Intermediate User's Guide to Priority Matrix

0.24s good morning everyone thank you so much
2.04s for being here today my name is high
4.36s wind I'm co-founder of affluence the
6.24s company behind
7.60s patrix welcome to today's webinar on the
10.72s intermediate users guide to pry Matrix I
13.88s do want to let you know that this
15.56s webinar is recorded and so I'll be
17.52s sharing the recording with everyone
19.48s afterwards in addition there's the chat
22.12s section where you can ask questions if
23.64s you have any questions whatsoever please
26.20s share them there and I'd be happy to
27.84s address them it's a perfect opport Al to
31.00s leverage my experience using PR Matrix
32.92s and talking to thousands of customers
34.40s over the years so if there's any
36.52s specific needs that you have please be
38.36s sure to
41.36s ask with that I'll go ahead and jump
43.48s into the
47.04s presentation my goals for today one to
49.68s help you take P Matrix to the next level
52.32s of course the Assumption here is that
54.92s you are familiar with patrix already um
57.56s if you're not be sure to check out one
59.52s of our webinars that's on the
1:0.96 introduction to PR
1:2.28 Matrix so this means that you probably
1:5.16 have already used vast majority of the
1:6.72 features in PR Matrix and you looking
1:8.16 for ways to scale it as you go from five
1:10.72 projects to 50
1:12.68 projects couple things that I want to
1:14.72 also share is how to use the home view
1:17.24 how to use some of the more advanced
1:18.52 features in promatrix and then also
1:20.72 share my tips and tricks on using
1:22.64 promatrix every day I have several
1:26.04 hundred part Matrix projects I have tens
1:28.88 of thousands of task and at the same
1:31.96 time I don't feel overwhelmed with pry
1:33.68 Matrix so I do want to let you know that
1:36.00 pry Matrix does scale well and will
1:38.40 scale with you regardless of the number
1:41.20 of projects and tasks that you
1:43.24 have and then lastly help you survive
1:46.40 being overwhelmed I think there's no
1:48.24 question that we're just getting so many
1:51.36 emails so many tasks at any point in
1:53.52 time so I want to share any thoughts
1:55.92 that I have regarding how to manage all
1:58.56 of those things again if you have
2:1.20 specific needs that you want me to
2:3.32 address send them in the chat it's a
2:5.32 perfect place for us to have that
2:10.28 conversation why do you even prioritize
2:13.20 it's so funny because obviously you've
2:15.52 used PR Matrix and also you come you
2:18.60 came to P Matrix for a specific reason I
2:21.64 do want to share why other customers
2:24.04 come to part Matrix and that is to
2:26.24 better keep track on the status of work
2:28.48 across many areas of
2:30.56 responsibilities to create alignments
2:33.00 across team members so that everyone
2:34.60 knows what's important and to take back
2:36.76 controls of emails and meeting and what
2:39.40 happens when you don't prioritize is
2:41.60 equally as important which is you end up
2:44.28 losing sight of what's important and
2:46.48 Urgent and you work on the wrong things
2:48.92 or you feel busy but you're not meeting
2:50.96 your goals because you're work you're
2:52.56 running the treadmills but again they
2:54.40 don't matter and then you're completely
2:56.84 overwhelmed by emails and meetings and
2:59.48 it is so fascinating because I've talked
3:1.92 to individuals across both Spectrum the
3:5.52 first are the people who are too busy to
3:8.32 prioritize the absolute irony in that is
3:12.08 one of the funniest thing I I ever hear
3:14.12 and whenever I I hear someone mention
3:16.20 that I just chuckle a little bit because
3:19.12 there's no better reason to step back
3:21.92 and look at the big picture when you
3:23.40 find yourself in such an
3:25.16 environment and the second thing that
3:27.56 I've heard from some customers is that
3:30.16 sometimes you just need a refresher as
3:32.24 to why you should even think about
3:35.84 prioritization in the moment you realize
3:38.52 how it all fits together and why it
3:40.72 matters to you personally that's when
3:42.96 you come back to PR Matrix and that's
3:44.56 when you use P Matrix to the fullest
3:46.52 extent so I want to mention this because
3:49.36 this I want you to keep this in the back
3:51.28 of your mind as to why you want to use
3:53.76 part Matrix and why and what would
3:56.40 happen if you don't and if you have this
3:58.68 in the back of your mind then it'll help
4:0.60 you scale patrix from those five
4:2.48 projects to those 50
4:6.28 projects remember that PR Matrix is a
4:9.28 comprehensive email priority and project
4:11.84 management software so I do want to
4:13.92 emphasize that for some of you you might
4:15.48 be starting pry Matrix at the individual
4:17.36 level today which means you're
4:18.96 prioritizing your task and emails but
4:22.00 keep in mind that as you expand part
4:24.04 Matrix of your team it's also going to
4:26.04 help your team be aligned on key
4:27.68 projects and then finally if you're
4:29.68 expanding prot Matrix to your
4:31.28 organization it actually ends up
4:33.00 creating a single source of Truth to
4:34.88 become more efficient and more effective
4:37.32 so regardless of where you are in the
4:39.60 stages of P Matrix today what happens is
4:42.64 that patrix will continue to grow with
4:44.40 you as you expand it and you know what
4:46.72 some of you might only use promatrix for
4:49.20 yourself for the entire duration um of
4:52.40 using our software and that's perfectly
4:54.60 okay but patrix is able to grow wide and
4:57.84 tall with that with respect to within
5:0.28 your organization itself and I do want
5:3.52 to remind all of you the quote
5:6.32 attributed to president eisenh Hower
5:7.84 what is important is seldom urgent and
5:9.48 what is urgent is seldom important as
5:12.00 you work on things as you write things
5:13.72 down in PR Matrix make sure that you
5:16.40 think about those
5:19.12 Dimensions couple of tips as you scale
5:21.40 up PR Matrix and then I'll actually jump
5:23.32 into the product itself
5:26.28 one I assume you've probably created at
5:28.92 least three to five projects um I uh
5:31.96 that's the number one reason why you
5:33.44 want to come here today because if
5:34.64 you're you're less you're using fewer
5:36.60 project than that then think about more
5:40.00 around you know using prod Matrix to
5:41.52 manage your personal goals but if you
5:43.84 have a lot more than five projects now
5:46.56 there's three types of projects I want
5:48.16 you to think about transient project
5:50.84 persistent project and informational
5:52.92 projects and so as I use party Matrix I
5:56.12 actually have all three types of
5:57.52 projects let me give you an example each
6:0.36 a transient project has a start date and
6:2.40 an end date so for example let's just
6:5.04 say if you have an Initiative for this
6:7.44 month right and what that means is you
6:9.84 have the goals the task and so forth
6:12.16 that starts today and end within a month
6:15.16 or a quarter after that project is over
6:18.16 you can go ahead and Mark that project
6:19.96 as archive and then it goes
6:21.88 away persistent project sticks around so
6:25.32 when you add tasks to persistent project
6:27.44 they're there and you might Mark the
6:28.88 tasks is done but the projects
6:30.44 themselves don't go away example at our
6:33.80 company we have a persistent project for
6:36.12 each of our software application our
6:38.52 iPad app iPhone app Mac app Windows app
6:41.00 Microsoft teams app Outlook app and so
6:43.84 on and so on each persists forever and
6:48.00 so the number of tasks build up but then
6:50.24 they get marked as done and so now in
6:52.24 each of those projects we literally have
6:54.16 thousands of action items over the
6:57.68 years the last type of project
6:59.92 informational now informational is
7:1.56 relatively broad so when you're using
7:3.72 pry Matrix again you might have those
7:5.40 transient persistent but you might have
7:7.36 projects just to
7:9.04 track information and so let me give an
7:11.48 example let's just say if you want to
7:13.60 build a template for your HR onboarding
7:17.48 process so what that means is that when
7:20.44 you have a new employee you want them to
7:24.32 use a specific pry Matrix project in
7:27.12 order to go through the the checklist
7:30.28 right and therefore you want to create a
7:32.08 project in part Matrix just to track the
7:34.48 tasks that you have and then from there
7:36.64 you can create templates and from those
7:38.44 templates you can automate or rather you
7:41.76 can simplify the process of creating
7:44.88 additional projects when you bring on
7:46.44 new employees those projects themselves
