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

0.96s good morning everyone we'll go ahead and
2.76s get started um first of all thank you so
4.92s much for being here today my name is
6.64s hwin I'm co-founder of affluence the
8.56s company behind pry Matrix I want to let
10.80s you know that this webinar is recorded
12.84s and so I'll be sharing the recording
14.28s with everyone's afterward um and then
16.44s also in the chat section there's a place
18.20s where you to send some comments so you
19.80s have any questions whatsoever please
22.16s feel free to share your questions there
23.68s and I'd be happy to address those
26.04s questions after my demo and presentation
30.24s my goals for today uh this is a guide to
32.44s pry Matrix for beginners so I'm going to
34.60s make the assumption that you know you
36.04s haven't had too much experience yet with
37.64s party Matrix yet at the same time um
40.40s even if you've had used a product before
43.00s I'm going to try to give you some tips
44.24s and tricks for you to be extremely
46.12s effective at using the software so I'm
48.80s hoping that you'll become more effective
50.40s at prioritizing your tasks projects and
52.44s emails help you envision what your work
54.72s and life success may look like with part
56.68s Matrix and then most importantly help
59.12s you understand 20% of the features that
1:1.60 will give you 80% of the benefits um I
1:4.20 think that's my most important goal
1:5.76 because at the end of the day you know
1:7.72 there's so many capabilities in pry
1:9.60 Matrix and in any software system really
1:12.08 um but really there's just only a small
1:14.52 fraction that if you're able to use that
1:17.12 to the fullest extent you'll get the
1:18.84 most out of it and um I'm hoping that
1:21.36 right when you get out of this webinar
1:23.44 you're able to implement all of this
1:26.52 immediately and then also I will be
1:29.04 addressing both the individual and the
1:31.00 team level um so hopefully you'll get a
1:33.20 strategy on how to prioritize your own
1:35.12 personal task but then at the same time
1:37.68 uh if you are implementing this across
1:39.60 your team your division your
1:40.92 organization you're able to actually
1:42.96 pass some of these best practices to
1:44.64 other team
1:46.44 members there's three reasons why
1:48.48 customer comes to pry Matrix one to be
1:50.56 better at keeping track on the status of
1:52.36 work across many areas of
1:54.72 responsibilities the reality is we just
1:57.04 have so many things that's on our plate
1:59.08 at any point in
2:1.00 it's actually very very difficult um to
2:3.52 be able to understand exactly what we
2:5.68 need to work on and then secondly to
2:8.80 create alignment across team members so
2:10.68 everyone knows what's important I think
2:12.56 one of the biggest challenges I've seen
2:15.56 is that you know you have an
2:17.44 organization you're working together you
2:19.76 think you're all rowing in the same
2:21.28 direction uh but in reality people are
2:23.56 actually all going in in separate ways
2:25.60 right pushing towards different
2:26.84 directions and you're not actually
2:28.36 working together so Patric gives you
2:30.40 this very
2:32.16 tangible um way to actually be on the
2:35.96 same page to have Clarity across the
2:38.60 entire team and then thirdly to Take
2:41.56 Back Control of emails and meetings um I
2:44.20 think if you're like me and with so many
2:46.40 of us we just get so many emails and
2:48.56 guess what you're always responding to
2:50.88 that last email in instead of looking at
2:52.88 the most important emails instead of
2:54.76 making sure that you're responding to
2:56.24 the most important emails you're just
2:58.08 constantly bombarded by new emails that
2:59.84 that's coming in and therefore these
3:1.84 urgent tasks pull us away from what's
3:3.88 truly
3:4.88 important and then the corollary to that
3:7.12 is what happens when you don't
3:8.44 prioritize and I think you know the the
3:11.52 first thing is we lose sight on what's
3:13.36 important and we end up working on the
3:15.04 wrong things I think spending all your
3:17.28 time and effort and resources working on
3:19.56 the wrong things is actually probably
3:22.20 the worst way possible because instead
3:23.84 you should be um on vacation instead you
3:26.04 should be thinking instead you should be
3:28.36 doing anything else so what on the wrong
3:30.28 things is extremely detrimental to both
3:32.80 our s sense of worth as well as our
3:35.48 productivity and then you feel busy but
3:37.76 you're not meeting your goals um so that
3:39.44 means you're just working on things but
3:41.32 they don't all align together and not
3:43.20 only that maybe they don't align across
3:45.24 the
3:45.96 organization and then you're o
3:47.56 overwhelmed by emails and meetings um
3:49.60 and I think that's the same thing that
3:51.00 applies to us even you know me I use
3:53.28 prod matri religiously to prioritize my
3:55.92 emails and my task and yet at the same
3:58.68 time when you have so many things going
4:0.24 on it's very very difficult to actually
4:2.92 um have one Central place to have
4:4.92 Clarity of
4:7.44 purpose so what is party matrix it's a
4:10.16 software that is a comprehensive um
4:13.20 party Matrix uh email priority and
4:15.96 project management that actually uh
4:18.20 covers all of those at the same time and
4:20.76 it helps at three different levels at
4:22.40 the individual level which I think is
4:24.16 the most important it helps you
4:26.00 prioritize your most important tasks and
4:27.96 emails every single day so you know
4:30.44 exactly what you need to work on um you
4:32.52 know exactly what are the things that's
4:34.04 important when they're due and all that
4:36.08 at the team level what it does is
4:37.96 actually helps everyone be on the same
4:39.64 page so one of the things that's
4:41.52 extremely important is if you're able to
4:44.00 understand what you're working on and if
4:45.92 you're able to help each of your team
4:47.52 members understand what they need to
4:49.00 work on then suddenly you have alignment
4:51.12 on those key
4:52.68 projects at the organizational level if
4:55.40 everyone within your organization is
4:56.68 using protom Matrix one of the most
4:58.24 magical thing happens which is is being
5:0.60 able to have one single source of Truth
5:3.04 so that everyone knows exactly what's
5:5.12 going on across the organization and
5:6.76 know the goals and and priorities within
5:9.96 everyone's department and everyone's uh
5:12.64 purpose and one of the things that is
5:16.00 fascinating about patrix is the ability
5:18.92 for it to be transferred you know you
5:21.12 can transfer um a task you can red
5:23.84 delegate task to another person and with
5:26.80 it comes the entire history of all the
5:29.72 changes of all the reasons the rationale
5:32.88 on why you change a priority why you
5:34.92 change a due date and so forth so party
5:36.92 Matrix at the organization level
5:38.44 actually helps with employee onboarding
5:40.56 and offboarding as part of the whole
5:45.76 process so what makes patrix better than
5:48.36 any of the other existing solution is
5:50.16 it's the only software that's Microsoft
5:52.36 365 security certified across teams app
5:55.56 Outlook app and web app at the same time
5:58.16 and we're deeply integrated into the
5:59.64 Microsoft ecosystem so if you happen to
6:2.08 use Microsoft Office and teams and
6:4.48 Outlook um and all that we're actually
6:7.24 at the Forefront with respect to all the
6:9.20 Integrations now you don't need to be a
6:12.36 Microsoft um Suite users to use
6:14.52 promatrix or software works completely
6:16.64 independent but if you do use a
6:18.36 Microsoft ecosystem it's almost a
6:19.84 no-brainer and we're also one of the
6:22.00 very first co-pilot integration um
6:24.68 within the Microsoft teams ecosystem so
6:26.96 not only that I I believe we are the
6:28.68 First Co pilot Microsoft 365 certified
6:31.68 solution as well so what that means is
6:33.88 that you know if your organization is
6:35.48 starting to invest in the in some the AI
6:39.04 technology and just have want to have a
6:40.80 better understanding of all your data
6:43.64 and all that party Matrix is already
6:45.48 there at the Forefront um I just want to
6:47.44 mention that because you know P Matrix
6:49.72 will grow with you so even when you
6:51.36 first use P Matrix at a personal level
6:54.00 and you're just prioritizing some of
6:55.44 your tasks after a while um you start
6:59.12 expanding usage of P Matrix across you
7:1.80 know larger and larger teams and all
7:3.40 that prod Matrix are already there with
7:4.96 all the capabilities that you need to
7:6.92 advance your
7:7.96 usage thirdly prod Matrix focuses on
7:10.80 prioritization it's the name of our our
7:13.00 product front and center every step of
7:14.68 the way um so what I want to show you
7:16.92 today too is how to use prod Matrix in a
7:20.20 visual way to understand your priorities
7:22.52 and communicate your priorities we also
7:25.16 provide what I call people Centric
7:26.64 collaboration and you probably use so
7:28.76 many other projects management software
7:30.48 or task management software before you
7:32.68 have your task list you have your
7:33.92 notebook with all the things you have
7:35.28 right everyone does that but what
7:37.20 happens with part Matrix is that if you
7:39.00 use our system we can actually flip all
7:41.56 that data around and actually show you
7:43.92 the things you have to do for a specific
7:46.72 person it is so valuable when you have
7:48.80 one-on-one meetings or you work with a
7:50.96 clients or you work you work with a
7:52.72 colleagues across many responsibilities
7:54.92 P Matrix is one of the very unique
7:56.60 software that actually show you what I
7:58.80 call people
8:0.36 Centric um view on all the things you
8:3.12 have to do and then part Matrix is
8:5.72 available as a SAS solution which is
8:7.24 what I'll show today but also if you're
8:9.28 in healthcare and Life Sciences we have
