Beginner's Guide 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 (55:45.84) Stop scroll

3.48s good morning everyone we'll go ahead and
5.20s get started uh first of all thank you so
6.96s much for being here today my name is
8.92s highwind I'm co-founder of affluence the
10.84s company behind prod Matrix I want to let
13.08s you know that this webinar is recorded
15.52s and so we'll be sharing the recording
16.92s with everyone afterwards and then also
19.00s in the chat section here in the teams
20.92s webinar um you can actually send me some
23.12s messages or questions or comments and if
25.80s there are any questions around use cases
27.64s or whatever I'd be happy to address that
30.88s with that let's get
35.56s started my goals for today um this
38.52s webinar is intended to be a guide for
40.80s absolute beginners so I'm actually going
43.12s to dive in a little bit more Basics than
45.16s than usual um but the whole goal is to
47.64s help you understand the basics of petrix
50.12s help you become more effective and
52.72s efficient at prioritizing tasks project
55.28s and emails help you envision what your
57.44s work and life success looks like with
59.20s Prometric and then also using promatrix
1:1.32 to achieve your 2024 goals um hopefully
1:3.80 you're here today because you're
1:4.84 interested in learning about the
1:6.04 software you're looking for ways to
1:8.40 actually improve yourself um and so I
1:11.84 hope that you know coming out of this
1:13.40 webinar you'd be excited to actually get
1:16.04 started and started put start putting
1:18.08 things down into PR Matrix to help you
1:20.32 prioritize your
1:22.36 work now there's three reasons why
1:25.52 customers come to party Matrix um the
1:27.84 first is to be better at keeping track
1:30.08 on the status of work across many areas
1:32.36 of responsibilities more so than ever
1:34.60 before I think the challenge for all of
1:36.60 us is we don't just have one project
1:38.68 that we're working on we don't have one
1:40.88 task instead we're shuffling daily
1:44.16 across all these things that we're
1:45.44 trying to do and um for better at wor I
1:47.84 think we're more ambitious than than uh
1:50.12 before as well and I think that for the
1:52.60 the people here today and the people
1:53.92 listening to this recording afterwards
1:56.00 one of the things that I recognize is
1:57.40 that the customers the kind of people
1:58.80 that come to your patrix are actually
2:2.32 extremely um they they have a strong
2:5.48 desire to be better and I think
2:7.84 hopefully this applies to you but
2:9.80 because of that we tend to have a lot
2:11.56 more on our plate than usual and then
2:14.40 the second reason customer comes to
2:15.88 party Matrix is to create alignment
2:17.40 across team members so that everyone
2:18.88 knows what's important and what's so
2:20.76 interesting is I've talked to so many
2:23.08 executive business owners managers and
2:24.96 so forth and you know what they have
2:26.84 challenges around ensuring that their
2:28.92 team members know know what it is that
2:30.76 they need to work on and so because we
2:32.88 have again so many areas of respons
2:34.56 responsibility so many different
2:35.80 projects it is extremely difficult to be
2:37.88 aign and you have to have all these
2:39.60 meetings just to have um a conversation
2:42.68 around what it is that each person's
2:43.96 working on and so part Matrix is
2:45.80 intended to displace all of that and
2:48.12 give you alignment from the very
2:50.00 beginning and then thirdly to help you
2:52.48 take back controls of emails and meeting
2:54.28 so um I get a couple hundred emails per
2:56.28 day it's a lot of emails it's very very
2:58.88 difficult to actually manage all of that
3:0.64 and then even more importantly I want to
3:3.08 make sure that the most important emails
3:4.76 are responded to at the appropriate time
3:7.28 in the appropriate Manner and so you
3:9.28 know sometimes you have a few emails
3:10.76 that's here and there sure you can flag
3:12.68 them um but when you have dozens or
3:14.48 hundreds of flag emails flagging does
3:16.56 not work anymore and then not only that
3:18.32 there are emails that I want to respond
3:20.04 to in a month not tomorrow or not today
3:22.84 so those are challenges that we see over
3:24.68 and over again and pry Matrix is
3:26.44 intended to tackle these three
3:28.68 challenges
3:30.72 so what is PR Matrix so since this is
3:33.04 meant to be for someone who has zero
3:35.24 context on what PR Matrix is PR Matrix
3:37.72 is a software and it's a comprehensive
3:40.36 email priority and project management
3:42.56 software at that and so we actually help
3:44.84 across all three levels within an
3:46.72 organization so for individual
3:48.52 contributors for you you know if you're
3:50.72 just looking to use promatrix by
3:52.24 yourself promatrix help you prioritize
3:54.64 both your task and emails in one central
3:57.28 place the idea is that if you you have
3:59.96 all these things that you're trying to
4:1.24 do all these goals you're trying to
4:3.36 accomplish all these initiatives that
4:4.80 you're taking on all you want is a place
4:7.64 where you can actually write things down
4:9.56 and have Clarity on what it is that you
4:11.52 need to work on at any point in time
4:13.60 that's what part Matrix can do at the
4:15.28 individual level at the team level what
4:18.24 happens is it we take that same level
4:21.12 prioritization and be able to go and say
4:23.44 hey these are my critical things these
4:25.56 are my non-critical things and then
4:27.72 sharing that with your team members so
4:31.48 imagine um one of the things that I
4:33.36 always kind of describe is imagine if
4:35.36 you're walking around the office and
4:36.96 there's a floating box above your head
4:39.12 where it shows you it it shows everyone
4:41.20 what your priorities are and so what's
4:43.16 amazing about this is then when you walk
4:45.76 and you'd see your manager and without
4:48.24 having to have an explicit conversation
4:50.20 you can see okay actually I see
4:51.84 alignment or no I see misalignment and
4:55.36 and so on and so being able to have that
4:57.44 Clarity across the team is so so
4:59.76 tremendously powerful and so P Matrix is
5:2.12 intended to be the one place that you
5:4.40 can go to to ensure that everyone's
5:6.80 working on the right things and then
5:9.36 thirdly at the organization level prod
5:11.76 Matrix create what I call the single
5:13.36 source of Truth to help organization
5:15.52 become more efficient and more effective
5:17.48 um I think you know the last couple of
5:20.04 years it's it's kind of ironic in some
5:21.60 ways there's been so many new software
5:23.92 tools so many advances in collaboration
5:26.96 um utilities and so forth yet at the
5:28.72 same time I think we're all struggling
5:31.32 more and more to have Clarity and
5:33.92 purpose and so what PR Matrix does is
5:37.20 because you as an individual have your
5:39.60 priorities your team um has their
5:42.12 priorities in P Matrix what happens is
5:43.88 across multiple teams you suddenly have
5:46.12 this one central place where everyone
5:47.88 knows what's truly important across the
5:50.08 entire organization and then not only
5:52.08 that when someone leaves the
5:53.36 organization either they're on uh um
5:56.84 medical leave or parental leave or just
5:59.16 move move on to another company pry
6:1.16 Matrix actually has get um all those
6:3.52 priorities tracked and so someone else
6:5.04 can take over very easily so you can
6:7.00 imagine pry Matrix helping today but
6:9.40 also helping in the future so that's
6:11.60 what pry Matrix is as a software and so
6:14.20 in today's webinar I'll be talking a
6:16.56 little bit more about um the
6:18.00 fundamentals behind prot Matrix but also
6:20.24 show you the product and walk you
6:22.12 through the product so then you can
6:23.32 actually tackle each of these
6:26.20 challenges so what makes patrix better
6:28.80 than the competing Solutions out there
6:30.56 is that it's the only software that's
6:33.12 Microsoft 365 security certified for
6:35.84 project email and meeting management um
6:38.64 and so we actually have different
6:40.00 modules for each of those and it's
6:41.84 certified in Outlook in teams and web so
6:45.20 the other thing is we're actually
6:46.64 leveraging AI to help you achieve your
6:49.52 goals and become more effective and
6:51.00 actually there's so many things that's
6:52.28 going on there and it's you know a lot
6:54.44 of people are skeptical about it and you
6:56.00 know what I I was skeptical at some
6:57.52 point but it's actually been really
6:59.12 really fascinating to see what we're
