How to Increase Productivity at Work with Time Management & Organizational Skills for 2025

by Imed Bouchrika, Phd

Co-Founder and Chief Data Scientist

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In a world continuously ridden with distractions and people with short attention spans, productivity, although in high demand, has rather become rare.

Productivity is referred to as the ratio between what is produced and what is needed to produce it (Frankel & Kendrick, 2014). To boost productivity at work, one can either grow input with the same amount of input or decrease input and carry out the same amount of input.

Numerous attributes are affecting individual and, to a certain degree, organizational productivity. This article aims to offer solutions by giving insights on how to develop time management and organization skills, optimize workspaces, and hone healthy ways to increase productivity for individual and organizational success.

Increase Productivity at Work Table of Contents

1. Invest in People with Grit
2. Develop Your Time Management Skills
3. Speed Up Your Work Processes
4. How Can Improved Communication Impact Workplace Productivity?
5. How Can Ongoing Professional Development Optimize Productivity?
6. Manage Your Workspaces: Mental, Physical, and Digital
7. How Can Effective Leadership Drive Workplace Productivity?
8. What Is the Impact of Advanced Business Education on Long-Term Productivity?
9. Use Technology to Improve Workplace Productivity
10. Can Accelerated Business Degrees Enhance Workplace Productivity?
11. How Do You Measure Workplace Productivity Quantitatively?
12. How Can Organizational Culture Enhance Productivity?

Invest in People with Grit

How to improve productivity in an organization? One of the best ways to ensure productivity in your company is to invest in the right people. Research shows that employees of successful organizations have one thing in common: Grit.

In 2013, Angela Duckworth delivered a TED Talk about grit which she defined as “passion and perseverance for very long-term goals." She argued that more than any other personal trait, grit stands out as a determinant of success.

Duckworth and Lee later extended the study of grit to organizations and found out that “Gritty teams collectively have the same traits that gritty individuals do: a desire to work hard, learn, and improve; resilience in the face of setbacks; and a strong sense of priorities and purpose" (2018, 110). While their study was limited to healthcare organizations, the authors posited that the same principles apply to other business sectors (103).

Recently, COVID-19 brought changes to many organizational structures and processes. A large percentage of employees in the new normal now observe work from home policies or blended work setups. Rebordão (2021) conducted a study to determine how grit correlates with remote work and well-being during the pandemic. The results show that grit is a statistically significant factor in improving productivity in the workplace as well as the work-life balance of employees.

Several other empirical studies demonstrate that grit has a positive impact on work efficiency (Lavy & Littman-Ovadia, 2016) and task performance (Chandrawaty & Widodo, 2020). Gritty employees are also less likely to experience burnout and be counterproductive at work (Ceschi et al., 2016).

If you are interested to know where you stand on the grit scale, take some time to answer Duckworth’s questionnaires. If you are a business owner or an organizational leader and want to learn how to increase productivity in the workplace, this is ideal for implementation among your employees or even among applicants in your company.

Develop Your Time Management Skills

Time is a commodity and a valuable ingredient in effective productivity management. None of us would willingly sell ourselves short. One way we can put value on the table is to accomplish more tasks in less time. Increase productivity in the workplace by improving your time management skills. When done collectively, good time management also becomes key to how can productivity be increased in an organisation. Listed below are some ways to do so.

Pomodoro Technique

This time management concept was introduced by Francesco Cirillo in the late 1980s. It proposes the following six simple steps:

1. Pick a task.
2. Set your timer to 25 minutes.
3. Work on the task.
4. When the timer rings, put the task on hold.
5. Give yourself a five-minute break.
6. After four cycles of steps 1-5, have a 30-minute break.

Remember that you can modify the steps above to better suit your personal productivity needs.

Pareto’s 80/20 Rule

Vilfredo Pareto, an economist, was the proponent of the 80/20 rule which states that 80% of the output comes from 20% of the input in any given scenario. This entails that companies must identify which 20% is the most crucial in their list of to-dos and focus on that.

The Eisenhower Matrix

This method was designed to help individuals categorize tasks based on urgency and importance. It allows its users to determine which tasks they need to focus on immediately and which tasks they can put on the backburner. The matrix consists of the following quadrants:

• Quadrant 1: Important and Urgent
• Quadrant 2: Important and Not Urgent
• Quadrant 3: Not Important and Urgent
• Quadrant 4: Not Important and Not Urgent

Kanban System

Kanban is a Japanese word that translates to ‘visual board.’ A Kanban board typically consists of three columns (i.e. To Do, Doing, and Done), each having cards that contain the tasks. This type of time management will work best for visual learners and for project managers who want more visibility on the workflow process.

