Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

Webinar on

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.

Share the wealth! Let colleagues and fellow priority seekers know about this opportunity. Together, let's drive productivity to new heights.

Explore other past and upcoming webinar events from our team.

To see events in your local time zone, sign in now, or get a new account. It's free!
Sign in Create account

Video transcription (55:27.00) Stop scroll

0.24s good morning everyone thanks so much for
2.04s being here I want to let you know that
4.20s this webinar is recorded and we'll be uh
7.36s sharing the recording with you
8.80s afterwards and then also in the chat
11.44s section there's a place for you to send
13.16s any questions or messages or comments
15.88s and I'd be happy to address those
17.88s questions um after my demo and
21.12s presentation my name is hwin I'm
23.16s co-founder of affluence the company
24.76s behind promatrix um hopefully you're
27.16s here today because you're interested in
29.00s learning more about p matx and how it
31.20s can help you be more productive and more
33.28s efficient this year um so we'll be
36.16s talking about the basics of pry Matrix
38.04s this is meant to be introductory so you
40.44s know
41.56s no understanding of party Matrix prior
43.80s to this is required but for those who
45.60s are um I'll be giving some tips and
47.88s tricks on how to use the software to
49.76s maximize your success as
51.76s well okay so with that I'm going to go
54.40s ahead and get started here so our goals
58.28s for today um one help you understand the
1:0.88 basics of pretty Matrix the software and
1:3.20 how it integrates with the various
1:4.96 platforms provide you a framework how to
1:7.36 get the most out of it with the least
1:8.84 work because I think that's actually
1:10.04 very important I think there's just so
1:11.52 many bells and whistles but at the same
1:13.04 time you don't need any of those you
1:14.72 need very very few capabilities to get a
1:17.16 lot out of the
1:18.56 system and then help you envision what
1:21.00 work and life success may look like um
1:23.28 with P Matrix implemented and then
1:25.32 finally to use P Matrix to manage your
1:27.08 2024 goals this is something that's top
1:29.04 of mind for me I've been you know trying
1:31.12 to hash out a lot of my goals for this
1:32.80 year and so thinking about how do I
1:34.76 actually use PR Matrix to remind me to
1:37.08 actually tackle those goals um so
1:39.32 hopefully you'll feel the same way and
1:40.80 that when you walk out of today's
1:42.36 webinar you get a sense of excitement
1:44.76 and as to how to use PR Matrix to
1:47.28 actually achieve the success that you
1:48.68 want this
1:50.72 year there are three challenges that I
1:53.00 see over and over again talking to
1:55.32 thousands of customers um one team
1:57.92 members always have trouble
1:59.28 understanding what's priority right now
2:0.68 it's a challenge that existed for a long
2:4.40 time um and the the reason that happens
2:7.80 is because more so than ever before
2:10.88 everyone's got their own list right
2:12.52 everyone's got their own priorities
2:13.84 everyone and a lot of a lot of time it's
2:15.52 in their head and so there's never that
2:17.72 much alignment um and so team trouble
2:20.72 team members really have a challenge
2:23.64 understanding exactly what everyone is
2:25.52 working on and then secondly it's
2:28.08 getting harder to keep track on the stat
2:30.00 of work across many areas of
2:32.00 responsibilities so we no longer just
2:34.40 have one task instead we're juggling
2:36.96 between these different projects and a
2:38.68 lot of time they have competing
2:39.92 priorities if you do this you can't do
2:42.12 that so how do you decide what to work
2:44.16 on and how do you communicate to your
2:45.88 manager or your colleagues these are all
2:48.16 the things that on your plates it's very
2:51.20 very important Challenge and then
2:53.00 thirdly emails and meetings are just
2:54.80 causing far too much context witching
2:57.20 ironically over the last couple of years
2:59.36 I think we we have so many more software
3:1.08 that comes out for communication and
3:2.88 chat and so forth but it hasn't really
3:5.04 helped um with this contact switching
3:7.24 because you're still jumping back and
3:8.60 forth in fact you know you get a
3:10.20 delegation by email and then you're
3:12.72 walking down the hallway or in a meeting
3:14.40 and then you're getting some other task
3:15.80 delegation or updates and so forth and
3:18.12 then you go back to your desk and that
3:19.56 information isn't available and so what
3:21.80 happens is we have so many data sources
3:23.44 as well and so bringing it all together
3:25.52 remains something that's extremely
3:27.64 difficult so if you face any of these
3:30.44 challenges here you're not
3:32.64 alone so what is party Matrix party
3:35.28 Matrix is a comprehensive email priority
3:37.76 and project management software at the
3:40.16 end of the day it has three ways that
3:42.56 helps at the individual level it helps
3:44.84 you prioritize emails and task right
3:47.64 party Matrix is just a simple
3:50.12 communication tool that lets you put
3:52.16 everything down and you have one clear
3:54.48 place to understand exactly what your
3:56.56 priorities are at the individual level
3:59.48 but but then when you take that and you
4:1.64 decide to actually use PR Matrix in a
4:3.36 team environment to have everyone be on
4:5.16 the system it actually helps the team
4:7.64 members understand exactly what
4:9.64 everyone's priorities are and so that
4:11.96 helps everyone stay aligned on the key
4:14.32 projects across your team and then at
4:17.24 the organizational level as more teams
4:19.56 adopt party Matrix within your
4:20.92 organization and then they use it
4:22.64 together to all be on the same page
4:24.16 party Matrix create what's called a
4:25.52 single source of truth that helps
4:27.56 everyone be more efficient and more
4:29.20 effective one of the beauty of pry
4:31.00 Matrix is that it helps you update each
4:34.04 other asynchronously you don't have to
4:36.52 be in the same room to know what each
4:39.04 other's priorities are right and at the
4:41.12 same time someone's on leave someone
4:42.88 goes on vacation um or not is no longer
4:45.84 part of the company and yet you still
4:47.80 have an understanding of what were their
4:49.44 priorities prior and so that's the magic
4:52.04 of pry Matrix where it actually is a
4:54.12 communication tool that actually brings
4:55.48 it all together and tackle the problems
4:57.08 of priority management really really
4:59.28 well
5:1.36 so how does per Matrix help with those
5:2.88 challenges that I mentioned first we use
5:4.76 something called the four quadrant
5:6.00 methodology to promote effective
5:8.00 prioritization so I'll go into the
5:9.64 details of the four quad methodology um
5:12.00 but if you're not familiar with it it's
5:13.60 really really powerful way to be uh on
5:16.80 top of your key priorities secondly pry
5:19.60 Matrix provide many different views the
5:21.28 one-on-one the agenda the timeline to
5:23.64 help you understand what needs to be
5:24.92 done within the right context and to me
5:27.16 context is key you know when you're
5:29.04 working on a project you want to know
5:30.56 what are my priorities for this project
5:32.36 when you're working with a coworker what
5:33.88 are the things I have to do for this
5:35.64 coworker or when you're answering an
5:37.60 email what are the things that's
5:38.84 relevant to this email so party Matrix
5:40.60 provides you information based on each
5:42.48 of those contexts and then thirdly party
5:44.80 Matrix provide deep Integrations into
5:46.64 systems you already use um in particular
5:48.96 we're probably the most integrated
5:50.36 solution in the Microsoft teams Outlook
5:52.60 office 3 365 ecosystem for Effective
5:56.08 email and task
5:58.48 prioritization so what makes promatrix
6:0.44 better is that we're a Microsoft 365
6:2.44 security certified solution and we're
6:4.64 the only one that I'm aware of that's
6:6.24 Microsoft 365 security certified for
6:8.12 Outlook teams and web app um we're
6:11.28 leveraging AI more and more to help you
6:13.56 achieve your goals now a lot of people
6:15.60 don't care about AI which totally makes
6:17.60 sense so from our perspective we're not
6:19.64 trying to actually Force AI on anybody
6:21.64 instead we're just trying to
6:23.04 intelligently identify ways to actually
6:25.48 help you achieve your goals and at the
6:27.12 end of the day you make the decision
6:29.96 and then patrix provide what I call
6:32.00 people Centric collaboration so we have
6:34.40 different views that actually helps you
6:36.72 flip the the the whole data structure
6:39.20 around and instead of looking at the
6:41.04 tasks you have to do for a project look
6:43.04 at the tasks you have to do across all