7:0.88 able to achieve um using the AI tools
7:3.24 that we have for our customers and then
7:5.40 thirdly prrix provides what I call
7:7.12 people Centric collaboration as well so
7:9.40 earlier I talked about projects and are
7:11.56 areas responsibilities and all these
7:13.24 things that you have to do at the same
7:15.48 time if you think about it when you're
7:17.56 working on something you're working on
7:18.88 something for somebody right it could be
7:20.60 your manager it could be your client it
7:22.12 could be your customer patrix actually
7:24.24 gives you really powerful views to see
7:28.16 what are the things you have to do
7:29.96 with respect to another colleague of
7:31.92 yours and so you know when you're having
7:33.24 a meeting with your manager you can pull
7:34.80 up party Matrix and see everything you
7:37.08 have to do in common with your manager
7:39.24 and then vice versa with every single
7:40.80 one of your colleagues lastly party
7:42.96 Matrix is available as a SAS solution
7:44.96 which is what I'll be demoing today but
7:47.08 we also have a hipa compliance solution
7:48.64 for healthcare and Life Sciences an
7:50.52 Azure government Cloud solution for
7:52.24 state and local government as well as
7:54.16 manage private Azure deployments for
7:55.84 Enterprise customers if any of these
7:57.88 other Solutions interest you definitely
7:59.96 reach out to us we'd be happy to walk
8:1.60 you through it help you understand how
8:3.44 to deploy it but the whole point by the
8:5.76 way of this webinar is to sort of tease
8:8.68 a little bit on what promatrix can do um
8:11.28 without actually diving into all the
8:12.96 capabilities and so I just want you to
8:14.64 know that we have so many capabilities
8:18.04 that meets all the needs that you can
8:19.96 possibly imagine um through flexibility
8:23.88 um of our API and so forth so um I won't
8:26.60 be to show you everything but I want you
8:27.92 to have that in your back of your mind
8:30.72 so what makes p trick particularly
8:32.40 effective is determining what you need
8:34.28 to do now what you need to do later what
8:36.52 you need to delegate and then
8:38.84 recognizing that priorities are
8:41.00 constantly shifting right the problem
8:43.68 with a piece of paper is when you write
8:45.32 down your list of to-dos that's
8:46.84 fantastic but then what happens is in
8:49.12 two hours a client will send you an
8:51.24 email saying hey you know we need XYZ
8:53.76 and this is really critical then
8:55.32 suddenly all your priorities changed and
8:57.32 then that's within one project but
8:58.76 imagine if that with happens across
9:0.84 multiple projects across multiple people
9:3.12 at the same time and so by recognizing
9:5.44 that party Matrix e um priorities are
9:7.64 constantly shifting party Matrix is
9:9.56 intended to offer the one central place
9:12.32 where everyone within the team can go to
9:14.60 to know what needs to be done and by the
9:17.00 way if you use petrics and you're not
9:19.72 seeing this essentially you're not
9:21.64 putting down your priorities and you're
9:23.60 not seeing patrix as the one place where
9:26.16 you're tracking your priorities and your
9:27.76 team priorities you're not using it to
9:30.24 its full potential and so I would
9:32.20 recommend that over the next few weeks
9:34.64 as you invest more time and effort into
9:36.80 pry mrix that make sure that you're
9:38.52 achieving some of these
9:40.24 goals let's talk about um the
9:42.88 inspiration behind PR Matrix so there's
9:44.56 a famous quote attributed to former
9:46.76 President Eisenhower what is important
9:49.40 is seldom urgent and what is urgent is
9:51.24 seldom important now what I really like
9:53.28 about this quote is it helps us
9:55.28 understand that whenever you have
9:57.68 something to do you have to look at at
9:59.28 the two dimensions of importance and
10:1.24 urgency right um imagine if you have 15
10:4.72 things to do and you write that them
10:6.48 down where do you start do you start at
10:8.04 the top or do you start at the bottom or
10:9.20 do you start at a random item within the
10:10.88 middle and then vice versa if you need
10:13.36 um to add task to your list where do you
10:16.28 add it to the top or to the bottom so
10:18.16 instead of looking a to-do list what you
10:20.48 want to do is you want to look at a
10:21.68 to-do Matrix and instead of actually
10:24.32 just looking at things in one dimension
10:26.04 we look at the dimensions of importance
10:28.12 and urgency so what that means is that
10:30.36 the most important and most urgent items
10:32.68 are the things you must do now and then
10:34.60 the most important the ne most important
10:36.80 but not yet urgent items are the things
10:38.72 you should plan for and then what are
10:40.44 the things you could delegate to others
10:42.16 or to somebody else who may be better at
10:44.12 doing that than you and then finally
10:46.20 within the inbox itself is where you
10:48.44 have the repository of all the things
10:50.20 that you want to do or need to do but
10:52.52 you don't know where they fit yet within
10:53.84 the bigger picture so now instead of a
10:56.28 to-do list you have a matrix and that's
10:59.04 that's what your priority Matrix is
11:0.92 hence the name of the software so when
11:2.88 you use priority Matrix you use this
11:4.84 four quadrant
11:6.16 methodology and the idea is that when
11:8.64 you write things down you put them into
11:11.04 these various buckets and so it's very
11:13.48 very clear what are the things you need
11:14.88 to do now so imagine this earlier I
11:18.00 mentioned how if you're walking around
11:19.44 the office and you see this um box
11:22.72 that's floating above each of the your
11:24.40 co-workers telling you what their
11:26.00 priorities are that's what this is so
11:28.72 now you have a floating Matrix party
11:31.60 Matrix um for each of your co-workers
11:34.12 and so as you walk around the office you
11:35.84 can see exactly what everyone's
11:37.04 priorities are but then not better than
11:39.16 that party Matrix is accessible as a
11:41.40 software so what that means is you could
11:42.80 be in completely different parts of the
11:44.40 world and you have Clarity on exactly
11:47.24 what everyone is working on and the
11:49.28 beauty is you don't have to bother them
11:50.92 you don't have to have a meeting to have
11:52.56 that
11:53.80 Clarity so the four quadrant Eisenhower
11:56.28 Matrix creates alignment because it
11:58.08 forces you to Prior PR itiz from the
11:59.64 beginning and by the way this is the
12:1.88 hardest part about pry mrix which is
12:3.80 when you create a task you have to
12:5.80 decide what quadrant it goes in right
12:7.68 you can't just go and you know just
12:9.24 write in and and not make that hard
12:11.24 Choice the idea is that you spend time
12:14.24 thinking about how this fits in within
12:15.76 the bigger picture and that's what makes
12:17.64 it difficult but that's what makes it
12:19.24 valuable and here's the second part
12:21.28 that's not so obvious which is Success
12:23.52 from using promatrix isn't about finding
12:26.24 out what everyone agrees on it's about
12:28.44 discovering dis agreements on what
12:30.20 should be a priority when it isn't and
12:32.76 so if you and your manager and your
12:36.60 direct reports and your colleagues
12:38.64 everyone across your organization knows
12:40.20 exactly what it is they need to do and
12:41.68 you never have disagreement your
12:43.12 everyone's align everyone's got their
12:45.20 priorities straight you don't need our
12:46.80 software I'll be honest with you and in
12:49.00 fact um you'll be you'd be one of very
12:51.36 very few organizations that managed to
12:52.80 achieve that but instead when you use
12:55.48 party Matrix you'll start surfacing up
12:57.56 all these disagreements you didn't know
12:59.04 you had and if we can Surface up one or
13:1.84 two of those disagreements for you you
13:3.80 know on a monthly basis then we've
13:5.72 achieved the value that we want to
13:8.16 create okay with that I'm going to go
13:10.68 jump into a demo of the product but I do
13:12.72 want to mention that the webinars are
13:15.08 recorded and posted on webinars
13:18.36 and if you go to that web page we
13:20.00 actually have a couple of other webinars
13:21.80 on email management Deep dive um on
13:24.48 higher level uh introduction to party
13:26.48 Matrix as well as on some of the
13:28.08 features we have around templates and so
13:30.00 forth so I won't to cover everything
13:32.00 today but I want you to know that we
13:33.52 actually have additional webinars that
13:35.76 dive further into specific topics and
13:37.72 then not only that um we actually have
