Managing your own workload is tough enough—keeping an eye on your entire team’s productivity can feel like you’re juggling flaming swords while riding a unicycle. But don’t worry, it’s all about setting the right example, offering guidance, and sprinkling a little bit of magic (or maybe just better time management). If you’re ready to boost your team’s productivity heights without a collective burnout, grab a coffee, and let’s dive in.
1. Set the Example (Yes, You Gotta Walk the Talk)
We all know that “do as I say, not as I do” never works, especially at work. If you’re spending half your day buried in endless meetings, the other half frantically clearing out your inbox, your team’s productivity won’t magically flourish. You’re their productivity role model, so start managing your own time like a pro. Show them how you make time for the stuff that really matters and avoid getting sucked into the black hole of pointless emails.
It’s like that old airplane advice: put on your own oxygen mask first before assisting others. If your to-do list is 10 miles long, you’re in no shape to help anyone else.
2. Set Clear Goals (Because Chaos Isn’t Fun)
Ah, the art of prioritization—a manager’s best friend. To make sure your team isn’t spinning their wheels, you need to sit down and figure out what exactly you want them to work on. Spoiler alert: it’s not everything. Focus on the top priorities, and for the love of all things productive, don’t overwhelm them with a never-ending list of tasks. Fewer, focused goals = more progress.
Think of it like a game of Jenga: the fewer blocks they have to pull, the less likely it all comes crashing down.
3. Clarify Expectations (Mind Reading Isn’t a Job Requirement)
You might be surprised at how many people have no idea what’s actually expected of them. They’ve got 99 tasks and no clear priority. Your job is to eliminate that confusion.
Saunders recommends meeting with each team member one-on-one and giving them the lowdown: “These are the top three things I want you to focus on. Anything else? Pfft, don’t even think about it until these are done.” Be specific—should they spend an hour prepping for that presentation or will five minutes do the trick? Are we talking a full-day effort or a quick brainstorm?
But please, whatever you do, don’t micromanage. There’s nothing worse than someone breathing down your neck, double-checking your every move. Give your team autonomy and trust them to get the job done. As Cohen says, “Tell them the outcome and get out of the way.” Your people will thank you—and they’ll probably work better, too.
4. Encourage Open Communication
Let’s face it: if your team members feel overwhelmed but don’t speak up, you’re headed for disaster. Encourage them to be open about their workload and any challenges they’re facing. It’s better to find out early and adjust rather than discover at the 11th hour that Dave’s been drowning in tasks and didn’t ask for help.
Hold regular check-ins to make sure everyone’s on the same page. It’s kind of like when you’re road tripping and keep asking, “Are we there yet?”—except instead of annoying your team, you’re ensuring they’re still on the right path.
If you want to improve your communication at workplace, read my other article
5. Grant Autonomy (AKA Let Them Do Their Thing)
Productivity goes hand in hand with freedom. People work best when they have the autonomy to decide how to tackle tasks. Delegate more and encourage your team to make decisions on which meetings to skip, which tasks to prioritize, and which emails to send straight to the spam folder. (We all know there are plenty.)
Let them block out time for focused work, too. Imagine you’re giving them permission to close the door on distractions and knock out their day’s most important tasks—like a productivity forcefield.
6. Rethink Your Meetings (For the Love of All That’s Good, Rethink Them)
Meetings are the productivity vampire that no one talks about. We all hate them, yet somehow they continue to multiply. You can’t get rid of them completely, but you can make them suck a little less.
The Golden Rule of meetings: Have a clear purpose. If it’s just to “touch base,” consider canceling it and sending an email instead. Or better yet, create a shared document where people can update their progress asynchronously. Save the meetings for when you actually need people’s brains to collaborate, not just sit in silence while you ramble on.
And please, keep it short. The best meetings are like good coffee—strong, efficient, and over before you know it.
7. Downtime Isn’t a Dirty Word
We live in a work culture that glorifies the grind, but science (and common sense) says we need breaks to function at our best. Encourage your team to step away from their screens, grab a coffee, take a walk, or even—gasp—go home on time.
Research shows that predictable time off improves both productivity and morale. Make downtime part of your team’s routine, and you’ll see better results in the long run. Besides, no one ever had a breakthrough idea while staring blankly at a spreadsheet for 10 hours straight.
8. Ask for Help (It’s Okay, You’re Not Superhuman)
Let’s face it—managing a team’s productivity is no small feat. You’re already juggling enough, so if things start getting overwhelming, don’t be afraid to ask for help. Whether it’s bringing in a coach, using new tools, or getting input from HR, a little outside perspective can work wonders.
Not everyone will be able to magically boost their productivity with a few tweaks. Some folks might need more hands-on help, and that’s okay. Your job is to guide them, not carry them through every task.
I really loved Harvard Business’s take on boosting the team’s productivity. Please read it here.
Wrapping It Up
At the end of the day, helping your team boost productivity isn’t rocket science—it’s a mix of leading by example, setting clear priorities, and letting your team members spread their wings. Oh, and it wouldn’t hurt to cut down on the unnecessary meetings and make sure they’re taking breaks now and then.
Just remember: you don’t need to be a superhero, but with a few tweaks, you can become the productivity guru your team deserves. Now go forth, manage like a boss, and reclaim your team’s sanity—yours too.