[0:00]Welcome to Motion AI for Beginners. Where we'll learn how to use this AI driven work management platform. If you've never used a work management program before, don't worry, you're in the right place. In this tutorial, we'll cover everything from motion organizational hierarchy, workshops, folders, documents, tasks, and events to creating and managing each of these, visualizing projects with Gan charts, automating repetitive work, building centralized dashboards, integrating third-party apps, how to schedule meetings and take notes with AI and build AI driven workflows. Each chapter is packed with examples, on screen demos, tips and best practices. Here's our plan for the video. You'll find the time stamps right here, so you can jump to any section you need. Oh, and a quick hit up. If you want to try motion AI, use my link in the description. Not only are you going to get a seven day free trial, but you're also going to support the channel so we can keep producing helpful videos just like this one. Thank you very much. And now, let's get started. On the homepage, click try motion for free. Answer the question and create an account using one of the methods available. Unfortunately, motion AI requires you to use a credit card or Google Pay to sign up for an accounts. You're not build until the final day of the trial. So if you decide that motion AI isn't for you, you'll want to make sure to cancel your subscription in time on your account page. I'll show you where that is before we get started. For now, choose one of the payment methods and follow the on screen instructions. Pro tip, each team member must have their own subscription. However, when you subscribe as a team, you can receive over 40% off an annual subscription. Motion has a fairly lengthy onboarding process. So, I'll walk you through that step by step. Chapter one, onboarding. You can skip this short introductory video. First things first, you'll be asked to give your team a name and invite team members by adding their emails. I'll name my team GB marketing and invite the team members later. Click continue and invite team members later. Next, you'll be asked to onboard your AI employees. Click continue. You'll see seven AI employees that can be added to your team. For now, I'll go ahead and add Alfred, the executive assistant and Millie, the project manager. You'll be asked to select the skills you would like to use. If you'd like, You can read a short description of what these new teammates can do for you. For now, I'll click on board Alfred and add skills later. For Millie, select the workspace you want to add her to. I'm selecting my private workspace. Then, clicking on board Millie and add skills later. After that, you'll be asked to set up your AI workspace. Click continue. You'll be asked to set up your first projects. I'll go ahead and name it motion AI tutorial and set the due date a week from now. The next step is new. Motion generator will create the project timeline for you. I'll use the following description. We're writing an hour long tutorial on the basics of motion AI. We'll break this into the following stages. Research, scripting, recording, screen capture, editing and post production. This project, we'll have a project manager, a script writer, a voice over artist, a video editor, and a quality control specialist. It'll take a few seconds, but motion will spin up your first projects in no time. At this point, you'll see a project outline created by motion. You can edit your project description if you would like, but I'll move on by clicking continue. Since my team members haven't joined yet, I'll leave the tasks unassigned and click continue. Click continue again and one more time. Next, you'll be asked to connect your calendars to motion. Click connect accounts. You can always set this up later, but it makes no sense to skip it now. I'll add my Google calendar. Click okay continue to grant motion permission to sync and sign in the Google account, you want to continue to motion. That will bring up this screen. I'll be granting motion access to everything from this tutorial, but you only need to grant access to the middle three options. Click continue when you're all set. That is the only calendar I'll be connecting to motion. So I'll click the bottom button here. Then select your main calendar and choose all the calendars that belong to you. Lastly, you'll be asked if you would like motion to automatically organize your tasks for you on your motion calendar. Go ahead and select yes and hit next. Next, you'll be asked to configure AI meeting notes and automated recap. I recommend turning on the AI note taker but not sending an email meeting recap. So, we'll select yes and no respectively. Click continue. First things first, I'll show you how to cancel your free trial. In the top left corner, click on the gear icon next to your profile picture. On the left side bar under account, click billing. Click manage plan and select cancel plan. Follow the brief on screen instructions and your plan will be cancelled. Let's head back to the dashboard by clicking back to motion in the upper left. Chapter two, dashboard navigation. The dashboard is divided into two side bars, on the left and on the right. The one on the right is your calendar where you can view your daily tasks. You can see an expanded view of each task by clicking on it. The left tool bar is where you'll find most of Notion's tools. Let's take a look at them one at a time. AI agenda. This displays all your daily tasks including their date and expected duration. You can mark a task as complete by clicking on the circle in this menu. Calendar brings up a full screen version of the calendar. On the right, you'll see an option to add another