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For Small + Mid-Market teams looking to for an AI-powerd time management platform (Calendar + Scheduling + Tasks & Projects).
We believe that Motion is creating a new software category entirely. While you'll see us compare it with the best project management software on the market, you'll see that it isn't just a traditional project manager, nor is it just a daily planner app. By the end of reading this Motion App review, you'll know for certain if it's a tool worth trying out for your team. And with that, let's dive in ⤵:
Motion is for small to medium sized teams looking for an innovative way to manage their projects and time (think 1-50 employees).
If you've tried Asana, Jira, ClickUp, or Monday and found that you were spending way more time managing your work than, well, working, then Motion might be a breath of fresh air. Motion's mission is to help teams get more work done instead of just helping to manage work.
After 7 years of using Asana, we actually switched entirely to Motion App because of the drastic time-saving component. With Motion, you create tasks and group them into projects. From there, you simply set the deadline, priority, and any blockers. That's where Motion uses AI to automatically schedule the tasks required to complete the project on each team member's calendars, all while taking into account any meetings and calendar schedules. No other project management tool on the market does this!
Oh, and whenever things don’t go according to plan (which they never do), Motion automatically re-prioritizes everyone’s tasks and calendar so that everything gets done, on time. Helping de-stress teammates by offloading all of the cognitive processing surrounding what should be done next.
Just like other project management tools, you can use Motion to organize projects in different workspaces then view your to-dos as a list view or kanban board, set task dependencies, track tasks and collaborate with team members.
So if you are wanting an innovative tool to help you manage projects, get more done and help you plan your day, Motion is an excellent choice 🙌
Start your 7 day free trial of Motion here.
If you are a busy professional that is more so looking for a daily planner instead of a full project management tool, Motion is also an excellent choice.
Compared to other daily planner alternatives Motion is pulling this entire category forward by leveraging artificial intelligence, tasks mixed with calendar events, time blocking, and prioritization, to build an app that feels like more you have a personal assistant helping you manage your time. Motion is great for soloprenuers, freelancers, contractors and students.
If you're working for a large company that's already using a dedicated project management tool (e.g. Asana, ClickUp, or Jira), then you might be seeking Motion as a more simple tool to help you manage your workload (since those tools don't allow for tasks to be scheduled on your calendar). While you could technically integrate your project management tool with Motion for the AI scheduling component (we know many individuals who have done this), you'd need to know how to use Zapier to do so and can end up being a bit much to manage since you're now using two project management tools.
Instead, you might want to consider a tool like Akiflow or Sunsama that are both simply daily planning tools. Both Akiflow and Sunsama have native integrations with most of the main project management tools that will make it easy for your to pull your tasks in and schedule them onto your calendar for the day. That said, both Akiflow and Sunama lack AI capabilities to help you plan your day and reschedule tasks and would require more of a manual planning process.
One of the Motion cons is that the tool lacks "upper management reporting features".
Why? Motion project management is a new tool on the market and their current focus is developing their AI features for task prioritization and scheduling, therefore reporting and dashboards are on the back burner.
If you're a team who places a lot of importance on project management reporting, dashboards, timeline views, progress reports and more, then Motion won't be suitable as they aren't currently building these features (yet!). In this case, consider Asana who offers top of the line project management reporting and might be a better project ma
If you're an individual that is price sensitive and is wanting to use Motion for general low-value daily tasks like reminders to do the laundry, to take supplements, or practice your latest habit for the week, you'd might be hard-pressed to find Motion worth the price. While Motion does work for this (and quite well at that), it's primarily a tool to help you manage work and complex projects and that's where individuals and teams see the most value.
In this case, a more personal–focused tool like TickTick, Todoist, or even Reclaim might fit better for your non-professional use-cases.
Rating: A+
Motion isn't just a calendar, scheduler, or task manager. It's really an AI assistant that takes all of this unique information, and uses it to build your perfect day:
Start your 7 day free trial of Motion here
Other project planning software requires you to spend chunks of your day re-evaluating deadlines and shifting back work. Not to mention, they have no actual reference of your calendar, so actual focus time available doesn't even take into account when you're in meetings... 😅
That's where Motion is different, and in some ways, in a category of its own. What they are doing is unmatched in the project management software space, and when you compare Motion alternatives like Motion vs Asana amongst others in the category, you see how outdated traditional task management tools truly are.
They've also taken this whole time management category and leveled up your project management software with a baked in calendar scheduler that takes into account all of your tasks and hard deadlines, along with time blocking to only recommend the best times for you to meet with others, ensuring that you can still get your work done on time. Something that no other project management software can do.
Start your 7 day free trial of Motion here.
Rating: B-
Motion has a functional calendar/task interface that has your most important tasks on the side, and your calendar events along with your tasks in the main area. It might not be the prettiest tool on the market *yet* but that's because the team is focused out on building out the AI functionality of the tool to help with managing your work. While we love tools with a beautiful UI, in this case we find that with how much time we save with Motion, it's worth the trade-off.
