Measures of productivity begin with individuals and scales all the way up to our economy as a whole. In-between, and at almost every point, people and companies are measured on their productivity. This is because improving productivity is perhaps the most important thing a company can do to enhance its value – especially in a slowing economy like we may be entering over the next few years.
As a manager, you will be evaluated on your team’s productivity. As a corporate owner, your company’s productivity can mean the difference between a profitable year and a loss and as a shareholder, productivity gains may be the difference between dividend returns or none at all.
Yet, motivating teams to stay and become more productive can be difficult. Even more problematic, there is no clear consensus on what truly works to motivate employees and teams productivity.
From brainstorming group sessions with lackluster outcomes (as noted by The Harvard Business Review) to examples where stringent productivity measures actually encouraged employee cheating (such as with Wells Fargo as reported by #WSJ), companies are estimated to spend upwards of $90B a year on non-cash incentive rewards per employee (as noted in 2016 by an Incentive Federation study).
As of late, many employee rewards and recognition programs have shifted emphasis. Many are now focusing on productivity that concurrently supports corporate values and provides meaningful and continuous rewards to employees. While it sounds like good thinking, the long term results of linking productivity to other goals remains unclear.
While many test different motivational and productivity activities in search of success, there are some tried-and-true basic ideas that everyone should consider in helping individuals and teams to become more productive.
Here are 8 ways to empower your teams to be more productive:
1. Give your team members ownership of their goals
It takes time for individuals and team members to learn how to identify, define, and attain their own goals. Accordingly, a manager should initially provide their teams with goals and projects to help guide them. Subsequent to that, managers should also challenge those team members to identify the resources needed for successful execution. Provide the needed resources, a process for measurement, and you have a plan in place to have your team owning and delivering on its goals.
Of course, you have to keep goals realistic and attainable. For large and lengthy projects, you should break them into smaller segments by which clear progress can be documented. Help team members to think through potential obstacles and to identify workarounds and assignments and, as noted above, always make sure that the team has the needed resources for success.
Driving teams to the successful completion of realistic and rewarding goals is one of the surest ways for a manager to increase organizational productivity.
2. Set communication expectations
Often project communication can seem like a project in and of itself for team members. However, as a manager, if you can help your teams to understand that regular and productive communication is the only way to document progress and to identify obstacles, you will have a far more productive team. Encourage team members to read the communications and to think about what it means to progress from their unique perspectives.
3. Know your team members’ strengths and weaknesses
Regular meetings with team members on a one-on-one basis is the most effective way to communicate priorities and expectations for their specific roles. By being clear and descriptive regarding the top two or three high priority tasks, you will keep your teams focused on productivity. Clarity on timing with each employee is key to having a mutual understanding of when tasks need to be completed. Concurrently, you can have a mutual understanding of individual team member’s strengths and weaknesses and adjust individual goals, objectives, tasks, and timing accordingly. By adjusting an individual’s contributions and tasks to better align with their strengths, you can greatly enhance their productivity. By talking about weaknesses and where they can find help and support, holes in projects can be filled by others and through added resources.
4. Use a project management software
There are many project management software solutions, some customized for specific industries, and some that will integrate with rewards program software and other enterprise HR systems. If you are starting with a new PM software, you might want to get IT involved as there are over 300 options. Keep in mind that updating the system requires time from each team member. Help them to budget their time to include the critical documentation.
5. Provide a good work environment
Encourage good work habits including breaks, stretching, exercise, meals, and fun. Environmental factors such as open vs. closed workspaces, temperature, lighting, safety, and more, have an impact on productivity. A 2016 survey by Gensler highlights the impact of workplace design on productivity. What the survey doesn’t cover, however, is the quality of life that comes from site selection as it relates to employees.
6. Give them incentives
A well-structured incentive program focuses on continuous performance enhancement including quality, communication, engagement, productivity, and values. Rewards are a continuous part of the cycle, and should include team building exercises to encourage engagement and trust. A well-designed program builds leadership and institutionalizes corporate values. While these 8 steps focus on non-financial incentives, it is axiomatic that productive employees feel that they are sharing in the financial success of their companies and that they are fairly valued by their companies.
7. Praise a job well done
There’s a reason they say, “Recognition is the greatest motivator,” and it still holds true according to a study by Make Their Day featured in Psychology Today. Public praise is a great way to show your team that you are aware of the great work they are doing. Make sure you make a note of the public praise in your HR software.
8. Give each other feedback
Smile and give each other a pat on the back coupled with constructive criticism. Help each other to identify challenges and act as a team to create solutions. Employee engagement provides the foundation for a positive and productive work environment.
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While some of the above tips are more expensive to implement, others are free. I encourage thoughtful consistency in implementation, avoiding pitfalls of favoritism, and with a focus towards an inclusive workplace.
Be aware that changes in employment law should be given careful consideration, as Earned Sick Leave policies now forbid performance penalties related to time earned in some states.
There are few things more important to a company than its productivity and that of its employees. By following these 8 steps you can go a long way to helping your company to become more productive. These 8 steps are not the elusive ‘guaranteed productivity steps’ but they are all tried and true, and waiting for you to bring to your company.
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Michael Roth is President and Founder of Michael Roth Advisors, a business consulting firm headquartered in West Orange, NJ. Roth brings extensive experience in business services for Turnaround Management Firms and Private Equity Firms to improve organizational structure and performance. Learn more about MRA at http://michaelrothadvisors.com.