Best Project Management Software for 2024? Motion vs Asana vs ClickUp vs Monday vs Notion 🤔
Вставка
- Опубліковано 4 тра 2024
- 🚀 Best Project Management Software - efficient.link/pm
↳ 🥇 Motion: efficient.link/r/motion (7 days free + exclusive 🎁 below)
↳ 🥈 Asana: efficient.link/r/asana (Free tier + exclusive 🎟️ below)
↳ ClickUp: efficient.link/r/clickup
↳ Monday: efficient.link/r/monday
↳ Notion: efficient.link/r/notion
🎁 LIMITED TIME DEALS (Efficient Exclusives)
↳ Get our FREE Motion Course: efficient.deals/motion (coming soon) 🎁
↳ Get special perks when you sign up for Asana: efficient.deals/asana 🎟️
💬 Description
↳ What is the best CRM for small businesses in 2024? If your team size is between 1-300, this video will help you choose the right CRM for your team. Choosing a CRM software is one of the most important business software decisions, because a CRM should serve as the foundation to your business operators for decades to come.
✍️ Full Project Management Deep-Dive Reviews
↳ Motion Review: efficient.app/apps/motion
↳ Asana Review: efficient.app/apps/asana
↳ Monday Review: efficient.app/apps/monday
↳ ClickUp Review: efficient.app/apps/clickup
↳ Notion Review: efficient.app/apps/notion
↳ Full Comparison: efficient.app/post/motion-vs-...
🚀 Other Software Mentioned (Affiliate)
↳ Screen Studio: efficient.link/r/screen-studio (Software screen recordings)
🎥 What We Covered:
0:00 - 3 Things to Consider
2:06 - Notion as a Project Manager
3:30 - ClickUp as a Project Manager
5:22 - Monday.com as a Project Manager
7:25 - Asana as a Project Manager
8:48 - Motion as a Project Manager
*After being customers of Motion we asked them if we could invest, check out the full story here: • I gave the Motion App ...
👀 Watch This Next:
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Best Daily Planner: • Best Daily Planner App...
Best Project Management Software: • Best Project Managemen...
Motion + Slack + OpenAI Integration: • Using AI to Schedule Y...
🎙️ Check Out Our Mini-Series
• EP. 1: • I Proposed to my Co-Fo...
• EP. 2: • I gave the Motion App ...
• EP. 3: • We spent our entire sa...
• EP. 4: • 1,000 Days of Business...
• EP. 5: • Become An Angel Invest...
• EP. 6: • We tried investing in ...
• EP. 7: • Behind The Scenes: Eve...
↳ (Podcast available: ateam.efficient.app)
Sign up for Transistor: efficient.link/r/transistor (Free trial)
Review us on Apple Podcasts: efficient.link/ateam/review
*Affiliate/Investment Disclosure: Many links used above and across our channel are affiliate links and we may or may not get commission depending. Purchasing through the link helps us to continue creating content and does not impact the outcome of our opinions in our videos. We occasionally get the opportunity to invest in some of our favorite tools, this does not impact the outcome of our opinions. You can read more and learn which software we've invested in here: efficient.app/about
You know this is authentic when it’s not a Notion ad 😂
Haha I mean don't get us wrong, we're super impressed by what Notion has managed to build... But we very much think people are trying to use it for everything, when they shouldn't be. It's not the best solution on the market for most things. These "all-in-one" tools are a strange category. It's like, "I can't figure out what we are, so let's be everything to everyone!"-where has that worked in any other industry over the long-run? 🤔
+Big sigh+ Soo... as a 3+ yr notion user (and others like anytype, coda, etc.) this is tough. Even though the PPV system (august bradley's) has been a life changer (literally), I'm now looking at other platforms.
I just started using akiflow. Its speed, shortcuts, quick adds, etc are amazing but now that I'm seeing reviews on reclaim, skedpal and motion - using ai's help looks like a no-brainer.
@@efficientapp
Ah yes, we're fans of Akiflow and Sunsama, although the manual-ness of it all didn't fit for us. Not sure if you saw our Daily Planner video that goes into this: efficient.yt/planner
But yeah, I definitely recommend checking out Motion. If you do, be sure to lock in our course for free (probably going to be selling it for $400 otherwise) if you sign up for motion here:
efficient.link/deal/motion
We'll have some content coming out soon with some best practices for setting it up.
Also happy to make a recommendation on if Motion or something else would be best based on your needs and you sharing your current stack via a Loom video here:
efficient.link/audit
Appreciate your comment and I'm confident you'll figure it what works best for you!
Yup😂
Do you trust a company from Israel with all your data and info?
refreshing to hear someone say "i like this and I dislike this", rather than trying to not offend anybody and end up not saying anything. Thanks :)
That's the goal! 🙏 We appreciate that you appreciate it. Our goal is to be opinionated, in the same way that a close friend would ask us for software advice-we wouldn't sugar coat it.
That said, we're always open to having our opinion changed, it would just take a lot, or helping us see where a given software fits into the competitive landscape (and us validating that).
We know we could "make more money" partnering up with the behemoths, like Salesforce or Monday, but we love software, we want to enjoy the software that we use, and the behemoths have actually been the reason that we have developed these strong opinions in the first place. There's nothing worse than people just saying "oh you're a business, you need Salesforce", we're like... Does your business have people in it or machines? If it's people, do they actually ENJOY using Salesforce? No they don't, so let's look at something that fits the business and the people working there better.
Let's make software enjoyable again, and that comes from being opinionated, which may offend some companies at times. We're not meaning offense, we're just being candid.
Apologies for the ramble, this comment just struck a chord-appreciate you 🙏
@@efficientapp LOVE this
Awe, means a lot, appreciate you saying that 🥹🥲
I love how you actually give an answer! Most people review different softwares and at the end always say... "I cant tell you which ones right for you, thats for you to decide" lol
Haha we made it a point to not have a video like that because we hate when we see it. Have some opinions people, please! 😬 glad you enjoyed it and appreciate your comment! 😁
thank you for giving us an opinion, its actually extremely rare, its crazy how people are so afraid to give an opinion of a software @@efficientapp
This comment definitely encourages us to do more of it! Appreciate your support!
Thanks for this overview! Detailed but also no fluff
Our aim with any software reviews we do is to be opinionated and direct to the point! We don’t want to be another channel/website that says “at the end of the day, it’s up to you as there is no bad choice”, we’d rather tell people what is actually working for us and businesses we work with. Appreciate you commenting!! 🙏
Thank you for getting to the point on each of these. This is the video I have been looking for to help me with which move to make in choosing between Asana and Motion. You gave me the exact information that I needed. Thank you!
Very glad to hear that! What did you end up choosing for your team? Super curious! 👀
Curious how things are going for you? We actually just released a full video tutorial of how we use Motion in our business, think you might find it helpful: efficient.yt/motion
Thanks so much for doing this. You’ve really helped me make decisions much more quickly.
Amazing! Thanks for sharing-as that's exactly what we were hoping for 🙌 what'd you end up going with?
20 years experience speaking here: first question should be, "which platform does your Project Management Organization leadership prefer?" if the answer is "uh, we dont have a PMO leader" then that's your first challenge. the software will not run itself. it is a tool that a good leader can deploy to get max gains out of the rest of your teams
Yes! GREAT point 🙌 That’s why we prefer Motion, because it’s “easier to self-manage” but this will only work with teams up to a certain size. Thank you for watching! 🙏🙏
True true
Your insight highlights the importance of organizational leadership in implementing project management software effectively. Identifying leadership preferences ensures alignment with strategic goals and enhances adoption across teams. A strong leader can leverage the software as a tool to streamline processes and optimize team performance, ultimately driving project success.
Our team brought in ClickUp and has had much success with it.
The projects we work on are extremely complex so we do require a tool with a lot of customisation that can be tailored to suit the niches of our project.
I can see how someone would be easily overwhelmed by the functionality of ClickUp.
That makes sense, how large of a team is it that you work with? And did you have a full-time internal and/or external champion helping you set it up in the way that you needed it configured?
Excellent video! I love the stat about the project management tool usage
Glad you enjoyed it! 🙏
really love your video, such clarity and value. Thank you!
That means so much to hear! Thank you!! 🚀🚀🚀
Thanks so much! Really helpful
Awe, glad to here-appreciate your comment, it made our day! 🙌 curious to hear what you end up going with and if for personal or work!
super helpful! Thank you!
Of course! Appreciate you commenting 🤗
Wonderful analysis. Thank you! 🙂
Awe, of course! Appreciate your comment ☺️ what tool did you end up going with, and for what use-case?
I love how you are jumping for joy about Notion. 😂Jk. I feel the same way. Notion is FAR too overwhelming and confusing for me.
I am a solopreneur who uses 3 tools to manage my tasks and projects. Much like the screenshot on Motion's website, I am using Todoist for task management, Google Calendar for calendar appointments, and ClickUp for project management. Ugh, I'm overwhelmed talking about it.
Motion ads have been on my social feeds for a month. After seeing this video, which confirms everything I've thought about these tools, I'm secure in signing up for Motion. Thank you for your thorough overview, Andra. 🧡
Awe! So appreciate your comment and can totally relate with what you're describing, sounds just like what I was doing when I was solo as well 😁
Quick tip, if you sign up here, you might even be able to message their support and ask if they'd be open to extending your trial by an extra week, if they ask why, just say Efficient sent you 😉😁
efficient.link/r/motion
Finding the right tools that align with your needs and preferences is key to staying organized and productive. It sounds like Motion will be a great addition to your toolkit, offering a more streamlined and intuitive experience. Best of luck with your productivity journey!
@AkshayKumar10xTech Why are you leaving a bunch of AI comments on our videos? They aren't adding anything to the conversation.
Thank you!
Of course! Thanks for your comment 🙏
thank you. Thank you!.
Nono, thank you. Thank you for watching and sharing some love! 🙏
Awesome stuff, going to give Motion a try
Love to hear it! Keen to hear what you think! Be sure to use this link efficient.link/r/motion and let support know that we sent you and they might even extend your free trial if you ask them nicely 😉
I'm very interested in Motion. Not for my teams necessarily. I do video games development so we use Jira, which is better suited as we work in sprints, etc. But for personal work and tasks as a manager, I definitely see myself using it. Thanks for the fantastic breakdown!
Love it! Yeah it's tough to get off Jira especially when you have a larger team. I know the team over at Motion actually moved off of Linear and over to Motion for their engineering development team which was a big deal.
