Creating a Task in Motion
Summary:
Tasks are the building blocks of productivity in Motion. However, it's not enough to just create tasks; the key is to create effective tasks that are actionable and dynamic.
This guide dives deep into what defines a task, how to evaluate whether something qualifies as a task, and how to create tasks that align with Motion's philosophy for maximum productivity.
What Is a Task in Motion?
Tasks in Motion are not just items on a to-do list; they're actionable units of work that meet two essential criteria:
Actionable: Can you actively do something to complete this task? This means the task involves an action you perform, like writing a report, completing a work task, or doing household chores.
Deadline-Driven: Does the task have a defined time requirement and a relevant deadline?
Duration: You have a rough estimate of how long the task might take (e.g., 30 minutes, 3 hours).
Deadline: There is a logical endpoint or a reason the task should be completed by a certain time (e.g., a report that needs to be submitted before a meeting).
These criteria ensure that tasks in Motion are clear, manageable, and aligned with your goals. Without these elements, you risk creating items that are ambiguous or unachievable, which disrupts productivity.
Breaking Down Effective Tasks
An effective task in Motion must meet the above criteria to ensure it's actionable and dynamic.
Let's examine these characteristics in greater detail:
Actionable: The task must involve something you can physically or mentally do.
Examples include: Writing a report, completing a homework assignment, cleaning the kitchen.
Non-actionable items (like vague ideas or unstructured goals) don't belong as tasks because they lack clear next steps.
Deadline-Driven:
Duration: You should have a rough idea of how long the task will take.
For example: Writing a report might take 2 hours, a quick email follow-up might take 10 minutes.
Deadline: The task should have a time sensitivity that guides its priority.
For instance: Completing the report before a meeting on Friday, submitting a job application before the application deadline.
Examples of Tasks and Non-Tasks
Let's examine two examples to determine whether they meet the criteria for being a task in Motion.
Example 1: "Pick up kids from school"
Example 2: "Write up the Q3 financial report"
To create a task in Motion, follow these steps:
Click the "+ Task" button.
A Task Modal will appear, where you can specify various task details, including:
Title: Provide a clear and concise title for the task (e.g., "Write Q3 financial report")
Priority: Define the task's priority (e.g., ASAP, high, medium, low).
Duration: Specify the estimated duration of the task.
Start Date: Determine the earliest time the task can be started.
Due Date: Establish the task's deadline.
Hard Deadline Toggle: Indicate if the deadline is fixed or flexible
Status: Define the task's current status (e.g., to-do, in progress, completed).
Label (if applicable): Assign relevant labels or tags to the task.
Task Templates: Unlocking Efficiency
Task templates in Motion help you save time by creating reusable setups for your tasks. We can think of task templates as saved scaffolding to expedite the creation process of new tasks. There are two methods for creating templates: either from an existing task in your calendar or creating one from scratch.
Why Use Task Templates?
Task Template Example: Repetitive Client Task
Let's say you have a task that needs to be performed each time a client is added to your portfolio. You can create a task template with all the necessary steps, instructions, and assignees. Whenever a new client is added, simply use this template to create a task with pre-filled details, saving you time.
Creating a Template From an Existing Task
To create a template from a task, you can:
Select a workspace from the lower left-hand corner of your Motion homepage.
From the workspace, open the task you want to turn into a template and click on the 3-dots icon located atop the task modal.
Select “Save as template”.
Enter the template name and add any additional details you'd like.
Click on “Create a template” to save it.
Note: A task template can also be created by selecting an existing task directly from the calendar, however, we advise keeping note of the specific workspace this task is associated with, as the new task template will be saved in that workspace.
Creating a Template from Scratch
You can create a new template by following these steps:
Navigate to the Settings tab by clicking the ⚙️ icon.
On the left sidebar, choose the workspace you want to create the new task template.
Click on the "Task Templates" tab atop the workspace.
Click on " +Create Template."
Provide a name for the template and save it.
Your new task template will be available in this workspace under 'Task Templates'.
Importing an Existing Task Template for a New Task
Select '+ Task' to create a new task in Motion.
Select the 'Use Template' option located atop the task modal.
Any previously created templates will populate for selection.
Select your preferred task template and the new task parameters will automatically update to match the selected task template.
Note: If you see the 'No Templates Found' notification, please ensure you have selected the correct workspace for this newly created task.
Why Do Effective Tasks Matter in Motion?
Effective tasks in Motion ensure that your workflow is structured and actionable. By adhering to these principles, you avoid ambiguous or unrealistic tasks that can derail productivity. Instead, you create a system that prioritizes clarity, flexibility, and alignment with your goals. Utilizing task templates allows you to streamline the process of creating your effective tasks in Motion.
If you'd like to explore advanced techniques for managing tasks in Motion, stay tuned for our next guide or reach out to our support team for assistance!
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