Introduction to Priority Matrix: Effective task, project, and email prioritization

1.68s my name is high win I am co-founder of
4.24s affluence the company behind pry
7.20s Matrix my goals for today uh this is an
10.12s introductory webinar so it is a guide
12.12s for beginners but I want to help you
14.84s understand the basics of pry Matrix to
17.20s help you become more effective and
18.80s efficient at prioritizing task project
20.84s and emails help you envision what your
23.04s work and life success may look like with
24.96s pm and then also um importantly I want
27.88s to give you 20% of the features in party
30.44s Matrix that I think will give you 80% of
32.32s the benefits one of the things I always
34.68s say is you know party Matrix has a whole
36.96s Suite of features and the vast majority
39.24s of you would not have to use all of it
41.44s um in fact there's only a few things
43.16s that I think is extremely impactful and
44.92s then based on your specific use cases
47.20s you can leverage petrics to to take it
49.40s to the next level I also want to provide
51.88s some tips and tricks to help you
53.44s prioritize better starting today and one
55.88s of the reasons I emphasize this is
58.20s because you know in my my opinion
1:1.00 productivity and being efficient and
1:2.72 effective is more around mindset rather
1:5.64 than features in the product itself
1:8.08 honestly um I'm sure the vast majority
1:10.32 of you so many different software in the
1:13.16 past um and looked at all the ways in
1:14.96 which you can prioritize Tas and so
1:16.48 forth so there's really nothing that you
1:19.92 know party Matrix differentiates so much
1:22.52 that it is like the number one factor
1:24.56 instead it's how you think about how you
1:27.00 think about the software and so
1:28.44 hopefully I'll give you some guidance on
1:30.48 how to best leverage party Matrix to
1:32.88 make you successful and then lastly I
1:35.92 want to help you walk away feeling
1:37.40 productive and have a strategy to be
1:39.36 align with your team if you walk away
1:41.84 from today's webinar and you're excited
1:44.04 about using the software to um make sure
1:46.96 that everyone's working on the right
1:48.20 things then you know I know I've done my
1:50.00 job and that this webinar is a good use
1:52.16 of your
1:54.04 time so why do you even prioritize um
1:56.68 there's three reasons why customers come
1:58.20 to prod Matrix first it's to better keep
2:1.32 track on the status of work across many
2:3.52 areas of responsibilities we all have a
2:6.16 lot on our table a lot on our plate and
2:8.60 I speak for myself as well there's just
2:10.52 so many things that's going on it's very
2:12.92 difficult to be within context and know
2:15.88 what it is that you need to work on and
2:17.28 then understand what are the priorities
2:19.88 across the entire team what happened is
2:23.36 that a lot of team members have a lot of
2:25.60 stuff that's in their brain they know
2:27.24 what they're supposed to work on they
2:28.72 work on it but the challenge is that
2:31.60 others do not know that and so it is
2:33.60 very very difficult to have that
2:35.32 alignment and then not only that one of
2:37.76 the challenges I'm hearing over and over
2:40.08 again from customers is that employee
2:42.56 turnovers are happening um or continue
2:45.12 to happen at a higher rate than ever
2:46.92 before and so what that means is that
2:48.96 someone will leave the organization and
2:50.84 now you're faced with the challenges of
2:52.76 understanding what is that they worked
2:54.04 on um what are the things that someone
2:55.72 else need to take over and so if you're
2:57.32 a manager I'm sure you're struggling
2:59.44 with that so so often which is one of
3:3.16 your core employees is sick or is on
3:6.04 leave for whatever reason and now you
3:7.88 need someone else to take over the job
3:9.20 but you don't know what job it is that
3:11.08 they're supposed to take over right so
3:12.96 party Matrix makes it possible to to
3:15.32 overcome some of those challenges and
3:17.24 then thirdly to Take Back Control of
3:19.60 emails and meetings uh I get a couple
3:22.68 hundred emails per day and vast majority
3:25.24 of it are not urgent to to tell you the
3:27.92 truth some are very important and so
3:30.04 being able to go and triage that and
3:32.08 then ensuring that I always get to my
3:34.32 important emails is actually so
3:36.56 important and then the corollary to that
3:39.08 question around prioritization is what
3:41.40 happens when you don't prioritize I
3:43.32 bring this up because some of you will
3:45.88 walk away from today's webinar and do
3:47.96 nothing which is totally okay and you
3:50.24 stick with the status quo and so I want
3:52.64 you to just remind yourself why you came
3:54.72 to this webinar why you seek out
3:56.52 something like PR Matrix in the first
3:58.04 place but I think the three biggest
4:0.56 challenges I see are the following one
4:3.40 you lose sight of what's important and
4:5.00 you work on the wrong things and
4:6.92 sometimes it's not at our own fault it's
4:8.92 that we don't know what's important you
4:11.44 know that has to be communicated to us
4:13.12 from our manager that has to be
4:14.48 communicated to us from our clients and
4:16.04 so forth and then secondly you feel busy
4:18.64 but you're not meeting your goals as in
4:20.32 you're working on a lot of stuff but
4:22.36 it's just a constant influx of tasks and
4:25.80 then thirdly you're overwhelmed by
4:27.68 emails and meetings um I feel that
4:30.20 sometimes too which is there's just more
4:32.92 tasks are added to the list than the
4:35.20 resources to do them and so be able to
4:37.24 understand where I should focus my time
4:39.36 is such an important distinction and in
4:42.20 how we manage our
4:44.20 priorities so what is patrix it's a
4:46.96 comprehensive email priority and project
4:49.28 management software that helps at three
4:51.28 different levels at the individual level
4:53.44 which is the most important in my
4:54.84 opinion it help you prioritize your most
4:58.04 important tasks and emails every single
5:0.08 day so I I implore you to make sure that
5:3.64 you use prot Matrix to prioritize the
5:6.00 things that you have to do because if
5:8.00 you're successful everything else will
5:9.56 fall into place secondly if you're able
5:12.40 to prioritize your task well and you're
5:14.20 on top of your things imagine having all
5:16.96 your team members be on the same page as
5:18.84 you and then have all of them also
5:21.72 prioritize their task and their emails
5:24.36 so then when you guys have a meeting and
5:26.08 you're talking to each other you have
5:27.76 complete alignment that that's key then
5:30.92 thirdly as different teams within your
5:33.24 organizations use prot Matrix what
5:35.44 happens is prot Matrix create what I
5:37.32 call a single source of Truth so what
5:40.16 that means is that when someone leaves
5:42.60 the organization or someone moves on and
5:44.52 take a different role someone else can
5:46.72 come in and have full context complete
5:49.48 understanding of all the priorities of
5:51.72 all the tasks that's left to do as well
5:54.24 as an understanding of everything else
5:56.28 that's been done and so we are actually
5:58.24 working on all sorts of cap abilities to
6:0.72 make this possible to help your
6:2.92 organization achieve unprecedented
6:4.92 alignment um and making sure that you
6:7.16 have this continuity of knowledge over
6:11.20 time so what makes prod Matrix better
6:13.92 than a lot of other Solutions one we're
6:15.88 the only software Solution that's
6:17.12 Microsoft 365 security certified across
6:19.60 teams Outlook and web we're deeply
6:21.80 integrated into the Microsoft ecosystem
6:23.80 so if you happen to use Microsoft um
6:26.76 office office suite Etc Perri is almost
6:29.88 a no-brainer because we actually
6:31.68 integrate into teams into Outlook and
6:33.68 we're also one of the very first to
6:35.16 integrate into co-pilot um which is
6:37.28 their new AI system so I I bring that up
6:39.92 because I want you to know that you know
6:41.84 it's future proofing your your work as
6:44.60 well so what happens is that using party
6:46.44 Matrix you know even if you don't adopt
6:48.60 some of these things today in the future
6:50.16 when you do adopt them within the
6:51.40 Microsoft ecosystem we're ready there
6:54.24 and then uh it is not required for you
6:56.72 to use any of the Microsoft ecosystem we
6:58.68 work with Google
7:0.12 uh signed in we work with a web desktop
7:1.96 apps and so forth but this just happens
