Tools and Techniques for Boosting Team Productivity

The aim of this article is to explore ways of boosting team productivity. Mainly what tools and techniques should you utilise in this pursuit. Additionally, we will share advice on how to use them together to achieve the best results.

Team productivity is a curious topic. On one hand, every team is productive to an extent - that’s how businesses stay afloat. However, if the growth and scalability have plateaued, it’s a sign that the level of productivity is only enough to sustain it. Which is a very thin ice to thread on given how competitive the environment is. To remain relevant and thriving, businesses are required to develop. In this case, it calls for a productivity boost. But also raises a question - what is needed to get one?

There are many productivity tools available on the market, from time tracking solutions to tools that put your entire machine in an unlockable do-not-disturb mode. Additionally, there are techniques like Pomodoro or Kanban. With so many to choose from, which are guaranteed to work the best? Which ones should you prioritise?

What Factor of Productivity is Most Important?

There is no singular factor driving productivity. And it cannot be singled out from the list as the secret to success is them working in tandem. So, instead of outlining the most important factor of productivity, look at the list of the factors you should combine.

• Technology;

• Strategy;

• Internal communication;

• Team collaboration;

• Employee well-being; 

• Centralised visibility;

• Mutual trust.

Just from looking at the list, it’s apparent these factors won’t bring productivity forth each on their own. However, combining them is bound to lead to great results. And further down we are providing samples of how to achieve that.

Easily-Achieved Productivity Boost

When it comes to productivity, you certainly need a quick boost as opposed to a slow-burner strategy. Below, we have some quick tool + technique combos to adopt as your first step, before moving to more long-term solutions. 

Time Tracking and Scheduling Software

The quickest way to boost team productivity is to hand the reigns to the team. First of all, arm them with the understanding of where exactly their time is going. Namely, introduce digital time tracking. To put it briefly, this is the quickest way for your team to have a self-assessment as they will have a centralised view of what tasks eat up most of their time, as well as highlight who on the team may need assistance in specific areas. In other words, tracking time highlights productivity roadblocks and allows your team to address them without your interference. Of course, you remain aware of what’s happening and can get involved at any time, but we strongly advise having faith in your team.

Scheduling is in the same vein of thought. Whether you operate on a shift basis or have a fully-salaried office, scheduling software and flexibility are key. Giving your employees control over building their schedule, be it choosing flexible hours or more favourable shifts, is bound to raise productivity. Namely, because the workers are adjusting their schedule to their needs as opposed to being forced to accommodate yours. This is a more likely scenario for an overall better performance. And it also cultivates the need to communicate more within the team so as not to disrupt workflows. In the long run, this leads to better collaborations overall.  

Enhancing Team Collaboration

Having touched on the topic of collaborations, they are the cornerstone of boosting team productivity. Each employee possesses their individual strengths and expertise, and pulling them together in a workflow is the route to success. However, to maximise the efficiency, the communication needs to be seamless. If you are accommodating workers in different locations that also operate across different hours, collaborating may be challenging. 

To enhance it, no matter the circumstances, you will need tools that enable your teams to work together independently of these constraints. SaaS solutions are perfect for the job. They are easily accessible across all devices as long as there is internet access. What’s more, they offer a centralised view and cater to real-time collaborations, enabling your teams to work together simultaneously. They also offer automation options that remove potential friction points such as task handovers, approvals, communication pitfalls and many more.

Long-term Productivity Optimisation

Similarly to processes within your business, productivity can also be optimised. In fact, ongoing optimisation is key to ensuring the boost isn’t a one-off but a continuous gradual improvement. The following are some areas to focus on. 

Focus on Regular Breaks

While encouraging your staff to take breaks, either in the form of stepping away from the task on hand or taking time off work, may sound counter-effective, it is crucial. Some argue that disrupting one’s workflow when they’re engrossed in a task makes it difficult to go back to it later. This may be the case for some people, but the truth is our focus dulls when we remain concentrated on a task for extended periods. Breaking away from it allows revisiting it with a fresh pair of eyes and an ability to focus better. 

Utilising annual leave works similarly but on a larger scale. Every employee is subjected to a minimal holiday entitlement by law, although it’s very common for workers not to claim it fully. As an employer, you should encourage your staff to use it. While working at a lesser capacity may strain you for a couple of days, what you get in return is a well-rested, refreshed and often inspired employee. Naturally, in this state of mind, they will be more likely to perform better and therefore be more productive - win-win!

Streamlining Task Allocation and Monitoring

Being smart with your resource allocation is vital for boosting team productivity. As mentioned before, different employees will have higher expertise in different areas. To truly nurture your organisation’s overall efficiency, you need to recognise them and utilise them accordingly. Alas, it is easier said than done as some of your workers may be unaware of themselves being skilled in certain areas. The fool-proof way of determining that is observation.

In this case, monitoring is your best bet. This takes us back to the first section of the article where we spoke about digital time tracking. As well as providing workers insight into their performance, it gives you a good look at it too. What’s more, it enables you to compare individual contributions to the overall strategy and goals. These insights are irreplaceable when shuffling your resources around and can also help you address deep-rooted efficiency-killing malpractices such as absenteeism. 

Leveraging Tools and Techniques for Optimal Productivity

Knowing and employing productivity-aimed tools and techniques is only part of the job. Making sure they deliver the desired results is the other. Arguably, it is a more difficult one, as there are some nuances to consider. 

Striking the Balance

There are plenty of solutions available that are aimed at boosting team productivity. However, tools alone will never be enough. With no strategy, goals or willingness from your team, they won’t be effective. Similarly, no matter how great of a plan you have nor how goal-driven your workers are, if you don’t have the right tools to aid your journey, you are not likely to succeed. All in all, you need to find a balance. 

The golden rule is to employ digital solutions to serve your team and complement your processes. If you have to re-think the process for the tool to work, it’s not the right one. Additionally, if your team are finding the tool difficult to use, isn’t fond of it and generally underutilising it, it’s worth having their say on what alternative they would prefer. It is easier to replace software than it is to find new workers or create new processes. In other words, the key to striking a balance between productivity tools and techniques is setting your priorities right. 

Summary

There are many tools and techniques available for those striving to improve their team’s productivity. However, the two must work together in tandem for the results to be achieved. The best starting point would be adopting time tracking and scheduling tools as they give your team more liberties to adjust their time in accordance with their objectives. Additionally, they provide an environment for easier and efficiency-promoting collaborations. The latter is the cornerstone of high team productivity.  

While giving your team more autonomy is a quick-working solution, you shouldn’t neglect long-term strategies either. Key to ensuring your team’s productivity is not declining is making sure everyone gets enough time to rest and revitalise. Additionally, by monitoring your workers’ time expenditures, you will understand individual skill sets better. This will enable you to allocate resources better, another component that helps ensure your team’s productivity is always on the upward curve.

Ready to give your team a boost? Give us a shout.