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

0.88s uh my name is high win I'm co-founder of
3.60s affluence the company behind PR Matrix
6.08s this webinar is around the introduction
8.40s to pry Matrix and helping you understand
10.84s the basics of the software and then
12.84s provide you as much tips and tricks as
16.76s possible my goals for today um to help
19.56s you understand the basics of patrix to
21.96s help you become more effective and
23.48s efficient at prioritizing tasks projects
25.88s and emails help you envision what your
28.12s work and life success may look like with
30.28s per Matrix um but importantly I want you
33.68s to see the 20% of the features in PM
36.72s that will give you 80% of the benefits I
39.68s think that's the best and most important
41.88s way to get started today um and then
44.32s also provide you some tips and tricks
46.12s especially around various use cases and
48.56s scenarios and again this is where if you
50.96s have a specific need please bring it up
53.64s and I'd be happy to address that need
57.28s and then hopefully you'll walk away
58.64s feeling productive and have its strategy
1:1.76 um to be align with your team I do want
1:4.44 to emphasize the point that at the end
1:6.64 of the day party Matrix is just a
1:9.28 software and it's just like any other
1:11.16 pieces of software um really it's about
1:13.56 your approach your methodology all we're
1:15.96 trying to do is make it easier to
1:17.92 achieve these
1:20.40 goals why do you even prioritize that's
1:23.00 the number one question that I want you
1:24.84 to ask yourself and also I want to
1:27.44 remind everyone why you came here to
1:30.24 this webinar in the first place um the
1:32.20 vast majority of our customers are
1:34.64 people who are already high Achievers
1:36.60 right so I imagine every single one of
1:38.92 you already are at the top of your game
1:41.12 you're working hard um you're you're
1:43.40 always striving to do better but what's
1:46.40 holding you back I think that's that's a
1:48.00 key question I have and there's three
1:50.36 reasons um people come to promatrix
1:52.96 first to be better at keeping track on
1:55.16 the status of task many across many
1:57.32 areas of responsibilities what happens
2:0.72 is that we have more on our plate than
2:2.96 the resources to tackle them if that
2:4.60 sounds familiar then you're not the only
2:6.04 one um as an example I have so many
2:8.40 things that I want to do and so being
2:10.36 able to allocate my time properly is so
2:13.24 critical the second is to create
2:15.76 alignment across team members so that
2:17.76 everyone knows what's important um I
2:19.96 want I use the word communication as a
2:22.40 way to emphasize how prrix is a
2:25.00 communication tool so what that means is
2:27.40 it helps takes the stuff that's in your
2:29.28 brain and communicate to others and then
2:31.36 take the stuff that's in others brains
2:32.80 and communicate to you so then when
2:34.72 you're all sitting together you're on
2:36.64 the same page from the very beginning
2:38.88 and that's the
2:40.16 key um the third element is to take back
2:43.04 controls control of emails and meetings
2:45.88 I can safely say that every single one
2:48.48 of us have just far too many emails too
2:50.84 many meetings and not only that we Face
2:53.56 challenges around prioritization of
2:55.92 those emails right and then um you're
2:59.08 not able to add address those most
3:1.24 important emails because you just have
3:2.76 new ones that's coming in at any point
3:4.40 in time and then with respect to
3:6.36 meetings what happens is you can spend
3:8.56 the entire meeting talking about things
3:10.20 that don't matter if that's happened to
3:12.16 you before you're not the only one and
3:14.32 so the whole uh approach with Matrix is
3:17.32 to surface up those critical priorities
3:19.80 so then you can just talk about what's
3:21.16 truly
3:22.16 important and then I want to emphasize
3:24.40 again what happens when you don't
3:25.80 prioritize so imagine for a second right
3:28.20 after this call you go back to the way
3:29.88 way you use you you were used to so you
3:34.04 listen to this webinars and you find it
3:35.84 completely useless there's nothing no
3:38.28 takeaways you find the prot Matrix
3:40.00 doesn't work for you you go back to
3:41.76 whatever it is that you were doing
3:42.84 before so then what happens um and a
3:46.12 couple things that I've seen one you
3:47.92 start losing sight on what's important
3:49.72 and work on the wrong things so if you
3:53.40 have limited resources and you have more
3:55.60 things than you can work on and if you
3:58.12 don't consciously make the choice um of
4:1.28 prioritization and someone else is
4:2.84 making those choices for you we end up
4:5.32 working on the wrong task and so what
4:8.28 ends up doing happening is you feel busy
4:10.76 but you're not meeting your goals and
4:12.28 what I'm saying your goals here is it's
4:13.64 your personal goals right um all of us
4:16.04 have things that we want to achieve
4:17.52 maybe it's career advancement um maybe
4:20.04 it's
4:21.00 just fulfillment in terms of the work
4:23.44 that we work on and then lastly you feel
4:26.08 completely overwhelmed and I think that
4:29.16 um despite my the best that I I do I
4:32.12 feel overwhelmed sometimes and there's
4:33.96 nothing you can really do about it
4:35.72 except to apply as much of the
4:37.96 methodology as possible and then be able
4:40.52 to reenter yourself as quickly as
4:43.48 possible again hopefully the webinar
4:46.20 today will address some of these
4:47.96 fundamentals and I want to emphasize
4:49.96 again that party Matrix as a software is
4:52.68 just one component half of it half of
4:55.08 the battle is in the philosophy behind P
4:57.40 Matrix which I will also be talking
4:59.44 about
5:1.84 so what is part Matrix um part Matrix is
5:4.24 a comprehensive email priority and
5:6.60 project management software that helps
5:9.00 at three different levels at the
5:10.52 individual level which is for every
5:12.16 single one of us here it helps you
5:14.00 prioritize your tasks and emails that's
5:15.68 as simple as it is you know just be able
5:17.52 to write down instead of a task list you
5:19.96 write it in such a way where you can
5:21.80 understand exactly what you need to work
5:23.56 on the second aspect of it is that if it
5:26.52 helps you prioritize your tasks then
5:28.68 imagine helping your entire team
5:31.48 prioritize the team task and that's
5:33.96 around creating alignments on priorities
5:36.00 so that everyone within your team knows
5:38.60 exactly what they need to work on and
5:40.64 that's a major Milestone at the team
5:43.24 level but the next thing is around the
5:45.96 organization so if pry Matrix is able to
5:48.68 help your team prioritize your task
5:51.40 imagine being to take that information
5:53.36 and propagated upwards and outwards and
5:56.40 build to help everyone else create
5:58.48 alignments and then not finally that bu
6:0.44 to track the history of all the changes
6:3.20 that you have and then be to help your
6:5.28 organization be better at everything
6:8.60 from um red delegating tasks right so
6:12.48 what that means is if you you have an
6:14.00 employee that is no longer there but you
6:16.12 need someone else to take over those
6:18.16 tasks they have a complete understanding
6:20.36 of what the priorities are prior to that
6:22.76 other person
6:25.52 leaving so what makes patrix better than
6:28.84 any other exist in solution out there
6:30.72 right now is first we are the only
6:33.56 software Solution that's Microsoft 365
6:35.92 certified for web app teams app and
6:38.64 Outlook app so what that means is that
6:41.04 we go through the security process as
6:43.20 mandated by Microsoft to ensure that we
6:45.20 meet all industry standards so this is
6:47.36 just helpful for many of you using prod
6:49.60 Matrix for the very first
6:51.16 time um if you happen to use Microsoft
6:55.24 you know teams Outlook and all that
6:57.20 we're probably the most integrated
6:58.52 solution in there uh what that means is
7:0.84 that we actually leverage as many
7:2.20 features as possible to bring prod
7:4.16 Matrix to the context of what it is that
7:6.52 you're using now not everyone is on
7:8.48 Microsoft of course you know you might
