Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

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

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

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

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

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

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

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Video transcription (55:27.00) Stop scroll

2.00s all right good morning everyone thank
4.48s you so much for being here today uh my
6.36s name is hwin I'm co-founder of affluence
8.64s the company behind patrix welcome to the
11.24s introduction to patrix webinar I want to
14.28s let you know that this webinar is
16.08s recorded and so we'll be sharing the
17.56s webinar with everyone afterwards and
19.48s then secondly in the chat section here
22.56s um you can actually send any messages or
24.36s questions that you have during the
25.64s webinar and then after my presentation
28.08s I'd be happy to go and answer them
31.32s so um with that I'm going to go ahead
33.28s and get started thank again thank you
35.16s for being here
36.32s today I have a couple of goals um first
39.28s of all I want to help you understand the
41.20s basics of pry Matrix hopefully that's
43.20s the reason why you're here today trying
44.56s to learn how to become more effective
46.60s and at the same time how to use pry
48.20s Matrix as a software and then second of
50.76s all provide you a framework to get you
52.76s the most out of pry Matrix with the
54.36s least amount of work because I think
55.64s that there's always so many things you
57.40s can do with the software but where
59.64s should you put your effort so that you
1:1.32 can get the most value right now and
1:4.56 then thirdly help you envision what your
1:6.32 work and life success may look like with
1:8.08 party Matrix and then lastly give you
1:10.04 some tips on how to achieve your 2024
1:12.24 goals now of course we can't do those
1:13.96 things for you when the goals that you
1:15.68 have but what we can do is we can
1:17.64 actually ensure that is top of mind for
1:20.20 you so then you can actually work
1:22.08 towards those goals because I mean
1:23.36 that's something that a top of mind for
1:24.84 me I'm always thinking about what is it
1:26.80 I want to achieve this year and it's
1:28.12 already February 1st I can't believe a
1:29.56 month has passed for the new year and
1:32.00 yet at the same time I need constant
1:33.72 reminder to make sure that I get those
1:35.36 things done so hopefully these goals
1:37.32 align with what you're looking for today
1:39.44 I understand that you know for the
1:40.96 people who are present at the webinar as
1:42.60 well as the people listening to the
1:43.96 video afterwards um you're constantly
1:47.56 struggling with prioritization and so
1:50.68 forth and one of those things that um I
1:54.72 found very commonplace in my
1:56.36 conversation with customers is that
1:58.20 there are three very recurring
2:0.00 challenges the first is that team
2:2.00 members have trouble understanding
2:3.36 what's priority right now right so what
2:5.12 that means is you know when you work
2:6.64 with your other co-workers hopefully you
2:8.76 know I don't know if you'll you'll see
2:10.92 um you resonate this resonates with you
2:13.44 but when you're working with co-workers
2:15.32 do you think everyone who's in that
2:17.08 meeting sitting there with you are
2:18.92 completely aligned on what the priority
2:20.68 should be across all your projects and
2:22.64 typically the answer is no and actually
2:24.68 a vast majority of people would say that
2:28.00 people working on and so at the same
2:29.36 time you like you're in this um everyone
2:31.24 else a black box and you're in this Silo
2:33.56 and then second of all at the individual
2:35.76 level it's actually getting really hard
2:37.36 to keep track on the status of work
2:39.48 across so many different areas of
2:41.16 responsibilities um we don't have just
2:43.52 one project anymore we don't have one
2:45.32 initiative anymore we're all juggling so
2:48.76 many many initiatives at the same time
2:51.16 and so then when you start your day how
2:52.68 do you decide what do I need to work on
2:54.44 right and while it's very difficult to
2:57.32 decide that um at the same time we don't
2:59.92 have that Clarity on our own priorities
3:3.00 and that's that's the most important
3:4.56 thing which is to ensure that you
3:6.44 actually know what you could be working
3:8.60 on and then lastly I think emails and
3:10.92 meetings are just causing far too much
3:12.52 context switching so in over the last
3:14.88 couple of years there's been so many
3:16.16 software that comes out for
3:17.72 prioritization collaboration U project
3:20.60 management and and all that yet at the
3:22.80 same time we still get emails that say
3:25.68 hey could you do this or we still get
3:27.72 meeting uh chat messages say could you
3:30.28 do that or what's the status of XYZ so
3:33.08 one of the things that we're striving to
3:34.28 do with party Matrix is how do we solve
3:36.08 that problem to help customers like you
3:38.48 overcome that context riching to provide
3:40.36 you the right information in the right
3:43.12 context so hopefully you know a little
3:45.88 bit about about what patrix is but
3:47.88 patrix is a comprehensive email priority
3:50.04 and project management software that
3:51.88 helps one individuals prioritize their
3:54.28 most important tasks and emails right so
3:57.08 you know the most important part in
3:59.40 using the software or what it is that
4:1.36 we're trying to do is help you as an
4:3.00 individual because if we can't help you
4:5.36 almost nothing else matters right um
4:7.88 so at the personal level as you think
4:10.60 about party Matrix and as you think
4:11.96 about using it just ask yourself that
4:14.08 question you know am I using the
4:16.08 software correctly am I prioritizing my
4:18.52 task I know what it is I need to work on
4:20.32 am I prioritizing my email so that I'm
4:22.36 not losing track of very important
4:24.08 emails and then two at the team level we
4:27.12 help the the whole group be aligned on
4:29.68 key projects so the idea is that imagine
4:32.92 if you could uh you know Peak inside
4:35.00 your co-worker head your manager's head
4:36.76 your Executives head um or your direct
4:38.96 reports head and see what priorities
4:40.80 they have right and suddenly if you see
4:43.60 that any misalignment then you can have
4:45.92 clear conversations around it and that's
4:47.84 the goal of PR Matrix at the team level
4:50.84 which is ensuring that everyone's on the
4:52.68 same page now I'm not saying that you'd
4:54.84 walk out of these meetings and saying oh
4:57.16 great we're all in line and all that and
4:59.56 and um we know what the the uh
5:2.68 disagreements are the idea is to surface
5:5.36 up disagreements when you didn't realize
5:7.32 there was one and then you have the hard
5:9.88 conversation with your co-workers around
5:11.52 saying hey wait a minute what should we
5:13.24 be working on what should we drop Etc
5:15.72 and then thirdly it helps at at the
5:17.92 organization level create a single
5:19.44 source of Truth to become more efficient
5:20.96 and more effective so imagine if every
5:23.88 single one of your co-workers across
5:26.08 your entire organization is on pry mrix
5:28.32 then what happens is that you have one
5:30.12 central place to know what everyone's
5:32.08 working on so we work with small
5:34.12 businesses right where you have just a
5:35.68 few dozen employees where now you know
5:37.96 the owner can actually have a clar
5:40.12 Clarity and understanding on what it is
5:42.40 that other people within the company's
5:44.28 working on and then at much larger
5:46.16 organization Global organizations where
5:48.20 we help is we actually help all these
5:49.80 different departments manage their
5:51.20 priorities and their task and so when
5:53.08 you have employee that's on leave or um
5:56.72 move on to something else you still have
5:59.04 a strong understanding of what the
6:0.88 priorities are on all these other
6:2.40 projects and that's one of those things
6:4.36 where it's extremely challenging for
6:6.24 organizations as they manage all this
6:8.28 knowledge right we all of us I imagine
6:11.20 almost every single one of you that's
6:12.40 here today are at at the end of the day
6:15.12 knowledge worker right the stuff inside
6:17.08 your brain is the most important part um
6:19.28 so these are the challenges that P
6:21.40 Matrix aim to tackle so to CH solve
6:25.00 those challenges I mentioned earlier we
6:27.04 use What's called the four quadrant
6:28.28 methodology to promote effective
6:30.20 prioritization so I'll be go into the
6:32.20 details of some ideas philosophy around
6:34.20 that methodology in a little bit and
6:36.00 then secondly part Matrix provide
6:37.72 different views such as the one-on-one
6:39.88 the agenda the timeline to help you
6:41.84 understand what needs to be done within
6:43.16 the right context and then thirdly we
