing q1
20:59.36 2024 project with all your goals and
21:1.60 action items for that then within that
21:4.36 you might have the appropriate team
21:5.52 members and so to invite team members
21:7.24 just click on this plus choose a team
21:9.12 member and then when they're in they
21:10.40 have full access to it so then what's
21:12.68 neat is that if you have a project
21:14.56 that's share with team members
21:16.12 everyone's on the same page they start
21:18.08 their party Matrix they go to that
21:19.60 project and all your information is
21:22.00 there there's complete alignment
21:24.68 together now you might disagree but
21:26.40 that's okay you can focus on that
21:28.16 agreement and talk about it but everyone
21:30.20 agrees that whatever is in the pr Matrix
21:33.12 is the single source of Truth and if you
21:35.60 practice that um you'll find that your
21:37.60 team communication will improve
21:39.92 drastically below that you have the
21:41.88 quadrants themselves per Matrix gives
21:43.84 you a lot of customization so actually I
21:46.36 can click on this and I can change the
21:48.28 color of the quadrants um I like to have
21:51.24 different quadrant colors um based on
21:54.32 categor so for example if if you're an
21:57.04 organization you might have have
21:58.20 engineering project that might be one
22:0.04 color marketing project might be another
22:2.04 color or if you have a project to work
22:4.40 with an external client a different
22:6.40 types of clients might be different
22:7.80 colors Etc um and then the quadrant
22:10.00 names themselves are customizable so
22:11.48 instead of do now I actually made
22:13.28 Quadrant One my long-term goals and you
22:15.64 just simply click on this and type your
22:18.12 uh delete the text there and add your
22:19.64 new goals and then finally instead of
22:22.20 Quadrant 4 inbox I call it ideas um I
22:25.56 always like to have a quadrant for my uh
22:28.96 catch all right sometimes I can't I
22:31.60 can't decide yet where it belongs and so
22:33.64 by putting into Quadrant 4 that's where
22:35.64 it starts and from there I put into the
22:37.28 appropriate places so that's a good
22:39.16 practice in general that I think is
22:40.68 pretty helpful okay so that's how a
22:43.40 project works now after you create a
22:46.24 type of project for your organization
22:48.08 what you can also do is you can save as
22:49.48 a template this is actually really neat
22:51.36 so imagine if here you have a new
22:54.20 employee training handbook so you create
22:56.60 a project with new employees training
22:57.92 training handbook where you create 30
22:59.52 different tasks that a new employee has
23:1.48 to do so let's say you're an HR and
23:3.68 there's just some compliant stuff that
23:5.16 they have to um do submit their um their
23:9.16 information to payroll Etc go through
23:11.96 training and all that and this just a
23:14.08 series of tasks you can actually create
23:16.04 a party Matrix with all of those tasks
23:17.92 in place and then you go to the top
23:19.72 right here and you save it as a
23:22.04 template then when you have a new
23:24.24 employee instead of having to recreate
23:26.28 party Matrix again you simply add a new
23:28.96 project using your save template and
23:32.12 this will save you so much time if you
23:34.04 have any recurring task whatsoever um I
23:36.56 really recommend this for organizations
23:38.48 that's that's trying to streamline their
23:41.08 their efficiency um and you know 2024 is
23:44.20 a perfect time to think about how to be
23:46.08 a little bit more effective and and how
23:47.88 to spend your time better and the least
23:49.96 of all you the least thing the last
23:51.48 thing you want to do is to uh do the
23:53.76 same thing over and over again and
23:54.88 recreating recreating the same task over
23:56.56 and over again so part allows you to use
23:58.80 these templates to save you a ton of
24:0.76 time the cool thing about templates too
24:2.68 is if you set due dates let's say you
24:4.32 say this task is due in one day this
24:6.48 test is due in one week Etc and when you
24:8.88 launch a new project from template you
24:10.80 just set the start date and all the due
24:13.28 dates get propagated for you so when a
24:15.72 new employees comes online it is super
24:17.76 easy for them to see the things they
24:19.12 have to do likewise you can create a
24:21.92 project for customer onboarding or you
24:25.04 know recurring processes that you have
24:27.20 that happens on a monthly basis or
24:28.92 quarterly basis Etc you could even have
24:31.16 a project for quarterly reviews as well
24:33.80 okay so that's how you can customize a
24:35.84 project now let me show you how to
24:37.36 actually create a project it's actually
24:38.80 very very straightforward you click on
24:40.72 projects here and then you choose um
24:43.12 show all projects and you add project
24:45.76 and when you choose to add a project we
24:47.40 actually give you several choices the
