Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

Webinar on

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

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

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

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

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

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

Explore other past and upcoming webinar events from our team.

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

Video transcription (1:03:49.88) Stop scroll

2.84s good morning everyone we'll go ahead and
4.32s get started thank you so much for being
5.96s here today I appreciate uh your time uh
8.72s my name is hiwi I'm co-founder of
11.08s affluence the company behind for Matrix
13.76s I want to let you know that this webinar
15.36s is recorded and I'll share the recording
17.84s with everyone afterwards and then also
20.16s in the chat section there's a place for
22.12s you to send any questions or comments um
24.36s if there's any questions whatsoever
25.92s please share them there and I'll I'd be
27.96s happy to address them um after my demo
31.08s and
32.76s presentation with that let's get dive
35.40s into the presentation here today's goal
38.56s is to help you understand the basics of
42.44s patrix so um the second is to help you
45.96s become more effective at prioritizing
47.76s your task project and emails and then
49.88s help you envision what your work and
51.52s life success may look like with party
53.36s Matrix and then of course the most
55.24s important thing is to get uh 20% of the
57.52s features in the software that will give
59.40s you 80% the benefits because I think
1:1.16 that is the most important thing I can
1:3.08 do today which is to help you get
1:4.56 started real fast real easily and then
1:7.36 lastly provide you some tips and tricks
1:9.04 to help you prioritize better starting
1:10.84 right now um over the past decade I've
1:13.20 talked to thousands of customers I've
1:15.12 seen almost every single possible use
1:17.28 case of our software and so with that I
1:19.60 do want to bring any experience that I
1:21.32 have to help you become more effective
1:23.12 and more productive and and that is why
1:26.04 the you know the question and answer is
1:27.48 always something that's very very um
1:29.64 effective Ive especially if you have
1:31.00 very specific needs uh the goal of the
1:33.80 webinar really is to get you going and
1:36.84 so I hope that as you listen to this
1:38.60 webinar um in the back of your mind
1:40.44 you're thinking okay how can I apply
1:42.24 this right now to my personal work and
1:44.88 then also to your team and also to your
1:47.20 organization because if you walk away
1:49.40 from today's webinar and you actually
1:51.72 get excited and enthusiastic about
1:53.28 prioritizing your task then I know that
1:55.20 I've done my
1:57.36 job so why do we even prioritize of
2:0.12 course um everyone that's here today in
2:1.92 this webinar and also to everyone that's
2:4.00 a listening to this afterwards I know
2:6.24 that you know all of you are already
2:8.76 people who are on top of your work right
2:10.96 that's the most fascinating thing I
2:12.08 think the people who are um proactive in
2:14.48 learning how to prioritize or looking
2:16.08 for a software like ours are already at
2:19.24 the top of the world with respect to
2:21.88 being able to be in control of
2:23.24 everything that you have to do yet at
2:24.92 the same time we are um subjected to so
2:29.40 many ious responsibilities so many
2:31.44 things that we're trying to juggle at
2:32.80 the same time I speak to this you know
2:35.40 somewhat from my own experience which is
2:37.32 I have so many things on my plate um at
2:39.20 any point in time and unfortunately
2:41.56 there's only one of me and unfortunately
2:43.16 there's only so many hours in the day
2:45.36 regardless of how much coffee I drink
2:47.40 therefore I have to think about where
2:49.24 can I spend my time um to be most
2:51.64 effective and sometimes doing less is
2:54.40 more if you're working on the right
2:56.00 things so being able to keep track on
2:58.04 the status of work across so many these
3:0.16 different projects is very critical and
3:2.40 then second is to create alignment
3:4.28 across team members I think the best
3:6.32 analogy I can come up with is rowing the
3:8.36 boat imagine you know if on your team of
3:11.24 five or 10 people half the people are
3:13.32 going back half the people going forward
3:15.60 you're not going to get anywhere and so
3:17.04 be able to create that alignment uh so
3:19.20 then everyone is rowing forward or in
3:21.32 One Direction and then being able to go
3:23.84 and and here's the cool thing which is
3:25.36 it doesn't matter how hard they row
3:27.28 right um going in the right direction is
3:29.16 actually more important than the
3:31.40 strength of in of each individual and so
3:34.16 when we think about alignment across a
3:36.64 team it's really about ensuring that
3:38.56 everyone understands what everyone's
3:40.60 priorities are and so how do we uh make
3:43.76 sure that we communicate properly these
3:46.36 are the things we need to work on and
3:48.20 the reason why for that and so party
3:49.88 Matrix is really um important in
3:53.24 creating that alignment and then the
3:55.64 third aspect of that is to take back
3:57.92 controls control of emails meetings more
4:0.92 so than ever before we just have so many
4:3.08 meetings um and to be honest you know
4:5.32 I've had meetings where it's half an
4:7.60 hour or an hour and it should have been
4:9.24 five minutes um because it's that simple
4:11.12 in fact even not even have those
4:12.44 meetings at all and then secondly emails
4:15.20 um I get a couple hundred emails per day
4:17.72 vast majority of it is not that
4:19.08 important and so being able to treat
4:20.72 those emails and be able to understand
4:22.84 what email should I be responding to and
4:25.20 then ensuring that I actually respond to
4:26.84 important emails that may have been from
4:28.44 the past and so being to prioritize my
4:30.80 email creating reminders and so forth is
4:33.36 so crucial to be on top of everything
4:35.68 that I have to do and then what happens
4:38.24 when you don't prioritize and I think
4:39.84 that's something that um we also got to
4:42.08 be cognizant about because the easiest
4:44.40 thing is to do nothing right so of
4:46.12 course again all of you here today
4:48.28 you're listening to this and then after
4:50.36 this call let's say you don't do a
4:52.32 single thing as in you don't apply party
4:54.40 Matrix you don't use the software you go
4:56.40 back to the status quo um and when what
4:59.72 happens then and I think you know the
5:1.72 three recurring problems of that here
5:4.12 over and over again is that you start to
5:5.92 lose sight on what's important and you
5:7.80 work on the wrong things and that's
5:9.56 because again all of us have so many
5:11.68 things on our plate um you feel busy but
5:13.92 you're not meeting your goals and and
5:15.56 again I'm I'm subjected to this this
5:17.52 happened to me multiple times despite me
5:20.64 you know being proactive about it and
5:22.88 then lastly being overwhelmed by just
5:24.76 emails and meetings in
5:27.60 general so what is part ofria our
5:30.08 software is a comprehensive email
5:32.04 priority and project management software
5:34.28 that helps at three levels at the
5:36.28 individual level which is for every
5:38.12 single one of us this should apply um it
5:40.24 helps us prioritize our most important
5:41.80 task in emails all it really does is
5:44.12 actually visualizing the stuff that we
5:46.36 have to do and ensuring that we're
5:48.08 actually putting our effort into the
5:49.76 most important tasks every day at the
5:51.80 team level it's making sure that you
5:53.92 understand what everyone's priorities
5:55.36 are uh and likewise that your manager
5:57.76 and your direct reports and your co-work
5:59.64 ERS and your clients and all the people
6:2.08 that you work with are on the same page
6:4.64 at the organization level what happens
6:6.88 is that pry matric create a a single
6:9.76 source of Truth um and what that means
6:12.00 is that imagine be able to understand
6:14.32 not just your priorities within your
6:16.28 department within your or but your
6:18.80 particular group but also the the
6:21.20 priorities of all the people around you
6:23.32 or also being able to understand the
6:24.84 priorities of your clients and having
6:26.72 one central place to to know exactly
6:30.80 where everyone is going and sort of like
6:32.80 the goalpost or you know the direction
6:35.88 of the entire organization as a whole
6:37.80 and then lastly be able to have a record
6:39.88 of all those changes um the change in
6:42.44 prioritization the change in due dates
6:44.20 and so forth and that's how party Matrix
6:45.92 helps across all three
6:50.72 levels so what makes part Matrix better
6:53.28 um it's the only solution that's
6:54.72 Microsoft 365 security certified for the
6:57.24 web app teams app and Outlook app uh
6:59.80 we're probably one the most integrated
7:1.24 solution into the Microsoft teams
7:3.20 ecosystem uh and so if you use Microsoft
7:6.20 teams Outlook uh or you use um Microsoft
7:10.00 single sign on and then also of course
7:12.48 if you've heard of something called M
7:13.88 Microsoft co- pilot which is an AI
7:16.24 enhance system where instead of actually
7:17.92 just interact and you know putting input
7:20.48 into your data and working with
7:21.72 application you're actually interacting
7:23.84 with um an you know a chatbot that is
7:27.52 highly intelligent able to interact with
7:29.20 PR Matrix and so uh we actually have
7:31.32 Integrations across the board it's
7:32.92 something that I'm really excited about
7:34.64 just because I think there's so much
7:36.16 more potential for all of us to be more
7:38.60 effective um and more productive and
7:40.72 having something that's proactive in
7:42.76 helping us prioritize better part Matrix
