In this article, we will understand the importance of productivity and discuss tips for setting up the workplace for productivity.
Introduction
Let us consider an example to understand why employees’ productivity is essential in the workplace.
Let us say Mr. Keshav Singh is a senior content writer working at ABC International Pvt Ltd. He had been with the company for several years and had always been seen as a reliable and hardworking member of the team. However, over time, Mr. Keshav’s productivity began to decline. He started showing up late to work, missing deadlines and making mistakes that cost the company time and money. At first, his coworkers and supervisors tried to offer him support and guidance, hoping that he would get back on track.
But despite their efforts, Mr. Keshav’s productivity continued to suffer. He would spend hours browsing the internet, taking long breaks, and chatting with coworkers instead of focusing on his work. His lack of focus and dedication began to impact the productivity of his colleagues, as they had to pick up the slack for his shortcomings.
As time went on, the impact of his unproductivity became more and more evident. The company’s profits started to decline, and deadlines were consistently missed. Clients began to complain about the quality of the work and the slow response times, and some even started to take their business elsewhere.
The management of the company decided they needed to take action. They offered Mr. Keshav additional training, coaching, and support, hoping that it would help him get back on track. Unfortunately, despite all the efforts, there was no change in Mr. Keshav’s work.
Eventually, the company had to make the difficult decision to let Mr. Keshav go. They realized that they could no longer afford to keep an employee who was negatively impacting the business. While it was a tough decision, it was necessary for the survival of the company.
It is a just reminder of how one unproductive employee can not only lead to his job loss but also impact business.
The Importance of Productivity in the Workplace
Employers are an integral part of the organization. They are the biggest contributors to the overall success of a business. Therefore, the employees’ productivity is a critical factor in determining the success of any business, and therefore, the productivity of employees in the office is of utmost importance. Here are some reasons why the productivity of employees is important in the office:
Increased profitability: Productivity directly affects an organization’s profitability. When employees are productive, they produce more output with the same amount of resources. This means that the organization can increase revenue without increasing expenses, leading to higher profits. Thus, organizations might also choose to share their success with employees as an incentive, bonuses, salary hikes, and compensation benefits that can further motivate and increase the productivity of employees. That can additionally increase the revenue of the organization and ultimately increase their team size and create more jobs.
Improved efficiency: Productive employees are more efficient in their work. They can complete tasks quickly and accurately, reducing the amount of time and resources required to complete a project. Employees are more likely to meet project deadlines on time, and ensure success at work. It helps to build trust with clients and stakeholders, which allows the organization to take on more projects and increase its competitiveness in the market. When employees can complete their work efficiently, they have more time and energy to think about new ideas and ways to improve processes, leading to innovation and growth for the organization.
Better customer service: Productive employees can provide better customer service. They can respond to inquiries and resolve issues quickly and efficiently, ensuring that customers are satisfied with the organization’s products or services. More satisfied customers will turn out to be more loyal to your business. As we know, word of mouth is the best mode of marketing, these customers would more likely to refer your business to other people.
Tips to regain office productivity
Creating a productive work environment is crucial for any organization’s success. HR professionals play a crucial role in setting up the office & systems to maximize employee productivity. In this section, we will discuss some key tips for setting up an office for productivity, through which organizations can achieve greater success and growth.
Tip #1: Choose the perfect tools & software
Templates
Using templates is one of the most effective ways to increase the productivity and efficiency of the employees in the workspace. During work, there can be a lot of repetitive tasks. For example, there are generally a lot of joinings in big corporates every month. From sharing offers to onboarding new employees, HRs use email templates that make the process quick and easy.
Templates can ensure that your documents, presentations, or reports are consistent in format, layout, and design. That can save time by eliminating the need to create a new design from scratch each time. You can also easily customize them according to your specific needs.
HRs can help employees by adopting and creating templates that can save the time and energy of employees.
Password Manager
Protecting your online accounts and personal information from cyber threats is one of the most important tasks in this digital age. Passwords need to be strong and complex, which are difficult to guess or crack by hackers. Since for safety, all passwords should be unique, remembering too many passwords is not an easy task. Sometimes, you also have to share passwords with coworkers. Therefore, you need a password manager.
A password manager can help you to generate strong and complex passwords, which can help prevent unauthorized access to your accounts. You can store all your login credentials in one place, and you only need to remember one master password which can save time and reduce the hassle of remembering multiple passwords. It enables you securely share passwords with coworkers without revealing the actual password. You can lock all your passwords safely with 1Password.
Project management tools
Project management tools can increase productivity in several ways, as they have centralized project information including tasks, deadlines, documents, and communication. That makes it easier for team members to find the information they need, reducing the amount of time spent searching for information. They allow team members to communicate with each other and collaborate on tasks and projects in real-time. That reduces the need for time-consuming meetings and email chains, making it easier to get work done. Also, the time tracking feature enables team members to track the time spent on each task or project. Analytics and reporting features help managers to track progress and identify areas for improvement. Thus, by providing a central hub for communication, collaboration, and task management, project management tools can help teams work more efficiently and effectively, leading to increased productivity. Trello is a popular project management tool that helps teams organize and prioritize tasks, collaborate on projects, and track progress.
