Introduction to Priority Matrix: How to prioritize tasks and emails

Video presented by Hai Nguyen

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

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

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

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

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

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Video transcription (57:45.04) Stop scroll

0.44s um after all today's webinar is really
2.60s about helping you as much as I can in
4.92s terms of becoming more effective
6.72s applying some strategies to actually um
9.64s use party Matrix and come out having a
13.48s clear alignment with your team and
15.44s understand what it is that you need to
16.48s work on so if there's any doubt any
19.00s questions whatsoever it is a perfect
20.92s time to ask the other thing I want to
23.04s mention is you know over the years I've
24.60s had privilege to talk to thousands of
26.56s customers and so I've seen pretty much
28.96s everything so
30.60s uh if there's any issues that you may
32.68s have I'd be happy to address those as
35.56s well with that we'll jump right
38.48s in the goals for today it is an
41.24s introduction webinar um so I want to
43.32s make sure that you understand the basics
44.96s of promatrix the software how to use it
47.72s and why to use it and then help you
49.80s become more effective and efficient at
51.48s prioritizing task project and emails
53.64s those are the three fundamental elements
55.28s of pry Matrix and I'll show you how to
57.36s use each of those capabilities and then
59.36s help you in what your work and life
1:1.00 success may look like with PR Matrix and
1:3.40 then also I think one of the most
1:5.08 important thing is showing you 20% of
1:7.48 the features that will give you 80% of
1:9.36 the benefits I think the parade of rules
1:11.16 applies here there's just so many
1:13.20 capabilities that you can use but at the
1:14.92 end of the day you don't have to use
1:16.36 them all use only what's needed for you
1:18.76 to be most efficient and most effective
1:21.56 and you can think of party Matrix as
1:23.96 sort of like a a buffet of capabilities
1:26.68 and then from there you choose what you
1:28.32 need most and then Prov provide you some
1:30.36 tips and tricks to prioritize better
1:32.28 because I think that um having seen so
1:34.56 many customers use party Matrix in so
1:36.24 many different ways I think at the end
1:38.08 of the day there are ways to use it well
1:41.40 and there are ways that you can use it
1:43.08 wrong um and hopefully I'll give you
1:44.96 some tips that will help you get started
1:47.60 and then lastly I think that um the most
1:51.00 important thing is that when you walk
1:52.92 away from this webinar you have a
1:54.96 strategy to be align with your team and
1:57.56 again if I don't meet these goals that
1:59.96 means I'm doing it wrong right that
2:1.08 means I'm not showing you what it is
2:2.52 that's needed and in that case
2:4.28 definitely call me out on it and tell me
2:6.76 what it is that you'd like to see and
2:8.36 I'd be happy to address those
2:12.60 okay so let's start with the question
2:15.56 why do you even prioritize um there's
2:17.68 three reasons customers come to PR
2:19.52 Matrix the first is to be better at
2:22.24 keeping track on the status of work
2:24.60 across many areas of
2:26.68 responsibilities the second is to create
2:29.04 alignment across team memb so that
2:30.84 everyone knows what's important and then
2:32.76 the third is to take controls of e
2:35.64 emails and meetings and then aary to
2:38.36 that is what happens when you don't
2:40.04 prioritize and I think there's three
2:42.04 things that happens the first is you
2:43.64 lose sight of what's important and you
2:45.40 end end up working on the wrong things
2:47.68 um in my opinion this is one of the most
2:49.80 important reason why we should be very
2:53.36 very um cautious about how we prioritize
2:56.24 our task and all that you know the worst
2:58.16 thing that could happen is you spend all
3:0.52 your efforts all your energy working on
3:3.44 the wrong task um I don't know you've
3:5.72 probably seen this many times in your
3:7.32 your work career but you know you work
3:9.32 on a report and you you slave over it
3:12.00 you spend days and and you stay up late
3:14.60 and you get it done and you send it out
3:16.16 and no one reads it imagine that kind of
3:18.20 work and I think that applies to
3:20.04 everything that we do every single day
3:22.12 there are so many tasks in our work in
3:24.44 our life that we work on that don't
3:26.44 truly matters and so it's not about
3:28.68 being able to
3:30.44 always identify that but having a
3:33.04 focused conversation to ensure that
3:35.00 everyone's aligned is the first step
3:37.00 towards addressing that and then
3:39.36 secondly you feel busy but you're not
3:41.00 meeting your goals and um and I bring
3:43.00 this up because sometimes that I feel
3:44.68 the same way you know I have so many
3:46.00 things on my plate I have hundreds of
3:47.88 projects I have thousands maybe tens of
3:50.40 thousands of tasks that I can look at at
3:52.08 any point in time and so there's always
3:54.16 something to do um but I always have to
3:56.56 be cognizant of what my overarching
3:58.52 goals are and that those goals can be my
4:1.00 weekly goals my monthly goals my
4:2.64 quarterly goals my annual goals or even
4:4.60 my life goals but you always have to be
4:7.56 um cognizant of that and and think about
4:10.00 am I working on the things that matter
4:11.76 most for me and then thirdly you're
4:15.08 completely overwhelmed by emails and
4:16.56 meetings I think this applies to all of
4:18.24 us almost no matter um no matter uh what
4:22.36 industry we work in and so I imagine
4:25.08 that the vast majority of you who's
4:27.00 listening to this webinar right now as
4:28.56 well as the recording afterwards words
4:30.36 you're facing the same challenges right
4:32.44 um there's only very few reasons why
4:35.12 people go and search for a tool to
4:36.56 become more productive and more
4:38.16 effective that's because they're so
4:40.12 overwhelmed by all the things that they
4:41.60 have and so the good thing is um none of
4:44.80 these are unique uh so so many of you
4:46.68 face the same challenges as many other
4:48.76 folks I've talked
4:50.80 to so what is prod Matrix so just in
4:53.96 case you have very little understanding
4:55.84 of what the software is it is a software
4:58.72 that helps with prioritizing emails uh
5:1.64 tasks and projects and it helps at three
5:4.00 different levels the most important
5:5.60 level in my opinion is the individual
5:7.56 level every single one of us have our
5:10.32 own list of priorities and every single
5:13.12 day we have to decide what is it that I
5:14.84 need to work on um do I work on that
5:16.76 last email that just came in or is there
5:19.00 something that's actually much more
5:20.08 important that I need to surface up and
5:22.12 get it done and then what happens is
5:24.96 that if we can help you as the
5:27.08 individual prioritize your task and
5:29.72 emails really effectively and
5:32.04 efficiently then we can actually go and
5:35.56 take that um that um control of your
5:40.48 priorities and actually propagate it to
5:42.64 the rest of your team so then you can go
5:44.52 and both to have an alignment with your
5:46.08 team so then everyone's on the same page
5:48.04 and everyone's actually working on the
5:49.48 right things and then lastly as you use
5:52.20 prod Matrix more what happens is that
5:54.72 you end up having so many uh tasks and
5:59.48 um history of all the changes of all the
6:1.88 things that you do party Matrix create a
6:4.00 single source of Truth and it helps
6:6.68 organizations actually transfer
6:8.64 Knowledge from one person to another
6:11.04 from one team to another and then um
6:13.72 actually helps with both onboarding and
6:15.88 offboarding processes so if you're a
6:18.28 business owner or if you're a manager
6:20.68 and you've seen your team churn and you
6:23.44 have new people and so forth and how
6:25.04 challenging it is for someone new to
6:27.52 take over another person's task that's
6:29.76 one of those things that party Matrix
6:31.04 does extremely well at as well which is
6:32.88 to take all those priorities and to
6:34.64 transfer it to the next
6:39.12 person so what makes part Matrix better
6:41.72 um it's the only project email meeting
6:43.40 management software that is Microsoft
6:45.16 365 security certified across teams
6:48.68 Microsoft teams across Outlook and
6:50.52 across the web app um we're deeply
6:52.40 integrated to the Microsoft teams
6:53.72 ecosystem uh you don't have to use
6:56.00 Microsoft to actually use party Matrix
6:58.28 because our software works completely
6:59.76 independent of that but if you do work
7:2.08 with Microsoft we're probably the most