7:49.00 change but they don't change very often
7:51.24 another example of informational project
7:53.08 might be a directory of resources that
7:55.20 you have so that could be links to
7:57.56 documents Etc so it is perfectly normal
8:1.32 to have these three types of projects
8:3.72 and it's perfectly normal to have an
8:5.52 equal distribution or an unequal
8:7.16 distributions on those projects but when
8:9.20 you create these projects do not be
8:11.48 afraid to think of them within these
8:13.92 three
8:16.16 framework as you expand using perm
8:18.32 Matrix make sure that you continue to
8:19.96 track the things that matter to you I
8:22.16 think one of the challenges that I've
8:23.88 seen over and over again is that you
8:26.24 know in the beginning you write
8:27.84 everything down right into PR because
8:29.88 you're very excited about it but after a
8:32.36 while you start getting overwhelmed
8:34.40 because your quadrant list gets really
8:36.16 long and now you're like okay I don't
8:37.52 know where I should put this task and so
8:39.36 forth so instead what you should do is
8:42.92 actually start removing the action items
8:45.00 or marking the action items that are no
8:46.48 longer relevant and then continue to
8:49.44 actually add the things that matter into
8:51.20 petric because if you don't prioritize
8:53.88 these tasks that's in on your brain and
8:55.96 get it out of your mind then it will
8:58.72 consume you and so on a daily basis um
9:1.84 you know there's just so many things
9:2.96 that's going on and so by by writing it
9:4.80 down it actually helps their brain
9:6.36 declutter as
9:8.12 well next make sure that you install pry
9:11.00 Matrix extension in as many places as
9:13.60 you possibly can um and it's so
9:16.08 fascinating because so many customers do
9:17.92 not realize how integrated pry Matrix is
9:21.04 across the entire software
9:23.28 ecosystem for example um some of you
9:26.28 might be just using our mobile app some
9:28.52 of you might be using just our web app
9:30.40 some of you might be using our teams app
9:32.28 but we also have Integrations into
9:34.00 Outlook we have extensions for Chrome
9:36.28 for Edge we have Integrations that let
9:39.76 you pull in different connectors from
9:42.44 other software applications like to-do
9:44.60 jira planner Etc and so creates one
9:47.32 central place for you to track all these
9:49.08 things and then lastly I actually
9:52.60 strongly encourage that you try to
9:54.20 integrate PM into your mobile experience
9:57.32 so for me personally I have the pry
10:0.24 Matrix iPhone app but at the same time
10:2.88 um I use apple mail and there's no you
10:5.04 know pry Matrix for Apple mail but I use
10:7.20 the inbox in my prod Matrix to forward
10:10.00 any email that I have and be able to
10:12.96 easily prioritize it and it is so
10:15.00 powerful so useful to actually ensure
10:18.36 that prod Matrix is tracking everything
10:20.92 that is important to
10:22.96 me so if you have any questions around
10:25.88 here specifically make sure you ask them
10:28.00 and and I'll be um I'll try to address
10:29.92 them but I will show you how to actually
10:33.16 tackle each of these um tips as well in
10:35.52 the product
10:36.72 demo I do want to mention that the
10:38.92 webinars are recorded uh and so you've
10:41.60 probably seen some of the other webinars
10:43.04 that we've broadcasted before the
10:44.96 introduction to web introduction to PR
10:47.08 Matrix for those who are a little bit
10:48.20 newer and so if some of the stuff I'm
10:50.00 talking about today is a little bit over
10:51.36 your head make sure you go and review
10:53.12 the introduction one instead and then of
10:55.12 course there's always other webinars
10:56.56 that's a little bit more Deep dive into
10:58.12 specific topics such as email management
11:0.16 or
11:2.44 templates okay with that I'm going to go
11:4.52 ahead and jump into my pry Matrix and
11:6.44 I'll try to walk you through these
11:8.00 things that we've talked
11:11.12 about so here I have my priority Matrix
11:14.96 okay so let's start by talking about
11:17.48 those various types of projects so let
11:18.96 me give you an example you you know that
11:21.32 if you go to your project list and by
11:23.72 the way I will go through this
11:25.28 relatively fast and if you want me to
11:27.72 you know slow down or
11:29.96 or show you again at the end of the um
11:32.56 webinar I'd be happy to so when you go
11:34.76 to the project list a couple things that
11:36.56 I you know want to give you tips about
11:38.28 managing your projects as you can see in
11:40.68 my demo account here I have a couple
11:42.20 dozen projects one of the things that I
11:44.12 really like to do is I like to Star the
11:47.08 projects that are active so what that
11:49.16 does is actually pushes the uh those
11:51.32 project to the top of the list now
11:53.36 because I have several hundred
11:56.36 projects if I just have them in one long
11:58.64 list it's virtually impossible for me to
12:0.60 know what's going on or you know how do
12:2.28 I focus my time so I always star roughly
12:5.84 5 to 10 projects so what that means is
12:8.64 now that's top of my list I can actually
12:10.52 jump to them very easily now all these
12:12.52 other projects when they get modified
12:14.16 they'll they'll move up and down here
12:16.28 and I can get to them but I highly
12:18.48 recommend that if you have more than 10
12:20.76 projects make sure you start starring
12:22.48 some of them and not only that starring
12:24.92 makes it very easy for you to keep track
12:27.04 of things that matter okay so that's my
12:29.96 my first guidance for you to to starting
12:32.16 these projects now when we talk about
12:34.16 project creation if you go to add
12:36.60 project here upala used to create a
12:40.08 project from blank you know a blank
12:41.96 project so many times before one of the
12:44.28 things that customers don't really do
12:45.96 too often but they should is actually to
12:48.88 use our other types of projects and
12:51.24 other quadrant name customization for
12:54.16 their specific needs so let me give you
12:55.60 an example if you go to public templates
12:58.48 here we we actually have a few dozen
13:1.40 templates here but we also have um
13:5.32 almost a 100 templates that's available
13:7.72 on our website and we actually have um a
13:11.20 Blog series that has more than a
13:13.40 thousand different party Matrix
13:15.20 templates and how to use them so what
13:17.72 that means is that PR Matrix offers you
13:20.16 the ability to use our software to solve
13:23.52 almost any type of challenges that you
13:25.60 have around prioritizing your tasks
13:27.80 prioritizing your emails managing
13:29.60 different types of projects so if you
13:32.20 have a specific challenge where you need
13:34.96 you know party Matrix to be used in
13:36.88 certain ways um everything from
13:39.04 organizing for example you you know the
13:41.92 Eisenhower Matrix right the do now do
13:43.72 later but also the 30 60 90day plan for
13:46.96 managers I like this because on a
13:49.08 quarterly basis you should use one of
13:51.20 these projects to plan out your quarter
13:54.08 so that allows you to go and plan out
13:56.08 what are you're going to do this week
13:57.32 what are you going to do next month what
13:58.56 are you going to do
13:59.64 um the month after that and if you're a
14:2.16 new manager this is a very very helpful
14:4.48 way to be on top of it and then at the
14:6.60 same time as you can see through this
14:8.72 list of public templates that we
14:10.88 actually have so many other ways to use
14:12.72 promatrix so um brainstorming is very
14:15.40 useful and so this is one of those quote
14:17.44 informational types of project because
14:19.08 they actually don't go away right so for
14:21.24 example if you're in marketing you might
14:23.64 have a project for brainstorming all the
14:26.20 things you can do at your organization
14:28.88 but
14:29.56 essentially you want to organize that
14:31.92 information in in the 2 by two Matrix
14:34.96 and it's not organized by do now or do
14:37.28 later instead it might be organized by
14:39.56 efforts or impact so as you expand your
14:42.56 usage of PR Matrix don't worry about
14:44.88 creating more and more projects it's
14:46.60 actually perfectly okay in fact maybe I
14:48.52 air too much on the side of creating too
14:50.04 many projects but it's totally okay
14:51.88 because it helps me stay organize um and
14:54.16 it helps me track all these things that
14:55.88 I'm thinking about any point in time so
14:58.76 I would like you to actually go and
15:0.84 explore these other templates and see
15:3.40 which one actually is helpful to you and
