The backbone of any successful business is its employees. The way they work, their productivity levels, their expertise, knowledge, attitude, and overall performance are vital in keeping a business running smoothly and efficiently.
In this guide, we’ll explore what employee productivity is, how to measure it, factors that can impact it, and strategies to boost it. We’ll also highlight some tools and technologies to help your business improve its workforce productivity.
What is employee productivity?
Employee productivity measures an employee’s output in relation to the amount of time and resources they invest in their work. It’s an essential metric that indicates how efficient and effective an employee is in completing tasks and contributing to the company’s goals.
Employee productivity is crucial for a company’s success because it directly impacts the bottom line. Highly productive office workers can complete tasks more efficiently, which can lead to a reduction in costs and an increase in revenue. In contrast, low productivity can result in missed deadlines, reduced quality of work, and decreased overall efficiency.
Productivity isn’t just about completing tasks quickly but also producing high-quality work. So, it’s essential to measure productivity accurately by considering the quality of work produced and the time and resources invested.
How do you measure employee productivity?
Measuring your team’s productivity is an important step in improving work performance and achieving organizational goals. However, you’ll need to measure it accurately without micromanaging employees.
According to research from the Harvard Business Review, productive companies have 30% to 50% higher operating margins than less productive competitors. But how do you measure employee productivity and gauge whether you need to increase employee productivity or if you’re on the right course?
Some tips for effective productivity metrics include:
- Identify Key Performance Indicators (KPIs). KPIs can measure an employee’s progress toward achieving specific goals. Some KPIs businesses can track to assess an employee’s overall productivity include the number of tasks completed, the amount of time spent on each task, the quality of work produced, and the employee’s contribution to the company’s overall goals.
- Use time-tracking tools. Time-tracking tools like Toggl or RescueTime can help businesses monitor how much time employees spend on specific tasks. This can be especially helpful for remote workers or hybrid work so managers can stay in the loop with how employee time is spent. Web productivity tools can also provide insights into the amount of time wasted on unproductive activities.
- Conduct regular performance evaluations. Regular performance evaluations can provide valuable feedback to employees while giving managers insight into an employee’s productivity levels. Feedback should be constructive, highlighting areas of improvement and recognizing strengths.
- Set clear goals and expectations. Setting clear goals and expectations can help employees focus on the most important tasks and avoid distractions. Goals should be Specific, Measurable, Achievable, Relevant, and Time-bound (SMART).
- Leverage technology. Businesses can use technology to measure employee productivity and make remote work easier. For example, cloud-based project management software, tools, or apps like Asana and Trello can help employees collaborate, manage workflows, and stay on top of their tasks. Video conferencing and messaging apps like Zoom, Slack, and Google Meet can help team members communicate effectively.
Factors affecting employee productivity in 2023
To improve work performance, businesses should be aware of the factors in their industry that are likely to affect employee productivity. Here are some key factors:
- Work environment. The work environment can significantly impact employee productivity. Noise levels, lighting, temperature, and office layout can affect employee concentration and motivation.
- Work-life balance. A healthy work-life balance is essential for maintaining high levels of workplace productivity. Overworked or stressed employees are more likely to experience burnout and reduced productivity levels.
- Technological advancements. Technological advancements can improve work performance and workflow functionality by automating repetitive tasks and improving communication and teamwork. However, technology can be a distraction, with employees spending too much time on social media or other nonwork-related tasks.
- Employee health and well-being. Employee health and well-being are crucial for maintaining high levels of productivity. Businesses can support employee health and well-being through wellness programs, flexible work arrangements, and mental health resources.
- Company culture. Organizational culture can impact employee productivity in several ways. A positive culture that promotes open communication, positive interactions, collaboration, and employee development can help increase productivity and employee retention. In contrast, a toxic culture can lead to low morale, high turnover, and decreased productivity.
- Remote work. 32% of managers found remote work increased productivity. Remote work can offer several advantages to employee productivity, such as reduced stress from commuting and fewer interruptions from colleagues.
Challenges to employee productivity
Despite efforts to improve employee productivity, several challenges persist in the workplace that can hinder productivity levels. Some challenges getting in the way of high productivity include:
- Workplace distractions. Workplace distractions like social media, email notifications, and noisy colleagues can impact employee stress levels. According to research, it takes an average of 23 minutes to regain focus after a distraction. And, following this loss of focus, workers reported significantly higher stress and more frustration, and the perception of increased workload, effort, and pressure.
- Burnout. Over 75% of people say they’ve experienced burnout at their current job, which contributes to reduced productivity levels. Overworked or stressed employees are more likely to experience burnout, leading to decreased engagement, increased absenteeism, and reduced productivity.
- Lack of employee engagement and motivation. Gallup’s State of the Global Workplace report found only 15% of employees are engaged in their work. Employees who are disengaged or lack motivation are more likely to produce low-quality work and contribute less to the company’s goals.
- Inefficient processes and procedures. Inefficient processes and procedures can lead to wasted time and resources, reducing productivity levels. Business leaders should regularly review their workflows and procedures to identify areas for improvement.
- Poor management and leadership. Poor management and leadership can lead to low morale, lack of direction, and decreased productivity levels.