8:10.80 a HIPPA compliance solution and then if
8:12.68 you're in state local government we
8:14.28 actually have an Azure government Cloud
8:15.76 solution and of course private
8:17.60 Enterprise uh deployment for Enterprise
8:19.80 customers and then lastly one of the
8:22.04 things that I'm very cognizant about is
8:24.52 how do we actually leverage AI to focus
8:28.04 on very very important challenges that
8:29.92 you have so I'll be showing only a few
8:32.32 features on the AI side but there's a
8:34.72 couple of things I want to mention just
8:36.28 in case you're interested which is the
8:38.20 ability to summarize your projects the
8:40.12 ability to summarize your task um the
8:42.24 ability to actually take meaning out of
8:44.68 all the work that you have so if you're
8:46.52 an interest if you're interested in any
8:48.20 of those other solution um definitely
8:50.16 reach out to us and I'd be happy to show
8:52.64 that to
8:54.88 you so what makes protom Matrix
8:57.04 effective is that it focuses on a very
8:59.68 visual way to tell you what you need to
9:1.36 do now what to do later what to delegate
9:4.04 and then the the last part of that is
9:6.04 that um with the recognition that
9:8.32 priorities are constantly shifting you
9:11.40 know there's no one one priority list
9:16.04 that you have and and that's the end all
9:18.76 right um You have to accept the fact
9:20.56 that priorities change changes all the
9:22.72 time and protom Matrix offer one place
9:25.08 where everyone can go to to know exactly
9:27.12 what needs to be done
9:29.84 so let's start with the fundamental
9:31.28 behind prot Matrix um so there's a
9:32.92 famous quote attributed to former
9:34.36 President Eisenhower what is important
9:36.24 is seldom urgent and what is urgent is
9:38.24 seldom important now what I really like
9:40.32 about this quote is that instead of
9:42.08 actually looking at our to-do list um
9:44.44 what we want to look at is what are the
9:46.36 things that is truly important and what
9:48.52 are the things that are truly urgent and
9:50.56 so when you take everything that you
9:52.16 have to do and you split it into these
9:54.36 Dimensions what you get is you get
9:56.36 What's called the Eisenhower Matrix and
9:58.76 it's a simp powerful time management
10:0.80 framework that pretty much categorizes
10:3.12 your task into the the dimensions of
10:5.44 importance and urgency right what are
10:7.36 the important and Urgent tasks that I
10:8.96 need to focus on what are the fires I
10:10.92 need to fight and then what are the
10:12.40 important but not urgent tasks that I
10:14.32 need to start thinking about and plan
10:16.40 for and then what are the things I can
10:18.48 delegate to others and then what's
10:20.64 everything else you know what are the
10:21.80 things I can drop and um thinking about
10:24.52 what to work on and thinking about what
10:26.80 not to work on are both equally
10:29.52 important so the is on how Matrix helps
10:32.00 you prioritize tasks and then make the
10:34.04 most out of your time um especially if
10:36.60 we have more things to do than the
10:39.04 resources to do them and so if that
10:41.28 statement resonates with you you know
10:43.52 that you your Ambitions are are or high
10:46.08 right and not only that you know you
10:47.44 probably assigned so many things at the
10:48.92 same time What prot Matrix does is it
10:51.40 helps you gain Clarity on where you can
10:53.96 best spend your
10:56.00 effort so the Isen how Matrix splits it
10:58.68 into these four quadrants so input
11:0.44 Matrix or Implement implementation is
11:2.68 basically categorizing all your tasks
11:4.84 into these four so what are the things
11:6.40 that are important and Urgent that's
11:7.52 your due now that's where you need to
11:9.16 work on today this week then what are
11:11.40 the things that are important but not
11:12.64 urgent that's the stuff you start
11:13.88 planning for and then delegate an inbox
11:16.16 and so instead of having one long list
11:18.60 of all the things you have to do and
11:20.20 then adding more to that list um and
11:22.16 then deciding to work just because
11:23.80 something's at the top of the list or
11:25.16 the bottom of the list instead you look
11:27.12 at these The Matrix here and you
11:29.60 determine okay the stuff in the top left
11:32.00 is where I need to spend my time and
11:34.44 efforts and by the way one of the things
11:36.92 that's not so obvious about all of this
11:40.12 is that a lot of this processing happens
11:42.68 in our brain um so imagine you know I I
11:45.84 asked you to do the simple exercise
11:47.44 imagine going and write down that your
11:50.08 to-do list breaking it down organizing
11:52.60 into the is hour Matrix and then here's
11:54.76 the thing walk around the office and
11:58.48 start comparing notes with your
12:0.04 co-workers who would do the exact same
12:2.16 exercise so if you're a manager and you
12:5.00 have five or 10 direct reports right ask
12:8.28 them to do this exact same exercise of
12:11.16 writing down their priorities putting
12:12.92 into the four quadrants here and then
12:15.48 when you look at your priority list and
12:17.24 you look at their priority list do you
12:18.72 guys sync up that's a very very simple
12:20.80 ask and it's not something that we do
12:23.00 enough time um what happens is a lot of
12:25.48 us have this we just think that you know
12:28.68 we are on the same page as everybody
12:30.84 else but the reality is that's true 90%
12:34.84 of the time but 10% of the time you
12:37.40 actually have this mismatch in
12:38.64 priorities and it's not explicit enough
12:41.24 so um the best analogy I can come up
12:43.84 with is when you're walking around the
12:45.80 office imagine everyone having an
12:48.08 Eisenhower Matrix floating above their
12:49.84 head right their part of Matrix floating
12:51.56 above their head you can look at it and
12:53.68 if you see all alignment You're great
12:55.64 and then once in a while when you spot
12:57.44 that misalignment then you can focus on
13:0.56 those conversations and so instead of
13:2.64 having a meeting just to things that
13:5.80 everyone's already agrees on you can
13:7.68 have a meeting to talk about the things
13:9.24 that you disagree on or you don't have
13:11.68 alignment
13:15.16 yet so the four quadrant Eisenhower
13:17.84 Matrix create alignments because it
13:19.64 forces you to prioritize from the
13:22.04 beginning so when you use party Matrix
13:24.56 you can't just go and and have it all in
13:27.56 one quadrant you can't just go and have
13:29.32 it all in one list um I urge you to
13:32.00 actually make that hard decision right
13:33.56 away and start putting things into the
13:35.48 appropriate quadrants and then again
13:37.24 asking everyone else to do the same
13:38.64 thing and what's interesting is that
13:41.28 success from using promatrix isn't
13:43.88 always about finding what everyone
13:45.44 agrees on it's about discovering
13:47.04 disagreement on what should be a
13:48.84 priority When It
13:52.08 Isn't So a couple tips to shortcut your
13:54.68 success um one if you're a manager and
13:57.28 one of the things I encourage you to do
13:59.12 is create a project for your staff
14:1.08 meetings and then screen share it during
14:3.20 your meetings so uh you'll find this to
14:5.76 be extremely valuable almost immediately
14:8.64 and and you know if you have a staff
14:10.04 meeting this week go ahead and create a
14:12.16 party Matrix go ahead and write down the
14:14.12 priorities that you have and then in
14:16.28 your meeting just share it on the screen
14:18.36 and then your conversation will be so
14:20.20 much more fruitful right away if you
14:22.92 happen to manage multiple sites or
14:24.84 multiple projects or multiple locations
14:27.04 then create a promatrix project for each
14:28.88 of those sites and location so what that
14:30.88 means is that you should have a priority
14:33.00 Matrix for everything that are
14:35.20 independent right because you don't want
14:36.52 to make some all together then it's
14:37.80 actually becomes very difficult to
14:39.32 understand what it is you need to work
14:41.08 on if you have specific initiatives or
14:44.72 programs that are recurring then
14:46.96 leverage the part Matrix uh template
14:49.12 system so then you can actually create
14:51.28 guidelines and and um initiate them
14:54.60 whenever you have another one of those
14:56.76 training programs or initiative as an
14:58.64 example let's just say if you have an
15:0.60 employee on boarding process you can
15:2.64 actually create a template in patrix to
15:5.12 actually build out those action items
15:7.60 that you have to do for employee
15:8.88 onboarding and then when whenever you
15:10.60 have a new employee simply activate it
15:13.96 and then um all the tasks and all the
15:16.24 priorities will be created for you if
15:18.48 you're a business owner a small business
15:20.12 owner then create a project for each of
15:21.76 your departments and then have each of
15:23.68 your uh executive team member be in
15:26.60 charge of each of those projects and now
15:28.52 you can you just go into part Matrix and
15:30.68 know exactly what everyone's working on
15:32.76 and then lastly if you're an individual
15:34.56 contributor create a project for your
15:36.52 goals and so um one of the things I
15:38.60 think is extremely important is making
15:41.00 sure that you use P Matrix to further
15:43.12 whatever it is that you care most about
15:45.32 so for example if you're looking for a
15:47.32 promotion this year then use prod Matrix
15:49.68 to manage the tasks that you have to do
15:51.36 in order to achieve
15:54.00 that I do want to mention that the
15:56.16 webinars are recorded and they're
15:58.12 they're posted here on our website
15:59.76 affluence.com webinars and also we
16:2.64 actually have the equivalent translated
16:4.88 version into a lot of other languages so
16:7.36 if you have team members that actually
16:8.68 need access to patrix training um and
16:11.80 webinars in other languages reach out to
16:13.92 us and we'd be happy to share those with
