Beginner's Guide to Priority Matrix - How to prioritize tasks and emails (European friendly time)

1.48s good morning everyone we'll go ahead and
3.44s get started uh first of all thank you so
5.24s much for being here today I appreciate
6.76s your time I want to let you know that
8.80s this webinar is recorded and so I'll be
10.84s sharing the webinar with everyone
12.24s afterwards uh hopefully for those who
14.40s are in Europe This Time Zone Works a
16.24s little bit better for you and so if you
17.76s do like that uh send us feedback because
19.64s we we're always interested in knowing
21.96s that U my name is high wind I'm
23.84s co-founder of affluence the company
25.40s behind
27.08s patrix today's goals um what I want to
29.72s do is I want to make sure that you know
31.72s you get a good understanding of pry
33.84s Matrix help you become more effective
35.80s and efficient at prioritizing task
37.76s project and emails help you envision
40.16s what your work and life success may look
41.80s like with patrix and then how to use P
44.40s Matrix to achieve your goals um this is
47.04s an introduction to party Matrix and
49.00s actually I'll be focusing on the
50.68s beginners aspect of it so I'm going to
52.44s make the assumption that you have really
54.40s little understanding of what patrix is
56.52s and why it's used and uh I one of the
59.48s things that I want to address to is that
1:1.88 everyone who's here today and everyone
1:3.40 who's listening to this webinar
1:4.40 afterwards uh you all have a lot of
1:6.72 goals that you want to achieve and
1:8.24 typically you are very driven um to
1:11.52 achieve it is what it is that you want
1:13.04 to achieve therefore I want you to
1:15.44 reflect on the webinar itself and then
1:18.40 as you walk away from today's
1:20.04 presentation think about how you can
1:21.52 implement this right away hopefully
1:23.72 you'll get some some insight immediately
1:26.24 after the webinar and so um if that does
1:28.60 happen let us know we always interested
1:30.64 in learning more the other thing I do
1:32.20 want to mention is that there is a chat
1:34.12 section that you can send messages or
1:36.60 questions or uh any comments I'm more
1:39.72 than happy to answer them right after my
1:43.40 product presentation and my um demo
1:47.24 because I want to make sure that you
1:48.20 know this is a great opportunity for you
1:49.44 to ask any questions that's uh permanent
1:52.36 pertinent to your
1:57.80 needs so why do you even prioritize and
2:0.88 that's that's a good question sometimes
2:3.28 I've talked to customers and you know
2:5.12 there are those who actually need to
2:6.28 prioritize and there are those who don't
2:8.04 and there's three reasons that customer
2:9.40 comes to prod mrix the first is to be
2:11.92 better at keeping track on the status of
2:14.40 work when you have a lot of things on
2:16.64 your plate and then the second is to
2:19.28 create alignment across team members so
2:21.24 that everyone knows what's important and
2:23.44 then the third is to take control of
2:26.04 emails and meetings ironically one of
2:28.24 the things that I feel has been
2:29.36 extremely challenging over the last
2:30.80 couple of years is that despite having
2:33.04 more software than ever before to
2:35.40 prioritize our work and to collaborate
2:37.32 and to
2:38.12 communicate I feel like we're actually
2:40.04 getting overwhelmed more overwhelmed
2:41.76 than ever before because now you know be
2:44.08 you're getting messages by email you're
2:45.64 getting messages by text you're getting
2:47.08 messages by your project management
2:49.32 platform you're getting you know
2:50.88 messages in Microsoft teams and all that
2:54.00 so we're creating this all these sources
2:56.04 of data all these sources of information
2:58.40 and assignment and so forth and it's
3:0.40 becoming more and more difficult to be
3:1.76 on top of that so what's really
3:4.00 interesting is what happens if you don't
3:6.80 prioritize so one of the things that um
3:10.08 I want to communicate is the importance
3:11.92 of prioritization but also the
3:13.84 consequences of not prioritizing and the
3:16.24 first is that you lose sight of what's
3:18.00 important and you end up working on the
3:20.12 wrong things one of my uh takeaway one
3:23.08 of the takeaways I want to provide is
3:25.64 that it's actually worse to actually
3:28.36 work on the wrong things and doing a
3:30.08 really good job of it then not working
3:32.04 on it at all imagine how many times you
3:35.08 know just think about your own personal
3:36.96 experience how many times you spent so
3:39.04 much effort and time working on either
3:41.52 an amazing report or a product launch or
3:44.00 something like that and then it's
3:45.12 crickets afterwards it's not consumed
3:47.32 it's not used and that's what's happened
3:50.16 is that if we are using our resources in
3:52.56 the wrong way it's actually far more
3:54.76 demoralizing and then the second aspect
3:57.04 of um not prioritizing is that you end
3:59.20 up feeling really busy but you're not
4:1.20 meeting your goals and those are two
4:3.20 different things you know you can be you
4:5.84 know riding the hamster wheel and and
4:8.20 working continuously uh but at the same
4:10.80 time it is not driving the needs of your
4:13.96 own personal goals or the goals of your
4:17.00 organization and then thirdly you're
4:19.04 completely overwhelmed by emails and
4:20.76 meetings I get a couple hundred emails
4:22.56 per day so I have a lot of emails and
4:25.08 what happens is that if I go and I spend
4:28.52 all my time on emails and work on the
4:30.00 wrong emails I easily will become
4:31.96 overwhelmed that's that's what I can do
4:33.56 the entire day but instead I have to
4:35.84 think about what are the things that I'm
4:37.40 trying to achieve what are the emails
4:38.92 that's most important I have to respond
4:40.40 to at any moment in time and so when you
4:42.80 don't prioritize these are the
4:44.24 challenges that happens over and over
4:45.72 again and so you know as we walk away
4:47.64 from today's webinar um I want you to
4:49.80 think what happens if you don't use
4:51.44 prrix you know stick with the status quo
4:53.88 there's a reason why you're here today
4:55.68 what brought you here and then what
4:57.20 happens if you do nothing about it so
4:58.64 keep that in the back of your mind
5:0.56 okay so what is party Matrix party
5:3.28 Matrix is a comprehensive email priority
5:5.76 and project man management software
5:8.08 allinone and it helps at three different
5:10.64 levels at the individual level which is
5:13.44 absolutely the most important it helps
5:15.28 you prioritize your task and emails
5:17.44 that's pretty much it you can think of
5:19.00 Prometrics as a fancy to-do list um that
5:22.40 you probably use you know you've used so
5:24.36 many different software for that but
5:26.28 what happens as P Matrix is particularly
5:28.36 focused on prioritizing ation and help
5:30.72 you focus on exactly what needs to be
5:32.72 done at any moment in time so at the
5:35.44 individual level it helps you have
5:38.80 sanity for lack of better words um and
5:41.16 ensure that you work on the right things
5:42.76 and and one thing I want to emphasize is
5:44.28 that part Matrix U was created more than
5:46.16 a decade ago and the individual was the
5:49.88 core of the product from the from the
5:51.60 get-go and so my argument is that if
5:54.52 it's successful for you at the
5:55.88 individual level everything else will
5:57.32 fall into place so I want to make sure
5:58.80 that you think about about how prod
5:59.96 Matrix will help you in
6:1.52 particular at the team level prod Matrix
6:4.04 help you be aligned on key projects so
6:6.56 one of the things I like to think about
6:7.92 is imagine if you have Clarity on
6:10.44 understanding what your priorities are
6:12.08 and then suddenly all your team members
6:13.84 and all your co-workers are actually on
6:15.92 the same on the same um plane as in they
6:19.68 also understand what their priorities
6:21.00 are now when you actually work together
6:23.36 how much more powerful is that and then
6:26.24 lastly we help organization create a
6:28.68 single source of truth to become more
6:30.88 efficient and more effective so I
6:32.76 explain how you can help team members be
6:34.92 aligned at any point in time but at the
6:36.88 organizational level pry Matrix actually
6:38.88 gives you a clear understanding of the
6:41.32 shifting climate on your priorities so
6:44.56 what happens is a year from now you can
6:46.28 still look back and see what your
6:47.64 priorities were in the past what changes
6:49.64 have been made so what that allows you
6:51.64 to do is actually have a consistency
6:53.84 across
6:55.76 time so what makes patrix better than
6:58.56 other software is is that it's the only
7:0.60 software that's Microsoft 365 security
7:2.80 certified across the teams Microsoft
7:5.04 teams app the Outlook app as well as the
7:6.72 web app we're actually leveraging AI
7:8.92 more and more to help you achieve your
7:10.56 goals and some of those um areas that