We have faith that the team will make the much needed improvements here, and since it would require such minor modifications, we can't weigh this section too heavily against Motion. With some modifications to their UI, we feel Motion can pretty easily get to a B+ rating in this category.
Start your 7 day free trial of Motion here.
When comparing the calendar view of Motion and Cron, you start to see where the UI could be improved:
Rating: B
The main benefit of Motion, and how it differentiates from every other project management tool on the market is it's AI features: you add your tasks to it, then you forget about it. It will automatically schedule your tasks into your Motion calendar to ensure that you get them done by the time they need to be completed. You don't have to constantly manually plan your day, you just show up, look at your daily schedule and get to work 💪
Start your 7 day free trial of Motion here.
With Motion app, not only do you get project and task management, a calendar and AI scheduling features, but you also get a meeting scheduling feature. This meeting assistant easily allows you to share your availability with others and will indicate "Preferred" scheduling times around your other meetings so you can have larger times of focus-time instead of being in and out of meetings.
In terms of your project management features, you'll get unlimited projects, task management, task views, list views, kanban boards, task dependencies, the ability to track tasks and team collaboration features. You can set custom filtered views so if you want to see your tasks in a kanban board or list view, both are options.
With other tools like Asana, you need to manually reschedule your tasks manually on a daily basis, wasting anywhere from 20–60 minutes per day—something you rarely need to think about with Motion.
Motion is always a keyboard shortcut away (OPT + C to view the calendar, OPT + A to quickly access your meeting scheduler, and finally OPT + SPACE to quick-add a task from anywhere on your computer. These shortcuts are one of the reasons we love using Motion. Whether you're in the browser and need to check your availability quickly, are curious if you have any upcoming meetings and then want to get right back where you left off, or simply think of a task you need added (for yourself or your team member), it's all just one keyboard shortcut away.
Calendar: There are a few times where you'd actually want to open back up Google Calendar for certain things, like proposing a new time for example, or editing a team's calendar event (even if you're invited to it), so fixing these things will greatly improve the UX. It would be nice to be able to have all of the normal Google Calendar functionality within Motion. We're confident that they can actually get this up to an in the next 6–18 months.
Project Management Features: At the the time of writing this Motion review, Motion still has a bit more to go on some core functionality for the project management side of things like super robust searching functionality and custom fields, but this is something that is definitely coming in time.
Reporting: What you also won't get with Motion though is customizable reports, or any reporting dashboards for that matter. That's not to say this won't come in the future, but for now the Motion team is focused on improving productivity for small + medium sized businesses and often times reporting features are required more at the enterprise level.
Rating: B-
Motion has an iOS and Android app that is fully-featured, including the full calendar functionality, along with your complete project task lists, and quick access to booking links while on-the-go.
Things we'd love to see to bring Motion up to an A is a proper widget to replace the need for Google Calendar entirely. Some quality UX improvements could be made with having a way to more easily create tasks from other apps, by say sharing a screenshot to Motion, or highlighting text and sharing it with Motion.
A fun feature Motion recently added to the iOS app is being able to use Siri to create tasks while on-the-go. Simply ask Siri to "create a task in Motion to review that presentation ASAP" and it will pop it on our calendar, rearranging all your other tasks. Now they just need to bring the feature to Google Assistant users too!
The Motion project management tool on the mobile app is still in it's early phases. You can see your tasks in list view, but not on your kanban board for example. For this reason, we prefer to use the mobile app for tasks on the go but we prefer to use the desktop app and web app for project management and actually organizing projects/tasks and for getting work done.
One little knit-pick is the time it takes for the mobile app to load, although this is something that the team is aware of, and we feel pretty confident that the mobile app will hit B+ category in the months to come.
Start your 7 day free trial of Motion here.
Rating: B-
We have to hand it to the team at Motion on this one—they launched an API, and then almost immediately spun up a Zapier integration to make their API even more accessible to others, something that newer tools in the space haven't invested in which makes Motion stand out, and something we greatly appreciate.
The API is surely to improve with time, adding in more functionality, although it does allow for the major things you'd want to use it for already, like create/find/update of tasks, and most importantly, creating the magic auto-scheduled task.
When comparing Motion's API with some of the leaders in project management like Asana, Motion does about 85% of what it needs to do for most integrations. We also know it'll get closer to 90–95% once they allow for custom fields, as functionality around "search tasks by custom field value" is surely to come with it.