6:45.08 your projects but with the people who
6:47.60 you're working with in mind and then
6:49.76 lastly petric is available as a SAS
6:51.76 solution which is what I'll be showing
6:53.48 but we also have a hipop version as well
6:55.16 as an Azure government Cloud solution
6:57.52 and then you know private um enter
6:59.36 surprise deployment so if some of these
7:1.20 other Solutions interest you feel free
7:2.92 to reach out to us we'd be happy to show
7:5.00 you the capabilities and discuss those
7:7.36 further so what makes patrix effective
7:10.24 is that it helps you determine what
7:11.68 needs to be done now and that's the key
7:14.28 right it's not just about to-do list
7:16.04 where you have the long list and you're
7:17.28 tracking everything it helps you decide
7:19.36 okay if I start my day today where
7:21.16 should I focus my time what are things
7:22.92 that actually requires my attention and
7:24.76 how do I ensure that the most important
7:26.88 things are actually resurfaced up to me
7:30.00 um and so I'll be showing you the
7:31.52 capabilities in pry Matrix that helps
7:33.68 tackle those
7:35.12 specifically priorities are constantly
7:37.60 shifting so party Matrix is designed to
7:40.28 offer one place where everyone can go to
7:43.40 to know what needs to be done and that's
7:45.36 the goal if you use proty Matrix
7:47.08 correctly everyone on the team has one
7:50.00 central place where you go there and you
7:51.96 look at the projects you look across all
7:53.72 your projects you know exactly what
7:55.44 everyone's priorities are and then when
7:57.12 you have those discussions around what
7:59.60 needs to be done you can actually Focus
8:1.64 immediately on the key
8:4.36 task so let's talk about the fundamental
8:6.76 behind for Matrix so there's a famous
8:9.04 quote attributed to former President
8:10.56 Eisenhower what is important is seldom
8:12.56 urgent and what is urgent is seldom
8:14.40 important what I really like about this
8:16.56 quote is that it discusses how we think
8:19.76 about the things that we have to
8:21.48 do instead of having one long list of
8:24.60 tasks that that just keeps growing right
8:27.84 what if you take those and you actually
8:29.76 split them into the dimensions of
8:31.48 importance and urgency and one thing
8:33.92 that's really interesting too is you
8:36.28 know you this morning when you woke up
8:38.32 and you check your email right what did
8:40.52 you look at what did you look first you
8:42.28 look at that last email typically right
8:44.60 that's the what's urgent because that's
8:46.28 the thing that's last in and therefore
8:48.16 it's first out was that the most
8:49.56 important email likely not but does it
8:51.96 matter well that's it's the last email
8:54.16 so that's what you check and this
8:55.72 happens to me too which is we get pulled
8:58.24 away from from the most important task
9:0.60 to look at things that are Urgent right
9:2.36 it's the shiny object syndrome oh look
9:4.84 over there there's something I got to do
9:6.04 and so let's go look at it instead and
9:7.92 so what happens is that understanding
9:11.64 that there's a difference between
9:12.88 importance and urgency is one way for us
9:16.04 to actually allocate our time better
9:18.44 allocate our resources better so with
9:20.72 this quote instead of having a to-do
9:23.16 list right when you're having one long
9:24.92 list from the very top to the very
9:26.28 bottom you split them up into quadrants
9:29.44 and so in the top left you have the
9:31.48 things that are important and Urgent
9:32.88 these are the do now and then the
9:34.64 important but not urgent those are the
9:36.20 things you start planning for and then
9:38.28 the urgent but not important are the
9:39.84 things that perhaps you could delegate
9:41.16 or you could postpone and then finally
9:42.96 you have the inbox that captures
9:44.40 everything that you have to do and then
9:46.08 from there you split them you put them
9:47.72 into the appropriate quadrants now what
9:49.76 I really like about this framework is
9:51.40 because it's so visual and it's so easy
9:53.68 to understand where I need to focus my
9:55.32 time when I start my day I look at the
9:58.32 things in the top left
9:59.92 right and only after I've exhausted
10:2.36 looking at those and realizing okay
10:4.04 these are things I should work on these
10:5.20 are things I shouldn't work on and so
10:6.40 forth do I go to quadrant 2 and then
10:9.08 from there I look at the other stuff
10:10.76 only later now you know obviously you
10:12.48 have to spend a little bit of your time
10:13.72 organizing all of this and that's the
10:17.24 most important thing about party Matrix
10:19.96 all it does is it's one central place
10:22.48 for you to do this planning and I would
10:25.16 argue that's actually half the work you
10:27.56 know so many times we spend our
10:29.44 resources working on things that don't
10:31.56 matter working on things that again are
10:33.56 urgent but not important and when I say
10:35.64 important what does it mean it means
10:37.08 does it actually fulfill our goals what
10:38.76 whatever that goals might be you know
10:40.36 you have goals that you have to do for
10:41.80 this week you have goals that you have
10:42.84 to do for this month things that you
10:44.56 want to achieve like getting a promotion
10:46.68 or ensuring that your clients are
10:48.08 successful Etc so from that perspective
10:51.20 that's how you should think about the
10:52.92 the what things are important and then
10:54.96 urgency it's just about what are the
10:56.48 things I have to execute at this moment
10:59.08 versus ones that I can actually delay
11:1.12 and wait a little bit longer before I
11:5.60 proceed so the four quadrant Eisenhower
11:8.36 Matrix creates alignment because it
11:10.16 forces you to prioritize from the
11:11.68 beginning and that's the hardest part
11:13.88 about pry Matrix and I would not I'm not
11:16.08 going to sugarcoat it because I think
11:18.20 that is where the magic happens with
11:20.84 prot Matrix which is Success from using
11:23.52 patrix isn't necessarily about finding
11:25.68 what everyone agrees on it's about
11:27.72 discovering disagreement when things
11:29.40 should be a priority when it but it
11:31.08 isn't and what happens is that if you do
11:36.76 this simple activity take a piece of
11:39.00 paper write down everything that to do
11:41.68 but again instead of writing in one long
11:43.48 list put it into these these The Matrix
11:45.76 the four quadrants right and you say
11:47.72 okay these are my critical tasks these
11:49.48 are the ones that I I will work on next
11:51.52 and then ask all your co-workers to do
11:53.28 the same exercise and walk around the
11:55.56 office and start comparing notes and
11:58.04 that's when you'll start seeing all the
11:59.92 discrepancy between all the things that
12:2.40 each of you consider priorities and then
12:4.72 disagree with others and so when you use
12:7.40 the perimetric software what it does
12:9.44 it's a digital version of that and it
12:11.32 creates a constant alignment between
12:14.28 every single person involved at the
12:16.56 individual level it helps you understand
12:18.12 what you need to do at the team level it
12:20.44 ensures that everyone else understand
12:22.12 what every other person is doing and so
12:24.44 when you have a discussion when you have
12:26.04 a meeting you project part of Matrix on
12:28.16 the big screen and you can just walk
12:30.24 through and talk about only the things
12:32.00 that matter
12:33.96 most so I'm going to jump into the
12:36.24 product but I do want to mention that
12:37.80 the webinars are recorded at
12:39.36 webinars and there I
12:42.32 actually also have other type of
12:43.72 webinars that's more focus on specific
12:45.76 things for example email management
12:47.92 master class so if you're interested in
12:49.44 that make sure you look up that
12:50.52 recording and then also using our
12:52.40 template system and so forth and so with
12:54.88 that I'm going to jump to the product as
12:56.80 mentioned there's a chat section so you
12:58.64 have any questions whatsoever please
13:0.76 send them there and I'd be happy to take
13:2.20 a
13:3.56 look okay so now I'm going to open up my
13:6.84 pry Matrix um to show you on the screen
13:9.28 here so you should be able to see my
13:11.16 screen and front and center should be
13:13.56 the four quadrants and that's again the
13:15.76 core of patrix as you can see I have a
13:18.84 project here called my personal
13:20.44 priorities and then right below that
13:22.32 with the four quadrants I have the do
13:23.88 now do later delegate and inbox right
13:26.72 and so which PR Matrix it is INS way a
13:29.40 task management software which means you
13:31.28 add tasks to the system you could act
13:33.68 add action items sometimes we call it
13:35.56 items as as opposed to task but at the
13:38.00 core of it it's about the same the
13:39.88 reason why you might want to you know
