Introduction to Priority Matrix: How to prioritize tasks and emails

2.20s good morning everyone let's go ahead and
4.04s get started uh thank you for being here
6.52s today I want to let you know a couple of
8.00s things one this webinar is recorded and
10.32s so I'll share the recording with you
11.64s afterwards and then second of all
13.44s there's a chat section here inside teams
16.32s that allow you to type in a comment or a
18.16s question um so if during the webinar if
20.40s you have any questions whatsoever please
22.16s send me a message there and I'll do my
23.64s best to take a look at it and then try
25.76s to address it during the
27.12s webinar and so um with that we'll get
29.68s started my name is hi I'm co-founder of
31.32s affluence the company behind party
33.24s Matrix hopefully you're here today um
35.68s because you're interested in learning
37.56s about party Matrix and then interested
39.36s in learning how to become more effective
41.48s at prioritizing your tasks as well as
43.12s your emails and that'll be the focus of
45.16s our
46.44s webinar so um I want to let you know too
49.56s that this is an introductory webinar and
51.68s so we'll cover the basics of party
53.32s Matrix uh we do also have a couple of
55.52s other webinars this week on templates as
58.12s well as on um
1:0.68 email management so if any of those
1:2.40 interest you make sure you sign up for
1:4.08 it then at the very least you'll get a
1:5.20 recording of it all right so I'm going
1:7.68 to go ahead and jump to this
1:8.64 presentation here again if you have any
1:10.84 questions send them in the chat
1:14.28 okay so my goals for today uh one help
1:17.24 you understand the basics of pry Matrix
1:19.20 and then two provide you a framework to
1:21.32 get the most out of PM with the least
1:23.28 amount of work because that's always our
1:24.76 goal right um and then thirdly to help
1:26.64 you envision what your work and life
1:28.16 success may look like with party
1:31.16 Matrix one thing I always like to talk
1:33.96 about are the challenges that customer
1:35.52 face one thing I've noticed over and
1:37.52 over again is that team members always
1:39.32 have trouble understanding what's
1:40.76 priority right now it is so fascinating
1:43.36 that with all the technology that we
1:45.04 have people still have no idea what
1:47.20 others are working on and why and so
1:50.20 more than half of the people that we've
1:51.84 surveyed struggle with this team
1:53.68 prioritization
1:55.20 aspect and then the Corel to that is
1:57.68 that it's actually very difficult to
1:59.32 keep uh track on the status of work
2:1.84 across many areas of responsibilities if
2:4.20 you're like many others that I've talked
2:5.84 to um which is you no longer have just
2:8.32 one area of responsibility as in one
2:10.84 thing that you're responsible for
2:12.40 instead you're juggling between multiple
2:14.40 things that are actually sometimes
2:15.96 conflicting and so with all of that how
2:18.48 do you decide what to work on how do you
2:20.12 decide where to start your day and given
2:22.60 all these choices and so vast majority
2:25.40 of people struggle with prioritizing
2:27.48 tasks within that context of so many
2:30.48 responsibilities and then thirdly emails
2:32.84 and meetings are just the bane of our
2:35.64 existence for lack of better words it's
2:37.16 just causing far too much contact
2:38.60 switching um i' I myself struggle with
2:40.92 this constantly I get a lot of emails
2:42.80 hundreds of emails per day and so from
2:44.84 that you know I'm always looking at the
2:46.88 emails I'm like okay which one of these
2:48.32 do I respond to which one of these can I
2:49.92 delegate which one of these can I
2:51.24 actually um postpone and then not only
2:54.16 that you're having meetings software
2:55.72 like Microsoft teams or slack or
2:57.52 whatever and people are sending messages
2:59.32 back and forth there too and so what
3:1.56 happens is that with all these software
3:4.44 all these things that's actually taking
3:5.76 our time away we're switching
3:7.32 applications we're switching contexts
3:9.40 often and it's very very difficult and
3:11.40 so a lot of people three-thirds of
3:13.64 people struggle with prioritizing emails
3:16.20 and so if you get more than 5 10 emails
3:18.36 per day I know that um you know it's not
3:21.16 an uncommon challenge where you start
3:22.56 losing track of the most important
3:25.28 emails so what is party matrix it's a
3:28.08 comprehensive email priority and project
3:30.12 management software to help teams manage
3:32.32 emails conduct more efficient meetings
3:33.72 and get real-time status update on
3:35.44 critical projects and priorities at the
3:37.44 end of the day party Matrix is a
3:39.16 communication software so I want you to
3:41.24 be aware of that keep that in the back
3:42.48 of your mind as you look at party Matrix
3:44.44 and it is also just a piece of software
3:47.20 it will not solve everything for you but
3:49.60 what I'll try to my best to do today is
3:52.20 show you how you can tackle some of
3:54.40 those challenges that we talked about um
3:56.40 so that you can be more effective at
3:57.92 prioritizing your task and at least be
4:0.00 on top of things that truly
4:1.92 matter so how does patrix help with each
4:4.68 of these problems that I mentioned
4:6.16 initially first it uses What's called
4:8.24 the four quadrant methodology to promote
4:10.12 effective prioritization now if you're
4:12.20 not aware of what that is we'll go into
4:14.20 a little bit more details around that
4:15.96 particular approach but it is just about
4:18.80 surfacing up and communicating to
4:21.12 yourself and to your co-workers what's
4:23.28 really important and so then you have
4:25.20 one central place where you can see
4:28.64 everything that needs to be done and
4:30.20 that's the key right because if you
4:31.76 don't have a complete perspective then
4:33.80 you cannot decide on what it is that's
4:35.64 most most
4:36.96 important second of all prod Matrix
4:39.12 provide different views such as the
4:40.52 one-on-one the agenda the timeline to
4:43.00 help you understand what needs to be
4:44.20 done within the right context and so
4:45.84 when we talk about context switching we
4:47.40 talk about many errors responsibilities
4:49.52 well the best approach to understand
4:51.28 what to spend your time on then is to
4:54.40 narrow the focus at any point in time so
4:56.68 then you're looking at one area of
4:58.28 responsibility and find out what you
4:59.64 need to do and then you need to switch
5:1.56 contact to um I'm working for client x
5:4.72 what are the things I need to do for
5:6.52 them and then finally party Matrix is
5:8.92 probably one of the best and most best
5:11.00 and most integrated solution in the
5:12.48 Microsoft teams and Outlook ecosystem
5:14.68 for very effective email and task
5:16.40 prioritization in fact we have
5:18.20 capabilities in there to turn emails
5:20.44 into task um attach email to existing
5:23.08 task setting up rules and automations
5:25.40 and so forth and a lot of other
5:26.96 Solutions don't even come close so what
5:30.28 makes p Matrix better is that we're also
5:32.28 Microsoft 365 security certified across
5:34.96 our web app teams app and Outlook app
5:36.80 and so if you um are trying to use prod
5:39.12 Matrix across your organization or your
5:41.04 it team and you know they're trying to
5:43.92 approve it or whatever rest assured that
5:46.44 you can make that request and our
5:47.76 certification makes it so much easier to
5:49.48 get our applications approved so if you
5:51.24 do use the Microsoft ecosystem it's just
5:53.44 another
5:54.28 add-on second um we're constantly
5:56.96 advancing the work that we have and in
5:58.56 fact one of the things that we're doing
6:0.08 is we're using AI to help you achieve
6:2.56 your goals so what that means is help
6:3.96 you generate projects that you need to
6:6.16 um to work on in order to achieve your
6:8.00 goal and then also providing you
6:10.16 training materials and ideas and
6:12.04 suggestions on how to use your spe how
6:14.52 to use P Matrix for your specific
6:16.24 function and challenges so one thing one
6:18.60 side note I want to mention here is um
6:21.60 if you are struggling with using prod
6:23.64 Matrix or you're struggling with project
6:25.32 management and task management and
6:26.68 priority management in general and you
6:28.72 want to share with us those challenges
6:31.24 uh we can actually send us a message and
6:33.88 we can actually send you back you know
6:35.68 training materials to help you tackle
6:37.48 those specific problems so we we'd love
6:39.48 to hear from our customers on how um on
