The Power of Productivity Personas: Better Energy, Better Results for Individuals, Teams, and Leaders

“My goal is no longer to get more done, but rather to have less to do.” — Francine Jay

What kind of Productivity Persona are you?

By knowing your Productivity Personas you can learn how to better adapt your productivity approach for the situation or challenges at hand.

You can also use your Productivity Personas to help you play better with others.   Pair up to power up your productivity.

Pairing with the right people is an art and science, but it’s your force multiplier worth experimenting and figuring out.

After all productivity is a team sport.

What are Productivity Personas?

I introduced Productivity Personas in my book Getting Results the Agile Way.  I wanted a simple way to characterize productivity styles and types for self-awareness, match types to situations, and to pair people up better.

After all, if we want to change productivity, first we need to change the language.

Throughout life, people approach productivity in different ways, ranging from those who daydream to those who achieve.

By identifying and naming these different approaches, you can switch your productivity style depending on the scenario, just as you might switch hats.

This allows for more freedom and flexibility to use the right approach for the job. These various productivity styles are called Productivity Personas and they are a combination of different styles, behavior preferences, and thinking patterns, such as focusing on details versus the big picture.

The Power of Personas for Unlocking Your Productivity Potential

As a program manager at Microsoft for several years, I noticed how sometimes the same work could be easy or difficult.   Aside from structuring the work, the primary difference was what I’ll call “The Energy Factor”.

The Energy Factor is the difference that made the difference.

I realized that certain activities could energize or drain people.   But it depended on the situation and the individual.

I also realized that some people could energize or drain each other.  And again, it depended on the situation.

And I realized that some people worked better with others.  I realized that some people really bring out the best in others.  And I realized that some people really caused conflict and drained each other’s energy, simply due to a style conflict.

The surprise for me was that it seemed relatively unpredictable.  Until I created the Productivity Personas both for my own self-awareness, but also for helping create more sustainable, high-performance teams.

Key Benefits of Productivity Personas as a Lens for Productivity

Here are some of the benefits of leveraging the Productivity Personas as a framework for better energy, better results:

• Help you understand and harness your energy better
• Allow you to adapt your style to be more effective in different situations
• Help you pair up with people who bring out your best
• Make you a better team leader by generating better energy and reducing friction
• Help people from stalling out or burning out by identifying and addressing any imbalances in their Productivity Personas
• Increase your self-awareness and ability to manage your own behavior
• Improve your communication and collaboration with others
• Provide a framework for discussing and resolving conflicts or challenges within a team or organization
• Foster a culture of empathy and understanding towards different work styles
• Encourage personal and professional growth by identifying areas for development and building on strengths.

3 Ways to Use Productivity Personas

The personas give you a quick way to identify and label patterns. More importantly, they provide a lens. You can use this lens to help you understand yourself and other people from a productivity perspective.

Here are three ways you can use the personas to your advantage:

1. Know yourself – When are you at your best? Are you more of a starter or a finisher?  Are you more of a maximizer or a simplifier?  Are you more of a thinker or a doer?  If you’re aware of the personas, you can use them to your advantage.  For example, don’t let your inner critic or perfectionist get in the way of your doer.
2. Team up   – Who can you team up with to get results?  How can you build more effective teams?
3. Improve the situation – You can imagine how some behaviors work better with others and how some can create conflict.  Swap out for more effective personas based on the scenario.  What are the best behaviors for the situation?

Use Productivity Personas to Build Awareness of Productivity Styles

I’m highlighting some of the more common personality personas that you’ll easily recognize.  I’ll use personas as a simple way name the different types of behaviors.

Anybody can be a mix of some or all of the various personas.

No Productivity Persona is good or bad.

Some are more effective than others depending on the situation.  The key is to use the Productivity Personas as a lens on behavior.

You can analyze yourself, other people, and common interactions.

We all have the capacity for the various behaviors.  The trick is to learn your preferences and the preferences of others.