calendar to your accounts. As well as information about the accounts, you have already sinned with motion. Projects and tasks. This is where you'll be spending most of your time. Here, you can set up, manage, review, and browse your team's tasks. We will discuss page shortly. AI meeting notes. Whenever you finish a meeting with a client or member of your team, you'll find the AI's notes here. You can choose to sort these files by date, grouping and time of day. We will discuss this feature in greater detail in chapter 8. tutorials. If you get stuck or want to better understand motion, then check this out. This section features helpful videos covering a wide range of topics. Below this, you will see a section where items you favorite can be easy . Last up is workspace where you'll manage projects, assign tasks and collaborate with your team. Note, past do is only a placeholder. Once you favorite a project or dashboard, it'll appear here instead of under the heading favorites. Overdue tasks will still appear in the AI agenda menu on your calendar and be highlighted in projects and tasks. Now that you know your way around the dashboard, let's take a look at motion's organizational hierarchy. Chapter three, organization and creating new workspace. Here is motion's organizational hierarchy from biggest to smallest. Work space. De centralized help for a team where everything they need can be accessed. Folder, a place to keep information organized. For example, an A-trac company would benefit from having separate folders for appointments, billing, ordering, payroll, etc. Note, folders can also be stored in the following However, having a folder directly under a workspace that contains critical frequently used documents, EG project guidelines is particularly helpful. Projects, this is where your team will organize tasks, share documents and collaborate towards specific goals. Documents. This is where your team should store knowledge and collaborate on tasks. Documents are helpful places to ensure everyone is on the same page. knows the project status and is working to the same goal. For example, a project brief should be a document stored within a project. task, the basic organizational unit of motion. A task is a work that needs to be completed by a member of your team. Motion AI will automatically organize tasks based on due dates, priority and other relevant factors. Events. An events is a time-sensitive task that should not be rescheduled. EG, a meeting with a client at 3:00 p.m. on Tuesday. Events and tasks can be either one-offs such as a meeting with a client or recurring like daily team huddle, weekly department meetings etc. While managers can reschedule events, it is best to avoid this if possible. Look on the left side bar under workspace and you can see this in action. The default workspace is my private workspace which contains the document, welcome to motion. Next is a folder called motion onboarding, which contains the project learn motion, which holds the documents, project overview and motions philosophy in product overview. To view the tasks tied to learn motion, click on projects and tasks. Here you'll see all the tasks associated with this project. For this tutorial, I'll create a new workspace called GV marketing. Click the plus sign next to workspace. Give it a name and add members. With that done, hit save to create a new workspace. Now, let's go about scheduling and organizing tasks. Add followers and projects is easy. To add a folder, make sure the correct workspace is selected and click the plus sign. I'll create a new folder and name it clients. Under this folder, I'll follow the same steps to create a project called Motion AI tutorial. You can choose to use a pre-existing project template, create one with AI or create one from scratch. I'll pick a template by clicking here. Rather than filling out this form completely, I will only do the bare minimum. Don't worry, we will add more depth later. For now, give your template a name. In the upper left, I'll go with production template. I'll also add one new stage. I'll click the plus icon near the left side bar and name it research and writing. I will also change the name on the final stage from development to video editing. You will also need to give each task a name. For example, I'll use research thumbnail and video editing. Click save in the bottom right and your new project is ready to go. Ensure that you to create a project using this template and give it a name. Click continue. And there's the project. While you're on the screen, you'll want to color code each folder and project. Do that by clicking on the icon in the upper left, next to the projects or folder's name. Now that you've got a new project, it's time to start assigning tasks. Let's do that and see how motion optimizes and streamlines the process. Chapter four, AI task management. You can add tasks from almost anywhere in the app by clicking the blue plus new button in the upper left corner and selecting new task. That will bring up this window. Look in the upper right corner and make sure you're creating the task in the proper workspace and project. For each task fill in key details such as task name, eg, write the script, description, eg, produce an hour long tutorial and motion AI attachments, optional, but can be added at the bottom to help set expectations. On the right side, fill in the, priority level, low, medium, high, and AP. For my example, I'll choose AP. Estimated duration, ranges from 15 minutes to 16 hours. Chunks, helpful if you want to divide work over multiple days. Start date and deadline. You click the bell icon next to the deadline. You can choose to warn the if the task is passed to. Keep this on. Enable auto scheduling. When