Introduction to Priority Matrix: How to prioritize tasks and emails

0.08s good morning everyone uh thanks so much
1.60s for being here today my name is hiwin
3.28s I'm co-founder of affluence the company
5.12s behind pry Matrix hopefully you're here
7.56s today uh because you're interested in
9.08s learning about pry Matrix and how to be
11.24s more effective how to prioritize your
13.16s task and emails and how to have a more
15.28s effective
16.12s 2024 I want to let you know that this
18.56s webinar is recorded and so I'll be
20.60s sharing the recording with everyone
22.32s afterwards and then also there's a chat
24.88s section so if you have any questions
26.24s during the webinar please send me a
28.28s message there and I'll do my best to
30.00s address them um after my presentation
31.84s and
33.28s demo all right with that I'm going to go
36.08s ahead and J to my screen here okay you
39.36s should be to see my screen our goals for
41.72s today pretty straightforward first help
44.08s you understand the basics of P Matrix
46.88s and then provide you a framework on how
48.48s to get the most out of PR Matrix with
50.16s the least amount of work because I think
51.56s that's always extremely important
53.28s there's just so many things we can do
54.68s what are the things that you should use
56.56s with P Matrix
57.96s today uh thirdly help you Envision what
1:0.60 your work and life success may look like
1:2.40 with PR Matrix and then finally some
1:4.96 tips and guidance on how to use PR
1:6.68 Matrix to manage your 2024 goals um
1:9.12 that's something that's been top of mind
1:10.44 for me uh because I'm thinking how do I
1:12.52 actually become more effective this year
1:14.40 right every year we ought to strive uh
1:16.16 to do a little bit more than the
1:17.36 previous and so I've been thinking about
1:19.28 how to use party Matrix to do that and
1:20.64 so I'll share some of those tips with
1:23.84 you one of the things that I want to
1:25.72 start with is talking about the
1:26.72 challenges that our customer face now um
1:29.56 first
1:31.36 one of the things I've seen over and
1:32.56 over again is that team members have
1:34.44 trouble understanding what's priority
1:36.12 right now it's actually so fascinating
1:37.88 because all of us struggle with this
1:40.24 which is when we work with multiple
1:42.52 people across a large organization or
1:44.88 even a small organization it's extremely
1:47.08 difficult to understand what everyone's
1:48.92 working on and so because of that you
1:51.64 actually become um so trapped in terms
1:55.80 of what it is that you're working on
1:57.20 because you're just in your little Silo
1:59.48 and you're not not able to see what
2:0.84 everyone else consider to be priorities
2:3.24 and then the Cory to that is actually
2:5.24 becomes harder to keep track on the
2:7.00 status of work across so many areas of
2:9.20 responsibilities um no longer do we have
2:11.40 one task or one project right I'm sure
2:14.00 every single one of you on your plate
2:16.48 right now have more than you can handle
2:18.76 and so because of that how do you know
2:20.56 what are the things that you should be
2:22.12 working on and what are what's the
2:23.56 status of um this task and this project
2:26.36 Etc especially when it interconnects
2:28.64 with so many others and then lastly
2:30.88 emails and meetings are just causing far
2:32.92 too much contact switching ironically
2:35.32 you know um over the last couple of
2:37.08 years we have so many more tools that
2:38.72 are so much more capable for
2:40.32 collaboration for meetings and so forth
2:42.88 yet at the same time task and projects
2:46.08 and communication are coming to us from
2:48.12 all different directions I mean if
2:49.48 you're like me um You probably have had
2:51.96 conversations inside teams or other
2:54.32 communication software you use you
2:56.12 probably have gotten a bunch of emails
2:57.92 that are asking you to do x y and z
3:0.32 and then at the same time you have your
3:2.00 collaboration software um that's telling
3:4.20 you hey you know you've been assigned
3:6.12 this and and that um so it's so
3:8.28 fascinating that these are the
3:9.44 challenges that we continue to face and
3:11.60 I don't think it's any it's going to
3:13.00 change that much in uh
3:15.32 2024 so what is patrix um patrix is a
3:18.68 comprehensive email priority and project
3:20.52 management software that helps
3:22.12 individuals prioritize their most
3:23.56 important tasks and emails helps team
3:25.80 say aign on key projects and then if you
3:27.84 use petrix across whole organization it
3:30.12 helps create a single source of Truth to
3:32.44 become more efficient and more effective
3:34.28 now hopefully you understand or you're
3:35.92 coming here to this webinar because
3:37.32 you've already looked at pry Matrix a
3:39.12 little bit um but at the end of the day
3:40.72 pry Matrix is a software and how I think
3:44.00 of it is pry Matrix is a communication
3:45.96 software what it does is it helps you
3:48.88 understand your priorities and it helps
3:50.92 communicate your priorities to other
3:53.12 team members and vice versa that's it um
3:55.84 you know we can think about all these
3:57.16 features for collaboration delegation
3:59.36 again charge workload report and so
4:1.32 forth um as being you know core features
4:3.92 of protom Matrix but honestly in reality
4:6.84 I think that the goal of our software
4:9.28 and the goal of any software is to help
4:11.80 us just achieve the most simple thing
4:13.80 which is identifying what should I work
4:15.84 on right
4:17.20 now so how does part Matrix help with
4:19.72 those challenges that I mentioned in the
4:21.04 beginning uh first we use What's called
4:22.76 the four quadrant methodology to promote
4:24.68 effective prioritization so I'll go into
4:27.32 details around that um but that's what
4:29.76 makes petrics different Patric also
4:32.16 provide different views I call the
4:33.64 one-on-one the agenda the timeline to
4:35.88 help you understand what needs to be
4:37.36 done within the right context what that
4:39.72 means is if you're working on a project
4:41.44 what should you be working on for that
4:43.28 project at this moment or if you're
4:45.68 talking to your manager what are the
4:47.68 things you should be talking about or if
4:49.76 you're communicating with your direct
4:51.20 reports how do you know if they're
4:52.80 working on the right task that's the
4:54.44 goal within the context aspect of it and
4:56.72 then thirdly party Matrix provide really
4:58.64 deep Integrations into systems you
5:0.20 already use um in particular were
5:2.44 probably the most integrated solution in
5:4.52 Microsoft teams and outlook for
5:6.04 Effective emails and task paration so
5:8.44 it's almost a no-brainer to use protom
5:10.16 Matrix if you're in the Microsoft
5:11.56 ecosystem um even though of course we
5:13.48 have Integrations in Gmail and chrome
5:15.44 and all that but that's what makes
5:16.96 petrix really
5:18.44 unique so petrix is the only uh project
5:22.16 management software project email and
5:24.08 meeting management software rather that
5:26.04 I'm aware of that is Microsoft 365
5:28.12 security certified in themes Outlook and
5:30.96 web and we're actually leveraging a lot
5:33.08 of AI tools to help you achieve your
5:35.48 goals and I know there's you know a lot
5:37.32 of Buzz around Ai and a lot of
5:39.52 skepticism too which is totally um
5:43.48 understandable and so what we're trying
5:45.08 to do is we're not trying to help you
5:46.76 know we're not trying to get AI to help
5:48.20 you do your work that's unfortunately
5:49.72 not possible at this moment but what
5:51.24 we're helping you with is helping you
5:53.16 identify what are the things that you
5:54.68 can do um what are the ways in which you
5:57.08 can spend your time more effectively and
5:58.84 more efficiently
6:0.00 and then thirdly we provide what's
6:1.40 called people Centric collaboration and
6:3.00 so there's views in party Matrix such as
6:5.36 the one-on-one that I I hinted at that
6:7.48 actually flips everything around instead
6:9.04 of actually thinking about um what are
6:10.80 the things I need to do for this project
6:12.36 think about what are the things I need
6:13.48 to do for this person across all my
6:15.16 projects and then finally pry Matrix is
6:17.56 available as a standard solution which
6:19.44 was applicable to the vast majority of
6:21.04 you it's just a software that you run on
6:22.68 the web or desktop or mobile or inside
6:25.00 teams Etc but we also have the Hippa um
6:28.24 and Azure government CL version
6:30.04 equivalent of that too so if you're an
6:32.40 organization that
6:34.04 requires the Hippa compliant version of
6:36.80 our solution or to be hosted on Azure
6:38.88 government cloud or have a private
6:40.80 deployment reach out to us we'd be happy
6:42.80 to discuss
6:44.64 that so what makes per Matrix effective
6:47.28 is it helps you determine what needs to
6:49.00 be done now and then what needs to be
6:50.92 done later and what are the things you
6:52.24 delegate and then you know even the
6:54.48 things that you shouldn't even do that's
6:56.12 in fact I feel like that's one of the um
6:58.60 biggest problems that we have you know
7:0.24 we're constantly working on things and
7:2.52 sometimes they don't matter um some you
7:4.76 know the worst thing that could possibly
7:6.36 happen is you're taking all your effort
7:8.24 and you're working on something that no
7:9.64 one cares about right so um hopefully
7:12.00 party Matrix what it does is it surfaces
7:14.24 that up so then you can actually have
7:15.48 really effective communication with your
7:17.32 team members from the
7:19.44 get-go and if you use P Matrix well and
7:22.80 if you use petric correctly it becomes
7:25.56 the one place where everyone can go to
7:28.24 to know exactly what needs to be done so
7:30.48 I want you to keep that in the back of
7:32.36 your mind which is as you think about
7:34.28 how you're using Prometric and you know
7:36.20 as you maybe the things you're going to
7:37.48 do today right after this call the
7:39.20 things you work on it on this week and