13:39.80 series of plann webinars to address very
13:42.64 specific use cases so if you have a
13:45.24 really unique use case or if you want us
13:47.92 to actually provide some resources for
13:49.76 your specific needs reach out to us and
13:52.04 we'd be happy to help okay let's jump
13:54.84 into the
13:56.28 product and by the way if you have any
13:58.44 questions whatsoever send them in the
13:59.96 chat after I show the product um I'd be
14:2.40 happy to address those questions okay
14:4.48 all right so now I have party Matrix
14:6.44 open and here I have it in the web app
14:8.88 as you can see front and center is the
14:11.36 four quadrant since this is intended to
14:13.76 be a very um beginner uh oriented guide
14:17.44 you know one of the things I want to uh
14:19.00 talk about briefly is task management in
14:21.36 general so I assume actually I imagine
14:25.32 that most of you here today have already
14:27.04 used a task management or a two deal
14:28.80 to-do list software before the reason I
14:31.72 know that to be the case is
14:33.68 because the the kind of people who are
14:36.00 here um are the kind of people who are
14:38.12 so motivated to actually do better that
14:41.24 they've looked for all the tools out
14:42.72 there um to do to track all the work
14:45.44 that I have to do and so I've used so
14:47.28 many different ways to track my task
14:49.80 track my ideas and so forth and one of
14:52.00 the beauty of patrix is it's gone so
14:54.04 good now that at our company I can't
14:56.48 imagine using any other system so I I do
14:58.76 want you to recognize that part too but
15:1.56 here as you can see front and center is
15:3.68 the four quadrant so when I create a
15:5.32 task in PR Matrix I have to decide
15:7.88 within which bucket do I have to add it
15:10.28 now what is a task you could have a task
15:12.44 as a to-do right this is you know for
15:14.80 example I'm going to type follow up with
15:18.04 webinar
15:20.52 participants um okay that's a task that
15:23.72 I want to do um and then the second part
15:25.88 about party Matrix is that due dates is
15:28.24 actually extremely important and so one
15:30.04 of the reason that's the case is if you
15:31.88 think about importance and urgency yes
15:34.36 you have you recognize that something's
15:35.64 important but now you have to determine
15:37.44 when do you need to get that done by and
15:39.28 so when I say follow with webar
15:41.08 participants I'm going to say do
15:42.92 tomorrow at 2m and I'll click add so
15:46.84 what that does is now it creates a task
15:48.68 for me and so we use natural language to
15:51.28 understand this due dates and we
15:52.48 actually set the due date for you within
15:54.80 PR Matrix and so as you can see after I
15:57.04 created this task it's in quadrant four
15:59.40 and then on the right hand side is
16:0.64 What's called the item details item
16:3.04 details is where you can have additional
16:4.68 information around the task itself so
16:6.32 for example let's say um you create
16:9.68 something and you delegate to me right
16:11.76 um and now you want say you want to say
16:13.40 hey hi could could you do XYZ generate
16:15.76 report for our executive or something
16:17.44 like that well you might want to add
16:19.20 some context you might want to add um
16:21.76 some due dates or reminders Etc and
16:23.84 that's what the item details is all
16:25.24 about so here inside the item details I
16:27.80 can do a couple things I'm going to show
16:29.28 you the most important features first
16:32.36 starring when you star a task what it
16:34.80 does is it actually Stars it here and it
16:36.88 puts it to the top of the list so within
16:39.08 the Matrix itself you essentially you
16:41.72 have all these different tasks and the
16:43.00 start items go to the top of the list so
16:44.80 that makes easier for see for you to see
16:47.36 I like to Star tasks that are active so
16:49.84 what that means is um this is the way
16:52.08 for me to communicate to others this is
16:54.28 what I'm working on and then below that
16:56.44 you have icons if you click on icons you
16:58.20 get to choose some visual icon to just
17:0.80 to show what the item is about and then
17:3.16 you have owners so the idea of owner is
17:5.56 to have someone be responsible for the
17:8.16 task so let's just say I want to assign
17:10.72 to to a coworker I click on that icon
17:13.88 and I choose another coworker and you
17:15.64 see now her name uh her Avatar replaces
17:18.72 mine and she's the owner of this task
17:20.52 and so when she looks at this task she
17:22.48 can see oh hey that's me right and then
17:24.64 not only that if you're a manager and
17:26.36 you have five or six direct reports
17:28.52 that's working with you you can look at
17:30.16 the Matrix and you can see okay you know
17:31.88 what I see five things for person a six
17:34.64 things for person B um and all these
17:36.84 other due dates and so forth so it's
17:38.28 very very easy very very Visual and so
17:40.88 the idea of ownership is very important
17:43.12 and the other interesting thing is that
17:44.52 in part Matrix you can only have one
17:47.08 owner I've had people ask me why can't I
17:49.84 have multiple owners because you know
17:51.16 multiple people responsible the problem
17:53.28 is when you have multiple owners then
17:55.52 you have actually challenges around
17:57.36 Clarity of um who is responsible and so
18:0.36 forth so we make it on purpose where
18:2.32 there can only be one owner now you can
18:4.40 be a follower to petric so you can see
18:6.88 here because I assigned it to somebody
18:8.76 I'm a follower so what that means is I
18:10.80 will get status updates um whenever this
18:13.28 task is updated or modified or due dates
18:15.88 or reminders or
18:17.32 triggered next to that is progress the
18:19.68 idea is that you can have a task go from
18:21.32 zero to 100% 100% means it's done zero
18:24.40 means has again started uh one of the
18:26.52 things that I I've seen people do is you
18:28.20 know they'll go they'll change of
18:29.64 progress are like 95% so what that means
18:32.00 is it's almost done and then you know
18:34.12 ask some other people to review it and
18:35.72 then finally Market as done then you
18:38.16 have the most important features in my
18:39.80 opinion which is due dates and reminders
18:42.48 so because I set this due date you see
18:44.36 how it actually interpreted from my
18:45.60 natural language the other thing I can
18:47.44 do now is to make sure that I get to get
18:50.28 this task done I can say remind me in 2
18:53.64 hours so what this does is it actually
18:56.24 again I use natural language to set of
18:57.92 remind in PR Matrix um to actually ping
19:0.80 me to actually get started on this let
19:3.20 me give you an example the difference
19:4.56 between due dates and reminders imagine
19:7.44 um if you're working on your taxes right
19:9.44 doe April 15th uh and so now you set to
19:11.92 Due Date April 15th April 15th comes
19:14.12 along and you realize wait a minute I
19:16.28 don't have anything how am I going to
19:17.52 get this done so the idea of reminders
19:20.08 is to actually remind you ahead of time
19:22.32 so you can get started and so it brings
19:24.44 it to top of mind one of the things I
19:26.68 like to do is I like to set recurring
19:28.80 reminders so instead of actually just
19:30.40 saying remind me in two hours I'll say
19:32.60 Remind me daily so if I don't get it
19:36.64 done on a daily basis party Matrix will
19:38.92 remind me to work on this task um and in
19:41.48 fact I use this every single day I might
19:44.16 have to follow up with a customer and so
19:46.00 I'll say do in one month and then
19:48.00 afterwards I'll say remind me weekly or
19:50.32 do in one week and remind me daily
19:52.44 things like that and so what it does it
19:54.40 it actually is a way to trick our brain
19:56.96 into working on the most important
19:58.84 things here's let me explain a little
20:0.60 bit further when we talk about
20:2.84 importance and urgency guess what
20:4.80 happens on a daily basis when you wake
20:7.56 up in the morning what do you do first
20:9.12 you check your email and then what do
20:10.80 you do first you read the last email
20:12.76 that came in right so usually we get
20:16.44 pulled into the urgent things because
20:18.56 those are the things that requires our
20:19.92 attention is it the most important email
20:22.44 probably not the most important email is
20:24.16 buried somewhere in the unread but also
20:27.12 some of the most important email at the
20:28.68 very bottom you've read it but you
20:29.92 haven't gone to it right and so the idea
20:32.56 around using reminders is to surface up
