Workload Reports, Project Reports, Gantt Charts - How to Use Advanced Priority Matrix Features

0.52s my name is high win I'm co-founder of
2.72s affence the company behind PR Matrix
5.20s today's webinar is on our Advanced
8.24s features in particular around reports
10.32s and workload management and so our goals
12.52s for today a quick overview of pry Matrix
15.60s how to use Gant charts how to use a
17.48s reporting system how to use workload
19.64s managements and how to use Global
21.40s reports and finally how to use the
22.84s master list and the search view to
25.12s generate whatever it is that you need to
26.96s generate um one of the things I do want
28.72s to emphasize is that this is not
30.20s intended to be an introduction to PR
32.00s Matrix um I do have I do assume that you
35.68s have a pretty basic understanding of at
37.80s least what pry Matrix can do although I
40.08s will give you a quick overview um I want
43.20s to remind you that there are other
44.92s webinars that's more basic just in case
46.92s you do need
49.40s those so let's start with why do you
52.56s even prioritize um there's three reasons
54.44s customers come to party Matrix one to be
56.84s better at keeping track on the status of
58.72s work across many different areas of
1:1.44 responsibilities second to create
1:3.44 alignment across team members so that
1:5.48 everyone knows what's important and then
1:7.52 thirdly to Take Back Control of emails
1:9.56 and meetings and then why do you want to
1:12.08 use some of our Advanced features first
1:14.40 of all you can get even better
1:16.28 visibility across people and time those
1:19.24 are two very very different dimensions
1:21.32 and I think it's extremely important to
1:23.04 understand what it is you need to work
1:24.80 on um today tomorrow and then in the
1:28.28 coming months and years and then who is
1:30.80 it that's supposed to be responsible for
1:32.56 it and who is it that's responsible for
1:35.12 doing the work and what's their workload
1:37.16 like and then secondly to ensure that
1:39.44 the right things are done across not
1:41.80 just your own project or your own task
1:44.52 but perhaps across your entire team and
1:46.88 organization so in my other webinars one
1:50.20 of the things I emphasize is how you can
1:52.60 use 20% of the features in promatrix to
1:55.20 get 80% of the value in today's webinar
1:57.92 it's around using something more
1:59.96 Advanced capabilities in P Matrix to get
2:2.08 you to that 95 90 uh 99% of the value
2:6.28 out of P Matrix so hopefully this will
2:8.56 give you some insights on what are some
2:10.96 of the things that you can achieve with
2:12.24 prod Matrix so even if you don't use
2:14.12 these features today I think you'll come
2:16.28 out um realizing that there's so much
2:18.84 more to party Matrix and that as you use
2:20.76 party Matrix more and more all these
2:23.64 views and data becomes available for you
2:26.12 to review afterwards so even if you're
2:28.04 not able to take advantage of everything
2:29.56 today okay that's all
2:32.56 right so prod Matrix is a comprehensive
2:35.56 email priority and project management
2:37.56 software so what that means is that we
2:39.68 actually help across all the different
2:41.36 levels in which you can use our system
2:44.36 to prioritize your task and projects at
2:46.68 the individual level party Matrix helps
2:49.60 you prioritize your most important task
2:52.00 right that's that's the basic assumption
2:54.04 in the most valuable use case of part
2:56.28 Matrix to ensure that you as an
2:58.08 individual are able to understand
2:59.88 exactly what you need to work on but
3:1.76 what happens is that if you as an
3:4.32 individual prioritize your task and
3:6.44 you're able to communicate that to your
3:7.88 team then it actually helps the entire
3:9.92 team stay align so being able to
3:12.24 understand what everyone's priorities
3:13.72 are within your team in an effective and
3:16.44 efficient way is so valuable to ensure
3:19.40 that you're all going in the right
3:20.56 direction and then lastly um promatrix
3:23.32 helps that the organizational level
3:25.16 create a single source of Truth to
3:27.64 become more efficient and more effective
3:29.56 as a whole group and the reason it works
3:32.56 is because patrix keep tracks of things
3:36.12 across time and across projects so what
3:38.40 that means is if you have a new employee
3:40.68 they're able to understand exactly the
3:43.00 decisions made previously in terms of
3:45.20 prioritization in terms of due dates and
3:46.96 so forth and then similarly what happens
3:49.08 is that when someone leaves your
3:50.48 organization you can actually reassign
3:52.72 those priorities to somebody else and so
3:54.60 that knowledge is actually saved and can
3:57.04 be transferred and that is so valuable
3:59.80 as a way to preserve organizational
4:4.08 knowledge so what makes protom Matrix
4:6.24 better than all the other Solutions out
4:7.76 there um it's the only solution that's
4:9.88 Microsoft 365 certified across our teams
4:13.00 app Outlook app and web app so that's
4:15.60 actually a very unique capability um the
4:18.04 second is that we're deeply integrated
4:19.52 into the Microsoft Outlook and co-pilot
4:21.72 ecosystem now you don't need to be a
4:24.32 Microsoft user to use PR Matrix we were
4:26.36 completely independent of that but if
4:28.64 you do use um if you are a Microsoft
4:32.04 Azure user or a Microsoft Office user
4:35.00 we're almost a no-brainer because we're
4:36.60 so deeply integrated into your existing
4:38.76 work party Matrix focuses on
4:40.92 prioritization that's the number one
4:43.32 thing um and I want to emphasize that
4:45.36 over and over again so if you use part
4:46.92 Matrix for prioritization you're on the
4:48.92 right track um if you don't use it for
4:51.00 prioritization make sure you use it for
4:54.00 prioritization part Matrix also provide
4:56.16 what I call people Centric collaboration
4:58.08 so what that means is that you know we
4:59.48 have to look at all the things that we
5:1.40 have to do from so many different lenses
5:3.64 right that's the reality is that when
5:5.24 you have a task you have to think about
5:7.28 okay who's responsible when do it du um
5:10.84 what is it it's what is its priorities
5:12.80 compared to everything else and then who
5:14.88 are the people affected by these tasks
5:16.52 and so it's not so straightforward just
5:18.60 to write things down on the list and
5:19.96 that's where party Matrix really shines
5:21.76 because it provides that clear
5:24.32 visibility U party Matrix is also
5:26.76 available as a standard SAS solution
5:29.12 which is of course you know the most
5:30.44 standard solution here and then we also
5:32.36 have a hip-up compliance for healthcare
5:33.84 and Life Sciences an Azure government
5:36.00 Cloud for state and local governments
5:37.96 and then manage private Azure
5:39.44 deployments so if your an organization
5:42.08 required the Enterprise version of pry
5:43.56 Matrix reach out to us and we'd be happy
5:45.68 to talk you through that and then lastly
5:48.12 some of the AI features focus on helping
5:50.44 you tackle specific challenges now I
5:52.76 won't be walking you through the AI
5:54.48 features today um that's for some of the
5:56.72 other webinars but if you have questions
5:58.16 around that reach out to us
6:3.64 so I do want to do a quick overview on
6:6.24 the fundamentals behind prrix because it
6:8.24 is so important there's a famous quote
6:10.44 attributed to former President
6:11.68 Eisenhower what is important is seldom
6:14.08 urgent and what is urgence is seldom
6:16.32 important now what I really like about
6:18.52 this quote is it helps us understand
6:21.00 that things aren't siloed right you
6:23.36 don't have a list of things to work on
6:25.20 and then you should start at the top of
6:26.48 the bottom instead you should look at
6:28.32 them from the dimensions of importance
6:30.56 and urgency so what are the things
6:32.56 that's important and Urgent what are the
6:34.64 things that's important but not urgent
6:36.36 what are the things that's urgent but
6:37.56 not important and then what are the
6:38.64 things that's not important and not
6:39.72 urgent now what happens for all of us is
6:42.80 that instead of working from the
6:45.40 dimensions of importance we tend to work
6:47.76 from the dimensions of urgency so guess
6:50.92 what that last email in is the first
