Master Your Productivity: Using the Eisenhower Matrix with Priority Matrix

Video presented by Hai Nguyen

Webinar on

Are you struggling to prioritize your tasks and make the most of your time? Join us for this insightful webinar where we'll explore the power of the Eisenhower Matrix, a proven time-management framework, and how Priority Matrix can help you implement it effectively.

The Eisenhower Matrix is a simple yet powerful tool that categorizes your tasks into four quadrants. By sorting your to-dos into these quadrants, you can quickly identify which tasks deserve your immediate attention and which ones can be delegated, scheduled, or eliminated.

During this webinar, you'll learn:

The principles behind the Eisenhower Matrix and its benefits
How to effectively use Priority Matrix to implement the Eisenhower Matrix
Strategies for prioritizing tasks across different quadrants
Tips for avoiding common time-management pitfalls
Ways to streamline your workflow and boost productivity

This webinar will provide you with the insights you need to prioritize your tasks effectively.

Explore other past and upcoming webinar events from our team.

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

Video transcription (56:56.04) Stop scroll

0.72s good morning everyone we'll go ahead and
2.72s get started thank you so much for being
4.72s here today I want to let you know that
6.40s this webinar is recorded and so I'll be
8.60s sharing the recording with you
10.24s afterwards also uh we will have a
13.12s translated version of this webinar in
16.24s other languages including Spanish French
18.92s Italian um so if there's any specific
21.60s languages that you need please reach out
23.36s to us and we'd be happy to share with
25.68s you the recording in those specific
28.72s languages with that we'll get started
31.24s today's webinar is on mastering your
33.32s productivity with the Eisenhower method
35.76s and the and PR Matrix my name is high
38.20s wind I'm co-founder of affence the
40.08s company behind
44.28s patrix my goals for today uh to help you
47.92s understand the principles and benefits
49.64s of the Eisenhower Matrix learn how to
52.64s effectively implement it using party
55.08s Matrix and then discover strategies for
57.68s prioritizing tasks across different
59.40s quadrants
1:0.68 and then also understanding the common
1:3.00 time management pitfalls and how to
1:4.64 avoid them and explore ways to
1:6.68 streamline your workflow and boost
1:9.76 productivity obviously um all of you
1:12.32 here today are here because you're
1:14.76 interested in becoming more effective
1:16.64 with your time and become more efficient
1:19.28 so one of the things that we try to do
1:20.92 at our company using the software patrix
1:23.64 is to bring those best practices and
1:26.04 time management into real life so that
1:28.72 you can actually
1:31.16 Implement these um these tips and
1:34.08 actually prioritize your task projects
1:36.32 and emails so I would try my best to
1:39.84 walk you through the principles of
1:41.20 primatrix if there's any questions
1:43.44 whatsoever please ask them this is a
1:45.60 perfect opportunity for us to do
1:51.00 that the first question that I always
1:53.64 ask is argue focus on work with the most
1:57.16 impact and three challenges that I've SE
1:59.96 seen our customer bring up over and over
2:2.52 again over the past decade is that one
2:5.64 team members always have trouble
2:7.72 understanding what's priority right now
2:10.24 two on a personal level it's harder to
2:12.64 keep track on the status of work across
2:15.64 many areas of
2:17.52 responsibilities we don't just have one
2:19.76 thing to do anymore we have dozens of
2:23.92 responsibilities at any point in time
2:25.72 and it's owning tasks for so many
2:27.52 different people and then thirdly email
2:30.16 and meetings are just causing far too
2:32.00 much context switching and so you know
2:34.24 for some of us we're in meetings
2:36.00 throughout the day and so you're
2:37.52 spending time in conversations as
2:41.32 opposed to actually getting anything
2:44.12 done the idea behind PR Matrix is that
2:47.40 we should make prioritization simple PR
2:50.04 Matrix itself is a comprehensive email
2:52.40 priority and project management software
2:54.92 that helps at the individual level
2:57.28 prioritize your task and emails at the
2:59.96 Team level ensuring that everyone is
3:2.32 aligned on the key task and key projects
3:5.48 and have a full understanding of what
3:7.44 everyone else is working on and then at
3:9.60 the organiz organization level party
3:12.08 Matrix creates a single source of Truth
3:14.52 to help you become much more efficient
3:16.12 and effective and when we say at the
3:18.44 organizational level what happens is
3:20.36 that party Matrix help you understand
3:23.08 exactly the how priorities are changing
3:26.12 across all these different projects that
3:28.24 you know don't necessarily just ban over
3:29.96 the course of a few months but over
3:31.96 years and um and
3:35.16 more so the way PR Matrix helps is it
3:37.92 uses What's called the four quadrant
3:39.36 methodology to promote effective
3:41.32 prioritization today we will actually
3:43.60 dive into that particular approach known
3:47.16 as the Eisenhower Matrix P Matrix also
3:49.76 provides other views such as the
3:52.32 one-on-one excuse me such as the
3:54.96 one-on-one the
3:56.44 agenda the timeline to help you
3:59.52 understand what needs to be done within
4:1.40 the right context and then thirdly prod
4:4.08 Matrix provide Integrations into systems
4:6.12 you already use that includes Microsoft
4:8.20 teams and outlook for Effective email
4:11.16 and task
4:15.88 prioritization so what makes petric
4:18.04 better than so many other solution out
4:19.60 there is that one it's a Microsoft 365
4:22.04 security certified solution for teams
4:24.64 Outlook and web app uh we're leveraging
4:27.40 AI in so many different places but what
4:29.96 we're trying to do is help you achieve
4:31.60 your goals and so we're not trying to be
4:34.04 super fancy with the AI stuff out there
4:36.72 but we're trying to make sure we use it
4:38.36 responsibly to help you turn whatever
4:40.96 goal is that you want into the task you
4:42.96 need to do in order to achieve those
4:44.92 goals and we provide what I call people
4:47.20 Centric collaboration so the view such
4:49.44 as the one-on-one and so forth helps you
4:51.92 understand what needs to be done for
4:53.88 whom right within the right context
4:56.40 context is extremely important when we
4:58.52 think about productivity
5:0.48 because we need to know what it is that
5:2.68 you need to work on when for whom why
5:7.12 and then lastly patrix is available as a
5:9.56 SAS Hippa um as well as an Azure
5:12.28 government Cloud solution and so if
5:13.96 you're an Enterprise customer or
5:15.40 interested an Enterprise solution
5:16.96 definitely reach out to us we'd be happy
5:18.48 to uh walk you through our
5:21.12 offerings so let's talk about the
5:23.28 Eisenhower Matrix so there's a famous
5:25.68 quote attributed to former President
5:27.68 Eisenhower what is important is urgent
5:30.44 and what is urgent is seldom important
5:32.80 what I really like about this quote is
5:35.48 that it takes everything that you have
5:37.88 to do or think about doing and split it
5:40.52 into these two fundamental dimensions of
5:43.08 importance and urgency right um now I
5:46.32 imagine almost every single one of you
5:48.40 here have a to-do list I have a to-do
5:50.52 list in fact I have too many to-do list
5:53.20 but what happens is when you have a
5:55.12 to-do list when you decide to work on
5:58.36 something where do you start to start at
6:0.00 the top of the list or the bottom of the
6:1.36 list and then similarly if you need to
6:3.52 add something do you add to the top of
6:5.08 the list or the bottom of the list in
6:6.96 reality if we actually take that list