adding a task, ensure it is set for auto scheduling. This is the default option indicated by the purple bar you see here. You can turn auto scheduling on or off by flipping the slider on the left. Once you click save task at the bottom, motion AI automatically schedules it on the Chinese calendar in an open time slot before the due date. It automatically considers other tasks, meetings, and events scheduled to determine the best time. For instance, if the only medium priority task plan for Wednesday morning and you will sign them a high priority task do on Thursday, motion will slough into Wednesday morning. When you're done, click save task. Exit out of this by clicking the X. Review your daily plan. Motion will generate a daily plan outlining what you should work on hour by hour. Each day, check your task list on calendar view to see the list of tasks, motion has planned for you. I'll pull up my calendar and you can see that the A app task has been slaughtered in my next time slot with the less critical onboarding tasks relayed to later. Adjusting tasks, motion lessons. You remain in control. If motion schedules a task at a time you don't like, simply drag and drop it to a different time on your calendar. Note, I'll drag the create your first three project task to later in the week and you'll notice a pop-up asking me to confirm my decision. Moving tasks turned them into fixed time tasks. Like events, these are re-scheduled to occur at a certain time and one set should not be moved. For now, I'll go ahead and click move task. Here's the cool part. Motion AI will learn from these adjustments over time. For example, if you consistently move tasks to the afternoon, motion will start assigning your tasks to the afternoon and shuffle meetings to the morning. Dynamic re-schedule. Life happens. Meetings run over or urgent tasks pop up. When something changes, motion AI task manager will reorganize your remaining tasks into the best available time slots. Say a surprise client call comes in and eats up an hour. As soon as you log that events or if you already integrated your calendar, this will happen automatically, motion will push back or reschedule your lower priority tasks to accommodate the change. This means you don't have to manually replan your whole day. Motion does it for you in real time. Use status and views. Use the task dashboard to track progress. Motion allows you to view tasks in various ways. Open projects and tasks. At the top, you'll see different ways to organize your tasks, including a list, a board, can build style or a more detailed filter. Open the drop down menu by clicking on sort projects. That let use sort by projects, status, deadline, assign, attachments, etc. As a manager, you'll definitely want to check the team schedule view, which shows each team's members's plan tasks and availability. Useful if you need to huddle with a team member or send a report to your boss. Leveraging recruiting tasks. For any routine duties, like daily checklists, weekly reports and monthly audits, set them up as recruiting tasks. For example, if you need 30 minutes every Friday to review time sheets, click on plus new and select new task. To make a task recruiting, simply click recruiting in the top center of this window. On the right, You'll see a new setting called repeats. Click on it and you'll be able to see how frequently the task needs to be completed. daily, weekly, by weekly, monthly, or quarterly. And if it needs to take place on a specific day, every week day or every day. As an example, I'll create the daily team huddle task. Give it a short description, set it for 30 minutes and have it repeat every week day. To schedule a specific time, I'll click on schedule custom and click on where it says ideal start time. I'll set the daily huddle for 9:30 a.m. I'll also give it a high priority. That way it should appear at the designated time. With your recurring task setup, click save task. Pro tips for task management. Provide realistic estimates. Don't underestimate the time a task will take. When adding a task, provide your best estimate of how long it will take. If a task is big, consider breaking it into smaller or chunk tasks. This makes scheduling more accurate and less overwhelming for you and your team. It will also ensure no pre-vendible bottleneck emerge because someone set an unreasonable timeline. Adjust on the fly. Don't hesitate to update tasks as you go. If a quick task turns into a deep dive, simply extend its duration or change its deadline. Motions AI will reshuffle the rest of your schedule to help you stay on track. Set dependencies. blockers. Blockers are essentially conditioned for tasks. This can be helpful, especially if multiple people are working on different parts of the same task. For example, it doesn't really matter if task B can start until task A is finished if the same assign-n-e is handling both tasks. If task B has a different assign-n-e however, then you see the problem. Maybe their schedule is lighter. So, motion schedules them to complete task B before task A is complete. I'll show you how to prevent this from happening. Go ahead and open your projects. I'll open motion AI tutorial. Make sure you have the research stage selected. Cover over the first task of the stage. Identify key topics to cover in the tutorial. Click the three dots that appear on the right of the task and select set blockers. Click mark as blocking and select gather resources and references on motion AI. The change will save automatically. Now, let's pull up the task and see if it has updated. Yep. at the bottom it says blocked by identify key topics to cover in this tutorial. If someone has a blocked task, it'll have a lock icon in the upper right corner