Missed out on the course, signed up for Motion right after watching this vid before I saw the links 😅. Excellent vid, you easily convinced me to switch our team of 10 from Monday to Motion 👏
Ah bummer! Will pin this comment so that others don't miss out: efficient.deals/motion With that, this comment 100% made our day! Super stoked to hear that the video helped! That's a big decision, so your comment holds a lot of weight 🙏 what was the impetus for checking out Motion after using Monday with your team? Also curious what the biggest selling point was for you?
@@efficientapp The fact that Motion has a calendar as it's core, and the AI assistance, are definitely key reasons. Our team is spread out across the globe, in six different timezones. Motion will definitely help us stay organized and on track, without having to micromanage
Ah yes, for that many different time zones across the globe, I can totally see the appeal of having the calendar at the core 🔥 such a great way to put it as well! Stay organized and on track without having to micromanage as no one likes doing that (or receiving that for that matter). Sounds like the perfect fit!
That probably won't work sadly, but you could purchase the course directly, we might even be giving an early access discount 🤫 efficient.link/courses/motion
I just started my own web agency and started using motion for my calendar and task management. I just have to make a comment on how well-paced this video is. It's the first tutorial/review video I have watched in a very long time where I was not compelled to 2x the playback speed! Great work.
This is so funny because we went through probably 16 iterations in the video edit, and toward the end, Andra and I were also watching it at 1x speed without even realizing, totally forgetting we did that until say the 50% mark (mind you, we've probably watched this video 30+ times at this point, so you can probably imagine how much we'd want to watch it on a quicker speed 😂). So maybe that's a good sign/point to get to since I can't stand not watching content at 1.75-2x speed (our content included, usually). So incredibly stoked to hear that you felt this way, coming from someone who also watches videos on 2x speed-this is probably the nicest comment you could possibly give us as it connects so deeply with me personally hahaha Huge congrats on your new web agency launch by the way! Would love to hear more about it as I too come from having my own web agency back in the day. What is the tech stack you're setting up? Custom or leveraging tools like Webflow/Framer?
I have been using Motion for about a year along side a physical planner, but I was not satisfied so I did a you tube search for Use Motion Tips and could not have been more impressed by your video. After I finished I went to your page to see what else you have reviewed and was excited to see some other apps that I have dabbled in - thank you for your thoroughness and easy to follow videos. Keep up the excellent work 👍👍 #CrushedIt
Wow, so amazing to hear this! 🥹 We're so glad we could help you find more success with Motion-this is one of the most encouraging comments we've grown, thank you so much 🙏 super excited to see you around the site and channel more 🙌
This was quite informative, good overview. The part about real workload visibility rings very true, too often teams are loaded 120% of capacity with "project meetings" without consideration to time require to complete assigned workloads and more often than not on top of their other regular day job responsibilities.
Yesss! Appreciate you reiterating this, it was the biggest unlocks we had when we first started using Motion. It's surprising that other project management tools aren't taking this more into account, it seems like such an obvious realization, especially with teams at scale.
These guys have literally saved my life. I recently started up my own business and was drowning in project management, tasks, and organization. Trying to manage tasks manually was taking soo much time. I’ve been binge watching their channel and implementing, well…pretty much everything they recommend😂 My life as a solo entrepreneur is finally becoming more manageable and FAR more efficient, thanks to following the incredibly solid advice these two provide and leveraging AI. Finding this channel has been a god send!😇 Thank you Alex & Andra 🙏
Awe, that means a lot! Thanks for saying that Jenn 🥲 we're so glad to hear we could help with getting your business set up! You've been killing it with all the apps you've been implementing, well done 👏👏 Stoked we could be a part of the journey, and we're so glad you stumbled upon us! Good vibes all around 🙌
Came here to say this is easily the best & most powerful onboarding vid I've ever seen (and I'm a Marketer!). :) Thank you, Andra! You're a natural + include so many mega-value adds here + LOVE your Asana comparisons. The Cal scheduling approach makes so much more sense!!! AAAHHH 🙏Thank you, thank you!!!
This means a lot especially coming from a fellow Marketer! Thanks Britney 🙏 these are the comments that keep us going-appreciate you checking out the Asana comparisons as well! I see that you're ex-Hugging Face and Moz and have a fellow love for SEO! We've been going quite deep with SEO on our site efficient.app, would be fun to connect over SEO one of these days 🙌 so stoked that our videos are being shown to such awesome people! (We both just connected on LinkedIn btw) Super curious, how are you currently using Motion, and just for personal usage, or with a team?
Really appreciate this - especially the comparison to Asana. Do you have this integrating with your CRM and the tasks around following-up with leads, etc.?
Awe, so glad to hear it helped! And yep, we had many many years with Asana, so we know the two especially well! So we use Motion alongside Copper, but we leave follow-up related tasks in the CRM, and moving work forward/project management/events in Motion. We actually haven't found the need personally to integrate the two, but rather letting them stay in their own lane. Also, efficient.link/r/copperintegrates with Google calendar, as does Motion, so tasks in the CRM can actually show up on the calendar (and thus Motion), out of the box if you use a deeply integrated Google Workspace CRM. That said, we have a full video on our CRM recommendations here: efficient.link/yt/crm
Oh wow! (Right back to ya) 😁 Did you find Motion through us? Or you were already users and stumbled on our video? Is much of the team on Motion? Or just a few on the exec team? 👀 This comment just made our day, so happy to be able to help! 🙏
Hahaha we love you too! I mean... Motion loves you too! Comment made our day, glad it could help and hope you claimed access to the course (if you signed up with one of our links): efficient.deals/motion
I'm adding projects and tasks. In the video at 14:34 it shows workspaces w/ projects and tasks connected to each other in the gantt chart. How was that done showing tasks in the toggled / untoggled projects? Doing this in teamgantt is a breeze so when task A is connected to task B and task A moves, so does B (and C, D, etc). User can't pull B in front of A. I'm only seeing the projects on the timeline. Thank you
This video showed mock-ups of what the Gantt feature would look like, it wasn't released at this point. What you see in Motion now is how they Gantt charts work. You simply click in and you see all the related tasks (although tasks don't appear in the Gantt view).
Yep! You got it! You can give feedback to Motion if you want to view tasks in Gant, they are trying to understand where people would specifically get value from it, so feel free to explain to them and maybe one day they'll add it, if helpful!
So much information! Now i just need to find the time! Motion has been great so far can't wait to get this going with our new social media manager! Thanks for doing this! 🍻
Yesss! Good to see you again and glad to hear it has been working out since you decided on it in the other video 🙌 Sounds like you'll have a similar process/flow with them as what we showed in the video, amazing! Excited to hear how things evolve over time 🚀
I have 2 businesses that i own and several other projects. 2 of them are in AI development also. So i was intrigued when i saw an ad for this. I'm always looked for better ways to manage my time and team. Initially it seems overly complicated but maybe not. They all have a learning curve to them. The question is if its better than the alternatives and if its worth the time investment. That block feature you mentioned is a fire-able offence if its during business hours.
Yeah, the truth of the matter is it's really not that complicated-it's really more of a traditional project management tool with a smart layer atop of it that works for you automatically based on deadlines and priorities. We'd argue that less effort needs to go into setting up Motion than say Asana, ClickUp, or Monday because it's a bit more opinionated for how to use it well, whereas Asana and others have no opinionation, and we've seen plenty of companies using it completely and totally incorrectly. No guard rails is not the solution in many cases, especially time management/project management. But hey, why not just give it a shot and see for yourself if it works? efficient.link/r/motion Also, regarding the block time feature, what do you mean it's fire-able? You're saying for personal tasks? The point simply is to time block so you can actually get work done, versus being thrown into work then calls then work then calls as it completely defeats focus work, making your employees less productive. Maybe I'm misunderstanding what you're saying with that though?
Thank you so much this video helped keep me out a lot! As someone struggling with ADHD and very ambitious, learning how to leverage Motion to help assist my career goals and take care of myself has been astronomically useful
Ah, awesome to hear this, super motivating that we could help you in your journey! Are there any aspects to Motion that this tutorial didn't cover that would have been helpful? We're making a course as we speak and want to make sure we can help guide people in the right direction even more 🔥
This video is incredibly helpful. I was trying to DYI my way through the app and it is not intuitive but this video made it crystal clear. Now I am excited to take back my time and manage my projects more efficiently. Good job Andra.
This looks great for internal team project management - in y’all’s opinion, would it work well for client-facing project management? Can permissions be set to limit what clients have to see?
That's something they are working on and thinking through. For right now when we have a client-facing project though, we will use Motion to manage it internally, and just share what we want to share with them with screenshots and such in a shared note taking tool like Slite or Notion: efficient.app/apps/slite That said, we'll be doing all of that just in Motion once they release sharing permissions. So up to you, but does that help at all? Know it's not the most ideal yet. If you do end up giving Motion a shot, be sure to claim our setup course to see how we are using it here: efficient.deals/motion
@@efficientapp thanks so much for the response! The folks at Motion voiced the same thing - really looking forward to those integrations in the future - overall I definitely think the app would be of huge benefit to our organization!
Love it and awesome to hear! With that, super curious, what type of company are you all and what processes are most important to be input into your project management tool?
Very helpful video. I am impressed by how your team is using Motion. Many teams can switch to Motion and benefit from it. It's clearly a level above all other project management software. I am using Motion only for personal use now, but would use it if I start a company as well.
Stoked to hear it was helpful! And thanks, we've been iterating our project management process for over a decade now (with Asana before), and with Motion now, we're feeling like we're finally beginning to perfect it. Still has a bit of a way to go, for example we might start leveraging projects and project templates a bit more, treating our videos as more involved projects. We're sure to do an updated video if/when this happens though! But yeah, we agree, there's something they are doing that is unlike any other project management software on the market. Super impressed with their team and excited for what's to come! Awesome to hear you're getting use out of it personally, curious what, if anything, from this video struck a chord with you that will affect the way you're use Motion moving forward?
I really love Motion, starting using it from the first vid that Andra did and have been exploring for a few months. If I had any feedback at this point from a single user perspective I find the add task UI/UX a bit lackluster, I love what I am seeing from the Figma files I like seeing more evolution to the task process. I like the idea of creating a bit of separation between the project management side and the task side of things. Integration with todo apps would be a start but almost creating a motion task interface that really just focused on inputs really would be fire. Curious on any current users thoughts and of course Andra & Alex too
Awesome to hear! Guessing that was the Best Project Management video? Or the Daily Planner one? Completely hear you on the task creation side of things, it's tough to simplify it-they even did a small beta a couple months back where they experimented with natural language processing (adding of tasks), but while it was super cool, it felt like not having as much granularity to options available made things tough (and tough to remember, re: duration/start date/deadline/project/etc.) I'm sure they're going to further evolve it in time as they have been experimenting, they just want to get it right I'm sure. Regarding the separation between "project management" and "tasks", that's actually where "My Tasks" + filters lets you do exactly that: cloud.eff.li/cLdk8QS0 Why not try setting up the "My Tasks" view to just have the default view set to a custom view showing the "My Tasks (Private)" workspace only, that way you can genuinely just treat it as your "My Tasks" personal tasks view, and treat the workspaces sections below it as your actual project management side of things. What todo app are you currently using that you'd want integrated with Motion? The truth of the matter is we both stopped using our personal to-do list application in favor of just using Motion (the My Tasks area) more specifically. We do use Superlist - efficient.deals/superlist for some shared notes and small checklists here and there, but we wouldn't want that synced over to Motion for example.
Thanks so much for your videos! You really do a great job at explaining. Not sure why you don’t get more likes. Motion sounds amazing, definitely sold me.
Awe, this means a lot, thank you 🙏 If you haven't signed up yet, be sure to use this link: efficient.link/r/motion (so that you can lock in our Motion Course for free), more details here: efficient.deals/motion Super curious, will you be using it personally? Or with a team? And what got you most excited about Motion 🤔
Is it possible to force a task to associate with a meeting? For instance, I want a recurring weekly task to happen a half hour before a weekly meeting (for each of my construction projects I'm managing, so it's something I do right before each meeting). Right now I'm seeing that I can only make a tasks dependent on each other, not dependent on meetings.
Ah yes! Saw you got the answer from a different comment of ours! But I'll add it here as well. If you add a custom schedule to the recurring task, you can set the specific cadence and time you have the task set to. Just make sure to have the priority high and deadline set to "hard deadline" and it should schedule it before the event as you're describing. To add to this, if you want to ever do it for a one-off event and task then you can simply drag the task to before the event and it'll lock it in to that time slot 👌 Overall, that's a super great idea/use-case for tasks, going to take advantage of that in the future for sure!
Great overview, and I appreciate your playful team banter. I have a couple of CRM questions... perhaps one of them was resolved with customizable fields. Does motion enable a person to create a dropdown in the CRM portion or database portion of the app whereby they can create a bunch of possible items that a customer would be interested in? Then, is the CRM searchable so that you can narrow down a large client list to just those who would be interested in say... a bathroom remodel? Also, is there an estimating side and the ability to communicate via email with a customer, and have the emails logged into Motion?
Hey there! Ah, this means a lot to us, glad you enjoyed the style! Okay, so regarding the drop-down with interested options, and filtering down, you can do that in Motion, BUT it seems you keep referring to Motion as a CRM, but it's unfortunately not a CRM, it's a project management tool, so none of the email logging or ability to communicate will likely ever work in Motion, as that's not their focus. We'd recommend you watch our dedicated CRM video though as it describes EXACTLY what you're looking for: efficient.link/yt/crm - in fact, my step father runs a bathroom and kitchen remodeling business, so that's actually the EXACT use-case we show off in that video. He uses efficient.link/r/copper for the CRM side of things and efficient.link/r/pandadoc for the estimating side of things. You might be able to get a basic level of project tracking accomplished through the CRM recommendation even. Just highly recommend watching this video instead as it'll point you toward a better direction: efficient.link/yt/crm That said, you can probably still benefit from Motion, just not as a CRM, more using Motion is just used for the project management side of bringing a job through to completion along with internal processes required from say ordering, to invoicing, and more, with your calendar at the center of it all. Does that help at all?
Hi. We are a creative agency, currently testing teams in Motion. With Asana, we were able to share PDFs, zip files, and word docs in tasks. It looks like this isn’t possible in Motion, only images. Do you have a suggested work around for this?
Hey there! We're in the same boat (having switched to Motion from Asana ourselves as well). What we do is simply have a shared folder in Google Drive that has shared access across the team, and to throw the files in there and then the Drive share link in Motion description. They are going to eventually support file upload. Come to think of it though, I could see a super fun integration here though, new project creation could create a new shared folder inside of a folder and link to that folder in the project description (or even on a task level). Though most tasks probably wouldn't need this, you could create a task or project template and use Zapier to only continue if it was created from the template and create the folder if so. But yeah, using Google Drive and simply sharing the Drive link in the description is how we do it and would be your best bet until they add file support.
While I see how Motion can be a key platform for small to medium sized teams scheduling and workflow management I'd really like to know if it can realistically be scaled to large enterprises and learn from any adoption experiences. Are there any enterprise size thresholds where the productivity gains would not be sufficient to replace or outstrip the current "agile" processes in place at such organizations
Good question! We actually wouldn't recommend Motion for enterprises (500+ employees), but if smaller teams within the company wanted a more modern project management solution, that's where Motion would come in handy 👌 What we've learned in working with so many businesses over the years is that often even in enterprise companies (hundreds/thousands of employees), they are usually broken down to teams of 20-50 people that are actually collaborating. So one of those teams could use Motion no problem. It's more that, does upper management specifically need project management data across teams for reporting purposes? If so, that's where things get difficult and you'll probably just resort to an enterprise PM tool. We've found that usually CRM is more of the area that upper-management wants reporting on, sales-focused metrics, so that's the area where we see it more difficult to fit a small business CRM into an enterprise company. Project Management is a bit different though, if it helps the work get done and the people who need visibility get it, then that's the whole purpose of it!
You can definitely do that as well-the way you'd view the tracked time in more of a reporting view would be looking at the listview of the project and the "completed time" column, which will roll up each task's completed time from within the project, if that makes sense? You can even slice it up and group by the various individuals within the project and how much time they spent, etc.
Thank you for the thorough video! I went through all the e-Motions watching this. initially i was planning to sign up then by 5 minutes in I decided it's not for me and now 9 minutes in I'm definitely signing up. Thank you again!!!
Bahahaha oh my gosh, we just went through all the e-Motions reading through your comment! The first sentence we were super excited, then slightly worried by the second. By the 3rd sentence, we felt optimistic, then quickly that we failed, but by the end we felt excited again. You're welcome by the 4th sentence 😁 Super curious how it goes for you! Also hope you signed up with this link efficient.link/r/motion which locks you into the Motion deal here: efficient.deals/motion
@@efficientapp That was the best response!!! Thank you. I signed up but I did not see your link. I will update you but your video was perfection! Thank you again and I am now subscribed.
Haha awe, genuinely feel like we have the best YT comment section! Bummer you didn't use our link as it would have locked you into our paid Motion course for free when it comes out! That said, I must say, if we continue seeing you around the channel commenting, we'll be hard pressed to not pass along some good vibes and courses, maybe 🤔🤷♂️ Be sure to sign up to our newsletter if you haven't already, Andra and I just spent 5 hours writing this one, you'll probably miss it since it's scheduled for 7am CT, but we promise only the best and most helpful newsletter + deals content! efficient.link/subscribe One of the deals in the newsletter is an extended 60 day free trial to Superhuman, valid until May 10th which you can grab here: efficient.link/r/superhuman If you're not sure what that is, we have a video on it here: efficient.yt/superhuman Anyway, enough pitching, it's 3:34am here, IDK what I'm doing, I need to go to bed. Appreciate you being here and hope to see you around more!
Get a 7-day free trial here: efficient.link/r/motion Okay, Alex and I are curious how you use Motion? Is it the same way as us? Would love to know anything you learned as we put a lot of work into this video 🥹 P.S. Not using Motion yet? Lock-in the course here for free: efficient.deals/motion
This comment just made our day 🙏 we put way more work into this video than we probably should have (took us over a month to script, record (screen recordings too) and edit). But this comment is exactly the hope that we were going for, making it all worthwhile. Thank you for letting us know and stoked to hear it was helpful! 🙌
I wish I signed up through your affiliate link so I could qualify for the free course! I signed up a couple weeks ago already and while I love it I'm finding it difficult getting workflows in place for myself as I now have yet another app to input/update tasks/project statuses. I work for a large company so I don't see them adopting this company wide but it looked to be super useful for me at least. Justifying the price is now the other issue.
Ah yeah, sorry about that 😥 hoping this video was able to help as somewhat of a tutorial to get you on the right track though. Regarding the price, if you work for a larger company, we have seen some companies actually cover the cost for some of the team members if they ask (most people just don't feel super comfortable asking). But the pitch is it helps save you time and in return be more efficient at work. What is your current company using project management-wise though? Something like Asana or ClickUp?
Fantastic and educational! We've been weighing a bunch of solutions and your video is helping us go in the right direction. Thanks for putting it together!
Awe, so stoked to hear this! So did you end up going with Motion? Hope you claimed our upcoming course by using our link to sign up 👀 efficient.deals/motion Super curious what other solutions you were considering?
I must have seen something, where are milestones and interdependencies like shown at 17:23 ? Thanks great vid! Do you know guys when youre course will be out? Thanks
So Motion does now have dependencies (you can make one task dependent on another via a project or a Flow). Also, milestones in Motion are based on Stages, so in Gantt view, you can see milestones of a project being completed. We shared this in our UA-cam Community tab, so maybe you saw it there? Our course is coming out soon! Andra is just finishing editing it and I'm finishing up the landing page for it, then we'll let people know via the newsletter! In-fact, tomorrow's newsletter has a quick update about the course-so make sure you're subscribed here: efficient.link/subscribe And if you signed up for Motion with our affiliate link, then make sure to claim the course here as we're going to send it to everyone that used our link and paid for Motion: efficient.deals/motion Cheers!
@@efficientapp Hi thank you for your reactivity, greatly appreciated! Im confused, what are the arrows your showing on the time i timestamped in my first comment? 17:23 And for milestone, i see them at 17:17, the blue squares under Calendar Revamp. I'm at the beginning of my setup so I guess it will automatically come up at some point. I remember clicking your link and bought the next day, i dont know if i had to go through your link again or if the affiliate cookies remembered me, i hope so
Ah, so the 17:23 mark in particular was from a Motion Figma Mockup that the team was considering. That screenshot in particular was as if you were to see individual tasks within the Gantt view, but from their research and customer interviews, they told us that while this was a "cool" feature, they couldn't find a great value/use-case for actually showing tasks within Gantt view, as it just got too granular. So they decided to put that feature in the backlog, waiting to hear more product feedback. You can definitely reach out to their support and say that you'd like to see tasks in Gantt view (for which that interdependencies would be visualized in that way), I'm sure they'd love to understand better where you'd find benefit in that view. Again, the task dependencies exist in Motion projects/Flows, so the actual functionality of what you're describing, it's just the visualization of it that was shown in the mockup we showed in the video wasn't built for all the above reasons. (We mentioned that these were just mockups in the video and weren't sure what would be released). For the 17:17 mark, that's currently in Motion as project Stages within flows. It's essentially project milestones, but the terminology is "stages". Think of it as projects have milestones (stages), which have deadlines and groups of tasks that need to be completed. If you create a project Flow in Motion, you'll be able to see those milestone (stages) showing up in Gantt view. Hope that helps explain things a bit better? I know it's tough-we convinced Motion to give us a sneak peak into what they were thinking about building, and most of those features exist today in Motion, but in this case, the task Gantt visualization didn't make the cut for now. And sounds good! Feel free to submit the deal form here: efficient.deals/motion and enter in your email, then shoot us a message in response to the email and we can check for you if you were registered or not. (If you'd like).
