Simplify, Streamline, Succeed: A Guide to Team Efficiency

Is your team bogged down by unnecessary tools and inefficient processes? James and guest Makis Marmaridis discuss how to identify and remove these obstacles, for a more productive workflow and greater team efficiency.

Podcast: Download (Duration: 30:37 — 28.3MB)

In today’s fast-paced business environment, optimum team efficiency is key to achieving success. Many businesses struggle with inefficiencies due to outdated processes and a lack of clear communication.

To address these challenges, business consultant and CRM expert Makis Marmaridis has developed a project management framework that helps teams streamline their workflows and focus on meaningful tasks.

In his latest podcast episode, James has invited Makis to share his insights on improving team efficiency with structured work systems.

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Table of contents:

1. The concept of “people-first, streamlined efficiency”
2. Distinguishing between meaningful work and meta-work
3. The seven essential elements framework for team efficiency

Project Streams

Team

Actions (not tasks)

Integrated communication

Handling reference

Process support

Notifications

4. The benefits of a flat team structure
5. Streamlining team efficiency with the right tools
6. Conclusion

The concept of “people-first, streamlined efficiency”

Makis’ foundation of improving team efficiency is adopting a “people-first, streamlined efficiency” approach. This concept aims to reduce friction in daily tasks by simplifying the tools and processes that teams use.

The more tools and software a team uses, says Makis, the higher the likelihood of inefficiency due to duplication of work and outdated information.

James has seen this firsthand. Previously in his own business he caught a team member using both Google Docs and Basecamp to manage projects. The same information was being copy-pasted across different platforms, resulting in wasted time and effort.

By choosing the most effective tools and eliminating unnecessary ones, teams can focus on their actual work instead of spending time on “meta-work”—tasks that do not directly add value but are necessary for organizing the actual work.

Download 15 Tips for Improving Team Efficiency (and the PDF transcription)

Distinguishing between meaningful work and meta-work

To increase team efficiency, it’s crucial to know meaningful work from meta-work. Meaningful work is tasks that directly contribute to the business’s objectives, such as client consultations, product development, or content creation. Meta-work, on the other hand, includes such tasks as searching for documents, coordinating meetings, or managing emails—activities that do not directly add value but are necessary to support meaningful work.

Makis’s project management framework focuses on minimizing meta-work by streamlining communication, consolidating tools, and clarifying team roles and responsibilities. This ensures that team members spend more time on tasks that move the needle and less on administrative overhead.

The seven essential elements framework for team efficiency

Makis’s approach to optimizing team efficiency is built on a “Seven Essential Elements Framework.” This provides a structured work system that helps teams reduce friction and focus on what matters. The seven elements are:

1. Project Streams:

2. Team: Create specific teams for specific projects, rather than grouping people by departments or workspaces. This prevents unnecessary cross-communication and ensures that everyone involved is focused on the project’s outcome. 

Makis Marmaridis says you must focus your work in terms of projects, in terms of outcomes.

3. Actions (not tasks): Replace generic “tasks” with specific “actions.” Each action should have a single owner and a clear deadline. This creates accountability and ensures that every team member knows exactly what is expected of them. 

4. Integrated communication: Foster communication that respects people’s time zones and preferences. Use a mix of synchronous (e.g., huddles) and asynchronous (e.g., text messages) communication methods to avoid interrupting team members unnecessarily. 

5. Handling reference: Keep actionable information and reference material together. This prevents team members from wasting time searching for documents or information that could have been stored more efficiently. 

6. Process support: Develop clear workflows that outline each step needed to complete a project. This helps team members understand the process and reduces confusion. 

7. Notifications: Use notifications wisely to avoid overwhelming team members with irrelevant information. Notifications should only be sent when absolutely necessary. 

The benefits of a flat team structure

As another key aspect of improving team efficiency, Makis and James are both fans of a flat team structure. A flat structure minimizes layers of hierarchy, making communication faster and more direct. It also allows for greater flexibility in assigning tasks and responsibilities, enabling team members to self-organize and take ownership of their work. This can be particularly beneficial for remote teams or teams spread across different locations.

With a flat structure, teams also can substitute members more easily when needed, such as when someone is on leave. By having clear project streams and integrated communication, any new or substitute team member can quickly get up to speed by reviewing the project context and actions.

Streamlining team efficiency with the right tools

To effectively implement Makis’ framework and improve team efficiency, businesses must carefully evaluate the tools and systems they use. Tools should be chosen based on how well they fit into the seven essential elements framework. A mismatch between tools and framework can result in increased meta-work and frustration for team members.

Regularly auditing software subscriptions and removing redundant or underused tools can prevent “subscription creep” and save costs. For instance, using a comprehensive tool that combines project management, communication, and document storage can help consolidate workflows and reduce the need for multiple platforms.

By aligning tools with the structured work system, teams can achieve greater efficiency and focus on delivering meaningful work.

Conclusion

Improving team efficiency is not about adding more tools or creating more layers of management. It is about simplifying processes, reducing friction, and focusing on meaningful work. Makis’ “people-first, streamlined efficiency” approach and Seven Essential Elements Framework creates structured work systems that support team collaboration and drive success.

If you are looking to improve your team’s efficiency, consider evaluating your current project management framework and tools against these seven elements. Identify areas where you can reduce meta-work, simplify processes, and create a more focused, efficient team environment. With the right approach, you can increase team efficiency, get better project outcomes, and achieve your business goals more effectively.

And if you’re interested in Makis’ work management system software, check out thanexa.com.

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