WFED403: Technologies for Work Effectiveness

Lesson 2 Overview

This module will introduce the concept of individual productivity, along with principles and best practices associated with it. In addition, the module will describe applications and examples of individual productivity in workplace settings. These include case studies, research articles, videos, and websites that will show how individual productivity is applied in organizations to support productivity, customer satisfaction, and morale, and to increase the value and revenue of the organization.

Various tools and platforms that support individual productivity will be introduced, along with information about their cost, feasibility, and uses for working professionals. Furthermore, we will present interviews with experts and organization representatives who will share their insights into and experiences with individual productivity platforms and tools. You'll also hear experts discuss their knowledge of and best practices for integration, as well as the costs, pros and cons, and sustainability of using individual productivity tools in their respective organizations.

Lesson Objectives

After completing this lesson, you should be able to do the following:

• describe what individual productivity is and its action cycle;
• explain how the individual productivity, conceptual productivity, and productivity servosystem models work;
• describe the need for productivity in the workplace;
• describe some key efforts to improve individual productivity and their impacts on an organizational level as well as at an individual level;
• identify technologies and platforms that can facilitate (or use) individual productivity to support work effectiveness and solve specific problems in your organization;
• recognize the strengths and challenges of utilizing select technologies and platforms through hands-on experiences;
• select appropriate tools for facilitating individual productivity in specific situations by considering the cost, process, and outcome; and
• develop tips and strategies for using select technologies and platforms.

Lesson Readings and Activities

By the end of this lesson, make sure you have completed the readings and activities found in the Lesson 2 Course Schedule.

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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References

Improving Individual Productivity and Future Considerations

Now you have a better understanding of individual productivity and its importance. Let's see how measuring, analyzing, and improving individual productivity benefits individuals and organizations.

Benefits of Measuring, Analyzing, and Improving Individual Productivity: Individual and Organization Levels

• Monitor and provide feedback: Tools and platforms that support individual productivity can provide ongoing feedback on individual performance. These data can be helpful for individuals to see their productivity trends and make changes accordingly.
• Diagnose problems: Feedback from productivity tools can be helpful in diagnosing problems. Organizations need to diagnose problems so that they can come up with new productivity strategies, rewards, and policies, as well as make decisions about which current productivity strategies should be expanded or phased out. At the individual level, feedback on and measurements of one's own productivity can be helpful in identifying root problems hindering individual productivity.
• Increase profitability and lower costs: At the organization level, higher measures of and sustained individual productivity across the organization can reduce waste; result in a leaner operation and higher workforce effectiveness; and save time, money, and resources. This can lead to profitability in the long run and reduce operational costs because of the overall higher output from employees.
• Reduce stress and enhance well-being: Improved individual productivity can help employees manage their workloads, meet deadlines in a timely manner, and assert more control. This can help employees to reduce stress, maintain work-life balance, and reduce feelings of burnout. Measures and analysis of individual productivity can help keep employees accountable and working on their daily goals, which can also help to streamline workflow.
• Improve workforce effectiveness: Individual productivity is interlinked with and contributes to organizational productivity and workforce effectiveness (Goodman et al., 1994).

Future Considerations for Individual Productivity

The future of work is being shaped by two powerful forces: The COVID-19 pandemic, which has accelerated the digital transformation of work and the growing adoption of artificial intelligence (AI) in the workplace, which may endanger a considerable number of human jobs. How has work changed during the global pandemic, and what will it look like in the future?

COVID-19 pandemic and remote working:

Dhaliwal and Forbes Technology Council (2020) pointed out that "the pandemic is having a significant impact on how we collaborate, where we work, and the employer-employee relationship with respect to remote job performance" (para. 1). Companies are being forced to become more agile and adapt to remote working. Moreover, productivity data on remote teams might have exceeded expectations altogether. According to McKinsey, 80% of people enjoy work from home. Also, 41% feel more productive than before, and 28% are as productive (Dhaliwal & Forbes Technology Council, 2020).

AI and the future of work

With the advent of AI and automation, more and more job profiles within organizations run the risk of being replaced by AI and other types of technology. A Forbes article reports, for instance, that over 40% of blue-collar and white-collar jobs will be replaced by AI in the next 25–30 years (Koetsier, 2019). Therefore, although the advanced technologies will enable organizations to generate more productivity and lead to the nation’s economic growth, it is worth noting that these technological changes will risk human jobs, transform the nature of jobs, and alter the dynamics of relations between future employees and their employers.

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References

Examples of Productivity Technology: What and How

This section introduces six individual productivity tools; discusses and demonstrates their use for businesses; and answers questions surrounding application, cost, and feasibility.

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References

Lesson 2 Resources

Case Studies

• Pavlok 2 Case Study: Dave Rogenmoser uses Pavolok to Quit Sleeping in (YouTube video)
• The Microsoft 365 Copilot AI Event in Less than 3 Minutes (YouTube Video)

Videos

• The Importance of Individual Productivity in the Workplace

Lesson 2 Activities