How To Use Motion App for Project Management (The Most Detailed Tutorial & Review!) 2024

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💬 Description
This is our most requested video! We're going to be covering:
↳ The first steps that you should take right now to setup Motion
↳ How to leverage Motion so that it feels like you actually have an assistant
↳ The best way to use Motion as a team and why we think they're changing the game when it comes to project management
↳ Some unreleased features coming to Motion later this year 🤫
✍️ Full Motion Deep-Dive Review
↳ Motion: efficient.app/apps/motion
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🎥 What We Covered:
0:00 - How We Use Motion
0:44 - What We'll Cover
1:06 - Add Calendars
1:30 - Adding Tasks
2:15 - Set up Workspaces & Projects
2:46 - Why Statuses Are Important
4:07 - Create Task Templates
4:36 - Don't Forget Labels
4:50 - Set up Project Views
5:36 - Auto-Schedule Tasks
6:37 - Team Blocking
7:12 - "What Should I Work On Next?"
7:23 - Urgent Tasks
7:36 - Email Your Assistant (AKA Motion)
8:03 - Siri + Motion
8:15 - Don't Want To Follow Motion's Schedule?
9:15 - Meeting Scheduler
9:39 - Motion For Teams
9:43 - Migrating Tasks From Asana
10:49 - Capacity Planning For Teams
12:38 - Motion Saves Us So Much Time
13:12 - Onboarding Your Team
14:02 - New Features?
14:12 - Reinventing Gantt Charts
15:00 - New Custom Fields
15:20 - Flows
17:12 - Long-Term Planning
17:40 - What's Next?
18:07 - Try Motion For 7 Days!
*After being customers of Motion we asked them if we could invest, check out the full story here: • I gave the Motion App ...
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[@ron_rgr]

Missed out on the course, signed up for Motion right after watching this vid before I saw the links 😅. Excellent vid, you easily convinced me to switch our team of 10 from Monday to Motion 👏

[@efficientapp]

Ah bummer! Will pin this comment so that others don't miss out: efficient.deals/motion With that, this comment 100% made our day! Super stoked to hear that the video helped! That's a big decision, so your comment holds a lot of weight 🙏 what was the impetus for checking out Motion after using Monday with your team? Also curious what the biggest selling point was for you?

[@ron_rgr]

@@efficientapp The fact that Motion has a calendar as it's core, and the AI assistance, are definitely key reasons. Our team is spread out across the globe, in six different timezones. Motion will definitely help us stay organized and on track, without having to micromanage

[@efficientapp]

Ah yes, for that many different time zones across the globe, I can totally see the appeal of having the calendar at the core 🔥 such a great way to put it as well! Stay organized and on track without having to micromanage as no one likes doing that (or receiving that for that matter). Sounds like the perfect fit!

[@siklysarkastik04]

as someone who has always struggled with time management, I love this app so much

[@efficientapp]

Amazing to hear! What feature in Motion helps you the most with managing your time? 👏

[@jacoberling2840]

I just started my own web agency and started using motion for my calendar and task management. I just have to make a comment on how well-paced this video is. It's the first tutorial/review video I have watched in a very long time where I was not compelled to 2x the playback speed! Great work.

[@efficientapp]

This is so funny because we went through probably 16 iterations in the video edit, and toward the end, Andra and I were also watching it at 1x speed without even realizing, totally forgetting we did that until say the 50% mark (mind you, we've probably watched this video 30+ times at this point, so you can probably imagine how much we'd want to watch it on a quicker speed 😂). So maybe that's a good sign/point to get to since I can't stand not watching content at 1.75-2x speed (our content included, usually). So incredibly stoked to hear that you felt this way, coming from someone who also watches videos on 2x speed-this is probably the nicest comment you could possibly give us as it connects so deeply with me personally hahaha Huge congrats on your new web agency launch by the way! Would love to hear more about it as I too come from having my own web agency back in the day. What is the tech stack you're setting up? Custom or leveraging tools like Webflow/Framer?

[@tinavomir3199]

This is incredibly useful, I can’t believe how much detail you gave in this video. So helpful!

[@efficientapp]

Thanks Tina! Means a lot to hear this 🥲🙏

[@SeniorsHelpingSeniors-TN]

I've had motion for over a year and didn't know it could do half of this! Thank you so much for the great video!

[@efficientapp]

This made our day! So glad it helped, curious, what feature from the video that you didn’t know about before are you most excited to try? 👏

[@SkreezNuts]

Liking it so far. This helped for sure. It does worry me that you will be changing things quicker than we can learn them.

[@efficientapp]

Awesome to hear that this helped-we made the video that we wish we had when we first signed up to Motion. Funny enough, we learned how to use Motion better when we were scripting this video, as Andra and I had to internally debate who was using it better. I'll admit, she won some of those debates 😁 I'm now using Motion a bit differently (in-line with how we're recommending it in the video). That said, totally understand the fear/concern you're bringing up regarding things changing, we should have probably been a bit more clear. Things changing is more about added views (to get different reporting of sorts), and more functionality (all optional, e.g. you don't have to use Flows, that is optional). So just focus on what you need it to be for you with your specific workflows and use-cases. You'll be okay, you got this my friend!

[@joannmarek9566]

Great video! Love watching you both😊

[@efficientapp]

Awe thanks! Our first review/comparison that we both took part in, going to try doing more of it in the future 🙌

[@MacBlais]

I have been using Motion for about a year along side a physical planner, but I was not satisfied so I did a you tube search for Use Motion Tips and could not have been more impressed by your video. After I finished I went to your page to see what else you have reviewed and was excited to see some other apps that I have dabbled in - thank you for your thoroughness and easy to follow videos. Keep up the excellent work 👍👍 #CrushedIt

[@efficientapp]

Wow, so amazing to hear this! 🥹 We're so glad we could help you find more success with Motion-this is one of the most encouraging comments we've grown, thank you so much 🙏 super excited to see you around the site and channel more 🙌

[@Greenwood_Labs]

This was quite informative, good overview. The part about real workload visibility rings very true, too often teams are loaded 120% of capacity with "project meetings" without consideration to time require to complete assigned workloads and more often than not on top of their other regular day job responsibilities.

[@efficientapp]

Yesss! Appreciate you reiterating this, it was the biggest unlocks we had when we first started using Motion. It's surprising that other project management tools aren't taking this more into account, it seems like such an obvious realization, especially with teams at scale.

[@TSI-Mike2024]

So much information! Now i just need to find the time! Motion has been great so far can't wait to get this going with our new social media manager! Thanks for doing this! 🍻

[@efficientapp]

Yesss! Good to see you again and glad to hear it has been working out since you decided on it in the other video 🙌 Sounds like you'll have a similar process/flow with them as what we showed in the video, amazing! Excited to hear how things evolve over time 🚀

[@nataliedriscoll]

Thanks so much for your videos! You really do a great job at explaining. Not sure why you don’t get more likes. Motion sounds amazing, definitely sold me.

[@efficientapp]

Awe, this means a lot, thank you 🙏 If you haven't signed up yet, be sure to use this link: efficient.link/r/motion (so that you can lock in our Motion Course for free), more details here: efficient.deals/motion Super curious, will you be using it personally? Or with a team? And what got you most excited about Motion 🤔

[@shashwatgangwal8706]

This is great!!!! Really helpful, the best video on any software I ever saw.

[@efficientapp]

Oh wow that's a big statement 🥹🥲 so glad to hear! Was there any part of the video that made you most feel that way? (Asking what we could do more of, and maybe what areas were less helpful), feel free to be blunt, just want to learn what connected most with you 🙏

[@BritneyMuller]

Came here to say this is easily the best & most powerful onboarding vid I've ever seen (and I'm a Marketer!). :) Thank you, Andra! You're a natural + include so many mega-value adds here + LOVE your Asana comparisons. The Cal scheduling approach makes so much more sense!!! AAAHHH 🙏Thank you, thank you!!!

[@efficientapp]

This means a lot especially coming from a fellow Marketer! Thanks Britney 🙏 these are the comments that keep us going-appreciate you checking out the Asana comparisons as well! I see that you're ex-Hugging Face and Moz and have a fellow love for SEO! We've been going quite deep with SEO on our site efficient.app, would be fun to connect over SEO one of these days 🙌 so stoked that our videos are being shown to such awesome people! (We both just connected on LinkedIn btw) Super curious, how are you currently using Motion, and just for personal usage, or with a team?

[@Prism-mo7qy]

Helpful video. Nice work!

[@efficientapp]

Awe, so stoked to hear this! Is it just you using Motion? Or do you have a team on it? 👀

[@jimmanning7163]

Thank you for this, really helpful!

[@efficientapp]

Awesome to hear! What aspect was most helpful? Curious if you're using Motion individually or with a team? Or just evaluating it?

[@efficientapp]

Get a 7-day free trial here: efficient.link/r/motion Okay, Alex and I are curious how you use Motion? Is it the same way as us? Would love to know anything you learned as we put a lot of work into this video 🥹 P.S. Not using Motion yet? Lock-in the course here for free: efficient.deals/motion

[@coachdan007]

I have been trying to adopt Motion for a while now. This was a helpful tutorial. Stronger than the review video, fwiw.

[@efficientapp]

This comment just made our day 🙏 we put way more work into this video than we probably should have (took us over a month to script, record (screen recordings too) and edit). But this comment is exactly the hope that we were going for, making it all worthwhile. Thank you for letting us know and stoked to hear it was helpful! 🙌

[@khimaniz]

I wish I signed up through your affiliate link so I could qualify for the free course! I signed up a couple weeks ago already and while I love it I'm finding it difficult getting workflows in place for myself as I now have yet another app to input/update tasks/project statuses. I work for a large company so I don't see them adopting this company wide but it looked to be super useful for me at least. Justifying the price is now the other issue.

[@efficientapp]

Ah yeah, sorry about that 😥 hoping this video was able to help as somewhat of a tutorial to get you on the right track though. Regarding the price, if you work for a larger company, we have seen some companies actually cover the cost for some of the team members if they ask (most people just don't feel super comfortable asking). But the pitch is it helps save you time and in return be more efficient at work. What is your current company using project management-wise though? Something like Asana or ClickUp?

[@alshamsabayas1624]

This video is incredibly helpful. I was trying to DYI my way through the app and it is not intuitive but this video made it crystal clear. Now I am excited to take back my time and manage my projects more efficiently. Good job Andra.

[@efficientapp]

Love it! Thanks for your comment 🙏 what was the biggest unlock for you? And are you using it solo, or with a team? 👀

[@BrendanMKav]

This was absolutely amazing by the way, and I'm super excited for flows & gantt. I'm a web designer + developer, and even as a solo, having flows mimic my process will be GAME CHANGING, as well as beautiful to see it in Gantt to visualize my capacity. Thanks so much for this 🙌

[@efficientapp]

Your comment just made our day! It's fun meeting others who are as stoked as we are for these new features! 🤜 🤛 We're most excited for flows + gantt also 👀

[@JenniferGlassmoyer]

great video describing these features - my 7 day trial is coming up and I then i will be a customer of Motion:)

[@efficientapp]

Awesome to hear! Glad the video could help 🙌 what have you found to be the most useful feature in Motion?

[@ginae.7422]

Will 100% try this!!

[@efficientapp]

Awesome to hear! Make sure to use this link to lock in the course deal: efficient.deal/motion What aspect of the video are you sold you on giving Motion a shot?