24:49.08 first of course is a blank project so
24:51.32 the blank project is very simple so when
24:53.16 you choose blank project you can just
24:54.84 type the project name and then you
24:56.56 choose a color and
24:58.72 there's something called User Group you
24:59.96 can think of it as uh departments and so
25:1.92 forth so you can say this is a marketing
25:4.04 project and so added to my marketing
25:5.56 department but that's totally optional
25:7.24 in terms of usage but that's what a
25:8.80 blank project is and typically the basic
25:11.00 PR Matrix has that do now do later
25:13.36 categorization um instead of a blank
25:15.32 project I can actually also choose one
25:17.20 of the existing public templates that we
25:19.32 provide so at pry Matrix you know we've
25:21.72 seen all types of use cases we actually
25:23.60 provide several hundred types of
25:25.24 templates but in this list I think you
25:27.16 get a few here of you know various ways
25:30.40 to um rename the quadrant and so forth
25:33.92 so find one that's helpful for you if
25:36.00 you want to use one that already in
25:37.64 place earlier I mentioned around how you
25:39.68 can save your own templates well if you
25:41.28 save your own templates it will show up
25:42.76 here in my templates right so if you
25:44.60 have employee onboarding or client
25:46.20 onboarding or anything that you uh like
25:49.12 to use recurringly it will show up here
25:51.60 in the my templates section and then
25:53.88 lastly we have a a system called create
25:55.84 with AI so in this particular case you
25:58.00 actually type in your goal and so I
25:59.96 don't know what that goal might be you
26:1.12 might be you want to get a promotion in
26:2.88 2024 maybe you want to um get a raise
26:5.72 maybe you want to improve your Fitness
26:7.36 it doesn't matter what it is you type in
26:9.12 that goal you click next and PR Matrix
26:11.00 will generate a project along with a
26:13.36 series of action items for you to
26:15.24 achieve that goal it's not meant to be
26:17.08 perfect it's meant to help you get
26:19.28 started so that's how you create a
26:21.12 project very very
26:23.32 straightforward okay so now we've talked
26:25.88 about projects um we've talked about uh
26:29.12 the quadrants we've talked about the
26:30.76 task now one of the things I want to
26:32.44 talk about is how do you determine what
26:34.64 to work on at any point in time so when
26:36.40 you use party Matrix there's this thing
26:37.84 called the home view the home view is
26:39.48 sort of where you get started so when I
26:41.44 use party Matrix personally I start in
26:43.52 the home View and first and foremost
26:45.80 there's the alert section and what the
26:47.60 alert section does is it actually shows
26:50.00 you the task that require your attention
26:53.32 um and these include tasks that has um
26:56.24 have been delegated to you or task that
26:58.64 you follow that have been updated or if
27:1.32 you set those due dates and reminders it
27:3.16 shows up here in the alert as well so
27:5.32 when I start my day I see a bunch of
27:7.16 alerts I click through the alerts and
27:9.20 then you know when I get to inbox zero
27:11.16 then it then I know that I've looked at
27:13.12 everything that is that matters to me
27:15.24 but once in a while what you do is maybe
27:17.28 the list is too overwhelming you just
27:18.80 click on here and then clear all
27:20.32 notifications and this is where those
27:22.48 recurring reminders is so powerful what
27:26.00 happens is I can clear all my
27:27.92 notifications but because I have
27:29.84 recurring reminders party Matrix will
27:31.68 surface those back up to me again the
27:33.92 next time those trigger and so when I
27:36.28 have something that's really important
27:37.76 party Matrix is always there to remind
27:39.60 me and so I can't tell you enough how
27:41.64 many times I forget something but
27:43.80 because I have those recurring reminders
27:45.60 I get these alerts and I'm able to
27:47.40 address it and so I rarely rarely drop
27:49.64 important tasks for that reason um and
27:51.88 so within the home view here you have
27:53.60 access to a couple of other views
27:55.72 including the ability to search for your
27:57.24 item item including the ability see your
27:58.96 agenda and so forth John let me shift
28:1.88 gear a little bit on talk about email
28:3.12 management as I mentioned customers come
28:4.96 to pry matrics to prioritize their email
28:6.80 better so let me give you an example
28:8.52 here I'm opening now Outlook
28:11.40 um and I have an Outlook account sign in
28:14.56 um let's just say if I have an email
28:17.72 that asks for a quote right and so here
28:20.24 I get an email and let's just say now I
28:22.72 have I want to set a due date for it and
28:24.36 I want to go and make sure that I don't
28:25.76 forget this now I know that you know the
28:28.28 easiest thing you can do is you get the
28:29.64 email now you can Market it's unread and
28:31.32 flag it um and that's great you know you