7:41.16 this month and so
7:42.68 forth consider whether or not it is
7:45.16 achieving this goal that if someone logs
7:47.88 on to your pry Matrix or looks at your
7:49.60 pry Matrix they know exactly what your
7:51.52 priorities are and then vice versa if
7:53.84 you look at your manager's priorities
7:55.48 list will you know exactly what they're
7:57.36 working on and then your direct reports
7:58.80 and so forth that's the ultimate
8:0.80 goal so let's talk about the
8:2.56 fundamentals behind patrix um there's a
8:4.60 quote attributed to former President
8:6.52 Eisenhower what is important is seldom
8:8.52 urgent and what is urgent is seldom
8:10.24 important and what I really like about
8:12.20 this quote is it helps us tur out the
8:15.00 two dimensions of the things that we
8:17.12 have to do the dimension of importance
8:18.84 and the dimension of urgency now if
8:21.56 you're like me this morning you know the
8:23.20 first thing you do when you wake up is
8:25.72 you know check your email right now what
8:28.32 do you what email do you look at first
8:29.72 do you look at the most important email
8:31.04 first well you don't know that so what
8:32.40 do you do you look at the last email
8:34.12 right so last in first out is almost the
8:37.24 you know Theo of all of us because
8:40.24 that's the thing that you know requires
8:41.96 your attention so you always check your
8:43.60 email is it the most important thing
8:45.28 doesn't matter it's that urgency aspect
8:47.84 of it that always sucks Us in and pulls
8:50.16 us away from the most important work so
8:52.64 instead of actually thinking about the
8:54.48 things that we have to do from a list
8:56.52 standpoint right if I ask you to write
8:58.68 down the 15 things you have to do in a
9:0.72 list and then ask you to decide to work
9:2.68 on something it's very very difficult to
9:5.48 decide what to work on you start at the
9:7.16 top or do you start at the bottom you
9:8.48 start somewhere R random in the middle
9:10.60 and so instead of actually having in a
9:12.16 list what we do is we actually split it
9:14.48 into a matrix form and so now you have
9:17.40 the tasks that are important and Urgent
9:19.76 and that goes in do now quadrant and
9:21.84 then the stuff that are important but
9:23.24 not urgent that's the plan quadrant and
9:25.72 then the stuff that's urgent but not
9:27.36 important you delegate and then you
9:29.64 should never even have anything that's
9:31.28 not important not urgent right so
9:32.88 instead you have an inbox and that's
9:34.32 where everything goes in first and then
9:36.40 from there you decide what bucket it
9:38.16 fits in and really party Matrix is as
9:41.48 simple as that what it does is instead
9:43.56 of you having a task list you go and you
9:46.24 have to put it into the structured party
9:49.08 Matrix to ensure that you actually
9:51.60 really really decide what it is that you
9:54.04 need to work on what are the things that
9:55.48 are truly important and what are the
9:56.80 things that are truly urgent and every
9:59.64 other capabilities in Pro in terms of
10:1.60 project managements is secondary to this
10:4.00 aspect of patrix so hopefully when you
10:6.64 look at this you're thinking oh man you
10:8.80 know this is hard right this is hard to
10:10.68 decide how do I how do I decide of these
10:12.96 15 things what goes where and that's the
10:15.96 point um and so I think that you know as
10:19.64 an aside a lot of us uh sort of tumble
10:23.32 around and work on things and never
10:26.12 really truly consider am I working on
10:28.36 the most impact things with my and how
10:30.64 am I spending my time and so forth um
10:32.56 because we avoid this approach we avoid
10:35.44 thinking about importance and we avoid
10:37.20 thinking about urgency and so this is
10:39.56 where I challenge you to spend a little
10:41.68 bit of time today after this webinar
10:43.68 organizing your information and prrix
10:45.92 have a project that actually goes and
10:47.60 actually uh track your your to-do list
10:50.12 and so forth and think about what are
10:52.16 the things that fit in where now if you
10:53.56 have everything in quadrant one you're
10:55.20 doing something wrong right and so um if
10:58.68 everything important urgent then nothing
11:0.28 is so make sure you recognize that
11:1.88 aspect of it and so as you're thinking
11:3.72 about using p Matrix and you're looking
11:5.48 at your own uh Matrix and your uh the
11:8.60 task that you have and then the task
11:10.24 your co-workers have and your direct
11:11.76 reports have and and so on and so on
11:13.96 make sure that not everything is is in
11:16.12 quadrant one and so um again this is not
11:19.16 easy now one thing that's really
11:21.48 interesting is imagine if now you've
11:23.84 written down your task list and you put
11:25.68 it into party Matrix and you walk around
11:28.12 the office and you start comparing notes
11:30.64 and that's where the magic happens with
11:32.56 our software in a team and organization
11:34.72 wide environment the four quadrant is
11:37.08 andow Matrix creates alignments because
11:39.56 it forces you to prioritize but then
11:41.84 because everyone else is doing the exact
11:43.48 same exercise you can start surfacing up
11:45.92 the disagreement right
11:47.72 away again one of the things that I
11:49.96 think is the worst use of our time is we
11:52.12 work on something that's important but
11:54.96 what we that we think is important but
11:56.84 it turns out that no one else does right
11:59.00 right imagine if you spend all this
12:0.48 effort creating this report and then
12:2.24 your manager says oh actually we don't
12:3.68 need it and so what happens then right
12:6.28 just think about how uh rejected
12:8.52 dejected that you you feel because of
12:10.40 that so success from using promatrix
12:12.96 isn't necessarily about finding what
12:14.24 everyone finding out what everyone
12:15.68 agrees on it's discovering disagreement
12:18.60 on what should be a priority when it
12:19.96 isn't and so hopefully one of the
12:22.00 outcomes that you have using our
12:23.44 software especially in a team
12:24.72 environment is that you and your
12:27.24 co-workers are comparing your Matrix
12:30.16 constantly right and you don't have to
12:32.00 be in the same room to look at it but if
12:33.92 when you do compare notes you start
12:35.68 finding the disagreement and you talk
12:37.28 about
12:38.68 that okay so I do want to mention to you
12:41.96 that the webinars are recorded and we
12:43.56 post the webinars on our website
12:44.92 affluence.com webinars um and so this
12:47.68 after this presentation I'll be doing
12:49.68 the same thing and with that I'm going
12:51.24 to go ahead and jump to the demo um one
12:53.84 thing I do want to mention is that there
12:55.52 are this is an introductory webinar to
12:58.08 Matrix right so be talking about the
12:59.84 basic features and so forth but there's
13:1.92 also other webinars that I've done
13:3.64 addressing email management Master Class
13:6.32 um as well as templating how to use
13:8.00 Patric to like set up templates and so
13:10.20 forth so you don't have to worry about
13:11.72 recurring uh projects and so forth so if
13:14.84 those things interest you make sure you
13:16.28 check out the webinar recordings all
13:18.16 right with that I'm going to jump to the
13:19.44 product demo as I mentioned there is the
13:21.68 chat section so if you have questions
13:23.84 about use cases or whatever please send
13:25.68 a message there and I'd be happy to look
13:27.28 at it okay now I have my prod Matrix
13:30.60 open so you should able to see my screen
13:32.84 um I have the web app open you can get
13:34.40 to the web app by going to our website
13:36.08 click on web app affluence.com PM or
13:38.56 prym matrix.com both of those will work
13:40.96 and so here when I have my pry Matrix
13:43.52 open let me show you the structure of
13:44.92 how it works on the left hand side is a
13:46.96 list of projects so what are projects
13:49.72 projects are everything from U my
13:52.12 personal task list to my team task list
13:54.48 to projects that we you work on and uh
13:57.32 as an example you know in my my my own
14:0.40 actual account I have more than 300
14:3.12 projects and so those projects Bend
14:5.08 everything from uh initiatives that we
14:7.80 have to a project for every single one
14:9.84 of the applications that we have and so
14:11.92 we track all of our priorities inside
14:14.24 patrix and and I mean honestly our
14:17.00 company cannot operate without patrix
14:19.80 that's how powerful and how integrated
14:21.56 it's become it's part of our um routine
14:24.64 now that's your list of projects and
14:26.32 then in the middle you have the
14:27.88 quadrants and that's front and center
14:30.08 right whenever you open a project that's
14:31.88 what you see first and so as you can see
14:34.00 I have the do now quadrants the do later
14:36.08 delegate an inbox just like what you saw
14:38.40 in my presentation so what that means is
14:41.36 that every project has that list of um
14:44.88 of of quadrants and so when you want to
14:46.40 create a task in P matrix it's very
14:48.28 simple as you can see as I hover over
14:50.48 every single project I can or every
14:53.16 single quadrant I can actually add an
14:54.52 item so let me do an example I'm going
14:56.28 to go ahead and say uh followup
15:0.24 with webinar
15:2.72 participants okay so that's an example
15:5.12 of a task that I might want to create
15:7.00 now in patrix what happens is that we
15:9.32 actually use natural language to
15:10.84 interpret this task so what that means
15:12.88 is that if I want to set a due date I
15:14.64 don't actually have to go and click on
15:16.00 any button I can actually say do
15:18.28 tomorrow 2 pm and so you can see I say
15:20.88 follow up with webinar participants do
15:22.76 tomorrow 2 p.m. and I click add so when
15:25.28 I create a task like that what happens
15:27.08 is part mrix uses a natural Lang
15:29.20 it realizes okay I want to create this
15:30.92 Tas due tomorrow 2 p.m. it creates a due
15:32.56 day for me automatically and now 2 p.m.
