Overview

What is Priority-Zero?

Priority-Zero (PZ) is a straightforward tool for managing work and projects, whether you're working solo or with a team. It combines project planning, task organisation, time tracking, billing, and collaboration in one place. Designed to be flexible and easy to use, PZ helps you stay organised and focused without getting lost in complicated features.

Who Can Use Priority-Zero?

Priority-Zero is designed for everyone from freelancers and solopreneurs to small businesses and large teams. Whether you’re juggling multiple projects as a creative professional, managing deliverables as a business owner, or coordinating team efforts in a corporate environment, PZ adapts to your needs. Its flexible structure allows users to handle personal and professional tasks with equal ease, making it a powerful tool for anyone seeking to stay organised and on top of their work.

What Does Priority-Zero Do?

• Project Management: Create and manage projects and deliverables with ease. Break down work into smaller tasks, attach files, and set priorities.
• Time Tracking: Track the time spent on tasks and projects to improve productivity and ensure accurate billing.
• Daily Planning: Generate action plans and to-do lists, helping you focus on what needs to be done each day.
• Billing and Invoicing: Create quotes, invoices, and timesheets seamlessly based on project data, saving time and reducing errors.
• Collaboration: Invite team members, assign tasks, and communicate efficiently to enhance teamwork.
• Capacity Planning: Gain visibility into upcoming commitments to manage workloads effectively and set realistic deadlines.
• Performance Insights: Use reports and analytics to evaluate project performance and refine workflows for better results.

Why is Priority-Zero So Good?

Priority-Zero stands out because it’s built with real-world challenges in mind. Unlike other tools that offer fragmented solutions, PZ integrates essential functionalities into a single, cohesive system. This eliminates the need to juggle multiple apps, saving users time and effort.

Here’s what makes PZ exceptional:

• User-Friendly Interface: PZ is intuitive and easy to use, allowing users to dive in without hours of setup or training.
• Customisable Features: Adaptable to the unique needs of any business, from small startups to large organisations.
• Efficiency-Driven: Reduces administrative overhead and simplifies complex processes, helping users focus on what matters most.
• Collaboration-Friendly: Fosters teamwork by providing a platform for clear communication and task delegation.
• Comprehensive Integration: Combines project management, billing, scheduling, and more into one platform.

Three tiers of organisation:

1. Organisations / Categories / Personas

   • Create separate personal and work categories or business divisions to which projects can be assigned as they're created.
   • Flexibility to reassign as needed to reflect changes or refinements in your organisational structure.

2. Projects

   • Organise and prioritise projects to meet evolving client demands and project conditions.
   • Track progress with multiple metrics to refine future estimates and enhance productivity across similar initiatives.

3. Deliverables

   • Define each project with specific steps or milestones, which may be billable or administrative.
   • Allocate time estimates to each, and use these to generate instant quotes directly from the project’s scope in the billing section.

Project Management Tools:

1. Project Scoping and Quoting

   • Setting parameters and break down projects into deliverables, which creates overall project scope.
   • Quickly estimate timeframes for each task to facilitate instant auto quote in the billing section.

2. Work Scheduling

   • Once a client approves a quote for a work or business project, and at any time for personal projects.
   • Plan and schedule work sessions for each deliverable either directly from your deliverable list, or by drag and drop in the workload planning section.

3. Daily Plan

   • Once the deliverables of a project have been scheduled, it will be automatically converted into a daily actionlist in "The Plan" in Action Stations.
   • Click "What was I up to?" to see details of the very last thing you were working on, and continue without missing a beat!

4. Work Timer

   • The integrated work timer allows you to accurately record the time you spend on work, meetings, events imported from your Google Calander and Outlook, and reminders.
   • Recording your times helps you to easily create date range invoices and timesheets for time billed projects or assignments.
   • See how accurate your estimates were when compared to the actual time they took.
   • Use Pomodoro productivity techniques by using the built-in alarm.

5. Workload Viewer

   • Assess your availability and capacity for meetings or new projects instantly with a single click.
   • Selecting aggregated view shows the sum of the remaining estimated times across all your active projects over the next four weeks.
   • Scheduled option visually displays actual planned work, independent of time estimates.

Community and Collaboration:

1. The Priority-Zero Community and Directory

   • Find others with skills you need to help you complete your project.
   • Make it easier for others to find you when they're looking for someone with your skills.
   • To assist with your collaboration, use the teams section to give all team members complete transparency across the project and progress being made, as well as shared documents and communication.

2. Teams Section

   • Invite individuals to join your team by email, if they're not currently using Priority-Zero.
   • Find potential partners and collaborators in the directory.
   • Once onboard, any deliverables you delegate to team members are automatically converted into their own project, to which they can add their own deliverables and time estimates that aggregate back to your master project, making the quoting process for the entire project easier and more efficient.
   • Each team member will have complete transparency across the entire project, and can contribute notes to each other's projects and deliverables, and share documents with the team.
   • New team members you onboard to Priority-Zero will start off with a 14 day free trial of all features, which will revert back to the free tier once the trial expires, which they can continue to use for free for as long as they like.

3. Integrations

   • Integrate Microsoft Outlook and Google Calendar with Priority-Zero to automatically import meetings and events to avoid scheduling conflicts.
   • Securely store and share project-related documents on Microsoft OneDrive and Google Drive in an hierarchical structure ensuring quick and easy access exactly when and where you need it.
   • Xero integration enables the creation and modification of quotes, invoices, and credit notes created in Priority-Zero directly to your Xero account, and also imports your Xero client list for easy project creation.

Billing and Quotes:

1. Billing Section

   • Link projects to clients for easy filtering and instant billing document creation.
   • Create auto-quotes from project scope that combine billable deliverables with time estimates and your preset hourly rate.
   • Quotes can be quickly and easily converted to invoices for direct client billing when a project is completed.
   • For hourly billed projects, simply enter the date range and select the client to auto-generate invoices based on work duration and date. Use Reports to generate detailed timesheets which show what you worked on, when you worked, and how long you spent working on them.

Analysis and Evaluation:

1. Reports Section

   • This section contains a range of tables, charts and graphs that can provide detailed data of your activity across all projects and compare planned v actual time.
   • Reviewing this information regularly and especially at the end of each completed project can be extremely valuable to helping you improve your productivity and forecasting skills, as well as assist in pinpointing areas that can be improved in future, helping you become more efficient with your time.