The App That Revolutionized My Time & Task Management
As a small business owner, juggling multiple tasks and responsibilities can often feel overwhelming. For years, I relied on Asana to keep my projects organized, but I always felt something was missing—like a built-in genie to magically handle my tasks (or at least schedule them). Enter Motion – the game-changing tool that combines task management with time blocking, transforming how I plan and execute my day. Spoiler alert: It’s a serious upgrade.
Reclaim Your Day with Motion’s Time Blocking
Time blocking is a productivity technique where you divide your day into blocks of time, each dedicated to a specific task or group of tasks. Motion elevates this concept by seamlessly integrating it with your to-do list and calendar, transforming your time from a scrambled mess into a well-choreographed dance (minus the jazz hands). This integration proved invaluable one morning when a surprise (but welcome) client call disrupted my carefully planned day. Using Motion, my schedule was easily readjusted by dragging and dropping blocks to accommodate the call, while automatically rescheduling lower-priority tasks for later in the week. This flexibility allowed me to stay on top of my workload without compromising on essential client communication.
Why Motion Outshines Traditional Task Management Tools
I used to toggle between my calendar and to-do list like a ping-pong match, hoping my brain could somehow keep it all straight. Motion, however, brings everything into one place, where my tasks and calendar live in harmony. Here’s where it really stands out:
Task List + Calendar Integration: Unlike Asana, Motion combines your task list with your calendar, giving you a full picture of your day so you can allocate time more effectively (and see where you’re overcommitted before the panic sets in).
Flexible Time Blocks: Motion’s drag-and-drop time blocks adjust on the fly. For a person like me, who thrives in short bursts, this flexibility means I can plan without feeling like a clock-watching robot.
Meeting Assistant: One of Motion’s super helpful features is the Meeting Assistant, which works like Calendly but links directly with your Motion calendar. It makes scheduling a breeze, eliminating the back-and-forth, and ensures you never double-book or overlook your own availability.
Intelligent Scheduling: Motion’s AI doesn’t just sit around looking fancy; it actively suggests optimal times for tasks based on your preferences and time slots, so you’re always working when you’re most productive. It’s like having a personal assistant without the awkward small talk.
Adaptability: Small business life = unexpected tasks. With Motion, it’s easy to reprioritize and reschedule, keeping your goals front and center (no sweat if a surprise meeting pops up or if you need to dodge an afternoon slump).
How I’m Getting More Done in Less Time
Here’s how Motion helps me keep my days structured, focused, and occasionally stress-free:
Morning Planning: I start my day by reviewing my task list and calendar in Motion. It’s like taking a moment to breathe, stare down my to-dos, and say, “We’ve got this.”
Prioritization: Motion’s priority settings ensure the big stuff gets slotted in first, so I’m not panicking at 4 PM trying to remember what I forgot.
Focused Work Sessions: I schedule one-hour blocks of focused work, followed by short breaks. Working like this lets me attack tasks with intensity and actually recharge. Motion makes it easy to block in short breaks to avoid those “What day is it?” burnout spirals.
End-of-Day Review: I wrap up by assessing my progress, using Motion’s intuitive drag-and-drop interface to reschedule anything unfinished. This way, I end my day feeling accomplished, not overwhelmed (most days!).
The Impact on My Small Business
Since adopting Motion, I’ve experienced a transformation in how I handle my day-to-day. Here’s what I’ve noticed:
Increased productivity: With clearer time blocks, I’m completing more tasks (and reaping the satisfaction of crossing them off).
Reduced stress: I don’t feel like I’m spinning plates all day – I’ve got a rhythm, and it’s not as frantic as before.
Better time awareness: Knowing exactly what fits in a day has helped me set realistic expectations for projects.
Making Room for Dream Projects: One of my favorite Motion features is the ability to add “nice-to-have” projects that I usually put off. By setting a low priority and a far-off deadline, they don’t appear on my schedule when urgent tasks are due, but Motion reminds me of them whenever I have a free block. It’s like a gentle nudge to dive into those dream projects I keep putting off.
Easier project management: Multiple projects no longer feel chaotic. Motion keeps everything neatly organized, so I can see where I’m at with each task and what’s left on my plate.
Tips for Getting Started with Motion
Ready to give Motion a try? Here are some tips to make it as easy as possible to dive in:
Start Small: Begin by time-blocking just your highest-priority tasks. Once you’re comfortable, expand your blocks until everything has its own time (and don’t worry if your first attempts look like a colorful mess).
Be Realistic: Leave wiggle room. Don’t pack every hour of your day, or you’ll be re-blocking before lunchtime.
Try the Pomodoro Technique: Set Motion’s time blocks for 25 minutes of work followed by a 5-minute break. It’s like a productivity sprint with rewards – what’s not to love?
Batch Similar Tasks: Grouping “emails and admin” together can save you from task-switching fatigue. Get them all done in one go, and reclaim your mental energy.
Hungry for more productivity-boosting tips? Our comprehensive blog post, "Software I Use for My Small Business", dives deep into a curated selection of productivity tools and software solutions. Discover how these powerful applications can streamline your operations, enhance collaboration, and propel your small business to new heights of efficiency.
For small business owners looking to level up their time management game, Motion offers a powerful solution that combines the best of task management and time blocking. With a clear visual representation of your day and the flexibility to adapt to changing priorities, Motion has become an indispensable tool in my business arsenal.
