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

0.04s my name is hiwi I'm co-founder of
1.64s affluence the company behind pry Matrix
3.84s today's webinar is focus on an
6.32s introduction to pry Matrix and then I
8.76s also want to take this opportunity to
10.40s share with you tips and tricks and all
12.92s that to make sure you get the most out
14.32s of the software I want to mention as
16.60s well that there's a chat section here so
18.96s if you have any questions whatsoever
20.52s during the webinar please feel free to
22.28s send a message there and I'll do my best
23.84s to address those questions
26.36s afterwards
28.28s okay my goals for today um this is an
31.40s introduction so this is a guide for
33.20s beginners and I want to help you
35.32s understand the basics of patrix and then
37.68s also help you become more effective and
39.52s efficient at prioritizing task projects
41.60s and email my goal is to ensure that when
45.32s you walk away from this webinar or when
47.56s you um are off to prod Matrix you're off
50.08s to a good start and that you're using it
52.24s in a way that is effective um and so
54.80s you're not you don't have to Fumble
56.00s around to find what features that you
57.48s need so hopefully that'll be a big
59.44s outcome for of this I also want to help
1:2.36 you envision what your work and life
1:4.44 success may look like with pry Matrix
1:6.64 and then also emphasize on the features
1:8.52 that I think are most important um as
1:10.32 with any software there's just so many
1:12.24 capabilities right that's available so I
1:14.76 will give you some guidance on the
1:16.92 features that I think are most effective
1:19.24 regardless of your role and function um
1:21.76 in terms of using the
1:24.44 software you know the tips and tricks to
1:27.16 prioritize more effectively are come
1:29.20 from the fact that talked to thousands
1:30.76 of customers over the years and then
1:32.60 also from my own um usage of the system
1:35.44 because I rely on pry Matrix for
1:37.04 everything that we have to do and then
1:39.16 lastly to help you walking away feeling
1:41.20 productive and have a strategy to be
1:43.08 align with your team um party Matrix
1:45.64 works for the individual works for the
1:47.24 team works for the entire organization
1:49.28 but if you look
1:50.92 at um how it all comes together I do
1:53.88 think the individual is the most
1:55.08 important so for everyone who's here and
1:58.04 who's listening to this um the the goal
2:0.20 in all of this is to make you productive
2:2.76 and then if you're productive everything
2:4.12 else would fall into
2:7.96 place so why do you even prioritize
2:10.64 there's three reasons customer come to
2:12.04 your party Matrix um the first is to be
2:14.04 better at keeping track on the status of
2:15.80 work across many areas of
2:17.68 responsibilities which we just have a
2:19.40 lot on our plates right and it's so hard
2:21.96 to be on top of everything to know what
2:23.92 it is that we need to work on uh the
2:26.04 second at the team level is to create
2:28.00 alignments so that everyone knows what's
2:29.96 important so then if you are able to
2:33.04 communicate to your co-workers what you
2:35.20 think are the important things and if
2:36.64 they're able to communicate to you what
2:38.80 they think are important things then the
2:40.80 goals of PR Matrix H um have been
2:43.36 achieved and then thirdly to Take Back
2:45.72 Control on emails and meetings we just
2:47.96 have so many emails so many meetings
2:50.40 every single day it is um quite hard to
2:54.40 stay productive in light of all of that
2:56.28 you know I find myself being interrupt
3:0.00 it so many times during during the day
3:2.40 that when I get back to my work I have
3:4.24 to go and rethink okay what's important
3:6.80 again you know and make sure that I
3:8.00 focus on that and the corollary to all
3:10.40 of this is what happens when you don't
3:12.44 prioritize first you lose sight on
3:14.52 what's important and you work on the
3:15.96 wrong things or you feel busy but you're
3:18.28 not meeting your goals and then you're
3:20.04 completely overwhelmed by emails and
3:21.52 meetings so if you feel any of the
3:25.32 challenges I brought up here then I
3:27.80 think I can show you how to use patrix
3:29.88 to tackle some of these
3:32.48 problems so what is party Matrix um
3:35.08 party Matrix is a comprehensive email
3:37.16 priority and project management software
3:39.64 that together helps at three different
3:41.52 levels at the individual level which
3:43.92 again is the most important is to help
3:45.92 you prioritize your most important task
3:47.80 in emails the idea is just to have one
3:50.52 central place to see everything that you
3:52.16 have to do and understand what you need
3:53.76 to work on right now the second is that
3:57.32 if we can help you understand what you
3:59.24 need to work on then we can help your
4:1.48 entire team understand what they need to
4:3.32 work on and ensure that there's that
4:5.04 alignment imagine you know if you
4:7.24 walking to the office and you're talking
4:9.28 to your manager and you're going to work
4:11.24 on something that you think is important
4:12.56 but your manager thinks it's not then
4:14.52 there's that mismatch right and so most
4:16.44 of the time we just let this be and it's
4:18.96 under the radar so party Matrix makes it
4:21.24 very explicit so then when you guys are
4:23.52 working together you can be aligned from
4:26.20 day
4:26.96 one then what happens as you use prod
4:29.32 Matrix more and more and you expand the
4:31.20 usage across not just your team but
4:33.48 multiple teams part Matrix becomes a
4:35.60 single source of Truth to help everyone
4:37.68 becomes more effective and more
4:39.08 efficient the key to this is actually um
4:42.56 retaining knowledge and then also
4:44.52 helping with onboarding new people and
4:47.00 I've seen customers face this challenge
4:48.68 so many times which is you know they
4:50.88 have employee turnover and then there's
4:53.80 a complete lack of understanding of what
4:56.44 this new employee should work on when
4:58.04 they take over someone else's job and so
5:0.16 party Matrix makes it possible to take
5:2.04 these priorities shift it over to
5:3.92 somebody else and then ensuring that the
5:5.68 next people have the full context that
5:7.80 they need to to
5:9.72 succeed so P Matrix works well across
5:13.00 the entire
5:14.24 Spectrum so what makes p Matrix better
5:16.72 than a lot of other solution is that
5:18.40 first it's the only software that's
5:20.40 Microsoft 365 security certified across
5:22.92 the web app teams app and Outlook at app
5:25.56 at the same time um we're also very
5:27.84 deeply integrated into the Microsoft
5:29.72 ecosystem so if you use anything
5:31.44 Microsoft pry Matrix is almost a
5:32.84 no-brainer because we work so well with
5:34.56 teams Outlook and also now co-pilot um I
5:37.96 do want to mention that you don't need
5:40.16 Microsoft to actually use petric at all
5:42.52 it's just one of those things where we
5:43.80 add a lot of value should you do that
5:46.92 patrix also focuses on prioritization
5:49.44 that's front and center every step of
5:50.88 the way um so when I talk about patrix
5:53.92 and I show you the product you're going
5:55.68 to see that you know we talk about
5:57.56 prioritization constantly because it's
6:0.16 not just about tracking a list of things
6:2.48 to do that's very very different right
6:5.08 um it's about doing the right things
6:7.12 right which I think is uh something that
6:10.32 a lot of us don't spend enough time on
6:13.12 part Matrix also provide people Centric
6:15.04 collaboration ensuring that you
6:17.32 understand what you need to work on for
6:18.48 a cooworker so imagine if you have
6:21.16 direct reports right you're able to go
6:23.00 and see what are all the things you have
6:24.36 to do with that direct report across
6:26.68 your entire P Matrix um vice versa if
6:29.08 you work with a colleague uh across
6:31.72 multiple projects part Matrix can give
6:33.48 you that visibility from the perspective
6:36.12 of people as opposed to just projects
6:37.96 and that what makes part Matrix pretty
6:39.40 unique as well lastly well second to
6:42.16 last part Matrix is available as a SAS
6:44.00 solution a hipot compliance solution if