[@logicalpros]

Fantastic and educational! We've been weighing a bunch of solutions and your video is helping us go in the right direction. Thanks for putting it together!

[@efficientapp]

Awe, so stoked to hear this! So did you end up going with Motion? Hope you claimed our upcoming course by using our link to sign up 👀 efficient.deals/motion Super curious what other solutions you were considering?

[@planet-data]

🎉Excellent review of Motion. Great videography 👍

[@efficientapp]

Awe, thanks! We'll have to pass your kind words over to our editor via a Motion comment! 😉 So, dying to know, did you end up going with Motion? If so, hoping you grabbed the free course deal here: efficient.deals/motion 🥹

[@aviaryan]

Very helpful video. I am impressed by how your team is using Motion. Many teams can switch to Motion and benefit from it. It's clearly a level above all other project management software. I am using Motion only for personal use now, but would use it if I start a company as well.

[@efficientapp]

Stoked to hear it was helpful! And thanks, we've been iterating our project management process for over a decade now (with Asana before), and with Motion now, we're feeling like we're finally beginning to perfect it. Still has a bit of a way to go, for example we might start leveraging projects and project templates a bit more, treating our videos as more involved projects. We're sure to do an updated video if/when this happens though! But yeah, we agree, there's something they are doing that is unlike any other project management software on the market. Super impressed with their team and excited for what's to come! Awesome to hear you're getting use out of it personally, curious what, if anything, from this video struck a chord with you that will affect the way you're use Motion moving forward?

[@cpj80]

Thank you for the thorough video! I went through all the e-Motions watching this. initially i was planning to sign up then by 5 minutes in I decided it's not for me and now 9 minutes in I'm definitely signing up. Thank you again!!!

[@efficientapp]

Bahahaha oh my gosh, we just went through all the e-Motions reading through your comment! The first sentence we were super excited, then slightly worried by the second. By the 3rd sentence, we felt optimistic, then quickly that we failed, but by the end we felt excited again. You're welcome by the 4th sentence 😁 Super curious how it goes for you! Also hope you signed up with this link efficient.link/r/motion which locks you into the Motion deal here: efficient.deals/motion

[@cpj80]

@@efficientapp That was the best response!!! Thank you. I signed up but I did not see your link. I will update you but your video was perfection! Thank you again and I am now subscribed.

[@efficientapp]

Haha awe, genuinely feel like we have the best YT comment section! Bummer you didn't use our link as it would have locked you into our paid Motion course for free when it comes out! That said, I must say, if we continue seeing you around the channel commenting, we'll be hard pressed to not pass along some good vibes and courses, maybe 🤔🤷‍♂️ Be sure to sign up to our newsletter if you haven't already, Andra and I just spent 5 hours writing this one, you'll probably miss it since it's scheduled for 7am CT, but we promise only the best and most helpful newsletter + deals content! efficient.link/subscribe One of the deals in the newsletter is an extended 60 day free trial to Superhuman, valid until May 10th which you can grab here: efficient.link/r/superhuman If you're not sure what that is, we have a video on it here: efficient.yt/superhuman Anyway, enough pitching, it's 3:34am here, IDK what I'm doing, I need to go to bed. Appreciate you being here and hope to see you around more!

[@animalrave7167]

I have 2 businesses that i own and several other projects. 2 of them are in AI development also. So i was intrigued when i saw an ad for this. I'm always looked for better ways to manage my time and team. Initially it seems overly complicated but maybe not. They all have a learning curve to them. The question is if its better than the alternatives and if its worth the time investment. That block feature you mentioned is a fire-able offence if its during business hours.

[@efficientapp]

Yeah, the truth of the matter is it's really not that complicated-it's really more of a traditional project management tool with a smart layer atop of it that works for you automatically based on deadlines and priorities. We'd argue that less effort needs to go into setting up Motion than say Asana, ClickUp, or Monday because it's a bit more opinionated for how to use it well, whereas Asana and others have no opinionation, and we've seen plenty of companies using it completely and totally incorrectly. No guard rails is not the solution in many cases, especially time management/project management. But hey, why not just give it a shot and see for yourself if it works? efficient.link/r/motion Also, regarding the block time feature, what do you mean it's fire-able? You're saying for personal tasks? The point simply is to time block so you can actually get work done, versus being thrown into work then calls then work then calls as it completely defeats focus work, making your employees less productive. Maybe I'm misunderstanding what you're saying with that though?

[@SimonStafferton]

Thank you. I tried motion quite some tome back and thought it wasn't for me But now with he task and project manager.... well its brilliant! Not as good looking as Sunsama, and there are a few glitches, but the heavy lifting it does for yo as a total game changer. Not to figure out if we can ditch Trello for this or keep both running in parallel..!

[@efficientapp]

Awesome to see you gave it another shot, yeah it has evolved and matured a LOT over the past 1-2 years, completely different product IMHO 😅 Sunsama is pretty for sure, Motion looks good, just feels more optimized for utility over "mindfulness". If you're using Trello, no doubt you can get off it to Motion. We were using Asana for 7 years and fully ditched it for Motion. Even had some incredibly robust custom Asana integrations built, rebuilt them with Motion and haven't missed Asana since. Wouldn't recommend using them in parallel, but might as well until you get the rest of the team onboard!

[@jackiejack3r]

So cool and awesome 💌

[@efficientapp]

Stoked to hear this! Did you end up going for Motion and claiming the free course? efficient.deals/motion

[@zach1abbey]

I really love Motion, starting using it from the first vid that Andra did and have been exploring for a few months. If I had any feedback at this point from a single user perspective I find the add task UI/UX a bit lackluster, I love what I am seeing from the Figma files I like seeing more evolution to the task process. I like the idea of creating a bit of separation between the project management side and the task side of things. Integration with todo apps would be a start but almost creating a motion task interface that really just focused on inputs really would be fire. Curious on any current users thoughts and of course Andra & Alex too

[@efficientapp]

Awesome to hear! Guessing that was the Best Project Management video? Or the Daily Planner one? Completely hear you on the task creation side of things, it's tough to simplify it-they even did a small beta a couple months back where they experimented with natural language processing (adding of tasks), but while it was super cool, it felt like not having as much granularity to options available made things tough (and tough to remember, re: duration/start date/deadline/project/etc.) I'm sure they're going to further evolve it in time as they have been experimenting, they just want to get it right I'm sure. Regarding the separation between "project management" and "tasks", that's actually where "My Tasks" + filters lets you do exactly that: cloud.eff.li/cLdk8QS0 Why not try setting up the "My Tasks" view to just have the default view set to a custom view showing the "My Tasks (Private)" workspace only, that way you can genuinely just treat it as your "My Tasks" personal tasks view, and treat the workspaces sections below it as your actual project management side of things. What todo app are you currently using that you'd want integrated with Motion? The truth of the matter is we both stopped using our personal to-do list application in favor of just using Motion (the My Tasks area) more specifically. We do use Superlist - efficient.deals/superlist for some shared notes and small checklists here and there, but we wouldn't want that synced over to Motion for example.

[@anisaabdullahi3802]

good tutorial currently using it for 7 days free trial I hope it delivers

[@efficientapp]

Thanks my friend! Were you using anything before? Super curious to hear how it goes if you're up for reporting back! Also, did you happen to claim the Motion course deal when claiming the free trial? efficient.deals/motion

[@themortalriver565]

When will your motion course be coming out? I tried Motion and your video is so helpful, but I would buy your course immediately! lol

[@efficientapp]

Oh awe, that means a lot! We're working on it right now, TBD! There's a couple features coming soon to Motion so we want to be able to cover them and some of the best practices to tie everything together. Is there anything specific you're hoping to learn from a dedicated Motion course?

[@FlowCreators]

Such a timely upload thanks! I gave this app a shot after watching your other project management video and ended up purchasing for the year but I felt kinda stuck with it and got discouraged when it was like impossible to find any real content on this app other than initial impression "theorized" walkthrus and not anyone actually demonstrating how they use it.

[@FlowCreators]

They really should make their trial period longer than a week.

[@efficientapp]

Amazing, glad to hear the timing worked well on this one 👏 Completely understand getting discouraged not having as many guides/content around setting it up. Luckily we picked up on this as many were asking us how we used Motion, so we realized there was a huge gap in what people needed and what was out there. We're realizing that we could even do more education around how to think about setting up your projects, how to think through the status names (stages you bring a task through if it's more of a process-driven workspace like our growth/content creation workspace), etc. So more content to come on this front in time. Hoping this video helps reinvigorate you to get back into setting it up for your specific needs. Is there something that you feel we could go deeper on? What areas specifically do you feel like this video only scratched the surface on but would help you be more successful with setting it up? We tried making this video as concise as possible and yet it's still almost 20 minutes 🤭😅 so we had to cut things here and there. Regarding the trial, yeah, it's a tough one-as we've been implementing software into companies for over a decade now, we've seen that if you go to 14-30 day free trials, people lose the early motivation to actually take setup seriously and just results in it falling by the wayside. For better or worse, you're in on Motion for a year, so you're going to be more committed in actually getting it set up and finding areas of value in it. Totally understand the prior position you were in though (without deep onboarding) so we're glad our video could help with that. Let's figure out how we can help others with more of that though as it's clearly a void that you're bringing to light! Appreciate your comment and support in our channel for what we're building, it's super encouraging to see this comment 🙏

[@coachdan007]

+1

[@FlowCreators]

@@efficientapp Lovely thanks for the detailed response. I'll give a more direct feeback after I have done a little re-structuring. Do you guys have a community platform where your audience can connect/mastermind? Motion featured this video inside their app, I'd imagine you are in a prime position to host a space for conversations about some of the tools you promote especially motion since they don't have a community channel for discussion of their own.

[@efficientapp]

Saw that they did that, we're so stoked!! 🤯🥹🥲 We were wondering where all the external views were coming from 🤭 Gosh, that's an interesting idea... Andra and I need to have a chat about this. Is there a preferred platform? Discord, Slack, Telegram? It's just Slack is pretty awful for communities as much as we like it over Discord. Genuinely a bit worried about just the setup and maintenance of it all tbh. Kinda hoping that KZbin could be that community for now until we get large enough for it to truly make sense and handle community right. What if we did like a regular community post here in YT where we can dedicate answering and going in-depth about questions? Sorta like a community software Q&A/Discussion? Could even do some live streams where we can chat through all of this live.

[@nickhughes642]

Great video team. Thank you.

[@efficientapp]

Awe, course! Appreciate the comment! Did you end up moving forward with Motion? If so, curious what feature you like the most? 🤔

[@nickhughes642]

@@efficientapp have been a user for some time now actually. Needed the video to actually refresh how I could use it more effectively - have already changed up the usage, the workplaces, labels and didn’t actually know I could email in tasks 🙌🙌! Winning.

[@efficientapp]

Oh awesome! So stoked this could help a long-time user as well 🙌 Super motivating to hear that you've made some changes based on our suggestions as well, super encouraging! Appreciate you charing your wins, and hope to see you more around the channel, have a new video coming out tomorrow 👀 so keep your eyes peeled!

[@nickhughes642]

@@efficientappactually just out of interest, you've referenced how you can email tasks into motion. I can't find any good instructions on how to do that. Do you know what the best ways to email them into it are? ie the best ways to deliver instructions please?

[@efficientapp]

They have a write-up on their site here that should help: efficient.link/e/motion-email-fwd So you can simply write: High priority due next Thursday that will take 2 hours, misc additional details that I want to remember and reference later (it'll add this to the description of the task).

