Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

Webinar on

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

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

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

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

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

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

Explore other past and upcoming webinar events from our team.

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

Video transcription (50:5.16) Stop scroll

3.60s all right let's get started good morning
5.52s everyone thank you so much for being
6.84s here today uh my name is hiwin I'm
9.16s co-founder of affluence the company
10.72s behind PR Matrix thank you so much for
13.08s joining our webinar on introduction to P
14.96s Matrix um hopefully you when you get out
17.52s of this webinar you'll get some ideas
19.96s and get excited about how to use party
21.60s Matrix to prioritize your tasks your
24.20s emails and just be more effective at
27.12s communicating your goals um and what it
29.64s is that you're trying to do within your
31.60s own
33.88s work I want to let you know that this
36.00s webinar is recorded and we'll share the
38.08s recording with everyone afterwards and
39.60s then also there's a chat section so if
41.84s you have any questions whatsoever during
43.40s the webinar please send me a message
45.52s right there and then right after my
46.76s presentation and product demo I'd be
48.76s happy to address those
54.20s questions couple of goals today um I
57.04s want to make sure that you know you'll
58.40s be able to again understand the basics
1:0.48 of prrix uh with that I want to talk
1:3.08 about the challenges that I've seen our
1:5.64 customer face there are three challenges
1:8.08 that are recurring one team TR team
1:11.16 members have trouble understanding
1:13.00 what's priority right now and then
1:15.44 second it is getting harder and harder
1:17.52 to keep track on the status of work when
1:19.76 you have so many areas of
1:21.56 responsibilities and then thirdly emails
1:24.00 and meetings are just causing far too
1:25.84 much context switching now if any of
1:28.56 these problems resonate with you
1:30.52 it just shows that actually it is so
1:32.28 prevalent across everything that we do
1:34.56 and despite all the software application
1:37.80 that's been deployed by organ by our
1:41.24 organization over the last couple of
1:42.64 years I think it's actually getting
1:44.20 harder and harder to be on top of
1:49.48 things so priority Matrix is a
1:52.00 comprehensive email priority and project
1:54.20 management software that helps at three
1:56.80 different levels at the individual level
1:59.44 it helps you prioritize your most
2:1.08 important task in email at the team
2:3.60 level it helps everyone stays aligned on
2:6.68 key projects the idea is that if you use
2:9.48 pry Matrix you will be able to
2:11.52 understand exactly what the priorities
2:14.04 are for every single one of your project
2:16.32 and every single one of your team
2:17.68 members and that's the ultimate goal if
2:20.04 you walk away from from today's webinar
2:22.88 and you go to Pro Matrix and you
2:24.68 actually achieve these goals that I
2:26.84 mentioned then I think that you'll find
2:28.76 Value within the software really
2:30.92 quickly and then lastly at the organiz
2:34.12 organization level PR Matrix creates a
2:36.12 single source of Truth to help you
2:37.96 become more effective and more efficient
2:40.16 what happens is that as you use prod
2:41.92 Matrix the um the software actually
2:44.52 keeps track of all the changes that you
2:47.32 have all the changes in the priorities
2:49.28 all the changes in the task and then
2:51.00 what's powerful about the this is that
2:53.48 when someone leaves the
2:55.04 organization when someone moves on to
2:57.00 something else or when you have new
2:58.64 hires they're actually able to catch up
3:0.72 and understand how everything fits
3:3.08 together much more rapidly and that's
3:5.32 the value at the organization
3:7.92 scale so what makes party Matrix better
3:10.80 than other solution is that we're the
3:12.80 only software that's Microsoft 365
3:15.52 security certified in the teams app
3:17.68 Outlook app and web app uh not only that
3:20.64 one of the areas that we're investing a
3:22.24 lot of time and effort in is in using AI
3:24.56 to help you achieve your specific goals
3:27.28 now I know that there's uh you know a
3:29.12 lot of SK I ISM around AI which I think
3:31.40 is completely understandable but one of
3:33.20 the things that I'm really particularly
3:34.84 excited about is how do we actually
3:37.56 leverage AI to help us um come up with
3:41.20 ideas on how to achieve specific tasks
3:43.76 that we have and so that's one of our
3:45.44 focus on investment in the product and
3:48.40 patrix also provide what I call people
3:50.36 Centric collaboration it's not just
3:52.12 about projects and so you've probably
3:54.04 use a thousand to-do list software um I
3:56.72 can you know every single person that's
3:58.40 here today I would not not be surprised
4:0.52 if you've looked at so many different
4:2.36 software to ways to prioritize your
4:4.36 to-do list your task and so forth the
4:6.88 reason is um people like you are always
4:10.48 are here because you're looking to
4:11.80 become more effective and more efficient
4:14.00 and because of that you're constantly
4:15.76 looking for ways to improve yourself and
4:17.72 so you know I'm not surprised that or I
4:21.12 would not be surprised that you've
4:22.56 looked at so many different systems so
4:24.36 one of the things that makes p Matrix
4:25.76 unique is that you know we look at it
4:27.84 from the perspective of prioritization
4:29.96 right it's not just about tasks it's not
4:31.44 about projects so prioritization means
4:33.52 you need to understand how everything
4:35.52 fits together within the bigger picture
4:37.36 and part of that is actually looking at
4:39.68 people and seeing what are the things
4:41.20 you have to do for others what are the
4:43.12 things that you're responsible for your
4:44.44 manager across all of your projects
4:46.64 everything as opposed to just one thing
4:49.20 at a time and so um I'll show you some
4:51.12 of that capabilities as well and then
4:53.88 finally party Matrix is available as a
4:55.68 standard SAS solution which is what I'll
4:57.40 be showing but we also have a hip a
4:59.76 compliance solution for healthcare and
5:1.12 Life Sciences as well as an Azure
5:3.12 government Cloud solution for state and
5:4.84 local government of course for you know
5:6.96 some of our Enterprise customers we have
5:8.56 private Azure deployments if that's
5:10.24 necessary if any of these other solution
5:12.88 interests you feel free to reach out to
5:14.60 me high at or supported
5:16.96 and we'd be happy to walk
5:18.68 you through
5:19.88 those so what makes patrix particularly
5:22.52 effective as a software is that it helps
5:24.24 you determine what needs to be done now
5:26.64 what needs to be done later and what are
5:28.32 the things you should delegate
5:30.04 and one thing that I want everyone to
5:33.48 admit um because I think it's so
5:35.36 important is that priorities are
5:36.96 constantly shifting right today your
5:39.88 priorities might be X tomorrow your
5:41.72 priority might be Y and it's not because
5:44.28 you know people's mind change or
5:46.52 whatever it's just the world so Dynamic
5:48.80 and if you're working on multiple
5:50.28 projects you have to be ready to adapt
5:53.60 and so party Matrix offers the one place
5:56.56 where everyone can go to to know what
5:58.20 needs to be done now you know for you've
6:1.08 probably seen there so many cases and so
6:3.16 many scenarios where you have co-workers
6:5.48 where all their priorities everything
6:7.12 that they want to do everything that