20:35.84 the most important emails and or the
20:38.04 most important task over and over and
20:40.88 over again to bring it to top of mind so
20:43.64 that your brain knows that hey I got to
20:46.16 get to I got to get to this and so I
20:49.52 can't emphasize this enough if you use
20:51.80 prod shakes and if you're listening to
20:53.32 this webinar um i' strongly recommend
20:56.08 that you set due dates and reminders for
20:57.72 every single important task that you
20:59.48 have and trust me if you do that party
21:1.88 Matrix will do a fantastic job to ensure
21:4.84 that you actually get your work done
21:7.00 okay below that you have the chat this
21:9.16 is where you can type messages just like
21:10.92 how you saw I type it here here you can
21:12.76 also have a conversation with your
21:14.24 co-workers um so then you can actually
21:16.12 have one central place to talk about
21:17.80 this specific task you know Eugenia
21:19.88 might respond to me and say hey um do
21:22.40 you have the list of the webinar
21:23.60 participants or do you have the list of
21:25.08 people who attended right that's the
21:26.80 kind of conversation you can have with
21:28.16 within the convers the chat section
21:29.96 itself and what's nice about this is
21:31.92 that it actually gets stored as a record
21:34.92 within the item so then later on you
21:38.32 might bring somebody else new to the
21:40.16 conversation and they can see the full
21:42.64 conversation and they have a full
21:44.52 contextual understanding of everything
21:46.80 that's been discussed you know if it's
21:49.12 like something that's just happened it's
21:50.72 not a big deal but in a year in in two
21:53.64 years patrix still maintains a record of
21:56.24 that conversation for you so when you
21:58.08 you have a task that is extremely
21:59.68 important or you need to review it later
22:2.04 we have that as part of the audit Trail
22:5.36 and all that to ensure that everyone
22:8.36 knows you know the changes the decisions
22:10.88 and so forth so when I talked about the
22:13.28 value to the organization this is one of
22:15.52 them let's just say if you're a business
22:17.92 owner and you have an employee and they
22:20.04 worked on some task and then you know
22:22.32 they leave the organization then you
22:24.16 know no no big deal 6 months later
22:26.72 suddenly you know that client reach back
22:28.64 out and say hey by the way uh what was
22:31.00 the status of XYZ from 9 months ago now
22:34.68 if you didn't have patrix you'd struggle
22:37.16 so hard to find the full context and
22:39.72 know what it is that you need to do but
22:42.28 if you had created the task and the
22:44.04 priorities inside prot Matrix you can
22:46.04 actually go to the item review the
22:47.96 history and know exactly the
22:50.00 conversation history so so useful um as
22:53.24 you use prod Matrix more then you have
22:55.56 the note section where you can create
22:56.92 subtask and B bullets and then you have
22:59.08 the resources section which is where you
23:0.68 can attach documents and files emails
23:4.08 related to this task so if you're
23:6.32 someone new to P Matrix you may not have
23:9.88 uh you may not want to attach documents
23:12.04 or whatever you know if you're just
23:13.56 using it as a way to prioritize your
23:15.52 task but as you use prod Matrix more one
23:18.84 of the things that happens is that you
23:20.32 might want your co-workers to actually
23:22.92 um you might want to delegate uh files
23:25.84 or documents or PowerPoint so this is
23:27.64 something that I do all the time which
23:29.44 is I'll get an email from a customer I
23:31.68 actually delegate that email to a
23:33.48 coworker and say hey can you take a look
23:35.00 at this or what do you think about this
23:36.36 feedback and that email is uploaded here
23:39.00 into the resources section of pry Matrix
23:41.68 or if I actually create a presentation I
23:44.80 can actually send that presentation out
23:47.08 again as a file to somebody and get
23:49.96 feedback from there or if I have a
23:53.60 SharePoint as in you know you have a a
23:55.80 Word document a Google Docs or a mic
23:57.84 Microsoft Word you're can attach the
24:0.24 link to the resources section and now
24:2.88 someone can click on that and then jump
24:4.64 to that um that web page and actually
24:7.44 edit it and so forth so resources is
24:10.00 extremely powerful extremely flexible
24:12.40 and it's just intended to add more
24:14.40 context of course you can also add other
24:17.80 party Matrix items as part of the
24:20.08 resource let me give you an example
24:22.24 let's just say if you're a construction
24:23.88 company and you have a series of tasks
24:25.84 and some of these tasks are dependent on
24:27.36 each other one of the things you can do
24:29.00 in Pro Matrix is actually link these
24:30.64 tasks together and actually add
24:32.28 dependencies so you could say that this
24:34.56 task is blocked by another task and the
24:36.80 whole idea around that is when you set
24:39.72 the blockers then later on you can
24:42.04 actually build reports and Gant charts
24:44.12 from that um using protom Matrix and so
24:46.48 that could be included in your
24:47.60 presentation so if you're a project
24:49.48 manager right you can obviously use
24:51.36 something like Microsoft project but the
24:53.36 only problem with Microsoft Project is
24:55.08 that it's so complex and it's so
24:57.00 expensive and it's so hard to actually
24:59.44 track and update it on a day-to-day
25:1.28 basis so instead you can use pry Matrix
25:3.72 to track the actual task that you have
25:5.80 and then we actually build the Gant
25:6.84 chart for you automatically based on the
25:8.32 data that's
25:9.48 present okay that's item detail so as
25:12.60 you can see within every single task you
25:14.48 can have so much information and yet at
25:16.32 the same time you don't need any of
25:17.84 those in fact one of the things you can
25:19.48 do is you can even hide the whole panel
25:22.60 on the right hand side and now you just
25:24.56 create the task and you can set those
25:26.08 due dates using the um the text in the
25:29.04 item name as I showed you earlier so
25:31.36 when you use patrix you can choose what
25:34.68 level of Engagement you want to have and
25:37.40 how much data you want in it but my goal
25:40.12 my goal for is for you to understand
25:41.92 that you should always set due dates um
25:44.08 and try your best to set reminders
25:45.68 because I think it'll really help you
25:47.16 understand your priorities within the
25:49.20 the broader picture Okay so as you can
25:52.48 see um now on the I'm going to change
25:55.12 gear to the left hand side because we
25:57.00 talk about the Matrix in the middle we
25:58.32 talk about item details now on the left
26:0.16 hand side is my list of projects so as
26:2.20 you can see you know I have a few dozen
26:4.28 projects here in my real party Matrix
26:6.44 account I have several hundred projects
26:8.84 and what's powerful about party Matrix
26:10.88 is that it'll work just as well if you
26:13.40 have 300 projects or if you have three
26:15.76 so what's neat about that is that it has
26:17.60 infinite flexibility so as you learn
26:19.80 part Matrix more and more um you can add
26:22.32 more projects and track more things and
26:24.32 so forth and so it'll grow with you I
26:27.32 have a project here called my personal
26:29.40 priorities which is what I showed you
26:31.20 when I click on this now the right hand
26:33.36 side opens up what's called the item the
26:35.64 project details um so I have the project
26:38.40 name here I can click on this and edit
26:40.12 the name I can star the project again I
26:42.84 like to Star it whenever I want at the
26:44.88 top of the list so as you can see I have
26:47.08 four projects starred here and they're
26:49.08 like my active projects right so in my
26:51.64 list of um actual work project I have
26:53.84 like five to seven star project at any
26:56.64 point in time and that allows me to jump
26:58.52 to those projects really easily so I do
27:0.24 recommend using the star for that
27:1.60 purpose and then below that you actually
27:3.72 have what's called members so these are
27:5.20 the people in this project the idea is
27:7.76 that you can have a project that's
27:9.00 personal maybe no one else is in it only
27:11.24 you can see it or you can have a project
27:13.32 that's Team level so then you can say
27:15.28 hey this project I'm going to have my
27:16.52 manager in it and then I might have a
27:18.40 project with multiple co-workers in it I
27:20.52 might have a project with my clients in
27:22.28 it and so the idea is you can have