6:45.84 provide really deep Integrations into
6:47.44 systems you already use in particular
6:49.56 part Matrix is probably the most
6:50.96 integrated software in the Microsoft
6:52.56 teams and Outlook ecosystem um in order
6:54.92 to ensure effective email and task
6:56.88 prioritization so I'll be showing each
6:59.44 of these capabilities as we walk through
7:1.40 this webinar and so when you walk away
7:2.96 from this meeting uh hopefully you'll
7:5.92 get excited about what you can do and
7:7.80 the potential of PR Matrix and hopefully
7:9.80 you start you know actually inputting
7:12.12 your your work into the system um
7:16.32 immediately so what makes pmatrix better
7:18.72 is that it's the only project management
7:21.24 software that is Microsoft 365 security
7:23.72 certified in teams Outlook and web app
7:26.76 um and then at the same time we're
7:28.08 actually leveraging AI to help you
7:29.84 achieve your your goals we're actually
7:31.52 doing some really cool stuff that some
7:33.44 exists already and some that's in the
7:34.80 pipeline and it's absolutely amazing and
7:37.28 I know you know there's a lot skism
7:39.88 around Ai and that's perfectly warranted
7:42.00 so what we're trying to do is we're
7:43.36 actually just trying to make sure that
7:45.12 it's supporting you to achieve whatever
7:47.32 it is that you're trying to achieve so
7:49.20 you know be on the lookout for that
7:50.64 especially if you are um looking for
7:54.12 ways to become more efficient and more
7:55.32 effective and then at the organizational
7:56.92 level if you are a decision maker there
7:59.36 uh reach out to us and we can actually
8:1.36 show you what the system is capable of
8:3.24 and that the things that you can turn on
8:5.08 and then thirdly um party Matrix provide
8:7.00 what I call people Centric collaboration
8:8.56 as well so it's not just around projects
8:10.60 right um all of us have projects I have
8:12.52 300 plus projects at the same time I
8:15.28 sometimes want to know hey what is it
8:17.56 that I owe this other person what is it
8:19.60 that they assign me or I assign them and
8:22.00 what's the status of those tasks and I
8:23.64 don't care what project it's in across
8:25.24 all my projects and then lastly prod
8:27.44 Matrix is available as a standard sass
8:29.24 solution which is what I'll be demoing
8:31.04 but we also have a HIPPA compliant
8:32.76 version for healthcare and Life Sciences
8:34.56 as well as an Azure government Cloud
8:36.12 solution for state and local government
8:38.32 um and of course you know for Enterprise
8:39.80 customers manage private Azure
8:41.32 deployment so if you're interest
8:42.48 interested in some of the other
8:44.08 capabilities definitely reach out to us
8:45.68 and we'd be happy to
8:47.60 discuss so what makes Prometric
8:49.72 particular effective is that it helps
8:51.12 you determine what needs to be done now
8:52.68 and I think that's the key so when you
8:54.68 look at patrix you see okay this is what
8:56.84 I need to focus my attention on and then
8:59.20 what are the things I should do next
9:0.64 right do later um but at the same time
9:4.04 after I'm done with the fires I'm
9:5.60 fighting what should I be working on and
9:7.32 then finally what are the things that
9:8.36 you delegate at the end of the day too
9:10.88 party Matrix understands that your
9:13.04 priorities are constantly shifting so
9:15.80 what that means is that you know we're
9:17.32 just trying to create one central place
9:19.60 where everyone right you your co-workers
9:22.24 your managers um can go to to know
9:25.24 exactly what needs to be done and again
9:27.32 never forget that prometrix is designed
9:29.00 to work at the individual level so
9:30.96 hopefully when you go into party Matrix
9:32.84 you know what's everything on your plate
9:35.08 right and of course you know we can't
9:36.56 help you do those things not yet anyways
9:39.08 um but hopefully when you look at it you
9:40.60 like you have Clarity on um on where you
9:43.32 should be focusing your
9:44.80 time so let's talk about the fundamental
9:47.24 behind part Matrix the four quadrant
9:49.00 methodology so there's a famous quote
9:50.52 attributed to former President
9:51.64 Eisenhower what is important is seldom
9:53.68 urgent and what is urgent is seldom
9:55.40 important what I really like about this
9:57.44 quote is that it tses out the two very
10:0.24 important dimensions of importance and
10:2.04 urgency so when you think about the
10:4.08 things you have to do right typically I
10:6.84 I'll make an example of emails this
10:8.60 morning you know first thing I do is I
10:11.36 open my email and I look at it and guess
10:14.04 what I look at the last email right
10:15.72 that's the top of my list so therefore I
10:17.40 look at that email first and then
10:19.16 sometimes I actually respond to it first
10:20.60 is it the most important typically not
10:23.44 the most important emails is probably a
10:24.76 little bit further down but it's the
10:26.64 last email right and so that's where
10:29.16 this urgency aspect of things really
10:31.64 kick in and and harm our ability to do
10:34.44 the right things and it's the same thing
10:36.68 across projects across team
10:39.08 communication right the person who sends
10:41.04 you the last message is the person who's
10:42.64 going to get a response first and so
10:45.28 instead of actually just looking at
10:46.60 everything you have to do we get pulled
10:48.84 away by all these um these things that's
10:52.00 pinging us constantly so that's a very
10:54.96 very important distinction to make
10:56.44 between urgency and important so when
10:58.76 when you work on the things you need to
11:0.44 work what should you be focusing on well
11:2.64 perhaps the things that are most
11:3.72 important and Urgent and so those are
11:5.84 the things you got to do now and then um
11:9.16 what happens is part Matrix simply takes
11:11.56 this concept and put it into Matrix form
11:14.60 so instead of having one long to-do list
11:17.40 you have a to-do Matrix and so in party
11:20.64 Matrix when you create tasks you have to
11:22.72 categorize them within the framework of
11:25.76 these organizations of these two of
11:28.28 various dimensions
11:29.56 and so in the particular case um the
11:32.36 importance and Urgent Dimensions what
11:34.88 you have is you have the top left as the
11:36.56 do now these are the things that are
11:38.52 important and urgent that you must work
11:40.04 on right and sometimes you can look at
11:41.64 them as fires or or um issues that are
11:45.24 high priority and then quadrant two the
11:48.04 plan quadrant are the things that are
11:49.44 important but not urgent so when you
11:52.68 have extra time and extra resources and
11:54.44 you have a breather that's what you
11:56.24 should start working on right start
11:57.60 planning the stuff for Quadrant 2 and
11:59.48 then what are the things you can
12:0.40 delegate who can take over some of your
12:2.64 responsibilities for things that's
12:4.32 actually not important to you but
12:6.28 perhaps needs to get done so as example
12:8.32 of that is if you're a manager and you
12:11.00 have some direct reports who are
12:12.24 actually you know pretty good at at
12:14.08 executing on various stuff delegate that
12:16.28 to them so then you can focus on your q1
12:19.44 and then lastly instead of actually
12:21.20 having anything that's not important
12:22.64 urgent you actually just have what's
12:23.96 called an inbox and so when I use per
12:26.28 Matrix I look at the inbox as the place
12:28.04 where I start writing my task so you
12:30.32 know something comes up my first my
12:33.00 first thought is okay let me not write
12:35.04 that down into the quadrant four and
12:37.04 then afterwards I'll move to the
12:38.24 appropriate quadrant as
12:40.24 needed so imagine doing this exercise
12:44.44 imagine if you know even if you weren't
12:46.80 using our software just just doing this
12:48.60 is so powerful take out a piece of paper
12:50.76 draw the 2 x two Matrix and start
12:52.64 writing down the things you have to do
12:54.24 or rather the priorities now you don't
12:56.24 want to go too granular you want to
12:57.80 think about what are the things that you
12:59.24 can make decisions on right um you know
13:1.36 you can't make the decision not to eat
13:2.84 you can't make the decision um not to do
13:6.12 something that that is extremely
13:8.04 important so uh therefore you write down
13:11.00 the things where you can make a decision
13:12.80 on um in terms of priorities and then
13:16.20 after you do that ask your co-workers to
13:18.04 do the exact same exercise ask your
13:19.76 manager to do the same exercise ask your
13:21.40 direct report to do the same exercise
13:23.52 and then guess what you sit together and
13:25.04 you compare notes and that's where the
13:27.20 magic happens with patrix what happens
13:29.80 is that the four quadrant isow Matrix
13:31.80 create alignment because it forces you
13:33.92 to prioritize remember when you write
13:36.16 things down into that Matrix you can't
13:38.28 just go and make it a list and if you