13:42.80 call it items versus tasks is depending
13:44.56 in kind of information that you want
13:45.72 because prod Matrix allowed you to put a
13:47.92 lot more than just tasks you can put
13:50.04 emails files resources and so forth but
13:53.20 let's start with the task so imagine if
13:55.36 this is my project my personal
13:56.76 priorities and I'm go ahead and add a
13:58.48 task you see how as I hover over each
14:0.56 quadrant I have the option to um to add
14:2.76 item here and so I'm going to say email
14:7.20 webinar
14:8.88 participants okay and you can see now I
14:11.40 can type that as a task but instead of
14:13.52 actually just ending there I will say
14:15.00 doe tomorrow 2m and now I'm go ahead and
14:18.32 click
14:19.36 add and so what happens is when I create
14:22.20 a task in party Matrix it will go create
14:24.64 the task for me and but because I say do
14:27.08 tomorrow at 2 p.m. it actually sets the
14:29.36 due date for me automatically using
14:31.12 natural language so what that means is
14:33.24 when you create a task you could say do
14:35.28 in one day do in one week due on
14:38.68 February 2nd Etc now when the task is
14:41.80 created the right hand side is replaced
14:43.76 with What's called the item details item
14:46.32 details is where you can add additional
14:48.08 information to the task themselves and
14:50.48 so let me give you some examples first
14:52.84 at the very top here it shows you what
14:54.76 project it's in so I can hover over this
14:56.48 and move this task to another project if
14:58.24 needed I'm not going I'm not going to
14:59.72 have to do that um there's a star what
15:2.00 starring does is actually says that this
15:4.96 task is actually important and the when
15:6.64 you press star what happens is the task
15:8.68 gets pinned to the top of each quadrant
15:11.00 so what that means is you might have
15:12.96 multiple tasks in each quadrant that's
15:14.92 star and pinned to the very top and
15:17.20 what's nice about that is it makes it
15:18.56 very easy for you to get back to those
15:20.08 tasks so for me
15:21.80 personally I always have some star task
15:25.52 and that's just a way for me to get to
15:27.48 them very very rapidly
15:29.20 um below that I have the icon and so if
15:31.04 I click on this I can change the icon
15:32.92 but as you can see because I said email
15:34.80 webinar participants it actually just
15:36.32 put the icon email for me so then when I
15:38.64 look back in the quadrants it's a little
15:39.96 bit more visual I can see what it is and
15:42.04 then there's owner so you think of owner
15:44.16 as the person responsible now of course
15:46.44 this is a quote personal project so
15:48.20 maybe I don't have another owner but I
15:50.04 can actually click on this and delegate
15:51.68 to another team member so in a team
15:54.12 environment you would go create task and
15:56.12 delegate it to the appropriate people
15:58.04 now you can see that next now that I've
15:59.60 assigned it somebody my name is still
16:2.20 next to it right my avatar is still next
16:3.96 to it and what happens is that I'm now a
16:7.16 follower of the task there can only be
16:8.96 one owner but you can have multiple
16:10.80 followers the idea of following is that
16:13.72 when the task gets updated gets modified
16:16.56 you get notification let me give you an
16:18.32 example why you want to be a follower
16:20.20 imagine if you're a manager and you have
16:22.40 multiple direct reports working on so
16:23.96 many different things you assign them a
16:25.72 task now during that process maybe you
16:28.28 know task will be over the next week or
16:30.04 two as they update it or if they have
16:32.56 questions around it they can respond to
16:35.00 the the task and you'd get notified so
16:37.48 then you can go back and actually answer
16:39.16 those responses it's just a way to
16:41.60 ensure that everyone who's a follower of
16:43.48 a task is properly updated and then at
16:46.60 the same time um you can remove yourself
16:49.80 as a follower if you're no longer
16:51.52 interested in following that so of
16:53.00 course when you create a task and you
16:54.08 delegate you're automatically a follower
16:56.04 and then next to that you can have
16:57.16 progress 0 to 100% % effort essentially
17:0.48 it's a way to saying no okay this task
17:2.40 will take half a day this task will take
17:3.84 an hour two hours Etc because not all
17:5.52 tasks are Creed equal now you might want
17:7.88 to use effort if you're really
17:9.92 interested in workload management so
17:11.72 prods actually generate reports for you
17:14.16 to show you how overwhelmed or how much
17:17.28 work each person has so it's very very
17:19.72 useful if you're trying to ensure that
17:22.12 you know your team members aren't
17:23.60 overloaded if you're assigning them 60
17:25.76 work hours work worth of work and 40 in
17:28.48 a 40-hour work week that's going to be
17:30.32 very challenging for them to accomplish
17:31.72 right you can't add more to that so
17:33.72 that's when you use effort completely
17:36.00 optional not necessary and then you have
17:37.92 due dates and reminders and this is
17:40.08 something that's really important so I'm
17:41.20 going to go into more details you see
17:43.40 how actually set a due date because
17:45.08 earlier I I typed the natural language
17:47.56 um but then I can click on this I can
17:49.00 change the due date and so forth
17:50.80 obviously I can make it recurring I can
17:52.76 change the day the time I can make it
17:54.44 all day Etc but there's reminders as
17:56.76 well so with the reminders what I can do
17:58.84 is I can actually say remind me at a
18:1.12 certain date at a certain time for this
18:3.32 task even though that's might be
18:4.64 different from the due dates let me give
18:6.36 you an example tax is coming up so if
18:9.32 you wait until April 15 to do your taxes
18:12.48 right you're not going to get that done
18:13.92 so then you might set a due date on
18:16.36 April 15th but then you say remind me
18:19.36 one month prior to that so then a month
18:21.32 prior to that you actually get a
18:22.72 reminder that says okay you should start
18:24.52 working on this let me give you an
18:25.96 example how I use it um so let's say I
18:28.68 have a customer that I want to follow up
18:30.24 which is this happens literally every
18:31.72 single day I would go and I would set a
18:34.28 due date and I would say doe in one week
18:37.16 right and then afterwards I would set a
18:39.40 weekly reminder so let me show you how I
18:41.72 do that down here in the chat section I
18:44.00 can say remind me weekly so now what
18:48.60 I've just done you see how this turned
18:50.20 green what happens is our system again
18:52.56 uses natural natural language to
18:54.84 actually set the reminders from now on a
18:56.56 weekly basis I'll get a reminder for
18:58.60 this task and so when I have something
19:0.56 that's truly important I don't just set
19:2.76 a reminder I set recurring reminder you
19:5.48 could type things like Remind me daily
19:7.64 remind me weekly remind me monthly
19:9.72 remind me in 11 months remind me in a
19:12.20 year and so when I have to follow up
19:14.32 with somebody in a year I always set the
19:16.72 reminders at like a month prior to that
19:18.92 and I've never dropped important tasks
19:21.00 because of that now here's another trick
19:24.56 I love recurring reminders for things
19:26.56 that are truly important here here's the
19:28.52 reason why what happens when I told you
19:31.48 earlier about when you started your day
19:33.56 and what did you do you check your email
19:35.36 right and you look at the very top
19:37.40 that's the last email that came in well
19:39.40 that's just our natural tendency as
19:41.92 human beings to be attracted to things
19:44.08 that are Urgent and so by re by setting
19:47.20 recurring reminders what happens is it
19:49.88 pops back to the top of your list
19:52.64 constantly and therefore if something is
19:55.16 truly important you're hacking the
19:56.92 system hacking your brain by actually
19:59.24 ensuring that it also adheres to this
20:1.68 urgency aspect so things that are
20:3.48 important I do that so um what happens
20:7.64 is I'll show you how to get to the
20:8.72 notifications in party Matrix but when
20:10.48 you clear notifications for the
20:12.04 recurring task they'll come back over
20:13.60 and over again uh next to that you have
20:15.92 tags and so that's just a way to
20:17.88 organize information completely optional
20:20.56 and then below that you have the ability
20:22.36 to add um in the chat section this is
20:24.32 where you can communicate to others
20:26.24 within the context of the task itself
20:28.84 now let me give you a reason why you
20:31.40 might want to use a chat inside pry
20:32.76 Matrix one of the biggest challenges
20:34.84 that people have when they come to
20:36.32 communication about different things is
20:38.40 the lack of the contacts and also