7:9.88 be on Gmail or some other software suite
7:12.48 prod Matrix works completely independent
7:14.72 of the Microsoft ecosystem as
7:16.72 well thirdly party Matrix focuses on
7:19.56 prioritization I mean hence the name of
7:21.52 the software um I I want to say over and
7:24.64 over again that where we are different
7:27.40 from everything else is the the focus on
7:30.40 prioritization front and center every
7:32.12 step of the way and by the way that's
7:34.56 hard that's hard on you um and you know
7:37.84 the one thing that I always tell
7:39.32 customers is that you're going to find
7:42.16 that it's challenging to use petric to
7:44.64 prioritize your task because you have to
7:46.32 make that conscious effort but that's
7:48.44 the point if we don't prioritize from
7:50.64 the very beginning then we're just
7:52.36 wasting our time working on things that
7:53.88 may not matter right and so being able
7:55.88 to decide what to work on as the first
7:58.92 stroke in all of this is
8:1.56 critical fourthly we provide what I call
8:4.04 people Centric collaboration and um I
8:6.76 think one thing that you know most
8:8.68 people don't realize is that every every
8:11.20 single piece of software is just a fancy
8:13.96 user interface um on top of your
8:16.84 whatever data that that you have and so
8:19.00 one of the things that we're able to do
8:20.24 to is take all those tasks that you have
8:22.68 across all your projects and help you
8:24.96 understand what do I need to do for this
8:27.28 person right that person could be your
8:29.00 manager that person could be your client
8:31.12 that person could be somebody um that
8:33.32 you work with closely and aggregate all
8:35.68 that information into one central place
8:38.56 and then finally party Matrix is
8:39.88 available as a SAS solution which is
8:41.52 what I'll be talking about today but
8:43.20 also hipa compliance if you're in
8:44.96 healthcare and Life Sciences an Azure
8:47.16 government Cloud for those who are um in
8:49.56 state and local governments and then of
8:51.36 course we have Enterprise solution as
8:52.80 well so if you're interested or your
8:55.16 organization's interested in any of
8:56.64 these other options please feel free to
8:58.64 reach out to me
9:1.40 so what makes protom Matrix effective as
9:3.48 a software is that it helps you
9:5.64 understand what needs to be done now
9:7.16 what needs to be done later and what you
9:9.04 need to delegate um so hopefully if you
9:12.28 use Prometrics correctly that despite
9:15.56 priorities shifting
9:17.20 constantly part Matrix offer the one
9:19.84 place everyone can go to um to
9:22.08 understand what needs to be done and I
9:24.88 emphasize the constantly shifting
9:27.36 priorities because it should be
9:28.80 constantly shifting in right today might
9:30.88 be different to from tomorrow um there
9:32.84 could be fires that have to fight the
9:34.52 you know the dynamic of the market could
9:36.08 be changing or you have a new initiative
9:38.48 or um your organization is cutting costs
9:41.08 or trying to grow in a different
9:42.32 direction so we accept the idea that
9:45.64 priorities change and so when you use
9:48.00 part Matrix the whole point is that you
9:50.52 have this one central place where you go
9:52.76 to and then if you ever have a question
9:55.32 hey what should I be working on or hey
9:57.68 who is working on what for this
9:59.88 particular initiative you have the
10:1.56 answer so that's what I want to
10:3.40 emphasize here around the effectiveness
10:5.64 of
10:6.76 Prometrics I want to draw the the um
10:10.28 corollary to that too which is if think
10:12.84 about what it is you're doing at this
10:14.36 moment you know what software are you
10:16.16 using today what system or processes do
10:18.72 you have today do you have the answer to
10:21.84 these questions and if the answer is no
10:24.28 that's sort of the point of per Matrix
10:26.20 so hopefully you're able to use this
10:27.84 software and move the needle
10:30.24 forward so let's talk about the
10:32.44 fundamentals behind patrix um so there's
10:35.08 a famous quote attributed to former
10:36.68 present Asen Hower what is important is
10:39.32 seldom urgent and what is urgent is
10:41.28 seldom important now what I really
10:43.64 really love about this quote is that it
10:46.00 takes the things that we do and adds a
10:49.00 whole new dimension to it let me ask you
10:51.80 a simple question um what are the 15
10:54.68 things you have to do today right start
10:56.56 writing them down now you have end up
10:58.92 having have this list so my next
11:1.60 question is if you have to decide what
11:4.48 to work on where do you start do you
11:6.52 start at the top of the list or the
11:7.52 bottom of the list or somewhere random
11:8.80 in the middle and then the second
11:10.56 question is what happens if you have to
11:12.16 add something to the list do you add it
11:13.56 to the top of the list or the bottom of
11:14.84 the list right and so what happens for
11:17.44 all of us is that we are fighting this
11:20.80 urgent problem which is Task lists are
11:24.16 coming task new tasks are coming in
11:26.04 constantly and it goes to the top of our
11:27.92 list every single time
11:29.76 that last email that came in is the one
11:31.68 that you're going to end up responding
11:32.88 to First is it the most important email
11:35.48 probably not but it's the last email and
11:37.88 so therefore it took your attention away
11:40.40 from everything else um and so therefore
11:44.32 we have to take the things that we do
11:46.12 and split it into the dimensions of
11:48.52 importance and urgency and we ask
11:50.56 ourselves the question is this task the
11:53.08 most urgent task but is it also the most
11:55.80 important task is this task important
11:58.04 but is it not urgent is this something
11:59.44 that I start planning for and thinking
12:1.16 about is this task urgent but actually
12:3.48 not important so maybe I put in the back
12:5.56 burner or delegate it and then finally
12:7.84 is this task not important nor urgent I
12:10.16 should get rid of it completely and
12:12.16 that's the question I want you to ask
12:14.20 every single day as you use party Matrix
12:17.12 as you think about the things that you
12:18.32 have to do and that's how party Matrix
12:20.56 works so what happens is you use
12:23.36 something called the Eisenhower Matrix a
12:26.04 simple powerful time management
12:28.28 framework that breaks all these tasks
12:30.44 that you have into the dimensions of
12:32.00 importance and urgency hence four
12:34.08 different quadrants and then help you
12:35.92 prioritize and make the most out of your
12:37.80 time by helping you understand where you
12:40.40 focus and it's as simple as that so
12:44.04 party Matrix is really just an
12:46.60 implementation of the Eisenhower Matrix
12:49.08 so then you have the tasks that are in
12:50.60 the do now quadrant the plan for
12:52.64 Quadrant the delegate and your inbox you
12:55.72 should not have anything that's not
12:57.12 important or not urgent but instead the
12:59.20 inbox Quadrant 4 is where you start to
13:2.72 capture everything that you have to do
13:4.68 and from there put it into the
13:6.56 appropriate
13:7.80 quadrants now when you look at this um
13:10.72 there's a couple things I want to point
13:12.00 out the first is that the do now you
13:14.92 know they're equivalent to the fires you
13:16.52 have to fight right they're equivalent
13:18.36 to U the things where if you don't do it
13:21.64 everything else will start
13:23.00 breaking one fascinating thing is that
13:27.04 where're ideally if we are doing things
13:29.92 right you have very few things in
13:31.92 quadrant one right instead you have the
13:34.56 most important things in quadrant 2 and
13:36.44 you're constantly planning for it you're
13:38.68 working on it now if you know to the
13:41.20 people in the audience and the people
13:42.44 watching this video if you're a project
13:45.76 manager you should be in the planning
13:47.80 phase vast majority of the time if
13:49.64 you're constantly firefighting you will
13:51.64 not make progress because you're not
13:53.88 thinking about the future you're just
13:55.68 firefighting what it is that's happening
13:57.36 today so ideally when you start produ
