How to Improve Team Performance: 15 Best Practices to Boost Productivity in 2023
A team’s performance can make all the difference when it comes to the success of your business. When a team functions at its best, it can enhance productivity, creativity, and employee satisfaction. However, when team performance is lagging, it can lead to unmet deadlines, shoddy communication, and a decline in overall morale.
In this guide, we'll explore practical strategies andteam improvement ideas to help you enhance your team's performance and take your business to the next level.
What does team performance mean?
Team performance refers to the collective efforts of a group of working members in pursuit of a common goal. This encompasses different factors such as communication, collaboration, productivity, creativity, and overall effectiveness in achieving the desired result. A high-performing team is one that consistently achieves its objectives, maintains a positive work culture, and fosters continuous improvement.
Benefits of improving team performance
When teams collaborate well, they can accomplish more in less time leading to higher productivity and efficiency.
Leads to better decision-making as a high-performing team can evaluate situations more effectively.
Good team performance fosters an air of creativity and innovation that in turn can lead to new solutions.
When team members feel valued and appreciated, they are less likely to leave and stay more motivated to push the bar.
Good team performance can lead to increased earnings and profitability as teams are more likely to achieve their goals and meet or exceed targets.
High-performing teams can enhance a company’s brand image or reputation.
Best practices on how to improve team performance
1. Establish proper communication channels
Communication is the backbone of any successful team and it’s essential to use appropriate communication channels to facilitate the process and help them stay engaged. Did you know that engaged employees are 87% less likely to leave a company? Digital choices such as Slack, Teams and similar communication platforms come with a suite of features so team members can collaborate, exchange information, and communicate in real time to achieve common goals.
Besides the use of digital channels, it’s important to check in with team members through 1-on-1 meets, group discussions and open forums to keep the doors open for communication. It helps team members share feedback and insights more easily, leading to better-informed decision-making. Occasionally, it also helps to arrange for team interactions outside the office space to foster creativity and innovation.
Use Case: AstraZeneca uses webinars to communicate efficiently with employees worldwide. As a highly engaging medium, these webinars can also be viewed by employees in different time zones at their convenience. The company also uses a unified internal communication platform, Workplace, where 80% of AstraZeneca’s 70,000 global employees come together to stay updated. During the pandemic, they swapped in-person townhalls with online ‘Ask Me Anything’ sessions through the platform.
2. Delegate tasks based on strengths
Effective delegation shows you how to improve team performance by learning to trust team members to handle tasks or projects. By encouraging team members to use their strengths and take ownership of their work, you can foster a more positive and productive work environment.
One way to delegate tasks based on strengths is to have team members take a personality test or a strengths assessment. Then, assign tasks or projects that align with their strengths and preferences. You can also delegate tasks through team brainstorming sessions and identify the best person for each job.
Use Case: Tech behemoth, Microsoft is a case in point when it comes to understanding how delegation can help a business scale greater heights. Bill Gates vouches for the positive impact of allowing someone who’s better fit for a task to take over for results. He learnt to delegate work to managers and take on other significant tasks at hand, in turn reducing bottlenecks, promoting trust and leveraging great talent.
3. Avoid unnecessary meetings
Minimising the volume of unnecessary meetings means more time for project and daily work, that inturn will help boost productivity and team performance. When you do need to have a meeting, ensure that you have a set agenda for the meeting with relevant team members who are directly involved instead of inviting large groups as a blanket rule.
For those who need to have regular check-ins, consider daily stand-ups that are of a fixed short duration. Another alternative is to use asynchronous communication methods like email or loom to facilitate communication between team members. This is especially relevant if you have remote or distributed teams, as it’s more convenient and decreases scheduling administration.
Use Case: Shopify was recently in the news for running a calendar purge and asking its employees to observe no-meeting Wednesdays. They also issued mandates to ensure that meetings with over 50 people should be scheduled only in certain time windows on Thursdays.