7:12.88 you that that's already releasing the
7:14.48 product is actually useful but at the
7:16.28 same time we have so many more things
7:17.68 that's um that's coming out and then
7:20.92 thirdly we provide what I call people
7:22.56 Centric collaboration and I find this to
7:24.60 be very important this is actually one
7:25.88 of my favorite features uh in PR Matrix
7:28.60 which is uh it helps me understand what
7:31.44 I need to do for any person any
7:33.96 particular person on my team and so
7:36.40 instead of actually looking at from a
7:38.20 project Centric standpoint when you
7:40.00 think about prioritization you can also
7:41.72 look at it from the perspective of
7:43.16 people what are the things that's high
7:44.64 priority for this person and then lastly
7:47.04 PR Matrix is available as a standard SAS
7:49.20 solution but we also have a hipa
7:50.60 compliance solution for healthcare and
7:52.28 life sciences and then Azure government
7:54.00 Cloud solution uh for state and local
7:56.24 government as well as manage private
7:57.84 Azure deployments and so if any of these
8:0.04 other Solutions Enterprise solution
8:2.20 interest you feel free to reach out to
8:3.60 us and we'd be happy to discuss
8:6.36 that so what makes Prometric effective
8:8.88 is it helps you understand what needs to
8:10.52 be done now what needs to be done later
8:13.20 and what are the things you delegate and
8:14.80 then finally have a clear understanding
8:17.76 that priorities are constantly shifting
8:20.68 and that py Matrix offer the one place
8:22.80 everyone can go to to know what needs to
8:24.56 be done and this last aspect of it is
8:28.32 the ultimate goal right imagine imagine
8:32.08 you know again where you are today U do
8:34.68 you know exactly what it is you need to
8:36.48 be done that you need to work on and
8:38.76 then second do you know what your
8:40.24 co-workers are working on and then do
8:42.16 you know what their their managers and
8:44.84 their um team members are working on and
8:47.40 then if you do have disagreement is
8:49.52 there one central place where you can go
8:51.28 to to actually get alignments and that's
8:54.00 the goal of prod Matrix prod Matrix is a
8:55.96 software that pretty much helps the
8:58.36 entire organization have one central
9:0.24 place to see the goals for um the goals
9:3.32 and priorities for this particular
9:5.04 project the goals and priorities for
9:6.28 this in particular initiative as well as
9:8.52 for the
9:9.32 organization now I do want to you know
9:11.56 mention real quick that there are so
9:13.40 many different software that serve so
9:14.84 many different purposes prod Matrix
9:16.64 doesn't necessarily replace your uh
9:19.16 customer relationship management
9:20.68 software it doesn't necessarily replace
9:22.12 your goal management your high level go
9:24.24 management software it's intended to be
9:27.20 the one place for you to priori ize your
9:29.80 task and have Clarity on that so that
9:31.36 you know what to work on so when you
9:34.40 start comparing promatrix to your
9:35.96 workflow and all that just keep that in
9:37.52 your mind in the back of your
9:39.28 mind let's talk about the fundamental um
9:42.72 behind protom Matrix so there's a famous
9:44.64 quote attributed to former present
9:46.28 Eisenhower what is important is seldom
9:48.52 urgent and what is urgent is seldom
9:50.64 important now what I really like about
9:52.64 this quote is it helps us understand the
9:55.24 dimensions of the things that we have to
9:57.28 do instead of actually looking at a too
9:59.12 do list what happens is you look at
10:2.00 every single task every single action
10:3.72 item that you have and ask the question
10:6.08 is this important and is this urgent
10:8.80 right and
10:10.52 so when you have a to-do list what do
10:13.52 you decide to work on you do you start
10:15.48 at the top or do you start at the bottom
10:17.04 or do you start somewhere random in the
10:18.48 middle and then if you have to add task
10:20.40 to it do you add it to the top of the
10:22.08 list or to the bottom of the list or
10:23.64 again somewhere in the middle so instead
10:26.08 if we look at the dimensions of
10:27.36 importance and urgency then becomes a
10:29.60 little bit more obvious the things that
10:31.36 are important and Urgent are the things
10:33.04 that we should do now right that's where
10:34.72 we should be focusing our time because
10:36.52 those are the fires we have to fight and
10:38.64 then the things that are important but
10:40.36 not urgent those are in the plan
10:42.36 quadrant so those are the things we
10:44.08 should start thinking about and work on
10:46.80 and then those that are urgent but not
10:48.72 necessarily important maybe those are
10:50.32 something that we can delegate to others
10:51.80 or maybe there's resources out there
10:53.76 that can do a better job than us and
10:55.56 then finally instead of ever capturing
10:58.00 anything that's not important not urgent
10:59.80 you have an inbox to actually be sort of
11:2.08 a place where you take everything that's
11:3.76 in your brain and put it down in
11:5.24 something tangible and that's this is
11:8.08 the essence of promatrix by the way um
11:10.80 it all we do is we take the stuff that
11:12.84 you have to do instead of again putting
11:14.52 in long list where you don't have
11:17.12 Clarity on what it is you need to work
11:18.48 on and instead force you to organize it
11:21.72 into these quadrants and make it a lot
11:23.92 easier to understand what it is that you
11:25.72 need to work on so here's an exercise
11:28.16 I'd like you to try take out a piece of
11:30.76 paper that you have right now and start
11:32.44 writing down the things that you have to
11:34.12 do that are important urgent important
11:35.80 not urgent Etc exactly in the format I
11:38.16 have here and then ask your co-workers
11:40.60 to do the same in particular you know
11:42.36 ask your direct manager to do the same
11:44.68 and ask your direct report to do the
11:46.28 same and then start comparing notes and
11:49.44 say hey by the way these are the things
11:50.96 I consider to be priority High
11:53.00 priorities what do you think and what
11:55.00 happens is that when you have a
11:57.24 conversation and you don't have any
11:58.96 anything that's tangible or written down
12:0.80 it's very easy to say oh yeah we agree
12:2.88 that sounds great but what happens is if
12:4.48 you actually put on a piece of paper you
12:6.04 realize wait a minute then look at all
12:7.84 these discrepancies that we have look at
12:9.52 all these disagreements that we didn't
12:11.00 know we had and so one thing that's
12:13.28 really interesting is that that four
12:14.92 quadrants Eisenhower Matrix as I showed
12:16.80 you creates alignment because it forces
12:19.52 you to prioritize from the beginning and
12:21.60 by the way that's the hardest part about
12:23.36 using patrix when you use patrix we
12:25.80 don't let you put a task into a long
12:27.72 list without deciding what quadrant it
12:29.92 goes in right and because of that you're
12:33.12 spending so much more time thinking
12:35.40 about okay what does this truly belong
12:38.52 and that's the point if you find it hard
12:41.16 that's hard for a reason you cannot have
12:44.20 everything in important and Urgent if
12:46.08 everything's important and Urgent then
12:47.40 nothing is but if you have to think
12:50.40 about where it is that you're going to
12:51.44 spend your time that's when you want to
12:53.56 spend a lot more time thinking about
12:55.20 what should I work on as opposed to just
12:57.24 working on things for the sake of work
12:58.84 working on things and one thing that's
13:1.12 not so obvious is Success from using
13:3.32 Prometric software isn't about finding
13:5.68 what everyone's agrees on but it's also
13:8.52 discovering disagreements on what should
13:9.96 be a priority when it isn't as I
13:11.92 mentioned earlier the worst thing you
13:13.68 could do one of the worst thing you
13:14.96 could do is spending an extraordinary of
13:18.40 time doing a fantastic job working on
13:21.24 the wrong things and so if you discover
13:24.16 that disagreement you can actually start
13:26.52 prioritizing your resources to work on
13:28.56 the right
13:31.32 things I do want to mention that there's
13:33.48 also other resources available um and so
13:35.64 we have actually webinar recordings that
13:37.36 we post every single time and so we have
13:39.68 additional introduction to promatrix
13:41.40 email management Master Class templates
13:43.28 and Advance topics and all that and so
13:46.40 um I the other thing I also want to
13:48.32 mention is that as we do other webinars
13:50.56 other topics we will also post them but
13:53.08 if you have anything that is particular
13:54.88 of interest to you various use cases or
13:56.92 whatever reach out to us and we'd be
13:58.56 happy happy to uh see if that's a topic
14:0.80 that we can address with that I'm going
14:3.16 to go jump into the product itself so
14:5.36 now you can see what the product looks
14:6.56 like and then my goal is to show you how