7:4.40 to be the case um PR Matrix also focuses
7:7.28 on prioritization I think that's our
7:9.16 core competency and that's why the
7:11.36 software is called what it is so
7:13.08 therefore you know when you've you
7:14.56 you've probably seen so many other task
7:15.88 management software right they're for
7:17.60 managing tasks or they're for
7:18.76 collaboration Etc but what we emphasize
7:21.36 is making sure that you understand what
7:23.00 it is that you need to work on doing the
7:25.84 right things first not just doing things
7:28.52 right uh patrix also provides different
7:31.16 views on the data that you have to
7:32.92 provide what I call people Centric
7:34.32 collaboration what that means is you can
7:36.48 use patrix uh in a totally different way
7:38.96 than you've ever used before which is to
7:41.08 understand the task you have to work on
7:42.92 for other individuals and so it's a very
7:45.16 different way of looking at the same
7:46.92 information and then lastly or second to
7:49.56 last party Matrix provide is available
7:51.52 as a SAS solution which is a standard
7:53.28 web application but we also have Hippa
7:55.76 compliance for healthcare and Life
7:57.04 Sciences as well as Azure government
7:58.76 Cloud for
8:0.40 state and local government and then
8:2.28 private Enterprise deployment so if
8:4.28 you're interested in the other um
8:7.00 Solutions definitely reach out to me and
8:8.48 I'd be happy to walk you through that
8:10.32 and then lastly we actually are
8:12.24 implementing AI features but our focus
8:14.92 is on actually creating specific value
8:17.64 for you so we're not trying to build
8:19.48 something that's generalized we're
8:20.76 trying to build it within the
8:22.20 perspective of party Matrix and how to
8:24.96 actually help surface up things that
8:26.44 matter
8:30.36 so what makes prod Matrix effective is
8:32.40 that it helps you determine what needs
8:33.84 to be done now what needs to be done
8:35.60 later and what need to be delegated so
8:38.40 one thing that I recognize and I think
8:40.20 we all should recognize is that
8:41.56 priorities are constantly shifting right
8:43.76 today's priorities might not be
8:45.04 tomorrow's priorities and in fact every
8:46.68 quarter every month every year things
8:48.68 are changing and we should be able to
8:51.76 accommodate that but prod matrics offer
8:54.12 one place where everyone can go to to
8:56.60 know what needs to be done right now and
8:59.00 that's the key if if parties are
9:1.64 constantly shifting it is so important
9:3.76 that we understand what's the latest
9:5.72 right instead of having to read through
9:7.56 15 email threads instead of having to
9:10.48 have meetings just to be aligned you can
9:12.92 go into your per Matrix and see what
9:15.40 everyone's working
9:20.68 on so let's start with a famous quote
9:24.40 attributed to former President
9:25.68 Eisenhower what is important is seldom
9:27.72 urgent and what is urgent is seldom
9:29.60 important now what I really like about
9:31.32 this quote is that it takes everything
9:33.04 that we have to do and breaks it into
9:35.04 the dimensions of importance and urgency
9:37.88 now think about it what are the 15
9:39.72 things you have to do just go through
9:42.28 your list right now that's that's on in
9:44.08 your brain so if I ask you to write down
9:47.00 those 15 things and you write them down
9:49.64 and I ask you to decide what to work on
9:51.48 where do you start do you start at the
9:52.76 top of the list or do you start at the
9:53.76 bottom of the list right and then if I
9:55.56 ask you to add more things to the list
9:57.20 where do you add it do you add to the
9:58.36 top or to the bottom or do you choose
9:59.88 something random in the middle so as you
10:1.84 can see a list is just not a very good
10:4.44 way to track everything that we have to
10:6.40 do so instead take those 15 things and
10:9.64 go through each of them and ask is this
10:11.68 an important task is this an urgent task
10:14.52 and instead of having a list you now
10:16.80 have a matrix so there's something
10:18.84 called the Eisenhower matrix it's a very
10:20.92 simple but powerful time management
10:22.60 framework that categorizes everything
10:24.84 you have to do into the four quadrants
10:26.92 of importance and urgency and what a
10:29.48 does is it actually just makes it
10:31.96 explicit and that's the key word which
10:34.60 is you know in our brain we are always
10:37.04 thinking about tasks that are important
10:38.68 right it's it's very obvious that we
10:40.36 know things that are important and
10:42.68 things that are not important but what
10:44.32 happens is that when you put it into
10:46.08 party Matrix you make it tangible and
10:49.48 you make it explicit so then everyone
10:51.68 can look at it and see what it is that
10:54.04 you think is important and Urgent and
10:55.92 what happens is that all those hard
10:58.28 decisions makes it possible for you guys
11:0.68 to have really powerful conversations
11:3.16 and so when you choose something to be
11:4.84 in quadrant one when you someone else is
11:7.00 choose something to be in quadrant one
11:8.68 and you guys have a conflict that's a
11:10.96 good
11:12.04 thing so the way it works in patrix is
11:15.16 we take everything that you have those
11:17.04 15 things for example and split it into
11:19.60 these four buckets Quadrant One the
11:21.48 important urgent are the things you
11:22.76 should do now these are the things you
11:24.52 should really be spending your time on
11:26.32 in fact if you have a lot of things in
11:27.80 quadrant one that's not a good thing
11:29.76 um that means you have a lot of fires
11:31.28 you're fighting and then quad two those
11:33.80 are the important but not urgent task
11:36.20 and so these are the things that you
11:37.48 start planning for you start thinking
11:38.96 about um in the back of your in the back
11:41.04 of your brain and then finally um on the
11:43.96 bottom left instead of instead of
11:45.92 actually working on things that are
11:47.16 urgent but not important perhaps you
11:48.88 could delegate them perhaps that's
11:50.56 somebody um that's you know your
11:52.96 assistant or an e external party who's
11:56.60 not you know so critical into your
11:58.68 workflow who can take over those tasks
12:1.08 they have to be done but they don't have
12:2.60 to be done by you and then lastly
12:5.04 instead of having any task that's not
12:6.96 important not urgent instead you have
12:8.52 the inbox which is your repository of
12:10.92 everything that you come up with so how
12:12.96 I think about it is the following when
12:14.68 you create a task in the in the very
12:16.88 beginning it may go in the inbox because
12:18.76 you don't know where it belongs but once
12:20.60 there you decide whether or not it goes
12:22.48 in quadrant one two or three and do that
12:26.12 every single time and then ask your
12:28.00 co-workers to do the exact ex same thing
12:30.88 here's where the magic
12:32.80 happens after you do this exercise walk
12:35.52 around the office and compare notes so
12:38.68 if you have these for uh this quadrant
12:41.32 with your priorities for whatever
12:42.72 initiative that you work on your manager
12:44.64 does exact same thing your team members
12:46.92 do the exact same thing and you look at
12:48.72 each other's matrices and you say wait a
12:50.48 minute are we aligned on everything in
12:52.52 vast majority of the time you may be
12:54.00 aligned but once in a while you'll find
12:56.40 discrepancy and that's where you can
12:58.52 focus your discussions instead so your
13:0.68 meetings can be a lot more efficient
13:2.36 because you don't have to talk about
13:3.84 things that you already agree on right
13:5.68 you talk about the things that you
13:7.16 disagree on that you don't have Clarity
13:9.04 on yet and so that's not a very obvious
13:11.60 thing for a lot of people but that's one
13:13.72 of those ways where I think we can all
13:16.56 do a better job at which is to take out
13:18.84 the things that are obvious and
13:20.84 unnecessary to talk about and focus on
13:23.72 the the Frontiers the stuff that aren't
13:26.16 so obvious
13:29.48 so the four quadrant Eisenhower Matrix
13:31.36 create alignment because it forces you
13:33.04 to prioritize from the beginning and
13:35.08 therefore the success from using protom
13:36.76 Matrix isn't about finding out what
13:38.52 everyone agrees on it's dis discovering
13:40.80 disagreement on what should be a
13:42.00 priority when it isn't so I don't want
13:44.36 you to forget that analogy I just have