6:9.04 they need to do is all in their head
6:10.80 well that's fantastic it's there only
6:13.12 problem is if they're not present or
6:14.68 they're not in the meeting or um they're
6:18.08 off work because of sickness or whatever
6:20.20 then what do you work on how do you know
6:21.88 what to take on and what to delegate and
6:24.04 how do you actually streamline that
6:25.96 entire process and so one thing that I
6:28.32 recommend when you think think about
6:29.84 prometrix think of it as a way to see
6:33.40 what everyone's priorities are and
6:35.12 instead of having it in their head have
6:36.96 it down on something that's tangible so
6:39.16 when you walk around the office you can
6:41.88 essentially see this floating box above
6:43.76 their head that show everyone's
6:45.92 priorities within the bigger picture and
6:48.12 that's how you create
6:50.72 alignment let's talk about the
6:52.52 philosophy behind Prometric so this a
6:54.44 famous quote attributed to former
6:56.00 President Eisenhower what is important
6:57.84 seldom urgent and what is urgent is
6:59.56 seldom important what I really like
7:1.60 about this quote is that instead of
7:3.52 looking at a to-do list you take that
7:6.32 all those things you have to do and you
7:7.76 look at from the perspective the
7:9.12 dimensions of importance and urgency now
7:12.12 you've probably heard the phrase
7:13.20 important and Urgent versus important
7:14.80 and not urgent and so forth many times
7:17.24 well imagine if you take write down take
7:21.20 out a piece of paper right now write
7:22.48 down the 50 things you have to do or 25
7:24.48 things you have to do if you look at
7:27.00 that list where do you start do you
7:28.72 start at the top do you start at the
7:29.92 bottom do you started somewhere random
7:31.16 in the middle right and then at the same
7:33.36 time if you have to add task where do
7:35.96 you add it do you add it at the top of
7:37.04 the list of bottom of the list so what
7:38.96 happens is that we tend to be pulled by
7:42.96 the things that are Urgent rather than
7:44.96 the things that are important and the
7:46.12 reason for that is the Urgent thing is
7:48.20 are the things that are actually the
7:50.36 last thing in right the the last email
7:52.80 that we got is the is the first email
7:54.80 you typically respond to and by the way
7:56.40 I'm guilty of that too when I check my
7:58.20 emails I get hundreds of emails per day
8:0.44 when I look at my emails guess what I'm
8:2.16 looking at the email that's at the very
8:3.72 top of the list and so that's the one I
8:5.04 respond to and so we are all pulled by
8:7.76 these forces that actually cause us to
8:11.04 focus on the urgent things rather than
8:12.44 the important things so instead of
8:14.24 having a to-do list what you want to do
8:16.40 is you want to have a matrix um with the
8:20.08 the task organized into the do now which
8:23.28 are essentially the important and
8:24.44 urgence right these are the either the
8:26.16 fires you have to fight or the tasks you
8:28.16 really should be focusing your time on
8:30.16 and then important but not urgent that's
8:32.60 the plan quadrant these are the things
8:34.36 where if you have excess capacity that's
8:37.04 what you should be thinking about that's
8:38.32 the stuff that should be processed
8:40.12 within the uh the back of your brain and
8:42.40 then what are the things that are not
8:43.88 important but urgent that you could
8:45.80 delegate out and this is why we have exe
8:48.60 executive assistant this is why we have
8:50.64 Outsourcing firms this is why we have um
8:53.56 others who might be more suited towards
8:56.56 achieving those tasks and so what are
8:57.92 the things we can delegate and and then
8:59.40 finally you obviously should not write
9:1.12 down anything that's not important or
9:2.56 not urgent instead you have the inbox
9:4.96 which is where you sort of have the
9:6.60 repository of all the ideas that you
9:8.48 have and this in a nutshell at the most
9:11.84 basic level is what Prometric software
9:14.16 is all about instead of having a to-do
9:16.32 list you have a matrix with all your
9:18.64 priorities on it and then taking this
9:20.28 and be able to communicate this to the
9:21.72 rest of your team so I want to emphasize
9:25.00 that party Matrix is a communication
9:27.56 tool for that that purpose it helps you
9:30.80 take all that stuff out of your brain
9:32.40 and all the stuff out of your manager's
9:33.80 brain and all of your direct reports
9:35.44 brain put it down to something that is
9:37.84 visual easy to see and when you have a
9:40.24 meeting and you project per Matrix on
9:42.28 the big screen you guys are in alignment
9:44.96 just like
9:47.40 that so the four quadrant Eisenhower
9:50.00 Matrix creates alignment because it
9:52.40 forces you to prioritize from the
9:53.88 beginning and in fact I would say that
9:56.04 that's one of the hardest thing about
9:57.24 using the perimetric software which is
9:59.16 when you create the task you have to
10:1.08 decide where it goes you can't just go
10:3.28 and just say you know hey this is the
10:5.28 list of things we have to do you have to
10:7.28 consciously make that decision and
10:9.40 here's the interesting part success from
10:12.08 using promatrix isn't necessarily about
10:14.68 finding what everyone agrees on it's
10:16.72 about discovering disagreement on what
10:19.12 on What should be a priority but when it
10:21.88 isn't and let me explain why if you are
10:25.44 constantly aligned perfectly aligned
10:27.56 with all your co-workers every single
10:29.56 day every single month every single
10:31.44 quarter then you don't need a software
10:33.48 like ours in fact you just go and work
10:35.76 on the things you have to work and
10:36.80 you're good
10:38.40 but what happens is that we never have
10:42.32 that full alignment and so party Matrix
10:45.20 makes it where when you write down your
10:47.12 priorities and you're walking around the
10:48.76 office and you're comparing notes you'll
10:50.88 start surfacing up discrepancies and
10:53.08 that's where it's really interesting and
10:54.20 if we can help you find one key
10:56.32 initiative that should be a priority but
10:58.48 for some reason Reon it's not or or what
11:1.36 or vice versa then I think you'll find
11:3.52 that you've achieved a ton of value out
11:5.44 of pry Matrix and every dollar you've
11:7.56 ever spent on it every hour you've ever
11:9.28 invested in it is worth
11:10.92 it so with that I want to jump into the
11:14.40 product itself because I want to show
11:15.80 you how to actually apply it and how to
11:17.44 use it um the goal here is to show you a
11:20.56 simple version I mean I'm sorry the the
11:22.76 most basic features of the software and
11:24.92 how to get you know 80% of the value
11:26.76 with 20% of the work I do want to
11:28.72 mention that the webinars are recorded
11:31.16 and so they are on webinars and
11:33.96 I'll send out that information
11:35.12 afterwards so you can watch this webinar
11:37.04 as well as other webinars on email
11:38.80 managements as well as using templates
11:40.48 and so forth as mentioned if you have
11:43.16 questions during the webinar please send
11:44.60 them in the chat and I'd be happy to
11:45.96 look at
11:46.88 them with that I'm jumping over to our
11:50.04 software um and so you should be able to
11:52.36 see here on my screen I have the web
11:54.76 application of promatrix open as you can
11:57.40 see front and center is the four
11:59.76 quadrants right do now do later delegate
12:2.00 and inbox and so when you create a task
12:4.12 in part Matrix you really are choosing
12:6.68 Within These this Matrix where something
12:9.36 goes so let me give you an example let's
12:11.48 just say I want to follow up with
12:14.68 webinar participants right that's a very
12:17.16 simple task which is something that I