6:54.12 email you respond to right and and I'm
6:56.68 guilty of this too you know when I start
6:58.64 my day and I check my emails get what
7:1.20 guess what I look at the first email
7:3.16 right at the very top of the list and
7:4.52 that's the last email that came in is it
7:6.44 the most important probably not but it's
7:8.80 the last one in and then similarly if
7:11.16 you get a chat message if you're using
7:13.04 Microsoft teams or slack or some
7:14.76 communication form and someone send you
7:16.68 a message guess what it's that last
7:18.88 message that you look at first and then
7:21.24 what happens too is that the people who
7:23.28 ping you who send you so many emails so
7:26.12 many follow-ups and so forth they're
7:28.00 constantly bombarding you those are the
7:30.56 the ones that you end up seeing again
7:32.32 and again even when they're most not
7:34.32 important and so that is why um we have
7:37.68 to be cognizant of the dimensions of
7:40.20 importance and urgency and patrix what
7:43.72 what patrix does is helps you surface
7:45.92 that up in a visual manner so there's
7:48.56 something called the Eisenhower Matrix
7:50.24 and it's a very simple yet powerful time
7:52.92 management framework um and what happens
7:55.24 is instead of actually having a task
7:57.00 list we categorize all our tasks into
7:59.04 four quadrants and so what that allows
8:1.60 us to do is helps us prioritize our
8:3.88 tasks and make the most out of our time
8:6.20 so part party Matrix is actually Loosely
8:8.64 based on that Eisenhower Matrix and so
8:10.56 what we've done is we actually we build
8:12.04 an application around the four quadrants
8:15.44 and what happens is in quadrant one you
8:17.64 have the things that are due now right
8:19.36 that's the equivalent of the important
8:20.84 and Urgent and then in the plan
8:22.60 quadrants those are the things that are
8:23.88 important but they're not due yet and so
8:25.96 that's where you actually need to be
8:27.44 planning for and starting thinking about
8:30.56 how you tackle those when you do have
8:32.36 the bandwidth and resources and then the
8:34.88 delegate are the things that actually
8:36.56 not not um urgent uh not important
8:40.32 rather but perhaps urgent but they do
8:42.24 need to be done and then lastly the
8:44.16 inbox which is your of your catchall now
8:46.64 one thing that's actually not obvious at
8:48.44 all well actually there's several things
8:49.96 that's not obvious the first is that if
8:52.20 you have all your task in the do now
8:54.76 quadrants right if everything is
8:56.72 important then nothing is important so
8:58.60 if you have everything in quadrant one
9:0.36 you're doing it wrong that's the most
9:2.32 basic way to to say it so I'm sure
9:5.12 you've worked with managers
9:7.28 who every time they they come to you
9:9.64 they're like hey we got to do this now
9:11.28 right and then 15 minutes later hey we
9:13.28 got to do this now and what happens is
9:16.04 that when you do something like that
9:18.68 it's just urgency taking over everything
9:21.44 um and so if everything's important then
9:23.12 nothing is just keep that in mind the
9:25.16 second thing is that the plan for a
9:27.28 quadrant is actually your most important
9:29.44 and I learned this you know in my
9:31.36 conversation with the customer that I
9:33.00 remember being at a conference where the
9:36.44 customer comes to me and say wait a
9:38.40 minute if I have everything in quadrant
9:41.04 one and that's all I'm working on then
9:43.00 I'm constantly firefighting shouldn't I
9:45.52 have nothing in quadrant one and
9:48.04 everything in quadrant 2 and it is such
9:50.28 a powerful Insight because when you
9:52.72 think about it if you're just waiting
9:56.40 until everything is urgent right all
9:58.92 your Stu for urgent that means you
10:0.40 didn't properly plan and so instead if
10:3.32 you look at the bigger picture and as
10:5.12 you use pry Matrix one of my
10:6.84 recommendations is the following one
10:9.16 have no more than 25% of the task in
10:12.28 quadrant one that means you're
10:13.88 firefighting a little bit but reality is
10:16.40 you know those are the things you should
10:17.44 be working on and then 25% of the things
10:19.88 in quadin 2 these are the things you
10:21.92 truly should be investing resources to
10:24.36 ensure that you work on those and then
10:26.36 the delegate is actually kind of
10:27.84 interesting so that's
10:29.84 that's the Eisenhower Matrix ad uh
10:31.88 adoption but my recommendation for the
10:34.36 delegate uh quadrants is that use it for
10:37.48 tracking things that you don't
10:39.44 necessarily have to work on and so you
10:40.88 can actually adapt that to resources um
10:44.08 as in as in tracking your files your
10:46.12 documents Etc or things that you can
10:48.40 actually send to somebody else when you
10:50.24 use prod Matrix in a team environment
10:52.40 you can delegate task from any of these
10:54.72 quadrants there's no specific quadrant
10:57.60 Del um tailored toward delegation so I
11:0.36 want you to keep that in mind and then
11:2.32 finally you shouldn't have anything
11:4.24 that's not important and not urgent
11:5.92 instead Quadrant 4 should really be
11:7.64 about your catchall right essentially
11:9.72 when you have an idea it goes in here
11:11.76 from there you decide where does it fit
11:13.76 quadrant one two or do it sit in
11:15.92 quadrant four for a while and you let it
11:17.96 Brew before you actually realize um
11:20.32 where it should
11:22.04 go so the four quadrant Eisenhower
11:24.60 Matrix creates alignment because it
11:26.56 forces you to prioritize from the
11:28.00 beginning so you see now when you use PR
11:30.40 Matrix you don't put things in the list
11:32.44 you put things within the quadrants
11:34.08 right and and that's the hard part and
11:36.72 and I'm not going to say that you know
11:38.40 it's easy to use part of Matrix but it's
11:40.52 really around making sure that you're
11:43.12 actively thinking about it because if
11:45.28 you don't prioritize guess what you know
11:48.04 you're not you're not going to work on
11:49.04 the right things and then someone else
11:50.52 will prioritize for you and the re the
11:52.88 way they prioritize for you is they will
11:55.24 go and keep on sending you messages over
11:57.64 and over again and then those urgent
11:59.72 task will take over your entire day and
12:2.08 before you know it you've worked on a
12:3.44 bunch of things and it got you nowhere
12:5.76 and so success from using prod Matrix
12:8.92 also isn't about what fi finding out
12:10.72 what everyone's agrees on it's
12:12.72 discovering disagreement on what should
12:14.24 be a priority when it isn't and so one
12:17.12 of the um best practices I want to
12:20.24 recommend to you all of you here today
12:22.08 and everyone who's listening to this
12:23.44 afterwards is the following always
12:26.40 create a project for your priorities and
12:28.72 then ask all your co-workers to do the
12:30.52 same thing and then compare notes that's
12:33.28 it you know just go around the office
12:35.96 compare your notes and show your manager
12:37.76 your priority Matrix um show your direct
12:40.24 report to your party Matrix ask to see
12:42.12 their party Matrix and look for that
12:45.36 alignment and here's the thing if you
12:48.08 see alignment everywhere that's that's
12:50.68 great but actually that's not that
12:52.28 valuable because everyone knows exactly
12:54.16 what's working what you're supposed to
12:55.32 work on already the valuable part around
12:58.12 using promatrix is surfacing the
13:0.48 disagreements that you didn't realize
13:2.40 you had and that's where the magic
13:4.44 happens and so I love it when when you
13:9.12 are able to share your prod Matrix with
13:11.08 somebody and then they look at it and
13:12.76 then suddenly a whole conversation takes
13:15.92 place because of all the disagreements
13:18.32 that you have and similarly it's not
13:20.96 just about you and another coworker it's
13:23.76 you and your clients it's you and your
13:25.92 customers it's you and your family right
13:28.64 and so you can can think how party
13:29.92 Matrix forces everyone to be on the same
13:33.12 page um and putting it down into P
13:35.68 Matrix makes it so explicit so I can't
13:38.36 emphasize that enough that you know if
13:40.28 you use prod Matrix for nothing more
13:42.56 think of it as a communication tool and