Time Blocking Method

The concept behind this one is to set aside a block of time for one specific task. Ideally, you could come up with a schedule of your day divided into blocks of time, each block focused on a different task and/or activity. Some of the world’s richest people, such as Bill Gates and Elon Musk, are known to use this method.

Speed Up Your Work Processes

Below are some tips on how to improve productivity at work to help you accomplish more things in less time.

1. Streamline processes. This is one of the best ways to inculcate the value of productivity and efficiency in your company. Create a culture that does away with the unnecessary, automates repetitive tasks, and implements simple, effective, and standardized processes that produce high-quality results. Realize the power of knowing what not to do.
2. Communicate effectively. Prevent do-overs. Ensure employee engagement across your organization by giving clear instructions and making goals explicit and known to everyone involved. Further, beware of the pitfalls of corporate-speak, also termed ‘garbage language.’ In other words, be brief and speak like a human being.
3. Learn speed reading. In the age of information, this skill is an asset and one that you can use in your everyday hustle. Train your brain to absorb more data.
4. Improve your typing speed. In the 70s and 80s, a trained typist can type 60-90 words per minute (wpm). Nowadays, an average person can type only about 52 wpm (University of Cambridge, 2018). Most white-collar jobs require and set a minimum standard for this skill. Certainly, you need to be more than average to succeed in jobs like transcription and data entry. It takes practice, and thankfully there are many websites and apps that you can use to develop this skill.
5. Embrace digitization. Equip employees with project and database management tools that will help them work faster and collaborate with ease.
6. Know your work style. As with other things, what may work for other people may not work for you. Assess your own levels of productivity, observe which time you are most productive, and be aware of the triggers of counterproductive work behaviors and avoid them. There are tons of articles out there that will give you tips, but only you can sort and set what would really work for yourself.

How Can Improved Communication Impact Workplace Productivity?

Strengthening communication techniques streamlines processes and reduces time lost on clarifications. Enhancing writing and messaging skills minimizes misunderstandings and accelerates decision-making, fostering better cross-team collaboration. Professionals may consider targeted training or certification programs that focus on clarity and precision in written communication. For those seeking to develop robust narrative skills, exploring online degrees in creative writing offers an opportunity to refine techniques that contribute directly to workplace efficiency and successful project outcomes.

How Can Ongoing Professional Development Optimize Productivity?

Continuous learning enables employees to stay abreast of industry trends and refine specialized skills, directly contributing to enhanced productivity. Investing in professional and academic development fosters innovation and critical thinking that can streamline processes and support data-driven decision-making. Organizations that integrate targeted training programs and modern educational pathways benefit from a workforce capable of adapting to evolving challenges. For instance, exploring opportunities such as 1 year PhD programs online no dissertation equips professionals with advanced research skills and strategic insights that can propel productivity initiatives forward.

Manage Your Workspaces: Mental, Physical, and Digital

To increase productivity at work, you have to focus your attention on the things you have control over.

Protect your mental space

In this time of crisis, more and more companies are paying attention to their employee’s mental health, and rightly so. Your mental well-being directly affects your work performance. Here are some things you can do to stay psychologically healthy:

Meditate. According to an article published in the International Journal of Management, conscious and continuous practice of meditation results in higher levels of efficiency and more effective time and emotion management (Krishanamacharyulu et al., 2021). It also has a significant positive impact on an individual’s capacity to learn, handle work pressure, and communicate and coordinate with colleagues. Further, the study posits that it only takes 30 minutes every morning and 30 minutes every night to harness the results for yourself. Apps like Urban Yogi, Waking Up, and Dare is useful, especially for beginners.

Get enough sleep. Gibson and Shrader’s study in 2018 revealed that not only does sleep improve productivity, it also increases earnings: “A 1-hour increase in location-average weekly sleep increases earnings by 1.1% in the short run and 5% in the long run." This means that if you are struggling to sleep, or are losing sleep because of work, neither is benefiting you nor your company.

Daily Negative Emotions, Among Employees Globally in 2020

Source: Source: State of the Global Workplace: 2021 Report

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Declutter your physical work environment

Use the 5S quality tool. This methodology will help you optimize your physical environment for work.