That said, personal work and tasks as a manager is a great use-case for it. I'm also sure your team will see it and get jealous over time and ultimately join in 😉😁
Glad we could be of help and appreciate the comment! 🙌
thanks Andra for giving us an opinion vs saying it depends like every other channel
Jira, interesting, my job often looks like a developer's sprint -even though it is not development at all- and I have moved more and more into Agile/Scrum methodologies. Maybe I'll take a look. What is it that makes it so tailored to sprints?
So Jira was actually created more for engineering as the parent company is Atlassian which also owns Bitbucket (competitor to GitHub) so they were very much building for that ICP (Ideal Customer Profile), and engineers often do sprint-based work.
That said, Jira has since moved to a large team focus (e.g. 500+ people), they are like the Salesforce of the engineer sprint world.
New modern competitors have come out and have been eating their lunch though. If you're in any way interested in Jira, Linear is 10x better in every single way:
efficient.app/apps/linear
In-fact early days at Motion I know they were using Linear to even build their own product funny enough (since they are technically competitors now). They said they absolutely loved it at the time.
So yeah, Linear is definitely the tool to check out if you're considering Jira, it's better in every way.
@@efficientapp Pretty cool, I have been toying with Jira today, I can see a lot of uses with my common Use Cases. I manage grants and proposals and Agile is a great way of doing it. I also consult for small businesses and startups that need proposal management options within their existing solutions. Qvidian and Loopio are too expensive for small companies.
I'll check Linear too.
Thanks for this review, so helpful! I’ve had a good experience with Trello as well but mostly for personal life things. Absolutely agree with asana and motion! Could you show us a bit more on how you’re using these platforms? I’m looking for some ideas for adding team members
Thank you Lydia! That's a good request, we can put it on our list of content to create but might be a little while because we have backlog of videos to release atm that are filmed! But make sure to subscribe to keep an eye out for them as we think this would be super useful to record 👀
We just watched your video about what you learned your first year on UA-cam-well done 👏 just subscribed!
Didn't realize you had a UA-cam channel. So funny enough, our video editor signed up for Motion as he was editing this video and he's still using it today and loves it 😁
It's primarily me and Andra using it, sometimes she'll throw tasks on my calendar for customer work that is blocking her, or I'll throw tasks for content ideas on her calendar.
Often, I'll do a detailed comparison, and then we'll collaborate on how to turn it into a video, determining who's more passionate about the topic and that'll dictate who will record the video.
We're working on getting into a more consistent flow within Motion to be more like a hand-off upon each task being completed:
1. Alex writes rough thoughts
2. Andra refines and turns into a deeper comparison, adding her own thoughts
3. Alex proofreads/reviews
4. Andra/Alex record a video
5. Cory (video editor) edits video
6. Alex/Andra revisions
Motion lets us hand off these tasks back-and-forth to entire we don't block each other when it's our turn, or our video editor when it's his turn.
Motion is also going to get way more refined in that way in the months to come (allowing for better handing-off and back/forth of work).
@@efficientapp thanks for this detailed outline, that is so helpful. I’ve been playing with motion and love it as well, but haven’t expanded to including my husband or any handoff tasks. I’m definitely going to take inspiration from your workflow and see how we can learn from it.
So glad I came across your channel when I was researching this. It’s inspiring to see other people building businesses :-) very excited to follow along!
This is so sweet, thanks for the comment Lydia! We know that Motion is undergoing some changes/improvements, so we're more apt to make a video to help others set it up once these changes are complete and rolled out, just so the video isn't immediately outdated 😀 hope to see you when that video does eventually come out! Appreciate your support, and we're excited to hear how things expand when you eventually rope your husband into Motion 😉
Really helpful and concise review. Thank you so much. Ive been using Asana and a paper planner and 3959 sticky notes as a solopreneur, but i keep seeing Motion ads and it looks like it really solves my morning routi-- *ahem* time waster of migrating yesterday's to-dos to today's list
Haha we hear you! We were in the same boat, spending a good 20+ minutes per day (sometimes an hour), manually re-evaluating for the nth time priority and importance to push our tasks back. With Motion, it just recommends a new date/time automatically and takes away so much of that DAILY friction:
efficient.link/r/motion
Transitioning from multiple tools to a more integrated solution like Motion can indeed streamline your workflow and save time on daily tasks. With its features tailored to solopreneurs, Motion could be just what you need to boost productivity and stay organized. Good luck with your transition!
The point you made about Notion not having any guardrails is a frustration I’ve shared in. It might be great for someone who is willing to learn it and wants to have all of that functionality. But I feel like it should “just work”, and it should know what it needs to do and be intuitive. But then on the other hand you have Monday which is much more structured - and pretty, that was my draw to it - but they as a contrast have a very certain way of how they think it should work, which is different from Notion, but they’re doing it in a non-intuitive way. I need to give Asana another try. I used them AND Monday and found I liked Monday better, but I’ll have to check again.
Appreciate you sharing this, because I feel like not many people are talking about it... It's even one thing to invest the time into learning, it's another thing to train your team on, and have them be successful without the clear guardrails.
Every corner you run into edge-cases when trying to build something like Notion into a project manager. And the tough part is, it doesn't make sense to put guardrails on Notion, because it defeats the entire point of what Notion is trying to be (the all-in-one flexible tool).
And I've heard what you're saying a lot in the past, Monday looks nicer than Asana, I even know a team that uses Asana but created a Chrome extension to make it look more like Monday 😂
But yeah, I'd say give Asana a shot if you have a large team, if not, why not try something new and see if Motion can give you a bit more of something that maybe you weren't even considering before? The AI scheduling component is really something that we can't live without having gotten used to it, and it doesn't seem like Asana or Monday are going that direction for some reason 🤷♂️
also notion is extremely slow and laggy
Totally, that's what happens when you try to become all things to do people 😁
Your frustration with Notion's lack of guardrails and the contrasting structured approach of Monday resonates with many users seeking intuitive productivity tools. Exploring alternatives like Asana could offer a balance between structure and flexibility that aligns better with your preferences. It's always worth revisiting tools to find the best fit for your workflow.
I love how you packaged the entire video, very detailed and well thought through. By the way what colour are your eyes? captivated! #Will definitely try out motion
Appreciate the kind words! Awesome to hear you'll check out Motion 🔥
efficient.link/r/motion
yes u did a great job @@efficientapp
This means a lot! Thanks so much 🙏
Been messing around with Walling lately. Kinda like it. Seems simple and allows me to keep up with any large undertakings. I may be using it as a lone wolf, but my projects are imprtant to me. Used to use a paper and pencil planner and Kanban board but Walling allows the same without all of the home office clutter.
My brother is similar, he does the walling approach but on a literal whiteboard for personal tasks, although for work he uses a proper project management tool. Trying to get him to try out Motion for personal usage as I think he'd quite like it since he does also rely on his calendar as well as it feels like a good mix of walling and software. Walling seems like a good first app to try in going from actually writing on a whiteboard though, especially if you are image/screenshot heavy in your task management 👌
Simplifying your workflow while still maintaining organization is key, especially for solo endeavors. Embracing digital tools like Walling can help streamline your process and reduce clutter, ultimately enhancing productivity and focus on your important projects.
Thank you for this video. It was the best one on the subject I could find and it helped me make a decision.
Amazing to hear! What did you end up going with and how big is the team you'd be using it with? Super curious to hear!
@@efficientapp I'm going to proceed with Motion for our 4 person team. Haven't implemented yet.
@JohnnieVibes Awesome! Hope it works for you like it does for us!!
Wanted to check-in on how implementation was going? We actually just released a full video tutorial of how we use Motion in our business, think you might find it helpful: efficient.yt/motion
This was great! Thanks for sharing! My agency is looking to move from Function Point to one of these options, but we can't seem to find a platform that will manage all of our projects while tracking time per project and billing for clients. Do you have a recommendation?
So we actually use Motion + Harvest for exactly that use-case here at Efficient App.
Here's more info about Harvest, we've been using it for 7-8 years now and love it:
efficient.app/apps/harvest
Since Motion integrates so deeply with your calendar, time blocking with your tasks, you can then actually go to Harvest and quickly add these blocks of time from the tasks/events directly into Harvest, tracking them against your client work.
We actually have a full write-up on the best time tracking options on the market, and Harvest is one of the only solutions that handles billing well:
efficient.tips/vs/harvest
At the end of the day, if you're looking for an all-in-one solution that does project management, time tracking, AND billing well-you're going to get a pretty kludgy tool. Believe me, I've tried most of the all-in-one tools over the years, trying to solve the exact same problem you're speaking to.
Your best bet here is to go for the specialized/focused tools, and integrate them, now that integration is way easier, and even baked in to some degree.
Really liked your reviews, I have looked at Monday as my wife's foundation uses it but I see what you mean about them expanding into many different categories now. Never used Asana but have heard good things about it. I am involved with 2 Startups neither of which uses project management software but I think they should. I am potentially going to create a new venture which could grow very quickly if it is successful but it will be critical for us to have project management software especially the way we plan on scaling quickly. I will definitely look at both Motion and Asana based on your review. Thank you for doing this video. I have just subscribed to your channel.
Awe, this means a lot, enjoyed reading this-genuinely makes these videos worthwhile. Actually our next video is going to be relevant, but it's mid-editing right now and probably a couple weeks away. That said, based on what you're describing and where you're at, we think Motion would fit well and be more enjoyable to use for where you're at + scale well 🙂
That said, take a look at our Motion vs Asana page to understand the granular differences between the 2 tools, for example in the reporting side of things (which we see isn't all that important until you have more layers of management). Definitely take a look at this page for more details to help you make the right decision though: efficient.app/compare/motion-vs-asana
Would love to hear what you end up moving forward with and how it goes for you!
Curious what you ended up going with now that it's 3 months later? We actually just released a full video tutorial of how we use Motion in our business, think you might find it interesting depending on the path you've gone 🤔 efficient.yt/motion
Well done, thank for going through the +/- of each option...!
Awe, thanks! 🙏 Curious what you ended up going with and what your needs/team size are? 🤔
Great video! What would you recommend though for a small team of 2-3 people?