13:46.68 which is imagine being able to walk
13:48.28 around the office and see a four
13:49.88 quadrant box floating over everyone's
13:52.88 head that highlights exactly what their
13:55.24 priorities are and and if you're able to
13:57.56 do that exercise and if actually using
13:59.76 party Matrix in that way it is so useful
14:3.28 similarly one of the suggestions I have
14:5.24 for all of you is when you have a
14:7.40 meeting project party Matrix onto the
14:9.92 screen so then everyone knows what your
14:12.00 priorities are so if you're a manager
14:14.12 and you don't want to use party Matrix
14:15.64 with the rest of your team yet and
14:17.16 you're just creating the list of
14:18.40 priorities that you think are important
14:20.64 project that on the screen during your
14:21.96 staff meetings and then everyone can
14:23.64 look at and say okay I see what you're
14:25.16 talking about here and let's focus on
14:26.88 quadrant one for our discussions so
14:29.52 please do that that's a very very good
14:31.88 use of our
14:34.16 software okay so a couple of tips and
14:36.52 then I'm going to jump into the actual
14:38.00 product itself if you're a manager
14:40.16 create a project for your team staff
14:41.80 meetings and screen share just as I just
14:44.16 as I said second if you happen to manage
14:46.88 multiple sites then create a project for
14:49.12 each site or location so if you're a
14:51.32 project manager with five or 10 projects
14:53.76 that's easy create five or 10 projects
14:55.64 so then you have clear distinctions on
14:57.60 the priorities for each of those project
14:59.12 projects if you're following some
15:1.16 specific training programs or you have
15:2.84 initiatives create a project for each of
15:4.96 those initiatives um so when I say a
15:7.12 training program so for example let's
15:9.68 just say if you're trying to uh get
15:12.44 everyone within your organization to
15:15.56 subscribe to a a specific framework
15:18.20 right a a training framework you can
15:20.36 actually create a party Matrix project
15:22.60 that highlight that framework and then
15:24.32 create a template from that then every
15:26.64 employee get their own Matrix Matrix
15:29.48 and then they can say okay these are the
15:30.88 things I have to do to follow those
15:32.36 guidelines if you're a business owner
15:34.40 create a project for each of your
15:35.64 departments that's actually very very um
15:38.72 a powerful way to ensure that you know
15:40.60 what's going on within your organization
15:42.48 without having to have the the meetings
15:45.16 so one of the things that I think people
15:48.12 are challenged by is that
15:51.04 they don't know what's going on within
15:53.80 the organization but they're too scared
15:55.76 to ask and so by by creating the the
15:59.04 Matrix and by letting your employees
16:1.16 update the The Matrix at their
16:3.40 convenience you don't have to be and in
16:6.76 the meeting to be on the same page and
16:9.28 so instead of doing things synchronously
16:11.48 you do things asynchronously and then
16:14.08 lastly if you're an individual
16:15.44 contributor create a project for each of
16:17.28 your goals for your um your own work so
16:20.12 one of the recommendations I have in
16:22.00 party Matrix is always create a project
16:24.48 to help you get promotions it's a very
16:26.56 obvious thing but create a project that
16:28.64 high highlights the things you got to do
16:30.68 this year in order to get promoted then
16:33.52 every time you look at promatrix you
16:34.96 realize hey am I working towards those
16:36.88 goals so keep that in
16:38.52 mind and I'll show you how to create a
16:41.16 project to achieve that promotion for
16:43.48 example okay as I mentioned the uh
16:46.16 webinars are hosted on our website here
16:49.12 and then you know we have a lot of other
16:50.76 various topics and so forth and also
16:53.00 there's recording of our soft our
16:55.00 webinars in Spanish German Hindi French
16:57.40 and a lot of other languages so if your
16:59.44 team members need access to those other
17:1.52 languages please reach out to us and
17:3.08 we'd be happy to send that to you with
17:5.00 that I'm going to go ahead and jump into
17:7.48 the product itself to show you how to
17:9.08 put all of this into
17:10.96 practice okay so now you should able to
17:13.24 see my uh party Matrix here that I have
17:16.04 on display this is our web application
17:18.64 so as you can see front and center is
17:20.52 the four quadrants right everything that
17:22.24 I have in Pro Matrix revolves around
17:24.16 these four quadrants I don't just have a
17:25.80 list I have to decide where it fits
17:27.68 within these four quadrants here's the
17:29.64 structure of prrix on the Le hand side
17:32.00 these are the lists of projects that you
17:34.64 have um so one thing I want to recommend
17:37.64 is don't be afraid of creating more and
17:40.88 more projects uh this is a demo account
17:43.32 that I have of course and so I have a
17:44.64 few dozen projects here in my actual
17:46.80 work account I have something like 300
17:48.88 plus projects within each project you
17:51.28 have the four quadrants now there's
17:53.00 different types of projects let me give
17:54.24 you some examples one I have a personal
17:57.36 priorities project right these are the
17:59.36 things that I care about these are the
18:1.08 things that I work on personally and it
18:3.28 might be you know not the stuff that's
18:5.96 related to the company itself but just
18:8.68 my own work that I have so you can
18:10.88 create different projects for that
18:12.72 second you might have a project that's a
18:14.64 team priorities so these are your direct
18:16.80 reports that you work with so you have a
18:18.68 project for that and so when you have
18:20.20 that staff meeting this is what you
18:22.00 share then you have a project for goals
18:24.52 for 2024 so one of the things you'll
18:26.64 notice is actually I changed the four
18:29.08 names here in goals instead of actually
18:31.32 calling them do now do later I Chang it
18:33.64 to long-term goals short-term goals and
18:36.24 the way you do that is on the right hand
18:37.80 side here this is what's called the
18:39.12 project
18:40.36 details this is a project that I also
18:42.84 recommend um you know customers do as
18:45.36 well which is to create a project for
18:47.92 goals to help them be aligned to make
18:50.92 sure that they work on the right
18:52.56 things now we're in June right Midway
18:55.08 through the year um I first created this
18:57.00 project for at the beginning of the year
18:58.44 for 2024 for example and of course all
19:1.64 of you have heard the stories of how you
19:4.04 know in the beginning in the beginning
19:5.68 of the year you have a lot of Ambitions
19:7.48 you create all these goals that you want
19:9.68 and then for some reason February turns
19:12.64 comes around and you've forgotten them
19:14.28 all why well it's because it's not top
19:17.20 of mind um one of the challenges that we
19:19.60 all face is that you know we have 15
19:22.36 things that's coming in every single day
19:25.20 there's so many tasks that we have to do
19:27.20 your manager is assigning you things
19:28.48 your customers asking you questions and
19:30.32 so forth therefore we have all these
19:32.24 Ambitions but we're overwhelmed by
19:34.08 everything else so one of the goals I
19:36.36 have that I put in my party Matrix are
19:39.48 are things that I care about and then I
19:41.76 make sure that it comes back constantly
19:44.52 and I'll show you how to implement that
19:46.84 okay so there's these are the different
19:48.72 types of projects and so you might have
19:50.16 transient projects or persistent
19:52.12 projects everything I've shown you here
19:53.96 are persistent projects right my my
19:56.56 personal priorities my team priorities
19:58.84 they they stick around but my goals for
20:1.12 2024 is a transient project this is my
20:3.60 goal just for this year next year I
20:5.68 might have different goals and so in
20:7.36 party Matrix you can create those
20:9.12 different types of projects that are for
20:11.72 um things that come and go and again it
20:14.24 could be something for this quarter it
20:16.12 could be something that's for this year
20:17.68 it could be something that's just for
20:18.88 this month Etc so let me give you an
20:21.56 example now so when I go to my personal
20:23.88 priorities let's say one of the things I
20:25.40 want to do is I want to follow up with
20:26.88 you guys so I want to follow up with my
20:28.24 webinar
