Building processes, creating structure, getting organized, managing projects better: all businesses want these types of productivity-related things. But why? Improving productivity does not guarantee a direct monetary ROI (return on investment). It’s not money in equals money out. It’s much more of an intangible ROI.
Being more productive doesn’t guarantee that every project will finish on time, stay within budget, or go as planned. It doesn’t promise a better work-life balance. Yet, businesses everywhere keep striving for it. And there’s a good reason.
A study by the National Bureau of Economic Research found that companies in the top 25% of productivity are 50% more profitable than those in the bottom 25%. That’s a clear sign that improving productivity gives businesses a real edge—even if the payoff isn’t always obvious at first. So, what makes this intangible ROI so important?
One way to make productivity more visible and repeatable is by building internal documentation that captures what actually works.
The Value of Playbooks for Teams
Creating internal playbooks is one of the best ways to translate intangible productivity into something tangible and transferable. Think of a playbook as your behind-the-scenes manual—detailing how tasks get done, how decisions are made, and how client work flows smoothly across your team.
Why does it matter? Because these documents capture hard-earned lessons, standardize what works, and reduce confusion for everyone. Whether onboarding a new hire or collaborating with a partner, a clear playbook speeds up ramp time and minimizes wasted effort.
A few ways to make your playbooks work:
- Document recurring tasks and decisions by role or department
- Keep them accessible in shared tools like Teamwork.com or Process Street
- Encourage team members to update them when workflows evolve
Playbooks keep your team aligned without micromanaging—and help every process scale with less friction.
Intangible ROI
Investing in yourself gives you positive results. Investment in your “infrastructure” (one of the latest buzzwords) means that it is setting the path to making great things happen. But, you have to walk the path to get that intangible ROI! In other words, once the structure is there, you still have to use it.
Beyond the Chaos can’t guarantee that you will make more money by working with them. But, it can guarantee that without investing in your business this way, you will struggle to repeat successes. You will struggle to grow. You will struggle to be nimble. Projects will go unfinished. You will keep giving away value. You will frustrate your clients when you are over budget. Employees won’t stay. And, at the end of the day, when it comes time to sell your business, all you will have is your client list. You won’t have any sort of infrastructure that would empower a new owner to continue to service those clients as they have come to expect.
Common Time-Wasting Activities in the Workplace You Should Avoid
Improving productivity doesn’t just come from building processes—it also means recognizing what’s holding you back. Some workplace habits seem harmless but can eat away at your time and energy. Here are a few common ones to look out for:
Meetings Without Purpose
How often do meetings feel productive? Too many lack clear goals or involve people who don’t need to be there. Before calling a meeting, ask yourself if an email or shared document could work instead.
Interruptions
A quick question here, a ping there—it adds up. Constant interruptions can make it impossible to focus, leaving you scrambling to catch up. Setting boundaries for deep work time can help.
In addition to avoiding distractions, creating a culture that values both wins and failures can significantly boost team energy and productivity.
Why Celebrating Both Wins and Failures Fuels Productivity
Recognition is a proven motivator but it’s not just about celebrating success. When your team gets specific, timely feedback on what’s working (and what didn’t), you’re reinforcing the behaviors that drive results and encouraging continuous improvement.
Targeted praise like calling out how a team member handled a difficult client situation has a stronger impact than vague compliments. But don’t stop there. When something doesn’t go as planned, that’s also a chance to grow.
Here’s how to create a culture of celebration:
- Acknowledge team wins in weekly check-ins, and spotlight what made them possible
- Debrief failed attempts in a way that highlights learning, not blame
- Make space for open conversations around mistakes, risks, and takeaways
By normalizing both success and failure, you create a space where people feel supported, stay curious, and remain engaged.
Multitasking
The myth of multitasking is hard to shake. But the reality? Switching between tasks often slows you down and leads to mistakes. Staying focused on one thing at a time makes a bigger impact.
Procrastination
Putting off hard tasks doesn’t make them easier. In fact, it often makes them more stressful. Tackling these first can set a productive tone for the day.
In addition to cutting distractions, another way to keep productivity high is by offering challenges that encourage your team to grow.
Why Stretch Projects Keep Teams Energized
Stretch projects are those “just beyond comfort zone” assignments that help people grow—and they’re great for productivity, too. Whether it’s taking the lead on a complex automation task or experimenting with a new outreach strategy, these opportunities build skills and boost motivation.
When assigned thoughtfully, stretch projects show your team that you trust them—and give them a chance to step up without being overwhelmed. They also make the workday more meaningful, helping people feel proud of their progress.
