WFED403: Technologies for Work Effectiveness

Lesson 2: Individual Productivity Tools

Individual Productivity

Before discussing the application of and technologies associated with individual productivity and their benefits, it is crucial to understand what individual productivity is.

Individual productivity involves the completion of actions and tasks that move you closer to accomplishing goals and meeting deadlines in a timely manner. This, in turn, helps you reach your long-term goals/ambitions, increase enterprise productivity, maintain a work-life balance, and reduce undue stress and anxiety that can hinder your future productivity.

Individual productivity is the result of consistent effort, which requires frequent calibration, reflection, planning, and persistent actions. It can be broken down into five steps of an action cycle:

1. Goal-setting: Setting meaningful, attainable, and measurable goals
2. Action plan: Translating each goal into a list of actionable items
3. Completion: Completing each action item while monitoring the time spent on the task and your engagement level
4. Results: Visualizing and analyzing progress
5. Review: Reflecting on progress and calibrating goals and action items based on data-supported and self-feedback

A Conceptual Model of Individual Productivity

Ruch's (1994) book chapter, Measuring and Managing Individual Productivity, introduces concepts and models that enhance the understanding of individual productivity in organizational contexts.

A conceptual model concerning individual productivity (illustrated in Figure 2.1) was developed by Ruch and Hershauer (1974) to examine the influences of four major variables on individual productivity:

• Task capacity is the function of the level of technology used for task completion, task design, and physical inputs.
• Individual capacity is the function of individual characteristics (knowledge, skills, and task abilities) that individuals use when completing tasks.
• Individual effort is a function of attitudes, behaviors, beliefs, and actions that motivate a person to be productive in completing their tasks.
• Uncontrollable interferences are factors that are out of individuals’ control.

The conceptual productivity model represents a dynamic system of interrelated and interdependent variables that affect individual productivity and in turn enterprise productivity. For example, at the individual level, individuals can first understand the nature of the task (task capacity) and utilize their knowledge, skills, and abilities (individual capacity) to be productive. Action coupled with functioning attituded and beliefs (individual effort) is essential for goal attainment (productivity). In many cases, however, there are unexpected, uncontrollable interferences, such as machine breakdowns, information technology (IT) issues, and material shortages that hinders them to achieve performance goals at work. Therefore, both individuals and organizations are encouraged to be mindful of these factors and exert control over controllable ones (task capacity, individual capacity, and individual effort) while remaining ready to adapt to change in the environment.

Individual Productivity in the Workplace

Individual productivity in the workplace can be defined as the completion of individual and group tasks as well as the meeting of deadlines set by team leaders and managers that move an individual closer to accomplishing their short- and long-term professional goals. Individual productivity is interlinked with and contributes to organizational productivity and workforce effectiveness (Goodman et al., 1994). There have been consistent organizational efforts to improve individual productivity.

These efforts have included utilizing tools and platforms that allow for visibility of all aspects of employees’ work (as individuals and groups), time, and day-to-day activities. Other efforts include

• productivity-based rewards (salary, promotion, bonuses, recognition, increased number of vacation days);
• positive workplace culture;
• flexible working hours;
• remote work; and
• education, training, and skill development opportunities.

At an individual level, employees utilize individual productivity tools and platforms to track their productivity, keep themselves accountable, eliminate unproductive behaviors, and reinforce work-supportive behaviors. This lesson focuses on both individual-level and organization-level productivity tools and platforms.

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