15:34.76 my local time I will get a notification
15:36.80 that say Hey this task is due and so as
15:39.64 you can see when I open this task what's
15:41.52 this uh on the right hand side it's
15:43.60 showing me what's called the item
15:45.28 details the item details is where I can
15:47.28 add additional information around the
15:48.72 task itself for example I can see what
15:51.24 project goes in I can actually start the
15:53.28 task which actually pushes to the very
15:54.80 top of the list so within each quadrant
15:57.60 itself you can actually have a list
15:59.80 right and so by starting something it
16:1.88 pops at the top of the list because this
16:3.36 is the most important item in that
16:5.08 quadrant and then below that I have icon
16:7.84 um I actually really like setting some
16:10.08 of these icons I don't set icons for
16:11.80 everything but one of the ones that I
16:13.64 really like are the numbers so uh one of
16:15.88 my recommendation I I was talking to
16:17.48 somebody recently about giving them some
16:19.44 guidance on how to prioritize and you
16:22.56 know you can use the number like 0 to 9
16:24.84 as a way to prioritize task you can say
16:26.52 nine is most important zero is least
16:28.28 important
16:29.04 but one of the things that I think I
16:30.72 recommend you do is instead of doing
16:32.76 like you know two or three or four or
16:34.40 whatever use one three and nine so when
16:36.52 you use 1 three and nine you can say
16:38.00 this task is extremely important make it
16:39.36 a nine this task is actually a middle of
16:42.60 the road so make it a three and then
16:44.20 this task is low and one makes it a one
16:46.04 and so when you do 1 three and nine
16:47.40 you're not wasting time thinking whether
16:49.32 something six or seven Etc now this
16:51.56 actually doesn't affect anything
16:53.08 changing the quadrant like I'm sorry the
16:54.76 icon doesn't really affect anything
16:56.44 within per matrix it's just intended to
16:58.00 be a visual ual the other set of icons I
17:0.48 really like are the color so it's just
17:1.96 an easy way to show the status of the
17:4.24 task so I'm going to go ahead and just
17:5.52 make it green and so you can see how it
17:7.32 shows up green right here in my Matrix
17:10.08 um and then below that I have a bunch of
17:12.16 other information that I can add now
17:14.84 parametrix at the core at the very very
17:17.32 beginning you know when the software
17:18.88 first created it was a single user
17:21.00 product right so this more than a decade
17:22.76 ago promatrix helped individual
17:24.68 prioritize but over time promatrix
17:26.84 involve evolved into aoft Ware that can
17:29.00 actually manage everything across an
17:30.88 organization um but because of that you
17:33.44 actually have the opportunity to
17:34.64 actually assign the task to someone else
17:36.60 so for example if I want to make sure
17:38.40 that I want I create this task and I
17:40.32 want to assign to another person I
17:41.88 simply click on this plus this per
17:43.80 Avatar right here and assign somebody
17:45.68 else and so now you see somebody else is
17:47.20 responsible for it I'm a follower of the
17:49.36 task that means if there's an update or
17:51.40 whatever I would get notified for it
17:54.04 next I have a progress 0 to 100% pretty
17:56.60 straightforward uh if you create
17:58.40 subtasks in part Matrix let's say you
18:0.16 create five subtask and you get two
18:1.84 subtasks done then it would update to
18:3.64 40% for example um again it's another
18:6.16 way to visualize your progress uh I like
18:9.16 that as a way to just update things
18:11.80 right if you're working on something
18:13.08 that takes a lot of effort in time
18:15.36 updating that progress makes it very
18:17.08 easy for others especially your managers
18:19.88 or someone that you know you don't talk
18:21.28 to often you know day-to-day about
18:24.12 specific tasks they can look at the
18:25.92 progress and see okay you know what you
18:27.32 know we're making progress each of these
18:28.84 things and then you have effort effort
18:30.48 is just way saying how long does this
18:32.20 task take not all tasks are created
18:34.28 equal and now it comes to the two most
18:37.08 important features that I think you
18:38.84 should always use inside prometrix and
18:41.36 that's due dates and reminders and let
18:43.16 me tell you the difference let's just
18:44.92 say if you're working on your taxes
18:47.08 taxes due April 15 right so then you go
18:49.32 and you say due April 15 and then April
18:51.68 15 comes around and then you know you
18:53.52 get notified by per Matrix so you got to
18:55.16 work on taxes well you're probably not
18:57.24 going to get it done um because you know
18:59.60 it requires so much more effort to get
19:1.12 that done so you can think of reminders
19:3.96 as something that would say remind me a
19:6.00 month prior to that so then I actually
19:8.16 would get started um looking for my
19:10.56 information and capturing all that be
19:12.44 well before the task is due I use these
19:15.56 two features in almost every task that I
19:18.72 create it's the most important
19:20.28 capability inside part matrix it's the
19:22.12 most important capability when it comes
19:23.60 to managing tasks and priorities in my
19:26.40 opinion and let me tell you why
19:28.84 because if we talk about importance and
19:30.92 urgency right then clearly the quadrant
19:34.20 really help you understand importance
19:36.44 that you need to set dates and time to
19:39.00 help you communicate urgency so if
19:41.32 something is due today versus something
19:42.96 is due in three months or six months
19:45.04 those are very very different beast and
19:46.96 so therefore by setting time you
19:48.84 actually hold yourself accountable let
19:51.00 me show you how to set a reminder so as
19:52.76 you can see I can actually set due date
19:54.56 the due date is set for me if I want to
19:56.32 change a due date I can click on the UI
19:58.08 here here and change a due date I can
19:59.56 make it all all day recurring Etc I can
20:2.36 also click on here to set a reminder I
20:4.04 can choose a reminder for a certain date
20:6.12 Etc but per Matrix uses a lot of natural
20:9.00 language and I I love that aspect of it
20:11.04 because that's what I do so down here at
20:13.20 the very bottom of the of the item
20:15.32 there's a chat section so what I did
20:18.16 earlier was you saw how I said do
20:19.80 tomorrow 2 pm I'm going to go ahead and
20:21.76 change so doe in one week okay and then
20:25.08 so now what's going to do it's going to
20:26.24 change the due date for me right so it
20:27.92 actually
20:28.68 understands that and then the second I'm
20:30.48 going to say Remind me daily so now what
20:33.08 it's going to do is this task will be uh
20:36.16 prrix will send me a daily reminder to
20:38.48 work on this task it is so useful
20:40.84 because it actually helps surface up all
20:43.24 these things that I have to do and
20:44.52 ensure that I get them done um so let me
20:46.72 tell you that you know when I create
20:48.44 let's say I want to follow the customer
20:50.36 and especially if it's something that's
20:51.96 really important I would say do in one
20:53.80 month remind me weekly or do next week
20:56.56 remind me weekly and so by doing that it
20:59.00 brings it up into the top of my list and
21:1.40 then I know that okay I got to make sure
21:3.00 I work on this and by the way this is a
21:6.28 trick to way to trick your brain to
21:9.56 actually work on those important things
21:12.28 as I mentioned earlier you know let's
21:13.68 just say when you have open that that um
21:16.28 your phone and you check your email Etc
21:18.16 and you look at the last email that came
21:19.52 in because that's you know the the last
21:22.16 thing that came in right so by setting
21:24.28 these recurring reminders what it's
21:25.92 doing is it's surfacing and bringing it
21:27.64 back to the top of the list and that's
21:29.32 where the that's the key here right so
21:31.56 imagine whenever you open your email
21:33.52 inbox the most important email is at the
21:35.72 very top because it just ping you it's
21:37.44 say oh hey you got to check on this and
21:39.16 so therefore by being top of mind you
21:41.60 actually get around to it so I think
21:43.20 it's a really good way to trick your
21:44.80 brain trick the system into ensuring
21:47.20 that you spend time on the most
21:48.16 important thing now I know I spend a lot
21:49.80 of time talking about that because the
21:51.52 reason is if you don't use any other
21:53.88 features in PR Matrix except for dates
21:56.24 and reminders I think you're goed right
21:58.68 all you have to do the most the three
22:0.60 basic features of PR Matrix is one