7:3.76 integrated solution and not only that we
7:6.32 are integrated with the whole new
7:8.76 Microsoft co-pilot as well um I won't go
7:11.20 into the details around that but if your
7:13.24 organization is at the Forefront of um
7:15.68 you know Ai and using that to help you
7:17.68 guys become more effective then
7:19.60 definitely reach out to us and we'd be
7:21.00 happy to show you what we're able to do
7:22.76 there and then thirdly party Matrix
7:24.80 focuses on prioritization hence the name
7:27.48 on front and center every step of the
7:28.92 way so I hope that when you walk out
7:31.16 from this webinar and you think about
7:33.00 pry Matrix versus every single piece of
7:35.04 software you used in the past and you
7:36.80 realize the one major difference is how
7:39.04 much we talk about prioritization and
7:41.00 how really um focused we are on making
7:44.04 sure that you work on the most important
7:45.64 tasks at any point in
7:47.28 time because you know the reality is we
7:50.80 can we can always be excellent at
7:53.76 whatever it is that we do but if we're
7:55.80 excellent at the things that matter most
7:57.80 then that's when we have the most impact
8:0.36 um fourthly patrix provide what I call
8:2.40 people Centric collaboration it's
8:4.08 actually a way of flipping the data that
8:6.80 we have and actually looking from the
8:8.72 perspective of you and your colleagues
8:11.16 um what do you have to do for your
8:12.16 manager what do you have to do for your
8:13.64 clients what do you have to do for your
8:15.20 team and then lastly party Matrix is
8:17.48 available as a standard SAS solution an
8:19.84 Azure government Cloud solution as well
8:21.60 as a hipa compliance solution for
8:23.12 healthcare and Life Sciences um we also
8:24.96 have Enterprise software solution as
8:26.60 well so if your organization actually
8:29.16 have some requirements that's beyond our
8:31.36 standard SAS solution then definitely
8:32.92 reach out to
8:34.44 us what makes produ Matrix effective is
8:37.28 actually three things first help you
8:39.52 understand what it is you need to do now
8:41.64 what it is that you need to do later and
8:43.16 what it is that you need to delegate or
8:45.00 actually not do at all so at the end of
8:47.16 all that biry Matrix offers one place
8:49.72 one place one single place where
8:52.12 everyone in your team can go to to know
8:54.32 exactly what needs to be done so
8:56.32 hopefully when I walk you through the
8:58.24 product and actually show show you what
9:0.12 promatrix does I want you to think about
9:3.48 how you can use promatrix to track your
9:6.00 task to track the things you have to do
9:8.72 and then be able to take that and
9:10.36 communicate that to everyone else that's
9:12.96 it and and if you do that and you don't
9:14.80 do anything else with per Matrix um I'm
9:17.40 pretty confident you'll come out feeling
9:19.76 a lot more aligned um and a lot more
9:22.16 effective at how you're spending your
9:24.84 time so let's start at the
9:27.52 fundamental um uh behind party Matrix so
9:31.12 there's a famous quote attributed to
9:32.68 former President Eisenhower what is
9:35.08 important is seldom urgent and what is
9:37.40 urgent is seldom important and what I
9:39.96 really like about this quote is it
9:42.12 helps helps us understand that that not
9:45.80 everything that's urgent is actually the
9:47.92 most important task and let me give you
9:49.48 an example let's just say this morning
9:51.60 when you woke up or when you first got
9:53.40 to the office what did you do you check
9:55.16 your emails right and then you probably
9:56.92 got you know multiple emails over the
9:58.44 course of the night it's for me I get
9:59.96 dozens of emails um overnight and when I
10:2.52 look at it guess what I look at the top
10:4.60 email first cuz that's the last email in
10:7.12 and so that's the Urgent aspect of all
10:9.20 of that and is that the most important
10:10.64 email the answer is no but likely that's
10:12.92 the first email I'm going to respond to
10:14.96 and so every single day if you take that
10:17.44 same Challenge and actually spread it
10:19.92 across all the different types of
10:21.16 problems we're working on we are
10:23.08 constantly bombarded by new things that
10:26.52 last text message that last um
10:30.08 uh team's chat that you know your
10:32.20 manager sent you or that last email you
10:34.80 just received or that someone coming
10:36.88 over to your office and knocking on the
10:38.72 door and asking you hey can you do this
10:40.84 and so those are the things that are
10:42.20 Urgent um the things that are important
10:44.72 sometimes are actually just sitting in
10:46.24 the back burner right the most important
10:48.28 report you have to work on um actually
10:50.52 doing something that's really critical
10:52.32 for your clients or your customer and so
10:55.68 every single day we have to ask
10:57.32 ourselves the question am I working on
10:59.52 the most important things or am I just
11:1.52 working on the most urgent things so
11:3.68 there's something called the Eisenhower
11:5.60 Matrix which spawns from that that quote
11:8.56 and um it creates what's I call a really
11:11.84 powerful time management framework and
11:13.72 so instead of having one long list of
11:16.20 tasks you take everything that you have
11:18.16 to do and split it into the dimensions
11:20.28 of importance and urgency and what it
11:23.00 does is it helps you visualize
11:25.84 everything that you have to do from the
11:27.48 perspective these two dimensions and so
11:29.92 instead of actually having a list of
11:31.92 maybe 15 or 20 things that you can work
11:34.00 on at any point in time you put them
11:35.88 into these four buckets the things that
11:37.84 are important and Urgent you do now the
11:39.92 things that are important but not urgent
11:41.52 you start planning for the things that
11:43.48 are urgent but not important are the
11:44.96 stuff that you delegate and then lastly
11:46.80 you shouldn't have anything that's not
11:48.20 important not urgent on your plate
11:50.12 instead you use quantron 4 as your inbox
11:52.96 that's where you um can you know when
11:56.20 you're brainstorming and you're ideating
11:58.08 or whatever it is it goes into your
11:59.40 inbox and then from there you prioritize
12:1.76 them into the different buckets so let
12:3.80 me give you a strategy that you can use
12:5.96 you know when you're working on your
12:7.40 emails for
12:8.64 example imagine you open your email and
12:11.32 of course you have 10 or 20 new emails
12:13.80 right that is the equivalent of your
12:15.24 inbox then instead of actually just
12:17.44 responding to them you're actually just
12:19.12 looking at them and say okay you know
12:21.08 let me see where these belong and you
12:23.04 can use party Matrix to actually
12:24.88 prioritize them and say you know what
12:26.28 this email is important urgent and I'm
12:27.96 going to set a due date on it this email
12:29.72 is important but I cannot answer it
12:31.92 right now so I'm going to put into
12:33.08 quadrant 2 so I can plan for it later
12:35.16 and then this is something I can
12:36.36 delegate to another person um who can
12:38.88 actually tackle this much better than me
12:41.12 and so now when you're actually done
12:42.88 with that entire process then you know
12:45.40 over the course of the five minutes
12:46.72 instead of actually just answering
12:48.48 emails you're just planning out your day
12:50.84 and planning out your process the same
12:52.92 thing applies to every single task that
12:54.72 you have your customer requests right so
12:56.88 let's say you you know you have extra
12:59.72 uh stakeholders who's asking you to do
13:2.00 ABC instead of actually just going and
13:4.20 just work on something arbitrary a um
13:6.92 what happens instead is you go and you
13:8.56 take those tasks you prioritize them
13:10.44 look at them and say you know what these
13:12.04 are the um how we're going to spend our
13:13.72 time and how we're going to spend our
13:14.72 effort and then you execute that
13:16.44 afterwards so part of the the process
13:18.96 here is how much you spend how how much
13:22.12 time you spend on
13:24.12 actually planning your day and if we
13:27.44 don't do this prioritization then we
13:29.92 will be pulled away by the urgent
13:34.16 things so what makes the Eisenhower
13:36.76 Matrix so effective is because it forces
13:38.88 you to prioritize from the beginning and
13:40.64 so when you think about party Matrix the
13:43.08 hardest part about using our software is
13:45.44 that you have to prioritize and it is so
13:48.40 ironic that you know I've I've talked to
13:50.28 so um so many people who struggle with
13:53.64 using promatrix because they don't want
13:56.04 to prioritize and that's okay you don't
13:58.00 have to but if you don't you run the
13:59.92 risk of being busy and not able to get
14:2.96 the right things done and so you're in
14:4.24 meetings constantly and then afterwards
