Great Workdays Kickoff for Teams

Welcome to the Great Workdays Kickoff for Teams!

Oftentimes, our methods of working make it hard for people to find time to focus and get things done. This challenge is to understand the group's work habits, which allows the organization to identify what is affecting productivity and employee well-being, such as problems with too many meetings, calls, and messages.

Want to work fewer hours? Want to accomplish more with less time? It all starts with getting the data needed to make informed changes.

Over the next three weeks, you'll work together to identify areas for improvement and achieve better collaboration.

How the Great Workdays Kickoff for Teams Works:

Some factors of work can’t be fixed by individuals alone. In such instances, teams need to build a shared understanding to identify aspects of work that are holding them back. Here’s how it works:

Appoint a team leader: This kickoff requires a designated person to lead the team. This individual could be a team manager, project lead, or another appointed role within the team. (If you're reading this, you're likely the team lead!)

Set duration of the challenge: This kickoff is set for 21 days. Ideally, one week to get the team connected and engaged and two weeks to collect the data. Produce8 will track the days for you, but be sure to mark the start day for your team once everyone is set up on our platform. Evaluate the results at the end of that period with the expectation of advancing to the next challenge and making a significant change in the workday.

Data to be shared: Shared workspaces for groups help people see what everyone is doing, which encourages talking and learning from each other. These workspaces also let you measure how the team is performing using shared metrics. Individuals will always have full control over what is shared in the team workspace.

At the organization level, reports are anonymized. This ensures that no one is singled out and makes it simpler to see the effects of team challenges.

Running team-based challenges: Create a workspace for a single team, including the manager, to encourage open collaboration. This setup promotes team-based learning by gathering data from members who work on similar projects and frequently collaborate.

Send invitation: To engage the entire team in this challenge, the leader will send out invitations to team members to join Produce8. Once they have been onboarded and begun working, insights will start flowing in.

Work out loud: Within shared workspaces, teams can collectively observe regular collaboration habits over 14 days and identify factors that are impairing productivity. Factors might include too much time spent in meetings or too many distracting messages.

Challenge Guidelines:

• Get connected to Produce8: Log in to Produce8 and download the Browser and Desktop Extensions.
• Perform an app audit and setup: Identify the apps your team uses regularly and wants to analyze. We recommend including all collaboration apps. This will help you measure activities across different applications, providing a detailed view of work habits.
• Invite your team: Produce8 will provide you with an email containing a shareable link. Workers will use this link to get set up quickly in Produce8 and join the Shared Workspace. The email will look something like this:

SAMPLE EMAIL

Hi team!

We believe we’ve identified a huge problem within our organization. It’s impacting your work, leading to longer workdays, and negatively affecting everyone’s well-being. We are at the mercy to constant emails and direct messaging, excessive meetings, and context switching. All of this is ruining everyone’s ability to focus and get work done!

But we’ve got a way to fix things. Allow us to introduce a fantastic new tool, Produce8. Produce8 is a digital work analytics platform that can help individuals and organizations combat the distractions of the workday by understanding how we work together. We want to extend an invitation to all employees who spend their days in front of screens to sign up to Produce8. We will host a brief call for anyone wishing to participate soon. Stay tuned.

Thank you!

• Address privacy and security concerns: When team members are invited to share their work data in a shared workspace, they have full control over what information to include. If they don't want to share data from a specific app, they can exclude it. We recommend starting with private workspaces to help the team get comfortable with the application.
• Explain the “why” of the challenge: To create more time for focused work and improve digital wellness, the team must recognize the issues they’re facing and work together to solve them. When your team joins the challenge, they need to understand its end goal. The challenge aims to identify things that hurt productivity, such as too much collaboration, digital distractions, or overwork.

Coach's Note

Remind the team of the possibilities. They can have more focused time during work hours and shorter workdays, achieve more quickly, and spend less time on tasks related to managing work.

• Check progress, sign-ups, and extensions: To ensure data is being collected, make sure the team has properly connected their accounts. Use Account Health to verify if extensions and apps are linked. If you need assistance, please contact our Customer Success Team.
• Measure the workday: Now that all team members are in Produce8, simply continue working as usual. Produce8 will track analytics in the background and share daily and weekly reports.
• Record the initial data: After accumulating 14 days' worth of data, your team will gain a clearer understanding of work patterns and collaboration habits. You can find all this information in the Shared Workspace, which we will discuss in the next section!

Challenge KPIs:

The Great Workdays Kickoff for Teams is designed to determine the baseline of how your team works together. This means identifying how factors of the workday impact focus and well-being. Here are some recommended insights to note in Produce8 and suggested challenges for you to take the next step:

Finding Collaboration and Focus Time:

When is the best time for your team to work together? When is the best time for them to work individually?

The shared workspace is where all the team data in Produce8 is found. On the Timeline, you can see the entire team's workday. This helps identify the best times for meetings and the best times for focused work.

Time in Calls and Meetings:

Is collaboration consuming your team's productive work hours?

Excessive meetings are often a source of lost time. In the Calls data under the Metrics tab, you can quantify the time spent in meetings and determine as a team how to proceed.

Views in Collaboration Apps:

Does your team check in on collaboration apps too often?

Your team uses many different tools, but some might hurt productivity by breaking workers’ focus. By examining this data, you can identify which collaboration apps, like messaging and meeting tools, waste time. This will help your team set goals, reduce time spent on these apps, and ultimately work more efficiently.

Outcome:

At the end of the Great Workdays Kickoff for Teams, you and your team will have a better understanding of everyone’s work habits. Now you can identify aspects of work that may be impairing productivity, such as meetings, messaging, and emails. You can also determine the best times for collaboration and the hours that should be protected for focused work.

Next Steps:

Give your team the autonomy to make decisions and take ownership of their work. Empower them to find solutions and make improvements by taking on personal mindfulness challenges. The next step is to tackle the Self-Awareness Challenge . You can use the data gathered from the Great Workdays Kickoff for Teams as a guide.