.png)
Improving employee productivity is a priority for organisations looking to work more efficiently, reduce unnecessary administration and help employees perform at their best.
However, productivity isn't simply about working longer hours, completing more tasks or expecting employees to work harder.
Employees need clear objectives, manageable workloads, effective communication and access to the right information and tools. Without these foundations, even highly motivated teams can struggle to work efficiently.
For organisations with remote, hybrid and frontline employees, productivity challenges may also involve disconnected systems, limited access to information and inconsistent communication between teams.
Research published by Gallup in its State of the Global Workplace 2026 report found that only 20% of employees worldwide were engaged at work in 2025.
Although employee engagement and productivity are different measures, the findings highlight the importance of creating working environments where employees feel connected, supported and motivated.
In this article, we'll explain what employee productivity means, the factors that affect it, ten practical ways to improve it and how to measure productivity without sacrificing work quality or employee wellbeing.
How can organisations improve employee productivity?
Businesses can improve employee productivity by setting clear objectives, reducing unnecessary work, providing effective training, improving communication and giving employees access to the tools and information they need. Supporting employee wellbeing, encouraging collaboration and measuring meaningful outcomes can also help teams work more efficiently without increasing working hours.
What is employee productivity?
Employee productivity measures how effectively employees use their time, skills and available resources to produce valuable work.
Productivity is often assessed by comparing the quantity or value of work completed with the resources required to complete it.
However, this measurement varies depending on the job and industry.
For example, productivity in a manufacturing environment may be measured through output per labour hour, while productivity in customer service could involve the number of enquiries successfully resolved.
For knowledge workers, productivity is often more difficult to quantify because work may involve problem-solving, decision-making, collaboration and creative tasks.
A productive employee is not necessarily the person completing the greatest number of activities. Instead, productive working involves achieving meaningful outcomes while maintaining appropriate standards of quality.
Employee productivity vs employee performanceProductivity focuses on the relationship between valuable output and resources used. Performance is broader and can include quality, behaviours, skills, customer outcomes and achievement of objectives. The two are connected, but they shouldn't be measured as though they're identical.
Why is employee productivity important?
Employee productivity can influence how effectively an organisation delivers its services, manages costs and achieves business objectives.
When employees can complete their responsibilities efficiently, organisations may benefit from better operational performance and more consistent outcomes.
Some of the main benefits of improving employee productivity include:
Greater operational efficiency
Teams can complete necessary work with fewer avoidable delays, duplicated tasks and unnecessary processes.
Improved work quality
Clear processes, appropriate training and access to accurate information can help reduce preventable errors.
Better customer experiences
Employees who have the resources and information they need can respond more effectively to customer requests.
More effective collaboration
Clear communication and shared workplace knowledge can make it easier for colleagues to coordinate responsibilities.
Reduced administrative work
Appropriate digital tools and streamlined processes can reduce time spent on repetitive tasks.
A more sustainable employee experience
Removing unnecessary work and improving processes can help employees focus on meaningful responsibilities.
Employee productivity should be considered alongside employee wellbeing. Increasing short-term output at the expense of excessive workloads or exhaustion is unlikely to create a sustainable working environment.
What factors affect employee productivity?
Several workplace factors influence how efficiently employees can complete their responsibilities.
These can range from individual skills and motivation to wider organisational issues such as management, processes and technology.
| Productivity factor | How it affects employees | Potential improvement |
|---|---|---|
| Workload and capacity | Excessive workloads or unrealistic deadlines can reduce focus and work quality. | Review workloads, priorities and available resources. |
| Communication | Unclear or inconsistent information can cause mistakes and duplicated work. | Provide accessible, relevant updates and clear responsibilities. |
| Workplace technology | Outdated or disconnected systems can make tasks unnecessarily complicated. | Improve digital access, integrations and usability. |
| Training and skills | Employees may struggle with tasks when they lack the necessary knowledge or experience. | Provide role-specific training and ongoing development. |
| Employee motivation | Employees who feel disconnected or unsupported may struggle to remain engaged. | Improve management support, recognition and employee participation. |
| Workplace relationships | Conflict and poor collaboration can delay decisions and disrupt teamwork. | Address issues early and encourage constructive communication. |
| Role clarity | Unclear objectives can result in employees spending time on lower-priority work. | Define responsibilities, outcomes and expectations. |
Organisations should identify which factors have the greatest impact on their workforce before introducing productivity initiatives.
What causes low employee productivity?