Definitely Motion! It’s just two of us on our team and we use Motion (efficient.link/r/motion) 👌👌
Amazing and useful video!!! Thank you so much!! 🙌🙌
Awe, so glad to hear! What do you think you'll end up going forward with? Would love to hear the use-case you're looking to achieve as well 🙌
You're 100% right when you talk about apps trying to do too much. It's a modern curse. I don't want every app to let me "message my coworkers", because I don't want to be getting messages and notifications from a thousand apps!
Haha can so relate! Internally we had to come up with some rules to essentially say "when it's this type of message, use this tool", because every tool does the same thing in some way-it's a lot!
For example, a CRM has tasks, but our project management tool has tasks too... So do we create the task in Motion? Or in Copper? The decision we've made internally is, if it's a relationship-focused task (e.g. reach back out to x about y) then it goes into the CRM tied to the person it's related with. Anything else goes in Motion.
So we're finding that even when you thoughtfully pick software that doesn't overlap, there's still some overlap, and that's when internal standard operating procedures need to be made (if you're small, don't need to write them up, just needs to be a general ethos), of which tool should be used when.
Also Slack DM's are good for quick message exchanges without much structure, but if you're actually moving project work forward, maybe a comment inside of the task within the project manager is a better place to post that Loom video you recorded so the entire team can see it and can reference it back when you're in the type of work that the comment relates to, otherwise a Slack DM could just be disruptive.
It's a delicate balance and just getting more difficult with so many tools moving to all-in-one because they all want to own your entire work stack! Haha
Absolutely, the proliferation of features in apps can lead to information overload and decreased productivity. Simplifying app functionalities to focus on their core purposes can enhance user experience and reduce distractions. Prioritizing efficiency over excessive features is key in navigating the modern app landscape.
@AkshayKumar10xTech Why are you leaving a bunch of AI comments on our videos? They aren't adding anything to the conversation.
Thanks for an excellent video. I want to plan some projects for writing and publishing books, probably about 3-4 months duration. I really like Gantt charts for seeing what needs to be done when, to make sure I don’t start a long task like book cover design too late, to know when to arrange time with a proofreader, etc. I see Monday does Gantts, but when I also saw they did CRM it was a huge red flag to me (just like you mentioned!) Plus Monday seems buggy to me. Do you have any recommendations? Thanks.
Of course! Appreciate you taking the time to watch and comment 🙌
So when you're speaking purely about visual tools, like that of Gantt charts, you're going to be into the world of more serious project management software like Asana.
That said, since you're referring to more individual and small talk projects like writing and publishing books, we think you'd get more benefit from the auto-scheduling capabilities for that of Motion. Being able to put rough deadlines for tasks (e.g. 1-2 weeks, or a more hard deadline), and having it pop up to remind you on your calendar has been more to ensure we get work done on time and by deadlines, than the visual tools like Gantt charts have ever done, as much as I do love how they look.
Charts like that are very active-planning focused, which is also a habit that needs to be built up, but worse, takes up a lot of time to stay ontop of.
That's where we'd recommend you try Motion and the way it goes about automatically planning to ensure you get your work done on time. We use it for our content creation process, which is great too because at a point it hands off from Andra to me and then our video editor, and Motion is more focused best on helping you get this type of work done by a set deadline through automatic scheduling. It just has a few less visual options for now though.
Maybe just give it a shot and see if it could work for you?
efficient.link/r/motion
If not, then Asana should deliver on the Gantt chart request and more visual. It's just a tool you need to stay more ontop of regularly to keep it updated with how work is progressing which gets quite tiresome pretty quickly. It's so clearly built for larger teams and having a part-time project manager keeping it up-to-date with any scale:
efficient.link/r/asana
Hope this helps with a bit more clarity!
For your project planning needs, consider tools like ClickUp or Asana, which offer robust Gantt chart functionality without the added complexity of unnecessary features like CRM. These platforms provide comprehensive project management capabilities to ensure smooth execution of your writing and publishing projects.
I really love your honest explanation and have found the same with asana and monday - but I do have a question about Motion. Does it have task boards/views in addition to the timed tasks on a calendar? What is preventing your team from just using Google Calendar for events as well as the Google Task feature to assign "timed tasks" around your events?
Ah yes, Motion is a full team project manager (task board view, etc.)
Trying to use Google Tasks with Calendar misses the entire collaborative project management and AI capabilities. Motion also automatically prioritizes all of your tasks based on importance, blockers (from team members), deadlines, and task/project duration. Google Calendar + Google Tasks isn't something meant at all for teams or getting large projects done, if that makes sense? Google Tasks does not replace Asana, but Motion does.
Thank you for responding so quickly! @@efficientapp And I understand, I didn't realize they also had the other views as well. If you don't mind me asking a few more questions - looking into this tool for my team as well.
I'm looking at the features for Motion and was wondering if you integrate this tool for communications between your team and clients you work with as well (collaborate on tasks, easy to add people outside of your org to events, etc.)?
And would you suggest this for a team 25-30 people? I was going to go for asana but a little hesitant to see what's out there, but knowing asana is known as the pricier option and it looks like Motion seems to be slightly even more expensive? This seems like a great tool especially since it seems it can replace Google Calendar (our team uses that for events mostly which is why i mentioned it).
Huge apologies, we apparently don't get notified for comment replies 😅 hope it's not too late!
So they do have a "Guest" invite option, but I think they are working on that feature more early next year. If that's absolutely critical to invite people externally, you'd be best to wait a bit (unless you want to pay full-price for an additional seat for external guest). If you're fine with that pricing-wise, then it's actually possible in the product and you can restrict access of said person by workspace. You could use their comment section for communication, but the truth of the matter is we often use Slack for internal team communication, and Slite - efficient.app/apps/slite for shared client documentation and communication (it's similar to that of Notion). I suppose you could use Motion for that though.
For a team with 25-30 people, Motion is definitely still an option. Let me explain the positives/negatives to consider with a team of that size though:
POSITIVES
- Your team will enjoy using Motion > Asana almost exclusively as it's so deeply tied to their calendar, and is essentially a daily planner in addition to a project manager, right there within their calendar.
- If you're truly looking at it from the individual's standpoint, they can simply live in Motion for their calendar + event scheduling, which in turn will help with adoption, versus jumping between multiple tools (Calendar/Calendly/Asana).
NEGATIVES
- They are nowhere near that of say Asana when you get outside of the "getting work done" and move into "upper-management reporting". So if you're a team that's big into goal setting and milestones, while there's ways to visualize it by filtering down views in Motion and leveraging projects for different chunks of a project, you're not going to get the more traditional reporting functionality that upper-management might want. (I will note that this is nearly irrelevant for the actual teams that are living in the tool on the day-to-day to get work done, so you'd have to ask yourself, is reporting more important for your team than your team actually using a tool and benefiting from it, to help them get work done?)
- They still have a bit more to go on some core functionality (e.g. super robust searching functionality), but that's definitely coming in time if the team can be patient.
PRICING
- Actually, Motion is nearly identical at the seat count you're speaking to as compared to Asana (paid annual), not to mention that if you're using Asana long enough, you're going to be pulled to the business tier, which is far more expensive than Motion. Not to mention the fact that it also includes the calendar and meeting scheduler, it replaces the need for most people using Calendly as well, which should free up some budget.
- I think you're possibly comparing the monthly pricing option? If so, I'd recommend you consider that within 2-3 months of implementing the tool (whether Motion OR Asana), you should switch to annual for the discount. It's also a statement you're making to your team that you're committed to making the tool work. We find that larger teams that use a tool month-to-month have a difficult mindset around embracing the tool, as they feel like the company might just switch tools again the following month. Commit to the software and your team will also do the same (plus you get to save nearly 40% on the price by doing so).
Thanks for the video. How do you think about Airtable as a project management tool?
Good question! We LOVE Airtable, but not for project management. Everything we said about Notion being a project manager is what'd we say about Airtable also. Haha even would say you can just replace the word Notion with Airtable in the video and it'd ring true. We love using Airtable as a database, great for structured data and automation but using it as a project management is messy because of little guard rails so you end up spending more time building out how you want to use it as a project management tool rather than just managing projects!
thank you
Of course! And thank you for watching and commenting, means a lot to us! 🙌
This was super helpful! I am a solopreneur with multiple businesses and a family and, well, a life. I'm looking for something that can help me manage personal and business projects, keep up with appointments and to do lists and scheduling.... and also long and short term goals... can I do all of this in Motion?
What you just described is exactly where Motion currently excels the most 👌 have no doubt you'd be able to accomplish all of that with Motion. You should be able to see this through a free trial, give it a shot:
efficient.link/r/motion
great vidoe and presentation
Thank you so much! 🙏 Appreciate you leaving us this note!
Refreshing take on the suite of project management tools. Why have you opted for Motion as a pose to it's competitor Akiflow?
So I actually used Akiflow for 7 months or so alongside Motion early on. What I liked about it was it integrated with Gmail and Asana, alongside other tools.
So what Akiflow is really trying to be is a task aggregator tool with a calendar at the core. It was quite a manual process though adding all of my various tasks onto the calendar for when I wanted to work on them. Same with stared emails from Gmail, etc.
Ultimately, I ended up just getting too overwhelmed with tasks in using Akiflow, with things getting out-of-date. It just became too manual of a process. I realized that versus trying to use an aggregator tool, I should instead just use a tool that better handles it all in a single platform (Motion), and actually get rid of Asana + not rely on Gmail for turning emails into tasks, and instead just use Superhuman to help me triage through email, etc.
Not super bullish on these calendar task aggregation daily planning tools, it misses the full picture of projects and dependencies and true prioritization of tasks. It's so manual, whereas a tool like Motion has all the context, and auto-plans each day.
We really should add it to the site and do a more proper write-up for it here:
efficient.app/comparisons/project-management
We actually just released a full video tutorial of how we use Motion in our business, that should get across why we need a tool like Motion as opposed to a task aggregation tool like Akiflow: efficient.yt/motion
While both Motion and Akiflow offer compelling features, Motion's focus on simplicity and intuitive design resonated more with my workflow needs. It ultimately comes down to personal preference and which tool aligns best with individual work styles and requirements.
I bet this channel will take off.
Great content! I love your website as well. Very clean and well organized. I look forward to seeing more reviews.
What tech stack do you use at Efficient App? Also how do you pick what apps you will review?
Keep up the good work 👍 I look forward to seeing this channel grow.
Hey Paul, this comment just made our day (Alex & Andra)-genuinely appreciate you saying that.
We've been pouring our heart into the website, so that means a lot, super exciting things coming down the pike!
