{"id":56551,"date":"2025-02-27T14:39:41","date_gmt":"2025-02-27T14:39:41","guid":{"rendered":"https:\/\/toggl.com\/blog\/?p=56551"},"modified":"2025-02-27T14:41:38","modified_gmt":"2025-02-27T14:41:38","slug":"team-productivity","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/team-productivity","title":{"rendered":"13 Easy Ways to Improve Team Productivity"},"content":{"rendered":"\n<p>&#8220;My people are <em>always<\/em> very productive<strong><em>,<\/em><\/strong>&#8221; said no team leader ever.&nbsp;<\/p>\n\n\n\n<p>Let&#8217;s be real: We all <em>believe<\/em> our teams could do better, but we often struggle to understand what that better means. More billable hours? Faster task completion? Just putting in more effort?&nbsp;<\/p>\n\n\n\n<p>Team productivity differs from individual productivity because it doesn&#8217;t get better using simple hacks like &#8220;Eat the Frog&#8221; or &#8220;Airplane Mode.&#8221; It requires more in-depth (and ongoing) collaboration, communication, and performance management improvements rather than just setting stricter KPIs.&nbsp;<\/p>\n\n\n\n<p>Learn how to improve team productivity and achieve greater alignment on shared goals with 13 proven tactics.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">TL;DR \u2014 Key Takeaways<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>High team productivity emerges from <strong>strong team synergy<\/strong> \u2014 aligned, joint efforts in groups with high psychological safety, a strong sense of purpose, and high dependability.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Some productivity outputs like \u2018total hours worked\u2019 or \u2018daily desktop activity\u2019 indicate <strong>busy work, not good business outcomes<\/strong>. Your team may be \u201ceating\u201d too much productivity junk food without you realizing it.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Building a <strong>culture of sustainable team productivity<\/strong> that brings you closer to your goals requires targeted interventions and ongoing efforts. Start with how you hire people and where you place them.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Productivity tools and workplace technologies are a conduit of change, not a self-contained solution. Use technology to <strong>identify and fix the causes of low productivity<\/strong> \u2013 think fragmented workflows, missing skill sets, or fragmented knowledge management.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Work on h<strong>ow you communicate<\/strong>. Coach your people to use async tools, be clear in written updates, and give constructive feedback.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Build <strong>greater trus<\/strong>t and improve team dynamics with practices like retrospectives, anonymous well-being surveys, and 1-on-1 feedback sessions.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Track a combination of <strong>hard and soft productivity metrics<\/strong> to ensure you\u2019re not just optimizing for speed or volume, but also for employee engagement and motivation.&nbsp;<\/li>\n<\/ul>\n\n\n        <div class=\"mb-8\">\n            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">Further Reading:<\/span>\n            <div class=\"border-t-[3px] border-b border-yellow-100 py-4 pb-2 lg:grid lg:gap-8 lg:grid-cols-2\">\n                                    <div class=\"mb-4 lg:mb-2\">\n                        <a class=\"flex items-center hover:italic hover:text-dark-purple-80\" href=\"https:\/\/toggl.com\/blog\/best-time-tracking-apps\" title=\"9+ Best Time Tracking Apps in 2026: For Every Budget &amp; Team\" aria-label=\"9+ Best Time Tracking Apps in 2026: For Every Budget &amp; Team\">\n                            <img decoding=\"async\" loading=\"lazy\" class=\"rounded-full w-14 h-14 mr-4 object-cover\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/10\/bess-time-tracking-app-112x59.jpg\" alt=\"9+ Best Time Tracking Apps in 2026: For Every Budget &amp; Team\" width=\"56\" height=\"56\">\n                            <span class=\"font-semibold font-heading leading-snug\">9+ Best Time Tracking Apps in 2026: For Every Budget &amp; Team<\/span>\n                        <\/a>\n                    <\/div>\n                                    <div class=\"mb-4 lg:mb-2\">\n                        <a class=\"flex items-center hover:italic hover:text-dark-purple-80\" href=\"https:\/\/toggl.com\/blog\/improving-employee-productivity\" title=\"How To Improve Employee Productivity &#8211; 10 Tested Ways [2024]\" aria-label=\"How To Improve Employee Productivity &#8211; 10 Tested Ways [2024]\">\n                            <img decoding=\"async\" loading=\"lazy\" class=\"rounded-full w-14 h-14 mr-4 object-cover\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/02\/employee-productivity-112x67.jpg\" alt=\"How To Improve Employee Productivity &#8211; 10 Tested Ways [2024]\" width=\"56\" height=\"56\">\n                            <span class=\"font-semibold font-heading leading-snug\">How To Improve Employee Productivity &#8211; 10 Tested Ways [2024]<\/span>\n                        <\/a>\n                    <\/div>\n                            <\/div>\n        <\/div>\n    \n\n\n<h2 class=\"wp-block-heading\">Team productivity is different from individual productivity<\/h2>\n\n\n\n<p>Individual productivity focuses on personal output, while team productivity emphasizes collective success. You may have the most independently productive people in one room, but as a team, they\u2019ll constantly play tug-of-war without proper steering.