How to Speed Up Your Team – Tom Gilb’s Approach

If it feels like your team isn’t working as fast as it could, consider using the insights of Tom Gilb, an expert in project management and efficiency. His method focuses on identifying and resolving key bottlenecks that slow the team down. What’s the Problem? Often, tasks that should take a few days end up stretching into weeks. The reasons vary: lack of clear priorities, lengthy approval processes, overwork, or even a missing understanding of the end goal. Many companies try to solve this by implementing complex systems like OKRs, Kanban boards, or motivational programs. Gilb suggests a simpler but highly effective method: The Core of the Method Each week, gather your team and ask just one question: “What is the biggest thing slowing us down right now?” The goal is to identify one bottleneck that’s having the largest impact on your team’s speed. It could be anything—unclear requirements, convoluted processes, lack of resources, or not knowing what’s most important. Once the problem is identified, the team focuses on fixing it over the next week. The key is not to try and overhaul everything at once—just eliminate one bottleneck but see it through to completion. A Client’s Perspective Here’s how Marcus, the CEO of startup, describes the impact of this method: "There was a time when our projects were delayed by months, and we couldn’t figure out why. We tried Tom Gilb’s approach—meeting every week to discuss what was holding us back. Initially, we thought the issue was with individual employees, but it turned out the real problem was our processes. For example, approvals took longer than development. Once we streamlined those steps, tasks started getting done faster, and the team felt like their work was making a bigger impact." Why Does It Work? * Focus on the Critical Issue. Instead of getting distracted by minor issues, the team concentrates on solving one high-impact problem. * Encourages Openness. Employees feel their input is valued, so they’re more willing to share real problems. * Continuous Improvement. By fixing one issue after another, you systematically improve all processes over time. What to Keep in Mind * Respect the Team’s Input. If employees feel their suggestions are ignored, the method won’t be effective. * Don’t Try to Fix Everything at Once. Focus on one bottleneck at a time. * Finish What You Start. Half-measures won’t deliver results. When every team member sees that problems are being addressed and resolved, it boosts motivation and engagement. Over time, the company becomes faster and more efficient—without the need for complex systems or excessive oversight. Have you tried similar approaches to improve your team’s speed and efficiency? What worked for you, and what didn’t? Share your thoughts in the comments—we’d love to hear your experience!