Sep 8, 20235 min read

How to Increase Team Productivity and Efficiency

Updated: Feb 10

You need to communicate, understand how to delegate tasks, recognize your team’s strengths and skills, and establish a positive atmosphere at work if you want to boost the productivity and efficiency of your team.

In this post, you’ll learn:

Defining productivity and efficiency and why it's important for your teams success
Shaping team culture as in the position of leadership to boost team productivity
What strategies and tips help increase team productivity

Defining Productivity and Efficiency

Productivity and Efficiency may seem the same but they’re not. Yes, they can be interchangeable. Lets dive into the meaning and figure out how this can be implemented into your team management strategy.

Productivity: It’s not about how busy you are, but about how much you accomplish and how much you contribute to the overall success of the team. Members of a productive team can allocate their time and resources in a manner that is consistent with the amount of work that needs to be done.

Efficiency: Efficiency is closely related to productivity but focuses on the optimization of resources, such as time and effort to achieve the outcomes. You do a task you’ve never done, it may take you longer, but as you figure out the process, you are using those resources, doing less and getting more done. (Productivity)

The Role of Effective Leadership and Management in Boosting Team Productivity

It’s necessary for your growing business to have strong leadership and management, especially if you want to lead a productive team. This will shape your team’s culture and it encourages motivation to achieve the same goals.

What does this look like? Let's dive into these roles:

1. Setting Clear Goals and Expectations: You’re responsible for defining these goals and expectations for your team.

This includes outline the specific goals, timelines and what is expected. When your team knows what to expect, they are more likely to work towards those goals.

2. Providing Direction and Guidance: You must provide guidance to your team members and help them achieve the goals within the workplace. You will offer insights, share different perspectives, and mentor team members. This shows you’re involved, open and can help your team navigate challenges.

3. Creating a Supportive Environment: When a toxic workplace happens, trust is lost, and people leave. You need to create an environment where you show support and make everyone feel involved. This includes promoting open communication, encouraging collaboration and addressing conflicts before they get out of hand. When your team feels this supportive environment, they are more likely to engage and have motivation.

4. Feedback and Recognition: Regular feedback is important. How would anyone know if they’re doing something the wrong or right way? Of course you want to allow your team to do things on their own, but there are times something goes differently. We all know there’s room for improvement. Therefore, you need to voice this! You also want to recognize and celebrate achievements. By doing so, your team will know they’re doing the right thing in order to help your business grow.

5. Delegation: This is a skill that you should not miss. You can not give a team member a task and go on about your day. There’s an effective way to do so. You need to take into consideration the strengths and skills along with the workload of your team.

6. Conflict Resolution: Listen, no matter the environment you’re in, conflict is going to happen. But you, as your team’s leader, need to effectively manage conflicts before they get out of hand.

7. Leading by Example: I want you to be the best you can be! As you set your team up for success, you should be in it with your team. It’s not about giving orders, but it’s all about leading by example. You’ll show strong work ethic, professionalism and a commitment to your team’s success.

8. Continuous Learning and Development: You will always want to strive for the best and this should be for your team, too! As an effective leader while managing your team, it’s important to work on your own development along with helping your team. This includes training opportunities, mentorship, and resources to help your team grow.

Strategies and Tips to Increase Team Productivity

Here's a list of different strategies to help your team:

1.Goal Setting

SMART Goals

This strategy seems to be popular. It works for some, but not everyone. This is the idea of SMART Goals:

S=Specific

M=Measurable

A=Achievable

R=Relevant

T= Time bond

First, you figure out a specific goal. Next, you’ll determine if it’s measurable, which means you can track the progress. Achievable means if your goals are realistic. Relevant; is the goal relevant to your business and time bond; this helps you set a deadline.

This is where a project management tool comes into play because it's basically the same thing. You’re mapping out what needs to be done. Goal=Task

Breakdown Goals

When you start on large projects, just the end goal may scare you. Because when you’re working on something, you think of the end. This can be overwhelming. Let’s say your team is tasked with working on an event that’s happening in 3 months. Before you do anything, the team needs to come together, work out each step, assign each team member a certain part of the project, and set deadlines for each task. This will ensure you’ll meet your deadline with ease.

Regular Review

At times, things may change. Not the end goal but the way you get to it. You may have hired another team member or got new software. Whatever the case may be, now things may change.

2.Time Management

Are you ready to master time management? Sign up for the Learning Center to get your FREE eBook sent to your inbox!

Time management is yet another scary term because there are those that have a hard time with this concept and that’s ok. (If you’re having trouble, please reach out).

Some tips include:

Look at your workload. What needs to be done right now? Prioritizing the tasks that are due this week should be first on your list. You can use a project management tool to do it yourself or hire a business manager to do this for you!

Time blocking is another way.

Example:

8:30am -930am Client A Work

930am-1130am Client B Work

1130am-12Pm Break

You can do this by inserting time blocks on your calendar, or if you like to write it down, then you can use a physical planner.

No matter what you’re working on, allow your team to manage their own time by setting up what works best for them.

Task Delegation

As we mentioned earlier, delegation is important to the success of your team.

Have specific tasks, goals and expectations written out
Identify the strengths and skills of your team members
Follow-up, DO NOT micromanage
Encourage and empower your team members

2. Communication

Establish a setting in which anyone may approach you with confidence to discuss their thoughts, problems, and suggestions without fear of being judged. Misunderstandings can be avoided and teamwork can be strengthened through effective communication. Only hold meetings when they are required and always make sure there is a plan in place.

3. Continuous Improvement

Encourage your team to share feedback on tasks and suggest improvements. Also, create a culture of continuous learning. This encourages your team members to seek opportunities for skill development and growth.

By implementing these strategies, you are elevating your team and setting them up for success. It's a full circle! When your team is in a good place, your business will thrive. Remember its relationships over revenue.