of their calendar and they won't be able to work on it. Pro tip, blockers only function within a stage, not between them. In other words, the last task in the research stage cannot serve as a blocker for the first task in the scripting stage. Instead, you'll have to manually advance the project to the next stage when all tasks are complete. By using AI to prioritize and organize your tasks, motion helps you spend less time planning and more time actually getting things done. And now that you know how to create an assign tasks, let's see how you can easily visualize all that data. Chapter 5, using Gan charts to visualize and adjust project timelines. If you're dealing with projects that have many tasks, deadlines and people involved, Motion AI Gan charts is your best friend. A Gan charts is essentially A timeline view of projects and in motion it's always kept up to date. To open a gain chart open projects and tasks between can-bun and sort projects click ganes. Here's what you need to know. All projects in one timeline. With motions ganes view, you get a high level of timeline of all your projects in real time. Each project appears as a bar stretching from its start date to its deadline. This makes it easy to see what's happening when and ensure nothing slips through the cracks. In the upper right, you'll have the ability to view by month, quarter, and year. If you're managing multiple projects, the single view prevents you from overcommitting your team on any given week. Task grouping and stacking. One powerful feature is the ability to group tasks or projects by various criteria. For example, open filters. Click the plus icon next to projects and select assign to sort by owner to see each person's workload throughout the year. You can also filter by status to see which projects are on track versus those that are behind. Color coded projects. Motion, let's you color code each project on the chart. Colors help you scan the timeline quickly and identify projects, teams or types of work at a glance. To do this, simply right click a project in the view and choose a color. Motion will then apply that color to the project and all its across the spacecraft. It's a simple trick, but it makes a busy chart much more readable. Dragon drop scheduling. Plans can change and the chart makes adjusting easy. You can grab a task or an entire project bar and drag it to a new date. Moons AI will instantly update all related schedules accordingly. For instance, I can click on the motion AI tutorial and move it back a week as shown here. Motion will automatically notify team members of their new deadlines. Essentially, you You can edit your project timeline with a mouse drag and motion handles the ripple effects in seconds. Always accurate schedules. Traditional Gancharts often fall out of sync the moment work starts because people miss dates or tasks take longer. Motions AI Gancharts shines here. It stays accurate from day one to done. Every time a task is completed or delayed, the chart updates itself in real time. If one task slips, the depend and the project deadline will adjust accordingly. This means you can actually rely on the G charts to make informed decisions rather than manually updating them. Pro tips for using G charts. Use a group buy for clarity. Your G view will get clutter the longer use motion. Try grouping by asine or status using the drop down at the top to keep things streamlined. Identity milestones while motion doesn't label milestones explicitly you can use tasks or labels as milestones. Adjusting time frames. Utilize the time frame togle monthly, quarterly, yearly. On the chart, zoom into monthly when actively planning the next few weeks in detail. Zoom out to quarterly yearly to do high-level road map planning. And remember, the today or jump to date buttons to quickly navigate the timeline. Edit projects from Gants. You can double click on a project bar on the Gants to open the project details. This is for tweaking the project description, adding new tasks or adjusting assignments without leaving the chart view. It keeps you in the planning mindset without bouncing around motions interface. regularly review and tweak. At least once a week, give your chart a quick look. It's the fastest way to verify all projects are in track. If you notice any bar turning red or extending beyond its deadline, that's motion signaling and delay. Use that as an opportunity to drill down, see what's behind it and resolve the issue. EG, re-signing tasks or extending a deadline. Gan charts are not the only way to get a view of everything going on. Another way to easily collect categorized and sort data is by creating a custom dashboard. Chapter six, workspace dashboards. dashboards in motion are where all the data about your tasks, projects and team performance comes together. Think of it as your mission control panel. Here's how you can get started with baskets. Create a dashboard. To get started, click on the workspace you want to create a dashboard for. For this video, I'll use the private workspace created by motion. In the top right, click on the create dashboard button. You can choose to build your dashboard from scratch or use the team dashboard. I will use the team dashboard. I'll name it team performance. By default, this dashboard will only be available for you. If you want to share it with your team, click where it says personal view and select team view. I'll keep mind in personal view and click save. Keep in mind that you can have multiple dashboards. EG, one for each project, one per department, etc. That will open the new dashboard, displaying tasks assigned and scheduled. The total number of hours required to finish them, tasks over do, and completed tasks per week. There's