14:0.04 Matrix for the very first time maybe you
14:2.40 have 25% of the task in quadrant one but
14:5.36 as you use produ Matrix more that number
14:7.24 will start being reduced so then you're
14:9.48 firefighting only 10% of the time and
14:11.84 then you're spending 30 40% of the time
14:13.84 in quadrant 2 and then everything else
14:15.88 goes into the quadrant four so just keep
14:18.24 that as a rule of thumb and um you know
14:19.96 as you use party Matrix to make sure
14:21.56 that you're not having everything in
14:23.96 quadrant one if everything is important
14:25.88 and Urgent then nothing is right so
14:28.36 that's just a something to keep in
14:30.88 mind so what happens next is that the
14:35.12 four quadrant Eisenhower Matrix create
14:37.08 alignment because it forces you to
14:38.56 prioritize from the beginning you are
14:40.68 not doing a task list that's what I want
14:43.56 you to keep in mind and yes some of you
14:47.16 will use the task list and say you know
14:48.88 what I can't go and prioritize all this
14:51.00 and you know what there's many software
14:52.64 to do that you could use a text um
14:54.68 document you could use just a simple
14:56.56 task list you could use your calendar
14:58.08 you could use a piece of paper that's
14:59.60 okay pry Matrix may not be right for you
15:1.92 but if you find the four quadrants
15:4.32 really really helpful in helping you
15:6.60 understand where to spend your time
15:8.12 that's exactly what our software is
15:9.44 designed for now here's the the magic
15:12.76 what happens is that when you do that
15:14.88 exercise I mentioned which is take that
15:17.16 task list that you have and split into
15:18.92 the those buckets right now you have
15:21.08 your list of priorities ask your
15:23.24 co-workers to do the exact same thing
15:25.84 then talk to each other and compare
15:27.68 notes get together into the conference
15:30.20 room project your priorities onto the
15:32.60 big screen and start walking
15:35.36 through now if everything is always
15:38.00 aligned if everyone looks at your
15:39.72 priorities and you look at your
15:40.88 manager's priorities you look at your
15:42.20 co-worker priorities you look at your
15:43.72 direct reports priorities and everything
15:45.72 matches
15:46.88 perfectly that's fantastic party Matrix
15:49.76 you know may not be that helpful because
15:51.68 you've got perfect alignment you're also
15:53.80 a unicorn because I haven't seen too
15:55.72 many organizations that's been able to
15:57.12 achieve that but
15:59.64 imagine if you start seeing some
16:1.96 discrepancies for for example you see
16:4.36 something from your manager that says
16:6.40 hey you know task XYZ is very important
16:8.88 urgence but it's not even on your radar
16:11.36 or vice versa
16:13.36 so discovering the disagreement is
16:16.40 exactly where we add the most value and
16:19.16 so if you're using patrix and on a
16:21.08 weekly basis you find that discrepancy
16:24.04 that means you're using it right so I
16:25.72 want you to keep that in mind as well a
16:28.60 couple tips real quick and then I'm
16:30.16 going to show you the product itself one
16:32.68 if you're a manager create a project for
16:34.92 your team staff meetings um and then
16:37.64 during your staff meeting screen share
16:39.64 it so then everyone can see and look at
16:41.60 the priority list and say okay you know
16:43.48 what this is a line I see exactly what
16:45.80 everyone's working on if you're managing
16:48.32 multiple sites so let's just say if
16:50.12 you're an operations manager and you
16:51.92 have multiple manufacturing lines Etc
16:54.32 then create a project for each site and
16:56.24 location so then you have a priority
16:58.60 list for every single site if you don't
17:1.08 do that then it'll be very hard for you
17:2.68 to keep track of all of these things um
17:4.88 and then also within each of those sites
17:6.72 you have the appropriate people in there
17:8.72 so then you um everyone can go and see
17:11.16 okay you know what this is what I need
17:12.36 to work on and so forth so if you're
17:15.84 overseeing things then what you want to
17:17.76 about to do is see the priority across
17:20.32 each of these sites um while everyone
17:22.56 else to see what they need to
17:24.64 see if you're following some specific
17:27.20 training programs or initiatives then
17:29.36 create a project from pry Matrix and
17:32.24 turn that into a template so then you
17:34.80 can follow those specific guidelines pry
17:36.52 Matrix has a lot of powerful
17:38.44 capabilities including the ability to
17:41.32 actually re recreate um recurring
17:43.80 templates so what that means is that if
17:45.88 you have a priority list and that
17:47.60 priority list reoccur on a weekly or
17:50.44 monthly or quarterly or annual basis you
17:53.04 know everything from um if you're in
17:55.92 accounting maybe you have to do your uh
17:58.16 quarterly review RWS um or if you have a
18:2.44 uh employee that an employee on boarding
18:4.96 process and you have a list of things
18:6.16 they have to do you can actually turn
18:7.76 prod Matrix into those templates as well
18:10.24 if you're a business owner then you can
18:11.96 create projects for each of your
18:13.20 department so then you know what
18:14.80 accounting is working on what Finance is
18:16.68 working on what um customer success or
18:19.32 customer service is working on and then
18:21.28 lastly if you're an individual
18:22.80 contributor then create a project for
18:24.96 your own goals for your own tasks but
18:27.16 also use our um our capabilities around
18:30.44 artificial intelligence to create goals
18:33.24 for you to get your promotions or
18:35.52 whatever it is that you also have so the
18:37.64 idea is that you have maybe so many
18:40.68 different initiatives and so many
18:42.24 projects and so many people delegating
18:44.08 things to you you want to make sure you
18:45.60 put it all together into one central
18:47.16 place so you have that so these are just
18:50.08 different examples of how you might use
18:51.60 patrix the neat thing is that you may
18:54.28 use prod Matrix in many different ways
18:56.40 right ways I haven't listed here but
18:58.36 theof sofware itself is flexible enough
19:0.24 for that and so when you look at pry
19:2.44 Matrix at the organizational level or at
19:4.48 the team level everyone may be coming
19:6.76 together in a different approach but
19:9.20 prrix will make it work
19:11.24 regardless I do want to mention that the
19:13.44 webinars are recorded and so I'll be
19:15.76 posting for example this webinar on our
19:17.76 website afterwards but I also have
19:20.92 addressed various other topics around
19:23.80 email management or on templates um or
19:27.16 on teamwork or setting goals so
19:30.04 obviously in a webinar like this we
19:31.80 can't address everything but I want to
19:34.40 let you know that other resources are
19:36.08 available so if you want to go and
19:38.04 review some of the other things that we
19:39.32 have be sure to check out our website
19:42.24 there with that I'm going to go ahead
19:44.28 and jump into the demo of the product
19:46.60 and show you how to put this into
19:48.56 practice as I mentioned there um there's
19:51.68 an opportunity for you to ask questions
19:53.16 in the chat so if you have any questions
19:55.64 around the presentation so far or during
19:57.92 the uh product demo itself please send
20:0.44 them there and I would be happy to
20:2.24 address them right after the
20:4.32 demo okay now I'm going to open up my
20:7.32 prot Matrix so I'm going to go ahead and
20:9.36 jump to the web application here and so
20:12.08 this is the web application and I'm
20:13.56 going to go ahead and choose a project
20:15.40 called my personal priorities as you can
20:18.24 see when I choose a project called my
20:20.20 personal priorities on the leand side
20:22.48 it's my list of projects right so that
20:24.44 is one of my example one of my projects
20:26.56 and then within the center here front
20:29.04 front end Center is the four quadrants
20:31.08 so you can see I have four quadrants do
20:32.88 now do later delegate and inbox so
20:35.24 whenever I create a task I have to
20:37.48 decide within these four quadrants here
20:39.88 where it belongs so let me give you an