20:40.88 constantly switching contacts so how
20:43.24 often has it been when you in a teams
20:45.32 Microsoft teams chat and you're talking
20:47.32 to your manager and you talk about three
20:49.04 or four different things at the same
20:50.32 time then later on in a month or two you
20:53.08 go back say what did we talk about what
20:54.72 did we say we were going to do for that
20:56.36 task again you don't have one central
20:58.84 place to organize that that conversation
21:1.16 so the way it works with prot Matrix is
21:2.80 you have a chat on a per item basis and
21:4.92 this is where you can have that
21:5.80 meaningful conversation and then
21:7.88 secondly when um in like a month or six
21:11.44 months or something like that you need
21:12.60 to invite in a new team member they can
21:14.80 actually join the conversation and see
21:16.88 exactly the full history of everything
21:19.40 that's been said as well as all the
21:21.24 changes to the task itself so as you can
21:23.80 see there's a record of all these
21:25.84 changes so due dates are change
21:28.20 priorities are changed assignments are
21:30.88 changed and that gives you so much
21:33.12 visibility and transparency especially
21:36.64 for those who need to be introduced to
21:38.16 an existing task and then afterwards you
21:40.40 have notes this is where you can add
21:41.68 subtasks you can also add um just
21:44.32 bullets as well as basic information
21:46.44 again it's not intended to be um you
21:49.08 know a full-fledged doc or you know
21:51.48 Microsoft Word document or Google dog or
21:53.72 whatever if you have those you can
21:55.32 attach it to party Matrix instead in the
21:57.52 resource section so here you can upload
22:0.36 files maybe PowerPoints maybe um other
22:4.28 documents but also you can attach links
22:7.00 and so examples of links might be your
22:9.64 SharePoint um link or you can actually
22:12.56 link to other application that's on the
22:14.76 web or websites Etc all from here now
22:17.92 one of the cool things about pry Matrix
22:19.72 and uh one of the reason why people come
22:21.36 to pry Matrix is email management so
22:23.72 what that means is pry Matrix allows you
22:25.28 to turn an email into a task prioritize
22:28.12 email and delegate that email so the
22:30.24 resources section can actually also
22:32.00 include emails let me give you some
22:33.84 examples let's just say if you're
22:35.64 working with an external client and that
22:37.80 that client actually sends you an email
22:39.64 and now you need to ensure that someone
22:41.48 responds to that email and also maybe
22:44.00 execute on the task in there so by using
22:46.28 PR Matrix you can actually convert those
22:48.00 emails into task directly assign it and
22:50.68 that email is attached here in the
22:52.08 resources section and then what's nice
22:53.92 about it is that other co-workers right
22:56.12 can come in open that email and respond
22:58.92 to it as needed um I'm sure that many of
23:1.08 you work across um teams that are cross
23:4.28 functional right you might have sales
23:5.96 but you might have customer success you
23:7.84 might have engineering all of these
23:9.96 folks involved in one Central plays
23:12.16 foring the email around is just a
23:14.32 disaster so instead by using pry Matrix
23:16.92 you can actually have all those emails
23:18.16 in one central place and everyone's
23:20.00 still on the same page all right so
23:22.96 that's the item details now as you can
23:25.12 see there's a lot more information that
23:26.76 I sort of skipped um but that's the
23:29.24 reason you don't need to know all of
23:31.00 those things to use petrix in fact I
23:33.04 would argue that if you were creating
23:34.88 task in petrix there's three features
23:37.44 that you must use in my opinion due
23:40.48 dates
23:42.08 reminders and then starring if needed
23:45.12 okay so those are the basic capabilities
23:47.52 where if you do that you'll be on top of
23:49.56 all your tasks now it's obvious to say
23:51.84 that when you create a task you should
23:53.24 put them in the appropriate quadrants
23:54.68 and if you did put in the wrong
23:55.80 quadrants everything's just drag and
23:57.28 drop what that means is you need to rep
23:59.20 prioritize just bring them back to
24:1.04 different places the whole goal is that
24:3.28 when you start your day and you look at
24:5.52 this Matrix you know exactly where you
24:7.28 focus your time q1 right and as you can
24:9.72 see there there's a whole record of all
24:11.20 of this so that's the basics of a task
24:14.72 and that's the basics of the inside of a
24:16.92 quadrant now let's talk about the
24:18.72 concept of projects themselves as you
24:20.68 can see on my leftand side here I have
24:22.56 my list of projects so I have what maybe
24:24.68 several dozens here now in my real work
24:26.80 account I have um around 300 projects or
24:29.76 so party Matrix does an amazing job of
24:32.92 helping you manage 300 projects without
24:34.88 being overwhelmed first of all you can
24:37.00 see that in my list of projects I
24:38.76 actually when I choose a project now if
24:40.68 I click on a project the right hand side
24:42.96 switches and it show me what's called
24:44.52 the project details so you saw the item
24:47.28 details project details is the place
24:49.00 where you can modify the project
24:50.60 themselves you can click on here and
24:52.24 change the project name you can start
24:54.08 the project which push it to the very
24:55.56 top of the list you can decide who are
24:58.32 the team members in this project the way
25:0.04 it works from a permission standpoint is
25:2.04 that if someone has is part of the
25:4.04 project they can see all those tasks
25:5.60 right and so you might have a team
25:7.44 project with all your co-workers you
25:9.24 might have a department project you
25:10.88 might have a project with just two or
25:12.16 three team members in it and you might
25:13.60 have project that's just for yourself
25:15.28 and so below that you actually have the
25:16.72 quadrant names you can click on here and
25:18.60 change the quadrant name you can even
25:20.44 change the color so I like the color
25:22.80 coding if for various use cases so for
25:25.40 example might you might want to organize
25:27.12 certain information
25:28.60 um in certain specific ways so maybe all
25:31.00 the blue represent a category of
25:33.28 projects it could be uh outward facing
25:35.76 projects Etc and then you can change the
25:37.96 quadrant name as needed now we typically
25:40.92 use the is atow Matrix as the basis but
25:43.76 what's neat is that PR Matrix has
25:45.44 hundreds of templates that you can use
25:47.36 for free um when you create projects and
25:49.88 you can actually change it to all these
25:51.44 different terminology depending on your
25:53.48 use case so some examples effort impact
25:56.72 right instead of saying do now you said
25:58.68 what are the tasks that are low effort
26:0.16 and high impact that's the equivalent of
26:2.80 your important and urgent because those
26:4.64 are the things you should work on first
26:6.16 low effort high impact and then High
26:8.12 effort high impact right and so on and
26:9.88 so on so patrix gives you a lot of
26:12.40 customization when it comes to that so
26:14.32 that's related to project details now
26:16.72 one neat thing is that if you customize
26:19.20 a project and you want to make sure that
26:21.64 other people can actually use it as well
26:23.84 because you know again at your
26:25.32 organization maybe you come to a few
26:26.88 terminology that you really like you can
26:29.00 actually go up here in the in the menu
26:30.96 up here and save that project as
26:32.56 template so if you have a specific
26:35.08 terminology that you use and color
26:36.80 design that you like you once you save
26:38.84 as a template when you launch a new
26:40.28 project in P Matrix you can choose one
26:41.80 of those templates instead now here's
26:43.68 the cool part with templates what
26:45.24 happens is that if you have a template
26:48.08 with task and your tasks have due dates
26:51.00 and you save it as a template you can
26:53.08 actually automate the whole process of
26:55.04 creating new tasks let me give you an
26:56.80 example let's say just say if I have a
26:59.08 project that's called employee training
27:0.96 handbook right and then you in HR have a
27:5.00 series of task that you create that
27:6.80 whenever you onboard a new employee they
27:8.68 have to go through various training
27:10.04 processes and so forth you can go and
27:12.40 create a project in PR matric with all
27:14.24 those tasks and then set the due date
27:16.00 doe in one day due in one week Etc then
27:18.64 you save that as a template now when a
27:20.80 new employee comes in and you launch a
27:23.24 project from template prod Matrix will
27:24.88 automatically create all those tasks set
27:26.76 all those due dat from the start date