13:40.80 say I well I don't know where this
13:41.92 belongs well then you know you put in
13:43.72 quadrant four but that what that means
13:45.92 then is that it is not quadrant one that
13:47.76 means you shouldn't be working on it
13:49.16 right and then success from using patrix
13:51.64 isn't about finding out what everyone
13:54.04 agrees on that's this is by the way this
13:56.04 is not so obvious but is such important
13:58.40 take away way it's about discovering
14:0.56 disagreement on something um on what
14:3.40 should be priority when it isn't and so
14:6.12 hopefully if you do this exercise and
14:8.80 you talk to your co-workers you start
14:10.88 surfacing up some really interesting
14:12.52 tidbits like wait a minute I didn't
14:14.12 realize that you thought that was super
14:15.52 important or I didn't realize that this
14:17.24 is not this thing that I thought was
14:18.80 important is not important at all and
14:20.92 that's where you can actually save so
14:22.44 much time and resources by refocusing
14:25.60 rep prioritizing your efforts um to
14:27.72 ensure that you work on the most
14:28.76 important thing so then when you walk
14:30.12 away from the meeting everyone's on the
14:32.00 same page and so every single week my
14:36.08 recommendation project your party Matrix
14:38.64 your team priority Matrix onto the big
14:40.60 screen when you guys are in your meeting
14:42.60 talk through it get to that
14:46.84 alignment okay now um with that I'm
14:49.88 going to start getting into the demo I
14:51.44 do want to remind you that our webinars
14:53.92 are recorded and so we post some
14:55.56 webinars um on webinars
14:58.24 and then we we want to hear from you I
14:59.68 know um you know this is mostly a
15:1.64 one-way conversation but for us you the
15:4.72 users of party Matrix are the most
15:6.80 important people obviously um because
15:9.48 you know our goal in all of this is to
15:11.12 help you become more effective and more
15:12.48 productive and so if you're not finding
15:14.04 that to be the case reach out to us we
15:16.44 can help you figure out why um one of
15:18.44 the things that we're doing is actually
15:20.84 for our business customers we're doing
15:22.36 very Hands-On things which is we try to
15:24.72 coach them we try to provide support at
15:27.12 a very personal level to sure that you
15:29.24 actually work on the right things and so
15:31.20 software is only as good as how you use
15:34.04 it right there's nothing that we can do
15:36.04 um to help you as much as what you can
15:38.16 do to help yourself but we want to be
15:40.36 there to coach you as needed so if you
15:42.16 have any questions or thought reach out
15:43.40 to me H or support
15:45.44 and we'd be happy to help
15:47.80 okay so with that I'm going to jump to
15:49.00 the demo as mentioned if you have any
15:51.08 questions send it through the chat and
15:52.36 I'll be um happy to look at it and if
15:54.80 you're watching this webinar uh just
15:56.80 send me a message by email and now look
15:58.92 at it let's look at the
16:0.84 product okay now if you haven't
16:3.20 installed P Matrix yet or if you haven't
16:4.80 opened P Matrix yet this is the screen
16:7.00 that you see when you run prot Matrix so
16:9.00 I have the web app open um as I
16:11.20 mentioned you know prot Matrix uh has
16:13.44 multiple versions but all our versions
16:15.44 has the web app and so what that means
16:17.00 is you can access it from any browser
16:20.00 and so forth we also have desktop app
16:21.76 mobile apps apps inside teams and
16:23.96 Outlook um but at the end of the day
16:26.16 this is the format of the software on my
16:28.84 left-and side I have a list of projects
16:31.08 you can think of projects as anything
16:32.60 from an actual project like if you're a
16:34.36 project manager you have projects that
16:36.16 you need to manage or you can have
16:38.16 something like my personal priority list
16:40.20 which is the project that I've selected
16:41.64 here or my goals for 2024 or employee
16:44.92 training handbook or you know list of
16:47.88 action items that you have to do for
16:49.40 specific products so what that means is
16:51.28 there's many many different types of
16:52.68 projects and part Matrix gives you the
16:54.60 flexibility to create all those
16:56.52 different types of projects now many of
16:57.96 you
16:59.00 when you use party Matrix I recommend
17:1.32 that you have you know a couple of types
17:3.08 of projects right away from the get-go
17:5.36 one You definitely should have a
17:6.64 personal priority project right there's
17:8.28 no point in I mean it's going to be very
17:10.60 hard for you to manage your personal
17:11.88 priorities if you don't write them down
17:14.16 and then second you should have a team
17:15.80 priority so that's where you invite your
17:17.44 co-worker so everyone's on the same page
17:19.64 so then again when you have those Monday
17:21.28 meetings or whatever and you're doing
17:23.16 the check-in you're not just talking
17:25.12 about whatever that comes up top of mind
17:27.92 you bring up your team priorities you
17:30.08 have it on the big screen you look at it
17:31.64 and you say hey let's talk about the
17:32.84 things that are important and so if you
17:34.60 are a manager you want alignment with
17:37.16 across your team the worst thing is that
17:39.60 we spend all our time and resources
17:41.84 working on the wrong things doing the
17:43.64 wrong things right is probably worse
17:45.60 than doing nothing at all um that's
17:48.24 that's my take on it that's could be
17:49.92 controversial but you know just think
17:51.84 about how much time and resources we
17:53.88 waste working on the wrong things so as
17:55.96 you can see there's many many different
17:57.28 types of projects I again have 300 plus
17:59.80 projects across everything so if you
18:2.24 need advice on that feel free to reach
18:3.96 out to us but as you can see that the
18:7.12 way it works in P Matrix is that once I
18:9.04 select the project front and center are
18:12.16 my quadrants right so I have to do now
18:14.52 do later delegate inbox just like I have
18:16.68 in my presentation and then what happens
18:19.60 is party Matrix lets you create what's
18:21.56 called task or items very very
18:24.28 straightforward if you've used any task
18:25.84 management software before um you know
18:28.08 even to-do list and so forth it's it's
18:30.20 about it's pretty much the same thing so
18:31.92 what that means is what I want to do is
18:33.80 within a matrix I can create a task I'll
18:35.84 give you an example let's say I want to
18:37.96 follow up with webinar
18:42.68 participants okay and so let me correct
18:44.96 the spelling mistake
18:47.76 here uh with there you go with web
18:50.76 participants now that's a simple task
18:52.88 that I can create but what I can also do
18:55.00 is actually leverage prod Matrix natural
18:56.92 language and so instead of actually just
18:58.52 saying that I'm going to say doe
19:0.00 tomorrow at 2: p.m. okay and then down
19:3.40 here of course I can click on date to
19:5.56 set the date I can assign to somebody um
19:8.56 but then also down here I can add
19:10.04 multiple tasks if I want to add another
19:11.60 one real quick but I'm going to go ahead
19:12.84 and click add the moment I add this task
19:15.88 the right hand side changes to What's
19:17.32 called the item details so again if
19:20.08 you've used task management software you
19:21.96 know that you know tasks don't just have
19:23.80 a task name they have all sorts of other
19:25.84 information associated with it for
19:27.52 example they would say when it's due
19:30.36 right how much time it's going to take
19:31.92 what are some attri uh some other notes
19:33.84 and so forth and so you can think of
19:35.36 these as what what I would call metadata
19:37.76 that is important to the
19:39.56 task so here we'll see that what project
19:43.40 belongs in so if I need to move it to
19:44.92 another project I can and then next to
19:47.04 it I can actually start a task and this
19:49.16 is actually really interesting so what
19:51.04 happens is starring a task will put it
19:53.32 to the top of the list as you can see I
19:55.04 have one item here so starring doesn't
19:56.56 make much of a difference but when when
19:58.40 you have a a matrix with dozens or
20:0.80 hundreds of tasks what you want to do is
20:2.72 you want to Star the tasks that are
20:4.24 important or the tasks that you're
20:5.44 working on at any point in time so then
20:7.44 it becomes it pops at the top of the
20:8.96 list so um to me I use it as a way to
20:11.60 describe something as active so again
20:14.84 let's just say when I have you know a
20:16.72 lot of things I need to cover um and the
20:19.08 task list gets way too long I star them
20:21.20 and it again within each Matrix within
20:23.24 each quadrant it pops up top of the list
20:25.08 and actually I can get reports in pretty
20:27.40 Matrix around all my star tasks so
20:29.72 that's very very important and then
20:31.32 below that you actually click on here
20:33.00 you can add icons so down here you see