Considering implementing Motion. We currently use a fillable PDF that is routed employee-to-employee (6 people) and they add their notes to the file, then route some more with changes as we go through a long process. Can Motion help facilitate the routing of a PDF form person-to-person, without emails? It would be nice to have both the scheduling/due date and routing of this form automated. We do about 100 large projects/year and they take between 6-18 months to complete. I hope they add the Gantt chart you mention soon, because that might be a deal breaker for me if not available. Thanks
This is a use-case that I've never heard in our 13+ years of consulting business on their software stack. To me it's sounding more like a tool like efficient.link/r/pandadoc would be a better solution for more what you're describing, but we'd also never recommend PandaDoc to replace a project management tool like Motion, they are different needs and use-cases. Also, you're saying that Gantt is a dealbreaker for you, it's coming soon, but what is it that you're currently using where you have that? Or you're just saying that you'd like to move to a project management tool that has Gantt and it's not currently someone you have? You can use the comments in Motion to help facilitate the communication and moving the task through task statuses and just have a link to the PDF/PandaDoc in description, flows when they come out will also help (just store the PDF in Google Drive). Though it also sounds like a CRM could help you do this with an opportunity pipeline, using a tool like efficient.link/r/copper - here's a full video on that: efficient.yt/crm All of that said, having a PDF at the core definitely doesn't feel like the most modern solution, having something like PandaDoc + either Motion or a proper CRM could help. Why not just give Motion a free trial here to see if it could fit what you're trying to accomplish? efficient.link/r/motion
It's coming out soon, but if you want early access, you can write support@usemotion.com and ask to get early access. Though I think they require you to be a team account to get early access.
Oh wow that's a big statement 🥹🥲 so glad to hear! Was there any part of the video that made you most feel that way? (Asking what we could do more of, and maybe what areas were less helpful), feel free to be blunt, just want to learn what connected most with you 🙏
The best thing about Motion versus typical project management software is that it's actually a daily planner (on your own personal calendar) at the core, which bodes itself incredibly well for solo usage. So I'd say yes. Maybe you can explain a bit more about what you do and how your team members on a per project basis might look? If filming, we are similar in that our video editor just helps us in Motion in one of our workspaces (projects pertaining to videos for example), and with Flows it works great for them to individually get tasks done, and us to get tasks done when it's our turn. Might just be best to grab a free trial (and lock in the setup course) by using the link here: efficient.link/r/motion to just try it for yourself for if it works for you. You can claim the course here: efficient.deals/motion That said, would be curious to understand more of your use-case and processes involved if you want to share 👌
Amazing! Awesome to hear 🙌 did you happen to use our link to sign up and claim the crash course we're giving away if you used our link? efficient.deals/motion
Can you create a detailed timesheet form off this platform? Also, does the calendar connects with Outlook calendar? And what about connecting to Teams (for the meetings)?
Motion doesn't currently allow for detailed timesheets, you'd probably be better with a standalone time tracking app like Harvest in that case: efficient.app/apps/harvest That said, Motion does connect with Outlook Calendar and allows you to pick Google Meet/Zoom/I'm sure Teams because it does connect with Outlook, and even if not, they allow you to have a "custom" option to which you can enter a teams link. Your best bet would be to just give it a shot to see if it can do what you're hoping it can, here's a free trial: efficient.link/r/motion
@@efficientapp We are currently using ClickUp and not sure if the Harvest integration will provide the timesheets detailed report we need. Wondering if perhaps Motion could do it but I guess not. Thank you for responding!
Got it, yeah, Motion is moving more into reporting later this year from what they've said. Not sure how detailed it'll allow for, but it's something they've said they are working on.
Thanks for all of these helpful videos! I’m work in a high paced sales environment with many tasks to tackle each day. I have a long commute where I try to think about how to prioritize my daily tasks on my way in. It seems like the smallest things derail my day and before I know it I’ve lost 2 hours. Which app/tool do you think will help me get and stay organized the most? I would probably just be using it myself and not for a team, the cost isn’t an issue as long as It helps me get organized and stay on track. Any advice would be appreciated! Thanks again!
You got it! Thanks for being here 🙌 Have you given Motion a try? It sounds like that should be able to help you organize your day all without spending all the time actually organizing it, just pop them in and let it tell you what you need to do (works great solo, you don't need a team for it to work well). Why not give it a try and then report back what works/doesn't work for you? Use this link for a free trial and to lock in our course once released: efficient.link/r/motion If Motion doesn't work for you, and we understand better what doesn't work for you, we can make further recommendations-don't see why it wouldn't work though. efficient.deals/motion for the course details.
I've had my eye on Notion for a while now, but something that's holding me back is that I suck at estimating how long a task is going to take. I feel like Motion won't work if you don't do this properly. I'm curious about your thoughts on this!
Wait, you aren't good at estimating how long a task is going to take...? Okay, so you're just admitting that you're human then, so nothing special 🤷♂️ haha yeah, so it was built with that in mind, tasks go past deadlines or over duration all the time for me at least, they make it super easy to push things back and add more time/duration. One might say it was built for people, not robots-in-fact I felt more like a robot when using Asana as I had to manually push back tasks on a daily basis, at least with Motion it auto-reschedules them for you to the next day if you didn't get to it. Feel like you'll be just fine my friend 🙏 Why not just give it a shot and see what your actual experience is with it though? eff.li/r/motion
Ah yes, for right now, the browser, can't you use iOS apps on iPad though? They will eventually do an iPad app, but the browser is best supported at the moment, at least that's what I'd do.
@@efficientapp I have the mobile app on my iPhone which works well. The iOS app is the phone version that's scaled to iPad, which is not ideal. Browser will work for now. Thanks for the reply, great channel! Any videos on how you pair Motion with something like Notion or Apple Notes or Evernote for capturing notes and other snippets?
@@bpmou9230 awe, thanks! And yeah, that sounds like the right plan 👌 we personally use Motion alongside Slite (like Notion). That said, we usually just link to Slite from Motion and vice-versa (just a link to the note or task). We don't have any videos on that currently or planned though. That said, it seems like Motion is building more into their notes functionality, if that makes sense?
This was absolutely amazing by the way, and I'm super excited for flows & gantt. I'm a web designer + developer, and even as a solo, having flows mimic my process will be GAME CHANGING, as well as beautiful to see it in Gantt to visualize my capacity. Thanks so much for this 🙌
Your comment just made our day! It's fun meeting others who are as stoked as we are for these new features! 🤜 🤛 We're most excited for flows + gantt also 👀
Such a timely upload thanks! I gave this app a shot after watching your other project management video and ended up purchasing for the year but I felt kinda stuck with it and got discouraged when it was like impossible to find any real content on this app other than initial impression "theorized" walkthrus and not anyone actually demonstrating how they use it.
Amazing, glad to hear the timing worked well on this one 👏 Completely understand getting discouraged not having as many guides/content around setting it up. Luckily we picked up on this as many were asking us how we used Motion, so we realized there was a huge gap in what people needed and what was out there. We're realizing that we could even do more education around how to think about setting up your projects, how to think through the status names (stages you bring a task through if it's more of a process-driven workspace like our growth/content creation workspace), etc. So more content to come on this front in time. Hoping this video helps reinvigorate you to get back into setting it up for your specific needs. Is there something that you feel we could go deeper on? What areas specifically do you feel like this video only scratched the surface on but would help you be more successful with setting it up? We tried making this video as concise as possible and yet it's still almost 20 minutes 🤭😅 so we had to cut things here and there. Regarding the trial, yeah, it's a tough one-as we've been implementing software into companies for over a decade now, we've seen that if you go to 14-30 day free trials, people lose the early motivation to actually take setup seriously and just results in it falling by the wayside. For better or worse, you're in on Motion for a year, so you're going to be more committed in actually getting it set up and finding areas of value in it. Totally understand the prior position you were in though (without deep onboarding) so we're glad our video could help with that. Let's figure out how we can help others with more of that though as it's clearly a void that you're bringing to light! Appreciate your comment and support in our channel for what we're building, it's super encouraging to see this comment 🙏
@@efficientapp Lovely thanks for the detailed response. I'll give a more direct feeback after I have done a little re-structuring. Do you guys have a community platform where your audience can connect/mastermind? Motion featured this video inside their app, I'd imagine you are in a prime position to host a space for conversations about some of the tools you promote especially motion since they don't have a community channel for discussion of their own.
Saw that they did that, we're so stoked!! 🤯🥹🥲 We were wondering where all the external views were coming from 🤭 Gosh, that's an interesting idea... Andra and I need to have a chat about this. Is there a preferred platform? Discord, Slack, Telegram? It's just Slack is pretty awful for communities as much as we like it over Discord. Genuinely a bit worried about just the setup and maintenance of it all tbh. Kinda hoping that UA-cam could be that community for now until we get large enough for it to truly make sense and handle community right. What if we did like a regular community post here in YT where we can dedicate answering and going in-depth about questions? Sorta like a community software Q&A/Discussion? Could even do some live streams where we can chat through all of this live.
Thank you. I tried motion quite some tome back and thought it wasn't for me But now with he task and project manager.... well its brilliant! Not as good looking as Sunsama, and there are a few glitches, but the heavy lifting it does for yo as a total game changer. Not to figure out if we can ditch Trello for this or keep both running in parallel..!
Awesome to see you gave it another shot, yeah it has evolved and matured a LOT over the past 1-2 years, completely different product IMHO 😅 Sunsama is pretty for sure, Motion looks good, just feels more optimized for utility over "mindfulness". If you're using Trello, no doubt you can get off it to Motion. We were using Asana for 7 years and fully ditched it for Motion. Even had some incredibly robust custom Asana integrations built, rebuilt them with Motion and haven't missed Asana since. Wouldn't recommend using them in parallel, but might as well until you get the rest of the team onboard!
Yeah, it's something they're aware of and are working on. I'd like to have that as well, for right now you can either have it disconnected, or just duplicate the task (there's a duplicate button that'll link it to the other task), and you can just change the deadline. I think part of the point is that, projects have a deadline/end-date, but a recurring task has no end-date (it's recurring, ongoing, until it's not), so a project having a deadline and a task technically being an infinite amount of time, are at odds with one another. Not sure how they will handle it, or if they'll just allow it to happen, even though it sorta breaks the idea of a project having a deadline/expected period of time. But yeah, for now we just do recurring tasks at the workspace level. They are totally rebuilding the recurring functionality of tasks in the new year they told us though, so I'm sure it'll come then!
@@efficientapp I can understand how this could mess with project timelines / predecessor & successor project principles. I'd suggest that when the user attaches the recurring task to a project the app just has the user (thru an FYI) acknowledge that that recurring task are 'excluded' from Gantt chart / scheduling type project functionality. Appreciate your work-around suggestions but they seem to erode the richness of the functionality of the app. Appreciate your response.
Don't get me wrong, we totally understand and appreciate what you're saying. In digging a few layers deeper from the technical perspective, I think it is a bit difficult to code in this way. You should write your feedback to them as I'm sure they'd love to hear it. That said, we're hopeful that they fix/improve this flow when the new recurring tasks functionality drops next year from what they've told us!
Great video! I am struggling with figuring out what is the best way to create or systemize recurring tasks... I don't think you guys covered that in the video, would love some insight on that. I have a good amount of recurring tasks that I need to complete on the daily basis but I haven't been able to figure out the most efficient way to do so.
Ah yes, recurring tasks. Right now you can't have a recurring task as part of a project, it needs to be at the workspace level, so you can't go too deep into organizing recurring tasks. Though that's coming they've said. What are you typically creating recurring tasks for? For reminders to triage through your email inbox, invoicing customers, etc.? Curious what the use-case might be as that might affect the recommendation there.
@@efficientapp Thanks for the response! I am typically creating recurring tasks in my regular calendar for personal & business related tasks & studies that I do on the daily basis. But I am the only person utilizing this software at this time, I don't have a team or anything yet. I just saw Motion as an opportunity to better manage the timing of my daily schedule. As it does a great job of that but I'm finding that I'm having to do more work by having to create a schedule every day on the calendar which I'm not sure if it's worth the $34/mo if I cannot make my tasks/schedule recurring. Would love to know your thoughts, thanks again for your time & expertise!
Also another issue I'm having is I'm noticing that there are certain days within some weeks that are blocked off & I cannot schedule anything on that day for some reason.. & I did not block those days out myself so I'm not sure how or why they are blocked out... Is there any way that I can take the block off of these dates??
A bit confused by what you're describing as you shouldn't be manually creating a schedule every day, you can simply create a schedule that you use to restrict the task to booking in only on certain days/times of the day, and save the schedule, versus using the "custom schedule" option: cloud.eff.li/C34tv4r2 And regarding certain days within weeks being blocked off, you either have it in the schedule you set that's disabling adding for the day, or you probably have an all-day event or multi-day that is masked as "busy". You'd simply need to find that event and mark it as "free". Pretty much impossible to understand exactly what you're trying to do as I'm struggling a bit reading what you're saying, but I'm certain that you are able to accomplish all you're describing within the current functionality of Motion. It's either a schedule issue, e.g. you need to just create a saved schedule for what you're looking to do: cloud.eff.li/C34tv4r2 - or you have events marked as busy which is filling up your day. Best of luck in figuring it out, I'm sure you can get it working how you'd hope!
Amazing to hear! Definitely be sure to use this link to sign up as to lock in the course for free when it's released: efficient.deals/motion Just using it solo? Or with a team? 👀
@@efficientapp A duo team with a few freelancers, so I would be interested knowing more about when it does and doesn't make sense to have someone on Motion. We're also interested to know where you think motion falls short and it can be useful to use other software.
So we do have a full Motion write-up on our site where you can also compare it with other software if you'd like: efficient.app/apps/motion Though for a team of 2 with freelancers sounds like a great start for something like Motion 👌
Thanks for the video, super helpful. I had a question I was hoping you might be able to help with... Is it possible to assign different projects/tasks to different schedules? I have a bunch of different work projects, but also want to incorporate life-related admin/tasks into my motion calendar, but during different hours to my work day schedule. I know you can create multiple schedules but I can't actually work out how to use these in practice. Any ideas?
Awesome to hear it helped! And yes absolutely-you'd simply create another schedule (personal hours) and then in the task you're creating, you'd just tap "Schedule" -> "Work hours" and change it to "Personal hours" or even just select a one-off schedule for that specific task. It's done on the task level, not project level, if that makes sense? The custom schedule area is right near the "priority" and "duration" in the sidebar. Are you just not seeing the custom schedule option on a task?
Is there a way to build out all the tasks of a project in motion, but not start it yet? Like if I'm brainstorming a project and want to get it all down and organized, but don't want motion to schedule any of the tasks yet so it doesn't start showing up on my calendar? I was thinking I could try to set an initial task that is like 'hold' that has a blocker for all the rest of the tasks in the project, and maybe set it for some way future date, then adjust once I'm ready to actually start the project? Or is there an easier way? Thanks!
You got it! You can just add tasks and not actually enable the "auto-scheduled" setting. So you can do what you described, or just disable auto-scheduling and it won't place it on your calendar until you enable that for each task in the project. Would that work? Otherwise you can make a project template (if you'll want to use it multiple times in the future), and you would just be setting relative task deadlines anyway.
Hi there, again ... love this video! Lots of on-the-nose help in a short amount of time!! ❤ So I'm guessing that the AI only schedules one task at a time on the calendar. However, I'm often working on two or three things at the same time. It's there a way to "do this" in Motion? Does that make sense?
Ah! Good to see you again! And yep, so you can right click or click the overflow button on the task and select "start now" or something, and it'll actually start tracking the time and move the task to right now. I actually mainly use it this way as I might not want to work on what it's recommending, so I'll often start a task that I'm more in the mood to work on if that happens. So yes it's possible, you should be able to find it, give it a shot and let us know if you can't figure it out!
Any suggestion for recurring tasks that need to be tied to a project? I have about 20-30 projects at any given time each with a mandatory status update email that needs to be sent to the customer every 30 days based on the start date of the individual project. I have my project and task templates setup but there's no option for recurring tasks inside a project. TIA
Ah yes, recurring tasks in projects is coming, I've requested this to the team and have seen many others as well. What I've done to solve this for now is actually using custom fields (or tags) to group together tasks into a project. Tough without seeing how you're using projects, but you might consider using a dropdown custom field for customer and then grouping tasks together by that custom field (we were doing that but with tags, it was before custom fields existed). So you might have a project with tasks that are tied to a customer, and also tasks outside of that project for that customer, but the same custom field. While it might sound a bit odd, it's actually how we have our customer workspace set up because a customer might have multiple projects or tasks that don't really fit into a project, so it allows us to be more flexible with our work and still have it categorized at a higher level, treating projects as a lower level to the custom field grouping, if that makes sense? When creating the project, you'll just then want to duplicate (or create a task template) for recurring status update and set the date relative to the customer project. From a technical perspective, it's a bit tough because projects are finite and recurring tasks are infinite (no deadline), so there's logic that needs to go into, have a task recurring but stop when the project stops, and make sure recurring project tasks also don't hold up flows. It's just a bit more complicated than it might sound, but believe me, I've wanted it as well 🙈
Does anybody have an ETA of the Flows feature? We just switched to Motion thanks to this channel, and I would like to set up and train my team with this new workflow.
Awesome to hear! What'd you switch to Motion from? And we're currently beta testing Flows right now, so probably a few weeks? Maybe messaging support saying you want to onboard your team to Motion with Flows will get them to enable it for you 🤫 P.S. did you use our link to sign up and lock in the course? efficient.deals/motion
Is it good for solo PM? I'm looking for a tool that only the project manager (me) will use, to manage the process and. Will this tool be useful if the rest of the people involved in the project don't even use google calendar,... any calendar? :) I'm an architect (for houses), and the rest of the specialists involved in the project work remotely and some times offline.
Good question! And totally-in-fact when I first started using Motion for PM, it was for solo PM and I found it super useful for staying on-top of my own projects. With others involved and not having Google Calendar, or any calendar for that matter, that's fine too-Motion works just as any other PM tool works, like Asana, if you don't have your calendar connected. You can totally use Motion as your own standalone PM/Calendar/Task Management tool and I think you'll get a lot from it. I'd say, don't even worry about pulling others into it, just use it yourself. Your best bet is to just give it a shot with a free trial and see what you think: efficient.link/r/motion Feel free to ask any follow-up questions here, and oh, be sure to grab the course that we're working on (get it for free if you sign up using our link): efficient.deals/motion (we're working on the course now, hoping to get it out soon).
Great video!! Is there any way to run reports with Motion? We bill clients for actual hours. Can I run a report to determine how many hours were invested in tasks and projects for a particular client each month? Another useful report would be a variance report that shows how many hours were budgeted for a task or project and what the actual was which would allow us to see if we are over or under budget.
Great question! We actually use Harvest for this type of thing, so we'd love it as well! Gave feedback to the team and they said the first report you mentioned is on the roadmap as it's probably their most requested report, so you're in good company! For the latter, definitely in the realm of reporting they want to allow for. So the answer is, not yet, but it's definitely a focus! 👌 Be sure to bookmark this page to claim our setup course if you ever do decide to give Motion a shot, guessing maybe after they allow for reporting? efficient.deals/motion
@@efficientappthanks for the quick reply. Glad to hear that’s part of their roadmap. I’d love to learn more about how you use Harvest with Motion as I don’t believe they have an integration do they?
So they don't have an integration, but both, interesting enough, integrate with your Google Calendar, so essentially a Motion Task shows on your calendar and Harvest, so you can essentially go into Harvest and start tracking time from the task. So inadvertently, you can track time against your tasks with Google Calendar actually being the connective tissue in-between. Not sure if you use Harvest, we have a discount for them here: efficient.deals/harvest but it sounds like you might actually be using something like them already? Does that make sense though? It's not an incredible solution, but it works well enough for what we needed, which is tracking time against client tasks that showed up on our calendar for the day, so we'd effectively just jump into Harvest and start tracking time and categorizing them.
@@efficientappthat may work for us as well. We currently use Wrike for project management and it has its own built in time management tool, but we struggle to get good reporting data from it. The basic billable time works but I’d really like to be able to identify what services are yielding the best profit margins so we can identify low performing offerings for efficiency improvement, price increases, or possibly even dropping altogether. We haven’t used Harvest yet, but their marketing states that they help you uncover data like this, so I’m intrigued. Do you have any experience running advanced analysis on performance metrics with Harvest? Do you have any videos about Harvest?
Ah okay got it, yeah, a project management tool like Wrike will never be as fully featured as a standalone time tracking tool like Harvest. FWIW, we used Harvest to grow our consultancy to $400K/yr (between Andra and myself), and it gave us all the insights we needed to understand who was a profitable client and who wasn't. We don't have any videos on Harvest, but we do have a myriad of write-ups available on our site: efficient.app/apps/harvest efficient.blog/time-tracking is another dedicated article I wrote on it. Not sure if either of those help at all? But yeah, I would think it would work for you all alongside Motion.
