Duration 3 days – 21 hrs
Overview
This training equips participants with practical strategies, tools, and automation techniques to improve personal and team productivity in daily work. Learners will identify time-wasting activities, simplify workflows, and apply automation using widely used workplace tools (Microsoft 365 / Google Workspace, task management apps, forms, templates, and low-code automation platforms). The course emphasizes hands-on exercises to help participants build repeatable systems for faster execution, fewer errors, and better work-life efficiency.
Objectives
- Identify productivity blockers and eliminate common workflow inefficiencies
- Apply time and task management frameworks for better daily execution
- Create structured workflows using checklists, templates, and standard processes
- Automate repetitive tasks using low-code/no-code tools
- Improve email, calendar, meeting, and documentation efficiency
- Use digital tools for collaboration, tracking, and reporting
- Apply best practices for sustainable productivity habits and continuous improvement
Audience
- Business Users & Knowledge Workers
- Team Leads, Supervisors, and Managers
- Operations, Admin, HR, Finance, Sales, and Customer Service Teams
- Project Coordinators, PMO Analysts, and Business Analysts
- Anyone handling repetitive reporting, documentation, coordination, or follow-ups
Pre- requisites
- Basic computer skills (Windows/Mac)
- Familiarity with email, spreadsheets, and document tools
- Recommended (not required): Microsoft 365 or Google Workspace access
- No programming background required
Course Content
Productivity Systems and Workflow Optimization
Module 1: Productivity Fundamentals
- What productivity really means (output vs. busyness)
- Common productivity killers in the workplace
- The productivity lifecycle: plan → execute → review → improve
Module 2: Time, Focus, and Work Management
- Prioritization methods (Eisenhower Matrix, MoSCoW, 80/20 rule)
- Time blocking and calendar-based planning
- Managing interruptions and context switching
- Creating a daily “execution plan”
Module 3: Task and Work Tracking Tools
- Building a simple task system (to-do, doing, done)
- Personal vs. team task tracking
- Tools overview (Microsoft To Do / Planner / Trello / Notion basics)
- Exercise: create your own task dashboard
Module 4: Standardization for Efficiency
- Using templates, checklists, and reusable formats
- File naming conventions and folder organization
- Quick-win process improvements using Lean thinking
- Activity: design a standard workflow for a common task (reports, requests, onboarding, etc.)
Module 5: Smarter Email, Meetings, and Documentation
- Inbox management and rules (folders, filters, labels)
- Writing faster with reusable email templates
- Meeting discipline: agenda, outcomes, and action tracking
- Collaboration tips using shared docs and comments
Practical Automation and Digital Workflows
Module 6: Introduction to Workplace Automation
- What tasks are best to automate?
- Automation vs. delegation vs. elimination
- Risks and limits: quality control, approvals, security, compliance
Module 7: Spreadsheet Productivity Boosters
- Smart spreadsheet practices (data validation, drop-downs, cleaning)
- Useful functions for productivity (IF, XLOOKUP, FILTER, UNIQUE, TEXT, date logic)
- Automating reports with structured tables and templates
- Exercise: build a simple tracker + auto-summary dashboard
Module 8: Forms + Approvals + Automated Tracking
- Creating digital request workflows using Forms
- Routing requests and approvals
- Capturing and tracking inputs automatically
- Activity: create a request form + linked tracker sheet
Module 9: No-Code / Low-Code Automation Tools (Hands-on)
(Choose based on client environment)
- Microsoft Power Automate basics: triggers, actions, flows
or - Google Apps Script / Workspace automation concept overview (optional)
Sample automations:
- Auto-email notifications when a form is submitted
- Auto-create tasks when an email arrives
- Auto-save attachments to folders
- Auto-reminders for deadlines and follow-ups
Module 10: Creating Your Personal Automation Plan
- Identify 3 repetitive tasks to automate after training
- Build a simple automation roadmap:
- Quick wins (this week)
- Mid-term improvements (30 days)
- Team-level workflow upgrades (60–90 days)
- Final outputs and presentation of each participant’s automation plan