20:35.52 how I have various choices just
20:37.60 different way of visualizing what kind
20:39.20 of task it is let's just say if I wrote
20:41.00 email then maybe I can put an email icon
20:43.44 um but there's a couple of things that I
20:44.84 like which is the numbers so for example
20:47.36 you can do one three or nine as a way to
20:50.12 visualize some other priority level or
20:52.48 something like that and then also the
20:54.44 color coding so actually this came from
20:57.28 customer feedback where essentially they
20:59.40 want to be able to go and just visualize
21:1.04 and say hey this task is on schedule
21:2.72 behind schedule etc etc and so what that
21:5.00 allows you to do for example is that it
21:7.32 becomes very visual so you can see how
21:8.92 within the Matrix I can actually see the
21:10.36 task I can see the the icon color it
21:12.64 just pops up and I can see right away
21:15.04 how things are going now below that you
21:17.16 have owner and so changing an owner is
21:19.12 very easy you click on this and you
21:20.28 could delegate to another person right
21:22.16 and then you become a follower to the
21:23.72 task so what a follower means is that
21:26.32 you get status update for it
21:28.60 so if we're talking about priority
21:31.52 management and we're talking about all
21:33.08 these tasks delegating to delegated to
21:35.08 different people and so forth and then
21:36.64 things get done things get updated and
21:38.76 remember the challenge we talked about
21:40.04 earlier which is it's hard to keep uh
21:42.12 track on the status of all these
21:43.44 different tasks well pry Matrix helps
21:46.24 you follow decide on what tasks you want
21:48.24 to follow and then later on you can
21:49.84 actually search for all the things that
21:51.72 you follow and also get notifications on
21:53.84 the changes that are relevant to you so
21:56.04 that's how you can think about owner and
21:57.32 follower so if you see a task let's just
21:59.60 say you know you're in a project there's
22:1.64 a 100 tasks and there's a couple tasks
22:3.40 that's really important to you
22:4.92 essentially you add yourself as a
22:6.40 follower right that means you're not
22:7.92 responsible for it but you want the
22:9.56 system to notify you that this changes
22:13.28 um then you have progress Z to 100% very
22:16.12 straightforward effort is where you can
22:18.24 say how long this task will take not all
22:20.40 tasks are created
22:21.88 equal and then these the next two
22:24.16 features are the most important thing in
22:25.36 part Matrix due dates and reminders so
22:28.72 let me give you an example let's just
22:30.44 say you got to work on taxes April 15th
22:33.16 right every year you set a due dates and
22:35.60 you would say okay this is due April
22:37.76 15th you wait until April 15th you're
22:40.36 like wait I can't get this done how can
22:42.20 I possibly get this done in one day so
22:44.48 you actually want a reminder prior to
22:46.32 that and so that's the difference so
22:48.00 reminder is again a way of pry Matrix
22:50.32 actually surfacing up and give you an
22:52.44 alert that says hey you actually might
22:54.36 want to look at this this is coming up
22:56.48 and it's due soon so as you can tell you
22:58.48 know for example in if you're using um
23:2.16 calendar program and so forth you get a
23:3.84 reminder 10 minutes prior but again 10
23:6.32 minutes is not something that you can
23:7.48 set um or that's sufficient for you to
23:9.72 actually get things done on some
23:11.16 complicated task so how I like to use PR
23:14.24 Matrix as the following I always set due
23:16.28 dates as you can see earlier i' set that
23:17.84 due date for tomorrow at 2 pm like I did
23:20.44 and then what happens I can click on
23:21.68 here and set reminder but part Matrix
23:24.04 actually use uses natural language as
23:26.40 well so let me explain to you again so
23:28.32 let's just say if I want to change the
23:29.48 due date so I'm going to say doe in one
23:31.12 week okay so now what happens is I've
23:33.96 just typed do in one week here in the
23:35.44 chat and so it turns green that means
23:37.48 the system actually understands it and
23:39.16 processes it and then I'm going to say
23:41.20 remind me daily so what I've just done
23:44.64 is I've set a daily reminder for me for
23:48.56 this task in particular now if you were
23:51.52 talking about the two the most important
23:53.24 features of pry Matrix this is it I need
23:56.44 if you're using pry Matrix I need you to
23:58.36 be setting due dates and I need you to
23:59.72 be setting reminders on all your tasks
24:1.32 so you come back to it and you get it
24:3.20 done right if you don't set a date how
24:5.40 would you know that it's urgent how
24:7.32 would you know that you got to work on
24:8.68 it soon and so for me when I use my prod
24:12.64 Matrix I always said do dates I always
24:14.52 set recurring reminders and let me
24:16.92 explain why you want to use recurring
24:18.32 reminders let's just say if I set a
24:20.72 reminder and said remind me tomorrow
24:23.20 okay so I start my day tomorrow I look
24:25.64 at my my alerts and then I see the task
24:27.84 but then I also have 5050 other alerts
24:31.00 so then maybe I didn't get to it and
24:32.72 then I clear it and I forget it well the
24:35.32 system's not going to send me another
24:36.60 reminder until the due dates so instead
24:39.12 what happens is I would set recurring
24:40.88 reminders so then it keeps on popping
24:43.08 back to the top of my list every single
24:44.88 day and so become top of Mind earlier I
24:47.72 mentioned how you know my one of my
24:50.56 flaws perhaps around using emails is
24:53.48 that I look at the first email as in the
24:55.52 the email that came in last well imagine
24:57.76 imagine if your most important email was
25:0.24 always popping back up to the top of
25:1.88 your list right so the first time you're
25:3.80 going to forget it but then by the 10th
25:5.32 time you're like okay I really actually
25:6.52 need to respond to this email same thing
25:8.40 works with reminders the way the
25:9.68 reminder works is whenever there's a
25:11.08 reminder that triggers it pops up to the
25:13.12 top of the list in fact down here when
25:14.96 you type your message you could say
25:16.60 remind everybody daily so when I have to
25:19.92 follow with customers I would always say
25:22.00 do in one month remind me weekly or do
25:25.56 in one year remind me
25:28.20 in one yearly you could do something
25:30.44 like that too um or remind me monthly
25:32.44 Remind me daily those are the kind of
25:33.80 things that you can type in the command
25:35.28 so I highly recommend that I I'm
25:37.24 emphasizing it so much because I feel
25:38.80 like it's so important to ensure that
25:40.96 you actually get your things done okay
25:43.88 below that you have the chat section you
25:45.52 can see how I'm interacting with it if I
25:47.52 have multiple people working together
25:49.20 this is where we can actually can
25:50.24 communicate so what I like about the
25:52.08 chat inside PR Matrix is it allows you
25:53.72 to have a conversation with your
25:55.04 coworker within the context of the task
25:58.56 so what does that mean you probably have
26:1.40 so many conversations with your
26:3.16 co-workers you know um down the hallway
26:6.92 in the meeting um or in Microsoft teams
26:10.16 or by email and you're talking about all
26:12.60 sorts of projects and so forth now
26:14.88 that's great you can catch up then but
26:17.60 then what happens if you need to review
26:20.24 all those conversations and then you
26:22.12 realize I don't remember what we said or
26:24.32 what was our decisions or more
26:26.48 importantly if some else is invited to
26:29.08 the meeting guess what you can have to
26:30.52 do all of those catch up over and over
26:32.92 again just think about how inefficient
26:34.64 and ineffective that is so instead of
26:37.24 having all these conversations in all
26:38.76 these different places have the
26:40.32 conversation within the context of the
26:42.12 task itself so what that means is if you
26:45.20 have a task and you have co-workers
26:47.52 working together chat with each other in
26:50.24 here within that task so then later on
26:52.68 when someone else comes in and take a
26:54.12 look at it they know what everyone
26:55.88 talked about and party Matrix Prov
26:57.56 provide you a history of all of those
26:59.84 and in fact all the changes to the item
27:1.56 and so forth so on a per item basis you
27:5.40 have so much Clarity and visibility and
27:7.44 here's the most important part imagine
27:9.64 if the person who's in charge of the
27:11.36 task is no longer with the company or is
27:13.40 on leave and someone else needs to take
27:15.44 over well what if you have no idea what
27:18.04 the person you know how decisions were
27:20.48 made and so forth well prod Matrix gives
27:22.16 you that visibility and it is so
27:24.24 powerful especially if you're in a
27:25.64 manager role it is important for you to
27:27.76 execute you know regardless of who's
27:29.76 available um so that's that's what you