6:42.44 the challenges they face and how they
6:43.84 can use P to tackle
6:47.32 that and then P Matrix Pro excuse me P
6:53.16 Matrix provide what I call people
6:54.36 Centric collaboration uh which means
6:57.40 that not only do you look at everything
6:58.92 from a project standpoints but also from
7:1.20 the perspective of people you know what
7:3.44 are the things you have to do for each
7:4.80 person Etc and then lastly P Matrix is
7:8.04 available as a standard SAS solution
7:9.92 which is vast majority of people use
7:11.44 that but we also have hipa compliance
7:13.36 which is for healthcare Life Sciences as
7:15.36 well as an Azure government Cloud
7:16.92 solution for state and local government
7:19.00 so as you use P Matrix more and you're
7:21.08 expanding the the software usage across
7:22.96 your organization and you need our
7:24.32 Enterprise solution or specialized
7:26.32 solution rest assur that we actually
7:28.00 have those capabilities but also across
7:30.24 teams and Outlook as
7:32.20 well okay so what makes patrix effective
7:35.72 um one it helps you focus on what you
7:37.48 need to work on now what you need to
7:39.32 work on later and what you should
7:40.64 delegate and then finally py Matrix
7:42.64 provide the one place everyone can go to
7:46.40 to know what needs to be done so I want
7:48.60 to again emphasize this last part which
7:50.84 is one as you use part Matrix first as
7:53.72 an individual P Matrix will help you
7:55.88 understand your priorities but then two
7:57.76 as you use P Matrix across your team try
8:0.60 to make sure that everyone knows that if
8:3.48 there's a change in priorities that they
8:5.72 update in PR Matrix so then it becomes
8:7.44 the central place to have everyone be on
8:11.24 the same page and that's the key okay so
8:14.08 I do want to emphasize some of those
8:15.56 things and so you know not everything
8:17.32 can be done by the software it is at the
8:19.36 end of the day up to you and so I want
8:21.68 to emphasize that part and so with that
8:24.72 I'm going to go into the fundamentals
8:26.16 behind prot Matrix in case for those um
8:28.32 who aren't familiar with the four
8:29.76 quadrant methodology I want to start
8:31.88 with the basic which is there's a famous
8:33.96 quote attributed to former President
8:35.40 Eisenhower what is important is seldom
8:37.52 urgent and what is urgence is seldom
8:40.04 important and what I really like about
8:42.16 this quote is it does such a good job of
8:45.24 separating separating the dimensions of
8:47.44 importance and urgency right so we very
8:50.92 very often get confused with urgency and
8:54.12 importance so what I mean by that is
8:56.04 that last email in is typically the
8:58.76 first email will respond right when you
9:0.48 go check your email what do you do you
9:1.76 look at the top of the list and at the
9:3.52 top of the list you go and you respond
9:5.12 that one first is it the most important
9:6.76 I don't know but it's the last one that
9:8.68 I just got so I'm going to answer that
9:9.96 first and so that happens to all of us
9:11.96 and so we mix up the concept of
9:13.60 importance and
9:14.72 urgency so the only way to overcome that
9:17.48 is to take everything that we have to do
9:19.56 and separate them out into these
9:21.68 Dimensions so let me give you an example
9:24.96 let's just say if you take out a piece
9:26.52 of paper right now and you start jotting
9:28.60 down every you have to work on
9:30.24 everything well almost everything
9:32.20 because sometimes you know there are
9:33.60 some things that are so minute and small
9:35.48 that maybe they don't require to be Rin
9:37.56 down or things that are always have to
9:39.08 be done they don't even Rin down right I
9:41.12 don't have to tell you go drink water or
9:42.48 eat food obviously but when it comes to
9:45.00 priorities imagine if you wrote down all
9:47.40 your priorities across all your projects
9:50.08 now the second thing I want you to do is
9:51.96 if you look at that list decide what
9:53.60 needs to be worked on you start at the
9:56.00 top you start at the bottom and if you
9:57.72 have trouble deciding that that's when
9:59.44 we break it into the quadrants so now
10:1.76 what I want you to do then is take that
10:3.72 list and instead of putting into one
10:5.80 linear list we separate into these
10:7.76 buckets so in the top left it's called
10:10.12 the do now these are the important and
10:12.36 Urgent task just think about the tasks
10:15.24 that have to be done and then have to be
10:18.64 done soon right that goes to quadrant
10:20.64 one and then quadrant two are tasks that
10:23.36 are important but not urgent so these
10:25.64 are things that have to be done they're
10:27.08 really crucial to your goals or whatever
10:29.28 it is that you're working in your
10:30.36 project your initiative but they don't
10:32.32 have to be done at this moment and so
10:34.08 that goes into quadrant 2 and then what
10:37.24 are the things that are not important
10:39.04 that you could delegate to others and so
10:40.76 that goes into the delegate box and then
10:42.80 finally the stuff that you don't know
10:44.48 where belongs yet within the quadrant
10:46.08 goes in the inbox so then everything
10:47.88 starts in the Inbox and then from there
10:49.60 you decide within those three other
10:51.76 quadrants where they belong and that's
10:54.20 as simple as that so at the end of the
10:56.28 day party Matrix just takes this very
10:58.24 very simple concept step and then turn
11:0.04 it use the software to actually help you
11:2.52 achieve that and then we add all the
11:4.20 bells and whistles around
11:6.08 delegation around um collaboration
11:8.88 around integrating with everything that
11:10.40 you use so that's all you have to think
11:11.96 about um on what PR Matrix is in a
11:14.64 nutshell now I do want to emphasize a
11:17.00 couple of things from a philosophy
11:18.52 standpoint as you think about how you
11:20.40 spend your
11:21.44 time obviously if you have tasks that's
11:24.24 in the do now quadrants that's where you
11:26.36 should always be focusing your time and
11:28.72 effort
11:29.64 if you start your day before you check
11:31.36 your your emails before you do anything
11:33.04 else start looking at your quadrant one
11:34.96 and start going through the list and
11:36.16 plan for that then what do you do next
11:38.96 right don't work on the stuff that's
11:41.04 urgent but not important you start work
11:42.96 on the things that are important but not
11:44.52 urgent and so then Q2 which is the plan
11:47.08 quadrants is what you want to focus your
11:49.08 time on so one thing that I learned from
11:51.92 a customer that was actually so
11:53.24 insightful was that if you have all your
11:55.88 stuff in quadrant one that means you're
11:58.00 constantly fired fighting that means you
12:0.56 did not do a good job planning and now
12:2.64 everything is urgent and everything is
12:4.48 important and then nothing is because
12:6.80 you've just completely you know mixed
12:9.48 them all together and now you have to
12:11.32 just work work work work so ideally as
12:15.00 you're planning all this out don't have
12:16.60 more than 25% of your things in quadrant
12:18.52 1 and then don't have more than 25% of
12:20.68 the things in quadrant 2 and that's the
12:22.56 whole goal of the prod Matrix to make it
12:24.32 extremely visual for you to see your
12:26.76 priorities hopefully that gives you a
12:28.56 sense of how this all fits together now
12:32.76 here's the next part that's actually
12:34.68 this is the reason why prod Matrix makes
12:36.44 you successful which is take this Matrix
12:39.84 that you've just built with all your
12:41.84 priorities organize into q1 Q2 Q3 and Q4
12:46.52 take this list walk around the office
12:49.12 and start comparing
12:50.92 notes so the four quadrant isenhower
12:53.60 Matrix create alignment because it
12:55.80 forces you to prioritize right so
12:59.00 instead of walking around the office and
13:1.00 showing your to-do list you're showing
13:3.32 your priority Matrix and success from
13:6.36 using promatrix isn't necessar from
13:9.16 finding what everyone agrees on it's
13:10.88 about discovering the disagreement on
13:13.12 what should be a priority when it isn't
13:15.84 and so when you walk around the office
13:17.44 with the Matrix and you you talk to your
13:20.64 manager and you talk to your direct
13:22.04 reports and you all look at it and say
13:24.04 wait a minute I thought that this was
13:26.08 higher priority or this was lower
13:27.60 priority and that that's where all the
13:29.68 magic happens those powerful
13:31.56 conversation on deciding what needs to
13:33.72 be done and what should not be done so
