Dirk Schmellenkamp

Understanding Multitasking – How to Monitor and Boost Performance of Employees Engaged in Multiple Projects

boost performance of employees

A business’ success relies on how well employees can handle multiple projects. When workers can manage various operation segments at once, businesses improve productivity and surpass their goals while simultaneously increasing efficiency. Unfortunately, only 2% of employees can juggle and give equal attention to multiple tasks successfully.

A significant reason for this is the business’ inability to cultivate and maximize employee potential. Often, business leaders are naïve about current employee performances that they fail to boost employees’ efficiency working on multiple projects. 

This article will take an in-depth look at strategies to monitor team performance to ensure that you can increase employees’ productivity in multiple projects. 

  1. Set Clear and Focused Goals

Employees need a direction about their responsibilities and expectations to achieve when working on multiple projects to increase the completion rate. Studies reveal that setting clear and focused goals for employees can create a greater connection to your organization and motivate them to complete their tasks. 

A rule of thumb in setting project goals is to include employees in the conversation and bring them into the goal-setting process. 

This increases the likelihood of an employee being more invested in their performance and becomes more accountable for the results. Your project goals should also be measurable so that you can quantify success and track progress or make adjustments to optimize employee performance. By setting goals, businesses can anticipate roadblocks and maximize employee potential to achieve intended project outcomes. 

  1. Conduct Performance Appraisals

Performance appraisals are vital in improving performance and ensuring that employees remain on track with their tasks. While multitasking increases productivity and efficiency, working on multiple tasks can distract employees and compromise the quality of their work. Data shows that ineffective multitasking reduces productivity levels by 40%. 

Regular performance appraisals allow business leaders to identify areas that slow down project completion and put out measures to boost performance. Monitoring performance in the workplace enables you to provide employees with constructive feedback to keep them engaged and committed to completing their tasks. Knowing how to use performance data also helps you spot talent and determine how you can improve your processes to enhance employees’ performance handling several projects. 

  1. Concentrate on Employee Development

Not every employee is well-versed at handling multiple tasks at once. Therefore, businesses must conduct development activities to help prepare their workforce for such situations and get the best out of their employees

By conducting ongoing employee development initiatives, leaders can ensure that their workforce is competitive enough to adapt to business changes while simultaneously providing  their organizations the needed edge to stand out. 

Meet with employees regularly to discuss professional development opportunities and make it easier to tailor them to each individual. Gaining insights from your employees helps you create a plan that improves their weaknesses so that they can handle several projects. This also ensures that they will be receptive to the training format and subject matter while simultaneously increasing their ability to retain and take advantage of learned information. 

  1. Take Steps to Enhance Morale

Improving overall morale is a key aspect to ensuring that employees remain proactive in embracing multitasking challenges. Requiring employees to multitask can be overwhelming and could result in them exhibiting negative behaviors towards the tasks, ultimately resulting in poor work quality. A Forbes report reveals that 20% of employees lack a sense of belonging when working remotely and have experienced lower productivity levels. 

Businesses can resolve this issue and enhance employee morale by conducting frequent staff meetings to discuss business targets or deadlines and keeping the company’s message and vision clear at all times. You can also recognize your staff when they’ve done a good job by providing them incentives and bonuses. By improving employee morale, business leaders can ensure that their employees can collaborate to meet project expectations. 

  1. Use Technology

As the pandemic decentralizes the workforce, businesses must use employee performance monitoring tools to drive efficiency and engagement. Business success thrives when the right systems are in place. Only seeking to enhance employee performance without using the right tools may prevent you from tracking underlying issues and achieve set goals. 

Thus, businesses should take advantage of tools like performance appraisal software solutions to evaluate employee productivity and effectiveness on a specific project. With a performance appraisal tool, you can consistently track employee performance, identify areas for improvement, and work towards achieving the same goal. You can check this FinancesOnline compilation of performance appraisal software examples to find a solution that suits well with your operations. 