6:9.52 and we split it into a 2 by two U Matrix
6:13.40 with the dimensions of importance and
6:14.92 urgency suddenly you have a much clearer
6:17.60 picture on what it is that you need to
6:19.16 work on so if you look from that
6:22.44 perspective The isenhower Matrix is a
6:25.00 very simple but powerful time management
6:27.52 framework and so when the tasks are
6:30.44 split into those four quadrants you have
6:32.64 the importance and Urgent in in Quadrant
6:34.96 One the important not urgent in quadrant
6:37.76 two and then the not important but
6:39.96 urgent in quadrant three and sort of
6:41.80 everything else in Quadrant 4 what is
6:44.68 particularly powerful about this
6:46.16 Eisenhower Matrix approach is that it is
6:48.36 very visual so when again when you look
6:50.84 at that to-do list it is so hard to
6:53.24 decide what to work on at any point in
6:55.32 time but when you look at the four
6:56.96 quadrants it becomes very obvious where
6:59.24 you should be put in your effort one of
7:1.52 the things that's really interesting is
7:3.48 that if you look at the Matrix and then
7:5.76 you start seeing you know maybe 50% of
7:8.12 your tasks are in quadrant one which
7:9.68 means they're important and Urgent then
7:11.36 you realize wait a minute how come
7:12.64 everything I have is important and
7:13.76 Urgent so maybe you're actually not
7:16.00 prioritizing correctly and so one of the
7:18.68 things that I think is extremely
7:20.28 important about how we manage time in
7:22.72 general is we have to decide what to
7:25.20 work on and what not to work on so when
7:28.84 you think about prioritizing task it is
7:31.80 really up to you I mean I I think you
7:33.84 know our software can do so many things
7:36.28 but at the end of the day it is only as
7:39.24 good as your own prioritization method
7:42.00 right you and your team members and your
7:44.36 co-workers and your managers um are the
7:47.04 people deciding what is it is it that
7:50.08 you need to spend your time on in order
7:51.92 to be the most effective and the vast
7:54.12 majority of the time we don't
7:56.72 communicate with each other right
7:58.40 everyone is off doing their own thing
8:0.84 and you know they'll run off and they'll
8:2.20 start working on something because
8:3.48 that's the most interesting thing as
8:5.36 opposed to being the most valuable thing
8:7.96 and so the whole idea around pry Matrix
8:10.60 is to have one central place for you to
8:13.76 be uh communicating with each other on
8:16.76 your priorities on your co-workers
8:18.84 priorities and so you can achieve that
8:21.12 alignment so when you look at P Matrix
8:23.72 software you're going to see these four
8:25.72 quadrants over and over again the
8:28.20 important urgent that what we call do
8:30.28 now right that's the fires you have to
8:32.00 fight the important but not urgent oh
8:34.48 those are in the plan quadrants these
8:36.04 are the things you should start thinking
8:37.52 about whenever you have extra bandwidth
8:40.08 the not important urgence these are
8:42.80 these are the bad ones these are the
8:44.48 ones that pull you
8:45.88 away from the work that you need to do
8:49.08 because it's that last email that just
8:51.08 came in um it's that message you just
8:53.60 got on your chat software it's that text
8:56.08 message it's that Interruption at your
8:58.20 office and so for for all of us when we
9:0.60 think about quadrant 3 this is the kind
9:2.84 of stuff that really suck away our
9:5.56 productivity um yet at the same time you
9:8.16 know we can't really avoid it because
9:9.64 unless you fundamentally change the way
9:11.64 your organization communicates or the
9:13.72 way others work with you it's very hard
9:15.48 to get rid of so we look at quadrant 3
9:18.08 as a place for you to put all that
9:21.36 information I'm sorry all the tasks that
9:24.56 you don't necessarily have to do but you
9:26.84 still want to to write them down to get
9:29.04 it out out of your head so that's a
9:31.12 delegate box the other way you can think
9:33.04 about delegate um quadrant as well is
9:36.24 that maybe there's someone else who can
9:37.88 do this better than you I mean that's
9:40.84 what our secretaries are for that's what
9:44.20 Outsourcing is for um it's just a way
9:46.60 for us to offload those action items
9:49.32 where it may be too much effort for us
9:51.24 to actually put our own resources into
9:54.64 and then lastly instead of having
9:56.36 anything that's not important and not
9:58.00 urgent which you shouldn't even have
9:59.96 write written down I guess um the inbox
10:2.60 is where you put all of your action
10:4.52 items as a starting point and then from
10:6.84 there deciding where it fits within the
10:8.52 broader picture so when you use PR
10:11.88 Matrix you put task into these four
10:14.04 quadrants and what's nice about that it
10:16.04 is very visual it's so easy to see where
10:19.20 is it that you need to spend your time
10:20.64 on pretty much namely in quadrant one
10:23.48 and then what uh you should work on next
10:25.52 which is quadrant 2 one of the things I
10:28.64 want to briefly mentioned um is the
10:30.84 challenges around emails this is where I
10:33.76 think you know almost all of us end up
10:36.64 burning so much time so me personally I
10:39.48 get several hundred emails per day the
10:42.68 problems with emails um is that you
10:45.80 don't know what's important and what's
10:47.20 urgent right and then when you check
10:49.48 your email first thing in the morning
10:51.32 guess what that last email is the first
10:53.84 one you respond to because that's the LA
10:56.52 the latest one right that's last in
10:58.64 first out
11:0.12 so instead of looking at emails from the
11:1.84 perspective of importance we're just
11:3.80 dealing it from an urgent standpoint so
11:6.72 uh one of the things party Matrix does
11:8.16 extremely well is in letting you
11:10.12 prioritize emails to ensure that if you
11:13.00 do have you do have an important email
11:15.40 and they may have come in from you know
11:17.48 a week ago a month ago or whatever you
11:19.72 don't forget it and that's one of the
11:21.20 features in P Matrix that I absolutely
11:23.00 love and I'll try my best to show you
11:24.60 that today as
11:27.28 well so before we walk into the product
11:30.96 I have a couple of um tips and
11:33.12 strategies that I want to share with you
11:34.76 so you know not everyone here will
11:37.84 benefit from using promatrix I I'll
11:40.00 admit that and then not everyone here
11:42.52 you know will to implement all these
11:44.64 things that I talk about with respect to
11:46.40 our product but if you follow some of
11:48.76 the strategies that I I will be
11:50.80 highlighting um even for your own
11:52.76 personal task management I think you'll
11:54.36 find that you know you'll be more
11:57.68 productive couple strateg IES um
12:0.16 quadrant one those are the things you
12:2.72 should tackle immediately and so when
12:4.72 you think about prioritizing tasks and
12:6.72 what things about think about the things
12:8.12 you put in quadrant ones these are the
12:10.24 things that um essentially requires your
12:12.64 attention and so when you use prot
12:14.84 Matrix and you communicate to your team
12:16.64 and you put something in Quadrant One
12:18.60 everyone should know that hey these are
12:20.48 the things that all of us are uh
12:22.88 focusing on or these are the things that
12:24.68 should require all our attention
12:26.36 whenever
12:27.68 possible quadrant to decide a dedicated
12:32.04 time every single day or every single
12:34.24 week to actually plan out the task in
12:36.36 quadrant 2 now one of the things that
12:38.40 you need to recognize is that priorities
12:40.28 are constantly changing right there's no
12:43.04 question around it which
12:45.12 means that you know today's quadrant 2
12:48.92 task might be tomorrow's quadrant one if