14:6.48 you realize oh wait I'm working on
14:7.96 things that don't even matter and that's
14:9.96 okay so many people gravitate toward
14:11.64 whatever it is that makes them um happy
14:14.24 for lack of better words that's because
14:15.88 the urgent things you know is that
14:17.32 dopamine that actually gets us really
14:19.52 excited oh I got a new email oh I got a
14:21.80 new text but the reality is those are
14:24.32 the things that we actually need to
14:25.52 spend more time
14:27.56 ignoring and here's the amazing part um
14:31.60 about P Matrix and where it adds the
14:33.12 most value which
14:34.60 is one I want you to go and after this
14:39.96 webinar take the tasks that you have to
14:42.00 do write down the 15 things you have to
14:43.68 do and put into those buckets that I
14:45.88 mentioned then ask your co-workers to do
14:48.56 the exact same exercise ask all your key
14:51.04 stakeholders your managers your clients
14:54.08 um whoever it is that you work with on a
14:55.84 constant basis where you need alignment
14:58.48 and then you compare notes right and so
15:1.12 you ask your manager to look at his or
15:3.44 her priorities you share yours and you
15:5.68 look at your direct reports and see what
15:7.24 their priorities are and the nonobvious
15:9.92 thing is the following success from
15:12.16 using patrix isn't about finding what
15:14.36 everyone agrees on that's the easy part
15:16.80 it's about discovering disagreements on
15:18.76 what should be a priority when it isn't
15:21.24 and if on a weekly basis or monthly
15:24.60 basis you're able to surface up some
15:27.52 disagreements with your team
15:29.84 that means you've extracted the value
15:32.12 out of the Prometric software so I want
15:34.36 you to keep that in the back of your
15:35.80 mind um an analogy that I have is uh
15:39.44 imagine walking around the office and
15:41.16 seeing a four quadrant box floating over
15:44.56 everyone's
15:45.72 head imagine how powerful that would be
15:48.40 you know being imagine being able to sit
15:50.20 down when you're talking to your clients
15:52.52 and see the four quadrant floating over
15:55.16 their head with them dictating these are
15:57.52 the priorities I have these are the that
15:59.20 are important and Urgent to me these are
16:0.60 the things that are important and not
16:1.44 urgent and these are the things that are
16:2.76 not important or not urgent at all and
16:4.88 so having that Clarity is where success
16:7.20 from using the software comes
16:9.60 from a couple of tips for you to um get
16:13.04 to success quickly and soon I'll show
16:16.24 you how to actually use the software um
16:18.92 which is if you're a manager create a
16:20.72 project for your team and staff meetings
16:22.76 and then screen share it so what happens
16:25.72 is instead of just having a staff
16:28.04 meeting where you're arbitrarily going
16:29.88 through different tasks that everyone's
16:32.12 been working on use P Matrix write down
16:35.44 the things that are important for
16:36.56 everyone and then project that on the
16:38.68 screen and when you're talking through
16:41.16 you can talk through the things that are
16:42.60 in q1 and then Q2 right and if you find
16:45.60 that you're not talking about those
16:47.00 things and you're talking about
16:48.00 something else maybe that belongs on the
16:49.92 list maybe that is important urgent and
16:52.08 so what happens is that you'll quickly
16:54.20 find whether or not you're working on
16:55.64 the right
16:56.72 things if you use Matrix and you happen
17:0.40 to manage multiple sites so let's just
17:2.88 say if you're a production manager and
17:4.80 you have multiple factories that you're
17:6.32 working on at any point in time create a
17:8.72 project for each site and location so
17:11.32 what that means is you end up having a
17:13.28 per Matrix for every single um project
17:17.16 or initiatives that you work
17:19.08 on if you have a specific training
17:21.96 program then you can create a project
17:24.04 and template that follows those specific
17:25.80 guidelines so the way it works with Pro
17:27.76 Matrix is actually once you create a PR
17:30.52 Matrix with all the task in it you can
17:32.48 actually save that as a template and
17:34.32 then in the future when you need to uh
17:37.20 launch another P Matrix you don't have
17:38.60 to create those tasks again from scratch
17:40.56 this is a very useful scenario if let's
17:43.88 just say you have a customer onboarding
17:45.84 process right so whenever you onboard a
17:47.68 customer you have 15 or 20 tases that to
17:49.84 do well you can actually create that one
17:52.32 time save as a template and then when
17:54.36 you have the new customer you just
17:56.20 launch from the template and our due
17:57.92 dates will automatically propagate for
17:59.84 you the same applies to an employee on
18:2.20 boarding process if you're a business
18:4.76 owner I recommend creating a project for
18:6.80 each of your departments just as a way
18:8.68 for you to quickly look through them and
18:10.48 see what the priorities are and here's
18:12.36 the thing you don't have time to have a
18:15.48 meeting with every single person just to
18:17.44 get alignment right you don't want to do
18:19.00 that instead you want to be to get an
18:21.64 understanding of what everyone's working
18:23.12 on asynchronously so you could be
18:26.16 checking at 6:00 in the morning and
18:28.28 someone else be updating at 5:00 in the
18:30.48 afternoon and it's okay you guys are
18:32.76 actually on totally different time but
18:34.68 you can still get a good understanding
18:36.40 of what the priorities are and the
18:37.80 status of every single task and then
18:40.12 lastly if you're an individual
18:41.56 contributor create a project for your
18:43.56 goals um use it to actually track your
18:46.44 work and use the part Matrix report
18:48.92 capabilities for your promotion request
18:51.60 so one of the things that we at
18:53.68 affluence um we're working with using
18:56.40 prod Matrix to build to help you do is
18:58.48 help you with achieving whatever goals
19:1.20 is that you have and I think the one the
19:2.72 most important is for us to get
19:4.24 promotions or raise or whatever it is
19:6.40 and so patrix actually adds a lot of
19:8.88 accountability and hopefully you can use
19:11.08 prod Matrix to Showcase your work and
19:13.84 showcase how you're working on the right
19:15.60 things so in a nutshell patrix Works
19:18.24 across so many different types of use
19:20.20 cases um it's just a matter of adapting
19:22.24 to your needs and so that's what we're
19:23.60 here for so if you have any questions
19:25.48 again that's one of those things that
19:26.68 you know I can help with
19:30.64 so I do want to mention that the
19:33.60 um um the webinars are recorded and so
19:37.32 we post the webinars on
19:39.52 webinars and also we have a couple of
19:42.28 other types of webinars as well on email
19:44.52 management master class or about using
19:46.52 templates and so forth so if you need a
19:48.36 deep dive into those make sure you um
19:50.44 check out those webinars and so with
19:52.68 that I'm going to go ahead and walk you
19:54.00 through the product and now show you how
19:55.52 to put this into practice
19:58.80 okay so here I have my party Matrix open
20:1.84 um one of the things that you'll see is
20:3.84 that front and center is the four
20:6.08 quadrant right party Matrix is all about
20:8.08 the four quadrants and within the
20:9.76 quadrants I have my do now do later
20:11.60 delegate and inbox so what happens is
20:14.68 when you create a task in Matrix you
20:17.04 have to decide which of these quadrate
20:18.80 goes in when you would start in the
20:20.44 beginning maybe you want to put in the
20:21.68 inbox so let me do have an example let's
20:23.56 just say follow up with webinar
20:26.52 participants okay that's something that
20:28.24 I have to do after this webinar and then
20:30.96 what happens in promatrix 2 is I
20:32.56 actually can use what's called natural
20:34.04 language to set due date and so if you
20:36.28 think about the task that you have and
20:37.80 if you want to make sure that you work
20:39.28 on the things that are important in
20:40.76 urgence then setting due date is
20:42.20 actually extremely important if you
20:44.04 don't have time set for a specific task
20:48.20 you might not ever get to it um the
20:52.00 simple reason is there will be something
20:53.72 else that will fill in the Gap and so
20:55.64 for me my general recommendation to to
20:58.64 all of you and to everyone who really
21:0.72 wants the most of the P Matrix set due
21:3.48 dates and so here I'm going to say do
21:6.60 tomorrow at 2m per Matrix uses what's
21:9.24 called natural language and so when I
21:11.08 say something like that it automatically
21:12.72 creates a task and set the due date for
21:14.92 me using my local time so if you're