The one thing to note though is that the API does not currently work with the appointment scheduling side of things. For example, it does not allow for the same API functionality that a standalone scheduler tool like Calendly will give you on that front. That said, you can build some of this functionality by getting creative using a tool like Mailparser alongside Zapier (e.g. logging new appointments into your CRM upon booking), although I will say, it's not all that straightforward. 😅
All-in-all, Motion's API is getting there, and is likely to do what you'd need it to do on the project management front. We'd only say be aware if you're planning on building robust integrations based on their meeting scheduler, because if so, you might be better off using one of the best appointment scheduler apps in that case instead.
Start your 7 day free trial of Motion here.
If you're anything like us and are just starting the quest of your own (or in the middle of it), let us save you some time: you'll likely stumble upon calendar tools like Cron, Vimcal, Magical, Fantastical, Woven (acquired by Slack), and many more scheduler-focused tools like Calendly, ChiliPiper, and Cal.com (amongst many others), along with no shortage of all-in-one task management tools (e.g. Sunsama and Akiflow), heck, even "time management" tools like Clockwise and Reclaim. Not to mention extensive project management tools like ClickUp, Asana and Monday.
Well we're here to tell you that we've tried them all—extensively.
Each and every tool mentioned does some aspects to time management well, but fall apart when done together.
And that's where Motion is different. Motion is more than just a calendar, scheduler, or task/project manager—it is a platform for time management. Because at the end of the day, we're all just managing time—sometimes by way of projects and tasks, and at other times meetings and events. Motion understands this fact first-and-foremost, and with a small sprinkle of AI, you're given your perfect day planned out for you, no rescheduling or rearranging necessary.
Start your 7 day free trial of Motion here.
Motion pricing is totally reasonable for all that it can do. Priced at $19 per month for individuals (on the annual plan), or $12 per user (team plan). Keep in mind the fact that the tool also includes a project management tool, calendar and meeting scheduler which makes Motion worth it.
You can also pay monthly on either the individual plan ($34/m) or team plan ($20/m), but in general if you do, consider upgrading to the annual tier after 2-3 months of use as you'll save nearly 40% on the price by doing so.
Whether you're a busy professional or a team, we think Motion is worth the price.
Our overall Motion app review? Well hopefully this says it all: we've actually fully switched to Motion from Asana after using Asana for 7+ years 😄
Motion app has been a game changer for our team and has allowed us to remember tasks we would have otherwise forgotten, manage projects and better collaborate as a team. Motion is definitely worth giving a try, especially if you have under 50 or so employees and are looking for a tool that is simple to use for everyone.
If you're looking for a deeper dive comparison on the Motion project management tool, you can check out a deep dive project management comparison that covers all of that here.
Motion as a project management solution works well for teamwork projects, busy professionals, creative teams, remote teams, professional services and development teams. They don't have a free plan available but definitely give the free trial a shot before committing to a Motion alternative.
That said, we finally found what we've been looking for in terms of the perfect tool for our team (Oh and there's actually quite a bit more to the story if you're interested in hearing more).
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There is currently no promo code for this app but we are close partners, so if you use the link above to visit the site and then let their team know that Efficient App sent you, you may just get a little something... extra 😉
There is currently no promo code for this app—we'll update it here if that changes in the future!
While there's currently no promo code available, if you use the link above and you let their team know that we sent you, they might even extend your free trial (if you write into support) 😉
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A daily planner tool to help you centralize your schedule.
Akiflow falls into the daily planner app + productivity app category. It helps individuals that have tasks in multiple different tools (e.g. email, Asana, Slack, Google Calendar, Notion) and want task consolidation. Akiflow's integrations allow you to build workflows from various apps to add to-do list items in Akiflow, and within Akiflow you are able to arrange the tasks into a calendar view. It aims to be your personal task manager.
Akiflow as a task manager is great if you are using many different tools (Gmail, Outlook email, Google Calendar, Asana or ClickUp, Slack, etc.) and you want one tool to help with the task consolidation and daily planning of your tasks. If you are a part of a team that is using a project management tool and you feel like you are constantly consolidating your to-dos from different channels, with Akiflow's integrations you can automatically have a running list of all of your task list items which can be helpful.
Akiflow might be well suited for you if you're working at an organization where you have little say about the number of tools used for the team to communicate internally, and you want to have more control over organizing your tasks and planning your day.
Akiflow has a powerful command bar and keyboard shortcuts, so if you are more of a power user who enjoys this level of productivity it's worth giving a shot to help with time management and using it as a personal task manager.
Start your 7 day free trial of Akiflow here.
If you are looking to reduce the number of of productivity apps you use, then there might be better tools out there for you. The whole problem Akiflow is trying to solve is that some teams have become reliant of using so many tools to manage projects that we now need another tool to have a central place for all of our tasks 😅 For example, if your team is not yet using a project management tool (or you individually know you need to manage larger projects), then considering something like Motion might be best as it would eliminate your need for a project management tool + a daily planning tool (it offers daily planning, time blocking, and calendar scheduling capabilities in addition to full project management capabilities).