<\/p>\n\n\n\n<p><a href=\"https:\/\/citeseerx.ist.psu.edu\/document?repid=rep1&amp;type=pdf&amp;doi=136e9b5f56a52460e940a593b140cb9982dc16af\" target=\"_blank\">Research<\/a> reveals that individual cognitive ability and personality can <a href=\"https:\/\/toggl.com\/blog\/improving-employee-productivity\">impact employee productivity<\/a>, but they don\u2019t necessarily predict <strong>team synergy<\/strong> \u2014 a far more important quality.&nbsp;<\/p>\n\n\n\n<p>Most of you know what it\u2019s like to be part of a great team. You feel understood, appreciated, and supported. This high degree of psychological safety, which Google researchers believe is the cornerstone of high team effectiveness, promotes stronger bonds, better communication, and higher innovation. <\/p>\n\n\n\n<p>People feel safe to try new things, ask questions, and make mistakes. They also know others have \u201cgot their back\u201d and are open to helping someone if they\u2019re falling behind.<\/p>\n\n\n        <div class=\"mb-8 top-tip\">\n            \n                            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">\ud83e\udde0 did you know?<\/span>\n            \n            <div class=\"bg-yellow-30 border-t-[3px] border-yellow-100 px-6 pt-6 pb-2\"><p>High synergy amplifies individual strengths, leading to higher performance gains, better collaboration, and more innovation \u2014 your ultimate goal.<\/p>\n<\/div>\n        <\/div>\n    \n\n\n<h2 class=\"wp-block-heading\">Productivity is about more than output and revenue<\/h2>\n\n\n\n<p>Many managers realize they need to be <strong>conductors<\/strong>, steering people in the right direction rather than telling them how to play their act. But it&#8217;s easy for doubts to creep in, especially when the C-suite wants hard evidence of a team&#8217;s productivity.<\/p>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/productivity-index\/\">Toggl\u2019s 2025 Productivity Index<\/a> found most companies measure productivity in <strong>(sometimes marginal) outputs like \u2018task completion rates\u2019, \u2018total hours worked\u2019, or \u2018daily stand-up meetings\u2019.&nbsp;<\/strong><\/p>\n\n\n\n<p>With <a href=\"https:\/\/toggl.com\/blog\/employee-surveillance\">employee surveillance software<\/a> flooding the market, there are many things you can (not should) measure \u2014 employee screen time, keyboard activity, or eye blink rate.<\/p>\n\n\n\n<p><strong>None of these outputs necessarily equal <\/strong><strong>hard work<\/strong><strong>.&nbsp;&nbsp;<\/strong><\/p>\n\n\n\n<p><a href=\"https:\/\/asana.com\/resources\/anatomy-of-work?utm_campaign=nl_otc_productivity_junk_31102024&amp;utm_source=hs_email&amp;utm_medium=email&amp;_hsenc=p2ANqtz-8OB4qNuKw8-LMG26KPpcjpBTDtUhvec9ecduSqfy_72S9v8ZlKISeeoW8x95XE-Ds1oWa6\" target=\"_blank\">Asana\u2019s Anatomy of Work Global Index<\/a> says employees spend 58% of their day on \u201cwork about work\u201d \u2014 answering Slack messages, doing status check-ins, or sitting in pointless meetings.<\/p>\n\n\n\n<p>This creates a sense and look of \u201cbusy\u201d but doesn\u2019t actually move the needle. Effectively, many teams are nourished by <a href=\"https:\/\/www.linkedin.com\/pulse\/productivity-junk-food-epidemic-toggl-11lde\/\" target=\"_blank\">productivity junk food<\/a>, which is as bad as the real stuff. And workplace tools can reinforce this habit.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"567\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-1024x567.png\" alt=\"productivity junk food\" class=\"wp-image-56553\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-1024x567.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-300x166.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-768x425.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-730x404.png 730w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-1152x638.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-1083x600.png 1083w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-1455x806.png 1455w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2-112x62.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/image-2.png 1488w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>To boost team productivity, you need to <strong>start optimizing inputs<\/strong>.&nbsp;Instead of tracking daily tickets handled by your customer support team or case resolution speed, examine your current processes. <\/p>\n\n\n\n<p>Are there any roadblocks to faster response times, such as a confusing ticketing platform or ineffective handoff workflow between divisions? Do longer issue resolution times always lead to lower customer satisfaction? If your agents excel in providing complex and tailored support, they&#8217;re doing an amazing job.