13:36.20 keep that in mind that you know if you
13:39.00 do that and you do get success from that
13:41.44 you're using Prometric correctly because
13:43.68 if you have all this written down all
13:45.40 your priorities but it's siloed no one
13:47.60 knows about it and no one is in
13:49.44 agreements and no one is in alignment
13:51.40 what's the point so I want to emphasize
13:54.56 that if you use prot Matrix for yourself
13:56.76 fantastic every day that you start with
13:58.88 Matrix you look at the the software and
14:0.92 you know what your priorities are if you
14:2.80 use prod Matrix within a team compare
14:4.88 notes constantly compare the M your
14:7.32 Matrix with others Matrix um have
14:9.68 conversations around it okay so with
14:12.28 that I'm going to jump into the demo and
14:13.84 show you how to actually use Prometric
14:16.76 features to actually tackle some of
14:19.24 these challenges that I talked about as
14:21.48 mentioned um there's the chat section so
14:23.84 if you do have questions feel free to
14:25.60 send it and if you don't send it the
14:26.88 chat today in the webinar you can always
14:28.84 email me as well and as I mentioned the
14:31.52 webinars are recorded and we post them
14:33.52 on aff.com webinars and then the other
14:36.20 webinars I mentioned around um email
14:39.24 management as well as templates and so
14:40.80 forth you can also find them there to
14:42.32 register and then always always reach
14:44.52 out support affluence.com we love to
14:46.76 hear from you we love your feedback um
14:48.84 those are the things that actually helps
14:50.08 us understand what are the features
14:51.52 that's important and then also if you
14:53.56 get confused or if you find certain
14:56.04 things challenging in terms of actually
14:58.24 executing sh um those are the feedback
15:0.68 we also want to listen to okay with that
15:3.28 I'm going to jump to the demo and show
15:6.04 you um party Matrix so here I have
15:10.12 priority Matrix open so if you have
15:12.64 party Matrix you should see something
15:14.36 very similar to this which is in the
15:17.16 middle front and center is the quadrant
15:19.68 so here I have the web app open you can
15:21.72 get to the web app by go into our
15:23.20 website affluence.com and click on web
15:25.36 app or you can click on U or you can go
15:27.92 to Party metric
15:29.20 and so you get the same view
15:31.32 here and so um this is the web app and
15:34.00 so you see how everything that I have
15:36.04 sort of goes into these four quadrants
15:37.88 right I have the Quadrant One the fire
15:39.64 SL do now do later and then quadrant
15:42.88 three that's a delegate quadrants you
15:45.36 can actually customize it you can change
15:46.96 it to file resources and then the Inbox
15:49.84 and so whenever I create a task I have
15:51.88 to decide what quadrant belongs in so
15:53.88 let me give you an example I'm going to
15:55.56 create a task and I'm going to say
15:57.48 followup um um with webinar participants
16:2.88 okay and then I'm also going to say do
16:5.28 tomorrow at 2 pm so what's going to
16:7.92 happen now is that when I click that add
16:10.28 it creates a task for me and because I
16:12.28 said do tomorrow at 2 p.m our system
16:14.08 interprets that and actually set the due
16:15.76 date for me on December 6th at 2 p.m my
16:18.48 local time so when you use pry Matrix
16:21.08 and you create task definitely do this
16:23.24 due date thing um it's so useful I I set
16:26.20 due dates on every single one of my
16:27.72 tasks and the reason I do that is then I
16:29.92 know what needs to be done when right so
16:32.44 don't think about just Tas as a list
16:34.44 think of task as the second dimension of
16:38.12 importance and urgency so if you don't
16:40.12 know when something is due then how can
16:42.08 you figure out when whether it's urgent
16:43.68 or not so that's why setting due dates
16:45.52 is so important and PR Matrix makes it
16:47.40 so easy for you to set that due date so
16:50.36 I could have typed you know do next week
16:52.28 do in one month do in a year um Etc so
16:55.72 directly from there okay so now that
16:58.56 created a task in per Matrix you see how
17:0.20 it puts here in the quadrant here now
17:2.68 when I click on that task it opens
17:4.84 What's called the item details on the
17:7.20 right hand side the item details is
17:9.24 where you add information around the
17:10.88 task so if I'm sure you've used a
17:13.16 bajillion task management software right
17:15.68 everything has an a task name to it
17:17.88 everything has a notes description
17:20.08 everything has a person responible a due
17:22.04 date ET party Matrix is no different
17:23.80 from that so what we have then is we
17:26.16 have the project it belongs in we have
17:28.56 the name of the task um there's a couple
17:30.84 things that's unique about party Matrix
17:32.88 I can go and I can star it and when I
17:35.08 star a task what happens is I actually
17:37.36 get a special report around it so I like
17:39.84 to St tasks that are very important and
17:42.04 that's what's really nice about it is it
17:43.84 helps me stay focused too and so it add
17:47.80 adds another dimension of importance to
17:50.56 the task that I have and then I have
17:52.72 icon so here let's say because it's
17:54.68 email I'm going to go ahead and choose
17:55.84 the email icon here and then the owner
17:58.56 right right now it's delegated to me I
18:0.16 created that task but I can go ahead and
18:2.32 delegate to another person if I needed
18:3.92 to and then next I have progress effort
18:6.72 reminder and dates as you uh see here
18:9.56 the due date is already set but
18:11.20 reminders is actually really neat I want
18:13.64 to emphasize the difference between due
18:15.44 dates and
18:16.44 reminders let's say you have a project
18:19.08 that's due in two weeks and then imagine
18:23.36 you create that task in pry Matrix and
18:25.08 now it's doing two weeks well two weeks
18:26.92 come around and then you the due date
18:29.12 and you realize wait a minute it's going
18:30.32 to take me 3 days to work on this
18:31.80 project how am I going to get that done
18:33.56 I can't get that done in one day so
18:35.36 that's a difference of reminders and due
18:37.08 dates you want to set a reminder to
18:40.00 prior to when you want to finish that
18:42.80 but it's different from a start date as
18:44.48 well because start date means this is
18:45.80 when you start but reminder again is a
18:47.80 way to surface it up to bring it to the
18:50.12 top of the list so then you know to
18:52.64 actually get started so I like to think
18:55.08 of reminders as a cheat to make make
18:58.56 sure that you trick your brain into
19:1.00 thinking that something is urgent
19:2.84 especially when it's important so let me
19:4.72 rephrase that let's just say if I have a
19:8.00 bunch of task or a bunch of emails or
19:10.92 whatever it is guess what the last one
19:12.92 in is the one that you tend to focus on
19:15.72 right so by setting due dates and
19:17.92 reminders in pry Matrix what's really
19:19.72 happening is that PR Matrix will surface
19:22.00 it up to the top of the list for you
19:24.04 automatically so then you know that okay
19:26.84 I actually need to get this done and so
19:29.12 when you have that something like that
19:31.96 happened it ensures that the most
19:33.52 important tasks are work done so here's
19:35.72 how I like to do it so you see how I
19:37.72 have reminders here I actually type at
19:39.56 the very bottom here there's a little
19:41.64 piece of um there's a input box here and
19:44.20 I can say remind me daily so what is
19:48.00 happening now is that I've just set a
19:50.48 reminder in PR Matrix to remind me daily
19:54.44 to get this task done and so if a task
19:56.92 was truly important this thing will bug
19:59.08 me until I get it done and it is so
20:1.48 useful to do that and in fact when I
20:4.08 create tasks for myself in my actual
20:6.00 project I always set due dates I always
20:8.00 set reminders I tend to do reminders you
20:10.48 know I I like recurring reminders
20:12.60 because if with recurring reminders if
20:14.32 it's not done it'll keep bothering me
20:16.40 about it um and so you know you
20:19.20 obviously can click on this button right
20:20.92 here and set the the reminders but I
20:23.16 love typing it into the the chat here
20:25.72 because it's so easy for me to type
20:27.12 remind me daily so obviously I can type
20:29.68 remind me weekly I can type remind
20:31.84 everybody daily remind everybody weekly
20:34.20 Etc and the whole goal around this is to
20:36.72 ensure that everyone knows to get
20:38.24 started on it I'll give you an example
20:40.32 of how I use it as well let's say when I