12:18.84 will do after this call follow up with
12:21.40 webinar webinar participants and then
12:23.64 instead of actually just creating that
12:24.96 task I'm going to go ahead and say do at
12:26.40 2m and I'll click add
12:29.64 so when I click add for something like
12:31.92 that what happens is it creates a task
12:34.36 and now What's called the item details
12:36.16 opens in part Matrix the item details is
12:38.64 where I can add additional information
12:39.96 on the task again if you use to-do list
12:42.60 various to-do applications or project
12:44.48 management application you've seen this
12:45.88 over and over again right the the
12:47.72 difference is
12:49.48 um down here on the right hand side you
12:52.32 can actually do a couple things one you
12:54.40 can start a task and so when you start a
12:56.44 task what it does is it actually Flags
12:59.28 it here with a little icon and it goes
13:1.16 to the top of the list and So within the
13:3.16 quadrants themselves you might have
13:5.08 tasks that are active so I like to Star
13:7.48 things that I'm actively working on so
13:9.92 then it's very easy for me to find and
13:11.76 then at the same time um when I star I
13:14.64 actually get reports around the status
13:16.64 of those tasks and that might be very
13:18.44 useful U for those who actually want to
13:20.80 be on top of all their their key task
13:24.04 and then below that you have icons when
13:25.60 you click on here you get to choose some
13:27.56 um icon that you might want to associate
13:29.40 with the task one of the things I like
13:31.24 to do um the two types of icons I
13:33.76 generally recommend are the numbers and
13:35.44 the colors so numbers is a good way to
13:37.88 represent priorities and my general
13:39.88 recommendation is to use something like
13:41.36 1 three or nine you don't want to go
13:43.88 down the rabbit hole of deciding whether
13:46.20 you know something is a five or a six
13:48.52 and so forth then you brain spending far
13:50.08 too much time on that instead if
13:51.88 something that's low priority set it to
13:53.92 one something that's very high priority
13:56.00 set it a nine right so then it's very
13:57.84 easy to decide is this something a three
13:59.84 or 9 and then the other is the color
14:2.24 around red yellow and green of course
14:4.64 sometimes we want to make it very visual
14:7.16 so then we can communicate to others
14:9.08 that by the way you know this is on on
14:10.76 schedule or not so I'll go ahead and
14:12.12 make it green and then down below that
14:14.04 in item details you have a lot of other
14:15.76 information you can add ownership every
14:18.60 task and part IND has an owner right and
14:21.04 if you only have one owner you can't
14:22.72 have multiple owners the idea is that
14:24.56 you want to make sure that whoever it is
14:26.00 responsible knows exactly what it is the
14:28.20 responsible for but one of the things
14:30.24 you can do is you can always have
14:32.24 followers which are additional people
14:34.00 who might want to be updated on the task
14:36.48 itself so as an example if I create a
14:38.80 task and I delegate to a colleague well
14:42.68 I want to be an follower to that task so
14:45.32 then when that task gets updated or
14:46.92 finished or Chang in status or if that
14:49.32 colleague responds to the task then I'll
14:51.20 get a notification for it so I'll give
14:52.92 you an example here I'm going to go
14:54.44 ahead and assign to another person you
14:56.36 see now their Avatar takes over so
14:58.24 they're the owner and it shows up here
14:59.72 in the quadrant as well very Visual and
15:2.16 then at the same time I'm still a
15:3.52 follower so when this task gets finished
15:5.52 I'll get a
15:6.72 notification next to that you have
15:8.48 progress effort due dates and reminders
15:11.40 now I want to spend a little bit of time
15:12.56 on reminders because I think that due
15:14.88 dates and reminders are two of the most
15:17.00 powerful capabilities that you can use
15:19.24 in prom matrics to ensure that you work
15:21.08 in the most important
15:22.64 task if you want to think about
15:24.68 prioritization and if you think about
15:26.40 importance and urgency yes the quadrants
15:29.28 is very good to determine importance but
15:31.88 urgency to determine urgency you need to
15:34.20 know time so therefore I recommend every
15:37.96 time you have something that's important
15:39.84 set due dates and set reminders the
15:42.40 difference between due dates and
15:43.52 reminders is the following let's just
15:45.40 say you have taxes due April 15th right
15:48.60 great April 15th comes around the task
15:51.16 says hey this is due well guess what
15:52.88 you're not going to to get that done
15:53.96 because you need to do all this other
15:55.64 stuff ahead of time so what you want to
15:57.76 do is you want to might want to set a
15:59.20 reminder a month prior so then you'll
16:3.12 get a reminder in patrix to actually get
16:5.08 started on it so here's how I like to do
16:7.16 it when I have a due date since I
16:8.88 already have a due date here at 2m what
16:10.72 I'm going to say at the bottom here I'm
16:12.12 going to type in the chat because again
16:14.08 petric uses natural language to process
16:16.16 this stuff so I can say remind me daily
16:19.56 so now on a daily basis I'll get a
16:22.24 reminder to follow up with this task if
16:25.16 I don't get it done today so then
16:27.24 because I've set that this date for
16:28.96 today at 2 p.m. imagine if I forget for
16:31.36 whatever reason well tomorrow I'll get a
16:33.16 notification from PR Matrix that says
16:35.08 hey by the way you have this task and
16:37.60 and you didn't get it done so make sure
16:39.04 you do it so I love the recurring
16:41.04 reminders because what it does is it
16:42.88 comes back to you onto your alerts every
16:45.88 single day or every single week so you
16:47.68 could type here remind me monthly remind
16:49.80 me weekly um you could type remind
16:52.72 everybody daily everybody weekly and so
16:55.00 what it does is it sends everyone who's
16:56.96 a follower or an owner um a message this
17:0.80 by the way is how you trick your brain
17:3.28 into working on the important task right
17:6.12 as I mentioned to you that last email in
17:8.92 is the one that you typically respond to
17:10.92 but imagine if whenever you check your
17:12.88 email your most important email right
17:15.32 Pops to the top of the list every single
17:17.12 day every single week right and you
17:19.04 might have something that's due in three
17:21.60 months you don't want it on your list
17:23.76 every day but once a month you want it
17:25.76 to pop to the top of your list so then
17:27.48 you're like oh hey that's top of mind
17:29.40 let me think about that or let me start
17:30.76 working on that the same thing applies
17:33.12 to task and put Matrix with reminders so
17:36.52 by setting recurring reminders again on
17:38.56 a monthly basis or whatever I never
17:41.08 forget the most important task that I
17:42.72 have and I do that for everything that
17:44.56 is critical for me so down here you have
17:47.76 the chat section this is where you can
17:49.40 create messages and you can actually
17:51.04 talk to your co-workers just like any
17:53.12 other chat you know imagine it with
17:55.28 inside teams or whatever you can think
17:57.00 of it as a thread for for communication
17:59.68 but it's within the context of the task
18:1.68 right when you have a conversation in
18:4.64 teams you're talking about all sorts of
18:6.64 stuff so therefore you know later on if
18:8.88 you need to review the decisions made or
18:11.88 um context just to have context you're
18:15.04 going to lose that because that
18:16.56 information is scattered everywhere
18:18.36 instead by having the conversation
18:20.04 within the uh item chat you can have
18:23.08 that contact so when you have a new