also a pi chart, a line chart and a bar graph. This is just the default. Each dashboard is fully customizable as we will see soon. Adding delete and using wigs. Deleting existing wigs is easy. Cover over the one you want to delete, such as projects by ETA, click on the three dots and select remove chart. To add a widget, simply click add card in the upper right corner and select what you would like to add. I'll add a line chart. Now, let's customize it. Filters and scope. You can precisely tailor each wiget to show the data you want. For example, I'll have the new line chart group tasks by duration and click apply. That created our new chart at the bottom that lets me know how many tasks I have that are predicted to last 15 minutes, 30 minutes or an hour. To easily move charts and numbers tracked around the dashboard, click on the six squares in the upper left corner all the display you want to move. I'll slot the new line chart where I deleted the ETA pie chart. Actionable intelligence, not just data. What sets motions dashboards apart is that they don't just display data. They help interpret it. The AI will light issues such as bottle necks, overloads and delays along with suggestions on how to address them. While other tools simply display raw numbers, motion's dashboard is designed to tell a story. Where should you focus your attention to improve productivity. You also have the option to share a view only copy of any dashboard with anyone, even if they don't have a motion accounts. Simply click on the three dots next to the dashboard's name. Select copy link to view and share the link. That will open a read only copy off the dashboard. Pro tips for dashboards. Keep it simple. It's tempting to track everything, but that can be overwhelming. Focus on four to five key metrics that matter most to you. For instance, if you manage a support team, tracking tickets closed per week and average time to completion makes sense. Quality over quantity. A clean focus dashboard will be checked more often than an overloaded one. Leverage AI suggestions. Pay attention to any AI call outs on the dashboard, like recommended next steps or flagged risks. This is especially true when a team is over capacity for a given day or week. Reuse and standardize dashboards. If you manage multiple similar projects or teams, create a dashboard layout you like, then reuse it across projects by saving it as a template. This consistency will make your life easier. Favorite your dashboard. Favorite in commonly used dashboards is a great way to save time. Click on the three dots next to the dashboard's name and select add to favorites. You will see the dashboard under the heading favorites on the left side bar. Moaics AI dashboards enable you to proactively monitor your work by transferring raw data into a strategic overview. Facilitating faster and smarter decision making. Now, let's return to meetings and take a look at some of the AI tools, motion has for scheduling. and recording meetings. Chapter seven, creating, scheduling and managing meetings. We've already seen the basics of motions, AI driven calendar. But this section will show you how to effectively integrate it into your workflow and help you take control of your data. If you've been following along, your calendars should already be integrated with motion and your working hours should be set. Remember, you can always add additional calendars by going to the calendar tab in the sidebar and on the far right of your screen, clicking add calendar. We have also taken a good look at the calendar. We know it's display tasks, meetings and events that it automatically schedules your day based on deadlines, durations, priorities, priorities and more what do you have going on and that it dynamically adjusts your daily schedule when life happens. But there are other features of the calendar that I absolutely want to highlight. The first one is straight forward, creating booking links. With your calendar open, click the booking links in the upper right corner. Click create booking link and skip to the end of the video. Rather than create a link here, let's head back to the calendar page. That way, you'll know how to access this feature in the future. Open the menu again by clicking on booking links and select create new booking link. Meeting template, rather than simply creating a one-off link, you'll be asked to create a template for different meetings. Let's create a temperature for a 30-minute consultation meeting. That's what I'll name my template. Make sure schedule is set to work hours. That way you won't accidentally receive invites during personal hours. The date range lets you determine how far in advance guests can schedule a meeting with you. I recommend sticking with the defaults. Show availability for two weeks and only show availabilities starting tomorrow. That way, you'll always have time to prepare for a meeting. Buffer time, let's you set a mandatory gap between This is a great way to plan for time overruns. Setting a 15 minute buffer time for 30 minute meeting is good enough but for an hour long meeting you'll probably want to put a 30 minute buffer just in case. Limiting the number of meetings per day is a great way to avoid overbooking. For this example, I'll pick four, but set this accordingly. Note this limit only applies to this specific link, so you want to revisit and adjust this figure after setting up multiple meeting templates. Event Give this link a name, EG 30-minute marketing consultation. Set the duration and choose a platform, Zoom, Google Meet, etc. The more calendars you have linked to motion, the more options you'll have to choose from. Host and guests can be left as is unless you want to add members of your team to the