13:45.08 so that is also why I recommend
13:47.92 projecting um per Matrix onto the big
13:50.72 screen in your team
13:53.32 meetings okay I do want to emphasize
13:55.56 that this webinar and other webinars are
13:57.96 recorded and posted on our website
14:0.04 aff.com webinars so be sure to check out
14:3.12 check out those other webinars if you um
14:6.16 if you need to and with that I'm going
14:8.36 to go ahead and walk you through the
14:10.24 product and show you these um Advanced
14:13.52 features that we talked
14:17.88 about okay so here I have my prodct
14:21.16 Matrix um shared with you my Pro mats
14:24.60 for the web share with you here and
14:27.28 again a very basic overview on the left
14:29.52 hand side you have your list of projects
14:31.16 within the projects you have the
14:32.28 quadrant and when then you have the
14:33.76 project details and then when you select
14:35.60 the task then you have the item details
14:38.08 right um if you need a basic
14:40.08 introduction to this make sure you check
14:41.52 out the introduction introductory
14:43.28 webinar so now let's talk about the
14:46.48 bigger picture when you look at
14:47.76 something like this so as you can see in
14:50.28 this particular project when I've
14:51.68 selected it on the left right hand side
14:53.76 here it shows members so these are other
14:55.92 people who are on this project with me
14:58.32 so instead of just just having a PR
14:59.92 Matrix for myself I have a priority
15:2.36 Matrix that's shared with other
15:4.12 co-workers now here's the the good part
15:6.60 about it my my co-workers will have the
15:9.28 same
15:10.28 visibility as me and then not only that
15:13.44 um they can check their prod Matrix at
15:15.52 any point in time and that's the
15:17.52 valuable part because you don't have to
15:20.04 have a
15:21.00 meeting just to be just to get to the
15:23.32 same page instead anyone can check their
15:25.84 prot Matrix their shared projects at
15:28.16 their convenience and know what everyone
15:30.40 else is working on so that's how the
15:33.64 project permission works that full
15:35.64 visibility as you can tell I might have
15:39.68 dozens of projects here in my actual
15:41.88 work account I have more than 300
15:43.68 projects and within each of those
15:45.60 projects some of them are personal but
15:47.00 some of them are shared with co-workers
15:48.72 and so forth so what that means is that
15:50.64 don't be afraid to create projects um as
15:54.64 long as each of those projects represent
15:56.64 different priorities for different
15:58.48 initiatives or different kind of work
15:59.92 that you have now within the quadrant
16:2.28 itself in this particular case I have a
16:5.44 lot of tasks that's delegated to
16:7.28 different people so for example every
16:9.36 task I have here there's a little Avatar
16:11.28 next to that so that represents the
16:13.28 owner so you can actually go and upload
16:15.24 your picture for example so then it'll
16:17.20 be easier to see otherwise it uses their
16:19.36 initial and so when I look at something
16:21.28 like this I can see okay you know these
16:23.92 are these are Tyler's priorities these
16:26.72 are my priorities these are Remy's
16:28.32 priorities and so so forth so at the
16:30.80 very top of party Matrix here there's
16:32.56 other views and so that's how we're
16:34.60 going to get into the Gant chart aspect
16:36.36 of it so as you can see within each of
16:38.48 these tasks we have the various due
16:39.92 dates and so forth so if I change view
16:42.04 to the list view I can actually see all
16:44.12 the task in the list form but I can
16:46.20 actually Mo sort by when they were
16:47.92 modified or when they're due and then I
16:50.04 have the calendar view which shows me
16:52.20 the task but with all the tasks with due
16:54.56 dates and actually I can drag and drop
16:56.20 them as needed but the Gant chart is
16:59.12 where I can actually see the task across
17:1.64 much larger time scale so let me explain
17:5.84 why you want to use these different
17:7.00 views in PR Matrix the quadrant view is
17:9.88 very good for seeing priorities because
17:13.12 they split things up into the four
17:14.76 quadrants the list view is very good to
17:17.40 see the larger picture and be able to
17:20.40 see the tasks that are modified and then
17:22.52 the tasks that are overdue the calendar
17:25.28 is very good for seeing tasks that are
17:28.60 uh do within this particular week or
17:31.40 this particular month but the Gant chart
17:34.00 view is very good for seeing things that
17:35.92 are due across much longer time scale so
17:39.64 when you use PR Matrix all you have to
17:41.92 do is switch between those views all the
17:43.64 data is the same it's just visualization
17:46.08 in a way that helps you determine what
17:48.28 it is that you need to work on and one
17:49.88 of the valuable thing about the Gant
17:51.16 chart in particular is it's very good
17:52.88 for putting into your PowerPoint right
17:54.80 so if you're a project manager sometimes
17:57.24 what you have to do is you have to go
17:58.32 and generate a little Gant chart that
18:0.08 shows by the way these are the tasks
18:1.68 that we have this is what it looks like
18:3.16 moving forward and when you go to the
18:5.56 Gant chart you can actually show people
18:8.16 by the way you know we're on track here
18:9.80 or we're behind schedule and so forth
18:12.64 one of the things that you can do in the
18:13.68 Gant chart to is actually be able to
18:15.24 create dependencies and and that's a big
18:17.64 difference between seeing task in a
18:19.40 linear form um as or in The Matrix form
18:22.40 and so let me show you how that works so
18:24.08 for
18:24.84 example let's say here I have a task
18:27.24 called train sales team okay and so now
18:29.64 in the resources section I can actually
18:31.80 link this task to another task so I'm
18:33.80 going toe click on link existing item
18:36.44 and so one of that one of those things
18:38.20 might be hire sales team right here but
18:41.20 what I'm going to say is that I'm going
18:42.44 to say that this task uh train sales
18:45.16 team is actually blocked
18:48.28 by the higher sales team so in order to
18:53.56 in order to train the sales team you
18:55.00 have to hire them first and so what
18:56.76 happens is that I can actually build
18:58.28 these depend so you can see how PR
19:0.80 Matrix here actually go goes and create
19:3.40 this link and so actually this got
19:5.12 ritten backwards and so you know you're
19:6.96 hiring the sales team after you train so
19:8.60 obviously this shows that hey this is
19:11.04 not going to work right and so you can
19:12.32 actually re rearrange the task and so
19:15.64 forth to ensure that they flow in the
19:17.64 proper manner so the dependencies is a
19:19.96 visualization that says this task is
19:23.56 blocking this other task or this task um
19:27.28 is blocked by this other task or this
19:29.32 task is caused by or this T this task
19:31.76 causes and so the difference between
19:33.80 blocks and causes is actually the same
19:36.36 when it comes to visualization it's just
19:38.44 a way for you to write it down in patrix
19:41.20 so then you know that you know a
19:43.36 particular task is blocked by or causes
19:45.40 by so that's just a a nomenclature more
19:48.36 than anything else and so in promatrix
19:50.52 you can actually link a lot of other
19:51.96 things as well but when you link
19:53.96 existing tasks together that's how they
19:56.48 show up on on the Gant charts
19:59.72 one of the things that you can do too is
20:1.12 actually down here at the very bottom
20:2.92 you can actually mention task um or at
20:5.80 the very top here you can actually
20:7.52 create link task and so this is a way
20:9.96 for you to create you know you're on a
20:11.88 particular task and you need to create
20:13.40 another task and you want them to all be
20:15.36 synchronized together or at least link
20:18.08 together that's what you do you create
20:19.80 these link tasks again either by linking
20:22.52 them just for a standard dependency or
20:24.92 to actually say that this task depends
20:26.56 on that other task okay so that's how a
20:29.52 Gant chart Works in within each
20:32.00 particular project but um let's go on to
20:35.56 the the next view which is we let's talk
20:38.24 about reports so what happens is as you
20:40.68 use promatrix more and more one of the