12:51.40 we don't deal with them soon enough so
12:53.52 for example taxes are due in a month but
12:56.76 if we keep on putting it off then one
12:59.48 day it's going to become a fire so when
13:1.64 you're really really good at
13:3.56 prioritizing your time ironically
13:6.08 quadrant one starts approaching zero and
13:8.84 quadrant two is where you're spending
13:10.36 all of your effort and time and I
13:12.12 learned this at a conference when I I
13:13.88 talked to one of our customer and and he
13:16.08 brought that up and suddenly light bulbs
13:18.76 hit me and realized you know so many
13:20.84 times we're thinking about all of this
13:23.28 wrong quadrant three the delegate
13:26.80 quadrants um one of the things that we
13:28.84 do or one of the things I like to do is
13:30.76 actually I don't like to even track the
13:32.76 things that are not not important so I
13:35.80 would use quadrant 3 as a place to track
13:38.04 resources so there's many types of
13:40.64 projects that you can have in patrix but
13:42.48 resources is a way for you to track
13:44.72 documents or other information where
13:47.12 they don't belong in quadrant 2 they
13:48.60 don't belong in quadrant one and they
13:50.52 need to be more organized than the inbox
13:52.60 itself and then lastly the inbox is
13:56.00 where I do put all of the tasks that I
13:58.20 get in the beginning so I would type in
14:0.44 my action items in Quant 4 and then
14:2.48 afterwards decide where it fits in
14:4.40 within the broader
14:9.36 picture a couple of key ideas and and
14:13.60 takeaways first if everything is
14:16.64 important and Urgent then nothing is
14:19.28 important and Urgent and what happens is
14:21.92 that you know for new managers this is
14:24.00 one of their their weaknesses which is
14:26.20 they're constantly firefighting and
14:29.20 everything's got to be done and I've
14:31.08 seen people like this where they're
14:33.72 constantly nagging everybody hey you got
14:36.24 to do this then you got to do this then
14:37.64 you got to do this but guess what if
14:39.64 you're constantly pushing someone to do
14:42.60 all the things that are uh all the task
14:44.96 and everything is important and Urgent
14:47.20 you cannot expect high quality work and
14:49.20 so I want all of you to have this as a
14:51.52 takeaway when you think about
14:53.20 prioritization if you're putting
14:55.00 everything in forent one and you're
14:56.48 thinking everything's important and
14:57.60 Urgent you're doing it wrong
14:59.64 you have to make that hard decision on
15:1.64 deciding these are the things that I can
15:3.76 focus my time on but these are and then
15:5.52 these are the things I
15:7.20 cannot regularly review and update your
15:10.04 task categorization um I I personally do
15:13.20 it on a weekly basis
15:15.60 because you know what happens is that we
15:18.48 add things all the time priorities are
15:20.92 constantly changing and when you use
15:23.00 protom Matrix it is so easy to add
15:25.52 things to it and then sort of forget
15:27.28 about it so what happens is you have to
15:29.16 take some active time to look at your
15:32.52 Matrix and see okay you know what these
15:35.40 are the things that need to be
15:36.44 deprioritized and these are the things
15:38.08 that have to be
15:40.32 prioritized eliminate um time waster I
15:43.32 mean this is this is actually totally up
15:45.40 to you um I put that in mostly because
15:48.40 all of us are you know just in meetings
15:51.40 that are not necessary um and uh I
15:54.88 personally don't you know try my best to
15:56.68 not use social media for pre precisely
15:59.36 the reason that it's just a distraction
16:0.96 and it's a distraction the moment you
16:2.32 use it but it's also a distraction
16:4.36 afterwards because your brain is
16:6.28 actually processing all this
16:8.92 distractions that you've been distracted
16:10.88 by for lack of better words the fourth
16:13.64 thing is that you should learn to say no
16:15.48 to tasks that don't align with your
16:17.08 goals and priorities and one of the
16:19.32 things I like about
16:20.76 Prometrics um is that with the quadrants
16:24.32 you could even use that quadrant three
16:26.92 to change that to things that you would
16:29.20 not do um so I I have a project for my
16:32.60 goals for 2024 and my quadrant 3 is
16:36.44 actually the anti-g goals so what that
16:38.44 means is these are the things I won't do
16:40.48 as opposed to just the things I'm going
16:42.00 to do I really like this strategy
16:44.44 because it allows you to write down your
16:46.68 task right write down all these ideas
16:49.36 that's coming into your head because if
16:51.08 you don't write them down they're going
16:52.72 to be in your brain and if they're in
16:54.00 your brain it's going to eat up the
16:55.44 resources your computational power that
16:57.96 could be used for something else so
16:59.72 write it all down in your patrix and
17:1.92 then organize it put it in different
17:3.56 places and now your brain is actually
17:5.40 free to think about other things and so
17:8.00 um that's a pro tip for me as a super
17:11.28 power user of prot Matrix quadrant 3 as
17:14.32 the anti-
17:16.48 goals uh break large tasks into smaller
17:19.48 manageable steps and so there's a couple
17:22.08 ways that you can use pry Matrix I think
17:24.28 the first is you should always have a
17:25.88 project for overarching goals right
17:27.64 these are everything that you want to do
17:29.16 at a very very high level then you can
17:31.72 break down each of those projects into
17:34.12 smaller I mean each of those goals into
17:35.84 smaller projects and then from those
17:37.52 projects you can actually uh have the
17:40.04 subtask to actually get them done it's a
17:42.60 little bit easier when we can see that
17:45.00 we're making progress towards whatever
17:46.76 it is that we want to
17:48.12 achieve a general strategy is of course
17:51.04 to use time blocking um so for me I time
17:54.04 block myself all the time it is
17:56.36 absolutely necessary just to have a
17:58.08 breather um I think that if you have
18:0.16 your calendar always open for people to
18:2.08 book meetings and so forth it's going to
18:4.16 be soaked up and so you're going to find
18:6.64 that you're actually uh not able to get
18:8.84 anything done so I I think it is so
18:11.56 important just to have some time to
18:13.16 Center yourself and then lastly reg
18:16.12 regularly assess and adjust your
18:17.80 strategies based on your results one of
18:19.88 the things that I want to mention about
18:21.48 P Matrix is that if you use promatrix
18:23.96 you should find Clarity every single day
18:27.40 or every single week so sometimes it's
18:29.44 stressful because you're trying it so
18:31.12 hard to decide what to work on but I've
18:34.20 talked to so many customers where if
18:35.88 they drift away from using per Matrix
18:37.80 they start losing control um because
18:40.20 they're losing control of their time
18:41.52 they're losing control of their effort
18:43.00 and resources so I want all of you who's
18:46.76 seriously considering per Matrix to go
18:49.08 in on a weekly basis write down some
18:51.32 notes review you know whether or not
18:53.36 you're working on the right things and
18:55.20 then you know if you're find that you're
18:56.88 finding that you know your per Matrix is
18:58.52 not being used correctly reassess that
19:1.48 at the end of the day again software
19:3.80 doesn't do anything unless you put in
19:6.48 the effort to actually use it in the
19:8.64 right way so I'd strongly strongly
19:10.48 encourage
19:12.00 that so the four quadrants Eisenhower
19:14.56 Matrix create alignment because it
19:17.24 forces you to prioritize from the
19:18.96 beginning it is so hard when you have to
19:22.04 put it within those those Matrix and
19:24.20 within those quadrants and that's the
