Projects in Motion: Regular Projects, Workflow Projects, & Projects w/ AI
Summary:
Projects are one of the fundamental ways in which Motion helps you accomplish your productivity goals and bring your ideas to life.
In Motion, projects can be categorized into two types, each with distinct use cases. Motion offers two unique ways to streamline your project creation: Project Workflow Templates (Workflow Projects or PWTs) and Regular Project Templates (Regular Projects).
Workflow Projects are a flagship feature at Motion, allowing for enhanced detail, coordination, and structure in your project creations.
Regular Projects are Motion's legacy project creation process; providing a simplified version of the project creation process.
This article will:
First define a project in Motion and clarify how/why you should use them.
Secondly, we will cover how to build a project from scratch and how to utilize a regular project template.
Finally, we will highlight Motion's Workflow Projects and define what they are and how to deploy them in your project creation.
What is a Project in Motion?
We can think of projects in Motion as the scaffolding to bring our customer's ideas to life. Projects are collections of related tasks that act as stepping stones on the path to productivity. Each associated task in a project represents a new milestone in the creation process; taking you from Point A (project start) to Point B (project completion).
📢 Marketing Agency Example: Suppose you run a bustling marketing agency, "Marketing Marvels". You're handling a major project for a client with various teams assigned to different tasks. You can create a project named “Client X Campaign” to centralize tasks related to that specific campaign. This way, you can ensure that all tasks related to the campaign are organized and easily accessible.
You'd simply need to click into the “Client X Campaign” project and you can interact with all the tasks and events associated with the project in one place.
Why Use Projects:
Time Management
Clear and concise project roadmaps and timeliness visible in the Gantt View
Collaborative task assignments with ETA updates.
Customizable timelines for individual tasks and project deadlines
Minimal Context Switching
Motion’s AI algorithm will try to group tasks of a particular project together in your daily scheduling to ensure you stay streamlined and focused on your project.
Effortless Customization and Organization
Project Task Statuses:
Like all tasks in Motion, tasks in Projects have a variety of statuses that illustrate their process from creation to completion. Additionally, you can add custom statuses in your workspace(s).
These statuses include: Backlog, To-Do, In Progress, Blocked, Completed, Canceled, Checking, Waiting for Review, and Under Review. Hint: In a project, it will be most beneficial to label your task's statuses as to-do's, changing their status to 'completed' as you finish each task.
How to Build a Project From Scratch:
To begin building your project, select the ‘+ New’ button located in the upper left-hand corner of your Motion homepage. This will produce the project creation modal.
Next, select the ‘New Project' option from the list of actions.
Then select 'Create Project From Scratch' in the project creation modal.
Customize your project settings: project name, workspace, assignee, start date/deadline, etc.
Once you have added your preferred settings, be sure to save your project. Upon saving you can begin adding tasks to your project.
To add a task to your project, you can either select the ‘+’ sign located in the upper right-hand corner of the project modal, or select '+ Add Task' from the right-hand side of the project modal.
Once you have added your project tasks, you will be presented with the option to add stages to your project. (Note: Stages will operate as milestones for your project, equipped with their own deadlines)
You can always access/edit your project again by selecting the ‘Projects and Tasks’ tab or by navigating to the specific Workspace your project was created in.
Regular Project Templates: A Motion Legacy Feature
The regular project template is a similar simplistic structure to building a project from scratch, however, a regular template can be saved and utilized for future use. Regular templates are much more simplistic and don’t contain stages like PWT's. They are useful for simpler, smaller-scale projects that require a handful of tasks for completion.
For the most robust and comprehensive project building, we advise utilizing the PWT option, however, if you are creating a simple project and you'd prefer to use a regular template the process for creating a regular template can be found below:
How to Build a Regular Project Template
To begin building your project, select the ‘+ New’ button located in the upper left-hand corner of your Motion homepage. This will produce the project creation modal.
Next, select the ‘New Project' option from the list of actions.
Select ‘+ New Regular Template’ located at the base of the project creation area and then select the specific Workspace you would like to create this project template in.