27:23.96 permission level for every single one of
27:26.08 your project have the appropriate team
27:28.56 members in there so then whenever they
27:30.48 open their part party Matrix they can
27:32.40 also see the same priorities right so I
27:35.56 generally recommend um if you're again
27:38.40 absolutely beginner to pry Matrix have
27:41.20 one project that's called my personal
27:42.84 priorities that's just you have one
27:45.08 project that's my team priorities that's
27:47.16 inviting all your you know immediate
27:48.96 co-workers and then have one project for
27:51.64 goals for 2024 where these are the
27:53.96 things that you want to track and write
27:55.56 down um that's important to you
27:58.72 uh down below that you see the quadrant
28:0.32 names now I talked about the do now do
28:2.88 later delegate an inbox but in reality
28:5.72 party Matrix is completely customizable
28:8.40 so what that means is instead of calling
28:9.92 it do now I might call it fires I might
28:12.08 call it P0 right instead of delegate I
28:14.76 might call this resources or
28:17.48 documents is that you can adopt party
28:19.60 Matrix to whatever workflow that you
28:21.20 have as long as it's within this 2x two
28:23.52 Matrix context so with that I'm going to
28:26.64 jump to a different project for example
28:29.04 so you see here I have a project called
28:30.80 goals for 2024 um so instead of actually
28:33.76 having the do now I change that to my
28:35.68 long-term goals my short-term goals
28:37.60 things I will not do and ideas and then
28:39.68 I change the color coding as well and to
28:42.32 change the color you just click on this
28:44.28 icon here um what I like about the
28:46.64 colors is that uh it can represent
28:49.12 different types of project so for
28:50.48 example maybe all your marketing
28:51.92 projects are one color all your outward
28:54.20 facing projects are
28:56.40 another here's a tip that I have for
28:59.16 those who want to use party Matrix for
29:0.88 managing your goals for 2024 now I know
29:3.00 it's February right and vast majority of
29:5.12 people maybe most of you too have
29:7.28 already F forgotten your uh your goals
29:10.48 for 2024 and in fact you know for me I
29:13.60 have so many things I want to accomplish
29:15.40 it is so critical that I write them down
29:17.96 into my massive list of goals but the
29:21.72 problem is we always forget our goals
29:24.48 and that is why many people usually drop
29:28.04 things off after January and so by
29:30.12 February you've completely forgotten all
29:32.24 the things you wanted to do so here's a
29:34.32 trick with pry Matrix when you have a
29:36.72 matrix like this a goal Matrix and you
29:39.72 have a short-term goal and long-term
29:41.28 goal set reminders so instead of just a
29:44.60 due date you set a recurring reminders
29:46.72 so I you see how this one I don't have a
29:48.36 due date I have a recurring reminders
29:50.36 and so on a monthly basis right part
29:53.56 Matrix will ping me and said hey read
29:55.16 that new business book monthly and so it
29:57.76 is so useful because it actually brings
30:0.84 it to the top of mind for me um and that
30:3.40 is one way that I can ensure that I will
30:5.60 work on these things okay so I highly
30:8.36 recommend that you do this create a
30:10.04 project like I have structure here
30:11.68 long-term goals short-term goals um and
30:13.96 then add in a couple of goals that you
30:15.76 have for this year right both across you
30:18.40 can do personal goals as well work
30:19.88 related goals and then set recurring
30:21.96 reminders for each on at least a monthly
30:24.32 basis and trust me if you use prrix and
30:27.00 this pops up it will be so effective and
30:29.24 you will actually think about these
30:30.92 goals um and that's the best way to
30:32.92 achieve them
30:35.20 okay um let me show you now how to
30:37.64 create projects so I've talked about you
30:39.76 know editing a project but in PR Matrix
30:42.20 creating a project is very very easy if
30:44.28 you click on this project here box you
30:46.68 can do create project when you create
30:49.28 project in per Matrix you can have
30:50.68 several options the most basic of which
30:52.64 is the blank project right you click on
30:54.48 blank project you literally just type
30:56.04 the project name you can uh choose a
30:58.40 color uh you can actually associate with
31:0.40 a user group you can think of user group
31:2.32 as a way to manage departments so for
31:4.40 example your marketing team um your
31:6.76 sales team or your customer success team
31:8.88 your engineering team rather than um you
31:12.60 can use User Group rather than um
31:14.60 individually managing each project right
31:16.44 but you don't have to use this you can
31:17.92 actually just create a project and
31:19.12 choose a color and then you can choose
31:20.72 from a few templates that we have here
31:22.88 all the templates do is they just change
31:25.04 the um the quadrant names and and so
31:27.44 forth so you can try for each of these
31:29.64 and play around with it as
31:31.16 needed the other thing you can do is you
31:33.48 can actually choose one of our public
31:35.48 templates so we have actually several
31:38.48 hundred templates available like
31:40.92 everything that you can possibly imagine
31:42.48 and we have guide on a lot of them as
31:44.12 well uh but you can actually choose one
31:45.96 of these other public templates here and
31:48.00 if you want a full list of templates
31:49.60 reach out to me and I'd be happy to
31:50.84 share that with you uh but you can
31:52.52 actually you know use some of these
31:53.76 templates that we've created that
31:55.56 include you know some of the items as
31:57.64 well as the customized quadrant name and
32:0.84 then what's nice about party Matrix is
32:2.40 that you can create your own template so
32:4.88 if you go to my templates here these are
32:6.72 templates that's within your own
32:8.00 organization unique to you so let me
32:10.12 give you an example let's just say if
32:12.96 you have a client onboarding process
32:15.72 right so when you use prod Matrix for
32:18.52 the first time you have a client you
32:19.76 want to onboard and every time you
32:21.44 onboard a client you have 15 things you
32:23.24 have to do well create the party Matrix
32:25.96 customize it customize the quadrant name
32:27.96 and so forth create the task and part
32:30.32 Matrix set the due dates and then you
32:32.00 can save it as a template then when you
32:35.28 have a new client you just choose new
32:37.56 project choose my templates and choose
32:40.24 one of your projects and then what
32:41.68 happens is that party Matrix will
32:43.40 actually build out all those items for
32:45.60 you that all those tasks that you've
32:47.16 created and then automatically set the
32:49.24 due dates for you as well it is so
32:51.52 useful if you have recurring tasks and
32:54.04 it's so powerful for things like um
32:56.68 client onboarding employ employee
32:59.12 onboarding uh monthly recurring task or
33:2.68 quarterly recurring task or anything
33:5.28 along those lines that happens over and
33:7.08 over again and what's nice about this is
33:10.12 the fact that we set the due dates for
33:11.48 you all you have to choose is a start
33:13.00 date and then all the other due dates
33:15.00 get propagated correctly it'll save you
33:17.28 a lot of time and effort and then the
33:20.40 fourth way to create a project from PR
33:22.28 Matrix is actually to create with AI um
33:24.80 this is actually really neat it's
33:26.48 intended to be a way to help you get
33:29.20 started quickly um as an example let's
33:31.60 say you can go and you can type you know
33:34.36 get a
33:36.20 promotion to a senior project manager
33:40.28 okay so imagine if that was one of your
33:41.76 goals that you have this year you can
33:43.44 actually use our AI type that in press
33:46.00 create and party Matrix will go and
33:47.88 build out a list of action items for you
33:50.20 to actually work on in order to get that
33:52.48 promotion you might want to go and
33:54.56 improve your um operational efficiency
33:57.92 maybe you're in marketing you want to
33:59.64 you know get more clients maybe you're
34:1.60 in sales you want to improve your um
34:5.04 your onboarding process Etc so you can
34:7.52 actually just type that in here and then
34:8.80 P Matrix we use generative AI to
34:10.56 actually make these tasks for you and
34:12.24 then lastly you can use what's called
34:13.72 import CSV so patrix actually lets you
34:16.64 save templates as CSV file so some
34:19.28 organizations you know you have so many
34:21.24 projects so many things going on P