14:9.28 to get started right away so then when
14:11.16 you walk away from today's webinar you
14:12.96 can open up pry Matrix and start doing
14:14.76 the things that I'm showing you
14:16.60 okay all right so now I have my py
14:19.60 Matrix open um and so as you can see I
14:22.76 want to walk you through the structure
14:24.12 of pry Matrix since I'm assuming that a
14:26.08 lot of you are relatively new to the
14:27.56 software so P Matrix is no different
14:30.12 from any other task or project
14:31.84 management software at from if you look
14:34.12 at at a high level on the left hand side
14:36.40 you have your list of projects so
14:38.44 projects might be something like you
14:41.32 know a my personal to-do list right my
14:43.48 personal priorities my team priority
14:45.60 list um or it might be an initiative
14:47.60 that I'm working on and so for me I
14:49.76 actually have a project for example for
14:51.20 my goals for 2024 or I might have you
14:54.28 know customers interactions that are
14:55.72 actually very important or I have
14:57.76 projects that are related to the various
15:0.32 software that our company
15:2.32 produces so when you start party Matrix
15:6.72 there's a couple projects that I
15:8.16 generally recommend that you go and
15:9.76 create right away I would recommend that
15:11.84 you create a project called my personal
15:13.40 priorities and so when you do that then
15:15.08 you can actually start tracking the
15:16.80 things that you deem to be important and
15:18.96 just again to have some sanity and if
15:20.92 you did nothing else it's just a great
15:22.72 place to actually jot down the the
15:25.88 things that matter to you so here I have
15:28.20 that project selected my personal
15:29.88 priorities and when you have that
15:31.72 project open in the middle is the four
15:34.20 quadrants and that's the most important
15:36.28 aspect of PR Matrix and you as you can
15:38.64 see when you create task in here you
15:41.64 don't put it in the list you decide what
15:43.40 quadrate goes in so let me give you an
15:45.20 example let's just say one of the things
15:46.68 I want to do is I want to say follow up
15:49.32 with webinar
15:51.64 participants okay and so that's a task
15:53.84 that I want to do today um and then I'm
15:55.88 going to say do 2m. so what happen s is
15:58.96 when I do something like this and I
16:0.32 click add party Matrix create the task
16:2.60 for me but at the same time we use
16:4.36 natural language to understand that it's
16:6.20 due 2 p.m. and therefore we set the due
16:8.20 date for you so now I have a task that's
16:10.44 created in my personal priority list
16:12.72 that's due at 2 p.m. when 2 p.m comes
16:15.20 and my local time it's going to send me
16:17.16 a notification if I didn't get it done
16:19.36 yet but one of the things I can do
16:21.84 around um this task is when I've created
16:24.32 it and I selected the right hand side
16:26.64 opens up and this is called the item
16:28.76 details and so if you've used task
16:30.96 management software before you know that
16:32.92 in the item details you can add all
16:34.56 sorts of metadata such as again due
16:37.24 dates or also other information well pry
16:39.56 Matrix let you do those and a couple of
16:41.80 other things that I think are important
16:43.52 first there's something called
16:45.36 starring so if you star a task what
16:47.72 happens is it it gets this little icon
16:50.08 on it and it pops to the top of the list
16:52.72 so what I like to do is when I have a
16:55.20 project and I have you know five tasks
16:57.36 10 tasks it's not a big deal deal I
16:58.76 don't have to start any but if I have 25
17:1.12 or 30 tasks then I want to show I want
17:3.76 to understand which one are most
17:5.24 important to me and so I would star them
17:7.32 and it pops at the top of my list and
17:8.96 those are usually my active task and
17:11.36 then below that I have icons if I click
17:13.12 on icon I can choose an icon that
17:14.92 represents uh this particular task and
17:17.56 then below that I have owner so who
17:19.96 who's responsible for this task now
17:22.00 since it's a personal project maybe I'm
17:23.80 the only owner no one else has to be
17:25.40 involved and then next to it I have
17:27.04 progress effort reminders and due
17:29.36 dates reminders and due dates in my
17:32.64 opinion are the two most important
17:35.32 metadata you have to set for every
17:37.04 single task and I can't emphasize that
17:39.24 enough if we talk about importance and
17:42.80 urgency well you understand what
17:44.96 something is important but then the
17:46.36 second part is urgency so if you want to
17:49.28 track urgency you need the dimensions of
17:51.88 time therefore if you want to work on
17:55.16 something and you really want to make
17:56.64 sure that you get it done set due dates
17:59.56 now what's the difference between due
18:0.60 dates and reminders imagine if you have
18:2.92 to work on something and it's due in two
18:4.92 months and it's going to take you a week
18:6.40 to work on and you set the due date two
18:8.08 months from now great two months from
18:11.04 now guess what on that day you realize
18:14.40 wait a minute how am I going to get this
18:15.72 done if it's going to take me a week's
18:16.92 worth of work so what you want to do is
18:19.24 you want to set reminders ahead of time
18:21.16 to go and actually remind you to
18:23.92 actually get started ahead of time now
18:26.32 the other reason why you use reminders
18:28.40 is it's a way to trick your brain let me
18:30.96 give you an example when you started
18:33.44 your day this morning and you checked
18:35.52 your emails what happened you probably
18:37.80 looked at the last email that came in
18:40.08 and you look at that first and you
18:41.44 usually respond to that first right was
18:43.52 that the most important email probably
18:45.76 not right and it's the same thing with
18:47.88 task it's the same thing with anything
18:49.48 that you're assigned to you always tend
18:52.52 your brain always tend to look at the
18:54.08 last thing in as the first thing out and
18:56.52 that's just the nature of how these
18:58.56 urgent tasks pull us away from what's
19:0.52 truly
19:1.48 important so by using reminders what
19:4.44 happens is that we actually bring it to
19:6.64 the top of our attention over and over
19:9.52 again so that our brain realizes wait a
19:11.88 minute I need to work on this so if you
19:14.88 have something that's truly important
19:16.36 one of the things I like to do is I
19:17.96 would set a due date like that and I
19:20.24 would say remind me daily so now on a
19:23.56 daily basis I will get a reminder from
19:25.92 part inrix to work on this particular
19:27.76 task this is so crucial because the due
19:31.44 date itself is not sufficient the
19:33.48 reminders is what will ensure that we
19:36.08 actually work on the right things so if
19:37.88 you walk away from promatrix today and
19:40.08 you use only you know a few features
19:42.56 these are the two things that I want you
19:44.04 to set on every single one of your tasks
19:46.12 so when you create a task set that due
19:47.92 dates and set those reminders especially
19:50.16 for anything that's
19:51.68 important and as you can see I actually
19:53.88 typed the reminders here in the chat in
19:56.04 PR Matrix um there's a little green text
19:58.36 that pops up again we use natural
20:0.12 language to actually set that due date
20:1.60 for you so as an example when I follow
20:4.16 up with customers for example I always
20:6.52 do something like do in one month and
20:8.48 then I would say remind me monthly and
20:10.48 then if I happen to miss it and you know
20:13.28 the due date passes perto Matrix would
20:15.28 send me those reminders and I realized
20:17.32 wait a minute I didn't get this done let
20:19.44 me open up the task I can change a due
20:21.28 date as needed or I actually Market as
20:23.12 done so I highly highly recommend that
20:25.48 and again make sure you use that
20:27.16 feature now below that you have the chat
20:29.52 section you saw how I to use this place
20:31.48 to actually type in comments but in a
20:33.52 team environment the chat section is
20:35.20 very useful because now you can actually
20:36.60 communicate with each other so you might
20:38.28 have multiple team members chiming on
20:40.00 the the same thing and saying you know
20:42.68 you know hey what's the status of this
20:44.16 and then someone else might respond with
20:46.08 information around it it also serves as
20:48.80 a history a record of all the changes
20:51.00 you have in PR Matrix for this
20:53.64 particular task and then you have the
20:55.40 note section where you can ask subtasks
20:57.12 you can ask bullets and basic
20:58.84 information it is not intended to be
21:1.00 rich text if you want Rich text that's
21:2.64 what your Microsoft Word or that's what
21:4.16 your Google Docs are for and then
21:6.08 finally you have the resources section
21:7.68 which is where you can attach files
21:9.60 documents links images emails to any
21:12.64 particular task and that's all part of