4. Prioritise work based on roles
When it comes to figuring out how to improve team performance, prioritising work based on roles is recommended. A detailed action plan for improving team effectiveness would involve identifying team goals, understanding how different roles would factor in, establishing clear communication channels and sharing actionable steps. When team members have clearly laid out goals and detailed plans on how to achieve them, it’s much easier to tick them off the checklist based on priorities. A great way to help them get started is to share a task or priority matrix or use visual aids like Kanban boards or Gantt charts. These aids can provide a clear overview of tasks and deadlines, making it easier for team members to manage their workload
In order to ensure work is being implemented based on the plan, conduct regular check-ins to review their progress and discuss any roadblocks or challenges they're facing. This can help ensure that everyone is aware of what's happening across the team and that work is being prioritised effectively.
Use Case: Andreea Vanacker from SPARKX5 leads by example, and believes in segmenting priorities based on their types to get started, which means that she organises and prioritises her own work based on different types of tasks. For example, some tasks may require a high level of creativity, while others may require more analytical thinking. By setting an example and demonstrating the benefits of segmenting priorities, she is able to encourage her team to adopt similar approaches to their own work.
5. Provide incentives
For many, there’s nothing quite as effective as incentives to drive positive results and boost team performance. Providing incentives is an effective way to improve team performance and motivate team members to achieve their goals. You can provide non-monetary incentives such as extra time off, flexible work hours, rewards and prizes or a special project assignment besides monetary incentives like bonuses or raises
Another incentive is to provide public recognition for team members and their hard work and celebrating their successes. Provide opportunities for growth through training and development programs, mentorship opportunities, or the chance to take ownership of important projects.
Use Case: Zappos’ out-of-the-box approach to rewarding employees has proven to be a recipe for success when it comes to team improvement ideas. The company has a “Monthly Hero” rewards program that promotes peer to peer recognition. The achiever or “hero” receives a $50 bonus, $150 gift card, covered parking spot, and a cape to look the part of a hero!
6. Establish a system of measurement
As part of your team improvement plan, establishing a system of measurement can be a smart way to promote accountability and help boost efficiency. Once the goals have been set, you need to set up KPIs using team performance assessments to monitor relevant metrics and evaluate results. Besides this, you could set up tracking systems or use a CRM software or project management tool.
When benchmarks have been established for each metric, progress can be evaluated and teams can adapt to a system that works to help them achieve their goals. It can also help identify gaps for improvements and make necessary adjustments such as changing processes, reallocating resources, or setting new goals.
Use Case: Food producer and distributor, Cargill designed an ‘Everyday Performance Management’ system that focuses on consistent feedback between managers and employees while incorporating conversations on daily activities and problem solving discussions.
7. Engage with team building activities
A sure-fire way to build trust, foster a spirit of unity and boost team performance is through team building activities. These activities should be designed by considering how you can meet their specific needs. Outdoor activities, escape rooms, and scavenger hunts can be a great way to build teamwork and trust as team members work towards overcoming challenges through communication. If you want something with a slower pace so your team can let off steam and rejuvenate, retreats are a more immersive experience that combines fun workshops, training and less intensive games or activities.
When you need to consider budget, engage your employees in low-cost activities such as volunteering where team members can build camaraderie while giving back to the community. This could involve volunteering at a local food bank, animal shelter, or community event. Group games like quizzes, Pictionary, or charades can be a fun way to break the ice and build rapport. These games can also be a great way to bond with remote or distributed teams virtually since they can be played online.
Use Case: Loumee is a team building company that specialises in creating fun and engaging experiences for teams who want to improve team skills. They offer a range of activities and team development programs that are designed to foster collaboration, communication, and trust, while also sharing valuable skills that can be applied to your work environment.
8. Give constructive feedback
Feedback strategies are essential in any team if you want to know how to improve team performance and develop your staff . Unless you share what’s going well and what’s not, working as a group is like shooting arrows in the dark. As a rule of thumb, ensure you start with positives before moving on to areas for improvement. This is a great way to establish trust and foster a positive environment for feedback.
Use data-backed feedback that’s been evaluated against set benchmarks to cover what needs to be improved. It also needs to be specific to the task at hand. This way team members have clarity on their actions and what needs to be achieved or corrected. To make it easier, you can help them with actionable steps to guide them in the right direction. Keep the discussion open-ended so there’s room for reflection and creative suggestions.
Use Case: Netflix’s core company principles include transparency and honesty. Employees are encouraged to share their diverse perspectives, unique ideas and even disagreement. This promotes transparency and results in an effective exchange of feedback.