20:41.56 example let's just say if I want to
20:43.60 follow
20:44.92 up with webinar participants right
20:47.84 obviously this is something that I will
20:49.32 have to do there's no question around
20:50.72 that um now that's a task that I have to
20:52.96 do and then what I'm going to say is I'm
20:54.76 going to say do tomorrow at 2 p.m now
20:57.52 party Matrix uses what called natural
20:59.32 language to take the the information
21:1.32 that I typed here and set the due date
21:3.20 for me automatically and so as you can
21:5.16 see the task is created on the right
21:7.12 hand side is What's called the item
21:9.20 details the item details is where I can
21:11.48 add additional information around the
21:12.96 task so for example I can see that this
21:15.20 is this belongs in a certain project I
21:17.12 can move it to another project if needed
21:19.44 I have the task name if I need to modify
21:21.52 the task name I can and then down below
21:23.96 that I have the ability to delegate this
21:25.84 task so let's just say if it's something
21:27.72 for me it's a personal priority then of
21:29.80 course I don't need to
21:31.04 delegate but if I need someone else to
21:33.20 do it I can actually click on that icon
21:35.20 and choose another person as you can see
21:38.28 the due date is set for me for D
21:40.60 tomorrow and then also the time is set
21:43.00 for me because of my text here that I
21:45.12 typed and not only that it uses my local
21:47.44 language so uh many of you are not on my
21:50.12 time zone and so therefore you know
21:52.16 you'll use your own time zone the system
21:54.08 automatically detects and and and
21:56.00 processes that sets a due date for you
21:58.28 and down below that I have the ability
22:0.20 to actually chat and so let's just say
22:2.52 if this task is actually very important
22:4.80 um I have the due date set already but
22:6.96 one of the things I like to do is I like
22:8.60 to set reminders so I'm going to say
22:10.40 remind me daily so just in case I don't
22:14.36 get this task done by my due date I'll
22:17.40 get a daily reminder from pry Matrix to
22:20.00 ensure that I get this done now I want
22:22.12 to emphasize something real quick the
22:24.24 difference between due dates and
22:25.84 reminders let me give you an example
22:28.20 let's just say if your task is to
22:30.52 generate a report for the end of the
22:32.96 quarter right uh that task is going to
22:35.32 take you four or five days to do so you
22:37.16 set the due date on June 30th or July
22:40.44 1st or whatever now come July 1st if you
22:42.92 hadn't gotten started how are you going
22:44.28 to get it done on that day so reminder
22:47.36 is a way for you to actually bring this
22:49.52 up before that so you can say do in two
22:53.12 weeks and then remind me in one week so
22:56.12 now you'll get a reminder far far before
22:59.28 the actual due dates um and for me
23:1.88 personally I like to use the recurring
23:3.76 reminder and here's the reason why what
23:6.60 happens earlier when I mentioned to you
23:8.92 about things that are urgent but not
23:10.56 important guess what on a daily basis
23:14.24 you probably receive so many emails
23:16.60 right that that comes in and so every
23:18.40 hour there's more emails every hour
23:20.24 there's more emails and then every hour
23:22.76 there's a message from your team member
23:24.36 so it could be via teams it could be via
23:27.16 text message it could be who knows
23:29.08 through whatever um program that you use
23:31.64 or someone you know just knocking on the
23:33.40 door of your office barging in you know
23:35.92 interrupting you and so forth and so we
23:38.40 get so many Interruption that as we
23:41.16 approach or due date we sometimes just
23:43.84 miss it completely it completely
23:45.72 overshoots and now suddenly it's not on
23:47.88 our calendar anymore it's not on our
23:49.56 radar anymore because a thousand other
23:51.68 urgent things have come in same thing
23:53.64 applies to emails right you get an email
23:55.88 that's very important and you have to
23:57.16 answer that email but you didn't get
23:58.80 around to it and so what do you do
24:0.60 sometimes you know you mark it it's
24:1.72 unread or you flag it or whatever but
24:4.04 then you get more emails that come in
24:6.16 and now those new emails is top of mine
24:8.72 and your most important email is way way
24:10.68 down the
24:11.60 list so by setting these recurring
24:14.64 reminders what happens is it's a way to
24:16.84 trick your brain and so it'll actually
24:19.04 come back and be top of your list you
24:22.56 know from the perspective of PR Matrix
24:24.12 so then you remember to get to it right
24:26.60 and so um I consider the due dates and
24:29.36 the reminders to be two of the most
24:30.96 important features inside PR Matrix so
24:33.32 when you create task in PR Matrix and
24:35.60 you're putting them in the appropriate
24:36.96 quadrants and your most important task
24:39.88 um you write down your most important
24:41.56 task be sure to set those due dates and
24:43.52 to be sure to set those reminders if you
24:45.88 think about importance and urgency the
24:48.36 quadrant here is very useful to set that
24:50.80 importance but the the time aspect is
24:54.36 critical so go ahead and set a due date
24:57.04 right go ahead and set a remind
24:59.00 and if it's wrong that's okay you change
25:0.80 the due date and PR Matrix will track
25:3.40 that entire history of all those changes
25:5.40 for you how long it takes you to get it
25:7.80 done and all that and I think it's a
25:10.56 very very powerful way to ensure that we
25:13.00 work on the right things now next to the
25:15.56 chat you have the notes this is where
25:16.96 you can add um subtasks you can add
25:19.88 notes around the task itself and one of
25:22.48 the things that we're doing for you is
25:24.44 actually this thing uh called fill with
25:26.80 AI what it does it actually comes up
25:29.24 with those sub tasks for you if you
25:31.16 think about it you know if you're a
25:32.56 project manager one of your jobs is to
25:35.44 go and ensure that if you have an action
25:38.16 that you need to take that you come up
25:39.88 with the subaction to fulfill that task
25:42.56 right that's what subtasks are so what
25:44.68 we do is if your task has the
25:46.84 appropriate um name right here and you
25:49.36 click fill with AI our system will try
25:52.04 to brainstorm and come up with those
25:53.80 subtasks for you so I this is something
25:56.96 that um you guys can start playing with
25:59.16 after you know right after this call go
26:1.60 ahead and create some task in PR Matrix
26:3.52 it could be you know generate reports or
26:5.80 increase sales lead or whatever and then
26:8.12 use our fill AI to come over those task
26:10.20 the subtask the idea of the notes here
26:12.76 though is not to be comprehensive and
26:15.04 You Know Rich text and all that um you
26:17.28 can use you can attach documents and so
26:19.16 forth into prod Matrix for those
26:20.92 purposes lastly you have resources which
26:23.48 is where you can have documents files
26:25.88 links emails and it's all around context
26:28.88 the idea around context is that be able
26:31.16 to put everything that's relevant to the
26:33.04 task into one central place um obviously
26:35.64 when I follow with webinar participants
26:37.76 I need the attendance list and so that's
26:39.80 a document that I can upload into here I
26:42.04 can also upload the actual email that I
26:44.28 sent and so that is a way for me to
26:46.12 track all that so then if someone else
26:48.12 needs to go and take a look at my work
26:51.36 or um do the task that that needs to be
26:53.72 done they have that information present
26:56.84 and so you can think of resources as a
26:58.84 way to actually tie everything together
27:1.28 um so then you know you have one central
27:3.48 place for somebody else so think about
27:6.04 from that perspective um I want to make
27:8.80 an aside real quick here too around
27:10.68 patrix and around the concept of
27:12.56 resources and priorities what happens is
27:15.28 you saw that I created a task and I
27:17.20 assigned to somebody but imagine if in
27:20.40 six months I need someone else to take
27:22.96 over this particular task or this
27:24.80 particular job right I'm going to bring
