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11 Best Practices To Boost Team Productivity

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Turn Gmail into a collaborative hub

11 Best Practices To Boost Team Productivity

Apr 10, 2024
9 min read

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Think of a kitchen in a top-notch restaurant during the dinner rush: chefs, sous-chefs, and line cooks all in sync, ingredients transforming into culinary masterpieces with efficiency and artistry. This is the essence of team productivity—a seamless blend of talents where the whole is greater than the sum of its parts.

In the business world, team productivity can be the difference between a project that soars and one that stumbles. It’s about harnessing the collective strength of a group to achieve goals that seemed daunting, if not impossible, for an individual. 

Whether it’s launching a new app or strategizing a marketing campaign, team productivity is the force propelling these endeavors toward success. In this article, we will dive deep into the 11 best practices to boost team productivity and achieve better business outcomes. 

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What is Team Productivity?

Team productivity is essentially the synergy of a group’s efforts to achieve shared goals. It’s akin to a relay race where each runner’s performance is crucial, but the baton’s seamless transfer is what leads to victory. In a workplace context, it’s about how effectively a team collaborates, communicates, and utilizes its diverse skills to accomplish objectives. 

It’s not just about individual achievements but how these achievements interlock to form a bigger picture. Think of it as a jigsaw puzzle – each piece is essential, but it’s the complete picture that reveals the true success of the team. Whether it’s launching a new product, executing a strategic plan, or meeting project deadlines, team productivity is the driving force that turns collective efforts into concrete results.

11 Best Ways To Boost Team Productivity

1. Set Clear Goals

Setting clear goals is like charting a map for a treasure hunt. Without it, team members can wander aimlessly, unsure of the direction or purpose. For instance, when NASA set the clear goal of landing a man on the moon, every team member, regardless of their role, understood the mission and how their work contributed to this monumental goal. 

This clarity in purpose led to one of the most significant achievements in human history.

But in the context of business, how can you set realistic and clear goals for your team? Here are tips to get started:

  • Use the SMART Framework: Make your goals Specific, Measurable, Achievable, Relevant, and Time-bound. This helps in creating a focused roadmap for your team and what you want to achieve as a business.
    For example, for a sales team, set a SMART goal like: Increase the quarterly sales by 15% over the next three months by introducing a new customer referral program and optimizing the sales funnel, ensuring the goal is challenging yet attainable, aligns with business objectives, and has a clear deadline.
  • Regularly Review and Communicate Goals: Hold monthly meetings to review these goals and ensure that every team member understands and aligns with them. This keeps everyone on the same track.
  • Visualize the Goals: Create visual representations of these goals, such as charts or boards, and display them in common areas. This constant visual reminder can keep the team focused and motivated.

2. Encourage Open and Transparent Communication

Open and transparent communication in a team is like the nervous system in the human body—it keeps all parts connected and functioning properly. In a business setting, this is crucial for ensuring that all team members are on the same page. 

For instance, a marketing team working on a product launch will greatly benefit from open channels of communication. It allows for creative ideas to be shared freely, potential issues to be identified early, and ensures that business strategies are aligned with the company’s vision. 

Some ways to foster a culture of open communication include:

  • Establishing Clear Communication Channels: Define and agree on the best communication platforms for different types of discussions, be it Slack for quick queries or Gmail for formal communications.
    Say, for a project team, Slack could be used for instant messaging and day-to-day updates, allowing quick responses and real-time collaboration, while Gmail would be designated for more formal communications such as project proposals, client feedback, or detailed reports, ensuring clarity and proper documentation.
  • Regular Team Meetings: Schedule weekly or bi-weekly meetings to discuss project updates, address concerns, and brainstorm ideas. This helps in maintaining transparency and encourages collaborative problem-solving.
  • Promote a Feedback Culture: Encourage team members to share constructive feedback openly. This could be facilitated through anonymous feedback tools or regular one-on-one meetings. To facilitate this, you can use Hiver’s Notes and @mentions feature to leave comments right where your emails are.
Leave notes and mention teammates inside Gmail.

3. Invest In The Right Tools & Technology

Having the right tools and technology is a big part of providing your team with the right resources to work more efficiently. In the business world, this could mean providing your sales team with a sophisticated Customer Relationship Management (CRM) system or your support team with a robust customer service platform. Such tools not only streamline processes but also provide valuable data-driven insights.

Imagine a scenario where sales representatives can track prospect interactions, understand their needs better, and tailor their demos accordingly. This would lead to an improvement in the sales numbers, which would not be possible without the right tools in place.

Before you pick tools for your team, keep these things in mind:

  • Regularly Assess Technological Needs: Conduct surveys or meetings to understand your team’s technological needs and challenges. This helps in identifying areas where new tools could enhance efficiency.
    For example, a project management team could conduct a monthly survey to assess their experience with the current project tracking software. Based on feedback, they discover a need for a tool with better task visualization features, leading them to trial and eventually integrate a new, more efficient project management software.
  • Invest in Training: When introducing new tools or software, invest in comprehensive training sessions to ensure all team members are proficient in utilizing these resources.
  • Integrate and Streamline Tools: Use integrated systems that combine various functionalities, reducing the need to switch between multiple platforms. This integration can significantly save time and reduce errors.