27:28.40 for you it's really cool um now I have
27:31.00 that webinar on templates on how to set
27:32.96 that up specifically so if you're
27:34.12 interested make sure you search for that
27:35.84 webinar or reach out to me and I'd be
27:37.24 happy to send you the link to that
27:39.16 webinar that's a really power use case
27:41.60 for employee onboarding for client on
27:44.04 boarding or for repetitive tasks so if
27:46.40 you have quarterly tasks that you have
27:48.28 to do over and over again that's a
27:49.92 perfect use case for those um part
27:52.20 Matrix templates okay so that's how you
27:54.80 create a project and that's how you
27:56.24 customize a project and then again
27:58.68 that's how you can actually create the
27:59.88 task and so forth so my recommendation
28:2.56 when you start party Matrix for the very
28:4.44 first time is you should create at least
28:6.00 three projects you should have a
28:7.16 personal priority project right these
28:8.92 are the tasks that you care about you
28:10.88 should have a team priority project
28:12.96 these are the task that you have with
28:14.20 your co-workers so then everyone can go
28:16.52 there and have one central place for
28:18.28 priorities and then you should have a
28:20.28 project for either some initiative or
28:22.12 goals that you have for this month or
28:24.12 this
28:24.80 quarter the reason why I recommend that
28:27.56 last one is so then you would actually
28:29.60 get re you know you come back into pry
28:31.60 Matrix and actually use it and then
28:33.32 you'll see that you're actually working
28:34.68 on the things that truly matters you can
28:37.44 keep a lot of things in your head a lot
28:39.12 of people do that and you can also write
28:41.00 it down on pieces of paper and throw it
28:42.64 across your desk a lot of people do that
28:44.28 I've done that um I still do that
28:46.40 sometimes because sometimes that's what
28:48.12 you want to do is just get it out of
28:49.16 your head the whole goal of PR Matrix
28:51.32 though is to actually have it in one
28:53.12 central place so then you can keep on
28:55.24 building up your repository of
28:57.48 information and then ensuring that you
28:59.48 don't forget the things that are Bor
29:1.28 because if you stop using prod Matrix
29:2.92 for two weeks and you come back you're
29:5.08 like oh hey I see what all my priorities
29:7.28 are did they change did anything happen
29:9.52 while I was away for two weeks right
29:10.84 it's so useful from that perspective
29:12.76 helps everyone stay on the same page um
29:14.92 an extremely way to be transparent with
29:17.28 across the whole
29:18.40 organization so those are the three that
29:20.48 I recommend the three projects um I also
29:23.04 personally created a project called
29:24.48 goals for 2024 and this is the
29:26.72 terminology
29:27.84 that I use my long-term goals short-term
29:29.68 goals things I will not do as well as
29:31.88 ideas so if you want go ahead and copy
29:34.12 my Approach here but what I like about
29:36.04 that is I just set my goals here and
29:37.96 then for example I'm just going to say
29:39.44 you know read a book right uh
29:43.52 monthly um and go ahead and create a
29:46.52 task like that so imagine if that's one
29:48.04 of my goals um and then what happens is
29:50.08 I'll just say remind me monthly and so
29:52.96 now on a monthly basis part of Matrix
29:54.68 will remind me hey go read a book uh
29:56.96 read a a new book that you know whatever
29:59.04 it is etc etc so you can do the exact
30:1.16 same thing I really like reminders for
30:3.80 setting your goals because that's the
30:6.04 reason why people forget to do their
30:7.76 goals is because they write it down and
30:9.52 they forget about it right they don't go
30:10.88 back to it and so having the system bug
30:12.92 you over and over again is a very
30:14.44 effective way to uh ensure that you
30:16.68 actually work on those things so now
30:19.24 let's talk about these notifications
30:20.68 that I I mentioned so in on the left
30:23.08 hand side here you see a couple of other
30:24.44 menu items we won't go through all of it
30:26.20 but the most important one is home so
30:28.48 home is where you start your day so when
30:30.84 I start my day in party Matrix I go to
30:33.16 the home view first and see what are the
30:34.76 things that requires my attention so
30:37.08 these are called alerts and so that
30:38.56 number right there is equivalent to
30:40.00 alerts and alerts are just tasks that is
30:43.56 relevant to me so how does it Define
30:45.48 relevance either you've been assigned a
30:47.52 task right let's just say overnight your
30:49.20 coworker assigned you a task or a task
30:51.68 that you follow has been updated or
30:55.20 there's a reminder or a due date that
30:57.64 that triggered so it pops up here and so
31:0.20 your goal is as you click through each
31:1.88 of these you can see them on the right
31:3.72 hand side and ensure that you actually
31:5.24 working on them once in a while you want
31:7.36 to go and you want to clear all
31:8.56 notifications which you can go do like
31:10.52 that just like that everything goes away
31:12.68 and then if notifications come back
31:15.00 they'll pop back up here again and that
31:17.08 is where the reminders the recurring
31:19.32 reminders are so powerful because when I
31:21.84 have a recurring reminder let's say
31:23.36 something daily or weekly or something
31:24.96 like that even when I clear my alerts
31:27.64 next week it triggers and it shows up
31:30.08 again right and so again when I have a
31:32.44 really important customer that I need to
31:33.96 follow up with or really important email
31:35.84 that I need to to address it always
31:37.96 shows up for me so that's how you use
31:40.00 the alert system as you can see prod
31:42.40 Matrix has multiple other views um you
31:44.44 can go to the agenda you can see all the
31:46.12 things that you have to do this week um
31:47.92 and then you have the my items these are
31:49.36 all the tasks you have across all your
31:50.84 projects and then of course party Matrix
31:53.92 has multiple other views as well so on
31:55.96 the left hand side here you can see see
31:57.32 we have calendar view we have search
31:58.88 view which is a place where you can
32:0.48 actually go and filter things for
32:2.16 example if I go to search view here I
32:4.04 can actually click on filters and see
32:5.56 what are all the things that I've done
32:7.36 over the past quarter right if you're
32:9.24 doing your performance review you can go
32:11.56 here build a report of all the tasks you
32:14.08 finished um over the past three months
32:16.40 able to share that with your manager
32:18.08 extremely easily well in fact your
32:19.56 manager can actually run the same report
32:21.52 by using patrix for all the tasks that
32:23.48 you work together
32:24.80 on so while the the for quadrant is a
32:27.80 main view we actually have a lot of
32:29.40 other ways to look at information as
32:30.80 well so let me go and show you um like
32:33.32 to say I have a project here right so
32:35.64 you see how the four quadrants is front
32:37.36 and center but promatrix also has other
32:39.52 views that you can click on and look at
32:41.12 the information from a different
32:42.40 perspective so for example the list view
32:45.96 takes all the information that you have
32:47.36 and put in the list view I can still see
32:48.88 the quadrants but now I can actually see
32:51.32 the tasks that are due and modified very
32:53.28 easily I like this view to easily
32:56.16 identify things that that are recently
32:57.72 changed across all four quadrants and
33:0.32 then also identifying things that are
33:1.92 overdue you can see how things that are
33:3.64 overdue actually turn red it's very very
33:5.60 easy to find that information then you
33:7.60 have the calendar view so this is where
33:9.60 any tasks that have due dates would show
33:12.64 up and so you can click on those tasks
33:14.40 you can drag and drop them around as
33:16.00 needed so for example I can click on
33:17.48 this and open the task I can actually
33:19.48 change a due date just by dragging and
33:21.32 dropping so if your days you you are
33:24.00 calendar Centric some people are and you
33:25.84 just trying to organize
33:27.68 from the perspective of time that's what
33:29.12 you go to and then you have What's
33:30.88 called the Gant chart View and so this
33:32.56 is equivalent of a timeline so this is
33:34.76 useful if you want to see how your tasks
33:37.28 are across longer period of time than
33:40.52 just like a week right the calendar view
33:42.04 is pretty good for a week or month but
33:44.00 the gantar view is good for seeing
33:45.88 multi- quarters Etc um again it's the
33:48.56 same information prod Matrix just goes
33:50.72 and build out these reports for you so
33:52.56 then if you're a project manager you can
33:54.36 take a snapshot of this and put in your