19:26.48 point the point is we spend so much time
19:30.24 doing things that may not be important
19:32.32 that we don't spend time thinking about
19:34.00 whether or not we should be doing it at
19:35.60 all I think the Absolut worst use of our
19:38.40 time is to spend all our effort to do a
19:41.04 fantastic job on something that does not
19:43.24 matter and I know that you know there's
19:45.28 so many of you here today you've worked
19:47.28 on projects you've worked on initiatives
19:49.60 um you've built reports you've buil
19:51.16 presentations that at the end of the day
19:53.36 no one saw or no one cared um it's
19:55.68 really unfortunate and and likewise you
19:58.32 have assign people things for them to do
20:1.40 just to stay busy and I think that's a
20:3.56 completely terrible use of time
20:5.64 unfortunately and so for us when we
20:7.44 think about
20:9.20 prioritization I want all of us to think
20:12.08 about it um from an active agent
20:15.16 standpoint what that means is that
20:17.08 you're constantly prioritizing you're
20:19.00 constantly
20:20.04 reprioritizing and one of the
20:21.96 interesting thing about using per Matrix
20:24.08 is that success from using the software
20:26.64 isn't always about finding out what
20:28.72 everyone agrees on it's also about
20:31.00 discovering disagreement on what should
20:33.36 be a priority when it isn't and this is
20:35.76 when the magic happens by the way so you
20:38.48 know first of all when you start using
20:40.16 PR Matrix maybe it's just you you have
20:42.20 your PR Matrix you have your tasks you
20:43.88 have your priorities fantastic now ask
20:46.80 your manager to do the same ask your
20:49.08 direct report to do the same right what
20:50.96 they consider to be priorities then get
20:53.60 together and compare notes show your
20:56.00 matrices to each other and see wait a
20:58.08 minute you know do we are we aligned on
20:59.76 everything and the reality is if you're
21:1.72 aligned on everything always you don't
21:4.28 need our software but what happens is
21:6.40 that once in a while you'll find that
21:8.80 there's something that's important but
21:11.32 for some reason no one else recognizes
21:13.84 it or vice versa and you're going to
21:16.48 find that's when you've identified so
21:18.80 much time and effort savings U with our
21:23.16 software though this webinar as well as
21:25.72 all our other webinars are posted on our
21:27.88 websites we actually have really
21:29.56 interesting webinars um in the coming
21:31.80 weeks on various ways to use party
21:34.40 Matrix and how to use it to tackle
21:36.56 specific challenges so if you're
21:37.88 interested in that be sure you check
21:39.20 that out and then also please reach out
21:41.76 to us with support questions and
21:43.60 feedback with that I'm going to go ahead
21:45.56 and jump into a demo to actually show
21:47.88 you how party Matrix works and how to
21:49.88 actually put some of these things into
21:52.32 practice okay I'm going to go ahead and
21:54.40 open up my party Matrix here you should
21:57.16 be able to see my Matrix um so if you
22:0.24 haven't seen our software before this is
22:2.84 pretty much front and center the four
22:4.88 quadrants right do now do later
22:7.20 resources and file inbox now when you
22:9.60 create your own project this might say
22:12.08 delegate again all of this is
22:13.80 customizable and you can change it to
22:15.84 the way that you think for me personally
22:17.92 like I mentioned earlier I like do now
22:20.00 do later and then resources and inbox
22:22.60 whenever I need to create a task I
22:24.20 generally make it in the inbox here and
22:25.88 then I move it to another quadrant as
22:27.56 needed now let me show you the structure
22:30.00 of party metrix on the Le hand side you
22:32.52 have the list of projects so what are
22:34.80 projects you can think of um projects as
22:37.04 a way to as a bunch of quadrants and
22:40.28 it's a great way to organize the
22:42.56 information that you have so for example
22:45.00 I have a project called my personal
22:46.92 priorities right these are the things
22:48.60 that I have to do personally and this
22:50.52 might be related to work or this might
22:52.32 be not related to work you could have
22:54.36 separate projects if you wanted to and
22:56.44 then there's a project called team
22:57.84 priorities and then the my project goals
22:59.88 of 2024 I generally recommend that you
23:2.92 should have at least these three
23:4.40 projects when you use protom
23:6.48 matrics so the reason is this allows you
23:10.08 to be to have a clear understanding of
23:12.24 what your work is have a clear
23:14.08 understanding of what your direct team
23:15.88 is working on and then um ensure also
23:19.04 that you're actually working on
23:20.36 something that's meaningful so of course
23:22.12 instead of goals for 2024 you could do
23:24.32 something else you could do goals for
23:26.16 this quarter or you could do various
23:27.92 initiatives that you have and then when
23:30.88 you select a project uh you get this
23:33.60 quadrant in the middle and and then when
23:35.96 you have a task selected it opens What's
23:38.40 called the item detail so let me give
23:39.96 you an example let's just say I want to
23:42.12 create a task here I'm going to say
23:43.68 follow up with webinar
23:46.72 participants okay and then the second
23:49.36 thing I'll do is I literally will type
23:51.36 the due date in here as I create the
23:53.40 tasking part Matrix I'm going to say due
23:55.36 tomorrow at 2 p.m. okay and so when I
23:58.12 click add here what happens is that the
24:0.92 right hand side becomes the item details
24:3.16 and now this gives me a chance actually
24:5.64 add additional information to the test
24:7.52 if needed you don't have to and and uh
24:11.60 my honest opinion is sometimes it is
24:14.96 easier if it is easier for you just to
24:17.96 go and create tasks without adding any
24:20.20 other metadata then focus on that
24:22.20 instead write down your key action items
24:24.64 prioritize them and set the due date
24:26.80 like I've done here and you're good
24:28.92 but if you do use item details there's a
24:31.20 lot of things that can actually make it
24:32.72 a lot more powerful so as you can see in
24:35.28 the item details it has the task name I
24:37.52 can click on this and change as needed I
24:39.68 can see what project it's in sometimes I
24:41.56 have to move it to another project which
24:43.16 I can do by clicking on this button um
24:45.60 and then to the left of that I have
24:47.24 several other options for example I can
24:49.24 star a task which means that I actually
24:51.92 make it um um the an active task and and
24:55.60 if I start a task that pops at the top
24:57.08 of my list so I like to generally have
24:59.68 five to 10 star tasks at any point in
25:1.88 time easier for me to find those things
25:3.80 as needed and then below that you have
25:5.76 icons if you click on icons this is
25:8.24 where you can add a visualization um to
25:11.04 the the task themselves so one of the
25:13.64 things I've seen customer do
25:15.08 successfully is actually to use the
25:16.60 different colors so for example you
25:18.40 might want to go and say yellow it means
25:20.92 there something that's pending or green
25:22.92 might be on task or red being behind or
25:25.36 something like that it's intended to be
25:27.24 very Visual and so allows you to see
25:29.28 that when you glance at your Matrix so
25:31.12 I'll go ahead and to screen
25:32.84 here um right below that you have owner
25:35.36 so you can actually click on this to
25:36.64 change the owner of the task and then
25:39.00 one of the things that you'll see too is
25:40.84 when I hover on the right hand side here
25:42.52 on the due dates you see how pry Matrix
25:44.96 actually interpreted that text that I
25:47.32 typed when I said doe tomorrow at 2 p.m.
