Introduction to Priority Matrix: How to prioritize tasks and emails

0.08s go ahead and get started thank you so
1.04s much for your patience
3.20s today today's webinar is on the
5.32s introduction to pry Matrix and so um my
8.08s goals for today are actually relatively
10.16s simple first help you understand the
12.04s basics of pry Matrix help you become
14.40s more effective and efficient at
16.16s prioritizing task project and emails
18.32s help you envision what your work and
19.80s life success may look like with PR
21.56s Matrix and then most importantly provide
24.60s you tips and tricks on how prioritize
26.72s better and then learn the 20% of the
29.44s features in P Matrix that would give you
31.84s 80% of the benefits so the par rule
34.24s applies here I want to maximize the
36.28s impact you have with our system
38.08s especially if you're new to the to part
39.84s Matrix in general and then hopefully um
42.48s you'll walk away feeling productive and
44.12s have a strategy to be on top of your
46.60s personal priorities but also to be
48.56s aligned with your
49.84s team I've had the privilege to talk to
52.20s thousands of customers over the years
54.04s and so I've seen almost every single use
55.76s case and so that is why um I encourage
57.96s you to to bring up any questions or
1:0.12 challenges that you have specifically
1:2.08 and I'd be happy to cover
1:6.08 those so first let's talk talk about why
1:9.20 do you even prioritize um there's three
1:11.00 reasons why customers come to pry Matrix
1:13.32 the first is to be better at keeping
1:15.12 track on the status of work across many
1:17.12 areas of responsibilities one of the
1:19.08 trends I've seen over and over again
1:20.68 over the last couple of years is that
1:22.72 you know we're taking on more diverse
1:24.76 set of responsibilities than ever before
1:27.32 and so we're getting expectations from
1:30.08 so many different people around so many
1:31.68 different things and so being able to
1:32.72 keep track of that is extremely
1:34.60 difficult the second is actually create
1:37.08 alignment across team members so that
1:39.12 everyone knows what's important one of
1:40.60 the biggest challenges um that I've seen
1:42.68 over and over again that despite us
1:44.80 having better tools and better access to
1:47.60 software than ever before there's a lot
1:49.84 of confusion as to what should I be
1:51.92 working on what are my co-workers
1:53.76 working on what are the things I can do
1:55.56 to have the most impact within my team
1:57.60 and my organization and then thirdly to
2:0.12 take back controls of emails and
2:1.32 meetings so I assume that you know many
2:3.48 of you perhaps like me just get too many
2:6.08 emails um too many meetings uh too many
2:8.40 conversations and so many different
2:9.96 threads and what happens is that the
2:13.08 urgent things come up over and over
2:15.56 again and
2:17.04 overtake um your day um for lack of
2:19.64 better words one of the things that you
2:21.68 know I experience is that the the last
2:24.32 email in is typically the first email
2:26.00 out right and so you have you might have
2:28.48 a very very important email but if it
2:31.04 was six emails ago you're not going to
2:32.84 get to it because you have new ones
2:34.68 that's coming in or new meetings or
2:36.20 someone knocking on your office and
2:37.48 asking you questions that may not be
2:39.64 even relevant to your work and so what
2:42.24 happens when we don't prioritize is that
2:43.92 we start losing sight of what's
2:45.44 important and we work on the wrong
2:47.48 things and then you end up feeling busy
2:49.56 but you're not really meeting your goals
2:51.48 and then of course you're completely
2:52.96 overwhelmed by emails and meetings and
2:54.64 so um I think one of the worst thing
2:57.00 that could happen to any of us is
2:58.88 spending all our time time and resources
3:0.84 working so hard on something that
3:2.96 doesn't matter and so that that boils
3:5.84 down to not work not it's not about
3:8.44 working hard it's about working on the
3:10.48 right things and so the most impact we
3:12.56 can have as an individual um is to work
3:15.40 on the right things with the right
3:17.48 amount of
3:19.32 effort so what is part matrix it's a
3:22.16 comprehensive email priority and project
3:24.16 management software that helps at three
3:25.72 different levels at the individual level
3:27.92 it helps you prioritize your task and
3:29.80 emails so then you know exactly what it
3:32.20 is that you need to work on within the
3:34.36 dimensions of importance and urgency the
3:37.00 second is that actually if you're able
3:39.08 to understand what your priorities are
3:41.04 then you can communicate those
3:42.28 priorities to your co-workers and then
3:44.24 similarly if you know what their
3:45.96 priorities are you can start seeing the
3:48.32 mismatches you can start seeing the
3:50.08 misalignments and actually identifying
3:52.12 the issues that you have with your
3:53.96 co-workers and so helping teams stay
3:55.72 aligned on key projects so that everyone
3:58.16 Row in the same direction
4:0.80 and then thirdly patrix creates a single
4:3.80 source of Truth across your whole
4:5.60 organizations um an example of that is
4:7.96 that when you use part Matrix you're
4:10.32 tracking your priorities you're tracking
4:12.44 all the work that you're doing you're
4:14.04 tracking um the history of those changes
4:16.56 so when you change your priorities or
4:18.56 you reassign tasks or you change the due
4:20.24 dates we just track that information as
4:22.96 part of the record for that task and so
4:25.08 when you have a new coworker that comes
4:26.84 in and takes over a a particular task
4:29.72 they're able to see everything that's
4:31.32 important and so party Matrix helps with
4:33.52 both employee turnovers as well as
4:35.84 employee
4:39.92 onboarding couple things that makes part
4:41.88 Matrix better than so many other
4:44.04 Solutions out there first were the only
4:46.12 project email and meeting management
4:47.80 software that's Microsoft 365 security
4:50.24 certified for teams app Outlook app and
4:53.20 web app at the same time we're deeply
4:55.32 integrated to Microsoft teams Outlook
4:57.04 co-pilot we're probably the most
4:58.24 Integrated Solutions within the teams
4:59.96 and Outlook ecosystem um but it's not
5:2.68 required to use prot Matrix so you can
5:4.44 be using prod Matrix with um Gmail or
5:7.32 you can use promatrix completely
5:8.80 independently but if you do use
5:10.60 Microsoft we're almost a no-brainer with
5:12.84 respect to the Integrations that we have
5:15.40 prot Matrix focuses very very deeply on
5:18.56 prioritization I think the hence the
5:20.48 product name um and so you know when I
5:22.88 talk about PRI Matrix and I talk about
5:25.36 why people use part matrix it's really a
5:27.80 communication tool to Comm unicate both
5:30.24 to yourself and to others what your
5:32.36 priorities are at any point in time um
5:35.16 there's one unique feature in pry Matrix
5:36.84 called the one-on-one view that provides
5:38.48 what I call people Centric collaboration
5:40.60 it's not just about projects it's not
5:42.72 just about tasks it's about the things
5:44.36 you have to do for another person and so
5:46.56 pry Matrix actually takes the
5:47.88 information that you have and gives you
5:49.92 perspectives on the work that you have
5:51.44 to do for your manager your clients your
5:54.64 colleagues regardless of the projects
5:56.52 that you're involved in part Matrix is
5:59.24 also available as a SAS solution which
6:1.28 is what I'll be Pro uh showcasing today
6:4.04 but we have a hipa compliance solution
6:5.68 for healthcare and Life Sciences as well
6:7.56 as an Azure government Cloud solution
6:9.20 for state and local governments and then
6:11.00 of course manage private Azure
6:12.68 deployments for Enterprise customers and
6:15.04 one of the things that we're starting to
6:16.52 invest in is actually how to use AI to
6:18.68 help you specifically on meeting your
6:20.92 goals I mean I think there's many many
6:22.52 wrong uses usages of AI um one of the
6:25.80 things that we're trying to do is just
6:27.12 to simplify the stuff that you're
6:28.52 already doing
6:31.52 so part what makes p Matrix effective is
6:34.24 that it helps you determine what needs
6:35.76 to be done now what you need to work on
6:37.84 later what are the things you should
6:39.04 delegate and then with the recognition
6:41.88 that priorities are constantly shifting
6:44.72 um pry Matrix offer the one place where
6:46.96 everyone can go to to know what needs to
6:48.60 be done and that's it you know if you
6:50.28 use P Matrix for nothing else it's just
6:52.52 one simple place for you to have a
6:54.68 floating dashboard of your priorities or
6:57.40 your team priorities or your
6:58.64 organization priorities
7:0.12 and it's there and it's visible and then
7:3.12 when you have that major disagreement
7:5.08 you have one central place to go and
7:7.64 talk about
7:9.56 it let's start with the fundamentals
7:12.20 behind prom matrixes so there's a famous
7:14.16 quote attributed to former President
7:15.76 Eisenhower what is important is seldom
7:17.96 urgent and what is urgent is seldom