The example of “Principles” of Ray Dalio, founder of Bridgewater Associates demonstrates the importance of creating a culture of feedback in order to improve team performance. At Bridgewater, there is a strong emphasis on creating a culture of feedback and transparency, which is well-documented in Ray Dalio's book, "Principles." By collecting feedback from employees, the management is able to identify areas where improvements can be made and take action to address them. This creates a culture of continuous improvement, where everyone is encouraged to learn from their mistakes and work to become better.
9. Set clear expectations
When you have a definitive blueprint, navigating the way forward becomes smoother. Similarly, when a team is given a clear set of expectations, it can help team members stay focused, and committed to achieving their goals resulting in better team performance. While setting these expectations, you need to define not just the broader goals and objectives but also the smaller ones that will work towards achieving your main goal. Breaking goals into smaller tasks can help team members understand how they can contribute to the team's overall success.
Stipulate what each team member's roles and responsibilities will be and how it will contribute to the larger picture. Provide timelines for each task and goal so team members understand when tasks need to be completed and provide a sense of ownership. You can run regular team meetings to check in on progress and cover any issues or concerns. At the same time, encourage team members to provide feedback to help them stay on track.
Use Case: Starbucks invests in employees as its brand ambassadors, with internal communication tools ensuring everyone is aligned with key offerings and values. This provides the much-needed direction towards achieving team goals and objectives.
10. Encourage innovation
When team members are encouraged to think creatively and take risks, they are more likely to come up with new ideas and solutions that can lead to improved performance and success.
Encouraging innovation within a team is an impactful solution when you need to know how to improve team performance.
Provide opportunities for team members to think outside the box and come up with new ideas through brainstorming sessions, experiments and collaborations even if it means taking calculated risks. What’s important is to also provide the relevant resources so they can innovate. This could include access to learning and development workshops, updated tools and technologies, or funding to support new initiatives. Make sure to acknowledge and reward team members who can innovate ideas and solutions to create a positive work culture.
Use Case: Amazon believes every employee is a potential builder and that innovation should be a daily occurrence and not a rare Eureka moment at the workplace. Amazonians are encouraged to generate ideas using a "PRFAQ" plan, including a press release and FAQ section to clarify the product's vision and customer benefits. These plans are then shared and evaluated throughout development, with successful ideas becoming funded programs such as Alexa, Prime Now, and Amazon Go.
11. Foster a positive team culture
Fostering a positive team culture is essential to improving team performance. When team members feel supported, motivated, and engaged, it's bound to show up in their contributions. As the first step, practise what you preach so your team members can emulate the same. Being positive, supportive, and respectful towards team members can influence them to do the same within themselves.
Communication is another important factor that’s crucial towards creating a positive team culture. Encourage open communication, collaboration, active listening, and flexibility at the workplace. Provide opportunities to exchange feedback and suggestions to promote more accountability and proactiveness. Last but not least, celebrate the wins small or big to keep team members motivated and inspired.
Use Case: Hubspot’s comes with a glowing report on how its culture at the workplace is centred around the acronym HEART: humble, empathetic, adaptable, remarkable, transparent..By giving employees the flexibility to work in-office, hybrid and remote mode with the choice of non-conventional working hours, the company promotes a sense of trust and the need for healthy work-life balance so employees can work well.
12. Provide opportunities for growth
Providing opportunities for growth is a big green flag if you are exploring the best ways on how to improve team performance. When team members have opportunities to develop their skills, knowledge, and career, they are more motivated and engaged in their work.
Offer training and development programs such as online courses, workshops, and mentoring that help team members broaden their knowledge. Use regular team performance assessments to help them understand where they stand and identity areas for improvement. To develop a wider range of skills, let team members buddy up with other colleagues in different roles to cross-train themselves.
You can also assign team members to complex projects that stretch their capabilities and help them to learn and grow. Besides promotions and job transfers, implement a comprehensive recognition and rewards program that includes performance bonuses and raises.
Use Case: Adobe is a frontrunner on the list of the best companies who are invested in the professional development of their employees. They offer a customised suite of learning programs for in-office and virtual employees across different levels to upgrade their skills. Employees can gain from Adobe’s Learning manager program using an AI-backed platform so employees can reskill through social learnings, certification programs and more.