20:43.16 have to follow with the client um a
20:45.00 customer rather in a year guess what
20:48.04 setting a due date a year from now is
20:49.88 like one thing but what I always do is I
20:51.72 would set a due date a year and then I
20:53.60 set a reminders in 11 months and now in
20:56.20 11 months it actually surfaces up and
20:58.00 like like oh hey I actually got to get
20:59.56 ready for this so I can follow up with
21:0.84 the customer so powerful so useful for
21:3.44 things that are further
21:4.88 out okay now as we go further down
21:7.40 there's the chat section which you see
21:8.92 that I'm starting to type comments in
21:10.44 here the chat section is exactly what it
21:12.96 what it says which is it's a place for
21:14.88 you to have conversation with other
21:16.76 co-workers as well if needed but you as
21:18.80 you can see I can also type commands
21:20.52 right but if you have multiple people
21:22.32 working together it's a very very good
21:24.36 place to have communication and it's
21:26.32 stored within the context of the ask so
21:29.44 often that we have meetings and chat
21:32.44 messages sent back and forth or text
21:34.24 messages or emails and we're talking
21:36.16 about 15 different things and then guess
21:38.48 what two months later you're trying to
21:40.20 go back and you're like what did we
21:41.44 discuss and you've completely lost all
21:43.88 that context so party Matrix has a chat
21:46.72 but it's within the context of this task
21:48.92 so then when you talk about this task
21:50.72 you have this conversation in here and
21:52.56 you have a record of it and when you go
21:54.16 and look at it you see exactly what you
21:56.08 talked about and why and so forth not
21:59.32 only that this chat section offers the
22:1.56 record of all the changes that you've
22:3.60 made such as setting due dates and and
22:6.20 so on one thing I really like about the
22:8.88 chat section is it offers a place for
22:11.44 you to onboard new employees or new
22:13.88 people who are responsible for the task
22:16.16 very easily they can go take over a task
22:19.32 read the chat section and knows exactly
22:22.40 everything about the task so imagine you
22:25.28 have something that's that's very
22:26.60 important and then you know over the
22:28.44 course of six months a year you have all
22:30.36 these history prod Matrix keeps a record
22:32.52 of that for you now hopefully you're
22:35.60 thinking about some use cases as I'm
22:37.32 walking through this um and I am
22:39.56 highlighting the capabilities that I
22:41.04 think are most
22:42.48 powerful and so that you have that chat
22:44.64 right there and then you have the note
22:46.28 section this is where you can add
22:47.56 subtasks and you can add basic
22:49.12 information around the task itself it is
22:51.36 not intended to be rich text because if
22:53.44 you want Rich text that's what Google
22:55.12 Docs or you know Microsoft Word is for
22:57.56 but you then you can link those
22:58.88 documents into PR Matrix the note
23:0.72 section is just intended to you know
23:2.68 allow you to create subtasks very easily
23:4.52 here and then finally you have the
23:5.92 resources section which is where you can
23:7.48 upload files um link to SharePoint link
23:10.48 to drive or if you use other software
23:12.92 web apps or SharePoint or whatever you
23:15.00 can link it all here so prod Matrix
23:17.12 gives you one central place to have all
23:18.80 of that tied together from a task
23:22.04 standpoint and that's what an item
23:23.96 details is and so every task has the
23:25.92 item item details so let me give you
23:28.08 some high level um advice and suggestion
23:30.52 here one if you use party Matrix to
23:32.92 create task always set due dates right
23:35.92 always set reminders and then um when
23:38.68 you delegate you can set the owners here
23:41.28 and what happens is if you need someone
23:43.52 to be notified of all the changes that's
23:45.36 happening to this task add them as
23:47.16 follower so you saw how I created this
23:49.40 task I assigned it to Eugenia but I'm
23:51.24 added as a follower so then when the
23:53.64 this task gets updated I'll get notified
23:55.88 and that's pretty much it from a task
23:57.36 standpoint
23:58.52 let's go back to the Matrix view you saw
24:0.88 how I added this task here in Quadrant 4
24:3.60 as I mentioned I could have added to any
24:5.08 quadrant but now let's just say I want
24:6.48 to make sure that I know that this is
24:8.56 important in urgence well I just drag it
24:10.48 up here to quadrant one and so now when
24:12.68 I look at this and I start my day it is
24:14.60 so visual right and hopefully you get
24:17.60 the same sense which is you know the
24:19.68 problem with the linear list is it's a
24:21.60 list right you have to decide where to
24:24.68 focus your time and effort the whole
24:26.56 point of the Matrix is that it makes it
24:28.80 so it's so visual that I can see that I
24:30.80 need to focus on quadrant one and so
24:32.88 hopefully when you're using patrix move
24:35.00 things around you know shuffle things as
24:37.44 needed um so make it visual for you to
24:39.64 see that and so instead of having one
24:41.16 list you have four lists that's how one
24:42.80 way to look at it the other thing I like
24:44.48 to do too is also I drag this here so
24:47.20 then I can focus my attention on
24:48.88 quadrant one I can focus my attention on
24:50.88 quadrant two right and so it allows me
24:53.60 to actually shift my focus and and see
24:56.48 more of that list
24:58.68 but part Matrix also gives you an
25:0.44 ability to view all this data that you
25:2.52 have from using other views so as I
25:5.40 mentioned in my presentation we have the
25:8.08 list view which is where I can go and
25:10.12 take all the tasks that I have and I can
25:12.04 sort it right I can sort it by do dat
25:14.00 sorted by modify dates sort sorted by
25:15.84 owner and so forth what I like this list
25:19.04 view for is for me to see the task that
25:21.52 overdue it's so easy for me to see the
25:24.08 things that are overdue because they
25:25.28 have the red text here and then I can go
25:27.36 through each of them either change the
25:28.72 due date or or fix it in whatever ways
25:31.28 so that's very
25:32.72 useful then you have the calendar view
25:35.08 so the calendar view takes all the tasks
25:36.68 that you have with due dates and then
25:38.32 shows in a calendar format now of course
25:40.16 things that don't have due date wouldn't
25:41.20 show up on here but if you were
25:43.04 listening to my advice you'd have due
25:44.68 dates on on them right um and then
25:46.76 afterwards you can actually just drag
25:48.08 and drop things and to change the due
25:50.24 date directly from here and of course I
25:52.08 can click on each task and open the task
25:53.88 on the right hand
25:55.28 panel and now if you want to go and look
25:58.00 at even longer time Horizon than we have
26:0.68 the timeline and G chart view so if um
26:3.80 if you have tasks that spans across
26:5.88 multiple days or multiple weeks the
26:7.76 gantar views gives you a much much wider
26:10.56 range of days than just a calendar right
26:12.80 so I can actually go all the way back
26:14.56 from November I can go into January and
26:17.68 I can see how things pan out here and
26:19.88 with party Matrix I can actually link
26:21.64 task together to build dependencies as
26:23.52 well so with dependencies I can say that
26:25.48 task a depends on task B and so forth so
26:28.28 all of that is possible within the
26:29.52 resources
26:30.88 section okay so that's within the the
26:33.52 context of the quadrants um I do want to
26:35.84 quickly mention that in every quadrant
26:38.24 you have this option called the filters
26:40.24 and so sometimes customers U Want ask
26:42.68 questions like hey you know I have all
26:44.44 these task in P Matrix how do I find out
26:46.84 what I've done this past quarter well
26:49.08 why do you want to find that out easy
26:50.80 it's if you're doing a performance
26:52.20 review you want to prove to your manager
26:54.64 look at all the things I've worked on
26:56.00 right py Matrix gives you that view very
26:57.64 very easily you go click on filters you
27:0.08 say finish items and then you choose um
27:4.32 uh the dates from when you did it and so
27:6.68 that allows you to see all the things
27:8.68 that you finished within a certain time
27:10.48 Horizon um or also you want to go and
27:13.24 see tasks assigned to your um direct
27:17.20 reports and see what are the things
27:18.52 they've worked done this past quarter
27:20.08 Etc so pry matrix filter system is very
27:22.92 very useful to to show you whatever
