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Rethink Time with Automation Software: How to Amp up Efficiency

Learn how to harness automation software to drive efficiency and productivity with better time management.

Motion Blog
at Motion
Jul 11, 2023
Table of contents

It’s no wonder automation software jumps out at you. The constant drive for “faster, better, more” leaves us feeling like optimization machines. No doubt you’ve heard about the wonders of automating endless to-do lists.

But here's the catch: if you’re not clear on which automations will help you reach your goals, you won’t know which to choose. You’ll end up with a dizzying list of automations that become too hard to manage.

In this article, we'll explore what automation software is and provide a curated list of the most impactful optimizations that can revolutionize your time.

What’s automation software?

Automation software acts like the manager of your digital workforce, automatically delegating and managing your staff’s workload.

Most automation tools are designed to automate repetitive, mundane tasks. This frees up time for you to turn your mind to more valuable and complex work.

‎From booking meetings to prioritizing staff schedules, a workload automation platform simplifies processes, cuts out manual labor, and reduces mistakes. The result — increased efficiency.

Think of it as a productivity booster.

It streamlines operating systems, so businesses and individuals can focus on more strategic, creative work. It's a smart, time-saving approach that connects processes and reduces labor, saving you time, effort, and administration costs.

Take Motion, for example. At the forefront of AI scheduling, Motion’s no-code tool can automatically organize and prioritize tasks and projects based on customizable parameters for individuals or entire teams.

Just think of what you could do with all the time you’d save.

Why’s automation so vital for improving time management?

Scheduling, delegating, and tracking tasks is time-consuming, error-prone, and mind-numbingly boring. This is where automation software comes into play, taking on manual administrative tasks to lighten your load.

Benefits of automation software for time management

Here are some of the ways automation software helps you manage your time better:

  • Repetitive task completion: A task automation tool offers complex workflow automations to take routine tasks off your plate.
  • Cognitive load reduction: By taking care of repetitive tasks, automation software allows you to concentrate on higher-value tasks and complex issues.
  • Task delegation: Automation tools can automatically delegate tasks to your team based on availability, skills, and urgency.
  • Error reduction: Automation software does mundane tasks for you, reducing the risk of human error.
  • Productivity boost: Automation can handle multiple tasks at once, getting more done at the same time.
  • Personalized workflows: Workflow automation software can customize business processes based on behavior to optimize task organization.
  • AI optimization: A workflow automation tool that's powered by AI can effectively prioritize tasks and allocate resources more efficiently.
  • Automated reminders: Automatic alerts give you timely notifications and reminders, making sure that tasks don’t slip through the cracks.
  • Tool integration: Automatic tool integration helps you skip the manual data entry associated with connecting your existing processes.
  • Insightful reporting: Analytics and data reporting tools automatically gather information and share insights to improve workflow efficiency.
  • Continuous improvement: AI-driven algorithms power automation software to evolve and upgrade time management processes over time.

For instance, imagine running a consulting business. You have hundreds of projects and tasks, each with its own set of priorities, due dates, and project team. It's a logistical headache.

By switching to Motion, task and project management become simple. It automatically prioritizes and reprioritizes everything for you and your team.

‎That way, everyone knows what they’re responsible for, and you have complete customizable control, yet you’re not wasting time with scheduling.

Try Motion for free now.

Revolutionizing time management: 7 impactful automations to boost efficiency

Automation tools are reshaping the way we manage a wide range of everyday tasks. Workload automation cuts out manual errors and saves time.

But, for any automated process to have a true impact, it should relate directly to the issues affecting your efficiency.

Do you need to iron out project planning? Are you bad at prioritization? Is task delegation too time-consuming?

Here are eight ways automation software can help you solve time management challenges.

1. Individualized project planning

Let’s cut to the chase: Motion automates 90% of project planning.

Automated scheduling statistic

‎Project planning isn’t just about the ideation stages. Beyond the fun of brainstorming, there are lots of team meetings, project organization, and task delegation. These menial tasks not only take a lot of time, but they also rely on our human ability to estimate time.

Instead, Motion’s project planning capabilities are driven by artificial intelligence (AI). It automates nearly all the scheduling and resource management associated with project planning.

Need individualized project plans and schedules for different teams, accounting for meetings, tasks, individual work, vacation requests, etc.? Motion’s AI-powered scheduler has got you covered.

Need to organize and prioritize planning meetings? Use Motion’s AI Meeting Assistant.

Want to delegate tasks based on custom parameters and complex dependencies? Motion’s Project Manager handles everything in one place.

Say goodbye to data entry errors, schedule mix-ups, and double bookings. Run multiple projects at once automatically with a personalized plan for each team member and customizable calendar access.

2. Intelligent scheduling

While some automation tools automatically alert you to calendar clashes, none automate your scheduling quite as intelligently as Motion.

‎Motion automatically optimizes your schedule, prioritizing tasks based on custom criteria, so you can get more done with the time you have.