How to identify a good stretch opportunity:
- Pair team members with projects that expand on their current strengths
- Offer support through feedback, check-ins, and peer collaboration
- Reflect on lessons learned and how they’ll apply to future work
Stretch projects encourage a growth mindset, increase retention, and bring fresh ideas into your workflows.
Strategies to Boost Team Productivity with Effective Project Management
Improved productivity often starts with better project management. When your team has clear goals and the right tools, they can focus on work that truly matters. Here are a few strategies that work well with tools like Teamwork.com, Slack, HubSpot, and PandaDoc, which are supported by Beyond the Chaos:
1. Set Clear Expectations Using Teamwork.com
Teamwork.com is perfect for creating clarity. Assign tasks, set deadlines, and outline priorities so your team knows exactly what needs to be done. A clear project roadmap helps prevent confusion and keeps everyone aligned.
2. Streamline Communication with Slack
Avoid lengthy email chains that waste time. Slack offers real-time messaging, file sharing, and organized channels, ensuring communication stays quick and effective—without interrupting focus.
3. Centralize Client and Lead Management with HubSpot
Productivity isn’t just internal. Managing client interactions with HubSpot ensures every lead, follow-up, and project detail is centralized. This centralization reduces the chance of missed opportunities or redundant efforts.
4. Simplify Document Handling with PandaDoc
Manual document processes waste valuable hours. PandaDoc automates contracts, proposals, and agreements, saving time and eliminating repetitive admin tasks. It’s an easy win for both you and your clients.
But tools are only part of the equation; how your team communicates also plays a big role in productivity.
The Power of Context in Effective Communication
Clear communication saves time, reduces rework, and prevents frustration—but context is what truly makes it effective. When you explain the “why” behind a request or decision, it helps your team better understand priorities and make informed decisions without follow-up questions.
This practice is especially important in remote or hybrid setups, where informal cues are missing. Adding just a few sentences of background in a Slack message or task note can prevent misunderstandings and set your team up for success.
Tips for adding context:
- Include project goals or client expectations in task assignments
- Clarify how a task connects to broader team or business priorities
- Ask yourself: “What does my team need to know to act on this task with confidence?”
Context eliminates second-guessing and empowers your team to do great work from the start.
Fostering Engagement and Growth Through Coaching and Feedback
Sustained productivity doesn’t just come from systems—it thrives when people feel empowered to grow. That’s why a culture of regular feedback and coaching is a quiet powerhouse in any productive team. Instead of micromanaging, great leaders coach their people to think critically, solve problems, and build confidence through experience.
Open-ended questions spark real reflection: “What would you do differently next time?” or “What’s one thing that went well here?” These discussions help team members take ownership of their progress and spark those “aha” moments that lead to long-term growth.
Peer coaching can also be a game changer. If one team member excels at building Teamwork.com reports or troubleshooting HubSpot workflows, encourage them to share their know-how through informal mentoring, quick training sessions, or simply being available for project advice. This peer-to-peer exchange turns internal expertise into collective momentum.
When feedback and coaching are ongoing, not just performance review formalities, people stay more engaged, more curious, and more likely to contribute their best work.
Results from Improved Infrastructure
How do you measure things such as “relief”, “peace of mind”, and “have a life”? That’s what clients say after they’ve begun working on becoming more productive. Besides becoming more efficient, which in and of itself doesn’t mean much if you are doing the wrong things, going through the exercise of building processes helps you figure out what the right things are. In other words, it makes you more effective.
We don’t know how much more money you can make if you finish your projects. But, we know you will! We can’t guarantee a certain dollar amount return if you develop a process. But, we know that you will stop wondering what to do next and stop responding to the squeakiest wheel. Instead, you can work in a less frantic, more planned environment. In other words, you will stop fighting fires all day. You can focus on preventing them.
And your clients will love you for it.
As you start to plan for next year, think about how setting up a process will help your team, your projects, and your clients. And, think about how that will count toward the bottom line. While it’s not money in/money out, there is definitely an ROI.
To learn more about how we can help, contact Beyond the Chaos today.
Frequently Asked Questions
Why should goals be reviewed regularly for productivity?
Regularly reviewing goals helps ensure that priorities remain aligned with the bigger picture. It allows you to adjust plans if circumstances change and keeps you focused on what matters most, avoiding wasted effort on less important tasks.
Why is multitasking not recommended for productivity?
Multitasking divides your attention, which can lead to mistakes and slower progress. Focusing on one task at a time helps you work more efficiently and produce better results, saving time in the long run.
How can setting reminders enhance productivity?
Reminders help you stay on track by ensuring you don’t forget important tasks or deadlines. They reduce mental clutter, allowing you to focus on the task at hand without worrying about what’s next.