7:20.24 important now what I really like about
7:22.16 this quote is that it takes the things
7:24.64 that we do and put it into the
7:26.64 perspective of two critical Dimensions
7:29.28 the dimensions of importance and the
7:31.16 dimension of urgency right so let me
7:33.48 give you an example imagine if I asked
7:35.52 you to write down a list of 15 things
7:37.88 you have to do right now okay you write
7:39.60 down that on your piece of paper what do
7:41.56 you work on first do you work on the top
7:43.76 because that's the first thing that came
7:44.76 to your mind or do you work in the
7:45.84 bottom because that's the last thing you
7:46.88 wrote down or how do you arbitrarily
7:49.32 choose something that's in the middle
7:51.32 and so instead of looking at things from
7:54.88 that singular Dimension instead we look
7:57.44 at those 15 things and start thinking
7:59.16 about which of these things are actually
8:1.00 important okay so let's just imagine
8:2.88 that 15 things again now you have a
8:5.12 short list maybe eight of these things
8:6.76 are truly important the other seven
8:8.72 aren't that important now then of those
8:11.92 um those eight that are important which
8:13.92 of these are Urgent what are the fires
8:16.00 you have to fight um clearly if you
8:18.16 think about the work that you have to do
8:20.16 if everything's important and Urgent
8:22.16 then nothing is right if every single
8:24.36 task you have is a fire then you're
8:26.64 going to be firefighting constantly and
8:28.28 you're not actually creating value so
8:30.76 what I like about this quote is it's
8:32.44 just a very simple concept but it helps
8:34.96 us understand that we have to choose
8:38.24 what's important and we have to choose
8:39.88 what's
8:40.92 urgent so as a consequence of um that
8:45.08 quote I think you know one of the things
8:46.80 that's gotten a lot more popular these
8:48.20 days is the concept behind the
8:49.52 Eisenhower Matrix so it's a very simple
8:51.96 powerful time management framework the
8:54.04 idea is that instead of having task in a
8:56.40 list you're putting it into four
8:58.16 quadrants based on that dimensions of
9:0.60 importance and urgency and what it does
9:2.84 is it helps us prioritize and then also
9:5.44 helps us decide what to do and what not
9:7.48 to
9:8.24 do one of the things that patrix does is
9:11.04 actually adapt that over into four
9:13.80 quadrants so instead of using a task
9:16.20 management software where you have a
9:17.80 list of things you have to do p Matrix
9:19.88 takes the task that you have to do but
9:21.52 put into these four buckets Quadrant One
9:24.04 do now these are your fires these are
9:26.12 your important urgent task quadrant two
9:28.68 plan these these are your important but
9:30.48 not urgent task quadrant three delegate
9:33.08 these are urgent things but perhaps
9:34.60 someone else can do it better or they're
9:36.20 not important to you in particular um
9:39.04 not important enough to go into quadrant
9:40.72 one or two and then lastly you shouldn't
9:42.96 have anything that's not important and
9:44.36 Urgent instead you should have to inbox
9:46.56 and this is where um it's sort of your
9:48.72 catch all You' be able to write things
9:50.64 down a couple of thoughts that I have
9:53.08 around the Eisenhower Matrix in general
9:54.96 and in terms of time management and task
9:57.28 management in general is that it is so
10:0.20 important to take things out of your
10:2.04 head as in things out of your brain the
10:4.36 things you're thinking about the tasks
10:5.80 you you want to work on the goals you
10:7.64 have and just put it down onto something
10:10.92 right now of course many of us probably
10:12.96 have our notebooks and so forth we're
10:14.36 writing down all those things we want to
10:16.16 do um I've talked to customers where
10:18.56 literally they're drawing four quadrant
10:20.56 boxes on pieces of papers every single
10:22.68 day and uh and and writing things down
10:25.80 um and then deciding what to work on so
10:28.20 you're doing something similar SAR with
10:29.72 prod Matrix which is to take those
10:31.68 things you have to do and categorize
10:33.24 into bucket into buckets um one of the
10:36.84 the things that I think is particularly
10:38.36 important about writing that down is
10:40.60 that it makes it tangible and the key
10:43.88 here is
10:45.20 that if you walk around the office and
10:47.92 then you ask your co-workers hey what
10:49.40 are you working on right they're they're
10:51.68 going to tell you something but that's
10:53.72 likely that's top of Mind as in that was
10:56.48 the last thing they're working on or
10:58.00 that was the last thing they've been
10:59.64 thinking about it's not necessarily the
11:1.60 most important and so we can't really
11:4.36 think about the things that are
11:5.44 important unless we actively spend time
11:7.48 doing it so one of the advices I have
11:9.72 for you and and for our customers in
11:11.60 general which is to spend an hour a week
11:15.08 perhaps on planning your party Matrix
11:18.44 open up your pry Matrix software write
11:20.72 down the things you have to do
11:22.00 categorize them to these different
11:23.28 buckets and then maybe the next week
11:25.72 what you do is you look at it again and
11:26.96 say are these priorities still the same
11:28.96 am I working on the right things that I
11:31.12 said I would work on last week and so
11:34.16 that tangible aspect of patrix makes you
11:37.36 accountable um makes you realize where
11:39.84 is it that you're actually spending your
11:42.88 time for Quadrant Eisenhower Matrix
11:45.36 creates alignment because it forces you
11:46.96 to prioritize from the beginning and I
11:48.84 will be the first to admit that patrix
11:51.40 is not necessarily easy to use because
11:53.76 of that exact reason because we ask you
11:57.20 to go and categorize your task into
11:59.04 those buckets and my argument is that
12:1.72 that's 50% of the work deciding the
12:4.68 right things to work on is just as
12:6.96 important as executing on those tasks um
12:9.68 again working you know spending all your
12:11.40 effort working on something that your
12:13.32 clients don't care about or your
12:15.24 managers don't care about um or anybody
12:18.44 who's a stakeholder in your work do not
12:20.76 care about then what's the point and so
12:23.48 success from using per Matrix isn't
12:25.56 always around finding out what everyone
12:27.08 agrees on it's about discovering dis
12:29.24 agreement on what should be a priority
12:30.72 when it isn't one of the advices that I
12:33.36 have um for you and if you especially
12:35.88 you're working with the team is that
12:37.64 just to ask everyone to write down their
12:40.04 action items and their goals and their
12:42.24 priorities into the the pr Matrix and
12:44.64 then walk around the office and compare
12:46.16 notes imagine being able to see your
12:48.72 manager's prod Matrix to see what his or
12:51.24 her priorities are imagine being able to
12:53.76 see your client's priority Matrix and
12:55.68 see what their true priorities are right
12:58.52 with the realiz ation that you cannot
13:0.56 have everything in quadrant one and so
13:2.96 when you're able to see that you can
13:4.52 have very very meaningful
13:7.80 conversations so a couple of tips to
13:9.88 shortcut your success um if you're a
13:11.80 manager create a project in prod Matrix
13:14.20 for your team and staff meetings and
13:15.88 then screen share it during the meetings
13:17.64 it's really really simple when you have
13:19.96 that staff meeting and promatrix is on
13:21.80 the big screen you just look at it and
13:23.28 you say okay I see what it is that we
13:25.00 need to work on or what is we need to
13:27.04 talk about and then you can also
13:28.64 identify y the issues as well you know
13:31.40 if you see something that should be very
13:33.36 important but is not in quadrant one
13:35.40 that's where you can focus your
13:36.60 attention on and talk
13:38.16 about um if you're managing multiple
13:41.16 sites or multiple projects create a prod
13:44.88 Matrix projects for each of those sites
13:46.60 or location or initiative or whatever is
13:48.92 that you have if you have specific
13:51.20 training programs then what happens with
13:53.36 prot Matrix is you can actually build
13:54.80 templates so then you can launch a whole
13:57.12 new project with all of your action
13:59.44 items all your due dates automatically
14:2.16 it works really well for things like
14:4.44 employee onboarding so imagine if you
14:6.92 have an employee onboarding process that
14:9.08 requires everyone to go through a 16
14:11.44 step training you can actually build
14:13.88 that one time in PR matrics set the due
14:16.24 date to say you got to do this on day
14:17.76 one day two day three right and then you
14:20.16 can actually save as a template then we
14:21.72 have a new employee you launch that
14:23.88 template set the start date and prod
14:25.64 Matrix will create all those tasks all
14:27.24 those due dates for you automatically if
14:29.56 you're a business owner then create a
14:31.16 project for each of your departments um
14:33.04 the whole idea here is that anything