15:5.56 as you can tell some again are transient
15:8.04 right this 30 60 90day is transient this
15:10.76 brainstorming experiment is persistent
15:13.56 SL informational um and then and then if
15:17.96 you go through and you can see smart
15:19.80 goals um and one-on-one meeting
15:22.64 templates and so forth we try to
15:24.92 actually add more information um
15:27.24 guidance on how to use each of these
15:29.00 types of templates and tips and tricks
15:31.20 uh and actually we have a really good
15:32.84 initiative that's coming up in the next
15:34.36 couple of months to expand our training
15:36.80 materials for every single one of these
15:39.08 templates so also if there's anything
15:42.60 that stands out to you and you feel like
15:44.40 you're not able to take advantage of it
15:46.00 reach out to us that's your best way to
15:48.64 get us to actually respond to your needs
15:51.40 and provide you the information that you
15:53.16 need to be successful with PR Matrix
15:56.08 okay so you can get access to the public
15:58.16 templates I can share the link in the
16:0.16 chat in a little bit or if you reach out
16:2.36 to me I can show you how to get there as
16:3.80 well going back to create project here
16:6.16 make sure you explore this public
16:7.64 template section the other thing is for
16:10.20 those who haven't used or create with AI
16:13.56 definitely try it I think it's actually
16:15.80 really interesting so um I've obviously
16:18.36 used it a couple times myself and what
16:20.84 happens is you put in your goal here and
16:23.64 when you put in your goal you click next
16:25.72 here and our AI system will actually
16:28.08 generate ser series of tasks for you
16:30.52 based on your goal let me give you an
16:32.12 example maybe you want to get a
16:33.52 promotion this year maybe you want to
16:35.28 get a raise maybe you want to negotiate
16:37.64 XYZ or improve your operational
16:39.80 efficiency so a lot of customers will
16:42.36 you know go and create their basic blank
16:44.56 projects but then they're not taking
16:46.60 advantage of gener of AI to actually
16:49.48 give them ideas on the things that you
16:51.08 can do one of the things I like to do is
16:54.16 actually to use this to create a lot of
16:56.52 different templates um a lot of
16:58.48 different projects and then pick and
17:0.12 choose what I like and move that over to
17:2.44 my own project so you don't have to
17:4.68 follow to the letter of these AI
17:6.92 generated um outputs because for you
17:10.40 know in reality they're not always great
17:13.64 but the idea here is to give you a lot
17:16.40 of ideas right and so that's sometimes
17:18.88 extremely helpful and so make sure you
17:20.60 play with this I would definitely go on
17:23.76 a monthly basis create a Project based
17:25.84 on whatever goals is that you're
17:27.12 thinking about and then from there see
17:29.20 what ideas are good and and use it and
17:32.04 then don't be afraid to deleting the
17:33.68 other action items so I highly recommend
17:36.60 that um I assume that um you know if
17:41.32 you're using per Matrix for a little bit
17:43.20 one of the things that you've started
17:44.52 doing is actually repeating tasks over
17:47.16 and over again so make sure that you use
17:49.88 your template system so as you can as
17:52.40 you um might know prod Matrix allows you
17:54.60 to save any project into a template so
17:58.20 what that means is is then when you
17:59.48 launch a new project it actually copies
18:2.08 it clones the the template project and
18:4.80 then automatically set the due date for
18:6.84 you it is so useful for several
18:10.40 scenarios which is you know client
18:13.08 onboarding right every time you bring on
18:14.64 a customer and you have a series of
18:15.96 tasks you have to do for them guess what
18:18.00 you don't have to go and create a patrix
18:19.60 project and create those tasks over and
18:20.92 over again you just create a template
18:22.84 from patrix and then launch it whenever
18:25.48 you have that new customer same thing
18:27.16 with employee onboarding
18:29.68 um same thing with the sales process so
18:31.32 if you're running an Enterprise sales
18:32.92 process and you have a lot of tasks that
18:34.96 you have to do and that could be
18:36.56 everything from engineering
18:38.04 customization to contract negotiation to
18:41.60 invoicing Etc again once you've created
18:44.24 a PR PR Matrix with all those action
18:46.48 items in place and all the due dates in
18:47.96 place save it as a template and now
18:50.32 everyone who's on your team will able to
18:52.84 save a ton of effort by launching from
18:54.68 the template instead of having to create
18:56.36 everything from
18:57.56 scratch when one of the things that's
18:59.40 less obvious is the ability to import
19:1.48 from CSV so and I'll show you how to do
19:4.56 this now so let's just say if you go
19:6.52 back to your list of projects here okay
19:10.12 so let's just imagine if I go back to my
19:11.92 list of project here and I go back to
19:14.04 this quadrant view at the top right here
19:16.12 in the project details I can save the
19:18.48 project as template which is what I
19:19.88 mentioned to you but you can also save
19:23.00 it as a CSV so what that does is it
19:25.92 actually takes the entire PR Matrix save
19:28.20 it as a c CSV that you can open in Excel
19:30.84 and start editing sometimes it's a
19:33.20 little bit more useful in this case if
19:35.24 you have a specific process or you're
19:37.32 trying to edit a lot of stuff at the
19:38.64 same time you export it as CSV you make
19:41.44 those changes and then you save it as a
19:43.48 local file you could even share it in
19:45.44 your own one Drive account or your own
19:48.76 internal SharePoint and then whenever
19:51.56 you launch a new project instead of
19:53.32 creating from our template you would
19:55.16 create a project from a CSV so
19:59.40 I like doing that sometimes I I don't
20:1.16 use that feature too often um but it is
20:3.92 useful for customers that want to sort
20:6.16 of build out a massive massive list of
20:10.16 internal types of projects that they can
20:12.36 launch using primatrix it's also a good
20:14.28 way to export your data too from patrix
20:16.52 if you need it
20:17.80 to okay so those are the different types
20:20.24 of projects
20:21.84 now um one of the things I want to
20:24.08 highlight is how to use the home view
20:27.60 because I think that's you know when
20:30.32 someone who's new to prodom Matrix their
20:32.16 home view doesn't get that overwhelming
20:34.48 but as you use prodom Matrix more the
20:36.16 home view gets populated real quick as
20:39.24 you can see here when I click on my home
20:41.16 view it has
20:42.32 56 so what that means is that there are
20:45.00 56 items that requires my attention now
20:48.00 what as you know the things that are
20:50.08 coming up here are things like you know
20:52.40 notifications for due dates
20:54.12 notifications for reminders something's
20:56.24 been delegated to me so for me
20:58.80 personally on a daily basis I actually
21:1.00 get almost a few hundred notifications
21:3.52 on my work account which is a lot um and
21:6.64 so what I like to do when I start my day
21:8.92 with part Matrix is I always go to home
21:10.76 view first that's where I always start
21:12.92 and then I just browse through it like
21:14.32 this and see okay what are the things
21:16.36 that's important to me and typically I
21:19.00 look for my icon my avatar here right
21:21.72 when it has my avatar it means the items
21:23.56 assigned to me and that's the one that's
21:25.40 most relevant to me so that's how I
21:27.40 generally look at it and then afterwards
21:29.56 I would click on each item and then you
21:31.40 know see what what the notification is
21:33.60 all about what the item is all about and
21:35.68 then as I browse through that this goes
21:38.44 away but sometimes I actually don't need
21:41.88 to look at any of these and I want a
21:43.44 clean slate so what you do is you go up
21:45.36 here you choose clear notifications and
21:47.56 you can obviously can clear all
21:49.60 notifications now when you clear all
21:51.68 notifications everything goes away but
21:54.44 anything that has a recurring due dates
21:56.84 or recurring U reminder
21:59.44 um they'll start popping up again so
22:1.76 that is why if you've seen some of my
22:3.64 other webinars I always always strongly
22:6.16 recommend that you set recurring
22:8.16 reminders on your most important task
22:11.28 because by doing that it keeps on
22:13.84 popping up into my alert view until I
22:16.20 get it done right it is a powerful way
22:18.80 to trick your brain because your brain
22:21.04 is always just going in and chasing