21:14.96 organization so you know one of the
21:17.76 things I I have so I have in my uh real
21:20.56 work account I have something like 300
21:22.72 plus projects and more than 10,000 tasks
21:25.40 and if you think about that that sounds
21:27.28 probably overwhelming to you but the
21:29.40 nice thing about prodct Matrix is
21:30.72 actually I don't feel overwhelmed
21:32.32 because it's so organized and part of
21:34.96 that organization is actually having all
21:36.76 my emails related to one task be
21:39.12 together in one central place right so
21:41.36 the the challenge all of us face is we
21:43.40 have so many different data sources
21:45.32 again you know your manager might be
21:46.88 sending you an email you might talk to a
21:49.00 cooworker you know in the hallway and
21:51.32 come up with a task and now you have all
21:53.40 these places and you're you're trying to
21:55.08 keep track and and juggle all of these
21:56.92 things at the same time so patrix in the
21:59.36 resources section allow me to pull a lot
22:1.88 of those things together to one central
22:3.48 place I might have emails presentations
22:6.60 PowerPoints all related to a customer in
22:9.44 one central place and now I don't have
22:11.28 to worry about hunting for it when I
22:12.84 need to look at that
22:14.16 information and I will show you how to
22:16.24 prioritize email shortly so that's in
22:19.60 essence is what a task is and as you can
22:21.64 see I don't have to set much information
22:24.36 again I want you I want you to remember
22:27.48 when you create task set that due dates
22:29.80 and it'll be so easy for you to follow
22:31.76 up on it now I created that task in
22:33.92 quadrant four here but let's just say
22:36.00 this is something that's truly important
22:37.40 urgent I just drag and drop it and now I
22:39.64 can put it in a different quadrant and
22:41.04 as you can see it is very visual so when
22:43.64 I start my day and I look at this
22:45.52 particular project I can see okay let me
22:47.60 look at the quadrant one first right
22:49.28 what are the things I have to work on
22:50.56 and then afterwards the quadrant two and
22:52.84 then essentially organize all of this
22:55.44 information into these quadrants and
22:57.48 here's the Beauty in a team environment
23:0.20 let's just say if I switch to another
23:1.52 project here in a team environment where
23:3.08 I might have multiple co-workers working
23:5.12 together with
23:6.36 me when we all go to this project we can
23:9.40 all be on the same page and the idea is
23:12.72 that when when I asked you earlier to
23:15.80 you know use the do the exercise of
23:17.72 taking a piece of paper write down the
23:19.72 tasks that you have and then walk around
23:21.44 the office and compare notes well this
23:24.48 is it this is the digital version of
23:26.92 that so when you have have the team
23:28.88 priority project your manager can go in
23:31.44 here and see okay what are all the
23:33.56 priorities that we have what's who's
23:35.28 assigned to what um what when are they
23:37.48 do when do we have reminders and then if
23:39.60 you're a manager and you have your
23:40.96 direct reports you go to this project
23:42.88 and you say hey who is working on what
23:45.60 what are they working on what projects
23:47.52 behind what are the reminders that's in
23:49.52 place are we actually going to get this
23:51.04 done and that's what this is all about
23:54.60 it's one central place where you can be
23:56.96 synced
23:58.56 asynchronously you don't have to have a
24:0.40 meeting to actually be a line and not
24:3.16 only that it is so visual because you
24:5.84 know the problem with the list is you
24:8.00 look at that list and you completely
24:9.48 overwhelm you don't know what's
24:11.00 important it doesn't stand out it's not
24:12.72 very visual so with the Matrix system it
24:15.48 is so easy to spot the fires to do now
24:18.16 and again if you see that something
24:20.12 should belong in the quadrant one but is
24:22.16 not then you can just drag and drop it
24:24.36 and then you see something that's in
24:25.48 quadrant one but shouldn't be you can
24:27.36 move it to to somewhere else and then
24:29.16 your team members might disagree but
24:31.48 that's when you have those meetings
24:33.56 that's when you have those conversations
24:35.12 inside part Matrix and outside of patrix
24:37.40 so then you can get to that alignment so
24:40.48 I mean this is basic management stuff
24:42.64 but it is
24:43.76 so crazy that you know the vast majority
24:46.88 of our organizations do not leverage
24:50.04 some something like this just to have
24:52.60 alignments if you use per Matrix and and
24:55.44 you um create a team priority project
24:58.28 start putting down the information start
24:59.96 assigning the task to beo and when you
25:2.04 have your meeting project it on the big
25:4.36 screen and you will see how much more
25:6.64 quickly you'll come to alignment so I
25:8.48 want I do want to encourage you to do
25:10.24 that because I've seen amazing successes
25:12.52 from our customers just by projecting
25:15.04 party Matrix onto the big screen and
25:16.84 discussing discussing the thing that are
25:19.20 actually important to your
25:21.00 work now as you can see when I selected
25:24.00 this project and I don't have a
25:25.28 particular task selected the right hand
25:27.28 side shows me what's called the project
25:28.84 details so of course the project might
25:31.08 have a project name but one of the
25:33.04 things about PR Matrix is that you can
25:34.72 actually customize the project itself so
25:37.00 what that means is I can actually can
25:38.40 decide which team member should be in
25:40.72 this project right I can click on this
25:42.20 plus I can invite additional team
25:44.04 members as needed so maybe my team you
25:46.40 know one project might have three people
25:48.36 one project might have five one project
25:50.44 might have 10 and one project might just
25:52.28 be for myself Pro Matrix gives you that
25:54.60 infinite
25:55.84 flexibility and then below that you
25:57.80 actually have the quadrant so earlier
25:59.28 you saw how I have do now but in this
26:1.48 particular case I can actually change
26:3.12 the name of the quadrant too so
26:5.16 sometimes some organization prefer to
26:7.00 use P0 for high priority P1 P2 P3 right
26:11.20 or some other organization might
26:12.68 actually not have quadrant 3 uh as
26:16.16 delegate and instead you call it files
26:17.88 and resources so let me give you an
26:19.76 example let's just say if I want to
26:22.32 create a project for tracking a
26:24.76 particular client and I'm an
26:26.08 architecture company well what I can do
26:28.64 is I can create a project inut Matrix
26:30.92 and now I call it architecture project
26:32.56 for client a and instead of actually
26:35.00 having do now do later the Eisenhower
26:37.12 Matrix I customize this to cons to say
26:40.04 high priority task plan task uh
26:42.56 information and resources and required
26:44.56 attention and so priority Matrix gives
26:46.84 you this infinite flexibility in terms
26:49.16 of customization specific to your needs
26:52.08 for every single project and then
26:54.80 afterwards you can actually click on
26:56.40 this and change the color I like the
26:58.52 color coding just for organizational
27:1.68 purposes so for example maybe external
27:4.40 projects might have one color or
27:6.52 engineering project you might have
27:7.76 another color or personal project you
27:9.52 might have another color and the whole
27:11.44 idea is that if you have a lot of
27:12.96 projects you want it to be Visual and so
27:14.84 that's what the color coding is for now
27:16.84 here's the cool part let's just say as
27:19.52 you use P Matrix you start creating all
27:21.36 these different projects with different
27:22.68 quadrant names right per Matrix let you
27:25.04 save that as a template so then when you
27:27.12 launch new projects you can actually use
27:28.92 that template instead of the Eisenhower
27:30.44 Matrix so if you click on this top right
27:32.36 here you can say save project as
27:34.24 template and now we save that um that
27:37.48 information so when you launch a new
27:38.96 project choose from one of those the
27:41.20 next amazing thing about this is that if
27:43.20 you have task inside those projects you
27:45.44 can actually save those tasks as part of
27:47.00 your template too let me give you an
27:48.72 example let's just say if you're an HR
27:51.96 and you want to do employee onboarding
27:53.88 using per Matrix you can create a
27:56.16 project one time in Matrix with all the
27:58.56 tasks that your new employees will have
28:0.40 to do such as training documents or
28:2.84 whatever save as a template and now the
28:5.28 next time you have a new employee
28:7.04 instead of creating all those tasks over
28:9.04 and over again you actually just launch
28:11.20 a prodct matrix project and everything's
28:13.08 created for you all the due dates get
28:14.72 propagated for you from the start date
28:18.52 so that's an advanced use case of pro