25:49.28 it actually created the due dates and
25:51.00 the time for me and party Matrix uh uses
25:53.64 your local time in order to create this
25:56.24 makes it very convenient for me uh when
25:58.80 I need to create task one of the things
26:1.28 I want to mention about using part
26:3.96 Matrix and some best practices is that
26:6.92 always set due dates um due dates are so
26:9.96 crucial because if we think about
26:11.56 importance and
26:12.88 urgency yes the quadrant will help you
26:15.24 understand what's important but then if
26:16.48 you don't set dates how will you know
26:18.48 whether or not something's is urgent
26:20.32 right and so when you actually set
26:22.44 proper due dates on all the important
26:24.12 tasks that you have it makes it a lot
26:26.56 more uh a lot easier for you to track
26:28.92 all of those things and decide what you
26:30.64 need to work on so for me personally I
26:32.72 always set due dates on my critical task
26:35.20 now next to that is something called
26:36.68 reminders and there's a difference
26:38.16 between dates and reminders so for
26:40.52 example let's just say in this task I
26:42.16 have the due dates set for tomorrow and
26:43.92 then down here I'm going to also type
26:45.96 remind
26:47.16 me in two hours okay so what happens is
26:52.04 that when I do something like that
26:53.68 patrix will send me a reminder in two
26:55.76 hours or I can actually say remind me d
26:58.24 daily which is actually my preferred
27:0.16 method um I always create daily
27:2.72 reminders or weekly reminders on
27:4.12 important tasks and party Matrix will
27:6.28 constantly ping me on those tasks the
27:9.36 reason this works so well is because
27:11.52 it's a way to trick our brain to deal
27:14.36 with urgency so what happens as I
27:17.44 mentioned earlier when you get that last
27:19.92 email in guess what that's the email
27:22.04 that you read first right so if you
27:25.28 don't go through the rest of your emails
27:29.52 what happens is that you'll start losing
27:31.64 emails that might be important and once
27:33.60 it becomes four or five days out you're
27:35.88 not going to have time to go back and
27:37.12 look because you're again still checking
27:38.68 the last emails that comes in so by
27:41.60 using petric reminder system it allows
27:44.60 you to actually bring that important
27:46.60 email or important task back to the top
27:49.00 of the list constantly and it'll bug you
27:51.60 over and over again until you get it
27:53.68 done so for me personally when I create
27:55.96 a task I always set a due date and I
27:57.88 always set of recurring reminders as an
28:0.36 example if I need to follow up with a
28:2.00 customer I will say do in one month
28:4.04 remind me monthly if I forget no problem
28:7.04 party Matrix will remind me again until
28:9.16 I I Market as done and even when I have
28:11.56 hundreds or thousands of tasks it
28:13.68 doesn't matter because I'm getting the
28:16.28 feedback I need to ensure I work on the
28:18.60 most important
28:19.76 task so if you use part Matrix these are
28:22.52 the two features that I think is is
28:24.24 fundamental now when you think about the
28:26.52 Eisenhower Matrix and how to manage all
28:28.44 of this
28:29.28 information you actually honestly don't
28:31.92 need anything else right all you have to
28:34.16 do is ensure that you have the proper
28:36.44 information on on dates um however PR
28:39.40 Matrix will allow you to do a couple of
28:40.96 other things down here in the chat
28:42.76 section that's where you can talk to
28:44.96 part Matrix itself or it's a place where
28:47.40 you can communicate with other team
28:48.72 members so what that means is that you
28:50.64 might have multiple people in a
28:52.60 conversation around a task and you can
28:54.88 actually send messages back and forth
28:57.04 one of the powerful things about this
28:58.84 using this as a way to chat is that it
29:0.84 provides information within context so
29:4.52 imagine if you have a particular task
29:6.92 that's very important and you delegate
29:8.40 it to a coworker the coworker can
29:10.68 respond to you in that task and then you
29:13.08 can respond back right back and forth
29:14.92 and so forth and you might make some
29:16.28 changes regarding due dates and
29:18.32 deadlines and so forth now what's nice
29:20.56 is that in six months and you need to go
29:22.60 and review and look at the changes P
29:24.84 Matrix provide you a full record and
29:27.04 history of all the changes that you've
29:29.24 made it is so useful when you have new
29:31.84 team members or if you have a previous
29:34.48 team members who's no longer at the
29:35.76 company and you have no idea you know
29:38.48 what changes they've made and so forth
29:40.04 well PR Matrix gives you all of those
29:41.56 contacts so this is a histo history um
29:44.84 and an audit Trail uh of all the changes
29:47.44 that you've made with for any particular
29:49.08 task then you have the notes section
29:51.20 this is where you can actually add
29:52.44 subtask and and you know basic notes
29:54.72 about the tasks that's needed then you
29:56.36 have the resources section
29:58.56 which is where you can actually upload
30:0.68 files you can actually attach emails or
30:2.76 links or websites or SharePoint or other
30:5.48 part Matrix task in order to build Gant
30:7.44 charge and dependencies so these are
30:9.72 other things that you can add add to any
30:11.92 action item inside for Matrix so these
30:13.80 are called item details as part of the
30:16.04 um metadata that you have okay now let's
30:20.12 talk about how to create projects and so
30:22.88 I want you know when all of you guys um
30:26.28 finish up with this webinar and if you
30:28.00 want to get started with party Matrix
30:29.52 one of the things I want you to do is
30:31.08 create those three projects that I
30:32.32 mentioned so if you go to projects here
30:34.56 you can show all projects these are all
30:36.32 your projects here um go ahead and add
30:38.76 project and when you create add project
30:41.20 you have several options the first is a
30:43.16 blank project if I choose a blank
30:45.40 project I can go and I can literally
30:47.64 type in you know personal
30:50.48 goal U I'm just going to call personal
30:52.64 goal Eisenhower Matrix
30:56.92 okay
30:58.96 and then with that I'm going to not
31:0.40 change user group I'm just going to
31:1.68 leave it for myself I can change the
31:3.32 color I'll click add project and now as
31:6.08 you can see it creates a brand new
31:8.16 project for me I have my brand new
31:10.40 quadrant and then on the right hand side
31:12.72 now is the project details so the
31:15.88 project details is where I can edit
31:17.56 information on the project I can star a
31:19.72 project when I star a project it goes to
31:21.68 the top of the list just like how I star
31:23.64 a task one of the things I do too is I
31:26.20 like to have five to 10 star projects at
31:28.12 any point in time these are my active
31:30.64 projects it allows me to jump to those
31:32.24 projects very quickly especially when I
31:33.76 have a long
31:34.96 list personally I have more than 300
31:37.52 projects in my in my work account um but
31:40.48 by using star projects I'm able to get
31:42.44 to the right ones very very easily below
31:45.12 that you have team members so if you
31:47.36 have a personal project maybe there's no
31:49.20 one else in this but if you have a team
31:51.88 project you might want to invite your
31:53.04 manager or you might want to invite your
31:54.88 direct reports right and so by having
31:56.96 the appropriate people within the
31:58.28 project everyone gets to see the common
32:1.12 priorities and that's very very useful
32:4.92 um one of the things I've seen customers
32:6.72 do that's very successful is they'll
32:9.04 project their party Matrix onto the big
32:11.12 screen during meetings so imagine if you
32:13.44 have your weekly team meetings um and
32:15.80 you know you have your five or six
32:17.12 direct reports instead of just having a
32:19.92 conversation on a you know an open
32:22.00 Agenda you can project Pro Matrix on
32:24.48 your screen walk through quadrant one
32:27.32 then walk through quadrant 2 and guess
32:29.52 what if you follow that format and you
32:31.44 run out of time at the meeting you've
32:33.36 covered the most important part one of
32:35.20 the worst things i' I've seen so many
32:37.12 times where you know we have a meeting
32:39.08 we end up discussing things that don't
32:40.76 matter um because someone brought that
32:42.72 up and the reality is if it's truly
32:45.00 important then it got to be communicated
32:46.80 in PR Matrix so if you set that as a
32:49.32 best practice for your team and your
32:50.92 organization you'll find that all your
32:52.92 meetings are a lot more
32:54.72 effective each of these quadrant names
32:57.04 can be customized as well so as you can
32:58.88 see it says do now do later delegate
33:0.80 postpone you can click on the quadrant
33:3.44 names and actually change them so I've
33:5.96 seen you know do now work well but
33:8.72 people will change it to P0 or fires or
33:11.88 whatever it is that is appropriate for