21:17.68 using patrix and you say doe tomorrow at
21:19.96 2 p.m. it'll use your local time to set
21:22.64 that due date now that I've created this
21:24.80 task on the right hand side is What's
21:26.76 called the item details this is where
21:29.28 you can add additional information on
21:30.80 the task itself now here's a thing I
21:33.24 want to emphasize real quick a lot of
21:36.12 these features are not needed for you to
21:39.28 be successful with pry Matrix right use
21:42.56 these features for whatever purposes
21:45.64 that is based on the way that you work
21:47.88 but I want to show you some of the
21:49.52 capabilities that I think are important
21:51.80 one the ability to start a task so when
21:54.68 you start a task it actually adds a star
21:57.04 icon here and it is so important for us
22:0.52 to actually constantly remind ourselves
22:3.40 what are the things that's important and
22:5.48 ensure that we are actually getting
22:8.76 reminders on those tasks so when I start
22:11.56 a task it pops at the top of the list so
22:14.12 when my my four quadrants you know have
22:16.28 just like 10 or 15 items that's not a
22:18.44 big deal that's easy to see but if I
22:20.48 have hundreds of tasks then it's very
22:22.68 important that I star the tasks that are
22:24.84 most important so then when I start my
22:26.60 day I know exactly where I need to focus
22:28.32 my my time my general recommendation you
22:31.08 should have around 5 to 10 star task um
22:34.24 and then right below that you have the
22:35.48 ability to add icons and so there's many
22:37.36 use cases for icons one of the things I
22:39.60 like is actually this red yellow and
22:41.36 green and it's just a way to signify
22:43.80 whether something's on schedule or
22:45.44 behind
22:46.36 schedule below that is ownership so when
22:49.60 you start with patrix maybe you're using
22:51.72 it by yourself so obviously if you
22:53.48 create a task for yourself owner is you
22:55.92 but sometimes you actually need to
22:57.20 delegate to another person so if you're
22:58.88 a manager you can actually go and
23:1.00 delegate it to a coworker and now be
23:3.20 able to get um accountability and ensure
23:7.52 that they work on this task based on
23:9.48 this particular due date and then next
23:11.52 have had progress effort reminders and
23:13.36 due dates now due dates and reminders
23:16.12 are two different things but they're
23:17.72 very very important for different
23:19.68 reasons I explained to you how due dates
23:22.12 is when something is due but what
23:24.56 happens is that let's just say if I need
23:26.72 to work on a critical task and it's
23:29.04 going to take me 3 days to do and then I
23:31.60 wait until the day it's due to get
23:33.76 started clearly I would not get that
23:36.36 done so instead what I have to do is I
23:39.00 may have to set reminders ahead of time
23:41.16 right and so I can say you know remind
23:43.20 me on um three days prior so I can get
23:46.44 started but the way it works with P
23:48.52 Matrix is actually I can also use
23:50.16 natural language to remind me daily so
23:53.48 now on a daily basis part Matrix will
23:55.68 remind me to work on this task let me
23:58.48 explain why this is so
24:0.80 crucial what happens is that our brain
24:4.12 likes to work on those things that are
24:5.64 Urgent right as I mentioned earlier it's
24:8.04 that last email in it's that last text
24:10.00 it's that last message it's the last
24:11.44 person that came into your office so to
24:14.84 overcome that what happens is by setting
24:17.68 yourself reminders on a constant basis
24:20.68 the most important task will pop back up
24:23.04 over and over again to be top of mind
24:27.04 when we don't set due dat and when we
24:29.12 don't set reminders the most important
24:31.28 things start falling behind because
24:32.88 everything else is taking up space so by
24:35.12 setting a u recurring reminder it is a
24:38.64 way to trick our brain and keep it top
24:41.00 of mind so that we'll get to it so my
24:43.32 recommendation for all of you when you
24:45.68 have important task set a due dates and
24:48.04 then set a recurring reminders so you
24:50.08 saw how I actually type in the chat here
24:52.28 I type remind me daily I can say remind
24:55.04 me in two weeks or I can say remind me
24:57.32 weekly remind me
24:58.96 monthly um as an example when I follow
25:2.16 with customers and I you know have to do
25:4.08 something that's a month out if I just
25:6.52 set a due dates I may get to it but if I
25:9.12 don't get to it it will pass by and then
25:11.52 I may miss that task completely so when
25:14.20 I need to follow with the customer I
25:15.48 would say do in one month and then I
25:17.52 would say remind me monthly and so
25:19.80 that's a trick that I use and it's
25:21.76 extremely effective and I recommend that
25:23.96 you do it too so when you create a task
25:25.72 input Matrix it is something that's very
25:27.88 important set that due date and set that
25:30.68 reminder below this I have the chat
25:33.00 section this is where I can communicate
25:34.72 and so you see how I can actually chat
25:36.76 with the task by setting these commands
25:38.92 but at the same time it's a place for me
25:40.76 and my co-workers to have a conversation
25:42.96 around this task and it's all about
25:45.16 context right so if you have imagine
25:48.04 this you know you're using Microsoft
25:49.60 teams and you're sending messages back
25:51.24 and forth in a Channel or with a
25:53.04 conversation with somebody and you're
25:54.64 not talking about one things you're
25:55.88 talking about five or 10 different
25:57.16 things and so later on in six months or
25:59.80 a year and you need to go back and
26:1.60 review what it is you talked about it is
26:4.16 in it is so difficult to have the right
26:6.64 context and not only that if you need to
26:9.00 bring on someone new they'll have zero
26:11.44 context and so by using the chat section
26:14.16 within the context of each task you can
26:16.48 have a conversation but it is tailored
26:18.60 or it is stored within the context of
26:20.80 that task and so when you have a new
26:22.28 person you're all on the same page and
26:24.44 they can actually catch up real fast I
26:27.44 want to make um uh on a side real quick
26:30.12 here you know one of the challenges I've
26:32.12 talked to I've seen with customers is
26:34.52 actually employee turnover and you know
26:37.60 you've probably seen this you probably
26:39.12 you work with somebody and on really
26:41.84 closely on a project and they have a
26:43.80 bunch of task and then they leave
26:45.48 abruptly and then guess what you have no
26:48.24 idea what it is that they worked on you
26:50.32 have no idea what are the most important
26:52.32 priorities or if you're a sales
26:54.44 executive and you have a A salesperson
26:57.00 who's working on a really really
26:58.96 important customer and again they leave
27:1.96 then someone needs to take over the job
27:3.60 and again no one has any contexts and so
27:6.04 now you have to reset and you have to
27:7.44 look at it all again so when you use
27:9.32 something like patrix you're able to
27:11.44 actually take that and um offboard the
27:14.56 person by actually ensuring that those
27:17.88 priorities are can be summarized
27:20.08 together and then actually on board
27:21.52 somebody new so someone else can take
27:23.48 over the task and have complete
27:25.68 understanding of where things were to
27:27.76 immediately prior um to that departure
27:31.04 so that's an aside that I think is very
27:33.04 very important that most people don't
27:34.68 recognize why PR Matrix is so powerful
27:37.60 in the long run so hopefully that'll
27:39.60 give you an incentive to actually track
27:41.68 your task and make sure that your team
27:44.04 members track their tasks really well
27:46.44 because it will actually help with your
27:47.88 business continuity as well and then
27:50.36 next that you have the notes section
27:51.76 this is where you can add subtask um one
27:54.24 of the cool things that we have is
27:56.00 something called fill with AI so
27:58.28 recommend that you can try it out at
28:0.20 your convenience but what it does is
28:2.08 actually build subtask from the task
28:4.20 that you have one of the things that we
28:5.88 try to do at or at our at our company is
28:9.48 to ensure that if there's anything we
28:11.48 can do to make your workload a little
28:13.40 bit easier we'll do it and so in this
28:14.96 case filth AI break the main task down
28:17.68 into a series of smaller tasks and then
28:19.72 finally you have the resources
28:21.60 section which is where you can add files
28:24.20 documents or links um or even emails so
28:27.56 I think it all boils down to what I
28:29.20 mentioned earlier context right so when
28:31.24 you have a task and that task is to
28:34.36 follow up with a client well you might
28:36.32 have an email from that customer um you