28:20.32 Matrix but I want to bring that up
28:22.64 because sometimes it's extremely
28:25.12 valuable and it saves you so much time
28:26.76 from having to recreate work and our
28:28.76 whole goal by the way is to help you
28:30.48 become more effective and more efficient
28:32.00 so duplicating things over and over
28:33.96 again does not sound efficient to me so
28:36.24 as you can see I have a project here I
28:38.24 have various different type of projects
28:40.08 um let me show you how to create a
28:41.44 project so creating a project is pretty
28:43.24 straightforward on the left hand side
28:45.32 here is my menu right and so um this is
28:49.08 where I can access other information and
28:51.52 Views and PR matrics out outside of
28:53.84 these quadrant view one of that is
28:55.88 actually plus project here here which
28:57.80 allows me to create a project when I
28:59.60 click on that I have a couple of options
29:1.12 to create project I can always chuse a
29:3.04 blank project a blank project uses the
29:5.44 eyes on how Matrix as the default so for
29:7.72 example when you start using per Matrix
29:10.28 for the very first time after this call
29:12.00 you would go in here and create a
29:13.28 project and call it my personal priority
29:15.88 right so you could do something like
29:17.92 that okay so that's what I would
29:19.96 recommend that you do and then
29:21.60 afterwards you can leave it as a
29:23.28 template and you can choose a color and
29:24.76 you click add project and that's pretty
29:26.36 much it that's how you create a project
29:27.76 the basic project in for Matrix but at
29:30.20 the same time I can actually choose from
29:32.76 what's called public templates so
29:35.04 because the quadrants are customizable
29:36.80 and because there's so many different
29:37.80 ways to use the quadrants party Matrix
29:39.68 gives you a ton of different ways to use
29:43.40 pry Matrix templates with you know
29:45.44 various customized names and so forth
29:47.88 some best practice that we've seen have
29:50.04 you if you've gone or seen any business
29:52.64 school related um uh methodology you've
29:56.92 seen so many four quadrants that they
29:59.32 use right everything from uh squat
30:1.64 analysis for strategic management and so
30:4.20 forth so we actually have those
30:6.08 templates for you as well so what's nice
30:8.08 about that is now you can learn and get
30:10.12 Best Practices that's been around for a
30:12.48 long time so that's in public templates
30:14.48 and if this is a small list of our
30:15.96 public templates we actually have
30:17.76 hundreds of project templates um I think
30:20.52 maybe even a thousand of different types
30:22.32 of templates and guides on how to use
30:24.72 them the other thing you can do is you
30:26.80 can actually Cho from your existing
30:28.28 templates as I mentioned earlier if you
30:30.52 have recurring projects you can actually
30:32.36 choose one of those or sometimes you
30:34.60 have your own naming convention so again
30:37.12 for me personally I like the using the
30:39.24 fires in in the quadrant one just to
30:41.72 help you understand hey this is where I
30:43.36 need to focus on my time and what
30:45.44 happens is that fire quadrant should be
30:47.36 empty so instead of actually having
30:49.64 Quadrant One be always full I want that
30:52.32 to be empty because that means I'm not
30:54.28 firefighting I'm actually planning my
30:56.44 day accordingly so again these are best
30:58.96 practices that you'll gain over time as
31:1.04 use party Matrix you don't have to worry
31:2.92 about that at this moment and then
31:5.44 lastly you have the option to create a
31:7.04 project using AI so what happens with
31:9.28 part Matrix is that we are
31:11.24 leveraging AI to help you meet your
31:13.36 goals so imagine if you go in here and
31:15.84 you say you know what one of my goals
31:17.44 this year is to be promoted to senior
31:19.92 project manager right you type that here
31:22.20 get promoted to senior project
31:26.16 manager and then you click create and
31:28.96 part Matrix will actually go and build
31:31.40 out a series of action items that we
31:33.44 think might be helpful to help you
31:35.28 achieve that goal your goal might be
31:37.48 improve my operational efficiency my
31:39.68 goal might be to go and acquire more
31:42.52 customers or improve my marketing or
31:44.48 improve my website these are all the
31:46.48 things that you can do and type in here
31:47.96 and our system will try its best to
31:50.08 actually give you some guidelines and
31:51.40 from there you can pick and choose what
31:53.08 tasks is actually important so that's
31:54.80 how you create projects in party Matrix
31:57.28 so now I'm going to go back to this view
31:58.72 here um and as you can see I have my
32:0.72 list of projects now earlier we talked
32:2.96 about due dates and reminders and I said
32:5.32 how party Matrix will send you reminders
32:7.56 well what happens is when you start
32:9.16 party Matrix you start in What's called
32:11.16 the home view so instead of actually
32:13.28 opening in projects the home view gives
32:15.40 you an overview of everything that
32:18.00 requires your
32:19.32 attention and this is what's called
32:21.20 alert so as you can see I have 53 alerts
32:23.36 here so what that means is these are
32:24.96 tasks that required my attention right
32:26.88 and so for example I have an item that's
32:28.76 due I have an item that's overdue I have
32:31.08 a reminder that's uh come up or someone
32:33.72 assign me a task Etc so on a daily basis
32:36.84 I do get a lot of alerts I get dozens of
32:38.92 alerts actually sometimes hundreds of
32:40.48 alerts and so it it does get um
32:43.44 overwhelming but what happens is here I
32:45.76 can go to this button and clear
32:47.08 notifications or clear notifications for
32:49.16 finish items Etc just to have a clean
32:51.32 slate so when my day is done I can go in
32:54.24 here and clear out everything that's
32:56.04 needed but when you have those reminders
33:0.12 for important tasks that's when they pop
33:3.16 up over and over again and so when you
33:5.44 have something that again let's just say
33:7.20 you know a very very important email you
33:9.00 need to respond to you said do in one
33:12.16 month so think about how you would
33:14.32 handle that today for a second okay you
33:16.84 get a very important email you cannot
33:18.60 respond to it at this moment but it's
33:20.32 due in one month how would you do it
33:23.72 well with patrix you can actually take
33:25.88 that email convert into a task set the
33:28.00 due date for one month okay now that's
33:30.28 great in one month you get a reminder or
33:32.32 you get a notification that says hey
33:33.76 this item is due but then for some
33:36.32 reason you forget about it because you
33:38.36 know you have a lot of things going on
33:40.76 imagine if you just use your email
33:43.40 software right now and you set that
33:45.48 reminders I'm sorry you set that due
33:47.44 date and then the month passes and you
33:49.32 didn't get around to it it will be
33:51.00 completely lost so now you suddenly have
33:52.68 an important email that was never
33:54.48 responded to and you've probably seen
33:56.48 this so many times before someone would
33:58.32 respond to you and said oh man I totally
34:0.00 forgot um I it got lost in my inbox
34:2.52 right that happens over and over again
34:4.28 well promatrix will take away that
34:5.80 excuse because you can actually go set
34:8.92 that due date and then set that
34:10.36 recurring reminder so now on a daily
34:12.44 basis or weekly basis it will keep on
34:14.80 popping up here in the alerts view so
34:17.04 for me I again as I mentioned I have
34:20.24 emails that sometimes I want to follow
34:21.88 up in a year I would set a due dates in
34:24.28 a year and then I would set yearly
34:26.36 reminder
34:27.44 or I can you know remind set reminders
34:29.40 in 11 months or something like that so
34:31.64 that just uh helps me get to that email
34:34.96 and respond to it okay so I do recommend
34:38.20 clearing these uh notifications once in
34:39.92 a while if you feel overwhelmed you have
34:41.48 a lot of things going on but this is
34:43.40 where you start your day and then from
34:44.92 there you can jump to any particular
34:47.72 project uh the other thing you can do in
34:50.04 per Matrix is actually you can look at
34:51.88 all the other dimensions as well so for
34:53.72 example you can click on agenda what
34:55.60 agenda does is it tells you what you
34:57.04 should work on today and what are the
34:58.44 things that are overdue so all those
35:0.44 tasks that I mentioned where you've
35:1.84 created you know your your due dates and
35:3.88 so forth it will show up here and now it
35:6.56 you know it's a Time Centric way for you
35:8.92 to see what it is you need to work on
35:10.76 and then you can also go to my items and
35:13.12 my items are essentially all the tasks
35:14.96 that you have across all of your
35:17.40 projects it is very very useful because
35:20.40 as I mentioned for me I have several
