Doing More with Less: Keeping Teams Focused in a Resource-Constrained World

Recently, I was asked to rapidly mobilise a new team to build a business from the ground up. We faced all the usual challenges of a new team – limited resources, competing priorities, and a long list of expectations. But rather than chasing every opportunity, we focussed on establishing the basics that would allow us to deliver value as quickly as possible.

Every new team member went through a detailed induction led by senior leaders. We took the time to explain why we were here, what we were doing, how we were going to do it, and where they fit in the puzzle. Each delivery stream was given the customised tools and techniques to succeed – and we made the work visible across the business.

If we discovered any “shadow” initiatives being kicked off outside our plan, we’d bring them through governance for a clear decision: deliver now, later, or not at all. That simple act of visibility and discipline gave the team clarity, focus, and confidence. It also ensured our public milestones were delivered on time and with purpose.

That experience reinforced a lesson I’ve seen play out time and time again – when teams are clear on the why, focused on the what, and supported in the how, they achieve far more with less.

But many organisations struggle with that clarity. I recently worked with another portfolio team juggling more projects than people. Everyone was busy, but progress felt slow. The business was constantly being distracted by a few key influencers who were passionate about new and disruptive ideas – yet none gained traction. Before any idea had time to deliver results, attention had already shifted to the next big thing.

On top of that, the work wasn’t visible. There was no clear prioritisation framework across the portfolio, no tracking of benefits, and no accountability to direct energy towards the work that mattered most – whether foundational or innovative. Roles and responsibilities were unclear, collaboration patterns weak, and the organisation lacked the maturity and base platform to support consistent delivery.

Sound familiar? It’s a reality for many teams today – hybrid environments, constrained resources, and rising expectations. The challenge isn’t how to do more; it’s how to focus on what really matters.

In practice, that means:

• Reconnect the team to the “why.” When people understand the purpose behind their work, they make better day-to-day decisions. Without clarity of purpose, effort gets scattered.

• Clarify outcomes and benefits upfront. Make them tangible and visible. Everyone should know what success looks like – and how their work contributes.

• Make the work visible. Build transparency across the portfolio. Visibility creates accountability and helps leaders make informed decisions about where effort creates the most value.

• Establish clear measures of progress. Don’t just track activity – measure progress against outcomes and benefits to ensure alignment to value.

• Define clear roles, responsibilities, and ways of working. Focus and collaboration rely on structure. When people know who does what and how work gets done, delivery speeds up.

• Prioritise ruthlessly. Protect your people by sequencing the work that matters most. Delivering fewer things well creates more impact than spreading effort too thin.

• Use governance as a focus tool, not a compliance exercise. Governance should enable trade-offs and empower leaders to say “not now” with confidence.

Resource scarcity doesn’t have to be a barrier – it can be a catalyst. It forces clarity, discipline, and alignment around what truly matters.

When teams are anchored to purpose, supported by structure, and empowered to focus on value, they can deliver exceptional outcomes – even in the most constrained environments.

Focus isn’t about doing less. It’s about ensuring that every ounce of effort creates impact.

So, how do you help your teams stay focused and deliver value when resources are stretched thin?