6:46.20 you're in healthcare or Life Sciences we
6:48.08 also have Azure government Cloud
6:49.40 solution for those who um for state and
6:51.68 local government and then lastly produ
6:53.88 Matrix has some AI features that's Focus
6:56.96 specifically on helping you tackle um
7:0.52 challenges so you know we want to make
7:4.04 sure that everything that we do is
7:5.96 conducive towards making you more
7:7.32 productive so I'll try to show you some
7:8.88 of the things that we're doing and then
7:10.64 mention some of the things that we're
7:12.00 doing in the future that might be very
7:14.32 valuable to your
7:16.32 work p Matrix is effective because it
7:19.08 helps you determine what you need to
7:20.24 work on now what you work on later and
7:22.44 then what you need to delegate so as you
7:24.08 use P Matrix more it becomes the one
7:26.24 place where everyone can go to to know
7:28.32 what needs to be done
7:32.96 so let's talk about the philosophy
7:34.56 behind bir Matrix uh there's a famous
7:36.36 quote attributed to former President
7:37.92 Eisenhower what is important is seldom
7:40.04 urgent and what is urgent is seldom
7:41.68 important and what I really like about
7:43.48 this quote is that it takes the things
7:44.92 that we have to do and breaks it into
7:47.04 the dimensions of importance and urgency
7:49.64 it's not just
7:51.72 about what I have to do um or or what I
7:55.80 should do because it's that last email
7:58.04 that came in or that last ping that I
8:0.64 got through my chat application or
8:2.60 whatever instead you need to look at
8:4.56 from the perspective of importance and
8:6.44 urgency so what are the things that's
8:8.24 important and urgent that I need to work
8:9.72 on at this moment in time and what are
8:11.60 the things that are actually urgent but
8:13.20 not actually important and so tasks come
8:15.72 in so many different flavors um and and
8:19.52 what happens is that um if you're human
8:23.04 like the vast majority of us you know we
8:25.52 get that last email and that last email
8:27.76 tends to be the first email that we
8:29.16 respond want to so we come back from
8:31.16 break or we start our day and we look at
8:33.36 our list we always tend to work on
8:36.12 things that are less in and then first
8:38.64 out um instead if we go and spend time
8:42.72 thinking about what are the things I
8:44.28 need to do to to work on for my goals
8:46.52 for this week for this quarter and
8:48.60 that's the thing that you start with
8:49.92 every single day then you're going to
8:51.48 find that your work is a lot more
8:53.52 productive so there's something called
8:55.52 the Eisenhower Matrix which is a simple
8:58.44 yet powerful time management framework
9:0.92 that takes all the things that you do
9:2.64 and instead put it into these four
9:4.56 quadrants based on importance and
9:7.00 urgency so um what that does is it helps
9:10.08 you prioritize your task but also make
9:12.60 the most out of your time if we decide
9:15.52 to work on everything then it doesn't
9:18.56 really matter right but if you have
9:22.12 limited time and you have more things to
9:24.20 do than the resources to do it then it's
9:26.60 truly very important for you to decide
9:28.84 what are the things you should hone in
9:30.80 on what are the things you should spend
9:32.60 all your effort on instead of trying to
9:35.12 cover every task possible out there so
9:38.76 what per Matrix does is it takes that
9:41.48 Eisenhower Matrix and puts it into a
9:43.68 software form that is very easy to use
9:46.32 and very easy to communicate so when you
9:48.60 create a task in part Matrix you don't
9:50.40 just put it in a list instead you put it
9:52.20 into one of these four General buckets
9:54.60 do now that's the important urgent plan
9:57.56 those are the important but not urgent
9:59.48 delegates those are the things that's
10:1.20 urgent but perhaps not important enough
10:3.12 for you to do but maybe somebody else
10:5.12 can do it for you and then lastly you
10:7.36 shouldn't have anything that's not
10:8.60 important not urgent instead you have
10:10.60 What's called the inbox which is your
10:12.72 repository of all the things that you
10:16.04 could be working on um and then from
10:18.08 there decide where it fits within the
10:19.56 bigger picture so what promatrix does is
10:23.04 it makes you think about where you can
10:26.84 spend your effort and time to make the
10:28.76 most impact
10:30.56 here's where the magic happens imagine
10:33.52 if you right now spend some time writing
10:37.16 down the things that you have to do and
10:38.60 instead of putting in a list you put
10:39.92 into these four buckets now ask your
10:42.08 co-workers to do the exact same thing
10:44.04 your manager for example your colleagues
10:46.48 that you work closely with your direct
10:48.68 reports or if you're you work with
10:51.04 external people get some clients or
10:53.56 external party to do the same exercise
10:56.28 then guess what get together and compare
10:58.80 notes
10:59.84 right if your your priority list matches
11:3.44 exactly what your manager priority list
11:5.32 are which matches exactly your direct
11:6.92 reports then that's perfect you're the
11:9.52 rare unicorn out there who has complete
11:12.16 alignment on everything but here's the
11:15.08 thing once in a while you will find a
11:18.32 discrepancy something that you think is
11:20.28 important your manageres does not think
11:22.36 is important or something your manager
11:24.08 do not does not realize is important is
11:26.24 actually important and that's where the
11:28.88 value of PR Matrix comes in which is to
11:32.76 surface up these misalignments and
11:34.52 priorities and if you find one
11:36.44 discrepency a week or one discrepancy a
11:38.48 month that's sufficient to drive so much
11:41.28 value um because we end up working on
11:43.88 the right things for that
11:45.52 reason and so my uh the way I convey
11:50.04 this is imagine if you're walking around
11:53.12 the office and you see a floating
11:55.60 quadrants over everyone's head right if
11:58.32 you do that that's how you use prot
12:0.48 Matrix correctly so everyone has this
12:2.20 floating Matrix over their head that
12:4.12 shows everyone else what their
12:5.64 priorities are and then you just have a
12:7.68 conversation whenever you find that
12:9.00 mismatch so think about it from that
12:10.68 perspective for a second and I hope that
12:12.92 you know when you come out of P Matrix
12:14.56 and you're using it to the fullest
12:16.04 potential that you're looking at from
12:18.04 that exercise
12:19.72 standpoint so the four quadrant
12:21.64 Eisenhower Matrix create alignment
12:23.28 because it forces you to prioritize from
12:26.16 the beginning um so you're you're not
12:28.52 messing around you're not creating a
12:30.08 list and then you know just Mark things
12:31.92 off at the top at the bottom instead
12:34.40 you're spending all this effort
12:36.40 prioritizing it so then you can focus on
12:38.56 the right things and then be able to
12:40.64 communicate that to everybody else so
12:42.20 you're on the same page success from
12:44.88 using p Matrix isn't about what finding
12:46.96 everyone agrees on it's discovering
12:49.08 disagreement on what should be a
12:50.84 priority when it isn't so one of the
12:52.84 exercises that I encourage customers to
12:54.92 do is when you have your team meetings
12:57.88 project part Matrix onto your big screen
13:0.52 right so what that means is you share it
13:3.32 either in a team call or you um put it
13:6.12 onto the projector so then everyone can
13:7.92 look at it and see okay I see that these
13:10.28 are our priorities let's talk about the
13:12.52 ones that's in quadrant
13:15.40 one so a couple of tips at a high level
13:18.48 and then I'll jump into the product um
13:21.16 first if you're a manager create a
13:23.48 project for each of your team staff
13:25.24 meetings and screen share during the
13:27.12 meetings if you're managing multi ual
13:29.40 sit so for example if you have you know
13:31.48 multiple responsibilities that you're
13:33.08 working on create a project for each of
13:35.48 the site or location then you can have
13:38.20 the appropriate people in each of those
13:40.08 projects so then everyone who's working
13:41.96 on that specific site or location know
13:45.44 what the priorities