27:24.72 information that you need generally you
27:27.36 just click on you know clear filters and
27:29.32 so you only see the tasks that are open
27:32.04 um but of course you can change it as
27:34.60 needed so now we've talked about the
27:36.64 quadrants we've talked about the item
27:38.28 details let's talk about projects so
27:40.04 what are projects anyway um on the left
27:42.36 hand side here I have a list of projects
27:44.60 you can think of projects in a couple of
27:46.60 ways you can think of a project as an
27:48.36 area of responsibility something you're
27:50.20 working on right you can think of
27:51.88 project as an actual project you know
27:54.04 for example if you're a project manager
27:55.88 and you're managing a project well
27:57.56 that's a project in P Matrix as well um
28:0.08 but you might also have a um you would
28:3.60 call let's just say an initiative so
28:6.08 let's just say if you have an initiative
28:7.96 that says hey this quarter we're going
28:9.28 to achieve X and then you create a
28:11.60 project in P Matrix and now you have all
28:13.40 the goals and tasks just revolving
28:15.92 around that particular initiative in one
28:17.96 central place and then you can involve
28:20.24 all the necessary people and so they
28:22.16 have they're on the same page you might
28:24.20 also have a project for a department so
28:26.64 imagine if you have a marketing
28:27.88 department all the marketing people
28:29.52 might want to be on one project so they
28:31.84 can see the entire Department's priority
28:33.84 list right and so when I think of of
28:37.20 projects in party Matrix I think of them
28:39.40 as transient which means they come and
28:42.52 go right if you have something that
28:44.12 starts you know on a quarterly basis
28:46.44 that's a project that comes and go um
28:48.32 you might have something that's what
28:49.68 called persistent which means they stick
28:51.36 around forever so in our company we have
28:53.84 a project for each one of our uh
28:56.72 applications so our teams app Outlook
28:59.00 app Mac app Windows app IOS app each of
29:1.84 those have their own project in py
29:4.24 Matrix along with all the task and
29:6.36 features and work that we have of course
29:8.64 you can imagine those projects are
29:9.88 massive they've been around for more
29:11.72 than a decade and so they have massive
29:14.00 list of features and so forth but it's
29:16.40 so powerful because someone can take a
29:18.20 look at that that Matrix and see
29:20.40 everything that they have in the history
29:22.28 of everything that we have for that
29:23.68 project it allows you to keep people on
29:25.72 board um keep people up to date so
29:28.20 easily and then at the same time party
29:30.16 Matrix hides everything that's not um
29:32.16 important right now so that's a
29:34.56 persistent project so when you use part
29:36.44 Matrix um I have a couple
29:38.00 recommendations one I always think that
29:40.56 you should have a personal priority
29:42.44 project because at the end of the day
29:44.40 it's about you right you're here today
29:46.72 because you're interested in become more
29:48.24 effective at PRI prioritizing your task
29:50.92 therefore you should have a matrix to
29:53.72 just write down all the tasks that you
29:55.36 have so you can think about it and you
29:57.32 you have a one place where you can um
29:59.80 you know take the stuff out of your
30:1.08 brain and get it down on something
30:3.56 tangible even if it's digital um but
30:6.04 patrix just gives you a very good
30:8.04 perspective on that then you should have
30:10.40 a project for team priorities and when I
30:12.60 say team priorities this is a little bit
30:14.00 more flexible but if you manage a team
30:16.56 you should have a project with all your
30:18.04 delegates in there and then if you or if
30:20.64 you're part of a larger team um you
30:23.04 should have a project with your manager
30:24.56 so then your manager can look at it and
30:25.96 see what are your priorities right right
30:28.68 and then finally you should have another
30:30.32 project around key initiatives or goals
30:32.84 that you have for this quarter or this
30:34.60 this month or whatever it is um and so I
30:36.88 think those are the three projects that
30:38.92 you should always start with and then
30:40.96 from there you can expand um so I have
30:43.36 personally several hundred I want to say
30:45.32 like 300 projects or so across all of
30:47.92 the things that I have and it's you know
30:49.96 everything from again transi or
30:51.52 persistent so forth but with part Matrix
30:54.00 I actually can go and um have a very
30:56.68 easy time understanding what I need to
30:58.20 work on and there's a couple of ways let
30:59.72 me show you how that
31:0.92 works on this left hand panel you see
31:3.44 how I have my list of projects right I
31:5.80 can choose jump between different
31:7.44 projects now when I choose a project
31:10.00 what happens is I can actually see
31:12.04 what's called the project details so we
31:14.64 talk about the item details where we can
31:16.16 edit information around the items well
31:18.04 the project details let me edit the
31:19.44 project itself so I the project name but
31:22.20 here's the cool thing I can start a
31:23.88 project what it happens then is when I
31:26.00 start a project it gives me a sense of
31:28.48 okay these are the project that are high
31:30.40 priority right and then of course you
31:32.52 have the task that are high priorities
31:34.40 inside the project that high priorities
31:35.92 since those should be the highest
31:37.00 priorities for lack of better words and
31:39.20 then down below that you have the people
31:41.20 the team members involved in it so um
31:43.80 when you create a project you can have a
31:45.16 project just for yourself you can also
31:46.88 have a project for you and multiple
31:48.56 co-workers Etc anyone who's in this
31:51.64 project um gets full visibility into all
31:54.56 the priorities they can make all the
31:55.80 changes and so forth part Matrix lets
31:57.92 you create readon views and so forth but
32:0.92 um in general usually my recommendation
32:3.40 is just add the team members who needs
32:5.64 to be in the project so they can see all
32:7.44 the task and then you know they can go
32:9.72 and Mark Tas is done and so forth you
32:11.32 can delegate to them and then below that
32:14.00 you have the quadrant names um now
32:15.96 what's really neat is I told you around
32:18.44 the the Eisenhower Matrix and the do now
32:20.56 do later and so forth but in reality you
32:23.76 know party Matrix is flexible in reality
32:27.12 when you work with something like with
32:29.44 prod Matrix you might want to change the
32:31.48 quadrant names to something that more
32:33.68 reflects the uh the way you work or the
32:36.28 way your organization works so we let
32:38.48 you or uh rename these quadrants to
32:40.88 whatever it is that you need so for
32:42.20 example you saw how instead of do now I
32:44.52 have fire do now so I can just click on
32:46.64 each of these quadrant names to change
32:48.00 it I can also click on the quadrant
32:50.04 colors and change it now why do you want
32:52.40 to change the quadrant colors I like to
32:54.64 change quad quadrant colors to maintain
32:57.24 different them for different types of
32:59.44 project that I work on so then on the
33:1.00 left hand side it's very visual for me
33:2.44 to see okay these are my you know
33:4.68 marketing projects these are my
33:6.40 engineering project and so forth um and
33:8.88 then also you can actually customize
33:12.72 this in a way that makes sense to you so
33:14.96 for example instead of having a delegate
33:16.88 box you see how I have fires and
33:18.52 resources once you've made all this
33:20.56 customization you can go up to the top
33:22.72 right here and save project as template
33:26.24 what this allows you to do is when you
33:28.76 create projects in P Matrix you can
33:30.60 actually choose from templates that
33:32.44 you've created using the terminologies
33:34.40 that you care
33:35.44 about in fact um we have several hundred
33:39.96 types of different project naming
33:41.56 conventions that you can use for free um
33:44.32 just by going to our website and then
33:46.16 checking all the different matricies
33:47.60 that we have and the reason you have
33:49.48 that is because you can think of
33:51.16 anything that's in the 2x two Matrix the
33:53.04 two Dimensions importance and urgency
33:55.80 right those are two dimensions but you
33:57.64 can also look at effort and impact right
34:0.16 that's another dimension and so you've
34:2.16 probably heard of strength weakness
34:3.76 opportunity threats that's from business