22:2.76 create a task in the appropriate
22:4.00 quadrant right that's number one you got
22:6.12 to do that and then two set due dates
22:8.24 and reminders that's it so on a from a
22:10.44 personal standpoint if you do that
22:12.12 you'll find that you're going to be a
22:14.08 lot more effective in terms of just
22:15.92 prioritizing the things you have to do
22:18.24 all right let's go down the list further
22:20.72 in item details you have the chat
22:22.28 section you can see how it's a place
22:24.00 where I can interact with the task
22:25.72 itself I can chat with it in some ways
22:27.64 and then second if this was a a
22:29.92 collaborative task where you know
22:31.32 another person is on there they can
22:33.04 actually send you a message back and
22:34.32 forth and you can have a conversation
22:35.56 around the task what I like about the
22:38.16 the chat section here is to provide a
22:40.00 robust history of all the changes
22:42.36 relevant to this conversation so let me
22:44.32 give you an example let's just say you
22:46.80 know you're probably talking to your
22:48.64 co-workers constantly in teams or slack
22:51.56 or whatever and you're sending messages
22:53.28 back and forth all the time and you're
22:54.76 talking about 10 different things so
22:56.56 then imagine 3 months from now you go
22:58.36 back and you're like hey when we were
22:59.84 talking about XYZ what did we say right
23:2.52 it's so hard for you to find that
23:4.16 context because you just jumped all over
23:6.28 the place so patrix provide a place to
23:8.56 have a conversation within the context
23:10.00 of the task itself so what's beautiful
23:12.04 about this is if you're talking about
23:14.12 you know hey let's work on this new
23:15.68 marketing material right and now you
23:17.76 have a conversation there guess what
23:20.16 when in three months when you need to
23:21.84 review it you see exactly all the things
23:23.76 you talk about only within the context
23:25.64 of that task and then here's the
23:27.08 secondary second uh part that's that's
23:29.52 useful is that if you need to bring on a
23:31.68 new person they can jump into the task
23:34.88 you invite them to the task or you
23:36.20 assign them the task they can see a full
23:38.04 record of all the changes including you
23:40.20 know due dates were removed notes were
23:42.08 modified etc etc etc um I think this is
23:45.20 very useful if you know you have
23:47.32 employee turnover as as a challenge so
23:49.56 for example you know someone is working
23:51.56 on a very important task but then
23:53.52 afterwards they leave um they leave the
23:55.64 company and you can't go and and H them
23:58.12 down and ask them hey by the way like
24:0.00 why did you make all these changes Etc
24:1.76 right so which part of Matrix you
24:3.36 actually have one central place to track
24:5.28 all of that um and then it's useful too
24:7.64 if you're on leave uh and you know
24:9.84 you're out sick or on paternity and
24:11.72 maternity leave you can come back and
24:13.36 still see the record of all the changes
24:15.20 everything's been worked on so patrix
24:17.48 provide you a really good record of all
24:19.36 that and we have Version Control for
24:21.24 every single
24:22.36 task and then you have the note section
24:24.64 this is where you can add some basic
24:26.20 bullets and subtask and so forth it is
24:28.52 not intended to be rich text if you want
24:30.76 Rich text that's what Microsoft Word
24:32.24 that's what Google Docs are for you can
24:33.96 link those into PR Matrix um but this
24:36.24 whole section of the notes here is just
24:37.64 to have basic information around the
24:39.16 task itself that might be useful for you
24:41.48 know other people to see and then you
24:43.48 have the resources section which is
24:45.92 where you can attach files documents uh
24:48.12 you can actually link tasks together and
24:49.80 you can build dependencies on task in
24:51.96 order to actually build gantar Etc one
24:54.20 of the neat thing about pry Matrix is
24:55.72 that everything here inside that
24:57.96 application has a link has a URL so what
25:0.60 that means is every task has a has a
25:2.44 link every project has a link and in
25:4.76 fact in Microsoft teams every
25:6.20 conversation has a link so what that
25:7.88 means is you can actually build all
25:9.16 these links together so then when you
25:10.88 have a task and you have so many
25:12.20 different contexts right so for example
25:14.20 there might be an email that's relevant
25:16.00 there might be a file that's relevant
25:17.72 there might be a document on SharePoint
25:19.56 that's relevant you can actually link
25:20.80 all of that together inside prod Matrix
25:22.80 in the resources section so of course
25:24.64 you can upload the file and if you link
25:26.64 existing item you can click on that you
25:28.72 can choose another item and then you can
25:30.40 set a dependency you can say these you
25:32.52 know this is blocked by blocks or cause
25:34.68 by or causes and so if you're a project
25:37.00 manager you know that's a feature that a
25:39.04 lot of people love just to say hey we
25:40.92 got to get a done before we can get b
25:42.72 done right and so that would reflect
25:44.64 within the timeline chart of pry
25:46.88 Matrix okay so that's the resources
25:48.92 section and so obviously there's a lot
25:50.72 more features I kind of you know uh skip
25:53.72 but that's okay your goal is just to
25:56.04 learn the basics of PR Matrix and over
25:57.68 over time you'll explore the other
25:59.32 functionality um as you need it for your
26:1.44 own use case Okay so that's an item and
26:4.36 so that's what when you create a task
26:6.24 iner Matrix again let me let me I want
26:8.40 to emphasize that you don't have to do
26:10.36 all of these things what do you have to
26:12.56 do you have to put in the appropriate
26:14.00 quadrants and make sure you set dates
26:15.68 that's it okay so now let's talk about
26:17.80 the project itself let's go back to my
26:19.68 project list here as you can see um I
26:22.64 have a couple of projects that are
26:23.84 starred and so they're at the very top
26:25.48 so let me give you an example let's say
26:27.76 I have a project goals for 2024 you see
26:30.12 I open this and now um what happens is
26:33.00 you can see that my quadrant names are
26:34.32 actually different and so P Matrix
26:35.84 actually gives you a way to customize
26:37.96 your project to the specific terminology
26:40.72 that you need now we recommend the
26:42.36 Eisenhower Matrix but in reality there's
26:44.40 a thousand ways literally to use P
26:46.96 Matrix and in fact we provide hundreds
26:48.68 of templates on using p Matrix in
26:50.64 different ways but what I did was
26:52.60 actually when I open patrix project here
26:55.36 on the right hand side is the project
26:57.60 details in the project details I can
26:59.64 actually change the name of the project
27:0.92 I can start the project which pushes to
27:2.64 the very top of the list I can actually
27:4.76 uh determine who needs to be in it for
27:6.72 example when I create a project first
27:8.84 it's just me in it right but now I want
27:10.68 to invite a cooworker now my cooworker
27:13.12 has access to this project so when you
27:15.12 use prod Matrix and you want to bring on
27:17.12 your team that's pretty much what you do
27:19.04 you create a project called my team
27:21.24 priorities or you create a project
27:22.64 called you know marketing goals for 2024
27:25.72 or some initiative that you're working
27:27.72 on or a particular client that you're
27:29.92 managing or a specific project you're
27:31.80 managing and you invite the appropriate
27:33.44 team members right below that you
27:36.00 actually have the quadrant names here
27:37.32 and you can click on this and then and
27:39.08 then delete the text and actually type
27:40.84 in your own quadrant names so um I I
27:44.88 actually the way that I set things up I
27:47.40 always like having quadrant one as being
27:49.96 the most important things right and so
27:51.96 whatever that might be so for example in
27:53.64 the case of a goals for 2024 my
27:55.88 long-term goals would obviously be the
27:57.36 most most important followed by the
27:59.08 second most important is be my
28:0.20 short-term goals and then quadrant three
28:2.36 I change the things I will not do and
28:4.24 then quadrant four is just ideas and
28:5.72 when I say ideas um it's just maybe you
28:8.88 know things that I want to consider
28:10.44 might I might do I might not do but just
28:12.44 to get it out of my brain put it down on
28:14.64 something tangible so that's how you can
28:16.96 customize that and when you want to
28:18.36 change the colors you can actually click
28:19.92 on this and choose a different color and