call. Booking link, customize your booking link to reflect the meeting topic, EG consultation. Remind emails. Always enable reminder emails and set the reminder time to 30 minutes to give people a chance to cancel, reschedule or confirm their attendance. Invite T questions. This is a great opportunity to gather important information, especially if you're meeting a new client. The questionnaire is fully customizable. You can add up to 20 questions, type any question you want to ask. EG, how do you measure success? Choose how the guest can answer, provide the multiple lines, a single line or multiple choice answers. And decide whether the question is optional or required. Click save when everything looks good. Once you've got the form filled out, click create template in the upper right. To view the new page, click view booking link. That'll pull up this page right here where anyone can book a meeting with you. I'll fill out the form and schedule a meeting for Friday from 1 to 1:30 p.m. I'll add a name and email as well as answer the questionnaire. With that done, I'll click schedule events. Go ahead and close that window. Let's go back to motion and open the calendar. And there's the meeting. It's a lot of it directly into the calendar. Conferencing links and settings. When a meeting is booked through motion, it automatically sends meeting invitations to participants, complete with an auto generated link. If you want, it's possible to add custom meeting links. You'll click on the gear icon, settings in the upper left and open conference settings. You can choose to connect your Zoom accounts, tell motion to auto generate the link, enter your phone number or add a custom meeting location. EG, a Discord server in my link. While you have this page open, I recommend switching the join meeting button from 15 seconds to 1 minute. Simply use the drop down menu. You can also reschedule meetings directly through motion. Let's pull up our calendar again by clicking back to motion and opening our calendar. Click on the meeting you want to reschedule. This will bring up an expanded view. Click open scheduling assistance here in the upper right. Simply select a new meeting time by clicking on the time block. Then click select time and save. To confirm the schedulling, you'll need to send an email update to other attendees. Click send to confirm the change. And there will be a new email in yours and your guest inbox. Oh, and while you have this window open, you want to make sure the meeting note taker is configured properly. The note taker should already be turned on, we did that when creating an account. For each meeting, the AI will automatically save a copy of its notes in a new documents. By default, that location should be in the work space you created. EG, GV marketing. If not, you can always change the document's location by using the drop down menu. Pro tip for meeting management. Set up booking links for external and internal use. Create a separate booking links for the public and members of your team. Not only will this help you keep your meetings organized, but if your team members are using motion, it'll also look at both your calendars and suggest suitable time slots. Now that you know how to create schedule and manage meetings with motion. Let's take a closer look at the AI note taker and see everything it can do. Chapter 8, AI meeting assistance. Notices AI meeting note taker can record, transcribe and summarize your meetings for you. Here is everything it can do for you. Automatic transcription and recording. When you use motions meeting note taker, it will join your online meetings. Zoom, Google Meet, Microsoft Teams. As a participant in the background. If it fails to join the call for any reason, you can always open the events on your motion calendar and click add note taker now. It quietly records the audio and transcribes everything in real time. You don't have to hit record or use a separate tool. Motion handles it. After the meeting, you'll have a full transcript and even the audio recording, all linked to your calendar events. This could be great for bringing a team member who didn't attend the meeting up to speed or reminding yourself what the meeting was about. Summaries and key points. Motions AI doesn't just transcribe. It also produces an executive summary of the meeting at the beginning of the document. This includes the list of attendees, key discussion points, decisions made and crucially any action items, tasks that were mentioned. Tasks from meetings, action items. Perhaps the biggest benefit is that motion automatically turns meeting action items into actual in your workspace. For example, let's say you promise a client that Alice will send you a proposal by next Wednesday. Motion AI will interpret that as a task. Send proposal assigned to Alice, do next Wednesday. It will create that task in motion, assign it to Alice, set the due date and scheduled on her calendar around her other work. The moment your meeting ends, everyone's to-dos from the meeting will be scheduled. Important note, like any AI tool, motion isn't perfect. Just because a task has been created, EG, Alice sending the proposal to the client by Wednesday, does not mean that tasks earlier in the workflow, EG, collecting website analytics, gathering, competitor, info, etc will be automatically generated. Motion sets up the basics. It's up to you to double check that it got it right, correct what it didn't and fill in the blacks. Meeting contact and tasks. The tasks generated from meetings include detailed descriptions that provide context from the meeting. So, if the task is send proposal, so the description might read in the October 5th consultation meeting, it was decided to compile a preliminary