{"id":11971,"date":"2023-11-14T12:15:00","date_gmt":"2023-11-14T17:15:00","guid":{"rendered":"https:\/\/www.protrainings.com\/blog\/?p=11971"},"modified":"2024-01-21T22:45:40","modified_gmt":"2024-01-22T03:45:40","slug":"improve-team-productivity-minimal-followup","status":"publish","type":"post","link":"https:\/\/www.protrainings.com\/blog\/improve-team-productivity-minimal-followup\/","title":{"rendered":"Getting It Done: The Psychology of Team Productivity, Compliance & Communication"},"content":{"rendered":"\r\n

Anyone who\u2019s worked in a leadership position can tell you that getting team members to complete tasks independently can be tricky. Whether it\u2019s getting folks to turn in projects on time or complete necessary training, managers and supervisors often wonder how to improve team productivity without having to send a barrage of follow-up emails.\u00a0<\/p>\r\n\r\n\r\n\r\n

If you find yourself having to follow up with your team more frequently than you\u2019d like, don\u2019t get discouraged. The best way to increase team productivity is by boosting their motivation and \u2014 get ready for this \u2014 giving them more <\/em>freedom, all through clever tools inspired by positive psychology and communication.<\/p>\r\n\r\n\r\n\r\n

Here are several methods you can use to improve your team\u2019s productivity, compliance, and communication skills.<\/p>\r\n\r\n\r\n\r\n

The Power of \u201cWhy\u201d\u00a0<\/h2>\r\n\r\n\r\n\r\n

Incentivizing indirect reports is a challenge. If team members aren\u2019t properly incentivized, then even the simplest of processes becomes a nightmare of missed deadlines and unanswered emails.\u00a0<\/p>\r\n\r\n\r\n\r\n

A 1977 study<\/a> has long been cited for behavioral discoveries that changed our perception of motivation – and its findings are a game-changer for those who manage teams.

Called the Copy Machine Study, it had a simple premise: a researcher would wait by a copy machine and try to cut in line, asking people one of three questions:<\/p>\r\n\r\n\r\n\r\n

    \r\n
  1. \u201cExcuse me, I have 5 pages. May I use the Xerox machine?\u201d<\/li>\r\n<\/ol>\r\n\r\n\r\n\r\n
      \r\n
    1. \u201cExcuse me, I have 5 pages. May I use the Xerox machine, because I\u2019m in a rush?\u201d<\/li>\r\n<\/ol>\r\n\r\n\r\n\r\n
        \r\n
      1. \u201cExcuse me, I have 5 pages. May I use the Xerox machine, because I have to make copies?\u201d<\/li>\r\n<\/ol>\r\n\r\n\r\n\r\n

        Using the first question, only 60% of people allowed the researcher to cut in line. With the second and third questions, over 90% of respondents allowed the researcher to cut in line.\u00a0

        Even though the last question barely makes sense given that everyone else in line also had to make copies but wasn\u2019t asking to cut the line, it\u2019s the addition of \u201cbecause\u201d that proved to be the magic word.\u00a0<\/p>\r\n\r\n\r\n\r\n

        Writer Robert Cialdini explained this phenomenon<\/a>, stating \u201cPeople simply like to have reasons for what they do.\u201d\u00a0\u00a0<\/p>\r\n\r\n\r\n\r\n

        With the power of \u201cwhy,\u201d a directive like, \u201cPlease complete your CPR certification this month\u201d becomes \u201cPlease complete your CPR certification this month because it\u2019s a requirement for all employees with your role and responsibilities.\u201d When given a reason, people included in the rationale rather than simply being told what to do.<\/p>\r\n\r\n\r\n\r\n

        How to Improve Team Productivity: Nurture The Relationship\u00a0<\/h2>\r\n\r\n\r\n\r\n

        Once you\u2019ve begun exercising the power of \u201cwhy,\u201d you can explore the power of \u201cwho.\u201d<\/p>\r\n\r\n\r\n\r\n

        Attaching a relationship to a task transforms it from a line on a to-do list to a collaborative effort that contributes to a greater goal of the organization.

        For example, if you\u2019re used to sending simple task assignments with a date, time, and task, and a simple note or task decription, such as, \u201cDebra from accounting would really appreciate it if expense reports were completed by the 15th of every month because<\/em> she needs to send the collective report to leadership by the 21st\u201d is powerful.

        Attaching a person or relationship to a task shows employees that their actions impact others. It\u2019s also a reminder that companies are run by and for people, and people power the processes that keep the wheels turning. Giving a name to the need builds connections and nurtures the relationships every business needs to succeed.\u00a0<\/p>\r\n\r\n\r\n\r\n

        Marrying Macromanaging & Success-Driven Structure<\/h2>\r\n\r\n\r\n\r\n

        When you\u2019re trying to maximize productivity, it\u2019s easy to err on the side of micromanagement, effectively helicoptering over your employees until they do as they\u2019re asked..

        In their exploration of micromanagement\u2019s effects,         Forbes shared survey findings<\/a> that stated 85% of respondents experienced a negative impact on their morale when micromanaged, 69% considered changing jobs, and 36% actually changed jobs.\u00a0 \u00a0<\/p>\r\n\r\n\r\n\r\n

        Micromanagement vs Macromanagement<\/em><\/strong><\/h3>\r\n\r\n\r\n\r\n

        The opposite of micromanagement, also known as macromanagement<\/a>, empowers employees by building trust, autonomy, and communication. This can yield mutually beneficial dividends, such as reductions in stress and errors, increases in creative thinking, and improved confidence.<\/p>\r\n\r\n\r\n\r\n

        Plus, when you aren\u2019t burning energy checking in on each and every member of your team, they\u2019ll be incentivized to communicate more regularly and thoroughly.\u00a0<\/p>\r\n\r\n\r\n\r\n

        Macromanagement In the Office\u00a0<\/em><\/strong><\/h3>\r\n\r\n\r\n\r\n

        Still wondering how to improve team productivity? There are many ways macromanagement can be used to save energy and boost motivation.\u00a0<\/p>\r\n\r\n\r\n\r\n

        For example, if you used to conduct daily individual or team check-ins, try moving them to once a week. If you\u2019re still worried about employees forgetting to complete certain tasks, ProTrainings has discovered through years of automating the people-management aspects of CPR training, that using automation tools allows team managers and HR professionals to rest assured that reminders are being set, while protecting the relationship between managers and employees.<\/p>\r\n\r\n\r\n\r\n

        \"ProTrainings<\/a><\/figure>\r\n\r\n\r\n\r\n

        Another way to minimize the experience of micromanagement is to ensure that your communications are balanced with positive feedback as well as pointing out areas of improvement. If your feedback usually consists of zeroing in on errors and mistakes, tweak that approach by pointing out what they\u2019re doing well along first, followed by what needs work<\/a>.\u00a0<\/p>\r\n\r\n\r\n\r\n

        Finally, turn critiques into questions, which builds autonomy. For example, rather than doling out criticism, ask your team members how they feel they did, what they think could or should be improved, and what else they have left to complete, which nudges them to take ownership of their work, its quality, and its completion.\u00a0<\/p>\r\n\r\n\r\n\r\n

        Communicate, Communicate, Communicate<\/h2>\r\n\r\n\r\n\r\n

        If you\u2019ve tried the techniques above and are still struggling with how to improve productivity for your team, try focusing on your communication methods. As experts in scalable training platforms, we\u2019ve helped nearly 3 million people complete their required trainings and CPR certifications by using these simple principles:\u00a0<\/p>\r\n\r\n\r\n\r\n