[@crazyparrot2786]

Nice

[@efficientapp]

Thanks friend 🙏☺️

[@MohammedRahman-ps1yc]

Brilliant video - thank you. Any idea when the flows functionality will be available?

[@efficientapp]

Thanks Mohammed! 🙌 It should be available over the coming weeks, we just got access to the beta a week or so ago (it’s been even better than we expected!). If you check out our live steam from this week we share a bit about how we’ve been using it: efficient.link/yt/live Are you already using Motion?

[@MohammedRahman-ps1yc]

@@efficientapp I started using it 2 months ago. My business partner and wife then started using it. I'm now going to roll it out across all of our business. It's been a game changer and very much like having your own PA once you configure it to your preferences

[@efficientapp]

Love it! They are actually looking for teams to beta test it before release, if you want to write to their support, they might give you early access 🙌 just be sure to mention that you're onboarding the rest of your team and they'll likely make the exception. That's what we've seen work. Their email is [e-mail] 🚀

[@omerbracha3126]

Amazing video. Does Motion work on Apple Watch?

[@efficientapp]

Awe, thanks Omer! Ah, short of the normal notifications you might get from calendar events and tasks on your calendar that might alert you in the calendar app on Apple Watch, there isn't an actual app that was built for Apple Watch. I don't know many project management apps that actually support Apple Watch though, do you? Like Asana doesn't support it-curious what you'd expect it to do if there was an Apple Watch app?

[@Millrtime3039]

Thanks for all of these helpful videos! I’m work in a high paced sales environment with many tasks to tackle each day. I have a long commute where I try to think about how to prioritize my daily tasks on my way in. It seems like the smallest things derail my day and before I know it I’ve lost 2 hours. Which app/tool do you think will help me get and stay organized the most? I would probably just be using it myself and not for a team, the cost isn’t an issue as long as It helps me get organized and stay on track. Any advice would be appreciated! Thanks again!

[@efficientapp]

You got it! Thanks for being here 🙌 Have you given Motion a try? It sounds like that should be able to help you organize your day all without spending all the time actually organizing it, just pop them in and let it tell you what you need to do (works great solo, you don't need a team for it to work well). Why not give it a try and then report back what works/doesn't work for you? Use this link for a free trial and to lock in our course once released: efficient.link/r/motion If Motion doesn't work for you, and we understand better what doesn't work for you, we can make further recommendations-don't see why it wouldn't work though. efficient.deals/motion for the course details.

[@rishiranjanable]

Thanks for the video, super helpful. I had a question I was hoping you might be able to help with... Is it possible to assign different projects/tasks to different schedules? I have a bunch of different work projects, but also want to incorporate life-related admin/tasks into my motion calendar, but during different hours to my work day schedule. I know you can create multiple schedules but I can't actually work out how to use these in practice. Any ideas?

[@efficientapp]

Awesome to hear it helped! And yes absolutely-you'd simply create another schedule (personal hours) and then in the task you're creating, you'd just tap "Schedule" -> "Work hours" and change it to "Personal hours" or even just select a one-off schedule for that specific task. It's done on the task level, not project level, if that makes sense? The custom schedule area is right near the "priority" and "duration" in the sidebar. Are you just not seeing the custom schedule option on a task?

[@gracehillseventsfloraldesi4485]

Just signed up for the app using your link! So excited! Is the course out now?

[@efficientapp]

Woohoo! Awesome to hear! 🙌 The course is currently being worked-we want to make sure the course has all of the updates that are currently missing from this tutorial here. For example Flows, Gantt Charts, Custom Fields, and others. To be most helpful, we want to use all these features ourselves, and refine our processes to take best advantage of them (this requires we deeply use Motion's new features in our own internal processes). So with that, since Flows and Gantts aren't yet publicly released yet, we're still in the testing phase before we move to scripting. That said, we actually just had a live stream where we helped people live set up their Motion account (using Flows), you can see it here at the 1 hour 35 min timestamp: efficient.yt/motion-setup/live With all of that, if you make sure you're subscribed to our newsletter: efficient.link/subscribe (and KZbin), we'll let you know when the course launch is + when the next live stream is, and if you join us live, we'd be happy to help with direct consulting for free as a personal thank you for using our affiliate link!

[@gracehillseventsfloraldesi4485]

@@efficientapp awesome!! Thank you for the detailed explanation! Deeply appreciated! Would follow the instructions provided!

[@efficientapp]

Of course! Glad we can help! Hope to see you more around the comment section in the future and catch ya in the newsletter 🙌 Feel free to also leave a question or two in the comment section of this video if you have them, happy to help answer in the comments as it helps others as well!

[@user-jn3kp4se1p]

Hey ! The Gantt Chart saw in the video is something available currently ? or it will be part of next release ? I'm on individual plan as it's for personal use but I don't see it ! & thanks for this really good detailed review !!

[@efficientapp]

Thanks! Glad you got something out of it 🙌 so the Gantt Chart was part of the Figma Files we found, so not sure when they will be released or if they will look the exact same way as the screenshots we showed, but it will be in a future release, yes. We're guessing a couple months based on some of what we saw in the files, but honestly no idea-it's clear it's coming though because they put a LOT of work into those designs 🤯

[@RedmistDota]

@16:50 xD - Also I like this result of this video

[@efficientapp]

😂 yeah, this video took us a month to make, editing it most definitely did not take 4 hours 🤭😂

[@BuildItandProsper]

This is such a great video, thank you so much. I noticed when you set up your template for shooting videos, you did this under tasks and not projects. How do you move it along the project Kanban stages if it is not a project. I created one for my own KZbin channel under tasks. I have now created it under projects, but it is not scheduling it on my calendar.

[@efficientapp]

So happy to hear! Okay yes, so the Kanban stages are actually task/project "statuses". So you can move tasks through the statuses (there's a toggle in the top-right to swap between task/project view). We totally understand some of the confusion there and potentially wanting to have a project scheduled on your calendar, but only tasks schedule on your calendar. So we use tasks (that can change hands between team members) instead of going the Project route. We use Project more as the parent category of the video/task. Try making it a task instead of a project, use sub-tasks as a checklist of things that need to get done, making the actual task a larger duration, and enabling task chunks (2 hour chunks for an 8 hour task that is your video for example). And if you do it this way, eventually these tasks will upgrade to Flows, which is essentially a project-like task that evolves upon status changed. Use projects more to group videos together based on type or something of the sort. For example this entire Motion video for us was a single task with sub-tasks and part of the "Project" of "Project Management". Versus making this one video an entire project. We're more doing it this way because we know Flows is coming so we want to set ourselves up for that feature as it'll be a huge help, and that is at a task level, not project level. Does that help/make sense?

[@BuildItandProsper]

@@efficientapp Gosh, thank you so much for the detailed, step by step response. Yes, I think it is clear and I will ave a look at in the morning.

[@efficientapp]

Amazing! Glad we can help! Yeah, I know it may sound a bit counter-intuitive, but an individual task in Motion is more powerful than say an individual task in Asana (and is going to be even more powerful when Flows come out). So view Projects more as a way to group together tasks, but something quite a bit larger than just say a video. It felt a bit odd for us too, but then we realized that we were getting way too granular on tasks for recording a video (set up lighting, take a thumbnail photo, etc.) which more-so should have just been in the description area as sub-tasks using the [] markdown. But yeah, give it a shot and let us know how it goes!

[@francescarijks6128]

Hey! Great vid - just wondering if the flows option is to come or if its possible to set up now? If so could you explain how to get to those settings? Thanks!!

[@efficientapp]

Hey hey, actually yes! If you want to go to our site and click the "contact" option in the bottom right and send over your email, I can send it over to their team member that onboarded us. Pretty sure they are onboarding people in beta right now. You can also try just reaching out to [e-mail] and asking. Not sure which would be quicker.

[@oneBoredFish]

@@efficientapp Same. I am a team of one and every single project I have follows the exact same steps in the same order with little to no variation. Each task or step in the process is fixed in it's order and cannot be started until the previous task is completed first. And each task not only has it's own duration but also it's deadline window. For example, after an inspection I need to write a report. But obviously I can't start the report until after the inspection. The report takes about 2hrs to write and it's expected to be turned in within 2 days. The 2 day window to complete needs to start on the day the inspection task is marked complete which will change wildly from project to project based on the customer's availability to schedule the inspection with me. I've been trying to create this type of environment using blocking but it is clumsy. You can't assign blockers to tasks from within the project template creation window; so I had to create a sample project, then use that as the basis for creating a template. But it still doesn't work that great. Hoping flows may be the answer!

[@oneBoredFish]

@@efficientapp I asked... and they told me no lol😢

[@efficientapp]

Ah yes, Flows will help you with that. Just give it a few weeks before it's released, they are only onboarding teams at the moment since as you can imagine, Flows was built for teams, but obviously works for individuals as well. They are just more focused on team adoption and feedback while in beta. Just hang tight my friend!

[@myvids1144]

Great video! Is it possible to still purchase the Motion course, as I am already a Motion user?

[@efficientapp]

So glad to hear! 🙏 So we'll for sure be making it accessible for purchase once it's ready to go, though we're still a couple months away since we're wanting it to be more updated, showing off Flows properly and the way that we're using them and everything (we've been beta testing them and still nailing down our processes with it). The best way to stay up-to-date for when we release it though would be through our newsletter if you aren't already signed up here: efficient.link/subscribe Excited to get it edited and out to everyone! Appreciate you being here 🙏

[@had3515]

Great video! I am struggling with figuring out what is the best way to create or systemize recurring tasks... I don't think you guys covered that in the video, would love some insight on that. I have a good amount of recurring tasks that I need to complete on the daily basis but I haven't been able to figure out the most efficient way to do so.

[@efficientapp]

Ah yes, recurring tasks. Right now you can't have a recurring task as part of a project, it needs to be at the workspace level, so you can't go too deep into organizing recurring tasks. Though that's coming they've said. What are you typically creating recurring tasks for? For reminders to triage through your email inbox, invoicing customers, etc.? Curious what the use-case might be as that might affect the recommendation there.

[@had3515]

@@efficientapp Thanks for the response! I am typically creating recurring tasks in my regular calendar for personal & business related tasks & studies that I do on the daily basis. But I am the only person utilizing this software at this time, I don't have a team or anything yet. I just saw Motion as an opportunity to better manage the timing of my daily schedule. As it does a great job of that but I'm finding that I'm having to do more work by having to create a schedule every day on the calendar which I'm not sure if it's worth the $34/mo if I cannot make my tasks/schedule recurring. Would love to know your thoughts, thanks again for your time & expertise!

[@had3515]

Also another issue I'm having is I'm noticing that there are certain days within some weeks that are blocked off & I cannot schedule anything on that day for some reason.. & I did not block those days out myself so I'm not sure how or why they are blocked out... Is there any way that I can take the block off of these dates??

[@efficientapp]

A bit confused by what you're describing as you shouldn't be manually creating a schedule every day, you can simply create a schedule that you use to restrict the task to booking in only on certain days/times of the day, and save the schedule, versus using the "custom schedule" option: cloud.eff.li/C34tv4r2 And regarding certain days within weeks being blocked off, you either have it in the schedule you set that's disabling adding for the day, or you probably have an all-day event or multi-day that is masked as "busy". You'd simply need to find that event and mark it as "free". Pretty much impossible to understand exactly what you're trying to do as I'm struggling a bit reading what you're saying, but I'm certain that you are able to accomplish all you're describing within the current functionality of Motion. It's either a schedule issue, e.g. you need to just create a saved schedule for what you're looking to do: cloud.eff.li/C34tv4r2 - or you have events marked as busy which is filling up your day. Best of luck in figuring it out, I'm sure you can get it working how you'd hope!