18:24.72 person coming in to take a look at the
18:26.88 item they know exactly what you guys
18:29.16 have talked about the note section is
18:31.80 pretty simple it's just where you can
18:32.84 add subtask and um bullets it's not
18:35.68 intended to be rich Tex because you know
18:37.88 you can use Microsoft Word or Google
18:39.68 docs for that um with the resources
18:41.84 section that's where you can attach
18:43.16 files documents photos for example if
18:46.16 you use Prometrics on um on your phone
18:49.52 and you know you have some field workers
18:51.92 and they get some work done they can
18:53.44 actually take a picture using the protom
18:55.44 Matrix app and it uploads to the item
18:57.88 itself
18:58.88 so imagine if you have a task and that
19:0.80 task might be to fix something at a
19:4.12 certain location right when that work is
19:6.40 done the the team member can actually
19:8.20 take a picture and now you have it as
19:10.04 part of the record inside PR Matrix so
19:12.04 that's a really powerful way to record
19:14.28 keeping um and then not only that you
19:16.28 can actually attach emails you can
19:18.36 attach SharePoint and you can actually
19:20.12 link tasks together inside PR Matrix so
19:22.72 I'll show you some of those real soon as
19:24.48 well so that's essentially the item
19:27.36 level so whenever you have a task again
19:30.64 you might want to add some of these
19:31.84 information but as I mentioned the most
19:34.52 important thing for your most important
19:36.24 task it's the due date and the reminders
19:38.96 now let's just say I created this task
19:40.76 here what I want to make sure I do is I
19:42.48 want to move to quadrant one I can just
19:44.48 drag and drop it and now it's in
19:46.28 quadrant one now let's talk about
19:48.76 projects what are projects inside patrix
19:51.92 project you can think of a project as
19:53.60 essentially one of these four quadrant
19:56.36 board right so every matrix it's S as a
19:58.84 project now project can come in many
20:0.84 different flavors you might have a
20:2.56 personal priority project which is what
20:4.32 I open here but you might have a project
20:6.28 for team priorities so team priorities
20:8.12 might be something that you have all
20:10.52 your direct co-workers on and you have
20:13.60 one central place to see what everyone's
20:16.28 priorities are you might have a project
20:18.56 for every client you work with so for
20:20.60 example if you're an Architecture Firm
20:22.60 you might have an architecture project
20:24.28 for every client or if you're working
20:27.72 with Exton Exton parties you might do
20:30.08 the exact same thing as long as each of
20:32.72 those projects have their own priorities
20:35.16 list they deserve their own project um
20:37.80 for us we have projects also for each of
20:40.20 our software application so for example
20:42.56 our iPhone app would have a project are
20:44.52 teams that would have a project because
20:45.96 within each of those we have ongoing
20:48.20 priorities that we're constantly
20:50.16 prioritizing and shifting and getting
20:51.96 things
20:52.72 done one of the things that I like to do
20:55.80 um especially you know it's only
20:57.04 February right so so you should have
20:59.12 goals for 2024 so for example I have a
21:1.56 project called goals for 2024 within it
21:4.28 I actually changed the quadrant name to
21:7.16 long-term goals short-term goals things
21:9.20 I will not do and ideas and then I
21:11.60 actually write down my goals and here's
21:13.72 another trick set recurring reminders on
21:16.72 your goals so the reason why so many of
21:19.72 us fail at missing our at at fulfilling
21:22.68 our annual goals is on that first day
21:25.88 right January 1 you're gung-ho you're
21:27.48 like I'm going to get all these things
21:28.80 done and then what happens is that life
21:31.24 takes over and you kind of forget
21:33.04 because now again you have all those
21:34.24 other urgent things so by using party
21:36.76 Matrix and by writing down your goals
21:38.96 Within These various quadrants and then
21:40.88 setting the recurring reminders on the
21:42.88 monthly basis it will pop to the top of
21:45.00 your alert and you're like okay you know
21:46.52 what I said I was going to read that new
21:48.68 business book monthly let's make sure I
21:51.32 get it done and so this is a really good
21:53.28 trick if you want to make sure that
21:54.36 you're successful this year try this
21:57.44 okay now when I have a project selected
22:0.92 on the right hand side is the project
22:3.84 details so instead of item details it's
22:5.72 a project details same thing you have
22:7.72 the name of the project which you can
22:9.16 click on here to change next to the
22:11.24 project name you have the star if you
22:12.76 click on Star it pops it to the top of
22:14.72 the list again I like to star projects
22:17.28 that are active now I have around 10
22:19.56 star projects I have around 300 plus
22:21.72 project total in my work account and
22:24.36 like 10 star projects or so so that
22:26.44 allows me to really easily just look at
22:29.12 the project that are active and jump to
22:31.40 the project that I need whereas the rest
22:32.92 of the projects I don't have to worry
22:34.48 about them so prod Matrix is designed to
22:37.20 handle vast amount of data vast number
22:40.00 of projects across your entire
22:41.96 organization so you never have to worry
22:43.52 about that you can do thousands of
22:45.00 projects and prrix can handle all of
22:47.40 that because you can actually tag
22:49.16 projects you can archive projects and so
22:51.12 forth as well below that you have team
22:54.32 members this is where you can actually
22:56.52 invite appropriate people to your
22:58.72 project so for example again if you have
23:0.36 a team project right then you might have
23:2.72 your five or 10 Dem mediate co-workers
23:5.20 if you're a manager you want to invite
23:6.72 all your direct reports um if you're a
23:9.96 uh someone who reports to somebody else
23:12.20 you can actually just invite your
23:13.40 manager so then they can see your team
23:14.96 priorities so that's sort of one of the
23:16.68 ways that you can use the membership now
23:18.76 the group is essentially you can think
23:20.84 of it as department so let's just say if
23:22.84 you have a marketing team where a
23:24.64 marketing project would have all the
23:25.84 marketing people in it that's how you
23:27.68 would set groups now within the quadrant
23:30.32 themselves you can change the quadrant
23:31.92 name as you can see that's what I did
23:33.60 here you just click on this and change
23:35.40 the quadrant name you can click on this
23:36.88 to change the color I like using the
23:39.32 colors as a way to color code different
23:41.84 types of projects so for example maybe
23:44.60 you have marketing projects or external
23:47.48 projects or um customer success or
23:50.12 engineering right so maybe some of those
23:51.80 color coding again makes it a little bit
23:53.68 more visual that's doesn't affect the
23:55.96 functionality of the software it's just
23:57.40 a way for you to
23:59.64 communicate okay so that's the project
24:1.72 details there's a couple things that I
24:3.52 want you to explore later on when you're
24:5.44 using petrix which is this top right
24:7.88 menu here when you go to here you'll see
24:10.08 that there's we have a lot of options
24:11.68 you can work with one of those options
24:13.92 is actually save the project as template
24:16.56 let's just say if you use P Matrix to um
24:20.84 have a employee onboarding process right
24:23.88 what that means is you're an HR you have
24:26.16 an employee whenever you have a new
24:27.84 employee they have to go through 15
24:29.80 tasks U as part of training you created
24:32.24 a part of Matrix along with you know
24:34.76 these are your Tas for week one these