14:35.40 that requires its own set of priorities
14:37.88 deserves its own prod Matrix project and
14:40.36 then lastly if you're an individual
14:41.92 contributor then create a project for
14:44.04 your goals or and use it for your
14:45.84 promotion request um at the end of the
14:48.28 day all of us needs one of those
14:50.16 projects regardless of whether or not
14:51.88 we're in any of the other
14:53.56 roles and um one of the things I do want
14:56.60 to mention is that the webinars are
14:58.52 recorded and post on the website here
15:0.76 and um today's webinar is focus on again
15:3.44 the the basics of PR Matrix with some
15:5.80 highle stuff but then I actually have
15:7.48 deep dive into each of these
15:9.96 capabilities in some of these other
15:11.64 webinars so if you have any questions
15:13.08 around those be sure to check out the
15:14.48 other ones and then of course part
15:16.16 Matrix training is actually also
15:17.76 available in other
15:19.96 languages with that I'm going to go
15:21.88 ahead and jump into the demo and show
15:24.40 you how to put this into practice as I
15:26.68 mentioned um the chat section is a
15:29.04 fantastic place to put questions and
15:30.92 then I'll get to those questions the
15:32.36 moment I'm done with my presentation
15:35.80 here okay now I have my pry Matrix open
15:39.00 so you should look to see my prod Matrix
15:41.28 um I'm going to walk you through the
15:42.48 structure of py matrix I'm going to walk
15:44.04 you through the features of patrix and
15:46.20 then I'm also going to try to give you
15:47.64 some tips and guidance along the way
15:50.48 first let's talk about the structure of
15:51.84 patrix on the left hand left hand side
15:54.84 here is the list of projects and so as
15:57.68 an example you can see some of the demo
15:59.60 projects I have here I have my personal
16:1.80 priorities that's selected and then in
16:4.20 the middle is the four quadrants right
16:6.12 front and center every single time I
16:8.00 select a project I see the do now do
16:10.00 later not important and then inbox and
16:12.36 so these are the tasks that I have and
16:15.00 then within each of these tasks they fit
16:16.48 within these four quadrants and then as
16:18.36 an example down here on the bottom uh
16:20.96 right these are two tasks that I have so
16:23.36 let's start by creating a task so for
16:25.60 example I want to follow up with webinar
16:29.24 participants this is something that I
16:30.60 have to do so obviously I'll follow with
16:32.48 all of you afterwards and then the way
16:34.44 it works in patrix is we use what's
16:36.16 called natural language to process um
16:39.84 some of these things that you you type
16:41.40 into the system so when I say follow up
16:43.48 with webinar participants this is a task
16:45.16 I have to do but the important thing
16:47.48 around creating tasks is actually
16:49.92 setting due dates and this is something
16:51.88 that um I recommend everyone spend time
16:55.44 doing which is set the proper due dates
16:58.40 and so then you can better understand
17:1.24 that dimension of importance and then
17:3.64 urgency so I'm going to go go ahead and
17:5.76 say doe tomorrow at 2m. and when I
17:8.92 create a task here what it does is
17:11.28 promatrix actually uses natural language
17:13.84 to
17:15.12 process um that task name and so what
17:18.48 that means is that uh now that I've
17:20.84 created that task on the right hand side
17:22.52 the item detail shows up and you can see
17:24.76 that here in the due date section it
17:26.32 actually automatically created the due
17:27.96 date for me along with the time based on
17:31.24 my local time so when you say do
17:33.64 tomorrow at 2: p.m. your time then it
17:36.04 automatically uses your local time to
17:38.32 figure out the proper time for that now
17:41.32 I could have written anything else I
17:42.68 could say I could say do in two weeks do
17:44.92 in 3 days do in two hours and that's
17:47.40 just part of the process in which how
17:48.92 you can use prometrix now on the right
17:51.16 hand side with the item details there's
17:52.52 a couple things to know first you have
17:54.36 that item name right I can actually
17:55.96 click on this modify the name if I need
17:58.40 to and then at the top it actually says
18:0.80 what project this is this is in so this
18:3.84 is a way for me to categorize my
18:5.44 information so the project is at the top
18:7.88 I can actually click on this and move
18:9.36 this task if it belongs in another
18:11.52 project to the left of that is actually
18:14.40 um two buttons the first is star when I
18:16.84 star a task it goes to the top of the
18:20.08 list within each of those quadrants so
18:22.80 starring is a way to say that this is an
18:25.20 important task or this is an active task
18:27.68 so my general recommendation is you can
18:30.04 have up to like five or 10 star task um
18:33.08 the reason why I wouldn't have more than
18:34.48 that because you'll end up with that
18:36.68 same problem if everything is starred
18:38.60 then nothing is starred and so star T
18:41.76 only star the tasks that are truly
18:43.52 important so what I do is I act I
18:45.80 actively St things and unstar things all
18:48.48 the time below that is icons when you
18:50.80 click on icons you get to add a visual
18:52.56 representation of what this task is so
18:54.56 for example I go ahead and choose the
18:56.44 email icon it actually doesn't do
18:58.88 anything specifically to the task itself
19:1.00 aside from adding this visual but also
19:3.64 it ends up actually creating meta
19:5.84 information that later you can use to
19:8.56 actually run reports as an example let's
19:11.68 say you know if you have a task and then
19:13.72 you tag them as emails then some other
19:15.84 tasks you tag them as um phone calls or
19:19.20 travel Etc then later you can actually
19:21.64 get reports to show how many how much
19:25.08 effort you're spending on emails how
19:27.00 much effort you're spending on travel
19:29.28 Etc so that's what you can look at that
19:31.48 information as um I noticed that someone
19:33.80 actually raised their hand I actually
19:35.24 can't see the chat right now so go ahead
19:37.48 and and just um send any questions you
19:39.84 have in the chat itself and I'd be happy
19:41.92 to address it after I'm done with the
19:44.32 demo part here now below that we have a
19:46.88 couple of other things we have owner so
19:49.24 there can only one owner for a task so
19:51.44 since I created this it shows me as an
19:53.48 owner but I can actually assign it to
19:55.32 another person so the whole idea around
19:58.28 party matx is that first you have an
20:1.04 understanding of the task that you have
20:2.96 but in a collaborative environment
20:4.60 you're able to take that same task and
20:6.96 ask someone else to do it right and so
20:8.64 now you can see how you know their
20:10.48 avatar shows up it shows up here in the
20:12.36 quadrants as well so you can easily look
20:14.20 at the quadrants and see who's
20:16.20 responsible for what who's working on
20:18.08 what and then what are their
20:20.08 priorities I'm added as a follower a
20:23.08 follower means somebody who actually
20:24.64 gets notifications and updates um
20:27.64 Whenever there are change to this
20:29.64 particular task as an example let's say
20:32.24 I'm a manager and I assign a task to a
20:35.04 coworker when that co-worker makes an
20:37.32 update or finishes the task it's crucial
20:40.36 for me to know that it's done and so by
20:42.60 being a follower I get that notification
20:44.52 as needed or in another situation um
20:48.00 there's a task that's not relevant to
20:49.60 you at all but you're interested to know
20:52.48 the progress of that task if there's
20:54.24 Communications around that task or files
20:56.64 that's uploaded or comments that's being
20:58.36 sent
20:59.24 then you can add yourself as a follower
21:0.92 to the task then now you get that update
21:3.88 to the right of that is progress goes
21:5.64 from 0 to 100% if it's go to 100% then
21:7.92 it's Market done and it gets hidden and
21:9.52 you can actually pull it up later um or
21:11.96 you can just actually you know move the
21:14.12 the progress bar forward and then use
21:16.28 that as a way to filter information as
21:18.12 needed and then you have effort uh it's
21:20.24 a way for you to set how much effort a
21:22.24 task is because not all tasks are
21:23.68 created equal and then you have due date
21:26.40 which I mentioned to you and then you
21:28.20 have reminders and so this is actually
21:30.32 one of my favorite features in PR Matrix
21:32.56 and due dates and reminders are the two
21:34.52 features I want all of you to use so if
21:36.80 you use almost no other features in item
21:38.92 details use due dates and reminders and
21:41.28 let me explain the difference imagine
21:43.76 you have a really critical project that
21:45.32 you need to work on and it's going to
21:46.84 take you three days of work to to
21:48.88 execute you set a due date for next
21:51.16 Friday and then next Friday comes you
21:53.16 realize wait a minute how can I get 3
21:55.32 days worth of work done in one day so
21:57.80 what happens in instead is you set a