22:23.52 something new um and so you know if we
22:26.00 set just one due dates and then we don't
22:27.92 reminder ourselves we don't set
22:29.64 reminders that due dat is going to come
22:31.88 and then you're overwhelmed by a bunch
22:33.52 of things that's on your plate then you
22:34.88 forget about it and now suddenly your
22:36.24 most important tasks are gone forever
22:38.08 right and you're not going to get that
22:39.08 done so by setting those recurring
22:40.88 reminders even when you clear these
22:42.56 notifications and P Matrix when those
22:44.76 recurring reminders trigger again it'll
22:46.92 pop back
22:48.20 up I always set recurring reminders
22:51.60 always set recurring reminders for all
22:53.60 the most important tasks that I have
22:55.00 especially for customer followup I would
22:57.08 say something like do in one month and
22:58.88 then remind me monthly and it is
23:1.36 tremendously helpful um to stay on top
23:3.84 of everything using that method so when
23:6.36 you go to here clear notifications
23:8.84 sometimes it's actually easy to actually
23:10.56 clear the finished items and that's one
23:12.60 that typically you know most of the
23:14.80 times you don't need to see that if you
23:16.56 delegate a task to somebody and they
23:18.00 Market as done that would show up here
23:20.04 for example the finished notifications
23:22.48 if you go on leave let's just say you
23:24.60 know you're on vacation or whatever and
23:26.68 you come back obviously your home view
23:28.68 is going to be a lot right in fact
23:30.08 they'll show the infinity sign which
23:31.56 means you have more than 999
23:33.24 notifications so in that particular case
23:35.80 a lot of notifications will no longer be
23:37.64 useful to you but what you can do then
23:39.44 is you can actually clear anything
23:40.88 that's older than a week um so then
23:42.96 again you can actually have a smaller
23:45.56 number of notifications that you look up
23:47.12 at any point in time so make sure you
23:49.60 use this feature especially if you feel
23:51.80 your home view is getting overwhelming
23:54.32 and uh if you know the people who are
23:57.08 truly uh OCD about this what they do is
24:0.64 they clear notifications every single
24:2.52 day so then the next day when you start
24:4.56 your day you get the alerts again on the
24:7.08 things that matter to
24:8.56 you now of course make sure that you
24:11.08 actually look at those um alerts that
24:13.64 for tasks assigned to you because I
24:15.44 think that's actually very very uh
24:17.76 important there's a couple things that I
24:20.08 actually want to show you here as well
24:22.36 um which is you can also clear a
24:25.04 specific notification this is this
24:26.72 feature is not super obvious but what
24:28.96 happens is you can actually from this
24:31.28 home view you can actually go into multi
24:33.72 select you can um print you can export
24:36.36 you can move items directly from here so
24:39.24 it's actually very powerful so for
24:41.44 example here you see how I actually turn
24:43.08 on Multi selection and so I can actually
24:45.20 select a bunch of items and mass change
24:47.20 them at the same
24:48.84 time the other view that I like in the
24:51.56 home view is the visited so sometimes
24:53.60 when you view an item and then what
24:55.92 happens is it goes away from your alert
24:57.52 but then you're thinking wait a minute I
24:58.80 need to go back to that task that I saw
25:1.16 just now um because I I have something
25:3.72 else I want to mention so the visited uh
25:6.72 view is where you see all these tasks
25:8.88 that you've browsed recently so I've
25:11.36 gone to this view so many times because
25:13.68 again you know I have something that I
25:15.04 looked at and then you know I'm
25:17.04 distracted by something else so I look
25:18.48 at something else and then being able to
25:20.72 go back to something that I looked at
25:22.80 earlier it's all here in the visited
25:24.88 View and now of course you know this is
25:27.20 only um um 50 or 100 um task and so
25:31.28 beyond that then then it it's not
25:33.04 tracked uh but the other thing you can
25:34.96 do too is actually go to the agenda
25:37.44 which is where you see the tasks you
25:41.16 have uh across time so remember that
25:46.08 when I talk about importance and urgency
25:48.72 right if you're thinking about how you
25:50.28 prioritize the things that you have well
25:53.32 using the four quadrants is very
25:55.64 powerful way to Mark importance but you
25:58.48 have to set due dates to Mark Emergen uh
26:1.16 to Mark urgency if you don't set due
26:3.60 dates how do you know when to work on
26:5.60 things and so again it goes back to my
26:7.76 emphasis on setting due dates and
26:9.28 setting reminders but if you have things
26:11.52 that are that do have due dates then you
26:13.44 can actually access them here in the
26:14.76 agenda view so if you think about it the
26:17.36 way prod Matrix works is really we have
26:20.96 you know a database of task right and
26:23.76 that task is linked to you and then
26:26.00 afterwards you can think about how do I
26:27.84 actually view all this data that I have
26:31.40 in the different forms right the
26:33.48 quadrant format is just one way of
26:35.40 looking at the data but then you can go
26:37.56 and look at it from the perspective of
26:39.00 time and so that's what the calendar
26:40.40 view that's what the agenda view is for
26:42.28 and if you look at Gan chart that's
26:43.92 that's a dependency view um or if you
26:46.44 look at the list view then just take
26:47.80 everything that you have and put into a
26:49.52 list so you can sort and and so forth or
26:51.56 the one-on-one view which is a people
26:53.56 Centric view so I want to keep that you
26:56.52 to keep that in the back of your mind
26:57.92 which is is the more information that
26:59.68 you have on a per task basis the more
27:1.84 ways you can sort that data and so the
27:3.88 agenda view here is a way for you to see
27:6.20 all those things that you have due dates
27:8.00 again one of the things that's powerful
27:9.52 about this that's not so obvious is at
27:11.44 the very top right here you actually
27:13.44 have so many other options to filter
27:15.76 this information you see here when I go
27:17.92 to the agenda I can see what are all the
27:19.96 things that I own right so if you're um
27:23.88 if you are uh an individual contributor
27:26.96 then items that I own is the most
27:29.24 obvious way for you to see it because
27:30.52 then you can see what tasks are assigned
27:32.00 to you that's coming up right then you
27:33.84 just work on those now if you're a
27:35.64 manager then M you want to go to change
27:38.12 the items I follow the difference is if
27:41.20 I create a task and I assign to another
27:43.00 person I want to know if they're you
27:45.36 know they're getting done or if they're
27:47.20 coming up right and so as a manager you
27:49.68 want to go to items I follow now you can
27:51.80 actually see a lot more a lot more tasks
27:56.08 across your entire team um on anything
27:58.48 that's relevant to you and then of
28:0.16 course you can see all items that you
28:1.80 have access to which obviously would be
28:3.80 extremely overwhelming especially if you
28:6.40 have larger larger teams so um I
28:8.60 generally don't recommend all items but
28:10.96 you know the whole point of following an
28:13.48 ownership is a way to sort um the
28:17.20 information that you have again from
28:19.60 this view you can switch on multi-
28:21.80 selection and so for example you can
28:23.96 start selecting specific items here and
28:26.52 so for example let's just say if I I
28:28.20 select specific item here then I can
28:30.20 change it back to this drop down I can
28:31.88 mark this item as red I can move I can
28:33.80 change owner and this way is a really
28:36.44 really useful way to bulk edit and you
28:39.08 know sometimes you might want to go and
28:40.84 Mark everything as done or sometimes you
28:42.96 want to change all the due dates at at
28:44.76 one time and so instead of having to
28:47.12 click through every single task and
28:48.60 making those changes our bulk edit here
28:51.04 is very very
28:52.92 useful um one thing you'll notice
28:55.12 probably is that we have this add item
28:57.00 almost everywhere and that was actually
28:58.84 something that I feel is extremely
29:0.44 important because you never know where
29:2.48 you are and you need to create a task
29:4.20 real quick um you don't want to go to
29:6.36 you know to a specific project and then
29:8.16 create a task um or select a quadrant
29:10.96 then create a task instead you can just
29:13.04 click add items anywhere and