13. Use the right technology or tools
Technology is an often overlooked aspect when it comes to exploring options on how to improve team performance. Using the right technology or tools is an essential factor in today's digital workplace as it can help teams communicate and collaborate more efficiently, simplify processes, and boost productivity.
To decide what will work best for your team, explore different technologies or tools and evaluate their features to figure out what will boost productivity. You can run a trial with a select few and then take an informed decision based on feedback.
Ensure that all team members are well-trained on the new tools or technology well in advance to avoid any roadblocks. You will need to periodically look out for updates or upgraded versions to ensure that the tools function at peak level. A key consideration when choosing a tool is its integration. This will help streamline operational processes, ensure more collaboration and improve productivity to meet deadlines, and achieve their goals.
Use Case: Hershey, one of the largest chocolate manufacturers recently jumped onto the AI bandwagon to create a unified communication platform for its employees. In collaboration with its internal Digital Innovation lab, Hershey unveiled “Bennie the Bot”, an Alexa device that can help answer employees’ benefits questions and help guide employees to the right resources.
14. Stay flexible
Staying flexible is essential for enhancing team performance as it helps team members to adapt to changing circumstances and respond effectively to new challenges. In today's fast-paced business environment, the ability to be agile and adjust to changing market conditions is crucial for success. Flexible teams are better equipped to handle changes and can quickly pivot to address unforeseen issues. They are also more resilient and can bounce back from setbacks more easily.
Moreover, promoting flexibility can lead to improved collaboration and communication among team members. A flexible approach encourages open-mindedness and a willingness to consider different perspectives and ideas, which can lead to more creative solutions and better decision-making. It can also foster a positive team culture by promoting trust, respect, and accountability. When team members feel valued and empowered to contribute, they are more likely to be motivated and engaged, leading to improved team performance.
Use Case: HubSpot has implemented several initiatives that demonstrate its commitment to flexibility and employee empowerment. For instance, HubSpot allows its employees to work remotely and offers flexible work schedules. This allows employees to work in a way that suits their needs and maximizes their productivity. Additionally, the company provides its employees with unlimited vacation time, allowing them to take the time off they need to recharge and come back to work refreshed and ready to perform.
15. Use the right technology or tools
Technology is an often overlooked aspect when it comes to exploring options on how to improve team performance. Using the right technology or tools is an essential factor in today's digital workplace as it can help teams communicate and collaborate more efficiently, simplify processes, and boost productivity.
To decide what will work best for your team, explore different technologies or tools and evaluate their features to figure out what will boost productivity. You can run a trial with a select few and then take an informed decision based on feedback.
Ensure that all team members are well-trained on the new tools or technology well in advance to avoid any roadblocks. You will need to periodically look out for updates or upgraded versions to ensure that the tools function at peak level. A key consideration when choosing a tool is its integration. This will help streamline operational processes, ensure more collaboration and improve productivity to meet deadlines, and achieve their goals.
Use Case: Hershey, one of the largest chocolate manufacturers recently jumped onto the AI bandwagon to create a unified communication platform for its employees. In collaboration with its internal Digital Innovation lab, Hershey unveiled “Bennie the Bot”, an Alexa device that can help answer employees’ benefits questions and help guide employees to the right resources.
FAQs
How can leaders improve team performance?
Leaders need to firstly lead by example and implement some of the best practices listed above to inspire and motivate teams. This could include clear communication about the company’s mission and values, regular feedback, and mentorship.
What is team productivity?
Team productivity is essentially all about how well a group can work together at optimum levels to achieve their goals within a certain period of time, while ensuring that the outcome meets or exceeds a set benchmark.
How a manager can improve performance?
A manager can improve performance by setting clear expectations and goals, providing regular feedback and coaching, offering training and development opportunities, recognizing and rewarding good performance, addressing performance issues promptly and constructively, fostering a positive and supportive work environment, and leading by example.
What are top 3 ways to improve on performance at work?
Setting clear goals and priorities, providing opportunities for training and development along with seeking and implementing feedback from employees are the top three ways to improve team performance.