21:59.68 reminder ahead of time and reminders is
22:2.24 different from a start date a start date
22:4.08 just puts it on your calendar but a
22:6.08 reminder is a way to trigger to make
22:8.40 sure that it's top of mind so here's how
22:10.56 it works for me what I do is I would go
22:12.28 and type remind me daily so now on a
22:15.88 daily basis I will get a reminder to
22:18.40 work on this task even well before the
22:21.00 start dates well before the due dates
22:23.08 and so when I have an important task and
22:25.48 again this is what how I use my PR
22:27.24 Matrix whenever I have an important task
22:29.28 I would set a duee date something like
22:30.64 do in one month and then I would say
22:32.56 remind me monthly the beauty of this is
22:35.32 the following what happens is that when
22:37.68 you have something on your calendar
22:39.20 guess what you kind of think about it
22:41.72 right think about it think about it as
22:43.16 the due date approaches and then once
22:45.64 the due date passes you're not going to
22:47.96 think about it you're not going to think
22:49.20 about not going to think about it
22:50.84 because you have other things to think
22:52.48 about and so when we talk about due
22:55.08 dates and reminders that's how we can
22:57.88 Ensure that we work on the right things
22:59.92 because after the due date has passed
23:2.68 the reminders can still trigger and so
23:5.68 then it reminds you to go back to look
23:7.72 at something that's overdue but is
23:10.60 important so my recommendation set due
23:13.36 dates set recurring reminders for
23:16.80 anything that's of importance to to your
23:19.64 work um I cannot stress that enough and
23:22.48 you'll hear me say it over and over
23:23.80 again if you watch any other the
23:24.80 webinars use those features if you use
23:27.28 that um religiously I think you'll find
23:30.44 so much value in Prometrics again
23:32.80 helping you solidify that concept of
23:35.88 urgency our brain is just so fine-tuned
23:39.28 to looking at the latest information the
23:41.68 last email that comes in the last
23:43.00 message has sent to us reminders is a
23:45.16 way to pop that back to the top of the
23:46.76 list to ensure that it's top of mind
23:49.00 it's a really powerful
23:50.92 trick uh now below that you have the
23:53.40 place where you have the chat as you can
23:55.00 see this is where I see a history of the
23:57.68 changes in matrix it's a place where I
23:59.80 can communicate with others so for for
24:2.12 example in this case since i' signed
24:4.12 this task to Eugenia she can go and
24:5.80 respond to this task and now I have
24:7.60 communication within the context of this
24:10.36 task um as you know if you're using
24:13.00 Microsoft teams or slack or chat
24:15.40 software you're talking to your
24:17.24 co-workers about 10 different things and
24:19.40 so then in six months when you need to
24:21.56 go back and review the conversation good
24:24.36 luck finding exactly what you talked
24:26.32 about so my recommendation around using
24:28.64 the chat in part Matrix is use that as a
24:31.56 place to have contextual conversation if
24:34.36 you have a question specifically around
24:36.52 this task put it in the conversation for
24:39.20 that task and the reason is that later
24:41.72 on if someone else need to take over the
24:43.84 job they can look at the chat history
24:46.04 and see everything that's been talked
24:47.56 about that would not be possible if you
24:50.00 were using something like you know a
24:51.92 one-on-one chat inside teams or slack or
24:54.56 whatever and what happens is you end up
24:56.56 losing that context you end up losing
24:58.56 all that information so contextual chat
25:0.92 is important for that purpose um party
25:2.84 Matrix keeps that record as also all the
25:4.84 changes of the due dates automatically
25:6.68 for you it's for your own use it's
25:8.88 nothing about this is is necessary for
25:12.52 vast majority of people but once in a
25:14.56 while you realize wait a minute you know
25:16.76 when did we say we were going to do
25:18.08 something or um what was the what was
25:20.12 the original due date and so on the Note
25:22.76 section is where you can actually add
25:24.64 information around the task itself um
25:27.64 you can add sub task here as well and in
25:30.04 fact we're actually um before our notes
25:32.64 section was intended to be relatively
25:34.88 simple in terms of what you can put but
25:36.36 now you can actually also start putting
25:37.96 Rich text into the notes section um the
25:40.84 fill with AI is actually really neat
25:42.36 feature what it does is it actually um
25:44.76 takes the task that you have and
25:46.52 actually create the subtask as needed so
25:49.24 in some cases one of the things that we
25:50.80 try to do is we want to simplify the
25:52.92 process for you as much as possible so
25:54.40 when you need to create a series of
25:55.80 tasks use the fill of AI to build out
25:58.36 those descriptions and so forth to help
26:0.12 people understand what it is they need
26:1.68 to do lastly in the resources section is
26:5.48 where you can have all the information
26:7.16 that's relevant to this task again it
26:9.56 boils down to context if I ask someone
26:12.16 to follow a webinar participants then
26:14.16 perhaps I need to put the list of emails
26:16.24 that to follow up right or I need to put
26:18.36 the PowerPoint presentation or links or
26:20.64 whatever so promatrix let me put all
26:22.80 sorts of information in here files
26:25.24 that's very great straightforward but
26:27.36 also I can actually attach emails to an
26:29.56 existing test so what happens is I can
26:31.64 get an email from a customer and I need
26:34.04 to assign that email to somebody I can
26:35.80 actually convert that email into a task
26:37.64 and that email gets uploaded into patrix
26:40.28 or I can actually link to external links
26:42.84 such as SharePoint or one drive or
26:45.60 Dropbox or websites I can also link
26:48.52 other Prometric tasks as well so what
26:51.04 that allows me to do is actually build
26:53.00 dependency so let me give you an example
26:54.92 here I'm going to go ahead link existing
26:57.00 item and actually can choose another
26:59.16 task and I can say that this task is
27:1.04 caused by or blocked by another task and
27:3.40 so part Matrix allows you to actually
27:5.24 create all these Dynamic links between
27:6.96 all these tasks and build out Gant
27:9.28 charts and so forth for you
27:11.52 automatically so that's how the item
27:13.52 details works and so as you can see I
27:15.64 can actually add those information but
27:17.44 again I want to emphasize that you don't
27:19.68 need to use everything here but the
27:22.20 things that you should always use is the
27:23.84 due date and reminders going back to the
27:26.36 quadrant here I created this task in
27:28.16 Quadrant 4 but let's say this is very
27:31.04 important I just drag into quadrant one
27:34.12 and as you can see in patrix um looking
27:36.52 at the quadrant view here I here I have
27:39.12 just a few tasks so it's easy to see but
27:41.40 imagine if I have a lot more tasks what
27:43.92 a neat things I can do is actually I can
27:45.52 resize the quadrants to focus my time on
27:47.72 just quadrant one and then when I'm done
27:49.76 with that I focus my time on quadrant 2
27:51.92 and so this simple drag and drop is just
27:53.80 a way for me to set my focus right and
27:57.04 so um I happen to use the Eisenhower
27:59.64 Matrix in this particular project but
28:2.44 you can actually use any you can
28:4.44 actually customize the quadrants to
28:6.32 whatever it is that works well for you
28:8.52 and so as you can tell one of the things
28:10.24 that's useful here is for you to shift
28:11.92 things back and forth to focus on one
28:14.20 thing at a time part Matrix also
28:16.32 provides other views too so you can
28:17.84 actually go to the list View and it will
28:19.52 show you all the task but in list format
28:21.88 again all the starred items pop to the
28:23.84 top of the list where I like about the
28:26.52 list view is the ability for me to find
28:28.52 things that are overdue and find things
28:30.56 that are modified and both to sort them
28:32.76 like an an Excel sheet and so I can
28:34.48 click on each of these columns here and
28:36.44 sort them and also um I can actually
28:39.64 sort by the icon as well so I can group
28:43.12 my task together right and then you have
28:45.32 the calendar view again anything that
28:46.92 has a due date will show up here so as
28:49.08 you can see I have a couple of task here
28:51.00 I can actually just drag and drop task
28:52.92 and actually I can click on it and I can
28:54.96 work directly in the calendar I actually
28:56.64 don't have to go to the Matrix View
28:58.56 and I can change make those changes and
29:0.20 as you can see when I move things around
29:2.28 it keeps a record of those changes for
29:4.04 me the reason why it's so useful is if
29:7.12 you're assigning somebody a task and
29:9.24 it's due in you know three days and then
29:12.32 they change the due dates you'd want to
29:14.08 know right and and it's so important um
29:16.92 from a recordkeeping as well as from a