27:27.16 in a new person and I need that person
27:29.28 to know exactly everything about this
27:32.04 task if you don't have a system like
27:34.52 part Matrix in place and you just sent
27:36.60 emails back and forth or you're just
27:38.16 talking to each other and you're asking
27:39.76 them to do it something in you know
27:41.64 while you're walking around in the
27:42.76 office or whatever when someone else new
27:45.48 comes in they have to relearn all of
27:47.44 that all over again and then not only
27:49.68 that all the notes and all the context
27:52.16 is gone right um and so instead with PR
27:55.08 Matrix you can assign it to a completely
27:57.04 new person that can go through PR Matrix
28:0.00 understand the priority level within the
28:2.24 The Matrix project and then see the chat
28:4.80 with the history of every changes that's
28:7.16 ever been made for this item go to the
28:9.32 notes and be able to go and and see the
28:11.16 details there they can go to the audit
28:12.84 Trail and see all the actual changes to
28:15.36 the notes itself and then have all the
28:17.76 links to all the documents SharePoint
28:20.44 PowerPoints um sales invoice emails Etc
28:23.88 within one central place um that's the
28:26.08 one thing that I don't think most people
28:28.20 realize around the power of Prometric
28:30.88 you know they look at it as a way to
28:32.24 track tasks but they don't realize that
28:34.72 it's not just about tasks it's about
28:37.28 creating an audit Trail creating a
28:40.00 history creating one central place so
28:42.44 everyone can be aligned so if you're a
28:44.52 business owner or you're an executive
28:46.40 and you want to make sure that your team
28:48.60 members um have continuity and all that
28:52.08 think about that you know how protom
28:53.76 Matrix fits into that picture okay so
28:56.40 now in the item details there's many
28:58.28 other things that obviously I um I'm not
29:0.80 sharing because and I'll let you explore
29:2.64 that but one last thing I'm going to
29:4.40 show you up here is actually the ability
29:6.60 to Star a task and the ability to add an
29:8.72 icon so what happens is that when you
29:11.12 star something it pops at the top of the
29:12.96 list as you can see I have one task
29:15.08 starring it doesn't make that much of a
29:16.64 difference but starring it um if I have
29:19.32 five or 10 things in here starring it
29:20.84 puts it at the top of the list makes it
29:22.40 easier to find and then not only that
29:24.28 when I search across my entire per
29:25.92 Matrix I can actually filter it by star
29:28.40 and then for the icon one of the things
29:29.96 I like to do is actually um I've seen
29:32.40 success with these three colors red
29:34.36 yellow and green just as a way to
29:36.32 signify whether or not something is on
29:38.04 schedule or behind schedule Etc and so
29:40.60 it's a layer of visual um that is
29:43.08 helpful as you have more and more task
29:45.16 inside pry Matrix okay so that's the
29:48.32 basic of an an action um a task or an
29:51.92 action item or whatever you want to call
29:53.40 it now as you can see on my left hand
29:55.64 side I have my list of projects my
29:57.32 personal priorities
29:58.76 one of the things I want to recommend to
30:0.48 you today too is go ahead and create a
30:2.84 project called my team priorities as
30:4.60 well so now that you've created personal
30:6.40 priorities your team priorities is where
30:8.56 you can actually share this entire list
30:11.36 with your co-workers so when I select
30:13.56 this project on the right hand side is
30:15.44 my project details so instead of item
30:18.40 details is my project details which is
30:20.12 where I can go and change the name of
30:21.36 the project I can actually star the
30:23.44 project and I can also decide who's
30:25.84 going to be in this project so for
30:28.40 example if you're a manager you might
30:30.36 have your staff member be within this
30:32.36 project um if you are managing multiple
30:35.40 locations with different sites then
30:37.40 within each of the project that
30:39.32 represents each sites invite the
30:41.36 appropriate project manager invite the
30:43.60 appropriate operations manager or
30:45.36 operations director for every single one
30:47.56 of those facilities right so now
30:49.56 everyone when they go in they can see
30:51.40 the share priorities but they see only
30:53.72 what they need to see because you don't
30:55.08 want to overload people with things that
30:56.84 they're not needed
30:58.72 down below that you actually have the
31:0.44 quadrant names and the quadrant colors
31:2.96 the um thing about part Matrix is that
31:5.36 it's completely customizable so we talk
31:8.04 a lot about the philosophy around the
31:10.28 Eisenhower Matrix but in reality you can
31:13.08 adapt party Matrix to almost anything
31:14.92 else as well so what that here instead
31:17.08 of having do now maybe I'll add word
31:19.16 fires just as a way to indicate that hey
31:21.36 we're also using quadrant one is to
31:23.40 troubleshoot things and then instead of
31:25.28 having delegate maybe I change it to
31:27.00 files and resources
31:28.52 right and so this is where documents
31:29.88 that you need to review and so forth and
31:32.16 then if I click on this quadrant color I
31:34.08 can change the color of the quadrants
31:36.00 again it's a visual it doesn't actually
31:37.88 impact the Matrix itself but it's a
31:40.24 visual um so you know some people like a
31:43.28 certain color to represent high priority
31:45.16 and so
31:46.48 forth a couple things I'm going to show
31:48.92 you go ahead I'm going to jump to a
31:50.36 different project here so this is for
31:52.28 example a weekly staff meeting project
31:54.96 uh one of the things in this particular
31:58.24 project is that I have my my various
32:0.68 action items that I have in PR Matrix
32:3.16 you can also look at the information
32:6.56 using a different um uh view so I have
32:10.80 the quadrant view but also I can go to
32:13.20 the list view the list view is where I
32:15.00 can see all the tasks to me the list
32:17.36 view is very useful if you have a lot of
32:19.92 tasks that are overdue so it's very easy
32:22.12 to see the due dates and then you can
32:23.60 sort by due date and so forth you can
32:25.12 think of it like you know a fancy Excel
32:26.60 sheet or something like that um that's
32:28.36 not in the quadrant format and then if
32:30.40 you have tasks that have due dates then
32:32.84 they'll show up here in the calendar and
32:34.96 then if you are project manager and you
32:37.36 actually have let me see if I can find
32:39.12 another project here um if you're a
32:41.64 project manager and you actually have a
32:43.36 lot of tasks that have due dates um that
32:47.24 span across multiple months and you have
32:48.96 dependencies and so forth then we
32:50.64 actually have a Gant chart that
32:51.96 automatically gets built using your
32:54.04 protom Matrix data you don't have to do
32:55.76 anything you just have to open the Gant
32:57.52 chart view take a screenshot put in your
33:0.08 presentation and you're done so P Matrix
33:2.88 lets you take those same data in
33:4.88 displays in different
33:6.36 format and then earlier I talked about
33:9.00 the oneon-one the the people aspect of
33:11.88 petrix well there's something called the
33:13.32 one-on-one view here when you click on
33:15.24 the one-on-one view inside PR Matrix you
33:17.60 can actually select a person and that
33:19.84 could be your direct report that could
33:21.92 be your manager that could be your
33:23.24 client if you collaborate together in
33:25.12 part Matrix what happens is part Matrix
33:27.40 will show you every single task you have
33:29.40 in common with that person across your
33:31.64 entire prod Matrix and then not only
33:33.92 that if you use Microsoft it actually
33:36.00 will pull up upcoming meetings as well
33:37.92 as documents you share with each other
33:39.88 um or planner tasks Etc all in one
33:42.32 central place the reason we did this is
33:45.56 because you know if you think about it
33:48.40 you know when you work on something
33:49.84 you're typically doing it for somebody
33:51.60 right there's always uh various
33:53.48 stakeholders that's that's really
