Ineffective meetings, unwanted emails and not being aware of what the other team members are doing can stop everyone from understanding the agenda and accomplishing them efficiently.
Efficiency of the team is the amount of effective work your team members can accomplish by simply removing work-related friction and distraction. It’s not about productivity, but rather it’s about how you make your workplace more productive and promote healthy collaboration in your workplace to enhance your overall team’s performance.
How can you increase team effectiveness?
To increase team efficiency, it is essential to eliminate the obstacles that hinder the high impact work which your team must face every day. According to a study, workers around the world spend spending most part of the time (60 percent) on work about work while only 27 percent of their time is spent on skilled work. If you can improve the efficiency of your team, it gives your team the time to concentrate on the tasks that matter the most.
A nine-step guide to increase team performance
To assist you and your team to boost your efficiency Utilize these 9 techniques to enhance your project management abilities and boost both the efficiency and the quality the work of your crew.
1. Reduce the number of meetings that are unnecessary
One of the most effective methods to increase the efficiency of your team is to cut out unnecessary meetings. However, that doesn’t mean every meeting is negative. They can be productive provided there’s an organized agenda, all the appropriate people are present and that everyone is ready to participate in a solution, but this isn’t always the case.
If you don’t have an agenda that is clear or with a goal, then even short, 30-minute meetings could add up and cut into the time that your team must accomplish specific objectives. Instead, you should ask yourself (and members of your group) whether you really require this meeting.
Alternatives to team meetings:
- Rather than organizing an update for the team, make sure to send a Project status update.
- Instead of a formal meeting have an informal team brainstorm, you can share an online brainstorming table.
- Don’t schedule information sharing sessions, simply discuss the situation in real-time.
2. Improve meeting efficiency
Certain meetings are essential, and teams can do amazing results when they get together. However, regardless of the type of gathering you’re planning, there are several simple ways for making it efficient successful, efficient, and effective:
- Create and communicate an agenda prior to the meeting.
- To increase team efficiency when meeting, make sure each meeting is geared towards achieving a goal.
- Align to the conventions of your meeting. When you’re meeting in person or via a virtual meeting, establish and agree on the group’s norms for your organization or team.
- Prior to meeting, designate one person to make meeting notes. It is best to take notes at the same location you posted the agenda. Alongside notes, note actions items that have due dates and people who were assigned.
- Gather feedback to improve efficiency. Make sure you check in with your team to ensure your meetings are meaningful to the participants as well.
3. Prioritize work based upon significant outcomes
At any given time, you have employees who might have a variety of tasks to finish across many projects. Each of them appears important and urgent. What should they do first? Where should they allocate most of their energy and time to be the best they can?
Naturally, certain tasks and projects are more significant than others. Therefore, having a clearly defined goals and a plan of the ladder you’re working towards them is crucial. Your short-term goals serve as a solid base for your longer-term goals, like a roadmap for your product as well as a release management plans. The ability to clearly define which tasks are aligned with the departmental or company-wide goals will keep everyone in the same direction. It also lets team members make decisions that affect the larger overall picture.
4. Delegate, delete, defer, or reduce the importance of the importance of work
Inevitably, there will come moments when the members of your team are overwhelmed by the tasks to handle. If there isn’t a system to assist them in deleting or delegate or reduce work that isn’t priority, and their productivity will be affected because of it. As per our study 85% of employees say they’ve suffered from excessive work, while 42% of employees believe that morale among employees is low due to excessive work.
Improve your team’s efficiency and improve workplace satisfaction by implementing efficient managing your workload. One simple method to manage the workload of your team is to defer, delete or delegate the tasks that are less important. Examine the larger picture of your project and determine what tasks need to be completed and what projects are the most important ones.
If you have a job that you are unable to defer, remove or delegate, look for ways to decrease the duration required to finish it.
5. Utilize the strengths of your team members when assigning tasks
has their own unique experiences strengths, weaknesses, and strengths which make them a valuable employee on your staff. Also, different people like working in different ways. For example, one member on your team might be interested in organizing and arranging research into a written report, whereas another teammate prefers to drink a glass of wine rather than compiling research results.
It is important to know who on your team is proficient in a specific area and finding ways to allow them to devote their time to activities they enjoy will help you simplify tasks and projects. Also, if you can tell someone who is more enthusiastic to complete a particular job, they’ll be likely to complete the task with an increased level of efficiency and finish the job faster. The task that your team members enjoy or find difficult can allow everyone to perform at their best.
6. Plan out the work of your team prior to beginning
In the beginning, ensure that every project in your team have a clearly defined plan. The process of planning a project right from the beginning ensures the right timelines are in place for every project’s milestone up through to the end. Everyone knows who’s responsible for completing each part of the project and can see everything that is going on and what’s been completed. Also, you must coordinate and plan each of your projects throughout your schedule to make the most efficient use of your team’s time.
7. Facilitate cross-functional collaboration
Even if you’re in a different area does not mean you aren’t able to collaborate. In the end, you’re all striving for the same end in a much larger organization. Being aware of what teams in other departments are working on will inspire teams to work on a common basis in situations where goals and work overlap.
The use of M365 tools will improve cross-team collaboration, by the mapping of each phase of a task back to a single goal. These tools can be used as a centralized platform for sharing your work with your team and pinpoint areas in which people with different roles can work together. By sharing one information source with all your colleagues, you’ll be able to increase teamwork and decrease the obstacles to high-impact work to make your team more productive.
8. Define the function of various communication channels
Each team has a selection of communication tools available however they’re only helpful when the team understands the best ways to utilize these tools. Many teams are already struggling with tool overload. On average, employees switch between 10 applications every day. It’s not just tiresome, it can be difficult to find the data when you need it later in the future.
In a workplace management system such as M365, your team can have access to the entire information they require in one location. Our customer BAB had on-premises Exchange mail server and File server which was having lot of overhead in terms of administration, management and securing infrastructure. To help address the challenges faced by the customer, Digital Embee team moved the customer’s email to Exchange Online, file server data was moved to SharePoint Online and OneDrive and Microsoft Intune was configured to protect access to corporate data from employee devices. Digital Embee enabled seamless collaboration and communication for BAB employees through M365 solutions to boost productivity and efficiency.
The process of improving efficiency is a constant process. It can be daunting, but simpe tools and strategies can improve the efficiency of your team. more productive. The more proficient the team and you members become when using these tools efficiency will become natural and an integral element of any project.