34:5.52 school where you have um you want to do
34:8.56 market analysis Etc so part Matrix gives
34:11.12 you that infinite flexibility and then
34:13.32 once You' created the projects that you
34:14.84 care about or the name and Convention
34:16.12 you care about you can save it as a
34:17.68 template okay so that's how you modified
34:20.60 a temp uh a project name so now going
34:23.24 show you how to create a project on the
34:25.52 left hand side here under project I can
34:27.44 go create project right create project
34:30.80 when I create project I have several
34:32.52 options the first I have a blank project
34:34.68 when I create a blank project literally
34:36.64 the project will have nothing in it I
34:38.36 can just choose the project name I can
34:40.48 choose some basic templates here and
34:43.04 then I can choose a color that's pretty
34:44.56 much it but I can also create a a
34:47.84 project from um public templates so I
34:51.04 mentioned how we have hundreds of
34:52.48 templates well these are a few dozen
34:54.16 templates that we've selected and from
34:56.12 here you can can actually uh choose one
34:58.40 of these types of projects and create a
35:0.80 project from that those templates and
35:3.04 then you can also have my templates and
35:4.96 so these are project templates that
35:6.44 you've created and you've saved within
35:8.84 your organization and so this gets
35:10.36 shared across your team so when you
35:12.12 create a project template input Matrix
35:14.60 you can share with your team members and
35:16.44 allows you to actually leverage each
35:18.56 other's knowledge um to become more
35:20.52 effective more quickly and then finally
35:22.92 you have the option to create with AI
35:25.44 this is actually pretty straight forward
35:28.00 it says type your goal and when you type
35:30.20 your goal in here you press create and
35:32.08 so it takes around a minute or so but
35:34.28 our AI will actually generate a project
35:36.68 for you based on your goals along with
35:38.96 suggestions on how to tackle that so if
35:41.40 you're interested in that I recommend
35:43.52 you know during this webinar or after
35:45.76 this webinar open up your prot Matrix
35:48.00 sign in create those projects that I
35:49.80 mentioned and then try one of the AI
35:52.12 projects to see if it's something that
35:53.68 actually could be helpful to you
35:55.32 examples let's say you want to be
35:57.20 promoted right to a senior position well
35:59.96 type that in and see what party Matrix
36:1.80 says or let's say you want to improve
36:4.08 your marketing or your U manufacturing
36:6.64 processes type that in and see what P
36:8.88 Matrix comes up with so that's how you
36:11.48 create a project so now um I've showed
36:14.64 you how to create projects I've shown
36:16.08 you how to customize projects I've shown
36:18.00 you how to create tasks I've shown you
36:19.24 how to customize tasks let me switch
36:21.00 gear a little bit and talk about emails
36:22.84 because that's the bane of our existence
36:24.72 we had so many emails um in fact fact
36:27.60 you know if you are like me you probably
36:29.72 get so many emails and I'm guilty of
36:31.36 this by the way which is I get an email
36:33.16 and sometimes I flag them it's great if
36:35.76 I have only Five Flags emails but if I
36:37.76 have dozens or hundreds of flags emails
36:40.56 it becomes impossible to manage so with
36:43.76 part of Matrix I can actually turn an
36:45.20 email into a task and then from there I
36:47.88 can actually set all those due dates I
36:49.92 can delegate I can prioritize those
36:51.76 emails and I Leverage The Power of the
36:54.28 Matrix and put it onto the emails
36:56.84 themselves so let me give you an example
36:58.72 here I have Outlook open by the way of
37:1.56 course you know I'm showing outlook for
37:3.60 web here but PR matric uh has Outlook
37:6.48 Integrations for web for desktop for
37:9.68 mobile um Etc all of those okay so to
37:13.00 get prod Matrix for Outlook you simply
37:15.16 go to the app store and then click add
37:18.32 apps and then choose prod Matrix and
37:20.16 then you can install party Matrix and
37:21.44 then sign in with the same account that
37:22.80 you have but of course I already have
37:24.32 party Matrix installed so I'm going to
37:25.64 go ahead and choose party matx here so
37:27.96 now I've taken an email and from that
37:30.60 email I click on the app and then I
37:33.56 click on party Matrix I have two options
37:36.44 I can prioritize this email or open p
37:38.48 Matrix I'm going to go ahead and choose
37:40.08 prioritize email now look what happens
37:43.48 the right hand side changes and now I
37:45.76 have the ability to turn any email into
37:47.76 a task all I have to do is click on
37:49.80 capture email but I can customize this a
37:52.32 little bit I can change the name of the
37:53.96 task I can change what project it
37:55.96 belongs in so party Matrix just chooses
37:57.96 a project for you but you can decide
38:1.12 what project belongs in let me give you
38:2.80 an example let's say you get a client
38:5.16 email right an external customer sent
38:7.40 you an email uh now that email may
38:10.08 involve a task and you need to delegate
38:11.84 to somebody well this is where you go in
38:14.92 choose the project that is relevant to
38:17.40 that customer and then choose what
38:19.48 quadrant this belongs in right if it's a
38:21.36 very important email that's got to be
38:22.80 done now choose quadrant one if it's an
38:24.80 important email but doesn't have to be
38:26.08 done at this moment choose quadrant 2
38:28.40 and then next to it you can delegate to
38:30.16 somebody else so you can see how again
38:32.52 in the beginning it just delegates to me
38:34.72 right because I created but I can go and
38:36.20 change the owner now Eugenia will go and
38:38.72 get a notification that I've created an
38:41.84 email from a task and delegate it to her
38:44.76 and then of course set a due date right
38:46.84 I could say due on that day uh and then
38:50.08 I just click capture email and that's it
38:52.20 so the moment I click capture email the
38:54.52 right hand side changes into the item
38:56.96 details and this is exactly the same as
38:59.00 what you saw in the web app what project
39:1.00 belongs in the the name of the item you
39:3.76 can star it the owner you're a follower
39:6.32 on this task so eugia updates it you get
39:8.52 notification and then you get progress
39:10.68 effort you can set reminders you have
39:12.60 the chat section here now there's one
39:14.40 difference which is in the resources
39:16.68 that email is uploaded for me so what's
39:19.92 really neat is Eugenia when she gets
39:22.16 this message she can actually open the
39:24.36 email that I've attached so then she can
39:27.12 open that email look at it respond to it
39:29.68 Etc directly from um from her perto
39:33.28 Matrix account but let's just say that
39:37.68 the customer sent me an email but it
39:39.88 actually belongs in an existing task
39:42.44 well party Matrix is the only software
39:44.12 that I'm aware of that lets you attach
39:45.84 email to existing tasks as well so
39:48.56 sometimes it doesn't make sense to
39:49.68 create more and more tasks right
39:50.96 especially if it's a followup so instead
39:53.00 of actually prioritizing the email I can
39:55.64 open pry matx and now what I can do is I
39:57.96 can attach an email to an existing task
40:0.28 so when I go to this view you see it
40:1.84 looks a little bit different um I can
40:4.00 search for a PR Matrix item and then
40:5.88 instead of creating a new task I just
40:7.52 hover over that item and then choose
40:9.80 attach so what that does is it'll take
40:12.96 this email attach an existing task and
40:14.76 then I can have 5 10 emails right bunch
40:17.44 of Word documents PowerPoint Etc all
40:19.56 linked together in one central place and
40:21.80 then we know exactly what priority that
40:23.56 is because you know it's in the right
40:24.88 quadrant and so on um but also part
40:27.84 Matrix when you open this view party
40:29.88 Matrix will show you that hey this email
40:31.72 has already been prioritized you can
40:33.48 click open item here and take a look at
40:35.36 it um at the same time on inside the
40:38.12 Outlook itself you see how this email
40:40.48 has been prioritized and so the tag part
40:42.36 Matrix shows up very visual looks just
40:45.40 like a flag emails the only difference
40:46.96 is it says part Matrix so personally um
40:50.48 I use I prioritize a lot of emails just
40:53.32 because I have to um party Matrix has
40:55.68 multiple ways of prioritizing emails you
40:57.84 can actually also forward prod Matrix
41:0.88 into um I'm sorry you can forward any