34:23.08 Matrix lets you export uh your project
34:25.52 into CSV you can edit it you can import
34:27.72 it very very powerful everything that
34:30.12 you need to actually uh use prot Matrix
34:32.28 to your full
34:33.76 potential okay so that's how you create
34:36.28 projects um and then afterwards you can
34:38.36 actually jump to you know go back to
34:40.52 another project here and one of the
34:42.28 things I want to show you next is
34:43.56 actually we talk about again this Matrix
34:45.52 at the same time part Matrix has these
34:47.32 things called let me open another
34:48.92 project here um different views so we
34:51.28 have the The Matrix view you can
34:53.04 actually switch over to the list view
34:54.84 right here you see product Matrix in a
34:56.84 to-do list you still have the quadrants
34:59.76 here but the neat thing about this is
35:1.56 you can actually sort it by due dates or
35:3.64 modify dates um I like this view to see
35:6.68 things that are overdue I mean sometimes
35:8.52 you just have so many items within a
35:10.40 project it's very very difficult to see
35:12.04 what items overdue within the Matrix
35:13.84 view but in here because you can sort it
35:16.44 it's very easy to spot the red items
35:18.40 which are the ones that are
35:19.88 overdue um you can click on each of
35:21.96 these obviously and you can see the
35:23.76 whole details um all the um conversation
35:27.40 history and so forth at the same time
35:29.60 you can switch to the calendar view the
35:31.08 calendar view shows all your items with
35:32.84 due dates on here and so remember if
35:35.00 you're using per Matrix correctly you
35:36.64 should be setting a lot of due dates but
35:38.52 from here you can drag and drop them as
35:40.24 needed then you can have the timeline
35:42.40 Gant chart View and so as you can see
35:44.48 with the Gant chart view what it does is
35:46.16 any item with due dates they'll show up
35:48.36 here within this View and you can
35:49.84 actually create dependencies that shows
35:51.96 you know some task flow to other task
35:53.92 Etc all of these views are generated
35:56.40 automatic aut atically for you so that's
35:57.96 what's nice about party Matrix all you
35:59.48 have to do is go back to the Matrix view
36:1.72 create your task create your due dates
36:3.36 and then everything else is just a way
36:5.16 to display the data in a different
36:8.12 format one of the things I mentioned in
36:10.40 the webinar I'm sorry in the
36:11.80 presentation is how pry Matrix is also
36:14.68 people first let me show you how that
36:16.40 works so inside PR Matrix there's
36:18.56 something called the one-on-one view if
36:20.00 you click on The one-onone View what it
36:21.84 does is it allows you to open um select
36:24.96 a coworker and then with that coworker
36:27.52 show you everything you have in common
36:29.96 with that person so instead of thinking
36:32.76 about having to instead of let's just
36:34.88 say let's just step back for a second
36:36.24 let's just imagine if you're a manager
36:38.20 and you have five or six direct reports
36:41.08 now you work with those direct reports
36:42.52 across so many different projects right
36:44.88 imagine if you want to know whether or
36:46.52 not you know one of your employees been
36:48.68 working on what they've been working on
36:50.40 or what's behind schedule Etc instead of
36:53.24 having to go through every single
36:54.52 project and then scroll through that and
36:56.72 find the things that each person's
36:57.92 working on patrix lets you aggregate all
37:0.72 that information to one Central View so
37:4.24 you just simply select the person and
37:6.52 now you see everything you have in
37:8.12 common with that person across all
37:10.52 projects in patrix it is so useful with
37:13.64 this one-on-one when you have a meeting
37:15.36 with somebody you can actually pull this
37:17.28 up and you can have a conversation that
37:19.36 gets straight to the point because you
37:20.88 can talk about the things that you work
37:22.52 together and so this could be your
37:24.16 colleague in another department this
37:25.76 could be your executive if you doing
37:27.28 skip level um and so forth and not only
37:30.08 that you can actually add share task
37:31.84 directly from here so when you add share
37:35.04 task what it does is it creates a task
37:37.32 delegates it to the other person invite
37:39.68 you as a follower and you can actually
37:41.44 set the due date in the item name and
37:43.52 you can choose what project it goes in
37:45.48 directly from the single view so I hate
37:50.44 I really hate it when I have to come up
37:52.36 with when I come up with an idea and
37:54.16 then I need to assign it to somebody I
37:55.72 don't want to go and and click on
37:57.48 Project select the project create a task
37:59.88 delegate it set due date right that's
38:1.72 just so many clicks so instead in the
38:3.72 one-on-one view I can do all of that in
38:5.88 one central place and I can do it with
38:8.64 so much fewer clicks because I don't
38:10.08 have to assign it manually and I don't
38:12.04 have to go and find the project manually
38:14.72 so I recommend this as a more advanced
38:17.20 feature for managers in particular to
38:19.64 ensure that your employees um your team
38:22.72 members are working on the right
38:24.52 things okay and speaking of working on
38:28.12 the right things the other thing you can
38:29.44 do in PR Matrix is have really good
38:31.28 visibility on people's workload so if
38:34.00 you go to the workload report for
38:35.48 example you can see everyone that all
38:37.28 your co-workers that you work with and
38:39.04 see how many items they have on their
38:40.68 plate uh it's a really useful way to
38:43.16 ensure that no one has too much on their
38:45.04 plate and then at the same time just
38:46.84 distribute workload really well you can
38:48.56 actually click on each of these and
38:49.68 drill down into the task
38:52.16 themselves all right I'm going to
38:53.88 completely change gear now and talk
38:55.40 about email management so um in fact the
38:58.48 email management is probably the number
38:59.84 one reason why people come to patrix and
39:2.36 so we're probably the most integrated
39:4.12 solution inside Outlook so let me show
39:6.36 you how that works let's just imagine
39:7.80 here I have Outlook open um imagine I
39:10.12 have a task or I'm sorry I have an email
39:12.04 that comes in so this one says please
39:15.24 provide a quote for XYZ um sometimes
39:18.00 what I have to do when I get an email is
39:19.84 I have to forward it to a person and I
39:21.68 need somebody else to take a look at it
39:23.24 and respond right or help me come up
39:25.00 with a response so which part Matrix
39:27.48 what I can do is I can actually turn
39:29.12 this email into a task so if you click
39:31.56 on this um apps here you can click on at
39:35.20 apps and then search for party Matrix
39:37.52 but what happens is that I just simply
39:39.48 click on party Matrix turn email into
39:41.80 task and when I do that I have the
39:43.76 option to prioritize email what this
39:46.48 does is it opens up prod Matrix and lets
39:48.80 me turn any email into a task in part
39:51.52 Matrix and not only that what it does is
39:53.96 it grabs the subject right as item name
39:56.84 it um I can choose what project it goes
39:59.00 in I can choose what quadrant it goes in
40:1.48 I can assign it to a person and I can
40:3.40 set a due dat and then I click capture
40:5.40 email this is so useful if you want to
40:8.80 ensure that your most important emails
40:11.08 are not dropped I mean this happens all
40:13.40 the time which is you know I'll get an
40:14.84 email if I don't prioritize it it'll get
40:17.48 lost in the sea of emails I mean on a
40:19.56 daily basis my my list of uh new emails
40:23.68 is already completely uh um taken over
40:26.64 the the current page so therefore I
40:28.68 won't be able to see previous emails if
40:31.04 I don't use something like petric to set
40:33.56 due dates to ensure that I actually get
40:35.28 back to it and remember what I what I
40:37.20 mentioned to you too which is if you
40:39.32 have an email that you need to respond
40:41.00 in a day sure you can flag it you'll
40:43.32 probably get back to it you know
40:44.68 tomorrow but if you need to respond to
40:46.80 that email in three weeks flagging it is
40:49.12 not sufficient right because you'll have
40:51.24 so many more flag emails in the meantime
40:53.12 you'll completely forget it so by by
40:55.72 going to part Matrix setting the due
40:57.36 dates and actually um setting the um put
41:0.96 in the appropriate quadrants and
41:2.16 prioritizing it you can ensure that
