How to Increase Yours and Your Team’s Productivity in Projects?

15 min read

Whether you’re managing the whole project or just part of it with a team, delivering results on time and efficiently is a must. However, improving and maintaining productivity is a common challenge for many teams. 

In this article, we’ve prepared practical tips and strategies for both starting a new project and streamlining the work process to enhance personal and team productivity in project management.

Let’s explore these strategies together so you can achieve your project goals effectively and efficiently, starting with the productivity definition.

What is productivity?

Productivity is a fundamental concept in project management. At its core, productivity is the efficient use of resources—time and labor, for example—to achieve specific goals or produce desired outcomes. 

It’s not just about working harder—it’s about working smarter. In project management, productivity means completing tasks and projects with maximum efficiency and effectiveness, delivering high-quality results while minimizing wasted time and resources.

Here are some key aspects of productivity:

• Efficiency: This is a central principle of productivity. It means accomplishing tasks with the least amount of wasted effort or resources. Each action and process is streamlined to achieve optimal results in a productive work environment.
• Effectiveness: While efficiency is essential, productivity also emphasizes effectiveness. Being effective means making the right decisions to achieve the desired project outcomes. It’s about prioritizing tasks and ensuring your efforts align with the project’s objectives.
• Time management: Time is a finite resource, and managing it effectively is a cornerstone of productivity. Time management involves project forecasting, setting deadlines, allocating time for specific tasks, and avoiding time-wasting activities (like checking emails).
• Task prioritization: Not all tasks are created equal. Productivity requires identifying and focusing on the most important and impactful tasks first. Using a prioritization matrix ensures that critical project milestones are met promptly.
• Quality: Productivity is not synonymous with rushing through tasks. Maintaining a high standard of quality is essential to produce work that meets or exceeds the required standards.
• Continuous improvement: Productivity is an ongoing process of improvement. It involves regularly reviewing and optimizing workflows, identifying bottlenecks, and seeking ways to do things better.

As we dive into how to measure productivity in projects, let’s first define what productivity means.

How to measure productivity in projects

Understanding productivity is key to achieving success, so let’s explore important metrics and indicators that show how well your project is doing. Think of these like the vital signs for your project.

Then, we’ll look at the tools (like a project audit) and methods you can use to collect and analyze data about your team’s performance to help you identify areas for improvement.

Finally, we’ll discuss the role of software in making productivity measurement easier. Modern project management software like PPM Express simplifies data collection and analysis, helping you make informed decisions.

Let’s dive in.

What KPIs’ and metrics to measure to assess productivity

Measuring productivity isn’t just about keeping tabs on work output. It’s about ensuring that resources are optimized and goals are met efficiently. To achieve this, it is essential to employ a range of KPIs and metrics tailored to your organization’s specific needs. 

There are many productivity indicators, but we don’t want to overwhelm you with all of them. Instead, we’ll provide a “big picture” view by discovering examples of KPIs you can utilize. So, let’s begin with the task completion assessment.

Task completion metrics

These metrics offer a foundational perspective on productivity. They measure the percentage of tasks completed within specified timeframes and the average duration of a task, serving as invaluable tools for identifying bottlenecks and enhancing efficiency. 

Key components of these metrics include:

• Task completion rate: The percentage of tasks accomplished within established deadlines.
• Task abandonment rate: The percentage of tasks or projects started but not completed.
• Project timeline adherence: Shows how closely the team adheres to project timelines and milestones.
• Task duration: The average time required to complete specific tasks.
• Task backlog: The number of pending tasks or outstanding work items.

Pro tip: It’s essential to note that project managers can significantly boost their productivity by leveraging AI tools and current technologies. We’ve compiled a list of AI work management tools for you to choose from.

• Backlog aging: Measures the age of tasks or projects in the backlog to identify stale items.
• Average task duration: Calculates the average time it takes to complete tasks.
• Task duration distribution: Analyzes the distribution of task completion times.

Closely related to task completion metrics are resource utilization metrics, which provide valuable insights into project efficiency.