20:29.32 participants and so you saw how I click
20:31.64 add item I'm going to create a new item
20:33.36 here follow up with webinar
20:36.68 participants okay that's a simple very
20:39.00 simple task something I have to do and
20:41.20 make sure that I don't forget it um but
20:43.24 instead of actually just creating the
20:44.44 Tas I can go ahead and say do tomorrow 2
20:47.44 p.m. and what party Matrix does it uses
20:50.32 natural language because I say do
20:52.32 tomorrow 2 p.m. it interprets that and
20:55.24 it actually sets the due date for me
20:57.08 automatically
20:58.84 so now the system will create the
21:1.48 task uh and and one of the things I
21:4.44 recommend in general is that make sure
21:7.24 that for your most important task you
21:9.56 set due dates because if we talk about
21:12.32 importance and urgency then you know the
21:15.96 quadron is very good for you to organize
21:17.80 tasks by importance but then if you
21:19.72 don't set a date how do you know if it's
21:21.40 urgent or not so you see how I created
21:23.36 this task here the due date is set for
21:25.76 tomorrow at 2 p.m. it uses my local time
21:28.60 so what that means is for you whatever
21:30.56 your local time is it'll set it to your
21:33.00 local time there uh and and now tomorrow
21:36.56 at 2m I'll get a notification that I got
21:39.00 to work on this task but here's the
21:41.48 challenge which is let's just say you
21:44.80 know tomorrow comes 2: p.m. I get
21:47.40 notification but then I don't get around
21:49.28 to it because I got a lot of other
21:50.72 things I'm working on so what happens
21:52.96 what happens to all of us is that when
21:55.40 the due date approaches you know we're
21:57.48 thinking about thinking about thinking
21:59.00 about it the moment the due date passes
22:1.04 we're forgetting about it and forgetting
22:2.60 about it and forgetting about it and
22:3.96 this happens to everybody because you
22:6.12 have more things that's coming in and
22:8.08 more things to anticipate so one of the
22:10.48 tricks around all of this is to actually
22:12.32 set what I called reminders so down here
22:15.08 in the chat section I can say remind me
22:18.24 daily now guess what the due date May
22:21.20 Come and Go but the reminders will keep
22:24.08 on reminding me until I get this done
22:26.44 this is an extremely powerful way to
22:28.88 ensure that you work on your most
22:30.28 important task let me give you an
22:31.80 example let's say you have a task that
22:35.80 involves um five days worth of work to
22:38.76 create a report right it's not something
22:40.56 you can get done on that day you create
22:42.72 that
22:43.56 task so for example uh make
22:47.92 report for executive team okay now it's
22:51.40 going to take you several days of work
22:53.24 for it I'm going to say do in two weeks
22:55.88 but if you wait for two weeks to come by
22:58.84 for you to start working on that guess
23:0.76 what you're not going to get it done
23:1.96 that day so instead what happens is that
23:4.56 you will set this recurring reminders
23:7.04 I'm going to say remind me weekly here
23:9.08 so now it's top of mind and I'll get a
23:11.28 reminder ahead of time to make sure I
23:13.68 actually get started on it and so it's a
23:15.80 very useful way to trick our brain um to
23:19.52 ensure that we're working on these
23:21.12 urgent things the same thing applies to
23:24.96 to everything else as well so for
23:26.84 example when we think about email
23:29.16 guess what it's the last email in that
23:31.52 we end up responding to right uh so we
23:34.16 don't respond to the most important
23:35.52 emails we respond to the Urgent emails
23:37.88 and in fact someone who emails us five
23:40.04 times they're going to get our attention
23:41.92 far more than someone who emails us once
23:44.32 and it's the spam or it's the people who
23:47.04 are sending unsolicited emails that's
23:49.24 sending you far more emails than the
23:51.52 most important emails that you typically
23:53.20 get so we are constantly spending our
23:55.52 time looking at things that don't matter
23:58.12 so the the way it works in promatrix is
23:59.72 you can actually turn any email into a
24:1.80 task so let me show you how that works
24:3.56 if you happen to use Outlook promatrix
24:6.32 has a very powerful tool called um uh
24:10.00 for called protom Matrix for Outlook
24:11.68 turn email into task that lets you take
24:14.16 any email and convert into a task with
24:16.72 the proper due dates and proper
24:19.36 reminders if you're like me you know you
24:21.80 might get a lot of emails every single
24:23.24 day um as I mentioned I get a couple
24:25.16 hundred emails per day I can't go
24:27.04 through all of them I can't respond to
24:28.48 all of them so I do prioritize them as
24:30.40 needed so what I do is I would go and
24:32.92 click on this this app right here and
24:35.48 then if you don't have promatrix already
24:37.00 installed click on add apps and add the
24:39.28 protom Matrix turn email to task you can
24:41.56 see I can click on this button and now I
24:43.92 have the option to prioritize this email
24:46.96 I choose prioritize email on the right
24:49.92 hand side here a panel pops up and I can
24:52.64 actually change the item name it just
24:54.16 takes the subject as an item name here I
24:56.40 can choose what project it belongs in so
24:58.44 for example let's see here where's my
25:0.56 personal priorities
25:5.24 um uh I don't see so I go ahead and put
25:7.84 it in my team project here I'm going to
25:10.60 put in quadrant one I'm going to assign
25:12.52 this to another person you don't have to
25:14.84 but sometimes you want to delegate it to
25:16.52 somebody else to make sure that someone
25:17.88 else answer the email then you can say
25:19.96 do do on the 30th and then I can click
25:24.16 capture email what I've just done is
25:27.48 I've turned this email email into a task
25:29.72 and you see now on the right hand side
25:31.84 it's that item details just like what I
25:33.68 showed you in the web application I have
25:36.00 the email it's converted to a task it's
25:38.12 assigned to a person it's in the right
25:39.80 project it's in the right quadrant it
25:41.60 has a due date to it um and then the
25:43.92 email is uploaded here into the
25:46.08 resources section so my coworker can go
25:48.56 and look at this email as needed or if
25:51.16 you need to review this email in two
25:53.28 weeks or 3 weeks or something like that
25:55.36 you have to right email the right
25:57.20 context and then then I can say a
25:59.24 recurring reminders again but instead of
26:1.44 actually just reminding remind me I'm
26:3.32 going to say remind everyone weekly so
26:6.40 now my coworker will also get a
26:8.68 notification on a weekly basis to make
26:11.00 sure that they answer this email so if
26:13.60 imagine if you are in sales and you have
26:17.40 someone requesting a quote right it's
26:19.88 not just about flagging that email it's
26:22.32 not just about forwarding that email
26:24.48 it's about taking that email creating a
26:26.72 task organizing it and ensuring that
26:29.48 there's a weekly reminder to to respond
26:31.72 to that email and get it done um here's
26:35.48 another cool thing about prot Matrix
26:37.08 that is unique as far as I know what
26:39.24 happens if you get a follow-up email so
26:41.96 instead of actually just attaching
26:43.84 instead of uh just creating a new task
26:46.04 from it you can actually attach the
26:47.64 email to an existing task so let me show
26:49.52 you how that works so I click on apps
26:51.56 again I click party Matrix now I click
26:54.56 open Party Matrix instead and now I can
26:57.56 actually search
26:58.76 for that specific task here and I can
27:1.48 actually attach this email to an
27:3.24 existing task this is a very useful way
27:6.60 to keep things organized especially if
27:8.96 you have a lot of Communication channel
27:11.28 let me give you an example you know
27:12.92 someone asked you to do something right
27:14.84 you've already created the task for it
27:16.20 then they follow up but they didn't
27:17.76 respond to the the same threat they
27:19.36 follow up with a different email if you
27:21.88 go and take that email and convert into
27:23.60 a task now you have duplicate task if
27:26.60 you just flag it you're not going to
27:28.32 you're G you might forget to respond so
27:30.32 by actually attaching the email to the
27:32.36 same task you keep it on one central
27:34.64 place and your co-workers who's
27:36.48 responsible for this will know exactly
27:38.80 everything that's involved within that