The Productivity Personas at a Glance

Here is a starter set to help think about some of the types of Productivity Personas you might recognize in yourself and others:

• Achiever: Likes to accomplish things.
• Big Picture: Sees the forest for the trees. Likes the big ideas and doesn’t want to get lost in the minutia.
• Can do: Finds a way. Where there’s a will, there’s a way, and they’ll find it. It may not be the optimal solution, but worst case, they’ll find a workaround.
• Controller: Likes to control things. This could be the doers, the project, or their world.
• Critic: Finds the faults. They’ll find ways why you can’t or why it’s wrong. They’ll critique themselves, their work or their ideas. Anything is fair game.
• Daydreamer: Likes to dream up better ways for better days. They’d rather dream than do. They don’t have to act on their dreams to enjoy them.
• Details: Loves the details and will want to see things through. Dots the “I’s and crosses the “t”’s. Spreadsheets are one of their passions.
• Doer: Does their job. They tend to get their job done. They may not come up with new ideas, but they have a preference for taking action.
• Facts and figures: Is a numbers person. They want quantifiable measurements. Like Details, they too like spreadsheets.
• Finisher: Brings things to closure. Effective finishers, complete things and move on. is a fit and finish type of person. It’s finished when they say it’s finished.
• Marketer: Communicates the value. Knows how to sell ideas.
• Maximizer: Finds the maximum impact.
• Opportunist: Finds the opportunity in any situation.
• Perfectionist: Treats everything like a work of art. Quality is their name, finishing isn’t their game. They’ll be done when it’s done. It will be done just as soon as it’s perfect. Whenever that is.
• Procrastinator: Finds way to put off to tomorrow, what they really should do today. They only send belated birthday cards since they know they’ll never send them out on time.
• Randomizer: Makes their latest priority into other people’s problems.
• Simplifier: Finds the simplest path. Strips things down to the minimum. Good enough for now is OK in their book.
• Starter: Starts things but doesn’t always finish. Their energy comes from thinking up new ideas and kicking things off. Love prototyping an idea, but once they’ve figured it out, they’re ready to move on to something else.
• Thinker: Is an ideas person. Thinking is what they do best. Analyzing is their game, but doing is somebody else’s game. They don’t have to act on their thoughts to enjoy them.
• Tinkerer: Likes to tinker. The world is their sandbox. Dabbles here, dabbles there.

Note that while there might seem like overlap among some of the Productivity Personas, I found it helped to be more flexible in the language or more precise, depending on different circumstances and the roles that people played.  What was important was having a lens that helped see productivity challenges and opportunities in a way to build better energy and momentum.

Examples of Pairing Up Productivity Personas

I got to see, experience, and try many different examples of pairing up different productivity personas on many, many different teams at Microsoft over more than 20 years.

While this will be a generalization of that experience, you can leverage it to inspire some of your own experimentation.  Keep in mind that success is not just better productivity.  It’s better well-being and sustainable high performance, too.

Energy is really your most important metric, and really the most underutilized.

Here are some simple examples of paring up Productivity Personas:

1. Starter + Finisher:  Pairing up a Starter with a Finisher can benefit a team by creating a dynamic where the Starter generates ideas and gets things going, while the Finisher takes those ideas and brings them to completion. This can lead to more effective and efficient teamwork, as well as a better end result.
2. Thinker + Doer: Pairing up a Thinker and a Doer from an energy and productivity perspective can be beneficial because the Thinker can come up with ideas and plans while the Doer can put them into action. This way, both individuals can play to their strengths and work together to achieve a common goal. Additionally, the Thinker can help the doer see the bigger picture and strategize while the Doer can help the Thinker stay grounded and focused on execution. Overall, this pairing can lead to a more efficient and effective workflow.
3. Simplifier + Maximizer: Pairing up a Simplifier and Maximizer can benefit productivity by allowing the simplifier to focus on streamlining processes and removing unnecessary steps, while the maximizer can work on optimizing and enhancing the remaining steps. This can result in more efficient and effective workflows.  Additionally, the Maximizer can work on amplifying, compounding, and scaling the impact.
4. Critic + Can Do: Pairing up a Critic with a Can-Do from a productivity perspective can be beneficial because the Critic can provide constructive feedback and help identify potential issues, while the can-do can provide the motivation and energy to move forward and take action on the feedback. The two complement each other’s strengths and weaknesses, leading to a more effective and efficient workflow.
5. Opportunist + Perfectionist:  Pairing up an Opportunist and a Perfectionist can create a balance in productivity. The Opportunist can provide new ideas and opportunities while the Perfectionist can bring structure and ensure high-quality output.The Perfectionist can also help the Opportunist evaluate the feasibility and potential risks of their ideas.  Together, they can create a productive and efficient workflow while still being innovative and detail-oriented.
6. Details + Big Picture: Pairing up someone who is detail-oriented with someone who is more focused on the big picture can lead to a better overall perspective and a more comprehensive understanding of a project or situation. The detail-oriented person can help ensure that all the necessary steps are taken and nothing is overlooked, while the big-picture person can help keep the project on track and focused on the ultimate goal.