Regarding our tech stack... It's long 😅we actually have all our current (and prior) stack live updating here if you want to check it out: efficient.app/stack/efficient
- For right now we do have the "stacks" section to our site gated behind a login (it's free to sign up, and we have tons of exciting things coming to the free membership on the site).
Regarding how we choose what apps we review... Right now it has really just been whatever Andra and I have been feeling motivated to record on. Sometimes we'll do a paid call with a VC firm on a specific B2B SaaS market segment, and then feel motivated to summarize what we spoke about in a video/writeup, because why not! Overall, no major rhyme or reason, still figuring that all out!
Appreciate your comment and excited to connect!
@@efficientapp Hey Alex and Andra! Thanks so much for the reply! I signed up and look forward to checking out your tech stack 👍
I reached out on the website so feel free to reach out if you ever want to chat. I love the UA-cam platform and always enjoy connecting with other creators. Cheers!
I love this authentic review! I need more of these clear, concise and honest reviews in 2024. Also, your eyes are STUNNING 😍
Awe, thanks! We're trying to do more of them, glad it helped! Did you end up moving forward with any of the tools mentioned in the video? Or just checking it out?
🙏 for watching! Which tool will you try out? 🤔🚀
↳ Motion: efficient.link/r/motion
↳ Asana: efficient.link/r/asana
↳ ClickUp: efficient.link/r/clickup
↳ Monday: efficient.link/r/monday
↳ Notion: efficient.link/r/notion
Very interesting and informative
Awesome, glad to hear it helped 🙌
Wonderful video! One question: Is Trello outdated by now? Or does it fit into some other kind of category for you guys?
Thanks for the kind words and for your comment! Okay, so this comment inspired me to do a write-up of Trello on our website, you can check it out here: efficient.app/apps/trello
But yeah, the main gist is that Trello was an innovator of kanban board view for project managers over a decade ago. They dominated the B2C space, and moved a bit into B2B. With Atlassian acquiring them though, it feels like their UI hasn't evolved in the past 6+ years. They just seem stagnant now and definitely aren't innovating in the space.
You can read more at the link above though, hope it helps!
- Alex
Way to go above and beyond! Subscribed!
Solid write up. I just found this channel but you seem really legit? So Trello could still be a fine choice but they're simply stagnant. Still a great choice if you use all the other Atlassian stuff.
Dare I ask about your thoughts on Miro?
Totally missed this reply until now!
We've used Miro in the past to map processes or when we needed to create visual aids. We found it *pretty* good, buggy at times, but if you need a whiteboard type of software we'd say go for it, it's one of the best out there.
A few years ago, our knowledge base software Slite (efficient.link/r/slite) introduced a sketch feature and we just use that now as we were really only using the barebones of Miro.
Thanks for the no fluff review. My only issue is “I wouldn’t recommend it” should be better qualified. Like, I wouldn’t recommend it for…..(insert your industry and team need that it didn’t meet) I’m with you on Asana and I teach my clients how to use it for Government Contracting but we switched to Monday where we manage several businesses operations. Monday handles Our Coworking Space, Consulting Company, online school, and Venue Rentals. The forms, automations and integrations are INCREDIBLE for us.
Appreciate your comment! Okay, that's fair-so we wouldn't recommend Notion, Monday, or ClickUp as the BEST project management tool for… anybody 😁
Don't get us wrong, we know it can be used and many do use it, the point of this video (and our channel) is to be incredibly opinionated about software for businesses (as there's no shortage of channels that talk about X is great for Y, but not Z). We're generalizing in a sense, but the "generalization" is coming from looking at the tools available in a specific category. So what you're describing (Monday handles your Coworking space, consulting company, online school, venue rentals, etc. etc. etc.) what you just described is potentially 2-3 different business functions/businesses/tools.
So what you'll get from our channel is "you should use this (best) project management software + this (best) CRM to run your business", whereas what you're pointing out is using an all-in-one tool that does many things (not all of them well), but the all-in-one component of it is worthwhile to you in your business, which we completely understand, we just disagree with the premise that Monday is the best project management software on the market, because it isn't. It's more of an all-in-one tool, for which we aren't particularly fans of. That doesn't mean it won't work for people or that you haven't been able to get use out of it, for that we can completely see and understand where that's coming from. Not sure if that makes sense? Not trying to invalidate any of the success you've had with Monday, we totally believe it and are happy it's what is working for you, it's just not what we are going to particularly recommend to businesses for all of the reasons above.
Appreciate you being here, and people don't hate us! 🙏
Great video, very helpful. We use Office365 and would have though that Microsoft would have software that integrates without going to a 3rd party. Are there any Microsoft products that would do a similar job to Motion?
Hey Stephan, appreciate your comment! So Motion does integrate natively with Microsoft 365 as a heads-up.
That said, if you're looking for a Microsoft product, they have Microsoft Projects, but it doesn't do anything around AI scheduling or prioritizing of tasks. It's quite a basic project manager-as Microsoft's goal is not to innovate in all spaces, so much as they are to simply have a tool that they can check a box with.
So with that, trying to stay solely in the Microsoft ecosystem isn't going to get you anything too special.
Is there a reason that you're against using a 3rd party tool if it integrates natively? Like you wouldn't even be able to tell the difference on whether it was a Microsoft product or not, it just wouldn't be showing up inside of Microsoft Teams is all.
Great video! What do you think about Reclaim?
We actually have a video on that coming out in the future, (it's already filmed), although it's just lower in the queue due to our mini-series launching soon (trailer dropping tomorrow in-fact!)
That said, we did a pretty extensive write-up on Motion vs Reclaim if you're interested in checking that out?
efficient.app/compare/motion-vs-reclaim
Thank you
I like your videos pls carry on. we want more videos. don't give up
Appreciate your comment and support, this comment means a lot to us, thank you for leaving it 🙏
And no giving up here! Much more to come! We're just launching our mini-series at the moment:
efficient.link/ateam/0
Have more software and comparison videos coming! 👏👏👏
Super cool video a very good content because it’s pragmatic and not created by productivity addict fans. Thank you. For my team I use asana to do pm in agile it’s great
This means a lot for you to say this, it's exactly what we're going for as we too got a bit frustrated by most of the B2B SaaS content being exactly what you're describing. Super motivating to hear this, encourages us to keep going in this niche 🙏 appreciate your support, glad you've found a home with Asana and it's working for you, and thanks for leaving a comment!
You mention a Setup Integration Video, where is it? This looks like great software. Absolutely great video, very informative.
Appreciate your comment! Are you referring to the Motion + Slack integration video? We have it linked in the description, although it's not a setup guide, it's just showing off what we've built with it (we're an integration company).
Depending on how comfortable you are with integration tools like Zapier though, you could build it.
You can try giving Motion a shot with a free trial here:
efficient.link/r/motion
And experiment with their Zapier integration to connect it with your other tools.
Thanks for your comment!
Nice video. Does Motion have Budget Management capabilities to manage a project budget automatically?
Thanks, appreciate your comment! 🙌 Motion doesn't tie in budget management (at least yet), but it's very deeply tied to hours around tasks (and thus projects), so you can set budgets in that sense. How much time did you actually take based on the budgeted hours in a sense. It's not a direct reporting type of feature though, just to not set the wrong expectations 👌
Thanks for the video Andra! Have you tried Jira? What do you think about this other tool?
Awe, of course! Jira is very much more built for enterprise teams, unless you're an engineering team of 500+ people, there's just better options available.
We actually go more into it in the overview section of the best project management software page on our site: efficient.link/pm#overview
It's more that it serves its purpose for some enterprise teams (it's like the Salesforce of the PM world, which isn't a good thing), like Salesforce it has been replaced by more modern players. With Jira, even in the engineering world it has been replaced by tools like Linear and Motion: efficient.app/compare/motion-vs-linear
Perfect, thanks for your reply!!
Of course! Appreciate you leaving a comment and engaging! Talk to you on other videos! 🙌
what video filter are you using? it looks so good! share please : )
Awe, appreciate that! It was actually custom, our video editor did it-wish we could help more, sorry 😥
Do you use Motion for software dev sprint tasks or what do you use for that and how does it integrate with Motion?
So we use Motion for our software dev sprints. We don't have a huge team though, so I think a better example is that Motion's engineering team used Linear for their sprints for years and loved it. They officially switched fully over to Motion for their engineering sprints about a year ago and it has been working well for them.
So depends on the genuine size of your engineering team, but if you have less than 50 engineers, you should be able to get away with Motion standalone for it all.
They have an update to the project management section coming out soon (we're beta testing it now), that makes managing sprints in their project management side of the tool significantly better, so stay tuned!
Otherwise, you can't go wrong with Linear, though Motion and Linear are such different tools in a sense, that it does make sense for using both, but leaning more on Motion:
efficient.app/compare/motion-vs-linear
Though if you wanted it integrated, you'd need to build something custom with their API.
We actually just released a full video tutorial of how we use Motion in our business, think you might find it interesting as it relates to using it for more structured processes like dev sprints: efficient.yt/motion
many software development teams integrate tools like Jira or Trello for managing sprint tasks. While Motion may not be specifically tailored for software development, it could still be used for high-level project planning and coordination alongside more specialized tools for development tasks. Integration options may vary depending on the specific tools being used.
Thanks for the help, a lot to think about...Motion looks really slick though..
We agree! What are you thinking between and what are your needs/team size? Maybe we can help work through your thoughts!
This is the most helpful yet concise video I’ve seen on all these different PM apps. Thanks!
I have a couple of questions: we are a small team of 3-5. I’m new to PM apps and I’m learning before I roll it out to the team. I’m currently learning Asana & find the templates feature very useful. 1) does Motion have anything similar?, 2) although we’re a small team, we have a lot of projects, at out busiest it can be 100+. I know you recommended Motion for smaller teams, however, do the number of projects affect your recommendation? Thanks again for such a helpful video. Best one I’ve seen so far!
This is such a nice comment, thank you 🥹🙏 so yes, Motion has gone quite deep on the templating tasks feature. I also know they are going more and more down the templating + team handoff of a task/project direction (which should be helpful for the type of work you're describing).
Question around the 100+ tasks as part of a project, couldn't some of these simply be sub-tasks? Essentially having a project with larger tasks, and some of those tasks just have sub-tasks?
Either way it works, even if you want to have a templates project with 100+ tasks.