28:33.96 might have a few flag emails and you'll
28:35.92 get back to it but if you have 50 flags
28:38.36 email or 100 flagged emails good luck
28:40.80 finding the one that you need to work on
28:42.24 right so the way it works with PR Matrix
28:45.20 is instead of just taking an email and
28:46.68 flagging it you can actually convert
28:48.36 into a task so in order to do that you
28:50.40 just need to install PR Matrix for
28:51.96 Outlook and this by the way comes all
28:54.00 together in one single package um with
28:56.40 respect to our soft Ware and or
28:57.76 licensing and so forth so pry Matrix
28:59.72 works on uh Outlook and web and all of
29:2.28 those sync together so just keep that in
29:4.08 mind but anyways to get to the Outlook
29:5.88 application you click on apps here click
29:8.24 add apps and search for party Matrix and
29:10.32 sign in now of course I already have
29:11.84 party Matrix installed I click on PR
29:13.76 Matrix I can choose to prioritize email
29:17.12 and now what happens is the um this view
29:21.36 comes out and allows me to turn this
29:23.20 email into a task and so you know I've
29:25.68 already converted this email into a task
29:27.40 for so party Matrix intelligently tells
29:30.24 me that hey there's a possible
29:31.68 duplicated item so I don't create
29:33.60 additional tasks as needed but imagine
29:35.64 if this was a brand new task I just
29:37.16 click capture email and this email is
29:39.20 now converted to an action item and I
29:41.16 can actually change the name of the task
29:43.48 I can choose the project that goes in I
29:45.16 can choose the quadrant that goes in and
29:46.72 I can assign to the appropriate people
29:48.84 it is so useful here um when you think
29:52.04 about using party Matrix to prioritize
29:54.28 an email because how many times has it
29:56.36 been where you get a really important
29:58.20 email you forward it to somebody and
30:0.20 then crickets because that person
30:2.76 probably didn't see it in their email or
30:5.40 it's because that email was lower on the
30:7.36 list and there's you know 15 other
30:8.96 emails that c come came in afterwards
30:11.40 right now you might have a really
30:12.76 important email that no one is looking
30:14.92 at and there's no sense of due dates and
30:16.88 so your recipients doesn't know that or
30:19.64 your coworker doesn't know that hey this
30:21.40 is an important email that needs to be
30:22.88 responded to and there's no reminders
30:24.88 there's no due dates um there's no sense
30:26.76 of priority
30:27.84 and so patrix solves all of those
30:29.60 problems for you in one Central place by
30:31.88 putting into the appropriate quadrant in
30:33.92 the appropriate project assigned to the
30:35.92 appropriate person with the appropriate
30:37.32 due dates and that's how we tackled the
30:41.12 problems of email prioritization so all
30:44.64 you have to do is Click capture email
30:46.20 and that email is uploaded your coworker
30:47.88 can actually open that email even if
30:49.80 they don't have access to this email
30:51.08 itself and they can respond to the email
30:52.40 as needed it is so helpful when you have
30:55.36 something that's due in like 3 weeks
30:56.96 four weeks that's further out because
30:59.56 again um you know flagging just doesn't
31:2.12 work in a situation like that but here's
31:4.80 the cool thing about part Matrix which
31:6.24 is you can attach email to existing
31:8.40 tasks as well and so we're the only
31:10.28 application that I'm aware of that lets
31:11.72 you do that so now when I open patrix
31:14.16 instead of going to prioritize email I
31:16.08 click open patrix and now patrix the new
31:19.04 panel pops up and what this allows me to
31:21.24 do is actually it can search through my
31:22.72 partty Matrix and attach the email to an
31:25.36 existing task right and so if you have
31:27.68 an email from a client and you already
31:29.80 have a task open for that client well
31:32.08 pry Matrix lets you attach that email to
31:34.76 the same task so then you're not
31:36.08 creating duplicated work um and then not
31:38.28 only that it actually creates a lot more
31:40.76 um put everything in one in one central
31:42.60 place right if you have one particular
31:45.68 task for a customer and you have all the
31:48.28 emails in place in one place all the
31:50.40 files all the documents on the resources
31:52.52 all the dependent task and so forth then
31:54.92 it's so much clearer and easier to
31:57.40 understand what needs to be done and
31:58.92 then not only that when you delegate it
32:0.80 to another person they get the full
32:2.76 context I am sure you've had you ran
32:5.44 into a situation where you assigned
32:8.68 somebody something as a task and they
32:10.88 have no other contacts they don't have
32:12.84 the the documents that you've created
32:14.80 they don't have the email conversations
32:16.80 they don't have the teams conversations
32:18.64 and so part Matrix solves that problem