Haha you're not wrong-think you might be specifically interested in one of our upcoming videos then 😏🤫 Curious how Calendly is making your life more complicated? Also, do be sure to grab the course once we release it by giving Motion a shot for free here: efficient.deals/motion
Is there a public roadmap available? Could not find one. When will subtasks and timeline be available? Also can you answer those 2 questions: how many employees does Motion have? Is it possible to setup recurring tasks (like in Asana with „every 5th…“ or „3 days after completed“)? Thanks in advance
They don't have a public roadmap from what I recall. Sounds like the timeline view will be out next (no idea if it'll be weeks or a couple months), but custom fields are also apparently coming as well. Subtasks already technically exist, just as check boxes, no idea when further improvements will come there, but you can also use projects and have tasks in a project be "subtasks". (If you're coming from Asana, Motion has one additional organizational layer than Asana does). As for team size, no idea, LinkedIn says 46? So probably around 50? They raised $13M so they are definitely growing. For recurring tasks, they let you get quite flexible, so every 5th of the month works or even "any day in the 2nd week of the month" type of flexibility. I don't think they have "X days after completed" though, that's probably good feedback! It's really quite flexible though, having also come from Asana over to Motion, the recurrence has solved the majority of our situations. One quick note, they are working on making tasks that are part of a project recurring (right now you can make a task recurring only if it's outside of a project), but they confirmed that's coming this year 👌 Hope that answers everything? Are you currently using Asana? How big is your team?
@@efficientapp Yes, I currently use Asana, but I don't have an overview of how much time (bound in tasks) I have planned per day. I tested Sunsama, it goes in a good direction, but I see it more as a topping on Asana and less as a stand-alone solution. For me, it's a deal-breaker that you can't test Motion without providing your credit card information.
Ah yes, Sunsama is very much just a mindfulness layer for Asana. Regarding the credit card bit, why not just use a free virtual credit card via BILL - efficient.link/r/bill or Ramp - efficient.link/r/ramp ? You can literally just freeze the card or set the limit to $1 and even if you forget to cancel, you can't get charged. If you're not using one of these two free expense management tools in your business, you're really missing out... Here's a full write-up that explains which is best to use along with links to each: efficient.link/b/expense But yeah, grab one of those two tools and then sign up for Motion with absolutely no concerns at all: efficient.link/r/motion Since we signed up for Bill some 5 years ago, haven't felt what you're feeling since, and have never been accidentally charged by a SaaS by mistake ever + we experiment with far more tools because of it as well.
Truly cannot wait for the course to learn how to utilize and leverage this program more. I'm very interested in more information on how you organize projects, and how you may be able to organize and keep brainstorming/ideas within the program before they become specific projects or tasks. How has this replaced Trello for you? So hungry for information and ideas on this 😆 Thanks so much for sharing!
Also, how do you recommend organizing similar tasks? For example, if I want to keep "follow up" or "correspondence" -esque tasks together in chunks of time rather than bouncing from email x to research x to call x etc - would you create schedules? E.g. "Correspondence" Schedule, "research/brainstorming/etc" Schedule and add applicable tasks to that schedule? My challenge then, though, would be needing flexibility; not having that chunk of time necessarily fixed to the same time every day. 🤔 Again, so excited for this and so hungry for all the thoughts and tips and brainstorming! Thanks so much!
Hey Kaitlin! Hard to definitely say without having more context, but as some general best practices, we don't recommend over-engineering schedules to that degree! It can be a slippery slope. In general, recommend having 3-4 core schedules (mine are Work Hours, Evenings & Weekends, Mornings, Anytime). If this is a process you're repeating, we recommend setting it up in Flows (it's available on team accounts now, sounds like they are coming to all accounts shortly if you're not seeing it on your account yet). The other thought is, it sounds like you're following up with people? If so, a CRM might actually be more handy for what you need. We use a CRM in our business for anything to do with communication + Motion for projects. Here is our video on CRMs to provide some insight into how it can fit into your software stack efficient.yt/crm
Love the enthusiasm Kaitlin! ⚒️ It's under construction and in progress! For brain storming ideas, you have a few options. You can just have a task that is called Ideas that sits under a Workspace, without having any project assigned. Also make sure it's NOT auto-scheduled on your calendar. Whenever you have an idea, search for the Ideas task, add to it, and then save. And whenever you decide to take action on the idea, then you can turn it into a project or task of its own. Hope this helps!
are you also able to store a lot of data/ info in motion? we're a small team of 6 people who work only a few hours each per week. so we'd appreciate motions calendar function with tasks but we also have to store tons of text based information. or is there another software you can recommend?
Oh yeah, 100% - both projects and tasks allow for storing text and using comments to collaborate with the team. That said, you just need to decide if what you're looking for is a project management tool, or a team knowledge-base. If the latter, you can give something like efficient.app/apps/slite a shot (be sure to claim the deal efficient.deals/slite if you end up giving it a shot). That said, we wouldn't recommend using it or relying on it for task management. We actually use Slite alongside Motion, and have Motion sometimes link to a Slite document to get into more robust and structured project information. Have you given Motion a chance? Maybe sign up for a free trial here efficient.link/r/motion and just give it a shot to see if it can check the box for the test based information tracking side of things. If not, use Slite alongside it. Feel free to report back if you have any other questions, happy to help!
Woohoo! Awesome to hear! 🙌 The course is currently being worked-we want to make sure the course has all of the updates that are currently missing from this tutorial here. For example Flows, Gantt Charts, Custom Fields, and others. To be most helpful, we want to use all these features ourselves, and refine our processes to take best advantage of them (this requires we deeply use Motion's new features in our own internal processes). So with that, since Flows and Gantts aren't yet publicly released yet, we're still in the testing phase before we move to scripting. That said, we actually just had a live stream where we helped people live set up their Motion account (using Flows), you can see it here at the 1 hour 35 min timestamp: efficient.yt/motion-setup/live With all of that, if you make sure you're subscribed to our newsletter: efficient.link/subscribe (and UA-cam), we'll let you know when the course launch is + when the next live stream is, and if you join us live, we'd be happy to help with direct consulting for free as a personal thank you for using our affiliate link!
Of course! Glad we can help! Hope to see you more around the comment section in the future and catch ya in the newsletter 🙌 Feel free to also leave a question or two in the comment section of this video if you have them, happy to help answer in the comments as it helps others as well!
Hey! Great vid - just wondering if the flows option is to come or if its possible to set up now? If so could you explain how to get to those settings? Thanks!!
Hey hey, actually yes! If you want to go to our site and click the "contact" option in the bottom right and send over your email, I can send it over to their team member that onboarded us. Pretty sure they are onboarding people in beta right now. You can also try just reaching out to support@usemotion.com and asking. Not sure which would be quicker.
@@efficientapp Same. I am a team of one and every single project I have follows the exact same steps in the same order with little to no variation. Each task or step in the process is fixed in it's order and cannot be started until the previous task is completed first. And each task not only has it's own duration but also it's deadline window. For example, after an inspection I need to write a report. But obviously I can't start the report until after the inspection. The report takes about 2hrs to write and it's expected to be turned in within 2 days. The 2 day window to complete needs to start on the day the inspection task is marked complete which will change wildly from project to project based on the customer's availability to schedule the inspection with me. I've been trying to create this type of environment using blocking but it is clumsy. You can't assign blockers to tasks from within the project template creation window; so I had to create a sample project, then use that as the basis for creating a template. But it still doesn't work that great. Hoping flows may be the answer!
Ah yes, Flows will help you with that. Just give it a few weeks before it's released, they are only onboarding teams at the moment since as you can imagine, Flows was built for teams, but obviously works for individuals as well. They are just more focused on team adoption and feedback while in beta. Just hang tight my friend!
Great Video... watching for 2nd time. Two questions: 1) How do you access "FLOW's? 2) Can you create a multiple teams with different clients? For example Client A and two of my staff consultants work frequently on projects together; and Client B and 1 of my staff consultants and self work frequently together... is there a way to invite them to be part of my motion team and collaborate? Can they use motion internally with their company as well separately?
Woohoo, that's awesome to hear! Are you a team or individual using Motion? If you're a team, you might be able to write Motion support (support@usemotion.com) and ask them to enable flows for you. It's currently still in beta. Regarding sharing with external clients, that's not yet a feature, it's more meant for internal team usage. You'd have to otherwise invite the client to a workspace and pay for them as a team member. Which isn't a great solution as we wouldn't recommend you make a separate workspace for each client (because you'll want to build out flows and templates for re-use across many different clients). So the external collaboration bit is still a ways off from what we've been told. That's where we personally use Slite (like Notion) to actually share information and actually collaborate with clients, using Motion just for ourselves internally to get the work done. You can check out Slite here: efficient.app/apps/slite Know it's not the most ideal, but one day they'll add more of what you're speaking to. It's just going to take some time.
Hi - I would have loved to used your link however I became a member on my own. Is it possible to still get access to the free course to set myself up for success? thank you! This video was so valuable.
Glad to hear you the video was valuable! Unfortunately if our link wasn't used to sign up, we're unable to give the course for free. If you want to subscribe to our newsletter though as we'll announce when the course is released and where you can buy it: efficient.link/subscribe?ref=ytc With all of that said, we'll also be announcing live streams where we help people live, so you'll want to be on the newsletter for that as well. You can check out our prior live stream on the channel as we helped out a business with Motion and maybe that would help. It's later in the live stream around the 50min mark. Hope this helps!
This is such a great video, thank you so much. I noticed when you set up your template for shooting videos, you did this under tasks and not projects. How do you move it along the project Kanban stages if it is not a project. I created one for my own UA-cam channel under tasks. I have now created it under projects, but it is not scheduling it on my calendar.
So happy to hear! Okay yes, so the Kanban stages are actually task/project "statuses". So you can move tasks through the statuses (there's a toggle in the top-right to swap between task/project view). We totally understand some of the confusion there and potentially wanting to have a project scheduled on your calendar, but only tasks schedule on your calendar. So we use tasks (that can change hands between team members) instead of going the Project route. We use Project more as the parent category of the video/task. Try making it a task instead of a project, use sub-tasks as a checklist of things that need to get done, making the actual task a larger duration, and enabling task chunks (2 hour chunks for an 8 hour task that is your video for example). And if you do it this way, eventually these tasks will upgrade to Flows, which is essentially a project-like task that evolves upon status changed. Use projects more to group videos together based on type or something of the sort. For example this entire Motion video for us was a single task with sub-tasks and part of the "Project" of "Project Management". Versus making this one video an entire project. We're more doing it this way because we know Flows is coming so we want to set ourselves up for that feature as it'll be a huge help, and that is at a task level, not project level. Does that help/make sense?
Amazing! Glad we can help! Yeah, I know it may sound a bit counter-intuitive, but an individual task in Motion is more powerful than say an individual task in Asana (and is going to be even more powerful when Flows come out). So view Projects more as a way to group together tasks, but something quite a bit larger than just say a video. It felt a bit odd for us too, but then we realized that we were getting way too granular on tasks for recording a video (set up lighting, take a thumbnail photo, etc.) which more-so should have just been in the description area as sub-tasks using the [] markdown. But yeah, give it a shot and let us know how it goes!
Flows is coming in a couple weeks, so hold tight. For forwarding emails, you can simple forward them to tasks@usemotion.com - is that not working for you?
I spied you have travel time buffers on there- may I ask how you achieved that please? 🤓🤓 I really liked this functionality in morgen, but understand it is not native to Motion. Thanks for the great video- really excited about flows and Gantt! Game changer.
Ahh nevermind, I found it on the calendar. Glad it’s there but too bad it doesn’t auto calculate the travel time based on location data. Got a bit excited for a second
Glad you found it! Yeah it's under create event then there's an option to add travel time. Interesting idea for it automatically calculating based on distance, although I could see that falling apart pretty quickly. e.g. my doctor appointment might be 7 mins away, and they want me to be there early, and traffic is TBD, not to mention am I walking? Or driving? How much time does it take to get to my car? Maybe you're Ubering there then walking back? So many variables that might change each time. You probably know best when creating the event how much buffer you need before (and/or after).
I signed up for Motion as a result of watching this video. I do have a question or two, though - now that I've taken the plunge. I hope you don't mind! Can you talk a little bit more about how you decide what to use as workspaces, especially if you are using Motion to manage projects that are related to several different areas of your life? Also, can you talk a bit more about how to decide whether or not something is a Project (with a bunch of tasks) vs. a Task (with a checklist for all the subtasks)? For instance, is each video that you produce for your channel its own Project? Or I suppose another possibility would be to have a Task that's "Produce this video..." and then simply move it through different statuses to represent what has to be done for that video (with statuses like "write script", or "record video", or "needs editing", etc.) Thanks for your thoughts and help with this! Btw - I did reach out to Motion to try to get them to activate Flows for me...but they weren't able to for some reason, so I guess I'm going to have to wait until they officially release it.
Hey Neil! Great to hear from you! Let's dive in: Workspaces: Think of workspaces as containers of departments and processes (e.g. when you might want to add additional people to it to which they'd have restricted access to just what lives in the workspace). Workspaces have custom fields, tags, and project + task templates, and flows templates. So think about putting a ton of work into building out a flow template for example, you can't use that in a different workspace, a workspace is more of a walled garden, so definitely don't use them too often. We might use one for our new website, which consists of multiple engineers, a designer, and product. So the processes, systems, and custom fields we use there (and permissions/access) are quite clear. Projects: Yep, so we have a workspace called Growth, and that involves all things content/video/etc. and we'll create a flow (project) for each video, and even each review/blog post. Each involve tasks like research, writing/scripting, etc. depending, and each of those are a separate task because they might be assigned to different people in the future, but right now they are probably assigned to just one person. So we think about tasks as modular steps in a process assigned to someone. They might block other team members in a flow, and that would mean to make it a separate task. All-in-all, tasks are better to be slightly larger with chunking enabled and checklists in the description, versus getting too granular, even if the tasks are in a project. All-in-all, Flows relies more on projects, so you are going to want to think in projects if there's a process to follow and potentially multiple team members involved, and if it's more just a solo task without a process, then an individual task will probably serve you better. Flows have stages (e.g. Researching/Scripting/Editing) that you'll be working through (with tasks at various stages in the project), and then you'll just have task statuses, which should more just be viewed as "todo, in-progress, backlog, complete". This video was before flows existed, so the recommendation of using task statuses for stages in the process isn't true anymore, Flows changes this and it's more at a project level. Projects are a process that you move through, if that makes sense? Does that help clear things up at all? All good things for us to include in the course!
I work very flexible hours and I get a new schedule every week. I want to start using Motion as a personal productivity tool but it seems like it's specifically designed for people who work consistent hours. Should I not bother with the app?
Hah I actually relate quite a bit with this 😂 I also work very flexible hours, changes from day-to-day, week-to-week, and Motion works perfectly well for me (this is Alex btw). The point is, you have your tasks on your calendar when you're ready to work, and you start them when you want to work, regardless of your preset hours. You can even on a whim say "don't start tasks until X time", or "end my day at x today" in a one-off instance, so it's as flexible as you would want it to be. We covered this more in our Motion Course: efficient.link/courses/motion for which will actually be sent over for free if you sign up with the link here: efficient.link/r/motion and submit your details, so that'll probably help with setup since we show you into our Motion account and everything: efficient.deals/motion Hope this helps!
So we just use a URL field in a task/project and link to files in Google Drive/Figma/etc. They are going to allow for attaching files to tasks/projects in the future, but think we'll still lean on using the URL custom field for linking as it actually works way better at times, especially with Figma and such. Is that what you're referring to?
Totally hear ya! On the plus side, Flows is actually available in beta if you sign up as a team now. We could get you in if you use our link and shoot us a message: efficient.link/r/motion That said Gantt is coming in full force 🔥 may or may not have just gotten a sneak peak of it today, it's looking so good 🤫 The course will come after those two launch though, because we want to get all of our business processes mapped to all the new systems, so we can actually show people how we are using all the new features in our business in the course, otherwise it just wouldn't be that big of an update to this video. Feel free to submit the request for the course here even before you sign up for Motion, just make sure you use the link to grab Motion to lock you in when you do sign up: efficient.deals/motion - point is, it'll put you on the newsletter which we'll keep you updated about ETA, sneak peaks, and course launch dates! Excited to get your team off ClickUp one of these days soon! 😉
@@efficientapp already signed up thru that link before watching this vid bc i came in from Google! BUT plot twist, after finding out that gant & flows were on the way but not yet released i cancelled my trial lol! i will re-activate & email for beta access to flows. those automations are critical for us!
Hah just saw your email, got it! Just messaged the team that onboarded us for you and they said they'll enable it for your account. If they haven't yet, shoot support@usemotion.com an email and say you're a team using ClickUp and would like to test out Flows to potentially switch over to Motion. Enjoy!
So glad to hear! 🙏 So we'll for sure be making it accessible for purchase once it's ready to go, though we're still a couple months away since we're wanting it to be more updated, showing off Flows properly and the way that we're using them and everything (we've been beta testing them and still nailing down our processes with it). The best way to stay up-to-date for when we release it though would be through our newsletter if you aren't already signed up here: efficient.link/subscribe Excited to get it edited and out to everyone! Appreciate you being here 🙏
Epic video. Quick question - we run a Marketing Agency and have leads book directly into our calendar daily for either 15 minute phone calls or 45 minute zoom calls. Each of these calls requires us to copy a script and question template under their name for note taking during the call. How would you recommend we do this the best way? Especially as it won’t be able to go into our calendar as the meeting has the time blocked out. Possibly a custom project template we can use for every new call? Or would a task be better? Thanks!
Hmm, what you're describing is more a function of a CRM, taking notes with leads and such. Wouldn't really recommend using Motion for that, but suppose you could use a task template. Project template would be way way way overkill for this type of thing. But again, it's not really the right tool for the job. Maybe check out this video here where we go more into CRM as it's really where you should be handling this: efficient.link/yt/crm - if you're a Google Workspace marketing agency, you'd have a lot of success with efficient.link/r/copper
This may be a question someone has asked already, but I am starting the trial and I'm subscribed to a bunch of calendars. So I don't control the events on those, BUT when I check them and see them on the motion calendar, will it move those events around? I'm terrified to show them in the chance it edits them. The main reason I downloaded Motion was to have every event all in one place. Does this make sense?
Oh don't worry, Motion doesn't move around any events, they only move around the Motion tasks that are created. Motion also only looks at the calendars that you have selected under "My Calendars", so you can uncheck it from that area (the top calendar section on the left of the calendar), if you don't want Motion to be considering them when booking tasks. Regardless though, Motion does not change around any events whatsoever automatically. There's absolutely nothing you need to worry about. You can have all events in one place with Motion exactly as you're describing without worrying of any tasks rescheduling 👌 Does that answer your question?
Reporting is coming, sounds like end of year/early next year. You can get some aspects of reporting through some of the features and views they have, but more traditional reporting is coming.
I imagine a lot of your projects extend over multiple weeks. But Motion can only show you a day or a week at a time, which was surprising to me. How do you deal with that? Thanks.
Because any time we want to view more than a week, we jump into the Gantt view/project management view and we can see much more useful data across days/weeks/months/quarters. A monthly calendar view wouldn't really be of much help when trying to understand what projects are going on, deadlines, etc. all of that data is in the project management view, for which allows you to go as granular or as broad as you'd like. So yeah, the answer is projects + Gantt view if you want the most useful view. If you go to our UA-cam community, you can even see we shared a screenshot of the view we use to solve this in one of our most recent posts here: efficient.chat
Hey Kathy, the video shows that Gantt Charts + Flows are in beta (we are teasing the mockups in the video). Give it a month or two and you'll see the new Gantt view + Flows in your account, just hold tight 👌 Curious, did you use our link to sign up and claim the course we're building right now that'll help you with setting up Motion? efficient.deals/motion
What’s the story with the Figma files? Can you explain that context please? Where did these come from? Do you work for Motion app? How are you showing us future Motion features? Confused. Thanks.
As people were requesting we create a video on how we use Motion, we decided to create a video. We thought it would be fun to reach out to Motion and ask if they had any upcoming features we could show off, and thus the Figma Files were born. While we joked about "finding them" in the video, it's not uncommon for software companies to give content creators access to upcoming assets. We've done this with other software companies as well in our content. So it's their actual internal mockups, does that help clear things up at all?
Ah sorry, we don't have any dates. That said, they have assured us that it's what they are currently working on, so probably not more than a couple/few months. They know it's an important facet of their tool to build out, so it'll be soon!
Awe, this means a lot 🥲 it's the least we could do for people taking the time to engage on our videos 🙏 hope to see more of you on the channel my friend!
Thanks Mohammed! 🙌 It should be available over the coming weeks, we just got access to the beta a week or so ago (it’s been even better than we expected!). If you check out our live steam from this week we share a bit about how we’ve been using it: efficient.link/yt/live Are you already using Motion?
@@efficientapp I started using it 2 months ago. My business partner and wife then started using it. I'm now going to roll it out across all of our business. It's been a game changer and very much like having your own PA once you configure it to your preferences
Love it! They are actually looking for teams to beta test it before release, if you want to write to their support, they might give you early access 🙌 just be sure to mention that you're onboarding the rest of your team and they'll likely make the exception. That's what we've seen work. Their email is support@usemotion.com 🚀
Watch the 7:36 mark of the video, we demo this 🙌 Simply email tasks@usemotion.com and write in natural language the deadline and priority, but if you go to that time-stamp you'll see it in action!