Since your team is 3-5 people, would genuinely recommend you giving Motion a shot as well since the additional functional that Motion brings with a team that size, that Asana doesn't have, should be quite beneficial (around actually handing off and passing work along to the team and calendar integration to ensure it gets done).
All of this to say, Motion is totally reworking their project manager in the coming months to greatly improve the UX especially around larger projects (we'll probably make a video on it), so we recommend having it be in the running, even if you don't sign up for a trial just yet: efficient.link/r/motion
@@efficientappSorry, I see I didn't mention the 100+ is number of projects, not tasks. I would say we have anywhere from 15-50 tasks and subtasks per project and although each project may be slightly different a lot are repetitive which is why I find Asana's templates so useful so it's good know Motion has them too. So, I guess my question still stands...with 100+ projects, but small team do you still recommend Motion? Thanks again!!
Oh yeah, in this case totally! You'd be totally fine having 100+ projects, and they've put a lot into the task/project template functionality. I will say that they are investing even more into projects, templates, and a few other cool features around that. So if you sign up, just know that it'll be getting a makeover soon (in a good way) 🔥 but how it works in the current state will still work perfect for what you're describing. 👌
@@efficientapp Great, I'll give it a try! Thank you.
Curious to hear how it went/how it's going? Did you have a chance to get it set up for you and your team?
We actually just released a full video tutorial of how we use Motion in our business, think you might find it helpful: efficient.yt/motion
This was so helpful. Thank you.
Awesome to hear! Curious what you ended up moving forward with and for what size team/use-case? 🤔
Great vid. Would be interested to see your thoughts on ClickUp now they’ve launched their 3.0 version. The UI looks 1000x better than before!
Appreciate that! And this is an interesting one... While they are promoting 3.0 like it's a huge release, and we'll admit it does look better, it still suffers from the same point as the video mentioned.
They aren't just focused on project management, but rather they are more of an all-in-one tool, which leaves it feeling overwhelming as everything is vying for your attention.
If there's one area that we wish they improved with v3, it would be their daily planner/calendar functionality. We believe this to be so core to actually improving the end-user experience of task management and getting work done, when managing large projects.
That said, we were just visiting family and friends over the holidays, and one of my closest friends has been using ClickUp at his startup (30 employees or so) for the past 2.5 years. We asked what he genuinely thought about it and we were told he really disliked it as it's just trying to be too much with too many features and not enough focus or TLC in the areas that are important.
We're updating our ClickUp review on the website for 2024: efficient.app/apps/clickup but I will say that it's software that we have higher expectations of because of their size, scale, resources, and time in the market, and it feels like they are lacking focus and true innovation in the space. v3 just feels like a face lift of the main dashboard, without focusing much on the core functionality/stability.
@@efficientapp wow, thank you for the thorough and thoughtful response, really appreciated!
Of course! Appreciate you being here and leaving a comment, it genuinely does mean a lot to us and is what keeps us going 🙏
Are you tracking the team’s time and expenses so they’re billable to clients in Motion or a separate tool?
So we use Harvest to actually do this, have an entire comparison write-up on time tracking tools here:
efficient.tips/vs/harvest
That said, Harvest integrates with Google Calendar, and Motion allows tasks to show up on Google Calendar, and thus, your tasks essentially show up to add to Harvest if you'd like. So directionally we use Motion for that, just in addition to Harvest if that makes sense?
Here's more info and a write-up on Harvest + a free trial & credit if you want to check it out:
efficient.app/apps/harvest
@@efficientapp thanks, I’ll check out your write up. We’ve been using SpringAhead but the reporting and analytics is non-existent so I’m looking for options.
Apologies, YT doesn't do a great job at notifying when we get a comment reply-haven't heard of SpringAhead. At first glance, it definitely seems a bit dated. You'd be better off with any of the apps listed on the link posted above for sure!
Did you end up picking a solution? If so, curious with what you went with, and why? 🤔
This review convinced me to switch to Motion from Notion. I have a question - Does the Motion iPhone app provide notifications? I’ve missed some important tasks because of this. I LOVE the desktop app but I work remote a lot.
Awesome to hear! How are you liking it so far as compared to Notion? Always curious to hear what people's experience is that have used both. Mobile notifications will come by end of year, they just completely re-built the mobile app from the ground up a couple months ago and are planning for feature parity with the desktop app very soon.
Completely hear you and relate here re: working remote. A couple more months if you're able to stick it out 👌
@@efficientapp Appreciate this - I love the desktop app! Notion has turned to a space where I build out a project but Motion is my new go to that manages the projects. Notion just doesn’t have the management tools that I was needing. I’ll stick it out! Looking forward to seeing you do a Mobile app review soon
Awesome to hear! I will say that we're planning a bit more Motion content based on the reaction to this video, that said, we did just update the written review of Motion on the website here: efficient.app/apps/motion
That said, super exciting things seem to be coming to Motion soon, so we're definitely going to be creating more content around it as they release!
Do you have any feedback on Wrike or Microsoft Project?
Will have to get back to you on Write. My brother's company tried switching the team over to Microsoft Projects (they are using Microsoft 365 along with teams and Outlook).
They have 100+ employees, and after setting up Microsoft Projects and the team using it for a couple months, they had to pull the plug. Apparently it's missing things like sub-tasks, and proper reporting, so management wasn't happy with it.
They've now switched to Asana and are happy with it.
I'd say if you're not already using Microsoft 365 instead of Google Workspace, then Microsoft Projects is a complete pass.
If you're already heavily reliant on Microsoft, go ahead and consider it, but it won't be as refined or impressive as the tools we mentioned in the video. Microsoft isn't trying to do everything the best, they are just trying to have a solution for everything, and their goal is to make it "good enough" not "great". Whereas Motion and Asana are both clearly striving for "Great".
Hopefully that helps explain things a bit!
I tried motion based on this video. I think it's a really cool idea... but it just doesn't work well when you have lots of things to juggle and often multitask. It ended up scheduling my lunch at 11PM..... lol. I don't blame it though. I also don't really like set a time for tasks because that just isn't how my brain works. I look at my to do list, check priority, then see what I can do in the time I have. I like larger calendar blocking and I guess that's what I'll do and keep using Asana even though I have 3 in my time. Plus, the motion interface with the calendar and each task showing is just super, super overwhelming for me.
For context, I'm a homeschooling mom who has a part time job, is a content creator, and I have lots of different side projects. I squeeze things in whenever and I don't have a set work schedule. I might not work during the day (like today, we had a trip to the museum) and may get a few hours in at night. Then, the next day, I have to fit my work in while I homeschool my son. I'm back and forth at my computer a lot and having a strict time just doesn't work for my lifestyle.
I love the idea though and I may come back to it if/when my son is older. We'll see.
Thanks for the comment and checking it out! Recommend you maybe check out our new Motion Tutorial as it covers some of what you're speaking to, as I am similar (Alex) to how you described: efficient.yt/motion
That said, if Motion is overwhelming you with the tasks on your calendar, you can simply disable auto-scheduling for your tasks and use it like Asana. You just have the option to enable a task with a deadline on your calendar if you want if you find it overwhelming, you don't need to auto-schedule and have it show up on your calendar is all.
Interesting how you used the review to confirm your own biases: agreed with their sentiment on clickup, but disagreed with their opinion on asana :D
Super curious to hear what your thoughts are on Asana? Always open to hearing them and having our mind changed! Also glad to hear you validate our reasoning for disliking ClickUp, feel pretty strongly on that one 😉
Appreciate your comment and excited to hear your thoughts!
Enjoyed the video! I just found your channel so you may have dealt with this, but I would love to see the comparisons of free vs. paid versions and why you recommend one over the other. I have no experience with project management software as a new solopreneur but am leaning toward Asana for the free version to get my feet wet as opposed to motion with just a free trial period.
Appreciate the comment, and welcome! Sounds like you may have found our channel, but not our website? efficient.app/compare/motion-vs-asana
There is a full Motion vs Asana write-up for you. That said, if you have no experience with project management software, we would normally recommend staying away from one of the more large team and enterprise tools like Asana as they are unopinionated by design.
What I mean is, as software grows in size and takes on more use-cases and larger teams, the more broad of a tool it becomes and the more you need to be opinionated to set it up correctly.
A tool like Motion just works for you out of the box, add tasks and it'll be useful. Don't get to your tasks for the day? Great, everything is automatically rescheduled and ready for you to do the following day.
With tools like Asana, they expect you to have a project manager that helps set things up and help move things forward.
The free tier as well is quite restrictive, for getting the automation functionality in Asana, you need to be paying, and without the task automation (helping move things forward without it being as manual daily) you're going to be paying for it.
Asana restricts everything on their free tier, it's less about "free for small teams" and more about "go ahead and set some of it up and invite some team for free, and then when you're ready to actually start using it properly, upgrade to the paid tier" to which you'll be in similar to that of Motion and you'll simply be using the wrong tool for your team size.
All of that said, we get the appeal, and would genuinely recommend signing up for both and just seeing what your initial experience is like for each if you're unable to make up your mind: eff.li/r/motion (Motion) + eff.li/r/asana (Asana)
Might just recommend you check out our Motion tutorial to get a sense of how we use it just to get a sense of what it's like, maybe seeing it will help you make up your mind on whether or not it even works for what you're thinking: efficient.yt/motion
Does that help at all?
@efficientapp very helpful response!
@efficientapp thanks for the detailed explanation! I'll definitely check your website for the comparison and try both to see how they fit my company. Very helpful.
Awesome to hear! Please do keep us posted, super curious as to what you decide on! 🙌
Good job, thanks.
Appreciate your comment and glad we could help! What did you end up moving forward with? 🤔
@@efficientapp Trying Asana now thanks!
Awesome! Interested to hear how it goes for you 🙌 do you have a large team?
Cool Video, did you ever consider Reclaim AI?
Also don't you think Motion is very pricy?
Appreciate the kind words! We actually have a video coming out comparing Reclaim with Clockwise-in that video we explain how they are substantially different meant for different use-cases.
You can read the write-up comparing Motion vs Reclaim though:
efficient.app/compare/motion-vs-reclaim
Motion is not pricey when viewing it as a replacement to a paid Asana + Calendly. For personal usage, sure, as you're looking more at TickTick and ToDoist, but those tools are not powerful enough for actual business and team collaborative use-cases.
As business project management software, annual license, Motion is completely reasonable price-wise. So it really depends on what you're specifically looking for. We're a business and write content primarily about business software.