28:38.60 might have a presentation you might have
28:40.28 a contract you might have a link to a
28:42.28 SharePoint drive all of that can be
28:44.80 added to the resource section and PR
28:46.84 Matrix let you link everything together
28:48.76 so it's actually extremely powerful
28:50.52 because every single task in PR matric
28:52.68 can be linked to another task and so
28:54.72 that allows you to have one central
28:56.08 place to track it all
28:58.68 so that's all of this is item details
29:0.72 I'm not I didn't go through everything
29:2.40 and yet at the same time you can see how
29:4.56 many capabilities there are so my advice
29:7.24 when you use prod Matrix for the very
29:8.80 first time create your task here and
29:12.16 then you can ignore almost all the other
29:13.88 features but make sure you set those due
29:16.04 dates make sure you set those reminders
29:18.00 and Then star your most important task
29:20.20 and if you do that everything else you
29:22.48 know can fall into place and you can be
29:24.52 used as needed so one thing I want to
29:27.28 show you now is that you see how I added
29:29.00 this task in Quadrant 4 but let's just
29:30.72 say I want to make sure that you know I
29:32.76 understand it's important and Urgent
29:33.92 right because it is so I will actually
29:35.76 just drag it to quadrant one and so when
29:38.52 I drag to quadrant one it's very visual
29:40.76 it's very easy for me to see where this
29:42.96 priority is and then not only that all
29:45.52 my coworker who actually have access to
29:47.92 this particular project would be on the
29:49.92 exact same page so the beauty is once
29:53.44 you have a project and you have 15 20
29:55.84 task in it no one has to have have a
29:58.28 meeting just to get alignment they can
30:0.52 just open up their patrix go to the team
30:2.52 project and see the latest status of
30:5.24 every single task I hope that sinks in
30:7.48 because I think that's the thing that
30:9.16 you know some people forget which is you
30:11.20 know they're thinking oh man I have to
30:13.08 go and actually have to put in my
30:14.40 priorities here and so forth uh you know
30:16.48 that's work for me but what they're
30:18.08 forgetting is that it worked right now
30:20.72 but it actually saves so much time and
30:22.52 effort when someone else has to go and
30:25.04 get an understanding and instead of
30:26.60 having a meeting and meetings and
30:28.92 meetings and meetings to create
30:30.20 alignments every single week you just go
30:32.80 into your per Matrix and be on that same
30:34.80 page almost
30:36.84 instantly um a second advice I have for
30:40.48 you would be to create a project for
30:42.76 your goals so the way it works is the
30:45.40 the following so when you go to Project
30:47.96 here you can create project and when you
30:50.28 create project you can click on blank
30:51.88 project and now you can say maybe goals
30:54.48 for Q2 or goals for Q3 or goals for 24
30:59.08 and so when you create this goals um
31:1.28 what happens is you can create a whole
31:3.16 new project that's that's blank and from
31:5.76 there you can track the task that you
31:7.40 have and let me show you how it works
31:9.08 for me when I have my gold project
31:12.08 there's a couple things that I like to
31:13.68 do actually I like to change the
31:15.96 quadrant names here so instead of
31:18.08 actually having do now I actually go to
31:20.28 my project details so when I S when I
31:22.76 select that project for the very first
31:24.24 time it opens a project details and then
31:26.68 the project details I can actually
31:28.28 customize the names of every single one
31:30.48 of my quadrants so instead of having do
31:32.80 now I say my long-term goals instead of
31:34.80 having do do later um I have my
31:38.16 short-term goals and then my anti-g
31:40.20 goals things that I will not do and then
31:42.04 my catchall which is again very similar
31:43.68 to my inbox so by customizing my produ
31:46.40 Matrix I can actually use it specific to
31:49.12 each of my needs and so my you know
31:51.44 tracking goals will be different from
31:53.48 whatever initiatives I may have or
31:55.20 tracking my team priorities or tracking
31:57.40 client
31:59.12 Etc the other thing I want to show you
32:1.12 is actually in the project details you
32:2.56 can actually also star projects so when
32:5.36 you first use protom Matrix you may have
32:7.48 only five or 10 projects right so
32:9.48 starting the project is not a big deal
32:11.44 um in my main actual work account I have
32:14.28 300 plus projects and so for me when I
32:16.96 start a project it allows me to actually
32:18.96 access those projects very easily at the
32:21.24 very top left here so my top left here
32:23.64 is my list of projects my star projects
32:25.72 are at the very top and so when I need
32:27.48 to jump to a project I don't have to
32:28.96 scroll through my entire list I just
32:30.92 have to go to the right one below that I
32:33.60 have members so these are the people in
32:35.88 each project so if you create a team
32:39.92 project right then I recommend that you
32:42.52 invite all the appropriate team members
32:44.56 so if you're a manager and you have five
32:46.44 or six direct reports invite the direct
32:48.68 reports in So then whenever you need to
32:51.40 have a meeting and you need to be
32:53.12 aligned your during your staff meeting
32:54.92 or whatever everyone can just open up
32:56.88 their PR Matrix and see exactly what it
32:59.00 is that we're going to talk about right
33:0.44 and it's a fantastic way to build your
33:2.08 agenda as
33:3.44 well one of the other things I want to
33:5.40 mention to you is other ways to create
33:7.52 projects in petrix so if you go to here
33:9.80 and again create project you have a
33:11.92 couple of other options um first I can
33:14.44 choose what's called public templates
33:16.00 and so these are templates that we've
33:17.68 created that you can use for free and
33:19.68 it's just various ideas that we've seen
33:21.44 in the past so for example the 30 60
33:24.04 90day plan it's a fantastic way for new
33:26.84 managers to plan out their first 90 days
33:29.52 to ensure that they do whatever is they
33:31.28 need to be successful so if you're newly
33:33.76 promoted or you're going to be newly
33:35.48 promoted then you might want to launch
33:37.36 one of these projects and then use that
33:39.52 as a basis to plan out your work for the
33:42.08 next 90 days um also you can save your
33:46.08 own templates like I mentioned a while
33:48.36 ago what happens is you can actually
33:50.76 create client onboarding projects or
33:53.04 employee onboarding projects or um Pro
33:56.20 some processes that you have that's
33:58.76 repetitive so anything that's repetitive
34:0.96 you can save into PR Matrix and launch
34:3.32 them that as needed of course one of the
34:5.24 things you can do is actually um use
34:7.36 prod Matrix to create project from CSV
34:9.56 files so there are some teams and
34:11.80 organizations you know they live in
34:13.72 Excel right especially if you're in
34:15.16 accounting where you have a recurring
34:17.24 basis whatever you can actually create a
34:20.40 pry Matrix um template in CSV and then
34:24.08 just import it as needed and likewise
34:26.84 you can export your pry Matrix into CSV
34:29.96 that you can use for your own reporting
34:31.96 as needed and then lastly you can create
34:34.52 project using Ai and this is actually
34:36.64 really neat uh so let's just say if your
34:39.40 goal is to get a promotion this year you
34:41.68 can go into this option type in your
34:43.88 goal you know I want to get a promotion
34:46.56 um in the next six months or I want to
34:49.88 um improve my my operational efficiency
34:53.76 by 20% or improve my marketing um Etc so
34:58.20 you can type your goal in here click on
35:0.16 next and we'll use our AI to generate a
35:2.92 series of tasks and priorities for you
35:5.68 it's meant to be a starting point and it
35:7.56 helps you get started um easily so you
35:10.36 know I recommend that you know if you're
35:12.44 re you really want to get deep in PR
35:14.68 Matrix and you really want to take
35:15.88 advantage of our capabilities then try
35:17.88 of that
35:18.76 feature okay so let's recap what we've
35:21.76 talked about so far with respect to um
35:25.84 patrix um
35:28.48 left hand side is your list of projects
35:30.56 within it you have the four quadrants
35:32.32 and then on the right hand side you
35:33.56 either have the project details or the
35:34.88 item details now as you use pry Matrix
35:38.00 more um one of the things you'll realize
35:40.16 is that you might want to look at PR
35:41.92 Matrix from a different perspective as
35:44.00 in taking the same data but sorting it
35:46.80 in different ways so let me show you how
35:48.72 that works let's just say if I have a
35:50.16 project with more tasks right I can go
35:52.24 to What's called the list view the list