[@user-yr8fi7kk2d]

While I see how Motion can be a key platform for small to medium sized teams scheduling and workflow management I'd really like to know if it can realistically be scaled to large enterprises and learn from any adoption experiences. Are there any enterprise size thresholds where the productivity gains would not be sufficient to replace or outstrip the current "agile" processes in place at such organizations

[@efficientapp]

Good question! We actually wouldn't recommend Motion for enterprises (500+ employees), but if smaller teams within the company wanted a more modern project management solution, that's where Motion would come in handy 👌 What we've learned in working with so many businesses over the years is that often even in enterprise companies (hundreds/thousands of employees), they are usually broken down to teams of 20-50 people that are actually collaborating. So one of those teams could use Motion no problem. It's more that, does upper management specifically need project management data across teams for reporting purposes? If so, that's where things get difficult and you'll probably just resort to an enterprise PM tool. We've found that usually CRM is more of the area that upper-management wants reporting on, sales-focused metrics, so that's the area where we see it more difficult to fit a small business CRM into an enterprise company. Project Management is a bit different though, if it helps the work get done and the people who need visibility get it, then that's the whole purpose of it!

[@judelynsiez3095]

Great video! Where can I see and setup the Gantt Chart?

[@efficientapp]

Gantt Chart is coming soon! It's not out yet 👀 make sure you're subscribed to our newsletter as we'll for sure be telling people about it once released (or even letting you know if there's a way to beta test it in the future)! efficient.link/subscribe

[@loopdloop3]

Considering implementing Motion. We currently use a fillable PDF that is routed employee-to-employee (6 people) and they add their notes to the file, then route some more with changes as we go through a long process. Can Motion help facilitate the routing of a PDF form person-to-person, without emails? It would be nice to have both the scheduling/due date and routing of this form automated. We do about 100 large projects/year and they take between 6-18 months to complete. I hope they add the Gantt chart you mention soon, because that might be a deal breaker for me if not available. Thanks

[@efficientapp]

This is a use-case that I've never heard in our 13+ years of consulting business on their software stack. To me it's sounding more like a tool like efficient.link/r/pandadoc would be a better solution for more what you're describing, but we'd also never recommend PandaDoc to replace a project management tool like Motion, they are different needs and use-cases. Also, you're saying that Gantt is a dealbreaker for you, it's coming soon, but what is it that you're currently using where you have that? Or you're just saying that you'd like to move to a project management tool that has Gantt and it's not currently someone you have? You can use the comments in Motion to help facilitate the communication and moving the task through task statuses and just have a link to the PDF/PandaDoc in description, flows when they come out will also help (just store the PDF in Google Drive). Though it also sounds like a CRM could help you do this with an opportunity pipeline, using a tool like efficient.link/r/copper - here's a full video on that: efficient.yt/crm All of that said, having a PDF at the core definitely doesn't feel like the most modern solution, having something like PandaDoc + either Motion or a proper CRM could help. Why not just give Motion a free trial here to see if it could fit what you're trying to accomplish? efficient.link/r/motion

[@JanssenManno]

gant & flows !🤤2 features holding us back from leaving ClickUp! also noticed this vid was 3mo ago.. eta on the course?

[@efficientapp]

Totally hear ya! On the plus side, Flows is actually available in beta if you sign up as a team now. We could get you in if you use our link and shoot us a message: efficient.link/r/motion That said Gantt is coming in full force 🔥 may or may not have just gotten a sneak peak of it today, it's looking so good 🤫 The course will come after those two launch though, because we want to get all of our business processes mapped to all the new systems, so we can actually show people how we are using all the new features in our business in the course, otherwise it just wouldn't be that big of an update to this video. Feel free to submit the request for the course here even before you sign up for Motion, just make sure you use the link to grab Motion to lock you in when you do sign up: efficient.deals/motion - point is, it'll put you on the newsletter which we'll keep you updated about ETA, sneak peaks, and course launch dates! Excited to get your team off ClickUp one of these days soon! 😉

[@JanssenManno]

@@efficientapp already signed up thru that link before watching this vid bc i came in from Google! BUT plot twist, after finding out that gant & flows were on the way but not yet released i cancelled my trial lol! i will re-activate & email for beta access to flows. those automations are critical for us!

[@efficientapp]

Hah just saw your email, got it! Just messaged the team that onboarded us for you and they said they'll enable it for your account. If they haven't yet, shoot [e-mail] an email and say you're a team using ClickUp and would like to test out Flows to potentially switch over to Motion. Enjoy!

[@TaxTechGeek]

Great Video... watching for 2nd time. Two questions: 1) How do you access "FLOW's? 2) Can you create a multiple teams with different clients? For example Client A and two of my staff consultants work frequently on projects together; and Client B and 1 of my staff consultants and self work frequently together... is there a way to invite them to be part of my motion team and collaborate? Can they use motion internally with their company as well separately?

[@efficientapp]

Woohoo, that's awesome to hear! Are you a team or individual using Motion? If you're a team, you might be able to write Motion support ([e-mail]) and ask them to enable flows for you. It's currently still in beta. Regarding sharing with external clients, that's not yet a feature, it's more meant for internal team usage. You'd have to otherwise invite the client to a workspace and pay for them as a team member. Which isn't a great solution as we wouldn't recommend you make a separate workspace for each client (because you'll want to build out flows and templates for re-use across many different clients). So the external collaboration bit is still a ways off from what we've been told. That's where we personally use Slite (like Notion) to actually share information and actually collaborate with clients, using Motion just for ourselves internally to get the work done. You can check out Slite here: efficient.app/apps/slite Know it's not the most ideal, but one day they'll add more of what you're speaking to. It's just going to take some time.

[@celp88]

I spied you have travel time buffers on there- may I ask how you achieved that please? 🤓🤓 I really liked this functionality in morgen, but understand it is not native to Motion. Thanks for the great video- really excited about flows and Gantt! Game changer.

[@celp88]

Ahh nevermind, I found it on the calendar. Glad it’s there but too bad it doesn’t auto calculate the travel time based on location data. Got a bit excited for a second

[@efficientapp]

Glad you found it! Yeah it's under create event then there's an option to add travel time. Interesting idea for it automatically calculating based on distance, although I could see that falling apart pretty quickly. e.g. my doctor appointment might be 7 mins away, and they want me to be there early, and traffic is TBD, not to mention am I walking? Or driving? How much time does it take to get to my car? Maybe you're Ubering there then walking back? So many variables that might change each time. You probably know best when creating the event how much buffer you need before (and/or after).

[@wrenmikols]

Hi - I would have loved to used your link however I became a member on my own. Is it possible to still get access to the free course to set myself up for success? thank you! This video was so valuable.

[@efficientapp]

Glad to hear you the video was valuable! Unfortunately if our link wasn't used to sign up, we're unable to give the course for free. If you want to subscribe to our newsletter though as we'll announce when the course is released and where you can buy it: efficient.link/subscribe?ref=ytc With all of that said, we'll also be announcing live streams where we help people live, so you'll want to be on the newsletter for that as well. You can check out our prior live stream on the channel as we helped out a business with Motion and maybe that would help. It's later in the live stream around the 50min mark. Hope this helps!

[@austinleroux3740]

Guys - time for a new video on the custom fields! It dropped recently and I've been using it to add client names to tasks.

[@efficientapp]

Haha love your enthusiasm my friend! This video actually took us over a month to script, record, and screen recordings, and we teased custom fields in it, so a full dedicated video because they are now here wouldn't be the best use of time we think! That said, we are still planning on making a full Motion course, which will go into all of these features (focusing heavily on Flows as well), but we're just waiting a bit longer until all of these officially release to the public so that everyone can benefit from it! If you aren't already subscribed, be sure to do so here as we'll be letting you know of any big updates or ETA of future videos/content like the Motion course: efficient.link/subscribe?ref=ytc Appreciate your support and hope to see you around the comments section more my friend!

[@MichelleTech]

Is it possible to force a task to associate with a meeting? For instance, I want a recurring weekly task to happen a half hour before a weekly meeting (for each of my construction projects I'm managing, so it's something I do right before each meeting). Right now I'm seeing that I can only make a tasks dependent on each other, not dependent on meetings.

[@efficientapp]

Ah yes! Saw you got the answer from a different comment of ours! But I'll add it here as well. If you add a custom schedule to the recurring task, you can set the specific cadence and time you have the task set to. Just make sure to have the priority high and deadline set to "hard deadline" and it should schedule it before the event as you're describing. To add to this, if you want to ever do it for a one-off event and task then you can simply drag the task to before the event and it'll lock it in to that time slot 👌 Overall, that's a super great idea/use-case for tasks, going to take advantage of that in the future for sure!

[@nmdk-design]

Is there a public roadmap available? Could not find one. When will subtasks and timeline be available? Also can you answer those 2 questions: how many employees does Motion have? Is it possible to setup recurring tasks (like in Asana with „every 5th…“ or „3 days after completed“)? Thanks in advance

[@efficientapp]

They don't have a public roadmap from what I recall. Sounds like the timeline view will be out next (no idea if it'll be weeks or a couple months), but custom fields are also apparently coming as well. Subtasks already technically exist, just as check boxes, no idea when further improvements will come there, but you can also use projects and have tasks in a project be "subtasks". (If you're coming from Asana, Motion has one additional organizational layer than Asana does). As for team size, no idea, LinkedIn says 46? So probably around 50? They raised $13M so they are definitely growing. For recurring tasks, they let you get quite flexible, so every 5th of the month works or even "any day in the 2nd week of the month" type of flexibility. I don't think they have "X days after completed" though, that's probably good feedback! It's really quite flexible though, having also come from Asana over to Motion, the recurrence has solved the majority of our situations. One quick note, they are working on making tasks that are part of a project recurring (right now you can make a task recurring only if it's outside of a project), but they confirmed that's coming this year 👌 Hope that answers everything? Are you currently using Asana? How big is your team?

[@nmdk-design]

@@efficientapp Yes, I currently use Asana, but I don't have an overview of how much time (bound in tasks) I have planned per day. I tested Sunsama, it goes in a good direction, but I see it more as a topping on Asana and less as a stand-alone solution. For me, it's a deal-breaker that you can't test Motion without providing your credit card information.

[@efficientapp]

Ah yes, Sunsama is very much just a mindfulness layer for Asana. Regarding the credit card bit, why not just use a free virtual credit card via BILL - efficient.link/r/bill or Ramp - efficient.link/r/ramp ? You can literally just freeze the card or set the limit to $1 and even if you forget to cancel, you can't get charged. If you're not using one of these two free expense management tools in your business, you're really missing out... Here's a full write-up that explains which is best to use along with links to each: efficient.link/b/expense But yeah, grab one of those two tools and then sign up for Motion with absolutely no concerns at all: efficient.link/r/motion Since we signed up for Bill some 5 years ago, haven't felt what you're feeling since, and have never been accidentally charged by a SaaS by mistake ever + we experiment with far more tools because of it as well.

