With this title, I could genuinely write about a lot of things: spacetime, our role within it, or even how, alongside talent and effort, the right opportunity can be crucial for a career leap. But this title also perfectly suits today’s topic.
Today, we’re dealing with a common challenge we often encounter in our consultations: when problems arise in a team that can’t be solved with a quick fix, there’s often an attempt to resolve them with a quick fix anyway. We’re not talking about “coffee machine broken” problems here. Those are annoying, but a one-time intervention, like replacing or repairing the machine, takes care of it. Such problems are easy to solve and don’t require a sustainable solution unless they recur constantly.
What I’m referring to are “insomnia” types of problems. Here, there is no single, simple switch to flip that magically solves the issue. Sleep problems are usually multifactorial – stress, unhealthy diet, too much screen time, irregular sleep habits – you name it. Making one change, like going to bed early one night, isn’t enough. One needs to adapt their behavior in the long term, which is challenging. Yet we often seek that one switch, because we want to see quick successes. It’s deeply human – I often think this way too. But it’s crucial to recognize when a problem has multiple causes and requires multiple actions.
The P^4 System – a holistic approach
To work on sustainable, long-term changes in complex team systems, Stefanie and I developed the “P^4” framework and based our course “Research Management Mastery” on it. P^4 stands for the four dimensions: Processes, Productivity, Projects, and People. This framework helps us address various issues in both small and large teams holistically, initiating sustainable changes.
We’re all constantly under pressure and notoriously short on time. When I read on social media or hear advice from a consultant like “Just try Pomodoro,” it makes my toes curl. Of course, the Pomodoro technique might be helpful for some (spoiler: definitely not for me); otherwise, it wouldn’t be so popular. But it can only be a small piece of the puzzle for working more productively. You definitely won’t solve the systemic time constraints in your team with it. I always picture a team synchronously doing Pomodoro sprints in an office with old-fashioned alarm clocks, with alarms going off every few minutes – not exactly the picture of sustainable efficiency.
What Stefanie and I advocate for is more holistic thinking. We aim to change the overall picture of teamwork, and that requires tackling multiple dimensions simultaneously. Let me introduce the four dimensions of the P^4 framework in detail:
1. Processes – optimizing processes
Thinking in processes helps you identify improvement opportunities more quickly. Let’s take a daily life example: the checkout line in a supermarket. We all know what it’s like when the line drags because each item is scanned individually or because the person at the register only starts looking for their wallet after packing all their items. These process steps unnecessarily slow down the “paying for goods” process. In a research context, it’s similar: optimized processes help save time and avoid bottlenecks. In labs and team settings, there’s incredible potential for efficiency gains through process optimization. You just need to harness it. For instance, do all your team members use the same template for experiment documentation? If yes, that’s great! It makes data easier to summarize afterward, protocols easier to understand, and team members can more easily step in for each other if needed.
Since so few people think in processes, there’s enormous potential for efficiency improvement here. Whether through lean management or fundamental process management: efficient processes are the backbone of a productive team, and this requires more than a one-time initiative. Processes need to be regularly questioned and optimized to get the most out of your and your team’s work.
2. Productivity – identifying time and resource wasters
In this dimension, we zoom both a little closer to systematically identify the small drains on time, money, and resources and a little further out to question whether what we’re doing is really the most meaningful. Are we spending time on things that make us feel good short-term (“yay, an empty inbox!”) but distract us from long-term goals? Productivity shouldn’t just aim at completing tasks more efficiently but also at the bigger picture. What actually moves us forward?
As described above, our P^4 framework focuses first on the what and then on the how. A systematic analysis of time management helps identify resource wasters – whether in personal productivity, like dealing with emails and calendars, or in team productivity, such as meeting management. With simple approaches like “inbox time windows” or strategic calendar blocking, distractions can be minimized, sharpening the focus on what truly matters. Teams that question and systematically adjust their productivity structures often report significant improvements in achieving goals and satisfaction. And honestly, who doesn’t groan about the wasted time in inefficient meetings?
3. Projects – implementing ideas effectively
A good idea should never be followed by poor execution. Good project management helps ensure a smooth project start from the beginning and, even before that, formulates project ideas in a way that attracts funding. During implementation, good project management ensures calm and prevents last-minute rushes. How can you recognize a good project manager? By the fact that they can sleep well at night. When you can plan, organize, and control projects well, stress levels decrease significantly for everyone involved. Project management is one of the most valuable skills in research due to the nature of the field.
There are generally two schools of thought in project management: traditional and agile. While traditional methods involve clear and detailed planning, agile project management is more flexible and allows adjustments based on feedback and new insights. This flexibility makes it ideal for research projects, allowing early responses to risks while keeping the project goal in mind without rigidly sticking to a set plan. Good project management in research can make the difference between chaos and focus and ensures that not only the team but also you can sleep soundly.
4. People – placing people at the center
Finally, perhaps the most crucial dimension: People. In the “Research Management Mastery” program, we focus on this dimension in the last modules, and for good reason. We tend to attribute the root of things going wrong to individuals. But I’ve found that in most cases, the reasons lie in the other dimensions. As an example, an older blog post of ours (“Why my team members don’t deliver what I want“) explains that there are many reasons why we may not get the expected performance from individual team members. These reasons usually aren’t tied to personality, attitude, or any other personal trait but are found in the other dimensions.
However, this doesn’t mean people aren’t important – quite the opposite. As a team leader, it’s essential to create a culture where team members can perform at their best. The importance of good performance management and supporting personal and professional development cannot be overstated. A supportive environment and continuous feedback strengthen motivation and commitment. In the long run, it’s your team members who carry projects and ensure the team and you achieve your goals.
So, if we want to increase our team’s output, we shouldn’t just turn to individual tools, methods, etc., but rather first consider where we see improvement potential and then make a plan to help us unlock it. Thinking along the four dimensions of Processes, Productivity, Projects, and People in the P^4 framework helps ensure nothing is overlooked and enables the right prioritization. Participants in our Research Management Mastery Program often report how this framework has helped them significantly boost their team’s output while simultaneously raising team morale. If you’re interested in learning more, don’t miss our LeadershipLab on Monday. Register here!