7:45.68 also focuses you know very strongly on
7:48.44 prioritization unlike a lot of other
7:50.20 project management software which is
7:52.08 actually just focus on projects you know
7:54.24 we think that prioritization is should
7:56.20 be front and center every step of the
7:57.80 way be able to decide on what to work on
8:1.28 correctly is more important than um just
8:5.20 doing work for the sake of doing work uh
8:8.16 fourthly U providing what called people
8:10.28 Centric collaboration beinging to
8:11.88 understand what it is that you need to
8:13.00 work on for any single person another
8:15.48 colleague as an example and then lastly
8:17.76 party Matrix is available as a SAS
8:19.56 solution which is just a software
8:20.96 solution but you know for healthcare and
8:22.96 life scientist we have the Hippa
8:24.28 compliant version and then for state and
8:26.08 local government we have the Azure goov
8:27.64 Cloud um so if you're interested in our
8:30.28 other Enterprise offerings please feel
8:32.08 free to reach out to me I'd be happy to
8:34.64 explain to um customers how we can
8:37.24 actually benefit your organization for
8:39.48 those other
8:41.20 options so what makes protom Matrix
8:43.56 effective is just pretty much four
8:45.84 things one it helps you understand what
8:47.68 you need to work on now um what you need
8:49.84 to work on later what you should
8:51.20 delegate and then providing one central
8:54.00 place where everyone knows everyone can
8:56.04 go to to know what needs to be done and
8:57.68 that's pretty much it um and so it's
8:59.40 it's a communication tool for lack of
9:0.88 better words just being able to take all
9:2.72 that stuff out of your brain um and be
9:4.72 able to project it in a way where others
9:7.00 can actually see it and visualize where
9:9.16 you're spending your time and then
9:10.56 likewise be able to see what everyone
9:12.88 else is working
9:15.00 on so let's talk about the fundamental
9:19.08 um of part Matrix so there's a famous
9:21.40 quote attributed to former President
9:23.20 Eisenhower what is important is seldom
9:25.56 urgent and what is urgent is seldom
9:27.56 important now I bring this quote up all
9:29.76 the time because I'd
9:31.60 love I I think it it talks about the
9:34.96 challenges that we face every single day
9:37.20 um which is we are bombarded with things
9:40.80 that are urgent but not important and
9:43.60 let me give you an example you know when
9:45.12 I wake up in the morning first thing I
9:47.16 do for work is I check my emails and
9:49.56 guess what you know overnight I I get a
9:52.36 few dozen emails from all sorts of
9:54.28 sources and the vast majority of them
9:57.16 aren't that important and my most an
9:59.64 email I guarantee you is buried
10:1.36 somewhere you know four four Scrolls
10:4.16 down and if I'm always just looking at
10:6.96 the most urgent things which is the last
10:8.76 thing in and if I only respond to those
10:10.96 emails I will miss out on the my most
10:12.84 important things and likewise this
10:15.28 happens to all the things that we work
10:17.04 on with respect to tasks um and
10:20.64 deliverables as well you know imagine
10:23.44 I'm pretty sure you'll see this today in
10:25.56 your work uh which is you know you're
10:27.44 sitting down you're working on something
10:28.92 important and suddenly you get an email
10:31.12 or a ping from your manager or your
10:32.92 client asking about something and say
10:35.52 hey can you do this for me real quick
10:37.32 right real quick that's the magic word
10:39.12 the magic word that uh that takes you
10:41.76 off your track and brings you down a
10:44.64 path that is completely unproductive um
10:46.76 because that real quick actually derails
10:48.56 you completely and that's the urgent
10:51.12 things um those are the urgent things
10:53.00 that actually may not be the most
10:54.84 important thing that we can work on at
10:56.12 any point in time so the idea then is
10:59.52 how do we actually track all these tasks
11:2.48 that we have from the perspective of
11:4.24 importance and urgency and that's the
11:6.84 key so there's something called the
11:9.08 Eisenhower Matrix and it's a very simple
11:13.00 powerful framework to actually take all
11:17.00 the things that we have to do and split
11:18.84 it into four quadrants based on the
11:20.88 dimensions of importance and urgency and
11:23.68 what it does it helps you prioriti
11:25.60 prioritize tasks and make the most out
11:27.44 of your time so let me show you in uh
11:31.44 how it may work in practice imagine the
11:33.52 following take out a piece of paper
11:35.12 write down all the things you have to do
11:37.20 and the question I have for you would be
11:39.88 you know imagine you you write down 10
11:41.60 or 15 things or something like that um
11:43.84 where do you start if you were to work
11:45.60 on one thing where do you start do you
11:46.68 start at the top of the list or you
11:47.72 start at the bottom of the list right
11:49.32 and then if you have to add something to
11:50.76 that list do you add at the top of the
11:52.20 list or bottom of the list and as you
11:53.88 can see here that simple exercise shows
11:57.04 you that if we just have a task list is
11:59.76 it is so ineffective because um it's
12:2.84 easier for a brain just to work from
12:4.72 something at the top and something at
12:6.00 the bottom so instead if you take those
12:8.32 15 or 16 things and you split it into
12:11.44 four quadrants four buckets the do now
12:14.36 which is the important and Urgent these
12:16.20 are the tasks that you have to execute
12:18.08 on um if there's any waking moment that
12:21.08 you're not you know F firefighting for
12:23.56 lack of better words this is where you
12:25.12 should be spending your effort and then
12:27.16 quadrant two the important not urgent um
12:30.64 and so it's actually really interesting
12:32.20 because if if you're done with the
12:33.92 important and Urgent task you shouldn't
12:35.80 be working on the urgent but not
12:37.16 important you should be working on the
12:38.56 important but not urgent and so that's
12:40.68 where you should be spending your effort
12:42.08 to plan for the the things that will be
12:45.44 urgent next as the the important things
12:47.92 that will be urgent next right and so
12:49.64 that's the plan quadrant and so um after
12:52.40 that you have the things that are uh
12:54.36 urgent but not important and perhaps
12:55.96 that's something you could delegate to
12:57.28 others and that's why you know we have
12:59.28 have assistance that's why we have um
13:1.76 third party for that we can delegate to
13:4.44 and then lastly you should not have
13:6.20 anything that's not important or not
13:7.56 urgent just having that on your list
13:10.16 pollutes everything that you have to do
13:11.84 and so therefore instead of having um
13:14.52 the not important and not urgent you
13:15.92 have What's called the inbox which is
13:17.72 just a place for you to write down your
13:19.36 idea so you can actually decide on where
13:21.52 it fits within the bigger picture so now
13:24.52 instead of having a task list you have a
13:26.84 matrix um and within this Matrix it
13:29.40 should be very easy for you to see where
13:31.36 you you should be spending your time now
13:33.44 here's the thing if you took that entire
13:35.96 list and you put everything in quadrant
13:37.56 one then you've done yourself a
13:38.96 disservice right if everything's
13:40.96 important and Urgent then nothing is and
13:43.16 so when you think about this particular
13:44.88 exercise you you're making a very very
13:46.92 hard decision on prioritizing your
13:49.80 task now here's where the magic happens
13:52.80 you ask your entire team to do the exact
13:55.28 same thing it's exact same exercise you
13:57.96 ask your manager to do this exercise you
14:0.32 ask your direct report to do this
14:1.84 exercise you ask your most important uh
14:3.88 co-workers the ones that you interact
14:5.72 with to do this exercise and then you
14:8.16 get together and you compare notes and
14:10.16 imagine being able to share this Matrix
14:12.68 show it to your manager and say hey by
14:14.72 the way these are the things I consider
14:16.24 to be important and Urgent do you agree
14:18.16 and then likewise be a to see what your
14:19.88 manager considers important and Urgent
14:21.44 do you agree and the funny thing is you
14:25.84 know we spend so much time and effort
14:27.56 working on things but sometimes we don't
14:29.64 spend enough time thinking whether or
14:31.24 not it was the right thing to work on
14:33.64 and uh in my
14:35.48 opinion the worst thing you could do is
14:40.44 to to spend so much time and effort to
14:44.12 do something that ends up being not
14:47.80 cherished at all for lack of better
14:49.48 words um imagine working on report
14:51.80 spending so much time and effort on a
14:53.20 report that no one reads right or
14:55.68 working on a product feature that no
14:58.20 customers care about
14:59.60 um and it's something that we struggle
15:1.16 with and it's something that everyone
15:2.52 struggle with and so being able to
15:4.32 create that alignment early on is so
15:7.84 crucial so the four quadrant eisenh her
15:10.76 Matrix create alignment because it
15:12.40 forces you to prioritize from the very
15:14.64 beginning you don't go and and you know
15:16.92 push that task back I want you to make
15:19.12 that decision right now on what are
15:21.16 things you you think are important and
15:22.52 Urgent and then here's the thing if you
15:24.52 disagree you can rep prioritize at that
15:27.12 moment right and so it's not about in
15:29.96 about doing it right the first time it's
15:32.64 a dynamic state where you're constantly
15:34.92 rep prioritizing but you're always on
15:37.28 the same page so it's better for you and
15:39.40 your manager to actually be on the same
15:41.04 page and maybe in a week or two you
15:43.04 reprioritize as needed but that
15:44.96 alignment happens right now and here's
15:47.48 the cool part which is Success from
15:49.08 using prod Matrix isn't about finding