32:20.56 as well um and so that level of
32:22.60 transparency and accountability is a
32:24.96 phenomenal value ad from our system so
32:27.88 that's how part Matrix for Outlook works
32:30.12 and it is extremely useful extremely
32:32.00 powerful a lot of customers use it to
32:34.08 ensure that their most important emails
32:35.60 don't fall through the crack now the way
32:37.72 I use party Matrix for email I also use
32:42.08 What's called the Inbox and so what
32:44.28 happens in P Matrix if you go back to P
32:46.24 Matrix here and you go to the inbox you
32:48.76 can copy the secret inbox address so
32:51.36 every single one of you have a a secret
32:53.16 inbox address when you send an email to
32:55.44 that secret inbox address it creates a
32:57.04 task in P Matrix you've probably seen
32:58.76 this in a couple of other places before
33:0.52 so for example I'm going to go ahead and
33:1.80 copy here um okay so go ahead and copy
33:5.72 this inbox address
33:8.72 here okay and then when I go to part
33:11.16 Matrix I can go new mail paste this
33:13.72 right here and then here's a
33:17.00 task and I can say do tomorrow 2m and I
33:21.12 can click Send now of course if you use
33:23.52 this feature all the time you just save
33:25.32 that email address as a contact so for
33:27.68 me what I do is I save that email
33:29.60 address as a contact I call it inbox
33:31.72 party Matrix So then whenever I'm on the
33:34.00 road and I'm on my phone and I'm using
33:35.92 Apple mail and I get an email it's like
33:38.12 oh I really need to prioritize this
33:39.52 email right again I can flag it and hope
33:42.60 for the best and hope that I'll get back
33:44.00 to it but instead I forward it into part
33:46.72 Matrix and then I just have the due date
33:48.60 in the subject I'm sorry in the body and
33:51.08 so pyri will create the task for me and
33:53.08 you know I'll get that reminder um the
33:56.12 next time and in fact I can even say you
33:58.32 know in the new line Remind me daily
34:0.32 right and so I again I've done this so
34:2.28 many times and it's helped me so much in
34:4.72 terms of ensuring that I you know get to
34:7.24 those important emails so that's how
34:9.12 email prioritization works um I as I
34:11.72 mentioned there is a webinar on email
34:13.52 management Master Class if you can't
34:15.40 find it reach out to me and I'd be happy
34:16.76 to send that to you where we Deep dive a
34:18.96 little bit further into the different
34:20.40 ways to use part of Matrix email
34:22.88 Integrations um because we also
34:24.56 integrate with um uh Gmail as well
34:27.68 okay so you see that now I'm going back
34:30.32 to this um part Matrix I want to switch
34:33.28 GE again and talk about Microsoft teams
34:35.28 now you don't have to use Microsoft
34:36.80 teams to use patrix but if you do have
34:39.00 Microsoft teams i' strongly recommend
34:40.88 that you install the application so the
34:42.56 way to do that is you go to the apps
34:44.24 here and install P Matrix and then
34:46.32 afterwards um make sure that you pin p
34:48.48 Matrix here on the Le hand side what
34:50.68 that does is allows you to access part
34:52.12 Matrix really quickly inside teams
34:54.28 without having to switch application and
34:56.64 I know um I really like using our
34:59.56 software inside teams for that that
35:1.52 specific reason because then I have to
35:3.44 open another app and and so forth you
35:5.36 know how painful that experience can be
35:8.52 now as you can see when I open phom
35:9.92 Matrix The View looks almost identical
35:12.52 to the web app view in fact this project
35:14.60 that I have where I had created that
35:16.04 task in the web app that's all synced to
35:18.12 my teams app so it's in one central
35:20.40 place I don't have to worry about
35:21.48 signing in signing out any of those
35:23.04 things all of it is synced together
35:24.76 seamlessly and across all my team
35:26.56 members they all see the exact same
35:28.12 thing right that's that's why PR Matrix
35:30.24 is so effective at creating that
35:31.92 alignment um so I'm not I'm not going to
35:34.00 go into the details here inside teams
35:37.36 but there's a couple things I want to
35:38.60 show you um further within the web
35:41.80 application itself and so the one major
35:43.92 difference is that the menu inside teams
35:46.28 is actually different so you see how
35:47.76 it's actually hidden up here as opposed
35:49.56 to on the left hand side um but if you
35:52.00 look at PR Matrix we also have several
35:54.00 other views that you can look at the
35:56.16 same data so so let me give you an
35:57.40 example let's just say I'm going to jump
35:59.36 to this other project here and of course
36:1.40 I have the four quadrant and in this
36:2.96 particular case I have effort impact
36:4.76 Matrix um now I talk about how important
36:7.60 it is to have the quadrant view but
36:9.76 sometimes you actually need the list
36:11.28 view so I like to use the list view to
36:14.44 see due dates and so whenever tasks that