13:46.96 are if you're um trying to create some
13:50.36 specific training program or initiative
13:52.88 then create a project for each of those
13:55.08 initiative so for example uh let's just
13:57.88 say if you have a quarterly growth
14:0.80 project right that you're responsible
14:2.68 for create a project for that and then
14:4.84 if you're responsible for another
14:6.12 initiative create another project for
14:7.60 that the reason you want to do that is
14:9.48 then you can track everything within the
14:11.24 context of that particular initiative or
14:13.56 that particular
14:14.76 project if you're a business owner then
14:17.36 create a project for each of your
14:18.92 departments so then when you log into
14:21.76 pry Matrix and you look at the list of
14:23.68 all the things you have to do you know
14:25.60 exactly what everyone else is working on
14:27.52 and you know exactly what the priority
14:29.36 are for your marketing team your
14:30.96 engineering team your customer success
14:33.00 your sales team and all that having that
14:35.16 visibility is so powerful without having
14:38.04 to have a meeting just to know what's
14:40.52 going on and then lastly if you're an
14:42.88 individual contributor then create a
14:44.92 project for your own goals to use for
14:46.92 your promotion requests as an example um
14:49.68 so almost for all of us all of us will
14:52.56 benefit from creating a project for our
14:54.24 own goals so for me personally I have a
14:56.56 project for my own goals and within that
14:58.44 I track the the things I want to do and
15:0.84 I track the things that um I would like
15:3.56 to do this quarter this this month this
15:5.76 year and it's very easy for me to lose
15:8.68 sight on the things that matter but
15:10.96 having a project to remind me of my
15:13.40 goals is so tremendously
15:17.44 helpful I do want to mention that the
15:19.88 webinars are recorded and posted on our
15:21.88 website at aff.com webinars and then
15:24.80 also the other recordings that we have
15:26.56 are available upon request so be feel
15:28.96 feel free to reach out to me if you need
15:30.12 the other languages and with that I'm
15:32.72 going to go ahead and jump into the
15:34.00 product demo here and try to walk you
15:36.32 through this and put this into
15:38.60 practice here I have my pry Matrix open
15:41.88 um so as you can see pry Matrix uses the
15:44.68 four quadrant front and center right so
15:46.76 every single project that I have has
15:49.00 these four quadrant in it and every task
15:50.92 that I create fits within these four
15:52.48 quadrants so on the left hand side here
15:55.04 these are my list of projects and so in
15:57.20 my actual work account I have something
15:59.36 like 300 projects and so I don't think
16:2.40 you have to be scared about creating
16:3.88 more projects it's just a way of
16:5.60 organizing all the information that you
16:7.92 have but here you can see that I have a
16:10.24 couple of star projects my team
16:11.92 priorities that's a project where I
16:13.68 would share with other people and so
16:16.00 everyone can be on the same page I have
16:17.88 a personal priorities these are my my
16:19.88 personal task um I have my goals for
16:23.64 2024 and then I have maybe a project to
16:26.52 track like customer leads or something
16:28.24 like that and and so obviously these are
16:30.28 just examples but for you you can think
16:33.00 about what are the things you care about
16:35.12 right so what are the your personal
16:36.76 goals um it could be uh something
16:39.92 related to Fitness it could be something
16:41.56 related to getting promotions Etc so you
16:44.04 can think of a project for each of those
16:45.68 and then you can track the tasks that
16:47.12 that you do within that
16:49.40 perspective in the middle are four
16:51.44 quadrants I have the do now do later um
16:54.76 and then instead of actually in this
16:56.36 example I actually changed the name of
16:58.00 quadrant three instead of having
16:59.80 delegate I change it to resources and
17:2.20 then finally I still have my inbox here
17:4.76 on the right hand side is my project
17:6.48 details and so this is my name the name
17:8.44 of my project the fact that I start it
17:10.84 and these are the team members in my
17:12.28 project and then these are the quadrant
17:14.04 names and so I can actually customize
17:15.68 these quadrant names and then I can
17:17.28 change the color as well part Matrix
17:19.64 offers a lot of flexibility when it
17:21.80 comes to customizing part Matrix in fact
17:24.32 um we have over a thousand different
17:27.44 templates that we make public for all
17:29.24 our customers so if you're looking at
17:31.72 using part Matrix for any specific
17:33.52 scenario there's likely a project
17:35.88 template that we have already to address
17:38.88 that specific needs um and it's just a
17:41.40 matter of customizing the quadrant names
17:43.88 and then tracking the right task so then
17:45.84 you can actually leverage P matric for
17:48.00 those specific purposes so let me show
17:50.68 you how to create a task in petrix so
17:53.00 let's just say I want to go ahead and
17:55.64 follow
17:56.56 up with webinar particip ipants okay so
17:59.68 this is something that's actually a very
18:1.20 obvious task I have to do um so that's
18:3.68 how as an example how I can create a
18:5.36 task but one of the things I could do in
18:6.92 P Matrix is actually I can type the due
18:8.60 date directly here so I can say due
18:10.80 tomorrow 2m and what P what patrix does
18:14.52 is it actually um use this natural
18:17.16 language and it takes this due tomorrow
18:19.20 at 2 p.m and sets the due date for me in
18:21.88 my local time zone so what this means is
18:24.12 if you're using pry Matrix in um your
18:28.48 resp Ive time zone Pro Matrix would
18:30.36 capture that and set these due dates
18:32.20 relative to that so you could say do in
18:34.48 two weeks do in 3 days do in two hours
18:37.32 Etc now after I created this task it
18:40.08 opens What's called the item details
18:42.56 within the item details I can modified
18:45.12 and update these tasks as needed so for
18:47.00 example I can change the task name here
18:49.28 I can start this task as you can see if
18:51.64 I start the task it pops it to the top
18:53.32 of my list so the way I look at star
18:56.76 task is it's a way to to ensure that I'm
19:1.28 tracking the most critical things that I
19:3.92 need to work on um So within a project I
19:8.04 recommend maybe five to 10 star tasks at
19:10.36 most because if you start everything
19:12.40 then then everything's important and and
19:15.00 Urgent so that nothing is important
19:16.52 urgent right so star the tasks that are
19:18.52 active star the tasks that matter below
19:20.68 that you have quadrants you can click
19:22.20 I'm sorry icons you can click on icons
19:24.24 here able to select an icon that may be
19:26.76 reflective of the task name so if you
19:29.60 have a lot of different tasks you can
19:31.28 look at icons as a way to visualize the
19:33.44 type of task that you have and so when
19:35.36 you choose an icon um you can use the
19:38.08 icons to sort later or you can filter
19:41.24 across your entire Pary Matrix to find
19:43.52 you know tasks related to travel or
19:45.68 tasks related to um emails Etc and then
19:51.08 one of the areas that I've seen success
19:53.04 in is actually using the color coding
19:54.88 here so then you could say this task is
19:56.92 red which means behind schedule or
19:58.72 yellow which is at risk or green which
20:0.96 is on schedule so um the use up icons is
20:4.52 completely optional but it's helpful for
20:7.32 those who are very Visual and it's
20:9.24 helpful if you're trying to organize
20:11.84 information below this you have owner so
20:14.36 for example every task has an owner
20:16.24 input Matrix um in this case when I
20:18.40 created this task it puts me as as an
20:20.40 owner but let's just say if I need to
20:22.32 delegate to another person I simply
20:24.20 click on the Avatar and change the
20:26.48 person here so now this other person
20:28.76 will be responsible for the task they'll
20:30.44 get a notification around it and then
20:32.60 when they log into the per Matrix they
20:34.20 see that hey I have this task that's
20:35.92 coming up that's due tomorrow at 2 p.m.