27:31.96 need to consider with respect to the
27:33.80 chat the note section is where you can
27:35.76 add notes it's very very simple notes
27:37.52 you can also add subtask and bullets and
27:39.92 so forth if you need Rich text that's
27:41.84 what Google Docs or that's what
27:43.16 Microsoft Word is for and then you can
27:44.96 attach those to PR metrics but here it's
27:47.08 just intended to just be the task that
27:48.64 sented to do and then in the resources
27:50.76 section this is where you can attach
27:52.04 documents files and all of those other
27:55.16 things that might be relevant um so let
27:57.12 me give you an example let's just say
27:59.28 you know I have to do a provide a
28:1.32 presentation for a customer right I
28:3.28 would go and create a task around that
28:5.12 and then I would update my upload my
28:6.80 draft in there my draft PowerPoint in
28:9.04 there and then I'll get feedback I'll
28:11.00 update it then I upd my update my PDF in
28:13.36 there Etc but maybe if I have something
28:16.36 that's a bit more complex I can actually
28:18.52 link other patrix items in um into the
28:21.88 system so I click on that and actually I
28:23.88 can choose other petrix item and then
28:26.44 what happens is it actually gets
28:27.52 included in here um and as you can see I
28:29.92 can actually set dependencies too I can
28:31.80 say you know certain items are blocked
28:33.36 by the item that I have here or blocks
28:36.56 Etc so when you do those things party
28:38.92 Matrix will build Gant charts for you
28:40.28 automatically totally optional but it's
28:42.44 just a way for you to link complex tasks
28:44.52 together especially if you work on
28:46.96 things with multiple moving parts right
28:49.04 some tasks are not some tasks are
28:50.64 straightforward some tasks are extremely
28:52.48 complicated with a lot of different
28:53.92 moving parts and a lot of different
28:56.40 resources one of the coolest thing about
28:58.44 party Matrix is it's integration with
29:0.12 email so we're probably the the best
29:2.12 integration in email U management so let
29:4.32 me show you how that works so here um I
29:7.12 have my Outlook install so here's my
29:10.20 outlook for um for web but of course if
29:12.68 you have outlook for desktop or whatever
29:15.04 you can still install party Matrix for
29:16.60 Outlook so let me give you an example
29:18.76 here let's just say I open an email what
29:21.00 I can do is I can add the Outlook
29:22.84 extension the party Matrix Outlook
29:24.64 extension so you click on apps here you
29:27.04 click add apps and you search for prrix
29:29.80 I already have it install so I simply
29:31.52 click on this button and when I do you
29:33.32 see I have two options I have the option
29:35.36 to prioritize the email or I have the
29:37.36 option to open petrix so I'm going to go
29:38.92 ahead and click on prioritize email so
29:41.00 what this does is it actually lets me
29:43.40 turn any email into a task the moment I
29:46.20 click capture email this converts into a
29:48.48 task but here's the cool part I can
29:50.64 actually go and decide what project it
29:52.36 goes in I can decide what quadrant it
29:54.28 goes in I can decide who should be
29:56.56 responsible for it I can set a due dates
29:58.92 all of that directly from the Outlook
30:1.56 extension so imagine if you are con you
30:6.12 know working with an external client um
30:8.36 and the client sends you an email and in
30:10.12 that email they're asking for something
30:12.00 and now you need to ensure that other
30:14.20 people within your team needs to know
30:16.56 the status of this stuff and so they
30:18.24 need to work on it um and get all those
30:20.24 progress updates probably today you
30:23.12 probably just for that email to a bunch
30:24.80 of people and say hey can you take a
30:26.00 look at this well the problem you have
30:27.96 with that foring is what about the due
30:29.96 date you to make sure that someone knows
30:31.84 that they're supposed to do it and then
30:33.28 who's responsible what if that
30:34.80 responsibility changes um and then
30:37.56 also uh what priority is it is it high
30:40.40 priority low priority is it quadrant one
30:42.08 quadrant two Quant three quadrant four
30:43.76 you can't do that within the context
30:45.44 within an email and then not only that
30:47.28 what project does it belong in because
30:49.16 imagine if you have one email from one
30:51.88 client but then you have 15 different
30:54.08 clients now you just have a bunch of
30:55.68 forwarded emails and no one knows what
30:57.28 it is they need to work on right and you
30:58.68 go back to square one on the challenges
31:0.88 you face around prioritizing across all
31:3.24 the these different projects so the way
31:5.20 with it works with PR Matrix is you can
31:6.76 actually put that email within the right
31:8.40 context the right project the right
31:10.60 quadrant assigned to the right people
31:12.36 with the right due dates and that's the
31:14.60 magic of petric software to bring it all
31:17.52 together into one central place so if I
31:19.96 click on capture email it converts into
31:21.80 a task and when it does it opens up the
31:25.28 item details exactly like you saw in the
31:27.92 web app directly inside outlook here
31:31.08 again I can move it around I can set
31:32.84 icons I can star it I can set reminders
31:35.72 as needed so if you get a lot of emails
31:39.20 and and you know I get a few hundred
31:41.00 emails a day so I have to be on top of
31:43.20 my emails constantly um I have to go and
31:45.84 and prioritize all those important
31:47.16 emails but what's really neat is that
31:49.36 part of Matrix actually integrate with
31:50.72 email in so many other ways too so you
31:53.32 have an inbox address so for example
31:55.04 when I'm on my phone um I use apple mail
31:57.40 so I don't have an Outlook extension and
31:59.44 so on my phone I'm walking around or
32:1.44 something like that and un Point email
32:2.84 comes in I can for that email into my
32:4.88 party Matrix and set due dates and so
32:6.88 that's called the Inbox and then at the
32:9.20 same time um when I have a bunch of
32:11.24 emails from the same organization over
32:13.92 and over again so for example I have
32:15.36 emails from Microsoft and so what I do
32:17.60 is I actually want to go and organize
32:19.12 all that into specific projects and PR
32:20.80 Matrix I can do that with auto rules
32:23.72 using part Matrix Integrations and so um
32:26.24 I actually have a web inar called email
32:28.04 management master class so if any of
32:30.08 this sounds interesting to you check out
32:32.08 that webinar recording you'll see how to
32:33.88 set up all these stuff with your emails
32:35.56 it's extremely
32:36.92 powerful the other thing is what if you
32:39.64 get an email but it's belongs to an
32:41.84 existing task well patrix is the only
32:44.04 one only software that I know that also
32:46.80 lets you attach emails to existing items
32:49.76 so when you go to here you can actually
32:51.36 search for your PR Matrix item and then
32:53.92 attach this email to that task itself
32:57.04 self and so this allows you to actually
32:59.20 keep things organized so you might have
33:0.56 five or six emails all follow-ups all
33:3.28 relevant to within the context of that
33:5.16 task and all the people who's there need
33:7.00 to know about it okay so that's our
33:9.28 email Integrations there's a couple of
33:10.64 settings here that you can go and you
33:11.96 can look at it around uploading emails
33:14.08 and so forth but there's another neat
33:16.00 feature which is if you're you know some
33:18.04 people just live inside Outlook um party
33:20.28 Matrix actually has what's called the
33:21.88 universal app so what's neat about that
33:23.96 is you can actually access party Matrix
33:25.92 directly inside Outlook so to do that
33:28.16 you click on more apps you search it for
33:30.32 you click add apps you search for py
33:31.88 Matrix and then you can pin it to the
33:33.84 left hand side here and look at that I
33:36.08 have the entire patrix web app inside
33:38.92 Outlook I don't even have to open patrix
33:41.24 I don't have to go to any website I
33:42.52 don't have to do any of those things I
33:44.04 can go to here it looks just like
33:46.32 another Microsoft um icon that you know
33:50.36 fully integrate it into your outlook
33:52.80 okay so now let's go back to the web app
33:56.44 um because we just talk about email
33:58.08 prioritization which I think is
33:59.32 extremely important but now I want to
34:1.20 talk about the con going back to the
34:2.76 concept of projects and so you saw how
34:4.60 I'm my personal priorities here what if
34:6.92 you want to create a new project let me
34:8.20 show me how let me show you how to do
34:9.56 that you click on projects here and you
34:10.96 choose create project when you choose to
34:13.68 create a project in part Matrix you have
34:15.08 several options you can always do a
34:17.12 blank project a blank project pretty
34:18.92 much means you know just have an eyes on
34:21.32 how Matrix there's nothing in there you