35:54.32 view shows me all the tasks that I have
35:56.16 but in a list format it's instead which
35:58.92 allows me to sort so I'd like the list
36:1.48 view to identify tasks that are overdue
36:3.92 so for example I click do here it'll
36:5.92 actually sort all of these tasks and
36:7.96 then not only that I can see what tasks
36:9.96 have been modified
36:11.40 recently so if you're working on a
36:13.68 project and you have a lot of things
36:14.72 that's going on at any point in time and
36:16.48 you look at the Matrix it might be very
36:18.44 difficult to see what tasks were
36:20.52 impacted um what's been modified what's
36:22.84 been updated uh in the status of each of
36:25.16 those things and so the list view is
36:26.92 helpful for that purpose or you can go
36:29.28 to the calendar view so anything that
36:31.20 has due dates will show up in the
36:33.48 calendar and when you're here you can
36:36.12 actually click on task drag and drop as
36:38.28 needed and and bu to re uh change the
36:41.20 due date as you need and the the
36:44.04 calendar view is good to see things
36:46.32 within the span of a week to a month now
36:49.24 if you want a much longer span then you
36:51.12 go to the timeline gchart view so the
36:53.92 way the Gant chart view works is it
36:55.28 takes the task that you have showed on a
36:57.64 much grander scale and not not only that
37:0.28 lets you build dependencies um you can
37:2.36 actually use the resources section and
37:4.16 Link those things together now vast
37:6.28 majority of you would not use this
37:7.68 feature but if you're a project manager
37:9.72 you can actually build a Gart take a
37:12.28 screenshot of it or print it or whatever
37:14.32 and put in your report and part matrixes
37:16.20 does all of that automatically for you
37:18.84 the reason I'm bringing that up is
37:20.16 because you know our goal is to also
37:22.36 simplify the process in which you
37:24.76 consume the data in PR Matrix so we
37:27.24 actually have a lot of different types
37:28.72 of reports including custom reports um
37:31.84 for onboarding and and offboarding again
37:34.92 or to summarize your projects and all
37:37.12 that so if you're interested in those
37:39.00 capabilities reach out to us directly
37:41.68 and then lastly you have two other views
37:43.40 which is the the feed view which is a
37:46.24 history of all the changes um and then
37:48.64 also the reports view which is a way to
37:51.04 summarize everything you have within
37:52.64 this report and then on the leftand side
37:55.00 you actually have a couple of other
37:56.84 things one of the things I want to show
37:58.36 you next is the one-on-one
38:0.32 view earlier I mentioned that one of the
38:2.72 things that makes prod Matrix unique is
38:4.28 what I call people Centric and so
38:6.40 everything I've talked about so far has
38:8.28 been around projects right you have a
38:10.44 project you have the task in there but
38:12.72 here's the
38:13.76 reality when you work on something you
38:16.28 typically work on it for somebody right
38:18.52 so maybe your manager delegated you a
38:20.68 task or again a client has a series of
38:22.80 tasks for you so the way it works with
38:24.64 prod Matrix is you can go to the
38:26.00 one-on-one view here and flipped
38:28.36 everything around and instead of
38:30.00 actually looking at tasks from a project
38:32.12 standpoint you look at tasks from a
38:33.68 people standpoint so you can select a
38:36.04 coworker and see every single task you
38:38.12 have in common with that coworker
38:39.92 directly from this View and then not
38:42.00 only that if you're having a oneone
38:43.76 meeting you can actually click add share
38:45.96 task and create a task directly from
38:48.48 here prioritize the task in the
38:50.56 appropriate project automatically assign
38:52.72 this task to the other person very very
38:55.08 useful especially if you manage a large
38:57.44 large team and you have a lot of
38:58.44 one-on-one meetings and you don't want
39:0.52 to dive through um click through every
39:2.96 single project just to know what's going
39:4.48 on so this single view shows you all the
39:7.52 tasks you have in common across all of
39:9.68 your projects and then not only that if
39:11.76 you actually connect to your Office 365
39:14.44 it'll show you all your meetings you
39:15.88 have in common with each other documents
39:17.24 you have in common with each
39:18.72 other okay I'm going to switch here a
39:21.48 little bit and talk about email
39:23.28 management which I think is actually a
39:25.32 very very important topic because a lot
39:27.00 of us is overwhelmed by it so patrix has
39:29.96 a very deep Integrations into office um
39:32.80 Microsoft Outlook and so when you have
39:34.96 an email one of the things you can do in
39:36.48 promatrix is actually prioritize that
39:38.44 let me show you how that works so let's
39:39.92 just say if I get an email that's um
39:42.04 that I need to prioritize and and the
39:44.96 reason is simple right sometimes you
39:47.52 can't answer that email right away um
39:50.04 sometimes it takes you know a day or two
39:52.12 to work on it or you need to delegate to
39:54.52 somebody else or um you might not want
39:57.44 to respond to that email for two weeks
39:59.96 or a month and flagging it just isn't
40:3.48 sufficient because when you flag an
40:5.36 email it's great if you have Five Flags
40:7.52 email but if you have 50 or 100 flag
40:9.84 emails it's impossible to go through and
40:12.16 then not only that be able to set those
40:13.92 due dates and reminders is so crucial so
40:17.00 if I get an email and I need to
40:18.44 prioritize it I simply click on apps
40:20.48 here choose party Matrix turn email into
40:24.12 task and so when you search for the
40:25.76 Outlook extension make sure sure you
40:27.52 search for the turn email to task
40:29.24 extension which is for Outlook you click
40:31.52 on this and you choose prioritize
40:33.92 email and when I choose that option a
40:36.52 panel opens up allowing me to prioritize
40:38.72 this email and actually it takes a
40:40.60 subject and put it as the item name I
40:42.36 can customize this as needed I can
40:44.32 actually choose what project it goes in
40:46.12 right so I for example um so for example
40:50.16 my I'll put that into another project
40:52.32 and then I can put in quadrant one and
40:54.40 then I can assign it to another person
40:56.92 and I can actually set a due dat um and
40:59.96 then click capture so what happens is
41:2.88 when I click capture email it actually
41:5.28 create that task and now this looks just
41:7.32 like that item details you saw that I
41:9.12 showed you in the web application and so
41:11.88 when I have this view I can actually
41:14.16 customize it further including setting
41:16.96 recurring due dates I would say remind
41:19.00 me weekly and now suddenly you have an
41:22.20 email that is assigned to another person
41:25.20 has a due date has a recurring reminder
41:28.52 and it ensures that the other person
41:30.12 knows exactly when to answer this email
41:33.32 um and how important it is and then not
41:35.84 only that that email is uploaded into
41:37.92 the resources section so your coworker
41:40.16 can open that email file and respond to
41:42.44 that email directly and then afterwards
41:44.08 update part Matrix and said I'm done
41:46.12 with it so that's very very useful but
41:49.36 then what imagine a scenario where you
41:51.72 get a customer email but you already
41:53.64 have a task created and so this is a
41:56.40 unique prod feature that I have not seen
41:58.64 anyone else do but what it is is it
42:0.60 allows you to open patrix and instead of
42:2.92 creating a whole new item you can attach
42:5.36 email to an existing task so this helps
42:8.40 you stay organized because if you have
42:11.08 you know if you're managing an external
42:13.64 client and you have so many threads
42:15.32 that's opening up imagine what happens
42:18.08 if you leave all these emails open or
42:20.48 you have all these um flagged unread
42:23.40 emails Etc so when somebody else takes
42:26.32 over the task or you delegate to
42:27.84 somebody else they also will have to
42:29.72 jump through five different email
42:31.24 threads just to know the status of
42:32.80 things so instead you can actually
42:34.60 search for the pry Matrix task here
42:37.12 hover over that task and attach and so
42:39.64 what that does is it takes this email
42:41.64 and attach it to an existing task into
42:43.68 the resources section so then in that
42:45.64 resource section you may have everything
42:47.52 from emails um
42:50.28 PowerPoints quotes um
42:53.28 invoices um or links to SharePoint and
42:57.20 all these other things and so all in one
42:59.00 central place and the beauty of this is
43:1.64 that when someone else takes a look at
43:3.24 that task they have it all in one
43:5.24 central place and it is so useful
43:7.80 especially if you have high team