20:43.04 things you'll realize is that you know
20:45.56 you want better visibility on the work
20:47.64 that's been done and the work that's to
20:49.28 be done and so when I talk about views
20:51.88 in promatrix it's all around displaying
20:54.08 information that's relevant to you so at
20:56.52 the top here again I can actually click
20:58.36 on the the last view which is called the
21:0.20 reports view so the reports view is a
21:2.64 way for you to see all the
21:4.88 changes um and all the task that's
21:7.12 relevant within this particular project
21:9.72 and so the structure is the following at
21:12.28 the top here you can actually some
21:14.60 decide how to sum the task for example
21:16.80 you can just say show me based on the
21:19.20 the number of tasks that each person has
21:21.56 or the number of effort hours that each
21:24.64 person um is responsible for and then
21:28.20 also I can actually generate these
21:30.56 reports based on all quadrants or if
21:33.40 you're using patrix correctly then you
21:35.96 can actually say you know what show me
21:37.88 only the first three quadrants right the
21:40.36 reason why we have that explicitly is
21:42.20 because then you can ignore that inbox
21:45.04 because that inbox is supposed to be the
21:46.32 catch all the Quadrant 4 is supposed to
21:47.76 be the catch all so therefore you don't
21:49.56 want to go and actually show any report
21:52.80 for items in that particular set of
21:54.48 quadrants and then lastly from a date
21:56.72 standpoint it defaults a last month
21:59.00 every time but you can actually go to
22:0.64 here and show all time and now what you
22:3.00 have is you have a report that shows you
22:5.36 everything within this particular
22:6.96 projects across your entire time scale
22:10.12 this report is generated in real time
22:12.08 it's very valuable as a way to see what
22:14.84 things are are being worked on and then
22:17.00 down here you we have um gold silver and
22:20.24 bronze just like the Olympics right um
22:22.36 what happens is gold just means that the
22:24.28 person has uh finished more items and
22:28.16 then silver and then bronze as a way to
22:31.20 um just categorize a number of things
22:32.52 they're responsible for and then below
22:34.80 that you can actually rank users by the
22:36.96 number of tasks they completed or
22:38.92 completed on time or deadline or number
22:41.40 of overdue tasks or the number created
22:43.72 so it's just again visibility depending
22:46.12 on whatever is that you need and what's
22:48.24 nice about this is actually I can see
22:49.76 the number of tasks that's been created
22:51.28 within this time scale and then the
22:53.12 number of tasks that's completed number
22:54.60 of tasks that um still have deadlines
22:57.92 that's coming up up in the number of
22:59.44 tasks that have deadlines that are
23:0.80 overdue so I can click on each of these
23:3.52 and you see how I can actually get to
23:5.80 that task really really easily so it's a
23:8.08 powerful way the drill down so imagine
23:11.32 being able to go to this View and then
23:13.12 see what is each person responsible for
23:15.84 what are the things that person has
23:17.92 that's on their on their plate that's
23:20.00 overdue so for example I'll show you how
23:22.08 that works let's just say if I click on
23:23.28 a person here you see what it's just
23:25.08 done is it actually filters everything
23:27.44 and now just shows everything that this
23:29.24 person is responsible for um the number
23:31.52 of tasks they've created the number of
23:33.00 tasks they've completed and so forth
23:35.28 very very powerful way to drill down so
23:37.40 if you're a manager and you have a lot
23:40.00 of people working on different things
23:42.20 this view just gives you that full
23:43.96 visibility from one central place and
23:46.40 it's real time and it's
23:48.64 interactive okay and as you scroll down
23:51.08 a little bit more there's actually a lot
23:52.52 of other ways to look at this
23:53.64 information you can actually see all the
23:55.68 tasks that are overdue you can see all
23:57.16 the tasks um I can click on that now I
23:59.36 see the overdue task and then I can also
24:1.72 see these are finished items so in this
24:3.80 case in this particular project there's
24:5.44 no finished items but then once you see
24:8.36 when there are finished items you'll see
24:10.28 where people are spending their time so
24:12.84 imagine this you have a project that
24:15.28 tracks all your priorities and then what
24:17.52 you see is that people are working on
24:19.20 things that's in quadrant 3 the low
24:20.96 priority stuff instead of quadrant one
24:23.48 that's will be very obvious when you
24:25.28 look at the reports view so again if
24:27.40 you're a manager want to know that your
24:29.24 team members are actually working on the
24:31.36 things in the right quadrants and
24:34.08 likewise this report view is available
24:36.88 just for you as an individual as well so
24:39.24 you can track your own priorities right
24:42.04 and then you can see am I working on the
24:43.92 right things am I working on the things
24:45.44 that's quadrant one or am I working on
24:47.04 the things that's quadrant two now it
24:48.96 could be that you are you know you
24:51.88 realize that something is wrong in one
24:53.92 quadrant versus another but the whole
24:56.16 point of this is giving you the
24:57.80 visibility that you need to know what it
25:0.32 is that you need to work
25:1.68 on down here there's something called
25:4.08 Tags and so every action item in
25:6.76 promatrix actually has tags so over here
25:9.52 on the right hand side when I have a
25:11.00 task selected under tags um here it says
25:14.16 AI the reason it says AI is because this
25:16.52 project was generated using our AI
25:18.64 project generator and then it tags sales
25:21.20 because this is a sales related project
25:23.40 uh sales related task and so you can
25:25.56 actually group task together so you can
25:27.76 see what tasks are people working on
25:30.32 what are the things that's opened and
25:31.92 how you tag a task you simply click on
25:34.56 the tag here or you can actually just do
25:37.00 a hashtag in the
25:38.80 chat so so for example I do a hashtag
25:42.48 and I say training and so now what I've
25:44.56 just done is I've created a whole new
25:47.16 tag for this particular task and now you
25:50.32 see have the system report system
25:51.92 already updated it and now I can find
25:53.80 all the tasks related to training a task
25:56.60 might have multiple tags
25:58.84 and so what that means is that you can
26:0.48 actually just tag as many items as you
26:2.40 want the reports view gives you that
26:4.40 full
26:5.28 visibility let me give you some examples
26:8.00 on where this might be very valuable
26:10.36 imagine if you were um in customer
26:13.84 support and what happens is that
26:15.88 customers will send you tickets around
26:17.84 issues that they face right and so what
26:20.32 happens is you might go and you might
26:21.80 tag a particular task as a product bug
26:25.60 related to the iPhone or something like
26:27.60 that and so you can say bug iPhone as
26:29.80 two separate tags or you can say bug
26:32.12 desktop as another tag or you can say
26:34.64 complaints or you can say um sales or
26:37.84 cancellation Etc when you go to the
26:40.40 reports view guess what all of those
26:42.36 tags will show up and you can see what's
26:44.64 the biggest problem is the biggest
26:46.40 problem cancellation or is the biggest
26:48.08 problem bugs or is the biggest um
26:51.00 opportunity or is people sending very
26:52.64 positive feedback so you can see how
26:54.48 tags can be very useful for that purpose
26:56.96 and then next to tags are icon so every
26:59.96 task also has a place for you to set one
27:2.76 icon and so up here I can actually click
27:5.08 on change icon and so you can see how I
27:6.88 can click on this and change to various
27:9.00 icons one of the things I've recommended
27:11.20 in the past is actually using red yellow
27:13.24 and green the reason is they're very
27:15.36 Visual and you can see okay you know
27:17.20 these tasks are on schedule or behind
27:18.80 schedule or um at risk and so when you
27:21.72 choose those different colors then
27:23.32 actually they'll show up right here and
27:25.20 you can see what are the items that's at
27:26.68 risk Etc
27:28.56 again I can click on on these right here