33:54.84 important uh so that's why we bring it
33:56.88 all together into Central View so if
33:59.44 you're a project manager and you're
34:0.64 having a a meeting with a colleague you
34:3.36 don't have to you don't want to go and
34:4.76 open every single project just to talk
34:6.48 about the task you open one place select
34:8.80 the person have a full conversation and
34:11.60 then if you're managing somebody and you
34:13.52 have a one in one and you need to
34:14.88 delegate them task you can do so
34:17.00 directly from this view by clicking add
34:19.28 share task and you can type in that task
34:21.80 name so for example you know generate
34:24.04 reports due to due in two weeks or
34:26.24 something like that and then uh assign
34:28.48 it to appropriate project the task will
34:30.92 be delegated to the person and invite
34:33.44 you as a follower directly from this
34:37.04 view the reason I also want to uh
34:39.60 emphasize how useful this is is because
34:42.32 we have so many meetings where we talk
34:44.68 about the things we want to do and then
34:47.16 no one writes it down right you you've
34:49.52 probably seen this before you have a
34:51.32 staff meeting you brainstorm all these
34:53.48 awesome things two weeks later you get
34:55.60 back together and then you know someone
34:57.80 to ask hey by the way did we do that
34:59.08 it's like uh um I didn't write it down
35:1.08 or no we didn't we didn't capture it so
35:3.40 when you have your meeting you can
35:5.00 actually just go open up this view
35:6.96 create a task and it assigns it to the
35:8.68 person as needed the other thing I want
35:10.84 to emphasize to is how useful it is to
35:13.80 project whatever that you see right here
35:15.96 in part Matrix onto the screen when
35:18.52 you're in that conference call or um or
35:21.84 inside you know the the meeting room or
35:24.96 displayed on the screen when you're
35:26.36 having a teams call instead so what
35:29.24 happens is that you have one central
35:31.48 place to hone in when and have a
35:33.76 conversation around only the things that
35:36.16 are important and Urgent or the things
35:37.80 that are due soon or overdue Etc so a
35:41.88 lot of times you'll get in a meeting and
35:44.08 you're talking about all sorts of stuff
35:45.60 and you realize you never get to the
35:47.32 most important task so I really want to
35:49.96 emphasize that as a best practice that's
35:51.92 very useful so if you start doing that
35:54.44 after today's call then then to me I
35:56.92 feel like I've done my my job um okay so
35:59.68 now we' talked about the project we
36:1.60 talked about tasks we talked about being
36:3.32 able to customize the project we talk
36:4.92 about being able to customize the task
36:6.76 now I didn't talk about how to you know
36:8.68 create templates and so forth if you're
36:10.64 interested in that what happens is that
36:13.00 once you build a particular project so
36:15.36 for
36:16.32 example um again a weekly staff meeting
36:19.24 you can go to the top right here save
36:21.12 project as template Etc so you can see
36:22.96 how we have a lot of other options that
36:24.96 I'm not going through the details I want
36:27.12 to switch your a little bit and talk
36:28.28 about email managements because I think
36:29.96 that's a challenge for all of us so
36:31.60 patrix has probably one of the best
36:33.12 Integrations inside Outlook so let me
36:35.64 show you how that works let's just say
36:37.64 if I get an email again a very important
36:40.36 email perhaps you know a customer quote
36:42.76 request or um an email from an my
36:45.84 executive that says hey can you do XYZ
36:48.24 but if you can't get it done right now
36:51.12 what do you do right vast majority of us
36:53.40 will flag it and then Market is unread
36:55.68 and then hope that we get back to it um
36:58.32 it works fine if it's a day or two and
37:0.60 it works fine if you don't have 10 other
37:2.44 emails that will come in in in the next
37:4.72 hour but instead what you can do with py
37:7.64 Matrix is click on this option here apps
37:11.28 and then you have this thing called pry
37:12.84 Matrix turn email into task and if you
37:15.60 don't see this already click on add apps
37:17.80 and just search for that but this is our
37:20.00 Outlook integration what this allows me
37:22.56 to do is open up party Matrix menu here
37:25.40 and the ability to prioritize an email
37:28.72 so this email came in it's very
37:30.92 important but I can't get to it right
37:32.56 now what happens is I'm going to go and
37:34.96 put it into a specific project I can
37:37.20 choose what quadrant it goes in I can
37:39.60 assign it to another person then I can
37:42.28 set a due dates and maybe it's three
37:43.88 weeks from now and then click capture
37:46.12 email and when I do guess what on the
37:49.92 right hand side it shows you that item
37:52.28 details just like you saw in the web
37:54.48 application right so what that means is
37:56.48 I have a task here I can start it you
37:59.48 see how it's already assigned to a
38:0.88 person the due date's already set and
38:2.80 then I can say remind everyone daily so
38:6.80 now on a daily basis you're going to get
38:8.76 a reminder around tackling this very
38:10.88 important email um and you'll never
38:13.12 forget it it is so powerful so useful
38:15.72 and you'll never forget your most
38:17.08 important emails ever again by using
38:19.00 this capability the other thing you can
38:21.16 do too though is that oh by I just want
38:23.96 to mention real quick your coworker by
38:25.56 the way when they go to the resources SE
38:27.84 that email is uploaded right here okay
38:29.76 so now they're able to open that email
38:31.28 and respond to it or they can actually
38:33.52 respond to this and ask questions or
38:35.84 followup or whatever as needed the other
38:38.04 thing you can do is actually you can
38:40.00 attach an email to an existing task as
38:42.12 well so if you go to here instead of
38:44.12 prioritizing email you can open prot
38:46.60 Matrix and now you can take this email
38:49.00 search for the task that's relevant and
38:51.96 actually um attach the email to an
38:54.40 existing task so now you might have have
38:57.64 multiple emails you might have already
38:59.28 existing documents and so forth all in
39:1.48 one central place um as far as I know
39:3.60 this is the only software application
39:5.40 that does that being able to tie it all
39:7.48 together into one place um so then you
39:9.52 have all the contacts you
39:11.24 need and by the way you don't have to
39:13.72 use Outlook nor our extension to convert
39:16.20 email into task pmatrix has what's
39:18.40 called the inbox email address so I'll
39:20.56 show you how to get that if you go back
39:22.16 to PR Matrix here click on
39:24.36 inbox and there's something called your
39:26.40 secret inbox if you click on this you're
39:28.08 going to get a special email address
39:30.04 take this email address and save it as a
39:32.20 contact so I save it as a contact called
39:35.04 inbox P Matrix so when you use any email
39:39.20 software whether it's not Outlook or
39:41.32 Gmail or Apple Mail what happens instead
39:45.08 of actually clicking on a button and
39:47.00 actually prioritizing the email you can
39:48.88 forward the email into P Matrix or you
39:51.44 can write an email to prod Matrix to
39:53.64 create a task so I'll show you how that
39:55.28 work so let's just say if I go to new
39:57.76 here I do
40:0.00 inbox okay and then I can say um a very
40:4.28 important
40:5.76 task okay imagine now that will create
40:8.48 the task and in the body of the email
40:10.88 itself I can say do tomorrow and I can
40:13.36 say remind me weekly and so forth so
40:17.12 what I've done is I can take any email
40:19.44 forward it into our system set due dates
40:22.72 set reminders using the command system
40:25.12 in pry Matrix so helpful for me
40:27.84 personally I use this all the time
40:29.96 because you know I'm out and about on my
40:31.96 phone I get an email and I'm on Apple
40:34.44 mail so I can't use the Outlook
40:36.16 extension I literally fold it into my PR
40:39.28 Matrix set the due dates and now you
40:41.80 know I'll get a recurring reminder to
40:43.52 make sure that I get those emails
40:45.28 addressed or you know whatever it is