One thing to keep in mind is that while the pairings might seem obvious, they aren’t always logical.   Sometimes a great Finisher with a great Finisher, turns into a great starter.

The irony is that I learned this from playing Foosball.    Two players that seemed like they should not win, but somehow, together, they formed an unlikely success.

So what I learned is, while I can start with an assumption that certain Productivity Personas might pair well, I need to be ready to change if it’s not working, and even try some unlikely combos and stay curious and open to surprises.

Pros and Cons of Each Productivity Personas

Here is a walk through some of the pros and cons of each Productivity Persona.  Keep in mind, it’s really the situation that drives whether a particular productivity style or approach is a pro or a con.

Achiever

Pros:

• Gets things done and accomplishes tasks.
• Has a strong drive to succeed and meet goals.
• Can be a motivator for others on the team.
• Tends to be organized and efficient.

Cons:

• May sacrifice quality for speed or quantity.
• Can be too focused on individual accomplishments and neglect teamwork.
• May push themselves and others too hard, leading to burnout.
• Can be overly competitive and unwilling to compromise.

Big Picture

Pros:

• Provides a sense of direction and purpose.
• Helps to identify potential opportunities and challenges.
• Encourages creative and innovative thinking.
• Supports long-term planning and decision making.
• Provides a broader perspective and can help identify connections and relationships between different aspects of a project.

Cons:

• May overlook important details or practical considerations.
• May fail to recognize short-term priorities and deadlines.
• May struggle with implementation or execution of ideas.
• May have difficulty communicating specific goals and objectives.
• May become frustrated or disengaged with mundane or repetitive tasks.

Can Do

Pros:

• Resilient and resourceful in finding solutions to problems
• Persevering and determined in the face of challenges
• Adaptable to changing circumstances and able to pivot quickly

Cons:

• May prioritize speed over quality or optimal solutions
• Can be impulsive and take risks without considering all the consequences
• May burn out from taking on too much and pushing themselves too hard.

Daydreamer

Pros:

• Creative and imaginative, able to think of new ideas and possibilities
• Enjoys brainstorming and exploring different options
• Often sees the bigger picture and thinks long-term

Cons:

• May struggle with taking action and following through on ideas
• Can become easily distracted by their own thoughts and ideas
• May struggle with reality and practicality

Details

Pros:

• Attention to detail can help prevent mistakes or oversights in projects.
• Detail-oriented individuals may be better equipped to handle complex or technical tasks.
• They are meticulous and thorough, which can result in high-quality work.

Cons:

• May get bogged down in the details and lose sight of the bigger picture.
• They may take longer to complete tasks due to their focus on details.
• Can become overly concerned with minor details that may not be significant to the overall outcome.

Doer

Pros:

• Tends to be action-oriented and efficient in completing tasks.
• May have a strong sense of responsibility and accountability.
• Can be reliable and consistent in meeting deadlines and expectations.

Cons:

• May not be as creative or innovative in generating new ideas or approaches.
• Might be resistant to change or reluctant to take on new challenges.
• May overlook or neglect important details in their rush to complete tasks.

Facts and Figures

Pros:

• They have a strong preference for quantifiable data and measurements, which can help ensure accuracy and objectivity in decision-making.
• They are often skilled at organizing and presenting data in a clear and understandable way, which can be helpful in communicating complex information to others.
• They tend to be thorough and detail-oriented, which can be important in fields such as finance, accounting, or data analysis.

Cons:

• They may be overly reliant on data and struggle to make decisions without concrete numbers to back them up.
• They may struggle to think creatively or consider unconventional solutions if they are too focused on the data.
• They may prioritize quantitative data over qualitative information, which could lead to a lack of attention to important factors such as customer satisfaction or employee morale

Finisher

Pros of Finisher:

• They bring things to closure and ensure that tasks are completed on time.
• They have a strong attention to detail and can catch errors before they become bigger problems.
• They can provide a sense of satisfaction and accomplishment when a project is completed.

Cons of Finisher:

• They may be so focused on completing tasks that they don’t leave room for flexibility or creativity.
• They may be resistant to changes or new ideas that arise after they have deemed a project “finished”.
• They may experience burnout or become overly stressed if they feel like they can’t keep up with their workload.

Marketer

Pros:

• Good at communicating the value of ideas or products
• Able to persuade and influence others
• Skilled at creating effective marketing campaigns
• Has a deep understanding of customer needs and preferences

Cons:

• May focus too much on selling and promoting rather than actual work
• Can be overly optimistic about the success of ideas or products
• May struggle with technical or analytical tasks
• May prioritize aesthetics and style over substance

Maximizer

Pros:

• Helps achieve the maximum impact with available resources.
• Keeps pushing to do better and improve.
• Strives to optimize processes and outcomes.