29:18.80 logistic standpoint that you know
29:20.52 exactly what changes were made and so
29:22.52 patrix keeps that for you that history
29:25.12 for you and you're able to see the
29:26.24 version of Version Control of that as as
29:28.56 well then you have the What's called the
29:30.56 timeline view so the timeline view is
29:32.52 essentially a Gant chart um but if you
29:34.56 actually create dependencies it's very
29:37.32 valuable for seeing things across months
29:39.96 or years so so let me try to re explain
29:44.24 why the the different views matter the
29:46.24 quadrant view is very good for seeing
29:47.80 priorities the list view is very good
29:49.44 for seeing things that are overdue the
29:51.76 calendar view is very good for seeing
29:53.20 things that are due this week or this
29:54.84 month the gantar view is very good for
29:57.16 seeing things that are due across months
29:58.80 or years so if you have projects or
30:1.04 initiatives that that span across you
30:3.36 know 6 months to 3 Years party Matrix
30:6.00 let you go and zoom out and get a very
30:8.52 very broad perspective and then finally
30:10.92 you have um two other views here one of
30:12.88 them is the reports View and the reports
30:15.08 view actually build real-time report on
30:17.08 the information for this particular
30:19.24 project on everything that's relevant so
30:22.68 if you use part Matrix for yourself when
30:25.28 you go to the reports view you're able
30:26.88 to see sort of like your Cadence at work
30:28.88 you're able to see the things you're
30:30.64 working on what quadrants are you
30:32.64 focusing on so imagine you know if
30:35.12 you're you're finishing tasks in
30:36.88 quadrant 3 and not Quadrant One it'll be
30:39.84 very very obvious here in the reports
30:41.60 view um similarly if you're using in a
30:44.12 team environment you can actually click
30:45.96 on each of these these individuals and
30:48.76 then drill down on exactly where they're
30:50.84 spending their time where they're
30:51.84 spending the effort how many tasks they
30:53.40 created what are the things that's
30:55.08 overdue so it's extremely powerful for
30:58.16 managers is extremely useful for
31:0.12 individuals just to know how they're
31:2.36 spending their effort so those are the
31:4.96 different views I have of the very top
31:6.48 here and now let's go back to the
31:8.32 project on the Le hand side as you can
31:10.48 see I only chose my personal priorities
31:13.00 I can go ahead and switch to another
31:14.32 project here so for example now I choose
31:16.60 goals for 2024 as you can see my goals
31:19.60 are actually my quadrant names are
31:21.00 actually different so instead of
31:22.24 actually do now do later I have
31:24.24 long-term goals short-term goals anti-g
31:26.32 goals catchall and then and on the right
31:28.64 hand side after I selected the project
31:30.52 it shows me the project details this is
31:33.24 where I can change the project name I
31:35.40 can also star a project again starting a
31:38.16 project puts it at the top of the list
31:40.04 for your star projects now in my actual
31:42.52 work account I have something like 300
31:44.96 plus projects so I can't go and browse
31:48.76 through 300 plus projects in part Matrix
31:51.32 instead I star the projects that matter
31:53.36 to me my general recommendation no more
31:55.84 than five to 10 star projects right
31:58.16 because those are the the only want to
31:59.68 Star the ones that are truly important
32:1.04 to you but secondly don't be afraid of
32:4.52 creating projects in patrix um I'm going
32:6.76 to show you next how to actually look at
32:9.08 information on a broad global scale but
32:12.40 the way promatrix works is that every
32:14.88 project you you should create a project
32:16.92 for anything that is sort of independent
32:18.80 of the others right so for example if
32:21.24 you have multiple clients and with those
32:23.36 clients you have a lot of different work
32:24.60 for them they each deserve a project if
32:27.08 you have multiple initiatives they each
32:29.12 deserve a project um if you have
32:31.28 multiple team members and you you are
32:33.68 trying to make sure that those
32:35.04 priorities are actually very different
32:36.64 that those each deserve its own project
32:39.24 now in the project details I have a
32:40.64 couple things I can do first I can
32:42.24 actually add members so the idea is that
32:44.56 when you have a project when you first
32:45.92 create a project you can create a
32:47.08 project for yourself you're the only
32:49.48 person in that project but maybe you
32:52.88 have a team project you have five or 10
32:54.60 direct reports you can create a project
32:56.76 for team priorities and then invite five
32:59.00 or 10 of your co-workers into here the
33:1.80 idea is that everyone would be on the
33:4.16 same page when your co-worker open Party
33:7.04 Matrix and go to that goals project they
33:9.00 can see exactly the same information as
33:11.68 everyone else then you don't have to
33:14.20 have a meeting to have alignment you
33:16.32 don't have to have a meeting just to
33:17.68 talk about hey what are our priorities
33:19.20 what are our goals this week instead you
33:21.20 can update prod Matrix and everyone can
33:23.48 get that information in real time
33:26.44 asynchronously uh and then down below
33:28.48 that you can actually click on each of
33:30.24 these quadrant names and customize the
33:32.36 quadrant that's needed so my general
33:34.52 recommendation is that initially try to
33:37.28 use some of the the projects uh format
33:40.00 templates that we have and then once
33:42.28 you're somewhat familiar with prod
33:43.84 Matrix look at the quadrants you don't
33:45.88 use and the quadrant you do use and then
33:48.08 start customizing them after you've
33:50.24 customized your own Matrix you can
33:51.88 actually go to the top right here and
33:53.80 save as a template so now you can
33:55.76 actually save anything that you create
33:58.28 as a template and you can choose to
34:0.32 create the template with task or without
34:2.88 task and so if you have a client
34:5.84 onboarding process right you have again
34:7.72 10 things you have to do for a client
34:9.76 and you can say this is due today this
34:11.80 is due in three months this is due in
34:13.16 six months you just build that in PR
34:15.48 Matrix one time save it as a template
34:17.72 and now whenever you have a new client
34:19.48 you just launch that project and then
34:21.40 all those due dates will get created for
34:22.96 you down below that you can actually add
34:25.44 notes to the project itself um and so
34:28.36 that's at the high level what a project
34:30.76 uh details H um has now on the left hand
34:34.44 side here if we go further down you can
34:36.56 see that I actually also color code a
34:38.80 couple projects and so if you click on
34:40.92 this this right here you can actually
34:42.36 change the quadrant colors as well it's
34:44.72 just a way to visualize information it
34:46.60 doesn't actually affect the features but
34:48.80 you might want to choose you know
34:49.96 certain theme for certain types of
34:51.80 projects now let's talk about how to
34:53.64 create a project if you click on Project
34:55.96 here you choose create project and when
34:58.16 you go to this view you have a couple of
34:59.72 options the first is a blank project
35:2.00 blank project is truly a blank Matrix
35:4.64 you just type the quadrant name and then
35:6.72 you can actually choose the basic
35:8.60 template so for example we have basic
35:10.96 prod Matrix Eisenhower Matrix uh getting
35:13.44 things done method a SWAT analysis Etc
35:16.68 and then you can choose a color coding
35:18.36 to start and so when you create that it
35:20.44 creates an empty project for you my
35:22.56 recommendation if when you are done with
35:24.68 this call go create a few projects
35:27.24 create a personal priority project right
35:29.40 then choose a color that that suits you
35:31.88 and then create a project for your team
35:33.48 priorities and then create a project for
35:35.84 a goals the goals you have for this
35:37.52 quarter or the goals you have for this
35:39.12 year or something like that so I
35:40.92 recommend that you do that um after this
35:43.16 call but I can also choose what's called
35:46.36 public templates public templates these
35:48.36 are templates that we've created and so
35:50.44 we've actually created a thousand
35:52.84 templates um that you can use but here's
35:55.36 a sort of like a short list of a couple
35:57.68 things that's um that we have and so you
36:0.12 can actually choose some of these so one
36:1.68 of the ones that I like is actually the
36:3.28 30 60 90day plan so if you're a m new
36:6.20 manager or you want have quarterly goals
36:8.96 that's like a perfect project instead of
36:10.60 actually having do now do later you have
36:12.60 the plan for the stuff you're going to
36:13.84 work on 30 60 90 days and so you can
36:16.48 choose one of these and then you can
36:17.88 customize it and then save your own
36:19.32 template if needed or you can go to my
36:21.80 templates these are templates that's
36:23.64 shared across your team and so what this