27:40.96 particular task and not only that when
27:43.36 you have a new person who's taking over
27:45.72 the task they have all the emails um
27:48.80 across across the entire span of the
27:51.60 particular initiative or whatever in one
27:53.92 central place and so in part Matrix you
27:56.28 can attach documents you can attach l
27:58.20 links you can attach SharePoint you can
28:0.40 attach drive you can attach um websites
28:3.96 presentation and then emails as well so
28:6.84 it's all
28:8.24 together so if you happen to use email
28:10.88 party Matrix makes it very easy for you
28:12.60 to to do that uh the other thing you can
28:15.04 also do is you can actually go to the
28:16.80 inbox here and copy your secret inbox
28:19.88 address so if you're like me you know
28:23.04 you check emails on your mobile device
28:25.28 all the time and sometimes you actually
28:27.24 need to prioritize those emails on a
28:28.80 mobile device now party Matrix Works
28:31.20 within outlook for mobile but I have an
28:34.28 iPhone and I happen to use Apple Mail
28:36.12 quite often and so therefore I can't
28:38.40 just use the Outlook integration by
28:40.44 copying the secret inbox address which
28:42.44 exists for you every single person here
28:45.00 and then all your co-workers also have
28:47.00 their own secret inbox address so let me
28:49.20 give you an example how that works
28:51.44 imagine if I'm on the I'm on the go I'm
28:53.52 on my phone instead of actually you know
28:56.04 using the extension or instead of just
28:57.76 marking the email is unread I can
28:59.92 forward the email into that inbox
29:2.88 address here so my recommendation copy
29:6.48 your inbox address and save it as a
29:8.56 contact called inbox per Matrix so when
29:11.40 you forward an email you just literally
29:13.72 click forward you type inbox and you
29:16.16 know it'll pre-fill the address out for
29:18.08 you and now in the body of the email you
29:20.96 could say do next week Remind
29:25.04 me daily and you click Send and what
29:28.56 happens is that this will create a task
29:30.84 inside prot Matrix set a due date for
29:33.08 you set a daily reminder so you get to
29:35.48 that email uh this is so useful and and
29:38.24 lit I use this all the time because I'll
29:40.48 get an email on my phone and I it's
29:43.40 important or you know it's something
29:44.88 that I need to deal with but I cannot
29:46.72 deal with it right now but I don't want
29:48.76 to forget it so therefore I for it into
29:50.36 my inbox okay and when you're in your
29:53.48 inbox you can see that you have a lot of
29:55.24 task here the inbox is your place where
29:58.80 you track tasks that do not yet belong
30:1.44 in a project so let's just say you know
30:3.24 I have that example right here this
30:5.12 email I forwarded into my inbox I open
30:8.08 this task and again I have you know all
30:10.00 the history of everything here but now I
30:12.24 can actually hover over the very top and
30:14.44 I can move it to a project as needed so
30:18.40 when I mentioned to you earlier in party
30:21.12 Matrix around how you can create
30:22.36 different projects the inbox is a place
30:24.96 where these tasks do not yet belong in a
30:28.04 project but you can organize them as
30:29.88 needed I also use my inbox to track
30:32.60 tasks that are um not so important uh as
30:36.04 in you know things that I got to do but
30:38.00 they don't necessarily belong in any
30:39.52 specific
30:40.76 context now let's talk about the task a
30:43.28 little bit more so when I have a task
30:45.12 selected there's a couple things I can
30:46.60 do I can obviously change the task name
30:49.40 so if you click on here you can modify
30:51.16 the task name as needed and then second
30:53.80 you can star the task so there's a
30:55.36 little star icon here when you star a
30:58.04 task it pops at the top of the list if
31:0.72 you have you know let's say 30 items
31:3.36 within a project you can star a few
31:5.56 tasks to make sure that it's at the top
31:7.72 of each to the quadrants but if you
31:9.96 start every task that won't work don't
31:11.92 do that if you start every task if
31:14.08 everything's important and Urgent then
31:15.48 nothing is right so my recommendation is
31:18.20 don't star more than five to 10 tasks
31:20.28 within any particular project within the
31:22.76 inbox if you start the task in the inbox
31:24.80 you see how it pops to the very top of
31:26.40 the inbox as well it's a simple way to
31:30.16 signify that it's an active task so for
31:32.80 me I used to star to say this is what
31:35.52 I'm working on and so when I do that I
31:37.52 can actually run special reports to find
31:39.64 me all my star tasks Etc below that you
31:43.00 have the ability to change icons so in
31:44.80 this case because it was an email it
31:46.52 automatically set an email icon but I
31:48.80 can click on here and change another
31:50.32 icon I've seen customers have success
31:52.52 using the the colors here you know the
31:54.52 red yellow and green green maybe to
31:57.04 signify that things are on time red
31:58.76 means they're behind schedule it is
32:0.80 totally up to you and the best practices
32:3.24 that you build whether or not you need
32:6.08 icons uh one of the most important thing
32:8.28 in part of Matrix is ownership and what
32:10.60 that means is who's responsible now
32:12.76 there can only be one person who's
32:14.48 responsible for any task what you can do
32:16.56 is you can click on this icon here and
32:18.16 assign it to another person right and so
32:21.36 now you know Remy is responsible for
32:23.40 this task but I'm a follower a follower
32:26.36 is someone who will get updates when
32:28.76 this task is modified so if you're a
32:30.88 manager you create a task you assign to
32:32.92 your direct reports they'll be the owner
32:35.56 but you're a follower and so when they
32:37.12 mark it as done or when they update it
32:39.08 or when they ask you a question you'll
32:41.12 get notifications around it next to that
32:43.92 you have progress Z to 100% if it's 100%
32:46.92 that's considered done and what happens
32:48.88 is when you update the progress panel
32:50.80 here it actually updates the chat down
32:53.44 here as a way to um track the progress
32:56.64 over time so one of the things that's
32:58.76 really important in part Matrix is the
33:0.84 ability to uh have a record of
33:4.36 everything that that you have so what
33:6.68 that means is you know if you if someone
33:9.00 takes over a task they can look at the
33:10.64 task and they can say okay you know what
33:12.72 this was set this due date was set this
33:15.00 was modified this document was attached
33:17.16 these are the subtasks these are the
33:18.80 things that were marked as done um and
33:21.00 then these were the progress over time
33:23.08 you know 20% 30% Etc so this chat right
33:26.48 here not only is a place where you can
33:28.48 have conversation within the context of
33:30.88 the task it provides a record for that
33:33.24 and so because of that you're able to go
33:35.04 up here and print out that record if
33:37.72 needed so some organizations really rely
33:40.20 on this um as a way to to keep track on
33:43.92 the work that they
33:45.24 have effort is a way to set the number
33:48.20 of hours involved so some not all tasks
33:50.84 are cred equal some will take an hour
33:52.48 some will take half a day and then you
33:54.36 have the the due dates and the reminders
33:56.12 as I mentioned earlier these these are
33:58.16 the two most important features so if
33:59.92 you don't use the other features inside
34:2.32 an item make sure you set due dates and
34:4.24 reminders for your most important
34:6.20 task and so we saw the chats this is
34:8.80 where you can also one of the things I I
34:10.84 like to do is you use What's called the
34:12.52 at mention so for example let's say Hey
34:15.36 you know I can press the at and then
34:17.24 this this pops up here and I can mention
34:19.44 a person um can you take a look at this
34:23.04 and so now what happens is they'll get a
34:25.24 notification uh that they should take a
34:27.24 look at it so you've probably seen this
34:28.60 in Microsoft teams or other chat
34:30.20 software but it's the exact same thing
34:32.32 here in the notes section this is where
34:35.24 you can add subtask as well as simple
34:37.20 notes around whatever it is that you
34:39.32 have to do one of the features we have
34:41.16 is what's called fill with AI where it
34:43.48 will go and build out the item
34:45.36 description for you it's just a very