24:37.16 are your tasks for month one these are
24:38.80 the resources and files and documents
24:40.76 links and so forth you can create that t
24:43.12 that list of items inside a per Matrix
24:45.40 project save it as a template and then
24:48.12 when you have a new employee you just
24:49.68 launch a project from template instead
24:51.44 of from scratch and having to recreate
24:52.96 all of it this will save you a
24:54.84 tremendous amount of time and not only
24:57.08 that all you have to do do is set the
24:58.28 start date and then the rest of the due
25:0.04 date is built out by petrics for you
25:2.28 automatically so if you have recurring
25:4.60 processes this will save you a lot of
25:7.36 effort as you can see there's other
25:10.48 options for exporting to CSV importing
25:12.68 CSV Etc but let me show you how to
25:15.00 create a project so we talk about
25:16.48 project just now so when you go to click
25:18.44 on Project here right you can click on
25:20.48 create project when you create project
25:22.76 you have several options the first of
25:24.68 course is just a blank project now you
25:26.60 go in here you can type the project name
25:28.72 you can um you know choose a template so
25:31.48 when I said that do now do later the
25:33.28 Eisenhower Matrix that's just the basic
25:34.96 prod Matrix template at the same time
25:38.04 the the beauty about a 2 x two Matrix is
25:40.04 you can have infinite types of projects
25:42.76 like you have so many different
25:43.80 dimensions effort versus impact right um
25:48.24 or uh you can use the GTD method or you
25:51.24 can use stuff that you learn in business
25:53.96 school strength weakness opportunity
25:55.96 threats and so anything that has four
25:57.96 quadrants you can do with patrix we have
26:0.28 a couple of other templates that you can
26:1.88 use so what that means is it allows you
26:3.92 to use patrix for everything from your
26:6.16 strategic to your Tactical work whether
26:8.60 you're an executive or an independent uh
26:10.68 contributor so you can choose that and
26:12.88 then you can actually choose a color
26:14.16 theme again that's how you create a
26:15.44 project from scratch but you can also
26:18.12 create a project from using one of your
26:19.96 existing templates so earlier I showed
26:22.12 you or I explained to you how you can
26:24.20 save an employee onboarding process as a
26:26.76 as a project template well that shows up
26:29.60 right here so when you have a new
26:30.88 employee you just launch one of these
26:33.48 instead of course we have ai to that you
26:36.44 can leverage to create projects based on
26:38.44 your goals for example let's just say if
26:41.00 one of your goals is to get a per um a
26:44.92 promotion this year simply type I want
26:48.08 to get promoted or get promoted to
26:50.28 senior project manager and click next
26:53.60 and prod Matrix will actually build out
26:55.44 a series of tasks to help you a achieve
26:57.92 that goal pretty neat capability it's
27:0.92 not designed to be perfect but what what
27:2.92 will do is help you get a head start
27:4.64 compared to everyone else who's not
27:6.52 using PR Matrix okay so that's how you
27:9.16 create projects so I've explained to you
27:10.80 so far how to create projects how to
27:13.04 customize projects how to create task
27:15.12 how to customize task right and I want
27:17.12 to emphasize again the most the most
27:19.76 important things that you should do one
27:22.00 you should have a project for personal
27:23.56 priorities you should have a project for
27:25.40 team priorities and you should have a
27:27.24 project for key initiatives that you
27:29.16 might have a project for your goals and
27:32.04 then if you work with external clients
27:34.40 or project whatever a project for each
27:36.16 of those within each project make sure
27:38.72 you invite the appropriate people right
27:40.64 maybe your personal project you don't
27:41.88 want anybody but for your team project
27:44.00 you might want to invite your manager
27:45.48 your direct reports Etc so then it
27:48.00 allows everyone to be on the same page
27:50.00 when you invite someone to a project and
27:51.84 they go into their part Matrix they'll
27:53.68 see the same thing that you see and
27:55.80 that's how you create alignment because
27:58.76 imagine this imagine if you could see my
28:0.96 priorities right and then you realize
28:3.52 wait a minute you know I didn't realize
28:5.12 that high thinks this is high priority
28:6.64 that shouldn't be the case at all then
28:8.24 when you have a meeting instead of
28:10.20 actually just you know not even knowing
28:13.08 what are the things that you should be
28:14.52 talking about you just project part of
28:16.36 Matrix on the big screen and you can
28:17.88 jump right into the most important
28:19.92 discussion where you are misalign where
28:22.68 you have disagreements and then if
28:24.28 everything's aligned and agreed to then
28:26.68 you talk about the in quadrant one right
28:28.60 these are the high priority stuff that
28:29.96 we have these are the start items that
28:31.64 we have let's talk about that first then
28:33.88 when you run out of time that's great
28:35.44 you already talk about the most
28:36.40 important things um imagine if you know
28:38.68 you're just talking about all sorts of
28:40.04 tasks all over the place and then
28:41.80 realizing afterwards that you never talk
28:43.28 about the most critical things and all
28:45.24 the stuff that you were uh not in
28:47.16 agreement to so that's how you use prod
28:49.60 Matrix to to the fullest extent and
28:54.04 again when you create tasks make sure
28:55.56 you set those due dates and reminders so
28:57.52 so I think that if you used just those
29:0.92 capabilities you would have 80% of the
29:3.56 value in proty Matrix with 20% of the
29:5.36 work right nothing else just creating
29:7.88 that alignment within your team is
29:9.76 already powerful but now let me show you
29:12.24 some of the stuff that makes part matric
29:13.64 really unique one of them is actually
29:16.76 our email integration so let me show you
29:18.88 how that works so if you use Outlook and
29:21.36 Microsoft teams in general you have to
29:23.60 install this because we probably have
29:25.48 the best Outlook Integrations out there
29:27.12 for prioritizing emails let's just say
29:30.20 if you get an email that comes in and
29:31.72 that email is important um this is what
29:34.04 I do and I still do this sometimes which
29:35.96 is I would flag an email right sometimes
29:38.40 you can actually set reminders on email
29:40.08 especially in Gmail and Outlook and so
29:41.60 forth the problem I have is that if I
29:44.88 have 10 flag emails it's fine but if I
29:48.40 have a 100 flags emails I'm not going to
29:50.68 get to them right because then you're
29:52.36 just going spending all your time going
29:53.88 through flag emails um and then you'll
29:56.32 again if everything everything's
29:57.56 important and Urgent then nothing is so
29:59.72 instead what I can do is I would go to
30:2.72 my outlook here click on apps and click
30:5.32 on P Matrix if you don't have P Matrix
30:7.44 for Outlook yet click on add apps and
30:9.36 search for p Matrix of course so now I
30:11.48 click on here and I click prioritize
30:15.12 email what this does is it lets me turn
30:18.36 any email into a task in patrix now you
30:21.80 can see that I have the option to
30:23.40 capture email it takes the subject of
30:25.88 the email as the um the item name which
30:29.36 again I can customize and then it
30:31.48 chooses a project for me right I can
30:33.48 actually go and change the project if
30:34.96 needed and then what happens is I can
30:37.84 actually choose what quadrant it goes in
30:40.04 I can assign this email to the person
30:42.32 otherwise it assigns it to me and I can
30:44.04 set a due date so within the Outlook