Resource utilization metrics

Tracking resource allocation versus workload using resource management software ensures the optimal distribution of resources, preventing overburdening or underutilization. 

Resource utilization metrics encompass:

• Resource allocation: Measure the percentage of a team member’s time allocated to project vs. administrative tasks.
• Resource allocation vs. workload: Ensuring resources are allocated efficiently based on their capacity and workload.
• Resource utilization rate: A measure of how effectively resources are employed in projects.
• Capacity planning: Assesses if the team has the necessary resources to meet demands.

Pro tip: Managing resources is a task better fulfilled by proper software rather than by hand. PPM Express can help you coordinate all your resources in one dashboard with ease.

• Overtime hours: Monitor the frequency of overtime work.
• Resource cost per project: Calculate the cost associated with the resources allocated to specific projects.
• Resource cost vs. revenue: Compare resource costs to project or departmental revenue.
• Return on Investments (ROI): Financial metric that measures the profitability of an investment by comparing the gain or benefit obtained relative to the cost incurred.

From resource utilization metrics, let’s now explore project risk metrics.

Project risk metrics

Monitoring of project risk exposure, response times, and mitigation success rates is vital to prevent risks from derailing productivity and to maintain the project course. 

Here are the KPIs examples related to risk management:

• Risk exposure: Quantifies the potential impact of identified risks on project goals in both qualitative and quantitative ways.
• Risk response time: Measures the time taken to address and mitigate identified risks.
• Risk mitigation success rate: Calculates the percentage of successful risk mitigation efforts.
• Scope change requests: The number and nature of alterations requested during a project, causing the scope creep.
• Change request approval rate: The percentage of approved scope changes.
• Scope creep cost: The supplementary costs incurred due to scope changes.
• Schedule variance: Measures the difference between the planned schedule and the project’s actual progress. 
• Cost variance: Calculates the difference between the planned budget and the actual project expenses. 

Pro tip: Managing risk can be a daunting task without proper education. We’ve prepared a comprehensive list of project management certifications, including risk management certification, for you to consider.

Now, shifting our focus from project risk management metrics, let’s dive into Agile metrics tailored for Agile projects.

Agile performance metrics

Agile methodologies, like Scrum or SAFe, require specialized metrics to gauge productivity accurately within iterative development cycles. These metrics provide insights into team capacity, progression, and adaptability. 

Notable Agile metrics encompass:

• Velocity: A measure of the work accomplished in a sprint, aiding teams in assessing their capacity.
• Cycle time: The time it takes for a task or user story to be completed once it’s actively being worked on, offering a more detailed view of process efficiency.
• Code churn: This measures the frequency of code changes or updates, highlighting areas that may require additional attention or refactoring.
• Lead time: This measures the duration from process initiation to completion.
• Lag time: This evaluates delays between sequential processes or tasks.

Pro tip: Remember that you can utilize the visual representation of Agile team performance by using Sprint Burndown, Sprint Burnup, Release Burndown Charts, Cumulative Flow Diagrams, etc. And if you want to dive into Agile essentials – we also have an article about it.

Moving beyond Agile metrics specific to Agile projects, we’ll explore employee satisfaction and well-being metrics.

Employee satisfaction and well-being metrics

These metrics encompass employee engagement surveys, feedback mechanisms, tools to measure employee satisfaction, and assessments of work-life balance. 

By monitoring these metrics, organizations can gain insights into employee morale, identify areas for improvement, and take proactive measures to enhance workplace satisfaction, which often leads to a clear understanding of how to improve employee satisfaction.

• Employee engagement: Assess team members’ commitment and motivation.
• Employee turnover rate: Monitor how many team members leave the team.
• Ideation rate: Measure the number of new ideas generated.
• Innovation adoption rate: Track the implementation of innovative ideas.

Pro tip: Conduct a brief employee satisfaction survey on their work-life balance to obtain valuable insights for your productivity assessment.

From employee satisfaction and well-being metrics, let’s shift our focus to customer metrics tailored for customer-facing teams.