Improving Employee Performance

Monitoring performance management is key to understanding employee work patterns and improving overall performance. When employers know their workforce’s strengths and weaknesses, they can spot effective multitaskers and ensure that their potential is maximized and recognized. One way of spotting effective multitaskers is using a dynamic performance management solution like FlowyTeam. 
FlowyTeam is a robust performance management solution that empowers organizations to monitor key performance indicators (KPI) and objectives and key results (OKR) of each employee. It also boasts a functional one-on-one check-in system that helps business leaders deliver constructive feedback to employees for improved performance. FlowyTeam also offers a free trial and a comprehensive product demonstration on top of its monthly pricing package, which starts at $5 per user.

How to Use Performance Data to Improve Your Team Effectiveness and Keep It Motivated

team effectiveness

Thanks to technological innovations, securing premier talent, monitoring staff performance, and keeping your workforce engaged can be accomplished anywhere and anytime at maximum efficiency. 

As the remote workforce expands, employees and employers have enjoyed increased flexibility and better well-being. The numbers have peaked at the onslaught of COVID-19. Data from Mckinsey shows that as we ease into the new normal and move forward to a post-pandemic world, we can expect over 20% of the workforce to effectively operate remotely 3 to 5 days per week. 

However, with the absence of physical interaction and the space wedged between team members and leaders, communicating successfully and evaluating team effectiveness have become integral to any enterprise set to thrive in today’s competitive landscape. 

So we published a guide on how to evaluate team performance with a focus on harnessing the power of performance data so you can keep your workforce productive and engaged. 

  1. Conduct self-assessment 

Before proceeding to study performance data, the first step to evaluating team effectiveness and getting the very best out of your employees is looking internally. 

List down a set of questions that appraises your collaboration and team-building skills. Rather than supplying insights on how you think your company performance ought to be, answer these questions honestly and relax if you feel like you’re scoring towards a ‘wrong direction.’ 

When finished, calculate or evaluate your results. You can counter them with outcomes you can gather with your tools to measure team performance later on. 

Self-assessment is great because it provides employees an opportunity to self-evaluate and form judgments regarding their progress and output within the organization according to its objectives. It encourages team members to regulate their own performance, surface both strengths and weaknesses, and provide themselves feedback. 

Managers, on the other hand, can support workers by urging them to assess themselves more effectively and often.

  1. Get in touch with experts 

Most often, evaluating team effectiveness can’t be done single-handedly. While you may have knowledge and resources on using performance data, a little external boost will help you when it comes to maintaining your team’s motivation and efficiency. 

Plenty of performance management professionals are available for consultations. They’re equipped with communication, leadership, and facilitation skills to determine and improve where your workforce stands in terms of productivity and engagement. They also have plenty of performance management tricks up their sleeve that you can learn and implement in your operations. 

You can onboard a performance manager in your team. But if you’d rather stick to your current workforce, feel free to ask for reliable tools to measure team performance such as collaboration software for teams. They can help collect and understand performance data, which can determine your team’s productivity and contribute to making more well-informed decisions for your enterprise. 

  1. Invest in tools to measure team performance 

Although there are plenty of strategies to monitor team performance, software designed for performance management makes the process easier. 

Performance appraisal software enables businesses to simplify their performance review process. Through automated processes and top-of-the-line technology, enterprises can save valuable time and allot it for other aspects contributing to business growth. It also boosts their confidence when it comes to tackling how to evaluate team performance. 

A performance appraisal software can quantify how each worker is doing, how much work each worker is doing, and how well they accomplish their task. 

However, it’s wise to take note that these modern tools to measure team performance go beyond evaluation. They relay clear workplace demands, empowering both employees and employers to interact and collaborate. 

With people-centric systems becoming the most integral solutions in a business, you need to set aside financial sources to purchase your own performance appraisal software. 