@@efficientapp yup I've been using it that way already, but I'm thinking more like premade shortcuts in superhuman which will forward predefined text options or templates for sending tasks to certain workspaces. The only issue I have is that Motion doesn't save a link of that email, so if there was something crucial I needed to reference from the email, I'd have to go back and find it.
Ah, that's clever, I mean you could save Superhuman Snippets to achieve something like that, clever idea! I don't think the email can select specific workspaces, can it? Haven't actually tried that. Here's an idea though to get the email link added, why not just copy/paste it in? If you're using Arc Browser, it's as simple as pressing ⌘+⇧+C and then pasting it in, because anything you type in will be added to the description of the task. Here's a snippet you could create/use: efficient.link/cloud/superhuman-motion-snippet Just one thing to note, make sure to remove the original "to" person, as I realize in the above video it would still send to Superhuman, which we wouldn't want! With that, I don't think the Superhuman email URL is actually accessible via the email headers (I could be wrong), but I don't see why it would send them over with the email when forwarding it out, therefore not really sure what Motion would even be able to do here since it might just be a limitation of email forwarding. The solution I mentioned here should work though!
Oh, if you're using Notion for task management, then you'd definitely not need it anymore after getting Motion. You'd only consider keeping Notion if you use it for documentation/note taking. And Motion has an API and a Zapier connector, where you can integrate it if you'd like, though I'd moreso ask what you're looking to accomplish with integrating it, and with what, when? Just be sure to use our link to sign up to Motion if you give it a shot: efficient.link/r/motion so that you can claim the course deal: efficient.deals/motion
@ yeah just trying to get organized as I’m scaling my team. But I like notions free version Do you do 1 off business strategy sessions? I’d love to have a deep dive in some of my biz processes
Totally understand that, our next video will be helpful then. With that, Motion is miles better than Notion for project management, if you're scaling your team then it's the most likely to have a meaningful impact on your business. We don't sell strategy sessions, but that's why we sell a Motion Course: efficient.link/courses/motion to be able to help people at scale. We show you exactly how we're using Motion to scale our team (we literally show you our account). Hope you can understand, we just can't scale 1-to-1 anymore.
@@efficientapp Good to know! I don't want pay for team access yet, so I'm going to use motion individual for now. I got it and love it so far! I'm learning how to utilize it! this video was even more helpful as I went in and set everything up
Sounds like a great plan! Yeah, Motion works great for individuals, and stoked to hear that the video was helpful for setting it up! The course goes quite a bit deeper, did you happen to use our link to sign up so you can get the course for free here? efficient.deals/motion Stoked to hear it's working for you though and that we could help!
Not entirely sure what you mean by this? You can see your teams workload if that’s what you’re asking? Like if your team has capacity to take on more work or if they’re overbooked.
Ah, hey again! Just responded to your other comment 😁 you can view rollups in list view for all of those reporting metrics at a project level. Here's a screenshot of what you can see: cloud.efficient.app/q4LZshf0 They call it Pivot Tables (it's incredibly flexible), here's a full video and write-up: efficient.link/e/motion-pivot-table We feel quite confident that you'll be able to accomplish the analytics you're referring to, but definitely check this video out: efficient.link/e/motion-pivot-table
Is there a way to set a reminder for tasks on the calendar, like an alarm or alert? My stupid issue haha is that I forget to look at a calendar so I've been trying to find a scheduler that I can get alerts with??
Would you be fine with it happening for all tasks? Or just some? If you're open to it happening for all, simply enable it so Motion tasks are added to your calendar, and then set your calendar up to notify you when you have events coming up, then Google Calendar for example would be sending you those notifications I'm pretty sure. Could that work? And do you have a Motion account? You can try setting one up and trying the above to see if it works for you: efficient.link/r/motion
Hey @scottborden1656, I run a digital agency and I stumbled upon a social media management tool called Mydrop AI a few weeks ago. It has a feature where you can schedule your posts and it will send you alerts prior to posting, pretty much like setting up reminders. Since then, posting content has become so streamlined and easy for me. Maybe it could help with your alerts problem too! Have you tried anything similar yet?
Oh awe, that means a lot! We're working on it right now, TBD! There's a couple features coming soon to Motion so we want to be able to cover them and some of the best practices to tie everything together. Is there anything specific you're hoping to learn from a dedicated Motion course?
Hey thanks for that great clip, how is your experience in point of timetracking abilities and reports? Do you think this might be a solution for a ticket system?
So for that solution, we actually use Motion alongside Harvest. Motion tasks show on your calendar (when you enable that option in settings), and calendar syncs with Harvest when tracking time, and then Harvest enables you to have all of your time reports and even handles billing and invoicing. They are the dream team when used together. You can read more about Harvest on our site here: efficient.app/apps/harvest Be sure to claim the discounts/deals for each tool here if you want to give either of them a shot: Motion: efficient.deals/motion Harvest: efficient.deals/harvest What are the specifics of your industry and needs?
@@efficientapp that sounds nice, I had a similar experiece with toggl. Actually we are using ERP with API interface. Did you code your API to Harvest by your own or is this a present API supported by motion?
Ah interesting, yeah Toggl is similar but doesn't do invoicing or as much reporting. But yeah so you can use Motion's API I suppose, although natively it syncs with Google Calendar, as does Harvest, so indirectly you have an integration between Harvest and Motion without needing an API as Google Calendar is essentially the API connect, making your tasks show in Harvest when adding time for the day if that makes sense.
You aren't able to yet organize custom statuses, but wondering what you're using the custom status for? What you'll see when Flows is released soon, is that instead of using custom statuses to get across work moving forward, that's actually the role of stages instead of statuses, and statuses should only be used for "Todo, In Progress, Blocked, Completed, and Backlog" for the most part.
Awe, thanks Omer! Ah, short of the normal notifications you might get from calendar events and tasks on your calendar that might alert you in the calendar app on Apple Watch, there isn't an actual app that was built for Apple Watch. I don't know many project management apps that actually support Apple Watch though, do you? Like Asana doesn't support it-curious what you'd expect it to do if there was an Apple Watch app?
Just to clarify, Motion has it's own calendar so even though my Google Calendar will be connected, the things in Motion will not show on the Google calendar. Is this correct?
That is correct, but also there's a setting you can enable if you'd like the tasks to sync from Motion's calendar to your Google Calendar. Totally up to you whichever you prefer, but yes, you're correct. Be sure to grab the course if you do end up giving it a shot: efficient.deals/motion
@@efficientapp I don't want it in my Google calendar as I share that with my spouse. It would make it impossible for him to understand which things are static and which can be changed if needed. Thanks for the quick reply.
@@efficientapp Is the Motion course a self paced course so we can set up and review it as we set things up? I will likely change from Asana to Motion soon. It seems like it will fill in some pain points.
You got it-yeah in that case, definitely have it turned off (it's just a setting in Motion, no problem)! And regarding the course, it'll be self-paced, sorta, it'll be a video that you'll follow along while setting up your account and thinking about how to set things up with best practices and how to think through your own internal processes. We are NOT going to be using course software, it'll just be a video (or a few), we're currently planning it out and scripting things. Motion has improved a LOT since our last video and is continuing to over the next month especially with some foundational changes. Also, now that our team is larger, we can actually now explain the full methodology and best practices from our own trial and error + advice from their team. So just setting expectations is all! Hope that helps!
So we have the script written, we're just waiting for the final versions of Flows/Gants and UI to finalize (plus we're updating all of our workspaces to map to the new Motion capabilities), hoping a couple weeks before that happens then we can record it. The last thing we want to do is release the course and then a week later the entire UI is totally changed making the course feel outdated. We currently have everything mapped to a beta version of Flows we've been using a couple months, it's been completely rebuilt from the ground up and they need to migrate everything over for us so our hands are tied for a bit longer. Just hold tight, and make sure you claimed the deal here: efficient.deals/motion
Could you elaborate more on how to assign flows and or where to find this option in the settings? im having a little bit of a hard time attempting to find it anywhere
Hey Todd! You’re not going crazy, we mentioned in the video that this isn’t a feature that’s released yet, what you saw is mock-ups in a software called Figma (aka Figma files). We just got access to the beta last week and it will be rolled out to all accounts over the coming weeks so hang tight! What process are you wanting to use Flows for? And how many people on your team? Asking as they are currently focused on onboarding teams right now. PS we shared a sneak peek of Flows in beta over on our live stream from this week if you want to see more of how it will work: efficient.link/yt/live
@@efficientapp well mostly to introduce structure to songwriting and my education. i started using motion about a week ago and me and 2 others in our band use it because we're all in different states/countries but are able to come up with a structured schedule/todo list with this app and reference it with Google Drive! the other thing i'd like to use it for would be to auto block/sort what categories each of my Comptia A+ lessons are and status them automatically from (Todo - In Progress - Study - Completed) Thanks for the speedy reply!
Oh wow, love the use case of using Motion for your band! Since you're using it with 3 people, we'd say write into Motion support and ask them if they can enable Flows on your account 👌 They might do it as they are slowly starting to roll it out to folks 🙌
Gantt Chart is coming soon! It's not out yet 👀 make sure you're subscribed to our newsletter as we'll for sure be telling people about it once released (or even letting you know if there's a way to beta test it in the future)! efficient.link/subscribe
holy. this will be a gamer changer IF outlook emails with attachment tasks will integrate then it will replace 3 apps that I'm currently using, so i'm going to give it a go right now...
Amazing! What 3 apps are you currently using? And make sure to use this link to lock in our paid Motion course for free if you want it: efficient.deals/motion (you'd need to sign up with the link before you have an account though so it might be too late).
Awe, thanks! We'll have to pass your kind words over to our editor via a Motion comment! 😉 So, dying to know, did you end up going with Motion? If so, hoping you grabbed the free course deal here: efficient.deals/motion 🥹
I love motion 🎉 however, I find it's seriously lacking integrations. My business is growing and I wish it natively integrated with a crm. Frashsales would be nice as I think that's the one I'm going with, but open to suggestions if there are better options now? Basically I love the task / project handling of motion, it would be nice to integrate that with a customer database with meeting tracking and easy contact ingest (phone/email/etc)
Hey Mike, so we actually have a full dedicated video on best CRMs: efficient.link/yt/crm (the short of it is, Freshsales is not on the list and definitely wouldn't recommend it). We cover even more CRMs on our site here: efficient.link/crm Regarding integrations, you've come to the right place since we were an integration/automation business for over a decade 😅 I understand what you're requesting/asking for, but from our experience working with businesses of all sizes over this time, you need to be more clear about the specific areas that a CRM and Motion would actually bring significant value in being integrated. Most all native integrations out of the box for most CRMs are built for the most broad use-cases, and rarely if ever actually solve the workflow problem you're hoping it will. Motion has actually embraced this fact, instead of just marketing that they natively integrate with many different tools (which doesn't mean much in practice), they give you an API that allows you to do most things using a tool like Zapier, versus building arbitrary integrations with random CRMs and PM tools, that don't actually solve the main workflow pain-point that an integration is meant to solve. If you lead with "I use XYZ CRM and am doing this one thing over and over and over at this point in the process (e.g. manually creating a project in Motion when a customer is marked as " won" in the CRM), then there's a business solution and time savings around integration. Otherwise it's just a hypothetical "I want this to integrate natively so I feel good that these tools integrate", when it won't even do what you're needing the integration to "do". There's a reason why Salesforce is a $10B/yr software business, and the services integration side of Salesforce is 10X the revenue of that. Integration done right is a huge business that cannot be solved "out of the box". So I'd just say, pick a good solid CRM (one recommended in our video) that has a solid API (all the ones we recommend do), and then use them alongside Motion for 6 months. Figure out WHERE you're feeling pain and time loss that integration could solve, and then have someone help you solve that instead of picking a tool right now that claims to "integrate" with another tool, as you're not going to actually get what you need.
Hmm, so what you're describing here is a Project Management + CRM in one. We have a full video on the best CRMs on the market, and how we make it work with Motion: efficient.link/yt/crm that said, we were an integration company and are here to say that no "native integration" ever does what people actually want it to do. Engineering builds a general purpose "native integration" to check the box for marketing to be able to say "we integrate with XYZ" to get people over the hump to giving the software a shot. You're genuinely better off going with Motion + a proper CRM that will do the customer database + meeting tracking + contact ingesting. A PM tool is not supposed to do that. What exactly would you even expect Motion to have/show with contacts/phone/emails?
Not yet, for that use-case we currently screenshot the Gantt Chart and put it into our team knowledge base tool like Slite (or Notion) and just share a link to it from there as clients often just need to see a status/plan, not every task and conversation had with a project. That said, this is something they are working on, TBD on how they decide to implement it, but yeah, the goal would be for said "invited client" to not see every project in Motion of course.
Hey Michael, there is no importer or templates, but we made the migration from Asana to Motion so we understand the process of switching. It didn't happen overnight, but instead slowly with chunks of tasks at a time. We actually covered the process we took during this video a the 9:44 mark so would recommend watching that part through!
Of course! Glad we could help! Did you end up giving Motion a shot? Be sure to claim our course if you used our link to sign up: efficient.deals/motion
Would you recommend this for someone such as myself who is the administrator of the company and is required to keep tabs on all projects, employees, anything else related to the business. I currently use clickup but I don't know that it is what I need.
Hard to say for certain without better understanding the types of projects/tasks and nature of your work. When we hear "keep track of employees" a CRM sounds like a better tool (anything related with people is better managed in a CRM). Something that can store contact info, communication, etc. Here is our video on the best CRMs efficient.yt/crm That said, project management wise, Motion is great. Are you using it alone or are you planning on onboarding your greater team? What types of projects are you managing?
@@efficientapp I use it alone. I keep track of basically everything related to the business. I use the program alone, sometimes the owner may use it also but very rarely. I track the progress of our painting projects, compliant training for employees, there is a lot more but it's too early lol
Got it! Yeah I mean it could work, but the only way to know for sure is to just give it a shot and see how it works for you? If I was in a similar position, I'd be using it, and think you'll see many wins with it over ClickUp. Here's a free trial if you want to give it a shot: efficient.link/r/motion
Hey @aleashajohnson8463, I'm a digital agency owner who had a similar concern. I stumbled upon a social media management tool, Mydrop AI, a few weeks back. What's amazing about it is its collaboration feature,
A few questions- First, for a consulting company that still has marketing, financials, and all that to deal with, do you recommend each client be a project under a client workspace or each client be its own workspace? Solopreneur here. Second, I read that they want access to all of your emails and not just your calendars. Is this true? That seems like a security issue. Third, if this video came out in February 2024 and the course is still "coming soon" it seems it will not be very helpful for those who signed up long ago. I know you mentioned holding it up as they add a few things but the product will be ever changing. Maybe release the course and add updates to a YT playlist. Your thoughts? I am trying to figure out a basic set up prior to starting my free trial so that I can make the most of it.
Are you planning on in the future inviting clients into your Motion account? (They don't yet allow for client/guest accounts just yet). Personally, we'd set up each client as a project, or even as a custom field drop-down (because a client might have multiple projects). That said, from a security and permissions standpoint, you add/remove people based on workspace, so if you're planning on adding in clients or contractors into your Motion account in the future, then you'd want each client to be a separate workspace. I will note that flows and templates and custom fields don't work across workspaces (they are at a workspace level), so that's why we prefer the solution of a workspace being "Clients" and then having a custom field drop-down for each client (and taking the approach of-we don't need our clients in our PM tool, this is our tool to get work done, and we can always send them a project status update if needed). That's more preference and depends on your specific situation, but yeah, that's our recommendation and what we'd do personally (and what we have done btw). Regarding email access, that's because Motion sends out an email reminder for their scheduler functionality, and if you're running late for a meeting you have the ability to easily notify as such from Motion. With that, I don't think they need email read permissions at least for now. If they do in the future, it's due to plans of having email be more integrated alongside calendar. So we're not concerned about that. They are SOC2 compliant and have the highest security standards. And re: releasing the course and adding updates to a YT playlist is exactly what we're planning on doing. We'll release an updated Motion Tutorial on YT in the new year, with the course coming before that. Both of those are our highest priority right now, now that Motion is close to finishing up all of their major UI and foundational updates. P.S. Motion does have their own updated tutorials in product right now that will help with a lot of this. We're just going a slightly different approach with our course. So during trial period, you should be able to get quite good guidance from Motion directly.
@@efficientapp very thorough and helpful answer. Thank you. I have already figured out what my workspaces and current projects will be. I was expecting your answer as it was. I am considering the statuses that will work best moving forward. I currently have Asana so I have a head start on those ideas and am evaluating how the set up was working and making adjustments for then new set up. Thanks again.
Excellent! And just a reminder, Motion did just publish a bunch of new tutorials in the last couple weeks or so, and we recommend watching those 👌 they are on UA-cam, but might be unlisted and only accessible in-product. Not sure on that front. One more thing to note: we also came from Asana and you do need to re-think things a bit with their structure vs Motion. For example there are statuses, but think of a status as more of a task status of "to-do/in progress/blocked/completed", many people start using Asana task statuses for way more than that. Motion has stages though, which is a core foundational feature that projects rely on. Think of a stage as a milestone of a project that has tasks tied to it. When you complete a stage, new tasks are created for the next stage. Stages have deadlines, and changing the stage deadline shifts the deadlines of all the tasks in the stage, and future stage deadlines shift as well. So the point with Motion is, a project is a parent, with groups of tasks under it classified as stages, and those tasks have statuses. You can also have tasks that aren't part of a project, and that's fine too, Flows via Projects are more of a process that you're running through to complete the overarching process. Those are sorta the main differences and what this current video doesn't cover, but the Motion tutorials that they have cover. Hope this helps and hope to see you subscribe and grab our course in the future whenever you're ready! efficient.deals/motion FWIW, our course isn't meant to convert/convince someone to sign up and have initial success with Motion, that's Motion's job. We're here to say "once you're using Motion and have become a paying customer, let's show you how we're using it to get the most out of it". The course (once released) won't be sent out until someone pays for Motion anyway, we send it once Motion tells us "yep, they paid", then we essentially go "awesome, thanks for using our referral link, here's the paid course for free as a thank you". So even if the course existed right now, it wouldn't be helpful to you short of you purchasing it outright during your free trial, which I don't think is what you're even looking to do or makes sense. Does that make sense?
Yes it will, if you enable that in Settings -> Auto-scheduling -> Show Motion on your external calendar So you can have it enabled or disabled, up to you which you prefer! We keep it enabled (so it shows up as events on the external calendar). The 3rd option will actually make the tasks jump between Free and Busy events depending on the deadline and if it needs to be marked as busy to ensure you get it done (e.g. people won't be able to book calls over the busy tasks, etc.)
Missed out on the course, signed up for Motion right after watching this vid before I saw the links 😅. Excellent vid, you easily convinced me to switch our team of 10 from Monday to Motion 👏
Ah bummer! Will pin this comment so that others don't miss out: efficient.deals/motion
With that, this comment 100% made our day! Super stoked to hear that the video helped! That's a big decision, so your comment holds a lot of weight 🙏 what was the impetus for checking out Motion after using Monday with your team? Also curious what the biggest selling point was for you?
@@efficientapp The fact that Motion has a calendar as it's core, and the AI assistance, are definitely key reasons. Our team is spread out across the globe, in six different timezones. Motion will definitely help us stay organized and on track, without having to micromanage
Ah yes, for that many different time zones across the globe, I can totally see the appeal of having the calendar at the core 🔥 such a great way to put it as well! Stay organized and on track without having to micromanage as no one likes doing that (or receiving that for that matter). Sounds like the perfect fit!
@@efficientapp Can I use you link if I switch from individual to motion team?
That probably won't work sadly, but you could purchase the course directly, we might even be giving an early access discount 🤫
efficient.link/courses/motion
I just started my own web agency and started using motion for my calendar and task management. I just have to make a comment on how well-paced this video is. It's the first tutorial/review video I have watched in a very long time where I was not compelled to 2x the playback speed! Great work.
This is so funny because we went through probably 16 iterations in the video edit, and toward the end, Andra and I were also watching it at 1x speed without even realizing, totally forgetting we did that until say the 50% mark (mind you, we've probably watched this video 30+ times at this point, so you can probably imagine how much we'd want to watch it on a quicker speed 😂).
So maybe that's a good sign/point to get to since I can't stand not watching content at 1.75-2x speed (our content included, usually). So incredibly stoked to hear that you felt this way, coming from someone who also watches videos on 2x speed-this is probably the nicest comment you could possibly give us as it connects so deeply with me personally hahaha
Huge congrats on your new web agency launch by the way! Would love to hear more about it as I too come from having my own web agency back in the day. What is the tech stack you're setting up? Custom or leveraging tools like Webflow/Framer?
I've had motion for over a year and didn't know it could do half of this! Thank you so much for the great video!
This made our day! So glad it helped, curious, what feature from the video that you didn’t know about before are you most excited to try? 👏
as someone who has always struggled with time management, I love this app so much
Amazing to hear! What feature in Motion helps you the most with managing your time? 👏
I have been using Motion for about a year along side a physical planner, but I was not satisfied so I did a you tube search for Use Motion Tips and could not have been more impressed by your video. After I finished I went to your page to see what else you have reviewed and was excited to see some other apps that I have dabbled in - thank you for your thoroughness and easy to follow videos. Keep up the excellent work 👍👍 #CrushedIt
Wow, so amazing to hear this! 🥹 We're so glad we could help you find more success with Motion-this is one of the most encouraging comments we've grown, thank you so much 🙏 super excited to see you around the site and channel more 🙌
This was quite informative, good overview. The part about real workload visibility rings very true, too often teams are loaded 120% of capacity with "project meetings" without consideration to time require to complete assigned workloads and more often than not on top of their other regular day job responsibilities.