16:17.80 you with that I'm going to go ahead and
16:20.28 show you prot Matrix and how to actually
16:22.32 put this into practice as I mentioned in
16:25.16 the chat section you can ask questions
16:26.88 so if there are questions please send
16:28.76 them send them there and I'd be happy to
16:31.76 look at those questions and um talk
16:33.84 through them as soon as I'm done with
16:36.20 the presentation here on the
16:38.28 product okay so now I have my pry Matrix
16:42.96 open as you can see um I have the four
16:45.96 quadrant front and center so when I have
16:48.72 a project open on the left hand side
16:50.60 this is the structure of party Matrix on
16:52.32 the left hand side I have my list of
16:54.08 projects right so here I have my
16:56.28 personal priority uh my personal
16:58.52 priority project open but as you can see
17:1.00 I have other ones my team priorities my
17:2.80 goals for 2024 team goals customer leads
17:6.72 and then down here I have other types of
17:8.80 projects and so one of the things I want
17:10.48 to encourage you to do is not be scared
17:13.84 to create a lot of projects um projects
17:17.72 is a way for us to organize and add
17:20.60 context to the tasks that we have to do
17:23.00 so you know whatever it is that you're
17:24.76 trying to achieve have the appropriate
17:26.68 project for it and so within each of
17:28.36 those you can have those priorities that
17:30.28 you need to to capture let me give you a
17:33.16 couple examples um so let's just say if
17:35.44 you're a sales manager right and you are
17:38.16 working with extremely important
17:40.32 customers and uh perhaps you're trying
17:42.76 to actually close the customers and the
17:44.60 process will take you 3 to six months or
17:46.28 something like that then create a
17:48.00 project for each of those customers so
17:50.48 now you can whenever you go to that
17:52.44 particular customer you can see the task
17:54.44 that you have and then not only that
17:56.56 your customer success team your engineer
17:58.96 ering team can also be on the same page
18:1.40 so one of the things that I think is
18:3.20 very very challenging when we work with
18:5.32 other people is that you know it's hard
18:8.48 for us all of us to communicate to
18:10.76 everybody else what it is that's on our
18:12.84 mind what it is that we need done and
18:15.68 then what are all the due dates and what
18:17.36 are the priority level so by using prod
18:19.76 Matrix you actually have a very explicit
18:21.88 way to do that now within the The Matrix
18:25.60 U within every project The Matrix is
18:27.88 front and center as we talked about
18:29.60 before so what that means is when you
18:31.36 create a task in PR Matrix you have to
18:33.76 make the conscious decision to decide
18:35.72 where that task goes so for example
18:37.96 let's just say after this webinar one of
18:39.92 the things I want to do is I want to
18:41.92 follow up with all of you um my um
18:44.96 participants my webinar participants so
18:46.76 I'm going to say follow up with
18:52.92 webinar participants
18:56.96 okay and then this is a sample task that
18:59.64 I have one of the things I can do now is
19:1.76 I can actually also say doe tomorrow 2
19:5.12 p.m. and what part Matrix does is it
19:7.28 actually uses natural language to set
19:8.88 the due date for me so if I go ahead and
19:10.88 click add U what happens now the task is
19:13.68 created and now on the right hand side
19:15.80 is what I call the item details what
19:18.00 that means is this is where I can
19:19.64 actually um add additional contexts or
19:21.96 additional information around the task
19:23.92 that I have here and as you can see the
19:26.08 due date is automatically set for me for
19:28.00 tomorrow it's at 2 p.m. my local time so
19:32.12 we are all on very very different time
19:34.04 zone but pry Matrix will will um capture
19:36.92 your time zone and set the due date as
19:39.60 appropriate setting due dates is very
19:42.20 very important in my opinion uh you know
19:44.76 if you're trying to be very effective at
19:47.16 prioritizing and you're trying to make
19:49.52 sure that you work on the right things
19:51.08 at the right time you have to set due
19:53.56 dates you know I think um uh it's okay
19:56.52 to actually miss the due dates I think
19:58.36 that's actually a totally separate thing
20:0.56 but what happens is by setting due dates
20:2.40 it actually helps us understand what it
20:4.68 is that we need to work on when do we
20:6.72 need to work on it by now here's the
20:10.36 thing that um I think a lot of people
20:14.80 Miss what happens is that you have a
20:17.32 very important task so for example again
20:19.16 here following with all of you it's
20:21.36 something that I will do um and it's due
20:24.00 tomorrow 2 p.m. now as the due date
20:26.60 approaches right what happens is it's
20:28.80 top of mind for me I'm thinking about it
20:30.28 it's like oh I got to get that done by
20:31.64 tomorrow but what happens if I miss it
20:34.96 what happens if it's tomorrow at 3 p.m.
20:37.84 and I didn't do this task yet guess what
20:40.00 I have 10 other things that's on my
20:41.68 plate so I'm going to start to forget it
20:43.88 and this is a challenge that all of us
20:46.12 faces um which
20:49.04 is the Urgent task the things that are
20:51.72 coming up right the the next email the
20:54.16 next task on our calendar um and and all
20:57.32 that that's the stuff that actually
20:58.84 pulls us and and pulls our attention
21:1.40 away from the most important task so one
21:3.48 of the strategies that I recommend is
21:6.12 actually to use the party Matrix
21:7.76 reminder system to ensure that you get
21:11.20 this done so now I have this task that's
21:13.52 due but I'm going to go ahead down here
21:15.20 I'm going to say remind me daily so now
21:19.28 when this task is due and it's past the
21:22.24 due date I will get a daily reminder to
21:24.92 ensure that I actually work on this and
21:27.00 I can't emphasize this enough because
21:29.16 you know what happens is that if you
21:31.68 have so many things that's on your plate
21:33.28 of course you know you can't set a
21:34.80 reminder for everything but for your
21:36.56 most important task having these
21:38.28 recurring reminders ensure that it's top
21:40.52 of mind for you so whenever I have
21:42.48 something that's really important like
21:43.84 following up with a key customer I
21:46.12 always set a due date I would say do in
21:47.92 one month and then I would say remind me
21:49.80 monthly and that um is a way for me to
21:53.12 make sure that I I will get to that task
21:56.00 and PR Matrix will send me the reminders
21:57.80 to um make sure that I tackle that until
22:0.28 this task is
22:1.52 finished now on the right hand side in
22:4.04 the item details there's a couple other
22:5.52 things I can do um first I can actually
22:7.92 move this task to another project if
22:9.64 needed or I can start this task so
22:11.92 starring this task what what it does is
22:14.16 it actually pushes to the very top of
22:16.16 each quadrant so my general
22:18.20 recommendation is you should have at
22:20.12 most three to five star task within any
22:22.28 particular project so the way I decide
22:25.72 whether or not I star a task is whether
22:27.68 it's very important
22:29.12 or it it's something that I'm actively
22:30.96 working on right so within a project
22:33.16 that I have I might have 20 or 30 tasks
22:35.72 these are three to five things that I'm
22:37.40 working on or three to five things that
22:39.52 I think everyone who's involved within
22:41.36 that project need to work on those are
22:43.24 the tasks that I star if you star
22:45.48 everything then suddenly the the
22:47.60 starring process is useless right if
22:49.72 everything's important and Urgent then
22:51.20 nothing is important and Urgent so keep
22:53.04 that in mind right below starring I have
22:56.04 icon so when I click on icon here I can
22:58.60 actually just give a visual on what this
23:0.64 task is related to uh where I've seen
23:3.08 customer have some success is actually
23:4.80 using the colors here so red yellow and
23:7.08 green what I like about the color coding
23:9.80 is that it's very visual so for example
23:11.48 if something's behind schedule maybe you
23:13.20 can actually put it red something's at
23:15.36 risk of falling behind schedule you can
23:16.88 make it yellow or green um and so as you
23:19.80 can see within the Matrix after I select
23:21.96 the icon I can actually look at the
23:24.04 Matrix and see exactly the distributions
23:26.72 of icons and so forth once to actually
23:29.36 add icons later on you can actually sort
23:31.52 by icons and so forth so that might be
23:33.28 useful as a way to actually evaluate the
23:35.84 information that you have below that is
23:38.72 ownership so here when I created this
23:40.72 task I'm the owner right this is my task
23:43.60 but what if someone else need to take
23:45.00 over that job so I can actually click on
23:46.72 this and assign to another person and
23:49.00 then I'm added as a follower so what a
23:51.40 follower is is someone who actually gets
23:53.56 updates on this task so let me give you
23:55.72 an example let's just say you're a
23:57.40 manager and you have five direct reports
23:59.60 that work with you you create a series
24:1.40 of tasks you assign the task to each of
24:3.24 your direct reports now when they update
24:6.44 that task when they modify that task or
24:8.40 they Market has done as a follower you
24:11.36 get notification similarly if you have a
24:14.56 task and you're working with somebody
24:16.00 else um that's uh outside your team you
24:19.76 can assign the task but you're
24:21.40 interested in knowing the progress of
24:23.32 this task and that's what the follower
24:25.16 is for so essentially there can only be
24:28.40 one owner for every task and that's
24:30.04 something that's very explicit you know
24:31.92 you want to have clear ownership so one
24:35.08 person is responsible that's their
24:36.88 Avatar that shows up but everyone else