1. Seiri: Sort necessary from unnecessary and eliminate the latter.
2. Seiton: Set your things in proper order.
3. Seiso: Shine or clean your work area.
4. Seiketsu: Standardize the cleaning and maintenance processes by incorporating seiri, seiton, and seiso in everyday life.
5. Shitsuke: Sustain the habit of implementing the 5S.

Ensure your physical comfort. Comfortable workspaces have been found to increase productivity by 14% (Syper-Jedrzejak, 2020). If you are working from home, even just a quality chair can do wonders for you.

Get rid of distractions. Identify things in your work area that sets you thinking about things other than what really matters at the moment (i.e. your work task). Distractions may come in physical form or noise. In the case of the latter, opt to take control and use headphones if it helps.

Organize your digital space

Use the abundance of free software to your advantage. Here are some of the best tools out there that you may want to incorporate into your daily grind.

• Trello is great for project management, organization, and collaboration. You can choose among several power-ups or software extensions that can help you implement your task better (e.g. Google Drive, Calendar, Slack).
• Timecap is very useful for developing habits and sustaining employee motivation. You can categorize activities based on your preferred tracking mode: (1) time-tracking, (2) checking, (3) counting. Say you want to dedicate one hour every day to meditation, you can use the first option. If you are trying to develop a habit but do not necessarily want to track how many minutes you allotted for it (e.g. gratitude exercise), you can do that too. Lastly, if you are trying to focus on the output above anything else, you can set a goal (e.g. 50 pushups) and track how many you have done so far.
• Forest may be a solution for people struggling to stay focused. This is designed like the Pomodoro, but instead of a timer just ringing, you see that a tree has grown after completion of the time you set. You can either populate your forest with trees or let the land be barren with this app.
• Ike is a to-do list app developed for the implementation of the Eisenhower matrix. It gives you the option to create several lists of tasks that you then have to put into one of the quadrants listed in the above section. It comes very handily when you are working on a lot of projects and need to accomplish several tasks in each.
• Cold Turkey is one of the best apps for blocking distractions. It allows you to block the apps and websites that you know are a waste of time but are tempted to use or browse anyway. It gives you the power to take control of what you will take in your mind space and how you will use your energy.

How Can Effective Leadership Drive Workplace Productivity?

Effective leadership establishes a clear vision and fosters an environment of accountability, innovation, and open communication that directly influences productivity outcomes. Leaders who set well-defined goals and encourage decision-making among team members create a culture where employees feel empowered and responsible. Furthermore, strategic leadership involves ongoing performance feedback and tailored coaching, ensuring that teams remain agile and focused on achieving both short- and long-term objectives. Investing in advanced leadership training and management development programs, such as the most affordable online MBA, can equip managers with the necessary skills to drive sustainable workplace productivity without duplicating previously discussed methods.

What Is the Impact of Advanced Business Education on Long-Term Productivity?

Advanced business education fosters a strategic mindset that directly translates to enhanced operational efficiency. Pursuing advanced credentials equips leaders with analytical tools essential for innovative process optimization and effective resource management. Organizations that invest in comprehensive academic development, including enrollment in low cost DBA degree programs, often experience significant improvements in long-term productivity through refined decision-making and a systematic approach to overcoming complex business challenges.

Use Technology to Improve Workplace Productivity

Technology plays a pivotal role in enhancing workplace productivity. With the right tools and systems, employees can streamline their workflows, automate repetitive tasks, and foster better collaboration. Here are several ways technology can boost productivity:

• Automation of Repetitive Tasks: By automating routine tasks, employees can focus on higher-value activities that require critical thinking. Tools like Zapier and IFTTT help automate workflows between apps, reducing manual data entry or repetitive actions and improving efficiency across the organization.
• Project Management Software: Project management tools like Trello, Asana, or Monday.com can help teams stay organized, assign tasks, track progress, and set deadlines. These platforms provide transparency and ensure everyone knows their responsibilities, making collaboration more efficient and reducing the chances of missed deadlines.
• Communication Tools: Effective communication is key to productivity. Tools such as Slack, Microsoft Teams, or Zoom enable real-time communication, reducing the time spent in meetings and ensuring everyone is on the same page. These tools allow seamless file sharing and collaboration, especially in remote work settings.
• Time-Tracking and Task Management Tools: Time-tracking apps like Toggl or RescueTime allow individuals to monitor their work habits, helping them identify areas for improvement. Task management tools can also provide insights into where time is spent, helping teams prioritize tasks that directly impact productivity.
• Cloud-Based File Storage and Collaboration: Cloud platforms like Google Drive, Dropbox, and OneDrive offer secure, accessible file storage and allow teams to collaborate in real-time. With cloud-based systems, employees can work on documents simultaneously, share updates instantly, and access files from any location, facilitating smoother workflows, especially for remote or hybrid teams.