29:15.52 so um that Segways into the other
29:19.96 Integrations that part matric has that I
29:22.08 recommend that you all install if you're
29:24.60 only using Perri in one platform today
29:26.80 again the more platform you use Matrix
29:28.44 on the more powerful it becomes so let
29:30.24 me give you an example here I'm in the
29:32.68 web app which is I assume most of you um
29:35.36 if you go to aff.com downloads you can
29:38.56 download our Mac app as well as our
29:40.72 Windows app so what that happens then is
29:43.28 actually when you install the Windows
29:44.52 and Mac app it actually ends up looking
29:46.28 very similar to the web app but it's
29:48.64 there on your desktop and so you can pin
29:51.64 it on your desktop and now you can
29:53.16 access pmatrix very easily cuz sometimes
29:55.68 you know opening a browser go to pm
29:57.44 matrix.com um takes a lot of steps and
29:59.80 so you can actually install that so I
30:1.48 highly recommend that you install the
30:3.20 desktop app and get familiar with it
30:5.48 because it makes your access a lot
30:7.12 easier but if you don't have PR if you
30:9.60 have Microsoft teams you can actually
30:11.04 also install PR Matrix from Microsoft
30:12.68 teams here by going to the App Store
30:14.48 install and then pin it and of course in
30:17.32 the Outlook app is the exact same thing
30:19.20 so I'm not going to go into email
30:20.52 prioritization because you probably know
30:22.36 how to do that already and you can check
30:23.56 out one of the other webinars but there
30:25.04 is one cool thing inside Outlook this is
30:27.32 relatively new
30:28.52 which is if you go to um you can
30:30.32 actually install patrix here in the left
30:33.44 hand side and then afterwards you can
30:35.12 pin p Matrix here and now you can
30:37.20 actually access the entire promatrix web
30:39.44 app inside Outlook itself so this is
30:41.80 relatively new and promatrix is one of
30:43.52 the very very few Universal apps and so
30:46.48 what that means is we inside the
30:47.92 Microsoft ecosystem we're everywhere so
30:51.68 um so that Universal app makes it easy
30:53.48 for you to access pry Matrix without
30:55.60 having to open our you know a website or
30:58.80 or browser
31:0.32 Etc um one thing you'll see here on my
31:2.96 top right is actually my Edge extension
31:6.08 so our Edge extension is the same
31:7.92 extension as Microsoft uh as our Chrome
31:10.36 extension so what happens is you click
31:12.40 on extension then you go to the
31:14.08 extension App Store and search for prod
31:15.92 Matrix and then install it then once you
31:17.88 sign in you have this extension that
31:19.96 goes with you everywhere make sure that
31:22.44 you know once you have it installed you
31:23.92 actually turn this button on to make
31:25.52 sure it's visible always visible and so
31:27.56 now when whenever you're on a
31:29.04 website um you can actually click on the
31:31.16 extension and then create a task from it
31:33.32 so I actually use this several times a
31:35.84 week so let me give an example so we use
31:37.72 zenes at our company to U manage
31:40.40 customer tickets and then sometimes
31:42.64 within zenes we actually have an
31:44.20 integration in zenes itself that pulls
31:46.72 in your petric data and you can actually
31:48.56 check the status of things from zenes
31:50.72 and then opening in petrix but sometimes
31:53.12 I actually want to create a uh PR Matrix
31:57.04 action item from a zenes ticket and so
31:59.88 instead of you know doing opening prod
32:2.44 Matrix copying the link to zenes going
32:4.96 to prod Matrix create a task paste a
32:6.68 link and all that I can bypass the
32:8.80 entire step all I have to do is click on
32:11.08 this Chrome extension here or Edge
32:12.80 extension here and I choose create new
32:15.36 item and then I can choose what project
32:17.60 it goes in I can assign to somebody
32:19.72 directly from here in fact um I do this
32:22.60 you know if I see something that's on a
32:24.48 website or something that's on a web app
32:26.60 that I think should be fixed or you know
32:28.52 need to assign to product and
32:30.24 Engineering to review I literally would
32:33.20 just take click on this extension send
32:36.24 to part Matrix and it assigns a task to
32:38.84 them it attaches the screenshot as well
32:41.68 and then I can type in the notes or the
32:43.40 conversation whatever it is that's
32:45.16 important so as you use P Matrix more
32:48.08 one thing you'll find is that you're
32:49.80 going to have ideas on task from
32:53.00 anywhere right it's you're not going to
32:55.00 be inside P Matrix all the time so you
32:57.64 could could be browsing the web you
32:58.92 could be on your phone you could be in a
33:0.20 meeting and so pentrix is designed to be
33:3.24 everywhere allowing you to convert those
33:6.12 um those uh ideas into task as
33:8.92 conveniently as possible so make sure
33:11.00 that you install our extensions I also
33:13.04 like this when you have you know one
33:14.44 drive or if you have um SharePoint and
33:17.56 again you want to take a file and you
33:19.12 need to assign to somebody so that they
33:20.88 go and read it you click on this
33:22.76 extension it sends a task to them um and
33:26.44 and so it allows you to
33:29.08 very very easily and seamlessly track
33:31.72 those okay um the other thing I want to
33:34.36 show you is actually um Power automate
33:38.84 and so um not many organizations
33:41.12 leverage this today but if you have a
33:44.56 power automate license with Microsoft um
33:47.24 these are actually some pretty cool
33:48.40 things that you can do so what happens
33:49.92 is you can set up rules so then you know
33:53.32 if something happens in pry Matrix then
33:56.44 um it triggers it in team team or vice
33:58.40 versa something happens in teams and it
34:0.12 triggers in patrix so actually one thing
34:2.60 that we're really excited about is our
34:4.08 promatrix Integrations with Microsoft
34:6.00 co-pilot so if you don't know what
34:7.72 co-pilot is it's the AI add-on um that
34:11.96 Microsoft is launching where it allows
34:14.32 you to actually interact with your data
34:17.68 um and so part Matrix is one of the very
34:19.56 few application that actually surfaces
34:21.36 that so this is designed for Enterprise
34:23.24 organizations only so if you are at a
34:25.64 large organization and you're you know
34:27.72 using co-pilot and you want to leverage
34:29.76 prod Matrix definitely reach out to us
34:31.60 we can show you how it works it's it's
34:33.36 pretty amazing but these are additional
34:35.48 Integrations we have within the
34:37.64 Microsoft
34:38.92 ecosystem the other thing I want to show
34:40.84 you is actually the connector so I'm not
34:42.48 going to show you how to integrate it
34:43.88 but if you go to our connectors page and
34:45.60 you scroll down you actually see various
34:48.28 applications that we integrate with for
34:49.96 you to pull in task again the idea of
34:53.00 using this is not that um you know I
34:56.12 don't recommend using
34:58.48 multiple task management software I
35:0.44 think that's just a bad practice in
35:1.96 general because now you have stuff
35:3.88 everywhere and you don't have one
35:4.96 central place right the whole point of
35:6.80 PR Matrix is to have one central place
35:8.80 to prioritize at the same time you might
35:11.88 have stuff already on some of these
35:13.24 other platform so if you connect this
35:15.56 what it what it'll do is it'll pull
35:17.28 these task into patrix and then you can
35:19.60 prioritize it and then hopefully one day
35:21.96 you won't need to use these other
35:23.24 applications anymore but these are the
35:25.80 ones that are um in place that you can
35:28.08 play play with at this
35:29.92 moment okay so what I've talked to you
35:32.72 about so far is one using the various
35:35.20 types of projects to track your task two
35:37.84 how to get information into patrix and
35:39.96 all the platforms that we integrate with
35:42.00 and we have so many other platforms as
35:44.40 well that um that we integrate with that
35:47.24 allows you to pull again data into prod
35:49.68 Matrix there's one thing that I want to
35:51.96 show you um that's sort of for for those
35:54.92 who for example who don't use Outlook
35:57.08 what happens is you can actually use
35:58.88 your patrix inbox so let me show you a
36:1.12 trick to use your patrix inbox so if you
36:5.44 go to inbox right you can actually get
36:7.68 your secret inbox address so for example
36:11.16 um this right here so I can copy this
36:13.44 link now what happens is if you use
36:16.68 Outlook what you want to do is you want
36:18.76 to make sure that you save this I'm
36:20.76 sorry if you use any other email system