27:30.80 and then drill down to those specific
27:33.08 tasks this is such a valuable way to
27:36.00 find information in real time um given
27:39.64 all the data that you have as I scroll
27:42.36 down further I can
27:43.92 actually see task the the Cadence of
27:47.16 which things are H are happening so in
27:49.16 this particular project I don't have any
27:51.88 uh specific tasks that were created on
27:53.80 any specific days but you can actually
27:56.32 group this by
27:58.96 different views and now you can see this
28:1.24 quarter how many tasks are new how many
28:3.08 tasks are completed and so again if
28:5.12 you're in customer service for example
28:7.32 and you're tracking all the tasks that
28:8.96 you have then you can see okay you know
28:11.20 what we have a lot of new um issues
28:13.36 that's coming in but not as many issues
28:15.36 that's getting completed or if you're in
28:17.48 sales you might have these are new leads
28:20.16 that we have and then these are the
28:21.52 leads that are still open and then these
28:23.72 are the leads that's been completed and
28:25.60 again you can look at that Cadence over
28:27.48 the course of month months or quarters
28:29.08 or days or
28:30.68 weeks down here further you have
28:33.24 actually have the same view but on a
28:35.88 calendar um format so what that allows
28:38.60 you to see is when activities are
28:40.20 happening so what what's really neat
28:42.28 about this is that you know you might
28:45.00 see uh visibility across your data that
28:48.24 you weren't aware of before on a
28:50.48 timeline level so let me give an example
28:53.24 let's just say if you have um if you're
28:56.96 in sales again and you have different
28:58.96 leads that's coming in and that's
29:0.20 getting created then and you see a lot
29:2.64 more leads in May or June and then not
29:5.28 many in July and August this view would
29:7.92 show you that because it'll show you the
29:10.20 number of items that that's created at
29:12.16 each of those point in time and what
29:14.60 happens the darker the color the more
29:16.92 there are at that moment in time and
29:19.12 then down here you can also see what um
29:22.36 the due dates are again the darker the
29:24.60 colors means that there's more items
29:26.80 that's newe on that day so this is the
29:30.00 equivalent re the view for this lets you
29:33.20 see when are you very busy so let me
29:36.64 give you an example let's just say if
29:38.72 you're in this particular project you're
29:40.20 a project manager you have a lot of
29:41.96 tasks that's due next week right what
29:44.40 happens is when you're in this view you
29:46.24 can see that okay next week looks really
29:48.52 really overloaded and today um we're not
29:52.60 but we better be preparing for the uh
29:55.44 coming weeks and then you can see when
29:57.88 when when you lightest in terms of
29:59.80 workload so this is based on Deadline
30:2.40 this is based on
30:4.00 creation and then as you go down further
30:6.60 you can actually look at user Focus so
30:8.60 now what happens is that you can
30:10.16 actually have visibility across all the
30:11.80 different users within your project and
30:14.28 then down below that you have what's
30:15.96 called delegation and so this is a way
30:18.00 for you to visualize who's delegating
30:20.00 task to whom so you know for example if
30:22.32 you're the manager likely task from you
30:24.72 flow to everybody else um and then if
30:28.24 you're a direct reporter you can see
30:29.48 what are the tasks that's flowing to you
30:31.68 and what's neat about this is that you
30:33.12 can actually click on each of these and
30:35.16 you can see where the flow is coming
30:36.64 from you see that and so that gives me
30:38.44 very very good visibility on who's
30:41.00 creating tasks who's delegating to whom
30:43.40 now let me give you an example why you
30:45.12 want to see this it's just a way to
30:47.64 ensure that your employees are getting
30:51.48 delegation from the right people so
30:53.88 imagine if you're trying to make sure if
30:56.08 you're a manager and you're trying to
30:57.36 make sure that you know your employees
30:59.52 is not overloaded by work from somebody
31:2.00 else this view gives you that visibility
31:4.60 so you can also change this to see you
31:7.44 know the number of items that's open
31:9.56 completed Etc so that's the report view
31:12.28 so in in a nutshell the reports view is
31:14.52 all about taking the data that you have
31:16.52 in promatrix and visualizing it in real
31:19.20 time um how you use it really depends on
31:22.20 your specific use case and so you know
31:24.64 there's no one best way to use promatrix
31:27.56 but what I really like about this view
31:29.84 is it shows you
31:32.80 the uh the things that the kind of
31:35.04 things that are happening right so again
31:36.96 using item tags or using icons or just
31:39.80 ensuring that people are working on the
31:41.60 right quadrants and so when you open the
31:44.32 reports view even if you don't scroll
31:46.24 further down just go into this view
31:48.00 right here gives you that that
31:49.72 visibility that you can't get anywhere
31:51.64 else and then be able to click on each
31:53.72 person to see what are the things
31:55.16 they're focusing on is so valuable as
31:57.48 well
31:58.72 okay so what I've shown you so far is
32:0.92 the Gant charts and the reports view um
32:3.96 as different places for you to get
32:6.32 visibility on the work that people are
32:8.36 working on across time and then in this
32:10.68 case across people let me show you a
32:13.44 couple of other views um the next thing
32:15.52 is what's called reports and so if you
32:17.04 click on reports here you can actually
32:18.84 go to What's called General reports and
32:20.56 the general reports is actually a
32:22.28 summary of everything that you have
32:24.88 across all your projects so when you go
32:26.88 to this report it's it's not interactive
32:28.80 in real time instead it actually
32:30.88 provides you what's called a daily
32:32.36 report on the task that you've worked on
32:34.48 so for example here I click on the
32:36.40 weekly reports and it shows me all the
32:38.28 things that um I worked on and all the
32:40.96 things that are relevant to me
32:43.80 regardless of what project it is right
32:45.40 so it's pretty good visibility um on
32:48.36 just the activity that I'm working on
32:50.36 and then up here you can actually click
32:52.04 on schedule and you can actually change
32:54.20 the schedule when you get those reports
32:56.32 and so on when you use part Matrix um
32:59.08 you can actually get this visibility for
33:1.32 weekly items last s days daily updates
33:4.08 monthly updates and then quarterly
33:6.20 updates as well so all of these provides
33:8.76 different types of visibility depends on
33:11.76 what it is that you need the quarterly
33:13.40 one is actually really good for your
33:14.80 performance review right if you have to
33:16.68 do performance reports every quarter
33:19.00 that's a very good place to start um or
33:21.40 if you just want to make sure you're
33:22.48 working on the right things every week
33:24.32 that's what the seven days is
33:26.16 for and then when you go to the reports
33:28.40 view again there's also what's called
33:29.68 the workload management when you go to
33:31.60 workload management this shows you what
33:34.24 people's workloads are like so this
33:36.76 actually shows you all the task of all
33:39.12 the people that's in your account and so
33:41.28 let me give you an example let's say if
33:42.72 you're a manager and you have five or 10
33:44.60 employees under under um your direct um
33:48.12 purview so when you go to here you can
33:50.56 actually see okay these are my employees
33:53.68 what are the things I have due every
33:55.56 single day of this week it's a great
33:58.08 place to see if people are overloaded
34:0.08 clearly when I look at something like
34:1.88 this you can see how this person right
34:4.16 here um is just all red so they have the
34:7.52 most items across the entire week and
34:10.84 actually I can scroll through it I can
34:12.48 see okay you know what how does next
34:14.00 week look so if you were need if you
34:16.72 were in need to delegate a task maybe
34:19.40 you shouldn't delegate to this person
34:20.92 right maybe you should delegate to
34:21.96 another person and then what's neat
34:23.52 about this is that I can actually click