Yesss! Appreciate you reiterating this, it was the biggest unlocks we had when we first started using Motion. It's surprising that other project management tools aren't taking this more into account, it seems like such an obvious realization, especially with teams at scale.
These guys have literally saved my life. I recently started up my own business and was drowning in project management, tasks, and organization. Trying to manage tasks manually was taking soo much time. I’ve been binge watching their channel and implementing, well…pretty much everything they recommend😂 My life as a solo entrepreneur is finally becoming more manageable and FAR more efficient, thanks to following the incredibly solid advice these two provide and leveraging AI. Finding this channel has been a god send!😇 Thank you Alex & Andra 🙏
Awe, that means a lot! Thanks for saying that Jenn 🥲 we're so glad to hear we could help with getting your business set up! You've been killing it with all the apps you've been implementing, well done 👏👏
Stoked we could be a part of the journey, and we're so glad you stumbled upon us! Good vibes all around 🙌
Came here to say this is easily the best & most powerful onboarding vid I've ever seen (and I'm a Marketer!). :) Thank you, Andra! You're a natural + include so many mega-value adds here + LOVE your Asana comparisons. The Cal scheduling approach makes so much more sense!!! AAAHHH 🙏Thank you, thank you!!!
This means a lot especially coming from a fellow Marketer! Thanks Britney 🙏 these are the comments that keep us going-appreciate you checking out the Asana comparisons as well!
I see that you're ex-Hugging Face and Moz and have a fellow love for SEO! We've been going quite deep with SEO on our site efficient.app, would be fun to connect over SEO one of these days 🙌 so stoked that our videos are being shown to such awesome people! (We both just connected on LinkedIn btw)
Super curious, how are you currently using Motion, and just for personal usage, or with a team?
Really appreciate this - especially the comparison to Asana. Do you have this integrating with your CRM and the tasks around following-up with leads, etc.?
Awe, so glad to hear it helped! And yep, we had many many years with Asana, so we know the two especially well!
So we use Motion alongside Copper, but we leave follow-up related tasks in the CRM, and moving work forward/project management/events in Motion. We actually haven't found the need personally to integrate the two, but rather letting them stay in their own lane.
Also, efficient.link/r/copperintegrates with Google calendar, as does Motion, so tasks in the CRM can actually show up on the calendar (and thus Motion), out of the box if you use a deeply integrated Google Workspace CRM.
That said, we have a full video on our CRM recommendations here: efficient.link/yt/crm
Wow - I’m the CEO of a 200 person food manufacturing company. This video has been huge for us
Oh wow! (Right back to ya) 😁 Did you find Motion through us? Or you were already users and stumbled on our video? Is much of the team on Motion? Or just a few on the exec team? 👀
This comment just made our day, so happy to be able to help! 🙏
I don't think I really ever knew what love was until I saw this video. To be clear, I'm talking about Motion. Thanks for the great vid!
Hahaha we love you too! I mean... Motion loves you too! Comment made our day, glad it could help and hope you claimed access to the course (if you signed up with one of our links): efficient.deals/motion
I'm adding projects and tasks. In the video at 14:34 it shows workspaces w/ projects and tasks connected to each other in the gantt chart. How was that done showing tasks in the toggled / untoggled projects? Doing this in teamgantt is a breeze so when task A is connected to task B and task A moves, so does B (and C, D, etc). User can't pull B in front of A. I'm only seeing the projects on the timeline. Thank you
This video showed mock-ups of what the Gantt feature would look like, it wasn't released at this point. What you see in Motion now is how they Gantt charts work. You simply click in and you see all the related tasks (although tasks don't appear in the Gantt view).
@@efficientapp I see. Thanks for the explanation
Yep! You got it! You can give feedback to Motion if you want to view tasks in Gant, they are trying to understand where people would specifically get value from it, so feel free to explain to them and maybe one day they'll add it, if helpful!
So much information! Now i just need to find the time! Motion has been great so far can't wait to get this going with our new social media manager! Thanks for doing this! 🍻
Yesss! Good to see you again and glad to hear it has been working out since you decided on it in the other video 🙌
Sounds like you'll have a similar process/flow with them as what we showed in the video, amazing! Excited to hear how things evolve over time 🚀
I have 2 businesses that i own and several other projects. 2 of them are in AI development also. So i was intrigued when i saw an ad for this. I'm always looked for better ways to manage my time and team. Initially it seems overly complicated but maybe not. They all have a learning curve to them. The question is if its better than the alternatives and if its worth the time investment. That block feature you mentioned is a fire-able offence if its during business hours.
Yeah, the truth of the matter is it's really not that complicated-it's really more of a traditional project management tool with a smart layer atop of it that works for you automatically based on deadlines and priorities.
We'd argue that less effort needs to go into setting up Motion than say Asana, ClickUp, or Monday because it's a bit more opinionated for how to use it well, whereas Asana and others have no opinionation, and we've seen plenty of companies using it completely and totally incorrectly. No guard rails is not the solution in many cases, especially time management/project management.
But hey, why not just give it a shot and see for yourself if it works? efficient.link/r/motion
Also, regarding the block time feature, what do you mean it's fire-able? You're saying for personal tasks? The point simply is to time block so you can actually get work done, versus being thrown into work then calls then work then calls as it completely defeats focus work, making your employees less productive. Maybe I'm misunderstanding what you're saying with that though?
Great video! Love watching you both😊
Awe thanks! Our first review/comparison that we both took part in, going to try doing more of it in the future 🙌
Thank you so much this video helped keep me out a lot! As someone struggling with ADHD and very ambitious, learning how to leverage Motion to help assist my career goals and take care of myself has been astronomically useful
Ah, awesome to hear this, super motivating that we could help you in your journey!
Are there any aspects to Motion that this tutorial didn't cover that would have been helpful? We're making a course as we speak and want to make sure we can help guide people in the right direction even more 🔥
This video is incredibly helpful. I was trying to DYI my way through the app and it is not intuitive but this video made it crystal clear. Now I am excited to take back my time and manage my projects more efficiently. Good job Andra.
Love it! Thanks for your comment 🙏 what was the biggest unlock for you? And are you using it solo, or with a team? 👀
This looks great for internal team project management - in y’all’s opinion, would it work well for client-facing project management? Can permissions be set to limit what clients have to see?
That's something they are working on and thinking through. For right now when we have a client-facing project though, we will use Motion to manage it internally, and just share what we want to share with them with screenshots and such in a shared note taking tool like Slite or Notion: efficient.app/apps/slite
That said, we'll be doing all of that just in Motion once they release sharing permissions. So up to you, but does that help at all? Know it's not the most ideal yet.
If you do end up giving Motion a shot, be sure to claim our setup course to see how we are using it here: efficient.deals/motion
@@efficientapp thanks so much for the response! The folks at Motion voiced the same thing - really looking forward to those integrations in the future - overall I definitely think the app would be of huge benefit to our organization!
Love it and awesome to hear! With that, super curious, what type of company are you all and what processes are most important to be input into your project management tool?
Very helpful video. I am impressed by how your team is using Motion. Many teams can switch to Motion and benefit from it. It's clearly a level above all other project management software. I am using Motion only for personal use now, but would use it if I start a company as well.
Stoked to hear it was helpful! And thanks, we've been iterating our project management process for over a decade now (with Asana before), and with Motion now, we're feeling like we're finally beginning to perfect it. Still has a bit of a way to go, for example we might start leveraging projects and project templates a bit more, treating our videos as more involved projects.
We're sure to do an updated video if/when this happens though!
But yeah, we agree, there's something they are doing that is unlike any other project management software on the market. Super impressed with their team and excited for what's to come!
Awesome to hear you're getting use out of it personally, curious what, if anything, from this video struck a chord with you that will affect the way you're use Motion moving forward?
I really love Motion, starting using it from the first vid that Andra did and have been exploring for a few months.
If I had any feedback at this point from a single user perspective I find the add task UI/UX a bit lackluster, I love what I am seeing from the Figma files I like seeing more evolution to the task process.
I like the idea of creating a bit of separation between the project management side and the task side of things.
Integration with todo apps would be a start but almost creating a motion task interface that really just focused on inputs really would be fire.
Curious on any current users thoughts and of course Andra & Alex too
Awesome to hear! Guessing that was the Best Project Management video? Or the Daily Planner one?
Completely hear you on the task creation side of things, it's tough to simplify it-they even did a small beta a couple months back where they experimented with natural language processing (adding of tasks), but while it was super cool, it felt like not having as much granularity to options available made things tough (and tough to remember, re: duration/start date/deadline/project/etc.)
I'm sure they're going to further evolve it in time as they have been experimenting, they just want to get it right I'm sure. Regarding the separation between "project management" and "tasks", that's actually where "My Tasks" + filters lets you do exactly that: cloud.eff.li/cLdk8QS0
Why not try setting up the "My Tasks" view to just have the default view set to a custom view showing the "My Tasks (Private)" workspace only, that way you can genuinely just treat it as your "My Tasks" personal tasks view, and treat the workspaces sections below it as your actual project management side of things.
What todo app are you currently using that you'd want integrated with Motion? The truth of the matter is we both stopped using our personal to-do list application in favor of just using Motion (the My Tasks area) more specifically. We do use Superlist - efficient.deals/superlist for some shared notes and small checklists here and there, but we wouldn't want that synced over to Motion for example.
Thanks so much for your videos! You really do a great job at explaining. Not sure why you don’t get more likes. Motion sounds amazing, definitely sold me.
Awe, this means a lot, thank you 🙏
If you haven't signed up yet, be sure to use this link: efficient.link/r/motion (so that you can lock in our Motion Course for free), more details here: efficient.deals/motion
Super curious, will you be using it personally? Or with a team? And what got you most excited about Motion 🤔
Is it possible to force a task to associate with a meeting? For instance, I want a recurring weekly task to happen a half hour before a weekly meeting (for each of my construction projects I'm managing, so it's something I do right before each meeting). Right now I'm seeing that I can only make a tasks dependent on each other, not dependent on meetings.
Ah yes! Saw you got the answer from a different comment of ours! But I'll add it here as well.
If you add a custom schedule to the recurring task, you can set the specific cadence and time you have the task set to. Just make sure to have the priority high and deadline set to "hard deadline" and it should schedule it before the event as you're describing.
To add to this, if you want to ever do it for a one-off event and task then you can simply drag the task to before the event and it'll lock it in to that time slot 👌
Overall, that's a super great idea/use-case for tasks, going to take advantage of that in the future for sure!
Great overview, and I appreciate your playful team banter. I have a couple of CRM questions... perhaps one of them was resolved with customizable fields. Does motion enable a person to create a dropdown in the CRM portion or database portion of the app whereby they can create a bunch of possible items that a customer would be interested in? Then, is the CRM searchable so that you can narrow down a large client list to just those who would be interested in say... a bathroom remodel? Also, is there an estimating side and the ability to communicate via email with a customer, and have the emails logged into Motion?
Hey there! Ah, this means a lot to us, glad you enjoyed the style! Okay, so regarding the drop-down with interested options, and filtering down, you can do that in Motion, BUT it seems you keep referring to Motion as a CRM, but it's unfortunately not a CRM, it's a project management tool, so none of the email logging or ability to communicate will likely ever work in Motion, as that's not their focus.
We'd recommend you watch our dedicated CRM video though as it describes EXACTLY what you're looking for: efficient.link/yt/crm - in fact, my step father runs a bathroom and kitchen remodeling business, so that's actually the EXACT use-case we show off in that video. He uses efficient.link/r/copper for the CRM side of things and efficient.link/r/pandadoc for the estimating side of things. You might be able to get a basic level of project tracking accomplished through the CRM recommendation even. Just highly recommend watching this video instead as it'll point you toward a better direction: efficient.link/yt/crm
That said, you can probably still benefit from Motion, just not as a CRM, more using Motion is just used for the project management side of bringing a job through to completion along with internal processes required from say ordering, to invoicing, and more, with your calendar at the center of it all. Does that help at all?
@@efficientapp That is a great response. Very helpful. Thx.
Awe, so glad to hear! Appreciate you reading it and responding back, happy we could help! 🙏
Hi. We are a creative agency, currently testing teams in Motion. With Asana, we were able to share PDFs, zip files, and word docs in tasks. It looks like this isn’t possible in Motion, only images. Do you have a suggested work around for this?
Hey there! We're in the same boat (having switched to Motion from Asana ourselves as well). What we do is simply have a shared folder in Google Drive that has shared access across the team, and to throw the files in there and then the Drive share link in Motion description. They are going to eventually support file upload.
Come to think of it though, I could see a super fun integration here though, new project creation could create a new shared folder inside of a folder and link to that folder in the project description (or even on a task level). Though most tasks probably wouldn't need this, you could create a task or project template and use Zapier to only continue if it was created from the template and create the folder if so.
But yeah, using Google Drive and simply sharing the Drive link in the description is how we do it and would be your best bet until they add file support.
While I see how Motion can be a key platform for small to medium sized teams scheduling and workflow management I'd really like to know if it can realistically be scaled to large enterprises and learn from any adoption experiences. Are there any enterprise size thresholds where the productivity gains would not be sufficient to replace or outstrip the current "agile" processes in place at such organizations
Good question! We actually wouldn't recommend Motion for enterprises (500+ employees), but if smaller teams within the company wanted a more modern project management solution, that's where Motion would come in handy 👌
What we've learned in working with so many businesses over the years is that often even in enterprise companies (hundreds/thousands of employees), they are usually broken down to teams of 20-50 people that are actually collaborating.
So one of those teams could use Motion no problem. It's more that, does upper management specifically need project management data across teams for reporting purposes? If so, that's where things get difficult and you'll probably just resort to an enterprise PM tool.
We've found that usually CRM is more of the area that upper-management wants reporting on, sales-focused metrics, so that's the area where we see it more difficult to fit a small business CRM into an enterprise company. Project Management is a bit different though, if it helps the work get done and the people who need visibility get it, then that's the whole purpose of it!
What about tracking time on individual projects via timer
You can definitely do that as well-the way you'd view the tracked time in more of a reporting view would be looking at the listview of the project and the "completed time" column, which will roll up each task's completed time from within the project, if that makes sense? You can even slice it up and group by the various individuals within the project and how much time they spent, etc.
excellent breakdown, packed with insightful tips and tricks. Fantastic job.
Awe, this means a lot, thanks for your comment! What tip stuck with you the most? 🥲
Thank you for the thorough video! I went through all the e-Motions watching this. initially i was planning to sign up then by 5 minutes in I decided it's not for me and now 9 minutes in I'm definitely signing up. Thank you again!!!
Bahahaha oh my gosh, we just went through all the e-Motions reading through your comment! The first sentence we were super excited, then slightly worried by the second. By the 3rd sentence, we felt optimistic, then quickly that we failed, but by the end we felt excited again. You're welcome by the 4th sentence 😁
Super curious how it goes for you! Also hope you signed up with this link efficient.link/r/motion which locks you into the Motion deal here: efficient.deals/motion
@@efficientapp That was the best response!!! Thank you. I signed up but I did not see your link. I will update you but your video was perfection! Thank you again and I am now subscribed.
Haha awe, genuinely feel like we have the best YT comment section!
Bummer you didn't use our link as it would have locked you into our paid Motion course for free when it comes out!
That said, I must say, if we continue seeing you around the channel commenting, we'll be hard pressed to not pass along some good vibes and courses, maybe 🤔🤷♂️
Be sure to sign up to our newsletter if you haven't already, Andra and I just spent 5 hours writing this one, you'll probably miss it since it's scheduled for 7am CT, but we promise only the best and most helpful newsletter + deals content!
efficient.link/subscribe
One of the deals in the newsletter is an extended 60 day free trial to Superhuman, valid until May 10th which you can grab here: efficient.link/r/superhuman
If you're not sure what that is, we have a video on it here: efficient.yt/superhuman
Anyway, enough pitching, it's 3:34am here, IDK what I'm doing, I need to go to bed. Appreciate you being here and hope to see you around more!
This is incredibly useful, I can’t believe how much detail you gave in this video. So helpful!
Thanks Tina! Means a lot to hear this 🥲🙏
Get a 7-day free trial here: efficient.link/r/motion
Okay, Alex and I are curious how you use Motion? Is it the same way as us? Would love to know anything you learned as we put a lot of work into this video 🥹
P.S. Not using Motion yet? Lock-in the course here for free: efficient.deals/motion
I have been trying to adopt Motion for a while now. This was a helpful tutorial. Stronger than the review video, fwiw.
This comment just made our day 🙏 we put way more work into this video than we probably should have (took us over a month to script, record (screen recordings too) and edit). But this comment is exactly the hope that we were going for, making it all worthwhile. Thank you for letting us know and stoked to hear it was helpful! 🙌
I wish I signed up through your affiliate link so I could qualify for the free course! I signed up a couple weeks ago already and while I love it I'm finding it difficult getting workflows in place for myself as I now have yet another app to input/update tasks/project statuses. I work for a large company so I don't see them adopting this company wide but it looked to be super useful for me at least. Justifying the price is now the other issue.
Ah yeah, sorry about that 😥 hoping this video was able to help as somewhat of a tutorial to get you on the right track though. Regarding the price, if you work for a larger company, we have seen some companies actually cover the cost for some of the team members if they ask (most people just don't feel super comfortable asking). But the pitch is it helps save you time and in return be more efficient at work.
What is your current company using project management-wise though? Something like Asana or ClickUp?
Fantastic and educational! We've been weighing a bunch of solutions and your video is helping us go in the right direction. Thanks for putting it together!
Awe, so stoked to hear this! So did you end up going with Motion? Hope you claimed our upcoming course by using our link to sign up 👀 efficient.deals/motion
Super curious what other solutions you were considering?
I must have seen something, where are milestones and interdependencies like shown at 17:23 ? Thanks great vid!
Do you know guys when youre course will be out? Thanks
So Motion does now have dependencies (you can make one task dependent on another via a project or a Flow).
Also, milestones in Motion are based on Stages, so in Gantt view, you can see milestones of a project being completed. We shared this in our UA-cam Community tab, so maybe you saw it there?
Our course is coming out soon! Andra is just finishing editing it and I'm finishing up the landing page for it, then we'll let people know via the newsletter! In-fact, tomorrow's newsletter has a quick update about the course-so make sure you're subscribed here: efficient.link/subscribe
And if you signed up for Motion with our affiliate link, then make sure to claim the course here as we're going to send it to everyone that used our link and paid for Motion: efficient.deals/motion
Cheers!
@@efficientapp Hi thank you for your reactivity, greatly appreciated! Im confused, what are the arrows your showing on the time i timestamped in my first comment? 17:23
And for milestone, i see them at 17:17, the blue squares under Calendar Revamp. I'm at the beginning of my setup so I guess it will automatically come up at some point.
I remember clicking your link and bought the next day, i dont know if i had to go through your link again or if the affiliate cookies remembered me, i hope so
Ah, so the 17:23 mark in particular was from a Motion Figma Mockup that the team was considering. That screenshot in particular was as if you were to see individual tasks within the Gantt view, but from their research and customer interviews, they told us that while this was a "cool" feature, they couldn't find a great value/use-case for actually showing tasks within Gantt view, as it just got too granular. So they decided to put that feature in the backlog, waiting to hear more product feedback.
You can definitely reach out to their support and say that you'd like to see tasks in Gantt view (for which that interdependencies would be visualized in that way), I'm sure they'd love to understand better where you'd find benefit in that view. Again, the task dependencies exist in Motion projects/Flows, so the actual functionality of what you're describing, it's just the visualization of it that was shown in the mockup we showed in the video wasn't built for all the above reasons. (We mentioned that these were just mockups in the video and weren't sure what would be released).
For the 17:17 mark, that's currently in Motion as project Stages within flows. It's essentially project milestones, but the terminology is "stages". Think of it as projects have milestones (stages), which have deadlines and groups of tasks that need to be completed. If you create a project Flow in Motion, you'll be able to see those milestone (stages) showing up in Gantt view.
Hope that helps explain things a bit better? I know it's tough-we convinced Motion to give us a sneak peak into what they were thinking about building, and most of those features exist today in Motion, but in this case, the task Gantt visualization didn't make the cut for now.
And sounds good! Feel free to submit the deal form here: efficient.deals/motion and enter in your email, then shoot us a message in response to the email and we can check for you if you were registered or not. (If you'd like).
Considering implementing Motion. We currently use a fillable PDF that is routed employee-to-employee (6 people) and they add their notes to the file, then route some more with changes as we go through a long process. Can Motion help facilitate the routing of a PDF form person-to-person, without emails? It would be nice to have both the scheduling/due date and routing of this form automated. We do about 100 large projects/year and they take between 6-18 months to complete. I hope they add the Gantt chart you mention soon, because that might be a deal breaker for me if not available. Thanks
This is a use-case that I've never heard in our 13+ years of consulting business on their software stack. To me it's sounding more like a tool like efficient.link/r/pandadoc would be a better solution for more what you're describing, but we'd also never recommend PandaDoc to replace a project management tool like Motion, they are different needs and use-cases.