36:16.52 are overdue in the list view it's very
36:18.72 very easy to see that they're overdue
36:20.20 because they're just red and so when I
36:21.76 go to list view I can actually sort by
36:24.04 name by modify date by due dates uh and
36:27.24 and sometimes you know some of my
36:29.08 matrices have become so big that's it's
36:31.28 kind of hard to see what are the new
36:32.76 tasks that's been created when I go to
36:34.96 this list view I can actually search for
36:36.64 that pretty easily and then we also have
36:38.40 the calendar view now of course any
36:39.88 action items that has due dates we show
36:41.88 them the calendar view you can actually
36:43.84 um click on them here you can drag and
36:45.56 drop them as needed and then we have the
36:47.44 Gant chart view also known as the
36:49.04 timeline view and then this particular
36:50.92 case all the items that you have in due
36:52.40 dates will show up here um and if
36:54.56 there's dependencies between tasks that
36:56.24 actually link them together and you know
36:58.40 shows how they're dependent on each
36:59.64 other so essentially the quadrant view
37:2.64 is a very good way to see within the
37:4.96 context of priorities um the list view
37:7.44 is just a way to categorize and sort
37:10.08 information the calendar view is good
37:12.08 for seeing things that's due this month
37:13.96 and the Gant chart view is good for
37:15.44 seeing the bigger picture across
37:17.44 multiple months at the same time so
37:19.28 that's how you can look at it we have
37:20.76 multiple other views inside patrix that
37:23.20 gives you the proper context base on
37:24.92 whatever is that you need
37:27.16 now let me show you some features inside
37:28.96 teams that makes p Matrix very special
37:31.16 so if you go to a chat let's say you
37:33.48 know if you use teams you probably chat
37:35.24 with your co-workers all the time inside
37:37.32 PR Matrix inside teams you can go to the
37:39.60 What's called the PM one-onone view when
37:41.60 I open this one-on-one view what happens
37:43.76 is I have a person selected my cooworker
37:45.72 selected and PR Matrix shows me
37:48.32 everything I have in common with that
37:50.24 person this is so helpful if you work
37:53.32 with a lot of colleagues across multiple
37:55.72 projects so so if you let's say you and
37:58.88 your manager um collaborate on several
38:2.20 different projects and so when you have
38:3.68 your meeting guess what you don't have
38:6.28 to go to party Matrix open the different
38:8.52 projects to find the tasks that you have
38:9.96 in common The one1 View flips the whole
38:12.92 model around and says and it goes to a
38:15.28 people Centric View and shows you all
38:17.24 the things you have to do for that
38:19.04 person or with that person um in one
38:21.64 central place across all your projects
38:24.00 so I like this a lot for one-on-one
38:26.20 meeting it's so effective because you
38:28.12 can just look at it talk about these the
38:30.32 the major tasks that are coming up
38:32.08 reprioritize them change a due date
38:33.84 directly from here I don't even have to
38:35.64 open my prod matrix it's all accessible
38:37.68 here and then not only that when you're
38:39.72 in that team that meeting that
38:41.04 one-on-one meeting and you come up with
38:42.64 ideas and task you click on ADD share
38:44.84 task and you type it directly here and
38:47.12 you can say again you know do XYZ um and
38:51.00 then you can say do tomorrow or do in
38:52.56 one week do in one month Etc I've seen
38:54.92 excuses over and over you know when you
38:56.80 have a meeting you come up with all
38:58.04 these brilliant ideas and then two weeks
39:0.96 later you reconvene it's like oh I
39:2.60 didn't write that down you I never
39:3.84 gotten around to it right so this skips
39:6.68 that excuse when you have an idea during
39:8.92 your meeting just create it directly
39:10.24 from here and it automatically assigns
39:12.00 it to the other person it automatically
39:13.76 add you as a follower so then you get
39:15.76 updated on it and then not only that you
39:17.68 know you can put in the appropriate
39:19.32 project with um the appropriate quadrant
39:22.12 Etc directly from here to add the
39:24.48 one-onone view is very straightforward
39:25.84 you just click on this plus icon choose
39:27.88 party Matrix and then choose the
39:30.00 one-on-one view additionally part Matrix
39:32.48 has other Integrations in teams called
39:34.48 action cards which allows you to
39:36.08 actually send a PR Matrix task uh what's
39:38.92 nice about this is um the way I use this
39:41.00 is let's say I assign a task to somebody
39:43.96 and then I don't hear from them crickets
39:45.88 for whatever reason maybe they didn't
39:47.20 see it or maybe they didn't check the
39:48.60 patrix so what I do is I go into this
39:51.64 option this the lipsus here again choose
39:54.68 prod Matrix and by the way if you don't
39:56.16 see P Matrix you just have to add it