34:25.16 on the week the the day itself and
34:27.96 actually see all the task and then I can
34:29.88 choose that task and reassign to another
34:32.08 person and so you can see how I can
34:33.96 actually re um reshuffle the workload
34:38.16 directly from here I don't have to open
34:40.52 all the projects look through the task
34:42.52 count them Etc I can actually do it all
34:45.52 from the workload management view so
34:47.32 it's a very very simple place for you to
34:49.04 see everything that people are working
34:50.76 on and again to ensure that you have the
34:53.68 right people on the right task and so
34:55.04 make sure that you know distribute the
34:56.32 workload properly but here's the thing
34:58.64 this is based on number of items I can
35:1.00 actually go to here and change based on
35:3.12 effort and so now check this out when I
35:5.32 go to effort suddenly the information is
35:7.44 slightly different and so you can see
35:9.36 that on Monday even though Eugenia um
35:11.88 show fewer items the amount of effort
35:14.16 she has is actually higher so not all
35:16.40 tasks are created equal right some tasks
35:18.16 takes four hours of work some tasks take
35:20.04 one some tasks takes three days of work
35:22.20 and so part Matrix actually goes and can
35:25.28 actually generate based on the effort or
35:27.68 scheduled hours so schedule hours is
35:30.12 essentially if you have due dates across
35:33.44 um across multiple days and so then we
35:36.40 take the effort and we distribute that
35:38.32 over those days so how do you actually
35:40.52 set effort well here's a task that I
35:42.48 have and on the right hand side here you
35:46.00 can click on effort and then from here
35:48.12 you can actually choose what effort
35:49.76 level it is so you can also down here
35:52.04 type set effort to 4 hours and so one of
35:56.08 the things you can do in patrix is
35:57.88 actually use our um natural language
36:0.36 system to modify the effort for the task
36:2.80 itself and so you can see how when I say
36:4.72 set effort to 4 hours it updated this
36:7.00 effort here to half a day now if you
36:9.40 want granularity that's how you do it
36:11.32 otherwise if you click on this button
36:13.04 then you you know you pretty much choose
36:14.92 from one of those those presets but when
36:17.28 you type it you can actually have a
36:19.04 little bit more granularity now8 hours
36:21.44 is consider a day and so that's why when
36:23.24 I say set effort to four hours it says
36:25.56 one half day up here okay so that's how
36:28.68 you set efforts now if you've seen my
36:30.84 other webinars one of the things I
36:32.16 always recommend is that you know don't
36:34.00 focus on some of these um more advanced
36:37.52 features unless you have to so if you're
36:40.16 new to pry Matrix I don't recommend
36:42.24 setting efforts if you're new to part
36:43.88 Matrix I recommend setting due dates and
36:45.60 reminders because that helps you focus
36:47.76 on the tasks that need to be done but if
36:50.56 you're in in need of actually making
36:52.96 sure that the right employees are
36:54.36 working on the right task and to make
36:56.44 sure that the workload is properly
36:58.00 distributed that's what effort is all
36:59.92 about so if you're an accounting firm
37:3.48 right you might want to track the amount
37:4.96 of effort you have for your clients
37:7.84 right to make sure that your your
37:9.48 bookkeepers or your accountants are
37:11.24 actually working on the right task and
37:13.04 that they're not overloaded and one of
37:14.72 the things you'll see in this view is
37:16.84 immediately you know right at the end of
37:19.08 the quarter you have so much more work
37:21.16 than than other times and so maybe being
37:23.48 able to quickly drill down and take the
37:26.44 the task here that we can be reassigned
37:28.40 to somewhere else is a fantastic way to
37:31.04 make sure that you know everyone's
37:32.52 working on the right things so that's
37:34.48 how the that's how the um workload
37:38.16 management report works very powerful
37:41.12 place to drill down on everything as
37:42.96 needed and as you can see again how easy
37:45.20 it is to reprioritize the task um also
37:48.68 reassign the task and changing the due
37:50.64 dates and of course one of the things
37:52.04 you can do here is you can say do in two
37:54.00 weeks right and so patrix again uses
37:56.36 natural language to process that for you
37:59.04 so I recommend strongly that you know
38:2.00 you figure out how to use the the
38:3.72 natural language aspect of PR Matrix and
38:6.24 then use that to set the due dates and
38:8.64 so forth so if you're really into
38:11.12 ensuring um that you know your your
38:13.76 employees are not overloaded this is the
38:15.80 way to go similarly if you're overloaded
38:19.28 this is also the place for you to show
38:21.12 your manager that hey by the way I have
38:23.44 a lot on my plate you know I have 60
38:26.04 hours worth of work in this 40-hour work
38:28.72 week what's going to give what do you
38:30.52 want me to drop what do you want me to
38:32.20 reprioritize what do you want me to
38:33.52 change the due date for And So It Works
38:35.96 in both ways you know if you're the
38:37.36 manager you know your employees are are
38:39.64 doing good work and make sure that
38:41.36 they're not overloaded and if you're
38:43.52 overloaded you can communicate to your
38:45.12 manager that hey I can actually I can't
38:48.12 do this um you know help me reprioritize
38:51.88 and so when you think about party Matrix
38:55.40 um and you think about the software that
38:56.92 is why I emphasize you know setting due
38:59.92 dates so much is because you have
39:1.72 importance and urgency they are two
39:3.92 separate Dimensions the important stuff
39:6.68 you got to do but the urgency stuff is
39:9.32 is how you need to fit it within your
39:11.00 schedule right if everything's important
39:13.16 but you don't have have enough time what
39:14.64 are you going to do so just keep that in
39:16.84 mind okay so that's the reports view
39:19.64 here um the one thing I do want to
39:21.60 emphasize is that you can actually look
39:23.52 at this information in in other views as
39:25.48 well so for example you can go to the
39:27.40 one-on-one View and you can actually see
39:29.76 all the tasks you have in common with
39:31.36 another person across all of your party
39:33.92 Matrix so this is what I call people
39:35.96 Centric collaboration so instead of
39:38.44 looking at project to task you look at
39:41.52 people to task and so if you're a
39:43.92 manager you can go here and be able to
39:45.68 quickly see everything that a particular
39:47.96 employee is working on um and then be
39:51.48 able to create share task directly from
39:53.80 here now let's talk about global views
39:57.60 so the way it worked in patrix is that
39:59.80 you know we saw you saw how within a
40:2.92 project you can go to the The Matrix
40:5.56 view the list view the calendar view
40:8.20 well in PR Matrix you can also look at
40:10.96 that same information but at the global
40:13.48 level so Global level means across all
40:15.68 your projects so on the left side here I
40:18.28 have a couple of different views um for
40:20.20 example I can go to the calendar view
40:22.28 now this calendar view shows not just
40:24.72 the tasks I have in one project but
40:26.84 across all my projects and then I can
40:29.12 click on this very top here and filter
40:31.72 and choose only the specific projects
40:33.72 that I want to display so then if you
40:36.68 have a lot of projects and you want to
40:38.28 know you know um what are the things
40:40.64 that's coming up across you know a
40:42.64 subset of those projects that's what
40:44.36 this view is for again from a calendar
40:46.28 view and so you can go and drill down to
40:48.80 this week or this day this month and you
40:51.40 can click on each of these tasks
40:53.04 directly from here you can modify them
40:55.08 change due date as needed very very
40:57.64 powerful way to look at the bigger
40:59.36 picture now some of these tasks here you
41:1.44 can see how it spans across multiple
41:4.48 multiple days or multiple weeks um my
41:7.04 general recommendation is you don't have
41:9.84 to do that my general recommendation is
41:11.48 just set one due dates and then set the
41:13.72 reminders to make sure that you work on
41:15.52 those tasks then it will look a little
