Motion is a full project management tool while Todoist is more built for basic task management. While Todoist has a team features, it's missing collaborative features like task dependencies and longer-term planning views like Gantt Charts and team workload.
We believe there are better options available in this category, read below to learn what this software does well, and what they could do better. ⤵
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Use AI to plan your work, automatically. Be 137% more productive. Use the AI assistant for busy people and work teams.
Motion (also often referred to as Use Motion or Motion App) is our top pick for project management for teams. The reason we love it (and why we switched after using Asana for 7 years!) is because it’s not just a tool to manage your work. It actually helps us get work done faster.
Let us explain:
You enter your projects and tasks, and Motion’s AI automatically schedules them on your calendar. More than that, it takes your entire schedule into account (meetings, personal appointments, etc) to accurately predict when work will get done (and if you’ll meet your deadlines as a team).
Recently, Motion even added AI Employees. You can assign tasks to AI Employees to handle things like writing blog posts, creating social content, drafting email responses, and even providing coaching on where you and your team can improve.
So with that, at its core, Motion is really an AI assistant. It pulls together all this unique information and uses it to build your most productive day, making it one of the best tools on the market for actually getting more done.
Compared to other top project management tools, Motion is far ahead when it comes to leveraging AI to help teams get ahead 🚀
If you've heard of the productivity app terminology of "time blocking", well Motion does that automatically using AI, no manual time blocking needed.
With your entire team using Motion, it's like you have a full-time personal assistant shared across the company, ensuring that everyone is getting deep work done all while focusing on what is most important (at the most ideal time), all while making sure that no one is ever double-booked.
All of this makes for an incredibly powerful tool for individuals, but exponentially more valuable with every additional team member you add. No other project management or daily planner tool on the market seems to go to this degree.
As compared to some of the best project management software on the market often mentioned like Asana, Monday, ClickUp, Motion has taken their sights on slightly smaller teams of between 1–100 people.
This team size target is based on their current feature-set, from what we've seen. For example, the larger teams that we work with who have many layers of management often require reporting capabilities over everything else. And with Motion, that's not something you're going to get, because they are currently focused on giving the only AI project management tool on the market focused on helping the individual and teams, over the needs of upper-management.
So if you and your team are used to spending a lot of time planning deadlines, and rearranging your "My Task" view in the existing tools on the market, Motion flips this on it's head with the use of AI. Something to consider if you're fed up with the manual work involved with traditional project management tools.
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Compared to the best daily planner apps on the market like Sunsama and Akiflow, Motion is the only daily planner we've seen that actually leverages AI to plan your day for you. With all of the other apps in the category, you need to manually drag in tasks to time block and plan each day. This is an incredibly time consuming process, that some justify as being "more mindful", but once you actually have AI schedule your day for you, you realize how much time is actually wasted "mindfully planning your day".
At its core, Motion is a project management tool. That's the backbone. But they have AI Employees that pull context from your tasks, projects, AI notes, and meeting notes. The more you put in, the smarter it gets.
So if you're a team that has wanted to implement AI more, but haven't really been sure "how", Motion is making incredibly easy and accessible. It's giving all teams the opportunity to leverage AI and hire only for roles that AI can't handle.
We LOVE Motion's Meeting Recorder, and if you're already using Motion for your projects, there's really no reason to use another one. It automatically joins your meetings (you just have to let it in), records video and text, and then uses AI to organize the notes for you. It also automatically creates tasks from the meeting notes and all you need to do is approve or deny them.
Motion’s AI Docs are super handy for keeping processes and notes right inside your projects, perfect if you don’t already have a knowledge base. That said, don't expect them to be as powerful as Notion or Slite. They are more to be used for basic documentation and notes. The best part of Motion AI Docs is that you can quickly tag projects and tasks, so that everything is conneted and integrated.
Compared to the best calendar schedulers on the market like Calendly and Chili Piper, Motion bakes in the core functionality of these tools, with the added visibility of team tasks and urgent deadlines, actually booking off availability for you and your team if high priority work needs to get done by a quickly approaching deadline.
Annual Billing:
Monthly Billing (per user per month):
View full Motion pricing tiers & features on their site (to see which features are included in each tier)
If all of that connects with you and you think it might fit your needs, they have a 7 day free trial that you can use along with your team to see what it's like having a personalized AI assistant.
A to-do list to organize your work & life.
Todoist is one of the longest-standing task management apps (founded in 2007!). You get exactly what you'd expect from Todoist — the ability to create tasks, prioritize them, and organize them with labels. You can view your tasks in a list, kanban view, or calendar view (paid tier).
With the rising popularity of time blocking, Todoist has received immense pressure from it's customers to build a calendar view and allow for task time blocking. That said, time blocking is a secondary feature to Todoist and is quite barebones compared to other daily planners. Many folks integrate Todoist with Sunsama or Akiflow for the full daily planning experience.
If considering Todoist for business, whether you're an individual or a team, there are better task management apps available that will give you more productivity power (e.g. other tools that will allow you to schedule meetings, time block tasks, manage projects, see your workload, and collaborate with team members), so as a heads up, make sure to consider those before diving head first into Todoist for business.
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