28:21.72 that's how you can customize the color
28:23.52 of the quadrants itself now uh one of
28:25.96 the areas where I think it's the colors
28:28.12 might be pretty useful is if you have
28:29.52 different types of projects so for
28:31.24 example because I have 300 projects you
28:33.56 know I have different types of colors
28:35.08 for or application versus U marketing or
28:38.08 engineering and so forth so as you use
28:39.68 parametrix in the beginning you might
28:41.08 have like five projects in that case you
28:43.16 can have colors for you know external
28:44.96 projects or personal projects verus team
28:47.16 projects and so forth the neat thing
28:49.92 about uh creating these custom projects
28:52.04 in P Matrix is that you can actually
28:53.44 save them as template so let's just say
28:56.60 if you create create a matrix that you
28:58.32 really like and you're like you know
28:59.28 what this is my basis every single
29:0.76 quarter I'm going to launch a project
29:2.08 just like this and so instead of having
29:3.68 to customize it over and over again you
29:5.36 click up here and you save project s
29:7.72 template so what that does is now when
29:10.36 you do that when you want to launch a
29:11.96 new project you can actually choose from
29:13.60 one of your existing templates instead
29:15.36 of just using the basic eyes and eror
29:16.84 Matrix now here's the cool part which is
29:20.52 imagine if you actually build something
29:22.72 like an employee training handbook so
29:24.76 let's say you're an HR and you have a
29:26.68 series of tasks that you want your new
29:28.28 employees to do or if you're a small
29:30.48 business owner and you need to on board
29:32.72 somebody right and you say you know what
29:34.96 day one I want you to do all this day
29:36.72 two I want you to do this day seven I
29:38.40 want you to do this right so what
29:39.96 happens is you can go create a project
29:41.68 in part Matrix with all of those tasks
29:43.96 and say do today do tomorrow do next
29:46.08 week and so on afterwards you save that
29:48.60 as a template so what happens is when
29:51.08 you on board a new employee you simply
29:54.20 choose that template and then all the
29:56.64 tasks get created for you and all the
29:58.12 due dates get created for you and
29:59.76 automatically shift based on the start
30:1.88 date for that person really really
30:4.12 powerful feature um again I did have a
30:6.64 video talking about templates in
30:8.04 particular so check that out if you're
30:9.44 interested but that's a very useful
30:11.72 scenario for one if you have employee on
30:14.80 boarding two if you have clients on
30:16.92 boarding three if you have um quarterly
30:20.12 goals as a manager so let's just say
30:21.96 you're like hey these are the the
30:23.92 metrics and and all that that we have to
30:25.96 do on a a routine BAS
30:27.84 or four if you have reporting let's just
30:30.08 say you're in finance and you need to go
30:31.68 and have you know these 16 tasks that
30:33.76 you do every single quarter when it
30:35.08 comes to closing your finances so those
30:37.00 are examples of how you can use those
30:38.72 templates the awesome thing is it's
30:40.96 completely flexible and you can see how
30:42.60 you can customize the quadrants the
30:44.20 colors um and then also all create all
30:46.40 the tasks as needed okay so that's
30:49.68 project details um as you can see when I
30:53.16 have a project um I actually you know I
30:56.20 I like to have a couple projects that
30:57.52 are most important starred and so in my
30:59.80 own account I have you know maybe 10 or
31:1.48 so starred and what's neat about this is
31:3.64 that despite having so many projects I
31:5.60 actually don't feel overwhelmed at all
31:6.88 PR Matrix helps me always find out the
31:9.96 at project at the top of my list and
31:11.52 then the quadrant at top and the items
31:13.64 that's top of my list within each
31:15.04 quadrant now let me show you a couple of
31:17.16 other views in patrix so what happens is
31:19.20 of course we talked about
31:21.60 um we talked about the uh the quadrant
31:24.64 view right um but let's I'm opening
31:26.60 another project here where I have a
31:27.96 couple of tasks already in place now if
31:30.48 you go to the very top here you can
31:32.24 actually change the views so if I go to
31:34.72 list view what happens is it shows me
31:36.64 all the items but in the list View and
31:39.08 what's nice about this view is that I
31:40.56 can actually see the items that are
31:41.84 overdue uh so you see how the items that
31:43.88 are overdue they're actually red so
31:45.48 what's neat about that is it's very easy
31:47.28 to see you know where what things are
31:49.56 behind uh so I actually switch over to
31:51.88 list view once in a while especially you
31:54.04 know on some of our project that gets
31:55.56 really really big and and complicated
31:57.96 when I go here I can see okay you know
31:59.64 let me sort by each of these columns Etc
32:1.72 to see what's what's important and then
32:3.76 I have the calendar view now of course
32:6.12 tasks that do have due dates show up in
32:7.92 the calendar view what's nice about the
32:9.00 calendar view is you know again only
32:11.44 tasks that have due dates that show up
32:12.92 here but you can actually just drag and
32:14.40 drop them if you need to change the due
32:15.92 dates and then you have the timeline
32:18.12 view so the way the timeline view works
32:19.80 is again tasks that have dates will show
32:22.08 up here and then if you have
32:23.44 dependencies and so forth it actually
32:24.84 links them together so if you want to
32:26.56 see things across months or quarters
32:29.32 that's what the timeline view is good
32:30.60 for and so P Matrix also provide a
32:32.56 couple of other views that helps you see
32:34.64 the history of all the project and so
32:36.60 forth okay so let me switch gear a
32:40.88 little bit and talk about emails um the
32:43.56 reason I want to talk about this
32:44.72 actually that's probably the number one
32:46.08 reason customers come to part Matrix
32:47.88 which is email prioritization so part
32:50.36 Matrix has one of the best Integrations
32:52.12 and outlook for email management so
32:55.60 let's just say if you get a an email
32:57.56 from a client um or an external party
33:0.28 and now that you know they ask you for
33:2.40 something right and you can't respond
33:4.24 right away because you maybe you have to
33:5.40 do some leg work or you need to assign
33:6.88 to somebody else so what do you do well
33:9.64 before you would flag them right so
33:11.60 that's what you know in fact I still do
33:13.52 I still flag my emails um it works fine
33:15.96 if you have Five Flags email it does not
33:17.88 work so fine if you have 50 flags emails
33:20.32 or 100 flagged emails so I'm sure that
33:22.48 you have this experience already so with
33:24.28 pry Matrix what I'm able to do is when I
33:26.20 have an email just say you know somebody
33:28.56 reached out and asked for a quote um I
33:30.72 can actually install PR Matrix for
33:32.28 Outlook so if you don't have this
33:33.84 already make sure you go into this apps
33:36.52 here add apps and search for party
33:38.24 Matrix so I have party Matrix installed
33:40.40 I click on
33:42.40 that see here and now when I do I have
33:45.88 the option to open p Matrix or
33:48.20 prioritize email so check this out I
33:50.04 click prioritize email and now party
33:52.12 Matrix panel opens up on the right hand
33:54.20 side and it lets me turn this email into
33:57.60 a task it's as simple as that I click
33:59.68 capture email and this email is created
34:1.88 as a task I can actually uh decide what
34:5.04 project it goes in you see how right
34:6.72 here it shows it CHS sales pipeline I
34:9.16 can choose what quadrant it goes in I
34:10.96 can assign it to somebody and I can set
34:12.48 a due date and that's so powerful
34:15.72 because you know the problem we have
34:17.12 with emails is this you get the the
34:19.08 email from the customer then you forward
34:20.76 it right to another person now the
34:23.28 problem you have is you don't know if
34:24.88 you know your coworker sees it and then
34:26.68 n only that if your coworker didn't see
34:29.00 it and and you know over the course of
34:30.92 24 hours they get 15 more emails then
34:34.24 guess what your quote important email is
34:37.20 now at the very bottom of their urgent
34:38.84 list and so they're not going to see it
34:40.56 they can get it done and therefore you
34:42.52 know using part Matrix you're able to
34:44.88 actually properly organize and
34:47.08 prioritize these emails you set the due
34:49.36 dates so then part Matrix actually keeps
34:50.96 you accountable um so then when the due
34:53.04 date pops up you're like oh yeah I