&nbsp;<\/p>\n\n\n\n<p>Because<strong> team productivity isn\u2019t one-dimensional<\/strong>, it can\u2019t be measured through blanket metrics like \u2018numbers of completed tasks\u2019 and \u2018employee utilization rate\u2019, or financial KPIs.&nbsp;<\/p>\n\n\n\n<p>By reverse-engineering how your people deliver their best work, you can remove blockers, eliminate redundancies, and set better team goals for more precise efforts.<\/p>\n\n\n        <div class=\"mb-8 top-tip\">\n            \n                            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">\ud83e\udde0 toggl tip<\/span>\n            \n            <div class=\"bg-yellow-30 border-t-[3px] border-yellow-100 px-6 pt-6 pb-2\"><p>This builds a culture of sustainable productivity rooted in effective project management, personal accountability, and strong team synergy. You\u2019re also increasing profitability by saving money otherwise lost due to process inefficiencies, low employee engagement, and high turnover.<\/p>\n<\/div>\n        <\/div>\n    \n\n\n<h2 class=\"wp-block-heading\">How to improve team productivity<\/h2>\n\n\n\n<p>There\u2019s no \u2018quick fix\u2019 to improve team productivity. Like other people management activities, productivity coaching requires targeted interventions and ongoing commitment. However, the sooner you start applying the following strategies, the faster you\u2019ll see change.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Hire the right team members<\/h3>\n\n\n\n<p>People can\u2019t perform at their best in the wrong role. Sadly, <a href=\"https:\/\/toggl.com\/blog\/how-to-handle-a-bad-hire\">bad hires<\/a> happen often because only <a href=\"https:\/\/www.hrdive.com\/press-release\/20230411-the-2023-state-of-talent-optimization-report-uncovers-a-business-and-talent\/\" target=\"_blank\">33%<\/a> of hiring managers have objective behavioral and cognitive data on candidates.<\/p>\n\n\n\n<p>That third of managers usually rely on <a href=\"https:\/\/toggl.com\/blog\/skills-based-hiring\">skills-based hiring<\/a> \u2014 a strategy that evaluates applicants\u2019 real-world abilities to determine their job fit. This includes hard and soft skills assessments, job knowledge tests, home-based assignments, or in-person case study interviews.&nbsp;<\/p>\n\n\n\n<p>By getting a good scoop on the person\u2019s skills and personality during hiring, you\u2019ll get team members who onboard faster, perform better, and stay with the company longer.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Create a healthy work environment<\/h3>\n\n\n\n<p>Few people can do quality work when they\u2019re burnt out, rushed, or otherwise squeezed to work long and hard.<\/p>\n\n\n\n<p>Our brain can only handle 4-5 hours of high cognitive <span style=\"box-sizing: border-box; margin: 0px; padding: 0px;\">load daily. That&nbsp;<a href=\"https:\/\/pmc.ncbi.nlm.nih.gov\/articles\/PMC6832080\" target=\"_blank\">capacity<\/a>&nbsp;shrinks when we are stressed, sleep-deprived, or mentally exhausted from constant stimuli (like endless pings in a work chat).<\/span>&nbsp;<\/p>\n\n\n\n<p>Conversely, people in good physical, mental, and emotional health are more likely to be top performers at work. An <a href=\"https:\/\/wellbeing.hmc.ox.ac.uk\/news\/productivity-management-science\/\" target=\"_blank\">Oxford University study<\/a> recently confirmed that a one-point increase in self-reported happiness levels brings a 12% productivity increase among call center workers.<\/p>\n\n\n\n<p>There are several important elements of positive work environments:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/skills-of-a-good-employee\" target=\"_blank\" rel=\"noopener\" title=\"Good employee\" data-wpil-keyword-link=\"linked\" data-wpil-monitor-id=\"2046\">Good employee<\/a> work-life balance&nbsp;<\/li>\n\n\n\n<li>Mutual respect and inclusion&nbsp;<\/li>\n\n\n\n<li>High physiological and physical safety&nbsp;<\/li>\n\n\n\n<li>Fair, transparent compensation&nbsp;<\/li>\n\n\n\n<li>Open communication&nbsp;<\/li>\n\n\n\n<li>Regular recognition and appreciation&nbsp;<\/li>\n\n\n\n<li>Access to growth opportunities&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>\u2026.and strong leadership advocacy for<em> all <\/em>of the above.&nbsp;<\/p>\n\n\n\n<p>To assess your team\u2019s well-being, run an anonymous survey to detect emerging issues in motivation, workload allocation, and interpersonal dynamics.<\/p>\n\n\n        <div class=\"mb-8 top-tip\">\n            \n                            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">\ud83d\udcb0 the financial benefits<\/span>\n            \n            <div class=\"bg-yellow-30 border-t-[3px] border-yellow-100 px-6 pt-6 pb-2\"><p>Preventing team burnout is cheaper than shouldering its subsequent costs: <a href=\"https:\/\/www.gallup.com\/workplace\/215924\/well-being.aspx\" target=\"_blank\">15% to 20%<\/a> of total payroll in voluntary turnover costs.<\/p>\n<\/div>\n        <\/div>\n    \n\n\n<h3 class=\"wp-block-heading\">3. Play to your team\u2019s strengths<\/h3>\n\n\n\n<p>Teams perform better by compounding individual strengths.