What if there was a simple way to help employees get more done in less time? A method that doesn’t require a bigger budget or more headcount — and that’s easy for any manager to apply?
There is. It’s called workflow productivity.
Let’s examine this concept, along with tips and tricks of the trade, so you can put it into practice at your organization today.
What is workflow productivity?
Workflow productivity is how efficiently employees complete a series of tasks, otherwise known as a workflow. It encompasses how much time, personnel and technology goes into hitting milestones and completing projects. It’s an important metric that helps business executives measure how effective the current workforce is — and what needs to happen for people to work faster and perform better.
Why workflow productivity matters
Enhanced workflow productivity affects several facets of business. Specifically, it:
- Minimizes operational costs by reducing time wasted on repetitive tasks.
- Improves overall time management, ensuring team members complete the right tasks in the right order.
- Boosts employee productivity by freeing people to focus on high-priority activities that drive value.
- Allows businesses to allocate resources more effectively, ensuring every dollar contributes to growth and innovation.
What’s more, higher workflow productivity directly impacts employee engagement. According to one Harvard Business Review report, workflow efficiency — and workflow automation in particular — has the potential to increase knowledge workers’ productivity by as much as 25%. And when teams achieve goals faster, they’re even more motivated to perform. Compared to their lower-performing counterparts, companies with the highest levels of engagement experience 10% higher customer loyalty, 23% more profitability and 18% more productivity.
Tips to optimize workflow productivity
Once you understand the importance of workflow productivity, you’ll discover all kinds of ways to improve it. Here are seven expert tips to get you started.
Tip #1: Assess existing workflows
Before diving into productivity enhancements, it's essential to evaluate your current workflows. How well do team members currently collaborate? Do project managers assign responsibilities in ways that are efficient and fair? Look for bottlenecks, unbalanced workloads and other areas that need to be fixed. This is the best way to ensure your existing processes are on the right track, before moving on to additional strategies.
Tip #2: Automate repetitive tasks
If you don’t already use technology to improve productivity, this is the place to start. Seven in 10 employees say automating routing tasks, such as requesting reviews and getting approvals, improves productivity. Those who use workflow management systems and other automation software save an average of 3.6 hours a week. Look for opportunities to put repetitive, daily responsibilities on autopilot. Even something as simple as using project management software to send reminders and track progress lets team members take back hours of productive time.
Tip #3: Streamline communication channels
Productive workflows rely heavily on proper communication. However, it’s important not to overcommunicate. While tools like Slack and Microsoft Teams keep remote and hybrid teams connected, too many pings and notifications take away from focus time. Pick two or three tools to keep workflows manageable, and set standards on how and when it’s appropriate to send updates. In addition, look for opportunities to reduce unnecessary meetings. While workflows often require regular updates, scheduling recurring meetings without meaningful agendas hinders progress.
Tip #4: Establish clear goals and KPIs
For workflows to work, expectations must be clear. This is non-negotiable. There’s simply no point in working toward a shared goal if people don’t understand what’s expected of them, both individually and as a team. Make sure everyone understands how each project aligns to overall business objectives, and set specific goals for employees, teams and managers. This allows you to measure workflow productivity accurately.
Tip #5: Use workflow automation tools
There’s a good chance your team already uses productivity tools to manage workflows and help employees visualize processes. For example, many knowledge workers rely daily on tools such as:
- Trello to organize tasks and track progress
- Slack to facilitate real-time communication
- Google Drive to collaborate on documents in real time
- Miro for creative brainstorming and flowcharts
The key is to find the right mix for your team. Not sure which ones you truly need? Use these SaaS app visibility tips to learn what employees actually need — and which ones they don’t.
Tip #6: Measure productivity
Do teams work well together? Are roles properly aligned for each project? Are workflows distributed fairly? Many managers and business leaders think they know the answer to these questions. But without a way to measure team productivity, you’ll never know for sure. Whether you use productivity management software or conduct surveys, take the time to understand what your people need on a day-to-day basis to keep work flowing smoothly.
Tip #7: Apply workforce management
If you apply the tips above and want even more ways to optimize workflow productivity, tap into the latest workforce management methods. Taking extra steps to fine-tune daily processes helps ensure you always have the right people in the right roles, at the right times. For example, you may discover an opportunity to speed up existing workflows by offering more training and development — the kind that makes employees more proficient in their current roles.
Ready to take your organization's workflow productivity to the next level?
It’s possible to significantly boost productivity and ensure long-term success, simply by prioritizing workflow productivity. While the above tips don’t cover every possible aspect, they’re a great place to start.
Looking for more ways to improve productivity within your teams? ActivTrak is here to help. Our workforce analytics software provides deep visibility into daily activities, helping you make informed decisions that drive success.
Sign up for your free account to get started today, or schedule a demo for a behind-the-scenes look at specialty features.