33:55.88 presentation without having to do any
33:57.48 additional work and then we have other
33:59.08 views that includes the ability to see
34:0.72 all the changes across the projects um
34:3.64 sort of like a Facebook feed and then we
34:5.40 actually have reporting on these tasks
34:7.40 as well so now I'm going to switch gear
34:10.36 a little bit and talk about email
34:11.52 management because as I mentioned you
34:13.00 know that's probably the number one
34:14.12 reason why customers come to pry Matrix
34:16.56 in order to actually prioritize their
34:18.08 emails so here I have Outlook open so as
34:22.00 an example I just have a random email
34:23.72 open here um imagine I got an email that
34:26.28 says you know I need a quote for XYZ
34:29.48 with part Matrix you can actually
34:30.80 install the party Matrix for Outlook
34:32.44 plugin so if you go to this um let's see
34:37.81 [Music]
34:41.96 here oh that's actually for some Let me
34:45.24 refresh my screen here I can see that
34:47.60 this email has already been prioritized
34:49.72 okay there we go so now I have the
34:51.48 option here to open apps um so if you
34:53.44 don't have this installed already click
34:54.76 on add apps and search for pry Matrix
34:56.72 and and then I of course have pry Matrix
34:58.36 installed here I can click on pry Matrix
35:0.44 and I have the option to prioritize
35:3.24 email so what happens now is when I have
35:6.04 an email that comes in instead of
35:8.40 actually just flagging it right which I
35:11.08 I do sometimes instead of flagging it
35:13.32 where you know if I have five flag
35:14.56 emails that's fine if I have 50 flag
35:15.96 emails I have trouble understanding what
35:18.00 I need to work on so instead I can
35:20.08 actually take this email and create a
35:21.40 task and party Matrix I have the option
35:23.40 here to capture the email and so what it
35:25.72 does is takes the I the subject create a
35:27.84 task name I can choose what project it
35:29.60 belongs in so because it's asking for a
35:31.56 quote maybe I'll put in the project
35:33.12 sales pipeline I can choose what
35:35.12 quadrants and I can assign to people and
35:37.16 I set a due dates this is so useful when
35:41.00 you need to ensure that the most
35:43.16 critical emails are responded to because
35:45.60 you're sending due dates because you're
35:47.12 prioritizing the emails everyone's on
35:49.52 the same page right and so what that
35:51.52 allows your let's say if you're a
35:53.00 salesperson and you want to make sure
35:54.80 that somebody else is processing this
35:56.76 processing the invoice or whatever by
35:58.60 doing this you can ensure that they
36:0.20 actually work on those task and because
36:2.00 there's actually due dates and
36:3.36 delegation and called out responsibility
36:6.76 but here's the cool thing about patrix
36:8.48 which is it actually also helps you
36:10.48 identify the duplicated task from this
36:12.60 email as well so if multiple co-workers
36:15.08 are CC an email and they create a task
36:17.24 well we try to identify and make sure
36:18.52 that you don't create those duplicate
36:19.84 task but here's another unique feature
36:22.08 of prrix which is the ability for you to
36:23.88 attach the email to existing task
36:26.48 sometimes it's just a follow-up so
36:27.88 instead of actually choosing prioritize
36:29.44 email I open up pry Matrix and now you
36:32.24 have a different view that pops up and
36:34.08 this allows me to actually attach email
36:36.20 to an existing task so you can see that
36:38.28 I can actually search for a pmatrix task
36:40.20 and then attach it directly here so this
36:42.28 is really
36:43.40 useful if you have you know a customer
36:46.16 again that's following up on an existing
36:48.00 task and you want to ensure that
36:49.60 everyone's on the same page you can't do
36:52.32 this with a regular email system right
36:55.04 if you have an email in one place and
36:57.12 then a customer send another email
36:58.80 instead of replying to the thread now
37:0.40 you're forwarding that email to people
37:1.88 or you're ceing a bunch of people now
37:3.68 you just have multiple places where
37:5.40 everything is completely disorganized so
37:7.84 which part of Matrix you can actually
37:9.00 bring all of those together into one
37:10.36 central place and ensures that the email
37:12.40 are prioritize and then when you
37:14.32 prioritize the email you actually attach
37:17.16 them as a an EML file so then your
37:20.04 coworkers can actually open it and if
37:21.40 you click on this menu option here and
37:23.44 go to settings you can actually choose
37:25.56 sort of your PR references on whether or
37:27.60 not to attach those emails as needed now
37:30.12 what's really neat is we're actually all
37:31.80 pry Matrix is also what's called a
37:33.32 universal app so I can actually go to
37:35.72 Outlook itself and click on pry Matrix
37:38.36 again I can install pry Matrix here and
37:40.28 I can access pry Matrix inside Outlook I
37:42.72 don't even have to go to the web app so
37:44.68 what's really neat is that you can
37:46.08 actually do this pin pry Matrix here and
37:48.60 now you can be 100% inside Outlook have
37:51.08 everything you need with prod Matrix in
37:53.20 one central place and so you can see how
37:56.28 when I I go to this view um I can
37:58.88 actually add as one of these views here
38:0.48 inside Outlook and this works across
38:2.92 Outlook 365 um I can jump back to my
38:5.76 email I can jump back to PR Matrix and
38:8.04 that is where we add value by reducing
38:10.16 your contact switching and speaking of
38:12.56 context witching party Matrix work
38:14.16 completely inside Microsoft teams as
38:16.00 well so what happens is you can go to
38:18.40 the app store inside Microsoft teams
38:20.68 install pry Matrix and then you can pin
38:22.76 pry Matrix here when I click on pry
38:25.52 Matrix it allows me to access everything
38:28.16 I you saw in the web app um you can see
38:30.36 my list of projects my quadrants and
38:32.56 then the item details and so forth and
38:34.32 then the menus is right up here I have
38:36.44 one central place and I don't even have
38:38.08 to go to petrix web app as well do note
38:41.68 that if you like desktop apps part
38:43.48 Matrix comes with desktop apps so you
38:45.00 can actually install those but let me
38:46.64 show you a couple more things that's
38:48.96 unique to Microsoft teams that makes
38:50.40 petric is one of the most Integrated
38:51.92 Systems in teams when you go to a chat
38:54.40 with somebody in Microsoft teams you can
38:55.92 actually go to what What's called the
38:56.96 one-on-one view so here I click on pm
38:59.52 oneone and look at this it shows me
39:2.08 every single task I have in common with
39:4.40 my coworker directly in the conversation
39:7.08 that I have with them and so as you can
39:8.88 see if you were a manager and you have
39:11.40 five or six direct reports how often had
39:14.36 you had that question I was like hey
39:15.60 what is so and so working on or when you
39:17.68 have a conversation with them you're
39:18.92 wondering hey what's the status of that
39:20.92 task that I assigned to you right well
39:22.88 you don't have to wonder anymore when
39:24.60 you go to here you can add the one one
39:26.76 for every single person and then when
39:29.16 you you open that view within the chat
39:31.76 with that person you can see all the
39:33.76 tasks you have incommon with them across
39:35.64 all your projects so the criteria for
39:37.80 showing up here simply is that you and
39:39.84 that person are either owner or follower
39:42.32 of the same task and as you can see you
39:45.32 can see everything that's overdue the
39:46.92 things that are modified so when you
39:48.76 have a meeting with that person it is so
39:51.16 easy to be able to discuss the things
39:53.60 that are actually happening right you
39:55.08 can say hey let's talk about that task
39:56.88 that's overdue or let's talk about um
39:59.52 that particular XYZ and you can filter
40:1.88 it directly from here and find out
40:3.92 exactly the status of the things that's
40:6.12 that's happening right now the other
40:8.08 neat thing is the ability for you to
40:9.72 actually add share task directly from
40:11.40 this view this is very useful for the
40:15.12 use case where um you're having meeting
40:18.40 and then you're you're talking to each
40:19.56 other and then you realize hey let's do
40:22.00 XYZ instead of having to open PR Matrix
40:24.72 and creating the task and all that you
40:26.48 click on ADD share task type it in you
40:28.60 can set the due date directly from the
40:30.80 the task name and you click add
40:33.56 automatically assigns to the other
40:34.76 person automatically add you as a
40:36.16 follower can't be any simpler than that
40:38.56 so pry Matrix provide that deep
40:40.08 Integrations that makes it so easy for
40:42.32 you to use without Contex switching um
40:45.00 you can add the tab by simply click on