Also, you're saying that Gantt is a dealbreaker for you, it's coming soon, but what is it that you're currently using where you have that? Or you're just saying that you'd like to move to a project management tool that has Gantt and it's not currently someone you have?
You can use the comments in Motion to help facilitate the communication and moving the task through task statuses and just have a link to the PDF/PandaDoc in description, flows when they come out will also help (just store the PDF in Google Drive).
Though it also sounds like a CRM could help you do this with an opportunity pipeline, using a tool like efficient.link/r/copper - here's a full video on that: efficient.yt/crm
All of that said, having a PDF at the core definitely doesn't feel like the most modern solution, having something like PandaDoc + either Motion or a proper CRM could help.
Why not just give Motion a free trial here to see if it could fit what you're trying to accomplish? efficient.link/r/motion
How do you actually go about creating flows? Is this an active feature on the app?
It's coming out soon, but if you want early access, you can write support@usemotion.com and ask to get early access. Though I think they require you to be a team account to get early access.
This is great!!!! Really helpful, the best video on any software I ever saw.
Oh wow that's a big statement 🥹🥲 so glad to hear! Was there any part of the video that made you most feel that way? (Asking what we could do more of, and maybe what areas were less helpful), feel free to be blunt, just want to learn what connected most with you 🙏
Would you recommend Motion if you work solo a lot and only use team members on a per-project basis?
The best thing about Motion versus typical project management software is that it's actually a daily planner (on your own personal calendar) at the core, which bodes itself incredibly well for solo usage. So I'd say yes.
Maybe you can explain a bit more about what you do and how your team members on a per project basis might look? If filming, we are similar in that our video editor just helps us in Motion in one of our workspaces (projects pertaining to videos for example), and with Flows it works great for them to individually get tasks done, and us to get tasks done when it's our turn.
Might just be best to grab a free trial (and lock in the setup course) by using the link here: efficient.link/r/motion to just try it for yourself for if it works for you.
You can claim the course here: efficient.deals/motion
That said, would be curious to understand more of your use-case and processes involved if you want to share 👌
Thank you! Finally using the trial and loving it so far
Amazing! Awesome to hear 🙌 did you happen to use our link to sign up and claim the crash course we're giving away if you used our link? efficient.deals/motion
@@efficientapp Yes I did use your link but didnt see how to claim the course
Hmm, you visited this page, right? efficient.deals/motion did you enter in your email on it?
@@efficientapp Yes, I did...and signed up with the same email
Can you create a detailed timesheet form off this platform? Also, does the calendar connects with Outlook calendar? And what about connecting to Teams (for the meetings)?
Motion doesn't currently allow for detailed timesheets, you'd probably be better with a standalone time tracking app like Harvest in that case: efficient.app/apps/harvest
That said, Motion does connect with Outlook Calendar and allows you to pick Google Meet/Zoom/I'm sure Teams because it does connect with Outlook, and even if not, they allow you to have a "custom" option to which you can enter a teams link.
Your best bet would be to just give it a shot to see if it can do what you're hoping it can, here's a free trial: efficient.link/r/motion
@@efficientapp We are currently using ClickUp and not sure if the Harvest integration will provide the timesheets detailed report we need. Wondering if perhaps Motion could do it but I guess not. Thank you for responding!
Got it, yeah, Motion is moving more into reporting later this year from what they've said. Not sure how detailed it'll allow for, but it's something they've said they are working on.
Thanks for all of these helpful videos! I’m work in a high paced sales environment with many tasks to tackle each day. I have a long commute where I try to think about how to prioritize my daily tasks on my way in. It seems like the smallest things derail my day and before I know it I’ve lost 2 hours. Which app/tool do you think will help me get and stay organized the most? I would probably just be using it myself and not for a team, the cost isn’t an issue as long as It helps me get organized and stay on track. Any advice would be appreciated! Thanks again!
You got it! Thanks for being here 🙌
Have you given Motion a try? It sounds like that should be able to help you organize your day all without spending all the time actually organizing it, just pop them in and let it tell you what you need to do (works great solo, you don't need a team for it to work well). Why not give it a try and then report back what works/doesn't work for you? Use this link for a free trial and to lock in our course once released: efficient.link/r/motion
If Motion doesn't work for you, and we understand better what doesn't work for you, we can make further recommendations-don't see why it wouldn't work though. efficient.deals/motion for the course details.
I've had my eye on Notion for a while now, but something that's holding me back is that I suck at estimating how long a task is going to take. I feel like Motion won't work if you don't do this properly. I'm curious about your thoughts on this!
Wait, you aren't good at estimating how long a task is going to take...? Okay, so you're just admitting that you're human then, so nothing special 🤷♂️
haha yeah, so it was built with that in mind, tasks go past deadlines or over duration all the time for me at least, they make it super easy to push things back and add more time/duration.
One might say it was built for people, not robots-in-fact I felt more like a robot when using Asana as I had to manually push back tasks on a daily basis, at least with Motion it auto-reschedules them for you to the next day if you didn't get to it. Feel like you'll be just fine my friend 🙏
Why not just give it a shot and see what your actual experience is with it though? eff.li/r/motion
Hey Andra - What's the best way to use Motion on iPad? Are most people using it via browser on the iPad?
Ah yes, for right now, the browser, can't you use iOS apps on iPad though? They will eventually do an iPad app, but the browser is best supported at the moment, at least that's what I'd do.
@@efficientapp I have the mobile app on my iPhone which works well. The iOS app is the phone version that's scaled to iPad, which is not ideal. Browser will work for now. Thanks for the reply, great channel!
Any videos on how you pair Motion with something like Notion or Apple Notes or Evernote for capturing notes and other snippets?
@@bpmou9230 awe, thanks! And yeah, that sounds like the right plan 👌 we personally use Motion alongside Slite (like Notion). That said, we usually just link to Slite from Motion and vice-versa (just a link to the note or task). We don't have any videos on that currently or planned though.
That said, it seems like Motion is building more into their notes functionality, if that makes sense?
This was absolutely amazing by the way, and I'm super excited for flows & gantt. I'm a web designer + developer, and even as a solo, having flows mimic my process will be GAME CHANGING, as well as beautiful to see it in Gantt to visualize my capacity. Thanks so much for this 🙌
Your comment just made our day! It's fun meeting others who are as stoked as we are for these new features! 🤜 🤛 We're most excited for flows + gantt also 👀
Such a timely upload thanks! I gave this app a shot after watching your other project management video and ended up purchasing for the year but I felt kinda stuck with it and got discouraged when it was like impossible to find any real content on this app other than initial impression "theorized" walkthrus and not anyone actually demonstrating how they use it.
They really should make their trial period longer than a week.
Amazing, glad to hear the timing worked well on this one 👏
Completely understand getting discouraged not having as many guides/content around setting it up. Luckily we picked up on this as many were asking us how we used Motion, so we realized there was a huge gap in what people needed and what was out there.
We're realizing that we could even do more education around how to think about setting up your projects, how to think through the status names (stages you bring a task through if it's more of a process-driven workspace like our growth/content creation workspace), etc.
So more content to come on this front in time. Hoping this video helps reinvigorate you to get back into setting it up for your specific needs.
Is there something that you feel we could go deeper on? What areas specifically do you feel like this video only scratched the surface on but would help you be more successful with setting it up? We tried making this video as concise as possible and yet it's still almost 20 minutes 🤭😅 so we had to cut things here and there.
Regarding the trial, yeah, it's a tough one-as we've been implementing software into companies for over a decade now, we've seen that if you go to 14-30 day free trials, people lose the early motivation to actually take setup seriously and just results in it falling by the wayside.
For better or worse, you're in on Motion for a year, so you're going to be more committed in actually getting it set up and finding areas of value in it. Totally understand the prior position you were in though (without deep onboarding) so we're glad our video could help with that. Let's figure out how we can help others with more of that though as it's clearly a void that you're bringing to light!
Appreciate your comment and support in our channel for what we're building, it's super encouraging to see this comment 🙏
+1
@@efficientapp Lovely thanks for the detailed response. I'll give a more direct feeback after I have done a little re-structuring. Do you guys have a community platform where your audience can connect/mastermind? Motion featured this video inside their app, I'd imagine you are in a prime position to host a space for conversations about some of the tools you promote especially motion since they don't have a community channel for discussion of their own.
Saw that they did that, we're so stoked!! 🤯🥹🥲 We were wondering where all the external views were coming from 🤭
Gosh, that's an interesting idea... Andra and I need to have a chat about this. Is there a preferred platform? Discord, Slack, Telegram? It's just Slack is pretty awful for communities as much as we like it over Discord. Genuinely a bit worried about just the setup and maintenance of it all tbh.
Kinda hoping that UA-cam could be that community for now until we get large enough for it to truly make sense and handle community right.
What if we did like a regular community post here in YT where we can dedicate answering and going in-depth about questions? Sorta like a community software Q&A/Discussion? Could even do some live streams where we can chat through all of this live.
Thank you. I tried motion quite some tome back and thought it wasn't for me But now with he task and project manager.... well its brilliant! Not as good looking as Sunsama, and there are a few glitches, but the heavy lifting it does for yo as a total game changer. Not to figure out if we can ditch Trello for this or keep both running in parallel..!
Awesome to see you gave it another shot, yeah it has evolved and matured a LOT over the past 1-2 years, completely different product IMHO 😅
Sunsama is pretty for sure, Motion looks good, just feels more optimized for utility over "mindfulness".
If you're using Trello, no doubt you can get off it to Motion. We were using Asana for 7 years and fully ditched it for Motion. Even had some incredibly robust custom Asana integrations built, rebuilt them with Motion and haven't missed Asana since.
Wouldn't recommend using them in parallel, but might as well until you get the rest of the team onboard!
Any thoughts on why recurring tasks don't seem to allow for attachments to projects?
Yeah, it's something they're aware of and are working on. I'd like to have that as well, for right now you can either have it disconnected, or just duplicate the task (there's a duplicate button that'll link it to the other task), and you can just change the deadline.
I think part of the point is that, projects have a deadline/end-date, but a recurring task has no end-date (it's recurring, ongoing, until it's not), so a project having a deadline and a task technically being an infinite amount of time, are at odds with one another. Not sure how they will handle it, or if they'll just allow it to happen, even though it sorta breaks the idea of a project having a deadline/expected period of time. But yeah, for now we just do recurring tasks at the workspace level. They are totally rebuilding the recurring functionality of tasks in the new year they told us though, so I'm sure it'll come then!
@@efficientapp I can understand how this could mess with project timelines / predecessor & successor project principles. I'd suggest that when the user attaches the recurring task to a project the app just has the user (thru an FYI) acknowledge that that recurring task are 'excluded' from Gantt chart / scheduling type project functionality. Appreciate your work-around suggestions but they seem to erode the richness of the functionality of the app. Appreciate your response.
Don't get me wrong, we totally understand and appreciate what you're saying. In digging a few layers deeper from the technical perspective, I think it is a bit difficult to code in this way. You should write your feedback to them as I'm sure they'd love to hear it. That said, we're hopeful that they fix/improve this flow when the new recurring tasks functionality drops next year from what they've told us!
Great video! I am struggling with figuring out what is the best way to create or systemize recurring tasks... I don't think you guys covered that in the video, would love some insight on that. I have a good amount of recurring tasks that I need to complete on the daily basis but I haven't been able to figure out the most efficient way to do so.
Ah yes, recurring tasks. Right now you can't have a recurring task as part of a project, it needs to be at the workspace level, so you can't go too deep into organizing recurring tasks. Though that's coming they've said.
What are you typically creating recurring tasks for? For reminders to triage through your email inbox, invoicing customers, etc.?
Curious what the use-case might be as that might affect the recommendation there.
@@efficientapp Thanks for the response! I am typically creating recurring tasks in my regular calendar for personal & business related tasks & studies that I do on the daily basis. But I am the only person utilizing this software at this time, I don't have a team or anything yet. I just saw Motion as an opportunity to better manage the timing of my daily schedule. As it does a great job of that but I'm finding that I'm having to do more work by having to create a schedule every day on the calendar which I'm not sure if it's worth the $34/mo if I cannot make my tasks/schedule recurring. Would love to know your thoughts, thanks again for your time & expertise!
Also another issue I'm having is I'm noticing that there are certain days within some weeks that are blocked off & I cannot schedule anything on that day for some reason.. & I did not block those days out myself so I'm not sure how or why they are blocked out... Is there any way that I can take the block off of these dates??
A bit confused by what you're describing as you shouldn't be manually creating a schedule every day, you can simply create a schedule that you use to restrict the task to booking in only on certain days/times of the day, and save the schedule, versus using the "custom schedule" option: cloud.eff.li/C34tv4r2
And regarding certain days within weeks being blocked off, you either have it in the schedule you set that's disabling adding for the day, or you probably have an all-day event or multi-day that is masked as "busy". You'd simply need to find that event and mark it as "free".
Pretty much impossible to understand exactly what you're trying to do as I'm struggling a bit reading what you're saying, but I'm certain that you are able to accomplish all you're describing within the current functionality of Motion. It's either a schedule issue, e.g. you need to just create a saved schedule for what you're looking to do: cloud.eff.li/C34tv4r2 - or you have events marked as busy which is filling up your day.
Best of luck in figuring it out, I'm sure you can get it working how you'd hope!
Super helpful tutorial - thank you! This app looks promising too 🙌
Amazing to hear! Definitely be sure to use this link to sign up as to lock in the course for free when it's released: efficient.deals/motion
Just using it solo? Or with a team? 👀
@@efficientapp A duo team with a few freelancers, so I would be interested knowing more about when it does and doesn't make sense to have someone on Motion. We're also interested to know where you think motion falls short and it can be useful to use other software.
I agree sometimes a software can try to do too much - Motion seems to make sense and sticks to what it does best.
So we do have a full Motion write-up on our site where you can also compare it with other software if you'd like: efficient.app/apps/motion
Though for a team of 2 with freelancers sounds like a great start for something like Motion 👌
Thanks for the video, super helpful.
I had a question I was hoping you might be able to help with...
Is it possible to assign different projects/tasks to different schedules? I have a bunch of different work projects, but also want to incorporate life-related admin/tasks into my motion calendar, but during different hours to my work day schedule. I know you can create multiple schedules but I can't actually work out how to use these in practice. Any ideas?
Awesome to hear it helped! And yes absolutely-you'd simply create another schedule (personal hours) and then in the task you're creating, you'd just tap "Schedule" -> "Work hours" and change it to "Personal hours" or even just select a one-off schedule for that specific task.
It's done on the task level, not project level, if that makes sense? The custom schedule area is right near the "priority" and "duration" in the sidebar. Are you just not seeing the custom schedule option on a task?
Is there a way to build out all the tasks of a project in motion, but not start it yet? Like if I'm brainstorming a project and want to get it all down and organized, but don't want motion to schedule any of the tasks yet so it doesn't start showing up on my calendar? I was thinking I could try to set an initial task that is like 'hold' that has a blocker for all the rest of the tasks in the project, and maybe set it for some way future date, then adjust once I'm ready to actually start the project? Or is there an easier way? Thanks!
You got it! You can just add tasks and not actually enable the "auto-scheduled" setting. So you can do what you described, or just disable auto-scheduling and it won't place it on your calendar until you enable that for each task in the project. Would that work? Otherwise you can make a project template (if you'll want to use it multiple times in the future), and you would just be setting relative task deadlines anyway.
Hi there, again ... love this video! Lots of on-the-nose help in a short amount of time!! ❤ So I'm guessing that the AI only schedules one task at a time on the calendar. However, I'm often working on two or three things at the same time. It's there a way to "do this" in Motion? Does that make sense?
Ah! Good to see you again! And yep, so you can right click or click the overflow button on the task and select "start now" or something, and it'll actually start tracking the time and move the task to right now.
I actually mainly use it this way as I might not want to work on what it's recommending, so I'll often start a task that I'm more in the mood to work on if that happens.
So yes it's possible, you should be able to find it, give it a shot and let us know if you can't figure it out!
Any suggestion for recurring tasks that need to be tied to a project? I have about 20-30 projects at any given time each with a mandatory status update email that needs to be sent to the customer every 30 days based on the start date of the individual project. I have my project and task templates setup but there's no option for recurring tasks inside a project. TIA
Ah yes, recurring tasks in projects is coming, I've requested this to the team and have seen many others as well. What I've done to solve this for now is actually using custom fields (or tags) to group together tasks into a project.
Tough without seeing how you're using projects, but you might consider using a dropdown custom field for customer and then grouping tasks together by that custom field (we were doing that but with tags, it was before custom fields existed). So you might have a project with tasks that are tied to a customer, and also tasks outside of that project for that customer, but the same custom field.
While it might sound a bit odd, it's actually how we have our customer workspace set up because a customer might have multiple projects or tasks that don't really fit into a project, so it allows us to be more flexible with our work and still have it categorized at a higher level, treating projects as a lower level to the custom field grouping, if that makes sense? When creating the project, you'll just then want to duplicate (or create a task template) for recurring status update and set the date relative to the customer project.
From a technical perspective, it's a bit tough because projects are finite and recurring tasks are infinite (no deadline), so there's logic that needs to go into, have a task recurring but stop when the project stops, and make sure recurring project tasks also don't hold up flows. It's just a bit more complicated than it might sound, but believe me, I've wanted it as well 🙈
Does anybody have an ETA of the Flows feature? We just switched to Motion thanks to this channel, and I would like to set up and train my team with this new workflow.
Awesome to hear! What'd you switch to Motion from?
And we're currently beta testing Flows right now, so probably a few weeks?
Maybe messaging support saying you want to onboard your team to Motion with Flows will get them to enable it for you 🤫
P.S. did you use our link to sign up and lock in the course? efficient.deals/motion
Is it good for solo PM? I'm looking for a tool that only the project manager (me) will use, to manage the process and. Will this tool be useful if the rest of the people involved in the project don't even use google calendar,... any calendar? :) I'm an architect (for houses), and the rest of the specialists involved in the project work remotely and some times offline.
Good question! And totally-in-fact when I first started using Motion for PM, it was for solo PM and I found it super useful for staying on-top of my own projects.
With others involved and not having Google Calendar, or any calendar for that matter, that's fine too-Motion works just as any other PM tool works, like Asana, if you don't have your calendar connected.
You can totally use Motion as your own standalone PM/Calendar/Task Management tool and I think you'll get a lot from it. I'd say, don't even worry about pulling others into it, just use it yourself.
Your best bet is to just give it a shot with a free trial and see what you think: efficient.link/r/motion
Feel free to ask any follow-up questions here, and oh, be sure to grab the course that we're working on (get it for free if you sign up using our link): efficient.deals/motion (we're working on the course now, hoping to get it out soon).
Great video!!
Is there any way to run reports with Motion? We bill clients for actual hours. Can I run a report to determine how many hours were invested in tasks and projects for a particular client each month? Another useful report would be a variance report that shows how many hours were budgeted for a task or project and what the actual was which would allow us to see if we are over or under budget.
Great question! We actually use Harvest for this type of thing, so we'd love it as well! Gave feedback to the team and they said the first report you mentioned is on the roadmap as it's probably their most requested report, so you're in good company!
For the latter, definitely in the realm of reporting they want to allow for. So the answer is, not yet, but it's definitely a focus! 👌
Be sure to bookmark this page to claim our setup course if you ever do decide to give Motion a shot, guessing maybe after they allow for reporting? efficient.deals/motion
@@efficientappthanks for the quick reply. Glad to hear that’s part of their roadmap. I’d love to learn more about how you use Harvest with Motion as I don’t believe they have an integration do they?
So they don't have an integration, but both, interesting enough, integrate with your Google Calendar, so essentially a Motion Task shows on your calendar and Harvest, so you can essentially go into Harvest and start tracking time from the task.
So inadvertently, you can track time against your tasks with Google Calendar actually being the connective tissue in-between.
Not sure if you use Harvest, we have a discount for them here: efficient.deals/harvest but it sounds like you might actually be using something like them already?
Does that make sense though? It's not an incredible solution, but it works well enough for what we needed, which is tracking time against client tasks that showed up on our calendar for the day, so we'd effectively just jump into Harvest and start tracking time and categorizing them.
@@efficientappthat may work for us as well. We currently use Wrike for project management and it has its own built in time management tool, but we struggle to get good reporting data from it. The basic billable time works but I’d really like to be able to identify what services are yielding the best profit margins so we can identify low performing offerings for efficiency improvement, price increases, or possibly even dropping altogether. We haven’t used Harvest yet, but their marketing states that they help you uncover data like this, so I’m intrigued. Do you have any experience running advanced analysis on performance metrics with Harvest? Do you have any videos about Harvest?
Ah okay got it, yeah, a project management tool like Wrike will never be as fully featured as a standalone time tracking tool like Harvest.
FWIW, we used Harvest to grow our consultancy to $400K/yr (between Andra and myself), and it gave us all the insights we needed to understand who was a profitable client and who wasn't.
We don't have any videos on Harvest, but we do have a myriad of write-ups available on our site: efficient.app/apps/harvest
efficient.blog/time-tracking is another dedicated article I wrote on it. Not sure if either of those help at all? But yeah, I would think it would work for you all alongside Motion.
I’m convinced! Calendly is making my life more complicated!
Haha you're not wrong-think you might be specifically interested in one of our upcoming videos then 😏🤫
Curious how Calendly is making your life more complicated?
Also, do be sure to grab the course once we release it by giving Motion a shot for free here: efficient.deals/motion
Is there a public roadmap available? Could not find one. When will subtasks and timeline be available?