Here at Flowyteam, our performance appraisal platform starts at only $3.33 a month with powerful features such as weekly check-ins, attendance management, rewards cultivation, assignment management, and functionalities to track OKRs and KPIs. We have everything you need for evaluating team effectiveness at such an affordable price. Now that’s a bargain!

Contact us and start your 15-day free trial with our tools to measure team performance.

  1. Focus on developing your team 

Nurturing your team is a process that demands effort and care. If you try to take shortcuts in fundamental stages, you might have to face the consequences once you encounter issues and setbacks. Team involvement is integral to determine whether your OKRs will succeed in your organization, so this is something you can’t skip.

One of the most effective strategies to monitor team performance is understanding all team development phases. Successful teams head down similar roads. For Forbes, team building is all about communication and fostering group experiences, even in a restricted quarantine setup. 

For Industry Week, it begins with laying down enterprise objectives, mission and vision, which leads to nurturing leadership skills and targeting steady improvement, cutting down errors and discussing pain points altogether and heads back to empowering employee ideas and considering feedback while practicing consistency. 

However, you must also factor other aspects affecting employee productivity, such as having a well-organized staff orientation process and building a transparent team charter. These set both demands and expectations. 

When workers know what they need to do and how they need to do it, you’re giving your workforce a head start when optimizing performance. 

  1. Supply feedback 

One of the most surefire ways to enhance employee performance is through providing team members information regarding their individual and overall performance. Knowing how to evaluate team performance is but the first half of keeping your workforce engaged. You also need to know when and how to relay the results of these evaluations to boost team morale and keep your gears turning. 

We’re sure there are plenty of staffers who are ready to share their insights. However, others might convey this in a manner that stirs resentment and enmity. 

For feedback to become nurturing, it needs to be properly relayed. Being mindful of how the receiver perceives and digests these remarks is important in their career growth and mentorship. This is the final step to see the fruition of your implemented strategies to monitor team performance.

What makes an effective team 

An effective team is more than workers gathered together to strive towards a common goal. Since collaboration is so ingrained in us from the very beginning of our interactions with individuals, it’s easy to assume we know what makes teams tick when, in fact, we most often don’t. 

However, with the right strategies to monitor team performance, you can unearth aspects that require improvement and enhance your skills as both a staffer and a team builder.

How do I know if OKRs will succeed in my organization?

okr coach

The Success of an OKR program isn’t accidentally. It requires continuous effort. As an OKR coach who has been working with the OKR cycle for the last 6 years, I’ve implemented successfully the OKR framework in many organizations in different industries.


Here are the key factors, that indicates a successful implementation process in any company:

Executive involvement

Executive leadership often drives the choice to implement OKR framework. This decision is an important initiative and only stands for the start of the OKR program. The organizational implementation is that the responsibility of the OKR Champion, Managers though must be involved to translate the strategy into OKRs, approve quarterly OKRs, and reinforce the importance of progress in meetings and company-wide communications. If the leaders don’t still communicate they care, then nobody else will.

Strong OKR Champion

An OKR champion is that the person tasked with managing the education, rollout and ongoing operations of the OKR program. they’re an indoor OKR expert who must confirm employees understand the framework and implement it into their routine – knowing when to make and update OKRs. The OKR Champion must establish a performance system of accountability that communicates clear expectations, so it’s imperative that they need the right operational experience and right approach to manage this company wide challenges. Does the OKR Champion have previous project management experience? Is he or she organized? Does she or he feels empowered and motivated by OKRs?

Targets-first approach

OKR is about taking the corporate strategies and converting it into real results . The target is to interrupt the established order and grow. so as to try to to this, it’s important that the company has strategic goals to give direction. These objectives then inspire teams and employees to work out how best they will impact the company goals. Within the spirit of cross-functional, collaboration, transparency and alignment objectives are transparent by default, the main target then should get on the company and team goals, rather than private individual performance. Are team goals about pushing the company forward rather than individual development?