Thank you! I have been playing around with the 3 you don't recommend. I hate them for exactly the reasons you highlighted. I have not heard of Motion until this video. That's where I'm heading right now.
Awesome to hear! Be sure to sign up here to lock in the free course efficient.link/r/motion
Might want to actually check out this video before signing up to make sure it'll do what you're looking for it to do? efficient.yt/motion
Keep us posted on the outcome!
really great information and perspective on these tools! Isn't there a no management management app? :)) thanks!
Glad to hear it helps! And the closest app that does this is Motion, in that it will automatically plan and manage your day, you just need to add in the tasks and it does all the work. Is that what you mean or are referring to? It's the most management hands-off tool of all those referenced 👌
@@efficientapp I will look into it right now. I need the simplest way to manage a small team and a few VAs. Thank you for your answer!
Awesome to hear! Keep us posted on how it goes 🙌🙌
This was a proper unbias well explained video
Glad to hear! Thanks for the comment 🙌
Just the review I was looking for👌Could I ask whether you've explored Microsoft Project or Zoho Project?
Stoked to hear this! And thanks for your comment 🙏 so we've explored Microsoft Projects, although we're a Google Workspace company (and most of our customers are as well), and once you start messing with the Microsoft solutions, they want you on Teams and all things Microsoft.
What I can say though is my brother works at a larger company 500+ employees, and they evaluated Microsoft Project vs Asana extensively, and even embraced Microsoft Project for a month, before switching back to Asana as it was too limited for what they were looking to use. He now personally uses Motion to get his work done (more as his daily planner), and manually updates Asana, as their team is already too reliant on Asana at this point to switch again.
Regarding Zoho Projects, we're just not a huge fan of the Zoho suite. Explored it deeply (as how could you not consider it?) But once you go Zoho, they are much like Microsoft, in that they want you to use Zoho email, Zoho CRM, Zoho all the things. The Zoho suite does a lot, but it definitely pales in comparison to built-for focused category solutions. Personally, I'd like to use the best tool for the job, not settle for "good enough" for all my tools, while watching startups like Motion/Routine/etc. popping up and innovating into a space, only to where you have to watch from afar because it's not part of the full cohesive "Zoho" or "Microsoft" core stack.
Not sure if that makes sense? But we've done more of a deep dive on the all-in-one tools space here that you might be interested in: efficient.app/comparisons/all-in-one
@@efficientapp wow, thank you for such a comprehensive reply, much appreciated! I know exactly what you mean by Microsoft and Zoho slowly tractor beaming you into their entire ecosystem bit by bit 👍
Of course! Appreciate you writing something meaningful. And 💯 they aren't hiding anything 😁
It's true that ClickUp is super overwhelming, I'm using the free trial and I'm only up to naming my tasks and that's it, forgot about it.
Hahaha, we hear you 😅 there's a lot vying for your attention. Use us for tasks! For notes! No projects! No embed everything inside of us! Use us for everything!!!! Curious what you end up settling on?
Thumbed up. But what about Trello? I've seen they have a generous free plan with automation, even email notifications.
Appreciate it! You can read our in-depth write-up about Trello here: efficient.app/apps/trello
Along with the history of Project Management and Trello's role in it here: efficient.link/pm
This was great! I'm going to the Motion website right now.
Awesome! Make sure you use this link: efficient.link/r/motion to sign up and then fill out this form: efficient.deals/motion and you'll get our paid Motion course for free! 🙌
So I just started with a sauna like 24 hours ago and now I just seen your video and I hadn't checked out motion yet. My team would be small consisting of about 4 people maybe five for now, but growing. I was thinking we would use Asana with notion for the documentation in sop library. Could you give me a better suggestion or what would you recommend? I oversee multiple businesses and projects and need to stay organized amongst the different activities
Okay, so we'd still recommend you use the likes of Notion for internal documentation/SOP, etc. but for the size of your team, and the fact that you oversee multiple businesses (and projects within them), we think you'd have a better time with Motion-here's a link for a free trial: efficient.link/r/motion
They allow for multiple workspaces in their project area, unlike Asana (which would essentially be entirely different Asana accounts for each company). You can have one workspace for one company, and have sub-projects within them.
Mainly recommending this because for actually getting tasks done, and ensuring your team executes on the work that needs to get done (and blocking other team members from getting work done), Motion has that built in at the core.
I'd also bet that you've spent quite a bit of time setting up your "My Task" view within Asana, Motion essentially auto-schedules for you every day so you don't need to even worry about that.
We officially just switched our team off of Asana and over to Motion and we're so glad to be off Asana being the size team we are.
That said, if you had 100 employees... We'd say you're making a good decision with Asana. But if you're 4-5 people, even growing quite quickly, Motion will definitely be the better solution for your team.
If you want to read some direct thoughts on Motion vs Asana more directly, take a look at the comparison we did here:
efficient.app/compare/motion-vs-asana
Hope this helps!
We actually just released a full video tutorial of how we use Motion in our business, think you might find it helpful: efficient.yt/motion
this is awesome!! what are your thoughts for the right tool for a larger enterprise that uses JIRA for dev, and is looking for the right tool to manage a "plan of record" type backlog of committed and non committed work? important pieces are ability to update and intake new items, and have visibility into the status of the items
That's a tough one, what we'd genuinely ask is, how big actually is the development team, and would the larger enterprise company allow the dev team to use a different tool?
What we've seen is it ends up often coming back to IT just saying "nope, you need to use the same as everyone else".
If the actual engineering/dev team is less than 50 people, then going with a tool like Asana or others is just incredibly overkill and not much benefit over that of what you'd just normally get with Jira with 0 IT friction.
So in that case, we'd say, if your company is open to allowing the dev/engineering team to be quick and nimble, and sees the benefit of more insight into dev resources (taking into consideration meetings on the teams calendar that does take away from the team's capacity but is not accounted for in other tools), then Motion would get you that.
If you're just looking for something a bit more enjoyable to use, that your dev team will actually enjoy and want to update and the IT department is more strict + wants to ultimately keep it in the Jira family, then you might want to check out Linear.
Here's a dedicated writeup that compares the two: efficient.app/compare/motion-vs-linear
Super curious what you end up deciding on! Keep us posted and feel free to include any additional context!
@@efficientapp interesting points, and we are definitely still in the "figure out what we need phase". i will say the dev team is much greater than 50, but this is something that ideally wouldn't affect them. looking for something where we can manage a business-centric backlog, shuffle things around as needed, link feature documentation in the body, intake new requests, and ideally link the item status to a jira ticket. the dev teams will be staying on jira, and this effort would be outside of that. there has to be a better way than smartsheet/excel for this, but i can see us just sticking with excel haha i'm really just looking for the right tool to manage a big ever-changing list and be able to customize fields as i want
Gottt it, yeah, this is a tough one... There's no way that using smartsheet/excel is actually an enjoyable experience. There are some tools that are attempting to solve this, like efficient.link/r/cycle - have you tried any of those platforms that actually integrate with Jira natively more for product feedback organization?
What you're describing is an incredibly difficult situation, and why we don't love working with enterprises, because they are typically using quite old software (like Jira) with tons of requirements. You could accomplish some of that with Motion, like we link to external documents in the body of the Motion task (e.g. a link to Slite, Help Desk, Google Doc, etc.) but yeah, the intake of new requests and everything is a tough one. You could possibly get away with Airtable efficient.link/r/airtable - in-place of Excel as at least that would open up the ability of using their API.
Wish I had a better recommendation for you though, curious if maybe Cycle is something that looks promising at all though?
Wondering what you think of Basecamp... but great review on these!
Thanks! Copy/pasting from a different comment that we answered because we haven't added it to our site efficient.app yet:
Basecamp is an odd one. They're probably the most outdated and stagnated of all the ones listed in the video.
They actually totally stopped building the product a few years back, and prevented new customers from even buying it. It wasn't until recently that they realized maybe they should start allowing new customers onboard, but the product hasn't changed much (aside from 3-4xing the price).
Their userbase is primarily legacy customers that used it as an all-in-one project manager and communication tool, but just using it, you quickly see how old and outdated it feels, and the methodology they used to build it.
Not a tool we're excited about because of that, I'd genuinely be wary considering them when the competitors in this video haven't stopped putting their foot on the gas.
Hope this helps!
Great video! I’ve started using Asana for a team of 3 and we like it, would you say that Asana may be an overkill for such a small team?
First of all, glad to hear that you like a project manager at all, it means that your team must have been able to adopt it well, which is one of the most difficult things about project management software and teams.
That said, as also a team of 3 using the project manager, we switched from Asana to Motion after evaluating them side-by-side for 1-2 years, having used Asana as our PM tool for 7 years. So that should be somewhat telling on its own.
That said, I'd have to know what it is that your team likes most about Asana, if it's the reporting, Gaant chart functionality, etc then you'd be better off sticking with Asana for now. We personally got sick and tired of manually reorganizing/pushing deadlines of tasks in our My Tasks view in Asana every day, as with Motion it handles that automatically amongst other things.
We have an entire page dedicated to Motion vs Asana on our site though that should help you in determining if you're anything like us, or would be better off sticking with what you currently have:
efficient.app/compare/motion-vs-asana
Keep us posted and let us know if you have any other specific questions around this after checking out the page above!
How are you able to use Motion and Asana? Because the google calender syncs?
You can't nor would you really want to use Asana and Motion together. For example, we were using Asana and we actually switched off of it to use Motion instead.
Motion integrates deeply into your calendar, creating flexible events for tasks for you and your team. Asana doesn't do this, nor can Asana take in these tasks from Motion and do anything useful with them.
The only way this would make sense would be to integrate the two with the Motion and Asana API, where maybe doing something to an Asana task creates it on Motion to auto-schedule it, but even then you'd have redundant tasks and it'd be a bit kludgy. Syncing status completion for example would be painful to keep well in sync.
thanks for the video.
Of course! Thanks for your comment! Curious what you decided on and what your use-case is? 👀
Hi. Just wanted to ask... You're not looking at the camera. Is that intentional? Useful video. Thanks. Notion and Clickup have been driving me nuts.
Rookie mistake! Was the first time filming with my phone and I realized after filming that I was looking at myself instead of into the camera.
Recorded something last week and tried to look into the camera during that one, we’ll see if it’s any better!
Thanks for being here & the comment! 🙌 Glad the video helped!