[@thepassionprojectnl]

I've had my eye on Notion for a while now, but something that's holding me back is that I suck at estimating how long a task is going to take. I feel like Motion won't work if you don't do this properly. I'm curious about your thoughts on this!

[@efficientapp]

Wait, you aren't good at estimating how long a task is going to take...? Okay, so you're just admitting that you're human then, so nothing special 🤷‍♂️ haha yeah, so it was built with that in mind, tasks go past deadlines or over duration all the time for me at least, they make it super easy to push things back and add more time/duration. One might say it was built for people, not robots-in-fact I felt more like a robot when using Asana as I had to manually push back tasks on a daily basis, at least with Motion it auto-reschedules them for you to the next day if you didn't get to it. Feel like you'll be just fine my friend 🙏 Why not just give it a shot and see what your actual experience is with it though? eff.li/r/motion

[@coldheartcloud]

are you also able to store a lot of data/ info in motion? we're a small team of 6 people who work only a few hours each per week. so we'd appreciate motions calendar function with tasks but we also have to store tons of text based information. or is there another software you can recommend?

[@efficientapp]

Oh yeah, 100% - both projects and tasks allow for storing text and using comments to collaborate with the team. That said, you just need to decide if what you're looking for is a project management tool, or a team knowledge-base. If the latter, you can give something like efficient.app/apps/slite a shot (be sure to claim the deal efficient.deals/slite if you end up giving it a shot). That said, we wouldn't recommend using it or relying on it for task management. We actually use Slite alongside Motion, and have Motion sometimes link to a Slite document to get into more robust and structured project information. Have you given Motion a chance? Maybe sign up for a free trial here efficient.link/r/motion and just give it a shot to see if it can check the box for the test based information tracking side of things. If not, use Slite alongside it. Feel free to report back if you have any other questions, happy to help!

[@gilbertorodriguez4018]

Does anybody have an ETA of the Flows feature? We just switched to Motion thanks to this channel, and I would like to set up and train my team with this new workflow.

[@efficientapp]

Awesome to hear! What'd you switch to Motion from? And we're currently beta testing Flows right now, so probably a few weeks? Maybe messaging support saying you want to onboard your team to Motion with Flows will get them to enable it for you 🤫 P.S. did you use our link to sign up and lock in the course? efficient.deals/motion

[@user-wc2qg3nh6b]

Hi. We are a creative agency, currently testing teams in Motion. With Asana, we were able to share PDFs, zip files, and word docs in tasks. It looks like this isn’t possible in Motion, only images. Do you have a suggested work around for this?

[@efficientapp]

Hey there! We're in the same boat (having switched to Motion from Asana ourselves as well). What we do is simply have a shared folder in Google Drive that has shared access across the team, and to throw the files in there and then the Drive share link in Motion description. They are going to eventually support file upload. Come to think of it though, I could see a super fun integration here though, new project creation could create a new shared folder inside of a folder and link to that folder in the project description (or even on a task level). Though most tasks probably wouldn't need this, you could create a task or project template and use Zapier to only continue if it was created from the template and create the folder if so. But yeah, using Google Drive and simply sharing the Drive link in the description is how we do it and would be your best bet until they add file support.

[@themortalriver565]

Is there a way to build out all the tasks of a project in motion, but not start it yet? Like if I'm brainstorming a project and want to get it all down and organized, but don't want motion to schedule any of the tasks yet so it doesn't start showing up on my calendar? I was thinking I could try to set an initial task that is like 'hold' that has a blocker for all the rest of the tasks in the project, and maybe set it for some way future date, then adjust once I'm ready to actually start the project? Or is there an easier way? Thanks!

[@efficientapp]

You got it! You can just add tasks and not actually enable the "auto-scheduled" setting. So you can do what you described, or just disable auto-scheduling and it won't place it on your calendar until you enable that for each task in the project. Would that work? Otherwise you can make a project template (if you'll want to use it multiple times in the future), and you would just be setting relative task deadlines anyway.

[@scottborden1656]

Is there a way to set a reminder for tasks on the calendar, like an alarm or alert? My stupid issue haha is that I forget to look at a calendar so I've been trying to find a scheduler that I can get alerts with??

[@efficientapp]

Would you be fine with it happening for all tasks? Or just some? If you're open to it happening for all, simply enable it so Motion tasks are added to your calendar, and then set your calendar up to notify you when you have events coming up, then Google Calendar for example would be sending you those notifications I'm pretty sure. Could that work? And do you have a Motion account? You can try setting one up and trying the above to see if it works for you: efficient.link/r/motion

[@dylantaylor2834]

Will the tasks created in Motion also show up as events in the external calendar?

[@efficientapp]

Yes it will, if you enable that in Settings -> Auto-scheduling -> Show Motion on your external calendar So you can have it enabled or disabled, up to you which you prefer! We keep it enabled (so it shows up as events on the external calendar). The 3rd option will actually make the tasks jump between Free and Busy events depending on the deadline and if it needs to be marked as busy to ensure you get it done (e.g. people won't be able to book calls over the busy tasks, etc.)

[@FeelsLikeTruth]

I'm using motion and there are 2 things I wish it could do (or maybe already does?) 1. it's linked to my google calendar but I'd really like to get a notification with a sound right before my next task is set to start 2. when sending a booking link, I need it to give us the option of scheduling the same meeting time multiple weeks in advance (similar to what you see on zoom) If anyone could shed some light on this I'd appreciate it so much!

[@efficientapp]

1. You can get a notification by going to settings -> notifications -> Task reminders: cloud.eff.li/My54kL6l 2. Can you explain a bit more here? Like a recurring meeting? Or you just want someone to be able to book quite far out? I don't understand this question all that well.

[@damyj1979]

I work at a law firm, will notion be good to help me track down my different cases? I was using Odoo but I felt it was too sales oriented and I need something to help me with my follow ups

[@efficientapp]

If you're a law firm and dealing with case work and follow-up we'd recommend a proper CRM which is built specifically for that: efficient.link/r/copper would be our recommendation if you're using Google Workspace. Try giving this video a shot: efficient.yt/crm - it should point you in the right direction. Notion will definitely not be the right answer here since legal is very much communication-focused.

[@townes293]

This may be a question someone has asked already, but I am starting the trial and I'm subscribed to a bunch of calendars. So I don't control the events on those, BUT when I check them and see them on the motion calendar, will it move those events around? I'm terrified to show them in the chance it edits them. The main reason I downloaded Motion was to have every event all in one place. Does this make sense?

[@efficientapp]

Oh don't worry, Motion doesn't move around any events, they only move around the Motion tasks that are created. Motion also only looks at the calendars that you have selected under "My Calendars", so you can uncheck it from that area (the top calendar section on the left of the calendar), if you don't want Motion to be considering them when booking tasks. Regardless though, Motion does not change around any events whatsoever automatically. There's absolutely nothing you need to worry about. You can have all events in one place with Motion exactly as you're describing without worrying of any tasks rescheduling 👌 Does that answer your question?

[@oneBoredFish]

Any suggestion for recurring tasks that need to be tied to a project? I have about 20-30 projects at any given time each with a mandatory status update email that needs to be sent to the customer every 30 days based on the start date of the individual project. I have my project and task templates setup but there's no option for recurring tasks inside a project. TIA

[@efficientapp]

Ah yes, recurring tasks in projects is coming, I've requested this to the team and have seen many others as well. What I've done to solve this for now is actually using custom fields (or tags) to group together tasks into a project. Tough without seeing how you're using projects, but you might consider using a dropdown custom field for customer and then grouping tasks together by that custom field (we were doing that but with tags, it was before custom fields existed). So you might have a project with tasks that are tied to a customer, and also tasks outside of that project for that customer, but the same custom field. While it might sound a bit odd, it's actually how we have our customer workspace set up because a customer might have multiple projects or tasks that don't really fit into a project, so it allows us to be more flexible with our work and still have it categorized at a higher level, treating projects as a lower level to the custom field grouping, if that makes sense? When creating the project, you'll just then want to duplicate (or create a task template) for recurring status update and set the date relative to the customer project. From a technical perspective, it's a bit tough because projects are finite and recurring tasks are infinite (no deadline), so there's logic that needs to go into, have a task recurring but stop when the project stops, and make sure recurring project tasks also don't hold up flows. It's just a bit more complicated than it might sound, but believe me, I've wanted it as well 🙈

[@apdupuis1]

I want the motion course. I signed up before I found this video though. 😊

[@efficientapp]

Ah yes, we're only able to give it for free if it's before, or if you close that account and sign up with a new email and pay for it (for which you'd be starting from scratch). That said, we will be selling it directly once it's completed, so you can always get it that way. And heck, maybe we give a discount to those who engage in our video comment section 🤔 could be a fun way to give away discounts to those who engage and we start seeing around often.

[@apdupuis1]

@@efficientapp that’s reasonable. I would pay for that. I’ve been using it for a month. I found the video because it’s the tutorial inside of motion. A discount code would be much appreciated but not expected. I’m moving by two partners into motion later today so I want to get the more familiar with it as well as pick up some new skills.

[@efficientapp]

Awesome to hear! That said, the course is going to be a month or two away-with Motion releasing Flows, which is going to leverage projects a lot more, we want to get this course covering the best practices once we nail them down. We're right now testing Flows and all we can say is use projects more for larger tasks that will jump between team members. Flows works REALLY well for projects. We'll keep you posted on the course though! Just be sure to sign up to our newsletter if you haven't already: efficient.link/subscribe Appreciate your support and excited for you to get your team members onboard!

[@apdupuis1]

I had my onboarding call with Luis. He got my team on and showed us flows. I’m super excited to see where it goes from here and how much smoother we can make the teams projects. Harry even jumped on to say hi.

[@efficientapp]

Ayyyy, that's amazing! Awesome to hear you got onboarded to flows! How has it been with team adoption? We just started using flows with our video creation process and it has been magical for us 🥲

[@magicworldbyjorg]

[@efficientapp]

Appreciate that! Will keep it coming! 🙌 Are you using Motion? Or just happen to watch the video?

[@magicworldbyjorg]

@@efficientapp Thank you very mutch... have a nice Weekend.... see you….

[@efficientapp]

Thanks! But wait, so are you using Motion? Slightly confused by your response 😅

[@magicworldbyjorg]

@@efficientapp hi what is Motion?

[@magicworldbyjorg]

@@efficientapp 🙂

[@mhe311324]

Does Motion have analytics on projects, total time completion, number of high, medium, low priority items , completion, open items, etc.

[@efficientapp]

Ah, hey again! Just responded to your other comment 😁 you can view rollups in list view for all of those reporting metrics at a project level. Here's a screenshot of what you can see: cloud.efficient.app/q4LZshf0 They call it Pivot Tables (it's incredibly flexible), here's a full video and write-up: efficient.link/e/motion-pivot-table We feel quite confident that you'll be able to accomplish the analytics you're referring to, but definitely check this video out: efficient.link/e/motion-pivot-table

[@khimaniz]

Do you guys have any workflows for getting emails from superhuman into motion as tasks?

[@efficientapp]

Watch the 7:36 mark of the video, we demo this 🙌 Simply email [e-mail] and write in natural language the deadline and priority, but if you go to that time-stamp you'll see it in action!

[@khimaniz]

@@efficientapp yup I've been using it that way already, but I'm thinking more like premade shortcuts in superhuman which will forward predefined text options or templates for sending tasks to certain workspaces. The only issue I have is that Motion doesn't save a link of that email, so if there was something crucial I needed to reference from the email, I'd have to go back and find it.