From here simply, title your project, add a description, select the project status, project priority level, and add any labels (if applicable).
Finally, you’ll need to name your project template in the lower left-hand corner of the project template modal; then select ‘Create Template’ to save your Regular Template.
Motion's Flagship Project Tool: Workflow Projects (PWT's)
What is a PWT and what are the benefits?
Project Workflow Templates (PWT’s) are an incredibly valuable asset for streamlined project creation. A PWT is a 'codified process' with a specific set of steps that you routinely follow to complete that process.
For example, as an employer, each time a new employee is hired, you might follow stages like:
Onboard company software onto their device: Including tasks to download all company software
Pass HR 'Workplace Values' course: Including tasks for all the various HR courses that are required
Schedule meet and greet with team: Including tasks for each meeting with a member of the team
This employee onboarding example is a codified process with steps that are routinely followed and replicated with each new-hire.
PWT’s include project stages that map your milestones on your way to the project’s completion. In each stage you can select the stage duration in relation to the overall project, name each stage, and select to have your project auto-advance to the next stage when all the prior stages tasks are complete. Additionally, you can input all applicable tasks directly into each stage; ensuring you have covered all requirements for each stage of your project journey.
Once a PWT has been created, it will be saved in your Workspace and can be effortlessly re-used for a new project.
Use Case Example:
Let’s say you own a bakery and have a variety of clients requesting wedding cakes over the summer.
You notice that each client, while requesting different cakes, still follows the same requirements for completion: meet with client, submit order, acquire supplies, bake the cake, package the cake, and deliver to the customer.
As each cake requires the same process for completion, you can streamline the project creation process by using PWT’s.
You make each step of the process its own stage and include any applicable tasks to the specific stages they belong.
It might look something like:
Stage 1: Meet with Client.
Tasks: Set up meeting with client, take notes on client preferences, and establish a price range for the cake.
Stage 2: Submit Client Order.
Tasks: discuss client needs and sign contract.
Simply create one PWT that outlines your project process and boom— you can reuse that same template with just the click of a button for all future orders, saving you time and brain power.
How to Build a Workflow Project (PWT)
To begin building your PWT, select the ‘+ Project’ button located in the upper left-hand corner of your Motion homepage. This will produce the project creation modal.
Select ‘+ New Project Workflow Template’ and then select ‘Create From Scratch’ to produce the PWT creation template.
In the PWT creation template, you can edit the project default settings as well as add specific roles and text variables for added customization (Ex: Adding roles like 'head chef' and text variables like 'client name' in the bakery example help bring your PWT to life).
Begin adding/editing the stages of the project to meet your requirements. You can add as many stages as needed to meet your project needs.
In each stage, you can add all tasks that are relevant to that stage’s completion. Each task is customizable with the same settings found in the task modal.
Once you have customized your PWT, select ‘Save’ and you will have successfully created your PWT.
PWTs: The Ultimate Project Optimizer
Workflow projects offer a variety of ways to manage your project deadlines. In your PWT's not only can you customize your project stage durations with the touch of a button, but now you can optimize specific task's start dates and deadlines using relative dates in your PWT stages.
Milestone Edits: Editing your project Stages has never been easier.
When creating your PWT customize the specific stage deadlines for each of your projects stages.
Task-Level Edits:
When creating a PWT, select a task in an individual stage to customize the task's relative start date and deadline to fit your specific criteria.
Add Multiple Blockers to Your PWT's
Whether you are in the PWT creation process, or editing an existing PWT, multiple blockers can be added to successive tasks in a PWT.
Blockers can be applied to any task in a PWT that has 1 or more tasks preceding it in that particular stage. (Note: Blockers can only be applied to tasks in the same stage).
To add task blockers to your PWT, simply select the 'Blocked By' option in the task settings for the particular task you wish to edit > then select the preceding task(s) you wish to add as blockers.
Accessing Your Created PWTs:
Select the settings icon ⚙️ located in the upper right-hand corner of the Motion homepage.
Scroll down and select the specific workspace your PWT was created in.