- Large number of employees. Managing a large number of employees can be challenging, especially in terms of communication, collaboration, and coordination. As organizations grow, it becomes increasingly difficult to make sure everyone is on the same page, resulting in inefficiencies, misunderstandings, and an overburdened Human Resources (HR) department.
5 strategies to boost employee productivity
Overcoming the challenges facing employee productivity is essential to the success of an organization.
We cover some tips and strategies to help improve your team’s productivity.
1. Goal setting and following up
Goal setting helps provide a clear direction and focus for employees’ work. Employees with well-defined and measurable goals are more likely to stay motivated, engaged, and committed to achieving their objectives.
One effective way to set goals is by using the SMART goals framework. This framework helps employees create clear, concise, and achievable goals with a set timeline for completion. View some sample goals for employees.
Following up with employees is equally important in helping them stay on track and achieve these goals. However, regular check-ins don’t mean micromanaging. Instead, it can be a quick discussion to make sure employees have the tools and resources to complete their tasks and that timelines are still achievable.
2. Prioritization and time management
Take a look at these sobering facts:
- On average, employees spend more than half of their workday (51%) on tasks that offer little to no value to the organization, which can significantly impact productivity.
- Around 12% of an employee’s workday is spent unproductively using social media, which is a major source of distraction in the workplace.
- The average employee procrastinates for over two hours daily, resulting in missed deadlines and a lack of focus on critical tasks.
These statistics make it clear time management is a major issue in today’s workforce.
However, when employees have clear expectations on priorities and effective time management tools, they can better manage their workload, reduce stress, and achieve their goals. Clear expectations help employees focus on priority tasks, allowing them to allocate their time and resources more effectively.
Effective time management tools can help employees prioritize tasks and manage their workloads more efficiently. These tools can range from basic to-do lists to more advanced project management software that tracks tasks, deadlines, and team member responsibilities. Using these tools can help employees stay organized and reduce the likelihood of missing deadlines or forgetting tasks, leading to higher productivity levels.
3. Employee recognition and empowerment
Empowering employees and recognizing their accomplishments can be a powerful way to promote productivity in the workplace. Employees who feel recognized and valued for their contributions are more likely to feel motivated and engaged.
One effective way to empower employees is by offering incentives, such as bonuses, promotions, or other forms of recognition, for meeting or exceeding goals. This can help create a company culture of recognition and accountability, encouraging employees to strive for excellence and achieve their goals.
Empowering employees also means giving them the autonomy and authority to make decisions and take ownership of their work. This can help create a sense of ownership and responsibility so they feel fully invested in their team and the company’s success.
4. Learning and development opportunities
Investing in employee career development can result in 94% of employees staying with the company longer. Employees who feel supported in their professional growth are also more likely to be motivated and engaged in their work.
One way to engage employees in learning and development is through employee development plans. These plans outline an employee’s goals and objectives for professional growth and development and can include specific training programs, mentoring, or other forms of learning opportunities.
Creating an employee development plan involves setting clear goals and objectives, identifying the skills and knowledge required to achieve those goals, and creating a road map for acquiring those skills and knowledge. The plan should be tailored to the employee’s needs and reviewed regularly to keep it relevant and effective.
5. Effective communication and collaboration
When employees feel heard and clearly understand expectations, they can better focus on their tasks and contribute to the organization’s success. Effective communication impacts employees’ task efficiency, highlighting the critical role communication plays in promoting productivity.
According to research, well-connected teams can increase their productivity by 20% to 25%. To promote effective communication and collaboration, business leaders can encourage open and honest communication, provide regular feedback, and use tools and technology to facilitate collaboration, such as project management software and video conferencing tools.
Tools and technologies to encourage employee productivity in 2023
There are a lot of tools to help businesses. From project management tools to communication and collaboration platforms, these tools can help streamline workflows, improve communication, and enhance overall productivity levels.
One type of tool that can be effective is collaboration software. Platforms like Slack, Microsoft Teams, and Google Workspace provide a centralized location for communication and collaboration, allowing employees to share files, chat with colleagues, and collaborate on projects in real time.
Another type of tool that can be helpful is time-tracking software. These tools, like Toggl and RescueTime, allow employees to track how they spend their time, helping them identify areas where they can improve their productivity and stay focused on important tasks.
Cloud-based suites like Microsoft 365 and Google Workspace provide employees access to various tools and applications that can help streamline workflows and improve collaboration. These suites include tools for communication, document management, project management, and more.
Boost productivity with help from Upwork
Boosting employee productivity is crucial for the success of any business, and there are many strategies and tools available to help achieve this goal. From effective communication and collaboration to time management and employee development, businesses can take a variety of steps to enhance productivity levels.
However, implementing these strategies and using the right tools can be challenging. That’s where Upwork comes in. As a leading online talent solution, Upwork provides businesses access to a pool of skilled professionals who can help improve employee productivity and performance.
Upwork’s performance management specialists will work with businesses to identify areas for improvement, develop customized strategies to enhance productivity, and implement tools and technologies to streamline workflows and improve communication and collaboration.
With the help of Upwork’s freelancers, businesses can take a proactive approach to improve employee productivity and drive better overall performance.
Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyze and determine the tools or services that would best fit their specific needs and situation.
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