40:46.84 this plus and then choose party Matrix
40:49.52 and then choose the one onone here as
40:51.16 you can see I have other options to add
40:52.96 PR Matrix including integrating projects
40:54.80 into teams um but at the same time if I
40:57.28 go to the chat section here inside a
41:0.04 conversation with somebody you can
41:1.56 actually turn any conversation into a
41:3.52 task itself so just click on this
41:5.52 ellipses create PM item and VOA a task
41:8.48 is created it links back to that moment
41:11.08 in time when you had that conversation
41:13.40 creating one central place for you to
41:15.20 actually track all these things that you
41:17.00 are going to do um you can see from my
41:19.48 examples here I have a bunch of action
41:21.24 cards that I sent I can actually click
41:22.84 on here click on PR Matrix and send
41:25.12 action cards example why I would send an
41:27.80 action card might be I would assign
41:29.48 someone a task but then they um they
41:32.16 didn't get to it for whatever reason
41:33.60 right and so with party Matrix you can
41:35.88 actually send them the action card in
41:37.20 team and they can actually see the task
41:39.00 they can open it update it Etc directly
41:41.24 from teams so we actually have other
41:43.80 Integrations in teams as well into the
41:46.56 calendar um we also if you go to the App
41:49.28 Store and you search for party Matrix
41:51.96 you can actually see party Matrix under
41:53.92 workflows and also party Matrix is one
41:56.04 of the very very few applications that
41:58.40 works with co-pilot so what's really
42:0.28 neat is that pry Matrix actually at the
42:2.84 Enterprise level pry Matrix will
42:4.76 accelerate how you use our system um
42:8.08 across the entire Microsoft um ecosystem
42:10.88 so if those are the things that interest
42:13.08 you some of those are Enterprise
42:14.60 features of course reach out to us and
42:16.56 we'd be happy to actually show you how
42:18.84 to use this to the next level so that's
42:22.16 how protom Matrix integrate with teams
42:23.84 um again there's more capabilities there
42:25.52 including Integrations with meetings we
42:27.72 also have Integrations with Microsoft
42:29.36 Edge Microsoft um Microsoft Edge Google
42:33.56 Chrome Gmail Etc so those are other
42:36.52 things you can pull in we also have
42:38.08 connectors that lets you pull in to-do
42:40.64 jira um etc etc Outlook tasks and so
42:43.88 forth into your P Matrix as read only so
42:45.80 those are additional options that we
42:47.48 have within the Microsoft
42:49.24 ecosystem okay with that I'm going to
42:51.16 jump back to my
42:53.72 presentation all right so
42:56.68 um it's now on you um you know hopefully
42:59.44 I've given you a very high level
43:1.04 overview of pry Matrix um now of course
43:3.48 you can see how P Matrix has a lot of
43:5.04 capabilities but again you don't have to
43:7.16 boil the ocean with P Matrix at the end
43:9.16 of the day it's just a simple way to put
43:12.40 all your tasks together into the four
43:14.04 quadrant but the nice thing is p Matrix
43:16.28 has all the bells and whistles for you
43:17.68 to take it to whatever levels that you
43:19.16 want so if you haven't already sign up
43:21.48 for party Matrix if you use teams and
43:24.00 Outlook you definitely should do those
43:25.48 things that I showed do add PR Matrix in
43:27.48 teams add PR Matrix in Outlook add prod
43:30.32 Matrix web app the universal app in
43:32.40 Outlook as well um I would create at
43:34.56 least three projects your personal
43:35.96 priorities your share team priorities
43:37.68 and key initiatives um again if you have
43:40.16 goals for 2024 definitely write it down
43:42.44 I mean if you don't write it down no
43:44.28 one's I mean how would you get them done
43:46.48 right and then make sure that you'd set
43:47.96 those recurring reminders um for
43:50.32 projects invite the appropriate team
43:52.04 members and Pitch to them on why it's
43:54.08 important to focus on high impact task
43:56.08 one thing that I find to be really
43:57.32 interesting is that you know for for
43:58.84 people here today um all of you you're
44:1.56 here because you're taking the
44:3.20 initiative and and that's the amazing
44:5.12 thing is that it boils down to the
44:6.96 individuals who take the initiative
44:8.92 who's trying to be more productive and
44:10.68 more efficient and so forth so cudos to
44:12.48 you on that first part the second is
44:15.76 that team members sort of need the same
44:17.36 motivation um but they actually requires
44:19.44 a little bit more pushing from from from
44:21.88 you and from others and so forth so um
44:24.60 if it's talk if you're talking your
44:26.20 manager I mean when you show them how if
44:28.92 they can to take a look and know exactly
44:31.00 what you're working on how valuable is
44:33.08 that and then also imagine if you're at
44:36.00 the director or executive level and you
44:38.12 have full visibility on the priorities
44:40.40 across your entire department how
44:42.48 valuable is that right and so uh and
44:45.04 then actually at the same time if you're
44:46.60 a contributor um individual contributor
44:49.64 being able to actually track all your
44:51.40 priorities and then show others or your
44:53.72 managers that hey you know I'm over
44:56.04 overloaded I have a ton of work on on my
44:58.52 plate you know and these are my
44:59.88 priorities if you're signing me
45:1.48 something what am I going to get rid of
45:3.96 being able to have those meaningful
45:5.12 conversation is so powerful and PR
45:6.64 Matrix really facilitates that when you
45:9.64 create task in PR Matrix make sure you
45:11.40 set due dates put them in the
45:12.80 appropriate quadrants and don't drop
45:14.32 them that's pretty much it that's all
45:15.48 you have to do to actually mark them as
45:16.76 done and when you mark them as done part
45:18.56 mans will track all those statistics for
45:20.72 you um and later on you can see okay you
45:23.16 know how long does it take me to
45:24.44 actually get some of my tasks done and
45:25.60 so forth and then lastly ruthlessly
45:28.32 prioritize um and what I mean by that is
45:30.64 the time is yours right if you don't if
45:32.92 you don't ruthlessly prioritize your
45:34.44 time someone else
45:37.52 will so some advice um if you're really
45:41.00 new to PR Matrix use it to track high
45:43.52 impact tasks first these are the things
45:45.12 that truly matters I wouldn't write your
45:46.72 grocery list in py Matrix for example
45:48.92 use P Matrix as a communication tool
45:51.16 with your manager and team members like
45:52.88 I mentioned I've seen amazing successes
45:55.52 when it comes customers project party
45:56.88 Matrix on the big screen when they're in
45:58.76 the team meeting room and they have that
46:0.36 on the big screen everyone can look at
46:1.80 it like okay you know I agree I agree I
46:4.00 disagree Etc and instead of having a
46:6.04 meeting that talks about random stuff
46:8.12 you're talking about the most important
46:9.68 things in quadrant one first right then
46:11.88 you move to quadrant 2 and so forth um
46:14.24 and then I think that you know using p
46:16.76 Matrix to manage your individual goals
46:18.20 is so critical because party Matrix at
46:20.76 the end of the day is an individual a a
46:23.84 tool where our root starts at the
46:26.60 individual right um because if we can
46:29.40 help you be successful then nothing else
46:32.24 matters you know whether or not you
46:33.56 using your team or your organization
46:35.48 that's secondary but if you're
46:36.92 successful then we've done our
46:39.84 job so what success with promatrix
46:42.28 should look like you have one central
46:43.68 place to track all your priorities
46:45.48 everyone of the team understands and our
46:47.04 line of key task if you have repetitive
46:49.20 procedures templa them like I showed you
46:51.96 and then if you have important emails
46:53.64 prioritize them and tree out them to the
46:55.48 proper team members and make sure you
46:57.52 never forget them and that's pretty much
47:0.12 it so with that I conclude my
47:2.40 presentation and demo here um I'm going
47:4.28 to take a look at the chat to see if
47:5.36 there's any questions if there are I'll
47:7.16 address them thank
47:12.72 you okay so I see quite a number of
47:15.56 questions I also see that a colleague of
47:17.48 mine has also started answering these
47:19.44 questions as well um so let's see
47:24.72 here
47:28.24 um so someone talk about um ask whether
47:30.72 or not this works on the Mac ecosystem
47:32.60 in fact I'm on Mac uh party Matrix works
47:35.36 on iOS we have IOS app we have mac app
47:38.68 we have um Integrations if you're on iOS
47:42.36 I I believe integration with Safari as
47:44.12 well and then WP Matrix if you want to
47:46.40 prioritize email you can actually
47:47.80 forward email from Apple Mail in fact I
47:50.96 on my phone I have apple mail um so when