34:54.60 didn't answer that email yet this is
34:56.56 what I do for a lot of my emails
34:58.72 especially for important communication I
35:0.64 turn them into tasks I set due dates on
35:2.84 them so I can come back and and respond
35:5.40 um in fact the most powerful use cases
35:8.08 are typically things that are further
35:10.12 out that's when the flagging is less and
35:13.00 least effective rather um because if you
35:15.20 have something that's due in a month or
35:16.48 two
35:17.20 months you know good luck going back
35:19.44 through your flagged emails and search
35:20.84 it right um and even setting reminders
35:22.84 in email is not sufficient so again
35:25.04 there's that difference between due
35:26.16 dates and reminders for that reason so I
35:28.80 highly recommend that if you have
35:30.40 Outlook you install pration for Outlook
35:32.44 and so you click capture email and what
35:34.04 it does is I turn it into a task and so
35:35.96 I'll show you how it works I click
35:37.36 capture email in fact actually um it
35:40.72 looks like I already have this item this
35:43.20 email is already created so our system
35:44.76 actually tells you that there's a
35:46.80 duplicated item so the other thing I can
35:50.36 do is let's just say the email comes in
35:53.24 and what I want to do is I want to
35:54.60 attach it to an existing task so PR
35:57.00 Matrix is the only one that lets you do
35:58.72 that I'll show you again how to do that
36:0.72 instead of actually prioritizing the
36:2.08 email I click open patrix and now what I
36:5.96 can do is actually I can search for
36:7.80 another task and I can actually attach
36:10.68 the email to an existing task so it's a
36:13.64 good way to keep things organized if you
36:15.56 have multiple communication multiple
36:17.60 emails multiple threads associated with
36:20.04 one single task right so again an
36:21.84 external customer sending a followup Etc
36:24.44 and you want everyone to be on the same
36:25.88 page the cool thing about attaching
36:27.76 patrix email to a task is that the email
36:30.88 get uploaded into patrix so then it's an
36:33.56 EML file so your coworker can actually
36:36.04 open
36:37.24 it respond to it as needed so that's how
36:39.88 it works here all you have to do is
36:41.04 search for the task and then hover it
36:42.36 over and attach now party Matrix also
36:45.08 has what's called inbox so let me show
36:47.00 you how that works so when I go back to
36:48.36 my party Matrix here I can go to the
36:49.80 Inbox and actually capture my secret
36:52.24 inbox address now let's say you don't
36:53.76 use Outlook or you use Gmail or use
36:55.92 apple mail or what whatever um what
36:57.64 happens is you can actually copy this
36:59.32 address and then when you send an email
37:1.44 to that address you can actually create
37:3.08 a task inside part Matrix and it shows
37:4.76 up right here so um I do this all the
37:6.96 time as well on my phone I'm on Apple
37:8.84 Mail and so when I get an email I'm like
37:10.96 oh you know what it then it does the
37:12.64 neat thing is it doesn't matter what
37:13.76 inbox it comes in it could be you know
37:15.80 one this email address or another email
37:17.44 address but I can just fold it into my
37:19.32 inbox and actually I can create a task
37:21.32 and in my message I can say do tomorrow
37:24.08 I can say remind me in week Etc and put
37:26.72 should actually send those reminders for
37:28.16 me okay so that's how email management
37:30.40 works now let me tell you a little bit
37:32.60 about you know these reminders and due
37:34.64 dates and so forth that we talked about
37:36.36 when I click on this home view right
37:39.16 this is where I get my reminders on what
37:41.72 it is that I need to work on so you see
37:43.44 how it says alert 16 here it means there
37:45.72 are 16 items that requires my attention
37:48.12 so what that means is items that's been
37:50.36 assigned to me right are items that I
37:52.96 assigned to somebody or I'm a follower
37:54.60 of that's been updated or if I set those
37:57.08 due dates and reminders it pops up here
37:58.96 at the at the in my alerts View and so
38:1.28 on a daily basis when I use my per of
38:3.48 tricks I go to the alerts View and I see
38:5.32 what are the things that are relevant to
38:6.64 me and then I'll click through it and I
38:8.48 can see the task and it opens it on the
38:10.04 right hand side I can also go here and I
38:12.32 can clear all notifications so sometimes
38:14.64 you know you get so many notifications
38:15.96 you're like you know what if it's truly
38:17.96 important it'll come back to me right um
38:19.84 and so you can clear all notifications
38:21.44 and that's where those recurring
38:23.16 reminders are so powerful so what
38:25.12 happens you clear all those
38:26.04 notifications
38:27.12 and then if you have an important task
38:28.68 that's set you know to remind you on a
38:30.52 daily or weekly basis well it'll pop
38:32.56 back up in the alert section again so
38:34.48 that's how I overcome this challenge
38:37.36 around you know being on top of things
38:39.44 because you you know imagine if this
38:41.00 list gets real long and then you start
38:43.08 losing track of what it is you need to
38:44.52 work on you know you'll start feeling
38:46.12 overwhelmed if that alerts list gets too
38:48.28 long so the neat thing is if you set
38:50.60 those recurring reminders as I mentioned
38:52.56 you'll show up here and then you can
38:54.20 actually clear notifications for items
38:56.08 that are older
38:57.40 Etc now as you can see party Matrix also
38:59.88 has a couple of other views you have the
39:1.44 agenda view or the way to find your
39:3.32 items and so forth but we talk about the
39:5.40 one-on-one earlier so check this out I
39:7.40 can click on the one-on-one View and
39:9.08 what happens is I can select a coworker
39:12.00 and I can see all the items I have with
39:14.44 that coworker across all of my
39:16.36 Prometrics that is so powerful so when
39:19.12 you have your one-on-one meeting with
39:21.04 your direct reports or with your manager
39:23.40 you just open up this view show the um
39:26.52 select the person and now you see all
39:28.36 the task and what's nice about this is
39:30.40 you can see the task and you can see if
39:32.36 it's overdue you can see when it's
39:33.80 modified Etc so let me show you example
39:35.80 how that works here and so you can see
39:38.32 how with this person I have a lot more
39:40.12 task and so I can actually see this and
39:42.12 actually I can talk about it real quick
39:44.04 and I can actually jump to the things
39:45.40 that matter and then change the due date
39:46.80 as needed so that's corollary to that is
39:49.68 that when you have a meeting and you
39:51.24 need to create new task part Matrix let
39:53.40 you create a share task directly from
39:55.08 here so I click add share task and it
39:57.28 automatically assigns to the other
39:58.64 person I can create the task name I can
40:0.68 choose what project it goes in and
40:3.64 what's nice about this is that um I
40:6.84 don't have to go and and you know open a
40:9.32 project create a task assign to the
40:11.52 person and so on and so on we try to
40:13.56 save you as much time as possible and so
40:15.24 hopefully you know if you have a lot of
40:16.76 meetings and you're creating a lot of
40:17.88 shareed tasks use this feature it's it's
40:20.12 really really
40:21.20 powerful now speaking of um
40:24.16 collaboration too let's jump Microsoft
40:26.84 teams because I do want to show you how
40:28.80 pry Matrix integrate with teams and it's
40:30.36 probably again one of the most
40:31.48 integrated solution in teams so if you
40:34.04 open Microsoft teams you can go to the
40:36.16 App Store search for party Matrix um and
40:38.88 then from there when you install party
40:40.28 Matrix you can actually pin it here on
40:42.28 the leftand side and then what happens
40:44.28 is when you open that you see you have
40:46.64 pretty much the same web app inside
40:49.00 teams uh what's need about this is I can
40:51.52 actually access my star projects I can
40:53.56 access I can see my alerts and all that
40:55.80 and the features is pretty much
40:57.68 identical now there's a couple things
41:0.12 that's different inside teams let's just
41:2.88 say you go to a chat right and so now
41:5.40 imagine again if you're talking to a
41:7.00 cooworker you can create What's called
41:9.20 the one-on-one so with the one-on-one
41:11.52 from the chat itself you can actually
41:13.00 jump to the one-on-one view with that
41:15.20 person so now if you have five direct
41:17.84 reports that you work with all the time
41:19.80 you at the oneon-one for each of them
41:21.68 and so inside teams you just go to chat
41:23.72 click on oneon-one and you see exactly