Can Accelerated Business Degrees Enhance Workplace Productivity?

Accelerated business degree programs offer an intensive curriculum that equips professionals with cutting-edge strategies and practical leadership skills directly applicable to today's dynamic work environments. These programs blend theoretical frameworks with real-world applications, enabling graduates to implement process improvements, optimize resource allocation, and foster innovative problem-solving techniques. Moreover, by integrating digital transformation and data-driven decision-making into their coursework, such programs prepare individuals to tackle evolving market challenges efficiently. Institutions offering the fastest online bachelor's degree in business demonstrate a commitment to delivering accelerated learning pathways that drive immediate and measurable productivity gains in the workplace.

Reclaim Your Time

There are several ways for improving individual and organizational productivity. Developing grit and time management skills, learning to work faster, and managing our workspaces are some of the ways to do that.

If it is within our capacity to increase productivity at work, there is no reason for us to not at least try. If we can work smarter, then we can dedicate the time we saved to do things that really matter to us as individuals: our friends, our family, and our causes. Again, time is a commodity and, at times, we have to be reminded that, in the words of Annie Dillard, “How we spend our days is, of course, how we spend our lives."

How Do You Measure Workplace Productivity Quantitatively?

To effectively gauge productivity, organizations must identify and monitor specific key performance indicators that reflect both individual and team performance. Quantitative metrics—such as project completion rates, quality of output, and resource utilization—provide a data-driven foundation to assess operational efficiency. Combining these metrics with qualitative feedback helps managers understand workflow bottlenecks and areas for improvement. Regular review and benchmarking against industry standards allow teams to adjust strategies promptly and pursue targeted training opportunities. For comprehensive expertise in optimizing management practices, consider pursuing an online management degree.

How Can Organizational Culture Enhance Productivity?

A robust organizational culture is a catalyst for sustained productivity, driving engagement and fostering an environment of trust and accountability. By establishing shared values and promoting transparent communication, companies can empower employees to take initiative and collaborate effectively. Emphasizing cultural alignment helps bridge individual aspirations with organizational objectives, minimizing friction and improving decision-making. Establishing mentorship programs and recognizing contributions further reinforces a positive culture that adapts to change and nurtures continuous professional growth. For leaders seeking to link strategic education with impactful cultural shifts, consider exploring Which MBA field has the highest salary? for insights on aligning academic excellence with business outcomes.

Key Insights

• Invest in Grit: Grit, defined as passion and perseverance for long-term goals, is a key predictor of success. Investing in gritty employees can enhance productivity and resilience in organizations, especially in remote or hybrid work setups.
• Time Management Techniques: Effective time management strategies, such as the Pomodoro Technique, Pareto’s 80/20 Rule, Eisenhower Matrix, Kanban System, and Time Blocking Method, can significantly boost individual and collective productivity.
• Streamlining Processes: Simplifying and standardizing work processes, improving communication, learning speed reading, and enhancing typing skills are essential for accelerating work efficiency.
• Mental, Physical, and Digital Workspace Management: Maintaining mental well-being through meditation and sufficient sleep, decluttering physical workspaces using the 5S methodology, and organizing digital workspaces with tools like Trello, Timecap, Forest, Ike, and Cold Turkey can greatly improve productivity.