20:38.88 and then finally to the right of that
20:40.32 you have progress efforts reminders and
20:43.08 due dates and so you saw how I set the
20:45.40 due dates but there's a difference
20:47.20 between due dates and reminders and it
20:48.88 is a subtle difference but extremely
20:51.04 important one due dat is when that task
20:55.32 is due and then when that that time
20:57.80 passes then that task becomes overdue
21:0.76 let's just imagine if you have a task
21:2.72 and it takes you 3 days to work on and
21:4.80 so you set the due date you know for a
21:7.16 week from now but the week comes and you
21:10.12 haven't started yet and now the due date
21:11.96 is there you're obviously not going to
21:13.48 get that done because they going to take
21:14.68 you three days of work right and so if
21:16.88 you only set a due dates that's not
21:19.04 sufficient and what happens is that when
21:22.56 we get a due date um and if the due date
21:25.20 passes it suddenly becomes the past and
21:28.12 so a lot of us end up forgetting that
21:30.68 we're supposed to do that task and
21:32.28 you've probably had experience this
21:33.68 yourself which is you set a due date on
21:36.40 something and then as the deadline
21:38.52 approaches you're like oo I got to work
21:40.04 on that I got to work on that and then
21:41.88 past the deadline suddenly you have a
21:44.04 thousand other things that you also have
21:45.72 to do and their deadlines are coming up
21:47.72 so therefore you never get around to it
21:49.76 and now you have something that's
21:51.00 overdue and likely important that's
21:53.16 completely miss this happens to all of
21:55.84 us this happens to the best of us and it
21:58.72 doesn't matter because um how due dates
22:1.72 how we work is that we tend to be very
22:3.64 time Centric and so if we only set due
22:6.44 dates it's not sufficient so the way
22:8.40 reminders works is reminders help you
22:12.12 help remind you of these upcoming tasks
22:14.68 so for example here I'm going to go
22:16.32 ahead and say remind me daily so now
22:19.92 what I've just done is I've set a daily
22:22.04 reminder for this task so even if the
22:23.88 due date comes and passes the reminders
22:26.28 will send me a message that says hey you
22:27.84 got to work on this this so for me
22:29.84 personally when I use predy Matrix I
22:32.24 always set due dates and I always set
22:34.56 reminders on my most important task and
22:37.56 the reason I do that is if the due date
22:39.64 passes I will still get those reminders
22:42.00 um and it's a way to trick your brain uh
22:44.36 you know all of us we just have so much
22:47.56 bandwidth and the as I mentioned earlier
22:50.04 the urgent things always come first and
22:53.76 so by setting these recurring reminders
22:56.04 they'll surface back up at the top of
22:57.92 our list over and over again so um when
23:0.44 you say Remind me daily on a daily basis
23:3.36 I'll get a reminder to work on this task
23:5.20 and then if I miss it it's okay the next
23:7.20 day I'll get a reminder again so as an
23:9.92 example when I follow with customers I
23:11.92 would typically do do in one month and
23:14.76 then remind me monthly and you can see
23:17.04 how instead of just clicking on this UI
23:19.24 by just typing right here I actually um
23:22.48 I can actually send these commands into
23:24.08 patrix and patrix uses the natural
23:26.64 language to process that so I could
23:29.08 easily say remind me weekly remind me
23:31.64 monthly or I I can say remind everybody
23:34.20 daily remind everybody weekly
23:36.52 Etc so when we talk about the most
23:38.84 important features in PR Matrix I want
23:40.72 to emphasize to you due dates and
23:43.20 reminders are absolutely
23:45.60 crucial right the quadrants works great
23:48.52 for prioritizing tasks the due dates and
23:50.84 reminders works great for helping you
23:53.16 understand what's urgent so you need
23:55.04 both of those Dimensions to work
23:57.12 together below that you have the chat
23:59.52 which is where you have a history of all
24:0.96 of these and yes you can see that's
24:2.68 where I can type commands but also if I
24:4.64 work with others it's where I can send
24:6.68 messages back and forth and then you
24:8.56 have the notes section which is where
24:10.04 you can actually add subtask or
24:11.84 information around the task itself and
24:14.08 there's this really cool thing called
24:15.56 fill with
24:16.96 AI what fill with AI does is it takes
24:19.84 the task that you have and help you come
24:21.88 up with the subtask or the description
24:24.84 for it and so for as an example I'll go
24:26.80 ahead and click on fill AI here
24:28.96 as you can see actually the subtasks
24:31.20 here are built out for me right and so
24:33.56 now instead of having to type this by
24:35.92 myself are you you can use our
24:38.92 intelligence to actually build out these
24:40.88 subtask and so you can think of how many
24:43.72 ways you can save time and effort by
24:46.20 creating task and then instead of having
24:48.32 to type out all the details click on our
24:50.84 fill with AI feature to write the
24:53.40 subtask and then you can edit the
24:54.96 subtask as needed and what's nice about
24:57.48 this too is is if you're assigning this
24:59.32 to another person then they also get the
25:1.72 details around what they need to work on
25:3.80 and then as you update and Mark these St
25:6.12 tases done um it actually updates the
25:8.60 progress as well so if you have five
25:10.04 tasks and you get two out of five done
25:11.72 it's
25:13.20 40% and then after that you have the
25:15.44 resources section which is where you can
25:17.08 upload files documents links emails
25:19.92 related to this task now the the way to
25:23.12 think about resources is um a way to
25:25.52 capture everything that's relevant so as
25:27.64 an example let's just say if I if one of
25:30.16 my tasks is to follow up with webinar
25:32.52 participants then a resource would be
25:34.56 the list of attendees right and so that
25:37.04 could be a document that I upload but I
25:39.48 can also just link it to um the
25:42.92 SharePoint version of the document
25:45.04 instead of actually just up uploading
25:46.72 this document and then also when I write
25:49.08 the email that I send to customers I can
25:51.32 upload that email into here as well so
25:54.12 now I have a record of it and then if a
25:56.24 coworker needs to go and review what's
25:58.04 been present to whom they have that all
26:0.32 in the resources
26:1.84 section I want to put on a side here too
26:4.68 which is um one of the things that we're
26:6.80 doing is taking this information and we
26:8.80 can help you synthesize it uh using
26:11.52 again artificial intelligence to give
26:13.96 you a summary related to every single
26:16.28 item that you have so this is something
26:18.64 that is so valuable uh because it can
26:21.64 actually help you onboard new people or
26:24.84 transfer a task to a colleague so if
26:27.52 you're interested and that capability
26:29.24 reach out to us because that's something
26:30.68 that we're working on okay so this is
26:33.48 your item details um and that's within
26:35.92 the quadrants and let's just say I
26:37.24 created this task here now I want to
26:39.08 move it to Quadrant One everything is
26:40.76 drag and drop it's very very simple to
26:42.64 move things in PR
26:44.56 Matrix I'm going to switch gear a little
26:46.72 bit and talk to you about how you can
26:49.16 see the information that you need so as
26:51.24 you can see this is the quadrants but
26:53.12 patrix also has views so for example I
26:55.92 can go to list view essentially it show
26:58.20 shows the tasks that I have but in the
26:59.68 list and I still can sort by quadrants I
27:2.76 can still sort
27:4.20 by um by uh the icons by owner by name
27:9.24 by modify date by due dates Etc uh what
27:12.32 what I find the list view useful for is
27:14.92 a way for me to see what are the things