41:25.80 what are the has you have in common with
41:27.12 that person it makes it so useful if
41:30.32 you're trying to keep track of
41:31.92 everything that's happening across so
41:33.16 many different project because partrick
41:34.64 brings it together and again switch the
41:37.52 context instead of looking from the
41:38.84 perspective of projects we look at from
41:40.28 the perspective of people now to add the
41:42.88 one-on-one is very easy you click on
41:44.80 plus you choose prto Matrix and then you
41:47.36 just choose one-on-one view uh now you
41:49.44 know one actually one of the things that
41:50.68 I've heard over and over again too is
41:52.60 that sometimes you actually want to
41:54.04 share projects that's readon um so let's
41:57.52 just say if you're an engineering
41:59.88 department and what happens is you have
42:1.80 a project that's on some really
42:3.48 important tasks and you want to share
42:5.12 with the rest of the organization but
42:6.76 you don't want people to necessarily
42:8.52 build to edit it right so with PR Matrix
42:11.20 let's just say you go to a team right
42:12.88 here right and so you let's just have a
42:14.96 a team chat um you can actually add a
42:17.44 project and then you can actually again
42:19.48 choose Pro matric choose a full project
42:21.72 View and then share in read only mode
42:24.32 what's neat about this is that the rest
42:25.72 of the people do not require a license
42:27.96 of to use prod Matrix um they can just
42:30.32 see the share project and they see it in
42:32.08 readon mode so very very useful if you
42:34.36 want to you know use P Matrix to
42:36.16 communicate critical priorities on on
42:38.56 important projects across the entire
42:40.32 organization without requiring everyone
42:41.72 to get a license you have any further
42:44.40 questions feel free you ask me um okay
42:46.76 so that's how it works for you at tabs
42:49.12 inside Matrix of course the other thing
42:50.92 you can see too is that you know with
42:52.84 per Matrix you can actually attach these
42:54.44 things called action cards so if you go
42:56.48 down here you can choose PR Matrix and
42:58.16 attach action cards which is pretty much
43:0.36 a you know um a card for the task itself
43:4.16 so I like to use that sometimes when I
43:6.08 assign someone a task and then
43:7.36 afterwards like I don't hear anything
43:8.64 from them for a while um so what you
43:10.64 know that means that maybe they didn't
43:12.12 see it right so PR Matrix has read
43:14.00 receipts but sometimes if I know that
43:16.08 they don't see it how can they get it
43:17.64 done so I would go in here attach an
43:19.68 action card and say hey by the way can
43:20.96 you take a look at this task and I ask
43:22.92 that inside teams and they can open it
43:24.64 and then respond to it as needed
43:26.76 the other thing is actually sometimes
43:28.96 you have a communication with somebody
43:30.88 and then you realize hey you know
43:32.16 someone said could you send a report you
43:34.00 can actually hover over the conversation
43:35.68 click on the ellipses and create a party
43:37.76 Matrix task directly from here so as you
43:41.04 can tell we try our best to make party
43:43.96 Matrix ubiquitous in your experience
43:45.84 using you know Microsoft or Outlook or
43:48.28 whatever our goal is just to ensure that
43:51.24 you can do all this prioritization and
43:53.16 capture all these things that you have
43:55.04 in as many places as possible and so um
43:57.84 by doing that we actually save you time
44:0.20 having to switch application having to
44:1.92 find a project having to create a task
44:3.92 having to assign to somebody Etc because
44:5.52 you can do all of that directly from
44:7.64 whatever application it is that you're
44:9.80 using now we have other Integrations
44:12.48 that I'm not going to show today
44:13.68 including Integrations into Microsoft
44:16.04 teams meetings as well so you can
44:17.64 actually create agendas and so forth
44:19.28 from there um and then actually one cool
44:21.76 thing is that if you use Outlook you can
44:24.04 actually add pry Matrix to out look
44:26.32 itself as a a icon right here so the way
44:29.00 to do that is you click on more apps
44:30.76 search for patrix and add it here and
44:33.08 then afterwards you can pin it as like I
44:35.12 showed you in teams and you click on it
44:37.00 and now you have the full party Matrix U
44:39.60 web app inside your outlook and so now
44:42.36 again you don't even have to go to our
44:44.12 web application or you don't even have
44:45.44 to install our desktop app because you
44:47.08 can access it directly inside Outlook
44:49.24 directly inside teams super super useful
44:52.16 I just love it because you don't have to
44:53.52 do all this contact
44:54.96 switching all right um now I'm not going
44:58.12 to go uh too much further into the
45:0.36 features of prot Matrix but as you can
45:2.24 tell you know there's a lot for you to
45:4.08 build to use and again you don't have to
45:6.76 use most of these the goal is for you
45:8.84 just to get started prioritize your task
45:11.40 but I want you to know that per Matrix
45:13.32 has all the bells and whistles you need
45:15.20 to actually use it as a a way to
45:17.64 prioritize all your projects all your
45:19.48 work not just for yourself but your
45:21.08 entire organization so that's that's
45:23.40 where um some of the magic of PR Matrix
45:26.04 really kicks in because it helps the
45:27.84 entire organization understand exactly
45:29.84 what everyone is working on we have
45:31.76 Chrome and Edge extension we have
45:34.24 Microsoft co-pilot Integrations we have
45:36.80 Microsoft power automate um Integrations
45:39.64 as well if any of those things are you
45:41.48 know like triggering you definitely
45:43.24 reach out to us we can show you those
45:44.92 capabilities and then we also have um
45:48.32 other Enterprise features as well for
45:51.20 organizations that need it now with that
45:53.40 I'm actually going to jump back to my
45:54.88 presentation
45:57.24 okay so
45:58.72 now hope it's on you right um hopefully
46:1.48 you've seen enough of prod Matrix to
46:3.24 realize okay you know what there's a lot
46:5.40 that I can do with it here but I'm going
46:7.60 to pull you back and I'm going to say
46:9.76 sign up for pmatrix first of all right
46:11.68 if you haven't done that yet use your
46:13.08 apps and teams and Outlook if applicable
46:15.48 and then don't boil the ocean yet create
46:17.80 three projects your personal priorities
46:19.48 your share team priorities and a key
46:21.00 initiative um one thing I would add is
46:23.36 is create your 2024 goals like I did uh
46:26.40 and then just track some of your goals
46:27.92 and then every single one of those tasks
46:30.28 create due dates and create reminders
46:32.68 and then make sure you come back to
46:33.72 party Matrix and review them right
46:35.24 that's the key if you don't prioritize
46:37.24 them and you don't set due dates and so
46:38.76 forth you're going to forget them so
46:40.92 when I create a my goals let's just say
46:43.20 you know I have like a goal to read a
46:44.84 book on a monthly basis like a new
46:46.80 marketing book or Business book on a
46:48.32 monthly basis I would say remind me
46:50.40 monthly now suddenly my 2024 goals is
46:53.36 coming back and bugging me constantly
46:55.40 and ensures that I actually work on it
46:57.44 um and then invite appropriate team
46:58.92 members and Pitch to them why it's
47:0.68 important to focus on high impact task
47:2.60 and if you plan on using this software
47:5.24 using prot Matrix to actually help your
47:7.16 team become more effective you have to
47:9.60 pitch them on that because a lot of
47:12.12 people are going to come back and say oh
47:13.68 why am I writing all this down you know
47:15.80 I already have so much on my plate and
47:17.96 that's the point which is they have a
47:19.92 lot on their plate so then are they
47:21.68 working on the most important things
47:23.52 right the most important thing rather
47:26.28 and so a lot of times people will
47:29.00 complain about having so much on their
47:30.44 plate but then you know they work on
47:32.32 things that actually don't matter and so
47:34.08 by using prod Matrix it is actually
47:36.32 helpful for those that are overwhelmed
47:38.72 to understand exactly what they should
47:40.44 be working on and not only that if
47:42.36 you're able to see everyone's priorities
47:45.00 just think about how much more effective
47:46.80 you will all be in terms of being to
47:49.28 understand where to focus your time and
47:50.72 effort and then not only that deciding
47:52.24 what need to work on okay ruthlessly
47:55.40 prior prioritize because if you don't
47:57.32 someone else will prioritize your time