15:51.00 what everyone agrees on it's discovering
15:53.28 disagreement on what should be a
15:55.04 priority when it isn't and be able to
15:57.20 surface up that um
15:59.72 very high priority task your management
16:2.16 that you didn't realize was high
16:3.40 priority so then you can actually work
16:4.72 on that that is
16:7.32 magical so a couple of key ideas one if
16:11.08 everything is important and Urgent then
16:12.52 nothing's important and Urgent keep that
16:14.20 in mind you should not have more than
16:16.04 25% of your task in quadrant one if you
16:18.44 do that's too much rep prioritize or
16:20.68 break them down two use prod Matrix to
16:23.56 sync up on goals with team members so
16:26.28 instead of looking at it's just one
16:27.68 Matrix of all the tasks to do break up
16:30.56 the matrices into different types of pro
16:33.80 um of tasks for different projects or
16:36.32 for goals or initiatives and so when you
16:39.00 look at something like par Matrix
16:40.52 software what it does is actually helps
16:42.28 you break down all these different
16:44.16 things all these different initiatives
16:45.44 that you have and then you have the
16:47.36 priorities within each of those and that
16:49.60 maybe with different stakeholders you
16:51.20 might have a project with one team you
16:53.48 might have another project with another
16:54.56 team you might have a project with your
16:56.00 just your manager or with your clients
16:58.52 your external clients Etc um but having
17:1.28 the all these different priorities come
17:3.24 together into um one central place and
17:7.36 then thirdly regularly reassess and
17:9.56 adjust your strategy based on result if
17:11.76 you use promatrix and then you're
17:13.40 finding that you're still not working on
17:15.20 the most important most urgent task or
17:17.32 you realize that you for some reason
17:18.84 you're not meeting your goals then maybe
17:20.64 those priorities weren't done correctly
17:22.44 right um it's up to you honestly to
17:24.80 really figure out how can you better
17:27.00 spend your time and effort and then
17:29.00 lastly create a project called team
17:30.68 priorities and project that onto the big
17:33.44 screen um what I mean by that is when
17:36.36 you're in your team meeting just open up
17:38.32 patrix showed on your um your screen and
17:41.36 then have your discussion uh be based
17:44.52 around all those priorities that you
17:46.72 have because if you're doing it
17:48.36 correctly then you should be spending
17:49.84 your time talking about the things in
17:51.20 quadrant one and then quadrant
17:54.04 two I do want to mention that this
17:56.28 webinar and other webinars are uh on our
17:58.92 website webinars and so
18:1.72 you know there are other topics that we
18:3.20 covered such as email management or
18:5.12 templates and so forth so if you're
18:7.28 interested in some of these other um
18:9.00 more advanced topics make sure you check
18:10.44 out the other webinars and then with
18:12.08 that I'm going to go ahead and jump into
18:14.36 the product here and show you how to put
18:16.32 this into
18:17.40 practice okay you should to see my
18:19.60 screen now and I have part Matrix open
18:21.72 up uh and as you can see one of the
18:23.80 things I want you to notice first is
18:25.60 that front and center is the four
18:27.92 quadrants right again as I mentioned you
18:30.20 know our software part Matrix is based
18:33.20 on the core fundamentals of the four
18:35.52 quadrants and using that to better
18:37.52 visualize the things that you have to do
18:39.52 it's not about the task list the the
18:41.52 point is to make it where you have to
18:44.08 make those hard decisions of saying hey
18:46.36 this is where I should be spending my
18:47.48 time and effort um on my left hand side
18:50.56 here I have a list of projects as I
18:52.80 mentioned uh you know you don't have to
18:54.64 have just one Matrix the idea is you
18:57.20 might have a personal priorities right
18:58.92 and so these are the things that it's
19:0.68 just for you these are your priorities
19:2.60 that you might have for this month or
19:4.32 this quarter or this year for me
19:6.24 personally I have a project of all the
19:8.64 things I want to accomplish and you know
19:10.88 inside and outside of work and then
19:12.48 within that I can take a look and say
19:14.12 okay you know what this is where I
19:15.28 should be spending my effort if I have
19:17.00 any extra time uh this is where I'm
19:19.00 going to focus my time and then you
19:20.68 might have a project called team
19:21.88 priorities this is where you have your
19:23.28 co-workers your direct co-workers on
19:25.52 there and then uh you might have one
19:27.92 which is your manager for example and
19:29.96 then one of the other things that I also
19:31.24 like is actually having a project for my
19:32.92 goals for the year so I have for uh a
19:35.76 project for goals for 2024 and one thing
19:38.52 you'll notice is that instead of
19:39.96 actually using the the do now do later
19:42.16 format I changed the quadrant names to
19:44.44 long-term goals short-term goals and
19:46.56 then anti-g goals and sort of catch all
19:48.92 it's just a way for me to reflect on the
19:50.96 things I have to work on at any point in
19:52.96 time one of the things you'll notice
19:55.08 sort of right away is patrix is a very
19:57.04 flexible software the andhow Matrix is a
19:59.92 way for us to think about the task but
20:1.76 at the end of the day the four quadrants
20:3.64 is just a way for us to break everything
20:5.24 that we have to do into different
20:6.96 dimensions right and so instead of just
20:8.96 thinking about importance and urgency we
20:11.12 might think about the dimensions of
20:13.28 impact like what what tasks have the
20:15.20 most impact with the least effort those
20:17.40 are the things where you should be
20:18.36 spending your time on right those are
20:19.76 low hanging fruit so when you think
20:21.96 about patrix you should sort of step
20:24.24 back and visualize huh how can I use
20:27.16 this system of thinking for everything
20:29.72 that I have to do for my own work but
20:32.24 also for the entire
20:33.80 organization so now let's just say um I
20:37.16 want to create a task how how does that
20:38.88 work so you see how I can select a
20:41.12 project here and then from this project
20:43.20 when I hover over every quadrant I can
20:45.20 actually choose add item I'll go ahead
20:47.32 and click add item add item here I'm
20:49.12 going to say followup with webinar
20:52.00 participants so this is it's just a very
20:53.92 very simple task that I have um but
20:56.92 instead of actually just typing out the
20:58.40 task last name I'm going to go ahead and
20:59.72 say do tomorrow at 2 p.m. so patrix uses
21:3.84 natural language and what happens is the
21:6.00 fact that I say due tomorrow at 2 p.m
21:8.04 our system will interpret that and then
21:9.64 set the due date for me automatically
21:11.92 once I created this task on the right
21:13.80 hand side it's called the item details
21:15.96 so the way the item details works is it
21:18.08 allows me to add additional information
21:19.92 around the task itself as you can see
21:22.88 there's a lot of things that I can add
21:24.64 to a task for example I can uh change
21:27.36 the owner I can set progress effort uh
21:30.12 reminders due dates I can have notes and
21:32.68 then resources and resources might
21:35.04 include things like files or documents
21:36.92 Etc but let me focus on the most
21:39.12 important features that I think you
21:40.68 should use one due dates you should
21:43.44 always use due dates here's the thing if
21:46.80 you want to think about what tasks are
21:49.24 Urgent right if you want to have that
21:51.88 understanding then you have to set due
21:53.68 dates because if we don't set due dates
21:55.88 then we will not that will not come back
21:58.16 up when we think about how we're
21:59.92 spending our time when we're allocating
22:1.32 our time and resources um because
22:3.12 everything that we do requires time
22:5.36 right and so in my opinion everything
22:7.96 that's important has to have a due date
22:9.56 now you can change the due date that's
22:11.28 okay but having a due date puts
22:13.16 something tangible to it and then the
22:15.32 second part is reminders and there's a
22:17.52 big difference between due dates and
22:18.72 reminders let's just say if you um have
22:21.52 to work on a very big project and that
22:23.16 big project will take you multiple days
22:24.64 of work and so we said a due dat for it
22:27.04 and you know due next week or or
22:28.60 something like that and now that you
22:30.52 know next Friday comes and you're
22:32.00 thinking wait a minute I can't get this
22:33.56 done it's going to take me days so the
22:35.60 idea of reminders is actually to remind
22:38.12 you to think about it to get started
22:40.28 ahead of time so for me for example I'm
22:42.84 going to say remind me daily down here
22:46.00 so again I used our natural language
22:47.80 system I typed in remind me daily now
22:50.16 party Matrix would send me a daily
22:51.80 reminder for this task which is due
22:53.92 tomorrow at 2 pm uh my local time and
22:57.04 it'll send me a daily reminder until I
22:58.76 get this done so why do I recommend
23:1.68 reminders it's a way to trick your brain
23:5.60 um as I mentioned earlier you you know
23:7.84 how when I check my email it's you know
23:10.44 the most the last email in is like sort
23:13.04 of the first email you respond to right
23:15.32 um last in first out you've heard that
23:17.28 that mentality now what happens is by
23:20.36 setting these recurring reminders what
23:22.92 it's doing is it's surfacing up those
23:25.28 most important tasks to me over and over
23:28.08 again so on a daily basis I will get
23:31.08 these recurring reminders on everything
23:33.24 that's truly important to me to ensure
23:35.28 that I actually get it done so when I
23:37.16 follow up with a customer for example
23:39.40 what I would do is I would create a task