34:23.24 can choose the color I can type you know
34:25.32 what the project is and and click add um
34:28.00 and so that's very very straightforward
34:29.48 now what's neat too is actually prod
34:32.00 Matrix allows you to save templates so
34:34.60 let me give you an example let's just
34:36.64 say if you have a process that you go
34:40.08 through over and over again and you have
34:42.16 20 tasks that you have to repeat
34:44.12 constantly every time you do this
34:46.44 process and it could be something like
34:48.44 quarterly review or onboarding a new
34:50.52 client or onboarding a new employee if
34:52.36 you're an HR um so then you can actually
34:55.36 create that part Matrix and you can save
34:57.04 as a template and then from there you
34:58.80 can actually launch a pry Matrix as part
35:0.84 of your template instead of actually a
35:3.52 blank project and so PR Matrix will
35:5.28 actually save you a ton of time um you
35:7.96 don't have to recreate all the stuff in
35:9.92 it um we can actually replicate that for
35:11.84 you so I also have a webinar on
35:15.24 templates um recorded webinar that you
35:17.52 should check out if this is interesting
35:19.12 to you if you have a lot of repetitive
35:20.84 work um the other neat thing is you can
35:22.64 actually export pry Matrix into your CSV
35:26.04 Excel file so forth for reporting right
35:28.52 so imagine if you're a project manager
35:31.20 and you need to report on the status of
35:33.64 the task across your project PRM gives
35:35.68 you a very very simple view a simple way
35:38.32 to export that into Excel and then from
35:40.48 that you can do whatever is that you
35:41.64 need to
35:42.44 do all right so that's how a project
35:45.08 works that's how creating a project
35:46.48 works and then we also have what's
35:47.56 called created with AI so if AI is
35:50.00 turned on for you you can go here you
35:51.64 can type in a goal and our system will
35:53.76 build out your project for you it's not
35:56.28 intended to be perfect nothing is but
35:58.64 what it does is let's just say you want
35:59.92 to be promoted this year right type that
36:2.56 in here and pration will build you a
36:4.56 list of action items that you should be
36:5.92 working on to ensure that you get
36:8.20 promoted and if you do make sure you
36:10.16 thank us um and so now let me go back to
36:13.00 the project here let's say I open a
36:15.16 project one of the things I can do with
36:16.96 my project to is I actually I can open
36:19.08 What's called the project details I can
36:20.56 click on this little I and so earlier we
36:22.44 talk about the item details but in the
36:23.68 project details it allows me to do a
36:25.00 couple things I can change the name of
36:26.64 the project obviously um I can actually
36:28.96 star the project so just like starring a
36:31.12 task starring a project pops it to the
36:33.32 top of my list here so again what I like
36:35.92 about starring is I star things that are
36:38.08 active so these let's just say you know
36:40.28 again I have 300 projects right I can't
36:42.08 go and click through all of them I have
36:44.24 maybe 10 active projects so I would star
36:46.88 those and they always are up here so I
36:48.52 can get to them really quickly and then
36:50.32 when I'm done with them I can unstar and
36:52.36 then you know they'll go back to their
36:53.96 ordering down here I have what's called
36:56.72 members and actually can add members as
36:58.72 needed to my project so my personal
37:0.80 priority maybe I don't have anybody but
37:2.36 my team project I should have all my
37:4.04 co-workers with me on there and so
37:6.00 whenever someone's on a project they can
37:7.76 see all the tasks associated with it so
37:9.48 then when um when you have a meeting you
37:12.32 can go and say hey these are our
37:14.00 priorities this is what you should be
37:15.08 working on but here's another cool thing
37:18.00 which is look at promatrix as a way to
37:21.12 do
37:23.64 asynchronous check-in right let me
37:26.16 explain what that means let's just say
37:28.20 if you're in a meeting when you know
37:30.48 your your weekly check-in that's when
37:32.16 you talk to other people and then you
37:33.72 get alignment but with P Matrix if you
37:36.72 share a project with all your priorities
37:38.96 you can be aligned at any point in time
37:41.28 if you're a manager you can open up the
37:43.12 P Matrix for you know the share team
37:45.36 project also a project with each of your
37:48.04 co-workers and so forth and you can see
37:49.92 exactly what their priorities are and
37:51.88 you don't have to have a meeting for it
37:53.36 right and so that is asynchronous you
37:55.32 don't have to be in the same room at the
37:56.96 same time and guess what it lets
37:59.00 everyone actually just do things as
38:1.44 opposed to be in meetings just to get
38:3.32 alignment so how much more powerful
38:5.68 would your organization be or how your
38:7.84 team be if everyone's on the same page
38:10.40 at any point in time right and then if
38:12.16 you're trying to see what your manager
38:14.36 priorities are right so then you know
38:15.96 you're working on the right thing well
38:17.20 then you open the share project as well
38:19.08 and now you'll see the team priorities
38:20.80 then you can decide okay you know what
38:22.28 this is what I need to work on and this
38:23.60 is what I shouldn't be working on so so
38:26.92 that's that's how you can decide what
38:28.48 team members to have in here um and then
38:30.52 you can actually change the name of the
38:31.96 quadrants too so I mentioned the
38:34.00 Eisenhower Matrix but at the end of the
38:35.76 day actually it doesn't matter you can
38:37.68 use whatever quadrant name that you want
38:39.52 as long as it works well for you to
38:42.32 decide what needs to be worked on um so
38:44.52 I've seen customers instead of do now
38:46.20 they'll type fires um some organizations
38:48.88 use P0 as a way to signify that
38:51.36 something's high priority um other times
38:53.72 you can use the dimensions of important
38:56.04 I'm sorry Impact versus effort so patrix
38:59.12 gives you several hundred different
39:1.16 templates that you can choose from in
39:3.32 terms of naming convention for the
39:5.00 quadrant name so giving you pretty much
39:7.04 every single possible combination of how
39:9.20 to think about four quadrants um so
39:11.52 don't worry about using it just using
39:13.20 the Eisenhower Matrix that's just the
39:14.72 basis of our system but it gives you
39:16.72 infinite
39:17.72 flexibility and so as you use part
39:20.04 Matrix more organizations will actually
39:22.76 build up internal knowledge on how to
39:25.36 best name the quad and so forth and so
39:28.32 that allows you to save that as a
39:29.60 template now you can use it and you can
39:31.24 actually you know ensure that your
39:33.12 success um is actually depending on
39:36.08 adapting part Matrix to work exactly the
39:38.00 way that you want and then of course I
39:39.64 can click on here and change the color
39:41.04 as well so as you can see um my list of
39:43.84 project here I have a lot of different
39:45.08 colors and so I like the color coding to
39:47.12 signify different types of projects or
39:48.68 different types of initiatives maybe
39:50.44 marketing is one color engineering is
39:52.12 another color um again it's just a very
39:54.12 visual way so when you look at this you
39:55.68 have a really good Sense on the kind of
39:57.28 project that's active Etc okay as you
40:0.44 can see there's a lot of information
40:1.72 that I'm not conveying about pry Matrix
40:3.48 because you know you don't have to use
40:5.16 all the features right so let me just
40:7.96 quickly recap on the features that you
40:9.96 should definitely use one definitely
40:12.80 create a project for your personal
40:14.16 priorities definitely create a project
40:16.00 for your team priorities right you don't
40:18.00 have to go and change the quadrant name
40:19.40 or anything but make sure that you
40:21.08 invite the appropriate people to those
40:22.80 priorities and so use the basic
40:24.16 Eisenhower uh method as your starting
40:26.64 point two when you create tasks make
40:29.68 sure that you set the due dates make
40:31.44 sure you set reminders right and then
40:33.28 make sure you put them in the
40:34.16 appropriate quadrant so then you can
40:35.80 actually look at it and know exactly
40:37.20 what your priorities
40:38.92 are so those are the most important
40:42.08 thing the most important things about
40:43.72 pry mrix you almost don't have to use
40:45.44 any of the other features but if you did
40:47.40 those things you will actually find that
40:49.96 you have a lot more clarity on what it
40:51.96 is you need to work on because it's
40:53.12 taken it out of your brain put it down
40:54.88 on something that's tangible and then
40:56.44 making it visible to your team and the
40:58.56 same thing happens to the rest of your
40:59.92 co-workers they got to do the exact same
41:1.72 thing and so that's on you to ensure
41:3.92 that everyone's on the same page okay um