Also can you answer those 2 questions: how many employees does Motion have? Is it possible to setup recurring tasks (like in Asana with „every 5th…“ or „3 days after completed“)?
Thanks in advance
They don't have a public roadmap from what I recall. Sounds like the timeline view will be out next (no idea if it'll be weeks or a couple months), but custom fields are also apparently coming as well.
Subtasks already technically exist, just as check boxes, no idea when further improvements will come there, but you can also use projects and have tasks in a project be "subtasks". (If you're coming from Asana, Motion has one additional organizational layer than Asana does).
As for team size, no idea, LinkedIn says 46? So probably around 50? They raised $13M so they are definitely growing.
For recurring tasks, they let you get quite flexible, so every 5th of the month works or even "any day in the 2nd week of the month" type of flexibility.
I don't think they have "X days after completed" though, that's probably good feedback! It's really quite flexible though, having also come from Asana over to Motion, the recurrence has solved the majority of our situations.
One quick note, they are working on making tasks that are part of a project recurring (right now you can make a task recurring only if it's outside of a project), but they confirmed that's coming this year 👌
Hope that answers everything? Are you currently using Asana? How big is your team?
@@efficientapp Yes, I currently use Asana, but I don't have an overview of how much time (bound in tasks) I have planned per day.
I tested Sunsama, it goes in a good direction, but I see it more as a topping on Asana and less as a stand-alone solution.
For me, it's a deal-breaker that you can't test Motion without providing your credit card information.
Ah yes, Sunsama is very much just a mindfulness layer for Asana.
Regarding the credit card bit, why not just use a free virtual credit card via BILL - efficient.link/r/bill or Ramp - efficient.link/r/ramp ?
You can literally just freeze the card or set the limit to $1 and even if you forget to cancel, you can't get charged. If you're not using one of these two free expense management tools in your business, you're really missing out...
Here's a full write-up that explains which is best to use along with links to each:
efficient.link/b/expense
But yeah, grab one of those two tools and then sign up for Motion with absolutely no concerns at all: efficient.link/r/motion
Since we signed up for Bill some 5 years ago, haven't felt what you're feeling since, and have never been accidentally charged by a SaaS by mistake ever + we experiment with far more tools because of it as well.
Truly cannot wait for the course to learn how to utilize and leverage this program more. I'm very interested in more information on how you organize projects, and how you may be able to organize and keep brainstorming/ideas within the program before they become specific projects or tasks. How has this replaced Trello for you? So hungry for information and ideas on this 😆 Thanks so much for sharing!
Also, how do you recommend organizing similar tasks? For example, if I want to keep "follow up" or "correspondence" -esque tasks together in chunks of time rather than bouncing from email x to research x to call x etc - would you create schedules? E.g. "Correspondence" Schedule, "research/brainstorming/etc" Schedule and add applicable tasks to that schedule? My challenge then, though, would be needing flexibility; not having that chunk of time necessarily fixed to the same time every day. 🤔 Again, so excited for this and so hungry for all the thoughts and tips and brainstorming! Thanks so much!
Hey Kaitlin! Hard to definitely say without having more context, but as some general best practices, we don't recommend over-engineering schedules to that degree! It can be a slippery slope. In general, recommend having 3-4 core schedules (mine are Work Hours, Evenings & Weekends, Mornings, Anytime).
If this is a process you're repeating, we recommend setting it up in Flows (it's available on team accounts now, sounds like they are coming to all accounts shortly if you're not seeing it on your account yet).
The other thought is, it sounds like you're following up with people? If so, a CRM might actually be more handy for what you need. We use a CRM in our business for anything to do with communication + Motion for projects. Here is our video on CRMs to provide some insight into how it can fit into your software stack efficient.yt/crm
Love the enthusiasm Kaitlin! ⚒️ It's under construction and in progress!
For brain storming ideas, you have a few options. You can just have a task that is called Ideas that sits under a Workspace, without having any project assigned.
Also make sure it's NOT auto-scheduled on your calendar. Whenever you have an idea, search for the Ideas task, add to it, and then save. And whenever you decide to take action on the idea, then you can turn it into a project or task of its own. Hope this helps!
are you also able to store a lot of data/ info in motion? we're a small team of 6 people who work only a few hours each per week. so we'd appreciate motions calendar function with tasks but we also have to store tons of text based information. or is there another software you can recommend?
Oh yeah, 100% - both projects and tasks allow for storing text and using comments to collaborate with the team. That said, you just need to decide if what you're looking for is a project management tool, or a team knowledge-base. If the latter, you can give something like efficient.app/apps/slite a shot (be sure to claim the deal efficient.deals/slite if you end up giving it a shot). That said, we wouldn't recommend using it or relying on it for task management.
We actually use Slite alongside Motion, and have Motion sometimes link to a Slite document to get into more robust and structured project information.
Have you given Motion a chance? Maybe sign up for a free trial here efficient.link/r/motion and just give it a shot to see if it can check the box for the test based information tracking side of things. If not, use Slite alongside it.
Feel free to report back if you have any other questions, happy to help!
great video describing these features - my 7 day trial is coming up and I then i will be a customer of Motion:)
Awesome to hear! Glad the video could help 🙌 what have you found to be the most useful feature in Motion?
It it possible to filter your tasks by recurring tasks? Doesn't seem to work
Ah yes, I'd love this too! Their team said that they are working on adding that now 🙌
Just signed up for the app using your link! So excited! Is the course out now?
Woohoo! Awesome to hear! 🙌
The course is currently being worked-we want to make sure the course has all of the updates that are currently missing from this tutorial here. For example Flows, Gantt Charts, Custom Fields, and others.
To be most helpful, we want to use all these features ourselves, and refine our processes to take best advantage of them (this requires we deeply use Motion's new features in our own internal processes).
So with that, since Flows and Gantts aren't yet publicly released yet, we're still in the testing phase before we move to scripting.
That said, we actually just had a live stream where we helped people live set up their Motion account (using Flows), you can see it here at the 1 hour 35 min timestamp: efficient.yt/motion-setup/live
With all of that, if you make sure you're subscribed to our newsletter: efficient.link/subscribe (and UA-cam), we'll let you know when the course launch is + when the next live stream is, and if you join us live, we'd be happy to help with direct consulting for free as a personal thank you for using our affiliate link!
@@efficientapp awesome!! Thank you for the detailed explanation! Deeply appreciated! Would follow the instructions provided!
Of course! Glad we can help! Hope to see you more around the comment section in the future and catch ya in the newsletter 🙌
Feel free to also leave a question or two in the comment section of this video if you have them, happy to help answer in the comments as it helps others as well!
Hey! Great vid - just wondering if the flows option is to come or if its possible to set up now? If so could you explain how to get to those settings? Thanks!!
Hey hey, actually yes! If you want to go to our site and click the "contact" option in the bottom right and send over your email, I can send it over to their team member that onboarded us. Pretty sure they are onboarding people in beta right now.
You can also try just reaching out to support@usemotion.com and asking. Not sure which would be quicker.
@@efficientapp Same. I am a team of one and every single project I have follows the exact same steps in the same order with little to no variation. Each task or step in the process is fixed in it's order and cannot be started until the previous task is completed first. And each task not only has it's own duration but also it's deadline window. For example, after an inspection I need to write a report. But obviously I can't start the report until after the inspection. The report takes about 2hrs to write and it's expected to be turned in within 2 days. The 2 day window to complete needs to start on the day the inspection task is marked complete which will change wildly from project to project based on the customer's availability to schedule the inspection with me. I've been trying to create this type of environment using blocking but it is clumsy. You can't assign blockers to tasks from within the project template creation window; so I had to create a sample project, then use that as the basis for creating a template. But it still doesn't work that great. Hoping flows may be the answer!
@@efficientapp I asked... and they told me no lol😢
Ah yes, Flows will help you with that. Just give it a few weeks before it's released, they are only onboarding teams at the moment since as you can imagine, Flows was built for teams, but obviously works for individuals as well. They are just more focused on team adoption and feedback while in beta. Just hang tight my friend!
Great Video... watching for 2nd time. Two questions: 1) How do you access "FLOW's? 2) Can you create a multiple teams with different clients? For example Client A and two of my staff consultants work frequently on projects together; and Client B and 1 of my staff consultants and self work frequently together... is there a way to invite them to be part of my motion team and collaborate? Can they use motion internally with their company as well separately?
Woohoo, that's awesome to hear! Are you a team or individual using Motion? If you're a team, you might be able to write Motion support (support@usemotion.com) and ask them to enable flows for you. It's currently still in beta.
Regarding sharing with external clients, that's not yet a feature, it's more meant for internal team usage. You'd have to otherwise invite the client to a workspace and pay for them as a team member. Which isn't a great solution as we wouldn't recommend you make a separate workspace for each client (because you'll want to build out flows and templates for re-use across many different clients).
So the external collaboration bit is still a ways off from what we've been told. That's where we personally use Slite (like Notion) to actually share information and actually collaborate with clients, using Motion just for ourselves internally to get the work done.
You can check out Slite here: efficient.app/apps/slite
Know it's not the most ideal, but one day they'll add more of what you're speaking to. It's just going to take some time.
Hi - I would have loved to used your link however I became a member on my own. Is it possible to still get access to the free course to set myself up for success? thank you! This video was so valuable.
Glad to hear you the video was valuable!
Unfortunately if our link wasn't used to sign up, we're unable to give the course for free. If you want to subscribe to our newsletter though as we'll announce when the course is released and where you can buy it: efficient.link/subscribe?ref=ytc
With all of that said, we'll also be announcing live streams where we help people live, so you'll want to be on the newsletter for that as well. You can check out our prior live stream on the channel as we helped out a business with Motion and maybe that would help. It's later in the live stream around the 50min mark.
Hope this helps!
This is such a great video, thank you so much. I noticed when you set up your template for shooting videos, you did this under tasks and not projects. How do you move it along the project Kanban stages if it is not a project. I created one for my own UA-cam channel under tasks. I have now created it under projects, but it is not scheduling it on my calendar.
So happy to hear! Okay yes, so the Kanban stages are actually task/project "statuses". So you can move tasks through the statuses (there's a toggle in the top-right to swap between task/project view).
We totally understand some of the confusion there and potentially wanting to have a project scheduled on your calendar, but only tasks schedule on your calendar.
So we use tasks (that can change hands between team members) instead of going the Project route. We use Project more as the parent category of the video/task.
Try making it a task instead of a project, use sub-tasks as a checklist of things that need to get done, making the actual task a larger duration, and enabling task chunks (2 hour chunks for an 8 hour task that is your video for example).
And if you do it this way, eventually these tasks will upgrade to Flows, which is essentially a project-like task that evolves upon status changed.
Use projects more to group videos together based on type or something of the sort. For example this entire Motion video for us was a single task with sub-tasks and part of the "Project" of "Project Management". Versus making this one video an entire project.
We're more doing it this way because we know Flows is coming so we want to set ourselves up for that feature as it'll be a huge help, and that is at a task level, not project level. Does that help/make sense?
@@efficientapp Gosh, thank you so much for the detailed, step by step response. Yes, I think it is clear and I will ave a look at in the morning.
Amazing! Glad we can help! Yeah, I know it may sound a bit counter-intuitive, but an individual task in Motion is more powerful than say an individual task in Asana (and is going to be even more powerful when Flows come out).
So view Projects more as a way to group together tasks, but something quite a bit larger than just say a video. It felt a bit odd for us too, but then we realized that we were getting way too granular on tasks for recording a video (set up lighting, take a thumbnail photo, etc.) which more-so should have just been in the description area as sub-tasks using the [] markdown.
But yeah, give it a shot and let us know how it goes!
Genial, I have the trial but of course some questions like how can forward emails and the tasks flows ?
Flows is coming in a couple weeks, so hold tight. For forwarding emails, you can simple forward them to tasks@usemotion.com - is that not working for you?
I spied you have travel time buffers on there- may I ask how you achieved that please? 🤓🤓 I really liked this functionality in morgen, but understand it is not native to Motion. Thanks for the great video- really excited about flows and Gantt! Game changer.
Ahh nevermind, I found it on the calendar. Glad it’s there but too bad it doesn’t auto calculate the travel time based on location data. Got a bit excited for a second
Glad you found it! Yeah it's under create event then there's an option to add travel time. Interesting idea for it automatically calculating based on distance, although I could see that falling apart pretty quickly. e.g. my doctor appointment might be 7 mins away, and they want me to be there early, and traffic is TBD, not to mention am I walking? Or driving? How much time does it take to get to my car? Maybe you're Ubering there then walking back? So many variables that might change each time. You probably know best when creating the event how much buffer you need before (and/or after).
I signed up for Motion as a result of watching this video. I do have a question or two, though - now that I've taken the plunge. I hope you don't mind!
Can you talk a little bit more about how you decide what to use as workspaces, especially if you are using Motion to manage projects that are related to several different areas of your life?
Also, can you talk a bit more about how to decide whether or not something is a Project (with a bunch of tasks) vs. a Task (with a checklist for all the subtasks)? For instance, is each video that you produce for your channel its own Project? Or I suppose another possibility would be to have a Task that's "Produce this video..." and then simply move it through different statuses to represent what has to be done for that video (with statuses like "write script", or "record video", or "needs editing", etc.)
Thanks for your thoughts and help with this!
Btw - I did reach out to Motion to try to get them to activate Flows for me...but they weren't able to for some reason, so I guess I'm going to have to wait until they officially release it.
Hey Neil! Great to hear from you! Let's dive in:
Workspaces: Think of workspaces as containers of departments and processes (e.g. when you might want to add additional people to it to which they'd have restricted access to just what lives in the workspace).
Workspaces have custom fields, tags, and project + task templates, and flows templates. So think about putting a ton of work into building out a flow template for example, you can't use that in a different workspace, a workspace is more of a walled garden, so definitely don't use them too often.
We might use one for our new website, which consists of multiple engineers, a designer, and product. So the processes, systems, and custom fields we use there (and permissions/access) are quite clear.
Projects: Yep, so we have a workspace called Growth, and that involves all things content/video/etc. and we'll create a flow (project) for each video, and even each review/blog post. Each involve tasks like research, writing/scripting, etc. depending, and each of those are a separate task because they might be assigned to different people in the future, but right now they are probably assigned to just one person. So we think about tasks as modular steps in a process assigned to someone. They might block other team members in a flow, and that would mean to make it a separate task.
All-in-all, tasks are better to be slightly larger with chunking enabled and checklists in the description, versus getting too granular, even if the tasks are in a project.
All-in-all, Flows relies more on projects, so you are going to want to think in projects if there's a process to follow and potentially multiple team members involved, and if it's more just a solo task without a process, then an individual task will probably serve you better.
Flows have stages (e.g. Researching/Scripting/Editing) that you'll be working through (with tasks at various stages in the project), and then you'll just have task statuses, which should more just be viewed as "todo, in-progress, backlog, complete".
This video was before flows existed, so the recommendation of using task statuses for stages in the process isn't true anymore, Flows changes this and it's more at a project level. Projects are a process that you move through, if that makes sense?
Does that help clear things up at all? All good things for us to include in the course!
I work very flexible hours and I get a new schedule every week. I want to start using Motion as a personal productivity tool but it seems like it's specifically designed for people who work consistent hours. Should I not bother with the app?
Hah I actually relate quite a bit with this 😂 I also work very flexible hours, changes from day-to-day, week-to-week, and Motion works perfectly well for me (this is Alex btw). The point is, you have your tasks on your calendar when you're ready to work, and you start them when you want to work, regardless of your preset hours.
You can even on a whim say "don't start tasks until X time", or "end my day at x today" in a one-off instance, so it's as flexible as you would want it to be.
We covered this more in our Motion Course: efficient.link/courses/motion for which will actually be sent over for free if you sign up with the link here: efficient.link/r/motion and submit your details, so that'll probably help with setup since we show you into our Motion account and everything: efficient.deals/motion
Hope this helps!
how did you figure out how to share files in the tasks?
So we just use a URL field in a task/project and link to files in Google Drive/Figma/etc.
They are going to allow for attaching files to tasks/projects in the future, but think we'll still lean on using the URL custom field for linking as it actually works way better at times, especially with Figma and such.
Is that what you're referring to?
gant & flows !🤤2 features holding us back from leaving ClickUp! also noticed this vid was 3mo ago.. eta on the course?
Totally hear ya! On the plus side, Flows is actually available in beta if you sign up as a team now. We could get you in if you use our link and shoot us a message: efficient.link/r/motion
That said Gantt is coming in full force 🔥 may or may not have just gotten a sneak peak of it today, it's looking so good 🤫
The course will come after those two launch though, because we want to get all of our business processes mapped to all the new systems, so we can actually show people how we are using all the new features in our business in the course, otherwise it just wouldn't be that big of an update to this video.
Feel free to submit the request for the course here even before you sign up for Motion, just make sure you use the link to grab Motion to lock you in when you do sign up: efficient.deals/motion - point is, it'll put you on the newsletter which we'll keep you updated about ETA, sneak peaks, and course launch dates!
Excited to get your team off ClickUp one of these days soon! 😉
@@efficientapp already signed up thru that link before watching this vid bc i came in from Google! BUT plot twist, after finding out that gant & flows were on the way but not yet released i cancelled my trial lol! i will re-activate & email for beta access to flows. those automations are critical for us!
Hah just saw your email, got it! Just messaged the team that onboarded us for you and they said they'll enable it for your account. If they haven't yet, shoot support@usemotion.com an email and say you're a team using ClickUp and would like to test out Flows to potentially switch over to Motion. Enjoy!
Great video! Is it possible to still purchase the Motion course, as I am already a Motion user?
So glad to hear! 🙏 So we'll for sure be making it accessible for purchase once it's ready to go, though we're still a couple months away since we're wanting it to be more updated, showing off Flows properly and the way that we're using them and everything (we've been beta testing them and still nailing down our processes with it).
The best way to stay up-to-date for when we release it though would be through our newsletter if you aren't already signed up here: efficient.link/subscribe
Excited to get it edited and out to everyone! Appreciate you being here 🙏
Epic video. Quick question - we run a Marketing Agency and have leads book directly into our calendar daily for either 15 minute phone calls or 45 minute zoom calls. Each of these calls requires us to copy a script and question template under their name for note taking during the call.
How would you recommend we do this the best way? Especially as it won’t be able to go into our calendar as the meeting has the time blocked out.
Possibly a custom project template we can use for every new call? Or would a task be better? Thanks!
Hmm, what you're describing is more a function of a CRM, taking notes with leads and such. Wouldn't really recommend using Motion for that, but suppose you could use a task template. Project template would be way way way overkill for this type of thing. But again, it's not really the right tool for the job.
Maybe check out this video here where we go more into CRM as it's really where you should be handling this: efficient.link/yt/crm - if you're a Google Workspace marketing agency, you'd have a lot of success with efficient.link/r/copper
This may be a question someone has asked already, but I am starting the trial and I'm subscribed to a bunch of calendars. So I don't control the events on those, BUT when I check them and see them on the motion calendar, will it move those events around? I'm terrified to show them in the chance it edits them. The main reason I downloaded Motion was to have every event all in one place. Does this make sense?
Oh don't worry, Motion doesn't move around any events, they only move around the Motion tasks that are created.
Motion also only looks at the calendars that you have selected under "My Calendars", so you can uncheck it from that area (the top calendar section on the left of the calendar), if you don't want Motion to be considering them when booking tasks.
Regardless though, Motion does not change around any events whatsoever automatically. There's absolutely nothing you need to worry about. You can have all events in one place with Motion exactly as you're describing without worrying of any tasks rescheduling 👌
Does that answer your question?
There's no mention of reporting or project/task data. I'm wondering if that exists.
Reporting is coming, sounds like end of year/early next year. You can get some aspects of reporting through some of the features and views they have, but more traditional reporting is coming.
I imagine a lot of your projects extend over multiple weeks. But Motion can only show you a day or a week at a time, which was surprising to me. How do you deal with that? Thanks.
Because any time we want to view more than a week, we jump into the Gantt view/project management view and we can see much more useful data across days/weeks/months/quarters. A monthly calendar view wouldn't really be of much help when trying to understand what projects are going on, deadlines, etc. all of that data is in the project management view, for which allows you to go as granular or as broad as you'd like.
So yeah, the answer is projects + Gantt view if you want the most useful view. If you go to our UA-cam community, you can even see we shared a screenshot of the view we use to solve this in one of our most recent posts here: efficient.chat
I can't seem to find the Gantt Chart and flow in my Motion? Is it because I'm not in a team workspace? I only have the Kanban and List View!
Hey Kathy, the video shows that Gantt Charts + Flows are in beta (we are teasing the mockups in the video). Give it a month or two and you'll see the new Gantt view + Flows in your account, just hold tight 👌
Curious, did you use our link to sign up and claim the course we're building right now that'll help you with setting up Motion? efficient.deals/motion
What’s the story with the Figma files? Can you explain that context please? Where did these come from? Do you work for Motion app? How are you showing us future Motion features? Confused. Thanks.
As people were requesting we create a video on how we use Motion, we decided to create a video. We thought it would be fun to reach out to Motion and ask if they had any upcoming features we could show off, and thus the Figma Files were born.
While we joked about "finding them" in the video, it's not uncommon for software companies to give content creators access to upcoming assets. We've done this with other software companies as well in our content.