23:41.48 and then I would say do in one month and
23:43.56 remind me monthly and say in one month I
23:46.60 forget or whatever I'm busy that's okay
23:49.52 I'll get a reminder I'll get a due date
23:51.36 notification but then the next month
23:53.24 after that I'll get a notification again
23:54.84 and now that task is overdue and it
23:57.00 asked me to actually go and readjust my
23:59.64 priorities do do I still need to follow
24:1.92 up Etc so I want you to leverage the
24:6.40 same trick when you create task and part
24:8.56 of Matrix set those due dates set those
24:10.68 reminders so then the system will go and
24:13.32 ensure that you actually will work on
24:15.08 those things um we what happens is you
24:18.20 know we spend so much time and effort
24:20.40 thinking about the things we have to do
24:22.08 and then we tend to forget it and that
24:23.76 is why by the way people miss their
24:26.24 goals so if you think about you know
24:27.96 goal setting right when you started this
24:29.88 year you probably had a couple of goals
24:31.20 in the back of your mind for 2024 but if
24:34.00 you just wrote down that goal those
24:36.28 goals one time guess what happened that
24:39.52 was fresh in your mind for a day or two
24:41.72 but then a week later two weeks later a
24:43.64 month later 10,000 other things have
24:46.12 entered your mind and now that you know
24:48.48 you forget to work on those goals so for
24:50.76 me when I create a goal in PR Matrix I
24:53.48 set that monthly reminder and so it
24:55.68 comes back and it's fresh and it is so
24:57.92 powerful and it works for me and it
24:59.56 works so well that I think everyone
25:1.80 should use the rec recurring reminder
25:3.64 system in PR Matrix um if you want to
25:5.64 set recurring reminders again you can
25:7.52 click on this button here set those
25:9.24 recurring reminders or you can just
25:11.04 simply type remind me weekly remind me
25:13.44 monthly or remind me in three days or
25:15.32 something like that if you want a one
25:16.60 time
25:17.40 reminder so that's an item uh in the
25:19.92 item details here there's a couple of
25:21.60 other things that I think are prac
25:23.00 pretty useful the first is a star so if
25:25.64 you star a task what it does is it
25:27.52 pushes to the top of the quadrant so
25:30.00 there's only so many projects and so
25:31.40 many tasks we can work on at any point
25:32.96 in time so what I do is um I would star
25:36.72 specific projects so I would star five
25:38.52 to 10 projects because in my work
25:40.84 account I have more than 300 projects
25:42.72 and as you can imagine that's a lot to
25:44.28 go through and I'm not going to click
25:45.48 through every project to find out what I
25:46.88 need to work on so I have five to 10
25:48.92 project that are active projects that I
25:50.80 considered my most important projects so
25:52.96 I would star those projects and then
25:54.76 within those those projects I have tasks
25:57.52 that I would St and again I would star
25:59.96 something between five to 15 tasks and
26:2.68 what it does is it pushes to the top of
26:4.56 every quadrant that I have and from that
26:7.76 I can actually see okay I need to work
26:9.56 on this um because I I can actually
26:11.64 generate reports around all my star task
26:14.28 and it makes it a lot easier for me to
26:15.88 keep track of them so I do like starring
26:18.44 and again this is a feature where it
26:20.64 becomes more powerful as use prod Matrix
26:23.08 more because if you have five items
26:25.60 starring doesn't make any difference
26:27.20 right but if you have 500 items starring
26:29.92 will actually be become a lot more
26:32.28 effective um right below that you
26:34.20 actually have the ability to add um
26:35.76 icons now uh in my opinion the icons
26:38.96 aren't super super useful except for a
26:42.76 few scenarios and it's more about
26:44.72 visualizing the type of task that you
26:46.72 have one of the areas that I've seen a
26:48.60 lot of success from customers is
26:50.12 actually using the color coding here red
26:52.60 yellow and green just as a way to
26:54.16 visualize you know whether or not
26:55.72 something is on schedule or or not and
26:58.44 as you can see here after I add the
27:0.12 green color here when I look at my
27:2.32 quadrant if I have a lot of different
27:3.76 task I can see the category that it's in
27:7.16 so as I mentioned down here um further
27:9.60 one of the things I can do is I can
27:11.00 assign a task to a cooworker and this is
27:13.44 actually very useful in a team
27:14.80 environment so if you don't plan to use
27:17.28 part Matrix in a team environment then
27:19.20 you know obviously this doesn't matter
27:20.80 but in your team project where you might
27:23.04 have your co-workers your direct reports
27:24.76 or your colleagues being able to assign
27:26.72 it to people is actually very very
27:28.28 useful now there can only be one owner
27:30.92 for a task and that's on purpose if you
27:33.48 think about prioritization you you got
27:35.32 to think about accountability and you
27:37.16 know when you have mulle owners
27:38.88 accountability starts starts going away
27:41.08 real fast because I was like Oh I
27:42.56 thought you were response for it right
27:44.20 so the way it works in promatrix there
27:45.76 can only be one owner but there can be
27:48.12 followers and so followers are people
27:50.24 who are relevant to the task maybe they
27:52.24 want to be updated or they do chime in
27:54.20 and they do add results and um update
27:56.52 the progress and so forth but what
27:58.68 happens is you have one owner so then
28:0.96 that person's avatar shows up to on All
28:4.72 the items and it shows you exactly who's
28:6.80 responsible for it down in the chat
28:9.36 section you saw how I actually typed in
28:11.32 the remind me daily but also this serves
28:13.56 as a place to communicate so what that
28:15.64 means is you can actually have multiple
28:17.28 people talk to each other within this
28:20.04 par particular task itself now let me
28:23.04 explain why it's useful um imagine um I
28:26.84 imagine that you know if you use
28:28.36 Microsoft teams or slack or just emails
28:31.36 or any chat software you're probably
28:33.32 sending messages back and forth all the
28:35.16 time around 10 different things that's
28:36.88 going on right the problem with that is
28:39.88 that later on if you need to review what
28:42.80 you discuss around specific task it's
28:45.00 virtually impossible and not only that
28:47.36 all those conversations might just be
28:49.36 with one person and so now you have a
28:51.92 communication that is actually siloed
28:54.44 and no one else can actually look into
28:56.60 that if needed so the way it works in
28:58.64 promatrix is that if you look at this
29:0.44 chat it's task specific so what that
29:3.56 means is that you can might have a
29:5.36 conversation here and then six months
29:7.72 later you can go back to this
29:9.20 conversation and see exactly what
29:11.52 everyone talked about um and also what
29:13.76 due dates were set because we actually
29:15.56 track and have a record of all the
29:17.84 changes that's been made to this
29:19.80 particular
29:20.80 task so if you have a colleague maybe um
29:24.48 is on on leave and maybe you know on
29:27.60 Parental leave or something like that
29:29.68 and they were working on a very
29:31.20 important task and now someone else need
29:33.72 to take over and you know the first
29:35.92 question is okay why did we make this
29:38.24 decision you know what what's the due
29:40.28 date um what's been discussed you can
29:42.48 open up promatrix go to that task and
29:44.92 see that entire history going back to
29:47.72 months or years as needed and so when a
29:50.00 new person comes in and they take over a
29:52.16 task they have all the context that's
29:54.40 necessary I think this is one of those
29:56.44 things where um you know people don't do
29:59.16 enough of realizing that you know these
30:2.00 records are actually very useful and
30:4.40 it's not just
30:5.88 around tracking the things we have to do
30:8.40 but also making it easier for someone
30:11.28 else to take a look at our work when
30:13.56 we're not available you don't need
30:15.48 someone to ping you and ask you about
30:17.72 all the things that you did for anything
30:19.36 in particular because they can open up
30:21.28 the Prometrics open up the tasks that
30:23.40 you're working on and see those record
30:25.12 as needed the notes section um is is
30:28.12 where you can add subtask or you can
30:30.04 create notes around the item one of the
30:32.64 cool things that we have is something
30:34.16 called fill with AI and what that means
30:36.60 is that you know we as a productivity
30:39.52 company um we want to make it more
30:42.32 productive for you right and so uh by
30:45.28 using this fill with AI I'll show you
30:46.96 how it works if I click on this what
30:48.80 it's doing is that our system will
30:51.08 actually go and generate notes for you
30:54.36 but let me give you a different example
30:56.00 let's just say if one of my personal
30:58.04 priorities is to create a marketing plan
31:2.04 for Q3 2024 okay so imagine if I create
31:6.40 a marketing I want to create that task
31:7.92 what I can do is I can click fill with
31:9.52 AI and party Matrix will actually go
31:12.48 take a look at your task and create a
31:15.28 series of action items but also some
31:17.92 subtasks that you might have to work on
31:20.32 automatically and so instead of you
31:22.52 having to type in all this notes uh we
31:25.12 leverage we leverage knowledge that we
31:27.72 have have to to create these subtasks
31:30.44 for you now they're somewhat generic but
31:32.80 it will go and save you a bunch of time
31:35.12 because it's a good starting point so um
31:37.72 for for everyone here who's relatively
31:39.96 new to the AI space this is one of those
31:42.36 things where we think we can actually
31:44.28 add more value to you over time because
31:47.08 we can actually learn and actually try
