Task Types Explained
ASAP Tasks Explained
Task as "Complete"
Understanding Short Task/Reminder Tasks in Motion
Understanding the Resolve Issues Box in Motion
In Motion, tasks can be classified as free tasks, busy tasks, or fixed-time tasks.
Tasks with a dotted border in Motion are called "free tasks." These tasks can be moved to a different time without any problems. Motion sets tasks as free until there are no other available time slots before the task's deadline. This gives you flexibility to work on the task at a different time while still meeting the deadline. For example, if you have a task due on Friday, but you couldn't finish it on Monday, Motion will automatically move it to a later time, like Tuesday. This is okay because there are still other available time slots before the Friday deadline.
Tasks with a solid border in Motion are called "busy tasks." These tasks should not be moved too far into the future because doing so might cause the task to miss the deadline. Motion sets tasks as busy when they are scheduled for the last available time slot before the deadline. For example, if you have a task due on Tuesday night and it's initially scheduled for Monday afternoon, but you couldn't finish it, Motion will automatically move it to the next available time slot on Tuesday. However, this task becomes busy because there might be limited time slots left before the Tuesday night deadline. So, rescheduling it further into the future would risk missing the deadline.
Understanding the difference between free and busy tasks helps you manage your schedule effectively. Free tasks give you the flexibility to move them within a specific time frame, while busy tasks are fixed commitments that can't be moved without risking missing the deadline. By understanding the status of your tasks in Motion, you can balance your commitments, meet deadlines, and work in a way that suits you best.
Remember, free tasks have a dotted border and can be moved without worries, while busy tasks have a solid border and shouldn't be moved too far into the future
If you want a task lock in place, you can do so by dragging time on your calendar, click on "+Add task" on the left panel. You can also drag and drop an existing task at any time that you’d like. This will create a fixed-time task that will be locked into place. If you don’t complete the task within the set timeframe, Motion will automatically reschedule it for you.
Recurring tasks can save you time and effort by automating the process of scheduling and managing tasks that need to be done on a regular basis. With our system, you can easily set up recurring tasks to ensure that you never miss a deadline or forget an important task.
To create a recurring task, follow these simple steps:
- 1.Navigate to the 'Calendar' tab.
- 2.Click 'Add Task' or use the shortcut 'Option + Space'.
- 3.Select the 'Recurring' option for your task.
- 4.Define the frequency at which you'd like the task to recur.
- 5.Click 'Save' to lock in your recurring task.
There are several benefits to using recurring tasks:
By setting a task as 'Recurring,' it automatically appears on your calendar at the desired intervals. No need to create a new task for each instance—set it once, and our system takes care of the rest.
If you miss a daily task, our system intelligently rolls it over to the next day instead of creating a duplicate task. This keeps your task list clean and focused, avoiding clutter and confusion.
By leveraging the power of recurring tasks, you can ensure you never miss a deadline. Our easy-to-use interface allows you to set up repeating tasks in seconds, saving you time and increasing overall efficiency in task planning.
Consider a sales team with several routine tasks that need to be done consistently. For example, a sales representative might need to follow up with potential leads every week. This can be set up as a recurring task, ensuring that the sales representative doesn't miss this important task.
Here's how they'd use recurring tasks:
- 1.The sales representative creates a task called "Weekly Follow-up with Leads".
- 2.They set this task as 'Recurring' and choose a frequency of 'Weekly'.
- 3.The system will then automatically create a new instance of this task every week on their calendar.
- 4.If they miss to follow up in a particular week, the system intelligently pushes the task to the following week.
This way, the sales team can ensure they never miss following up with potential leads. They can also spend more time engaging with leads rather than keeping track of when to do the follow-ups.
- 1.Start at the 'Calendar' tab, your task planner for daily activities.
- 2.Click 'Add Task' or use the shortcut 'Option + Space'.
- 3.Choose 'ASAP' as the task's priority.
- 4.Click 'Save' to finalize your task.
When faced with a project's looming deadline or an unexpected urgent issue, setting a task as 'ASAP' ensures it takes precedence over all others. Keep your projects on track and maintain order in your schedule by addressing high-priority items promptly.
Creating an 'ASAP' task is a simple process that doesn't require much time. Once set, the task is elevated to the top of your schedule, sharpening your focus on the most critical aspects of your work.
'ASAP' tasks serve as a beacon amidst the daily shuffle of tasks. Use them to highlight the most crucial work and ensure nothing critical gets overlooked.
Creating an 'ASAP' task is like having a lifeline in a sea of deadlines. It serves as a constant reminder and guide, directing your attention to what requires immediate action. By leveraging 'ASAP' tasks, you can effectively manage high-priority work, stay organized, and achieve timely results.
Marking tasks as "complete" is an essential action in managing your tasks effectively in Motion. Whether you're using the Calendar or the Projects and Tasks tab, there are simple steps to follow to mark a task as complete.
- 1.Locate the task on the Calendar tab.
- 2.Click on the checkmark icon located within the task box.
- 3.The task will be marked as complete.
- 1.Navigate to the Projects and Tasks tab.
- 2.Find the task you wish to mark as complete.
- 3.Locate the "Status" column for the task.
- 4.Change the status from "Auto-Scheduled" to "Completed."
- 5.The task will be marked as complete.
It's important to note that if you do not mark a task as complete within 30 minutes of its scheduled time or deadline, Motion's dynamic scheduling feature will automatically move the task to optimize your calendar and prioritize other tasks.