41:4.28 you'll get back to that email um as you
41:6.32 can see patrix detect that there's a
41:8.28 duplicate item so I can click on that
41:9.88 item what it does now is it opens the
41:12.28 the task and you you can see that this
41:14.16 was the uh the item that I created in PR
41:16.32 Matrix in the resources section that EML
41:19.16 file which is the email file is uploaded
41:21.56 here so because I assigned it to another
41:23.76 person they can actually open this email
41:25.60 file and they can help me respond to the
41:27.20 customer as needed very very useful the
41:30.04 other thing you can do with PR Matrix 2
41:31.84 is you can actually attach an email to
41:34.36 an existing task so let's just say if a
41:38.24 client sends you an email and it's a
41:40.56 followup to an existing task that you
41:42.20 have with them you can actually open up
41:44.04 this View and instead of turning into a
41:45.72 new task you can actually hover over an
41:48.52 existing task and attach it to that
41:51.12 existing task now you have one central
41:53.52 place to track all of these emails
41:55.60 that's coming in in and now you have a
41:57.52 really really good tracking to ensure
42:0.28 that you have all the right necessary
42:2.04 contextual information within every
42:3.96 single task I've seen customers struggle
42:6.72 with this so much um because you know
42:9.76 you have a coworker you have a team
42:11.36 member who receives emails but then the
42:14.28 person who actually needs to work on it
42:15.56 is somebody else and they're not part of
42:17.00 that chain that Cc or BCC or whatever
42:20.08 right and so by using protom Matrix you
42:22.16 can actually bring it all together and
42:24.12 then prioritize those emails and sure
42:26.44 that you actually get them done okay so
42:28.04 it works well for an individual and it
42:29.52 works great for
42:31.16 teams so um that's email management and
42:34.04 then if you use Microsoft teams party
42:35.84 Matrix actually has really deep
42:37.16 Integrations into the teams ecosystem as
42:39.44 you can see you can actually go to the
42:41.20 apps uh store here find P Matrix and
42:44.24 then you can actually install P Matrix
42:45.88 here and so when you do you can actually
42:47.84 pin p Matrix on the leand side and
42:50.32 access P Matrix directly inside teams we
42:52.80 actually have really neat capabilities
42:54.92 um around the one-on-one here so for
42:56.72 example when I have a chat with a
42:58.00 coworker I can actually add the
42:59.84 one-on-one directly in the chat here so
43:2.36 earlier I showed you the one-on-one
43:3.68 inside pry Matrix but you can actually
43:5.24 add a one-on-one for every single person
43:7.08 that you talk to in teams and so you can
43:10.08 select the person and now it is so easy
43:12.60 for you to see all the tasks you have in
43:14.44 common without having to open
43:17.48 patrix the other thing is you can
43:19.52 actually also interact with P Matrix
43:21.56 directly with within teams conversation
43:24.04 so what that means is you know if
43:25.28 someone send you a message M you can
43:26.68 actually hover over the ellipses and
43:29.00 create a task inside pry Matrix without
43:31.48 even having to open our software
43:32.96 application and then not only that you
43:34.72 can actually open up the action card and
43:37.32 then send pry Matrix action cards to
43:39.92 your co-workers directly inside teams so
43:42.68 we are probably the most Integrated
43:44.36 Solutions in the teams ecosystem so what
43:46.64 that means that we actually have
43:48.36 additional Integrations with Microsoft
43:50.16 co-pilot so if you use if your
43:52.16 Enterprise organization runs co-pilot
43:54.68 patrix is one of the very very first
43:56.60 application that works with co-pilot uh
43:58.68 we also work with workflows power
44:0.60 automate and then we can pull in to-dos
44:3.12 we can pull in planner and all of that
44:5.12 stuff for you within py
44:7.72 Matrix okay the one thing I want to show
44:10.88 you which is actually really neat is
44:12.52 that if you want you can also use patrix
44:15.08 inside Outlook and so what you can do is
44:17.32 you can click on this uh down here
44:19.40 search for patrix and pin patrix so
44:21.96 patrix is also one of the very few
44:24.76 Universal apps so what that means is we
44:26.64 work directly inside Outlook so now as
44:29.04 you can see I can actually have my
44:30.76 entire prod Matrix inside teams my
44:32.56 entire prod Matrix inside Outlook and
44:34.72 you don't even have to go to our website
44:36.28 um it's all built in within your
44:38.44 Microsoft ecosystem so useful and you
44:41.28 don't have to switch contacts every
44:42.64 single time as mentioned there's so many
44:45.20 more capabilities in part Matrix but I
44:47.00 don't think those things are necessary
44:48.48 for you to learn today so instead let's
44:51.12 wrap up and let's Circle back on what
44:53.04 are the things that you should do one
44:56.00 one you should create a project called
44:58.40 personal priorities right two you should
45:1.08 create a project called team priorities
45:2.80 and invite appropriate team members
45:5.08 three create a project for goals for
45:7.24 2024 right and use my same format here
45:10.44 write down your goals set recurring
45:12.64 reminders if you really have a a
45:15.28 specific goal in mind such as getting
45:17.64 promoted or improve operational
45:19.80 efficiency use your AI to generate one
45:22.20 of those projects as
45:24.00 well and then if you use teams and
45:26.76 Outlook make sure you install an
45:28.20 application in teams and Outlook every
45:30.28 item that you have make sure you set due
45:32.56 dates is every important item that you
45:34.68 have make sure you set due dates make
45:36.00 sure you set reminders and that's pretty
45:38.08 much it if that's what you do and you
45:40.12 don't use part Matrix for anything else
45:42.12 I guarantee that you will find so much
45:44.52 Clarity um in understanding what your
45:46.92 priorities are at any point in time and
45:49.24 then when you get those reminders it is
45:51.40 so useful because it brings it to top of
45:54.40 mind and so for me personally
45:56.48 I have so many things going on at any
45:58.12 point in time being top of mine is so
46:0.68 critical to my to my workflow right and
46:3.32 I know for everyone here and everyone
46:6.12 who's listening later you guys have a
46:8.48 lot on your plate always um there's no
46:10.68 doubt about it you know sometimes it's
46:12.28 so funny because there are customers who
46:13.92 are too busy to prioritize how ironic is
46:17.04 that um and so same thing applies with
46:19.96 part Matrix if you set those recurring
46:22.40 reminders if you set uh those due dates
46:25.40 and you prioritize them it comes back
46:28.00 that's top of mind and you can ensure
46:29.76 that you actually work on them okay so
46:32.56 I'm going to jump back to my
46:33.44 presentation
46:36.12 here what success with part Matrix
46:38.52 should look like one you have a central
46:40.72 place to track all priorities and
46:42.64 whether you use it as an individual as a
46:44.84 team or across your whole organization
46:47.00 it doesn't matter party Matrix helps you
46:49.96 be aign but you know in some ways I
46:52.28 think it's most important to start with
46:53.72 you right because if you can be
46:56.60 effective and efficient in tracking your
46:59.12 priorities then everything else will
47:0.48 fall into place and then second um if
47:3.44 you use across the team everyone on the
47:5.44 team understands and are align on key
47:7.28 task the alignment comes from the fact
47:9.60 that you have the Matrix and it's
47:11.60 tracking everyone's priorities so um one
47:14.44 best practice I've seen happens over and
47:16.76 over again is that if you are in a
47:19.00 meeting project your party Matrix on the
47:22.60 screen then when you have a conversation
47:25.40 any one can look up to the screen and
47:27.16 say oh hey yes I see these are these are
47:30.00 priorities let's talk about the things
47:31.36 in coordinate one it is so useful so
47:33.88 then you're not you know wasting time
47:35.52 talking about things in quadrant four or
47:37.08 quadrant 3 right and if you have extra
47:39.32 time you talk about things in quadrant
47:40.60 two that's what you want to do so when
47:42.64 you do that projection it ensures that
47:45.04 everyone on the same page and here's the
47:46.44 cool thing which is if there's any
47:48.40 disagreement that's exactly when it
47:50.40 surfaces because somebody else would say
47:52.72 wait a minute I thought this thing was
47:54.48 much higher priority or thought this
47:56.16 other thing was not high priority and so
