{"id":607,"date":"2019-06-28T09:11:04","date_gmt":"2019-06-28T09:11:04","guid":{"rendered":"https:\/\/taskeo.co\/blog\/?p=607"},"modified":"2020-09-03T17:30:37","modified_gmt":"2020-09-03T14:30:37","slug":"2-levels-of-team-productivity","status":"publish","type":"post","link":"https:\/\/taskeo.co\/blog\/2-levels-of-team-productivity\/","title":{"rendered":"2 Levels of Team Productivity And Everything You Need to Know About Them"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">What do you think about when hearing about \u201cteam productivity\u201d?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pomodoro timers on your employees\u2019 desks? Everyone using the Eisenhower Matrix on a regular basis? Or maybe you think that a good project management system is the only thing you need?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There&#8217;s more to it. So much more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">None of these fancy techniques won\u2019t help if you don\u2019t understand what team productivity is really about. And it\u2019s a phenomenon a little more complicated than assigning the right tasks to the right people.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can, of course, work on improving your efficiency as a group. But in reality, it\u2019s just one of the two levels of team productivity.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And you\u2019ll learn all about it from this post.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Level 1: Team Productivity<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">First of these two mentioned levels is the one you\u2019re probably most interested in: the team productivity. The efficiency of your people as a group, results of mutual efforts put into projects and assignments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are several elements that make up for everything that we understand as team productivity. Simplifying, team productivity describes how effectively your team executes the tasks through efficient work organization and <a href=\"https:\/\/www.beekeeper.io\/blog\/5-solutions-improved-communication-across-teams-sites-countries\/\">effective communication<\/a>.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And here are some of the elements of team productivity level you may want to look at.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">How effective are your meetings?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If meeting up with your team feels like a huge waste of time, then you\u2019re probably doing it wrong.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Team meetings should be relatively short, on point and with a lot of benefit to you and your people. You should exchange feedback or ideas and leave with a firmly set course of action for the upcoming days. If any of those elements are lacking, then you\u2019re likely to waste time talking without agreeing on anything.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Time-gate your meetings; when you know you\u2019ve got little time, you\u2019ll be careful with talking about things that don\u2019t matter. You\u2019ll also prevent yourself from entering hours-long sessions that will leave you and your people drained<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Come prepared; know exactly what you want to tell your team, what you want to ask them and what decisions you want to make<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Organize your meetings in advance. You can use software to prepare for meetings just as much as you prepare for your projects. Use Taskeo\u2019s kanban board to set priorities, invite people and organize the upcoming meetings.<\/span><\/li>\n<\/ul>\n<p><strong>Read More: <a href=\"https:\/\/taskeo.co\/blog\/organizing-meetings-in-taskeo\/\">Organizing Meetings With Taskeo<\/a><\/strong><\/p>\n<div style=\"width: 770px;\" class=\"wp-video\"><!--[if lt IE 9]><script>document.createElement('video');<\/script><![endif]-->\n<video class=\"wp-video-shortcode\" id=\"video-607-1\" width=\"770\" height=\"433\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Tip_Organizing_Meetings_and_Calls.mp4?_=1\" \/><a href=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Tip_Organizing_Meetings_and_Calls.mp4\">https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Tip_Organizing_Meetings_and_Calls.mp4<\/a><\/video><\/div>\n<h3>\u00a0<\/h3>\n<h3><span style=\"font-weight: 400;\">How effectively does your team communicate?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The way your team communicates defines all other aspects of your teamwork. If there are misunderstandings and messages left unread or undelivered, you can\u2019t hope for effective and smart project execution.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How long does it take for the employees to get answers to their questions? If they need hours to get an answer or explanation that will move the project forward, it\u2019s obvious that the work slows down significantly.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You may want to nurture some good communication habits or even train your employees in the art of communicating with each other. There are also some other tricks that will instantly improve the clarity of communication in your team.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Stick to one communication channel; if you employ people working remotely or your people work on different shifts, make sure there is only one channel they use for communication. Ideally, you should keep all the task-related discussion in the comment section of your project management platform.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Define roles. If a less experienced employee has a question, they should never be confused to whom they should direct it.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Whatever communication style your company has adapted, make sure you cultivate it and stick to it. Keep it unified and avoid deviating from what people once accepted.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Are there bottlenecks or weak points in your team\u2019s workflow?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Part of understanding and improving team productivity is to become aware of any bottlenecks or possible pain points that your team faces. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">The troublesome situations can vary. Perhaps some stage of work is taking much longer than it should due to the inexperience of your employees. Perhaps slow communication is hindering the progress. Or maybe there\u2019s an element of your workflow that your people have particular issues dealing with?