You did a great job. I noticed you looking off to the side and wondered if it was intentional. It didn't actually bother me you're beautiful and came across very professional.
Thanks for the video, and a wonderful analysis on couple of project management tool, I really agree with you at the end of the video as you not recomend for Monday and click up , it's true as we have used those ealier stage and not capable to handle the complex projects. I have to check more insights on Vabro vs Motion, could you mine can you please post your video link on Vabro insights, that will helps me to decide Switch to better Saas solution.
Thanks for the comment! Vabro isn't a tool we'd review on this channel as it doesn't meet the criteria bar for software we're open to evaluating (which in and of itself should be a red flag 🚩)... that said, we have a video being released in about a week showing how we use Motion, subscribe to get notified of when it's released and you'll get a better idea of how Motion works to see if it fits your needs!
hey, thanks for the comparison! what about Google Workspace?
Course! Not exactly sure what you mean? We use and love Google Workspace (and tools like Motion require Google Workspace/Google Account or Microsoft 365 at the core), so in general we recommend it especially if you're a business. That said Google Workspace isn't a project management tool, so not exactly sure how that fits here or what exactly you're asking, care to clarify a bit more?
thoughts on wrike?
Not ignoring you! Just don't have a deep enough opinion on it yet to respond thoughtfully. We don't feel like it really stands out by any means, it feels like a less modern Asana (not as nice or refined UI/UX). I'm sure it's fine-just not a tool we often see when consulting businesses on project management. The software mentioned in this video are the more common suspects! 🕵️♂️
I tried using a PM to attempt to strike a balance between work, home, & personal life, especially as I was needing to interact with more ppl at the time. I agree that Monday was pretty but had too many things to tinker with. I preferred ClickUp over Asana in the feel & layout, but I kept running into issues that Asana didn't have. I personally struggled understanding Asana & felt as though nothing aligned with the way my mind works. Finally, I seem to remember getting frustrated at how frequently I had to correct Motion's AI, but since it's been a couple years, I'll have to give Motion another shot.
Totally understand & thanks for being here (love the username btw haha)!Wondering if you might need more of a Daily Planner rather than a full project management tool to manage work/personal (Motion also fits in this category). There is a small learning curve with Motion, the AI relies on the priority set so as long as you’re telling the tool what is ASAP, High, Medium, or Low priority, along with deadlines, it does a good job at organizing your day. Give the 7 day trial a shot and you can likely get a good idea (they also revamped their interface recently): efficient.link/r/motion
Just curious, have you seen our daily planner video?
Check that out as we included a bit of a demo with Motion too so you can see what it looks like in action: efficient.yt/planner
@@efficientapp Wow! I did not expect a response - let alone 1 so soon! Thank you!
Thanks to a few videos I watched yesterday (last night for me), I'm actually going to give Motion a try. I'll also be sure to check out the daily planner video.
I'm trying to find a new (career-style) job, & I help my wife with an event planning business. So I feel it's still important to become familiar with a good PM & CRM, especially since the in-house tool(s) at my former employer barely did the job.
That's amazing! Yeah we feel like Motion will be a good fit for you based on what you're describing 🙌
Do be sure to use our link to sign up as we'll be giving away a free "how to set up Motion" course in the future for anyone that uses our affiliate link (and we can confirm it because they went through this page): efficient.link/deal/motion
Excited to hear what you think!
@efficientapp My free trial of Motion is about to end, & I kind of wish I had your "how to set up Motion" course because I couldn't get it to work. Being a tester & problem solver, I tried a few times over a couple of days to click around & overcome whatever hurdles were keeping me from getting my day(s)/week(s) scheduled properly, but little things like making a small change to something the AI is given to move around would force it out of the AI's "hands" with no clear way to give it back. After the little chunk of time I gave on day 4 of this trial period, I've become annoyed & discouraged by this tool. The AI does its job rearranging one's calendar, but it's not always the best outcome. My overall assessment of Motion at this point is that there are too many little irritations/hurdles within the app's overall function(s) of Motion that whatever intuitiveness it's supposed/strives to have is lost.
Ah, bummer to hear that! We're working on the video of how we use Motion right now, it's a few weeks out from being complete though, that'll be more focused on the project management side of things though.
The video course we are also filming, which will go a bit more into how to think about organizing your tasks and getting work done. Though that'll come out a bit later (and is free if you sign up to Motion with our affiliate link, otherwise it'll be a paid course).
So apologies there, maybe let the trial run out and give it another shot in a month or so when we have more content showing how we use it?
I think part of what you're saying with it rescheduling a task to a different day and it's out of your view would be solved with the search functionality they're working on because we feel that too at times.
Not sure if you still have access to Motion or not, but feel free to fill out the audit form on our site and include a Loom recording of how you're currently using it and what your frustrations are and we're happy to let you know if it could be resolved with process and best practices, or if maybe Motion just isn't the right tool for you: efficient.link/audit
Great insight❤
Awesome to hear! Did you end up moving forward with any of the project management tools mentioned? 🤔
Thank you for this amazing knowledgeable video. Could you please brief about Coda as well?
We actually have a full write-up for Coda on our site: efficient.app/apps/coda
We don't love recommending it as the main project management tool for a company, it fits in a bit of an odd place as more of a knowledge-base meets no-code tool. The write-up should help better, just wouldn't recommend it if you're specifically looking for a team project management tool that's heavily task-focused.
Where do you think ZOHO projects stand among this array of PMs ?
Zoho is a company that I have a hard time recommending to anyone, or even adding to our website really-maybe one day! 😅
They are trying to be the one-stop-shop for every single tool, legitimately everything (Calendar and Email included). They see Google Workspace as a competitor, along with every software category out there. How much faith do we have in a company that is trying to own every single category? Not much... They also, for obvious reasons, integrate really well with all of their own tools, because they want to just encourage you to use them for everything.
I'd genuinely just say stay away from the trap that is Zoho. While it's impressive what they've been able to accomplish, they are focused more on trying to take over the world with quantity over quality in every category.
@@efficientapp You make a good point.. 😅 I loved using Notion as a research / documentation tool, but as you said, without any restrictions, the potential for limitless possibilities is unsettling.
Right now we're just a two-person consultancy, In that case, I think I should go with Asana.
Why not give Motion a shot? We're actually in the same boat, it's just Andra and I and we actually switched from using Asana for 7 years over to Motion. Asana is more preferable if you have a super large team. It would be pretty overkill with 2 people 😅
efficient.link/r/motion
@@efficientapp Sure! will do. I hesitated coz Asana has a free plan and motion doesn't. Will definitely need more than a 7 day trial to stress out a workin system.
Totally hear ya on that-we were put into the exact same position, but saw enough value after the week that we actually purchased it for 2 seats annual which dropped the price a lot. The thing is, with the AI auto scheduling and prioritization of tasks, Andra and I both found that Motion saved us at-least 2-3 hours per week in just not having to push back tasks in Asana and re-plan as things became overdue. So if you can value saving a few hours per week and just give Motion a shot for a month (paying for it for a month before deciding), you'd be doing yourself and team a huge favor as the time savings should more than pay for the cost difference. It also replaces the need for Calendly, so it simplifies things quite a bit.
Not to mention, the free tier of Asana is quite barebones, so we found ourselves having to upgrade from free quite quickly.
That said, quick tip 🤫 if you got this far in the comment, use this link to sign up (efficient.link/r/motion) then reach out to support and tell them that Alex from Efficient sent you and ask if they can extend your free trial a bit, and they might just do that for ya 😉 (idk if I should be saying this publicly) 😅
We already have a CRM we use for ticketing, creation of projects and we track time, progress, start/end dates, budgets, etc. within the CRM. So I've found it difficult to find a PM tool that is really good at everything else. No sense in creating extra / duplicate work for people.
I want to use templates for simple project task plans based on project type (for consistency), a good visual representation of milestones and progress, a simplified customer/client view of their tasks and minimal view of our internal tasks, while having a very detailed tasklist, checklists for our internal views. Basically, I want to hide all the minutia for the clients and keep it simple for them. Also important is document sharing, notes, and chat.
What tool do you think I should take a hard look at?
Love the way that you're getting the most out of your CRM 🙌 Which CRM are you using btw?
So sharing projects with external members is not something that Motion has (at the moment anyway), so we'd recommend Asana. With Asana you can share entire projects or specific tasks with someone external: blog.asana.com/2012/03/guest-accounts-asana-for-clients-contractors-and-consultants/
All that being said, it sounds like your CRM is doing most of the heavy lifting internally, does your team mainly want a project management tool to share the progress with clients? Or is the CRM busting as the seams in terms of tracking projects internally also?
Asking because setting up a PM tool just to share progress with clients is a pretty big lift. Obviously we have no idea of your industry or business or how critical sharing the process is, but as an overall thought we've seen that most customers won't even log into third party tools to view progress, and they'll just ask you for updates on email anyway. We tried going down this path (sharing larger projects in Asana with our clients and adoption didn't last very long).
Another idea if you wanted to go down this path is that you could integrate your CRM in with Asana so that templated tasks are created upon deal/opportunity stage change for example, and this can be how you share the progress with your customers, but again, a huge lift and I'd be 100000% percent sure they want it/will use it if you go through the trouble of setting this up.
For collaborating on actual work fore example, we typically recommend a shared workspace. For example, we have a shared workspace which each of our customers for collaboration on a software called Slite: efficient.app/apps/slite.
In general, tough to say without speaking further, but from what you shared it seems like you're using your CRM better than most folks so first I'd be wondering where the PM tool will help the most internally, and then thinking about the external collaboration aspect secondly.
Hope this gives some food for thought!
@@efficientapp well, we have been using Microsoft Sharepoint to create sites for project collaboration with documentation. We can freeze changes and not allow customer to make any changes after a certain date, and have notes automatically stored in OneNote. The CRM is Connectwise - commonly used with IT VARs and MSPs like us....but we do sort of use it for a lot, and it seems to restrict how we want to work based on it's constraints and limitations. We use smartsheet for actual project / task plans, but it's kludgy, and I dislike how everything is just a spreadsheet.
The more I look around, I am concerned that a single PM tool won't do everything well. I worry about buy in and duplicating efforts, and working in a platform the rest of the company doesn't have visibility to.
Ahhhh this all makes sense, had me at Connectwise. Yeah we actually used to be an MSP, I was using IT Glue religiously and saw deeply how critical every tool needed to integrate with an IT CRM like Connectwise. They feel like the Salesforce of CRM. Not super intuitive, but integrated with most IT tools.