31:48.80 to be more productive and more effective
31:50.80 to help you create all the subtasks but
31:53.12 also all the high level tasks in order
31:55.24 for you to meet your goals so check out
31:57.00 this fill with AI feature when you
31:58.76 create something new um just click on
32:0.80 that and our system will fill it out for
32:2.64 you the resources section is where you
32:5.04 can attach files um again let's just say
32:8.04 you have a task that you have to work on
32:9.64 for a customer you might have
32:11.28 PowerPoints or documents or contracts um
32:14.52 you can all add all that but you can
32:16.04 also add links so it might be to link to
32:18.24 your SharePoint or your uh drive or
32:21.04 something like that you can also attach
32:23.44 URLs so a website a c a customer
32:26.16 websites or you can attach email so uh
32:29.00 this happens all the time I get an email
32:30.80 and I need to delegate that email to
32:32.56 somebody I can attach an email to a
32:34.60 Prometric task and then the other thing
32:36.96 you can do too with promatrix um is you
32:39.20 can use it on your mobile device and you
32:41.00 snap pictures so if you are a team that
32:44.76 actually has a lot of people out in the
32:46.92 field and is you're trying to do work
32:48.96 and you want to take pictures associate
32:50.80 with task you can actually go into your
32:53.08 per Matrix on the mobile device and
32:55.00 there's an option to use their camera to
32:57.08 take a picture and upload it directly
32:59.52 into your patrix and again it adds it
33:1.84 all in one Central place in the
33:3.32 resources section and everyone can be in
33:5.48 the same page um because someone else
33:8.32 can go and review that as needed back at
33:10.04 the office so that's how an item details
33:12.72 Works um and the other other thing I
33:14.88 mentioned to you earlier is how prod
33:16.52 Matrix is very flexible on a project
33:18.24 level so let me show you how it works if
33:19.84 you want to create a new project simply
33:21.92 go to Project here and create a project
33:24.24 when you create a project you have a
33:25.44 couple of options the first is a blank
33:27.28 project right very straightforward you
33:29.80 simply type in the name of a project um
33:32.32 and then also you can choose what type
33:34.16 of template so the basic produ Matrix is
33:36.44 that Eisenhower Matrix but as you can
33:38.64 see I can actually choose other types of
33:41.76 um templates as well so I can do use the
33:44.24 GTD method which is the getting things
33:45.96 done method or swad analysis strength
33:48.36 weakness opportunity threats um or a
33:51.08 couple of other basic templates and I
33:53.08 can choose a color coding so um for
33:56.40 colors it's just a way for you to
33:58.60 visualize the type of project so maybe
34:0.96 you know if you work across diverse
34:3.16 teams such as engineering marketing and
34:6.52 so forth in that case you might have
34:8.32 some type one color for all your
34:10.04 marketing projects one color for all all
34:12.36 your external projects Etc so that's how
34:14.80 you can create a blank project from
34:16.08 scratch but we also have several other
34:18.80 options the the next one is public
34:21.00 templates so we at affluence have
34:23.96 created hundreds of different types of
34:26.24 templates that you can use completely
34:27.96 free so when you go to public templates
34:29.76 you can choose from one of these
34:30.96 templates that we've created such as you
34:33.08 know um the 30 60 90day plan for
34:36.28 managers and what it's doing is it's
34:38.48 actually uh changing the name of the
34:40.44 quadrant so then it uses a different
34:42.80 dimension for you to track all these
34:44.52 tasks and again it goes down to a 2 by
34:46.24 two Matrix but there's many different
34:48.04 dimensions you can use now here's the
34:50.20 cool part which is you might also want
34:52.68 to create your own templates so as you
34:54.88 use P Matrix more you might have
34:56.88 repetitive work flow um as an example if
34:59.76 you're an HR you might create a prod
35:2.04 Matrix called employee on boarding right
35:4.40 maybe at your organization you have 30
35:6.28 tasks that every new employee has to go
35:8.60 through including training or review
35:10.72 documents Etc you can create a part
35:13.48 Matrix create those 30 tasks with all
35:15.48 the due dates all the links Etc and then
35:18.04 save it as a template and when you do
35:20.40 when you have a new employee instead of
35:22.08 recreating all that from scratch you can
35:24.32 actually launch an employee onboarding
35:26.16 template and our system automatically
35:28.36 create all those tasks for you and then
35:30.96 also uh set all the due dates for you
35:33.84 automatically and then lastly we have
35:35.96 something called create with AI and
35:37.64 again this is one of those uh those
35:39.56 things that we're trying to do to make
35:41.12 it more productive for you let's just
35:43.12 say you know you might want to get a
35:45.88 promotion right um get a promotion this
35:48.68 year or something like that you can type
35:50.24 that in here with your goal click next
35:52.40 and PR Matrix will generate a series of
35:55.24 tasks prioritize them for you um to help
35:58.48 you achieve that particular goal so this
36:0.64 goal could be a personal goal it could
36:2.32 be a team goal such as how to improve
36:5.12 your operational efficiency or how to
36:6.76 streamline your process or how to uh
36:9.28 increase your sales lead Etc so our AI
36:12.32 system will help you make those various
36:14.16 goals in order to fulfill your needs but
36:16.84 here's the cool part which is it's not
36:18.36 intended to be perfect um and you know
36:20.32 that's one of those things where I
36:22.24 always want to bring up which is AI is
36:24.60 one of those things where um it it's a
36:27.80 hit or miss right and most of the time
36:29.88 it's somewhere in between so when you
36:31.60 see the task that our system creates
36:33.24 you'll look at it and say you know what
36:34.36 I like this I like this I don't like
36:35.92 this and you can pick and choose as
36:37.52 needed so when you today after this call
36:41.28 I'd love for you to go and you know try
36:44.20 out our project creation system type in
36:46.76 some goals type in some of the things
36:48.20 that you really care about and see if
36:50.32 there's some work there that um that you
36:52.20 could do to actually meet those goals so
36:55.04 that's how you create a project um but
36:56.60 one other thing too is that when you
36:58.36 click on a project for the first time it
37:0.48 opens What's called the project details
37:2.16 and in the project details you can
37:3.68 actually do a couple things one you can
37:5.96 invite team members so of course you
37:8.04 know a personal project maybe you only
37:9.88 have yourself in it but a team project
37:12.12 you might have your co-workers and then
37:13.96 you might have another project with
37:15.44 different team members so with PR Matrix
37:17.60 you have complete permission control on
37:19.88 every single project and so some
37:22.00 projects might be associated with just a
37:24.00 few people some project might be
37:25.52 associated with the entire department
37:27.16 and you have able to manage that using
37:28.76 your user group as well as our me member
37:30.48 control system the quadrants are
37:33.16 customizable so again the Eisenhower
37:35.16 Matrix do now do late or delegate an
37:37.28 inbox may work for you at the start but
37:40.24 after a while you may adapt it to
37:42.56 however you think right however you
37:44.20 think best so instead of delegates maybe
37:46.52 you use this as a different quadrant and
37:48.00 you're able to customize each of these
37:49.48 things and then change the color as
37:51.84 needed and so that's how you create a
37:53.96 project and then you can start a project
37:55.52 by clicking on the star right here and
37:57.56 pop it to the top of your list so when
37:59.52 you when you use P Matrix and for the
38:1.64 first time you know if you have five or
38:3.04 10 projects again starring is not that
38:5.08 helpful um but once you have more than
38:7.20 that starring is actually really nice
38:8.88 because it's a way to stay organized and
38:10.40 so for me again I have five to 10 star
38:12.68 project at any point in
38:14.32 time one thing I do want to show you
38:16.56 real quick is how to uh think about pry
38:19.44 Matrix from the perspective of project
38:21.64 management or other or other ways of
38:23.64 using the system so of course our
38:26.16 quadrant is the key View and all the
38:28.80 data that you have but when um sometimes
38:31.72 you actually want to see the list view
38:33.04 so what you can do is when you click on
38:34.84 this list view it actually shows you all
38:36.52 the tasks that you have and then it
38:38.88 actually allow you to um sort by the
38:43.08 name or by modify date by due dates so I
38:45.92 like to go to the list view when I need
38:47.56 to find things that are overdue when you
38:49.92 have a lot of tasks that are overdue
38:51.32 it'll show up here and it will be in red
38:53.12 and it's very Visual and it's a way for
38:54.52 me to sort by due dates the other thing
38:56.64 you notice too is when when I say when I
38:58.28 go to list view here all my starred
39:0.52 items are at the top right and so again
39:2.52 it's a very simple way for me to see
39:4.52 what important task I have for every
39:6.76 single Matrix and then I have the
39:8.56 calendar view again all my tasks uh with
39:10.92 due dates will show up here in the
39:12.32 calendar view and of course remember all
39:14.24 your most important task should have due
39:15.64 dates on it and I can click on the task
39:17.64 I can actually just drag and drop it to
39:19.52 rep prioritize and change to due dates
39:21.60 very very easy but the other thing is
39:23.60 all those changes are tracked as part of
39:25.52 my record here in the item history so
39:28.16 again if your cooworker is changing the
39:29.96 due dates on you guess what party Matrix