35:22.32 hundred projects and so therefore you
35:24.48 know I don't want to click through every
35:25.76 project just to see my t task and I'll
35:27.88 probably see other people's task too so
35:29.80 when I go to my items I can see the
35:31.60 things that I have to do again the star
35:33.60 items are very easy for me to spot and
35:35.72 then not only that I can actually filter
35:38.16 by items that I own or items that I
35:40.72 follow that I care about um and I can
35:43.88 actually print out this list I can
35:45.72 actually select these um items in groups
35:48.96 or I can add items directly from here so
35:51.56 one of the goals that we have with per
35:53.32 Matrix is always make it easy for you to
35:55.76 create task no matter where you are
35:58.24 right so let me give you an example
36:0.20 let's just say let's talk about emails
36:2.72 let's just say you get an email that
36:4.52 comes in and now I open Outlook so this
36:7.60 is not party Matrix I've Outlook open
36:9.96 and this is outlook for web but you
36:11.40 could be on the outlook for desktop it
36:13.36 doesn't really matter and you have an
36:14.84 email right maybe again it's an email to
36:17.12 request for a quote or something like
36:18.56 that well part Matrix is fully
36:20.92 integrated into the Microsoft ecosystem
36:22.88 so you just have to install our
36:24.20 application if you go to this apps here
36:27.08 you can click on that let me reload
36:32.48 here you can click on apps and then what
36:35.44 happens is that um you can click on apps
36:38.28 and then you can choose prod Matrix and
36:40.40 we have an app called Turn emails into
36:42.40 task the way you add the P Matrix app
36:44.76 for Outlook is to click on add apps and
36:47.04 search for p Matrix but I can click on
36:49.56 turn emails into task if I click on that
36:52.16 two options comes up the first is
36:54.12 prioritize email and the second to open
36:56.28 pration Matrix so I'll go ahead and
36:57.52 choose prioritize email a party Matrix
37:0.64 panel opens up on the right hand side
37:2.80 and what this allows me to do is turn
37:4.88 any email into a task directly from
37:7.84 Outlook and as you can see I can click
37:9.92 capture email the subject will become
37:12.16 the task name I can choose what project
37:14.00 it goes in I can choose what quadrant it
37:15.72 goes in I could assign this email to
37:18.16 another person and I can set a due dates
37:21.08 so imagine this for a second you know
37:23.32 you're a manager you get an email from
37:25.16 your executive or something like that or
37:27.08 an external person and that email
37:29.44 requires you to bring in multiple team
37:31.48 members and get them involved and then
37:33.32 you also can't respond to the right now
37:35.20 you need to set a due date for a week
37:36.52 from now that can all happen inside our
37:40.56 Outlook Integrations because I can go
37:42.80 and create that task organize into the
37:44.64 appropriate project right assign it to
37:46.80 the appropriate person set the
37:48.40 appropriate time and click capture email
37:51.28 and so primatrix actually will C uh will
37:54.24 automatically uh tie together threat
37:57.16 so if you have a thread from that same
37:59.60 email you know multiple people
38:0.96 responding to it and it's a continuation
38:3.92 then what happens is instead of actually
38:5.68 clicking capture email you can actually
38:7.92 click on this click on this option again
38:10.64 and choose open p Matrix if you have a
38:12.96 big enough screen you can actually pin
38:14.64 pmatrix open instead of actually um
38:18.44 instead of actually opening this every
38:19.68 single time and so you know some some
38:21.68 people have a really small screen and
38:23.60 therefore you don't want this because
38:24.80 it'll take up a lot of Real Estate but
38:26.84 if you have a really wide screen pin it
38:29.12 and every time you open an email if the
38:31.28 email has not been prioritized yet
38:33.00 you'll get the option to capture the
38:34.68 email and if the email's already been
38:36.64 prioritized you have the option to open
38:38.84 the item instead and as you can see when
38:41.24 I click open items it actually opens up
38:43.08 my PR Matrix and I can actually jump to
38:45.36 PR Matrix um task and get all the
38:47.84 details I need around this particular
38:50.72 email the other thing that happens is
38:53.12 that I can actually also attach the
38:55.72 email to an exist existing task so let
38:57.80 me give you an example let's just say if
38:59.72 you have a client that sends you an
39:2.20 email now you've converted that into a
39:3.80 task now a week later that client sends
39:6.32 you another email right but it's a
39:8.76 followup um and it's in a totally
39:11.36 different thread instead of actually
39:13.16 creating a whole new item from that
39:14.88 email you can actually attach the email
39:16.88 to an existing task you can see that I
39:19.12 can actually hover over the any task and
39:21.68 choose the option to attach now I can
39:23.76 keep all this information organized into
39:25.72 one central place
39:27.04 the way it works in PR Matrix is
39:28.60 actually creates what's called an EML
39:30.08 file an email file and it stores in the
39:32.36 system and now your co-workers can open
39:34.32 that email file and respond to it as
39:36.72 needed okay so that's how email
39:39.00 management works and for me personally
39:41.44 prioritizing emails is so so critical
39:44.08 because you know I just get a lot of
39:45.60 emails and and I just can't flag them
39:48.08 all you know if I flag them all I just
39:49.96 have too many flag emails I I do flag
39:51.80 them but I have hundreds of flag emails
39:53.84 and so it's very difficult um the other
39:55.80 thing I can also do with pry Matrix is
39:57.68 actually I can forward any emails into
40:0.72 pry Matrix as well uh so if you don't
40:3.04 use Outlook and use Gmail guess what we
40:5.52 actually have Integrations for that too
40:7.48 so we have prod Matrix for Gmail but at
40:9.48 the same time I can actually add the
40:11.80 prod Matrix inbox address to my email so
40:15.24 then I can actually forward any email
40:17.28 that I get or I can actually create a
40:18.88 task via email um let me give you an
40:20.80 example you know on my phone when I'm
40:23.00 out and about and I get an email I use
40:25.92 apple
40:27.04 and therefore I don't have the Outlook
40:28.84 Integrations on my phone so if I get an
40:31.04 email that's important I literally click
40:33.28 forward I put inbox and then it actually
40:36.68 sends it to my inbox address and I would
40:39.08 say in the body do tomorrow remind me
40:42.08 daily and now I will get a reminder
40:45.16 tomorrow to look at this email uh and
40:48.12 when I go back to my my office when I
40:49.88 look at my computer again and then I'll
40:51.96 get a constant reminders on it it is so
40:54.20 so useful and let me show you how to get
40:56.52 that inbox address if you go back to pry
40:58.44 Matrix you can go to this inbox here and
41:1.44 then you can actually click on secret
41:2.96 inbox and get a special email address
41:5.68 just for you that if it's sent to that
41:8.36 address it will come up and create a
41:10.04 task here inside your inbox now what is
41:13.08 the inbox inbox essentially you can
41:14.72 think of tasks that don't belong in any
41:16.92 specific projects this is the one time
41:19.40 you're allowed to create a task and you
41:21.04 don't have to prioritize the quadrants
41:22.56 because there are no quadrants
41:23.84 associated with it so what do I use the
41:27.12 inbox for I use it to track tasks that
41:29.80 you know don't need to be organized I
41:31.44 mean let's just say you know it doesn't
41:33.40 belong any any specific project so
41:35.40 therefore you know I don't have to
41:36.60 create a project just to track a task
41:38.92 and sometimes um I get an email about
41:42.12 you know some promotion or something
41:44.08 like that then I just for into party
41:45.84 Matrix and it goes here I can still
41:47.84 assign this to other people um directly
41:50.40 from the Inbox and it'll show up in
41:51.92 their inbox so it's just a nice way to
41:54.28 organize information that don't need to
41:56.44 be organized for lack of better words
41:58.28 the other thing you can also do is you
42:0.12 can use our Chrome extension or Edge
42:2.28 extension to create task from any
42:4.76 website that you're browsing and again
42:6.52 you can send that into your inbox and
42:8.56 once it is your inbox you can actually
42:10.16 move it to a project using this top menu
42:13.00 right here okay let's recap for a second
42:17.88 one you have your list of projects and
42:21.36 if you're using p Matrix for the very
42:23.04 first time I recommend you create a
42:25.12 personal priority a team priority goals
42:28.12 for 2024
42:30.44 right um and then also if you have a
42:33.00 particular initiative that you need to
42:34.28 work on I would recommend that as well
42:36.64 two within every single project you
42:39.68 should have the proper quadrant names
42:41.76 that aligns with with how you think and