24:39.00 who's interested in getting updates can
24:41.00 be added as follower and then next day
24:43.08 you have progress 0 to 100% um in pry
24:45.96 Matrix if you use subtasks then you can
24:47.96 actually let's say you have five
24:48.92 subtasks and you get two of them done
24:50.76 then the progress updates a 40% but you
24:52.88 can also override it as needed what I
24:55.36 use progress for is a way to not y
24:58.88 everyone who's who's within this item
25:1.36 that there's work that's been done right
25:3.92 so imagine again if you have a very very
25:6.40 important task uh and that will take you
25:9.28 you know two weeks to actually work on
25:12.16 and actually make progress then setting
25:14.64 a due date and setting a reminder might
25:16.56 not be sufficient you might want to go
25:18.76 and change the progress to 5% 10% or
25:21.72 whatever it is uh over time so that
25:24.16 everyone else who's involved can go and
25:26.44 see okay you know what we're making
25:27.88 progress towards this you know you know
25:30.00 that actions have been taken next set is
25:33.20 effort and so effort is just a way to
25:35.08 say that not all tasks are Creed equal
25:37.28 so if you imagine if you're a manager um
25:40.92 one of the things you can do in prrix is
25:42.48 open What's called the workload report
25:44.72 so you can see okay these are my team
25:46.96 members how many things do they have on
25:49.64 their plate for this week but not all
25:52.44 tasks are created equal therefore by
25:54.16 setting effort you can say this task is
25:56.52 going to be four hours of work this task
25:58.92 is going to be half a day of work this
26:1.00 task going to take you know one week Etc
26:3.40 so by doing that you're able to manage
26:6.00 workload for everyone involved and then
26:8.52 the reminders and due dates I showed you
26:10.60 earlier you can click on here and
26:11.96 actually change it as needed I love
26:14.40 using the the natural language where I
26:16.80 just type in the chat you know again I
26:18.36 can say do in two weeks do in five days
26:20.96 do in three hours remind me daily remind
26:23.68 me weekly remind everyone daily or
26:26.76 remind everyone weekly those are the the
26:29.36 type of things that I typically use um
26:31.64 so that's a matter of comfort for you so
26:33.76 you know if you like typing then that's
26:36.52 something that you can do otherwise you
26:37.88 can click on these buttons as needed
26:40.40 below that is the chat and chat is where
26:42.72 you saw that I typed these commands but
26:44.56 it's also the one place where you can
26:46.52 have a conversation within context with
26:50.24 your uh fellow co-workers so you know
26:53.20 here's a challenge that I've seen over
26:54.44 and over again let's just say if you use
26:57.04 Microsoft teams to to chat with some
26:59.08 co-workers and you're talking about
27:0.72 different tasks that you have to do
27:2.24 fantastic that's great you're able to
27:3.80 have that conversation the only problem
27:6.20 is six months from now you know you go
27:9.12 back and you're like hey we were talking
27:10.84 about that task and we were saying that
27:12.88 these were the things we were going to
27:13.84 do do you remember what we talked about
27:15.76 I'm sure you've seen that scenario
27:17.20 happen over and over again the problem
27:19.68 in a regular chat is that it is it's
27:22.96 flowing but it flows without context so
27:25.92 by using the chat inside patrix you can
27:28.68 have the conversation within the context
27:30.48 of that task what's powerful about this
27:33.00 is that if you have to go and imagine
27:35.48 again in six months you have to reassign
27:37.48 this task to another person guess what
27:40.16 they can look at this task and see the
27:41.92 full history of all of that and you've
27:45.52 probably seen this with emails right you
27:47.20 probably you know there's probably been
27:48.40 so many emails exchanges that's gone
27:50.56 back and forth talking about different
27:52.32 things and then when someone else needs
27:54.00 to take over the job they have zero cont
27:56.40 context they don't know what's been
27:57.84 talked about they don't know what
27:58.92 decision's been made but the way it
28:0.48 works with PR Matrix is that it tracks
28:2.56 all of this in one central place um and
28:4.96 then what's powerful about this to is
28:6.56 the ability to attach resources and so
28:9.16 what that means is that when you have an
28:10.68 email thread you can actually upload
28:12.84 that email into patrix so let me give
28:15.28 you an example let's just say if you
28:17.96 work with an external client and the
28:19.96 client sends you an email to ask you to
28:21.88 do something there's a couple ways that
28:23.96 you can approach us right now you can
28:25.60 forward that email to somebody and ask
28:27.60 them to work on it right and then hoping
28:29.84 that they get to that email at some
28:31.40 point and hoping that they remember to
28:33.48 that to answer that email um or what you
28:36.32 can do is you can actually take that
28:37.84 email and convert it into a task into
28:39.92 party Matrix and now you attach into the
28:41.96 resources section you're able to assign
28:43.92 to the person set a due dat prioritize
28:46.28 it and then have it within context and
28:48.92 then not only that you can invite
28:50.56 appropriate people to the task and they
28:52.76 can all get the same be on the same page
28:55.44 but here's the cool part imagine if you
28:57.48 have to do pre presentations um or
28:59.96 create an invoice or attach additional
29:2.32 documents or training materials you can
29:4.44 attach all of those within the resources
29:6.40 section so that everyone who's involved
29:9.04 within this particular task can get
29:11.32 access to the same information so in the
29:13.72 resources section you can link to your
29:15.40 SharePoint you can link to your Dropbox
29:17.92 your box um your one drive Etc all
29:20.68 directly from here so I'll show you
29:22.56 shortly how to prioritize your
29:24.84 emails and then lastly in the notes
29:27.16 section this where you can add
29:28.32 additional information around the task
29:30.04 you can also create subtask one of the
29:32.12 cool feature that we have is a thing
29:33.48 called fill with AI the way it works is
29:35.84 that it just takes the task that you
29:37.92 have created here and then you know it
29:40.44 goes and and builds out a description on
29:42.80 what that task might be so if you're
29:44.72 assigning tasks to people sometimes you
29:46.88 know the one thing you don't want to do
29:48.48 is create a task and then type all these
29:50.56 notes around hey do this and do that um
29:53.36 by using our filled AI it actually goes
29:55.36 and actually create a description of
29:57.04 that task for you so then you can assign
29:59.56 to others so play around with it when
30:1.24 you get a chance and actually in some
30:2.88 scenarios it will actually build a
30:4.08 subtask for you as well okay so that's
30:7.04 the item details so what I've shown you
30:8.92 so far I've shown you the different
30:10.44 types of projects you might have I've
30:12.08 shown you that within the project you
30:13.72 have the quadrants where you can
30:15.04 actually um prioritize your task and
30:17.64 then within the quad within every single
30:19.84 task you have the item details where you
30:21.24 can add the additional context so what's
30:23.68 truly important here um and I'll be
30:26.16 honest with you you don't have to use
30:28.56 all of the features I just showed you uh
30:31.12 to get the most out of PR Matrix in fact
30:33.28 sometimes less is more so if you're very
30:35.84 new to the system there's a couple
30:37.68 things that I think you should do one
30:40.12 you should create a project for personal
30:42.24 priorities team priorities and your
30:44.40 goals right so those are very very
30:46.36 straightforward projects because that
30:48.12 applies to all of us at a personal level
30:51.04 in your personal prior project this is
30:53.08 where you create the task that you
30:54.80 actually have to do um you might uh if
30:57.44 you click on the personal priority
30:59.00 project one of the things you can do is
31:0.88 actually invite a uh your manager
31:3.80 perhaps to your project so then your
31:5.96 manager will have actually very good
31:7.56 visibility on what it is that you need
31:9.24 to work that what it is that you're
31:10.88 working on and so when you click on a
31:13.04 project the project details pops up here
31:16.08 and this is where you can add other team
31:17.88 members um so that's that's one thing
31:20.24 that I would recommend the thing you can
31:22.08 do with a project you can star the
31:23.84 project and again when you star a
31:25.44 project it pops at the top of the list
31:27.32 so if you you're first starting party
31:28.92 Matrix you might have three projects or
31:30.72 five projects starring doesn't really
31:32.60 matter but um in my actual work account
31:35.24 I have more than 300 projects and so
31:38.80 like I mentioned to you don't be scared
31:40.24 about creating projects I have 300
31:41.68 projects because they all pertain to
31:43.52 different context that on the work that
31:45.24 I have and so by doing that uh by
31:47.92 starting those projects I'm able to
31:49.80 focus on the projects that I care about
31:52.36 most and so you know when you have that
31:55.08 personal priority project at least you
31:58.00 know consider inviting your your manager
32:0.32 so then you'll be on um they'll be on
32:2.36 the same page as you and then when you
32:3.76 have a meeting you can actually have a
32:5.32 very meaningful conversation on your
32:6.96 priorities similarly if you're a manager
32:10.28 you might want to have a project that
32:12.04 you share with each of your direct
32:15.16 reports right so now when you guys have
32:17.76 your meetings you're not just going to
32:19.12 go and talk about hey what is that
32:20.84 you're working on what is it that you're
32:22.32 thinking about instead you can just open