36:25.88 allows you to do is actually choose an
36:27.64 existing templat and then you can just
36:29.72 say the start date and all the tasks
36:31.52 will get be created for you and then
36:33.64 lastly you can actually create with AI
36:35.40 so what we've done here is we try to go
36:38.48 and build the task for you based on your
36:41.48 goals as an example you can go in and
36:43.84 say you know get
36:46.16 promoted from project manager to senior
36:50.56 project manager so this is something
36:52.32 again that you can try go ahead and type
36:54.60 that in then you click next here and
36:56.12 prod Matrix will build the task out for
36:58.08 you and then you can use as a starting
37:0.28 point um to fulfill whatever it is that
37:2.36 you're trying to to achieve obviously
37:4.96 there's a couple of other ways to create
37:6.20 projects including our very very
37:8.56 powerful CSV system um as well so that's
37:12.44 how you create projects and then with
37:14.08 again within the project you have those
37:15.40 tasks so now let's talk about all those
37:17.32 alerts and and um and reminders that we
37:20.96 mentioned earlier when you start prod
37:23.04 Matrix you go into What's called the
37:24.68 home view this is sort of like where you
37:26.80 start um when you open up the app and so
37:30.72 in the home view there's a section
37:32.60 called alerts and this is where that
37:34.08 number comes from 72 indicates that I
37:36.72 have 72 alerts that requires my
37:38.40 attention what are the things that pops
37:40.36 up here examples include tasks that
37:43.52 you've delegated to others that's been
37:45.32 updated tasks that others have delegated
37:47.80 to you tasks that have due dates that
37:50.24 triggered or tasks that have reminders
37:52.20 that triggered right and so it's very
37:54.20 very simple these are things that are
37:55.64 relevant um and relevant to you
37:58.24 specifically and so whenever you browse
38:1.56 through these here you can see that you
38:3.08 know it goes away and so your alert
38:4.60 section gets cleared one of the things I
38:6.56 like to do sometimes is that you know if
38:8.12 things get a little bit too noisy I can
38:9.80 actually clear older notifications up
38:11.76 here so when you use promatrix this is
38:14.56 the place where you go to find out um if
38:18.04 you're if you need to respond to various
38:20.60 tasks and so forth in this view as well
38:23.64 you can actually go to the visited and
38:25.04 so these are tasks that you've visited
38:26.64 so this is this happens all the time
38:28.60 which is you have a task that someone
38:30.72 assigned you you view that task and then
38:32.56 it goes away from the alert and then
38:34.00 you're thinking wait a minute what was
38:35.20 that task that was assigned to me that's
38:37.08 when you go to the visited view so that
38:38.72 shows you the history of the recently
38:40.44 visited items the agenda view is
38:43.28 actually taking all the tasks that you
38:45.52 have across your entire promatrix that
38:48.56 have due dates that's relevant to you um
38:51.76 and it shows up here in your agenda so
38:53.56 these are the tasks that are overdue
38:55.16 these are the tasks that are due today
38:56.92 and then finally you can go to this list
38:58.64 view that shows you everything you have
39:1.04 across all your per matrics as well um
39:3.68 one of the things we also do is actually
39:5.24 put this add item in so many different
39:7.36 places so My Philosophy is that it
39:9.80 should be very easy for you to create
39:11.40 task and PR Matrix and so when you use
39:13.44 our software you know go and you need to
39:16.28 create new action items that's what you
39:17.84 click
39:19.12 on um and then let's talk about how you
39:23.32 use promatrix once you start having a
39:25.64 lot more task in the system so on the
39:27.96 left hand side here there's a couple of
39:29.44 other menus for example I have What's
39:31.52 called the one-on-one when I go to the
39:33.52 one-on-one it takes everything that I
39:36.00 have and put it in the perspective of
39:38.40 people so if you're a manager and you
39:41.40 have five or 10 direct reports and you
39:44.00 want to know hey what is Tyler Working
39:46.64 on I can actually go to the oneon-one
39:48.20 select Tyler and now I can actually see
39:51.48 all the task that um he and I have in
39:54.04 common across all of my PR Matrix
39:56.48 regardless of the pr that's in it is a
39:59.08 very very powerful way to make sure that
40:3.08 your people are working on the right
40:4.96 things and then it's also a powerful way
40:7.56 to actually get a complete understanding
40:10.24 of people's workload um and also be able
40:13.36 to create new tasks directly from here
40:16.68 so this is very good if you have one-on
40:19.20 ones right so as in when you have a
40:20.92 one-on-one meeting with somebody instead
40:23.08 of
40:24.12 actually having to open a project to
40:27.32 create a task and assign to the person
40:29.52 you simply share the screen and talk
40:31.44 about the tasks that are coming up in
40:33.68 terms of due dates and then if you need
40:35.60 to create new action items you click on
40:37.32 ADD share task create the task from here
40:39.80 it automatically assigned to you your
40:41.44 coworker automatically add your a
40:43.56 follower and then in the task name you
40:45.96 can just say again do tomorrow do two
40:48.16 weeks and something like that and per
40:50.04 Matrix will track that and create the
40:51.72 task for you and then you can even
40:53.32 choose what project it goes in so this
40:55.96 takes away that excuse you've probably
40:57.68 seen a couple times where someone will
41:0.92 say oh yeah you know we talk about doing
41:3.08 that but I never wrote it down right um
41:5.36 you've seen that over and over again and
41:6.80 so this takes away that excuse because
41:9.04 whenever you have that idea it is so
41:11.04 easy to create that share task directly
41:12.84 from here and as you can see I can
41:15.04 actually switch to another Co coworker
41:17.56 very very easily and it shows a task
41:19.64 that's assigned to me for that person
41:21.28 follows and then the task that assigned
41:23.08 to that person that I follow um below
41:26.00 here you have the calendar view this is
41:27.68 the global calendar view so not only
41:29.80 does it show the task that I have um
41:32.32 across one project but across all my
41:34.52 projects and then I can actually filter
41:36.80 and select the project that I need to
41:38.36 select and actually I can build all
41:39.84 sorts of calendar to see my schedule um
41:42.56 for the next weeks or or months and then
41:45.52 I have the search view this is what I
41:47.12 call the master view this view shows me
41:50.52 everything I have in my pry Matrix so
41:53.44 this allows me to actually see the tasks
41:55.40 that are coming up um the tasks that are
41:57.40 assigned to me the Tas that are assigned
41:58.80 to each person and so on and so each of
42:1.28 these are some fixed views here but the
42:3.84 filter section is where you can find out
42:6.68 all the information that you need around
42:9.40 everything and and when I say everything
42:11.60 I really do mean it this is the one
42:13.60 place where you can actually build
42:14.76 filters and say what are the things that
42:17.84 you know Eugenia uh worked on in
42:21.24 quadrant one that she finished so you
42:24.52 can see how I can actually build reports
42:26.64 like this and then save that as a
42:29.28 template and now if I'm a manager and I
42:32.16 want to know people's performance um
42:34.52 what is they work on last quarter or you
42:37.00 can build a report for your own workload
42:39.24 performance right so if you have to do
42:41.36 your quarterly reviews you can just go
42:43.72 to here build your own views save that
42:46.36 and now you can have generate that with
42:48.24 one click and that allows you to show
42:50.44 your manager look at all the things I
42:52.12 worked on um and then you have the
42:54.44 global Gant charts and then one last
42:56.16 thing I'll show you in the global view
42:57.56 here is what I call the workload
42:58.84 management this is where you can see
43:1.44 what people's workload are how busy they
43:3.76 are on particular days over the next few
43:6.48 weeks so you can see how I can actually
43:8.32 see um whether you know Eugenia is very
43:11.56 busy or Tyler's very busy and actually
43:13.88 drill down as needed and reassign work
43:16.04 as needed so if you're like an agency
43:18.68 and you're bringing on a new client and
43:20.60 you need to know who should I sign it to
43:23.00 this is the view and not only that you
43:25.04 can actually change to see BAS Bas on
43:27.52 effort how much effort you know people
43:29.80 have on their plate if you have 60 hours
43:31.96 worth of work and 40 hours you know
43:34.00 maybe some things will be dropped but
43:35.40 the quality of work will be not as great
43:37.60 so party Matrix gives you all that
43:39.56 Insight just from that item details you
43:42.04 saw earlier okay I'm going to switch
43:44.84 gear a little bit and talk about email
43:46.24 management so here when I go to my
43:48.72 Outlook U party Matrix is one of the