41:3.16 emails into prod Matrix as well so every
41:6.52 person you know every account has an
41:8.80 inbox address so what that means is I
41:11.16 can actually copy my inbox address and I
41:13.76 can forward my email to it in fact
41:15.08 that's what I do all the time on my
41:16.64 mobile device which is when I'm out and
41:18.96 about I get an email from a customer and
41:21.20 now I need to make sure that I don't
41:22.64 forget it right again I can't just flag
41:24.76 it U because I'll probably forget it
41:26.80 give within the context of everything I
41:28.20 have or let's say I have to delegate it
41:30.04 I can actually forward that email into
41:32.44 my inbox set a due dates and then I'm
41:34.56 able to prioritize that um so part of
41:38.24 Matrix has a lot of flexibility and also
41:40.44 couple other things which is every
41:41.92 project in prri also has an email
41:43.84 address so you can actually create all
41:46.08 sorts of fancy rules that allows you to
41:48.40 ensure that anything that's relevant can
41:50.72 actually be Associated within the
41:52.20 appropriate quadrant inside pry
41:54.12 Matrix so that's how email integration
41:56.76 works now we also have Integrations
41:58.96 inside Gmail um it's not as powerful as
42:1.28 Outlook just because of the way Gmail
42:3.52 works but by using the inbox address and
42:6.04 in Gmail it actually works extremely
42:8.12 well now I'm going to switch gears over
42:10.28 to Microsoft teams um so promatrix is
42:13.12 probably the most integrated solution in
42:15.12 teams with respect to the features that
42:16.88 we have so the way you use the teams app
42:19.56 is you click on the App Store search for
42:21.60 prod Matrix and install it and when you
42:23.36 do you can click on PR Matrix here and
42:25.64 then you right click and pin it so I
42:27.72 recommend if you do use part Matrix pin
42:30.04 it inside teams allow you to access it
42:32.00 very easily now as you can see when I
42:34.20 open PR Matrix inside teams it looks
42:36.24 almost identical to my Outlook I'm sorry
42:38.12 to my web app right and that's the point
42:40.12 you have your list of projects and then
42:42.20 you can click on a project and you
42:43.48 actually jump into the details of the
42:46.32 project and this allows me to not switch
42:48.84 contacts as often because you know if
42:51.44 you're in teams and you're chatting with
42:52.84 somebody in teams and you want to add
42:54.72 something to Pro Matrix I would hate to
42:56.92 have to open the web app or go to prym
42:58.84 matrix.com Etc so the point is have this
43:2.04 accessible at all at all time um now
43:4.96 this view that I have here is called the
43:6.52 home view to get to the home view you
43:8.48 click on this home icon here so what's
43:10.56 in the home view the home view tells you
43:13.00 what are the items that requires your
43:14.52 attention so we talked about due dates
43:17.16 reminders and how you might be delegated
43:19.36 to task or get updates and so forth well
43:21.32 it all shows up here in the
43:23.00 alerts so I have a number here it tells
43:25.52 me that I have task that requires my
43:27.04 attention you know I can click through
43:28.96 each of these right and I can actually
43:30.72 see the task and as I go through them I
43:32.96 can look at the item details and know
43:34.88 exactly what the changes are and and why
43:36.96 it's popped up once I'm done I can also
43:39.48 clear all the old notifications or
43:42.28 notification for finish item and if I
43:44.28 get to zero here that means I've also
43:46.44 achieved inbox zero with respect to
43:48.88 notifications and now that nothing
43:50.44 requires my
43:51.96 attention so when you have a task in PR
43:54.88 Matrix and you set a doe dat dates and
43:56.76 then you set those daily reminders
43:58.96 that's how you get alerted on when you
44:1.44 need to actually work on it right so
44:3.56 those daily reminders will pop up here
44:5.24 in the alerts and you're constant
44:6.96 reminded to work on that task and so
44:9.12 when when I have a task and I set those
44:11.28 daily reminders I'm constant reminded
44:14.44 all the time that I need to work on that
44:16.20 task and and because of that I don't
44:17.92 drop the most important ones so I
44:19.68 recommend that you do those reminders
44:21.60 those recurring reminders for that
44:23.88 reason okay now let me show you some
44:25.76 featur That's Unique inside teams with
44:27.92 petrics if you go to a chat with
44:30.28 somebody inside teams one of the things
44:32.44 you can do is open What's called the
44:34.00 one-on-one view so instead of looking
44:37.80 at just the list of projects that you
44:40.60 have PR Matrix allows you to also look
44:42.72 it from a people perspective so as you
44:45.28 can see I open this oneon-one with
44:47.16 Eugenia I can select Eugenia here and
44:49.80 now I see all the tasks I have in common
44:52.00 with her across all of my matrices
44:56.56 let me give you what an example why this
44:58.16 is so powerful let's just say if you're
45:1.16 a manager and you're working with your
45:4.20 delegate your direct report and you're
45:6.36 trying to see hey are my direct reports
45:8.68 working on these other tasks you know
45:11.36 for client a or this other task for
45:13.56 Project B right what are the things that
45:15.40 are overdue so by going to the oneon-one
45:17.76 and looking at that person you can
45:20.40 actually the task name you can see all
45:22.28 the tasks that are overdue regardless of
45:24.32 the project they're in and as long as
45:26.52 you and that person are in the task
45:28.44 together right so one of you is the
45:29.88 owner one of you is the delegate and so
45:33.88 um and so when you look at this view it
45:36.68 is so useful because if you're having a
45:38.68 meeting with one another and you're
45:40.44 trying to talk through priorities guess
45:42.36 what you don't have to open Party Matrix
45:43.92 and jump to different projects you can
45:45.64 just go down this list change the due
45:47.52 date as needed and then all the things
45:49.00 that are overdue shows up red allows you
45:51.32 to focus your time real quick now to add
45:54.40 the one-onone view you just simp simply
45:56.12 click on the plus here choose party
45:58.64 Matrix and
46:0.44 then um and then choose oneon-one view
46:4.36 here now if you use party Matrix and you
46:6.80 use Microsoft teams I generally
46:8.60 recommend that you add this oneon-one
46:10.00 for every single one of your direct
46:11.56 reports that you work with and then you
46:13.56 know select that direct reports and now
46:16.12 it's so helpful because you'll have a
46:18.16 lot more efficient meetings and
46:20.44 effective meetings because you can just
46:22.32 jump right into the tasks that matter
46:24.80 most now let me show you something else
46:27.04 too which is in the chat section with
46:28.88 somebody in teams one of the things you
46:30.68 can do is you can actually convert any
46:32.68 message insti teams into a task as well
46:35.24 so you see how someone might send me a
46:36.76 message could you send me a report I can
46:38.72 hover over this ellipses here and create
46:41.08 PM item so then if I'm talking to my
46:43.92 manager or I'm talking to my direct
46:45.72 report and and we're sending message
46:48.80 back and forth and one of needs to be
46:50.12 converted into a task so easy I don't
46:52.08 have to open for Matrix I can just click
46:54.12 on that comment uh the other thing I can
46:56.36 also do is I can actually send party
46:58.12 Matrix task here as action cards and the
47:1.64 whole point of sending action cards is
47:3.56 to let the other people see the task the
47:6.08 party Matrix task directly inside teams
47:8.44 without having to go to party Matrix so
47:10.56 let me give an example of when I use
47:12.12 this which is I delegate something to
47:13.68 somebody and then crickets as in I don't
47:16.12 hear back from them on on the status
47:18.04 update well I would go into my teams app
47:22.56 go down here select this and then send
47:24.44 that task to them and say hey by the way
47:25.88 did you get a chance to see this right
47:27.36 so that allows them to open up that
47:28.80 party Matrix task and respond to it as
47:31.28 needed so party Matrix also has
47:33.88 Integrations with your meetings um we
47:36.08 also have Integrations with Microsoft
47:37.96 co-pilot if you're using that at an
47:40.00 Enterprise level and then we also have
47:42.24 Integrations with Microsoft teams
47:44.08 workflow so that allows you to create
47:46.12 all sorts of automations as well so
47:48.12 those are beyond the scope of today's
47:49.64 webinar but I want you to know and be
47:52.00 aware that with part Matrix you have