34:47.36 simple way you know where you create a
34:49.20 highlevel task and then instead of
34:51.04 having to to you know write out all the
34:53.28 details you click fill with AI or system
34:55.72 will write that out then you can modify
34:57.20 that as needed
34:58.24 the resources section is where all the
35:0.40 other information is attached so for
35:2.56 example because this is a fored email of
35:5.16 course the email file is here so you can
35:6.96 click on this email file and and open it
35:9.40 but also you can actually add links um
35:11.96 so if you use SharePoint or drive or
35:14.00 whatever it's here you can also link to
35:16.40 other items in P Matrix so for example
35:18.44 if I click on link existing item I can
35:20.56 say that this item is dependent on
35:23.08 another item and then I can also even
35:25.08 say that this item blocks another item
35:28.32 and so if you do decide to use some of
35:30.80 those Advanced dependencies party Matrix
35:33.28 will actually build you Gan charge and
35:34.80 timeline for you
35:36.36 automatically okay so that's everything
35:38.80 related to an item there's a lot more
35:40.56 features but again I want to highlight
35:42.68 that the most powerful useful features
35:45.44 in an item detail is the reminders and
35:47.72 the due dates now let's talk about
35:50.16 projects since you know I mentioned how
35:52.00 you can create so many different
35:53.00 projects if you click on projects here
35:55.08 you can click on show all projects these
35:57.20 are all all the projects that you have
35:59.00 you can actually filter these project if
36:0.72 needed so in the beginning you might
36:2.08 just have five or 10 projects but then
36:4.60 you know over time it becomes dozens or
36:6.44 hundreds so every project if you select
36:10.40 a project it open the project details
36:12.64 here and so in the project details you
36:14.52 can actually click on the star and also
36:17.28 star the project so my recommendation
36:19.68 again is to not have more than five to
36:22.04 10 star projects I star projects that
36:24.84 are active these are the things that I
36:26.48 spend time at everying single day uh and
36:28.80 then below that you have memberships so
36:31.24 members are people who have full access
36:33.08 to this project so for example in your
36:35.72 personal priority project maybe you
36:37.28 don't have anyone else but in your team
36:39.80 priority project you maybe you have
36:41.32 additional people involved right and so
36:43.72 you might have five or 10 people within
36:45.52 a team project and then if you have
36:47.36 different initiatives maybe each of
36:49.80 those initiatives have a different um
36:52.60 group of people in there and so you can
36:54.44 completely customize that and everyone's
36:57.00 able to see everyone's
36:58.60 priorities I mentioned earlier how it's
37:1.52 so important for everyone to be on the
37:3.28 same page that means one of your goals
37:6.40 is to ensure that the right people are
37:9.00 in the right projects so um so then when
37:12.12 they open up their Prometric they can go
37:14.04 to those projects and see what their
37:15.88 priorities are and see what everyone's
37:17.72 priorities are so I highly highly
37:20.00 recommend that you create a project for
37:22.92 your personal priorities a project for
37:25.08 your team um for that particular reason
37:27.92 so then you can ensure that everyone
37:30.16 knows what everyone else is working on I
37:33.12 mentioned how down here you can actually
37:35.16 change the quadrant names um and also
37:37.48 you can change the quadrant colors as
37:39.04 needed so one of the things one of the
37:41.16 reasons why we do that is because you
37:43.28 know while the Eisenhower Matrix is a
37:45.76 very good framework sometimes there's
37:48.16 just other ways to look at the task and
37:50.68 so part Matrix is really around
37:52.96 organizing your information into various
37:55.52 buckets so you've probably seen various
37:58.12 other methodologies such as effort
38:0.52 impact right so instead of thinking
38:2.12 about importance and urgency you can say
38:5.00 hey these are our tasks and let's
38:6.88 organize them into effort and impact so
38:9.56 what are the things that's low efforts
38:11.44 but high impact that would be quadrant
38:13.36 one high effort high impact that would
38:15.84 be quadrant two uh so if you're
38:18.96 brainstorming on the things that you
38:20.84 need to work on that would be one way to
38:22.76 do that okay so now let me show you how
38:25.56 to create projects so if you click on
38:27.56 projects here you can choose create
38:29.24 project there's several different ways
38:31.24 to create project the first is of course
38:33.20 a blank project so if I click on blank
38:35.08 project here I can type in the project
38:37.56 name I can choose a basic template that
38:40.28 comes here and I can um I can choose a
38:42.64 color so when you create a project this
38:45.52 way the project literally has nothing in
38:47.56 it except for the quadrant names and the
38:49.60 colors but sometimes one of the things
38:52.52 you can do is instead use our AI to
38:55.92 create an AI project so let me give you
38:57.80 an example I think everyone should have
39:1.40 a project around their goals um and in
39:3.84 particular you know if you're looking
39:5.64 for a promotion then you should find
39:8.48 ways to get promoted and identify the
39:11.12 task you need to do to get that
39:12.92 promotion right so for example get
39:15.64 promoted from project manager to senior
39:20.36 project manager so this is just an
39:22.52 example that I type in as a goal and I
39:24.68 click next what's going to happen right
39:26.76 now is actually our
39:28.80 system will go and generate the task
39:32.84 revolving around that goal for you so I
39:35.20 want you to try this you know during
39:37.44 this webinar or after this webinar to
39:39.44 make sure that you end up using patrix
39:42.04 for something that's meaningful to you
39:43.72 right that's the key here you know we I
39:46.12 don't think you should look at petrix as
39:47.72 a chore I sure hope not um because it's
39:50.48 around making sure that you benefit the
39:53.84 most that you can and so while your
39:56.16 organization is is um relies on might
39:59.08 rely on party Matrix to track their task
40:1.40 you know you have to make sure that you
40:3.24 are progressing along your path whatever
40:5.96 that may be so that's an example of
40:7.96 something you can do in part Matrix so
40:10.00 that project is being created in the
40:11.20 background right now and when it's ready
40:13.48 I'll get a notification so I'm going to
40:15.12 go back to create project again there's
40:16.88 a couple of other ways to create project
40:18.72 you can go to What's called public
40:19.88 templates and public templates is
40:22.04 essentially a list of templates that we
40:24.20 have so we actually have hundreds maybe
40:26.76 even thousands thousands of templates
40:28.56 that we've created that cover almost
40:30.36 every single topic that you can imagine
40:32.80 and so when you go to public templates
40:34.24 you can actually choose from a subset of
40:35.80 that but we have an even broader list um
40:38.44 on our website and then you can actually
40:40.56 choose what's called my templates my
40:42.68 templates are templates that you've
40:44.20 created internally for your own use so
40:46.68 for example let's say your
40:49.44 organization um have a particular
40:52.12 process that you follow every quarter
40:54.32 and that could be onboarding an employee
40:56.24 or onboarding a client or something like
40:57.84 that you can create a project in PR
41:0.12 Matrix create all the task in pry Matrix
41:2.72 and then um to set those due dates then
41:5.36 when you need to onboard a new employee
41:7.40 you go to my templates here choose
41:9.40 employee onboarding templates and you
41:11.32 enter the start date for the employee
41:13.72 and part Matrix will create that task
41:15.60 for you um along with all the due dates
41:18.04 automatically propagated forward it is
41:20.60 super super powerful way to save you a
41:22.92 lot of time if you have repetitive
41:24.56 processes similarly you know if you're
41:26.76 in sale maybe you have uh a customer
41:29.56 success onboarding project that you know
41:31.64 instead of having to recreate it every
41:33.00 single time you create it just one time
41:35.36 input a matrix and save as a template
41:38.00 instead so what happens is that um I go
41:41.48 back to my list here and check this out
41:43.92 my my AI project is ready I can click
