Why Tasks Matter in Motion

Not every “to-do” makes a good task. In Motion, tasks work best when they’re actionable, deadline-driven, and time-bound. These characteristics ensure tasks can be scheduled realistically and prioritized correctly.

• Actionable → A task should be something you can physically or mentally do.

• Examples: Write a report, clean the kitchen, follow up on a client email.

• Not tasks: vague ideas like “improve marketing” or “plan strategy” — these need to be broken down further.

• Duration-driven → You should have a sense of how long the task might take.

• Examples: Draft a proposal (2 hrs), send an email (10 min).

• This allows Motion to place tasks intelligently within your calendar.

• Deadline-aware → Every effective task has some form of time sensitivity, even if it’s soft.

• Examples: Submit the report before Friday’s meeting, send application before the deadline.

• Deadlines guide prioritization, ensuring urgent work rises to the top.

Key idea: If a task isn’t actionable, time-bound, or deadline-driven, Motion can’t schedule it effectively. Breaking work down into clear, executable tasks makes your agenda smarter and more reliable.

Mental Model: Tasks as the Atomic Unit of Work

Think of tasks in Motion as the smallest building block of work. Just like atoms make up everything in the physical world, tasks are what power Motion’s scheduling, planning, and collaboration.

• Tasks feed the system → Motion’s AI can only optimize what’s entered as tasks. The clearer the task (action, duration, deadline), the smarter your schedule becomes.

• Tasks carry context → Unlike notes or reminders, tasks have owners, due dates, priorities, and effort estimates — making them trackable and schedulable.

• Tasks connect everything → Tasks link to projects, docs, and AI features, tying your work into a single workflow.

• Tasks evolve → A task isn’t static. It can be chunked, reprioritized, rescheduled, or archived — reflecting the reality of dynamic work.

Key idea: In Motion, tasks are not just reminders — they are the fuel that drives planning, execution, and team alignment.

When to Use Chunked Tasks and Why

Some work is too large or complex to finish in a single sitting. In Motion, these become chunked tasks — tasks that are divided into smaller, manageable parts so they can be scheduled intelligently across your calendar.

When to use chunked tasks:

• Long efforts → Work that takes more than a few hours or days (e.g., drafting a 20-page report, coding a new feature).

• Unclear start-to-finish time → Large deliverables that are easier to approach step by step.

• Sustained projects → Tasks that require steady progress over time rather than a single push.

Why it matters:

• More realistic planning → Motion can slot smaller chunks into your schedule without overwhelming a single day.

• Steady progress → Breaking work into parts ensures momentum, even on complex deliverables.

• Less procrastination → Smaller steps feel more approachable than one intimidating, oversized task.

• Better tracking → You can see progress as chunks are completed, not just when the entire effort is finished.

Example: You are about to tackle one giant task like “Data analysis”, rather than doing it for the next 4 hours, try breaking it up into 1 hour chunks. Each chunk fits more naturally into your daily agenda.

Why Use Task Templates: Unlocking Efficiency

Many tasks repeat themselves — onboarding a new hire, preparing for a client call, running a sprint review. Instead of rebuilding these from scratch each time, Motion lets you save them as task templates. (see the how to guide to learn how to create task templates)

Why templates matter:

• Save time → Skip repetitive setup and create tasks in seconds.

• Ensure consistency → Everyone follows the same structure for recurring processes.

• Reduce errors → Templates include the right steps, metadata, and details so nothing gets forgotten.

• Scale teamwork → Teams can share templates, standardizing workflows across projects.

Examples:

• A meeting prep template with subtasks for gathering agenda items, reviewing notes, and sending invites.

• A client onboarding template with steps for account setup, kickoff call, and documentation.

• A content publishing template with subtasks for drafting, editing, approvals, and posting.

Key idea: Templates turn repeatable processes into one-click tasks, unlocking efficiency for both individuals and teams.

Why Customizing Task Views Matters

Everyone works differently. Some people need a high-level overview of everything in flight, while others want to focus on just today’s priorities. That’s why Motion lets you customize how tasks are displayed — so the system adapts to your workflow, not the other way around. (see the how to guide to learn how to manage task visibility)

Why it matters:

• Reduce overwhelm → Show only the tasks that are relevant right now, instead of a long, distracting list.

• Improve focus → Filter by due date, project, or priority to zero in on what matters most.

• Increase adoption → Teams are more likely to use Motion when each person can tailor their view to fit their role.

• Better context → Switch between broad planning views (all tasks) and narrow execution views (just today or this week).

Example: A manager might view all tasks across a project to track progress, while an individual contributor might switch to “My Tasks Today” to focus on execution. Both are looking at the same data — just in the way that works best for them.

Key idea: Customizing task views ensures that Motion fits your workflow, keeping tasks actionable instead of overwhelming.