ActivTrak Coach

ActivTrak Coach helps managers translate data into action and become more effective coaches, enabling them to:

• Identify and validate potential issues like burnout risk, waning productivity, or inefficient workflows — before they become serious problems
• Increase team productivity, drive employee engagement, and promote healthier work habits
• Drive collaborative discussions with team members
• Assess the impact of coaching on team members' work habits
• Stay on top of emerging trends via weekly emails

ActivTrak Coach

Coach can be accessed directly via the left navigation as shown in the screenshot above.

There are five tabs within Coach:

• Summary
• Utilization
• Efficiency
• Focus
• Progress

Tip: Add Coach tabs to your Favorites for quick access.

Summary

The Summary tab displays Coaching Opportunities in three category cards:

• High Utilization: Team members who are at risk of burnout because they are working significantly longer hours than their goal level or they need more break time.
• Low Efficiency: Team members who are missing their productivity goals or have additional screen time that could be contributing to fatigue as a result of low productivity efficiency.
• Low Focus: Team members who are not meeting their focus time goals due to time spent on collaboration or multitasking activities.

The Summary tab in Coach

Coaching Opportunities reflect trends in work activities that suggest an employee could benefit from manager guidance — along with actionable advice to address employees’ specific challenges.

Each category card also displays the number of new opportunities in the current week vs. the previous week, indicating where a team is making progress and which areas may need additional work. You can drill into details of each category by clicking the card that displays the number of opportunities, or by clicking the corresponding tabs at the top of the page.

Tip: You can adjust how coaching opportunities are identified by updating the team’s goals in Insights. Learn more.

Coaching Opportunities are refreshed once a week on Mondays. When new opportunities are available for review, a notification will appear next to Coach within the app navigation. You can also create email subscriptions for Coach to stay on top of areas that need attention and to track progress.

Utilization

In the Utilization tab, you can review details on overutilized team members, along with Coaching Advice — specific actions a manager can take to help their team maintain healthy work habits and avoid burnout. 

The Utilization tab in Coach

High-utilization Coaching Opportunities are based on the productive hours/day and suggested break time/day goals. Learn how to adjust these goals here.

Individuals are identified as overutilized if they meet one of the following conditions over the last four complete weeks:

1. The number of productive hours per day is at least 30% higher than the goal. (Note: 30% is the default Utilization Level Threshold, however, this can be customized and set via the Insights Configuration Page. Learn more here.)

OR

2. The number of productive hours per day is 15% higher than the goal AND the average break time per day is less than the suggested break time per day (10 mins in break time for every productive hour per day).

Click on a team member’s name to drill into The Workload Balance - Team Dashboard for more detail on how work is distributed across your team.

Coaching Advice in Coach - Utilization

Understanding how workload is distributed across your team enables you to spot burnout risk early, so you can address it before it becomes a serious problem. It’s normal to see occasional fluctuations in workload, but if team members are consistently working long hours or outside of traditional working hours, this signals an ideal time to check in and see how they are feeling, or what they may need to achieve a healthier balance. The Coach - Progress Report can help you differentiate between an ongoing issue and anomalies caused by a big project or deadline.

Efficiency

The Efficiency tab identifies team members who are not achieving their productive time goal and may have an opportunity to gain back time by working more efficiently. Coaching Advice provides guidance on how managers can remove common productivity efficiency blockers (such as distractions, training needs, or goal alignment) and help team members work wiser.

The Efficiency tab in Coach

The Low Efficiency Coaching Opportunities are determined based on the productive hours/day goal. Learn how to adjust goals here.

Individuals are identified as having low efficiency if their productive hours per day over the last four complete weeks are:

1. Equal to or greater than the productive hours/day goal AND productivity efficiency (the percentage of productive time relative to total time) is less than 90%

OR 

2. Less than the productive hours/day goal AND productivity efficiency (the percentage of productive time relative to total time) is less than 90%.

Click on a team member’s name to drill into the Work Efficiency - Team Dashboard for more detail on efficiency trends across your team.

Coaching Advice in Coach - Efficiency

Identifying and addressing efficiency opportunities early is important to improve business outcomes, reduce potential workflow frustrations, ensure role alignment, and improve work/life balance. The Coach - Progress Report can help you determine whether team member behavior is improving and whether your guidance is making the intended impact on team productivity and efficiency.

Focus

The Focus tab identifies team members who are not meeting their focus time goals and have low focus efficiency. Coaching Advice provides guidance on how managers can remove common focus blockers (such as distractions, multitasking, or collaboration activities) and help team members work wiser.

The Focus tab in Coach

The Low Focus Coaching Opportunities are determined based on the focus hours/day goal. Learn how to adjust goals here.

Individuals are identified as having low focus if their focused hours/day over the past four complete weeks are:

1. Lower than the goal

AND 

2. Focus efficiency (the percentage of focused time relative to total time) is less than 35%.

Click on a team member’s name to drill into the Work Efficiency - Team Dashboard for more detail on efficiency trends across your team.

Coaching Advice in Coach - Focus

Focus time is essential for creative thinking, deep work, and high-quality output, but it can be hard to come by. Meetings, email, and distractions tend to eat into workdays, leaving little time for extended periods of focus. While it's true that all roles will require different amounts of focus time, everyone benefits from getting more focus time throughout their work weeks.

Managers can support team members who have low focus efficiency by helping reduce distractions, carve out more focus time, optimize processes, and more. The Coach - Progress Report can help you determine whether team member focus is improving and if your guidance is making the intended impact.

Progress

The Progress tab displays a six-week report of team member activity in each of the three Coach categories: High Utilization, Low Efficiency, and Low Focus. Managers can quickly assess whether the impact of their coaching and guidance has led to improved behaviors and outcomes. The Progress Report can also help differentiate between ongoing issues and anomalies caused by a major project or an impending deadline.

The Progress Report in Coach

Team members who have had a Coaching Opportunity within the last six weeks will appear in the Progress Report with progress indicators next to their names.

Red Circles represent an opportunity in a consecutive week.

In the screenshot above, Cliff has been in the High Utilization category for over six weeks in a row, suggesting that he is consistently overworked and may be at risk of burnout. If a user has been in the highly utilized category for more than six consecutive weeks, then the progress bar displays 6+.

Green Circles represent improvements in a consecutive week.

In the screenshot above, Sarah L. had an opportunity in the Low Focus category within the last six weeks, but over the past four weeks, her work habits have improved.

Notes:

• If a team member has been excluded from one of the opportunities for more than six weeks, then the team member will not appear in the Progress Report.
• If a team member appears again in the Progress Report (with a red circle) it indicates that the behavior reemerged as an opportunity for coaching the team member (based on the previous four consecutive weeks).

Tip: When you see an ongoing negative trend, hold an exploratory discussion with the team member to better understand the key drivers behind the behavior. Remember, not all issues are addressable at the individual level and may require broader solutions. Based on the opportunity type, consider whether it’s necessary to make team-level changes, such as reallocating work, reducing meetings and distractions, or adding headcount.

Subscribe to Coach Updates

To ensure you never miss a Coaching Opportunity, we recommend that you subscribe to receive emailed reports of all ActivTrak Coach tabs. Note: You can subscribe team members to these reports as well! Navigate to each Coach tab and follow these step-by-step instructions.

Here's to working wiser!

Learn more:

• How to Set Goals in Insights
• Creating and Managing Insights Email Subscriptions
• Insights Configuration
• Contact Support