Motion

Overview

Motion represents a paradigm shift in task management by using AI to automatically schedule your work. Instead of manually planning when to do tasks, Motion’s AI engine continuously optimizes your calendar, ensuring you’re always working on the right thing at the right time.

The AI Scheduling Revolution

How It Works

1. Input tasks with duration, deadline, and priority
2. AI analyzes your calendar and constraints
3. Automatic scheduling places tasks optimally
4. Dynamic rescheduling adapts to changes
5. Protection of deep work time

Key Benefits

• No manual scheduling needed
• Optimal time utilization
• Automatic buffer time
• Deadline warnings
• Workload balancing

Core Features

Intelligent Task Management

Task Properties:

• Duration: How long it takes
• Deadline: Hard or soft
• Priority: Critical to low
• Chunks: Can be split
• Schedule: ASAP or specific times
• Dependencies: Task relationships

AI Decisions:

• When to schedule each task
• How to handle conflicts
• When to warn about deadlines
• How to group similar work
• When to reschedule

Calendar Integration

Supported Calendars:

• Google Calendar (2-way)
• Microsoft 365 (2-way)
• iCal (read-only)
• Multiple calendar support
• Unified view

Smart Features:

• Travel time calculation
• Buffer time between meetings
• Time zone handling
• Working hours respect
• Weekend preferences

Meeting Scheduler

Booking Links:

• Custom availability
• Round-robin for teams
• Buffer time settings
• Location options
• Automatic confirmations

Meeting Types:

• One-on-one
• Group meetings
• Recurring meetings
• Interview slots
• Office hours

Project Management

Project Views:

• Kanban boards
• List view
• Calendar view
• Workload view
• My Day view

Team Features:

• Shared projects
• Task assignment
• Workload balancing
• Team availability
• Progress tracking

Planning Tools:

• Project templates
• Milestone tracking
• Dependency management
• Status updates
• Due date tracking

The Motion Algorithm

Scheduling Factors:

1. Task priority: Critical items first
2. Deadlines: Work backwards
3. Energy levels: Match task to time
4. Context switching: Minimize transitions
5. Deep work: Protect focus time

Rescheduling Triggers:

• New urgent task
• Meeting runs over
• Task takes longer
• Priority changes
• Deadline approaches

Unique Features

Auto-scheduling Magic:

Example Day:
9:00 AM - Team meeting (calendar event)
10:00 AM - [Motion schedules]: Write report (2h task)
12:00 PM - Lunch break
1:00 PM - Client call (calendar event)
2:00 PM - [Motion schedules]: Code review (1h task)
3:00 PM - [Motion schedules]: Email responses (30m)

Deadline Warnings:

• Yellow: Tight but doable
• Red: At risk
• Auto-notification
• Suggested solutions
• Priority reshuffling

Time Blocking:

• Automatic block creation
• Focus time protection
• Batch similar tasks
• Minimize context switching
• Custom block types

Pricing Breakdown

Individual Plans:

Monthly: $29/month Annual: $19/month

• Unlimited tasks
• All AI features
• Calendar integration
• Mobile apps
• Meeting scheduler

Team Plans:

Monthly: $20/user/month Annual: $12/user/month

• Everything in Individual
• Team projects
• Workload view
• Shared templates
• Admin controls

Mobile Experience

iOS/Android Apps:

• View daily schedule
• Add/edit tasks
• Check in on tasks
• Reschedule items
• Sync instantly

Desktop Apps:

• Menu bar access
• Quick task entry
• Calendar overlay
• Keyboard shortcuts
• Native notifications

Integration Ecosystem

Direct Integrations:

• Google Calendar
• Microsoft 365
• Zoom
• Slack (notifications)
• Zapier

Via Zapier:

• Create tasks from emails
• Sync with other PMs
• Automate workflows
• Connect 5000+ apps

API Access:

• RESTful API
• Webhook support
• Custom integrations
• Bulk operations
• Rate limits apply

Use Cases

Executive/Manager:

• Pack more into day
• Never miss deadlines
• Balance priorities
• Reduce planning time
• Focus on important work

Sales Professional:

• Manage follow-ups
• Schedule prospecting
• Balance admin work
• Prep time for calls
• Pipeline management

Creative Professional:

• Deep work protection
• Project juggling
• Client work balance
• Deadline management
• Reduce overwhelm

Student:

• Study scheduling
• Assignment tracking
• Exam preparation
• Balance activities
• Reduce stress

Best Practices

Task Creation:

1. Be realistic about duration
2. Set true deadlines not wishes
3. Use priorities thoughtfully
4. Allow chunking for flexibility
5. Add buffer time for complex tasks

Calendar Hygiene:

1. Block personal time
2. Set working hours
3. Add travel time
4. Protect focus blocks
5. Review weekly

Team Success:

1. Share project status
2. Respect others’ time
3. Use templates
4. Regular check-ins
5. Trust the AI

Common Concerns

”AI Controls My Day”

Reality: You set constraints; AI optimizes within them Solution: Adjust preferences and working hours

”Too Rigid”

Reality: Manual override always available Solution: Use “Schedule for specific time” option

”Learning Curve”

Reality: Takes 1-2 weeks to adapt Solution: Start with personal tasks first

Motion vs Competitors

vs Todoist/Any.do

• Motion: AI scheduling, calendar integration
• Traditional: Manual planning, more features

vs Calendly

• Motion: Full task management + scheduling
• Calendly: Just meeting scheduling

vs Sunsama/Akiflow

• Motion: Automatic scheduling
• Manual planners: You decide when

Advanced Tips

Optimization Strategies:

1. Batch similar work: Set task contexts
2. Protect deep work: Block calendar time
3. Use dependencies: Link related tasks
4. Template projects: Save common workflows
5. Review analytics: Understand patterns

Power User Features:

• Keyboard shortcuts
• Bulk task operations
• Custom scheduling rules
• API automations
• Advanced filtering

Customer Success Stories

Common Outcomes:

• 2+ hours saved daily
• 50% fewer missed deadlines
• Reduced planning anxiety
• Better work-life balance
• Increased productivity

Testimonial Themes:

• “Game-changer for my workflow”
• “Finally stay on top of everything”
• “AI assistant I didn’t know I needed”
• “Worth every penny”
• “Can’t imagine working without it”

Future Roadmap

Upcoming Features:

• Enhanced AI capabilities
• More integrations
• Advanced analytics
• Team collaboration
• Mobile improvements

Vision:

• Predictive workload management
• Energy level optimization
• Learning from patterns
• Proactive suggestions
• Workflow automation

Who Shouldn’t Use Motion

Not Ideal For:

• Large teams (50+)
• Complex project dependencies
• Strict methodology needs
• Budget-conscious users
• Feature maximalists

Better Alternatives:

• Large teams: Asana, Monday.com
• Complex projects: Microsoft Project
• Budget: Todoist, Trello
• Features: ClickUp, Notion

Verdict

Motion is revolutionary for professionals drowning in tasks and meetings. Its AI scheduling genuinely saves hours of planning time and reduces decision fatigue. While the price point is premium and features are focused rather than comprehensive, the time saved and stress reduced make it worthwhile for busy professionals. If you spend too much time planning when to do things rather than doing them, Motion could transform your productivity.