Normally, you’d be worrying about rescheduling appointments while your meeting overruns. Now, Motion takes care of it. It’ll automatically reschedule your calendar in real time based on urgency and availability.

But it’s not just limited to individual schedules.

Motion can coordinate your team schedules to prioritize important tasks and meetings, provide customizable visibility, and send automated reminders. That way, everyone’s timelines are synchronized, so projects stay on track.

3. Customizable appointment setting

Another way to save time with automation technology is through appointment booking software.

Automating your meeting booking processes looks professional and takes the manual labor away from scheduling. You’ll likely see fewer human errors like double bookings and overlaps.

‎Most schedulers will offer a booking page builder and a back-end that helps you view and manage appointments in your calendar.

Motion’s Meeting Assistant goes a step further.

Not only does it schedule meetings at the ideal times for you, but it’ll also reschedule meetings if there are clashes or delays, or priorities change.

Motion integrates meeting schedules into your team’s calendars and sends automated alerts so everyone keeps up-to-date.

4. Dynamic task prioritization

One of the issues with task delegation and project management is prioritization.

Prioritization isn’t a set-it-and-forget-it thing. Throughout projects, plans change. Throughout each day, your schedule changes.

Relying on yourself to organize and reshuffle your schedule to complete tasks based on their shifting levels of urgency is stressful.

‎While task automation software can help you delegate tasks at the beginning of a project or at the start of your day, these tools aren’t equipped to reprioritize.

Motion's AI-driven Task Manager replaces your traditional to-do list app with a dynamic task management system.

Think of it as your smart assistant.

It prioritizes and schedules tasks, blocks time for recurring events, and adapts to your personal schedule in real time. It reschedules effortlessly when things change and updates everyone on your availability where necessary. That way, you can stay focused on what you’re doing instead of worrying about what’s next.

5. Smart task delegation

Delegating tasks is a thankless process. Not only is it slow and cumbersome, but it also taxes your brain.

You have to harmonize team schedules with your project timelines while coordinating the right expertise for each specific task and battling with fluctuating priorities and availability. It’s complex, and it gets harder as you scale.

‎Your run-of-the-mill task automation software will help you delegate tasks, automate reminders, and flag projects based on urgency. You can create simple automated workflows to automatically trigger delegation as tasks move through the project stages. This helps you save time on manual task delegation.

The problems come when unexpected changes occur, and you don’t have enough knowledge of task automation to accommodate these adjustments.

What if the person who usually does that job is off sick? How will you find someone available with the expertise to cover this work? Who’ll cover your workload while you solve this problem?

Motion’s smart task delegation system leverages expertise and availability automatically to allocate tasks most effectively. It does this in real time, based on current custom task statuses, so tasks are delegated as soon as they crop up.

By automatically matching tasks with the right team members at the right time, Motion maximizes productivity and optimizes resources. It makes task delegation a breeze for you while improving workload distribution and time management for your team.

6. Automated alerts and notifications

Automated alerts and notifications are extremely helpful, keeping your team in line with critical messages, deadlines, project changes, and updates.

Without the need for manual oversight, automatic alerts can help prevent missed deadlines and support proactive problem-solving. Plus, everyone stays up to speed on new compliance policies or project guidelines.

By reducing the need for manual checks and encouraging timely responses, these automatic notifications boost productivity and efficiency and reduce manual admin.

Take Motion’s calendar overcommitment alerts.

Motion will automatically warn you that you can’t complete a deadline on time or you don’t have enough room to fit a task in. Unlike other scheduling apps, which will allow you to overlap tasks, Motion stops this critical issue before you have to apologize profusely for double booking.

7. Real-time data-driven optimization

It’s easy to find software packages that automatically collect and analyze your project and scheduling data.

Standard workflow management software will monitor your behaviors and provide analytics and reports that help you devise actions to streamline your scheduling processes.

Automate data-driven time management

This, of course, relies on you to analyze your behavioral patterns, redesign your schedule, and test and implement those changes.

Motion does it for you.

Motion analyzes real-time time management data and automatically reorganizes your schedule, taking this information into account.

Are your Fridays crammed with last-minute tasks to meet deadlines? Motion will use built-in automation to redistribute your weekly workload better.

Did your last few meetings with Client X run over? Motion will automatically book longer meetings in the future.

Is one member of your team slower than others? Motion will delegate fewer tasks and allocate more time.

Automate more than just data collection and analysis. Use automation software to automatically implement the improvements needed to upgrade your time management processes.

Automate time management, boost efficiency

Automation software is the key to revolutionizing time management, and Motion leads the way.

With its AI-driven features, Motion empowers teams to streamline tasks, automate scheduling, and integrate tools effortlessly.

Unlock the full potential of time management with Motion and experience a new level of productivity. Try Motion for free now.

Motion Blog
Written by Motion Blog