42:44.36 if you don't want to customize that use
42:46.44 the Eisenhower matrix it's proven to be
42:48.44 extremely effective three for your team
42:51.80 projects make sure you invite the
42:53.16 appropriate people when you create a
42:55.56 task make make sure you set due dates
42:57.36 make sure you set reminders right that's
42:59.48 that's the number one thing if you even
43:1.52 if you don't use prod Matrix with the
43:2.96 team set those due dates set those
43:4.80 reminders one of the things that I like
43:7.40 to do for example you know speaking of
43:9.64 goals for 2024 you see here when I have
43:12.24 this project
43:13.28 open um I'll show you I can click on the
43:16.16 project details here instead of actually
43:18.72 again having do now do later I change it
43:20.84 to long-term goals short-term goals um
43:23.40 and then when I create a task as a goal
43:26.20 I would set recurring reminders without
43:28.52 a due dates so what this does is it
43:31.68 helps me remember this particular goal
43:34.32 that I set for this year that's one of
43:37.24 the reasons why we never fulfill our
43:39.28 goals we would have all these ambitious
43:41.08 goals in 2024 and then after January's
43:44.04 over never get back to it right but for
43:46.80 with patrix and with my particular setup
43:49.32 here I don't have to worry about it
43:50.80 because on a monthly basis I'll get that
43:53.00 ping from part Matrix in the alert
43:55.20 section that says Hey by by the way you
43:56.52 should read this book new business book
43:58.44 monthly that goal that you have for 2024
44:0.96 and that's what the recurring miners is
44:2.76 is all about so you saw how I set that
44:5.48 up I create that task I said remind me
44:7.76 monthly so I recommend that you do the
44:9.44 same if you have any goals for 2024 set
44:13.00 the system up set those recurring
44:14.72 reminders I think you'll find that
44:16.56 useful now there's a couple of other
44:18.64 things that um that promatrix does
44:20.76 really well is what I call people
44:22.96 Centric so if you click on the
44:24.72 one-on-one view here one things you can
44:26.80 do is you can actually flip the entire
44:28.76 party Matrix around and instead of
44:30.32 thinking from a project standpoint you
44:31.84 think from a people standpoint so if I
44:33.72 go to one-on-one I can select any
44:35.76 co-workers I work with and see all the
44:37.92 tasks I have in common with them it is
44:40.64 amazing if you have if you are a manager
44:43.24 and you have multiple direct reports
44:45.04 right instead of actually having to
44:46.20 click through all your project and see
44:47.60 what people are working on you go to the
44:49.44 one-on-one select each of direct reports
44:51.52 and see all the tasks each of them have
44:53.44 and then not only that you can actually
44:54.88 add share task Direct ly from here and
44:57.16 when you do it automatically assigns it
44:58.92 to them automatically invite you as
45:0.36 followers and you can choose what
45:2.08 project it goes in you can set the due
45:3.56 dates and all of that directly from this
45:6.12 view so I like this a lot especially if
45:9.64 you have a lot of projects that's that's
45:11.92 piling up or if you have a lot of
45:14.72 co-workers that you share tasks with um
45:17.68 across multiple projects because it
45:19.40 Aggregates it into one central place and
45:21.44 this people Centric view is one of the
45:23.12 most unique aspect of prrix um when it
45:25.60 comes to
45:26.96 management so you can see here this is
45:29.80 the web app you access this web app by
45:31.84 going to affluence.com PM or go to protm
45:34.92 matrix.com and so if you haven't
45:37.24 installed prod Matrix yet definitely
45:39.00 should do that also if you use the
45:41.04 desktop app you can also down sign up
45:42.88 for patrix and get the desktop app so um
45:46.56 that allows you to actually run patrix
45:48.20 on your Mac as well as Windows without
45:50.08 having to go to any website if you do
45:52.24 use Microsoft teams then I highly
45:54.04 recommend that you install prod Matrix
45:55.52 for team teams so simply click on apps
45:57.96 here and install PR Matrix for teams
46:0.32 right here we're one of the most popular
46:1.84 apps on teams fully integrated into the
46:4.16 teams ecosystem um as you can see once
46:6.68 you use run P Matrix you can pin it on
46:8.80 the left hand side here so then you can
46:10.80 access all of P matric without going to
46:12.60 the web app the other thing you can do
46:15.48 is you can actually integrate prot
46:16.92 Matrix into um your chat with co-workers
46:20.36 as well so for example let's just say if
46:22.76 you're you're talking to a coworker here
46:25.00 you can actually click on any
46:27.00 conversation that you have and create a
46:29.16 task directly from any team's
46:31.04 conversation and then not only that you
46:33.00 can actually open up um you can actually
46:35.08 install the one-on-one view here and
46:37.52 that allows you to see the tasks you
46:39.04 have in common with each of your
46:40.20 coworker directly from inside teams so
46:42.80 what that means is let's say you have
46:44.52 five or six people that you work with
46:46.00 all the time you simply click on this
46:48.20 plus icon choose prod Matrix choose
46:50.76 one-on-one View and that allows you to
46:52.60 install the one-on-one with each of your
46:54.40 person each of your coworker in side
46:56.04 teams again all of this is intended to
46:59.16 make it easier for you to find the
47:1.04 information that you need to decide what
47:2.92 you work on okay um and then not only
47:6.44 that there's a chat bot that you can
47:8.36 actually set up um by going down here
47:11.80 and adding PR Matrix what that does is
47:14.04 it creates a chat bot that actually
47:15.40 sends you all those notifications I
47:16.96 mentioned to you so again those due
47:18.92 dates those reminders right sometimes
47:21.40 you might forget to open per Matrix to
47:23.08 look at your alert section so the chat
47:25.00 bot here Will send you those
47:26.28 notifications as D did you don't have to
47:28.44 use Microsoft
47:29.76 teams which P of Matrix but if you do
47:32.12 have Microsoft teams I'd strongly
47:33.52 recommend it okay with that I think I've
47:37.12 talked enough about prod Matrix and I
47:38.60 think I've given you enough insights on
47:40.44 how to get started today let's go back
47:42.36 to the presentation real
47:47.88 quick it's now up to you um again if you
47:51.00 use teams and Outlook install our
47:52.76 applications they'll help you prioritize
47:54.24 those emails make sure you create those
47:56.20 three three projects that I mentioned
47:57.88 and so hopefully you know right after
47:59.64 this webinar you realize okay you know
48:1.48 what I need to actually help me
48:3.44 understand what are the things I need to
48:5.04 work on what are the things um that I
48:7.64 want to share with my co-workers and so
48:9.84 you create those three projects the
48:11.24 personal priorities the share team
48:12.60 priorities and your key initiative and
48:14.84 then invite the appropriate team members
48:16.56 and Pitch them to them why it's
48:17.84 important to focus on high impact tasks
48:20.00 as I mentioned earlier think about what
48:22.28 happens if you don't prioritize if you
48:25.04 leave it a stat is quol what and then
48:26.96 the second thing is why were you here
48:29.04 today um why did you sign up for this
48:30.80 webinar why did you sign up for patrix
48:33.20 why do you want to look for a better way
48:34.60 to prioritize right because typically
48:36.96 all of us struggle with prioritization
48:39.60 and struggling with just keeping all
48:41.40 this organized um a lot of people come
48:43.48 to prod Matrix when they first get
48:44.92 promoted because they realize wait a
48:46.48 minute I'm in a whole new world and I
48:48.40 need to understand what it is I need to
48:49.72 work on or people come to proom Matrix
48:52.32 when they want a promotion in order to
48:54.08 track all the things that they have to
48:55.72 do in order to ensure that they're
48:57.96 actually working on the right things so
48:59.72 keep that in mind too and so if you're
49:1.36 you have those specific goals remember
49:3.44 to use our ai go generator um and then
49:6.24 when you create patrix items make sure
49:8.08 you set those due dates and make sure
49:9.68 you set those reminders I can't
49:11.28 emphasize that's enough and if you do
49:13.24 that and you come back and you check in
49:14.84 patrix every few weeks or um I'm sorry
49:18.20 every every few days or even if you
49:20.40 forget you know it'll send you these
49:21.88 reminders every few weeks get those
49:24.32 things done mark them as done if you
49:25.84 don't get them done and then lastly
49:28.24 ruthlessly prioritize if you don't
49:30.44 prioritize your time someone else will
49:32.36 and again the worst thing you can do is
49:34.64 spend all your effort working on
49:36.24 something that doesn't matter right so
49:38.40 make sure you don't do
49:41.04 that some advice um I generally
49:43.88 recommend using part Matrix to track