27:17.08 that overdue any task that's overdue has
27:19.36 a red color next to it so it's very easy
27:21.64 for me to spot that and then from here I
27:24.04 can also click on this multiple
27:25.60 selection and I can select all the tasks
27:28.24 I can select multiple tasks and then
27:30.12 change the due dates or move them across
27:32.52 projects in book so this is a it's sort
27:35.04 sort of like a an Excel sheet equivalent
27:37.76 as you will then you have the calendar
27:40.08 view and so these are tasks that have
27:42.12 due dates associated with them so
27:43.36 earlier you see how I created this task
27:45.80 here and I have a due date for it right
27:47.88 and actually I can actually drag and
27:49.48 drop it to change the the due date as
27:52.24 needed and so anything that has uh dates
27:54.92 in it would show up in the calendar view
27:57.32 and then you have the Gant chart view
27:59.20 which is essentially the same
28:0.88 information but across much larger time
28:3.56 scale so uh my recommendation typically
28:7.40 is that you know the calendar is good
28:8.84 for seeing tasks that are due this week
28:11.20 or next month Etc but then the gantar
28:13.88 view is for you to see things that are
28:15.48 due across three months six months and
28:17.76 then with within promatrix you can
28:19.56 actually build dependencies from one
28:21.64 task to another by using the resources
28:24.36 section and so for example if I go to
28:26.56 resources here I can can click on this
28:28.92 and then I can link an existing item and
28:31.28 then I can say that you know this task
28:32.92 is blocked by this task blocks or this
28:34.80 task is caused by and so if you're a
28:37.24 project manager per Matrix lets you
28:39.24 build all of those dependencies and
28:41.00 they'll show up in your Gant yard here
28:43.16 which you can print or take a screenshot
28:45.24 of and put it into your
28:47.44 presentation the last two view is the
28:49.64 feed view which is full history and then
28:52.08 the reporting view which gives you um a
28:54.68 sense of everything that's happening
28:56.04 within this project again if you you're
28:58.24 a team manager and you have a lot of
28:59.96 folks working on many different things
29:1.96 the pr Matrix report view gives you
29:4.00 visibility on the burndown diagrams how
29:7.12 things are happening Etc so these are
29:9.00 the different views here on the left
29:11.12 hand side you have a couple of other
29:12.36 views earlier I talked about the people
29:14.96 Centric view well that's what the
29:16.36 one-on-one is the one-on-one lets me go
29:19.40 and see everything I have to do in
29:22.20 common with another coworker so if
29:24.56 you're a manager and you have five or
29:26.20 six direct reports
29:28.52 it's a struggle if you have to click
29:30.28 through every project to know what it is
29:32.28 they're working on right instead you go
29:34.28 to the one1 view select the person and
29:36.84 now you see all the tasks that you and
29:39.04 that person has in common across all of
29:41.60 your py Matrix it is so powerful it is
29:44.64 one of my favorite views when trying to
29:46.96 figure out what it is that my my
29:48.64 co-workers are working on or what it is
29:50.76 that I owe to them that I have to do for
29:53.04 them or what what it is that they owe to
29:55.40 me that they have to do for me and so
29:57.32 it's a nice way to see all that and then
29:59.48 not only that you can actually click add
30:1.20 share task directly from this view so it
30:4.96 allows you to create a task directly
30:6.68 from here it automatically assigns it to
30:9.20 the other person automatically add you
30:11.12 as a follower so you get updates on it
30:13.48 and then you can choose what project it
30:14.92 goes in directly from this one-on-one
30:17.96 view without having to leave it um and
30:20.72 what I like about it is if you have a
30:22.60 lot of one-on-one meetings with your
30:24.12 co-workers one of the challenges I've
30:26.20 seen over and over again is that someone
30:28.56 will say oh hey let's do this let's do
30:31.12 that right and then two weeks later you
30:33.68 catch up again and then the person said
30:36.04 oh I never wrote it down um and so then
30:38.92 you don't get those things done well the
30:40.80 one-on-one view here takes that excuse
30:42.96 out because when you're having that
30:44.24 meeting just open up the one-on-one with
30:46.52 that person at the share task directly
30:48.76 here now it's on everyone's calendar and
30:51.36 then you know at least you've tracked
30:53.68 those tasks and then you can prioritize
30:55.32 them as
30:56.72 needed um and as you can see on the left
30:59.60 hand side there's a couple of other
31:0.84 views that are actually pretty important
31:2.44 so I'm going to go ahead and go to
31:3.64 What's called the home view I talked
31:5.68 about the alerts and I talked about due
31:8.44 dates and reminders and so forth well
31:10.56 all of that come together in the alert
31:12.32 section here in the home view the alerts
31:14.60 are essentially things that require your
31:16.20 attention so for example if I have a
31:18.08 task and it's due well it pops up in
31:20.20 here in the alerts um if I have a task
31:22.36 and I've set recurring reminders it'll
31:24.40 pop up here in the alerts over and over
31:26.00 again right to ensure that I work on it
31:27.72 so so for me on a daily basis I get a
31:29.92 few dozen new alerts every day these are
31:32.64 things that are relevant to me either
31:34.16 tasks that I own or task that I follow
31:37.92 um and and then I can go through this
31:41.32 click on them and essentially if I get
31:43.44 to zero that means I've looked at
31:45.20 everything that requires my
31:47.04 attention but sometimes you can actually
31:49.36 have to go and clear all the
31:50.72 notifications and then they'll you'll be
31:52.64 on a clean slate um one of the questions
31:55.16 I've heard customer ask is how do I know
31:58.04 what I need to work on right how do I
32:0.20 know what's important to me right now
32:2.20 well when you go to the home view here
32:4.24 and you look at the alert section it
32:6.08 shows you the things that is essentially
32:8.52 requiring your attention but then you
32:10.40 can also go to the other views such as
32:12.80 the agenda view that shows you all the
32:15.36 things that you have on your plate from
32:17.48 a Time Centric point of view across all
32:20.56 of your pry Matrix and then you can also
32:22.60 go to my items essentially these are all
32:25.00 the tasks that you have across all of
32:27.04 your projects so patrix essentially
32:29.48 allows you to take every information
32:31.20 that you have and sort it and show it
32:33.96 and filter it and all that in ways that
32:36.84 actually is most condu conducive to your
32:40.72 specific needs within that context and
32:43.24 so I want you to remember that the
32:44.76 quadrants are very important for
32:46.80 prioritization but consuming those
32:48.92 information you can use it in many
32:50.64 different forms some people love dates
32:52.24 some people love calendars some people
32:54.16 love lists and so pry MRI is able to do
32:56.04 all of those things but this is also one
32:58.32 place where you can actually print out
32:59.68 your list and you can also um sort by
33:3.08 items that you follow or items that you
33:6.52 own and then lastly from A View
33:9.16 standpoint you have What's called the
33:10.48 search view so I call this the master
33:12.92 view because it is one place that you
33:15.80 can find every single piece of
33:18.00 information that you need across your
33:20.04 entire petric so when you go to search
33:21.80 view instead of showing task within a
33:24.24 quadrants it shows you every single item
33:27.00 that you have across every single
33:28.48 project right um and when you go to
33:30.60 filter up here you can choose what are
33:33.04 all the things that that's overdue what