39:57.92 right and sometimes it organizations
40:0.00 have to approve the application and so
40:1.52 forth if youve run into any problem
40:3.24 there contact your it or contact us Etc
40:5.96 um I click on PR Matrix I can actually
40:7.76 search for the task and I can insert
40:9.80 that task right
40:11.00 here and so you see how earlier I
40:13.40 actually um created the task from email
40:16.36 and actually part Matrix shows up here
40:17.92 and I actually I can send it as a task
40:19.88 and you see how it actually build out an
40:21.88 action card for me and my coworker can
40:23.96 look at it the other thing I can do is
40:26.12 actually sometimes you just have
40:27.52 conversation with each other in teams
40:29.76 and one of the things that you end up
40:31.72 doing is actually creating task so with
40:34.00 part Matrix I can actually turn any
40:35.64 teams conversation into a task directly
40:38.36 and not only that part Matrix links back
40:40.92 to Microsoft teams to the moment in time
40:43.36 when you had that conversation so again
40:45.64 if you're brainstorming or you're
40:47.24 talking to your manager on a bunch of
40:49.16 different across a bunch of different
40:50.64 things and then you want to create a
40:51.96 task around that you don't have to open
40:53.60 the software go to a project and do any
40:55.88 of those things you can create action
40:57.16 items directly from teams okay we also
41:1.00 have other Integrations with teams
41:2.96 including in meetings um where you can
41:5.32 pull in party Matrix um as a as a tab so
41:8.36 when you have a meeting for example you
41:10.24 can actually in um create a meeting and
41:13.08 add party Matrix as a tab to the meeting
41:15.52 itself so that's something that you can
41:16.96 explore on your own um we also if you go
41:19.64 into Microsoft teams and you search for
41:21.72 party Matrix you'll see that we actually
41:24.40 have um workflows which automations and
41:27.28 then also we have um the other
41:29.76 applications within Microsoft teams as
41:31.84 well so figure out the stuff that
41:33.88 actually you know is important to your
41:36.00 organization and your own work and you
41:37.80 can add those as needed but party Matrix
41:41.08 is one of the very first application
41:42.52 that works with co-pilot um so what's
41:44.60 really neat about that is it's it's
41:47.48 allows you if you're an Enterprise
41:49.24 organization using Microsoft you can
41:51.08 actually leverage prod Matrix and do a
41:52.44 lot of cool stuff okay so that's how our
41:54.72 Microsoft teams integration works um
41:56.72 that's how the application works and we
41:58.80 have other connectors that allows you to
42:1.28 synchronize prod Matrix with Microsoft
42:2.96 Edge um with chrome uh with Pullin data
42:6.36 from you know the various to-do list
42:8.52 application and so forth so that's
42:10.64 beyond the scope of today's webinar but
42:12.44 I wanted to explain to you how prod
42:14.48 Matrix is there to meet your needs as
42:17.00 your as you grow into the system and
42:19.32 then as you expand beyond the
42:21.20 system uh one last point that I want to
42:23.92 uh bring up and then I'll go back to the
42:25.44 presentation is that part Matrix also
42:27.60 provides all sorts of reports for you
42:29.96 over time as well and in fact we're
42:31.76 doing some really cool stuff that's in
42:33.28 the pipeline U for business customers so
42:36.16 if you are an executive or you're a you
42:39.32 know um a director level person and you
42:41.96 want to get reports on critical projects
42:44.72 and so forth we actually some really
42:46.00 cool ideas um that we're implementing
42:48.28 and so reach out to us with those
42:49.88 questions and we'd be happy to show you
42:51.76 and then but in terms of reports
42:54.00 sometimes you know you have basic
42:55.20 questions such as what did so and so
42:58.04 person work on for the past quarter well
43:0.16 patrix gives you that Insight you can go
43:2.44 to What's called the search view you
43:3.84 click on filter you can say you know
43:5.76 find me all the things that a person has
43:7.96 finished um uh over um over a certain
43:12.48 time span Etc and so par Matrix gives me
43:15.12 all of those Insight from one central
43:17.32 place and actually I can see all the
43:19.04 tasks that they got done within a
43:21.28 certain quarter Etc and then the last
43:23.56 part with reports is actually we have
43:25.72 these things called workload report
43:27.64 where it gives you one it's one Central
43:29.92 place to see how overloaded an employee
43:32.84 is and this is so important in today's
43:34.64 age um where you know someone might have
43:37.08 so many tasks assigned to them they
43:38.72 can't possibly get it done and so you
43:40.64 probably guilty of this I then neither
43:42.84 Direction either you've been assigned
43:44.00 too many things or you've assigned
43:45.56 others too many things right so part
43:47.32 Matrix workload reports gives you a very
43:49.40 good sense of how overloaded someone is