Customer engagement metrics

Customer experience metrics for customer-facing teams are vital for evaluating the team’s performance in serving and satisfying customers. These metrics include response times, resolution rates, and customer feedback scores. 

By diligently measuring these metrics, organizations can ensure that customer-facing teams are responsive, efficient, and capable of meeting customer expectations, leading to improved customer loyalty and business success.

• Customer churn rate: Measures the percentage of customers who stop using your product or service.
• Customer Lifetime Value (CLV): Calculates the total value a customer brings to your business over their entire relationship with your company.
• Repeat purchase rate: Tracks the percentage of customers who make multiple purchases or renew subscriptions.
• Customer interaction frequency: Measures how often customers engage with your team or brand.
• Response time: Measure the time taken to respond to customer inquiries.
• Resolution time: Track how long it takes to resolve customer issues.
• Net Promoter Score (NPS): Assess customer loyalty and satisfaction.

Pro tip: Before concluding this section, it’s worth mentioning that you can also enhance team and personal productivity using OKRs. Explore our guide to discover how to effectively utilize them.

Having explored the key KPIs and metrics for assessing productivity, let’s now explore the instruments used for measuring productivity.

What instruments to use to measure productivity

When assessing and enhancing productivity, organizations rely on a multifaceted toolkit of instruments to ensure accurate productivity measurement, offering valuable insights and actionable data. 

Let’s explore these tools and uncover practical methods to seamlessly incorporate them into your productivity assessment efforts.

• Project scorecard: A concise snapshot of project performance, helping stakeholders assess health and productivity quickly. You should define relevant KPIs and milestones for real-time data updates, informing informed decision-making.
• Work Breakdown Structure (WBS): Breaks complex projects into manageable tasks, empowering teams and improving resource allocation. You should compose projects hierarchically, ensuring clear roles, tracking progress, and identifying areas for improvement.

Pro tip: Looking to simplify your WBS preparation? We have a Work Breakdown Structure template (in Google Sheets and Slides) to help you streamline the document creation process.

• Resource allocation heatmaps: Visualize resource distribution, facilitating balanced allocation for peak productivity. You should align resources with project needs and regularly review heatmaps to prevent bottlenecks.
• Prioritization framework: Guides decisions by focusing resources on high-impact activities aligned with goals. You should evaluate projects based on criteria like urgency and strategic alignment. To help with this, you can choose one of the prioritization frameworks from our article.
• Monte Carlo simulations: Identifies potential productivity bottlenecks by applying relevant data and assumptions to a model that explores risk scenarios.
• Critical path analysis: Enhances overall project productivity by focusing on key tasks. You should map task dependencies, identify the critical path, and optimize tasks along it.

Pro tip: The best way to analyze the critical path is by utilizing the Gantt chart. PPM Express, with its roadmap feature, can help you integrate all your project management tools to provide a comprehensive view of your initiatives.

• Value stream mapping: Uncovers process inefficiencies. You should document and visualize workflows, pinpoint non-value-added steps, and streamline processes.
• Earned schedule analysis: Gains schedule insights to meet project timelines and enhance productivity. You should calculate earned schedule metrics and align them with planned milestones.
• Project post-mortem: Offers insights for continuous improvement. You should gather team and stakeholder feedback, document lessons learned during the project, and implement changes.
• Surveys: Collect valuable feedback for targeted productivity enhancements. You should design surveys with productivity-related questions to guide improvements aligned with stakeholder expectations.

Pro tip: Don’t forget that AI can streamline your project management and save you plenty of time with its proper use. Explore our ChatGPT prompt library to find inspiration. And if you’re still using Excel to tackle all your project management tasks, we have a lengthy list of Excel alternatives for you.

Let’s now explore the software solutions that can facilitate productivity measurement.

What software to use to measure productivity

In the quest to measure and enhance productivity, organizations are increasingly turning to sophisticated apps for productivity. These offer capabilities beyond manual record-keeping and spreadsheets, providing deeper insights such as automating data collection, enabling real-time decision-making. 