30:46.60 integration PR Matrix lets you quickly
30:49.68 convert a task convert an email into a
30:52.56 task in party Matrix assign it to the
30:55.12 appropriate quadrant within the
30:56.32 appropriate project delegate to the
30:57.92 appropriate person with a due date right
31:0.80 then that's not something that you can
31:2.24 do by just flagging an email the reason
31:5.04 is if it's something that you have to
31:6.92 respond to within a day or two maybe you
31:8.84 remember but if it's something you have
31:10.32 to respond to within a week or two weeks
31:12.44 or a month you're going to forget it the
31:14.52 flag email Isn't sufficient and then not
31:16.40 only that you will not get those
31:18.24 reminders again that's different from
31:20.12 due dates right so with PR Matrix you
31:21.84 can actually set those reminders in the
31:23.88 delegation and ensure that you actually
31:25.52 get to it um me personally I use email
31:28.24 delegation all the time I always need
31:30.92 you know some team members to chime in
31:33.00 on a specific email from a client or a
31:35.32 customer and then afterwards I we'll
31:37.44 have a discussion inside party Matrix
31:39.80 and what's nice about that is the
31:42.04 customer doesn't have to see any of
31:43.32 those stuff right this is all the
31:44.76 internal discussion and then afterwards
31:46.48 I can respond to the customer
31:47.80 confidently so I hope that you use this
31:49.84 capability as well because it is so
31:51.80 powerful as a way to ensure that your
31:54.08 emails are not dropped and then in
31:57.12 instead of forwarding an email to your
31:59.20 coworker and then polluting their inbox
32:1.16 too I I can assign it from here and with
32:3.92 the due date in place everyone's on the
32:6.32 same page and so that's really really
32:8.08 useful in fact what I also do is
32:10.36 actually create automatically rules
32:12.48 inside my PR Matrix in my inside my
32:14.72 email pry Matrix so then for example
32:16.84 every email from a certain company can
32:19.44 actually go into your party Matrix
32:21.52 automatically um into the appropriate
32:23.92 Matrix and appropriate quadrants
32:26.40 automatically which is really neat so
32:27.80 for example all my Microsoft emails or
32:30.28 my my emails to from Microsoft goes into
32:33.52 my Microsoft Project and I just click
32:36.24 capture email and then the moment I do
32:39.48 it becomes the item details it's just
32:41.44 like the item details that you saw
32:42.88 within the web app again I can set
32:44.80 reminders due dat start Etc but the
32:47.92 here's the neat thing what I can also do
32:49.84 with P Matrix is I can attach um an
32:52.88 email to an existing task this is not I
32:55.40 haven't seen this in any other
32:56.52 application for email management but
32:59.12 instead of actually just creating new
33:0.68 emails all the time I can actually
33:2.64 search for an existing task for example
33:5.24 and then hover over that task and attach
33:7.60 the email to that task so again if you
33:10.44 work with external clients right the
33:12.44 client sends a follow-up email you
33:14.00 already have a task for that you can
33:15.84 attach that email to an existing task or
33:18.00 if an executive at your company sends
33:19.80 you an email and says hey could you
33:22.00 prepare a report for XYZ and you're
33:24.36 already working on it you can go and
33:26.32 attach that to your existing task
33:28.36 related to the report very very
33:31.00 useful one of the neat thing about PR
33:33.40 Matrix is that it's a universal app it's
33:35.52 again it's a very one of the very few
33:37.08 Universal app within the Microsoft
33:38.68 ecosystem what that means is I can
33:40.76 actually go to the left hand side here
33:42.32 inside Outlook I can search for pry
33:44.52 Matrix and I can add it and actually pin
33:47.16 it to the panel here inside Outlook so
33:50.40 what that allows me to do is access all
33:52.96 the party Matrix within Outlook I don't
33:55.68 even have to go to the web app so what's
33:57.32 really nice is you know some people
33:58.48 spend so much time in Outlook honestly
34:0.76 um what's nice is pom Matrix Works
34:2.80 directly from there so you don't have to
34:4.32 exit the software application at all and
34:6.84 so now you can have it here and you can
34:8.52 access all your projects all your tasks
34:10.72 now as you can see when I open patrix
34:12.76 here inside Outlook I have a different
34:14.24 view open rather than just my Matrix
34:16.00 view I have What's called the one-on-one
34:17.72 view so to get to the one-on-one you can
34:19.80 click on this menu and click the
34:21.56 one-on-one and now you get a people
34:23.80 Centric view what that means is that I
34:27.16 can actually look for all the tasks I
34:29.48 have in common with a coworker across
34:31.96 all of my prod matrics let me give you
34:34.08 an example let's just say if you're a
34:36.28 manager and you have five or 10 direct
34:38.44 reports at any point in time you want to
34:40.48 know hey what are my direct report
34:42.48 person a working on right you don't want
34:45.20 to go into prot Matrix click on a
34:47.04 project find the task look for the the
34:49.84 dates and see if they're working on that
34:51.60 what's active and so forth instead the
34:54.16 people Centric view the one-on-one view
34:56.48 lets you select the person it shows you
34:58.48 all the tasks they have it shows you
35:0.40 everything that they have that's overdue
35:2.24 as well as due soon anything that
35:4.16 they've touched recently and modified
35:5.80 recently across all of your projects so
35:9.32 now when you have that one-on-one
35:10.72 meeting that one-on-one conversation you
35:12.92 can just drill down so quickly and talk
35:15.32 about only the important things and then
35:17.60 change the due date as needed directly
35:19.48 from here and in fact you can even add
35:21.44 share task directly from this view which
35:24.20 automatically assigned to the other
35:25.56 person and adds you as a follower this
35:27.84 saves you so much time having to open an
35:31.16 application find a project create a task
35:33.96 delegate to the person set of due dates
35:36.08 all of that can be done with essentially
35:38.64 one click click on ADD share task type
35:41.76 in your message with the you know do
35:43.76 tomorrow or do next week or do in five
35:46.48 days at 2m or something like that and
35:49.16 everything else is taken care of for you
35:51.72 very useful one of my favorite views um
35:54.12 so that's a one-on-one View and now
35:55.72 again it works within Outlook so the
35:57.56 other thing is inside Microsoft teams
35:59.52 it's the exact same deal what you can do
36:1.44 is inside teams you can go to App Store
36:3.60 search for party Matrix you can install
36:5.76 it now it'll be on your left- hand side
36:7.44 you can access all the prod Matrix
36:9.24 without leaving teams right so again you
36:11.92 you can use prod Matrix for everything
36:13.68 that you need to do without having to go
36:15.68 to our application even though we have
36:17.16 the web app desktop app mobile app Etc
36:19.92 we want to bring part of Matrix to where
36:21.64 you spend your time again a lot of
36:23.12 people spend time in teams a lot of
36:24.44 people spend time in
36:25.72 Outlook now when you go to search for
36:27.96 patrix in the App Store in teams you'll
36:30.64 see we actually have a couple of other
36:32.04 options one of which is actually
36:33.68 workflow so I'm not going to go into the
36:35.76 details but I want you to know that
36:37.52 patrix has a lot of automation tools as
36:40.04 well as deep Integrations within the
36:41.72 Microsoft ecosystem that like power
36:44.24 automate and graph and all that that
36:46.48 allows you to create all sorts of rules
36:48.24 I mean this is the kind of stuff where
36:49.96 if you were a business or Enterprise
36:51.44 customer part Matrix you can customize a