39:32.36 tracks that for you so it's very very
39:34.36 helpful and then you have the Gant chart
39:36.44 so the Gant chart is a way to see things
39:38.32 that are much farther out so the way I
39:41.32 describe it is this which is if use the
39:43.72 quadrant view to look at priorities you
39:46.72 look at the list view as a way just to
39:49.16 look at everything across the big
39:50.56 picture and both to sort easily you look
39:52.88 at the calendar view to see the task
39:54.64 that you have to do this week and this
39:55.76 month and then you use the hand chart
39:57.76 view to see the things you have to do
39:59.40 across 6 months or longer so that's how
40:2.88 you can think about the different views
40:4.48 and parametrics taking the same data and
40:7.20 helping you visualize what you need to
40:8.60 work
40:9.52 on um and now on the left hand side
40:12.48 you'll see that we have a couple of
40:13.64 other options here I won't go into it
40:15.40 but I'll you know you can explore as
40:17.24 needed but we have What's called the
40:18.72 one-on-one view which is the what I call
40:20.40 the people Centric view where you can
40:22.24 actually select a coworker and part
40:24.40 Matrix will show you everything you have
40:26.24 to do for that person it is so powerful
40:28.88 if you're a manager and you have five or
40:30.52 10 direct reports and you're trying to
40:32.40 be on top of all their task and you're
40:34.60 trying to you know to see across all the
40:36.24 different project that they have in the
40:38.08 one central place you can actually look
40:40.08 up every single person um that you work
40:42.52 with and see all the tasks you have in
40:44.28 common with them so in common means
40:46.24 either assigned to you or them and
40:47.96 you're a follower right and then not
40:50.20 only that you can actually create task
40:52.04 directly from this view it's very very
40:54.00 useful especially if you manage people
40:57.56 and then we have Global calendar which
40:59.48 allows you to see all your tasks across
41:1.64 all your projects in the calendar Global
41:4.04 Gant chart see all your task across all
41:6.80 your projects across you know six months
41:9.76 or more um and now let me switch here a
41:13.48 little bit because I want to talk about
41:14.88 email management real quick as we try to
41:16.68 wrap this up so PR Matrix a lot of
41:19.16 customer comes to PR Matrix for email
41:20.76 management and so what you can do is if
41:22.96 you use Outlook we actually have one of
41:24.88 the best Outlook Integrations for email
41:27.36 prioritization so if you go to the App
41:29.44 Store here you can search for pry Matrix
41:31.88 turn email into task and that's one of
41:33.96 the extensions that we have for Outlook
41:35.84 and what happens is if you have an
41:37.44 Outlook email and you want to make sure
41:39.16 that you never drop this email all you
41:41.64 have to do is click on the extension
41:43.52 choose prioritize email and What U py
41:47.04 Matrix allows you to do is turn this
41:48.68 email into a task and so if you click on
41:50.72 this capture email it takes this email
41:53.20 convert to a task upload the email into
41:55.84 py Matrix and um it creates one Central
41:58.76 place for you to set priorities
42:1.40 reminders and du
42:2.88 dates it uses the uh email subject as
42:6.36 your item name and then you can choose
42:8.08 what project it goes in so again it is
42:10.28 very very useful and allows me to
42:11.92 prioritize my emails I can choose what
42:13.80 quadrant it goes in and then can I can
42:15.92 assign it to another person as well so
42:18.40 if you get that really important email
42:20.32 from a customer and you need to assign
42:22.36 to someone in another department or
42:24.20 within your own Department that's how
42:26.28 that's all you got to do and so now you
42:27.68 set due dates and now your email is
42:30.88 prioritized it has a due date attached
42:32.60 to it it has um the quadrants attach to
42:35.44 it and it's put into the appropriate
42:37.72 project and that's all you have to do
42:38.88 click capture email and as you can see
42:41.04 after I click capture email the item
42:42.84 details opens up it's exactly like
42:44.84 inside pry Matrix and I can go and you
42:47.48 know set um reminders as needed or
42:50.16 create subtasks as needed or attach
42:52.12 additional documents as needed and the
42:53.96 email itself is uploaded here into the
42:56.04 resources section and so my coworker can
42:58.44 open up this email and respond to that
43:1.04 email now you might ask you know what
43:3.92 makes this better than forwarding the
43:5.44 email the problem when you forward an
43:7.32 email to a coworker is that it's going
43:10.28 to be in one of their emails right and
43:12.40 and so it could be one of those emails
43:14.16 then that um and they'll have five
43:16.00 emails receive five emails afterwards
43:17.88 and they may not not see this forwarded
43:19.68 email at all um and not only that when
43:21.88 you forward an email to somebody you're
43:23.52 not able to set due dates you're not
43:24.96 able to set reminders you're not able to
43:27.08 to add additional context or um have a
43:29.96 meaningful discussion around that email
43:32.08 and so with part Matrix every email can
43:34.72 keep can be converted into a task and
43:36.36 you can have all this additional context
43:38.40 and again being able to set priorities
43:40.52 and due dates and reminders is just so
43:42.76 powerful party Matrix also works
43:45.04 completely inside Outlook so if you go
43:47.24 to the App Store here on the leftand
43:49.48 side you again can add pry Matrix as an
43:52.36 app and within Outlook itself you can
43:55.28 access the entire pry Matrix so I showed
43:58.12 you the web application you know but you
44:0.04 have to go to our website but guess what
44:1.92 if you use Outlook you can access the
44:3.48 entire application without even leaving
44:5.36 Outlook similarly you can do the same
44:7.80 thing inside Microsoft teams so if you
44:9.92 use Microsoft teams click on apps here
44:11.96 search for patrix and when you do you
44:14.24 can install party Matrix here pin it on
44:16.00 the left hand side and now you have the
44:18.00 entire party Matrix within Microsoft
44:21.36 teams and never have to leave the
44:23.56 Microsoft team app to access all your
44:25.80 task um there's a couple of additional
44:27.76 Integrations that we do within teams
44:29.64 that makes us very unique I can actually
44:31.68 add the one-on-one view directly to
44:33.68 every conversation I have with my
44:35.20 cooworker
44:36.44 so if you have a lot of team members and
44:39.16 you're discussing all sorts of stuff all
44:40.88 the time all you have to do is click on
44:42.92 this plus icon here choose prot Matrix
44:46.84 and then from there you just have to
44:48.52 select the one-on-one view um and when
44:50.68 you select the one-on-one view it allows
44:52.44 you to create these one-on ones for
44:54.04 every single chat you have and then in a
44:56.52 a team team Channel perhaps you can
44:58.60 actually add project view so let's just
45:1.72 say if you have a marketing uh Team so
45:5.28 imagine if you go to teams here and you
45:7.16 have a marketing team what you can do is
45:9.24 you can actually add the pry Matrix
45:10.92 marketing project directly inside the
45:13.40 teams Channel and allows you to access
45:15.48 all the tasks that you have there so
45:17.40 party Matrix is intended to be wherever
45:19.76 it is that you spend your time
45:21.48 everything that I showed you on the web
45:23.08 app is available inside teams inside
45:25.56 Outlook um inside native desktop app so
45:28.48 we have Windows app Mac app that you can
45:30.48 install as well as mobile apps on
45:32.24 Android and iPhone and you can also go U
45:35.16 to P from your mobile device
45:37.96 and see everything that you have to see
45:39.84 so what that means is you know being
45:42.12 able to create a single source of Truth
45:44.36 with respect to priorities but also be
45:46.36 able to access it no matter where you
45:48.52 are and I'm going to wrap things up by
45:50.96 showing you a couple of other things um
45:52.76 we have a page called our commands um
45:55.04 explanation so we can explain we explain
45:56.80 to you the various commands that you
45:58.80 have that you can type into the chat uh
46:0.88 Channel and then also we have connectors
46:3.88 this is where you can actually uh sync
46:5.84 PR Matrix with other software if you
46:7.72 wanted to and then of course we have
46:9.76 Edge and Chrome extension so if you go
46:12.72 uh to search for p Matrix for Edge you
46:15.20 can install patrix directly into your
46:17.36 edge here uh your edge browser and
46:19.60 you're able to convert any web page into
46:21.44 a task okay with that I'm going to go
46:24.52 ahead and go back to my presentation
46:26.08 here
46:32.08 I'm going to wrap things up um it's up
46:34.68 to you um and and now it's on you to you
46:37.68 know sign up for patrix if you haven't
46:39.72 already and again if you use teams and
46:41.48 Outlook definitely install your
46:42.72 application there but if other than that
46:45.44 you should create at least three
46:46.64 projects um I think you should have a
46:48.40 personal priority project because at the
46:50.16 end of the day I think you know if you
46:53.64 each of you can prioritize your task and
46:56.28 have a better Clarity on what it is you
46:58.36 need to work on then everything else
47:0.44 will fall into place um but then once
47:2.68 you do that create a project called team
47:4.72 priorities and share that with your
47:6.24 co-workers have them on be be on the
47:8.28 same page and one of the challenges I've
47:10.68 seen over and over again is that you
47:12.48 know co-workers might not understand why
47:15.12 we're doing this and you know that's on
47:17.20 you to explain to them hey all we're
47:19.40 trying to do is be on the same page I
47:21.40 want you to work on the right things um
47:23.64 and I want you to know what I'm working