proposal for our client's SEO strategy. This helps assignees understand why they're completing the task, which will help everyone stay on the same page. Merge with your notes. If you prefer taking some notes yourself, motion allows that too. You can type in motion's note taking interface during the call, and it will merge your manual notes with the AI transcripts for a fuller picture. The AI is smart enough not to duplicate content, and it will prioritize your notes over AI generated ones. Quick access and search. All past meeting recordings and notes become searchable in motion. Can't recall when a decision was made, simply search for a keyword and the AI will find a meeting where the topic was discussed. Pro tips for meeting notes. Tag tasks to projects. If the meeting was about a specific project, tag the resulting tasks to that project in motion. Or better yet, start the meeting with the events linked to the projects. To do this, open the events in your calendar, click add to project and follow the on-screen instructions. This way, all action items are already filled in the correct project and they'll show up on the project task list and Gant chart. Use it for recurring meetings. For things like weekly team syncs or client status meetings, the AI note taker is extremely useful. It will maintain a history of all those meeting summaries. Before your next meeting, you can quickly skim last week's summary to refresh where you left off. Privacy and opt-in. Remember to inform meeting participants that an AI note taker is in the meeting. It will join with the name Motion AI note taker. Most people are fine with it and many will be impressed that you have such a tool. However, if you're having a sensitive meeting with a client or an employee you don't want recorded, then you can always prevent the bot from joining in the first place. Under event settings, flip the AI note taker off or instructed to leave the call. So far, we've explored what motion can do. But except for your calendars, we haven't actually seen it interact with outside apps. That changes now. Let's see how motion seamlessly integrates with outside apps to keep your team running like clockwork. Chapter nine, integrations. Integrations ensure that motion has all the necessary information. EG, events from your calendar or a new Google Doc and can send or receive data from other tools you use. EG, task creation from emails, notifications and slack, etc. Since we've already seen how to add and manage calendars, we'll be covering other third-party apps in this section. Let's start with emails. email integration, Gmail and Outlook. Motion enables you to convert emails into tasks. Bring up your account settings by clicking on the settings cog wheel in the upper left and select integrations from the sidebar to get started. Under Gmail, click connect and follow the onscreen instructions. You'll have to sign into your Google account quickly to finish the step.
[40:08]With the first step finished, let's head to step two. Open the motion box by clicking on it. Our app is already set, so let's open action events. Remember how the first box is triggered if a new Google Doc is created? This is the action we want to take in motion. In other words, if a new Google Doc is created, what do we want motion to do? Let's have it create a new project. Everything looks good. So let's continue. The page looks scary, but it's actually pretty simple. Click under workspace ID and choose whether you want the new project to be visible to you for private tasks or to a specific workspace. EG marketing. I'll make it so the new project is in EV marketing. For the project name, keep it generic such as new projects. You can get very advanced by experimenting with variables and additional conditionals by clicking the plus icon, but creating a new project from scratch and renaming it manually is likely the easiest routes. Because of this, we want to keep the description, due date and priority fields blank as well. Using in use data and variables, it would be possible to have these automatically set up. EG, by scraping data from the new document. But that's more in depth than we're going to cover today. Since the new project is, well, new, change the status to to do. With that done, click continue. You'll now be asked to test the chain or zap. You've set up, so click tests. If you followed along, then the test will succeed. Let's exit out of that window and pull up the motion tab. And there, under GV marketing is the new project. It won't contain a Google Doc file since we ran an automated test, but the script will work properly in the future.
[42:58]For now, I'll delete this project. All of Zappy's 8,000 plus apps should now be integrative to motion. Even though we've barely scratched the surface here, you know the basics of Zapier and can start integrating apps today. Let's wrap this section up with some pro tips that'll help you hit the ground running. Pro tips for integrations. Use Zappy's templates. Zappy's has premade templates for common integrations. On Zappy's, click discover on the left side bar. In this window, you'll be able to search for templates across a variety of categories. Simply typing motion in the search bar will bring up a whole host of ready to use apps. Communication tools. While motion's current native integration list doesn't include chat apps, you can still connect motion to common apps like Microsoft Teams, slack, etc. using Zapier. For example, it would be easy to set up a zap to do the following. When a task is assigned to you in motion, DM you a message on slack. One time setup, big pay off. Take a moment to set up key integrations when you first start using motion. Connect additional calendars, set up the email to task