43:50.52 best email Integrations in the Microsoft
43:53.08 ecosystem and so when I have an email so
43:55.96 let's just say I get an email from a uh
43:58.92 un Point customer and I need to make
44:1.12 sure that I don't drop that email well
44:3.76 here's a couple things I can do first I
44:6.00 can actually use the Outlook extension
44:7.76 so if you go to apps here click on add
44:9.72 apps and search for prod Matrix turn
44:12.04 email into task so we have a couple of
44:15.00 Integrations Microsoft but the one that
44:16.68 you want is turn email into task when I
44:19.20 choose that I can actually take this
44:21.56 email and click prioritize email what
44:25.04 this does is it actually takes the email
44:27.08 email lets me capture the email as a
44:29.36 task it uses the subject as the item
44:31.80 name I can customize this as needed and
44:34.24 then I can choose what quadrant it goes
44:36.12 in and what project it goes in let me
44:38.20 give you an example let's just say if
44:40.24 you're you work with like five or 10
44:42.32 clients as as an accounting firm or
44:44.00 something like that now you get an email
44:46.36 from a client and you want to make sure
44:47.96 that you actually respond to it right if
44:50.32 you flag the emails sure you may get
44:52.72 back to it but if you have 50 flags
44:54.28 emails you may not get back to it on
44:56.52 time and you're not able to set proper
44:58.32 due dates or assign it to proper people
45:1.12 so instead what you do is you take that
45:2.72 email and now you can convert into a
45:4.36 task organize it into the appropriate
45:6.92 client um client project and then choose
45:9.92 the quadrants and then set a due date
45:12.28 party Matrix will now
45:13.96 automatically um send you alerts as that
45:17.12 due date comes and then you can even set
45:18.96 recurring reminders afterwards to make
45:20.92 sure that you get to that that email and
45:23.12 patrix actually uploads the EML file
45:26.12 into the quad
45:27.52 so then if you need to assign that to
45:29.28 another person they can open that email
45:31.16 file and respond to
45:32.80 it but here's another cool feature in
45:35.36 prot Matrix that almost no I haven't
45:37.40 seen in any other application which is
45:39.44 the ability to take an email and attach
45:42.08 it to an existing task so again let's
45:45.16 say you have a client that follows up
45:47.20 and they say Hey you know could you
45:49.52 review whatever task before instead of
45:51.92 creating a new task you can actually
45:53.72 open pry Matrix and then choose uh
45:57.48 open per Matrix here and then attach the
46:0.04 email to an existing task you can simply
46:2.28 search for the task and then click
46:4.28 attach here so now you can actually
46:5.80 attach multiple emails to a task you can
46:8.68 attach documents right the work that
46:10.52 you're doing for them presentation
46:12.64 quotes um order details or website links
46:16.60 or link to other items or SharePoint
46:18.60 files all in the resources section so
46:21.24 that's a very very unique
46:23.40 capability now the cool part about per
46:25.88 Matrix is how it integrates into the
46:27.92 other Microsoft systems as well on the
46:30.12 leftand side here you can actually click
46:31.76 on apps and then go click add apps and
46:34.40 add Pro Matrix in this case I can
46:36.96 actually add party Matrix pin it to the
46:39.16 left hand side and now I have the entire
46:42.04 party Matrix app within Outlook I don't
46:45.24 even have to go to the web app I don't
46:46.88 have to install part Matrix uh as a
46:49.40 desktop application if I spend all my
46:51.80 time in Outlook P Matrix is right here
46:53.68 for me and I can see all the tasks that
46:55.72 I have with leaving this Outlook app and
46:59.32 then similarly in teams you can have the
47:1.68 same thing you can actually click on add
47:3.52 apps search for PR Matrix and pin it and
47:6.24 now I can have the entire promatrix app
47:8.76 within teams and now if I'm a Microsoft
47:11.92 user I don't have to go and install
47:14.00 anything else I don't have to visit any
47:15.88 website I don't have to open any desktop
47:19.36 application the information is there as
47:21.56 needed uh what's really neat about
47:23.44 protom Matrix is How Deeply we integrate
47:25.32 with team so I'll give you some examples
47:27.00 here I can actually go to a conversation
47:29.32 with a coworker click on the one-on-one
47:31.16 View and see that one-on-one view that I
47:33.64 showed you earlier within per Matrix
47:36.08 instead I can actually have these one1
47:37.96 views automatically um show up for each
47:41.76 of the people that I work with and the
47:44.08 way you add that is simply click on plus
47:46.12 up here choose per Matrix and then and
47:49.84 then choose the one-on-one View and
47:51.44 choose your coworker it is so powerful
47:54.76 because you're are chatting with a
47:56.16 coworker already ready might as well add
47:58.08 the one-on-one view to see all the tasks
47:59.84 you have in common with them and what's
48:1.88 nice too is in the chat section here if
48:3.96 I have a conversation with somebody
48:5.80 inside teams I can actually click on
48:7.88 that conversation and create a task from
48:10.32 that conversation per Matrix will link
48:13.08 back to this moment in time when you had
48:15.68 this conversation so imagine if you and
48:18.36 a cooworker are talking about something
48:19.96 you create a task in promatrix and then
48:21.96 in 6 months you were wondering what else
48:23.96 you talked about you can click on the
48:25.88 link in promatrix it will take you back
48:27.64 to teams and it shows you exactly when
48:30.60 you said whatever it is that you said um
48:33.52 now of course party Matrix also has
48:34.96 these extensions down here you can
48:36.92 actually click on prot Matrix down here
48:38.96 to actually send action cards and so
48:41.52 forth and then also I recommend
48:44.12 installing the prot Matrix chatbot
48:46.28 because this is where you can get that
48:47.56 notifications the reminders triggers
48:49.80 right the due dates or delegation Etc
48:52.40 and so P Matrix will give you that
48:54.08 information and you can actually click
48:55.36 on this and open up the task and respond
48:58.12 to it as needed we also have
49:0.44 Integrations into Microsoft co-pilots
49:2.96 we're actually one the very very first
49:4.80 applications that integrates with
49:6.36 Microsoft co-pilot so if you're an
49:7.64 Enterprise customers PR Matrix is there
49:10.44 uh we also have integration to team
49:11.80 meetings and then into um a couple of
49:14.52 other things around uh workflow
49:16.96 automations and so forth okay with that
49:19.68 I'm going to go ahead and wrap this up
49:21.32 and go back to my
49:25.24 presentation so let's talk about what
49:27.80 you should do um if you do nothing else
49:30.56 make sure you sign up for patrix and
49:32.24 actually put some of the things I talked
49:33.40 about today into practice uh and then if
49:36.72 you use teams and Outlook add those
49:38.72 teams and Outlook app now sometimes you
49:40.76 have to go through it they have to do
49:42.36 the approval process it's relatively
49:44.48 straightforward since promatrix is a
49:46.72 Microsoft 365 security certified
49:48.68 Solutions we very very few applications
49:51.28 that that has that certifications which
49:53.36 means we're tested and reviewed by
49:55.72 Microsoft security experts to meet all
49:57.64 industry standards um and then in terms
50:0.16 of creating projects I recommend
50:2.36 creating those projects that highlight
50:3.92 your top priorities your personal
50:5.72 priority project your team priority
50:7.64 projects your goals or whatever is that
50:9.72 truly matters for you right now and then
50:12.68 importantly if you want to really take
50:15.04 part of Matrix at the next level ask
50:17.56 your co-workers to do the same if they
50:19.72 don't do anything else aside from create
50:21.56 a project put down their priorities and
50:23.80 then when you guys have meetings just
50:25.40 just share screen or you know put it up
50:28.40 as a place for you to view that's all it
50:30.04 takes and then if you're a manager at
50:31.84 your staff meetings show the team
50:34.08 priorities right take it out of your
50:35.48 brain put it in something tangible so
50:37.80 your fellow team members will know uh
50:40.40 and then compare notes that's the key
50:43.16 and again one of the things I want to
50:44.80 emphasize is that it's not so obvious
50:47.24 that success from patrix isn't always
50:49.84 around making sure that everyone's
50:51.04 aligned it's ensuring that everyone is
50:53.92 aware of the misalignment because if
50:56.64 you're always aware of exactly what
50:58.76 everyone else is doing it's no big deal
51:0.72 you don't need any software system you
51:2.16 just got to execute right but what
51:3.92 happens is there's all these implied
51:6.68 things that we have in our in our head
51:8.32 thinking that others on the same page as
51:10.12 us when we're not and then if you're
51:13.16 ambitious um create a project for for
51:16.00 some of the things you want to achieve
51:17.40 such as you know get a promotion or
51:19.76 whatever and then invite other team