36:54.04 lot of stuff that creates rule for you
36:56.00 to import data or create tasks when you
36:59.16 do basic functionalities the other thing
37:1.56 too is Microsoft um Microsoft launch
37:4.12 co-pilot recently and protom Matrix is
37:6.20 one of the very very first companies
37:7.80 that actually works with your Microsoft
37:9.20 AI so if you're an Enterprise customer
37:11.00 of Microsoft definitely check out pry
37:13.08 Matrix for that too again none of this
37:14.64 is necessary from day one but I want you
37:16.72 to know that pry Matrix works out of the
37:19.12 box within with the entire Microsoft
37:21.80 ecosystem if you go to a chat inside
37:24.80 teams one of the neat thing is you can
37:26.44 add actually add that one-on-one view
37:28.68 directly here so if you have five or 10
37:31.20 co-workers you're chatting with all the
37:32.72 time in teams simply add the one-on-one
37:35.20 View and then now you can go and see all
37:37.40 the tasks you have in common with them
37:38.80 in teams without again having to go to
37:40.84 prot Matrix and opening the oneon-one um
37:44.08 to add that oneon-one tab just click on
37:45.80 this plus here choose prot Matrix and
37:48.12 then choose the oneon-one as you can see
37:50.36 you can also include readon versions of
37:52.52 prot Matrix projects inside your teams
37:54.68 conversations um a use case there is
37:56.80 let's just say you know you have a
37:58.60 particular initiative but you want other
38:0.20 people within the organization to know
38:1.76 but you you don't want them to edit your
38:3.48 project you can actually do that within
38:5.96 teams as well okay um one of the things
38:9.68 I want to talk about quickly is the we
38:12.20 talk about reminders and notification
38:13.80 and so forth so PR Matrix has a chat bot
38:16.32 inside teams that actually will send you
38:18.52 reminders you know because I talk about
38:20.28 how you set due dat and reminders well
38:22.40 that's what this is for right so you saw
38:24.28 how I set some reminders earlier we'll
38:26.08 check this out you know I'm getting
38:27.68 reminders inside the chat bot to let me
38:30.28 know by the way I got to work on this
38:31.84 task and so forth but if you go to m uh
38:34.44 to party Matrix itself there's a little
38:36.84 home icon here and by the way this is
38:38.76 where you should start your day with pry
38:40.44 Matrix when you go to this home view
38:42.24 you'll see all the alerts that requires
38:44.16 your attention that means these are
38:46.16 items that were assigned to you these
38:48.76 are items that you assigned to somebody
38:50.20 else but was updated these are items
38:52.32 where you set due dates and now they're
38:53.72 due or you set alerts and so forth so so
38:56.56 that's how you get this list of items so
38:58.52 for me when I start my day I look at
39:0.32 this and see hey is there anything here
39:2.08 that's relevant to me I click through it
39:3.84 and edit it as needed and then when I'm
39:5.76 done I clear all notifications and I
39:7.60 want a blank
39:8.80 slate and by the way this is how those
39:11.36 recurring reminders come in to help you
39:13.44 because you know again I this happens to
39:16.16 me every every day I have a lot of
39:18.00 notifications from reminders but because
39:21.28 I create notifications for all my
39:23.32 important tasks even if I clear them the
39:25.92 next day my daily recurring reminders
39:28.08 will start popping back up again and
39:29.56 I'll see it on my list and I get back to
39:31.44 it and I can actually work on it so
39:33.28 that's a really really good trick I I
39:35.00 can't emphasize that enough because I
39:36.56 think it is so immensely useful and it's
39:39.64 the way to beat our brain because our
39:42.44 brain is always focused on those urgent
39:44.64 things not those important things and so
39:46.80 by combining patrix quadrants along with
39:50.52 reminders you achieve
39:52.56 both okay so the last thing I want to
39:56.04 mention
39:57.08 um is that pry Matrix is available uh
40:0.64 again within so many other platforms
40:3.04 including Gmail including Chrome
40:5.04 including Edge allowing you to actually
40:7.16 convert any websites any SharePoint view
40:9.92 page into task uh inside PR mrix we also
40:13.40 have connectors that pull in your task
40:15.24 from Microsoft to-dos planner and so
40:18.12 forth and then I do want to mention that
40:21.12 you know for those who are actually
40:22.56 considering end prise or business
40:24.00 license PR Matrix we actually provide
40:26.04 coach
40:26.96 as well as technical support to do a lot
40:29.08 of other automations as well so if any
40:31.12 of those things cross your mind please
40:32.80 free judge us we'd be happy to discuss
40:34.68 that with that I'm going to jump back to
40:36.76 my presentation and wrap things up
40:40.12 here okay
40:42.40 so what success what pom Matrix should
40:44.96 look like one you have a central place
40:47.56 to track all your priorities two
40:50.44 everyone on the team understands and are
40:52.24 align on key task three repetitive
40:55.16 procedures are templ that save on future
40:57.88 work and that your important emails are
41:0.40 prioritized and treeage to the proper
41:2.36 team members and never
41:4.60 forgotten party Matrix is a
41:6.68 communication tool what that means is it
41:8.96 helps you communicate to everybody else
41:10.72 what your priorities are and it helps
41:12.04 everyone else communicate to you what
41:13.36 their parties are and if you just go and
41:17.04 write down your most important goals as
41:19.08 I mentioned your personal priorities
41:21.16 your team priorities your goals for
41:23.00 2024 um some key initiative that you
41:25.96 work on
41:26.84 and then whenever you have a meeting
41:28.76 project part Matrix on the big screen
41:30.48 and talk through it you're going to find
41:32.40 a tremendous amount of value with the
41:34.84 software right away and then make sure
41:37.80 you set those due dates make sure you
41:39.48 set those reminders and then everything
41:41.64 else will fall into place um party
41:43.68 Matrix started out as a software for
41:45.48 individual to manage their priorities so
41:47.16 that's the roots so when you think about
41:49.08 party Matrix make sure that it's
41:50.48 successful for you in particular because
41:52.68 if it's successful for you it'll be
41:54.24 successful within your team and then
41:55.80 within your organization so I highly
41:58.28 highly recommend that um you really make
42:1.80 sure that you're achieving these goals
42:3.72 with PR Matrix because if you're not
42:5.24 achieving these goals that I I
42:6.68 highlighted here then that means you're
42:9.24 not using per Matrix to the full
42:11.08 potential but one of the things I want
42:13.04 to emphasize is that you know we want to
42:15.60 ensure that you're successful so reach
42:17.16 out to us if you're struggling with
42:18.52 anything and by the way that's what
42:20.00 these uh webinars are for they're
42:22.00 designed to be recorded so you can watch
42:23.76 them later as needed uh to get your tips
42:26.00 and tricks if you forget how to use a
42:27.60 certain feature and so forth and don't
42:29.44 forget we also have other webinars on
42:31.20 email management and on templates and so
42:34.20 forth and we're actually launching a
42:35.48 whole series um on other
42:38.20 capabilities okay with that I finished
42:40.44 my presentation I'll take a look to see
42:42.72 if there's any questions within the
42:44.04 chats and if there is I'll answer them
42:45.84 thank
42:49.84 you okay um question is what type of
42:52.64 reports can I get from the software to
42:54.64 get an overview of project um that's
42:56.92 fantastic so let me show you how that
42:58.40 works so here I'm going to go back to
43:0.92 party Matrix um couple things one let's
43:3.72 just say I'm going to choose a project
