# Use case

## **When to Use Regular Projects**

Best for **unique, one-off initiatives** that don’t follow a repeatable process and need maximum flexibility.

* **Why use them** → They let you quickly capture tasks, assign owners, and set deadlines without forcing the work into a pre-defined structure.
* **Scope** → Great for both small efforts (like planning an internal workshop) and larger unique initiatives (like a one-time event or client deliverable).
* **Leverage Motion** → Even without a template, Motion’s AI can still sequence tasks, manage deadlines, and reduce context switching.

**High level examples:**

* **Strategic Planning Offsite** → Logistics, agenda, and follow-ups change every time, so a custom project is more effective than a template.
* **Client RFP Response** → Every proposal is different, requiring custom research and timelines.
* **Product Experiment** → Small-scale initiative to test a new feature or process; needs flexibility to adapt on the fly.

{% hint style="warning" %}
**Red flag:** If the work will repeat in the same way again (like onboarding clients or running quarterly reviews), consider building a **Project Workflow Template** instead.
{% endhint %}

### Examples of Regular Projects

**1. Strategic Planning Offsite**

* **Why it’s a fit** → Every offsite is different (venue, agenda, attendees, goals). No template can capture the variations.
* **What it includes** →
  * Book venue and travel arrangements.
  * Draft meeting agenda and circulate to leadership.
  * Assign prep tasks (e.g., collect Q4 results, finalize presentation decks).
  * Post-event follow-ups (distribute notes, assign action items).
* **Stakeholders** → Ops or HR team, leadership, facilitators.
* **How Motion helps** → Tasks get scheduled automatically leading up to the event. Docs store the agenda and notes in one place.
* **Outcome** → A successful offsite where logistics run smoothly and key priorities are aligned.

***

**2. Client RFP Response**

* **Why it’s a fit** → RFPs vary widely in scope, requirements, and deadlines — every proposal is custom.
* **What it includes** →
  * Break down RFP into requirements (e.g., security compliance, pricing, technical capabilities).
  * Assign sections to SMEs (sales, engineering, legal).
  * Draft responses in Motion Docs, track reviews.
  * Submit proposal by deadline.
* **Stakeholders** → Sales lead, technical expert, legal reviewer, project coordinator.
* **How Motion helps** → Tasks sequenced by due date; blockers ensure reviews happen before submission.
* **Outcome** → High-quality, on-time proposal submission.

***

**3. Product Experiment (Design Sprint)**

* **Why it’s a fit** → Experiments often change mid-flight; flexibility is key.
* **What it includes** →
  * Define hypothesis and success metrics.
  * Assign design + dev tasks for prototype build.
  * Run user tests and gather feedback.
  * Review results and decide whether to continue or scrap.
* **Stakeholders** → Product manager, designer, engineer, researcher.
* **How Motion helps** → AI groups related tasks in daily agenda to reduce context switching; project serves as a hub for notes + decisions.
* **Outcome** → Clear decision on whether the experiment moves forward.

## When to Use Project Workflow Templates

Project Workflow Templates (PWTs) are best for **repeatable, structured processes** where consistency, speed, and accuracy matter. Instead of starting from scratch, you launch a project from a template that already has the stages, tasks, and dependencies mapped out.

* **Why use them** → They save time, enforce consistency, and reduce the risk of missing critical steps.
* **Scope** → Best for processes you run repeatedly — client onboarding, marketing campaigns, quarterly reviews, product launches.
* **Leverage Motion** → Templates combine with AI to auto-generate tasks, adapt timelines, and respect dependencies automatically.
* **Red flag** → If a project is unique and unlikely to repeat, a template adds unnecessary overhead. Use a regular project instead.

{% hint style="success" %}
**Key idea:** PWTs shine when you need to scale a process across multiple projects, clients, or teams without reinventing the wheel each time.
{% endhint %}

#### Examples of Project Workflow Templates

**1. Client Onboarding**

* **Why it’s a fit** → Every client onboarding follows the same process (kickoff, setup, training, handoff). A template ensures nothing falls through the cracks.
* **What it includes** →
  * Schedule kickoff call with client.
  * Create accounts and provision tools.
  * Share documentation and training resources.
  * Conduct training session(s).
  * Collect feedback and confirm handoff.
* **Stakeholders** → Customer Success Manager, Solutions Engineer, Client Lead.
* **How Motion helps** → Tasks are sequenced with blockers (e.g., kickoff must happen before training). Auto-Scheduling ensures deadlines align with the client’s timeline.
* **Outcome** → Smooth onboarding where clients are set up quickly and consistently.

***

**2. Marketing Campaign Launch**

* **Why it’s a fit** → Campaigns are repeatable but complex, involving multiple teams and clear dependencies. A template ensures consistency.
* **What it includes** →
  * Planning stage (define goals, target audience, channels).
  * Content creation (copywriting, design, assets).
  * Approvals and QA.
  * Launch tasks (publish across channels, activate ads).
  * Post-launch reporting and analysis.
* **Stakeholders** → Marketing Manager, Copywriter, Designer, Analytics Lead.
* **How Motion helps** → Dependencies ensure approvals happen before launch. Motion’s AI groups campaign tasks together in team members’ calendars, reducing context switching.
* **Outcome** → Campaigns are launched on time, with every critical step accounted for.

***

**3. Quarterly Business Review (QBR)**

* **Why it’s a fit** → QBRs follow the same structure every quarter; a template enforces consistency while saving prep time.
* **What it includes** →
  * Gather usage and performance metrics.
  * Draft and design slides.
  * Internal review of draft deck.
  * Circulate to stakeholders for feedback.
  * Finalize and rehearse presentation.
  * Conduct QBR with client or leadership.
* **Stakeholders** → Account Manager, Analyst, Designer, Leadership Sponsor.
* **How Motion helps** → Templates pre-populate deadlines relative to the meeting date; Auto-Scheduling ensures prep tasks are completed before the review.
* **Outcome** → QBRs are delivered consistently, with less prep time and fewer last-minute scrambles.

{% hint style="success" %}
**Key idea:** PWTs bring **structure and repeatability** to processes that recur — saving time, ensuring quality, and scaling smoothly across clients or teams.
{% endhint %}


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