33:35.16 are all the things that um are my items
33:37.48 that's due this week and you can
33:39.12 actually change these views and then
33:41.20 save it as a custom
33:42.96 filter so as you become more proficient
33:45.68 with promatrix I want you to know that
33:47.92 promatrix will let you find anything
33:50.16 that you need um to build to build your
33:52.36 report so you can find out what are all
33:54.36 the things I finished last quarter
33:56.08 imagine if you're trying to build your
33:58.00 performance review for this month or
34:0.32 this quarter you can go to here change
34:3.28 this to um to finish projects um finish
34:7.20 items and then you can get all the tasks
34:9.32 that you finish within a certain time
34:11.12 span and it is so powerful because it
34:14.00 you know saves you time and effort and
34:16.20 you can actually build summaries from
34:18.00 that okay let me show you how to create
34:21.40 project because I talked about projects
34:22.80 and so to create a project you simply
34:24.88 click plus project here and you have
34:27.12 several options options the first is a
34:28.92 blank project so if you click on blank
34:31.08 project you can create a project with
34:32.64 whatever name that you want you can
34:34.40 choose some basic templates you can
34:36.04 choose some color coding Etc and just
34:38.20 simply click create but you can also
34:40.84 create projects several other ways the
34:43.20 first is public uh
34:45.24 templates here you can choose from a
34:47.76 list of templates that we have now our
34:50.04 full list of templates is completely
34:52.36 exhaustive as as I mentioned we have a
34:54.32 thousand or more different templates
34:56.76 available but in this case you can go to
34:58.96 public templates search for a few
35:0.80 different templates that we have that
35:2.52 you know are somewhat popular such as
35:4.84 the 30690 Day template right so if
35:7.12 you're a manager you want to have a 30
35:9.16 60 90day plan every quarter right and so
35:12.52 this is fantastic way to start that um
35:15.52 or you can actually choose my templates
35:18.24 every time you create a project in P
35:19.96 Matrix you can also turn that project
35:22.60 into a template uh let me give you some
35:24.80 examples why let's just say if you build
35:28.48 out a client onboarding process you can
35:31.72 go and build a PR Matrix create all the
35:33.84 task in it then you can save as a
35:35.84 template so now when you launch a new
35:37.68 project instead of creating everything
35:39.08 from scratch and having to retype those
35:40.88 tasks again you can actually choose from
35:43.12 that template all the task gets
35:44.76 recreated for you and then not only that
35:47.20 all the due dates get propagated
35:49.00 automatically when you choose the start
35:50.88 dates it is so useful if you have
35:53.76 recurring processes similarly if you
35:56.88 have um an employee onboarding process
35:59.36 or you have anything that re reoccurs on
36:2.12 a weekly or monthly or quarterly basis
36:4.92 or even your goals for the year right so
36:8.20 the my template section is a way to
36:10.76 broadcast that information and ensure
36:13.40 that you don't have to repeat uh your
36:16.32 work the last option is create with AI
36:19.56 again this is one of those areas where
36:21.92 we're leveraging artificial intelligence
36:23.84 to help you simply type in your goal and
36:26.88 then click next so as an example maybe
36:29.40 one of your goals could be I want to get
36:31.12 a promotion this year um or one of your
36:33.48 goals might be I want to improve my
36:35.12 fitness or your goal might be I want to
36:37.52 build out the list of action items that
36:39.96 I need to work on to fulfill a specific
36:42.72 needs for a client right and the more
36:45.56 specific you are the more specific the
36:47.76 outcome will be for these projects
36:49.60 simply type in your goal and clicks
36:52.04 next uh our artificial intelligence
36:54.68 solution will build out the task for you
36:56.96 set some dates for you and then you can
36:59.08 go from there and pick and choose what
37:0.60 you think is actually useful uh it's
37:2.52 it's a pretty neat capability and we're
37:4.16 improving it all the time and then not
37:6.20 only that um we're actually helping
37:8.64 taking some of this information that you
37:10.24 have and building reports and help you
37:12.40 make sense out of it so if you're
37:14.76 interested in more of those things feel
37:16.36 free to reach out to us we'd be happy to
37:18.20 explain U both our current product and
37:20.60 then our future road map as well okay so
37:23.36 that's how you can create projects part
37:25.64 of Matrix also has a really robust CSV
37:28.52 capability so you can you can import all
37:31.28 your tasks from any existing systems you
37:33.64 can also export all your PR Matrix into
37:36.28 CSV as well we know that you know Excel
37:39.64 and all that is very very useful for a
37:41.92 lot of clients and so therefore you can
37:44.52 actually export your task from pry
37:46.24 Matrix into CSV format then you can
37:48.20 build your you know fancy reports as
37:51.12 needed okay so that's how you create
37:53.52 projects in per Matrix and then that's
37:55.56 how you create it that's how you create
37:57.04 tasks that's how you delegate that's how
37:58.96 you update it I'm going to switch gear a
38:0.92 little bit and talk about email
38:3.16 management so if you happen to use
38:5.64 Outlook party Matrix has one of the best
38:7.88 Integrations with Outlook so let me give
38:10.20 you an example let's just say if I get
38:12.00 an
38:13.20 email one of the challenges that you
38:15.52 might face from an email standpoint is
38:18.76 uh if you cannot answer that email today
38:20.96 but you want to make sure that you
38:22.08 answer that email at some point right a
38:24.44 lot of us what we do is we flag that
38:26.44 email oh or if we uh say um remind me or
38:30.52 something like that you know they have
38:31.64 that capabilities now in Gmail and so
38:33.56 forth the problem is
38:36.68 that if you set that and then you miss
38:39.88 it guess what you're going to completely
38:42.08 forget this email if you have five flag
38:44.68 emails that's okay but if you have 50
38:46.52 flag emails you're going to lose track
38:48.20 of all those flag emails as well so
38:50.20 instead by using the pr Matrix extension
38:52.76 you can actually turn email into a task
38:54.72 and build to prioritize it and delegate
38:57.12 it as needed the way it works is the
38:59.08 following you go to the apps here and
39:2.00 then choose party Matrix turn email into
39:4.76 task so if you don't have this yet click
39:7.20 on add apps and find that option so when
39:10.44 I choose that um party Matrix for
39:12.84 Outlook I can prioritize email or I can
39:15.80 open prot Matrix so I'm going to go
39:17.16 ahead and choose prioritize email what
39:19.40 this does it opens the bright panel that
39:22.20 allows me to turn this email into a task
39:24.68 by clicking capture email here it takes
39:27.04 the item subject and put that as an item
39:29.80 name here and then I can choose what
39:31.68 project it goes in I can choose what
39:33.20 quadrant it goes in I can assign it to
39:35.12 another
39:36.32 person I can set a due dat and then I
39:39.64 can actually U click capture email here
39:42.00 now it creates a task so now suddenly if
39:44.80 you have a very important email you can
39:47.00 ensure that you have the proper due
39:50.16 dates it's properly prioritized in the
39:52.48 right quadrants in the right project and
39:54.92 then after you click capture email you
39:56.72 can actually set recurring reminders to
39:59.04 ensure that you get back to this email
40:0.96 patrix takes that email and also upload
40:3.96 it as an EML file so then if you happen
40:6.60 to assign it to a coworker they can open
40:9.12 that email and respond to it as needed