33:13.64 their own personal use case one of the
33:16.64 neat thing about party Matrix is that
33:18.64 once you've customized a a project to
33:21.00 your liking you can actually go to the
33:22.96 top right here and then you can choose
33:25.12 save project as template what this
33:27.84 allows you to do is actually build your
33:29.84 own template of pry Matrix um that
33:32.64 allows you to you know save it for your
33:34.68 own personal use and then whenever you
33:36.76 actually want to launch a project
33:38.04 instead of customizing over and over
33:39.52 again you just launch from template
33:41.72 instead the cool thing about templates
33:44.24 is that you can also make it inherent
33:46.84 task let me give you an example let's
33:49.24 just say if you want to build a client
33:52.20 onboarding process so you know maybe
33:55.32 every time you onboard a client you have
33:57.04 10 things you have to do go ahead and
33:59.04 create a project called client on
34:0.60 boarding process create your 10 task in
34:3.24 part Matrix organize it by whatever
34:5.32 quadrants that you want to set the due
34:7.72 date then you save it as a template the
34:10.00 next time you have a new client instead
34:11.68 of cre creating everything from scratch
34:13.52 you just create a project from template
34:15.40 set the start date and all of the tasks
34:18.20 will be created for you and all of the
34:19.88 due dates will be created for you and
34:22.08 propagated forward from the appropriate
34:23.76 point it is super neat very useful very
34:27.16 timesaving
34:28.36 um and it still helps you maintain all
34:30.36 the priorities levels for every single
34:32.56 task that you have similarly you can use
34:35.52 this process for building um employee
34:38.20 onboarding processes or quarterly
34:40.60 reviews with your team
34:43.12 members okay so uh the other thing when
34:46.36 you go back to creating a project uh
34:49.28 when you go here instead of that blank
34:50.96 project and you go to my template that's
34:53.12 where you get your list of of templates
34:55.12 that you've saved you can also export it
34:57.16 as CS if needed and then the last thing
34:59.76 that I think is actually really cool is
35:1.32 this create with AI so what this does is
35:4.24 it lets you put in a goal that you have
35:6.28 so for example you know let's just say
35:7.88 you want to uh be promoted or something
35:11.12 to senior uh project manager imagine if
35:14.60 that was an actual goal that you had you
35:16.84 can actually type that into our system
35:18.80 press next and party Matrix will
35:20.68 actually build a series of tasks that
35:22.68 might be useful towards that specific
35:24.84 goal our whole idea here is how do we
35:27.88 simplify the process for you to achieve
35:30.16 whatever it is that you need to achieve
35:31.72 how do we how do we identify the task um
35:34.76 that's required to meet those goals so
35:37.12 I've used this a couple of times for you
35:39.24 know a couple of goals that I have as a
35:41.88 way to start my idea generation process
35:44.84 and that's where it's really really
35:46.24 useful because they'll come up with all
35:47.96 sorts of stuff not everything is perfect
35:50.80 but that's okay um what happens is I
35:52.68 would look at the items that's output
35:54.56 that I can go and decide what I like you
35:57.04 know and I can pick and choose and
35:58.40 delete the stuff I don't like so if you
36:0.32 use protom Matrix and you haven't done
36:1.92 this yet check it out I think it's
36:3.32 actually really
36:4.52 neat okay so so far I've walked you
36:8.16 through um the projects on the left hand
36:11.24 side the quadrants the item details now
36:13.80 let me explain how to use Prometrics on
36:15.84 a day-to-day basis on the very very left
36:19.28 hand side here um is the home view
36:21.80 there's and there's a home icon and has
36:23.40 a number on it that 56 there represents
36:26.32 the number of items that required my
36:28.40 attention so we talk about due dates we
36:30.96 talk about reminders right what happens
36:33.40 is that whenever a due date triggers or
36:35.96 whenever a reminder triggers it shows up
36:38.04 here in your alerts it's the exact same
36:40.36 thing as how you might get alerts on
36:42.24 your mobile device um or you know text
36:44.80 message or something like that well PR
36:46.56 Matrix Sayes the same thing and it sends
36:48.04 that notification in the alerts view
36:49.88 here now I might get an alert if someone
36:52.56 responds to a task that I follow when I
36:55.60 say I follow a task it means something
36:58.00 that I signed to somebody or I'm
37:0.40 interested in getting updates for and so
37:2.88 whenever those changes happen pry Matrix
37:4.92 will send me an alert here now my alerts
37:7.56 gets real long real quick so sometimes
37:10.28 what I do is I actually go up here on
37:12.00 the top right and clear my notifications
37:14.80 and so imagine this imagine that you
37:17.88 have a bunch of very very important task
37:20.12 and then uh it gets overwhelming because
37:22.84 you have so many alerts that's coming in
37:25.40 traditionally I think this is where you
37:27.76 have the biggest risk of losing track of
37:31.00 your important work
37:34.04 because you know when we're inated with
37:36.52 notifications we start ignoring all of
37:38.24 it so which part Matrix the same thing
37:40.80 can happen and so you can go here you
37:42.52 can clear all your notifications and now
37:44.12 you'll be at you know inbox zero you
37:46.44 have a blank slate but this is where
37:48.76 those recurring reminders really really
37:51.16 kick in because I can clear all my
37:53.60 notifications but I know that I will get
37:56.68 reminders for my important tasks again
37:59.24 because I've set those recurring
38:0.60 reminders so it gives me that peace of
38:2.60 mind so that is why I highly recommend
38:5.08 to all of you again when you create
38:6.92 tasking PR Matrix set those due dates
38:8.80 set those reminders and you'll ensure
38:10.84 that you won't forget them um I do like
38:13.84 clearing notifications that's older than
38:15.60 a week sometimes just because it'll
38:17.64 bring my list a little bit shorter and
38:20.12 when I have each of these notifications
38:21.84 I can click on them and it opens item
38:23.64 details and I can actually uh work on
38:26.08 the task resp sponsor it or just uh
38:28.28 close the task as
38:29.92 needed all right let's switch gear for a
38:32.24 little bit and talk about email
38:33.48 management because I think that we
38:35.56 cannot talk about com you know task and
38:39.12 prioritization unless we talk about how
38:41.28 we deal with emails so unfortunately for
38:44.48 all of us we get a lot of emails and so
38:46.76 for me I get a couple of emails per day
38:48.56 a couple of hundred emails per day um it
38:50.72 gets overwhelming real fast
38:53.40 but you know what happens is I'll get an
38:56.00 important email if how do you deal with
38:59.08 them today you know one of the things
39:0.56 that people do is they'll flag them um
39:3.08 Sometimes some of these email software
39:4.48 lets you set a reminder or it say like
39:6.92 remind me tomorrow or remind me in one
39:8.68 hour or something like that which is
39:10.48 fine but then it doesn't do the
39:12.52 recurring reminders which is really
39:14.20 really challenging because I might get
39:16.36 an email and I might have to forward it
39:18.20 to a coworker right because I need
39:20.12 someone else to take a look at it in
39:21.48 order to come up with a response um and
39:23.76 then if I don't get notifications to
39:26.84 remind me to actually go back and
39:28.48 respond to the original customer the
39:30.16 original email I'm going to lose track
39:31.92 of it so the way part Matrix works is it
39:34.24 lets you turn any email into task so for
39:37.12 example let's say I choose an email and
39:40.84 might this might be an email that comes
39:42.40 from a customer and it would say you
39:44.44 know in this case please provide quote
39:46.48 for XYZ so if you have Outlook one of
39:49.92 the things you can do is you can install
39:51.44 party Matrix so if you click on apps
39:53.16 right here click on add apps and you
39:55.44 should able to choose party Matrix uh
39:57.80 for Outlook and so that shows up here as
40:0.16 party Matrix turn emails into task and
40:3.12 so as you can see we have a couple
40:4.92 versions of py Matrix just make sure
40:7.00 that you install the appropriate version
40:9.40 um and you're using the same version
40:10.80 across your organization so for example
40:12.96 the hippo version then you want to make
40:14.28 sure you install that in the uh the
40:16.64 teams app as well but this blue one
40:18.88 right here turn email into task is my
40:20.60 Standard Version I click on this option
40:22.96 I have two choices I can open PR Matrix
40:25.28 or I can prioritize email I'll go go
40:27.44 ahead and choose prioritize
40:29.64 email let's see here there you go so now
40:33.44 party Matrix opens up on the right hand
40:35.32 side what this allows me to do is I can
40:37.80 actually turn this email into a task and
40:40.52 so it takes the subject makes that the
40:42.36 item name I can actually choose what