32:24.12 up pry Matrix and focus on the things
32:26.80 that's in do now and and do later and
32:29.24 then if you have disagreements that's
32:31.20 where all the value of P Matrix comes
32:33.36 from okay so that's the first thing I
32:35.68 recommend the second thing is when you
32:37.72 create task in P Matrix make sure that
32:39.80 you put them in the appropriate
32:40.80 quadrants so as you can see earlier I
32:42.52 created this task here in Quadrant 4 but
32:45.28 if it's something that's very important
32:46.52 and urgent I drag it to quadrant one so
32:49.20 my general recommendation is no more
32:51.76 than 25% of your task can be in quadrant
32:54.08 1 as I mentioned if everything's
32:55.88 important and Urgent then nothing is so
32:57.60 when you're doing your priorities make
32:59.56 sure that you actually put the right
33:1.24 task in the right quadrants spend time
33:3.36 on that part of the effort that's the
33:5.16 hardest part but that's the most
33:6.96 valuable part as I mentioned working on
33:9.40 the wrong things is a waste of time for
33:12.40 everybody right you don't want to be the
33:14.16 person who did a perfect job on the
33:15.96 wrong task um so instead prioritize then
33:20.48 communicate with your your colleagues
33:23.04 your managers your direct reports your
33:25.08 co-workers your executive team to be
33:27.12 sure that everyone to the same page then
33:29.04 put all your effort in to execute these
33:31.00 tasks then within the tasks themselves
33:33.60 the features that I think are most
33:35.16 important is one of course setting the
33:37.08 due dates and reminders make sure you do
33:39.16 that um again the dimensions of
33:41.12 importance and urgency when you think
33:42.64 about urgency time is really really
33:45.64 crucial so having that understanding is
33:47.96 is useful um one of the things that
33:49.64 patrix does for you too is it actually
33:51.76 tracks how long it takes you to get
33:53.96 things done um you know from creating
33:55.92 the task actually marketing as done
33:58.32 or every time that you change the due
33:59.96 dates it will update it for you so what
34:1.96 happens when you set the due date first
34:4.28 what you're doing is you're setting
34:5.88 accountability and then if you have to
34:7.96 change the due date that's totally okay
34:9.88 you change the due dates and then uh
34:12.00 when you Market as done then you can see
34:13.84 okay you know what I had to shift this
34:15.32 multiple times and that's very very
34:17.52 valuable I I think people underrate the
34:20.00 ability for us to or underrate how
34:22.92 important it is for us to be accountable
34:24.80 to ourselves not just to others but you
34:26.92 know to our own um goals and so for me
34:30.64 personally I think for me when I set my
34:33.52 due dates it's a way for me to track how
34:36.52 good it is that I think or how well I
34:39.40 can actually execute on these tasks and
34:41.44 when I would get it done by so it's okay
34:43.68 for me to change a due date but every
34:45.20 time I do then I realize okay you know
34:47.32 what I should be a little bit more
34:48.64 cognizant about how I set my due dates
34:50.64 but by setting reminders it also ensures
34:53.64 that I will work on those most important
34:55.64 tasks that's how I always end up being
34:59.52 able to make sure that I work on those
35:1.76 um answer those important emails follow
35:3.88 with those important customers
35:5.72 Etc and then starring especially once
35:8.84 you have a lot more tasks within the
35:10.80 system so then you know exactly what it
35:12.32 is need to work on and of course
35:13.92 delegation so those are the core
35:15.64 features that I think are most important
35:17.36 in PR Matrix if you do nothing else and
35:19.76 you just do that I think you'll find a
35:21.40 lot of value almost right away now let
35:23.88 me just do an as side real quick um
35:26.28 around goals um one of things that I I
35:28.88 mentioned I've done a couple of these
35:30.60 webinars where you know I talk about how
35:33.32 people set goals at the beginning of the
35:34.80 year and now you know we're midyear
35:36.48 through almost vast majority of people
35:38.76 have completely for forgotten whatever
35:40.88 goals it is that they had for 2024 and
35:43.48 the reason is when you first set those
35:46.52 goals um you're you're very thoughtful
35:49.04 about it right you're thinking about
35:50.28 okay these are the things I want to do
35:51.56 these are the uh my due dates I'm going
35:54.20 to achieve this and that and so forth
35:56.32 but what happens is when Jan January
35:57.92 turn to February you suddenly have 10
36:0.48 other things that's on your mind and
36:2.40 then February turns to March you have 20
36:4.32 things on your mind and therefore you
36:5.96 start forgetting it um and so the same
36:8.72 thing applies to everything that we want
36:12.00 to achieve so that is where the
36:13.96 reminders again come into play um so if
36:17.40 you do have goals for this year or for
36:20.24 this quarter one of the things I want
36:22.04 you to do is actually the following one
36:25.36 create a project goals for 2024 for
36:27.68 example or goals for Q3 whatever it is
36:30.36 and then go to here and then change the
36:32.60 quadrant name so then it
36:34.72 reflects um different types of goals
36:36.76 that you have so for example for me I
36:38.88 have a project goals of 2024 I change
36:41.40 quadrant one to long-term goals then
36:43.16 short-term goals then anti-g goals and
36:45.76 then catchall so when I do something
36:47.88 like this it allows me to write down
36:50.12 everything that's in my brain put it
36:51.84 down into something that's tangible and
36:54.04 then organize it and then this is what I
36:56.32 do next I set recurring reminders on
36:59.76 those goals and that's how you trick
37:2.32 your brain into remembering these things
37:5.12 that you thought you should do and then
37:7.48 you end up forgetting and so for example
37:10.04 you know this is a very basic thing but
37:11.64 imagine if one of my goals was to read a
37:13.44 new business book every month if I just
37:15.52 say that one time I'm going to forget it
37:17.80 but by setting the monthly recurring
37:19.64 reminders every single month partrick
37:21.80 reminds me and actually get that done so
37:24.24 um it's a very useful trick so if you do
37:26.92 use p Matrix to manage your goals I
37:29.12 recommend doing this so let me show you
37:31.76 how to create projects in PR Matrix
37:33.16 since we talk about creating project
37:34.56 multiple times if you click on projects
37:36.72 here on the left hand side you can have
37:38.36 the option to create project when you
37:40.72 create a project in PR Matrix there are
37:42.76 several ways first is a blank project
37:45.12 when you click on a blank project you
37:46.52 literally will create a a project that's
37:48.48 a matrix that's completely blank and
37:50.76 then you can choose from a few basic
37:52.52 templates so Eisenhower Matrix or you
37:55.20 know GTD method Etc and then you just
37:57.72 choose a color um the the reason why the
38:0.60 the colors actually doesn't affect
38:1.88 anything but it's just a way to organize
38:3.96 information so for example you could say
38:6.60 personal things are one color or um
38:9.28 engineering related tasks or is one type
38:11.56 of color Etc so that's just a theme so
38:13.68 that's how you just create a very simple
38:15.24 basic blank project or there's a couple
38:18.40 things other other ways you can do it
38:20.16 which is you can choose what's called
38:21.60 public templates if you go to public
38:24.00 templates these are a series of
38:26.00 templates that we have that we've
38:27.72 created over the years uh curated over
38:29.84 the years that lets you create a custom
38:33.44 P Matrix with a custom name uh and it's
38:35.88 just different methodology that you
38:37.36 might use as long as it fits within that
38:39.52 four quadrants right so P Matrix is more
38:42.12 than the Eisenhower matrix it's far far
38:44.40 more than Isam Matrix there's literally
38:47.36 thousands of ways to use the Ford
38:49.16 quadrant system you can think about all
38:50.64 the different dimensions importance and
38:52.96 urgency is one set of Dimensions but you
38:55.36 might have effort and impact right or um
38:58.56 if you've gone to business school you
38:59.88 think about swad analysis um Etc so
39:2.84 those are all the different things that
39:4.08 you can do with per matric to customize
39:6.32 that and if you go to public templates
39:7.60 we have a few here and on our website we
39:10.20 actually have literally a thousand
39:13.04 templates available um of all the
39:15.32 different ways to use protom Matrix and
39:16.84 all of it is available to you for free
39:18.80 and then what happens too is as you use
39:20.84 protom Matrix more you might end up
39:23.04 creating your own templates so earlier
39:25.80 one of the things I mentioned is that
39:27.40 maybe within your organization let's say
39:28.92 you're an HR you have an employee on
39:30.88 boarding process so what that means is
39:33.44 that when you have a new employee you
39:35.12 want them to go through these various
39:36.48 training tasks um you want them to go
39:38.96 and read these documents you want them
39:40.92 to go and whatever it is that you have
39:43.08 to do so and you want them to do by a
39:45.68 certain date so what happens you can
39:47.24 create a PR Matrix project set those
39:49.48 tasks set those priority level set the
39:51.60 due dates and then you save it as a
39:53.64 template now when you have a new
39:55.28 employee you literally would go to here
39:57.96 click on my templates choose employee
40:0.28 onboarding templates and then to set the
40:2.48 start date and part Matrix will
40:4.24 automatically create all those tasks for
40:6.20 you along with all those priorities and
40:8.80 set all the due dates relative to your
40:10.84 start date so it's a very powerful way
40:13.08 especially um if you have a lot of
40:14.76 recurring tasks and this applies to
40:16.80 employee onboarding client onboarding or