FAQ

1. What is grit, and why is it important for productivity? Grit is the passion and perseverance for long-term goals. It is crucial for productivity because gritty individuals and teams tend to be more resilient, hardworking, and focused, which leads to higher efficiency and better task performance.
2. How can I improve my time management skills? You can enhance your time management by employing techniques such as the Pomodoro Technique, which involves working in 25-minute intervals with short breaks, Pareto’s 80/20 Rule, which focuses on the most impactful tasks, and the Eisenhower Matrix, which helps prioritize tasks based on urgency and importance.
3. What are some effective ways to streamline work processes? Streamlining work processes can be achieved by eliminating unnecessary tasks, automating repetitive tasks, standardizing procedures, improving communication, and embracing digitization with project management tools.
4. How does meditation improve productivity? Meditation can improve productivity by enhancing time and emotion management, increasing efficiency, and improving the capacity to handle work pressure and coordinate with colleagues. Regular meditation practice can lead to better mental well-being and performance at work.
5. What is the 5S methodology, and how does it help in decluttering workspaces? The 5S methodology is a system for organizing physical workspaces to improve efficiency. It includes sorting necessary items, setting things in order, shining the work area, standardizing cleaning processes, and sustaining these habits. This approach helps create a more organized and productive work environment.
6. How can digital tools enhance productivity? Digital tools like Trello, Timecap, Forest, Ike, and Cold Turkey can help organize tasks, track time, maintain focus, prioritize work, and block distractions. These tools provide structure and support for managing digital workspaces effectively.
7. What is the Time Blocking Method, and who uses it? The Time Blocking Method involves scheduling specific blocks of time for different tasks or activities throughout the day. Notable users of this method include Bill Gates and Elon Musk, who use it to manage their time efficiently and accomplish various tasks systematically.
8. Why is sufficient sleep important for productivity? Sufficient sleep is important because it enhances cognitive function, improves mood, and boosts overall productivity. Studies have shown that better sleep leads to higher earnings and better work performance in the long run.
9. How does effective communication contribute to productivity? Effective communication prevents misunderstandings, reduces the need for rework, and ensures that everyone involved is clear about their tasks and goals. This clarity helps maintain focus and drive, leading to higher productivity.
10. What should I consider when assessing my work style? When assessing your work style, consider your most productive times of the day, the tasks you excel at, and the triggers that lead to counterproductive behaviors. Understanding your unique work preferences can help you tailor productivity strategies to suit your needs.

References:

1. Ceschi, A., Sartori, R., Dickert, S., & Costantini, A. (2016). Grit or Honesty-Humility? New Insights into the Moderating Role of Personality between the Health Impairment Process and Counterproductive Work Behavior. Frontiers in Psychology, 7. https://doi.org/10.3389/fpsyg.2016.01799
2. Chandrawaty, C. & Widodo, W. (2020) An Empirical Effect of Grit on Task Performance: Mediating by Transformational Leadership and Job Involvement. Journal of Xi’an University of Architecture & Technology, 12(4), 2461-2470. ISSN No: 1006-7930. https://www.semanticscholar.org/paper/An-Empirical-Effect-of-Grit-on-Task-Performance%3A-Chandrawaty-Widodo/b5d161ae63e2e9793c7b38acc33977b935b9f8b5
3. Duckworth, A. L. (2013, May 9). Grit: The power of passion and perseverance. TED Talks. https://www.ted.com/talks/angela_lee_duckworth_grit_the_power_of_passion_and_perseverance?
4. Duckworth, A. & Lee T. Organizational Grit. (2020). HBR’s 10 Must Reads on Organizational Resilience, pp. 102-122. Harvard Business School Corporation. https://store.hbr.org/product/hbr-s-10-must-reads-on-organizational-resilience-with-bonus-article-organizational-grit-by-thomas-h-lee-and-angela-l-duckworth/10462
5. Frankel, M. & Kendrick, J.W. (2014, August 25). Productivity. Encyclopedia Britannica. https://www.britannica.com/topic/productivity
6. Gibson, M., & Shrader, J. (2018). Time Use and Labor Productivity: The Returns to Sleep. The Review of Economics and Statistics. 100(5): 783798. https://doi.org/10.1162/rest_a_00746
7. Krishanamacharyulu et al. (2021) Study on Effect of Meditation on Individual’s Performance at Workplace. International Journey of Management, 12(1), 379-389. http://paper.researchbib.com/view/paper/275939
8. Lavy, S., & Littman-Ovadia, H. (2016). My Better Self: Using Strengths at Work and Work Productivity, Organizational Citizenship Behavior, and Satisfaction. Journal of Career Development, 44(2), 95-109. https://doi.org/10.1177/0894845316634056
9. Rebordão, A. B. N. (2021). Remote work and wellbeing: the role of grit during Covid19 outbreak (Doctoral dissertation). https://repositorio.ucp.pt/handle/10400.14/33416
10. Sjogaard, G. et al. (2016) Exercise is more than medicine: The working age population’s well-being and productivity. Journal of Sport and Health Science, 5(2): 159-165. https://doi.org/10.1016/j.jshs.2016.04.004
11. Syper-Jedrzejak, M. (2020). Material Work Environment and Work Comfort in the Opinions of University Employees. Marketing of Scientific and Research Organizations, 35(1), 93-108. https://doi.org/10.2478/minib-2020-0011
12. What makes a faster typist? (2018, April 5). University of Cambridge. https://www.cam.ac.uk/research/news/what-makes-a-faster-typist