So it's their actual internal mockups, does that help clear things up at all?
Thanks for explaining that. Do you have and roadmap dates or quarters for when Motion intends to release the Gantt chart feature?
Ah sorry, we don't have any dates. That said, they have assured us that it's what they are currently working on, so probably not more than a couple/few months. They know it's an important facet of their tool to build out, so it'll be soon!
@@efficientapp thanks for your reply. You would have to be the most conscientious comment reply peeps on the whole of UA-cam. Amazing. 🙌🙏
Awe, this means a lot 🥲 it's the least we could do for people taking the time to engage on our videos 🙏 hope to see more of you on the channel my friend!
Brilliant video - thank you. Any idea when the flows functionality will be available?
Thanks Mohammed! 🙌 It should be available over the coming weeks, we just got access to the beta a week or so ago (it’s been even better than we expected!).
If you check out our live steam from this week we share a bit about how we’ve been using it: efficient.link/yt/live
Are you already using Motion?
@@efficientapp I started using it 2 months ago. My business partner and wife then started using it. I'm now going to roll it out across all of our business. It's been a game changer and very much like having your own PA once you configure it to your preferences
Love it! They are actually looking for teams to beta test it before release, if you want to write to their support, they might give you early access 🙌 just be sure to mention that you're onboarding the rest of your team and they'll likely make the exception. That's what we've seen work. Their email is support@usemotion.com 🚀
Do you guys have any workflows for getting emails from superhuman into motion as tasks?
Watch the 7:36 mark of the video, we demo this 🙌 Simply email tasks@usemotion.com and write in natural language the deadline and priority, but if you go to that time-stamp you'll see it in action!
@@efficientapp yup I've been using it that way already, but I'm thinking more like premade shortcuts in superhuman which will forward predefined text options or templates for sending tasks to certain workspaces.
The only issue I have is that Motion doesn't save a link of that email, so if there was something crucial I needed to reference from the email, I'd have to go back and find it.
Ah, that's clever, I mean you could save Superhuman Snippets to achieve something like that, clever idea! I don't think the email can select specific workspaces, can it? Haven't actually tried that.
Here's an idea though to get the email link added, why not just copy/paste it in? If you're using Arc Browser, it's as simple as pressing ⌘+⇧+C and then pasting it in, because anything you type in will be added to the description of the task. Here's a snippet you could create/use: efficient.link/cloud/superhuman-motion-snippet
Just one thing to note, make sure to remove the original "to" person, as I realize in the above video it would still send to Superhuman, which we wouldn't want!
With that, I don't think the Superhuman email URL is actually accessible via the email headers (I could be wrong), but I don't see why it would send them over with the email when forwarding it out, therefore not really sure what Motion would even be able to do here since it might just be a limitation of email forwarding. The solution I mentioned here should work though!
Will I need notion if I get Motion? i'm currently using notion for task managment. I also use Go high level for my crm. does motion sync?
Oh, if you're using Notion for task management, then you'd definitely not need it anymore after getting Motion. You'd only consider keeping Notion if you use it for documentation/note taking.
And Motion has an API and a Zapier connector, where you can integrate it if you'd like, though I'd moreso ask what you're looking to accomplish with integrating it, and with what, when?
Just be sure to use our link to sign up to Motion if you give it a shot: efficient.link/r/motion so that you can claim the course deal: efficient.deals/motion
@ yeah just trying to get organized as I’m scaling my team. But I like notions free version
Do you do 1 off business strategy sessions?
I’d love to have a deep dive in some of my biz processes
Totally understand that, our next video will be helpful then. With that, Motion is miles better than Notion for project management, if you're scaling your team then it's the most likely to have a meaningful impact on your business.
We don't sell strategy sessions, but that's why we sell a Motion Course: efficient.link/courses/motion to be able to help people at scale. We show you exactly how we're using Motion to scale our team (we literally show you our account).
Hope you can understand, we just can't scale 1-to-1 anymore.
@@efficientapp Good to know! I don't want pay for team access yet, so I'm going to use motion individual for now. I got it and love it so far! I'm learning how to utilize it! this video was even more helpful as I went in and set everything up
Sounds like a great plan! Yeah, Motion works great for individuals, and stoked to hear that the video was helpful for setting it up!
The course goes quite a bit deeper, did you happen to use our link to sign up so you can get the course for free here? efficient.deals/motion
Stoked to hear it's working for you though and that we could help!
Hello, do they offer data tracking and measurable activity ?
Not entirely sure what you mean by this? You can see your teams workload if that’s what you’re asking? Like if your team has capacity to take on more work or if they’re overbooked.
Does Motion have analytics on projects, total time completion, number of high, medium, low priority items , completion, open items, etc.
Ah, hey again! Just responded to your other comment 😁 you can view rollups in list view for all of those reporting metrics at a project level.
Here's a screenshot of what you can see: cloud.efficient.app/q4LZshf0
They call it Pivot Tables (it's incredibly flexible), here's a full video and write-up: efficient.link/e/motion-pivot-table
We feel quite confident that you'll be able to accomplish the analytics you're referring to, but definitely check this video out: efficient.link/e/motion-pivot-table
Is there a way to set a reminder for tasks on the calendar, like an alarm or alert? My stupid issue haha is that I forget to look at a calendar so I've been trying to find a scheduler that I can get alerts with??
Would you be fine with it happening for all tasks? Or just some? If you're open to it happening for all, simply enable it so Motion tasks are added to your calendar, and then set your calendar up to notify you when you have events coming up, then Google Calendar for example would be sending you those notifications I'm pretty sure. Could that work? And do you have a Motion account? You can try setting one up and trying the above to see if it works for you: efficient.link/r/motion
Hey @scottborden1656, I run a digital agency and I stumbled upon a social media management tool called Mydrop AI a few weeks ago. It has a feature where you can schedule your posts and it will send you alerts prior to posting, pretty much like setting up reminders. Since then, posting content has become so streamlined and easy for me. Maybe it could help with your alerts problem too! Have you tried anything similar yet?
When will your motion course be coming out? I tried Motion and your video is so helpful, but I would buy your course immediately! lol
Oh awe, that means a lot! We're working on it right now, TBD! There's a couple features coming soon to Motion so we want to be able to cover them and some of the best practices to tie everything together.
Is there anything specific you're hoping to learn from a dedicated Motion course?
Hey thanks for that great clip, how is your experience in point of timetracking abilities and reports? Do you think this might be a solution for a ticket system?
So for that solution, we actually use Motion alongside Harvest. Motion tasks show on your calendar (when you enable that option in settings), and calendar syncs with Harvest when tracking time, and then Harvest enables you to have all of your time reports and even handles billing and invoicing. They are the dream team when used together.
You can read more about Harvest on our site here: efficient.app/apps/harvest
Be sure to claim the discounts/deals for each tool here if you want to give either of them a shot:
Motion: efficient.deals/motion
Harvest: efficient.deals/harvest
What are the specifics of your industry and needs?
@@efficientapp that sounds nice, I had a similar experiece with toggl. Actually we are using ERP with API interface. Did you code your API to Harvest by your own or is this a present API supported by motion?
Ah interesting, yeah Toggl is similar but doesn't do invoicing or as much reporting.
But yeah so you can use Motion's API I suppose, although natively it syncs with Google Calendar, as does Harvest, so indirectly you have an integration between Harvest and Motion without needing an API as Google Calendar is essentially the API connect, making your tasks show in Harvest when adding time for the day if that makes sense.
How did you sort your custom statuses? When I add a custom status, it just goes to the bottom.
You aren't able to yet organize custom statuses, but wondering what you're using the custom status for? What you'll see when Flows is released soon, is that instead of using custom statuses to get across work moving forward, that's actually the role of stages instead of statuses, and statuses should only be used for "Todo, In Progress, Blocked, Completed, and Backlog" for the most part.
Amazing video.
Does Motion work on Apple Watch?
Awe, thanks Omer! Ah, short of the normal notifications you might get from calendar events and tasks on your calendar that might alert you in the calendar app on Apple Watch, there isn't an actual app that was built for Apple Watch. I don't know many project management apps that actually support Apple Watch though, do you? Like Asana doesn't support it-curious what you'd expect it to do if there was an Apple Watch app?
Just to clarify, Motion has it's own calendar so even though my Google Calendar will be connected, the things in Motion will not show on the Google calendar. Is this correct?
That is correct, but also there's a setting you can enable if you'd like the tasks to sync from Motion's calendar to your Google Calendar. Totally up to you whichever you prefer, but yes, you're correct.
Be sure to grab the course if you do end up giving it a shot: efficient.deals/motion
@@efficientapp I don't want it in my Google calendar as I share that with my spouse. It would make it impossible for him to understand which things are static and which can be changed if needed. Thanks for the quick reply.
@@efficientapp Is the Motion course a self paced course so we can set up and review it as we set things up? I will likely change from Asana to Motion soon. It seems like it will fill in some pain points.
You got it-yeah in that case, definitely have it turned off (it's just a setting in Motion, no problem)!
And regarding the course, it'll be self-paced, sorta, it'll be a video that you'll follow along while setting up your account and thinking about how to set things up with best practices and how to think through your own internal processes.
We are NOT going to be using course software, it'll just be a video (or a few), we're currently planning it out and scripting things. Motion has improved a LOT since our last video and is continuing to over the next month especially with some foundational changes. Also, now that our team is larger, we can actually now explain the full methodology and best practices from our own trial and error + advice from their team. So just setting expectations is all!
Hope that helps!
How is your Motion course coming along? I signed up two days ago.
So we have the script written, we're just waiting for the final versions of Flows/Gants and UI to finalize (plus we're updating all of our workspaces to map to the new Motion capabilities), hoping a couple weeks before that happens then we can record it.
The last thing we want to do is release the course and then a week later the entire UI is totally changed making the course feel outdated.
We currently have everything mapped to a beta version of Flows we've been using a couple months, it's been completely rebuilt from the ground up and they need to migrate everything over for us so our hands are tied for a bit longer.
Just hold tight, and make sure you claimed the deal here: efficient.deals/motion
Could you elaborate more on how to assign flows and or where to find this option in the settings? im having a little bit of a hard time attempting to find it anywhere
Hey Todd! You’re not going crazy, we mentioned in the video that this isn’t a feature that’s released yet, what you saw is mock-ups in a software called Figma (aka Figma files).
We just got access to the beta last week and it will be rolled out to all accounts over the coming weeks so hang tight!
What process are you wanting to use Flows for? And how many people on your team? Asking as they are currently focused on onboarding teams right now.
PS we shared a sneak peek of Flows in beta over on our live stream from this week if you want to see more of how it will work: efficient.link/yt/live
@@efficientapp well mostly to introduce structure to songwriting and my education. i started using motion about a week ago and me and 2 others in our band use it because we're all in different states/countries but are able to come up with a structured schedule/todo list with this app and reference it with Google Drive! the other thing i'd like to use it for would be to auto block/sort what categories each of my Comptia A+ lessons are and status them automatically from (Todo - In Progress - Study - Completed) Thanks for the speedy reply!
Oh wow, love the use case of using Motion for your band! Since you're using it with 3 people, we'd say write into Motion support and ask them if they can enable Flows on your account 👌 They might do it as they are slowly starting to roll it out to folks 🙌
@@efficientapp i will definitely see if that is something that they are willing to do! Thank you so much for the input!
You got it! 🤞
Great video! Where can I see and setup the Gantt Chart?
Gantt Chart is coming soon! It's not out yet 👀 make sure you're subscribed to our newsletter as we'll for sure be telling people about it once released (or even letting you know if there's a way to beta test it in the future)! efficient.link/subscribe
holy. this will be a gamer changer IF outlook emails with attachment tasks will integrate then it will replace 3 apps that I'm currently using, so i'm going to give it a go right now...
Amazing! What 3 apps are you currently using? And make sure to use this link to lock in our paid Motion course for free if you want it: efficient.deals/motion (you'd need to sign up with the link before you have an account though so it might be too late).
🎉Excellent review of Motion. Great videography 👍
Awe, thanks! We'll have to pass your kind words over to our editor via a Motion comment! 😉 So, dying to know, did you end up going with Motion?
If so, hoping you grabbed the free course deal here: efficient.deals/motion 🥹
I love motion 🎉 however, I find it's seriously lacking integrations. My business is growing and I wish it natively integrated with a crm. Frashsales would be nice as I think that's the one I'm going with, but open to suggestions if there are better options now? Basically I love the task / project handling of motion, it would be nice to integrate that with a customer database with meeting tracking and easy contact ingest (phone/email/etc)
Hey Mike, so we actually have a full dedicated video on best CRMs: efficient.link/yt/crm (the short of it is, Freshsales is not on the list and definitely wouldn't recommend it). We cover even more CRMs on our site here: efficient.link/crm
Regarding integrations, you've come to the right place since we were an integration/automation business for over a decade 😅
I understand what you're requesting/asking for, but from our experience working with businesses of all sizes over this time, you need to be more clear about the specific areas that a CRM and Motion would actually bring significant value in being integrated.
Most all native integrations out of the box for most CRMs are built for the most broad use-cases, and rarely if ever actually solve the workflow problem you're hoping it will.
Motion has actually embraced this fact, instead of just marketing that they natively integrate with many different tools (which doesn't mean much in practice), they give you an API that allows you to do most things using a tool like Zapier, versus building arbitrary integrations with random CRMs and PM tools, that don't actually solve the main workflow pain-point that an integration is meant to solve.
If you lead with "I use XYZ CRM and am doing this one thing over and over and over at this point in the process (e.g. manually creating a project in Motion when a customer is marked as " won" in the CRM), then there's a business solution and time savings around integration. Otherwise it's just a hypothetical "I want this to integrate natively so I feel good that these tools integrate", when it won't even do what you're needing the integration to "do".
There's a reason why Salesforce is a $10B/yr software business, and the services integration side of Salesforce is 10X the revenue of that. Integration done right is a huge business that cannot be solved "out of the box".
So I'd just say, pick a good solid CRM (one recommended in our video) that has a solid API (all the ones we recommend do), and then use them alongside Motion for 6 months. Figure out WHERE you're feeling pain and time loss that integration could solve, and then have someone help you solve that instead of picking a tool right now that claims to "integrate" with another tool, as you're not going to actually get what you need.
Hmm, so what you're describing here is a Project Management + CRM in one. We have a full video on the best CRMs on the market, and how we make it work with Motion: efficient.link/yt/crm that said, we were an integration company and are here to say that no "native integration" ever does what people actually want it to do. Engineering builds a general purpose "native integration" to check the box for marketing to be able to say "we integrate with XYZ" to get people over the hump to giving the software a shot.
You're genuinely better off going with Motion + a proper CRM that will do the customer database + meeting tracking + contact ingesting. A PM tool is not supposed to do that.
What exactly would you even expect Motion to have/show with contacts/phone/emails?
Can you share a project page with a client without them having access to all your motion projects?
Not yet, for that use-case we currently screenshot the Gantt Chart and put it into our team knowledge base tool like Slite (or Notion) and just share a link to it from there as clients often just need to see a status/plan, not every task and conversation had with a project.
That said, this is something they are working on, TBD on how they decide to implement it, but yeah, the goal would be for said "invited client" to not see every project in Motion of course.
Hello! is there motion templates available? (created by someone else) or how can I import what I have in clikup to motion? :s thank you
Hey Michael, there is no importer or templates, but we made the migration from Asana to Motion so we understand the process of switching. It didn't happen overnight, but instead slowly with chunks of tasks at a time. We actually covered the process we took during this video a the 9:44 mark so would recommend watching that part through!
@@efficientapp Ok I understand! thanks again for your prompt response, I really appreciate it
Of course! Glad we could help! Did you end up giving Motion a shot? Be sure to claim our course if you used our link to sign up: efficient.deals/motion
Would you recommend this for someone such as myself who is the administrator of the company and is required to keep tabs on all projects, employees, anything else related to the business. I currently use clickup but I don't know that it is what I need.
Hard to say for certain without better understanding the types of projects/tasks and nature of your work.
When we hear "keep track of employees" a CRM sounds like a better tool (anything related with people is better managed in a CRM). Something that can store contact info, communication, etc. Here is our video on the best CRMs efficient.yt/crm
That said, project management wise, Motion is great. Are you using it alone or are you planning on onboarding your greater team? What types of projects are you managing?
@@efficientapp I use it alone. I keep track of basically everything related to the business. I use the program alone, sometimes the owner may use it also but very rarely. I track the progress of our painting projects, compliant training for employees, there is a lot more but it's too early lol
Got it! Yeah I mean it could work, but the only way to know for sure is to just give it a shot and see how it works for you? If I was in a similar position, I'd be using it, and think you'll see many wins with it over ClickUp.
Here's a free trial if you want to give it a shot: efficient.link/r/motion
Hey @aleashajohnson8463, I'm a digital agency owner who had a similar concern. I stumbled upon a social media management tool, Mydrop AI, a few weeks back. What's amazing about it is its collaboration feature,
A few questions- First, for a consulting company that still has marketing, financials, and all that to deal with, do you recommend each client be a project under a client workspace or each client be its own workspace? Solopreneur here. Second, I read that they want access to all of your emails and not just your calendars. Is this true? That seems like a security issue. Third, if this video came out in February 2024 and the course is still "coming soon" it seems it will not be very helpful for those who signed up long ago. I know you mentioned holding it up as they add a few things but the product will be ever changing. Maybe release the course and add updates to a YT playlist. Your thoughts? I am trying to figure out a basic set up prior to starting my free trial so that I can make the most of it.
Are you planning on in the future inviting clients into your Motion account? (They don't yet allow for client/guest accounts just yet).
Personally, we'd set up each client as a project, or even as a custom field drop-down (because a client might have multiple projects). That said, from a security and permissions standpoint, you add/remove people based on workspace, so if you're planning on adding in clients or contractors into your Motion account in the future, then you'd want each client to be a separate workspace.
I will note that flows and templates and custom fields don't work across workspaces (they are at a workspace level), so that's why we prefer the solution of a workspace being "Clients" and then having a custom field drop-down for each client (and taking the approach of-we don't need our clients in our PM tool, this is our tool to get work done, and we can always send them a project status update if needed). That's more preference and depends on your specific situation, but yeah, that's our recommendation and what we'd do personally (and what we have done btw).
Regarding email access, that's because Motion sends out an email reminder for their scheduler functionality, and if you're running late for a meeting you have the ability to easily notify as such from Motion. With that, I don't think they need email read permissions at least for now. If they do in the future, it's due to plans of having email be more integrated alongside calendar. So we're not concerned about that. They are SOC2 compliant and have the highest security standards.
And re: releasing the course and adding updates to a YT playlist is exactly what we're planning on doing. We'll release an updated Motion Tutorial on YT in the new year, with the course coming before that. Both of those are our highest priority right now, now that Motion is close to finishing up all of their major UI and foundational updates.
P.S. Motion does have their own updated tutorials in product right now that will help with a lot of this. We're just going a slightly different approach with our course. So during trial period, you should be able to get quite good guidance from Motion directly.
@@efficientapp very thorough and helpful answer. Thank you. I have already figured out what my workspaces and current projects will be. I was expecting your answer as it was. I am considering the statuses that will work best moving forward. I currently have Asana so I have a head start on those ideas and am evaluating how the set up was working and making adjustments for then new set up. Thanks again.
Excellent! And just a reminder, Motion did just publish a bunch of new tutorials in the last couple weeks or so, and we recommend watching those 👌 they are on UA-cam, but might be unlisted and only accessible in-product. Not sure on that front.
One more thing to note: we also came from Asana and you do need to re-think things a bit with their structure vs Motion. For example there are statuses, but think of a status as more of a task status of "to-do/in progress/blocked/completed", many people start using Asana task statuses for way more than that. Motion has stages though, which is a core foundational feature that projects rely on. Think of a stage as a milestone of a project that has tasks tied to it. When you complete a stage, new tasks are created for the next stage. Stages have deadlines, and changing the stage deadline shifts the deadlines of all the tasks in the stage, and future stage deadlines shift as well.
So the point with Motion is, a project is a parent, with groups of tasks under it classified as stages, and those tasks have statuses.
You can also have tasks that aren't part of a project, and that's fine too, Flows via Projects are more of a process that you're running through to complete the overarching process.
Those are sorta the main differences and what this current video doesn't cover, but the Motion tutorials that they have cover.
Hope this helps and hope to see you subscribe and grab our course in the future whenever you're ready! efficient.deals/motion
FWIW, our course isn't meant to convert/convince someone to sign up and have initial success with Motion, that's Motion's job.
We're here to say "once you're using Motion and have become a paying customer, let's show you how we're using it to get the most out of it". The course (once released) won't be sent out until someone pays for Motion anyway, we send it once Motion tells us "yep, they paid", then we essentially go "awesome, thanks for using our referral link, here's the paid course for free as a thank you".
So even if the course existed right now, it wouldn't be helpful to you short of you purchasing it outright during your free trial, which I don't think is what you're even looking to do or makes sense. Does that make sense?
Will the tasks created in Motion also show up as events in the external calendar?
Yes it will, if you enable that in Settings -> Auto-scheduling -> Show Motion on your external calendar
So you can have it enabled or disabled, up to you which you prefer! We keep it enabled (so it shows up as events on the external calendar).
The 3rd option will actually make the tasks jump between Free and Busy events depending on the deadline and if it needs to be marked as busy to ensure you get it done (e.g. people won't be able to book calls over the busy tasks, etc.)