40:11.28 uh and then if you happen to be on
40:13.48 another computer another platform you
40:15.40 can open that email and respond to it as
40:17.44 needed right and not only that by adding
40:20.44 it to the resources section it creates
40:22.88 one single place to capture all of these
40:25.44 needs that you have so the the way it
40:27.56 works with P Matrix is it's all about
40:29.36 context right if you think about context
40:31.24 it means what's relevant so e the email
40:35.00 might be relevant to the task the
40:36.72 presentation the invoice um the
40:39.72 documents etc etc so patrix lets you
40:43.28 bring all those things together into
40:45.08 here but here's another neat features in
40:47.36 PR Matrix that's not I haven't seen
40:49.32 anywhere else which is the ability to
40:51.40 attach multiple emails to an existing
40:53.48 task so instead of prioritize email I
40:55.76 can open promatrix and now what I can do
40:59.44 is I can search for a party Matrix task
41:1.88 and I can hover over that task and
41:3.96 attach this email to that existing task
41:6.92 so if you work with external clients for
41:9.76 example and the client U sends you a
41:12.48 follow-up email right you don't want to
41:14.32 go and create another task fromit
41:16.28 instead you can attach the email to
41:18.20 existing task again what happens is that
41:22.84 um you now have multiple things in one
41:24.80 Central play and so if multiple
41:27.60 co-workers are working on this you have
41:29.76 similar context imagine if instead you
41:32.68 forwarded this email to a coworker and
41:35.08 then you get a new email from the
41:36.36 customer and you forward that to another
41:38.12 coworker now you've just created
41:40.00 multiple email chains and nobody knows
41:42.08 what's going on so instead by being able
41:44.48 to attach multiple things multiple
41:46.20 emails into one single party Matrix
41:48.20 action item you have everything within
41:50.72 context so powerful and very
41:54.80 underrated um the other thing that you
41:56.72 can do with P Matrix to is to use what's
41:59.00 called our inbox so if you go back to
42:1.48 your P Matrix here and you go to your
42:3.88 inbox you have a secret inbox address
42:6.84 every single user of P Matrix has a
42:8.56 secret inbox address what happens is you
42:10.80 can copy that address save it as a
42:13.16 contact in per Matrix and then you can
42:16.80 actually send an email to that inbox
42:18.56 address to create task or you can
42:21.24 forward an email right so for example I
42:24.16 can actually forward any email that I
42:26.68 have to the inbox address let me give
42:28.96 you an example um when I'm out and about
42:31.52 I'm on my phone and on my phone I use
42:33.48 apple mail instead of Outlook but I save
42:36.20 my part of Matrix inbox as a contact so
42:40.36 I have an important email instead of
42:42.16 just flagging it or marking as unread I
42:44.68 click forward and then I send it to my
42:47.72 inbox and then in the item in the
42:50.56 subject here in in the body I would say
42:54.36 do in two weeks remind me weekly and
42:58.80 what happens is party Matrix will
43:0.96 process this as commands and now I've
43:4.32 just turned an email that I got on Apple
43:6.64 mail into a task I've set a due dates
43:10.20 and I've set weekly recurring reminders
43:11.92 to ensure that I get that email done
43:14.28 okay it is very very powerful way to
43:17.68 make sure that you're on top of your
43:19.12 emails um in fact I could also assign to
43:22.60 and then I can type in you know the
43:24.68 person's email address um so myod
43:27.12 co-worker's email address for example
43:29.12 and each line that I type here I can uh
43:32.24 um that gets processed as an a command
43:34.92 so instead of just forwarding the email
43:36.48 to somebody I'm able to add all this
43:38.68 additional context around
43:40.40 it and then the other thing I want to
43:42.72 mention to is every single project in
43:45.12 promatrix has an email address as well
43:47.48 so this allows you to build all sorts of
43:49.44 fancy rules that help you organize your
43:52.00 information as you
43:54.48 need and then while we're still in the
43:56.44 Microsoft to topc I want to show you our
43:58.20 Microsoft teams Integrations so if you
44:0.12 use Microsoft teams um it's a no-brainer
44:2.64 to install prod Matrix for teams so all
44:4.80 you have to do click on apps search for
44:6.36 py Matrix for teams um we're one of the
44:8.56 best selling applications in the teams
44:10.88 app App Store uh and so if you go to pry
44:13.60 Matrix here you can pin it and once you
44:15.48 pin it you have full access to the
44:17.60 entire pry Matrix within teams what I
44:20.72 like about this is you don't have to
44:22.04 switch context right so you don't have
44:23.96 to open up produ Matrix you don't have
44:25.44 to go to our web application you don't
44:27.24 have to open our desktop application
44:29.60 instead if you're spending a lot of time
44:31.48 in teams you can actually access that
44:33.64 entire produ Matrix in here um and then
44:35.96 the other thing that we do is we
44:37.36 actually deeply integrate with a lot of
44:39.76 features in teams such as the chat so
44:43.08 you can see when the chat section here I
44:45.24 can actually click on this plus I can
44:47.48 choose promatrix and I can attach task
44:50.24 directly here or I can install the
44:52.64 one-on-one View and now I have the
44:54.80 one-on-one view with my coworker so so
44:57.32 if you use teams and you have a a group
45:0.12 of people that you work with constantly
45:2.64 simply go here click on plus add a tab
45:6.44 add prot Matrix choose the one-on-one
45:8.28 view select the person and now you don't
45:11.72 have to open prot Matrix you don't have
45:13.32 to select a project and you don't have
45:14.88 to select a one1 view Instead This one1
45:17.32 view tab is available for you in every
45:20.16 conversation you have and it selects the
45:22.48 person it remembers the person and so
45:24.64 you're able to have your meetings with
45:26.12 your direct reports aign task directly
45:28.40 from here this will save you so much
45:30.56 time and effort and still have one
45:32.48 central place to track everything that
45:34.04 you need to do protom Matrix also lets
45:37.40 you convert any conversation that you
45:39.56 have with somebody into a task as well
45:42.00 so you can see how if you just hover
45:43.56 over this click on the ellipses and
45:45.52 click create PM item what that does is
45:48.48 allows you to actually create a task
45:50.52 directly from here without having to go
45:53.20 into petrix so all we're trying to do is
45:56.04 make it a simple and as easy as possible
45:58.28 for you to create tasks to follow up to
46:1.88 ensure that you're capturing everything
46:4.44 that's important and I hope you realize
46:6.20 that um at the end of the day all we're
46:9.00 trying to do is to create one Central
46:12.32 source to track all your priorities and
46:15.08 then build to surface that up as
46:17.92 needed there's multiple other
46:20.12 Integrations with Microsoft including
46:22.80 you know pulling in planner including
46:24.84 Integrations with Edge um including
46:27.56 integration with Microsoft co-pilot
46:29.72 workflow uh automations and so forth
46:32.36 that's beyond the scope of today's
46:33.88 webinar but I want you to also know that
46:36.52 prot Matrix is pretty much available for
46:39.08 you as you grow with it right so as you
46:42.00 expand your usage of the system per
46:44.08 Matrix will just fit right in and
46:45.76 integrate even more with everything that
46:47.56 you
46:48.72 do okay with that I'm going to go ahead
46:51.56 and switch back to my presentation to
46:54.04 try to wrap this up here
46:57.48 all
46:58.36 right so a couple of things if you do
47:1.68 nothing else make sure you sign up for
47:3.44 prod Matrix if you use our teams and
47:5.88 Outlook you can actually install prod
47:8.32 Matrix for those extensions um in fact