Low employee productivity doesn't always result from a lack of motivation or effort.
In many cases, employees are working hard but dealing with processes or working conditions that make their jobs more difficult than necessary.
Excessive workloads and unrealistic expectations
When employees have too many competing priorities, they may struggle to focus on important tasks and maintain consistent quality.
Over time, unmanaged workplace stress can contribute to burnout.
The World Health Organization describes burnout as an occupational phenomenon associated with chronic workplace stress that has not been successfully managed.
Organisations should review workload distribution, staffing and deadlines rather than automatically expecting employees to complete more work.
Constant interruptions and fragmented attention
Meetings, messages, notifications and unnecessary administrative tasks can interrupt employees' concentration.
Microsoft's 2025 Work Trend Index research found that, among its highest-volume Microsoft 365 users, workplace communication generated an average interval of approximately two minutes between incoming pings during core working hours.
This finding reflects a specific high-volume user group rather than every employee, but it illustrates how frequently digital communication can interrupt work.
Organisations can address this by reviewing meeting requirements, communication expectations and opportunities for uninterrupted work.
Source: Microsoft, Breaking Down the Infinite Workday, 2025.
Disconnected workplace systems and inaccessible information
Employees may need to use several applications to complete relatively simple tasks.
When essential documents, policies or operational information are difficult to find, employees can waste time searching or asking colleagues for assistance.
Providing a central destination for workplace knowledge and access to frequently used systems can help address these challenges.
Unclear priorities and insufficient feedback
Employees need to understand which tasks matter most and how their work contributes to organisational objectives.
Without clear expectations, teams may focus on activities that deliver limited value or duplicate work being completed elsewhere.
Regular feedback and clear priorities can help employees make more informed decisions about how they spend their time.
10 ways to improve employee productivity in the workplace
Improving productivity requires organisations to address the causes of inefficient work rather than focusing exclusively on individual output.
The following ten strategies can help businesses create working conditions that support efficiency, collaboration and employee wellbeing.
Improve employee onboarding
Effective onboarding helps new employees understand their roles, responsibilities and the systems they'll use.
Without structured onboarding, employees may spend unnecessary time searching for information, asking repeated questions or trying to understand unfamiliar processes.
Organisations should provide new starters with accessible training, clear expectations and opportunities to connect with colleagues.
Onboarding shouldn't stop after an employee's first day. Regular check-ins can help identify issues and support employees as they become more confident in their responsibilities.
Practical action: Create a central onboarding area containing essential policies, training materials, frequently asked questions and relevant workplace contacts.
How to measure improvement: Review time to proficiency, training completion, new starter feedback and the frequency of repeated support requests.
Reduce micromanagement and give employees greater autonomy
Employees need clear expectations, but excessive oversight can create unnecessary delays and reduce opportunities for independent decision-making.
Managers should communicate objectives and provide appropriate support while allowing employees to take responsibility for completing their work.
Autonomy should be balanced with accountability, training and access to help when needed.
Different roles will require different levels of supervision, particularly where safety or compliance requirements apply.
Practical action: Agree on expected outcomes, responsibilities and review points, then give employees appropriate flexibility in how they complete their tasks.
How to measure improvement: Monitor project completion, employee feedback and the time spent waiting for routine approvals.
Support flexible working and sustainable workloads
Employees are more likely to work effectively when they have manageable responsibilities and sufficient opportunities to rest.
Where appropriate, flexible working arrangements can help employees balance work with other commitments.
However, flexibility looks different depending on the role.
Office employees may benefit from flexible hours or hybrid working, while frontline teams may value predictable scheduling, appropriate staffing and advance notice of shift changes.
Employers should also encourage employees to take appropriate breaks and use their annual leave.
Practical action: Review workload distribution and ask employees which working arrangements or process changes would help them complete their responsibilities more effectively.
How to measure improvement: Consider workload feedback, overtime, absenteeism and relevant quality or delivery measures.
Hire for relevant skills and provide the right support
Recruitment influences employee productivity by determining whether employees have the capabilities and support required for their responsibilities.
Businesses should evaluate candidates against the skills and requirements of the role rather than relying exclusively on qualifications or previous job titles.
Clear job descriptions also help applicants understand the expectations and working conditions associated with a position.
Once employees join, organisations should provide the tools, training and management support needed to perform effectively.
Practical action: Review job descriptions and selection criteria to ensure they reflect actual responsibilities, essential skills and achievable performance expectations.