47:58.60 if you don't use Pro Matrix to force
48:1.44 that everyone would sort of walk away
48:4.68 and they don't realize that there's
48:6.76 disagreement um if you have repetitive
48:9.44 procedures use our template system and
48:11.68 it will save you time and and effort and
48:14.12 so you never should have to create the
48:15.96 same task over and over again in PR
48:18.04 Matrix and then lastly if you have
48:20.44 emails that are important uh and you're
48:22.60 finding that you're losing track of
48:24.24 emails use or Outlook integration to
48:27.28 prioritize those email assign them to
48:29.44 appropriate team members if needed and
48:31.48 then set those due dates on those emails
48:33.32 and pry Matrix is so useful to do that
48:36.04 and in fact you know I didn't go into
48:37.48 the details here but we have an email um
48:41.08 masterclass webinar that that I did that
48:43.64 talk about some features but patrix has
48:46.40 a way for you to set up all sorts of
48:48.20 rules where all emails from a certain
48:50.44 company or a certain client will go into
48:52.68 specific projects and get assigned to
48:54.40 specific people Etc and in fact you know
48:56.72 I'm on my mobile phone all the time and
48:59.24 so I'll get an email and on Apple mail
49:2.28 and I can forward into my party Matrix
49:4.32 set due dates and do all of those things
49:6.12 in one in one uh one move so party
49:9.40 Matrix is very useful for that if you
49:11.36 struggle with email management make sure
49:12.88 you explore that part and with that I
49:15.40 conclude my presentation here if there
49:17.08 are any questions uh I'd be happy to
49:19.88 address them and so I'll take a look at
49:21.24 the chat right now and if not also send
49:23.92 me an email um anytime time you have a
49:25.96 question I'd be happy to answer
49:28.60 that
49:31.44 okay are there any
49:37.72 questions so I hope that um this was
49:40.60 useful I hope that this serves as a way
49:42.88 for you to understand the basics of
49:44.56 patrix it's meant to be you know
49:46.80 introductory uh there's a lot of
49:48.68 capabilities that's that's out there uh
49:51.20 that you can use P Matrix if you have a
49:52.88 questions actually just go ahead and
49:54.64 send it directly in the the chat um
49:56.96 because um you don't have to raise your
49:58.44 hand I see that someone raised your hand
50:0.16 but go ahead and S it in the chat and
50:1.48 and I'll take a look at
50:10.56 it um so how does party Matrix handle
50:13.36 email change so there's a couple things
50:15.48 that we do um I I will have to follow
50:18.00 with you on exactly the details of that
50:20.20 but what happens is we actually look at
50:22.64 the thread within the email and it
50:25.00 actually um you can actually pull those
50:27.64 emails into produ Matrix as well so if
50:30.36 you have if you're using email chains in
50:33.12 like in um uh with like something like
50:36.20 zenes we actually have really deep
50:38.16 Integrations with zenes that allows you
50:40.20 to actually track all the conversation
50:42.12 you have from that email um but I
50:44.48 actually would have to follow up with
50:45.72 you or if you could send us an email
50:48.00 either to me or to supported affluence
50:50.28 and then we can actually send you
50:51.40 information on how the email chain works
50:53.28 because you can actually do a couple of
50:54.52 other things
50:57.28 um yes so uh someone asked whether or
51:1.12 not party Matrix works with
51:3.08 organizations outside of of your own
51:6.48 organization and yes party Matrix
51:8.04 actually works with external
51:10.00 collaborators so we actually have what's
51:11.64 called guest users so if if you're a
51:15.12 paying party Matrix customer for example
51:17.36 you can actually assign guest licenses
51:19.64 to external parties and they can
51:21.48 actually use PR Matrix and collaborate
51:23.64 together with you on those specific
51:25.84 project that you share with them and so
51:27.64 what's nice about that is let's just say
51:29.08 you can have 10 different guest users
51:30.80 that represent 10 different
51:31.88 organizations other external
51:34.40 organizations uh and you can actually
51:36.04 work with all of them and you can
51:37.24 actually select and choose what projects
51:39.40 to assign and to share with what client
51:41.96 Etc so that's actually possible party
51:44.04 Matrix also lets you shareed read only
51:46.16 version of your projects as well so an
51:49.36 example might be um if you work on a
51:52.80 certain project and you need to share
51:54.76 the status to that project with external
51:56.56 people but you don't want them to have
51:58.48 editing capabilities pry Matrix let you
52:0.68 do that so you get a link that you can
52:2.36 share with external
52:4.96 parties um so uh the next question is uh
52:8.32 you have it's per Matrix is not linked
52:10.64 to Outlook well that's something that
52:12.12 you would have to look into in terms of
52:13.68 permissions but what happens is that
52:15.84 when you sign into P Matrix so for
52:17.60 example let me open
52:19.04 here when you sign into patrix you have
52:21.48 a couple of options but if you want full
52:23.88 Integrations of patrix within Outlook
52:26.44 you have to make sure that you sign in
52:28.56 using your Azure active directory so if
52:31.72 you do that what happens it will ask you
52:33.64 for the proper permissions and then from
52:35.84 there uh you can actually go and and
52:39.12 prioritize these emails but if you don't
52:43.00 um even if you don't use Azure active
52:45.88 directory you should still be able to
52:48.04 open up pry Matrix in Outlook and be
52:50.44 able to delegate those um those emails
52:54.00 uh but if you go to this essentially the
52:56.92 party Matrix app within Outlook it
53:0.80 should try to sign you in using your
53:3.08 email address automatically um and if
53:5.80 again if you don't have that then that's
53:7.32 something that you can reach out to us
53:8.60 and we can provide technical support or
53:10.88 sometimes it actually just requires your
53:12.20 it to approve it um the best email to
53:14.96 follow up with us is support
53:16.60 I'm sending it to you in
53:18.32 the chat right
53:21.44 here um so if I another question is on a
53:25.68 recurring project um on an annual basis
53:28.68 yes so actually you can do a couple
53:30.16 different things so the way it works is
53:32.40 that you can set those reminders but you
53:34.36 can say remind me yearly or remind me
53:37.32 every year on January 1st for example
53:40.00 that's something that you can do and now
53:41.96 on an annual basis that item will pop
53:44.64 back up for you uh the other thing you
53:46.72 can do is as I mentioned you can create
53:50.16 a let's just say here in the the case of
53:52.76 a um series of tax
53:56.08 uh you have to do right let's say you
53:58.20 have five or 10 things you have to do
53:59.80 every year create a project with all the
54:3.52 tasks that you have set the due date
54:6.16 then you can click on this option up
54:8.48 here and save that as a template or you
54:11.56 can export a CSV and now on an annual
54:14.48 basis you just launch a new project from
54:16.76 that template and you could say starting
54:19.72 January 1st 2025 and then what happens
54:22.24 part Matrix will go and um
54:25.88 party Matrix will go and actually uh
54:28.40 create that project for you along with
54:30.88 all the appropriate due dates so
54:32.36 essentially you could say you know do
54:34.96 two weeks from January 1st do one month
54:37.16 from January 1st
54:38.88 Etc if you have additional questions on
54:41.44 that um we can actually reach out to us
54:43.80 and we can help you understand how to
54:45.88 use that specifically but the other
54:48.20 thing you can do is remember you can set
54:50.76 these recurring dates right so when you
54:53.08 click on reminders here you can say say
54:55.32 you know remind me yearly and then you
54:57.68 can say reminder dates on January 1st
55:0.40 and then that occurs on a yearly basis
55:3.24 these are fantastic
55:7.84 questions okay are there any other
55:10.00 questions and by the way if not reach
55:12.00 out to us at any point in time we want
55:13.72 to hear from you and as I mentioned
55:16.08 there are other webinars um that covers
55:18.56 other topics and also we have user
55:20.52 guides and manuals and so forth for uh
55:23.32 almost every single use case that you
55:25.16 can imagine so if you are trying to
55:27.56 adopt part Matrix within your
55:28.76 organization and you need some more
55:30.40 guidance we're here for help we're here
55:32.48 to help you thank you all appreciate
55:34.44 your time appreciate the
55:42.84 questions