feature and any major tools your team regularly uses. That initial effort will pay dividends every single day in safe clicks, avoided double bookings and automate task capture. You will make mistakes and that's okay. The sooner you start learning, the better. With integrations in place, motion becomes a hub that ties together your calendars, emails, and apps into a smooth workflow. Earlier in this video, we saw how to create new projects and tasks from scratch. Now, let's see how motion can help you automate the entire process. Chapter 10, AI workflows and automations. Motion can take a simple prompt or documents and transform it into a comprehensive project plan, complete with tasks, assignments, and a schedule. It can also automate routine project processes so you don't have to. Here's how you can leverage AI workflows and automations. Generate projects from a prompts. To get started, click the blue new button on the left side bar and select new project. In the light purple box, click create project template with AI. You have two options here. Use the prompt or upload relevant documents. While I'll be using the prompter alone, take full advantage of any documents you or your company commonly use when creating new projects. Pro tip, use your SOPs and checklists. If your company has standard operating procedures or checklist documents, import them into motion. Click upload on this window. The AI workflows can read your SOP file and turn it into a live project with deadlines and assignments. Promting, you can be as vague or detailed as you like. For this tutorial, I'll use this prompt. This project is to create a comprehensive web based marketing strategy for our clients. The flickering flame, a candle making shop. When you're is ready, click generate and review. After about 15 seconds, you will have an AI generated workflow. That looks good. For our online marketing campaign, it created five logical stages, each with four tasks. Let's take a closer look at these tasks to see how you can further automate your workflow in the future. While you'll want to double check each task to ensure the duration, priority and deadlines are accurate, take a look at the assigns for the first research and analysis task. The market manager. Now, I haven't spent the time to add a team and assign them roles, but you will. You can start to see how all of motions features come together to make you and your team more efficient. Let's assume we have a marketing manager named Julie. When this template is saved, and I create a project with it, then Julie will be automatically notified of her upcoming tasks and they'll be automatically slotted into her calendar, which will adjust the rest of her tasks based on priority, due dates, etc. Something really neat is that all of Motions AI assistance, the scheduler, note taker and project manager are always learning and adjusting their behavior based on your past actions. In other words, after you create a few projects, motion will be more likely to identify missing tasks or stages by comparing them with known patterns and past projects. If Julie is usually assigned to research and analysis, even if she doesn't have a specific role, then the AI will start slotting her into research and analysis tasks. There's only so much we can cover today. But now you know how to generate projects using AI, as well as understand how motion will fine tune its generator AI to suit you and your team as time goes on. Pro tips for workflows and automation. Build your template library. Spend time creating good workflow templates for your common projects. It will take a bit to set up the first time, but it is worth it. Think of processes like hiring a new employee, running a webinar event, software release processes, etc. Create them once, tweak them if needed, and then launch them with a single click. It ensures consistency and saves time on future projects. Review AI created projects. When you generate a project from a prompt or SOP, take a few minutes to review the tasks and timeline. This is something I've stressed throughout this video, but always review whatever the AI generates. Automate cross-app too. You can extend workflows across apps with Zapier. For example, when motion marks a project stage as complete, a Zap could send the client an email to keep them in the loop. Monitor workflows. After you've run a few automated workflows, check how they went. Did all the tasks complete on time? Were certain tasks always delayed? Try adjusting task durations or dependencies in the template. This fine tuning helps iron out any kinks and eliminates bottle necks. It will take some time to set up, but motion's AI driven workflows can turn a process that used to involve dozens of emails and hundreds of slack messages into a single click. You've now got a solid foundation of Motion AI. You know how to create and manage workspace, projects, tasks, visualize projects with gan charts, automate repetitive work, build centralized dashboards, integrate third party apps, schedule meetings and take notes for a and build AI driven workflows. By spending less time juggling tools and planning logistics, you can spend more time on meaningful work. So, go ahead. Dive in, experiment with these features and make the platform your own. After all, as a beginner, the best way to learn something is to put in to practice. Refer back to the chapters of this tutorial whenever you need a refresher. Share this guide or specific tips with your team, so everyone stays on the same page. And finally, the best way to support my channel is to sign up for Motion AI with the link in the video description. Thank you so much for watching this video. I hope this tutorial was helpful and I'll see you in the next video.