We were never more than just a couple/few people using it, so I had gotten away with NinjaRMM (I think now goes by NinjaOne now), Copper CRM (not using ConnectWise), and IT Glue.
Now that we're no longer an IT company though, dropped IT Glue because it was insanely expensive, picked up Dashlane in its place which covered most of our use-cases in the new integration business, and kept using Copper as our CRM.
Duplicate work is a huge thing in the IT/MSP/VAR industry, so yeah this is a totally different scenario than I had thought initially. Completely empathize with trying to modernize the IT services stack, it just feels impossible and why I ultimately left MSP, in many parts because of the software stack just feeling old/not modern.
But yeah, using Smartsheets sounds like a bummer, another older software that was built for enterprise companies and just isn't very innovative anymore. Hope you can figure out something that works for you and is also more enjoyable to use!
Is it possible to create sub tasks inside Motion? Let's suppose, the larger task is a podcast episode with a final deadline, but inside this main task, create sub-tasks, ex: Thumbnail, prep-call, recording, edition and each one of these sub tasks being assigned to a different person/team and with his own deadline and, if needed, a calendar invite for everyone involved (for example, in the recording/streaming date). Is it possible?
Hey Pedro! So there are sub-tasks available, and you literally just explained our entire content creation pipeline (we use Motion for this). That said, sub-tasks can't yet be granularly assigned to each individual (they are working on it). But they are also re-thinking it a bit as that can become a huge mess at scale (we've experienced it first hand in Asana).
So what you'll want to do with Motion is create statuses that align with the over-arching steps in the process, and as you bring the task through the steps and check off the different subtasks, the task will essentially jump in assignment between the relevant team members (the automated bits are being worked out right now on their end, we're doing this manually).
Anyway, we want to make a short course showing off how we use it internally for exactly this reason. If you sign up with the steps, we'll lock you in and give you the setup course for free when we do record it as this is exactly what we use it for and it works great: efficient.link/deal/motion
We actually just released a full video tutorial of how we use Motion in our business and this is a use-case we cover as it's something we use Motion for, hope this helps: efficient.yt/motion
what do you think of skedpal? i think its better than motion
I mean Skedpal looks like it's straight out of 2010 in UI and design. I'd say they're quite a bit different overall. Skedpal is more of just a notepad that allows you to add time blocking for tasks to your calendar.
Motion literally takes priority, deadlines, dependences, and team dependences into consideration, to schedule your most important work from day-to-day. It's also a complete project management tool, whereas Skedpal is more built for individuals.
They are different tools, the only thing they slightly share in common is they both technically do time blocking on your calendar. We personally wouldn't use Skedpal, nor would it replace a proper project management tool for an actual team.
got it thank u for the in depth explanation!! @@efficientapp
Glad to help! The task/project management space is quite vast and overwhelming 😅
Great opinions on each. But unless money is no object for you and your business, there is a HUGE hole in this. Cost is never mentioned. If you're solo Motion is $39/month. STEEP when some of the others have free versions with every feature you need (IMHO).
Thanks for the comment Brian! So we are, first and foremost, a B2B software review channel, our target audience is businesses and teams. With that, part of running a business means you’ll have software costs and we don’t encourage teams to evaluate tools on price alone (or even a primary driver) - unless a tool literally starts at thousands of dollars per year, we won’t mention it as a part of our reviews.
With that, Motion is actually $19/m on the annual tier and $12 per user for teams. For small teams, Motion and Asana are nearly identical per seat as compared to Asana (paid annual). P.S. it's $34/mo when billed monthly, not $39. Not to mention, if you move to their "Team" plan, you get 2 seats for $20/user/mo, so maybe get a friend to go on a team with you if you don't have a business and save 40%?
While there is a "free" tier in Asana for example, it's incredibly restrictive feature-wise (just about everything you try to do prompts you to upgrade). We used it for 7 years and were paid users on the advanced tier the entire time (it was literally more expensive than Motion).
If the free tools do everything *you* need, then there’d be no reason to consider another option! For us, we’re a small team (2 people) and couldn’t get away from using the free tiers on any of the tools in this video. And for what a tool like Motion does for us in terms of peace of mind and organization, and helping us get work done, it more than pays for itself (like with all the tools we use).
Really great video, the last thing I want as a new business owner is to waste time creating and recreating templates. What is your opinion on Jira?
Thanks so much! And totally, creating the foundation over and over is not a good use of time.
Jira is very much more built for enterprise teams, unless you're an engineering team of 500+ people, there's just better options available.
We go more into it in the overview section of the best project management software page on our site: efficient.link/pm#overview
It's more that it serves its purpose for some enterprise teams, but it has been replaced even in the engineering world by tools like Linear and Motion: efficient.app/compare/motion-vs-linear
@@efficientappWow, your website is an absolute treasure of knowledge for any and all software stacks. I'm very grateful for coming across your youtube video. I was beginning to get frustrated from watching too many unexperienced people on YT claiming this or that, many of which are only following trends and not incorporating anything useful. You guys rock!
Oh wow... This is literally the nicest comment to end the day on. Means so much to hear this, and super excited that you've gotten value from the site!
Much more to come-we hope to see you around some more 🙌
This was really interesting to watch. Great review!
Awe, appreciate you taking the time to watch and comment and stoked to hear we could help make sense of this overwhelming category! Super curious what you ended up going with?
thank you, what about Jira?
Of course, thanks for commenting! Jira is very much more built for enterprise teams, unless you're an engineering team of 500+ people, there's just better options available.
We actually go more into it in the overview section of the best project management software page on our site: efficient.link/pm#overview
It's more that it serves its purpose for some enterprise teams (it's like the Salesforce of the Project Management world, which isn't really a good thing 😅), like Salesforce it has been replaced by more modern players in the space. While Jira is still most popular in large engineering teams, even in the engineering world it has been replaced by tools like Linear and Motion: efficient.app/compare/motion-vs-linear
Hope this helps clear things up a bit!
Just did a full write-up on Jira here:
efficient.app/apps/jira
@@efficientapp thank you!
I am really struggling with the back and forth emails that happen between myself and clients during projects when I need their feedback on content and/or design edits. Does Motion have any functionality that allows you to give clients access to documents and collaborate in one spot as opposed to doing it via email?
Hi Jennifer! So no, Motion doesn’t have that functionality (it’s just for managing your time/projects) but we recommend Slite for collaborating on work with clients! This is what we use ourselves with our customers.
We set up a channel for each customer and within each channel we have sub docs where we collaborate back and forth.
You can actually get a free $100 credit by using the link on the site here and the promo code listed on our site:
efficient.app/apps/slite
Their starter tier is free though if you just want to give it a try:
efficient.link/r/slite
Admittedly, we need to create more content around it because we use it daily and it’s one of our top 5 favorite apps!
@@efficientapp thanks for the reply! Does Slite integrate with Motion?
There's no native integration per-say, we'd just ask what you'd be looking to have this integration do exactly.
We used Asana before Motion, and Slite does integrate with Asana (like you can paste in the Asana task link, and it'll show some task details in Slite).
Thing is, we just found that we never actually used that integration of sorts (and we used Slite + Asana for 5 years together).
Your only other option is to use Asana and you can share a project/view with your client, although we've found that having a client see all of our internal tasks on a project just lead to micro-management on their end. What they really need is a top-level update, and that's what we give our customers via Slite instead.
The further tradeoff here is that with Asana, you're getting a tool that isn't as useful for yourself and your team, and we don't believe that the integration that exists between Slite + Asana is worth the tradeoff. Using a tool like Motion will make getting the work done and planning/delivering on the project easier. So your clients will appreciate it and you'll have more time.
Also, using Asana in-place of Slite isn't recommended either as it doesn't allow you to be project based all that well.
@@efficientapp I'm just looking for a way to minimize back-and-forth email. I don't know exactly what that looks like. I don't really need clients to see project tasks but you can invite clients to collab on specific tasks in Asana, right?
Pretty sure you need to invite guests to the entire project, e.g. you'd have a project per client and invite them to it. I could be wrong, don't know for certain. You can embed one-off Asana tasks inside of Slite though if you want them only to see the status of it and have it be updated depending on the status. Genuinely not sure if you can share a single task publicly though without inviting someone to the entire project. You can easily test this out though, Asana is free to start 👌
Hi, what about Smartsheet? thx.
Smartsheet is one of the original project management tools for enterprises with very complex processes (and that have resources to hire a consultant to set it up). We find most businesses and teams don't need something that complex and our channel is more so for the mid-market + small sized businesses which Motion or Asana is much better suited for!
Also thought we should add, we wrote an article about how project management tools have evolved over the years, adding it here in case you have interest to help with your decision: efficient.link/pm
What is the process for a client within the company to start a new project for the team? Is there a form they can fill out that automatically transfers to Motion or Asana?
Hi Thomas! You’d need to build a custom integration and then that could work with either tool, but out of the box you wouldn’t get that feature 📦
I've watched your Motion tutorial but 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 autschedule. 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?
Responded on your other comment but pasting here also in case any one else has the same question ⤵️
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!
Motion, though, does not offer a free plan. Am I right?
So not a free plan, but a 7 day free trial if you just want to give it a shot: efficient.link/r/motion
@@efficientapp Yeap, I wish they offered a free plan for personal users!
Totally hear ya! They are focused more on B2B. Maybe some day they'll add a basic free plan 🤷♂️
I'm looking for a CRM. I tested Notion, but when the volume increased it simply couldn't handle it, it freezes too much
Definitely don't recommend using Notion as a CRM. In fact, we have an entire video about why not + what our CRM recommendations are. Watch here & let us know what you think after watching: efficient.link/yt/crm
Have you considered trello?
We have a full Trello write-up on the website. Trello is the OG, but has stagnated massively over the past 5+ years. We go deeper on it all here: efficient.app/apps/trello
Is this what you would recommend as a CRM?
These are project managers, wouldn't recommend any as a CRM. Our CRM recommendation depends on your size of team and what core cloud suite you're using for your business (e.g. Google Workspace vs Microsoft). We've done a full writeup and video that should help answer that question for you here: efficient.tips/b/crm
We personally use Copper CRM: efficient.link/r/copper though mind you we use Google Workspace and have a smaller team. Definitely check out the blog post and video here though as it'll best answer your question: efficient.tips/b/crm