41:16.76 bit cleaner especially if you have a lot
41:18.96 of task um and then down here one of the
41:23.48 things you I'm I'm up here actually one
41:24.96 of the things you can do from a
41:25.92 filtering standpoint is you can also
41:27.64 filter further on that project so for
41:30.48 example you select five projects right
41:32.40 now you want to see the calar for those
41:33.88 five projects but then you can also see
41:35.96 what are the things across those five
41:37.84 projects that's assigned to a person so
41:40.84 you can see how there's a lot of
41:42.16 granularity that you have here um
41:44.32 because it's not just about being see
41:46.68 able to see the calendar across
41:48.56 everybody but you might want to see just
41:50.88 the things that's relevant to you right
41:53.16 and so when you click on this that
41:54.84 allows you to see the task that's
41:56.36 assigned to you and then you can see how
41:58.36 I can actually combine groups together
42:0.64 as well so this is an or grouping so
42:3.00 what that means is show me all the items
42:4.80 that's assigned to me or this other
42:8.16 person right and so that's how it works
42:9.64 and I can actually um click and remove
42:11.88 as needed so patrix gives me all sorts
42:15.48 of way to filter that data that I need
42:17.96 and so you can see how that could be
42:19.32 very useful um down here in the search
42:22.28 view this is the view that shows you
42:25.08 everything across all of your perimetric
42:27.56 so when you go to search view these are
42:29.88 all the tasks that you have and you can
42:31.80 keep scrolling and it'll keep going so
42:34.12 in my work account I have more than 300
42:35.92 projects and more than 10,000 tasks and
42:38.28 so that's a lot of action items across
42:40.80 you know years and years of work but
42:42.84 what's need about this is when I go to
42:44.32 the search view I can actually find all
42:46.36 the things to overdue all the tasks that
42:48.56 are starred right and so I've mentioned
42:50.52 in previous webinars around the
42:52.36 importance of starring task you should
42:54.64 always star tasks that you're working on
42:57.36 that are actively working on or things
42:58.88 that are important but here's the thing
43:1.24 if you start everything then that's not
43:4.00 useful either so you can see how here I
43:6.68 when I choose star task I see only maybe
43:9.00 a little bit more than a dozen tasks
43:10.96 across all of my projects and so that is
43:13.16 a very simple way for me to see the my
43:15.00 most important work so my recommendation
43:17.60 is you should start at most you know
43:20.88 five to 10 projects and you should start
43:23.20 at most five to 10 tasks on a per
43:26.04 project basis probably a little bit less
43:27.64 on a pro project basis but what I like
43:29.96 to do is I like to start the projects
43:31.80 that I work on actively as in what I
43:34.24 care about right now and I start the
43:36.20 tasks that I work on actively so for
43:38.68 example if you're in sales you might
43:41.40 have you know a couple of customers who
43:44.40 you're um you're actively trying to
43:46.72 close right those are the the tasks that
43:49.64 you need to start uh or if you're in
43:52.52 product engineering you want to Star the
43:54.72 T the features that you're working on
43:56.40 right now so that's where you used to
43:58.48 star and so when you star things it pops
44:0.48 at the top of each of the quadrants as
44:2.28 well so that's a very easy way to see
44:4.56 that and then you can also go to my
44:6.68 items and so these are items um that's
44:9.88 relevant to me now at the very top here
44:12.56 I can click on filters and now I can
44:14.60 actually filter with all sorts of other
44:17.80 dimensions as well so I can actually
44:20.48 find projects I'm sorry find items that
44:23.24 are finished or all items so sometimes
44:26.80 if
44:27.68 um you know you might have a lot of
44:29.00 tasks that are unfinished but sometimes
44:30.88 you want visibility on all the tasks
44:32.84 that are finished and unfinished so
44:34.68 that's when you go to all items here so
44:37.24 the the search view here which I call
44:39.68 the master view is the one place where
44:42.36 you can find any pieces of information
44:44.40 that you need across some projects you
44:48.00 see down here I can even exclude
44:50.20 projects or include projects instead um
44:52.72 and then of course I also have the
44:54.20 tagged here so for example earlier we
44:56.60 talked about how you can have tag
44:58.04 marketing or bugs or starred right so
45:1.48 starred means just another tag I can
45:3.76 actually go and find out what are the St
45:6.12 items for a certain person in Quadrant
45:9.44 One Etc then afterwards I can actually
45:12.16 print this information as needed and so
45:14.64 promatrix gives me that visibility now
45:17.00 here's a here's a thing that I want to
45:18.32 mention real quick imagine if you have
45:21.52 an
45:22.44 employee who's working on some really
45:24.76 important task and then they leave
45:27.60 they leave your organization and you
45:29.84 have no idea what is that they work on
45:32.12 so guess what all you have to do is go
45:33.72 to filter change to that person okay so
45:36.68 imagine you change to that person now
45:38.80 you have a visibility on all their tasks
45:41.52 in this case I left start on so now I
45:44.36 see all their star task and so you can
45:47.12 see how actually down here I'm going to
45:49.48 remove myself
45:51.56 here um I'm going to remove myself here
45:54.00 so now I just find the star task for
45:56.04 that particular person so now when I go
45:58.52 to this masterview I can see everything
46:0.92 that there they think is is actually
46:2.92 important um and that gives me very good
46:6.36 visibility and I can click on the task
46:8.52 and assign to somebody new right and so
46:10.60 you see how I can easily assign this
46:12.72 task to another person and guess what
46:14.72 this new person when they take over the
46:16.76 task they have the full history you see
46:19.68 how in the chat here it shows the full
46:21.72 history of all the changes everything
46:24.40 that's relevant to this task and then
46:26.20 not only that they they can actually go
46:27.44 to the notes section here and see all
46:29.28 the notes and then on the top right here
46:31.28 they can actually go and even see the
46:34.16 Version Control on this task and so
46:36.84 being able to delegate red delegate
46:39.20 rather a task from someone who's left
46:41.84 organization to a whole new person is
46:43.72 just immensely valuable and let's just
46:46.72 say if that person left completely and
46:48.72 you need to reassign and Boke well guess
46:50.84 what once you're in this view you can
46:52.92 click on this multiple selection select
46:55.28 all and then click here and then
46:58.24 reassign the change owner to change
47:0.88 another person so in one view here in
47:4.68 the masterview you're able to get
47:6.84 everything that you need done and be
47:8.32 able to reassign all the tasks that's
47:10.64 important from one person to another
47:12.56 person and this is valuable if you're um
47:15.96 trying to onboard a new employee it's
47:18.36 valuable if you're trying to offboard an
47:20.28 employee it's valuable if you need to
47:22.40 get visibility um that you otherwise
47:24.80 didn't get so you can see how powerful
47:26.56 this search view is it's it's one of the
47:28.48 most powerful views in PR Matrix it lets
47:30.32 you do pretty much everything and then
47:32.92 of course you can use these other
47:34.36 filters as well okay all right so that's
47:38.48 the search View and obviously you can
47:40.56 see how I can actually show you so many
47:42.16 more ways to slice and dice the data um
47:45.00 and the last thing I'll show you in the
47:46.44 search view here is that you can
47:48.08 actually create custom filters so as you
47:50.60 build some of these filters so for
47:52.08 example maybe one of your filter might
47:53.64 be what are all the start items for a
47:56.48 specific ific employee then you can
47:58.60 actually click on custom filter here
48:1.24 type in the filter name and then save it
48:3.56 and what happens now is it saves as a
48:5.56 custom filter here you just click on
48:7.60 that and automatically the data shows
48:9.52 only things that's relevant to that
48:11.00 particular filter you can create
48:12.56 multiple search filters to solve all
