5 Ways To Optimize Your Teams Productivity In Minutes

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Time is the most valuable asset you and your team have. It is in limited supply and at the end of each day the time you put in at work is gone.
As a result, you and your team need to make the most of it and optimize your productivity. As a leader you can’t just think of your own productivity. There is no point maximizing your productivity if the team that works under you are unproductive. So how do you optimize your team’s productivity?
Well, here are five ways that can help you to optimize the productivity of your team in just minutes.

1. Reduce Unnecessary Meetings

As per one study, an average office employee wastes about 31 hours per month on meetings. Meeting are real time killers and often not everyone who is invited to a meeting needs to be there.
If you do need to run a meeting it should be short, sharp and to the point. To keep meetings on track you should also stick to setting a meeting agenda.
In addition, prior to hitting send on that invite ask yourself if everyone you are sending it to really needs to attend. Or are you just adding them to the meeting for the sake of it. Perhaps a more productive option would be to provide a short summary email post meeting to keep them up to date with what’s occurring.

2. Associate All Tasks With An Outcome

What is the point of doing a work which does not deliver any value?
To maximize your team’s productivity you need to associate all tasks with an outcome. Ideally, one that is time-bound. For example, if you need a new report prepared to look at the performance of your marketing campaigns, tell your team member why and set a timeframe for the completion of the task.
This could involve telling your team member that they need to prepare a report into the performance of your online marketing campaigns as senior management will be making a decision on whether or not to increase the marketing budget. You need the report prepared by Wednesday at 5pm as you are meeting with management on Thursday morning to discuss.
Providing this context to your team will give them the details they need to make a more informed decision on how they structure their workday and the effort they put into each task.

3. Leverage Modern Work Practices

Gone are those days where people used to work 9 – 5 every day. The workplace has not only become global but employees are demanding flexibility in how and when they work.
To increase the productivity of your team you can look to offer flexible workplace practices where employees can work from home, have a flexible start and finish time or have opportunities to work completely remotely from across the globe.
In addition, you want to retain your best staff. Your team build up knowledge and IP over time, so retaining them can result in many tasks being completed in a much more productive manner. While many countries differ in their expectations things like maternity or paternity leave, staff leave for training or professional development, workplace perks and health insurance can all increase the value of a role to an individual, this boosting retention.

4. Promote A Happy Work Environment

What makes a workplace happy? A lot of things like the open environment, fewer politics, clear goals and responsibly, good interpersonal relationships, freedom for creativity so on. Wait, does not it sound familiar? These are the factors for improving productivity. That’s right; happy employees equal to optimized productivity.
While changing a company culture takes time you can start immediately within your team. Scheduling time to get out of the office for a team lunch once in or while or taking the time to ask your team who their weekend was can go along way in building team morale and the idea that you are all working towards a common goal.

5. Use Productivity Software

Imagine this scenario; you are working on a significant proposal needs to be submitted tomorrow. However, you have an essential presentation to give in the client’s office on the same day. What are you going to do? You can send the document to an email, download it, work on that and then again send it back to office mail. Or you could do the entire thing in Google Docs. Productivity is increased.
In addition to writing proposals there are many other tools that can boost your teams productivity. Perhaps one that area that can provide the most “bang for buck” is using a task management tool that makes it easy to create, assign and manage your team’s tasks.
This not only helps keep everyone on the same page but makes it easier to set priorities and keep various team members informed of a project’s progress as it moves towards completion. One tool that teams turn to to help manage tasks is Task Pigeon, a straight-forward, yet powerful task management tool for individuals and teams.
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About Author

Paul Towers - Founder @ Task Pigeon

Paul Towers is a 3x Entrepreneur and Founder of Task Pigeon. Join me on my journey to build an open & transparent startup from day one. Paul is also the founder of Startup Soda, a newsletter curating the best content from the Australian startup ecosystem.