40:44.20 what uh project it goes in so for
40:46.48 example my personal priorities here I
40:48.68 can actually assign it to another person
40:50.60 too which is very very useful because um
40:53.92 I'm I'm sure you've seen an email where
40:56.36 you get an email and really you're not
40:58.08 the person responsible for this and you
41:0.00 want to forward it to somebody else but
41:1.32 if you forward it in the traditional way
41:4.20 there's no way to actually be
41:6.04 accountable to keep track on the status
41:8.20 of that work to ensure that that person
41:10.40 actually got it done and to ensure that
41:12.92 there's a due date appro U associate
41:14.84 with it right you've seen it where tasks
41:18.48 that don't have due dates and don't have
41:19.92 reminders they will be forgotten I
41:21.96 guarantee it so what happens here is I
41:24.56 can assign to another person um and then
41:27.36 can actually set a due date so to
41:29.64 tomorrow and then I click capture email
41:32.00 so what happens now is the right hand
41:33.80 side becomes the item details just like
41:36.76 you saw the item details inside PR
41:38.80 Matrix and then down here I can now type
41:41.28 remind me daily and now what happens is
41:44.36 I've set an email I've converted into a
41:47.36 task I've set a due dates and I've set
41:49.44 reminders in fact instead of saying
41:51.52 remind me daily I said remind
41:54.12 everyone daily and so now it reminds my
41:57.24 my coworker as well um and this is one
42:0.04 of those ways where you can ensure that
42:2.28 your most important emails are never
42:4.56 dropped one of the things you can do
42:6.36 with prod Matrix 2o is if you have a
42:8.56 task for this email already instead of
42:10.88 actually creating a brand new um brand
42:13.40 new task you can actually attach the
42:14.96 email to an existing task so this is a
42:17.12 unique feature inside PR Matrix which is
42:18.88 actually really cool so when you choose
42:20.88 to open part Matrix instead what happens
42:23.56 is that you can actually let's see
42:25.80 here I open PR Matrix instead instead of
42:28.76 actually just creating a whole new task
42:30.52 I can actually hover over an existing
42:32.72 task and choose to attach that email to
42:35.60 that task this is very useful if you
42:37.92 have multiple emails that's linked
42:39.68 together into one single action item so
42:42.20 that could be a client um you know
42:44.56 reaching out and asking for a followup
42:47.40 or a second task that they're assigning
42:49.56 to your team
42:51.16 Etc now if you use Outlook uh it's
42:54.68 actually possible for you to access par
42:57.44 inside Outlook without even having to go
42:59.60 to our web application so if you click
43:1.84 on more apps down here you can actually
43:3.68 search for pry Matrix so if your company
43:6.76 um uses the Microsoft you know Eco
43:9.08 Microsoft Office ecosystem you have
43:11.48 teams and Outlook you can install P
43:13.72 Matrix for Outlook you can install P
43:15.32 Matrix for teams and one thing that
43:18.52 works with P Matrix is What's called the
43:20.12 universal app so if you go to Outlook
43:22.28 and you click on add apps here you can
43:24.00 search for part Matrix and when you do
43:26.00 you can actually pin part Matrix on the
43:27.80 left hand side of Outlook and now I can
43:30.36 actually access the entire pry Matrix
43:32.24 web app inside Outlook without having to
43:35.80 go into uh py Matrix itself now I um I
43:40.96 do recommend uh that you install the
43:43.52 desktop version of of pry Matrix if you
43:45.60 haven't done so if you go to our website
43:48.08 so for example you go to
43:49.92 here you click on
43:51.24 downloads what happens is you can
43:53.04 actually download our Mac app or our
43:55.08 Windows app and so uh I've seen a lot of
43:57.96 customers be very successful with this
43:59.68 because they have the the Windows app or
44:2.28 the Mac App and it's always there you
44:4.40 know without having to open another
44:5.84 application and then helps them focus on
44:9.12 actually using promatrix to prioritize
44:11.04 all their work so if you haven't done
44:12.80 this already make sure you go to our
44:14.28 website click on downloads and download
44:15.88 one of these apps now going back to
44:18.56 Outlook here though um this is the
44:20.36 entire web app inside Outlook the only
44:23.00 difference really is that the menu is
44:24.96 hidden up here and so you can click on
44:26.60 that and go to the appropriate menu but
44:28.64 other than that you have your projects
44:30.52 you have your uh you have your uh home
44:33.88 view you have your task you have your
44:35.36 item details
44:37.20 Etc okay so I'm going to jump back to my
44:40.64 presentation
44:47.36 here now I've shown all of you quite a
44:51.08 bit inside pry Matrix um there's a
44:53.64 couple things I want to talk about real
44:56.28 quick though which is at the end of the
44:59.84 day it doesn't matter what software you
45:2.84 use it matters how you prioritize and
45:5.68 how you think around about your task and
45:7.92 how you prioritize them all we do with
45:10.80 PR Matrix is make it easier for you to
45:13.20 do that make it visual for you to
45:14.92 prioritize all those tasks and then you
45:16.96 know have functionality that helps you
45:18.88 collaborate have you communicate have
45:20.84 you actually do project management and
45:22.48 so
45:23.88 forth but it's up to you so so if you um
45:28.96 want to use party Matrix and you haven't
45:32.16 signed up yet make sure you sign up for
45:34.40 party Matrix download those desktop apps
45:37.20 if you actually use teams and Outlook
45:39.40 install or extensions for teams and
45:41.20 Outlook sometimes you have to get it
45:43.76 approval to install their software just
45:46.72 click request for approval reach out to
45:49.12 your it um mentioned that pry Matrix is
45:52.00 a Microsoft 365 security certified
45:54.04 solution the approval process is
45:56.28 relatively
45:57.84 straightforward when you use pry Matrix
46:0.36 I would create at least three projects
46:2.24 right personal priorities share team
46:4.64 priorities and your goals or key
46:7.24 initiatives for me I like having a goal
46:9.92 for 2024 project just keeps me align
46:13.16 keep me centered on my overarching goal
46:15.64 every single
46:17.20 year invite the appropriate team members
46:20.28 and Pitch them pitch them on why it's
46:23.44 important to focus on high impact task
46:26.40 it's funny that we have to do this what
46:28.52 happens is that you know everyone is so
46:30.72 focused on their own work sometimes they
46:33.32 forget the bigger picture so if you're a
46:35.88 manager it is so important that you get
46:38.16 your direct reports onto your prod
46:39.76 Matrix so then you can be on the same
46:41.28 page if you're an individual contributor
46:44.28 you need to get your manager in PR
46:45.72 Matrix so then you can communicate to
46:47.52 them what your priorities are and see if
46:49.72 it's in
46:51.08 line I think running blindly without
46:55.12 doing this alignment in prioriti
46:58.56 prioritization this alignment and key
47:0.52 priorities is a waste of resources for
47:2.96 all of
47:4.04 us when you create task and party Matrix
47:6.80 set the due dates put them in the
47:8.72 appropriate quadrants and make sure that
47:10.56 you don't drop them that's the key you
47:13.08 know when you set those recurring
47:14.40 reminders and due dates you're going to
47:15.88 come back to part Matrix and you mark
47:17.76 them as done or you change the due date
47:19.84 and ensure that you actually work on
47:21.84 them lastly ruthlessly prioritize if you
47:25.96 don't prioritize your time someone else
47:30.84 will a couple things to help you
47:33.24 streamline your workflow when you use
47:35.28 part Matrix use it to visualize and
47:37.84 track your most high impact tasks in the
47:39.80 beginning so if you're completely brand
47:42.20 new to the system don't worry about you
47:44.68 know going into the nitty-gritty details
47:46.52 if that's going to overwhelm you have a
47:48.72 project at the higher level to track the
47:50.40 high impact task and then the smaller
47:52.60 task should go into other
47:55.00 projects think of PR as a communication
47:57.96 tool um as I mentioned earlier I love
48:0.72 the idea of actually projecting per
48:3.32 Matrix onto the big screen to help
48:5.32 everyone understand what the priorities
48:6.92 are at any point in time you don't need
48:10.04 to have a meeting to be aligned that's
48:12.24 the goal anyone can open up their own
48:14.40 prod Matrix and know exactly what the
48:16.44 goals are for the team and you can
48:18.56 actually share read only version of
48:21.36 matrices to help communicate you know
48:24.36 the goals of the organization so if
48:26.96 you're at the executive level and you
48:28.92 want to create a project that you want
48:31.24 to share to across your whole
48:33.28 organization to show everybody what the
48:35.40 goals should be for this fiscal year or
48:38.24 this quarter or something like that you
48:40.04 can actually share the readon version
48:42.40 inside teams as well as embedded in your
48:45.80 SharePoint or your web