<\/p>\n\n\n\n<p>Your marketing team may have a talented copywriter whose creativity thrives with guidance from an analytical content strategist. To discover individual strengths in your team, try:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Skills mapping to understand which extra (under-used) competencies your people have or, on the contrary, need to do better work.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/toggl.com\/blog\/personality-tests-for-hiring\">Personality testing<\/a> to evaluate the team\u2019s soft skills and unique quirks that make them click together and shine individually.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/toggl.com\/track\/team-building-games\/\">Team-building activities<\/a> to shape better group dynamics, build trust, and provide bonding opportunities in a low-pressure setting.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>By understanding and using each member\u2019s unique capabilities, you can improve task allocation, remove collaboration blockers, reduce conflicts, and boost engagement rates.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. Set a North Star (and follow it)<\/h3>\n\n\n\n<p>Productivity comes from focused attention. A North Star identifies the direction for the team\u2019s brain power and energy. It communicates your company\u2019s vision and mission as one overarching objective, supplying teams with a shared purpose.<\/p>\n\n\n\n<p>A North Star Metric (NSM) can be <strong>revenue-based<\/strong> (e.g., annual recurring revenue),<strong> growth-efficiency<\/strong> <strong>driven<\/strong> (e.g., lifetime value), or <strong>customer-focused<\/strong> (e.g., paid subscribers). <\/p>\n\n\n\n<p>For example, B2B software companies focus on converting free individual users to paid team plans. DTC brands obsess about maximizing profit margins for price competitiveness and faster growth. Your NSM can also evolve over time as priorities change.<\/p>\n\n\n\n<p>The North Star metric trickles down as individual goals for different teams.<\/p>\n\n\n\n<p>Lenny Rachitsky, former Product Lead at Airbnb, <a href=\"https:\/\/future.com\/north-star-metrics\/\" target=\"_blank\">shared that<\/a> the company chose a broad NSM of \u201cnights booked\u201d, which seemed too broad. So, he broke this down into input metrics that feed into the bigger goals.<\/p>\n\n\n\n<p>One team was tasked with adding more homes to the platform, another with increasing website traffic, and yet another with optimizing guest conversion rates. All actions aimed to book more nights. This approach aligned teams on the big goal and focused on solving their piece of the puzzle.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. Establish a single source of truth<\/h3>\n\n\n\n<p><a href=\"https:\/\/www.gartner.com\/en\/newsroom\/press-releases\/2023-05-10-gartner-survey-reveals-47-percent-of-digital-workers-struggle-to-find-the-information-needed-to-effectively-perform-their-jobs\" target=\"_blank\">Almost half<\/a> of digital workers struggle to find the information needed to do their jobs despite (or <em>because <\/em>of) having a myriad of communication and collaboration tools.<\/p>\n\n\n\n<p>Digital knowledge falls through the cracks and isn\u2019t stored, breeding productivity killers like:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Limited visibility<\/strong> (Imani has no idea about her team\u2019s capacity)&nbsp;<\/li>\n\n\n\n<li><strong>Information asymmetry <\/strong>(Kayla missed an important product update).&nbsp;<\/li>\n\n\n\n<li><strong>Institutional knowledge loss<\/strong> (No one knows how to debug code Amir wrote)&nbsp;<\/li>\n\n\n\n<li><strong>Lopsided decision-making<\/strong> (Slava made a sales forecast based on outdated data)&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>A team knowledge base reduces confusion, improves decision-making, and streamlines collaboration. You can easily build all sorts of wikis, databases, and document logs with<a href=\"https:\/\/www.notion.com\/\" target=\"_blank\"> Notion<\/a>, <a href=\"https:\/\/slite.com\/\" target=\"_blank\">Slite<\/a>, or <a href=\"https:\/\/www.atlassian.com\/software\/confluence\" target=\"_blank\">Confluence<\/a> to make knowledge more accessible.<\/p>\n\n\n\n<p>Reinforce the writing habit by encouraging people to <a href=\"https:\/\/toggl.com\/blog\/time-blocking\">block time<\/a> for creating documentation, templates, and other knowledge assets.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">6. Communicate clearly<\/h3>\n\n\n\n<p>Time and again, research into <a href=\"https:\/\/www.informingscience.org\/Publications\/4857\" target=\"_blank\">team behaviors<\/a> and <a href=\"https:\/\/www.ajol.info\/index.php\/gjss\/article\/view\/273868\" target=\"_blank\">workplace policies<\/a> proves that effective communication improves team cohesiveness, performance, and satisfaction.<\/p>\n\n\n\n<p>But not all communication is good per se. Helicopter-style check-ins every hour? Nope, won\u2019t move the needle. Vague \u201cCan I ask you something?