In that workspace select ‘Project Templates’ and you will see your PWT’s saved under the ‘Project Workflow Templates’ section.
From here you can edit and delete your saved PWT’s.
Using PWT’s in Future Project Creation:
When creating a new project you can import your previously created PWT(s) by:
Selecting the ‘+ Project’ button.
Choose from your created PWT’s under the ‘Project Workflow Templates’ section in the project creation modal.
This will promptly import your PWT allowing you to make any edits you’d like before creating your new project.
Creating Project Workflow Templates with AI:
You can now harness the power of AI to create robust and detailed PWT’s in an instant.
To create a PWT using AI simply:
Select the ‘+ Project’ button located in the upper left-hand corner of your Motion homepage.
Select the pink ‘Create with AI’ option located in the center of the modal (this will generate the PWT AI prompts).
In the ‘Describe Your Project’ section provide a detailed description of what your intended goal is for the PWT.
Additionally, you can upload up to 3 documents that help assist with the project creation.
These can be any relevant documents including PDFs, spreadsheets (.csv, .xlsx), text documents (.docx, .txt), or images (.jpeg, .png) that describe your Standard Operating Procedures. Or even documents with sample projects or workflows you currently have in your organization.
Once uploaded, select the ‘Generate and Preview’ option. In seconds you will have your detailed PWT ready for use. Make any edits/changes you would like and then save your PWT.
Creating Motion Projects w/ AI
At Motion, projects are a fundamental feature in achieving your productivity goals. We've taken strides to incorporate added efficiency in every step of the project creation process.
From Reusable Stages, to Project Workflow Templates (PWTs), to PWTs w/ AI, we have continued to enhance the efficiency of the project creation process, drastically reducing the time required to create an effective project. Now, we are pleased to announce Motion's new 'Create Project w/ AI', which drastically enhances the project creation process, making it easier than ever to create a detailed, and impactful project.
Simply select the 'Create Project w/ AI' option, select from any previous or new templates you wish to use for your project, input your project details, and add any relevant attachments like PDFs, spreadsheets (.csv, .xlsx), text documents (.docx, .txt), or images (.jpeg, .png).
Please note: If you select to create a new project template for your AI Project, you will be directed away from the project creation process, and prompted to create your project workflow template with AI. Upon creation of your new template, you will need to begin this AI Project creation process once more.
Once you have added all the relevant information, select 'Create Project w/ AI' and watch Motion's AI bring your project to life.
Benefits of Creating Your Project w/ AI
Unparalleled Efficiency: Turn your idea into a well-designed, professional project in seconds.
Enhanced Collaboration: Directly @ tag your teammates or ongoing tasks, projects, and docs directly into your project creation prompt
Attention to Detail: Use the context and attachment inputs to make your project as specific and detail oriented as you'd like.
Unlocked Potential: Creating detailed, collaborative projects in seconds will allow you to spend less time thinking and more time doing.
Creating Your Project w/ AI
Follow the steps below to create your project from scratch using Motion's AI tooling:
Select the big, blue '+ New' button on the Motion sidebar.
Select 'New Project' from the list of actions.
After selecting “New Project” from the sidebar, you’ll see a modal with three options. Choose “Create Project with AI” to launch the AI-assisted project setup flow.
In the resulting project prompt, select a previous or new project template you wish to incorporate, input your project details (the more detail the better), and attach any relevant documents. (Note: to create a new project template select the '+ Create New Template'
In the prompt creation process you can @ tag your teammates to assign specific roles, or include direct links to ongoing tasks, projects, and docs for enhanced collaboration and coordination. This included detail to the prompt helps add specificity to your project.
Press 'Create Project w/ AI' to complete the project creation process.
After selecting 'Create Project', you will name your created project, assign roles (if you haven't done so in the prompt process), add custom fields, and add tasks to the project stages or remove created stages based on your input template.
Lastly, press 'continue' to create and save your Motion project w/ AI.
(Hint: Like other projects in Motion, you can interact and edit your AI-created project after it has been created.)
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