How to measure improvement: Assess new starter progress, training needs, performance against role requirements and retention.
Encourage effective team collaboration
Employee productivity depends partly on how effectively people work together.
When departments operate independently without sharing information, employees may duplicate tasks or struggle to coordinate projects.
Collaboration can improve efficiency by helping colleagues share expertise, solve problems and understand how their responsibilities connect.
However, collaboration should be purposeful. Requiring employees to attend unnecessary meetings or participate in too many channels can create additional work.
Practical action: Establish clear project responsibilities, shared resources and communication channels for teams that need to work together.
How to measure improvement: Review project delays, duplicated work, handover issues and team feedback.
Effective collaboration requires useful communicationMore meetings and messages don't necessarily improve productivity. Teams need clear responsibilities, accessible information and communication that helps them complete work rather than interrupting it.
Improve internal communication
Employees rely on accurate and timely information to make decisions and complete their work.
When communication is inconsistent, employees may miss important changes, follow outdated procedures or spend time requesting information from colleagues.
Organisations should ensure that employees know where to find company updates, operational guidance and relevant workplace resources.
Communication also needs to reflect the employee's role and working environment.
For example, frontline workers may not have regular access to corporate email, making mobile communications and other accessible channels particularly important.
Oak Engage's employee communications capabilities help organisations distribute relevant updates across different teams, locations and devices.
Practical action: Create clear communication channels for operational updates, company announcements and urgent information, with appropriate targeting for different employee groups.
How to measure improvement: Review communication reach, acknowledgement rates, employee understanding and the frequency of repeated information requests.
Invest in employee training and accessible knowledge
Employees need appropriate skills and information to complete their responsibilities efficiently.
Training can help employees develop confidence, understand processes and reduce avoidable errors.
However, training is most useful when employees can also access guidance after the initial session.
Workplace knowledge should be organised so employees can locate the information they need when completing a task.
This may include procedures, policies, troubleshooting guides, training videos and frequently asked questions.
Practical action: Create a searchable knowledge library containing frequently used documents and role-specific training resources, with clear ownership and regular content reviews.
How to measure improvement: Monitor training completion, search success, support requests, error rates and time to proficiency.
Gather employee feedback and address productivity barriers
Employees often understand the everyday challenges that make their work more difficult.
They may be aware of inefficient processes, unclear responsibilities or technology problems that aren't immediately visible to leadership.
Regular feedback gives organisations opportunities to identify these barriers and make practical improvements.
Surveys, one-to-one meetings and employee discussions can all provide valuable insights.
However, collecting feedback is only useful when organisations evaluate it and communicate the actions taken.
Practical action: Use short employee pulse surveys to ask employees which processes, communication gaps or tools are slowing down their work.
How to measure improvement: Track recurring feedback themes, actions completed and whether employees report reduced friction after changes are introduced.
Recognise employee achievements and contributions
Recognition can help employees feel valued and understand how their work contributes to organisational goals.
Regular appreciation also provides an opportunity to reinforce behaviours such as problem-solving, collaboration and supporting colleagues.
Recognition doesn't always need to involve financial rewards.
Managers and colleagues can acknowledge achievements through personal feedback, team updates and employee recognition programmes.
Recognition should be fair, inclusive and focused on meaningful contributions rather than encouraging unnecessary competition between employees.
Practical action: Introduce regular opportunities for managers and colleagues to recognise work that improves outcomes, helps customers or supports other employees.
How to measure improvement: Review employee feedback about recognition, participation in recognition initiatives and relevant engagement measures.
Set clear goals, priorities and performance expectations
Employees need to understand what they're responsible for and how success will be measured.
When objectives are unclear or regularly change without explanation, employees may struggle to prioritise important tasks.
Managers should communicate goals, deadlines and expected outcomes clearly.
Specific and measurable objectives can be useful, but businesses should avoid relying exclusively on activity targets that don't reflect the quality or value of work completed.
Regular reviews help employees understand whether priorities have changed and where they should focus their efforts.
Practical action: Agree on team priorities, define what successful delivery looks like and review progress through regular, focused conversations.
How to measure improvement: Monitor agreed outcomes, work quality, missed deadlines and employee understanding of priorities.
What workplace tools can improve employee productivity?
Workplace technology can support productivity when it helps employees complete tasks more easily.
However, introducing additional applications doesn't automatically make employees more productive.
Organisations should first identify which processes are inefficient and evaluate whether existing technology can be improved or better connected.