Short Task/Reminder Tasks in Motion are quick reminders or to-dos without a duration. They aren't scheduled on your calendar but exist within the task list and the Projects and Tasks tab.
These tasks bypass typical parameters such as duration or priority, offering a simplified approach to task management.
Use Short Task/Reminder Tasks for various non-time-specific activities like:
- 1."Walk the dog" - a daily reminder to take care of your pet.
- 2."Drink water" - a gentle nudge to stay hydrated throughout the day.
- 3."Email John" - a prompt to contact a colleague or friend.
- 4."Pick up dry cleaning" - a memo about personal errands.
- 5."Order office supplies" - a note for administrative tasks.
Leverage these tasks to streamline your list and focus on time-specific responsibilities more effectively.
In Motion, the Resolve Issues Box is an integral tool designed to alert you when certain tasks are scheduled beyond their set deadlines. This guide will clarify how it works and provide ways to use it effectively for task management.
Motion's scheduling algorithm, harnessing AI, allocates your tasks based on multiple factors like due date, start date, priority, deadline type, and more. At times, due to over-scheduling or constraints in time, some tasks might get scheduled beyond their deadlines.
For instance, if it's Monday and you're working a 40-hour week, but you've slated 50 hours of tasks to complete by Friday. In this scenario, there are 10 hours of tasks that won't fit within your available work week, resulting in certain tasks being scheduled beyond their due dates. This is where the Resolve Issues Box becomes critical.
The Resolve Issues Box identifies these tasks and categorizes them based on their priority:
- 1.Red: High priority task scheduled beyond the deadline
- 2.Yellow: Medium priority task scheduled beyond the deadline
As a user, you have three options to address these issues:
Alter the deadline to an earlier date. This effectively increases the task's priority in the scheduling algorithm. Options include:
- Do ASAP
- Do Today
- Do Tomorrow
- Choose a specific date
Example: Alex, a marketing manager, has a task to develop a new marketing plan due Friday. It's now Thursday, and the task is scheduled for next Monday, thus appearing in the Resolve Issues Box. Alex clicks on "Do Earlier" and selects "Do Today", boosting this task's priority. The scheduling algorithm then recalculates and slots the task for completion today.
Push back the deadline. If a task is scheduled beyond its due date, extending the deadline effectively resolves the scheduling conflict.
Example: Alex has another task, reviewing the monthly marketing report, initially due on Friday but scheduled for the following Tuesday. To resolve this, Alex chooses to "Change Deadline" and pushes it back to next Wednesday. Since the task is already scheduled for Tuesday, it's no longer behind the due date and thus is removed from the Resolve Issues Box.
This option removes the task from the calendar. Users will need to re-auto-schedule the task when they're ready to tackle it.
Example: Alex identifies a lower priority task, updating the team contact list, which is also behind its deadline. Recognizing it's not urgent, Alex decides to 'Backlog' the task, removing it from his current schedule. When ready, he will re-auto-schedule this task.
By utilizing the Resolve Issues Box effectively, you can manage your tasks better, ensuring critical tasks are completed on time, and your work schedule remains manageable.
Embedding tasks in custom schedules empowers you to manage your workload more efficiently. By scheduling tasks at the optimal time for you, you can increase productivity and work smarter. Custom schedules ensure that tasks are automatically placed within the designated hours or days you've set, streamlining your workflow.
- 1.Open the task you want to embed in a custom schedule.
- 2.Click the 'Schedule' dropdown menu.
- 3.Select 'Custom' from the menu.
- 4.Define your custom schedule by selecting the days and hours when the task should be scheduled.
- 5.Click 'Save' to embed your task in your custom schedule.
Customizing Your Task Schedule:
Every task in our system offers a 'Schedule' dropdown menu, providing options for the default 'Work Hours' schedule or a custom schedule of your choice. When you select 'Custom,' you gain control over defining the precise hours or days when the task should be scheduled.
Let's take the example of Jane, a graphic designer who also has a side hustle as a freelance illustrator and strives to maintain a healthy personal life.
- 1.Jane opens her task named "Design Client's Website," a task related to her main job.
- 2.She clicks the 'Schedule' dropdown menu and selects 'Custom'.
- 3.She then defines her custom schedule for this task by selecting her working hours from Monday to Friday, 9 am to 5 pm.
- 4.Jane then saves the task, ensuring it will only be scheduled during her professional working hours.
Similarly, Jane has another task "Create Custom Illustrations", related to her side hustle.
- 1.She decides to dedicate her Saturday afternoons and a few hours on weekday evenings to her freelance work.
- 2.Jane creates a new custom schedule, selecting Monday to Friday, 6 pm to 8 pm, and Saturday from 1 pm to 5 pm.
- 3.She applies this custom schedule to her freelance tasks.
Lastly, Jane is determined to stay fit and commits to daily yoga.
- 1.She creates a task "Daily Yoga".
- 2.This time, she sets a custom schedule for early mornings from 7 am to 8 am daily, embedding her personal commitment into her daily schedule.
Through custom schedules, Jane can balance her full-time work, side hustle, and personal commitments efficiently without letting any area of her life fall behind.
Embedding tasks in custom schedules is an invaluable tool for personalized planning. It enables you to align your tasks with your preferred timeframes, enhancing productivity and effectiveness. Whether you're managing multiple professional commitments or juggling work and personal tasks, this feature can help you optimize your workflow and achieve a balanced lifestyle.