    For instance, if you are looking for a customer service tool for your support team, a platform like Hiver can be a great pick owing to its seamless integration capabilities.

    Hiver’s integration with Asana allows customer service emails to be directly converted into Asana tasks. For example, a customer’s email request can be instantly turned into an Asana task from the email interface, ensuring efficient tracking and timely resolution of customer issues without manual data transfer between systems. This streamlines workflows and improves team collaboration.
Integrate your Gmail account with your favorite applications seamlessly with Hiver

4. Foster A Culture Of Continuous Skill Development

Continuous skill development is a must-do for every team; it keeps the team effective and prepared for evolving challenges. In a corporate setting, this could mean regularly training your IT team in the latest cybersecurity practices.

Regular training in areas like cybersecurity keeps the IT team updated and ready to tackle emerging threats, directly enhancing overall team productivity by minimizing downtime and security incidents, ensuring smooth and secure business operations.

The digital landscape is rapidly changing, and keeping your team updated with the latest knowledge and skills is crucial for maintaining robust security protocols. This not only protects the company’s digital assets but also builds confidence among clients who entrust you with their data.

  • Conduct Skills Gap Analysis: Regularly assess the skills within your team and identify areas that need development. This can be done through performance reviews or skill assessment tools.
  • Personal Development Plans: Ask managers to work with each team member to create personalized development plans. This approach acknowledges their unique strengths and interests, leading to more targeted and effective skill enhancement.
  • Encourage Peer Learning: Create opportunities for team members to learn from each other through workshops, presentations, or mentoring sessions. This not only improves skills but also fosters a collaborative learning culture.

5. Conduct Team-Building Activities

Team-building activities are the glue that binds individual team members into a cohesive unit. Imagine a newly formed project team in a multinational company. Initially, the members may work in silos, influenced by their individual expertise and backgrounds. 

However, through team-building exercises like problem-solving games or outdoor team retreats, these individuals can start to understand each other’s working styles, strengths, and weaknesses. This understanding fosters a deeper sense of unity and collaboration, turning a group of individuals into a unified team that can tackle complex projects more effectively. Here are some ideas to execute this:

  • Regular Team Outings and Activities: Organize monthly or quarterly activities outside the office. This could range from casual lunches to team-building workshops or retreats. If your budget allows, you could even organize a company trip (Lisbon travel packages are a great value option).
  • Encourage Informal Interactions: Create spaces and opportunities in the office for informal interactions, like a communal lunch area or regular coffee breaks, where team members can get to discuss things apart from work. 
  • Implement Virtual Team-Building Exercises: For remote teams, arrange activities such as online games or virtual coffee meetings to build camaraderie.

6. Offer Flexible Working Conditions

Flexible working conditions are like offering a tailored suit instead of a one-size-fits-all outfit. For instance, a software development team different developers might be productive during different hours of the day. Allowing them to work during their peak productivity times or offering options to work remotely can lead to a significant increase in output and job satisfaction. 

This flexibility recognizes the diverse work-life balance needs of employees, leading to a more engaged and motivated workforce. Here is how you can do this:

  • Implement Remote Working Options: If feasible, offer options for remote work or flexible hours, allowing team members to choose working hours that suit their working style and personal commitments.
  • Establish Clear Expectations: When offering flexibility, clearly communicate expectations regarding availability, communication, and deliverables.
  • Use Technology to Facilitate Flexibility: Leverage project management and communication tools to ensure seamless coordination and collaboration, regardless of where team members are working.

7. Recognise Hard Work And Reward It

Recognition and rewards act as powerful motivators and morale boosters. Take, for example, a customer service team that consistently achieves high customer satisfaction scores. Recognizing these achievements through awards, public acknowledgments, or even bonuses reinforces positive behavior and sets a standard of excellence for the team. 

It shows the team that their hard work is noticed and valued, encouraging continued high performance and fostering a culture of excellence.

Here are some actionable tips to get started with this:

  • Implement a Recognition Program: Establish a system for regularly recognizing team members’ contributions, whether it’s through an “Employee of the Month” program or shout-outs during team meetings.
  • Personalize Rewards: Tailor rewards to individual preferences. While some may appreciate public acknowledgment, others might prefer private recognition or tangible rewards.
    Say, a marketing agency can offer personalized rewards: high performers can choose between a bonus, extra vacation days, or a feature in the company newsletter, aligning rewards with individual preferences.
  • Encourage Peer-to-Peer Recognition: Use platforms or channels where team members can acknowledge and appreciate each other’s contributions, fostering a positive team environment. For example, you can create a channel on Slack just for appreciation posts where employees can extend their gratitude to others for helping them or achieving a target.

8. Implement Regular Feedback Mechanisms

Incorporating regular feedback mechanisms is crucial in steering a team toward success and alignment with the organization’s objectives. Consider an engineering team working on a new software product. Regular feedback loops in such a scenario allow engineers to adjust their work based on user testing, peer reviews, and project milestones. 