\u201d Slack messages? Distracting.<\/p>\n\n\n\n<p><strong>Try the BLUF method to improve your written communication.<\/strong> Short for \u2018bottom line up front\u2019, this model aims to give the recipient the context to fully address your need or understand the situation without exchanging multiple messages.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"986\" height=\"166\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/BLUF-messag-example.png\" alt=\"BLUF message example\" class=\"wp-image-56554\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/BLUF-messag-example.png 986w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/BLUF-messag-example-300x51.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/BLUF-messag-example-768x129.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/BLUF-messag-example-746x126.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/02\/BLUF-messag-example-112x19.png 112w\" sizes=\"auto, (max-width: 986px) 100vw, 986px\" \/><\/figure>\n\n\n\n<p><strong>Similarly, avoid ambiguous language when describing tasks<\/strong>. Start with an action verb, e.g., Review, Buy, Follow-up, in the title. List extra details in the description, such as what needs to be done, why, and how. Include specific sub-steps if needed and add a deadline.<\/p>\n\n\n\n<p>Team leaders must always communicate clear goals, whether leading a planning meeting or distributing tasks: We need to do X because it\u2019s important for Y, and the best way forward is through Z.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">7. Understand where (and how) to leverage AI<\/h3>\n\n\n\n<p>AI productivity tools have been touted by the media as \u201cthe next biggest productivity revolution\u201d.&nbsp;<\/p>\n\n\n\n<p>Buuut\u2026the jury is still out on whether GPTs impact productivity. Among <a href=\"https:\/\/cloud.google.com\/transform\/survey-generating-value-from-generative-ai-roi-study\" target=\"_blank\">Google survey<\/a> participants, 45% reported productivity gains. Yet, a <a href=\"https:\/\/www.upwork.com\/research\/ai-enhanced-work-models\" target=\"_blank\">survey from Upwork<\/a> says that 80% of workers believe their workload <em>has increased <\/em>with Gen AI tools. Not good.\u00a0<\/p>\n\n\n\n<p>The truth is somewhere in the middle.<\/p>\n\n\n\n<p>AI-powered automation can generate measurable efficiencies in customer support, marketing, operations, and <a href=\"https:\/\/toggl.com\/blog\/ai-recruitment-automation\">recruitment processes<\/a>, among others. However, redundant processes will remain redundant with or without AI. And your decision-making is skewed if teams don&#8217;t have a strong data culture.<\/p>\n\n\n        <div class=\"mb-8 top-tip\">\n            \n                            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">\ud83e\udde0 toggl tip<\/span>\n            \n            <div class=\"bg-yellow-30 border-t-[3px] border-yellow-100 px-6 pt-6 pb-2\"><p><!-- wp:paragraph --><\/p>\n<p>To maximize AI\u2019s benefits, <strong>focus on how it can solve existing problems, not create new ones<\/strong>.<\/p>\n<p><!-- \/wp:paragraph --> <!-- wp:paragraph --><\/p>\n<p>Example: If you struggle with high calling volumes (and long customer hold times), adding a speech recognition tool for smart call routing makes more sense than launching an onsite chatbot and forcing customers to use it.<\/p>\n<p><!-- \/wp:paragraph --> <!-- wp:paragraph --><\/p>\n<p>Consider your team&#8217;s needs and frustrations first \u2014 then think about whether an AI tool is the best solution.<\/p>\n<p><!-- \/wp:paragraph --><\/p>\n<\/div>\n        <\/div>\n    \n\n\n<h3 class=\"wp-block-heading\">8. Use workforce optimization tools<\/h3>\n\n\n\n<p>There\u2019s no shortage of <a href=\"https:\/\/toggl.com\/blog\/best-productivity-apps\">productivity<\/a>, <a href=\"https:\/\/toggl.com\/blog\/best-time-tracking-apps\">time tracking<\/a>, and <a href=\"https:\/\/toggl.com\/blog\/best-time-management-apps\">time management apps<\/a> on the market. Each software offers a <em>slightly<\/em> different take on optimizing workforce performance.<\/p>\n\n\n\n<p>Some apps focus on task scheduling and management. Others help with capacity estimation or workload forecasting. Choose a tool that provides missing insights for your team.&nbsp;<\/p>\n\n\n\n<p>Consider a to-do list app if your people have trouble prioritizing tasks and planning their days. Struggling with workload visibility or project timelines? Try an app with robust <a href=\"https:\/\/toggl.com\/track\/time-data-analytics\/\">time data analytics<\/a> features like Toggl Track.&nbsp;<\/p>\n\n\n\n<p>Toggl Track combines time and task data into a single analytics dashboard, allowing you to easily track team performance across tasks, revenue sources, client profitability, available capacities, and more.&nbsp;<\/p>\n\n\n\n<p>Learn what\u2019s driving productivity gains (and losses) among your team with real data instead of guestimation.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"812\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-1024x812.png\" alt=\"\" class=\"wp-image-56230\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-1024x812.