43:51.56 from the perspective of time and so
43:53.16 never forget that PR Matrix again think
43:56.08 think about the two Dimensions time and
43:58.76 importance over and over again
44:1.44 so with that I'm going to jump back to
44:4.44 the presentation to wrap things up here
44:6.44 and again if you have any questions feel
44:8.12 free to send those questions in the
44:9.84 teams chat and I'll be happy to address
44:13.08 it so it's now up to you um I assume
44:16.68 that you know vast majority of you are
44:18.24 relatively new to PR Matrix or even
44:20.00 haven't signed up yet but if you do um
44:22.44 sign up for PR Matrix use our apps and
44:24.20 teams and Outlook if you do use them
44:26.08 they're not required you can use prod
44:27.56 Matrix on the web app on the mobile app
44:30.68 all that's already available um we also
44:32.88 have integration inside Gmail and all
44:34.80 that and then if you're brand new to PM
44:37.40 I would recommend you create at least
44:39.04 three priorities I three projects one
44:41.20 for your personal priorities one for
44:42.76 your share team priorities and one for
44:44.72 your key initiatives um one thing I want
44:46.68 to add to that is one for your goals for
44:49.12 2024 so what I'm doing with my goals for
44:52.12 2024 is I I created that Matrix the
44:55.16 long-term goals short-term goals Etc and
44:57.36 then I create a task for each of my
44:59.60 goals my sub goals and then I set
45:1.92 recurring reminders make sure you do
45:4.56 that set recurring reminders on a
45:6.64 monthly basis so then party Matrix will
45:8.40 surface that up in one month in February
45:10.84 you're going to look back like oh yeah I
45:12.28 said that I was going to do that and
45:13.72 then in March it's going to Ping back
45:15.40 ping you again oh yeah I said I was
45:16.96 going to do that right and if it pings
45:18.64 you enough time you'll get to it so do
45:20.56 that I highly recommend that um invite
45:22.76 the appropriate team members and piit
45:24.12 them and why it's important to focus on
45:25.60 height task I think that's probably one
45:28.96 the number one reason the number one way
45:31.00 to ensure success within the team is
45:33.16 that you you know the people here today
45:35.88 and the people watching this webinar you
45:37.64 already taking on the initiative right
45:39.16 you're already on top of all of this um
45:41.44 so it's not up to you to be successful
45:43.80 it's now you convincing others hey by
45:45.96 the way if we can be aligned on these
45:48.32 key priorities look how more successful
45:50.16 how much more successful we can be so
45:52.24 it's on you to pitch that to them um
45:54.56 when you create items in PR make sure
45:56.28 you set the due dates make sure you put
45:57.68 them in the appropriate quadrants and
45:59.36 then make sure you don't drop them
46:0.56 that's that's it you know just mark them
46:1.88 as done when you're done um and
46:3.56 ruthlessly prioritize I recommend again
46:6.12 never more than 25% of the things in
46:8.04 quadrant one if you do have too many
46:10.36 things in quadrant one you're not going
46:11.84 to get then then you're fight
46:13.52 firefighting
46:15.28 constantly um couple of advice if you're
46:17.84 very new I would use promatrix track the
46:19.92 high impact task I wouldn't put like my
46:22.40 grocery list in PR Matrix for example um
46:24.84 but instead I would put my goals or
46:26.52 things I need to do you know my plans
46:28.36 and so forth it just allows you to
46:31.40 actually focus on the critical things um
46:34.28 never forget that per Matrix is a
46:36.04 communication tool I know it's a task
46:38.44 management I know it's a way to
46:40.28 prioritize priorities and so forth but
46:42.44 at the same time it's a way to
46:43.96 communicate to others right your manager
46:46.64 your team members your direct reports
46:48.16 your clients your
46:49.72 Executives all your priorities and then
46:52.20 vice versa so then you can also see
46:53.84 their priorities and then use part major
46:56.00 to manage your individual goals that was
46:58.16 our the start of prod Matrix it started
47:0.56 out as a software um more than 10 years
47:3.20 ago it's for individuals to prioritize
47:5.20 their task and so I still think that's
47:7.20 the most important thing about the
47:8.44 software to make sure that you meet your
47:11.16 goals okay and so what success with P
47:13.68 Matrix should look like you have one
47:15.04 central place to track priorities
47:16.72 everyone on the team understands and are
47:18.28 aligned on key task repetitive
47:20.28 procedures are templatized to save you
47:22.20 time on future work and that important
47:24.08 emails are prioritized in tre to the
47:26.12 right proper team members that's pretty
47:28.88 much it if you're able to do those
47:30.52 things with per Matrix I think you'll
47:31.96 find success with the software um
47:34.32 tremendous success with the
47:36.12 software all right I'm going to take a