49:45.64 high impact tasks if you're relatively
49:47.92 new to the system at the end of the day
49:50.52 party Matrix is capable of handling
49:52.44 everything as I mentioned to you I have
49:54.12 hundreds of projects tens T of thousands
49:56.08 of tasks P Matrix is able to keep all of
49:58.32 that organized for me I have a project
50:0.00 for everything that I need to do it is
50:2.32 so powerful because it helps me stay
50:4.40 organized but if you're new to P Matrix
50:7.84 you want to get started with the high
50:9.12 impact task first right again the things
50:11.20 that truly are important the things that
50:12.80 matter use P Matrix as a communication
50:15.52 tool with your manager and team members
50:17.68 it's actually really interesting because
50:20.36 one of the things I think most is most
50:22.12 valuable about using p Matrix in in
50:24.52 general is to project it on that screen
50:26.92 like I mentioned to you so that everyone
50:28.88 can be on the same page if you have a
50:31.04 way to share that with everybody it just
50:33.64 helps create alignment so quickly and so
50:36.16 that's what that's why I call it a
50:37.92 communication tool it ways to
50:39.36 communicate your priorities and then
50:41.60 make sure you use Pro Matrix to manage
50:43.00 your personal goals um there's no doubt
50:44.88 about it that you know the the your
50:47.36 success as an individual is the most
50:49.28 important part right if you're
50:50.92 successful everything else will fall
50:52.36 into
50:53.48 place so what success what part Matrix
50:56.12 should look like you have one Central
50:57.60 place to track all your priorities
50:59.60 everyone on the team understands and are
51:1.32 aligned on key task and if you're not
51:3.24 align that's good because then you can
51:6.00 have a conversation about it if you have
51:8.04 repetitive procedures you create those
51:10.20 templates that I mentioned and also
51:11.64 check out that templates webinar if you
51:13.52 really have a lot of templates and you
51:14.76 want to learn how to do it and then if
51:16.64 you have important emails make sure you
51:18.16 prioritize them and if you really have a
51:20.12 lot of emails that you need to
51:21.08 prioritize check out the email
51:22.40 management master class and with that I
51:24.84 conclude my presentation and demo
51:26.44 hopefully this was helpful I'll take a
51:28.16 look at the chat if there's any
51:29.40 questions um I'd be happy to answer it
51:31.80 and then if there aren't then um also
51:34.40 feel free to reach out to me at any
51:35.92 point in time you have additional
51:38.32 questions um so uh question is p Matrix
51:41.64 automatically part of Microsoft teams
51:43.48 you do have to add prot Matrix to
51:45.60 Microsoft teams so we are Microsoft 36
51:49.40 M365 security certified solution so when
51:52.12 you open Microsoft teams let me see if I
51:54.20 can show you here
51:56.84 um when you open Party Matrix here for
51:59.96 example you click on add apps and you
52:1.64 search for party
52:3.60 Matrix then that's where you have to add
52:5.68 it right here and you see how we have a
52:7.12 little security icon here so one one of
52:9.32 very few apps for that but when you add
52:11.40 that uh there's usually a lot of
52:13.92 organizations have party Matrix already
52:15.64 you can install it and sign in but
52:18.00 sometimes they ask you to request it
52:19.96 approval in which case they'll send it a
52:22.00 message but you should typically reach
52:23.72 out to your it and re re to be added
52:26.00 because it can actually go and approve
52:28.32 Pro Matrix for a specific subset of
52:30.08 users including you or across the whole
52:32.92 organization so you do have to install
52:34.96 this separately so it doesn't come
52:36.88 pre-installed once you do have it
52:38.68 install then make sure that you uh pin
52:41.00 it on the leftand
52:45.04 side uh second question is when you
52:47.28 prioritize a task it's linked to a
52:49.32 current project um is it possible to
52:52.04 prioritize how important the various
52:53.48 projects are from a strategic standpoint
52:55.52 that's a great question so one of the
52:56.64 things that I like to do is I actually
52:59.04 also star my projects so here let's just
53:2.04 say when I select the project now I have
53:3.96 the project details here there's a
53:5.60 little icon here to Star so when I star
53:9.00 something to me it represents the the
53:11.24 projects that are active so we actually
53:13.24 have something called a starred item
53:14.76 report so on a daily um weekly basis you
53:17.96 get an email that says hey these are the
53:20.40 updates on all of your star projects or
53:23.16 Star task so that's what I Ed to
53:26.16 starring for and as you can see when I
53:28.44 start those projects they pop up to the
53:30.20 top of my list here so you can imagine
53:32.24 in my main my real account you know I
53:34.28 might have hundreds of projects down
53:35.88 here but I've have only like five to 10
53:37.96 projects that's active at any point in
53:39.88 time so basic on your question here you
53:42.52 know let's just say you know some
53:44.00 projects are extremely important right
53:46.20 your strategic project review you would
53:48.52 start and so it pop to the top of the
53:50.24 list what happens is sometimes you want
53:52.48 to find out task for specific types of
53:55.76 projects the way it works is there's a
53:57.84 search view um this used to be called
54:0.44 The Master view but the search view is
54:2.36 even more powerful because it gives you
54:3.84 a lot of flexibility and what happens in
54:5.92 the search view is you can go to here
54:7.84 and you can see you can click on start
54:9.60 and it shows you only the star task
54:11.68 right so that's very helpful but the
54:13.36 other thing you can do is you can click
54:14.68 on filter here and then you can actually
54:16.96 filter by um star projects so now you
54:20.48 can find Star task and star projects or
54:22.76 you can find um you know all your tasks
54:25.36 your spe all your star project assigned
54:27.36 to specific people and then afterwards
54:29.48 you can sa this as a a filter for your
54:32.20 owner needs so in this particular case
54:35.48 based on what you're describing let's
54:37.32 just say you might have five or 10
54:39.32 projects and then um a you are starred
54:42.24 you can actually build one of these
54:43.56 reports in the master list here the
54:45.24 search view here to get to exactly what
54:47.52 it is that you need which is find me all
54:49.96 the items assigned uh to me um in my
54:54.28 star projects
54:55.60 that's an example that's a great
54:58.64 question and by the way sometimes you
55:0.88 actually want to find what are the items
55:2.24 that are only in quadrant one and so
55:4.12 going back to the filter here you can
55:5.64 actually just choose show me all the
55:7.88 items that are starred in quadrant one
55:10.20 right that's very very powerful way to
55:12.32 actually focus on those important
55:14.52 task so that's what the the filter here
55:17.12 is for and we also have a what's called
55:19.04 frequent filters essentially these are
55:21.04 just ways for you to jump to all your
55:23.00 items across all your projects all your
55:25.32 overdue items across all your projects
55:27.84 and then of course all the start items
55:29.60 so that's let me know if that answer
55:31.28 your question there's a couple of other
55:33.08 ways for you to see all of your
55:34.36 information across all projects that's
55:36.16 for example the calendar view this is
55:38.12 the global calendar view that shows you
55:40.36 all the tasks you have um that have due
55:42.80 dates but then if you also go into any
55:45.48 specific projects you can actually go to
55:47.52 the top here and you can actually change
55:49.04 views too so what that means is I can go
55:51.48 to the quadrant view I can go to the
55:53.28 list view I can go to the calendar view
55:55.04 view I can go to the timeline Gant chart
55:57.80 view so let me show you another project
55:59.72 for
56:0.60 example that have more more
56:3.68 um uh dates here so here for example I
56:7.36 have a project that actually have a lot
56:8.68 more due dates so I can actually go and
56:11.08 see sort of like my Gant chart here
56:13.08 that's built automatically for me in pry
56:14.92 Matrix so if you're a project manager
56:17.00 and you need to build a report quickly
56:19.16 prod Matrix generates all these stuff
56:21.04 for you
56:22.84 automatically thank you for those
56:24.44 questions
56:25.44 um if there's any other questions you
56:26.60 can send them right now or also you can
56:28.48 reach out to us support affluence.com at
56:30.80 any point in time we're happy to to
56:33.32 address your needs be sure to check out
56:35.00 my other webinars if you're interested
56:36.60 in email management or in the template
56:39.00 system and then uh with that I'll send
56:41.16 out this email as a recording later
56:43.40 today and part6 will s a reminder to do
56:45.76 that thank you so much for your time
56:47.84 appreciate it