On the other hand, if you don't need integrations with other tools and just want a task management app that can help you act as your personal task manager, then you can even consider something like Routine and Sunsama which are both beautiful more minimalistic time management apps.
Finally, if you are easily overwhelmed at the thought of spending 10-20 minutes per day organizing your tasks, then Akiflow won't be a great task management app as it requires you to manually drag tasks onto your calendar.
Rating: B
Akiflow was created as a response to the cognitive overload from using a lot of different tools to communicate and plan our work. They've invested a ton in their integrations with the goal to help you centralize your schedule and have one tool that answers the question of what you need to work on next. Their calendar experience allows you to drag tasks straight onto your calendar view so you can visualize your day.
You can label your tasks into categories like "personal" "marketing" "bugs" "school" so you can easily view groupings of your tasks. Their progress visualization is also great to keep track of how many more tasks you need to complete for the day. At the end of the day, their daily shutdown feature will show help you reflect on your current day and plan tasks for future days.
While Akiflow is impressive, there is a lot of Akiflow alternatives on the market with similar features. Sunsama and Routine are two of the main competitors along with Motion, although Motion stands out more as they have AI capabilities to help auto-schedule your tasks (including rescheduling your tasks for you if you don't complete them).
Start your 7 day free trial of Akiflow here.
Rating: B-
While Akiflow's interface has improved time, compared to other daily planning tools, it's more clunky to use. It looks similar to your email inbox with a calendar on the left hand side where you can drag and drop tasks. But when viewing all your tasks that have come through from your integrations, it's easy to feel overwhelmed and cluttered.
Start your 7 day free trial of Akiflow here.
Rating: C+
The truth of the matter is just because you can consolidate all of your tasks in one place, doesn't mean you should. For instance, just because you need to respond to 5 Slack messages and answer 3 emails, should you add it to Akiflow and then manually drag the items onto your calendar as a part of your daily tasks? We'd say probably no.
It can be easy to over engineer your schedule with Akiflow. When we used it, we found this is exactly what happened. We found ourselves slightly overwhelmed with the number of tasks in Akiflow. At the end of the day, you want to be more productive, not spend more time scheduling tasks and planning your day.
More than that, when you complete a task in Akiflow, it doesn't sync back to the app that sent over the task so you can end up having to check it off twice.
To get the best experience with Akiflow, we suggest being highly selective in terms of which tasks you want to be in Akiflow. If they are meaningful tasks that require some planning, then they are useful to add. If they are tasks that are not as substantial, then we say it's best to probably not clutter your Akiflow task list with them.
It also does feel like there's many missed opportunities to automate some of the things you need to do during your daily review (and yes, you need to review your Akiflow daily so that it doesn't fall behind). Why not have an option to automatically reschedule your day for you, why is it such a manual process? The same frustration that we have with a tool like Asana and Sunsama.
Start your 7 day free trial of Akiflow here.
Rating: C
Akiflow's mobile app for Android and iOS is in beta, so it is still relatively new.
Rating: B
This is where Akiflow excels out of all the daily planner applications, with native integrations. They have a super barebones Zapier connector allowing you to build your own custom workflows with Akiflow (although be warned, they only allow for "create task", no search/update functionality, meaning the custom integration you can build will be quite barebones).
That said, you could have a simple integration like: do you want a new task in Akiflow when a new lead is added to your CRM? That is possible with Akiflow and other daily planning tools lack. Although we would recommend keeping CRM and relationship-focused tasks outside of your project manager and use your CRM task section instead.
All this being said, Akiflow is the best daily planner app if integrations with other tools is important to you.
If you use a ton of productivity apps and are craving one tool to help you with daily planning while continuing to use all the other tools for different reasons, then we'd recommend at least signing up for a Akiflow free trial to see it in action.
Start your 7 day free trial of Akiflow here.
Is Akiflow worth it? If you identify as a professional power user who wants one tool to help with task consolidation, then it's worth signing up for a free trial. Just remember you will still need to manually plan your tasks into your day and falling behind on this won't allow you to get the most out of the tool. That said, it's a much better daily planner alternative than using paper planners and certainly beats out Google tasks as well!
If you're not already using and loving another project management tool and would prefer one solution that offers daily planning, time blocking, meeting scheduling and project management capabilities, we'd recommend simply using Motion, as when you compare Motion vs Akiflow, you really need Akiflow and a project management together (2 separate tools) to get what Motion gives you out of the box.
Akiflow could be a good personal task manager with an improved calendar experience to reduce cognitive overload, but prepare to invest sometime in learning how to best use it to get the most out of it.
There is currently no promo code for this app but we are close partners, so if you use the link above to visit the site and then let their team know that Efficient App sent you, you may just get a little something... extra 😉
There is currently no promo code for this app—we'll update it here if that changes in the future!
7-day free trial + $10 off your next billing by using the link above.
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