Let’s explore a range of software options available for measuring productivity effectively.

• Project management software: Tools like PPM Express, Microsoft Project, Monday.com, and Planner provide robust features for task tracking, resource allocation, and project timelines with time management apps integration. They facilitate collaboration, responsibility assignment, and project progress visualization.

Pro tip: If you’re seeking software to simplify your project timeline preparation and control, Gantt charts are an excellent choice. Here is our comprehensive list of Gantt chart software options for you to consider. There are also many free tools that project managers can utilize.

• Time tracking software: Toggl, Clockify, and Harvest empower organizations to monitor how employees allocate their work hours, offering insights into task durations, project timelines, and time-wasting activities, helping quantify productivity and improve time management.
• Communication and collaboration tools: Slack, Microsoft Teams, and Zoom facilitate seamless team interactions, offering video conferencing, document sharing, and integrations with other productivity tools to promote collaborative and efficient work environments.
• Business Intelligence (BI) and analytics tools: Tools like Tableau and Power BI use data to uncover trends, patterns, and insights. They assess the impact of productivity measures and encourage data-driven decision-making by integrating data from various sources.

Pro tip: Creating reports in Power BI can be challenging. That’s why we’ve created over 200 reports to enhance your project and portfolio analytics.

• Employee performance management software: Solutions like 15Five, Hubstaff, BambooHR, and PerformYard are the best apps for productivity estimation, goal setting, performance reviews, and progress tracking. They align individual efforts with organizational objectives, ensuring effective contributions to productivity at both individual and team levels.
• Workflow automation software: Zapier, Integromat, and Microsoft Power Automate use automated data collection, notifications, and data transfers between productivity software to reduce manual work and minimize the risk of human errors.

Once you understand how to measure project productivity, let’s explore strategies to increase productivity levels.

How to increase productivity level

Let’s shift our focus and explore strategies for increasing productivity on two fronts: enhancing personal productivity and positively influencing a team’s productivity. We’ll start with practical options for boosting your efficiency and effectiveness.

How to boost your productivity at work

Improving productivity is a goal shared by professionals across all industries. Whether you’re an employee, manager, or freelancer, your productivity contributes significantly to overall workplace effectiveness. 

Let’s explore ten practical options to boost your productivity at work.

• Set clear goals: Start your day by outlining clear goals. Use the SMART approach to be inline with your tasks.
• Utilize time management techniques: Adopt the Pomodoro Technique, time blocking, or the Two-Minute Rule. These methods help you allocate time efficiently, avoid distractions, and maintain focus during work intervals.
• Eliminate distractions: Identify and eliminate common distractions in your workspace. Turn off non-essential notifications, use website blockers for distracting sites, and create a clutter-free environment to help you stay on track.
• Use technology wisely: Leverage the best productivity apps and time management tools to your advantage. Calendar apps, project management software like PPM Express, and note-taking apps can help you manage tasks and schedule meetings more easily as well as keep important information at your fingertips.
• Take regular breaks: Working continuously for extended periods can lead to burnout and decreased productivity. Incorporate short breaks throughout your day to recharge your focus and energy. A 5-minute stretch or a walk can work wonders.
• Prioritize your work: Use techniques to establish clear priorities at the start of your day. Prioritizing tasks helps you make the most of your time and resources, ensuring that high-priority work gets the attention it deserves.
• Learn to say “No”: Avoid overcommitting by learning to say no when necessary. Assess your workload realistically and decline additional tasks or projects that may hinder your productivity or quality of work.
• Learn continuously: Invest time in continuous learning and skill enhancement relevant to your role. Developing new skills can make tasks easier, faster, and more enjoyable, ultimately boosting productivity.

Pro tip: If you’re unsure about advancing in your career as a project manager, we’ve compiled a comprehensive list of certifications that can significantly impact your skills and earnings.