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These and many situations can become a hit for your team productivity. That\u2019s why it\u2019s mandatory for you to find all the weak points as soon as possible and then fix them.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is where time tracking and reporting software comes in handy. In Taskeo, you can easily track the time spent on tasks or compare how long do different employees take to complete a similar assignment.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Analyse your efficiency frequently and from close to find possible weak points of your workflow that need attention and improvement<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Is the work distributed evenly?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the biggest mistakes that can seriously hurt your team productivity is to allow some of your people to sit idle while others are overloaded with assignments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ideally, you should have as little items in progress as possible. This way, your team can keep a laser focus on their assignments. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, sometimes it happens that some of your colleagues have more work than others. Other times, there are slow periods followed by chaotic deadline chasing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Neither is good.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Do your best to distribute work evenly. Avoid overwhelming some people while others have little to no tasks at thei<\/span><span style=\"font-weight: 400;\">r tabs<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Follow the same pattern for your timeline planning. Make sure the work goes at a steady rhythm to reduce bouncing between slow and hectic times<\/span><\/li>\n<\/ul>\n<figure id=\"attachment_611\" aria-describedby=\"caption-attachment-611\" style=\"width: 1024px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" class=\"wp-image-611 size-large\" src=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/taskeo-load-1024x132.png\" alt=\"workload in taskeo\" width=\"1024\" height=\"132\" srcset=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/taskeo-load-1024x132.png 1024w, https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/taskeo-load-300x39.png 300w, https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/taskeo-load-768x99.png 768w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption id=\"caption-attachment-611\" class=\"wp-caption-text\">Workload in Taskeo<\/figcaption><\/figure>\n<h3><span style=\"font-weight: 400;\">How much time do you spend on tasks?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Not only every company is different but even more so &#8211; every employee is. People have different capabilities and complete their tasks at a different rate. However, eventually, you\u2019ll learn what&#8217;s your team\u2019s average for specific tasks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Using time tracking and reporting software, you can analyze how much time is spent on tasks in comparison to your team average. With this information in your hand, you can look for causes that affected your workflow positively or negatively at the time.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Analyze how much time does your team need to complete different tasks<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Compare the tasks completion time with that average and look for reasoning behind it<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">How many projects do you have open and how many do you close?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The number of open project versus projects closed in a given period can be a very clear indicator of the health of your workflow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you open more projects than you complete, then there is something wrong happening. It\u2019s up to you to find the reason behind it &#8211; is it because your team are notorious loop openers? Or maybe you keep abandoning projects for that or other reason?<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Before you commit to another project, make sure you finish what you started before. You can use Taskeo to help you wrap up all your pending projects<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Do your best to minimize work in progress<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Make sure all completed tasks and projects are marked as such by your team members<\/span><\/li>\n<\/ul>\n<p><strong>Read More<\/strong>: <a href=\"https:\/\/taskeo.co\/blog\/finishing-what-you-start\/\">6 Steps To Finishing What You Start. Always<\/a><\/p>\n<h3><span style=\"font-weight: 400;\">Team Productivity &#8211; Summary<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">These are just some of the points to think about when you\u2019re trying to improve your team productivity. But there are more elements to this puzzle &#8211; and they can be very specific for you and your people. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">So don\u2019t be afraid to dig deep and understand what truly defines the team level productivity in your company.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Level 2: Personal Productivity<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You want your people to work smarter and be more efficient? Then you should avoid making the mistake of trying to improve their team productivity only. Because, just as we said in the beginning, real productivity happens on two levels.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And the second level is a personal one.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It defines how each of your colleagues works individually and how effectively they tackle their assignments.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">What\u2019s their personal to-do list like?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you look at your team member\u2019s daily to-do list, what is it like? Is it packed with tasks? Or maybe it\u2019s half-empty? Is it too ambitious or too much in their comfort zone? Are the tasks actually relevant and important?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Looking at a person\u2019s task list, you can tell whether they\u2019re actually moving your business forward or they\u2019re just being busy with nothing in particular.