36:23.00 not Outlook rather um you want to save
36:24.92 that email address as your party Matrix
36:26.52 inbox so for example on my Apple mail
36:29.04 this is what I would do I'd save that
36:30.92 address as my inbox and then whenever I
36:33.72 get an email and I'm on the I'm on the
36:35.80 road um and I look at my phone and I see
36:38.20 that email on Apple phone I forward that
36:40.36 email into my part Matrix inbox address
36:42.24 so let me give an
36:43.64 example okay so let's just imagine this
36:46.40 is a forwarded email okay but here's one
36:49.64 thing that you can do with patrix that's
36:51.04 really neat which is you can directly
36:53.36 type into the email do tomorrow remind
36:57.28 me
36:58.12 weekly okay and then the rest of the the
37:0.60 body of the email is right here because
37:2.12 you're forwarding this email into party
37:3.44 Matrix but also you can say assign to
37:11.28 abcyou cod.com okay so what happens is
37:14.52 you can actually assign this email to a
37:19.20 coworker directly from the forwarded
37:22.64 email now um usually we uh in party
37:25.60 Matrix you can just say assign to like
37:27.60 Pablo and it'll assign a Pablo but when
37:29.92 you forward email to P Matrix you do
37:31.88 have to explicitly assign it to that
37:34.32 email um but then what happens is now
37:37.28 when when when you open patrix the Inbox
37:40.80 it actually assigns a task to the other
37:42.40 person and then allows you to you know
37:44.76 track the status of that task and so you
37:46.96 can click on send I use this all the
37:50.08 time I get emails you know on my phone
37:52.68 all the time and it's there's no easy
37:55.20 way to get into perm Matrix aside from
37:57.48 foring these emails as needed and and I
38:0.28 love using the those commands the you
38:2.40 know the due dates and the reminders U
38:4.64 because I have emails that I can't
38:6.44 respond to today I can't respond to
38:8.72 within the next week but I want to make
38:10.52 sure that I respond to it at some point
38:12.84 over the next couple of weeks and those
38:14.56 recurring reminders really come back to
38:16.32 be
38:17.68 helpful
38:19.40 okay um now let me show you a couple of
38:21.88 other features um that typically is not
38:25.72 powerful um until you have a lot of
38:28.64 projects in per Matrix and one of those
38:31.32 is actually the reports view so if you
38:34.00 go to reports there's two types of
38:35.72 reports there's General reports and
38:37.28 there's workload reports so if you go to
38:40.60 General reports what happens is actually
38:42.36 our system generate these reports for
38:44.60 you on a daily basis as well as a weekly
38:46.72 basis so um if you go to your party
38:49.16 Matrix today you can open here and and
38:51.24 you can click on these and actually see
38:52.80 the reports that we we generate for you
38:55.20 the other thing is we actually have the
38:56.60 ability for you to schedule these
38:58.40 various reports as well so again you can
39:0.96 change it to the the time um that is uh
39:4.56 most convenient for you and you can
39:6.40 actually have the option to email these
39:8.16 reports to you on a quarter on a
39:9.68 quarterly basis weekly basis Etc and
39:12.12 then the change log is where you can
39:14.12 actually see all the history of all the
39:16.48 changes that's happening across your P
39:18.36 Matrix one of the things that we try to
39:20.48 do is create a lot of transparency for
39:23.96 your own organization right again if you
39:25.88 use P Matrix on your own sure you have
39:28.16 complete overview of everything you know
39:30.68 what it is that you did but if you use
39:32.40 protom Matrix with you know your team or
39:35.00 within your organization there's a lot
39:37.08 more changes that you won't have
39:38.52 visibility into but we make it possible
39:40.76 for you to access all of that through
39:42.36 like the change
39:43.56 log the other type of report is the
39:45.76 workload management if you go to
39:47.12 workload management what it does is it
39:49.20 actually shows all the people within
39:50.72 your team and then it actually shows the
39:53.16 number of tasks they have due on any
39:54.92 specific date essentially moving forward
39:57.84 and then what happens is you can
39:59.32 actually choose the type of view that
40:1.32 you want to see which is number of items
40:3.64 or effort or schedule hours now the
40:6.72 difference between number of items and
40:8.08 effort is is pretty straightforward what
40:9.76 happens not all tasks are created the
40:11.36 same right and so when you set effort um
40:14.44 let's say something takes half a day or
40:16.40 you know two weeks or whatever then prot
40:18.52 Matrix would take that and distribute it
40:20.80 over your start date to Due Date end
40:23.84 date um whereas if you don't and use
40:26.76 number of items then we assume that
40:28.56 every item is 1 hour now we know those
40:31.12 that's not a you know that's not the
40:32.68 same but again that's where you can go
40:34.68 and make those changes within the pr
40:36.16 Matrix task and then you'll get a more
40:37.88 accurate report this is useful for
40:40.16 workload management especially if you're
40:41.68 a manager and now you know you have five
40:44.04 or 10 direct reports that's working on
40:46.20 various things and you're just trying to
40:47.44 see who's overwhelmed who has too many
40:49.32 things on their plate um or that you
40:51.28 know if you're working on clients
40:53.32 project and you have various designers
40:55.56 and and engineering resources this is
40:57.88 all about resource management and
40:59.32 allocation to ensure that everything is
41:1.12 a little bit more balanced and
41:2.88 equal similarly if you are um an
41:6.40 individual contributor and you have a
41:8.48 lot of stuff on your plate and your
41:9.80 manager keeps on assigning you stuff
41:11.68 this is the view that's also very
41:13.28 helpful for you to show hey by the way I
41:15.24 have a lot of stuff coming up next week
41:17.04 you know if you keep on assigning me
41:18.44 things something's going to drop so
41:20.52 something's going to give and I won't
41:21.88 put to get them all done and so again
41:23.88 use this as a way to communicate to
41:26.24 others on either your workload or to see
41:28.88 their workload and then you can click on
41:30.40 each of these numbers and actually get a
41:31.96 drill down directly in inside the prrix
41:36.00 across all of your projects so that's
41:38.24 the neat thing so it's not just in one
41:39.96 project it's across your all of your
41:41.96 projects across all of PR Matrix so it's
41:44.36 very very useful um because that Master
41:47.76 view you know the the view across
41:49.76 everything is uh one of the most
41:51.60 powerful way to know how everything fits
41:55.52 together I mentioned the word masterview
41:58.00 and actually masterview is a concept
42:0.04 that we've had in promatrix for a long
42:2.08 time um and only recently within the
42:4.48 desktop app we move away from the master
42:6.28 View and instead we replace it with the
42:8.12 search view so if you're if you used the
42:10.64 master view before and you missed that
42:12.76 feature just know that the search view
42:14.96 is actually a lot more powerful and so
42:17.04 again for those who are actually um more
42:19.96 advanced in party Matrix and you use per
42:21.92 Matrix for a long time already or you
42:24.00 know you have a lot of projects and
42:25.68 tasks and so forth some sometimes the
42:27.68 biggest struggle is
42:29.80 understanding what it is you need to
42:31.60 work on at any point in time as in you
42:34.00 know like right now across all of your
42:35.68 projects so the way the search view
42:37.52 works is it actually shows you all the
42:39.48 tasks across everything and then one of
42:41.88 the things I like to do is actually go
42:43.56 up here and choose one of these frequent
42:45.68 filters right and so for example you
42:47.60 click on Star it shows you all the star
42:49.44 task and so I mentioned to you starting
42:51.56 projects make sure you start your tasks
42:53.20 as well if you start your task that's a
42:55.08 way to see what are all the active tasks
42:56.84 with the your organization so I
42:58.80 recommend that if you again you have a
43:0.44 team of people tell everyone to start
43:3.00 the task they're working on and so when
43:4.60 you go to the search view you can
43:6.28 actually jump to that really really
43:7.68 easily and see hey what star task do I
43:10.20 have overdue um what star task have been
43:13.48 modified recently Etc directly from here
43:16.96 but the other thing you can do is
43:19.16 actually use the filter here to build
43:21.60 your own custom filters so for example