[@efficientapp]

Ah, that's clever, I mean you could save Superhuman Snippets to achieve something like that, clever idea! I don't think the email can select specific workspaces, can it? Haven't actually tried that. Here's an idea though to get the email link added, why not just copy/paste it in? If you're using Arc Browser, it's as simple as pressing ⌘+⇧+C and then pasting it in, because anything you type in will be added to the description of the task. Here's a snippet you could create/use: efficient.link/cloud/superhuman-motion-snippet Just one thing to note, make sure to remove the original "to" person, as I realize in the above video it would still send to Superhuman, which we wouldn't want! With that, I don't think the Superhuman email URL is actually accessible via the email headers (I could be wrong), but I don't see why it would send them over with the email when forwarding it out, therefore not really sure what Motion would even be able to do here since it might just be a limitation of email forwarding. The solution I mentioned here should work though!

[@farhajhassan8516]

🎉 Good day. I don't mean to be flippant by any means what so ever but I manage Doctors' appointments, some gym time, and 2 outstanding papers due. Would Motion App really be beneficial for me or is it overkill? Thank you for your indepth and fun video. -F

[@efficientapp]

Not flippant at all, totally valid question! So Motion is definitely a fully-featured project management tool (in addition to a daily planner), so it can definitely achieve what you're describing and you'd have plenty of room to grow with it over time. That said, it comes down to if you're using it for personal usage, can you justify the price tag for it? If you're talking about a couple habits and some tasks and that's all, maybe try checking out this video to point you in a good direction: efficient.yt/planner Regarding the benefit, it's super subjective is all. We have some friends that use Motion for the exact type of thing that you're describing, although they are able to justify the price in their mind. If you only really have 4 things total going on that you need to manage, then it's more "do you really need an AI task auto scheduler"? Genuinely thinking Routine might be an easier tool to dive in to: efficient.link/r/routine but do check out the video I linked above as it shows off the other daily planner options available. Routine is to be far more manual, although that might be fine with so few tasks/events. Here's our full Motion vs Routine writeup, might be helpful! efficient.app/compare/motion-vs-routine Let us know if you have any other questions!

[@farhajhassan8516]

@@efficientapp Oh goodness, $228 for a calendar after the 7 day! Champagne dreams and Beer budget and all. Motion is well above the price point I was looking for, good call. Thank you very much for the recommendation of Routine. I tried it - went back to Google Calandar. Thank you for your help Alex and Andra.

[@efficientapp]

Ah yes, if you're an individual using it for some personal usage, then that sounds about right. Maybe give efficient.link/r/reclaim a try? It's more a layer atop your Google Calendar (so you'd still use Google Calendar), it would just help with some habit tracking. We did a full review of it here if you want to check out some screenshots/features: efficient.app/apps/reclaim They also have a free forever tier that should be able to account for the few habits you have along with some papers due. Give that a shot maybe and report back? We have a video planned on Reclaim in the coming weeks!

[@farhajhassan8516]

@@efficientapp Thank you for the link!

[@efficientapp]

You got it! Curious to hear what you end up going with, please report back 🙏

[@sysrqer]

I need 2 things. Notes for calendar events and 2-way API 🙏Great video btw.

[@efficientapp]

Awe, thanks! Totally hear ya, believe it or not Motion actually has basic notes on calendar events like a year ago but they killed it off due to usage being low (at least from what we'd guess). We liked them though, wonder if we can work together to get them to add them back in though! How deep of notes are you talking though? Just like some quick internal notes for yourself? Or you're expecting a full Notion doc component to calendar events? (If the latter, I don't know if we'll honestly see that as it's a totally different software direction entirely and other calendar apps are more focusing on that like eff.li/r/timeos - but aren't at all focusing on tasks/project management). And regarding a 2-way API, what do you feel is missing from the current API? We actually built a couple custom integrations (Slack & Help Scout) using the Motion API and they work quite well. Or do you mean like native 2-way syncing with other project managers?

[@sysrqer]

@@efficientapp Thanks for the response! The notes don't have to be too complex. Usually, I just need to add an agenda to meetings (a small bullet list) + the ability to create and add tasks that emerge from the meeting? That would be fantastic 🙂 As for the API, I've created several workflows with Pipedream ie Slack - saved messages go straight into Motion or a Raycast extension for creating todos. However, what I'd really like to do, for example, is when I check off a task in Motion, it sends a message to my colleague that the task is finished (or just check reaction emoji 🙂). Currently, I can get things into Motion but not out of Motion 🙂

[@efficientapp]

Course! And appreciate you further clarifying, would be cool to do some basic bullet points for a meeting as a quick refresher. More and more I'm putting it in the description of the event, but especially if I didn't create the event then it becomes difficult. I hear you on that! And ah yes, we made the exact same integration with Slack haha (re: saved message creates a task in Motion). Love the idea of marking it complete in Motion throwing say a ✅ emoji to the message in Slack. Wondering if maybe that can be done once custom fields get released, as you'd essentially store the slack message ID into a Motion custom field (text field), and then upon completed task trigger with Motion, you'd have that trigger Slack. Or wait, yeah I see what you're saying, I don't think Motion allows for webhooks yet (e.g. task completed webhook trigger). So is that what you're looking for?

[@sysrqer]

Yes! Webhooks 😂 sorry for the silly expression. It does seem like you have a suspiciously close relationship to Motion, so I hope you'll push this idea… wink wink 😂

[@efficientapp]

@sysrqer yessss, okay, yeah, I'd love for that as well! There's so much awesome stuff we'd be able to do with those webhook triggers (we were a software integration company for over a decade and all) haha And not "suspiciously" close! It's not something we're hiding our friend, here's a video that fully explains our relationship with Motion, it's something that we're proud of and worked incredibly hard for: efficient.yt/ep2 That said, we are also customers, have feature requests (that get turned down, constantly), but yeah, we continue giving tons of product feedback on a daily basis. That said, we've been quite involved in API feedback to their team (some upcoming changes to consolidate endpoints and searching across completed statuses was from us begging them on it for many months). It's just that like with any company, they need to build for the majority of their customer base, and as much as I wish you and we were the majority, most people don't know much about API usage. So they're making progress and the more they grow to mid-market, the more likely API improvements are to naturally come with it (as is the case for most all B2B SaaS). So yeah, we're vouching for it, we'd love to have it, but it's completely out of our control. The best that can be done is you messaging them at support, and we'll do the same 🙏 we got this my friend! So glad to connect, this has been fun 🙌

[@ToddMeiners-qq6iv]

Could you elaborate more on how to assign flows and or where to find this option in the settings? im having a little bit of a hard time attempting to find it anywhere

[@efficientapp]

Hey Todd! You’re not going crazy, we mentioned in the video that this isn’t a feature that’s released yet, what you saw is mock-ups in a software called Figma (aka Figma files). We just got access to the beta last week and it will be rolled out to all accounts over the coming weeks so hang tight! What process are you wanting to use Flows for? And how many people on your team? Asking as they are currently focused on onboarding teams right now. PS we shared a sneak peek of Flows in beta over on our live stream from this week if you want to see more of how it will work: efficient.link/yt/live

[@ToddMeiners-qq6iv]

@@efficientapp well mostly to introduce structure to songwriting and my education. i started using motion about a week ago and me and 2 others in our band use it because we're all in different states/countries but are able to come up with a structured schedule/todo list with this app and reference it with Google Drive! the other thing i'd like to use it for would be to auto block/sort what categories each of my Comptia A+ lessons are and status them automatically from (Todo - In Progress - Study - Completed) Thanks for the speedy reply!

[@efficientapp]

Oh wow, love the use case of using Motion for your band! Since you're using it with 3 people, we'd say write into Motion support and ask them if they can enable Flows on your account 👌 They might do it as they are slowly starting to roll it out to folks 🙌

[@ToddMeiners-qq6iv]

@@efficientapp i will definitely see if that is something that they are willing to do! Thank you so much for the input!

[@efficientapp]

You got it! 🤞

[@coachdan007]

Is there a forum or slack or discord for Motion users? QQ: Am I correct that recurring tasks cannot be added to projects?

[@efficientapp]

No forum or Slack ATM, but we are trying to foster community on YT here, actually have a few things planned-if you're up for checking this out, would love to hear what you think: efficient.chat/live Regarding your question, that's correct, something we wish we had as well, the team has mentioned that recurring tasks in projects are coming this year though, so for now we're putting recurring tasks in the workspace, and will move them to a project in the future when that's released. It sounds like they need to restructure things a bit to make this possible, so with some of the reworks they're working on for other features will enable it to be available in the future from what we understand 🙌

[@coachdan007]

@@efficientapp - thank you for your reply and responsiveness. You guys are doing everything to win me over as a big fan!!

[@efficientapp]

Daww, we love to hear it! Hope to continue to see you around here! 🚀

[@Nottoday3033]

Are you being sponsored by Motion? Just curious. My real question is, lets say I have a task that needs to be broken down in to “sub tasks” by time, is that something Motion can do?

[@efficientapp]

Motion allows for task chunking, breaking down larger tasks into smaller tasks. So the way we handle that situation is we'll create sub tasks just as checklists in the task, set the task to be a larger chunk of time (e.g. 4 hours) and then "enable chunking" and selecting say 30 minute chunks or 1 hour chunks. That'll put the task on your calendar in 30-60 minute blocks of time, to which you can work through completing the entire task, completing the task chunk will update the task completion time accordingly. Does that make sense/solve what you're speaking to? Regarding sponsorship, none of our content is sponsored by Motion, we use their software daily and we do get affiliate revenue if someone ends up liking Motion enough to pay for it, but we're trying to give a ton of value in exchange. e.g. we're even giving a Motion course away for free if you use our affiliate link and claim it here efficient.deals/motion (for which we'll be charging $400+ for in the future) so we'd say it's a pretty fair deal. We've gotten closer with Motion over the years, here's the full backstory and details on it if you're up for watching our podcast episode on it: efficient.yt/ep2

[@intentionelevation]

​@@efficientapp@efficientapp So, if the subtasks wouldn't get added to your calendar, correct? What about if there are subtasks for other team members?

[@efficientapp]

Subtasks will not get added to your calendar even if assigned to another team member. Currently you can't assign inline subtasks to other members of your team. If this is important to you though, in that case we highly recommend just using projects instead, and using project tasks as "subtasks", so the project in that case will be the parent task of sorts. We're actually going to switch over to begin doing this for our video editing process as while it made sense as just a task to start off, it's now growing to be quite involved and touch many different team members, sometimes having a couple "sub-tasks" required from two separate team members at the same time. A perfect use-case for projects and tasks instead. So in summary, simple projects can be tasks with subtasks, more complex projects can be a project and use tasks as the project "sub-tasks" which will give you full dependency and scheduling functionality, if that makes sense?

[@robreichjr]

If our team is in ClickUp, is this overkill just for daily planning for myself?