51:21.88 members to actually share projects
51:24.12 together
51:28.60 some advice uh use part Matrix to track
51:30.96 high impact tasks you can decide the
51:33.52 level in which you can use per Matrix do
51:36.48 you want to use P Matrix on a daily
51:38.00 basis track all that stuff you have to
51:39.56 work on a daily basis or do you want to
51:41.68 use per Matrix on a weekly basis so then
51:43.64 you dedicate an hour a week just to go
51:45.48 and update everything to make sure
51:47.00 you're thinking about the right things
51:48.28 working on the right things or do you
51:50.12 want to use Pro Matrix to track the
51:51.92 bigger goals as in these are the things
51:53.88 you have to do on a quarterly basis or
51:55.56 monthly basis
51:57.40 think of promatrix as a communication
51:59.56 tool right and again I mentioned how
52:2.04 it's a tangible and explicit way to put
52:6.20 down the things that you're working on
52:8.32 and then thirdly use promatrix to manage
52:10.24 your individual goals um I I may not
52:12.60 have emphasized it enough but success
52:14.72 with per Matrix boils down to you as an
52:17.12 individual if you're successful as an
52:19.76 individual everything else will fall
52:21.48 into place um but you know if you're
52:23.48 struggling then it's hard to get it to
52:25.56 work and so so party Matrix works really
52:29.08 well um for those who just have so much
52:31.60 on their plates or for those who are
52:33.60 actually constantly thinking about
52:35.88 whether or not you're working on the
52:37.16 right
52:38.64 things what success with P Matrix should
52:41.16 look like one on a personal level you
52:43.08 check patrix every week to remind you of
52:45.20 your goals you have one central place to
52:47.20 track all your priorities and then on a
52:49.20 team level everyone on your team
52:51.44 understands and are line on key tasks
52:53.64 and that if you have important emails
52:55.16 you prioritize them you rege them uh and
52:57.92 then be able to see everyone's
52:59.16 priorities in real time asynchronously
53:1.64 you don't have to have a meeting just to
53:3.60 be a line you can open per Matrix and
53:6.04 look and then bu to click on those
53:7.92 priorities and ask questions as
53:10.68 needed with that I conclude my
53:13.20 presentation I'd be happy to feeli any
53:15.20 questions that's been sent in the chat
53:17.28 um thank you so much for your
53:21.72 time uh okay so I have a couple
53:24.44 questions here uh
53:27.28 um does uh does pmatrix work with Google
53:30.40 workspace so patrix does not have to use
53:34.08 Microsoft in order to work one of the
53:36.00 things you can do in promatrix is that
53:37.68 you can actually use our Chrome
53:39.40 extension so one of the things I'll show
53:41.64 you right here is if I open up patrix
53:43.88 again um as you can see how I can
53:46.20 actually work with P Matrix on the web
53:47.84 app so that means you can you can work
53:49.72 patrix on uh even if you don't use
53:52.56 Microsoft but you can actually in in
53:54.80 Chrome you can actually install the
53:56.08 Chrome extension and you can also
53:57.92 install the Gmail extension so the Gmail
54:0.80 extension is not as powerful as the
54:2.76 Outlook extension but you can actually
54:5.28 um you can actually take any emails
54:8.84 convert into a task but promatrix also
54:11.28 has a unique features called the inbox
54:13.28 so if you go to inbox here you have
54:15.48 What's called the secret address and so
54:17.72 you can copy this email address save it
54:20.40 as a contact in Gmail and now instead of
54:23.56 actually I I'll show you how instead of
54:25.84 actually click clicking on an extension
54:27.48 to create a task I can actually just go
54:30.16 and forward the email to my inbox
54:33.48 address and create a task directly from
54:35.68 here so let me give you an example do
54:39.44 tomorrow remind me daily and so I can
54:42.52 take any email in Gmail or any mail
54:45.28 system in particular and forward it into
54:47.68 prod Matrix set the due date set
54:49.24 recurring reminders um this is what I do
54:51.52 all the time so on my phone I actually
54:53.48 use apple mail um and so I don't have an
54:56.00 Outlook extension there but if I get an
54:58.20 email that's important I just forward it
55:0.12 into my P Matrix and then I just type
55:3.20 this thing that I just showed you here
55:4.68 do tomorrow remind me daily or do in two
55:6.84 weeks or remind me weekly things like
55:8.88 that and P Matrix will create the task
55:11.40 from that email and set those due dates
55:13.52 for you so it does work in in Google um
55:16.48 workspace from that
55:18.72 perspective uh great question around um
55:21.80 does it work with external team members
55:23.36 the answer is yes so when you use prod
55:25.72 Matrix one of things you can do for
55:27.36 example here is that in the project I
55:30.28 can actually create a project and add
55:32.32 external team members as well so it can
55:34.72 have external people as well as internal
55:36.88 people so it's all permission control um
55:39.96 if you are a uh consultant for example
55:43.68 uh you can actually get a different type
55:45.56 of license with PR Matrix that allows
55:47.32 you to license clients and so in that
55:50.28 case they don't see each other and so
55:52.12 the clients would actually have they can
55:54.20 use their emails but they actually
55:55.56 wouldn't see each each other as
55:57.00 collaborators uh also you're able to
55:59.16 share party Matrix as readon view so
56:2.64 let's just say if you want to share with
56:4.88 external people your party Matrix you
56:7.36 can actually get this special link that
56:8.88 you can share to them they can see the
56:10.64 project but cannot edit it so that's how
56:13.56 you can work with with others who are
56:15.56 external now of course if you share a
56:17.44 project with an external party then they
56:19.32 see everything within this project so
56:21.12 keep that in
56:22.84 mind um oh yeah to show how to create a
56:26.72 sample email consider your task I'll
56:28.20 show you two different ways so here for
56:30.28 example this this email I showed you how
56:32.60 I create this inbox here um
56:36.84 du for August 7th so we're going to goe
56:39.68 and create that task right here I'm go
56:41.48 ahead and click Send so now what I'm
56:43.56 doing is I'm taking an email and
56:45.48 creating a task from that by forwarding
56:48.00 but also I can actually click on this
56:50.48 turn email into task prioritize email
56:53.64 and now I can have an email I'm go ahead
56:56.48 and prioritize it I'm going to go ahead
56:58.28 and choose a project I'm going go ahead
57:0.36 and choose uh the accounting project
57:3.68 here and I'm going to choose quadrant
57:5.04 one I'm going go ahead and set a due
57:6.92 date to next week or two weeks from now
57:9.24 I click capture email so you can see the
57:11.84 moment I do that it actually take is Tak
57:14.36 in that email create a task and now this
57:17.00 view right here is exactly the item
57:18.92 detail view right that's the same view
57:21.04 as you saw in my web application item
57:23.40 details it shows me the task name the
57:26.64 project it's in the owner the due dates
57:29.68 and then if I click on resources the EML
57:32.68 file is right here so if I need to
57:34.40 assign it to another
57:36.00 person Eugenia can now open this uh task
57:39.44 and then go to resources and open that
57:41.28 email file if I go back to my per Matrix
57:45.20 um I click on accounting there's the
57:47.24 task so that task was just created just
57:50.04 now with those due dates um and that
57:52.76 email file and it's assigned to Eugenia
57:54.84 so very very simple way to create any
57:58.40 task from emails and you can do this for
58:0.44 a bunch of emails and part Matrix will
58:2.48 automatically look for it um duplicat so
58:5.92 essentially if you have multiple
58:7.12 co-workers that's CCD on an email and
58:9.64 you create a task from that email part
58:11.56 Matrix will give you a warning that says
58:13.32 hey by the way this might have been
58:14.44 converted to a task already so it'll
58:16.16 save you on that effort as well so
58:17.96 that's that's how you get a task great
58:19.84 question and then of course earlier I
58:22.48 forwarded email to my inbox and so you
58:24.88 can see that um I can actually follow up
58:27.52 let's see this is I guess a previous
58:29.12 example here but I forwarded the email
58:31.52 into prot Matrix usually when you
58:33.04 forward an email into PR Matrix it takes
58:34.96 around like a two minutes or something
58:36.52 like that for the system to process that
58:38.20 and create a task from
58:39.92 it fantastic questions now if there are
58:42.96 any other questions please feel free to
58:44.72 reach out to me Hiatt affluence.com and
58:47.00 as I mentioned this webinar will be
58:48.92 posted afterwards and then if you have
58:51.60 um if you want to learn more about the
58:53.36 reporting views or Gant chart view check
58:55.60 out that particular webinar and if
58:57.04 you're interested in email management
58:58.92 master class I also have a webinar on
59:1.36 that thank you all for your time I
59:2.96 appreciate it