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">encourage your team members to be ambitious in their to-do list making<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">at the same time, promote reasonable planning within doable deadlines<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">introduce your team to the theory of <a href=\"https:\/\/taskeo.co\/blog\/how-to-choose-smart-goals\/\">SMART goals<\/a> and <a href=\"https:\/\/taskeo.co\/blog\/eisenhower-matrix-your-time-management-hack\/\">Eisenhower Matrix<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">teach your people to tell the difference between tasks that really matter for your company and those which don\u2019t really change anything<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Do your people have easy access to their tasks?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the biggest issues that an employee can face is not seeing their tasks arranged in a neat and logical to-do list. There are a lot of project management systems that claim to boost your team productivity but they fail to provide this basic element: a personal task list.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And in case you\u2019re wondering, yes, Taskeo has one. Our Dashboard lists all of your tasks from all the projects you\u2019re involved in. Thanks to this, you don\u2019t even have to visit every single kanban.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The point here is simple: if your people don\u2019t have easy access to all their tasks and they need to search for their assignments, they\u2019re bound to omit something at some point.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">make sure your project management system supports personal task management<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">encourage your people to actively use their personal to-do list and revisit it as often as possible<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">form every assignment in a clear way that will show correctly on your colleague\u2019s task list<\/span><\/li>\n<\/ul>\n<figure id=\"attachment_612\" aria-describedby=\"caption-attachment-612\" style=\"width: 1024px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" class=\"size-large wp-image-612\" src=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Dashboard-view-in-Taskeo-1024x402.png\" alt=\"Dashboard view in Taskeo\" width=\"1024\" height=\"402\" srcset=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Dashboard-view-in-Taskeo-1024x402.png 1024w, https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Dashboard-view-in-Taskeo-300x118.png 300w, https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/06\/Dashboard-view-in-Taskeo-768x301.png 768w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption id=\"caption-attachment-612\" class=\"wp-caption-text\">Taskeo Dashboard<\/figcaption><\/figure>\n<h3>\u00a0<\/h3>\n<h3><span style=\"font-weight: 400;\">Are your people reactive or proactive?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the key elements of increasing an employee\u2019s personal productivity is for them to want it to increase.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This directly translates to whether your people actively seek ways to improve the life of your team. After all, they may just passively react to events and assignments. But not only that &#8211; proactive employees react to situations occurring on their own, without someone else pointing them to the arising task.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Encourage your people to be proactive instead of reactive. This can be done in a variety of ways &#8211; from providing workflow feedback to testing and experimenting with current working patterns.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">within your team, nourish the feeling of being a part of something that you should actively care for<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">provide and accept feedback to your existing workflow and by doing so, set an example to follow<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">if one of your team members manages to streamline some process, try to make it a normal course of action for the rest of your team<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">work towards a situation when every employee picks up tasks on their own as soon as they spot a problem, instead of passively waiting for an assignment<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Personal Productivity &#8211; Summary<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Just like in the case of team-level productivity, the personal productivity of your employees contributes to the general health of your workflow. These are the points you can use to evaluate how efficient are the members of your team. But again, don\u2019t stop here &#8211; there are so many factors specific to your company.<\/span><\/p>\n<h2>Final Thoughts<\/h2>\n<p>To summarize it all: when it comes to improving productivity in your team, you need to understand it&#8217;s a phenomenon happening on two levels rather than just one. Work on how you execute projects as a group but remember that your people need to improve their personal productivity as well. Look for pain points you can solve and use the right tools for doing so.<\/p>\n<hr \/>\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter is-resized\"><a href=\"https:\/\/www.facebook.com\/groups\/productivity101group\/?ref=group_header\" target=\"_blank\" rel=\"noreferrer noopener\"><img loading=\"lazy\" src=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/05\/taskeo-facebook-group.png\" alt=\"taskeo facebook group banner\" class=\"wp-image-592\" width=\"546\" height=\"68\" srcset=\"https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/05\/taskeo-facebook-group.png 728w, https:\/\/taskeo.co\/blog\/wp-content\/uploads\/2019\/05\/taskeo-facebook-group-300x37.png 300w\" sizes=\"(max-width: 546px) 100vw, 546px\" \/><\/a><\/figure><\/div>\n","protected":false},"excerpt":{"rendered":"<p>What do you think about when hearing about \u201cteam productivity\u201d? Pomodoro timers on your employees\u2019 desks? Everyone using the Eisenhower Matrix on a regular basis? Or maybe you think that a good project management system is the only thing you need? There&#8217;s more to it. So much more. None of these fancy techniques won\u2019t help<\/p>\n","protected":false},"author":2,"featured_media":615,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[110,111],"tags":[120,118,117,119],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>2 Levels of Team Productivity And Everything You Need to Know About Them - Taskeo Blog<\/title>\n<meta name=\"description\" content=\"Looking to improve your team productivity? Don&#039;t make the mistake of focusing on its one aspect only. 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