43:24.48 when I click on on this option I
43:26.48 actually can go and sort all sorts of
43:28.76 stuff for example you know find items by
43:31.60 modification dates find item by state is
43:33.72 it finished unfinished items in which
43:36.08 quadrants assigned to so you know which
43:38.56 user you can actually select multiple
43:40.80 users directly from here you can also
43:42.80 choose items that you follow and so
43:45.64 forth so you can see how you have a lot
43:48.00 of options for you to filter your data
43:50.28 and then afterwards we actually let you
43:52.88 save this filter as a save template so
43:58.28 let's just say again if you have a lot
44:0.76 of different tasks and you're always
44:2.08 looking for the same type of task for
44:4.20 example task assigned to yourself in
44:8.32 quadrant one across all projects that's
44:10.68 what you would do you would go and build
44:12.00 that filter and then you would save that
44:13.40 as a custom filter here then whenever
44:15.32 you're in the search view you open the
44:16.92 filter section click on that and then
44:19.12 Fallout all of Prometrics um task will
44:22.20 be there and then filtered to your
44:24.44 specific
44:25.60 needs Okay so that's one tip that I want
44:28.24 to give you because you know as you use
44:29.56 patrix more you're going to find that
44:31.80 you know if you have again 20 tasks it's
44:34.12 easy to find right what does you have to
44:35.92 do but you have you 2,000 task this kind
44:38.72 of filtering is much more
44:40.96 useful all right um and if you are
44:44.72 looking at the left hand side you'll see
44:46.64 that we have a couple of options so you
44:49.04 might have seen the oneon-one before the
44:50.56 one-on-one is actually a way to see all
44:52.52 the tasks that you have but again
44:54.92 filtered from the dimensions of people
44:57.68 so what that means is instead of
44:59.08 actually just looking from a project
45:0.72 standpoint you select the person and it
45:2.84 shows you all the tasks you have in
45:4.16 common with that person I actually find
45:6.24 this pretty useful especially if I
45:8.56 assigned someone something recently and
45:10.68 then afterwards I'd struggle to remember
45:13.00 where in what project I put it so
45:15.20 instead of looking at project and then
45:17.36 task I go to one-on-one view so then I
45:19.92 look at the people that I work with and
45:22.16 what tasks I assign to them so that's
45:24.76 what you can do here in the oneon-one
45:27.00 now a couple things there's a calendar
45:28.68 view there's a Gant chart View and
45:30.16 there's a feed view so these are
45:32.04 actually all everything on the left hand
45:33.96 side are called Global views so what
45:35.96 that means is they're actually across
45:37.36 your entire party Matrix um so we
45:39.60 actually are working on the global view
45:41.52 for Gant chart because right now you can
45:43.16 actually access the Gant chart uh from
45:45.56 every project so you know of course if
45:47.24 you go to a project here you see how you
45:49.36 have these different views for example
45:50.68 the list view the calendar view
45:54.04 um the Gant chart view this is per
45:57.28 project basis but we're actually working
45:59.48 on making this available across all your
46:1.76 projects too so what that means is you
46:3.56 can actually will soon be able to see
46:5.28 your Gant chart and your calendar across
46:7.92 all of your projects in one central
46:11.16 place okay
46:13.80 so let's recap um I know I went through
46:17.28 a lot of different things today and
46:19.00 again the goal here is to let you know
46:21.40 what are the features that might be
46:22.68 useful as you expand your usage of pry
46:24.76 Matrix if you're overwhelmed by by these
46:27.88 capabilities check out the introduction
46:30.40 webinar instead because I think that's a
46:32.00 little bit more to the basics of the
46:33.92 features that are most important to you
46:36.28 um but this is helpful because if you
46:39.16 are trying to scale up your usage of PR
46:41.32 Matrix these are things that's not so
46:43.24 obvious and don't forget that you know
46:45.04 my my point um I've made actually many
46:48.20 times in the past which is promatrix is
46:50.20 a communication tool and so being a
46:52.68 communication tool what it is is it's
46:54.36 communicating to you communicating to
46:56.04 your team members what are the
46:57.56 priorities of every single person at any
46:59.48 point in time so the way we do that is
47:1.88 essentially having all these different
47:3.20 views and layers on the data that you
47:5.36 have and so these various you know menu
47:9.84 items here are all ways for you to see
47:11.84 that
47:12.96 information okay with that I'm going to
47:15.56 jump back to the presentation real quick
47:18.12 and then I'll see if there's any
47:19.28 questions that um you may have and if
47:21.92 you do have any questions now is the
47:23.60 perfect time to uh type them into the
47:25.84 chat
47:30.96 okay so what success would protom Matrix
47:33.80 should look
47:34.96 like one central place to track all your
47:37.60 priorities right if if you are finding
47:40.12 that you're you know jumping between
47:41.64 prod Matrix and one Noe and all these
47:44.12 other different tools then reconsider um
47:47.16 reconsider what you need to adapt in
47:49.44 promatrix to make it one central place
47:51.36 to track all these things that you have
47:52.80 to do because if in a team environment
47:56.16 and you have one projects that has
47:58.12 everything that you have to everyone
48:0.04 understand exactly what they need to
48:1.24 work on on they need to work on then
48:3.72 having that and then in your meetings
48:5.28 you project P Matrix on the big screen
48:7.72 you're going to find that you're going
48:8.84 to be a lot more efficient and a lot
48:10.60 more effective at identifying issues
48:13.12 within your own
48:14.76 team this is how you get that alignment
48:17.88 across the team task right um by
48:21.08 creating that transparency and creating
48:22.88 that visibility one of the things I
48:24.68 always say is your goal is not to to you
48:27.60 know have everyone always be on the same
48:30.16 page which within per Matrix and you
48:32.12 know um you type in the information in
48:34.44 there and everyone agrees it's about
48:36.44 discovering the disagreement as well so
48:38.56 it is so crucial that you guys talk
48:41.24 about disagreements within your internal
48:43.24 team whenever you find that hey you know
48:46.28 so and so person thinks this is highest
48:48.08 priority but somebody else thinks this
48:49.88 is lower priority that's when you have
48:52.00 those meaningful conversations um and so
48:54.40 pmatrix facilitates that because we make
48:57.00 it obvious on what the what tasks are
49:0.36 important and Urgent what tasks are not
49:1.92 important um and Urgent and what tasks
49:5.04 are important but not urgent right
49:6.80 that's the whole goal of all this is to
49:8.88 surface up those
49:10.88 discrepancy again if you have a lot of
49:13.24 repetitive procedures make sure you
49:15.04 templatized
49:26.68 using our AI system to generate your
49:28.56 projects to save you time as much as
49:31.28 possible lastly make sure you prioritize
49:34.08 your emails um that's the number one
49:36.04 reason why customer comes to prod Matrix
49:38.44 uh what happens is then afterwards
49:39.88 people do tend to forget that hey they
49:41.80 should actually prioritize all these
49:43.12 emails they have and you go back to you
49:44.96 know starring your emails or flagging
49:46.64 your emails but guess what starring and
49:48.76 flagging is not sufficient to ensure
49:51.24 that you answers all the those most
49:53.16 important emails so for them into your
49:55.28 promatrix which again some I do all the
49:57.44 time or use the Outlook extension to
50:0.12 prioritize email and delegate email and
50:2.32 you'll find that it's actually a lot
50:3.76 more um
50:5.60 useful as a way to ensure that you never
50:8.32 let these important emails fall through
50:9.88 the
50:10.84 cracks okay with that I conclude my
50:13.40 presentation here um I'm going to check
50:15.12 the chat to see if there's any questions
50:17.12 and if there's not feel free to send me
50:19.20 an email um at any point in time I'd be
50:22.36 happy to answer questions that you may
50:25.64 have okay I have a question here which
50:28.12 is uh many meetings and how do you
50:30.56 summarize the meetings that's a good
50:32.96 question so party Matrix actually has
50:35.36 additional Integrations into Microsoft
50:37.36 teams as well so let me show you how
50:38.84 that works here
50:41.88 um so if you go to patrix for Microsoft