41:46.52 open Action Plan and now when I open
41:48.96 that action plan you can see how I have
41:50.92 a little a series of tasks here that our
41:52.88 system recommended and and so when you
41:55.88 look at these tasks you can click on it
41:57.56 you click on the notes here and it
41:59.16 actually gives you a little bit of
42:0.24 details on what you can do it sets a
42:2.20 temporary due date for you you can take
42:4.16 a look at this prioritize them right and
42:6.48 say okay you know what these are the
42:7.64 things I want to prioritize and then
42:9.64 also um from here I can maybe identify
42:12.48 tasks that are not relevant and I can
42:14.80 actually uh for
42:17.32 example um select the task here I can
42:19.84 say you know what this is not important
42:21.16 I'm going go ahead and delete it uh or I
42:23.28 can actually change the due date for all
42:24.80 of these things as needed so one of the
42:27.32 that we're trying to do here is we're
42:28.60 trying to give you some shortcuts um to
42:31.32 help you get there faster and while it's
42:34.68 not perfect it's a really really good
42:36.48 starting point so that's an example of
42:38.68 creating
42:39.92 projects now I'm going to switch GE and
42:42.08 talk about the one-on-one collaboration
42:44.04 um the one-on-one the people Centric
42:45.60 view of promatrix because you can
42:47.48 actually use promatrix in a totally
42:49.40 different way instead of actually
42:51.32 looking at these projects and tasks
42:52.88 within the project let's think about how
42:55.56 you might work with people instead so we
42:58.08 have a very unique view called the
42:59.56 one-on-one view the way it works in the
43:1.48 one-on-one view is it takes everything
43:3.60 that you have across your entire PR
43:5.72 Matrix and flips it around and show you
43:8.72 the things that's that where you share a
43:12.28 task with another coworker let me give
43:14.52 you an example let's say you manage a
43:17.56 team of five you have five people that
43:19.68 you delegate to all the time right and
43:22.08 instead of having to click through every
43:23.76 single Matrix to know what it is they're
43:25.48 working on you go to the one one view
43:27.96 you simply select the person and now
43:30.24 prod Matrix will show you all the tasks
43:32.24 that you have with that person
43:34.36 regardless of the project so that helps
43:37.44 you in a one-on-one meeting because you
43:40.08 can focus on those key tasks right and
43:43.24 so when you have a one-on-one with with
43:45.44 um one of your direct reports instead of
43:48.24 having a conversation that goes around
43:50.64 hey so what did you work on last week
43:52.24 you know what's your goal for the next
43:53.44 couple of weeks where can I help you
43:55.48 right those are the things you probably
43:56.56 mentioned all time instead you can open
43:58.88 up the one-on-one and take a look at
44:0.92 this and see okay you know this is these
44:3.12 are your priorities across everything
44:4.80 that you have to do these are the things
44:6.56 the tasks that you've been working on
44:8.00 the things that are modified these are
44:9.72 the things that are
44:11.00 overdue um these are the different
44:13.16 quadrants that they're in let's talk
44:15.48 about how I can best help you or if you
44:18.24 identify a task you need to do you can
44:20.32 simply click on ADD share task here and
44:22.88 type in the task along with the due
44:24.56 dates it automatically assigns it to
44:27.12 your direct reports and automatically
44:29.28 add you as a follower so when that task
44:31.16 is updated you will get that
44:32.96 notification and then not only that you
44:34.88 can organize it into the various
44:36.60 projects too otherwise it defaults into
44:38.80 the inbox which means it's not in any
44:41.00 specific projects this one onone view is
44:44.12 very very useful and in fact you know
44:46.00 some people can just use this view
44:48.20 instead of any project at all you know
44:50.52 so it's very very people Centric and
44:52.52 what's nice about it is it works with
44:53.92 your manager it works with your direct
44:55.44 reports it works with your client if you
44:57.56 end up collaborating with people outside
44:59.28 your
45:1.04 organizations um so now I I want to
45:3.96 mention real quick the concept of
45:5.64 filters so patrix you know obviously you
45:7.96 can have a lot of information in patrix
45:10.32 but almost in every single major view
45:12.32 there's something called filters if you
45:14.12 click on filters all these other sorting
45:16.72 options comes up and it is super useful
45:19.40 if you want to fine-tune the information
45:21.84 that's being shown so for example I can
45:24.64 choose tasks that's assigned to only the
45:27.08 certain people I can choose tasks that's
45:29.60 assigned to only certain quadrants I can
45:31.96 choose tasks that are unfinished as well
45:33.72 as things that are finished so if you
45:35.68 have a let's say an annual review with
45:38.20 one of your co-workers right you can
45:40.24 open up the filter here choose find all
45:43.04 the tasks that are completed by a person
45:45.80 and now party Matrix will show you only
45:47.52 that information and you can print that
45:49.44 out if
45:50.32 needed so if you need access to every
45:53.52 single task across your entire party
45:55.24 Matrix that's when you go to the search
45:57.40 view the search view is a completely
46:0.16 comprehensive view so we used to call it
46:1.60 the master View and I think the master
46:3.12 view describes it better but essentially
46:5.20 from here you see everything that you
46:7.20 have to do everything everyone has to do
46:9.72 and click on the appropriate filters to
46:11.28 find that
46:13.20 information one of the ways um that I
46:16.64 recommend you start your day is in the
46:18.96 home view so when you open the home view
46:21.32 there's an alert section here you this
46:23.08 number 14 you see how it it shows 14 and
46:25.68 14 this represents the number of tasks
46:28.44 that requires my attention so what will
46:31.28 show up in alerts are due dates so
46:33.48 imagine if you create a task and it's
46:35.04 due today it'll pop up in the alerts um
46:37.64 if you set a recurring reminders it'll
46:39.52 pop up in the alerts if you get
46:41.72 delegated at a task it'll pop up in the
46:43.88 alerts if someone mentions you in a task
46:46.68 it'll show up in the alerts so the
46:48.44 alerts is a place where you can go and
46:50.92 check what are the things in protom
46:52.72 Matrix that I should be spending my time
46:54.56 on and so you can click on each of those
46:56.44 it opens the task and then it goes away
46:58.56 from the alerts and then the other thing
47:0.32 you can do is you can actually click on
47:1.68 this top right here and clear old
47:4.24 notifications if needed um so for me
47:7.40 personally I clear old notifications all
47:9.36 the time but this is where those
47:11.04 recurring reminders are so important
47:13.28 because you know I will get like
47:14.68 hundreds of alerts and of course it's
47:16.76 overwhelming and not I won't be able to
47:18.40 go through them all so I prioritize by
47:20.64 going to the ones that explicitly
47:22.24 mentioned me first and then um the tasks
47:25.44 that are important those are the ones
47:27.28 where they keep on sending me
47:29.00 notifications and so when I see them I'm
47:30.72 like oh okay I actually got to work on
47:32.20 that that's top of mine in the home view
47:34.68 you have a couple of options as well the
47:36.76 agenda is where you see the task that
47:38.96 you have to do today and the task you
47:40.72 have to do tomorrow and and the next
47:42.88 week so it's a very time Centric view
47:45.52 but it allows you to see what are the
47:46.76 things that's on your plate for this
47:48.08 week then you can also go to my items
47:50.88 which is essentially a list of all the
47:52.40 tasks you have to do across your entire
47:54.04 party
47:54.92 Matrix so if you're a manager you might
47:57.60 spend a lot of time in the quadrants or
47:59.24 in the oneon-one view but if you are
48:2.04 more of an individual contributor or
48:4.08 you're just trying to find out what it
48:5.48 is you need to work on then you spend
48:8.16 time in the home View and look at the
48:9.96 agenda and the the my items list okay I
48:14.16 want to do one more thing here then I'm
48:15.68 going to switch gears again so when I go
48:17.52 to projects one of the things I want to
48:19.24 show you is actually how you can
48:21.44 actually look at patrix from different
48:23.24 perspective so you saw the oneon-one
