Creating a Task in Motion

TL;DR:

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.

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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.

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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"

• ✅ Actionable: Yes, this involves a specific action (physically going to the school to pick up your kids).
• ❌ Deadline-Driven: No, this is not dynamic. You can only pick up the kids at a fixed time (e.g., 3:15 PM when school ends). It's not flexible or adjustable based on other priorities.
• ❌ Conclusion: This is not a task. It's an event because it must occur at a specific time.

Example 2: "Write up the Q3 financial report"

• ✅ Actionable: Yes, writing a report is a clear action that you can perform.
• ✅ Deadline-Driven: Yes, there's likely a deadline (e.g., it must be ready before the end of Q3), and you can estimate how long it might take (e.g., 3 hours).
• ✅ Conclusion: This is a task because it meets both criteria: it's actionable and time-bound.

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To create a task in Motion, follow these steps:

1. Click the "+ Task" button.

2. 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.

   • Schedule: Determine when the task should be scheduled, including its frequency: one-time or recurring [learn more here].

   • Chunk (if applicable): Break the task into smaller chunks if necessary [learn more here].

   • 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.

   • Workspace: Assign the task to a specific workspace [learn more here].

   • Project: Link the task to a specific project if applicable [learn more here].

Why Does This Matter?

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.

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!