47:24.96 on and that's how you pitch it to them
47:26.72 um and that's why we have These intro
47:28.52 webinars for for folks who are
47:31.04 completely new to prod Matrix and new to
47:33.36 the prioritization system because I want
47:35.72 them to understand the exact same thing
47:37.48 that I'm conveying to you today which is
47:39.40 promatrix is simply a communication tool
47:42.48 to help everyone be in line and then the
47:45.08 third project I would create is
47:47.00 something like a key initiative that you
47:48.52 may have so for example if you're the
47:50.68 director of marketing maybe the one of
47:52.96 those project might be how do we improve
47:55.64 our marketing visibility right this year
47:57.92 this quarter um or if you're an HR how
48:0.44 do we improve our on boting process and
48:3.60 so um you might have a one of those
48:6.60 project might be your own personal
48:8.64 goals invite the appropriate team
48:10.68 members and Pitch to them on why it's
48:12.20 important to focus on high impact task
48:14.20 and this is not a one-time effort
48:15.72 unfortunately you know there's just many
48:17.72 people out there who prefer to just work
48:20.80 on things but not think about whether or
48:22.64 not they should work on it in the first
48:24.12 place and unfortunately it's on us um
48:27.40 the the people who are delegating the
48:28.92 task the people who are um in charge of
48:31.28 projects to ensure that everyone's on
48:33.20 the same page and everyone is actually
48:35.48 working on the right things when you
48:37.64 create items in per Matrix make sure you
48:39.36 set those due dates and make sure you
48:41.16 set those reminders and remember what I
48:43.84 told you you know there's a few
48:45.68 capabilities inside PR Matrix that you
48:47.24 should always use and the the two most
48:49.72 important ones are the due dates and the
48:51.40 reminders and then of course follow
48:53.04 after that it's assigning it to the
48:55.08 appropriate person and then putting them
48:57.12 in the appropriate quadrant right once
48:58.84 you do those things that's all that's
49:0.52 that's everything you need to get 80% of
49:2.56 the value in par Matrix because it's
49:4.60 already ensuring that everyone's on the
49:6.12 same page with respect to priorities and
49:8.68 then the last thing is to ruthlessly
49:11.44 prioritize um when I say that you know
49:13.84 one of the things that I've seen people
49:16.20 don't do um a good enough job at is
49:20.12 making sure that they have only a few
49:22.88 things in Quadrant One um we just we end
49:25.44 up to having too many things in quadrant
49:27.04 one and then too many things in quadrant
49:28.40 2 and then once you are overallocated
49:31.72 you start losing track of things and so
49:34.24 just being able to ruthlessly prioritize
49:36.44 and drop things is actually such an
49:38.52 important
49:40.92 skill a couple of advice uh if you're
49:44.16 concerned around you know tracking too
49:46.80 many things my advice is to track only
49:49.48 high impact task first right I wouldn't
49:52.44 put things into prot Matrix that would
49:54.00 take five minutes to do honestly if it
49:56.24 takes you five minutes to do you can
49:57.96 just do it or you know um write it down
50:1.36 on on something like that so I generally
50:3.48 don't use patrix for tracking things
50:5.40 like groceries as an example right
50:7.52 instead I use it to track things where I
50:9.84 can make decisions on something whether
50:12.04 or not I have to decide if I have to do
50:13.76 it or I shouldn't do it or I need to
50:15.20 delegate it Etc um always think of
50:18.16 patrix as a communication tool and that
50:20.80 is why I recommend projecting Patric on
50:24.12 the big screen I think if you just try
50:26.12 that a few times you'll see how you can
50:28.08 actually have much more meaningful
50:29.40 conversation and then thirdly use patrix
50:32.20 to manage your individual goals um I
50:34.40 emphasize the individual goals aspect
50:36.20 over and over again because that's what
50:37.48 promatrix started out as it's a tool to
50:40.04 help every single person just understand
50:43.16 you know what it is they need to work on
50:44.80 and then after that then you can
50:47.16 communicate that to your co-workers and
50:49.08 then ensuring that they understand what
50:50.96 you're working on right and so um if
50:54.12 you're successful at the individual
50:55.40 level I think everything else will fall
50:57.40 into
50:58.96 place and what success should look like
51:1.36 on a personal level you check per Matrix
51:3.40 every week and remind yourself of your
51:4.96 goals um this is what I do I always look
51:7.12 at my goals to see whether or not I'm
51:8.88 working towards my goals and I
51:10.28 constantly remind myself on that um and
51:12.44 then using part Matrix to track all your
51:14.32 priorities and so you should not be
51:16.56 using another system that tracks some
51:19.08 task and then use part Matrix to track
51:20.68 some other task it's so much better to
51:22.56 have one central place um and again use
51:24.96 the four quadrants to prioritize all of
51:27.04 those goals at the team level everyone
51:29.48 on the team should understand and be our
51:31.20 line on key task so if there ever is a
51:33.76 question hey what should we work on they
51:35.84 should able to open that pry Matrix and
51:37.84 look at the share team project and from
51:40.52 that be able to understand okay this is
51:42.04 where I should be spending my time and
51:44.16 then of course if you're using a lot of
51:46.76 um if you have a lot of emails and you
51:48.16 use Outlook you can use Pro Matrix to
51:50.16 prioritize those emails triage those
51:52.32 emails um instead of just forwarding
51:54.40 them instead of flagging them and you'll
51:55.96 find that you have much better control
51:57.72 on your emails as
51:59.24 well all right um so I'm open to Q&A if
52:3.84 there's any questions right now you can
52:5.84 share them in the chat I'll take a look
52:7.52 and I'd be happy to answer any questions
52:9.16 thank you for your
52:11.36 time okay there's um a couple of
52:14.28 questions um yeah thanks for the
52:16.12 feedback on the fill with AI uh I think
52:18.20 it's one of those things where it's it's
52:19.68 really neat like you can actually use it
52:21.16 to save you a lot of time and effort uh
52:23.72 this webinar is recorded and so we'll
52:26.04 share the recording with you and and
52:28.24 everyone else afterwards and we'll post
52:29.48 on our website as well uh where's the
52:31.64 data and info stored so we have several
52:34.88 options in terms of our product offering
52:37.12 so we have our standard software
52:39.20 solution and so those are on aw we have
52:42.16 our government Cloud solution that's on
52:44.40 US Government Cloud Azure um and then we
52:47.52 have our Hippa solution and then also we
52:49.96 have an entprise solution where
52:51.40 customers can actually choose exactly
52:54.28 what data center they want their uh pry
52:56.52 Matrix data to be stored and then in
52:58.56 terms of files you can actually for our
53:0.68 business customers they can choose to
53:2.84 upload your pry Matrix documents and and
53:5.56 files attachments to your one drive your
53:7.96 Microsoft One Drive instead of our
53:9.76 system so those are various options if
53:12.12 you have more specific questions around
53:13.76 that please reach out to
53:15.64 us um is there templates for R&D
53:18.40 manufacturing so those that's a
53:20.48 fantastic question there in fact when
53:22.40 you use your AI just ask it um and so
53:25.20 you can actually just type it in and
53:26.84 then the AI will generate some of those
53:28.24 templates for you also we have a a web
53:30.96 page uh that I can share where you can
53:33.68 access more of our templates we also
53:35.44 have uh I want to say a thousand
53:37.68 templates not all of them are published
53:39.52 but a thousand templates on almost every
53:41.84 single possible combinations of 2 by two
53:44.60 Matrix that you can think of along with
53:46.48 an
53:48.60 explanation um and then the next
53:50.88 question is is history um the history of
53:54.32 the projects and the items they're
53:55.84 actually stored indefinitely so uh we
53:58.48 have several different license tiers
54:0.20 that determines how long the history of
54:1.92 the items are tracked for but in terms
54:3.88 of the Tas themselves they're there
54:6.08 indefinitely for your project so you can
54:8.52 when you're done with the project you
54:9.72 can actually archive a project and then
54:11.68 it goes away from your list but then
54:13.36 whenever you need to review it you can
54:14.68 actually uh open it back up again and
54:17.00 what's really neat is part Matrix has a
54:19.12 powerful tool for exporting your entire
54:22.00 project as a CSV file um so while that
54:26.44 doesn't include all the history you know
54:28.16 for some of our customers they need that
54:30.00 as part of a record uh and then also
54:32.44 there's a reporting system for all the
54:34.80 project as well so you can see
54:36.76 everything from like burn down diagrams
54:38.60 and so forth but um after a project is
54:41.52 completed you can simply mark it as done
54:43.92 which is archiving it and then it goes
54:45.80 away and then you can open up as
54:48.32 needed uh we do have discounts for
54:50.68 nonprofits please reach out to us
54:52.60 directly um to helpes
54:56.56 uh and there so whatever details you can
54:58.44 provide there but we do have discount
54:59.68 for nonprofit yes um do you have to be a
55:2.12 follower to view template task So within
55:5.08 a project itself there's several types
55:7.52 of permissions so the way it works with
55:10.04 permissions is the following one you
55:12.76 have a project and you can determine
55:14.72 what are the who can be it within that
55:16.84 project and if you add a coworker to
55:18.96 that project they've have full access to
55:21.40 everything within that project so what
55:24.08 that means is they don't have to be a
55:25.48 follower of a task to see those tasks as