40:20.00 even on a quarterly basis if you're in
40:22.00 accounting and you have to do the the
40:24.08 checklist to go through all the stuff
40:25.84 for your accounting right that's another
40:28.72 example and then the last way to create
40:31.56 a project with per Matrix is with AI um
40:34.48 so one of the things that we're trying
40:35.60 to do here is we're trying to make it
40:37.92 easier for you to achieve your goals so
40:40.08 for example let's just say if you're in
40:42.84 sales one of the things you might want
40:44.52 to do is you might want to improve your
40:46.20 onboarding process uh and so here you
40:48.56 can say you know improve onboarding
40:50.96 process right so that's an example and
40:52.88 you just click next and what happens is
40:54.92 our AI system will actually build you a
40:57.32 party Matrix along with all the tasks
40:59.36 and all the priorities for you um along
41:1.32 with the due dates and some suggestions
41:3.00 and then from there you can actually use
41:4.64 that information to um modify it or to
41:7.76 delete the stuff you don't like
41:9.24 prioritize the stuff you do like
41:11.08 similarly if you are trying to get
41:12.96 promotion this year right you can
41:14.64 actually change this and say get
41:16.56 promoted from project manager to senior
41:21.00 project manager imagine imagine that was
41:23.68 a goal that you have you can type that
41:25.52 into our AI system click next here and
41:28.00 our a AI system will actually build you
41:30.16 a list of things that you ought to do in
41:32.40 order to achieve that goal so play with
41:34.32 it when you get a chance I I recommend
41:36.40 that um using it as a starting point is
41:39.36 actually extremely valuable okay so
41:41.40 those are different ways to create the
41:43.72 uh projects in pry Matrix so now I'm
41:45.64 going to shift gear a little bit and
41:46.88 talk about email managements I think
41:48.88 that's one of the reasons why customers
41:50.40 come to party Matrix is because they get
41:52.08 so overwhelmed with emails so here I
41:54.44 have uh my Outlook open and so if if you
41:57.48 happen to use Outlook party Matrix has
41:59.60 very very powerful Integrations within
42:1.88 the uh Outlook ecosystem so as an
42:4.60 example I get an email and let's say
42:6.48 that's a very important email and it but
42:8.04 it's not something I can answer right
42:9.36 now right I mean I'm sure this happens
42:11.32 to you all the time you'll get an email
42:14.04 it's important can't deal with it yet so
42:16.04 what do you do you flag it right that's
42:18.52 actually a lot of us do that you Mark
42:20.24 leave it as unread and then hoping that
42:22.56 the flagging and the unread is
42:24.08 sufficient for us to get back to and
42:26.44 usually it's fine if you have five
42:28.84 unread emails and five flag emails but
42:31.60 if you have 50 flag emails and then
42:34.36 dozens of unread emails guess what it's
42:36.52 not going to work um and you know for me
42:38.84 personally if I don't prioritize the
42:40.84 emails that I I have I have so many new
42:44.40 emails that comes in that it's virtually
42:46.08 impossible for me to remember what it is
42:47.60 I need to work on and then I would end
42:48.92 up having to look through all the emails
42:50.68 again and um and I think if that applies
42:52.68 to you then you realize how important it
42:54.32 is to prioritize your
42:56.12 email so here let's just say I get this
42:58.52 email and now I need to prioritize it
43:1.00 what happens is I can actually go to
43:2.72 apps here and then if you don't have
43:4.60 this already click on add apps and
43:6.12 search for party party Matrix turn email
43:9.12 into task this is our Integrations that
43:11.68 allows you to turn any emails into the
43:13.76 task when I click on this option I have
43:16.76 uh two choices I have the ability to
43:18.28 prioritize email so I go ahead and click
43:20.00 on that now what happens is on the right
43:22.48 hand side a panel will pops up will pop
43:25.72 up that allow me to prioritize this
43:27.96 email you see the way it works is that
43:30.12 it actually takes the subject of the
43:32.04 email and put that as a task name I can
43:34.16 modify this as needed I can actually
43:36.12 choose what project it goes in so let me
43:38.32 give you an example let's just say if
43:40.72 you are in sales and you're trying to
43:43.12 deal um you get an email from a
43:45.56 potential customer and you want to
43:47.04 prioritize that email you want to make
43:48.60 sure that you don't forget it right you
43:51.28 click on here and then you choose the
43:53.28 project that's relevant to that customer
43:54.96 so let's just say it's Microsoft or
43:56.36 something like that then you actually
43:57.84 prior choose that project for Microsoft
44:0.64 then you prioritize it you can even
44:2.64 assign this email to another person and
44:4.92 then you can set a due dates so in one
44:8.36 series of action what I've just done is
44:11.76 that I've taken an email created a task
44:14.84 organized it into various projects
44:17.04 assign it to somebody set a due dates
44:19.64 and then at the very bottom here I can
44:21.40 even say remind everyone weekly and now
44:24.56 I've set a recurring reminder to make
44:26.76 sure
44:27.80 that my coworker get to this email
44:30.44 answer this email in a timely manner and
44:32.88 when the person answers that email then
44:34.88 they'll update this and I know that that
44:36.48 actually been done if I forward an email
44:38.88 the problem I have is that I don't know
44:40.60 if the person has seen it I don't know
44:42.84 if they know how important it is and
44:44.56 also it's not on their calendar um
44:47.12 there's no due dates associated with
44:48.60 that forwarded email right so instead by
44:50.48 using for mrix I can actually create so
44:52.96 much more accountability for the things
44:55.20 that my co-workers will have to do
44:57.84 and even for myself uh you know
44:59.96 sometimes I get an email and again I
45:1.92 can't deal with it in in this week and
45:4.36 so I'll set the due date for two weeks
45:6.36 I'll set a weekly recurring reminder and
45:8.80 then on a weekly basis I realize okay
45:11.00 you know what I really got to get get to
45:12.60 this email and answer it um and what's
45:15.28 nice about party Matrix is that when I
45:17.08 do that it the email gets uploaded into
45:19.44 the resources section here so what that
45:21.60 means is my coworker can actually open
45:23.56 this email file and respond to this
45:25.92 email directly from their their
45:28.40 system and one of the things that's
45:30.48 useful about the resources section as I
45:32.44 mentioned earlier is that it's more than
45:34.20 just emails so again if you were you
45:36.56 know assigning this task and asking your
45:38.44 coworker to create an invoice or build a
45:40.88 presentation they can upload that
45:42.96 presentation here and now you guys can
45:45.08 actually have a conversation around um
45:48.44 everything that you have to do in a
45:49.68 meaningful way and of course prot Matrix
45:51.84 lets you link to SharePoint or
45:53.80 Salesforce or whatever any web
45:55.84 application that you have really here in
45:57.68 the link section and just keeps things
45:59.60 very very organized now imagine if you
46:2.20 got an email but you already have a task
46:4.56 created so as far as I know P Matrix is
46:6.88 the only application that lets you
46:8.56 attach emails to existing task so now
46:11.48 when I choose P Matrix here I can open
46:13.72 pry Matrix instead and now instead of
46:15.80 creating a whole new task I can actually
46:17.96 search for the relevant task that I
46:20.12 already have created and attach the
46:21.96 email to an existing task so if the
46:24.24 customer followup um or if a different
46:26.60 person sends a new email thread but it's
46:29.00 all tied together in one central place
46:31.44 then you can actually attach it into the
46:33.48 same task and everyone who's involved
46:35.88 will be on the same page so that's the
46:38.20 one thing I want you know everyone to
46:40.08 recognize is that pry Matrix create that
46:42.36 single source of Truth as I mentioned
46:44.56 one central place to know the priorities
46:46.92 and then one central place to have
46:48.52 everything that's relevant to that task
46:51.80 so I hope that as you consider using
46:53.48 prod Matrix within your team and your
46:54.92 organization that that's a value prob
46:56.92 position to keep in mind okay so that's
46:59.00 how that's how you can use the extension
47:1.28 but here's the thing I'm on the go all
47:4.44 the time too so what happens is I I
47:6.60 might get an email on my phone um and I
47:9.48 need to prioritize that email and for me
47:11.68 I use an iPhone and I use apple mail so
47:14.28 I don't have an Outlook integration
47:15.76 there so what patrix does is actually
47:18.04 allows me to forward any email into our
47:20.52 system so if I go to Party Matrix click
47:23.36 on inbox there's a secret inbox address
47:26.56 I can copy this address right here and
47:29.04 this is an inbox address that I can
47:31.36 actually save as a contact on my phone
47:34.04 so now when I get an email on my phone
47:37.48 to prioritize it I just simply click
47:40.28 forward I would save since I have the
47:42.64 contact save I would say inbox and then
47:45.60 down here in the body of the email I can
47:48.16 say do oops I can say do
47:53.28 um do in two days remind me me daily and
47:58.00 so by typing these separate lines and
47:59.76 then clicking send party Matrix will
48:1.76 actually parse that as commands and so
48:4.48 it will set the due date for this email
48:6.20 that I forwarded into the system and
48:8.00 it'll actually remind me daily as well
48:10.28 so um there's I've seen folks actually
48:12.44 just creating let's say they have a new
48:14.60 task that they need to to create instead
48:17.16 of actually open a prod Matrix and
48:18.92 create the task and all that they will
48:20.64 just send an email into prod Matrix
48:22.48 instead with the due date uh or with