Common categories of workplace productivity tools include:
| Software category | Main purpose | Potential productivity benefit |
|---|---|---|
| Intranet software | Centralises workplace information, communication and access to tools. | Helps employees find relevant information more efficiently. |
| Project management software | Tracks tasks, deadlines and responsibilities. | Improves visibility of workloads and project progress. |
| Document collaboration software | Supports document sharing and collaborative editing. | Reduces unnecessary duplication and manual document handling. |
| Workflow automation | Automates suitable repetitive processes. | Reduces manual administration and process delays. |
| Knowledge management software | Organises policies, procedures and internal guidance. | Reduces time spent searching for information. |
| Employee feedback software | Collects employee views and workplace insights. | Helps identify barriers to efficient working. |
The most appropriate technology depends on the organisation's industry, workforce and existing applications.
How Oak Engage supports employee productivity
Oak Engage is an intranet and employee communications platform designed to help organisations connect employees with the information, tools and people they need.
Its role in employee productivity is primarily to improve workplace communication, access to knowledge and employee engagement.
Oak does not replace every specialist productivity or project management application. Instead, it can help employees access relevant workplace resources and connect with systems already used by the organisation.
Searchable workplace knowledge
Oak's AI-powered search helps employees locate relevant company knowledge, policies and workplace resources.
This can reduce the time employees spend navigating disconnected content or requesting information from colleagues.
Targeted employee communication
Deliver relevant updates to different departments, teams and locations, helping employees receive information that relates to their responsibilities.
Mobile intranet access
Oak's mobile intranet app helps frontline and deskless employees access relevant company information and workplace tools without relying on desktop access.
Employee feedback and surveys
Use surveys and polls to understand employee experiences and identify where working processes could be improved.
Employee recognition
Recognise achievements and encourage positive workplace participation through employee recognition and community features.
Workplace integrations
Connect employees with commonly used applications, including Microsoft 365 and other workplace systems, helping reduce unnecessary navigation between tools.
Oak's intranet software provides a central destination for workplace communication, knowledge and applications.
This is particularly relevant for large organisations with employees working across multiple locations, departments and shifts.
Why accessible information mattersWhen employees can find accurate policies, operational guidance and everyday tools without unnecessary searching, organisations can reduce information-related friction and support more efficient working.
How to measure employee productivity
Employee productivity should be measured using outcomes that reflect the work being performed.
Measuring how many hours employees appear busy or how many messages they send rarely provides a complete picture of productive working.
Organisations should consider output, quality, time, resources and the experience of employees completing the work.
Employee productivity formula
A basic employee productivity formula is:
Employee productivity = Output ÷ Input
Output might represent completed units, resolved requests or another relevant measure of work. Input might be labour hours, staffing resources or time spent completing a process.
For example, if a team completes 200 comparable units of work over 40 labour hours, the measured output is five units per labour hour.
This calculation should be accompanied by quality measures to avoid rewarding higher output that creates additional errors or rework.
Employee productivity KPIs by role and industry
The most useful productivity measures depend on the responsibilities and business outcomes associated with each role.
| Team or industry | Potential productivity KPI | Important quality consideration |
|---|---|---|
| Customer service | Requests resolved, resolution time and first-contact resolution. | Customer satisfaction and resolution accuracy. |
| Manufacturing | Quality-adjusted units produced per labour hour. | Defects, safety and rework. |
| IT support | Time to resolve issues and successful ticket completion. | Resolution quality and recurring incidents. |
| HR | Time to complete relevant processes or onboard employees. | Accuracy, compliance and employee experience. |
| Sales | Qualified opportunities, sales outcomes and relevant conversion measures. | Customer fit and long-term value. |
| Internal communications | Reach and completion of important communication actions. | Understanding, relevance and employee feedback. |
| Knowledge workers | Agreed project outcomes, cycle time and completed deliverables. | Work quality, complexity and stakeholder requirements. |
Organisations should avoid directly comparing employees whose responsibilities, workloads or working conditions differ significantly.
Productivity measurements are most useful when they help identify opportunities for better processes, training and support.
Productivity metrics that can be misleading
Some indicators may appear straightforward but provide limited information when viewed in isolation.
- Hours worked: Longer working hours don't necessarily produce more valuable output.
- Number of emails sent: Communication volume doesn't demonstrate communication effectiveness.
- Meeting attendance: Participation alone doesn't show whether decisions or tasks have progressed.