55:28.16 long as they're added to a project but
55:31.04 you can also assign a task to a coworker
55:35.24 who's not in a project so let me give
55:37.36 you an example maybe you have a project
55:39.40 that uh you want to keep private but you
55:41.56 might want to assign a a task to someone
55:44.48 outside the project in that case what
55:46.96 happens is they'll get to see only that
55:49.52 task and they only get to see that task
55:51.48 inside their inbox so uh there's
55:53.92 something called the inbox which I'll
55:55.36 show you right here
55:57.56 um so in the inbox within party Matrix
56:0.56 there's something called inbox right
56:1.92 here and the way it works with the inbox
56:4.00 is it's these are items that that um
56:7.44 don't belong in any specific projects so
56:10.08 I use my inbox as a place where I
56:12.32 forward my emails to start so for
56:14.48 example you know I I get an email when
56:16.40 I'm on the on the U out and about and
56:19.00 you know I have I see my email on my
56:20.56 phone I can forward it to my secret
56:22.60 inbox and it creates a task here but
56:25.20 likewise if a code cooworker assigns me
56:27.28 a task that I don't have access to the
56:29.88 project that I don't have access to then
56:31.88 it show up here in my inbox and so the
56:33.48 coworker can see that here you can also
56:36.48 create read only version for every
56:38.40 single one of your projects so if you go
56:40.68 to here um you can actually uh get um uh
56:47.08 share the project in read only mode and
56:49.08 so you're able to share an entire
56:50.72 project with somebody without them
56:52.96 having access to and be able to edit the
56:55.04 project and then similarly inside
56:57.60 Microsoft teams you can also add the
57:0.52 readonly projects if you have any more
57:3.40 specific questions on that please feel
57:4.72 free to reach out to
57:8.40 us um so in terms of uh gpdr we we have
57:13.20 our GP guidelines and also uh for our
57:15.88 Enterprise customers you can actually
57:17.76 deploy our solution in Europe so if you
57:20.04 have any questions around that please
57:21.88 reach out to us um the question around
57:25.44 how it works with Office 365 so the way
57:27.96 it works with Office 365 is if you have
57:30.16 Microsoft teams for example all you have
57:32.56 to do is click on this apps here and you
57:34.88 can add patrix uh directly from here and
57:38.04 so you just have to install PR Matrix
57:39.76 for teams and then inside Outlook you
57:42.00 install PR Matrix for Outlook by going
57:43.92 to the um um if you select an email and
57:48.48 then you click on this right here you
57:49.68 can install pry Matrix for Outlook and
57:51.76 then with the other Integrations that we
57:53.36 have including graph planner and all
57:55.56 that you just have to add each of those
57:57.28 individually we also have Integrations
57:59.40 with power automate um and then also
58:1.72 integration with Microsoft co-pilot
58:3.88 which is another thing that you have to
58:5.60 add on so that's how it works within the
58:7.48 office ecosystem in fact uh we also have
58:11.36 Integrations with Microsoft Office so
58:14.04 not just outlooking teams so if you are
58:16.72 an Enterprise organization we actually
58:19.00 have some of those deployments that
58:20.40 that's really neat it's uh it's just a
58:21.92 way to have her Matrix be accessible
58:24.32 everywhere within office
58:29.44 um the next question around how is
58:31.28 compared with something like Microsoft
58:32.68 task it's actually it's actually really
58:35.00 really interesting what happens is that
58:38.24 at the end of the day party Matrix is
58:40.92 about prioritization right you can go
58:44.08 and you can actually use a task list for
58:46.28 anything I mean uh I mean like me
58:48.72 personally I have a piece of paper and
58:50.56 actually have a notebook and I write
58:51.64 down my task there too the problem with
58:54.08 any task list is it's a list and that's
58:57.08 that's the challenge for every single
58:58.52 one of us um it's about understanding
59:1.52 where it is that we need to spend our
59:2.76 time and how do we communicate our
59:4.24 priorities to everybody everybody else
59:6.28 and that's what makes party Matrix
59:7.68 special is that focus on prioritization
59:10.28 um the second aspect of it is that this
59:12.76 email prioritization actually doesn't
59:15.08 exist within the Microsoft ecosystem
59:17.56 itself um So within Microsoft Outlook
59:20.12 you can flag an email you can set
59:21.64 reminders and so forth but you're not
59:23.40 able to take that email assign to
59:25.04 co-workers set due dates um set a set a
59:28.60 reminder and then be able to put it
59:30.92 within a specific project and within a
59:32.68 specific quadrant so no matter what you
59:35.16 try to do with any of the other task
59:36.92 this system it doesn't do a good job of
59:39.40 actually uh making it putting it into
59:43.36 one central place so that you understand
59:45.52 the priorities of everything involved so
59:48.44 um we've had so many customers that you
59:50.60 know realize there's a major difference
59:52.36 it's it's a I think it's a small step in
59:54.40 terms of visualization visualiz
59:56.84 visualizing your priorities but at the
59:58.92 same time um being able to prioritize
1:00:1.88 those tasks makes such a huge
1:00:5.92 difference um let's see
1:00:12.64 here so uh the question I I see here is
1:00:17.60 um around workflows so um if you if you
1:00:21.12 can explain a little bit more about
1:00:22.20 workflow I'd be happy to address it but
1:00:24.04 also uh actually context of time just
1:00:27.16 the webinar might end real soon so I
1:00:28.80 might not to answer it you can reach out
1:00:30.56 to us help or my email hi
1:00:33.44 with your workflow needs
1:00:35.24 and I'd be happy to explain it but we
1:00:37.32 have Integrations with power automates
1:00:39.56 here for example that allows you to
1:00:41.72 actually create workflow automations so
1:00:44.20 what that means is that you can create a
1:00:46.68 rule like you know a customer might
1:00:48.72 support uh send a message I submit a
1:00:51.16 form in Microsoft form and it creates a
1:00:53.56 task in mic in party Matrix uh if you
1:00:57.00 also go into Microsoft teams here if you
1:00:59.48 go to workflows you can actually also
1:01:2.00 search for party Matrix and if you
1:01:4.00 search for p Matrix and workflow here
1:01:5.96 I'll show you how it looks you can see
1:01:7.88 that we actually have multiple workflows
1:01:9.72 already integrated within the Microsoft
1:01:11.48 ecosystem as well so I think that's
1:01:14.08 actually uh hopefully that answered your
1:01:15.60 question but we uh these are the the
1:01:18.36 basic one that comes pre-loaded and then
1:01:20.56 for our Enterprise customers you can
1:01:22.00 actually set up whatever it is that you
1:01:23.72 need or we help you set up whatever is
1:01:25.36 that you need if there's something
1:01:26.72 that's much more
1:01:28.08 specific uh the other question is around
1:01:31.32 Outlook um let's see here so the way it
1:01:35.52 works with Outlook is once you
1:01:37.60 prioritize a task the way uh earlier I
1:01:41.24 prioritized a task I think I put it
1:01:43.08 right here this was a task that I
1:01:45.28 prioritized just earlier in the
1:01:47.08 presentation from Outlook as you can see
1:01:49.48 the task gets created it's delegated to
1:01:51.72 a person it got a due date um and then
1:01:55.28 you know now my coworker can take a look
1:01:57.16 at this email and respond to it and if
1:01:59.40 they go to resources the EML file the
1:02:1.96 email file is actually uploaded right
1:02:4.04 there and so that's a place where they
1:02:5.64 can actually click on that EML file open
1:02:7.64 the email and respond to the customer
1:02:9.44 needed and then they can go back in here
1:02:11.44 and just respond to this if you just
1:02:13.48 flag an email in Outlook it doesn't do
1:02:15.84 anything with patrix but if you
1:02:18.12 prioritize an email with pry Matrix then
1:02:20.88 in Outlook you'll see this little tag
1:02:22.92 right here it will say pry Matrix right
1:02:24.76 so it's very easy for you to see that
1:02:26.84 this email has already been prioritized
1:02:28.92 um but not only that our system will
1:02:31.60 automatically um uh determine that this
1:02:35.20 task has already been created and so
1:02:37.12 then you don't create a duplicate task
1:02:39.24 but one last feature within Outlook that
1:02:41.64 is unique to Patric and I haven't seen
1:02:43.40 in any other application is the ability
1:02:45.68 to attach an email to an existing task
1:02:48.32 so what that means is you might have
1:02:49.64 multiple emails from an existing client
1:02:52.08 and that's all related to one task you
1:02:53.84 can actually open up pry Matrix here and
1:02:55.84 and attach the email to an existing task
1:02:58.56 so now you can have a task where you
1:03:0.24 have all the documents that's relevant
1:03:2.00 to everything that you have for a
1:03:3.60 particular customer in one central place
1:03:6.20 so you that means you're going to attach
1:03:7.60 the web page you're going to attach
1:03:9.28 PowerPoint you can attach Word document
1:03:10.92 you can attach emails you can link the
1:03:13.00 task you can create uh dependencies and
1:03:15.16 so forth so that's how it works inside
1:03:16.52 PR
1:03:17.28 Matrix all right fantastic thank you so
1:03:19.88 much for all the questions today uh this
1:03:21.52 is actually uh really uh great I I love
1:03:24.52 all the questions please feel free to
1:03:26.08 reach out to us for with any other
1:03:27.80 feedback um I'm I'm always listening and
1:03:30.60 if there's anything else you want me to
1:03:32.16 cover in other webinars I'd be happy to
1:03:33.84 listen to that too and also we do
1:03:36.08 provide these webinar recordings um in
1:03:38.60 other languages uh so we do translate to
1:03:41.08 other languages so if your organization
1:03:43.04 requires specific languages please reach
1:03:45.12 out to us thank you all appreciate your
1:03:46.88 time