[@efficientapp]

So short of building a custom integration between ClickUp and Motion, you're not going to have your ClickUp tasks in Motion. If that's absolutely necessary, then it probably doesn't make sense. That said, if you more just want it to manage your own tasks, daily planning, and even use Motion for some personal tasks that you have deadlines with, then absolutely, go for it. I used Motion personally alongside Asana for about a year, until I got to a point of convincing the rest of the team to come to Motion because of the added benefits that come from the entire team being on Motion. That said, it's not required. Why not just give it a shot yourself and see how it works? Be sure to use the link here to sign up if you want to lock in our paid course for free though: efficient.link/r/motion - you can see the full deal details and claim the course here: efficient.deals/motion But yeah, in this case, your best bet is probably to just try it and see for yourself as only you could be the one to answer that question. If you need your ClickUp tasks to automatically add to Motion and be completed in ClickUp when completed in Motion though, you're not going to get that, so that's the one area of expectation I would have before giving it a shot is all.

[@getmc]

What’s the story with the Figma files? Can you explain that context please? Where did these come from? Do you work for Motion app? How are you showing us future Motion features? Confused. Thanks.

[@efficientapp]

As people were requesting we create a video on how we use Motion, we decided to create a video. We thought it would be fun to reach out to Motion and ask if they had any upcoming features we could show off, and thus the Figma Files were born. While we joked about "finding them" in the video, it's not uncommon for software companies to give content creators access to upcoming assets. We've done this with other software companies as well in our content. So it's their actual internal mockups, does that help clear things up at all?

[@getmc]

Thanks for explaining that. Do you have and roadmap dates or quarters for when Motion intends to release the Gantt chart feature?

[@efficientapp]

Ah sorry, we don't have any dates. That said, they have assured us that it's what they are currently working on, so probably not more than a couple/few months. They know it's an important facet of their tool to build out, so it'll be soon!

[@getmc]

@@efficientapp thanks for your reply. You would have to be the most conscientious comment reply peeps on the whole of KZbin. Amazing. 🙌🙏

[@efficientapp]

Awe, this means a lot 🥲 it's the least we could do for people taking the time to engage on our videos 🙏 hope to see more of you on the channel my friend!

[@fasteasyqboproadvisorcerti6503]

I signed up for Motion and I forgot to use your link. How can I connect your referral so you get the credit and I get your training?

[@efficientapp]

Ah bummer, so unfortunately there's no way to do that short of signing up with a new email address after using our link. The problem is, especially since they decided to add this video to their onboarding, what if someone finds Motion then our video, then wants to claim the course, costing Motion affiliate revenue. It can't really work that way. All I can say is, bookmark efficient.app/deals and use our site in the future to sign up for software as that'll give you discounts + lock you into free course content and more 🚀

[@fasteasyqboproadvisorcerti6503]

@@efficientapp Well bummer. Can I purchase your training somewhere? I looked on the website and didn't see anything. What I really need is someone to set up all my tasks for me and include all the logic. if you can point me in the right direction there, too, that would be great. I also emailed you.

[@efficientapp]

We're currently working on the course as we speak and then will be selling it directly, yes. Is there anything specific that is missing from this video that you feel would be helpful for us to cover more deeply in our Motion course?

[@KidKerrigan]

Okay but the long term gantt charts?? Like, even for a freelancer balancing everything from same day turnarounds to months long productions for clients.... gamechanger for letting me know when I'm overdoing it 👀👀

[@efficientapp]

Sorry, a bit confused as to the question. You're asking if they will allow you to view your Gantt charts in a more long-term view? If so, definitely! If that's not your question, care to clarify a bit more?

[@DarbyBeenken]

In your video shows Gantt charts. But only seeing list and Kansan

[@efficientapp]

Yep, that's because Gantt charts are coming soon, if you watch the full video, you can see we are teasing upcoming features that the Motion team told us about. They are coming very soon from what they tell us-hold tight 👌

[@eosaali854]

Is it still worth it/useful if I don't use it with my team?

[@efficientapp]

Totally, I mean it depends how important/useful your personal work is for you or if you're up for using Motion for your tasks and your team continues using something else? I was using Motion myself and it was worth it, then I wanted to get my team onboard. In-fact, Andra and I were using it personally before we could even share tasks with one another years ago and got value from it. So I'd say yes, but, it depends on how much you value your own tasks and if that's enough to justify paying for Motion to use it yourself. Be sure to claim the deal here if you do end up giving it a shot, you get a free week so you can just try it out and see for yourself: efficient.deals/motion Curious, what project management tool is the rest of your team using?

[@rohanfirminger9182]

Hate to say this, but the links to motion in your description were blocked by my security software. And the "pricing" option on their website had similar authentication errors (have they been hacked?).

[@efficientapp]

Copy/pasting the message here as well as it seems you've commented this on multiple videos: Sorry to hear that is your experience. They haven't been hacked, what security software are you using? It probably just has some type of adblock baked in. The link we have to Motion is an affiliate link (as we mentioned in the description), so it's common that security (or adblock) software will "block" the page. Just note that if you sign up without clicking our affiliate link and allowing it through, we won't be able to give our $400 Motion course for free - efficient.deals/motion - totally get if you don't trust it, but I'm quite certain that what you're simply experiencing is just an adblock, nothing security-related at all.

[@SanaaDiab]

I don't see at all how we can access Ghantt Charts ? was there an update that removed them?

[@efficientapp]

That was one of the features we said we “found in the Figma Files” aka it’s not out yet and coming soon 😉

[@upercutsss]

I think tasks should be fixed to statuses, and projects should move through them when those tasks are complete. Like a pipeline.

[@upercutsss]

The fact that I can have more than one task assigned to a project in different stages makes everything more complicated.

[@efficientapp]

Sounds like you're describing Flows actually. Are you using Motion as a team or individual? Flows are coming out soon and let you bring projects more through a process like a pipeline by completing project tasks

[@upercutsss]

The project is related to a status, not the tasks. Tasks are steps that need to be completed in order to progress the project.

[@efficientapp]

Yep, with flows you'll see that there's stages and also statuses. Separate things, status moves tasks forward and stages that move projects forward.

[@upercutsss]

​@@efficientapp That's exactly what I meant. Our firm is using Motion as team. Do you have an estimated date for when Flows will be available?

[@StambaughDesignsBellingham]

Looks confusing af. What screen recording software do you use?

[@efficientapp]

We use efficient.link/r/screen-studio What are you finding confusing about Motion?

[@mildrok]

Can't find the flow on my Motion. Any help?

[@efficientapp]

You mean Flows? That's coming soon, we found it in the Figma Files of their future roadmap 🧐

[@mildrok]

Yes, I meant flows. I think I saw a button on the motion settings. I´ll wait to see the "coming soon"Thank you @@efficientapp

[@efficientapp]

Hmm, you shouldn't have seen anything yet, definitely coming later this year from what we see 🤞

[@brian_akhtar]

they need to allow the ability to reorder statuses within the settings instead of creating a new view lol. silly oversight

[@efficientapp]

I'm sure they will allow for that in time, the thing is, default status (system based on the order in settings) is already so restricted and unlikely to be the ideal view anyway. Are you always going to want to see all team members tasks? Not sort by priority, group by anything, or exclude teammates/statuses? Default view isn't really meant to be used it seems, so you're going to be doing a saved view regardless, just one extra step to organize the statuses (then never having to do it again). But yeah, we agree, would be nice for them to allow the baseline rearranging statuses in settings. We just realized that it would still require saving a new view to get it how we wanted it anyway 🤷‍♂️ Now what would be cool if they let you actually just update the default view, I'd rather have that actually 😉

[@theytriarch]

I am still having a bit of trouble setting it up in the way I need it to function. I have recurring tasks that need to occur during set blocks every day. I don't want those to autoschedule. I want them to stay recurring from the same hours every day. and then I want to be able to go in and add other tasks/meetings that autoschedule around those blocks of time. Is there a way to do that?

[@efficientapp]

Add a custom schedule with specific times, then set your recurring task to occur during that custom schedule :) Try that and let us know how it goes!

[@theytriarch]

@@efficientapp thanks for the reply!! I appreciate it. So, I did try that in a way. However, I think it wasn’t specific enough and that I might have to set up a custom schedule for each task! Let me try that. Thanks again!!!

[@efficientapp]

Yup, you got it! That’s the way to do it to achieve what you’re wanting 🙌

[@MichelleTech]

I think this answers my question elsewhere about how to set up a recurring task right before a recurring meeting and have it "lock" in a half hour before the meeting!

[@efficientapp]

Ah yes! You got it 🙌 schedules should help with that. If you want to ever do it for a one-off event and task then you can simply drag the task to before the event and it'll lock it in to that time slot 👌 That's a great idea/use-case for tasks though, super smart!

[@bobDotJS]

What happened at 16:54?

[@efficientapp]

Hahaha so I said this video edit would take, "I don't know, 4 hours or something like that?" 😂 Andra cracked up laughing because she knew that our video editor was going to see this, and in reality the edit for this video took anywhere from 40-60 hours 😅 some of the animations alone took 4 hours for him to make 🤭 So it's now an internal running joke because of this where the more difficult and involved an edit is, we say it's just going to take 4 hours 😂

[@JohnWatkins-mortgage-lender]

Do you no if there is a Facebook community for Motion?

[@efficientapp]

Not that we're aware of! Did you have any specific questions about using Motion?

[@JohnWatkins-mortgage-lender]

@@efficientapp if I am attending a meeting that I have scheduled in motion, Is there a way to take add/ take notes during the meeting and save them in that meeting ? I hope this makes sense

[@efficientapp]

This makes sense *but* we wouldn’t recommend using Motion for taking meet notes. Would recommend using a CRM and taking notes against the person/lead, here is a video about the CRMs we recommend: efficient.yt/crm For meeting notes, we actually love this meeting recorder the most: efficient.link/r/tldv (it will record the meeting and you can take bullet point notes which can be sent to all parties after). We then have TLDV integrated with our CRM to tie it all together which is a *chefs kiss* combination! Here is a short video about TLDV: efficient.yt/tldv/short Motion is best for managing projects and tasks 👌

[@JohnWatkins-mortgage-lender]

@@efficientapp is there a way to use the browser version on Ipad?

[@efficientapp]

For Motion? Yeah absolutely. Just visit efficient.link/r/motion in the browser on iPad and it'll work. Same with Copper or any other CRM. Most of these tools are just web apps that are wrapped to be desktop apps, but they are identical to the web app, for which is accessible on iPad from the browser no problem.

[@bemssonguerrero1396]

I think there is no way to attach files to tasks. Isn't it?

[@efficientapp]

Not currently, for now the solution we use is creating a custom field and pasting in a Google Drive URL or pasting a Google Dive URL in the task description. While it may seem more inconvenient, we actually like having full control and ownership and full resolution through Google Drive versus having it just connected or re-uploaded to a separate app. Totally understand though, I'm sure it's coming!

[@jeninejazmines1115]

the only thing stopping me from switching over are... subtasks. like why do i need to create a set of tasks each time

[@efficientapp]

What do you mean exactly? There are task subtasks which are more in the description area, and then there are project subtasks which are normal tasks. What's the current situation you're running into and what would your expectation be?