47:58.84 for you so my advice use part Matrix to
48:1.80 track high impact task never forget the
48:4.60 pr Matrix is a communication tool right
48:6.84 if you just think PR Matrix is a way for
48:9.04 me to tell others what my priorities are
48:11.32 and then it's a way for others to tell
48:12.68 me what their priorities are that's it
48:15.08 now if you do that you can actually go
48:17.40 and be able to create alignment really
48:19.88 really quickly in fact you know even
48:22.32 right after this call and you just go
48:24.12 and do this exercise that I mentioned
48:26.08 write down the task prioritize them
48:28.00 bring on your co-workers share party
48:30.36 Matrix with each other look at each
48:32.40 other's matrices and see you on the same
48:34.20 page in fact one of the successes I've
48:37.40 seen customers do is when they have
48:38.88 their U meetings um they can actually
48:41.28 just project party Matrix on the big
48:42.76 screen or you know if you do a screen
48:44.60 share somebody shared their party Matrix
48:46.68 and then when you have a conversation
48:48.24 instead of actually you know talking
48:49.92 about things that don't matter you just
48:51.32 talk about the things in quadrant one
48:52.96 right and if you're talking about
48:54.80 something that's in a different quadrant
48:56.08 and belongs in quadrant one then you
48:57.88 make the decision right then to rep
48:59.40 prioritize at that moment and suddenly
49:1.48 you'll find that your meetings are so
49:2.84 much more effective and fruitful and
49:5.00 then lastly use perm Matrix to manage
49:6.92 your individual goals um I say that is
49:9.44 because you know at the core of it I
49:11.76 mean all the people that's here at this
49:13.32 webinar today and all the people who's
49:14.76 watching it afterwards what happens is
49:16.68 you guys are the most driven people you
49:19.24 are here because you're interested in
49:20.80 learning how to become more effective at
49:22.36 prioritizing your task and all that so
49:25.20 use prod Matrix to manage those goals um
49:27.92 really you know if you're successful
49:30.40 then nothing else matters right maybe
49:32.08 your team doesn't adopt it maybe your
49:33.72 organization does adopt it but if you
49:35.92 are actually you know achieving the
49:37.68 goals that you need then I think we've
49:39.64 also managed to achieve success with our
49:42.36 software so what success with petric
49:44.72 should look like you have at one central
49:45.92 place to track all your priorities
49:47.36 everyone in the team understands and are
49:49.00 aligned on key task repetitive
49:51.00 procedures are templatized like I showed
49:52.96 you on how to create templates for
49:54.96 recurring work and then if you have
49:56.72 important emails prioritize them and
49:58.48 tree on them to the proper team members
50:0.04 and so forth I love the email
50:1.76 prioritization I use it all the time um
50:4.56 and so hopefully these features will be
50:6.44 useful to you and with that thanks so
50:8.44 much for listening to my presentation
50:10.16 here I'm going to go ahead and check the
50:11.84 chat to see if there's any
50:15.52 questions um is there okay is there a
50:18.24 limit on the number of projects that you
50:19.64 can set up the answer is no so we
50:22.08 actually have a free tier the free tier
50:23.84 you have five projects 100 task limit so
50:26.72 technically there's a limit there um but
50:28.44 if you go to our our pricing page we
50:30.28 actually have various type of licenses
50:32.28 but you know the vast major of licenses
50:33.96 don't have limits on projects um as you
50:35.80 can tell I have 300 projects I have tens
50:37.48 of thousands of tasks works extremely
50:39.52 well um for me in terms of be to
50:42.04 understand you know what it is I need to
50:43.28 work on uh but everyone's different some
50:45.44 people will have three projects some
50:46.96 people will have 15 um and some people
50:49.56 will have thousands of projects and it
50:51.40 just depends on the scope of how you
50:52.84 want to use prod
50:54.24 Matrix uh so can active or complete a
50:57.24 task with dates show up in your outlook
50:59.56 so actually active task can show up in
51:1.72 Outlook and let me show you how to do
51:3.00 that so I'm going tohe and jump back to
51:5.48 um my account here so what happens is uh
51:8.88 so I assume when you say Outlook
51:10.80 calendar here you wanted to see the task
51:13.04 in there so what happens is every
51:15.32 project in PR Matrix has a calendar so
51:18.64 there's several ways to do this
51:19.76 integration so as you can see let me
51:21.76 just select a project here so let's just
51:23.48 say if I have a sales p line project
51:26.20 here you see how when I click on that in
51:28.08 the project details I have the option to
51:29.84 get calendar link so what that does is
51:32.28 actually every project I can actually
51:33.88 subscribe to every
51:35.56 project so uh let's just say if again
51:40.68 you actually have the option to actually
51:42.20 pull in all your all your projects but
51:44.72 on a per project basis there's a
51:46.16 calendar as well and you simply copy
51:48.00 this calendar link go to Outlook add uh
51:51.56 a calendar subscription to that
51:53.36 particular project and then per Matrix
51:55.40 also has its own calendar and then um if
51:57.76 you want to go and actually let me see
51:59.76 if I can pull that up here um if you go
52:2.92 to
52:7.88 here I don't see it here right now um
52:11.44 from the the settings page but actually
52:13.48 if you go to this the settings page
52:15.56 there's actually a page where you can
52:17.16 actually get the calendars of across all
52:19.88 your projects that you can subscribe to
52:21.72 now completed items don't show up in the
52:24.36 Outlook calendar the Outlook calendar
52:26.48 subscription is only for active items if
52:30.60 you want to see your completed items the
52:32.44 way you do it is you go to like the
52:33.76 search view here you can click on
52:35.52 filters and you can build whatever
52:37.08 reports that you need so you can say
52:38.88 find me all the finished items that's in
52:40.92 the Quadrant One assigned to user XYZ
52:43.92 and then afterwards you can actually
52:45.08 save those as filters as well um this is
52:47.40 pretty useful if you have recurring
52:49.04 reports that you need to generate so for
52:51.04 example again if you're a manager and
52:53.28 you have five direct reports and you
52:54.84 want to go and see what are the things
52:56.20 they worked on on a monthly quarterly
52:57.88 basis you can actually build these
52:59.32 reports here in
53:1.20 patrix um so question being shown what
53:5.04 version um so I have the SAS version
53:7.32 here this is the SAS version and if you
53:9.24 have the free tier and you're under the
53:10.76 free tier threshold you can actually
53:12.88 access most of these capabilities
53:14.56 there's a couple features that you don't
53:15.96 have so for example you don't have these
53:17.48 things called workload reports or Gant
53:19.44 chart so if you go to report if you go
53:21.64 to workload workload report is a place
53:23.92 where you can actually see how
53:25.52 overloaded your employees are um I find
53:28.12 this to be very useful if you're trying
53:29.80 to especially you know if you're trying
53:31.88 to you're taking on projects you're
53:33.72 assigning people task uh but at the same
53:35.92 time you know you're trying to get
53:37.16 things done within a certain time span
53:38.84 let's say if you're a marketing agency
53:40.80 or whatever uh go here you can actually
53:43.40 see you know what are people actually
53:44.84 working on you can click on this and
53:46.24 drill down and so forth so this is this
53:48.56 is a business feature so you wouldn't
53:50.24 have this in the free version and then
53:51.84 the Gant chart um and then also there's
53:54.88 a couple of other things that um the
53:57.04 free version doesn't have which is a
53:59.00 long history of the chat and then
54:1.00 Version Control and so forth so if you
54:2.84 go to affluence.com pricing you can see
54:4.92 all the features now the free version is
54:7.12 sufficient for you to get started that's
54:8.68 for sure so you don't have to worry
54:10.00 about that
54:11.92 part thank you for these questions are
54:13.96 there any other
54:17.64 questions so as I mentioned this webinar
54:20.32 will be posted um on to our website so
54:23.48 you can feel free to review it or share
54:25.52 with others um at the same time thank
54:27.32 you very much for being here today
54:28.48 hopefully this was helpful hopefully
54:29.84 this gives you some insight into what
54:31.64 promatrix can do and how you can use it
54:34.20 to prioritize your task and emails thank
54:36.64 you
54:44.84 all