47:38.08 look to see if there's any questions
47:41.16 um okay um so in terms of the uh when
47:46.56 you create the secret email you can
47:49.40 write in any language um now what
47:52.16 happens is our um natural language
47:55.08 processor is in English but you can
47:57.48 create a task when you send that email
47:59.28 over it can be in Spanish it can be in
48:1.32 another language and petrix will create
48:3.08 a task based on that language now um
48:5.32 from a menu standpoint patrix does have
48:8.24 some other language options but um but
48:11.44 in terms of natural language itself it's
48:13.68 it's based on
48:15.72 English uh so can promatrix track how
48:18.48 long it takes to finish a task yes it
48:20.72 actually does it automatically so for
48:22.64 example when you go to a task inside PR
48:25.04 Matrix here
48:26.16 um and so I'll give you an example right
48:28.16 here so when you're done with per Matrix
48:31.12 I'm sorry we're done with particular CL
48:32.72 task I can type done of course I if I do
48:35.44 that what happens is it'll Mark the Tas
48:37.36 that's done and what it'll what happen
48:39.32 too is part Matrix will automatically
48:41.00 tell you how much time has lapsed from
48:43.52 the moment the task has created has been
48:45.52 created and so that gets processed
48:47.16 within the system automatically so there
48:49.72 isn't like a a button that you have to
48:51.40 press that says start and end and so
48:53.28 forth so it's not like a time tracker
48:55.28 from the that perspective but patrix
48:57.48 does track that it's been you know X
48:59.60 number of days since the task has been
49:2.40 done um and actually down the road we
49:5.04 actually have all sorts of really um
49:7.48 Advanced reports that can come uh from
49:10.20 processing those those time so again
49:13.16 this is for business and Enterprise
49:14.76 customers um exclusively where if you
49:17.84 are looking at using promatrix to become
49:21.12 extremely uh effective at managing
49:24.20 everyone's time and then understanding
49:27.36 where um people are spending their
49:29.60 resources and so forth we actually have
49:32.04 ai systems um that works on top of the
49:34.84 existing Prometric data to give those
49:36.68 analysis but that's that's again is is a
49:39.16 custom option that we have for
49:40.84 Enterprise
49:42.12 customer is it possible to have a
49:44.24 combined view of multiple projects um in
49:47.12 one view um the answer is yes in the
49:51.20 search view so we actually don't have a
49:53.88 matrix view that combines all that but
49:56.12 if you go to the search view for example
49:58.52 in the search view you can actually run
50:0.24 these various filters it's actually
50:1.60 pretty cool so every project um can
50:4.48 actually have tags as well so you see
50:6.44 here when I click on Project I can
50:8.36 actually choose the projects that I want
50:10.36 and then I can actually see the list
50:11.96 view across all of those projects um and
50:15.24 not only that what I can do is I can
50:17.00 actually just search for my star
50:18.96 projects I can also filter the projects
50:22.64 with project tags and so let's just say
50:25.80 if I have a an engineering project I
50:27.28 might tag it as engineering I have
50:29.24 marketing project I might tag it
50:31.76 marketing so I can go and filter the
50:33.76 project by those tags and said show me
50:35.32 all the tasks I have across all my
50:37.08 marketing projects right and so
50:38.72 parametric filter option gives you all
50:40.76 that flexibility um but the again this
50:43.36 information is displayed as a list the
50:45.28 reason we don't do quadron is because uh
50:47.84 as you can see you can customize the
50:49.32 quadrant names so so then across
50:52.40 projects those quadrant names may not be
50:54.56 consistent but from here you can search
50:56.80 and you can sort and filter as needed um
50:59.12 the other thing you can also do is
51:0.44 actually you can go to like for example
51:1.84 the calendar view what the calendar view
51:3.76 does is actually aggregate again all the
51:5.76 tasks in your calendar across multiple
51:9.84 projects perfect these are good
51:11.76 questions um if there's any more you can
51:14.00 send it right here in the chat or you
51:15.92 can send me an email afterwards I'd be
51:17.80 happy to address it um and then you know
51:20.28 if you're looking at deploying Patric
51:22.04 across the organization this year reach
51:24.24 out to us we' be happy to to give you um
51:27.24 our insights on how to best leverage
51:29.16 patrix for that um other than that um
51:32.08 you know I'll leave it here and PTO
51:33.64 Matrix uh we do have a lot of the other
51:36.00 webinars on various topics as well and
51:38.72 and we'll be publishing more and more
51:40.00 webinars on very specific use cases if
51:42.56 there's anything that you're looking for
51:43.88 feel free to reach out to us and we'd be
51:45.28 happy to look into it thank you so much
51:47.20 for your time everybody appreciate
51:54.36 it