[@ShamanXX]

it's cool but this tool forces to set estimates and deadlines for every every task and setting up estimates and deadlines for each task is not project management or capacity planning is micromanagement thus it will keep the whole team under constant stress

[@efficientapp]

You aren't required to set estimated deadlines for every task, a deadline is only required if you want it scheduled on your calendar. If you create a task and have auto-schedule disabled, then it functions identically to every other project management tool on the market, and doesn't require you to say an estimated deadline. Maybe give it a try with a free trial here efficient.link/r/motion and see for yourself. We switched from Asana to Motion and I 100% felt more stress and micro management with Asana. Even with deadlines set, Motion just automatically reschedules each day, so if you miss the deadline, you can just get to it later. You'd just have to give it a try to see for yourself though 🤷‍♂️ efficient.deals/motion

[@EliteWholesaleDeals]

why is the gnatt chart not showing up on my account

[@efficientapp]

Because it was in the Figma Files, meaning that it's currently being built. Did you watch the full video? It should hopefully be getting that across, does it not? 😯

[@EliteWholesaleDeals]

@@efficientapp i watched the full video, it was amazing! i must have mis understood what figma files were. I thought i could just ask for them or maybe it was an added feature. I did not know what figma files meant! I was sending customer support questions asking for the figma files! hahah my bad! When will I have access to any of that? I switched over to motion!

[@efficientapp]

Ahh, got it 🤭 apologies! Yeah Figma is what companies use to mock up their product features before building it into the product. As for Gantt charts, sounds like it's coming soon, maybe a couple months away? No way to know aside from it should be soon since they are working on it as we speak 🙏 Congrats on the switch! What were you using before? And are you using it with a team? Or just solo?

[@justintay_real_estate]

What about flows? Was that not a feature yet?

[@efficientapp]

Nope, Flows were also part of the Figma Files (upcoming features). So they are building it as we speak! 🤫

[@johnmiller3194]

After watching this video I realized how calm and simple it is...... just to use nice pens and a paper planner. $0/month

[@efficientapp]

Totally, though one might ask how you're supposed to scale a team, collaborate on projects, and do any level of resource planning with a pen and paper planner? 😅 There's a reason it's $0/mo 😉

[@AaronStoneVLOGS]

So confusing for my ADHD brain! Trying to fully set this thing up to work takes me longer than just doing all the tasks and work lol

[@efficientapp]

We believe in you Aaron! Where are you getting stuck? Maybe we can help! If you’re overwhelmed, you can simply just start using Motion to add tasks as you remember them, and see how they auto-schedule on your calendar. That is super simple, just add your calendar and then hit T for a new task ✔️ It’s totally normal to spend a few hours figuring out how to best set up the project management side of things, more of the time should be spent on mapping your processes to Motion. But once you’ve set it up once, you can lean on it for months and years to come! Basically what we’re saying is that it’s totally normal to put more time in up front- for a tool like Asana we tell people it will take about 100 hours to set up, with Motion it’s much more simple and quick, but should take you a few hours to nail down how you want your processes mapped. Cheering you on!

[@AaronStoneVLOGS]

Thanks for the reply. Just trying to wrap my brain around how I should be using projects vs tasks vs … to keep all my stuff straight. I would totally pay for a hour conversation with someone that’s using it for some direct help. Just talking through it for my use case would be amazing.

[@efficientapp]

@AaronStoneVLOGS We’re not taking on any consulting calls at the moment, *but* we are planning on hosting a KZbin live this month where anyone can come on with questions and we’ll help. We’re announcing the live date and time in a week or so, so make sure you’re subscribed to the channel and paying attention to our community posts like this one efficient.chat/live We’ll also announce the day on our newsletter here: efficient.link/subscribe. Would love to see you there!

[@toobstr]

These videos have been a real pleasure to watch, and they actually inspired me to checkout some of your earlier content. That's when I stumbled upon your videos about investing in Motion. Surprisingly, I haven't seen any mention of your involvement in Motion in your recent videos. Being upfront about your investment in the company would definitely add transparency. I mention this because there are some significant issues with Motion that seem to be flying under the radar in these videos. While I understand that not disclosing you are investors might not necessarily be linked to your investment, it does leave a bit of a sour taste. Just some food for thought.

[@efficientapp]

Hey @toobstr, appreciate your comment and kind words-means a lot that you checked out our earlier content! Regarding investing, we've explained everything on this page: efficient.app/about - which is linked in the description along with an affiliate + investment disclosure. In addition to that, we have an entire website dedicated to our investments-we link to it on our about page under the angel investment section. In general we aim to be as transparent as possible and have made sure to leave everything accessible to find for anyone who cares to view 🙂 eff.vc With all of that said, curious to hear where you're seeing significant issues with Motion that seem to be flying under the radar in our videos? We switched from Asana to Motion and have been using Motion in our day-to-day for years now, and there's very little if anything that we miss from Asana (as a bit of a smaller team of 5). Even with that, we have videos where we're recommending other tools like Asana and even that of Akiflow/Sunsama depending on people's unique situation. Just want to say that we appreciate you checking out our channel, videos, and leaving the comment. Sad to hear this has left a bit of a sour taste for you, that said, we've actually put a lot of thought and work into making people aware of this, it's not something we are trying to hide, it's something that we're incredibly proud of, and it should be a testament that we believe Motion is evolving the otherwise stagnant project management space so much that we've made the decisions that we have. We hear you, we understand, and we're doing the best that we can.

[@coachdan007]

@@efficientapp - I am glad you are getting involved with Motion. I would like to see a more chatgpt function, where I can simply tell the app what I want to change. Right now there are too many clicks to do simple stuff. I find myself using Things3 for quick capture and then moving things to motion that are still there at the end of the day. Not ideal, but it's a trusted system. I'd like to see some gamification, too. Not flying unicorns like asana, but maybe Karma like todoist. I think points for high priority stuff and less points based on priority. Also, right now, I have a projects for "Habits". I list them all as low priority with a couple of exceptions. I wish Motion had a better way to handle habits.

[@efficientapp]

Awe, thanks! And ah yes, it would be cool in the future to leverage AI more to help with some of the more manual pieces of managing a project (whether that's chat-style or something else). I know Clockwise has experimented with this for rescheduling meetings across the team. Not sure if they actually ended up launching that after teasing it for a while though. Sounds like you're using Motion more for personal usage? (in speaking to habits/karma/moving tasks from Things3-a personal task app-to Motion). Do you have any plans to use it with a team? Or just for individual/personal use? With them focusing on things like Gantt charts, it does seem like they are focusing more on the more team features is all. Would be curious, what would be an example of a ChatGPT request you might give it to have it do something that you want changed? Just to have something a bit more tangible to think about. And just to put it out there, we don't actually influence the roadmap, we give product feedback to them the same way as anyone else does and they definitely listen to the masses, not us (which is definitely a smart thing for them to do haha) 😁

[@coachdan007]

@@efficientapp - in reply to your question: I do have a small team but i can't see using Motion 100% for the team, yet. There are just too many better apps for Project Management. Getting folks to leave them for what amounts to the single feature of autoscheduling is a really steep climb. My wish is for Motion to behave like a learning AI, learning which habits and routines and projects carry the most importance and helping to schedule accordingly. I think that Motion is ahead of its competition in this regard. But chasing the team thing is just a play for easier subscription revenue. I just don't think they are ready yet for that level. Gantt charts are cool but the number of small team that never look at Gantt charts is pretty significant. I want to "chat" with an AI that I can say, "Let's start a new project" (There are more and more PM-specifc ai tools out there). Then have the AI ask me questions about deadlines and start dates and priorities (especially with regard to what's on our plate right now). So much of our days is repetitive. So, that's where "habits or routines" come into play. Help me do a more effective daily or weekly review. Help me build process checklists. There's a ton that Motion could do that would actually impact individuals and teams without gantt charts. Motion has the potential to be the Ultimate Work Assistant. It could drive actual work instead of more productivity pron. Almost every productivity app out there is abandoned for the next shiney tool because ppl are not actually getting important work done. Motion could help neuro divergents with ADHD who struggle with procrastination. What most people want is "tell me what to do next that gets the important work done". There's a plethora of collaboration tools, but t the end of the day, everyone from exec to IC to HR to Sales has to do their own work. LOL!!! So sorry for the mini rant. I sure wish Motion would not get enamored by the low hanging fruit. They could be massively disruptive (if they just listend to me! hahahahahaha. j/k).

[@efficientapp]

Whelp, I for one appreciate your passion and vision! While I actually personally agree with you on the Gantt charts side of things, we've met no shortage of teams that are using Motion + Asana (solely for the visualization that the Asana Gantt charts show). I also used to use Gantt charts in my service-based business (software integration/automation) to help customers understand timelines (for sales and external project status updates). So while I agree that Gantt for smaller teams isn't really needed (we don't be using it a ton), we also see how critical it is if you do call yourself a project management tool. And what Motion will actually do differently here is use their AI and true workload to truly see if timelines will be able to be hit. That is pretty special, but I also get if you don't think it's all that exciting. All of that said, I'm a bit skeptical about the whole AI chatbot to help get work done. Give it 1-2 years and I'm sure it'll be more baked in, but right now AI is in this weird place where it's sorta helpful, but not consistently helpful enough for it to be meaningfully baked into a product. Not sure if you've played with the AI aspects to ClickUp for example? They have exactly this type of thing where you can ask it questions and it can give responses to "help you plan and get work done" but what it really feels like is a way for people to write more reports for upper-management to feel like they are doing their job. It just misses the mark right now, and some of it comes down to better models to come out and having them train more specifically on your specific data and type of business. Speaking of which, what is your business? And what tool does the team currently use for project management? While we don't personally relate super well with what you're describing, there's obviously validity in your opinions, so just trying to understand better where they are coming from. Maybe understanding what you do a bit better, industry, team size, internal project or external services, etc.? All of that said, appreciate you taking the time to leave such a detailed and thoughtful comment!

[@whaletune]

You look like iJustine...which I bet you have been told just a few times. :)

[@efficientapp]

First I've been told actually! Wonder if it's just because there aren't many female tech KZbinrs? 🤔 Appreciate the comment, maybe one day we'll be able to grow a similar size audience as iJustine, she's great! 👏

[@Divyv520]

Hey Andra , really nice video ! I was wondering if I could help you with Highly Engaging Thumbnail + Video Editing which will surely increase your CTR & AVD which will help your videos to reach to a wider audience ! Please Lmk what do you think ?

[@efficientapp]

Thanks! But did you even truly watch the video? Feels like this is an automated child outreach sales pitch... What is one thing you found interesting in the video?

[@kiankianpisheh7629]

Is this sponsored by motion? just curios!

[@efficientapp]

Hey Kian! None of our content is sponsored by Motion, we use their software daily and we do get affiliate revenue if someone ends up liking Motion enough to pay for it, but we're trying to give a ton of value in exchange. e.g. we're even giving a Motion course away for free if you use our affiliate link and claim it here efficient.deals/motion (for which we'll be charging $400+ for in the future) so we'd say it's a pretty fair deal. With that, we've gotten closer with Motion over the years, here's the full backstory and details on it if you're up for watching our podcast episode on it: efficient.yt/ep2 Are you using Motion?

[@kiankianpisheh7629]

@@efficientapp Thanks for the explanation. No, I am not using Motion.

[@efficientapp]

You got it, course! And are you just watching the video for fun, curious what brought you here? 👋

[@kiankianpisheh7629]

@@efficientapp I am a PhD student interested in UX and HCI. So I am interested in application design and ...

[@efficientapp]

That's great! What is HCI? And you're using Motion to help you or just checking it out?

[@ResilientFighter]

how is this better than jira?

[@efficientapp]

We have a full write-up on Motion vs Jira here that should help: efficient.app/compare/motion-vs-jira Happy to go deeper into it if you read the Jira section of the comparison, that said, are you a large or smaller team? And what is the main goal of using a project management tool for your team (e.g. engineering? entire team? specific divisions of the company?)