47:53.84 that infinite flexibility
47:56.28 so with that I'm going to recap jump
47:58.44 back to my presentation um summarize
48:0.84 what we've talked about and then take a
48:2.32 look to see if there's any questions so
48:3.84 if you do have questions send them in
48:5.40 the chat now and I'll take a
48:7.32 look all right I'm going to go back to
48:9.64 my presentation here and let's summarize
48:12.48 what we've talked about so now it's up
48:14.80 to you it's on you to sign up for per
48:17.60 Matrix if you haven't already and then
48:19.16 if you do use teams and Outlook make
48:20.76 sure you install the application um as
48:22.92 you can tell you do not require you do
48:25.32 not need teams and Outlook to use prot
48:27.40 Matrix but if you do have teams and
48:29.04 Outlook definitely install them for for
48:31.48 um for your account and then I do
48:34.44 recommend again to create three projects
48:36.52 a personal priorities a share team
48:38.16 priorities and key initiative and then
48:40.00 of course try out that AI project if you
48:42.28 have a specific goal in mind like again
48:44.60 getting promoted or something else and
48:47.60 then invite the appropriate team members
48:49.56 and Pitch them on why it's important to
48:51.04 focus on high impact task I can't
48:53.04 emphasize this enough which is
48:57.04 party Matrix is a communication tool
48:59.16 right and so as a communication tool
49:1.28 what we're doing is we're helping you
49:3.40 communicate to others what you think
49:5.24 your priorities are and the whole point
49:7.60 is to get a really useful and helpful
49:9.88 conversation that's to the point when
49:12.04 you have a meeting inside party Matrix
49:13.88 I'm sorry when you have a meeting you
49:15.60 know a physical meeting in an office one
49:18.00 of the recommendations that I have is
49:19.84 Project party Matrix on the big
49:22.56 screen your conversation will be so much
49:25.20 more persective because instead of
49:27.28 jumping around and you know trying to
49:29.12 talk through all these different tasks
49:30.36 and then realizing afterwards that you
49:31.72 never got to your most important task by
49:33.76 projecting part Matrix onto the big
49:35.24 screen everyone can hone in and focus on
49:38.40 the key task and then um when you create
49:41.36 task in sear Matrix set due dates I
49:43.84 highly recommend due dates I highly
49:45.28 recommend reminders and then I highly
49:47.36 recommend that you use the quadrant to
49:49.72 its full potential right use it to
49:51.84 organize the information that you have
49:54.52 and then I also say Ruth LLY prioritized
49:56.56 and what that means is that you know if
49:58.16 you don't prioritize your time you don't
49:59.76 prioritize your task someone else will
50:1.96 so it's up to you to do that
50:4.40 part um some advice I you know sometimes
50:8.64 customers would struggle with managing
50:11.84 their task inside pry Matrix because
50:13.36 maybe they've created too many well if
50:14.96 that's the case take a step back and
50:17.52 track higher impact task right the
50:20.04 things that are actually important and
50:21.28 so use party Matrix for what it does
50:23.84 best which is to ensure that you are
50:25.96 prioritizing the key task um use your
50:29.60 party Matrix as a communication tool as
50:31.68 I mentioned with your manager as well as
50:34.08 your team members so think of it as a a
50:36.64 fractal right your priorities for um
50:40.00 initiative might have multiple projects
50:42.16 and from that you might have multiple
50:43.56 priority level from each of those
50:45.16 priority level you might have a project
50:47.04 associated with with more priorities and
50:48.68 so forth and so you might have a matrix
50:52.16 that's PRI for tracking priorities with
50:54.00 your manager and then you have a matrix
50:55.52 for tracking your priorities your sub
50:57.76 priorities think of it that way with
50:59.76 each of your direct reports and so PR
51:2.00 Matrix Works across all of those levels
51:4.36 and then make sure that you use P Matrix
51:6.28 to manage your individual goals the root
51:9.24 of prod Matrix is in individuals because
51:11.56 I think that you know if we can't help
51:13.52 you as an individual prioritize your
51:15.16 task oops the point in in doing anything
51:18.12 else so hopefully you find promatrix
51:20.48 useful for
51:22.08 that and so what would success would
51:24.44 patrix looks like it will be the one
51:26.68 central place to track all your
51:28.44 priorities as well as all your team
51:30.04 priorities right everyone should be able
51:31.56 to know exactly what everyone else is
51:33.44 working
51:34.28 on and then if you have repetitive
51:36.72 procedures those are templatized like I
51:38.92 mentioned um to save you time on future
51:41.12 work and then important emails are
51:43.16 prioritized and triage and never
51:45.36 forgotten as mentioned you know I will
51:47.76 have the other webinars that dive deeper
51:49.64 into the templates as well as email
51:52.00 prioritization so if you're interested
51:53.84 make sure you sign up for that and with
51:55.72 that I conclude my presentation now if
51:57.84 you have any questions I look at them
51:59.44 right
52:5.64 now um so someone mentioned that you
52:9.48 have audio problem uh so don't worry
52:11.84 we'll re sending out the recording of
52:14.12 This webinar afterwards so hopefully
52:15.48 you'll get a um better perspect uh
52:19.08 better audio quality
52:21.80 then um so the other question is
52:24.96 security and adding emails that contain
52:26.60 customer information that's a fantastic
52:28.12 question so we have as mentioned
52:30.04 multiple versions of pry Matrix so of
52:32.20 course you have your standard solution
52:34.00 uh the SAS solution and so in that case
52:35.64 when you do upload the emails it goes
52:37.20 into our system we also have the Hippa
52:40.00 compliant solution as well as the
52:41.60 government Cloud solution so if you use
52:43.52 the government Cloud solution for
52:44.76 example when you upload the emails it
52:46.16 actually goes into the government Cloud
52:48.12 version of our software and then finally
52:50.28 we also have the ability for you to turn
52:51.88 on um what's called your Microsoft
52:55.84 uh one drive Integrations and so in that
52:58.00 particular case when you upload an email
53:0.04 the EML file is actually uploaded into
53:2.40 the administrators of one Drive account
53:5.40 so if that is helpful in terms of
53:7.60 managing security that's that's also an
53:9.76 option for for all our paying customers
53:11.84 as well um and then finally we have an
53:13.72 aner prise solution of PR Matrix which
53:15.44 means you can have private deployment
53:16.72 and so forth so there's a bunch of
53:18.80 different ways in terms of how you
53:20.44 manage the information in PR Matrix you
53:23.20 also have the option um when you create
53:26.12 a task with email let me show you here
53:29.12 option here when I go back to my email
53:31.84 prioritization and uh my email Outlook
53:35.20 integration I can actually click on this
53:38.32 option here and then choose settings and
53:40.60 from here I can say I can change the
53:42.96 various options I can upload the message
53:46.24 as a body the essentially the message
53:48.44 from the email as the body in my item
53:50.32 notes um I can attach the original email
53:53.08 so if you attach the EML file for for
53:55.28 example then even if you delete the the
53:57.80 file from your email account that email
54:0.04 file is still in P Matrix and someone
54:1.52 else can open it right so if you
54:2.92 delegate that to somebody else they can
54:4.52 still access it and then you can also
54:7.28 just link the email to patrix so then
54:10.84 instead of uploading the um email into
54:13.88 party Matrix it actually gives you the
54:15.80 option to link to it which means if you
54:17.48 click on that link it opens up part
54:18.96 Matrix I'm sorry open up your outlook
54:21.12 and jump to that email in the web app
54:23.92 hopefully that answer your questions
54:25.16 around email management and the options
54:28.76 there great are there any other
54:31.80 questions um as mentioned uh I'll send
54:34.20 out the recording for this webinar
54:35.48 afterwards and if you have any questions
54:36.92 or use cases uh questions Etc please
54:39.96 send us a message send me a message high
54:41.72 ata.com or support ata.com uh we'd be
54:44.68 happy to address them or if you have
54:46.20 questions around our hipa compliant
54:48.32 Azure uh government Cloud solution or
54:50.64 Enterprise solution as well thank you
54:53.24 very much for your time I appreciate it
54:55.28 hopefully this was
55:6.60 helpful