41:7.24 in terms of other Advanced capabilities
41:9.16 inside part Matrix those are things you
41:11.04 can explore over time um so for example
41:13.96 let me just quickly highlight some of
41:15.68 the other things that I think is
41:16.80 actually valuable let me just choose
41:18.04 another project here so you see in this
41:20.00 project I have a lot more tasks right so
41:22.20 with PR Matrix we actually gives you
41:23.88 other ways to look at the information so
41:25.48 for example I can go to the list View
41:27.32 and I can see all the action items here
41:28.84 along with the due dates I like this
41:30.48 view for searching for things that are
41:32.84 overdue so you can see anything that's
41:34.32 overdue just turns red and so it allows
41:36.48 me to jump to a task really easily I can
41:38.32 also see when they're modified I have
41:40.28 the calendar view anything that has due
41:42.16 dates actually shows up in your calendar
41:43.80 part Matrix calendar on a per project
41:45.44 basis and then I can actually
41:47.00 reprioritize things just by dragging and
41:48.88 dropping or click on it and actually
41:50.64 edit the item so it's the same
41:53.52 information but it's just convey in
41:55.44 different views um and then the other
41:58.00 view is the Gant chart and so this is a
42:0.36 timeline view um and so if you need to
42:2.52 see things how things are spending out
42:4.80 multiple quarters for example that's
42:6.72 what the this view is for so if you're
42:9.00 working on a project and you need to
42:10.44 build a report to show your clients that
42:13.20 hey you know this is the status of
42:14.52 things or this is what the timeline
42:15.80 looks like you can just go here and part
42:18.20 Matrix build that out for you you can
42:19.60 take a screenshot and put it into your
42:21.72 presentation as needed uh so per Matrix
42:24.64 provide all of these insights now
42:26.40 there's a couple things that I just want
42:28.12 to hint at as opposed to going into the
42:30.00 details of which is PR Matrix has
42:32.20 reports and so here you can actually go
42:34.28 to workload report to see if some of
42:35.84 your co-workers are overloaded right so
42:38.00 important if you're trying to delegate
42:39.64 and ensure that actually people um are
42:41.88 not overwhelm I mean it's so important
42:43.68 you know we just have so many things on
42:44.96 our plate nowadays when you go to this
42:46.92 view you can see hey so you know so and
42:49.16 so has a lot of tasks on that certain
42:51.08 date if I assigned more that's not going
42:52.72 to work and you can actually drill down
42:54.92 into the task on a per day per person
42:57.20 basis directly from here we also have a
43:0.16 lot of other reports and we also have
43:2.28 custom reports for Enterprise customers
43:4.28 as well essentially providing you the
43:6.24 information that you need um specific to
43:8.68 your needs from this wealth of
43:10.48 information that's in pry
43:12.36 Matrix so one thing I want to mention
43:14.60 real quick is our integration with teams
43:16.48 and this is um the last thing here what
43:18.88 happens is party Matrix you can go
43:20.72 inside teams you can go to apps install
43:22.92 pry Matrix I click on this I pin it here
43:25.76 and it looks exactly at the web app just
43:27.40 like you saw in the Outlook app um but
43:29.28 the other neat thing in teams in
43:31.08 particular is what's called our
43:32.28 oneon-one so when you have a chat with
43:34.56 somebody in teams definitely install
43:36.96 this because I actually think this is
43:38.40 this is a super powerful feature which
43:40.76 is when I go to one on one I can see
43:43.72 everything I have in common with that
43:45.68 person across all of my matrices all all
43:49.68 my projects right so if you're a manager
43:52.24 and you have 10 direct reports and
43:53.72 you're trying to see you you know you
43:55.60 know what is Bob working on what is
43:57.28 Sally working on Etc by using the
43:59.48 one-on-one you can actually go to them
44:1.56 and you just you know essentially see
44:4.08 all the things that's important whether
44:5.92 they're overdue what's modified you can
44:8.48 click on each of these things and just
44:9.76 drill down as needed um so to get to the
44:12.08 oneon-one you just click on this plus
44:13.88 here choose part Matrix and then choose
44:17.56 the oneon-one um and then you can just
44:19.72 add that for each of your the cooworker
44:20.92 that you work with the neat thing about
44:23.04 this is if you're having your one-on-one
44:24.56 meeting you can actually just click
44:26.00 click on ADD share task and create the
44:27.88 task directly here inside inside teams
44:31.48 inside the one-on-one view you don't
44:33.08 have to open per Matrix find a project
44:35.12 create a task delegate to the person you
44:37.16 can just go here and automatically
44:38.80 assigned to the other person and then
44:40.60 you just set the due date using natural
44:42.36 language and so we can save you so much
44:44.04 time and effort um the reason why I like
44:46.24 this feature is because I've seen cases
44:48.32 where so many you know people would walk
44:50.16 up a meeting and then you know they they
44:52.16 came up with so many good ideas right um
44:54.16 at the meeting and then two weeks later
44:55.64 you recap and you're like hey by the way
44:57.24 did we get XYZ done and the answer is oh
44:59.32 yeah I didn't write that down so I never
45:1.12 get around to it so this sort of takes
45:3.40 away that excuse because when you're in
45:4.84 your meeting just open this up and
45:6.48 actually just create the task directly
45:7.80 from here so how much more convenient
45:10.40 can you uh can you be right um so easy
45:13.36 to actually ensure that to capture all
45:15.32 those awesome ideas directly from your
45:17.68 meetings um and speaking of that the
45:19.80 other thing you can do is actually in
45:21.36 the chat itself if you're using chat and
45:23.72 you're sending messages you can actually
45:25.08 just click on the conversation and
45:27.24 create a p Matrix task directly from any
45:29.68 conversation you have with anybody
45:31.60 inside teams P Matrix also lets you
45:34.40 embed projects so we have customers that
45:36.64 actually want to um add readon version
45:39.88 of the pakes project inside CH teams
45:43.28 Channel or teams chat so that other
45:45.52 people can actually go and see the
45:47.20 status of all the awesome work that they
45:49.48 have without the ability to edit it and
45:51.44 so you can actually do the exact same
45:52.76 thing just go to each of the features
45:54.76 inside teams and add the patrix tab we
45:57.12 also have Integrations with meetings
45:59.08 allowing you to actually bring up agenda
46:0.68 and so forth um and then the one other
46:2.60 feature that I like here is the ability
46:5.12 to attach prod Matrix um action card to
46:8.04 send to people as needed so sometimes
46:10.32 you delegate something to somebody and
46:12.60 then you know you don't hear from them
46:13.92 right so P Matrix um you know will send
46:16.52 them notifications like here in the chat
46:18.40 bot uh they send notifications that a
46:20.32 certain item is due and so forth but yet
46:22.36 at the same time people may not get
46:23.64 around to it and so by going to send
46:26.20 this action card it's just a way for you
46:28.16 to you know remind them inside teams
46:30.92 that hey could you take a look at this
46:33.16 Etc um so I do like the the chat bot as
46:35.96 a way for me to get notifications um on
46:38.08 alerts and due dates and so forth I did
46:40.32 mention earlier on how you know you
46:42.40 might get alerts well if you go back to
46:44.24 prot Matrix there's something called the
46:45.48 home View and essentially what the home
46:47.52 view does is it opens this this view
46:50.00 that instead of the Matrix I see my
46:51.96 alerts right so anything that's overdue
46:54.52 anything where a reminder trick Trigger
46:56.12 or anything that is assigned to you so
46:57.92 let's just say some a coworker assigned
46:59.60 you a task it will show up here or a
47:2.00 task that you're a follower on that got
47:3.84 updated it'll show up here and so you'll
47:6.12 see that and you can click through this
47:8.00 and essentially get to inbox zero um
47:10.48 otherwise you can actually clear
47:11.60 notification so if you come back from
47:13.00 vacation or whatever you can actually
47:14.60 just clear all the old items and that's
47:16.68 why you do those recurring reminders
47:19.08 right and so when you have recurring
47:20.24 reminders you can you don't have to
47:21.96 worry about clearing all this the
47:23.68 recurring reminders will come back up to
47:25.40 ensure that you work on those
47:27.64 things okay so my one quick advice
47:31.00 around goals for you know meeting your
47:32.92 goals for 2024 if you go to a if you
47:36.44 create a project called goals for 2024
47:38.56 so let's just say you know read uh a new
47:42.28 um Business book monthly okay
47:45.68 imagine if I that's one of my goals that
47:48.00 I create so by the way I recommend that
