Work Efficiency - Inefficiency Sources

Inefficiencies are detrimental to teams and employees for many reasons and understanding them in more detail can be the first step in having a major impact on productivity improvement. Rely on this tab to identify the level of inefficiency that exists and what activities are driving them to occur.

Key Questions:

Considerations

What is the breakdown of productive vs. non-business activities (unproductive +undefined)?

At times, It can be helpful to focus on productive activities and “everything else.” Whether everything else is unproductive or undefined, you recognize they can be sources of inefficiency. Work to understand what falls in non-business activities (the delta between productive and total time) to help decrease these behaviors and increase productive activity.

What are the durations of time my team is able to be productive/focused without interruptions?

These durations of time are critical in our understanding of productivity. Productive behaviors in extremely short sessions point to signs of frequent distractions. Distractions lead to errors, attention residue, disengagement, and burnout (to name a few consequences among many). Longer session times are indicative of healthier productivity and focus habits.

What is driving distraction?

Understand the top sites/applications driving unproductive behavior and attention. Awareness plays a critical role in adjusting behaviors. Share these with your team and collect feedback and context on why certain activities are causing distractions. The goal here to identify ways in which support can be provided.

 

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A. Productive Time vs. Non-business Activities:

  • Productive vs. Non-Business: Comparing productive time to non-business activities is helpful when evaluating how employees spend their daily time on average (adjust the Activity Date to show how the composition of time changes over periods).
  • Productivity Sessions reveal the average duration of time spent in productive applications before interruption by an unproductive activity

Productivity Lab Tip

When productivity sessions are short in duration (>10 minutes), we identify opportunities to expand into longer more productive sessions. Short productive sessions, interrupted with distractions, lead to efficiencies, errors, and process breakdowns. They can also be signs of disengagement.

  • Non-Business Hours/Day reflects the average hours a day in which an employee is engaging in non-productive or undefined activities. These hours contribute to an employee’s burnout susceptibility despite not being productive (screentime is exhausting!)
  • Top Non-Business Apps/Sites: For additional detail, review the Top Non-Business Apps/Sites Chart to understand the applications/sites that pull team members away from productive activities.

 

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B. Productive Breakdown (Focused Time vs. Attention Shifting):

  • Focused vs. Attention Shifts consists of two types of time: 1) Focused and 2) Attention Shifts. Breakdowns will vary by function and team type based on the type of responsibilities involved.
  • Focused Sessions: This number provides insight on average session times in which employees are engaging in work without distraction; a state likely to yield creative thinking, problem-solving, and innovation. 

Productivity Lab Tip

Attention shifts can be necessary (capturing data and entering it into an email)  or unnecessary (answering Slack while building a model). Teach teams about helpful vs. distracting shifts so they can strategize based on their own habits. Also, keep in mind that some attention shifts are outside of the control of individual team members as they can be caused by inefficient processes or applications.

  • Attention shifting Hrs/Day represents the time in which employees are switching between productive applications (ex. Email to PowerPoint or Teams to Monday.com). These habits are typical for administrative work and team management. Because employees’ Attention Shifting time is often sporadic, we represent it here as the average aggregation of attention shifting minutes throughout the day.
  • Top Apps/Sites Involved in Attention Shifts: For additional detail, review the Top Apps/Sites Involved in Attention Shifts to understand the applications/sites that employees switch between.

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