• Choose a healthy lifestyle: Your overall well-being plays a significant role in productivity. Prioritize a healthy lifestyle by getting enough sleep, maintaining a balanced diet, and incorporating regular exercise into your routine. 
• Reflect and adjust regularly: Periodically review your productivity strategies. What’s working well? What needs adjustment? Make conscious efforts to adapt and improve your productivity habits based on self-assessment.

Now that we’ve discussed boosting your productivity at work, let’s turn our attention to ways you can positively impact a team’s productivity.

How to positively impact a team’s productivity

In any workplace, a team’s productivity is the cumulative result of individual contributions and effective collaboration. As a team leader, manager, or member, you have the power to positively impact your team’s productivity. 

Let’s explore ten practical options to enhance your team’s productivity collectively.

• Set clear expectations: Start by defining clear expectations for team members. Clarify roles, responsibilities (using the RACI framework), and project objectives to ensure everyone understands their contribution and purpose within the team.
• Effective communication: Foster open and transparent communication within the team. Encourage regular check-ins, team meetings, and collaborative communication tools to keep everyone informed and aligned. Integrate tools like MS Teams with project management tools (PPM Express can help) to streamline team interactions.
• Empower and trust your team: Empower team members to take ownership of their tasks and trust their abilities. Micromanagement can hinder productivity, so provide autonomy and support when needed.
• Provide necessary resources: Ensure your team can access the resources needed to perform their tasks efficiently. This includes project management tools, training, and sufficient time to complete projects.
• Remove obstacles: Actively listen to your team’s concerns and take steps to remove barriers to their success. Encourage them to identify and address any challenges or bottlenecks that hinder productivity.
• Encourage collaboration: Foster a culture of collaboration and knowledge-sharing. Encourage team members to collaborate on projects, exchange ideas, and leverage each other’s expertise to achieve better outcomes. Conduct team-building activities to create a collaborative environment.
• Recognize and reward achievements: Acknowledge and reward the achievements and efforts of team members. Positive reinforcement such as praise, recognition, or small incentives can boost morale and motivation,.
• Promote work-life balance: Encourage a healthy work-life balance among your team members. Recognize the importance of downtime and encourage taking breaks to prevent burnout, which can negatively impact productivity.
• Feedback and continuous learning: Establish a feedback-rich environment where team members can provide and receive constructive feedback regularly. Encourage a culture of constant learning and skill development, individually and as a team.
• Wellness initiatives: Implement wellness initiatives within the team to support physical and mental health, like stress management programs, access to mental health resources, or wellness challenges to promote a healthier and more focused workforce.

Now that we’ve discussed how to increase productivity levels, let’s get into the concept of toxic productivity.

What is toxic productivity?

While cross-functional team’s productivity is undeniably important, it’s crucial to recognize the potential downsides of an excessive focus on productivity, which can lead to what is known as “toxic productivity.” 

This refers to an unhealthy and unsustainable obsession with being productive at all costs and is the relentless pursuit of high output and efficiency to the detriment of one’s well-being, mental health, and overall quality of life. 

Many people strive to maximize their output and efficiency in their personal and professional lives, and as such, individuals caught in the trap of toxic productivity often feel compelled to constantly achieve and meet unrealistic standards driven by external pressures or a fear of failure.

Why is toxic productivity worth considering?

Understanding toxic productivity is essential for several reasons:

• Mental health impact: Relentless pursuit of productivity can lead to stress, anxiety, and burnout, harming mental well-being.
• Physical health: Neglecting self-care, like exercise and nutrition, due to overwork can result in physical ailments and long-term health issues.
• Strained relationships: Toxic productivity can weaken personal relationships, leading to isolation and loneliness.
• Decreased creativity: An excessive focus on productivity can stifle creativity, hindering a relaxed and open mindset.
• Ineffectiveness: Obsession with productivity can lead to diminishing returns, reducing efficiency due to fatigue and burnout.
• Perfectionism: Toxic productivity often accompanies perfectionism, leading to procrastination and task incompleteness.
• Quality vs. Quantity: Productivity should consider both quantity and quality, focusing on work’s impact on life and others.
• Life balance: Achieving a balanced life that includes work, leisure, and personal well-being is vital for long-term happiness. Toxic productivity disrupts this balance.