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-300x238.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-768x609.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-510x404.png 510w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-959x760.png 959w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-757x600.png 757w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-1017x806.png 1017w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference-112x89.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2025\/01\/analytics-filters-difference.png 1390w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">9. Give employees the freedom to excel<\/h3>\n\n\n\n<p>A productive team isn&#8217;t just one that jointly crosses off assigned tasks. It enables each member to take ownership of their work and be autonomous as they solve complex problems.&nbsp;<\/p>\n\n\n\n<p>A healthy team dynamic means you have regular&#8217; group time&#8217; for brainstorming and collaboration but also offers ample opportunities for <a href=\"https:\/\/toggl.com\/blog\/deep-work-technique\">deep work<\/a> \u2014 that blissful state of high focus where the best work happens.&nbsp;<\/p>\n\n\n\n<p>But carving out uninterrupted stretches of work can be hard when there are too many team meetings or the pressure to respond to Slack messages within 10 minutes.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"722\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies-1024x722.png\" alt=\"\" class=\"wp-image-52536\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies-1024x722.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies-300x211.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies-768x541.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies-573x404.png 573w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies-112x79.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/05\/Deep-Work-scheduling-strategies.png 1030w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Follow Shopify&#8217;s lead and give your people more room to excel independently. The e-commerce platform canceled almost all of its meetings and switched to async communication. The result? In about half a year the company reclaimed <a href=\"https:\/\/www.fastcompany.com\/90888605\/shopify-exec-this-is-what-happened-when-we-canceled-all-meetings\" target=\"_blank\">over 322,000 employee hours<\/a> and said it&#8217;s on track to deliver about 25% more projects.\u00a0<\/p>\n\n\n\n<p>Another fully remote company, Gumroad, has grown from <a href=\"https:\/\/www.linkedin.com\/posts\/sahillavingia_since-q2-2019-gumroad-has-grown-from-4m-activity-7123345160796532739-G7Mf\/\" target=\"_blank\">$4M in annual revenue<\/a> in 2019 to $22M in revenue in 2024 with a \u201cno meetings\u201d and \u201cno deadlines\u201d policy. Gumroad\u2019s CEO Sahil Lavingia shared <a href=\"https:\/\/sahillavingia.com\/work\" target=\"_blank\">several components<\/a> of his success with fully async work:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Everyone writes well and writes a lot. (See our tip 5)&nbsp;<\/li>\n<\/ol>\n\n\n\n<ol start=\"2\" class=\"wp-block-list\">\n<li>Single North Star metric of maximizing how much money creators earn (See our tip 4)&nbsp;<\/li>\n<\/ol>\n\n\n\n<ol start=\"3\" class=\"wp-block-list\">\n<li>Strong accountability \u2014 &#8220;People can work on what&#8217;s fun or rely on their intuition because as long as we remain profitable and keep shipping, we tend to get to the important stuff eventually.&#8221;&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>Don&#8217;t be afraid to loosen your hold of the reins. Great work will happen when competent people can communicate clearly, have precise goals, and feel accountable.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">10. Provide feedback regularly<\/h3>\n\n\n\n<p>A high degree of team autonomy and individual freedom is important, but so is regular feedback.&nbsp;Employees are <a href=\"https:\/\/www.gallup.com\/workplace\/357764\/fast-feedback-fuels-performance.aspx\" target=\"_blank\">3.6 times more likely<\/a> to strongly agree they are motivated to do outstanding work when their manager provides daily (vs. annual) feedback.<\/p>\n\n\n\n<p>Regular feedback allows on-the-fly course correction, reducing time and resource waste. It\u2019s also essential for trust and rapport-building. People want to feel acknowledged for their contributions and celebrated for their efforts. Even more so in remote work companies, where loads of actions may seem \u2018invisible\u2019.&nbsp;<\/p>\n\n\n\n<p>Practice two things:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Periodic one-on-one feedback sessions to recognize the person\u2019s successes and provide personalized tips for performance calibration.&nbsp;<\/li>\n<\/ol>\n\n\n\n<ol start=\"2\" class=\"wp-block-list\">\n<li>Host all-hands meetings where everyone can engage in two-way constructive feedback on the processes, recent irks, or anything else on their mind.