43:5.84 here okay and within this project
43:8.08 there's a couple things I can do as you
43:9.52 can see you know the quadrant names are
43:11.20 different and then when I select that
43:13.00 project I have the Matrix view here I
43:15.52 can actually click on the list view to
43:17.48 see within the list list view is very
43:19.64 useful if you want to see items that are
43:21.44 overdue um and then you have the the U
43:24.72 timeline view and then you have the
43:26.16 gchart view here and the Gant chart view
43:28.44 is a way for you to see how things play
43:31.84 out over a long period of time and then
43:33.84 from here you can print this out or save
43:35.52 it as a screenshot that you can put into
43:37.84 your presentation so the Gant chart is
43:40.20 created on a per project basis it's
43:41.96 created automatically just based on the
43:44.16 information that you put when you create
43:45.80 task and you link them together and you
43:47.92 can choose this task block this task
43:50.32 this task is dependent on this task Etc
43:52.64 so that's what you can do directly in
43:53.88 the Gant chart so this is within the
43:56.60 project but the other thing you can do
43:58.44 is actually go to What's called the
43:59.92 search View and within the search view
44:2.16 you can actually filter across your
44:4.64 entire party Matrix for all sorts of
44:6.64 information if you click on filter here
44:8.88 you can say show me the things that are
44:11.28 finished in Quadrant One assign to me um
44:17.20 and then you can choose various dates or
44:19.60 whatever it searches all of your pry
44:21.24 Matrix and then you click on this view
44:23.24 here you choose select all item and then
44:26.08 you can export this as CSV or you can
44:28.68 email the item or you can print the item
44:30.96 so imagine if you're a manager and you
44:33.04 want to know hey what are all the things
44:35.20 my you know uh direct report um Sue did
44:40.04 in the previous quarter right across
44:42.28 whatever projects you can actually go to
44:44.24 here and you can build all of those so
44:46.16 that's pretty much how all you got to do
44:47.76 which is you go and and do the filter as
44:50.00 needed the other thing you can do with P
44:52.20 Matrix is What's called the workload
44:54.12 reports so if you go to General report
44:56.64 here I'm sorry U right here you can go
44:59.56 to workload management report what this
45:1.80 does is it actually shows you the number
45:4.44 of a a number of tasks each person has
45:7.00 on a specific date this is so useful if
45:10.48 you're bringing on a new project and you
45:12.32 need to assign to somebody and you want
45:14.16 to know hey who has capacity who doesn't
45:17.04 and from this view you can actually see
45:19.16 the number of task they have within any
45:21.36 specific time period you can click on
45:23.88 this to drill down as needed and you can
45:26.12 actually reassign it to other people um
45:28.36 or you can actually assign new tasks to
45:30.36 those individual as well so per Matrix
45:34.00 has all sorts of views that lets you see
45:37.12 all that data now we don't have a Gant
45:39.52 chart across all projects so that's not
45:42.36 something that we have we you uh we used
45:44.00 to support that U that's might be
45:46.20 something that that'll come in the
45:47.28 future but inside patrix you do have the
45:49.92 calendar view across all of your
45:51.64 projects uh but that's something that um
45:55.28 that is available today uh the other
45:57.40 thing is you also get what's called
45:58.72 General reports where on a daily basis
46:1.08 you can or daily weekly quarterly basis
46:4.04 you can get reports emailed to you to
46:6.56 talk about various progress so we work
46:8.56 with some Enterprise customers where you
46:10.40 know the executive team actually gets a
46:12.76 report from pry Matrix on Sunday evening
46:15.68 across all the um um all the projects
46:19.68 right and so you can get all sorts of
46:21.32 custom reports as well information is
46:23.20 there so how you want to deal with it is
46:25.12 up to you
46:27.28 um can you assign an anticipated length
46:29.36 of time to a task yes you can so that's
46:31.52 called effort um so let me show you how
46:33.64 that works so let's just say if I go
46:35.08 back to my project here right when I set
46:38.12 a due dates reminders next to that I
46:40.00 have the option to set effort and so
46:41.92 here I can say something takes an hour
46:44.04 two hours half a day Etc so the idea is
46:46.56 not to be so granular because we're not
46:48.32 a Time tracking tool but you can go and
46:50.48 say you know this task will take half a
46:52.08 day and then later when you run the
46:53.64 workload report you can actually see how
46:56.12 much effort someone is spending so for
46:58.60 example not all tasks are cre equal
47:0.32 right someone might have six hours worth
47:2.68 of work someone else might have I mean
47:4.28 one task might be six hours or one task
47:6.52 might be one hour and so you can
47:8.40 actually run reports based on effort you
47:11.08 can also uh set effort manually by
47:14.08 typing you know set effort for 4 hours
47:17.08 here in the chat and so what our system
47:19.00 does is actually again use this natural
47:20.64 language to understand that uh and so
47:22.72 when you talk about dates you can
47:24.32 actually do multi-days or days as well
47:26.92 but there's a difference between dates
47:29.00 versus effort and so if you want reports
47:31.12 on the amount of time to get something
47:32.60 done that's what effort is
47:34.24 for so we actually have ways where um
47:38.08 again if if you're really into time
47:40.64 tracking uh and you do use a lot of
47:42.92 effort and you need specific reports and
47:44.84 so forth that's something you can reach
47:46.56 out to us and that's just something that
47:48.56 we offered custom reports for our
47:50.64 business
47:52.32 customers great questions are there any
47:54.80 other questions
47:56.76 one of the things I want to mention too
47:57.96 is you know reach out to me if you have
47:59.80 any specific feedback I've I've talked
48:2.00 to thousands of customers across every
48:4.60 single industry in every single vertical
48:6.44 across the world um so I've seen quite a
48:8.84 bit uh so you know that's one of the
48:10.64 things that I want to bring to the table
48:12.28 which is my wealth of knowledge es
48:14.32 especially around the use cases of
48:15.84 petrix so I can actually show you how to
48:18.08 use it for every single use case that
48:19.76 you can possibly imagine um we use part
48:22.16 Matrix at our Organization for
48:23.68 everything that we have I I actually
48:26.04 can't imagine U prioritizing my task
48:28.68 without it so that's just something that
48:30.80 I've got really um familiar
48:34.88 with thank you very much for your time
48:38.04 here today reach out to me again if you
48:40.00 have any feedback I'd love to hear from
48:41.48 you thank you
48:44.48 all um if you do have a question go
48:46.92 ahead and and just type it within the
48:48.72 chat there um I see
48:54.60 that
49:11.76 let someone rais
49:13.44 um yes absolutely so this webinar is
49:16.68 recorded and I'll post the webinar um
49:18.88 shortly after and then after that you
49:21.00 can share with your cowork for sure and
49:23.56 I highly recommend um watching the
49:25.12 webinar if you have any questions around
49:27.36 features as well but definitely that'll
49:29.16 that'll be sent up absolutely thank you
49:31.00 thank you for the questions and I saw
49:32.76 that someone raised their hand you go
49:34.16 ahead and just type it in the chat if
49:35.60 you can um and if I do miss it please
49:37.92 send me an email afterwards and I'll
49:39.32 I'll look into it so I'll wait for a few
49:41.16 seconds here and then um I'll sign
49:54.52 off
49:57.08 perfect thank you all
50:2.16 bye-bye