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.
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.
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.
Key idea: PWTs shine when you need to scale a process across multiple projects, clients, or teams without reinventing the wheel each time.
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.
Key idea: PWTs bring structure and repeatability to processes that recur — saving time, ensuring quality, and scaling smoothly across clients or teams.
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