Team engagement

Leadership sets the strategic objectives and it’s the responsibility of teams to figure out how they’re going to achieve real results. This creates a way of autonomy and ownership since 50-60% of the objectives are then bottom-up. It then becomes important that teams embrace this role and fully plan to the OKR method. The standard of their objectives and participation matters. Progress is merely possible if teams are willing to find out something new, adapt, and thoughtfully contribute. Are teams taking the time to reflect on the business and draft thoughtful objectives? Are efforts being made to know the OKR framework and language respectively? It’s important that an OKR program starts off right. If the answers to any of those questions is “no,” then there’s a chance to quickly address the weakness. If you don’t create a solid OKR foundation, failure of your OKR program is, unfortunately, inevitable.

Contact our OKR Coach Dirk Schmellenkamp for our effective OKR Certification Programs

#okrcoach #okrs #okr #objectivesandkeyresults

My Employees must Perform!

‘Why’?

‘Because I Pay them!’

This transactional approach to people may need a scent of logic thereto – We pay people reciprocally for his or her performance.

However, my friends, willpower and energy is finite, our team members needs quite money to sustain them. The initial excitement of a new job and the willingness to impress might in some instances boost performance for a while yet more ingredients are needed to secure sustainable performance from our people.

#Secret 1

When focussed effort made to ensure that my team are empowered with the right skills, information and the communication in the business is both clear and uplifting we have made a positive step towards ensuring sustainable performance.

#Secret 2

When employees are empowered, meaning that they’re encouraged to influence and participate in deciding, they’re increasing their competencies and more responsibility is accepted and awarded, they are much more likely to perform at their best.

#Secret 3

When employee rewards aren’t only available but seemed to be fair and private your companies’ performance is probably going to be boosted. Rewards are not only bonuses, sincere verbal praise and other personal rewards are most likely to uplift your team spirit and performance

# Secret 4

When employees are inspired by a shared vision and value system it serves as fuel for increased performance. When employees see the positive impact they’re making collectively on society and knowledge their working environment as a relatives thanks to sharing, understanding and living the same set of values they’re going to be energised towards increased performance.

# Secret 5

Co-create clear goals and KPIs’ with your team members. Co-creation means our team members had a voice and they were not simply told what to do. Co-creation is an effective antidote to blame-shifting.

Clarity brings focus and diminishes the negative spells of doubt, insecurity and misunderstandings. A strong and collective specialise in co-created, clear and prescribed goals and KPIs’ will function a catalyst to amazing growth when combined with the opposite 4 elements of Performance above.

Maintaining Productivity

Maintaining Productivity

When people know what is expected of them and what their priorities are, they can work steadily towards achieving audacious goals.

What are your primary goals this quarter?

People can be extremely busy and still contribute very little to overall company objectives. Helping your employees be strategic by focusing on higher-impact tasks allows them to contribute to the company’s success in big ways. This question lets you get to the bottom of how effective your internal communications  really are and how aligned people stay when they work from home.

Are there any projects or issues that you are worried about in either the short- or long- term?

For many, worry eats up much of our energy that could be spent more productively. And when you can’t see our employees sitting a few desks over, it might be impossible to recognize the look of concern without asking upfront. Sharing what makes us uneasy or just getting it out of our minds and into a doc frees up that energy to accomplish the things you really want to be focusing on.

Do you foresee any distractions that might keep you from making progress on your goals?

No matter where a person works, there will always be interruptions. And while there may be outside

distractions that can interfere like reading the news or checking social media, there can be plenty of distractions in a work environment as well. Maybe your employees are receiving a mass influx of slack messages throughout the day or even saying yes to meetings that are taking up too much valuable time. Finding out what is stealing the focus of your employees can present an opportunity to help them better manage their time and avoid these distractions in the future.

Do you feel like you have plenty of autonomy? Is there anything you’d like more guidance on?