48:25.04 these commands as needed so that one way
48:27.32 that you can one other way that you can
48:28.88 use promatrix especially if you don't
48:31.04 use Outlook so this works with any email
48:33.96 system it it works with um it works with
48:37.16 Gmail even though we have a Gmail
48:38.80 integration this is uh something that I
48:41.40 find very useful when I'm on the go okay
48:43.96 so that's how email prioritization works
48:46.00 now let me go back and show you a couple
48:48.52 of last things inside promatrix uh and
48:51.20 then lastly I'll show you the teams
48:52.92 Microsoft teams Integrations so when you
48:54.96 go back to your projects here so for for
48:56.88 example let me choose a project here
48:58.76 that has a few more tasks so here I
49:0.92 choose a project I've been talking about
49:3.08 the quadrants over and over again but in
49:5.36 reality there's many different ways to
49:7.12 look at the same information right so I
49:9.36 can actually go to the top here and
49:11.20 change the list View and now the list
49:13.52 view shows all the tasks I have but in a
49:16.80 list format and what's nice about this
49:18.56 is I can sort it by due dates by
49:21.20 modified dates by owner by quadrant Etc
49:24.56 so um I like the list view when I I have
49:26.92 a lot of things that are overdue so it's
49:29.28 very easy to see the overdue task
49:31.36 because you know it's red and so it's
49:33.64 very very easy for me to click on it
49:36.20 look at the status rep prioritize it
49:38.72 change the due date as needed and then
49:40.72 also you can see that the star task
49:43.04 belong in their own separate compartment
49:45.32 here so again when I talk about you know
49:47.32 starring your task this is one of those
49:49.40 reasons so then you can always get to
49:51.60 the star task across your entire um
49:54.64 Matrix then you have the calendar view
49:56.76 view where every task that actually has
49:58.32 due dates will have the calendar view
49:59.92 here and you can actually click on the
50:1.44 task you can drag and drop it to change
50:3.00 the due dates and party Matrix will
50:5.04 track all those changes for you um one
50:7.92 of the things I want to emphasize is
50:9.68 accountability right what happens is
50:11.56 that if you assign a task to somebody
50:13.92 you want to know that they got it done
50:16.88 on time but then also if they change the
50:20.36 due date you have that accountability in
50:22.48 place so per Matrix whenever you make a
50:24.28 change to a task it actually updates the
50:26.96 and there's an audit Trail on for all of
50:28.92 that now if you have tasks that actually
50:31.68 spend much longer time time span than
50:34.84 just a month or a week that's what the
50:36.72 timeline and Gant chart is for so with
50:39.48 the Gant chart what happens is if you
50:41.64 have a project that spans across 6
50:43.88 months or or longer you can go here you
50:46.92 can zoom out and as you can see I can
50:49.36 actually see all the tasks not just for
50:51.80 this month this quarter this year but
50:54.40 also to the next few years and so if if
50:56.72 you're a project manager you sometimes
50:58.48 you just need a screenshot of this and
51:0.24 put in your presentation and party
51:2.12 Matrix generates this for you
51:3.68 automatically and you're able to
51:5.32 actually in U party Matrix generate
51:7.68 dependencies so in the resources section
51:10.12 you can actually add dependencies to
51:12.28 other party Matrix item to say that this
51:14.64 task is blocked by this task this task
51:17.52 depends on this task Etc so these are
51:20.80 different views that you have one of the
51:22.52 things I mentioned earlier is what I
51:24.04 call the people Centric view so on the
51:26.40 left left hand side here these are
51:28.44 called Global views so what that means
51:30.36 is that I I showed you the local views
51:32.56 here on a pro project basis but the
51:34.68 global view lets me see everything
51:36.88 across all of my matrices so if I go to
51:39.64 the oneon-one instead of actually
51:42.20 looking at the tasks I have from a
51:44.36 project standpoint it shows me
51:46.72 everything I have in common with another
51:49.00 person so if you're a manager and you
51:51.56 again you have your various direct
51:53.04 reports and they're working on a lot of
51:54.36 different things you can go to the
51:55.80 one-on-one select each person and see
51:58.36 exactly what it is that they're working
51:59.84 on what are the things they have overdue
52:2.44 um so I can change this person here what
52:5.40 are the things I have overdue what are
52:6.92 the things they're working on and then I
52:8.84 can click on each of these tasks modify
52:11.00 them as needed and then not only that I
52:12.76 can actually create share task with them
52:15.28 here um so I don't have to even open any
52:18.12 project I can actually create a task
52:20.28 automatically assign it to the person
52:22.40 automatically add me as a follower so
52:24.08 when they update it I get a status um I
52:26.76 I get an update as well so this is very
52:28.92 useful if you have a one-on-one meeting
52:31.28 simply open up your one-on-one with your
52:33.16 co-workers and you can see exactly what
52:35.68 are the things both of you are working
52:37.40 on together um there's a couple of other
52:40.12 views here which I I won't show you
52:42.60 except for the um search view which is
52:45.56 essentially what I call the master view
52:47.36 in PR matrix it's the one place where
52:49.80 you can see everything around everything
52:53.16 across all projects and it's very useful
52:57.32 if you you're trying to understand what
52:59.40 do I need to work on or what are the
53:0.88 things that um uh I wasn't aware of and
53:4.16 so if you go to this view you can click
53:6.16 on overdue and it actually shows you all
53:8.80 the overdue tasks on on everything that
53:11.56 you're a part of right and then not only
53:13.56 that you can actually filter it to show
53:15.60 you the things that are relevant to you
53:17.44 so our our filtering system is extremely
53:20.08 powerful this is the one place where you
53:22.28 can generate a report that says these
53:24.40 are all the things I worked on this past
53:26.08 quarter um or these are all the things
53:28.20 that my my team members worked on this
53:30.96 past month Etc so PR Matrix actually
53:33.80 shows you all of that here in the
53:35.40 masterview and you're able to export
53:37.00 that information as
53:38.80 needed okay so I talked about reminders
53:41.80 earlier um and actually you know the big
53:44.00 question is how do I get right my
53:45.52 reminders and that's what the home view
53:47.08 is so when you start in PR Matrix the
53:49.56 home view is typically where the program
53:51.48 starts and so when you look at the home
53:53.16 views you have these alerts these are
53:54.80 items that require your attentions that
53:56.80 means these are items that were assigned
53:58.48 to you these are were items that um
54:1.08 trigger the due dates or a reminder um
54:4.16 or you were a follower for something and
54:6.32 it got that task got updated so when you
54:8.44 look at the alerts here essentially you
54:10.36 know you can click through each of this
54:11.92 and then you can see okay you know what
54:13.32 these are things that's relevant these
54:14.52 are things that's not relevant one of
54:15.96 the things you can do is actually clear
54:17.64 all these notifications so I mentioned
54:20.08 how how important it is to set those
54:22.52 recurring reminders right so imagine if
54:25.40 you get a due date uh and then the due
54:27.52 date triggers and then you click on the
54:29.48 task and then you didn't do anything
54:30.64 about it well guess what when you have
54:32.20 those recurring reminders it'll pop back
54:34.88 up here over and over again to ensure
54:37.32 that you actually get to that task and
54:39.20 actually Market is done and then lastly
54:41.48 within the home view there's a couple of
54:43.04 other places you have the agenda you uh
54:45.56 where you can actually see all the tasks
54:47.44 that you actually have to do this week
54:49.64 and then your items across the entire
54:51.60 party Matrix okay I'm going to switch to
54:54.60 Microsoft teams real fast here inside
54:56.84 Microsoft teams party Matrix is one of
54:58.56 the most integrated uh solution within
55:0.64 teams when you have open teams here you
55:2.88 can actually add apps and and pin p
55:5.00 Matrix here on the Le hand side but
55:7.20 there's a couple things that makes p
55:8.52 Matrix very unique which is if you're in
55:10.56 the chat with somebody one things you
55:12.64 can do is you can actually add the
55:14.04 one-on-one view here and you can
55:16.36 actually see all the tasks you have in
55:18.04 common with that person directly inside
55:20.40 teams inside the chat you have with that
55:22.28 person without even opening PR Matrix so
55:24.84 what that means is you can actually use
55:26.32 prot Matrix without even opening prot
55:28.32 Matrix at any point in time so it's a
55:30.60 very useful way to know what your
55:33.04 co-workers are working on um the other
55:35.00 thing you can do is you can actually
55:36.52 hover over every task here and I'm sorry
55:40.52 every uh conversation you have with a
55:42.00 co-worker so let's just say you're
55:43.64 talking to your manager they say hey
55:45.56 could you send me a report you can hover
55:48.24 over the conversation click on this
55:50.28 Ellipsis and create a task in party
55:52.32 Matrix directly from Microsoft teams so
55:54.64 we try to make it as easy as possible
55:56.80 for you to capture all these things that
55:59.20 you're supposed to do and then making
56:0.92 sure that you know make it easy for you
56:2.56 to prioritize those um and then set due
56:5.20 dates and so forth and then the other
56:7.40 thing that I strongly recommend that you
56:9.20 do is actually install the P Matrix
56:11.44 chatbot so what this is uh another place
56:14.16 where py Matrix will send you those
56:15.64 recurring reminders as well as