Cons:

• May overlook important details while trying to maximize results.
• Could get lost in the search for the “perfect” solution.
• May not be satisfied with “good enough” solutions, which can lead to delays or missed deadlines.

Opportunist

Pros:

• Has a positive outlook and can find opportunities in difficult situations.
• Is adaptable and flexible, able to change direction easily.
• Is resourceful and can make things happen, even with limited resources.
• Is always looking for ways to improve and grow.

Cons:

• Can be impulsive and take on too much without proper planning.
• May not always consider the long-term consequences of their actions.
• May take unnecessary risks in pursuit of opportunities.
• Can be seen as opportunistic and lacking in authenticity.

Perfectionist

Pros:

• Attention to detail: Perfectionists have a keen eye for detail and will go above and beyond to ensure that the final product is flawless.
• High standards: They have high standards for themselves and others, which can lead to a high-quality end product.
• Commitment to excellence: Perfectionists are committed to delivering work that is of the highest quality and will not settle for less.

Cons:

• Tendency towards micromanaging: Perfectionists can be overly controlling and can have a hard time delegating tasks.
• Time-consuming: The focus on perfection can lead to spending too much time on a project, leading to missed deadlines.
• Procrastination: Perfectionists may delay starting a project until they feel they have all the resources and information they need to make it perfect.

Procrastinator

Pros:

• May be able to work well under pressure or tight deadlines.
• May have a strong ability to focus and work efficiently when they finally begin a task.
• May be skilled at delegating tasks or finding ways to streamline processes in order to save time.

Cons:

• May struggle with starting tasks or following through on commitments, which can lead to missed opportunities or negative consequences.
• May experience stress or anxiety related to deadlines or unfinished tasks.
• May be viewed as unreliable or unproductive by others, which can negatively impact relationships or opportunities.

Randomizer

Pros:

• Can bring unexpected creativity and ideas to the table.
• Can be flexible and adaptable to changes and unexpected situations.
• Can be a good problem solver and come up with unique solutions.

Cons:

• May lack focus and direction, leading to scattered efforts and unfinished tasks.
• May struggle to prioritize and manage time effectively.
• May not always take responsibility for their actions or decisions, and may blame external factors for shortcomings.

Simplifier

Pros:

• They focus on the essential elements of a project or task, which can save time and effort.
• They can help reduce complexity and avoid overthinking, which can lead to more efficient processes and better decision-making.
• They are great at identifying areas for improvement and streamlining processes.

Cons:

• They may overlook important details or nuances that can impact the outcome of a project or task.
• They may be resistant to exploring alternative or creative solutions that could potentially improve the end result.
• They may struggle with tasks that require a high level of complexity or attention to detail.

Starter

Pros:

• They have a natural ability to generate new ideas and think creatively.
• They are great at brainstorming and coming up with innovative solutions to problems.
• They can help motivate and inspire others on a team to take action and move forward.

Cons:

• They may struggle with follow-through or executing their ideas to completion.
• They may become easily distracted by new ideas and lose focus on the original project or task.
• They may require the support of a team to help turn their ideas into reality.

Thinker

Pros:

• They are great at analyzing and assessing complex information and situations.
• They can help identify potential risks and opportunities, which can inform decision-making.
• They are great at generating new ideas and exploring different possibilities.

Cons:

• They may become stuck in analysis-paralysis and struggle with taking action.
• They may overlook the emotional or human factors involved in a project or decision.
• They may require others to help implement their ideas or plans.

Tinkerer

Pros:

• They are great at identifying areas for improvement and finding creative solutions to problems.
• They have a natural curiosity and enjoy exploring different possibilities and ideas.
• They can help inspire others to think more creatively and explore new ways of doing things.

Cons:

• They may struggle with follow-through or executing their ideas to completion.
• They may become easily distracted by new ideas and lose focus on the original project or task.
• They may require the support of a team to help turn their ideas into reality.

Change Your Game with Productivity Personas

Productivity personas can help us better understand our own working styles and preferences as well as those of others.

By recognizing and leveraging the strengths of different personas, we can build more effective teams and accomplish more as individuals.

It’s important to remember that there is no one “right” way to be productive, and that each persona has its own unique set of pros and cons.

Ultimately, the key to success is to use this knowledge to identify the most effective approach for any given situation and adapt accordingly.

The next time you find yourself struggling in a situation, ask yourself if you’re using the right Productivity Persona and try switching your hat.

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