Until tested, it’s hard to know just how much you can accomplish on your own. Having direct oversight and not enough challenges can sometimes limit our growth because it can feel safe relying on a person with greater experience and expertise. Studies on

employee autonomy have shown that workplaces that embrace it reap a multitude of positive outcomes, such as higher levels of job satisfaction and fewer intentions to quit. Conversely, zero guidance whatsoever can lead to complete failure, followed by a downward spiral of shame and frustration. Finding the right amount of autonomy is key.

 What are you spending time doing that you feel has the greatest and least impact?

We all have to divide our time between tasks that are high impact and those that just have to get done. By analyzing how much time you spend on a project and how high leverage it is, you can start to see the

opportunity cost of our efforts. Asking this question to your remote teams can help them redirect some of their efforts if they aren’t making the best use of time. For example, if your direct report makes $100 per hour and you can outsource some of the more tedious work for a fraction of that cost, do it. That will free up their time to do work that is directly tied to producing more revenue.

Deep Dive Questions

Questions can be a great way to get to dig deeper. Getting to know your remote employees on a more personal level helps you learn what makes them unique.

What part of your role is the most energizing, draining, and purposeful?

Part of being an effective coach for your employees is learning about their unique strengths and abilities. In this three-part question, you can quickly find out what they like and dislike about their role. Asking what parts of their day gives them the most energy helps you understand what’s driving their performance. Learning what your remote employees find difficult or draining can reveal things that might be hindering their growth.

And most importantly, asking what type of work they find most meaningful shares what they’re passionate about.

 As remote employees develop in their own career paths, they will naturally be given tasks that they can be trusted to execute well on, but the kicker here is that they may not particularly find enjoyment in doing those assignments. A manager may never know this without explicitly asking. This question can help you find out what specific practices are truly driving their overall

performance and fueling their motivation so that you can curate more opportunities like them.

What challenges are you facing? What wins—big or small—did you have last week?

At FlowyTeam, we often ask this question because it’s important to find out what’s not working well so we can catch issues before they grow out of hand. But most importantly, this question helps you learn what’s going well. Giving your remote employees a chance to share both big and small wins is an important opportunity for you to recognize their hard work. Each experience of receiving thanks or appreciation brings with it a brief moment of gratitude that will contribute to a sustained sense of positivity.

What’s one project you’d like to focus on for an entire week but don’t have the time to accomplish?

Without asking them outright, your remote employees may not ever share with you any of their ideas they feel could be of value to the company. “While we’re all capable of finding new ways to help our company succeed, we may not put in much effort, or feel welcome to, unless creativity is expressly required,” according

to Gallup. While it may be implausible to think you can put aside an entire week’s worth of work, it’s important to share that creativity is something that is expected of them in their role. This question can help lead to great ideas and breakthrough thinking.

When do you thrive the most—when you collaborate with other team members

or when you have time by yourself?

Not every employee has the personality type that allows them to easily speak up when they have something they’d like to say, but as a manager, it’s your responsibility to help your remote employees feel like they have a voice. If your employee tends to be more introverted they often have a preference for space

to develop their own ideas. Managers can use this question to learn about their employee’s collaboration style and create more cohesive relationships between them and their team.

 What’s one personal goal that you’d feel comfortable sharing that the company can support you in achieving?

Productive employees will often do whatever it takes to get the job done, going above and beyond. Although this can be viewed as a good way to work, it may not be the most optimized route to take. Not every task should be aimed at fulfilling a business objective—in order to grow, employees must also focus on personal development.

PRO TIP Personal and professional goals don’t have to be at odds with one another. It may seem strange for a manager to support a personal goal, but those are the type of experiences that create strong work relationships and deeper

levels of commitment especially among dispersed employees. In fact, when people feel fulfilled in both realms they bring more energy to work, not less.

What skill would you like to develop or improve?

As technology progresses, new pathways for personal development in the workplace begin to take shape.

But remote workers may not be aware of the resources available to them. Asking these questions helps empower your people to adopt a growth mindset and develop alongside the company rather than apart.