47:10.68 you can access the entire prod Matrix
47:13.24 application within Outlook as well just
47:15.80 like what I showed you in teams uh if
47:18.84 you are just looking to create a couple
47:21.48 projects um I would actually create a
47:23.88 project that highlight your top
47:25.28 priorities and then of course your
47:27.16 project for personal priorities and then
47:29.60 your project for goals um I also
47:32.56 strongly encourage you to invite your
47:34.32 co-workers to do the same exercise which
47:37.40 is to create a project of their
47:39.36 priorities write down the things that
47:41.32 they consider to be priorities and then
47:43.56 start comparing
47:45.00 notes right just doing that simple
47:48.52 exercise will show you all the
47:51.40 discrepancy that you have and create
47:54.24 alignment that you didn't know exist Ed
47:57.08 or not
47:58.32 exist if you're ambitious create a
48:0.96 project um using the AI so to generate
48:4.60 your goals so my recommendation is to
48:7.56 you know create a project an AI project
48:10.08 for something you truly care about
48:12.24 whether that's improving your sales
48:14.12 improving your operations or getting a
48:16.64 promotion whatever it is use the AI to
48:19.12 generate those goals and then adapt the
48:21.12 output there to your specific needs and
48:23.84 then also if you create a team priority
48:26.52 project invite your team members so if
48:29.04 you're a manager literally project and
48:32.88 screen share your party Matrix for your
48:35.24 team onto the big screen it is so
48:37.96 powerful when you have something
48:40.36 tangible to look at so think of of party
48:43.92 Matrix as a way to put context into all
48:47.68 these conversations you have the last
48:49.80 thing you want to do is you're in a
48:51.36 meeting you're talking about all these
48:53.08 different goals and so forth without
48:54.92 having without having anything to show
48:57.64 per Matrix helps you show those
48:59.88 priorities in a tangible form and then
49:3.12 when you have disagreements you have
49:4.76 something to pick at which is
49:10.16 key make sure you use P Matrix to track
49:12.92 your high impact tasks if you have
49:14.76 decisions you need to make make sure
49:16.68 that you track those um use petrics as a
49:19.64 communication tool between your manager
49:21.92 and your team members so uh when I say
49:24.92 communication tool it's I mean it as a
49:27.88 way to communicate your priorities to
49:30.12 others and a way for others to
49:31.92 communicate their priorities to you you
49:34.36 don't want to have a meeting just to be
49:36.60 align you want both to log into PR
49:38.84 Matrix at any point in time and see
49:41.16 exactly what everyone's priorities are
49:43.36 and then lastly use PR Matrix to manage
49:45.36 your personal individual goals as I
49:47.72 mentioned patrix started out as a way
49:49.92 for individuals to prioritize their task
49:52.40 um and that's something that's been way
49:55.00 more than a decade ago that's what
49:56.72 patrix software first started at and
49:58.96 then what happens is patrix evolved into
50:2.04 a way for teams to work together but it
50:4.88 always starts with you as an individual
50:7.20 so make sure that you do
50:9.12 that and what success with PR Matrix
50:11.68 should look like on a personal level you
50:13.52 should be checking patrix every single
50:15.80 week to remind you of your goals
50:18.04 remember creating a project for your
50:19.68 goals and then setting the setting those
50:21.56 recurring reminders and so forth is so
50:23.76 powerful um and then you also have one
50:26.72 one central place to track all your
50:28.24 priorities if you're finding that you're
50:30.56 using another application to write down
50:32.56 your task and so forth you should change
50:35.28 that because if you write down your
50:37.52 tasks and goals and all that in multiple
50:39.72 places you're going to lose track of all
50:41.48 of that right you want one central place
50:43.24 to track everything and then on a team
50:45.44 level everyone on the team should
50:47.72 understand and are aligned on key tasks
50:49.76 again everyone should to log into per
50:51.96 Matrix and see their goals their
50:54.48 priorities and then their co-workers
50:56.12 priorities
50:57.64 if you have a important email make sure
50:59.88 that you use our email prioritization
51:2.48 system um that using the inbox address
51:5.48 lets you work with any email system so
51:7.56 you could use Gmail you could use any uh
51:10.68 of your Apple mail or any of your
51:12.64 favorite email management system and you
51:14.76 can just forward party Matrix as needed
51:16.88 and then be able to see everyone's
51:18.40 priorities in real time asynchronously
51:21.08 you don't have to have a meeting to know
51:22.84 what everyone's working
51:24.52 on and that's pretty much it um if
51:27.48 there's any questions that you have you
51:29.68 can send them to the chat here or you
51:31.84 can also send me an email afterwards um
51:34.84 or if there's any specific requests or
51:36.96 whatever we're here to help you
51:38.92 hopefully this was helpful um my goal in
51:41.28 all of this is on a weekly basis these
51:43.56 webinars are meant to provide you some
51:45.72 context uh to um understand what's what
51:49.36 you can do with promatrix but it's all
51:51.40 for you so if there's any questions
51:53.20 whatsoever don't hesitate to reach out
51:55.24 to us thank you
52:0.76 okay so I have a question on how to link
52:2.40 planner task more than happy to show you
52:4.60 how to do that so if you go back into
52:7.44 party Matrix here um so party Matrix has
52:10.84 what's called connectors so let me see
52:12.48 if I can find that for you here
52:16.32 um so if you go
52:19.36 to account here and then you go to
52:23.88 connectors what happens is I'm going to
52:25.92 say go ahead and say send this link in
52:27.16 the chat here so party Matrix has
52:29.52 multiple connections with other
52:31.20 applications but these are the basic
52:33.16 ones that works right out of the box if
52:35.44 you go here you can actually do a
52:37.08 one-way synchronization with jira
52:39.92 Outlook calendar to-do planner planner
52:42.48 for teams Azure Dev off Zoom and zenes
52:45.04 Etc so what happens is all your task
52:47.24 from planner would be pulled into prot
52:49.84 Matrix as separate projects and then
52:51.88 when you update those tasks it will
52:53.52 update protom Matrix and then we have
52:56.84 what's called Power automate and
52:58.44 workflow automations so if you go back
53:0.92 to Microsoft teams you click on apps you
53:3.60 can search for workflows um and uh and
53:7.60 actually actually I'll just search for p
53:11.56 Matrix here when you search for p Matrix
53:14.44 down here you can see that we actually
53:16.48 have workflows where uh you can actually
53:20.52 do an if this then that right so for
53:22.88 example you could say uh if a planner
53:26.88 gets updated then you call Microsoft
53:29.80 power automate which then updates Pro
53:31.60 Matrix Etc so that's something that you
53:33.00 can build on your own as needed great
53:35.80 question are there any other
53:47.64 questions okay again thank you all for
53:50.04 being here today and as I mentioned I'll
53:51.92 send out the recording afterwards uh we
53:54.20 also have a lot of other topics that
53:55.96 I've covered as well as um other
53:58.76 recording such as email management
54:0.40 master class or using the prod Matrix
54:2.92 template system and customizing that to
54:4.96 your specific needs uh and then also if
54:7.80 you're interested in our AI capabilities
54:10.88 especially around summarizing your task
54:12.60 summarizing your project or helping you
54:14.84 offboard or onboard new employees uh
54:17.48 feel free to reach out to us and we'd be
54:19.12 happy to show you our capabilities there
54:22.20 thank you all appreciate your time
54:23.96 bye-bye