Tip #2: Improve Your Working Patterns
Eat the frog First
Eat the frog First is the most effective productivity concept that encourages people to identify high-priority and challenging tasks (frog) and first complete those tasks in the morning (eating it). The idea behind this is that people will feel a sense of accomplishment and momentum that can carry them through the rest of the day.
Let’s say you are a salesperson and have been avoiding calling a client who is unhappy with your company’s services. It’s been weighing on your mind. Instead of putting it off, you decide to “Eat the Frog” and call the difficult client first thing in the morning. You prepare for the call by reviewing their concerns and coming up with possible solutions. When you make the call, you take a deep breath, stay calm, and listen to their concerns. By tackling this challenging task first, you free up your mental space and feel more motivated and focused to tackle other tasks for the day. You also prevent the task from becoming a source of stress and anxiety, allowing you to be more productive throughout the day.
Is that meeting necessary?
Business meetings can be essential for communication, decision-making, and collaboration within an organization. However, they can also be time-consuming and unproductive if not managed effectively.
To determine whether a meeting is necessary, ask yourself the following questions – what is the purpose of the meeting? Is there a clear agenda and objective? Who needs to be present? Are all attendees necessary, or can some information be communicated through other means such as email or a report? If your answer turned out to be yes, then a meeting may be necessary.
Before conducting any meeting always set clear objectives, assign specific roles and tasks to each participant, and provide necessary materials, such as reports or data, in advance, so that participants can review them.
Break tasks into small chunks
Completing tasks in batches is a productivity technique that involves grouping similar tasks together and completing them all at once.
● Identify tasks that are similar in nature and can be grouped together.
● Set a specific period for completing the tasks in batches. This could be an hour or two, depending on the volume and complexity of the tasks.
● Prioritize tasks within each batch based on their level of importance and urgency.
● Minimize distractions by turning off your phone or email notifications during batch processing time.
● Take short breaks in between batches to recharge and avoid burnout.
Completing tasks in batches can help you be more productive by reducing the number of task transitions and increasing focus. HRs and managers should collectively work on this.
Tip #3: Improve Your Office Work Environment
Improve the lighting in the workplace
Make sure that the office is well-lit. Poor lighting can cause eye strain and sitting for long hours in front of a computer or laptop screen, can even cause headaches and drowsiness to employees. Thus decreasing the productivity of the employees. Ample lighting not only enhances visibility but can also reduce errors by improving visual acuity and reducing eye strain, which can help employees interpret information better.
Also, the appropriate light is vital. Natural light deprivation can cause a negative effect on intellectual ability, a 2020 case study on University Students by the Department of Architecture, Korea University found that in the windows vs. basement classrooms, students with windows performed consistently better in the exams.
Reduce Noise Levels
Excessive noise levels in the workplace can be a significant distraction and can negatively impact productivity. One of the most effective ways to reduce noise levels is to use noise-canceling headphones. These headphones can help block out external noise and allow employees to concentrate on work. Also, adding sound-absorbing materials, such as carpets, curtains, or acoustic panels, can help reduce noise levels in the office workspace. These materials can absorb sound waves, reducing the amount of noise that bounces around the room.
HRs and managers should encourage employees to communicate in ways that do not disrupt others, using instant messaging or email instead of talking loudly across the room. Reducing noise levels in the workplace can help create a more peaceful and productive work environment.
Declutter
A cluttered and disorganized work environment can be a significant distraction and can negatively impact productivity. A cluttered workspace can be distracting and can make it difficult to focus on your work. It becomes harder to find the things when you need them. It can create a sense of chaos and increase stress levels. When the workspace is organized, it reduces distraction, improves time management, and reduces the time you spend searching for items. Thus, increasing the productivity and efficiency of employees.
Creation always happens on an empty canvas. By decluttering and organizing your work environment, HRs can create a more productive and efficient workspace. HRs and managers should take time to assess their workspace and identify areas that need decluttering and organizing.
Conclusion
Tim Ferriss, an American podcaster, author, and entrepreneur, said the famous phrase “Focus on being productive instead of busy”. Being an HR, you have to find that whether employees are not filling their day with tasks and activities that keep them occupied, they should concentrate on completing tasks that will help them achieve their goals and ultimately make the business progress toward success. It is possible that employees may be busy all day but not make any real progress or accomplish anything significant. Therefore, the emphasis should be on working smarter, not harder. HRs should help them in prioritizing the tasks that are most crucial and require their attention first, rather than getting caught up in unimportant tasks that can wait or be delegated. By focusing on productivity, employees and organizations can achieve more in less time and achieve greater success in the long run.