&nbsp;&nbsp;<\/li>\n<\/ol>\n\n\n        <div class=\"mb-8 top-tip\">\n            \n                            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">\ud83d\udca1 manager&#8217;s tip<\/span>\n            \n            <div class=\"bg-yellow-30 border-t-[3px] border-yellow-100 px-6 pt-6 pb-2\"><p>Use the COIN formula to provide helpful feedback.\u00a0Explain the\u00a0context,\u00a0observe the behavior, clarify the\u00a0impact, and advise on what to do next.<\/p>\n<\/div>\n        <\/div>\n    \n\n\n<h3 class=\"wp-block-heading\">11. Celebrate wins (and failures)<\/h3>\n\n\n\n<p>Borrow a practice from Agile teams \u2014 host a retrospective meeting after each major project.&nbsp;<\/p>\n\n\n\n<p>Retrospectives provide a \u2018safe space\u2019 for discussing what went well (aka recognizing everyone\u2019s contribution and successes), what went wrong (without finger-pointing), and brainstorming what can be done better next time.&nbsp;<\/p>\n\n\n\n<p><strong>Example<\/strong>: You can ask everyone to share what made them feel mad, sad, or glad during the project. Then, drill down to the causes of \u2018sadness\u2019 with a 5 Whys analysis and jointly come up with a solution.&nbsp;&nbsp;<\/p>\n\n\n\n<p>The blameless nature of retrospectives encourages people to speak openly. This reduces mild tensions, promotes bonding, and builds trust. Your team can continuously learn from each other&#8217;s experiences and improve their behaviors to deliver even better results.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">12. Upskill and reskill your employees<\/h3>\n\n\n\n<p>Productivity dips when people don\u2019t know how to do things differently. They become stuck in routines, using the same tools and techniques for decades. Some upskilling may be in order.&nbsp;<\/p>\n\n\n\n<p>Create a team skills matrix to analyze which competencies your people already have, which ones they need for their current roles, and how interested they are in improving a specific skill or learning a new one.&nbsp;<\/p>\n\n\n\n<p><strong>Example<\/strong>: Your business analyst might already dabble into Python coding on the side and would love to get further trained in data science \u2014 a skill you&#8217;re struggling to hire for. Or you might realize your facility managers need more training on the new digital system \u2014 the one you&#8217;ve paid a lot for but haven&#8217;t yet seen any results.&nbsp;<\/p>\n\n\n\n<p>By investing in targeted employee development initiatives, you get a greater quality of work today and lower exposure to the skills shortages of tomorrow.&nbsp;&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">13. Track the right productivity metrics<\/h3>\n\n\n\n<p>To understand what actions drive productivity improvements, gain visibility into how all of these elements affect team productivity. You can quantify the team\u2019s productivity using the following:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Project metrics<\/strong> like team velocity, task burndown rate, <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/project-scope-creep\" target=\"_blank\" rel=\"noopener\" title=\"scope creep\" data-wpil-keyword-link=\"linked\" data-wpil-monitor-id=\"2048\">scope creep<\/a>, or recourse utilization rate.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Quality of work <\/strong>metrics like bug rate, customer satisfaction scores, issue resolution rates, or error rates.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Time-based <\/strong><strong>metrics<\/strong><strong> <\/strong>like time to completion, on-time delivery, total <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/how-to-track-billable-hours\" target=\"_blank\" rel=\"noopener\" title=\"billable hours\" data-wpil-keyword-link=\"linked\" data-wpil-monitor-id=\"2049\">billable hours<\/a>, or utilization rate.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Financial <\/strong><strong>metrics<\/strong> like revenue per project, profit per employee, cost per output unit, or billable hours percentages.&nbsp;<\/li>\n<\/ul>\n\n\n        <div class=\"mb-8\">\n            <span class=\"block text-dark-purple-100 opacity-60 uppercase mb-2 text-sm font-bold\">Further Reading:<\/span>\n            <div class=\"border-t-[3px] border-b border-yellow-100 py-4 pb-2 lg:grid lg:gap-8 lg:grid-cols-2\">\n                                    <div class=\"mb-4 lg:mb-2\">\n                        <a class=\"flex items-center hover:italic hover:text-dark-purple-80\" href=\"https:\/\/toggl.com\/blog\/project-metrics\" title=\"10 Key Project Metrics for Tracking Team Performance\" aria-label=\"10 Key Project Metrics for Tracking Team Performance\">\n                            <img decoding=\"async\" loading=\"lazy\" class=\"rounded-full w-14 h-14 mr-4 object-cover\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/04\/key-project-metrics-112x67.jpg\" alt=\"10 Key Project Metrics for Tracking Team Performance\" width=\"56\" height=\"56\">\n                            <span class=\"font-semibold font-heading leading-snug\">10 Key Project Metrics for Tracking Team Performance<\/span>\n                        <\/a>\n                    <\/div>\n                                    <div class=\"mb-4 lg:mb-2\">\n                        <a class=\"flex items-center hover:italic hover:text-dark-purple-80\" href=\"https:\/\/toggl.com\/blog\/how-to-track-billable-hours\" title=\"How to Track Billable Hours for Accurate Invoicing (2026 Guide)\" aria-label=\"How to Track Billable Hours for Accurate Invoicing (2026 Guide)\">\n                            <img decoding=\"async\" loading=\"lazy\" class=\"rounded-full w-14 h-14 mr-4 object-cover\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/06\/blog-track-billable-tips-112x59.jpg\" alt=\"How to Track Billable Hours for Accurate Invoicing (2026 Guide)\" width=\"56\" height=\"56\">\n                            <span class=\"font-semibold font-heading leading-snug\">How to Track Billable Hours for Accurate Invoicing (2026 Guide)<\/span>\n                        <\/a>\n                    <\/div>\n                            <\/div>\n        <\/div>\n    \n\n\n<h2 class=\"wp-block-heading\">How to measure team productivity<\/h2>\n\n\n\n<p>Team productivity is multi-dimensional. You need the right organizational structure, clear communication practices, skill alignment, strong synergy, and the right technology in place.&nbsp;<\/p>\n\n\n\n<p>This makes productivity measurements more challenging than blanket labeling desktop activity as either \u201cproductive\u201d or \u201cunproductive\u201d. To get a clear picture, use a combination of quantitative and qualitative measurement methods.&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Use <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/\" target=\"_blank\" rel=\"noopener\" title=\"time tracking\" data-wpil-keyword-link=\"linked\" data-wpil-monitor-id=\"2045\">time tracking<\/a> tools<\/strong> to identify organizational inefficiencies, such as meeting madness, broken workflows, or overly ambitious budget allocations.&nbsp;&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Collect<\/strong> <strong>360-degree feedback<\/strong> from peers, managers, and other stakeholders about the team\u2019s performance levels.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Try skills assessment tools <\/strong>to detect mismatches between roles and determine employees\u2019 training needs in your most important business areas.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Run an <\/strong><strong>employee engagement<\/strong><strong> survey <\/strong>to assess motivation, job satisfaction, and overall morale.<\/li>\n<\/ul>\n\n\n\n<p>Your goal is to gain a view into what drives different productivity outputs, like the number of tasks completed per month or revenue generated. Some dips may be explained by skills mismatches, not the perceived employee laziness. Others may be caused by broken workflows, poor cross-team collaboration, or your employees just not feeling jazzed about their work.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Understand your team\u2019s strengths with Toggl Track insights<\/h2>\n\n\n\n<p>With Toggl Track, you can build single-click reports from your team&#8217;s time data to decode their productivity trends. You\u2019ll:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Learn where efforts get wasted due to inefficiencies&nbsp;<\/li>\n\n\n\n<li>Gain more accurate <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/project-cost-estimating\" target=\"_blank\" rel=\"noopener\" title=\"project estimates\" data-wpil-keyword-link=\"linked\" data-wpil-monitor-id=\"2044\">project estimates<\/a> to manage timelines&nbsp;<\/li>\n\n\n\n<li>Monitor and predict task and project duration for better workload allocation&nbsp;<\/li>\n\n\n\n<li>Avoid project delivery delays and budget overruns&nbsp;&nbsp;<\/li>\n\n\n\n<li>Analyze what your top performers do and share the insights with others&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>With Toggl Track, you can learn about your people&#8217;s strengths without creeping into their privacy. That\u2019s because we\u2019re strictly <a href=\"https:\/\/toggl.com\/track\/anti-surveillance-statement\/\">anti-surveillance<\/a>! <\/p>\n\n\n\n<p>With our platform, you\u2019ll quickly optimize team efficiencies by removing actual blockers and instilling greater clarity on your priorities.&nbsp;<a href=\"https:\/\/toggl.com\/track\/demo-request\/\">Book a free team demo<\/a> to test-drive our data analytics features today.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>&#8220;My people are always very productive,&#8221; said no team leader ever.&nbsp; Let&#8217;s be real: We all believe our teams could do better, but we often&#8230;<\/p>\n","protected":false},"author":640,"featured_media":56552,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[753],"tags":[],"class_list":["post-56551","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-productivity"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>13 Easy Ways to Improve Team Productivity<\/title>\n<meta name=\"description\" content=\"Team productivity differs from individual productivity and requires more complex solutions. 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