47:50.00 you do this still create your goals
47:51.48 project for 2024 I name my long-term
47:53.96 goals short-term goals things I will not
47:55.80 do and then ideas on what else I could
47:57.68 add to my goals and then what happens is
47:59.84 this guess you know one of the biggest
48:1.72 problem we have when we set goals is we
48:3.44 forget them right it's nice because in
48:5.36 the you know January you're so gung-ho
48:7.04 about it you're excited about all these
48:8.36 goals and then afterwards you're like
48:10.16 well I uh totally forgot about it so the
48:13.12 trick is to do these these goals and
48:15.96 then to type remind me monthly and so
48:19.60 now every month party Matrix will send
48:21.76 you notifications it pops at the top of
48:23.56 your list and you're like oh yeah I did
48:25.20 say that was going to do that so that's
48:27.12 my um my trick of the day um so use
48:30.84 those recurring reminders and then the
48:32.64 other neat thing to as you can see you
48:34.32 know there's a little icons here that
48:36.12 that pops up in terms of um that shows
48:38.24 if anyone has seen the task so of course
48:40.48 this is your own project so it doesn't
48:41.64 matter but what's nice is that part
48:43.28 Matrix will actually let you um get
48:44.92 visibility on whether your task has been
48:46.88 seen by other people so if you assign
48:49.04 somebody a task you want to know that
48:50.48 they've seen it if they haven't seen it
48:51.72 they're not going to get it done okay
48:54.12 there's a thousand things more that
48:56.84 party Matrix can do um we have
48:59.12 Integrations with um Chrome Edge power
49:3.88 automate workflow Microsoft co-pilot um
49:7.44 also connectors to to-do Trello
49:11.24 um uh jira and so forth so I can't go
49:15.56 into all of those and it's not important
49:17.76 right that's I'll be the first person to
49:19.20 tell you that all those other things are
49:21.64 amazing if you have the specific needs
49:23.92 of them but you don't have to um worry
49:26.44 about that in the beginning this is an
49:28.20 introduction you just follow the
49:30.12 guidelines that is set and I think
49:31.56 you'll get the most out of it um with
49:33.36 that I'm going to go back to my
49:34.32 presentation real quick to wrap this up
49:35.84 and then I'll answer any questions that
49:37.20 may come up one um it's on you now um to
49:41.32 sign up and use prod Matrix if you
49:42.80 haven't yet if all of this seems new to
49:44.92 you don't worry just use prod Matrix if
49:47.68 you have teams and Outlook install them
49:49.60 and the neat thing is just create three
49:51.88 projects personal priorities share team
49:53.72 priorities and key initiative and then
49:55.36 go go for 20 24 if that's important to
49:57.68 you um invite the appropriate team
49:59.60 members when you create tasks always set
50:1.96 due dates right set reminders and then
50:4.80 don't drop them that's pretty much it
50:6.24 and so if you did that you can almost
50:8.12 forget all the other features in party
50:9.52 Matrix and I guarantee you you will come
50:11.24 out far more productive um today and
50:15.16 make sure that you ruthlessly prioritize
50:17.72 your time right because if you don't
50:19.12 someone else will um and so if you do
50:21.68 this again on a daily basis I hopefully
50:24.04 have right after this webinar you know I
50:26.08 get you excited enough where you can
50:27.32 actually just open up Pro Matrix and
50:28.92 start noting down the things you have to
50:30.48 do so then get started right away
50:32.60 because if you don't do today when will
50:34.20 you do it right you can't put things off
50:36.40 uh and then some advice use pro tricks
50:38.36 to track high impact tasks like I
50:39.96 mentioned you know track the things
50:41.56 where you can make decisions on that's
50:43.00 sort of the point um if you can't make
50:45.12 decisions on it you know why why bother
50:47.40 writing it again if you're going to go
50:49.96 um grocery shopping I don't think P
50:52.24 Matrix is that valuable in terms of
50:53.80 priorities um and then think of party
50:55.92 Matrix as a communication tool it's a
50:58.04 communication tool so then you and your
51:0.20 manager and your teamw team members can
51:2.28 all be aligned and then use P Matrix to
51:4.52 manage your individual goals as I
51:5.96 mentioned the root of prod Matrix more
51:8.20 than a decade ago started out as a
51:10.56 software to help individuals prioritize
51:13.36 their task um and so uh if you can
51:16.36 prioritize your task and you are
51:17.96 successful everything else will fall
51:19.68 into place so success with prod Matrix
51:22.64 means that you have one central place to
51:24.24 track all your priorities everyone on
51:26.16 the team understands an our lineer key
51:27.92 task repetitive procedures are
51:29.92 templatized and then important emails
51:31.92 are prioritized I want you to remember
51:33.84 this slide because if you're not getting
51:36.00 this value that means you're not using
51:37.72 petrics to the full potential right
51:40.16 re-evaluate how you're using part Matrix
51:42.08 make sure that you're doing these things
51:43.40 that I said here that's pretty much it
51:46.04 with my presentation I'm going to take a
51:47.64 look if there's any questions that
51:49.12 anyone has and if you do I will answer
51:51.08 them and then if you want to send me a
51:52.76 message afterwards hi I'd
51:54.76 be happy to
51:57.68 perfect now are there any
52:14.04 questions okay so it's rare but I I
52:17.76 usually get um a series of questions at
52:20.08 the webinar but um thank you very much
52:22.48 for being here today thank you I
52:23.88 appreciate the message and with that
52:25.80 feel free to reach out to me if you have
52:27.56 any questions or feedback on PR Matrix
52:30.24 um we're always here to help you um
52:32.40 there is one um question around is there
52:36.24 a CRM buildin so P Matrix is not a CRM
52:39.36 but we actually internally we use it to
52:41.32 integrate with zenes to manage all our
52:43.80 support system support tickets and so
52:45.72 forth um so we actually use petrics to
52:47.92 track the status of our Communications
52:50.04 with our customers um and I I find that
52:52.88 to be a lot more productive and
52:54.92 effective because I can attach so much
52:56.36 more information to every single action
52:59.04 item related to a customer and then I
53:1.20 can expand the customer into another
53:2.76 project if needed and at the same time I
53:4.92 can actually ensure that you know
53:6.16 everyone's align across product and and
53:10.28 engineering and so forth um because I
53:12.76 think CRM systems kind of lack some
53:15.24 capabilities around being able to pull
53:17.12 in across the whole organization um is
53:20.48 the app translated to Spanish the answer
53:22.84 is yes actually if you use party Matrix
53:25.24 can actually switch to Spanish I believe
53:26.72 we have a couple other languages as well
53:28.76 um we also have a Spanish webinar um so
53:33.08 uh if you need to actually listen to
53:36.04 this in Spanish um one of my co-workers
53:38.04 has done this in Spanish so that's you
53:39.92 can actually get that video reach out to
53:41.52 us if you need that uh and so in terms
53:44.04 of Integrations with Microsoft CRM so we
53:46.80 actually integrate through power apps so
53:48.60 we have a couple of extensions in power
53:51.24 apps that allow you um to do if this
53:54.24 then that so you can actually say you
53:55.96 know if this happens in your CRM you can
53:58.84 create a task in PR Matrix and so forth
54:0.88 so PR Matrix is also one of the very
54:2.60 first
54:3.60 Integrations um with various uh
54:6.68 automation tools so let me see if I can
54:9.16 show that right here uh so if you go
54:13.12 to apps here um there's something called
54:15.76 workflows and so if you search for party
54:18.20 Matrix one of the things you'll see is
54:20.20 that actually we have a series of
54:21.56 workflows um that's available so apps
54:24.60 here
54:27.48 for some reason workflow doesn't show up
54:29.32 for me here um but in workflows part
54:31.60 Matrix has a series of workflows and so
54:33.60 you can actually create these rules and
54:35.32 so forth that helps you integrate more
54:37.48 services outside of PR Matrix inside PR
54:39.96 Matrix um for Enterprise customers we
54:41.96 can actually build some of the these
54:43.44 things out for you so if you have really
54:45.64 detailed questions around that just
54:47.08 reach out to us we'd be happy to
54:48.84 help um uh I see that someone's asking
54:51.40 about small business discounts reach out
54:53.56 to us um if you send an email email to
54:55.80 uh sales uh we'd be happy
54:58.40 to to take a look but you know we serve
55:2.16 customers of of all sizes and so one of
55:4.48 the things that's most important is we
55:5.64 want to ensure that you're successful so
55:7.84 um just reach out to us and we can help
55:10.56 fantastic well thank you for all these
55:13.84 questions all right please feel free to
55:16.24 reach out to me at high if
55:17.88 you have any feedback okay thank you so
55:24.00 much