This ongoing process not only refines the product but also encourages a culture of continuous improvement and adaptation. Through constructive feedback, team members can proactively identify potential issues, innovate solutions, and enhance their skills. Some tips to create a continuous feedback loop:

  • Establish Regular Review Sessions: Schedule weekly or bi-weekly one-on-ones with team members to discuss progress, challenges, and areas for improvement.
  • Create a Culture of Open Feedback: Encourage an environment where feedback is seen as a tool for growth, not criticism. This can be achieved through training sessions and leading by example.
    For instance, a design firm holds monthly feedback sessions where team members constructively review each other’s work. The team leader sets the tone by giving balanced, growth-oriented feedback, creating a safe space for open and positive communication.
  • Utilize Feedback Tools: Implement 360-degree feedback systems, like Culture Amp, that allow for anonymous and comprehensive feedback from various stakeholders, providing a well-rounded view of performance.

9. Create An Optimal Work Environment

The work environment significantly impacts productivity, akin to how a well-equipped workshop enables a craftsman to work more efficiently. A tech company, for instance, might invest in ergonomic workstations, collaborative spaces, and quiet zones, catering to different work preferences and needs. 

This not only enhances comfort but also improves focus and collaboration among team members. An optimal work environment goes beyond the physical space; it includes cultivating a positive, inclusive, and respectful company culture. Wondering how to get started? Here are some pointers:

  • Enhance Physical Workspace: Regularly assess and upgrade the office layout, furniture, lighting, and equipment to ensure a comfortable work environment.
  • Promote a Positive Company Culture: Encourage values like respect, inclusivity, and teamwork. Address negative behaviors like gossip or office politics promptly.
  • Solicit Team Input: Regularly ask team members for feedback on their workspace and company culture, and be open to making changes based on their suggestions.

10. Focus On Task Prioritization

Effective task prioritization is key to ensuring that the team’s efforts are focused on high-impact activities. Imagine a marketing team inundated with multiple campaigns, content creation, and market analysis tasks. By prioritizing tasks based on urgency and alignment with strategic goals, the team can allocate resources effectively, avoid burnout, and achieve better results. 

Prioritization helps in managing workloads effectively, ensuring that critical tasks get the attention they deserve. Below are some ways to enable task prioritization to boost team productivity:

  • Use Prioritization Frameworks: Implement frameworks like the Eisenhower Box or MoSCoW method to categorize tasks based on urgency and importance.
  • Regularly Reassess Priorities: Hold frequent planning sessions to reassess tasks and adjust priorities based on evolving business needs and team capacity.
    Consider this scenario: A software development team holds bi-weekly meetings to reassess their task list. During these sessions, they review the progress of ongoing projects, consider any new client requests, and then use the MoSCoW method to reprioritize tasks, ensuring their focus remains aligned with the most urgent and impactful objectives in the evolving business environment.
  • Empower Team Members to Prioritize: Train team members to identify and prioritize their tasks independently, fostering a sense of ownership and responsibility.

11. Make Sure To Resolve Conflicts

With different people from different teams coming together for projects, conflict is inevitable. This is why effective conflict resolution is pivotal in maintaining a harmonious and productive team environment. 

Consider a project management team facing internal disagreements over resource allocation and project timelines. Without proper resolution mechanisms, these conflicts could escalate, leading to decreased morale, productivity, and potentially derailing the project. Effective conflict resolution ensures that disputes are addressed constructively, enabling the team to focus on their objectives and maintain a positive working environment.

Some ways to handle conflicts hindering team productivity are:

  • Develop a Conflict Resolution Framework: Establish clear guidelines and procedures for addressing and resolving conflicts within the team. This could include mediation sessions or conflict resolution workshops.
  • Encourage Open Dialogue: Create a safe space for team members to express their concerns and viewpoints openly. Promote active listening and empathy among team members to understand different perspectives.
  • Train in Conflict Management Skills: Provide training and resources to team leaders and members on conflict management techniques. This empowers them to handle disagreements effectively and independently.

    For example, a conflict management technique often taught in training is ‘Active Listening’. This involves team leaders encouraging members in a disagreement to listen to each other without interrupting, ensuring each party understands the other’s perspective before responding, thus fostering a more empathetic and effective resolution process.

How To Boost Team Productivity?

Navigating the complexities of team dynamics to boost productivity is an ongoing journey, not a one-time fix. By implementing these best practices, you can cultivate an environment that not only values efficiency and achievement but also fosters mutual respect, continuous learning, and adaptability. 

The goal is to create a team that is more than just a collection of individuals working side by side. It’s about building a cohesive unit that thrives on collaboration, innovation, and shared success—and experiences satisfaction with their work. 

An engineer turned B2B marketer, Siddharthyka creates research-driven, actionable content for professionals from various backgrounds, such as customer success, IT, and finance. She also collaborates with industry experts to create insightful campaigns and content for readers. When away from her work desk, she can be found reading about the cosmos or picking a new coffee roast to try.

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