48:24.76 perspective but you can also go to the
48:26.84 list view here and now see all the tasks
48:29.08 within the Matrix in the list view this
48:31.36 is useful if you want to see what are
48:33.08 the things that are overdue so because
48:34.52 you can sort them here and find out all
48:36.44 the overdue tasks they have they're
48:37.80 colored red here or you can go to the
48:39.96 calendar view which shows you all the
48:41.36 tasks that you have but with the dates
48:43.32 on them and you can drag and drop them
48:45.00 around the calendar as needed then you
48:46.72 have the gantar view which essentially
48:48.56 is a timeline view that shows you all
48:50.60 the task but span across much much
48:53.04 longer time period so the calendar is
48:56.32 good for see things that are due in one
48:57.92 week or one month but the Gant chart is
48:59.96 good for seeing things that are spanning
49:1.40 across quarters or years all right I'm
49:4.56 going to jump into Microsoft teams if
49:6.48 you do use Microsoft teams P Matrix uh
49:9.20 is one of the most Integrated Solutions
49:11.08 simply install P Matrix here and then
49:13.20 afterwards pin it on the left hand side
49:15.80 and as you can see inside Microsoft
49:17.80 teams I can open up my protom Matrix and
49:20.04 see everything that I have within teams
49:22.80 and I don't have to leave teams um I can
49:25.48 actually access all my task
49:27.24 The View looks almost similar to what
49:29.12 you saw in the web app but here's some
49:30.88 cool things inside the chat section I
49:34.20 can actually open What's called the
49:35.72 one-on-one view within my co-workers
49:38.56 chat so what that means is if you're you
49:41.60 have four or five team members that
49:43.36 you're in constant conversation with you
49:45.56 can click on this plus icon choose party
49:48.40 Matrix choose the one-on-one View and
49:50.84 then it opens this one-on-one view right
49:52.84 here with that person and then you can
49:55.36 see all the tasks you have with your
49:57.00 coworker directly from here and you
49:59.20 don't even have to go into prod Matrix
50:1.24 to see this task so if you're a manager
50:3.56 you can interact with prod Matrix this
50:5.36 way um without ever having to create
50:8.08 projects or open p Matrix at all and not
50:10.84 only that py Matrix integrates with the
50:13.12 conversation as well so imagine if you
50:15.88 and a cooworker are having a
50:17.04 conversation and then you realize one of
50:19.08 the things you have to do is create a
50:20.16 task from that you click on this dot dot
50:22.40 dot here choose create PM item and you
50:26.28 can actually create the task directly
50:28.24 here um within within Microsoft teams so
50:31.80 it allows you to create the task and not
50:33.44 only that we link back to this moment in
50:35.96 time when you created this conversation
50:38.32 so what that means is six months from
50:40.48 now you know you were trying to
50:42.08 understand hey what were we talking
50:43.76 about when we created this task you can
50:45.92 actually open patrix and jump click on
50:48.72 the link and jump to Microsoft teams and
50:50.68 it opens the conversation within the
50:52.84 context that you had uh the way that you
50:55.48 can add protom Matrix is is actually
50:57.12 down here in the plus icon and then you
50:59.24 can actually install party Matrix and
51:1.24 what that does too is it installs the
51:3.00 party Matrix chatbot which is one way
51:5.56 for you to get those notifications as
51:7.16 well so for example when you have those
51:9.00 things that are due or overdue and
51:11.08 someone assigns you a task the chatbot
51:13.64 is your friend it will send you that
51:15.24 notification so then you know okay you
51:17.12 know what these are the things that
51:18.00 requires my attention or these are the
51:19.84 things that are
51:21.08 overdue um there's a lot more that we
51:23.52 integrate with inside teams I I'm not
51:25.36 showing you but um you know that's
51:27.40 something that you can explore down the
51:29.00 road okay so I'm going to jump back into
51:31.96 my presentation here and wrap things
51:37.16 up so if you do nothing else after this
51:40.28 webinar um make sure you sign up for a
51:42.40 party Matrix if you happen to use teams
51:44.48 and Outlook then make sure you add those
51:46.20 extensions that I I mentioned uh make
51:48.72 sure that you create a project
51:50.04 highlighting your top priorities at
51:52.72 again I think that at the individual
51:54.72 level part Matrix
51:57.72 I mean to me you personally like for the
52:1.36 individuals to prioritize their task
52:3.52 that's where the ultimate success with
52:5.28 prod Matrix come from if you are
52:7.20 successful in prioritizing everything
52:8.92 else will fall into place and then ask
52:11.32 your each of your coworker to do the
52:12.88 same if you're in a management position
52:15.08 make sure your direct reports are using
52:17.08 promatrix to track their priorities so
52:20.08 then when you have a conversation you
52:21.84 just share the screen and it is so
52:24.12 powerful to be aligned make it explicit
52:27.48 don't have it be in their head and then
52:29.76 you know when you have a conversation
52:31.04 you don't really know exactly what
52:33.48 everyone is is doing or is working on
52:37.56 but when you have it in pry Matrix it is
52:39.88 so explicit and there's no denying that
52:44.80 um you know we're not on the same page
52:46.88 because you will be on the same page and
52:48.84 then you sit down and compare notes
52:50.48 share the screen with each other share
52:51.72 the project with each other if you're
52:53.48 ambitious make sure you create a project
52:55.04 for your personal priorities I also
52:57.24 recommend that you create a a project
52:59.20 for your goals as well as your um your
53:2.12 goals as in your personal goals as also
53:4.04 your professional goals and then invite
53:6.44 team members to share a team priority
53:10.76 project some advice make sure you use
53:13.28 part Matrix to track high impact tasks
53:15.24 if you ever have to make a decision and
53:17.64 need to prioritize that's what part
53:19.52 Matrix is for and then use P Matrix as a
53:22.76 communication tool so when I say
53:24.84 communication tool it's about
53:27.24 showing everyone else what it is that
53:29.52 you're working on and so if you do that
53:31.76 then you're communicating to everybody
53:33.32 everybody else your priorities and
53:35.36 everyone else should be communic
53:36.96 communicating to you what their
53:38.76 priorities are and then using PR Matrix
53:41.12 to manage your individual
53:43.44 goals what success should look like on a
53:46.04 personal level you should be checking P
53:47.76 Matrix at least every week to remind
53:49.72 yourself of your goals and then using it
53:52.12 as one central place to track the work
53:53.76 that you need to get done at the team
53:55.76 level everyone in the team understands
53:57.60 and are line a key tasks so what that
53:59.40 means is instead of having conversation
54:1.56 with each other and say what are you
54:2.72 working on you should be opening up PR
54:4.56 Matrix instead if you have a lot of
54:6.56 important emails and you're you're
54:8.24 having problems prioritizing them or
54:10.40 you're not responding to them or your
54:11.92 co-workers or having problems not
54:13.48 responding to important emails then make
54:15.68 sure you use the email Integrations that
54:17.68 we have uh you can actually you know
54:20.00 triage it to different team members set
54:22.68 those due dates and then thirdly being
54:25.92 able to everyone's priorities in real
54:28.12 time asynchronously more so than ever
54:30.52 before you're not working with everyone
54:32.52 in the same office right you have people
54:34.36 distributed in different places and so
54:36.32 forth you don't want to have to get a
54:38.40 get together just to be aligned you
54:40.60 should be able to open that party Matrix
54:42.52 go to the share projects and see what
54:44.56 the priorities are for every single one
54:45.92 of those people so if you're doing those
54:47.72 things you're using promatrix
54:50.56 correctly all right with that I'm going
54:53.08 to end my presentation and demo um as I
54:55.68 mentioned the webinars are recorded and
54:57.28 we'll post there and now of course you
54:59.20 know there's so many other ways to use
55:0.72 prod Matrix and more advanced topics so
55:3.20 be sure to explore that if there are any
55:5.68 questions right now I will check the
55:7.44 chat and I'd be happy to address that
55:9.40 thank you so much