While pursuing increased productivity is valuable in both personal and professional spheres, it’s equally crucial to recognize and guard against the pitfalls of toxic productivity. Being overly fixated on productivity at the expense of mental and physical well-being, relationships, creativity, and life balance can lead to detrimental outcomes. 

Thus, it is imperative to strive for productivity improvement while maintaining a healthy perspective, emphasizing the importance of quality, balance, and well-rounded living over the relentless pursuit of ever-higher output.

Further to the concept of toxic productivity, it’s important to understand the factors that can cause a decrease in productivity.

What can cause a decrease in productivity?

Productivity is a critical factor in achieving personal and professional goals. However, several factors can lead to a significant decrease in productivity. Identifying these issues and appropriately addressing them is crucial for individuals and organizations seeking to maintain or improve efficiency. 

Here are some common factors that can cause a decrease in productivity:

• Poor time management: Ineffective time allocation, procrastination, and multitasking hinder task efficiency.
• Lack of motivation: Diminished enthusiasm due to unclear goals, burnout, or disinterest affects focus.
• Distractions: Digital and physical distractions divert attention from important tasks.
• Lack of skills: Insufficient training or skills hinder effective task execution.
• Burnout: Overwork without breaks leads to burnout and reduced productivity.
• Unclear goals: Lack of clear objectives affects focus and purpose.
• Technology overload: Excessive reliance on technology causes information overload.

Pro tip: If you’re using two or more project management systems and don’t know how to handle the complexity, PPM Express seamlessly integrates with major PM platforms to provide you with a ‘big picture’ view and boost collaboration productivity.

• Lack of support: Insufficient teamwork and support hamper productivity.
• Inadequate work environment: Uncomfortable or noisy workspaces impede concentration and focus.
• Poor health: Health issues like lack of sleep, stress, and unhealthy habits decrease cognitive function.

Having identified factors that can cause a decrease in productivity, let’s now explore effective strategies for managing time and your work productivity in line with current trends.

Manage your work productivity effectively

Effective work productivity is paramount in today’s fast-paced and ever-evolving work landscape. With new technologies, changing work dynamics, and increasing demands, staying ahead of the productivity curve is crucial for individuals and organizations. 

Let’s explore the current trends and aspects of productivity management.

• Productivity tools and software: Modern workplaces rely on productivity tools and software, from project management platforms to collaboration apps, for streamlined workflows and efficient task management.
• Remote and hybrid work: The COVID-19 pandemic accelerated the development of remote work and hybrid models, necessitating effective communication, digital collaboration tools, and a results-focused approach to productivity management.
• Flexible work arrangements: The blurring of work-life boundaries has led to the popularity of flexible work arrangements like flextime and compressed workweeks. Productivity management now involves optimizing work hours and personalized schedules.
• Data-driven insights: Productivity management embraces data and analytics to identify bottlenecks, measure performance, and drive continuous improvement, enabling proactive decision-making.

Pro tip: Interested in how artificial intelligence has expanded the boundaries of project and portfolio management? Check out our article for insights.

• Employee engagement: Investments in employee engagement initiatives, including mentorship programs and recognition schemes, contribute to higher productivity and commitment.
• AI and automation: AI and automation technologies take over repetitive tasks and provide data-driven insights, transforming work processes and productivity, and expanding the list of time management strategies.
• Sustainability: Eco-friendly practices, such as energy efficiency and waste reduction, are recognized as drivers of productivity, leading to cost savings and environmental responsibility.

To stay ahead of productivity trends and effectively manage your work, try PPM Express, which our customers consider the best productivity app. With its robust project and portfolio management capabilities, PPM Express can help you skyrocket your productivity levels, whether you work remotely, in a hybrid model, or on-site. 

Take the first step toward greater productivity by exploring PPM Express today.