At the start of each new year, the pursuit of productivity takes center stage. But what does productivity look like in today’s workplace, especially regarding effective task management? To uncover the strategies employees rely on most, we at Wrike surveyed over 1,000 full-time American workers to understand how they define, maintain, and measure productivity.
Our findings shed light on key productivity trends, from the tools employees use — including task management software and workflow automation tools — to the habits that help them stay on track. We reveal what drives workplace efficiency by analyzing different industries, work environments, and personality types.
Key insights
- 73% of employees who listen to more than three hours of music at work daily report high productivity — and nearly one in four listen to Taylor Swift (23%).
- One in five (20%) tech employees listen to over three hours of music a day.
- Employees are most likely to rely on Reddit (31%), YouTube (25%), and TikTok (13%) for productivity tips.
- Employees identify meeting deadlines (60%) and clear communication (47%) as the top external indicators of productivity.
- Managers (28%) are less likely than lower-level employees (38%) to view answering emails quickly as a sign of productivity.
How employees structure their day for maximum productivity
Most employees use structured approaches to manage their time and workload to maximize workplace productivity. To-do lists are the most popular method, with 75% of workers using them to stay on track. Time blocking (33%) and Agile methodologies (28%) are also widely adopted, helping employees prioritize tasks and adapt to shifting priorities. Meanwhile, 9% use the Pomodoro technique to break work into focused intervals, balancing productivity with necessary breaks.
While only 15% of employees surveyed currently use dedicated task management software, 69% of those reported high productivity levels. This suggests that the right digital tools, such as work management or collaboration software, could be a game changer for streamlining work and reducing inefficiencies.
Beyond structuring their day, employees also seek out strategies to maintain focus and momentum. If your team is struggling with competing priorities or inefficient workflows, adopting a comprehensive work management software, like Wrike, could help create a more structured, high-performing work environment.
How do employees stay productive at work?
Employees use different strategies to stay on top of their workload and boost their productivity. Short breaks (66%) are the top productivity booster for most generations, while Gen Z leans toward staying hydrated (68%) to maintain focus. Baby boomers (49%) prefer waking up early for personal time, believing it sets the tone for a productive day. Meanwhile, one in four millennials turn to podcasts for motivation — though overall, employees are 110% more likely to choose music over podcasts for a productivity boost.
Music and workplace productivity
Listening to music is a popular productivity tool, with 44% of employees saying it helps them focus — a number that jumps to 53% for Gen Z. Overall, 73% of employees who listen for three or more hours a day report high productivity, highlighting the strong link between music and efficiency. Introverts, in particular, spend 15% more time listening to music daily than extroverts, possibly using it to stay engaged in a distracting work environment.
While pop (28%) and rock (25%) are the most common workplace genres, certain styles are linked to even higher productivity levels. Nature sounds (74%), metal (72%), classical (71%), and jazz (71%) are the top genres for boosting focus and optimizing workflows. With workplace efficiency relying on both structured workflows and personalized productivity tools, integrating work management software alongside effective strategies like music, hydration, and short breaks can help employees maximize their potential.
The hidden roadblocks: What’s holding employees back?
While boosting productivity is a key goal for many businesses, certain obstacles make it harder for employees to stay focused and efficient. Burnout remains the biggest challenge, affecting 39% of workers. This highlights the importance of better workload management and strategies to prevent exhaustion by improving workflows.
Office distractions (30%) and overtalkative co-workers (26%) also make it difficult to concentrate, while back-to-back meetings (23%) are particularly frustrating for remote employees, who are 94% more likely than on-site workers to cite them as a productivity barrier.
Beyond interruptions, structural challenges also slow employees down and hinder workflow automation. A lack of clear direction (22%) and ineffective workplace processes (20%) highlight the need for workflow software tools like Wrike, which can streamline tasks and improve collaboration. Additionally, competing priorities (21%) create conflicts that pull employees in different directions, making it harder to stay on track.
Where employees turn for productivity advice
With workplace challenges impacting productivity in mind, many employees seek productivity tips from online resources. Reddit is the most trusted platform (31%), especially among Gen Z (33%) and millennials (37%), who turn to the platform’s forums and discussions for advice and general work management strategies. YouTube ranks second (25%) and is the go-to resource for Gen X (29%), offering a mix of video tutorials and expert insights on topics such as workflow automation. Baby boomers, on the other hand, lean on LinkedIn (22%) for professional productivity strategies.
However, not all platforms yield the same results. Employees who rely on YouTube and LinkedIn report the highest productivity rates (both 68%), suggesting that structured, expert-driven content may be more effective than other sources. In contrast, only 57% of employees who look to TikTok for productivity hacks see similar success, indicating that bite-sized, trend-driven content may not always translate into real workplace improvements.
How employees set boundaries and signal productivity
Productivity isn’t just about getting work done; it’s about setting the proper boundaries to stay focused and efficient. Employees use different strategies to manage their time, prioritize tasks, and communicate effectively, whether working remotely or on-site. Here’s a look at the top boundary-setting techniques and the key behaviors that signal high productivity in the workplace.
Strategies for setting boundaries
Setting boundaries at work is essential for productivity, but employees’ strategies depend on their work environment. Remote workers are 175% more likely than on-site employees to block out calendar time for deep work. Remote employees (31%) are also more likely to avoid non-essential meetings than on-site employees (20%).
Meanwhile, on-site employees rely more on real-time communication, with 29% prioritizing clear availability and 28% delegating tasks when possible. Nearly three in 10 employees in the tech industry actively say no to nonessential tasks, and 23% use noise-canceling headphones to minimize distractions. These insights highlight the need for flexible productivity strategies tailored to different work arrangements.
Behaviors that signal high productivity
Beyond boundary setting, external behaviors significantly influence how productivity is perceived. Meeting deadlines (60%) and communicating clearly (47%) are top indicators. However, managers value punctuality (41%) and adherence to schedules (39%) more than immediate email responses — only 28% consider quick replies a strong productivity signal. Employees looking to stand out should focus on reliability, initiative, and clarity rather than constant availability.
The benefits of online productivity tools
Companies need tools that streamline workflows and improve communication to maximize productivity while respecting boundaries. Wrike helps teams stay organized, prioritize tasks, and foster collaboration — whether in the office or remotely. With Wrike, employees can block out time for deep work, set clear availability, and ensure deadlines are met without unnecessary distractions.
The future of workplace productivity
Employees are constantly refining their productivity strategies, leveraging everything from to-do lists and time-blocking techniques to music and online resources. The ongoing challenge is balancing efficiency with workplace hurdles like burnout and ineffective processes.
For organizations navigating this shift, insights from our study highlight the need to adopt more innovative productivity tools that empower teams and sustain efficiency. Wrike’s workflow solutions help streamline operations, enhance collaboration, and eliminate barriers to productivity.
To help teams and leaders stay ahead, Wrike offers the structure and workflow automation necessary to optimize workflow. From task management to real-time collaboration, Wrike is more than just software; it’s a trusted partner in achieving workplace success.
Ready to empower your team? Explore Wrike’s solutions today.
Methodology
We explored the productivity of full-time employees by surveying 1,009 U.S. full-time employees. This sample size provides a 95% confidence level with a low 3% margin of error. Because this exploratory research relied on self-reported data, respondents may have biases, and discrepancies may exist between their answers and their actual experiences.
Fair use statement
We welcome you to share our findings but request that you link back to this page.