43:10.24 turnover or just um you have to pass the
43:13.44 buck to another another group or
43:15.76 something like that so that's how email
43:17.72 management works here within the Outlook
43:19.44 integration itself but patrix also
43:23.28 integrates has what's called um an inbox
43:26.28 address so let me show you you how that
43:27.52 works when I type a new email here let's
43:30.68 just say if um this actually this is my
43:33.08 my use case all the time when I'm on the
43:35.40 road uh and I get an email that's really
43:37.92 important and I have apple mail so Apple
43:39.88 Mail doesn't have an Outlook
43:42.00 Integrations of course but what I have I
43:44.56 have an inbox address for my party
43:46.32 Matrix so when I type here I have a
43:48.60 special inbox address and if I need to
43:51.60 either create a task for myself by email
43:54.16 or if I need to forward an email I can
43:56.04 actually create that uh task directly
43:59.40 here and here's the cool part which is I
44:1.68 can actually type the command as needed
44:3.76 so I can say do tomorrow remind me
44:6.80 weekly in the email itself and when I
44:9.28 click Send this will create a task
44:11.08 inside produ Matrix set the due dates
44:13.80 sent me uh recurring reminders so when I
44:16.56 get an email from a customer and I need
44:18.68 to make sure that I don't forget it
44:20.92 right instead of flagging it and marking
44:22.68 as unread I forward it into my prod
44:24.76 Matrix I set the due dates and the
44:26.32 recurring reminder I can even assign to
44:28.44 a coworker directly from here so all you
44:31.48 have to do is Click send now to get to
44:33.44 your inbox address you simply click on
44:35.64 inbox here and then copy your secret
44:38.28 address not only that every project in P
44:41.60 Matrix has an inbox every quadrant in P
44:44.12 Matrix has an inbox and every quadrant
44:46.88 slers in Matrix has an inbox so you can
44:50.24 actually create complicated rules that
44:52.60 will forward all emails from a certain
44:54.96 domain into a certain project a assign
44:57.28 it to a certain person directly from
45:0.16 your
45:1.16 outlook the other thing about Outlook
45:3.40 too is you can actually have access to
45:5.16 the entire party Matrix with thin
45:7.44 Outlook and not having to leave the
45:9.16 application um this is pretty useful
45:11.44 from a context switching standpoint
45:13.72 right I know that all of us we're just
45:15.92 constantly switching context you you
45:17.56 know you have to open so many different
45:19.04 applications just to see what task you
45:21.20 have so instead of doing all that if
45:23.08 you're always finding yourselves an
45:24.44 Outlook simply go to apps here and um
45:27.76 install P Matrix and then pin it here
45:30.24 and then now you have access to P Matrix
45:31.92 whenever you need it and you see how I
45:33.68 have this this notification home icon
45:36.08 here whenever I click on that it shows
45:38.12 me all the alerts that I have which
45:40.16 means these are all the items that
45:41.48 require my attention so either the due
45:43.32 dat trigger the reminder Trigger or I've
45:46.48 been um mod notified of changes uh
45:50.00 that's relevant to me someone assign me
45:51.52 a task Etc so that's what the alert
45:53.68 section is directly from here um and
45:56.36 then once at while I would actually
45:57.80 clear my alerts to so that I have a
45:59.56 blank slate and then again whenever
46:1.28 those important tasks surface back up
46:4.12 I'll get that notification right so
46:6.12 remember that trick that I mentioned to
46:7.76 you your most important task should have
46:9.84 those recurring reminders and so even if
46:11.88 you don't see them here or you miss them
46:13.76 in the alert section and you clear this
46:15.76 out the next day it'll trigger again and
46:18.76 it'll become top of mind so powerful as
46:21.56 a way to ensure that we work on the most
46:23.88 important
46:25.12 things um by the way that inbox address
46:27.80 works with Gmail so we actually have
46:30.04 also Gmail Integrations for email
46:31.56 management but also being able to create
46:33.28 rules in Gmail to fold your email as
46:35.92 needed now the last thing I'm going to
46:37.92 show you is actually our Microsoft teams
46:39.80 integration so if you used Microsoft
46:41.28 teams make sure that you check out our
46:43.12 Integrations for teams click on apps
46:45.52 install P Matrix here and you see how
46:47.52 when I open teams it's the exact same
46:49.76 application inside teams so one of the
46:52.76 things I want to emphasize is that
46:54.28 patrix is there no matter where you are
46:56.56 you you could be on Mac we have a Mac
46:58.72 app if you're on Windows we have a
47:0.80 Windows app if you're in Outlook we have
47:2.44 an Outlook app you're in teams we have a
47:4.04 teams app if you're on a totally
47:6.48 different computer we have the web app
47:8.56 and so um patrix is accessible no matter
47:11.64 where you are and all your priorities
47:13.48 are with you and so if you're a manager
47:15.72 you don't have to have be at your desk
47:18.84 to know what the team's working on you
47:20.88 have full visibility no matter where you
47:23.08 are and then not only that you know the
47:25.24 you have if you have field workers they
47:27.40 can actually use the patrix application
47:28.96 to snap pictures of the work that
47:30.84 they've done right similar to how uh
47:33.12 when you get deliveries nowadays they'll
47:35.08 they'll snap a picture where they put it
47:36.72 on your front porch P Matrix lets you do
47:38.76 the exact same thing so you know if you
47:40.84 have co-workers that's out on the field
47:43.16 and you they have they run into an issue
47:45.24 a quality control issue they can
47:47.00 actually snap pictures create a task in
47:48.80 PR Matrix and assign to the appropriate
47:50.76 folks and then when that task is done
47:53.00 you have a full understanding of how
47:54.88 long it took to process that task and
47:56.84 and so if you're trying to account have
47:58.60 better accountability and improve
48:0.52 response time pry mrix extracts all of
48:2.44 that automatically in the background so
48:4.80 when you use P Matrix you don't have to
48:6.28 worry about all these other things just
48:8.88 focus on prioritization focus on
48:11.64 creating task in the propriate quadrants
48:13.96 then set those due dates right um that's
48:16.44 all you have to do the one last thing
48:19.00 I'll show inside teams U and by the way
48:21.28 we're probably the most Integrated
48:22.48 Solutions in teams so I can't show you
48:25.08 everything that we have but one of the
48:27.20 cool features is having that oneon-one
48:29.60 directly inside your team's chat so here
48:33.48 every single coworker that you work with
48:35.68 you can simply add the pr Matrix
48:37.36 oneon-one and then as you're talking to
48:39.48 that person open the oneon-one and you
48:41.56 see all the tasks you have in common
48:43.20 with them across all of your PR Matrix
48:45.96 and then not only that you can create
48:47.20 share task directly from here so to add
48:49.52 the one one simply click plus here and
48:51.80 then choose prot
48:53.84 Matrix and then choose one onone and
48:56.56 then choose the person so I recommend
48:59.48 that if you use teams and you manage a
49:2.08 uh if you use Microsoft teams and you
49:4.36 manage multiple team members just go
49:6.24 ahead and add the oneon-one for each of
49:7.84 them and then select them here and now
49:10.04 when you have meetings you don't have to
49:12.60 say hey what did you work on last week
49:14.56 or you know what are the things that we
49:15.72 have open you simply go to the one1 view
49:18.56 you can screen share that as needed but
49:20.56 you can actually sort tasks by due dates
49:22.48 or modify date and just talk to them
49:25.08 directly powerful way to save you a lot
49:27.48 of time and effort and we try our best
49:29.84 to save you as many clicks as possible
49:31.92 and then not only that provide all the
49:33.48 information you need within the context
49:36.00 of your
49:37.36 meeting okay with that I'm going to go
49:39.64 ahead and jump back to the slides wrap
49:41.84 things up
49:45.40 here so if you do nothing else um sign
49:49.80 up for PR Matrix and user apps and teams
49:52.00 and Outlook is if applicable um and then
49:55.44 simply create a project highlighting
49:57.60 your top priorities um that's one of the
49:59.64 most basic thing I can recommend to you
50:2.16 which is to create a project right after
50:4.32 this call track those tasks you have put
50:6.72 them into the quadrant do now do later
50:9.20 uh and then ask each of your coworker to
50:11.08 do the same thing and then you sit down
50:12.72 and compare notes that's it if you do
50:14.76 that today I guarantee you that you'll
50:17.28 find some really fascinating um uh
50:21.72 things when you have those team meetings
50:24.04 and it's going to surface up
50:25.64 disagreements it's surface up um Mis
