Purpose

Why Use Projects

Projects in Motion give your work structure and focus — helping you manage time, reduce context switching, and stay organized across tasks and deadlines.

1. Time management made clear

• Projects provide a roadmap, with timelines visible in views like Gantt.

• Tasks inside projects carry ETAs and deadlines, giving you a real sense of progress.

• Collaborative assignments make it clear who owns what and when it will be done.

2. Less context switching

• Motion’s AI groups tasks from the same project together in your daily schedule.

• This keeps you focused on one stream of work at a time, instead of jumping between unrelated topics.

• The result: smoother flow, better focus, and more efficiency.

3. Effortless organization and customization

• Projects can be color-coded, filtered, and viewed in multiple ways depending on your needs.

• Custom statuses help you track work through stages.

• Blockers ensure tasks get sequenced properly, so dependencies are respected automatically.

Key idea: Projects turn scattered work into an organized plan — making it easier to manage time, stay focused, and coordinate with others while Motion’s AI takes care of the scheduling.

Mental Model: Projects in Motion

To understand projects in Motion, think of them as the bridge between tasks and workspaces.

• Tasks are the smallest unit of work — individual actions you can complete.

• Projects bring those tasks together toward a defined outcome — a launch, a deliverable, or a campaign.

• Workspaces contain projects, keeping them organized by client, team, or department.

Inside a project, you can:

• Group tasks into stages to track progress.

• Attach docs and notes so context lives alongside the work.

• Assign members and see timelines to understand ownership and deadlines.

Analogy: If a workspace is like a department in your company, then a project is one initiative that department is driving forward. Tasks are the day-to-day work that make it happen.

Key idea: Projects give tasks direction — turning individual actions into coordinated outcomes that matter.

Benefits of using Project

Projects give structure to work that’s too big for a single task. They act as containers that bring together tasks, docs, and members around a shared goal — whether that’s delivering a product, closing a client deal, or running a campaign.

Why this matters for you:

• Clarity of goals → Projects define what success looks like and keep everyone aligned on the outcome.

• Alignment of tasks → Instead of a scattered list, tasks are organized under the project they contribute to.

• Visibility across teams → Everyone can see progress, owners, and deadlines in one place.

• Shared context → Attach docs, notes, and updates directly to the project so information stays connected to the work.

• Better planning → Projects provide the framework for workflow templates and AI-driven scheduling to operate.

Key idea: Projects turn scattered effort into coordinated execution — ensuring that every task moves you closer to a meaningful outcome.

Why Motion AI Is So Powerful with Project Workflow Templates

Project Workflow Templates (PWTs) save you from starting every project from scratch — and Motion’s AI takes them a step further. Instead of just reusing a static checklist, AI adapts your templates to the specifics of each new project.

Why this matters for you:

• Automatic task generation → AI can draft project plans, fill in stages, and create tasks from a prompt or description.

• Adaptive timelines → Deadlines and dependencies are adjusted automatically based on your real schedule.

• Smarter sequencing → AI respects blockers and priorities so tasks are scheduled in the right order.

• Reduced admin work → Less time spent setting up projects, more time executing them.

• Continuous improvement → Templates evolve as AI learns from your adjustments, making future projects even smoother.

Example: A product team creates a “Feature Launch” template. When they kick off a new release, Motion’s AI uses that template to generate tasks, adjust dates based on the actual target launch, and group work logically. What once took hours to plan is now ready in minutes.

Key idea: Motion AI transforms templates from static blueprints into dynamic, adaptive systems — letting you focus on the work while AI handles the planning.