48:48.64 page using prot Matrix to manage
48:51.00 individual goals I think is the most
48:53.12 important thing um for me personally
48:55.20 I've you know pry Matrix started out as
48:57.24 a software for the individual right uh
49:0.88 if you you know the people who are
49:2.76 listening to this call and and right now
49:5.44 as well as afterwards if you use part
49:8.08 Matrix to successfully manage your
49:9.80 individual goals everything else will
49:11.48 fall into place and so you know the team
49:14.00 stuff the collaboration success and all
49:16.56 that will come as a consequence of you
49:19.52 prioritizing your individual
49:21.52 goals if you have repetitive tasks use
49:24.84 promatrix template systems use our rule
49:27.28 systems our automation system we
49:29.64 actually integrate so much with the
49:31.68 Microsoft ecosystem um we actually
49:34.60 have co-pilot Integrations so then you
49:37.48 can intelligently talk to the Microsoft
49:39.96 co-pilot Ai and actually ask about your
49:42.96 PR Matrix so that's something that's
49:44.72 available for business and Enterprise
49:46.48 customers um we have um Power automate
49:49.68 Integrations that all allows you to
49:51.72 create rules where you might get a
49:53.84 Microsoft form submission and that will
49:56.08 create a task PR Matrix so that is
49:58.16 actually all available out uh out of the
50:0.92 box pretty much and then uh every
50:4.00 project inside PR Matrix has an email
50:6.04 address so you can actually create rules
50:8.28 to forward any specific emails into a
50:11.56 specific project so for example you know
50:14.12 I use rules in order to forward all my
50:16.80 Microsoft uh emails emails from
50:19.12 Microsoft into my Microsoft specific
50:22.64 projects Leverage The collaboration
50:24.68 features in PR Matrix to communicate
50:26.24 with your team as you can see you can
50:28.24 delegate task to team members and so
50:29.88 forth but the whole idea again is just
50:32.20 to have shared projects as a central
50:34.92 place to communicate priorities to each
50:36.92 other and then lastly continuously
50:39.88 evaluate and improve your processes
50:41.92 there's no question that's the most
50:44.20 important way for us all of us to grow
50:47.00 um so you know I know that everyone
50:49.00 who's here today and uh everyone who's
50:51.28 listening you guys are the go-getters
50:54.32 you guys are the people who are going to
50:55.68 be uh on top of all the things that you
50:58.44 have to do and so when you go and
51:1.76 continuously improve that and you use
51:3.52 something like per Matrix to visualize
51:5.20 all those goals then I think you'll find
51:7.00 a lot of
51:8.72 success so success with petric should
51:11.20 look like um the following one you have
51:13.88 a central place to track all your
51:15.24 priorities that means if you ever have a
51:17.20 question right any team member have a
51:19.76 question on what the priorities are they
51:21.20 should a to go into PR Matrix and see
51:22.88 that two everyone on the team
51:25.56 understands and are in line key task
51:27.96 repetitive procedures are templatized
51:29.56 and that important emails are
51:31.36 prioritized and triage to the property
51:35.08 members and that's it that's the end of
51:37.16 my presentation if there are any
51:38.84 questions right now I'd be happy to take
51:40.72 them um I can go deep dive into any
51:43.36 specific topics as needed thank
51:53.24 you oh fantastic question so I got a
51:55.80 question here um around teams chat or
51:58.64 slack and advantages and over email so I
52:2.32 think
52:3.80 communication um is always challenging
52:6.36 so one challenge I've seen you know with
52:9.20 a standard slack and teams um both is
52:13.20 that it ends up where we actually lose a
52:16.28 lot of context so for example you might
52:18.64 talk to a cooworker and you'll talk
52:20.28 about five different things at a time
52:22.36 and then it's fine because the next day
52:24.96 you know you sort of vaguely remember
52:27.16 um what you talked about but then in a
52:28.64 week you start to start lose track of
52:30.60 what you talked about and then in three
52:31.88 months you're going to completely forget
52:33.84 and so if you use something like teams
52:35.24 and slack they do have search functions
52:37.04 to find that information but you'll find
52:39.48 that you actually have a lot of
52:42.24 um you're losing a lot of context so one
52:45.24 of the things I like about py Matrix
52:47.16 chat in general is within the context of
52:49.12 the task but check this out so one of
52:51.84 the cool thing about party Matrix is
52:53.68 that we actually integrate really deeply
52:55.56 into team so show you how it works
52:57.28 inside teams here so if you open
52:59.36 Microsoft teams you can install pry
53:1.44 Matrix if you go to apps you can search
53:3.04 for pry Matrix install it pin it on the
53:5.24 left hand side here but if you go to a
53:7.44 chat with a coworker right and let's
53:9.68 just say you and a coworker are talking
53:11.60 to each other in teams one of the things
53:13.60 you can do with Microsoft teams and prod
53:15.72 Matrix together is you can actually
53:17.52 hover over any conversation and turn it
53:19.88 into a task so going to answer your
53:22.56 question around you know using teams
53:24.36 chat and slack chat and so forth what
53:26.52 what happens is that it's kind of
53:28.08 unavoidable because people will send you
53:30.20 a message in teams or a message in slack
53:33.04 and whether or not you want to or not
53:35.00 but with teams in particular uh we can
53:37.52 actually turn any of those conversations
53:39.56 into into um task inside petrix so for
53:43.64 example someone will ask me to do
53:45.08 something in teams guess what I don't
53:46.84 have to open petrix I can literally
53:49.08 click on this and create the task
53:50.76 directly from the teams
53:52.60 conversation there's one thing I like
53:54.48 about teams conversation too is that
53:56.20 it's actually um at the end of the day
53:58.92 you can think of every single one of
54:0.72 these messages that sent through teams
54:2.64 as an email so the structure is actually
54:5.16 the same so every single one of these
54:7.60 messages actually has a unique ID so
54:10.64 when you create a task using um a party
54:14.36 Matrix task through teams we actually
54:17.04 link back to that moment in time when
54:19.20 you had that
54:20.64 conversation so if what that means is
54:24.12 that um what that means is that let's
54:25.72 just say you know someone will send you
54:27.04 a message you create a task in PR Matrix
54:29.40 six months later you can open patrix
54:31.84 click on the resources Tab and jump to
54:34.48 that team's conversation when you first
54:36.32 had that conversation so it allows you
54:38.24 to find all the information within
54:39.84 context so that's that's my my thoughts
54:42.12 on on slack and and teams uh teams chat
54:45.92 I think that you know it's unavoidable
54:47.68 but um at least part Matrix will help
54:49.84 you bring it over as needed but in
54:52.16 general you should have conversation
54:53.84 within the context of the task because
54:55.88 that will keep a record of everything
54:57.60 that's
54:58.48 important um the next question is best
55:0.80 way to get started that's a fantastic
55:2.44 question so the best way to get started
55:4.44 is you go to Party Matrix so if you go
55:7.12 to um our website here um let me
55:11.12 show you how that
55:12.96 works so if you go to
55:15.28 right here you literally click sign in
55:17.32 with Microsoft or sign in with Google uh
55:19.52 once you sign in you'll get access to
55:21.20 our web app but also from here you can
55:23.88 click on downloads and then download our
55:26.36 desktop app so that's where I would get
55:28.28 started so in general um party Matrix
55:30.80 works on any platform that you have iPad
55:33.92 iPhone Android web teams Windows Mac all
55:38.20 of that so we actually have software for
55:39.96 every platform out there um but what's
55:42.88 nice is of course as it since it works
55:44.44 on the web it's always there for you and
55:46.92 all your uh projects and tasks are
55:48.92 synchronized together so that's how you
55:51.16 get started um I think that you know if
55:53.72 you're brand new to PR Matrix go to here
55:56.76 click sign up go into the web app um
55:59.56 download the the desktop app and then
56:1.72 create those three projects that I
56:3.20 mentioned your personal
56:5.56 priorities your um Team priorities and
56:8.56 then some sort of initiative or goals
56:10.36 that you have for this
56:12.72 quarter thank you for those questions if
56:15.00 there's any other questions you can send
56:16.44 them in the chat or you can also send me
56:18.76 a message um hi at or to
56:21.32 our support portal support
56:23.16 I also mentioned that you know we do
56:25.20 have this webinar translated into all
56:28.08 languages so if you or your team members
56:30.76 need specific languages reach out to us
56:33.04 we'd be happy to provide that
56:35.32 too I hope this was helpful thank you
56:38.24 all for your time
56:40.76 today I appreciate that
56:48.80 comment thank
56:53.04 you