50:28.92 prioritizations and so people are going
50:30.64 to be you're going to realize people are
50:31.92 working on the wrong things and all that
50:33.96 and then if you work with external
50:35.32 clients you can do the exact same
50:36.48 exercise so instead of just asking your
50:38.84 clients to provide you with their
50:40.56 requirements ask them to do it from the
50:42.68 format of per Matrix and so then when
50:44.88 your client's able to go and tell you by
50:46.52 the way these are the things that I need
50:47.88 to do most or I need you to do most
50:50.20 versus the these are lower priorities it
50:52.16 is so useful um and so when you have
50:54.68 your meeting you can really focus on the
50:56.28 most important important
50:57.44 things if you're ambitious um use our AI
51:1.04 to create those goals projects so then
51:3.28 you can try to meet your goals and then
51:5.32 invite team members so then you have a
51:7.24 team priority project and I truly do
51:10.56 recommend uh you know in your staff
51:12.80 meeting project party Matrix onto the
51:15.04 screen you're going to have a much more
51:17.92 you're going to have a lot of success
51:19.64 because everyone will to look at that
51:21.04 and say you know what I see what it is
51:22.76 that we need to work
51:24.92 on some advice
51:27.20 use party Matrix to track high impact
51:29.04 task and then think of party Matrix as a
51:31.00 communication tool I know I've said it
51:33.32 in so many different ways but at the end
51:35.44 of the day it's about taking all the
51:37.12 stuff that's in your brain right what
51:38.96 you consider to be important and then
51:40.72 asking everyone else to do the exact
51:42.12 same thing and communicating to each
51:43.96 other um I still think that analogy of
51:46.48 walking around the office and seeing a
51:48.40 for Quadrant box floating over their
51:50.60 head uh and be will to go and look at
51:52.84 that and say oh yeah hey I I see that
51:54.80 we're aligned here or I see that we
51:56.72 misaligned here and then lastly use part
51:59.56 Matrix to manage your personal goals um
52:1.44 I think that personal success is
52:3.44 extremely important because that's how
52:5.08 part Matrix started a long time ago you
52:7.20 know ensuring that individuals are able
52:8.96 to prioritize our goals and so we still
52:10.64 think that's the core of all of
52:13.96 this what success should look like on a
52:16.28 personal level you should be checking
52:17.64 part Matrix every week to remind
52:19.28 yourself of your goals me personally I
52:21.72 love having my goal projects because I
52:23.48 need to constantly remind myself of my
52:25.76 goals if I don't don't I will lose track
52:27.72 of things um and then all your
52:29.96 priorities should be tracked inside PR
52:31.76 Matrix that's the whole point right not
52:34.56 you shouldn't be using five different
52:36.16 software and everyone's writing stuff
52:37.80 all over the place you want one central
52:39.72 place so then if anyone needs to take
52:41.24 over someone else's job they can look at
52:43.32 the per Matrix and immediately
52:45.36 understand what it is that they need to
52:46.88 work on to take over that person's
52:48.84 responsibilities at the team level
52:51.04 everyone's align on key task and then
52:53.32 finally if you have a lot of emails like
52:55.36 what I showed you you can prioritize it
52:57.40 triage it to the appropriate team
52:59.32 members and then don't lose track of
53:1.12 those
53:2.16 emails that's pretty much it I'm ready
53:4.52 to answer any questions that you may
53:6.36 have um and if not you can also send me
53:8.80 an email hi at any point
53:11.44 in time or help Des at but
53:14.80 thank you so much for
53:19.24 listening all right so I got a couple of
53:21.68 questions here I'll go through them if
53:22.96 there are additional questions go ahead
53:24.60 and send them through the chat and I'd
53:26.08 be happy Happ to address
53:28.52 them um oh uh first question is around
53:32.12 co-pilots that's fantastic so the for
53:35.40 co-pilot we need either business class
53:37.76 or Enterprise um but the way it works
53:39.48 with co-pilot is that actually we have a
53:41.88 really cool demo video that Microsoft um
53:44.00 showed recently at their conference but
53:46.40 what you're able to do with prod Matrix
53:48.12 and co-pilot is you can just talk to the
53:49.92 co-pilot and ask what are the things I
53:52.48 need to work on or um you know what are
53:55.40 my marketing tasks that behind schedule
53:57.60 and so the Microsoft co-pilot will
53:59.92 interact with prrix to provide you those
54:2.28 answers so please reach out to us with
54:4.88 your your use case and your organization
54:7.12 and we'd be happy to show you what
54:8.72 co-pilot would look like for your team
54:11.04 but for co-pilot in particular it's for
54:12.96 our business and Enterprise
54:14.96 customers U the next question is I use
54:17.32 my quadrants as do now do later
54:19.44 recurring um delegate planning I'm not
54:22.12 sure how to collaborate effectively with
54:23.76 others my delegate might be there due
54:25.48 now that's a fantastic points and so in
54:28.56 this particular case if you plan on
54:31.36 sharing that project with others then
54:34.44 delegate may not be the appropriate
54:36.08 quadrant three so I think delegate works
54:38.24 well on a personal level so essentially
54:40.40 if you have a project for yourself then
54:42.56 I would use the quadrant you have now
54:44.72 but if you plan on actually um sharing a
54:48.40 project with others like a team priority
54:50.12 project then my recommendation is you
54:52.92 can use the important and Urgent
54:55.04 important but not urgent
54:57.28 urgent but not important as quadrant 3
54:59.44 and then use that to share with your
55:0.76 team priorities um we have a couple of
55:3.44 other guidance on on using quadrant
55:6.88 names like Impact versus effort so high
55:9.60 impact High effort um high impact low
55:12.08 effort Etc so it depends on your
55:14.52 specific team's needs but that's my
55:16.28 recommendation I don't know if that's
55:19.28 helpful but you want to make sure that
55:21.48 when they look at those quadrants they
55:23.04 have the same understanding um as you do
55:26.68 with respect to
55:28.84 priorities so in my example how did I
55:31.60 create set up the emails to create task
55:34.00 and send PM that's actually
55:35.92 automatically set up for you I'll show
55:37.12 you how to get that again here so if you
55:39.16 go to PR Matrix and so here I have my PR
55:41.84 Matrix if I go to inbox if I click on
55:44.28 the secret address I actually get my
55:46.44 address right here so I it'll I can just
55:48.92 copy that and and set that up as a
55:51.40 contact so my recommendation is once you
55:53.76 get this address set up a contact and
55:55.84 Outlook or your Apple Mail and call it
55:58.76 you know inbox per Matrix So then
56:1.56 whenever I need to forward an email I
56:3.56 would click you know send and then I
56:5.36 click in the two I would type inbox and
56:7.64 it automatically fills it in for me so
56:9.92 that's how you get this address now you
56:11.52 can create what's called a vanity
56:12.72 address so for example instead of having
56:15.04 this really um complicated uh string you
56:18.84 can actually set up a vanity address and
56:20.52 so you know maybe at your office or your
56:22.88 organization with that vanity address
56:24.88 you can share with others so they can
56:26.08 actually send that email to that address
56:28.76 now for every single project one of the
56:30.72 things I mentioned is how you can
56:32.08 actually get an email address for every
56:34.00 project if you go to the project details
56:36.68 at the top right here you can actually
56:38.88 choose get secret email address and now
56:42.44 from here I can actually choose what
56:44.80 quadrant I want and I'll get a specific
56:47.72 email address for that quadrant so this
56:51.56 is super useful if you want to create
56:53.80 automatic rules um as an example all of
56:57.16 my my emails that comes from
56:59.76 is forwarded to one of my
57:2.44 projects automatically right so then it
57:5.00 ensures that you know if I get an email
57:6.80 there I can actually check my prod
57:8.56 Matrix instead of having to look through
57:10.00 the email itself so that's how you do it
57:12.28 and not only that you can choose what
57:13.96 person you want to assign that to
57:16.40 Fantastic
57:19.44 questions so if there's any additional
57:21.72 questions definitely reach out to me um
57:24.40 other than that this webinar you know
57:26.68 I'll send the recording out um by
57:28.96 tomorrow and uh please send me any
57:31.68 feedback you may have and if you have
57:33.40 any other questions around our other
57:35.36 capabilities be sure to check out some
57:37.12 of the other webinars or also reach out
57:38.80 to our helpes thank you
57:41.44 all appreciate your time