47:53.64 I get an email every a every account
47:56.60 every person inide P Matrix actually has
47:59.48 an inbox address and so when with that
48:2.00 inbox address you can actually set it up
48:3.76 in Apple Mail so when you have an email
48:5.84 you can actually forward it to your
48:6.92 inbox address and it shows up in patrix
48:8.92 and you can set due dates reminders
48:11.04 directly from that forwarding so
48:12.64 actually part Matrix works extremely
48:14.36 well on Mac um in fact part Matrix
48:16.64 started first on the Mac ecosystem and
48:18.68 there's mac native Mac app that you can
48:20.36 install as
48:21.56 well um the site for the webinars
48:25.68 webinars so I believe that um my
48:27.92 colleague responds to you there but if
48:29.96 you have if you want to see the other
48:31.64 webinars it's all available there um in
48:34.28 terms of documentation for the natural
48:36.96 language we actually have um a list of
48:38.92 commands as well so actually I believe
48:41.80 that let me see here if there's a if
48:43.72 someone sent to you in the chat already
48:46.36 um but uh the essentially you can go and
48:49.80 type things like remind me or due date
48:52.60 or move task and so forth so we actually
48:54.92 have a command there there if you want
48:56.56 please reach out to us and we'll send
48:58.48 you the uh the link for it but when
49:0.20 you're using part Matrix inside let me
49:2.92 show you back here again when you're
49:4.80 creating um a new task for example um
49:9.44 let's see
49:16.80 here I'm trying to find an example
49:18.96 because actually sometimes what we do is
49:21.12 we actually
49:24.16 um they're actually
49:26.12 is a command a thing that pops up that
49:28.84 actually tells you what are the commands
49:30.12 that you can type but we actually have a
49:31.36 page help page dedicated to that uh this
49:34.20 webinar is recorded and so um you'll
49:37.96 I'll be sending out this to you
49:39.44 afterwards can I assign dependencies yes
49:42.04 let me show you how to create dependency
49:44.00 it's actually very easy in prod Matrix
49:45.76 when you go to a task you can click on
49:47.56 the resources section and then what you
49:49.44 can do is you can link existing item so
49:52.24 let's just say if you're a const doing a
49:54.24 construction project right you you got
49:55.64 to pour the foundation um before you do
49:59.80 the next part you can actually go click
50:1.64 on link existing task and then you can
50:3.92 choose another task within the Matrix
50:6.12 itself and then you can choose several
50:8.20 types of dependencies so for example
50:10.40 first it's related when you say two
50:11.88 tasks are related it just means that um
50:14.04 they're in Interlink with each other and
50:15.88 so in our system we Mark that you can
50:17.68 actually jump back and forth between
50:19.04 these but you can also say that this
50:21.12 task is blocked by or this task blocks
50:23.52 or this task is caused by this task
50:26.16 causes and so when you use those um
50:29.88 specific categories then it actually
50:31.72 builds the dependencies inside the game
50:34.36 chart um as an individual contributor
50:37.00 can I see all the tasks that I have
50:38.68 across all my project that's fantastic
50:40.60 question the answer is actually uh yes
50:43.00 so there's several ways for you to do
50:44.48 that if you go to the home view here if
50:46.48 you click on agenda essentially it shows
50:48.36 you all the tasks you have anything with
50:50.40 due dates across all your projects right
50:52.48 so this is a Time Centric view so
50:54.80 instead of thinking about important
50:56.80 importance view important Centric view
50:59.36 you have a time Centric View and so here
51:1.40 it shows you all those tasks with those
51:2.64 due dates but you can also click on my
51:4.84 items and what this does is it shows you
51:6.96 all items you have across all your
51:8.80 project in one central place and so from
51:11.16 here it's very easy to able to um see
51:14.80 everything that you have to do um but
51:16.88 also you can actually use the search
51:18.88 function to find things across
51:20.92 everything so when you go to the search
51:22.88 function here you can click on filter
51:24.76 and you can say show me all the items
51:26.88 that are unfinished from Quadrant One
51:29.76 right assigned to assigned to so and so
51:33.20 myself if needed or you can say items
51:36.20 that I follow um and then you can also
51:38.56 choose additional time span as well so
51:41.08 uh in fact we actually have several uh
51:43.40 preset filters for you here so when you
51:45.44 open the search view you can just click
51:46.92 on one of these and that pretty much
51:48.28 allows you to jump to uh the view that
51:50.52 allows you to see everything you need to
51:51.88 see we in the old windows app we used to
51:54.68 call this the m Master view uh but this
51:56.80 you can think of this as one Central
51:58.20 place for you to search for whatever
51:59.52 that you
52:1.88 need okay so it looks like my colleague
52:4.04 did send a link to the command um uh
52:7.36 page there so if you go there you'll see
52:8.84 a bunch of different
52:10.04 commands Okay
52:17.00 um uh so you can actually save it so you
52:19.84 can actually create a custom filter um
52:22.16 right here and then and then you can
52:23.92 save the filter as whatever name you
52:25.96 want to save it so for example you might
52:27.96 create a filter that says my item from
52:30.08 q1 or something like that right in fact
52:32.32 it's pretty useful too if you're a
52:34.04 manager you can actually create a filter
52:36.00 that shows you the things the work done
52:38.24 by certain team members as well so you
52:40.60 can go and create each of those various
52:41.96 filters and all you have to do is uh
52:43.96 create a custom filter here and then
52:45.64 save the filter for whatever name that
52:47.56 is and so when you click on that those
52:49.12 filters will be activated here in the
52:50.64 search view so that's a very good
52:53.24 question fantastic these are fantastic
52:55.76 questions and thank you for for asking
52:57.52 them um I want to make sure that you
52:59.12 know you know that you can always reach
53:0.64 out to us my email hi high
53:3.16 or support at one of the
53:5.52 things that we are trying to do is we
53:7.04 want to make sure that pry Matrix works
53:8.84 well not just for anyone but for you in
53:13.20 particular and and I say that in in
53:15.40 actually not in J but actually um in all
53:18.00 seriousness which is I think that you
53:20.12 know party Matrix and with the advance
53:22.16 of AI we can actually go and customize
53:24.36 party Matrix to your specific needs uh
53:26.96 so whatever your job function your job
53:28.96 title in your specific industry so
53:31.28 that's one of the areas where we're
53:32.48 investing a lot of effort and time so
53:34.48 please reach out to us if you're looking
53:36.56 to deploy promatrix with your team or
53:38.56 your organization and we can actually
53:40.60 provide you a wealth of resources um to
53:43.68 actually help you be successful for that
53:45.92 specific
53:47.28 purpose so the workload uh tracking let
53:50.52 me show you how that works so here when
53:52.76 I go to um report I can actually do
53:56.08 workload management and so if you're a
53:58.44 manager and you have multiple team
54:0.16 members you can actually go to this View
54:2.04 and you can actually see the workload of
54:4.92 your co-workers across all these um
54:8.68 across various weeks and so forth so for
54:11.16 example I can choose the date and here
54:13.16 you can see how the count here represent
54:15.20 the number of tasks for that person U
54:18.20 but you can also switch over to effort
54:20.20 or schedule hours so earlier I mentioned
54:22.44 how with each task you can associate
54:24.68 effort so when you create a tasking PR
54:26.80 Matrix it automatically U counts as one
54:29.16 hour now if you know obviously not all
54:32.24 tasks are created equal so if you wanted
54:34.40 to use it to be more fine grain then you
54:36.68 can actually set those efforts and then
54:38.24 when you go to this view you can
54:39.40 actually change the effort there we also
54:42.20 have other reporting systems so what
54:44.56 happens is when you go to a general
54:46.52 report um you can actually get quarterly
54:48.68 reports Daily Report weekly reports and
54:50.84 you can schedule this but this is more
54:52.40 on a personal level whereas if you want
54:54.80 to Team level the workload report that I
54:56.72 show is pretty helpful and also the
54:58.40 search view is tremendously
55:6.00 helpful fantastic
55:8.72 questions all right thank you all so
55:11.20 much for being here today I hope this
55:12.60 was helpful um I hope this uh inspired
55:15.40 you a little bit to be more effective
55:17.12 and more efficient and hopefully part
55:18.44 Matrix will be able to help you with
55:20.24 that Journey thank you
55:24.00 all