48:14.72 your specific
48:16.20 needs and then lastly on the left hand
48:18.48 side here we're going to go to Gant
48:19.92 chart but now this is the global Gant
48:22.40 chart which shows you all the tasks you
48:24.32 have in Gant chart in Gant chart form
48:27.32 but across all your projects and so you
48:29.88 can see how I can zoom out here and I
48:32.20 have visibility not just within a week
48:34.64 but across months and years um and I can
48:37.56 see who's assigned to what kind of task
48:39.52 it is and then not only that I can click
48:41.40 on filter and again filter by specific
48:44.72 task um or I can actually filter by
48:47.64 specific projects as well so the Gant
48:50.40 chart here the global Gant chart is a
48:52.88 fantastic way to have full visibility on
48:56.32 the world that you have spanning across
48:59.72 months or years no matter what project
49:2.24 it is um so my recommendation when it
49:5.88 comes to prot Matrix is don't worry
49:7.96 about creating the different projects
49:10.16 because all these Global views allow you
49:12.68 to actually merge all that
49:14.68 together and then down here you have the
49:16.88 feed and the feed is essentially the
49:19.24 global feed that shows you all the
49:21.04 changes that's happening across all the
49:23.88 party Matrix that you have so when I say
49:26.04 that what that means is that you know
49:27.28 you're able to see the changes that you
49:29.28 have access to permissions to as you
49:31.80 know in patrix there's actually
49:33.56 different permission level right so for
49:35.08 example if you have a personal project
49:37.36 those tasks are meant for you so so um
49:41.12 other teammates can't see it um but if
49:43.84 you share that project to them then they
49:46.56 can see that visibility and so when you
49:48.56 go to the feed here essentially it shows
49:50.40 you all the changes across projects um
49:53.64 that you have access to and then you're
49:55.56 able to click on that as needed so it's
49:57.96 a good place for manager to see the
50:0.24 activities that's happening across your
50:3.48 entire prod Matrix
50:5.44 account now one last thing I want to
50:7.64 show you is actually What's called the
50:9.16 home view so the home view is the view
50:13.40 where you start your day in promatrix so
50:15.96 when you go to this particular view
50:17.96 again it shows you all the alerts these
50:19.44 are items that require your attention
50:21.52 but when you go to this view here too
50:23.44 you can actually switch to these other
50:26.08 views including the task that you
50:27.92 visited um the reason why we have this
50:30.08 is actually it's pretty useful
50:32.08 because sometimes um I actually get a
50:34.84 task and and I view that task and then
50:37.40 it goes away from the alerts view
50:39.40 because the alerts is around showing you
50:41.84 things you haven't seen so after you
50:43.76 click on it then it goes away um and
50:46.84 then you realize wait a minute I need to
50:48.56 find that task again that's when you go
50:50.32 to the visited View and so the visited
50:52.64 view is like the history just like when
50:54.32 you're on a browser and you browse to a
50:56.64 website then you leave the website and
50:58.08 you realize wait a minute I actually
50:59.44 need to go back so that's what the
51:0.96 visited view is for the agenda view is
51:4.16 essentially all your tasks that you all
51:6.12 the tasks that you have but just showing
51:8.36 the things that are due this week and
51:10.24 then finally the my items these are all
51:12.24 the things that you have to do across
51:14.88 all of your patrix um and that shows up
51:17.76 right here so essentially this is
51:19.60 similar to a fine-tune version of the
51:22.76 search view but one of the neat things
51:24.92 about all of these views is that you
51:26.36 have this the multi selection right when
51:28.80 you click on this multi selection you
51:30.68 can actually select multiple items and
51:33.00 then for example I'll show you how that
51:34.88 works imagine I can select three items
51:37.32 here and then I can reassign that item
51:40.20 to another person just like that and now
51:42.88 suddenly those three items are gone from
51:44.36 my list and it's assigned to somebody
51:46.12 else and so this multi- selection is a
51:48.48 really really neat feature that we've
51:50.56 added that um you know I'm a big fan of
51:52.32 because it's so useful to to be able to
51:54.88 move items in bulk set due dates in bulk
51:58.36 um reassign items in
52:0.24 bulk okay so that wraps up what I want
52:4.52 to show you with respect to the advanced
52:6.24 views I'm going to go back to my
52:7.56 presentation
52:10.24 here and I just want to remind all of
52:12.84 you what success ought to look like with
52:15.64 promatrix I've mentioned many times
52:17.84 before if you've seen the introductory
52:19.72 webinar is that you don't have to use
52:22.32 all of these features to be successful
52:23.92 in patrix again the most important
52:26.60 features are the quadrants prioritizing
52:30.00 the task the due dates and the reminders
52:32.96 right those are important why it's
52:35.24 because it it tracks properly the the
52:38.24 dimensions of importance and urgency
52:40.72 when you put it in the quadrants you
52:42.04 track the importance when you set the
52:43.88 due dates and reminders it helps you
52:45.96 with urgency the recurring reminders is
52:48.44 even more powerful because it pops to
52:50.80 the top of your list over and over again
52:53.16 so for me I always set recurring
52:55.64 reminders on my most important task so
52:57.92 the reason I do that is then when I
53:0.08 forget to do it or passes the due dates
53:2.72 my reminders still trigger and so that
53:6.20 ensures that I don't forget it and so
53:9.76 being top of mind is so powerful it's a
53:11.88 way to trick your brain into remembering
53:14.72 the most important tasks that you have
53:16.56 so set recurring reminders and set due
53:18.64 dates for all those important tasks um
53:22.12 so success on using protom Matrix is
53:24.28 really around making sure that you go
53:27.68 back into prod Matrix every week every
53:30.36 day or whatever Cadence is that you need
53:32.44 to remind yourself of your goals so I
53:34.72 love using prod Matrix to set my goals
53:37.44 and set recurring goals for that reason
53:39.56 and then as you use prod Matrix more it
53:41.72 becomes that one central place to track
53:43.48 all your priorities if you're using five
53:45.80 different software to track priorities
53:47.76 that's not going to work because you
53:48.96 don't have full visibility part Matrix
53:51.00 can do everything that any other
53:52.84 software can um and still use the
53:55.04 quadrants for that full visibility so
53:57.24 that gives you a very good motivation to
53:59.04 migrate everything into the system at
54:1.84 the team level the most powerful thing
54:4.80 is making sure that everyone's on the
54:6.72 same page and so what that means is that
54:9.04 anyone at any point in time can go into
54:11.40 their party Matrix open the team project
54:14.36 and go to see everyone's priorities
54:16.52 that's powerful and then I didn't show
54:19.80 email prioritization you should check
54:21.52 out the other webinars if you're
54:22.68 interested in that but you can
54:24.36 prioritize emails making sure that
54:25.92 people are actually working on the right
54:27.92 emails and then being able to go in and
54:30.52 see everyone's priorities asynchronously
54:33.00 don't have a meeting just to talk about
54:34.84 priorities just go into P Matrix and see
54:37.68 where the mismatches are and again one
54:40.00 of the things I want to emphasize is
54:42.68 share prod Matrix with the appropriate
54:44.80 people and so even if you don't share
54:47.12 the actual software and the Matrix
54:48.68 itself in a meeting to projecting part
54:51.28 Matrix onto the big screen or sharing um
54:54.20 via screen share just creat and
54:56.92 facilitates communication it's so
54:59.24 powerful I can't recommend that
55:2.32 enough with that I'm done and I'd be
55:4.76 happy to field any questions that's um
55:7.00 in the chat here otherwise you can also
55:9.52 send me questions to high affluence.com
55:11.84 at any point in time as I mentioned the
55:14.36 more basic webinars will cover how to
55:16.80 use PR Matrix how to prioritize email
55:18.88 how to create project and so forth um
55:21.68 thank you