Productivity Board
How does it work?
Defining the values of your project will allow you to align the efforts and rewards of all the actors involved in the project.
The Productivity Board is an efficient tool for you to structure your time and efforts, and it is generally used for projects that do not yet have a work process defined.
The top section is an agenda of weekly and daily goals.
The bottom section is the Eisenhower Matrix, named for its author, the former US President Dwight D. Eisenhower. It is a powerful tool for the distribution of tasks in quadrants of importance and urgency.
Both tools aim at managing time, cost and effort in the most efficient way possible. In addition, they help you to identify problems such as miscommunication, confusing goals or repetitive tasks.
A general goal is made up of particular goals, and each particular goal is made up of tasks to be performed.
HOW DO WE USE IT?
Step 1.
Define your weekly goals, write them down on sticky notes and stick them on your poster.
You cannot always have daily goals, so if it doesn’t apply to you, weekly goals are enough.
Recommendation: Focus on realistic, measurable and achievable goals.
Step 2.
Write specific tasks or activities down to be done on sticky notes, and place each of them in your Eisenhower Matrix according to the following quadrants:
Q1. Quadrant 1 contains urgent and important tasks, so their priority is immediate.
Q2. Quadrant 2 contains non-urgent but important tasks, so you must decide when to do them and never lose sight of them.
Q3. It contains urgent but not important tasks, it is recommended to delegate them, or if you work individually, merge the tasks with tasks. more important.
Q4. It contains non-urgent and non-important tasks, so they will have to be archived or eliminated if they are not allocated in another quadrant.
Step 3.
For teams: Discuss with your team if the tasks are correctly assigned in the quadrants, and if they are aligned with the goals.
Individually: Read the tasks, and if necessary, reallocate them in the correct quadrants.
Avoid repetitive tasks and seek to achieve a goal with the minimum number of tasks.
Example:
Week 1, Goal: Building a web page.
Task 1. Buy a hosting and a domain. Q1 (Urgent and Important)
Task 2. Design and produce the content web page. Q2 (Not Urgent but Important)
Task 3. Take pictures of our products. Q3 (Urgent but not important).
Task 4. Open a Google Adwords account for promotion. Q4 (Not urgent and not important).
Week 2, Goal: Test the website with friends and team members.
Task 1, 2, 3, 4 …
Week 3, Goal: Improve the website content and speed.
Task 1, 2, 3,4 …
Week 4, Goal: Publish the web page.
Task 1, 2, 3,4 …
HOW TO INTERPRET IT?
The Productivity Board is designed for projects that have not a structure or workflow yet defined, so you should not worry if it is unclear, changing or sometimes chaotic.
The goal of this tool is to give clarity and efficiency to your efforts, under the following recommendations:
1. Excessive urgency is a symptom of poor planning, just as excessive importance is a symptom of poor clarity.
If your tasks are concentrated in a single quadrant (for example Q1 Important and Urgent), it is evidence that you have not yet achieved efficient planning.
Your time and effort should focus on allocating your tasks in Q2 (Important – Not Urgent).
2. If you work in teams, it is important to establish who is doing a task, and if it is in progress or completed.
3. Identify repetitive tasks and try to automate them.
4. Your productivity does not depend on the number of tasks performed, but on the number of goals achieved with the minimum number of tasks.
5. Many tasks will need to move between quadrants if goals or tasks change. If there is excessive movement, the goal may not yet be very clear.
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