50:45.56 team so now of course if you use other
50:47.28 meeting software we don't have um we
50:51.36 don't have Integrations into some of the
50:53.24 other meeting software but in Microsoft
50:54.84 teams itself we actually have the
50:56.84 ability for you to add party Matrix to
50:59.04 your meetings so let me show you how
51:0.72 that works so for example um here I have
51:3.44 Microsoft teams open I have calendar
51:5.56 open I'm go ahead and create a meeting
51:7.52 you know this is a test meeting okay so
51:10.16 I have this test meeting here and I
51:11.80 press
51:13.36 save so now when I have a meeting in P
51:16.28 Matrix one of the things I can do is
51:18.92 actually
51:20.44 um click on this plus icon here I can
51:24.00 choose party
51:25.56 Matrix
51:28.80 and actually I can load up my prod
51:30.88 Matrix and then I can actually create an
51:33.32 agenda in prod Matrix
51:36.40 here so now what happens is I can take
51:39.60 my meeting notes inside patrix so as you
51:43.00 can see what happens is there's a couple
51:44.92 things that's actually really cool first
51:46.60 of all patrix goes on the right hand
51:49.16 side here lets you add Prometric items
51:52.04 to your agenda so let me give you an
51:54.24 example let's say you have a meeting
51:55.68 with your direct report right and you
51:58.08 have a bunch of tasks that you have
51:59.68 assigned to that person previously when
52:1.88 you go to this view here you can
52:3.52 actually find those task and and drop
52:6.00 them into the agenda the second thing is
52:9.64 that you can actually create tasks
52:11.68 directly from this view um inside the
52:14.48 meeting notes so you know for example
52:15.84 you can take the meeting notes and then
52:17.08 afterwards you can actually create per
52:19.04 Matrix action items during the meeting
52:20.96 itself so this is one way to actually
52:23.40 save you um task so uh
52:27.12 what happens too is that you know you
52:28.96 probably can leverage Microsoft AI to
52:31.60 summarize a lot of your meetings so you
52:33.80 know a long time ago we looked at
52:35.40 Technologies around summarizing and and
52:37.72 using voice transcript and all that I
52:39.84 don't know if you're aware but Microsoft
52:41.52 actually has really good capabilities
52:43.56 for turning all your meetings
52:46.32 transcribing it and then taking those
52:48.24 transcription and you can create tasks
52:49.76 from that so I generally recommend that
52:52.52 as as something that you can do but the
52:55.36 agenda here by Matrix just makes it easy
52:58.04 for you to create task directly from
52:59.84 your meetings um I know I've seen so
53:2.12 many cases where you know people will
53:4.60 have a meeting they'll have a they'll
53:5.84 talk about a bunch of different things
53:7.36 and so forth and then you know couple
53:9.12 weeks later you get back you reconvene
53:11.20 and you talk about hey did you do that
53:13.00 XYZ that we talked about and the answer
53:14.60 is like no I didn't write it down right
53:16.84 and so the whole point here with PR
53:18.44 Matrix is that you can actually create
53:20.32 these task during the meeting so you
53:22.16 don't have such a
53:25.44 problem
53:28.00 um so next question is here I received
53:30.84 thousands of emails um how do I PRI
53:33.44 prioritize that with AI that's actually
53:35.08 really interesting so we don't help you
53:38.08 prioritize with um prioritize you know
53:41.60 automatically so the way it works in PR
53:43.80 Matrix for example here I have Outlook
53:45.56 open and so you probably seen this
53:47.64 before but if you go to Outlook here
53:50.48 whenever I have an email that I need to
53:51.88 prioritize I can actually click on the
53:54.16 apps here choose PRI Matrix and then
53:56.96 prioritize the email right and then I
53:59.12 can leave this pin so then anytime I
54:1.20 click on an email I can actually convert
54:3.44 it into a task very easily but this is
54:5.96 done on a manual basis so what that's
54:8.92 doing is I prioritize the email I choose
54:11.76 the project I choose the um I choose the
54:13.96 project I choose the quadrant I assign
54:15.44 at somebody and I click
54:17.12 capture but if you have a lot of emails
54:20.12 and you want to organize it the way that
54:21.96 you would do it is to actually create
54:23.60 forwarding rules in pry Matrix so the
54:25.92 way it works is this when I go to a
54:28.84 project in patrix for example here every
54:32.84 quadrant in patrix has an email address
54:35.80 so what that means is I can actually
54:37.24 click on this top right here and I say
54:39.16 get secret email address earlier I
54:41.60 showed you how you can get a secret
54:43.00 email address for your inbox well you
54:45.84 can actually get a secret email address
54:47.64 for every quadrant for every project and
54:51.36 assigns every person all inside PR
54:54.36 Matrix so um as an example what I've
54:57.72 done is I have a project U for my
55:1.08 Microsoft emails that I received so
55:3.76 whenever I receive an email from a
55:7.16 microsoft.com I actually create the
55:8.92 rules inside Outlook to forward that
55:11.68 email into my pry Matrix so that's how I
55:15.08 keep things organized so imagine if you
55:18.20 have thousands of emails but you're
55:19.92 working with different clients external
55:21.80 clients or even internal organizations
55:24.04 right what happens is that you can
55:25.72 create these different projects create
55:27.64 these rules and outlooks So then
55:29.04 whenever you know that client sends you
55:31.16 an email it gets fored in PR Matrix
55:34.04 there's no good way honestly to
55:37.60 understand you know what email is most
55:40.12 important across everything so you know
55:42.52 I wouldn't say that our our AI or
55:44.40 anything that we're working on will come
55:46.36 remotely close to that but all we can do
55:48.72 is help you organize it a little
55:55.24 bit
56:0.00 um the other question is the AI features
56:2.00 is giving you errors trying to generate
56:3.88 the task so if you could reach out to us
56:7.96 let us know the details there that'd be
56:9.64 fantastic as we can actually review that
56:11.56 so there's two ways that you can
56:13.00 actually well there's multiple ways but
56:14.92 the two most obvious way to generate um
56:17.48 to use our AI is in that one that
56:19.80 project creation when you go to create
56:21.40 project and create with AI and you type
56:23.24 the goal here now sometimes we actually
56:25.92 the way that works with the AI is that
56:28.12 um there are certain types of goals
56:29.64 certain types of projects where the the
56:31.32 system will not generate a project for
56:33.64 you that's just that's just the way it
56:35.72 is um but uh if our error is not showing
56:39.80 you like you know the details that you
56:41.80 need just reach out to us and we can
56:43.64 review it um the other way that you can
56:46.32 use the AI goals generation is for
56:49.40 example if you go to the notes section
56:51.48 here you can do what called fill with AI
56:54.12 and so what happens is you can create a
56:55.56 task right whatever task is that you
56:57.48 have so for example reach out to XYZ and
57:0.48 you click fill with AI what happens is
57:2.28 our system will go and generate subtasks
57:5.68 that we think might be useful to fulfill
57:7.96 this particular task that you have
57:9.84 honestly it's uh a very very small
57:12.32 stepping stone towards the right
57:13.76 direction but it's just a way for you to
57:15.92 you know create subtask a little bit
57:17.48 more
57:18.64 seamlessly so if you have any specific
57:21.16 errors around this please reach out to
57:23.32 us because you know that's the best way
57:24.76 because then you know we can either you
57:26.24 can send us a screenshot or you know at
57:28.12 least we have the information that you
57:29.36 have so we can review in their system to
57:31.32 see if there's an error
57:33.00 logs thanks for those questions I
57:35.08 appreciate it okay if there's any other
57:38.56 questions feel free to reach out to me
57:40.00 at hen.com um more than happy to address
57:44.00 you know the challenges that you have
57:45.76 again the whole goal here with this
57:47.96 webinar is to show you how to get to the
57:50.04 next level um if you're struggling with
57:52.32 the most basic stuff make sure you check
57:54.44 out our more introductory webinar if
57:56.56 you're looking at the template stuff
57:58.00 check out our templates webinar if
57:59.36 you're really looking at ways to
58:0.48 automate your email foring check out the
58:2.60 email um masterclass webinar thank you
58:5.76 so much for your time I appreciate it
58:7.68 again I'll be sharing this recording
58:9.40 with everyone afterwards
58:17.08 cheers