40:46.84 that I have to do so I talked a lot
40:49.72 about you know the notifications and so
40:51.88 forth let me show you how that works
40:53.48 when you go to Party Matrix there's this
40:55.20 thing called the home view if you click
40:57.44 the home view you get what's called
40:59.00 alerts alerts essentially are items that
41:1.24 requires your attention it could be
41:3.60 things like someone delegated you a task
41:6.12 it could be something like you delegate
41:8.00 a task to somebody and now they've
41:9.44 updated it maybe they marked it as done
41:11.64 or they asked you a question or whatever
41:13.52 right that'll come up here or you have
41:15.88 something that the due date triggered or
41:18.00 the recurring reminders triggered so
41:21.28 ideally at the end of your day you go to
41:23.64 the alert section here and it's empty
41:25.24 that means you've addressed everything
41:26.44 already but sometimes it actually builds
41:28.36 up so for me I actually have a lot of
41:30.68 alerts that come in just because I'm so
41:32.52 on so many different tasks so what
41:34.60 happens is I can go up here and I can
41:36.24 clear all notifications or clear older
41:38.92 notifications and by the way this is why
41:41.48 those recurring
41:42.88 reminders are are so powerful because
41:46.84 I'll get a reminder today and then I
41:49.12 didn't get to it because I have 60 other
41:51.72 alerts right but that's okay because
41:53.76 tomorrow I'll get that alert again so as
41:56.48 long as I'm checking my patrix I will
41:58.64 get the notifications for the things
42:0.12 that are relevant and then when you
42:1.88 create a task in PR Matrix and you make
42:4.00 a comment in PR Matrix you can actually
42:6.52 also um uh use the at the person so for
42:10.28 example if you write the at here you see
42:12.48 how the just using the symbol at it
42:14.92 pulls up team members so I can actually
42:16.72 mention a coworker and they'll get a
42:19.56 notification as well so it's super
42:21.40 useful to make sure that the most
42:23.24 relevant people um are involved in all
42:25.92 these tasks so when we talk about
42:28.56 prioritization you know I talked about
42:30.56 your personal priorities as you can see
42:32.36 that's what your personal priority
42:33.60 project is for but at the team level pry
42:36.44 Matrix is able to tie all of these
42:38.20 together and it's just beyond just task
42:40.92 management Beyond project management but
42:43.16 just just ensuring that everyone's on
42:44.68 the same page and everyone knows what
42:46.04 they need to work on and then when it
42:47.80 comes to views there's other views that
42:49.56 you can use as well so um the the Matrix
42:52.80 is the The Matrix view is the Matrix um
42:57.16 prioritization quadrants right but then
42:59.08 if you go to the agenda view here then
43:1.12 it's around task that's more due due
43:3.76 date Centric um and then of course on
43:5.68 the left hand side you can see how you
43:7.84 know you have the calendar view you have
43:9.28 the Gard View and with per Matrix you're
43:11.68 able to pull everything together you can
43:13.88 sort things you can filter things and
43:16.20 just get the information that you
43:18.24 need I'm going to show you one last
43:20.40 feature here in part Matrix which is
43:22.08 called the search view when you go to
43:23.92 the search view this is what we call the
43:26.12 master list it is the list that
43:28.00 encompasses everything that you have um
43:30.36 inside patrix be to give you the
43:32.48 information that you need so let me give
43:34.64 you an example let's just say if um you
43:38.52 are working on your performance review
43:40.68 and you need to find all the things that
43:42.36 you've worked on right simply click on
43:44.96 filter and you can say what are the
43:47.64 things that I
43:49.12 finish in quadrant
43:51.36 one only assigned to
43:54.88 me and then you can choose the dates and
43:58.24 in what typee of project right after you
44:1.00 do that PR Matrix will filter all that
44:3.36 information for you and now you have one
44:5.72 central place you click on print here
44:7.72 and you can actually save that list that
44:10.12 you can provide to your manager or
44:11.88 upload it into your performance review
44:14.04 portal similarly if you're the manager
44:16.84 and you want to know what your
44:17.92 co-workers have been working on or um
44:20.48 you want to see what are the things
44:21.96 that's overdue you can go back to the
44:24.12 filters here too and build all those
44:26.04 filters after you create the filters you
44:28.44 can actually save that as a filter so
44:31.76 then the next time you don't have to
44:33.00 recreate that again super powerful way
44:35.64 to see um and have a full visibility on
44:38.72 everything that's important now I mean
44:39.84 this is so powerful and flexible I can't
44:42.12 go through all the options it's just
44:43.52 something for you to
44:44.76 explore I want to mention that you know
44:47.20 patrix works well whether or not you
44:49.48 have a 100 items or 10,000 items whether
44:52.92 you have two projects or 200 projects um
44:56.04 in my work account I have more than 300
44:58.36 projects and 10 more than 10,000 items
45:1.52 uh that I'm actively following and so
45:3.96 for me it's all about honing in and
45:6.68 focusing on the most important projects
45:8.92 so as you can see I have a list of star
45:11.48 projects and so in my work account I
45:13.28 have five to 10 star projects and those
45:15.32 are the projects that I care about so
45:16.84 when I look for information I look at
45:18.68 those star projects everything else is
45:20.32 secondary right and so my advice to you
45:23.08 don't worry about creating more projects
45:26.04 don't worry about having a lot of
45:27.76 different tasks and so forth um just
45:29.92 make sure that you prioritize them make
45:31.64 sure you set the proper metadata and
45:33.80 that your most important tasks have due
45:35.52 dates and
45:36.64 reminders the last thing I'm going to
45:38.40 show you now is our Microsoft teams
45:40.16 Integrations uh it's really neat if you
45:42.40 use teams because you can actually
45:43.80 install PR Matrix on the left hand side
45:45.60 here then you can pin it and now when
45:48.08 you open that inside teams we have the
45:50.68 entire party Matrix inside teams you
45:52.80 don't even have to open our software on
45:54.84 the web app similarly inside Outlook you
45:57.88 can have P Matrix open here your entire
46:0.32 P Matrix is available inside Outlook you
46:2.28 don't have to switch contexts and the
46:4.40 whole idea is that part Matrix is there
46:6.32 no matter where you are and how you're
46:8.08 working um but additionally in teams
46:10.72 there's a couple of other options that
46:12.00 you have which is the ability to add the
46:13.96 one-on-one directly within the chat of
46:16.68 with your coworker so every single
46:18.76 person that you talk to you can actually
46:20.36 have this one-on one view right and so
46:22.44 now you don't have to go and open PR
46:24.72 Matrix click on oneon-one select the
46:26.68 person person instead you just go to the
46:28.92 oneone tab inside the conversation with
46:31.48 the person and you click on this plus
46:33.40 icon to add party Matrix as a tab the
46:36.08 other thing is um that I use is actually
46:38.48 sharing part Matrix action items with my
46:41.00 coworker so sometimes I'll delegate
46:43.12 someone a task but you know maybe they
46:45.16 don't see it in PR Matrix or they're so
46:47.36 busy that I actually need to send them
46:49.20 an additional message I can actually go
46:51.20 down here click on P Matrix and actually
46:54.76 attach what's called action cards so I
46:57.52 cannot emphasize enough how uh deeply
47:0.00 integrated party Matrix is into every
47:2.28 single thing inside the Microsoft
47:3.80 ecosystem so we integrate into workflows
47:7.32 um we integrate into power automates we
47:9.76 integrate into planner and all that so
47:12.72 if you're looking at using promatrix and
47:15.04 you're looking at using Office 365 it's
47:17.68 almost a no-brainer we actually enhance
47:20.00 Office 365 tremendously um with our
47:23.16 Integrations uh the other thing too is
47:25.36 if your organization is about to adopt
47:27.48 Microsoft co-pilot which is their new AI