- Online status: Being available in a workplace application doesn't establish productive work.
- Tasks completed: Task counts can overlook complexity, quality and business impact.
Use a balanced set of measures that reflects what good performance looks like for the role.
A practical 30-day employee productivity improvement plan
Organisations don't need to introduce every productivity initiative simultaneously.
A focused improvement plan can help identify barriers, test changes and measure whether they produce useful outcomes.
| Period | Action | Expected output |
|---|---|---|
| Week 1 | Gather employee feedback, review processes and identify the most common productivity barriers. | A prioritised list of workplace challenges. |
| Week 2 | Agree on relevant productivity measures and select one or two improvements to test. | A clear improvement plan with measurable objectives. |
| Week 3 | Introduce changes, provide training and communicate expectations to affected employees. | Employees using the revised processes or tools. |
| Week 4 | Review performance, work quality and employee feedback, then identify further adjustments. | An initial assessment of results and next actions. |
Some changes may require longer than 30 days to demonstrate their full impact. The purpose of the initial period is to establish a baseline and begin testing improvements rather than assume that productivity problems can always be resolved within a month.
Employee productivity improvement checklist
Questions to ask when reviewing workforce productivity
- Do employees understand their responsibilities and priorities?
- Are workloads realistic and distributed appropriately?
- Can employees access the information needed for their roles?
- Are workplace systems easy to use and appropriately connected?
- Do employees receive effective onboarding and training?
- Are unnecessary meetings and interruptions affecting focused work?
- Do teams have clear processes for collaboration and communication?
- Can employees provide feedback about inefficient processes?
- Do managers recognise contributions and provide useful support?
- Are productivity measures balanced with quality and wellbeing?
Employee productivity FAQs
What is employee productivity?
Employee productivity measures how effectively employees use time, skills and resources to produce valuable work. It can be assessed through relevant output, efficiency and quality measures, depending on the role.
How can you improve employee productivity?
Organisations can improve productivity by setting clear goals, providing relevant training, reducing unnecessary tasks, improving communication and ensuring employees have access to effective workplace tools. Employee feedback and realistic workloads are also important.
What are the main causes of low employee productivity?
Common causes include excessive workloads, unclear priorities, poor communication, insufficient training, disconnected systems, workplace conflict and frequent interruptions. The most important causes vary by organisation and role.
How do you calculate employee productivity?
A basic productivity calculation divides output by input, such as completed units per labour hour. However, organisations should also measure work quality and account for differences in task complexity.
What is the difference between employee productivity and employee efficiency?
Productivity measures output relative to resources used, while efficiency focuses on minimising unnecessary resource use when completing work. Both are useful, but neither should be assessed without considering quality and outcomes.
Does employee engagement affect productivity?
Employee engagement is associated with important workplace outcomes, including productivity. However, engagement and productivity are different measures, and factors such as technology, training, staffing and process design also influence how efficiently employees can work.
How can managers improve team productivity?
Managers can improve productivity by setting clear priorities, removing unnecessary barriers, supporting employees, providing feedback and ensuring workloads are manageable. They should focus on meaningful outcomes rather than excessive monitoring of individual activity.
What tools help improve employee productivity?
Useful tools can include intranet software, project management platforms, workflow automation, document collaboration and knowledge management systems. The right choice depends on the work being performed and the problems an organisation needs to solve.
How can organisations improve frontline employee productivity?
Frontline productivity can be supported through accessible operational guidance, mobile communication, clear procedures, appropriate training and efficient scheduling. Organisations should also consider the specific safety and operational requirements of frontline roles.
Can intranet software improve employee productivity?
Intranet software can support employee productivity by making workplace information, communication and relevant applications easier to access. Its effectiveness depends on the platform's usability, the organisation's processes and employee adoption.
Conclusion: Improving employee productivity starts with removing barriers
Employee productivity is not simply about completing more work in less time. It's about helping employees achieve meaningful outcomes through effective processes, clear communication and appropriate support.
Organisations can improve productivity by understanding the challenges employees experience, investing in relevant training, removing unnecessary administration and making workplace information easier to access.
Measuring productivity also requires a balanced approach that considers quality, efficiency and employee wellbeing.
Workplace technology can support these improvements when it addresses genuine employee needs.
Looking to make workplace information and communication more accessible?
Explore Oak Engage's intranet software to discover how employee communications, searchable knowledge, mobile access and integrations can help reduce everyday friction and support more productive working.