56:17.44 notifications on the things that's
56:18.76 relevant to you and the way you add the
56:20.64 chat bot is you simply click on this
56:22.44 plus down here and then search for PR
56:24.88 Matrix and then add p matx mat um to to
56:28.56 your Microsoft teams so it's actually
56:30.20 two separate things that you do which is
56:32.08 you can actually add PR Matrix as an
56:34.36 application directly here on the left
56:36.16 side and you can add pry Matrix as a
56:38.68 chatbot um within the messages okay with
56:42.80 that I'm going to go back to my
56:44.04 presentation real quick and wrap this
56:47.68 up so if you do nothing else um make
56:50.40 sure you sign up for PR Matrix and use
56:52.08 our apps and teams and Outlook if you're
56:54.08 Microsoft in Microsoft Suite um if you
56:57.92 um create a pro a couple projects I one
57:0.08 of the things I recommend is create a
57:1.48 project that highlight your personal
57:3.36 priorities and then ask your co-workers
57:5.60 to do the same I think uh that's so
57:7.64 powerful to be on the same page to have
57:10.44 that floating Matrix above their heads
57:12.76 as you walk around the office and then
57:14.68 you can focus the conversations on those
57:17.28 differences that you have and then
57:19.12 always sit down and compare notes one of
57:20.72 the things that um you have to recognize
57:22.72 is that priorities are constantly
57:24.16 changing and part of Matrix makes it
57:26.28 easy to see those shifting priorities
57:28.92 without having a meeting you don't want
57:30.48 to have everyone together in the in the
57:32.68 same room over and over again just to
57:34.96 talk about priorities instead they
57:36.40 should able to look at the pr Matrix on
57:38.60 the team PR Matrix and see okay these
57:40.44 are the things we're working on right
57:42.08 now and then if you're ambitious create
57:44.20 a project for your personal priorities
57:46.12 um again if you're looking for a
57:47.48 promotion create a project to get a
57:49.12 promotion and then invite team members
57:51.16 to share those projects as
57:53.68 needed some advice make sure you use
57:56.32 Matrix to track high impact tasks um
57:58.60 always think of P Matrix as a
58:0.00 communication tool it's a way to
58:1.52 communicate your priorities to others
58:3.28 it's a way for others to communicate
58:4.96 their priorities to you uh and that's
58:7.16 internally as well as externally and
58:9.32 then make sure you use P Matrix to
58:10.72 manage your personal goals and what
58:12.64 success with prodom Matrix should look
58:14.20 like one you're checking patrix every
58:16.52 week to remind yourself of your goals
58:18.92 you have one central place to track all
58:20.68 your priorities and then at the team
58:22.56 level everyone on the team understands
58:24.52 and they're relying on key tasks and and
58:26.24 that if you have important emails and
58:28.12 you need to prioritize and triage them
58:29.96 you use our extensions to make sure that
58:32.00 you delegate those emails to the
58:33.40 appropriate people and then at the team
58:36.04 level you should be able to see
58:37.32 everyone's priorities in real time
58:40.64 asynchronously all right uh with that I
58:43.48 will jump to the Q&A here if there's any
58:45.24 questions send them in the chat and I'd
58:46.72 be happy to address them right now thank
58:48.28 you very
58:52.40 much okay so I see a couple questions um
58:55.52 how does our solution interact with
58:57.40 Microsoft planner and uh so this is
59:0.24 actually party Matrix can be used
59:2.04 independent of Microsoft planner but you
59:4.64 can also integrate planner within
59:6.60 Microsoft as well so party Matrix is
59:9.00 actually far more integrated with teams
59:11.40 and Outlook than planner itself so if
59:13.32 you use planner before um you realize
59:15.88 how limited it is in a lot of
59:17.64 capabilities especially when around
59:19.92 comes around to team collaboration when
59:21.80 it comes to integration with emails and
59:23.92 all that part of Matrix is actually has
59:25.68 all the features that planner has um and
59:28.76 more and then not only that we actually
59:31.24 have Integrations and I'll show you here
59:33.44 if you go to the P Matrix connectors
59:37.04 um uh right here so if you go to
59:41.04 connectors um the connectors page you
59:44.40 can actually integrate planner to-do and
59:46.72 all that and actually pull these
59:48.12 projects into patrix as a one-way
59:53.08 sync um how can you use party m matx for
59:56.48 both personal and professional goals um
59:59.92 and toggle between the two that's that's
1:00:2.00 a fantastic question actually it's a
1:00:3.88 very very good question so one of the
1:00:5.56 things that I like to do is I like to
1:00:7.84 have these separate projects and that's
1:00:10.48 earlier what I said about how don't be
1:00:12.56 afraid to create different projects so I
1:00:14.40 would go ahead and create a project
1:00:15.88 that's called personal goals and so when
1:00:17.60 you have your personal goals don't you
1:00:19.80 don't have to invite others and so if
1:00:21.24 you don't invite others then you're the
1:00:22.92 only person who can see this project and
1:00:25.24 so that's where you can track your
1:00:26.40 personal stuff and then for your um your
1:00:29.24 team stuff that you work with others
1:00:31.32 that's where you create a different
1:00:32.60 project and then you in that in those
1:00:34.72 projects you invite the appropriate team
1:00:37.08 members and so when you are actually
1:00:40.16 using patrix um and you want to filter
1:00:43.24 that information there's a couple things
1:00:44.92 you can do but down here in the project
1:00:47.44 tags let's just say you have a lot of
1:00:48.92 personal tasks and then a lot of um I'm
1:00:51.32 sorry a lot of personal projects and
1:00:52.80 then a lot of uh work related projects
1:00:55.08 you can actually tag
1:00:56.44 each of those projects as well then
1:00:59.20 inside the uh view here you can actually
1:01:1.56 search for those specific projects and
1:01:4.08 narrow down the information that you're
1:01:6.28 looking at at any point in time so
1:01:8.28 that's that's the way that I will look
1:01:9.56 at it when you're thinking about how to
1:01:11.48 organize information in prod
1:01:19.68 Matrix um so uh with respect to um
1:01:23.64 uploading documents and so forth in prod
1:01:25.52 Matrix that's why we have the
1:01:27.12 flexibility around being able to link to
1:01:30.48 your own internal SharePoint systems as
1:01:32.84 needed so as mentioned P Matrix is a
1:01:34.88 Microsoft 365 security certified
1:01:36.96 solution so what that means is Microsoft
1:01:39.12 actually audit all our stuff they uh do
1:01:42.28 security tests on all our stuff and so
1:01:44.28 getting that checkbox is actually a very
1:01:46.24 very hard thing but party Matrix is one
1:01:48.40 of the very few solutions that is
1:01:50.36 Microsoft 60 uh Microsoft 365 certified
1:01:53.68 uh but regardless one of things you can
1:01:56.44 always do inside the resources section
1:01:59.28 is change it so then you can upload from
1:02:2.80 your SharePoint um instead so uh if you
1:02:6.56 have a business license for pry Matrix
1:02:9.28 one of the things you're able to do is
1:02:10.64 actually change the upload system to use
1:02:13.68 your Microsoft One drive so what that
1:02:15.92 means is your admin would do this and
1:02:18.60 they would set that up um so then when
1:02:20.56 files are uploaded into patrix it's
1:02:22.80 uploaded into your tenant so not not
1:02:26.12 nothing on our side so that's one way
1:02:28.04 that you get around that but of course
1:02:29.68 again you can always link to um you know
1:02:33.16 your Office 365 documents or your Google
1:02:35.96 Drive Etc and patrix would just add that
1:02:38.60 as a link here and anyone can just click
1:02:40.72 on that and then if they have the proper
1:02:42.40 permission they can access that one of
1:02:44.64 the things I didn't show is the out uh
1:02:47.20 the edge and Chrome extension so you can
1:02:49.88 go and install PR Matrix for Edge and
1:02:51.52 chrome and so if you're on a particular
1:02:54.36 document right that you're in Edge um
1:02:57.44 that in in SharePoint you can click on
1:02:59.76 the parametrix extension and create a
1:03:1.60 task from that and it actually will
1:03:3.16 create a task in Pro Matrix and link to
1:03:5.68 that document for
1:03:9.36 you um so regarding you know using
1:03:12.40 promatrix like a conon board so it's
1:03:14.84 it's interesting conon view is actually
1:03:16.92 one of the few views we don't have but
1:03:19.40 if you want to use from the perspective
1:03:21.32 of you know progress to do um as you
1:03:24.52 mentioned here a backlog and all that
1:03:27.00 one of the things that I would recommend
1:03:28.48 is to actually update party Matrix
1:03:31.36 quadrants here to better reflect those
1:03:34.08 things so you don't have to have a done
1:03:35.60 because you can actually just Market
1:03:36.88 task is done and it goes away but you
1:03:39.20 can actually change Quadrant 4 to
1:03:41.12 backlog that's my general recommendation
1:03:43.52 you know the quadrant four is always
1:03:44.92 sort of the catchall and then you can do
1:03:47.20 the quadrant one is Todo quadrant 2 is
1:03:49.28 in progress um quadrant 3 is on hold Etc
1:03:52.48 so that's how I would adapt it by
1:03:55.28 changing the quadrant name uh the
1:03:57.20 quadrant names and then organizing your
1:03:58.96 information that
1:04:0.16 way fantastic these are really good
1:04:2.64 questions I appreciate that now if
1:04:4.56 there's any more questions please feel
1:04:6.28 free to reach out to me hi affluence.com
1:04:8.36 and then as mentioned uh we have
1:04:10.32 recorded webinars that covers other
1:04:12.12 topics as well and then I believe that
1:04:14.20 we have webinars coming up that talk
1:04:15.96 about you know collaboration email
1:04:18.08 management Etc so if you're interested
1:04:20.00 in any of the other ones be sure to
1:04:21.76 check out those webinars um as always
1:04:24.64 thank you very much for your time for