47:29.52 system we're one of the very very first
47:32.16 application that works with co-pilots
47:34.12 and so what that means is you're able to
47:35.64 con uh have a conversation with the AI
47:38.88 and ask questions like what PR Matrix
47:41.24 task do I have to do this week things
47:42.72 like that and um Microsoft and party
47:45.76 Matrix will work together to find you
47:47.36 the information that you need okay now
47:50.72 there's so many other things I can show
47:52.32 but I won't because you know I don't
47:55.44 think you need all of those again let's
47:57.64 talk about what are the things that you
47:59.16 should apply um to actually use prodom
48:2.60 matrics today so I'm going to jump back
48:5.08 to my presentation here and so if if you
48:10.32 do nothing else um one make sure you
48:13.28 sign up for petrix of course and then if
48:15.76 you use teams and Outlook then add our
48:17.56 extensions there otherwise you can also
48:19.92 install our Integrations for um I mean
48:22.48 our applications for mac and windows and
48:25.00 iPhone and all that cre create a project
48:27.76 highlighting your top priorities that's
48:29.48 your personal priority project I highly
48:31.48 highly recommend that ask each of your
48:33.68 co-workers to also do the same exercise
48:36.12 and create their project with their
48:37.64 priorities sit down and compare notes
48:40.40 right um if you do that one time maybe
48:43.28 let's just say you never use prod Matrix
48:45.00 ever again just do that this week create
48:47.12 a project to make sure everyone's on the
48:48.64 same page and that's all you got to do
48:50.64 and and see if you find anything that's
48:53.12 surprising or interesting and I I have a
48:55.52 feeling that you will um and then if
48:57.64 you're ambitious create a project to
48:59.84 track all of your personal priorities
49:2.00 use our AI system to actually generate
49:4.24 goals for you so when you create a new
49:5.88 project you can actually use our AI to
49:8.12 build not only the subtask but every
49:10.84 single task within your project as well
49:13.32 um and then when you invite team
49:15.60 members to a team priority project
49:19.56 project that onto the screen and so
49:22.48 that's very very useful so when you have
49:24.60 a team meeting just project your team
49:26.36 priorities
49:27.28 onto the screen and you guys will be on
49:29.00 the same page so I highly recommend
49:31.60 every single manager do that as part of
49:33.84 their
49:35.32 routine so my advice make sure you use
49:38.24 prod Matrix to track your high impact
49:40.04 task anything that requires a decision
49:43.04 to be made right um we need to choose
49:45.24 between A and B we need to decide when
49:47.20 to work on XYZ etc those are the
49:50.04 examples of Tas that you should
49:51.20 definitely have in PR Matrix so then
49:52.92 everyone will know the status of those
49:56.16 think of Matrix as a communication tool
49:58.64 between your manager and team members
50:0.88 and so when I say that it's about taking
50:3.12 all those priorities that you have in
50:4.52 your brain put it down into something
50:6.92 tangible you know that is part of Matrix
50:9.40 and then asking everyone do the same
50:11.00 thing and then compare notes and then
50:13.36 thirdly use P Matrix to manage your
50:15.28 individual goals um the reason I I
50:17.52 managed in I emphasized individual is
50:21.00 because that's what Prometric started
50:22.60 out as you know more than a decade ago
50:24.80 Prometric started out as a software to
50:27.32 prioritize personal tasks and then over
50:29.48 time we became this full-fledged
50:31.40 solution to manage team priorities and
50:33.56 organizational priorities but the
50:35.32 individual is most important you are the
50:37.56 most important aspect in all this if it
50:39.44 works for you everything else will fall
50:41.04 into
50:42.44 place what success should look like with
50:44.76 prometrix on a personal level you should
50:46.80 be checking Prometric at least every
50:48.80 week to remind yourself of your goals
50:51.08 you using Prometric as one central place
50:53.28 to track all your priorities and then at
50:55.28 the team level every everyone on the
50:57.12 team understands and are aligned on key
50:58.84 tasks there should never ever be a
51:1.24 question that someone would say I didn't
51:3.24 know we were supposed to work on that
51:4.72 you shouldn't have that part Matrix
51:6.44 should give you the answer and so that
51:8.52 your response should be you should be
51:10.04 looking at your part Matrix to make sure
51:11.48 that you're working on the right things
51:13.16 and then lastly if you have important
51:14.76 emails make sure you prioritize them you
51:17.40 saw how I can delegate that email to
51:19.40 team members I can organize it into the
51:21.24 various projects so if you're working
51:23.32 with external clients there should never
51:25.56 be an excuse you miss an email or that
51:28.36 an email that's very important was not
51:30.16 assigned to the right person right
51:31.84 because you can actually do all of those
51:34.12 things and tie all those emails all
51:36.60 those documents all those files together
51:38.64 into one Central task for the
51:40.88 appropriate person and if it's something
51:43.00 that's really important then you have
51:44.40 those due dates you have those recurring
51:46.32 reminders
51:48.20 anyways with that I conclude my
51:50.28 presentation um so there's any questions
51:52.52 right now I'll take a look and I'll try
51:54.24 my best to answer them and I also want
51:56.04 to mention again that the webinars are
51:57.88 posted on our website and then also feel
52:0.32 free to reach out to us helpes
52:1.96 affluence.com with any specific question
52:3.96 that you have I have seen every single
52:6.28 use case imaginable um so I'd be happy
52:8.80 to answer your questions as
52:10.80 well all right so I'm going to answer
52:13.64 these questions here um is it an app
52:16.48 that comes with teams as a free app or
52:18.48 is it a paid app so prod Matrix has um
52:21.72 is a paid application if you want the
52:24.08 full-fledge capabilities we also have a
52:26.64 free tier so if you're new to P Matrix
52:29.60 you can actually use P Matrix as a free
52:31.36 tier which means up to five projects up
52:33.24 to 100 tasks up to five collaborators up
52:35.76 to 250 total items um if you're in the
52:38.08 free tier you don't actually have to pay
52:39.44 for it but then as you use prod Matrix
52:41.56 more and you wantable to attract more
52:43.60 and more things that's when your
52:45.28 organization can use party Matrix under
52:47.48 the free tier party Matrix is available
52:49.32 across all of our platforms um so inside
52:51.80 teams inside outlook on the desktop app
52:53.84 mobile
52:55.00 apps um I the question is someone ask if
52:58.68 uh the screen is shared yes the screen
53:0.88 is shared if you're not able to see it
53:2.44 you can check out the video afterwards
53:4.68 right now um or right after this
53:7.40 presentation or by tomorrow you should
53:9.76 be able to get an email you should get
53:11.64 an email from me with the
53:15.20 recording uh okay um so is the paid
53:18.64 version limited 100 projects the paid
53:20.52 version uh so we actually have multiple
53:22.68 tiers and everything from the business
53:25.16 and Enterprise Etc so U if you look at
53:27.80 our pricing page it says how many
53:29.16 projects you can have but then you can
53:30.84 also have archive projects and so forth
53:32.96 but at our highest level there is no
53:35.92 limit fantastic
53:38.84 thanks um all right if there's any other
53:41.76 questions feel free to send in the chat
53:43.36 and if there aren't um feel free to send
53:45.56 if you don't want to send in the chat
53:46.52 feel free to send me an email high
53:48.32 affluence.com as I mentioned the
53:50.28 webinars are recorded and so they'll be
53:52.32 posted on our website um and so I'm
53:54.60 going to send that information right
53:55.96 here
53:58.24 there's also a lot of other Integrations
54:0.36 into Chrome and Edge and so forth so you
54:2.52 can just search for those at those
54:4.08 various app
54:5.40 stores thank you all for your time today
54:7.68 and thank you for the questions I
54:8.80 appreciate it
54:29.68 thank you