improve productivity in the workplace

Though improving productivity in the workplace can be very beneficial to companies, it is not always the easiest thing to do. More people working for more hours does not result in more productivity. Business productivity is not measured by the number of hours you work but is measured by the work you put into those hours. This fact became more evident in the recent pandemic. When the pandemic hit, most companies shifted to the work-from-home model and something interesting happened. Overall productivity went up significantly since 2009 in spite of a reduction in the hours worked and people losing jobs.

Working from home boosted productivity because people spent less of their day doing unproductive things like commuting and there were fewer distractions socializing with other employees

The responsibility of increasing productivity lies with both the organization and its employees. For companies, this could mean investing in new technology, tools, or making changes to the existing workflows. For employees it means getting more organized at work. Let’s see how to improve productivity in an organization and how to increase productivity of employees separately.

Responsibilities of companies in increasing productivity in the workplace

Some of the strategies to increase productivity in the workplace include:

1. Adopt flexible working

In the last two years of the pandemic the workplace has undergone a drastic change. Many companies were forced to adopt the ‘work from home’ model where employees experienced the freedom of flexible working for the first time. They were able to cut down the time on office commutes and be in more control over their work-life balance. A survey of 1,000 U.S. adults showed that 39% would consider quitting if their employers weren’t flexible about remote work. Sticking to a rigid work schedule can have an adverse impact on business productivity.

2. Leverage modern technologies

It is certainly possible to increase productivity and efficiency using modern tools and technologies. Cloud solutions like Clariti and Office 365 can empower your users with amazing capabilities at an affordable cost. When your workforce has access to some of the best tools, your team will have the power, agility, and freedom to work on the things that matter most. Don’t let outdated tools impact your productivity adversely.

3. Connect dispersed workforce

Since the hybrid work model is here to stay, companies are looking at smaller physical office spaces and increasing the mobile workforce to save on overhead cost. In the hybrid model, companies get access to a wider pool of well qualified talent due to the absence of geographical barriers. But in order to connect this diverse workforce, companies should invest in mobile-friendly technologies to boost collaboration and business productivity.

4. Reduce online meetings

Video conferencing has seen a 535% increase for workplace meetings in 2020, and the value of the global video conferencing market in 2022 is estimated at $6.03 billion. Though online meetings are important for companies (numerous studies have shown that video meetings improve productivity by 50%) to communicate and collaborate on different projects, it is also true that frequent, lengthy, and unnecessary meetings can eat into productivity. According to Harvard Business Review, it takes at least 15 minutes to become productive each time after a break.

5. Incorporate employee engagement strategies

Low employee engagement is a universal problem for organizations of all sizes. A recent study found that just 15% of employees are ‘engaged’ at work. Financial compensation alone is not enough to motivate employees. Employees are likely to perform better when their feedback and views are welcomed. When the well-being of employees is maximized, productivity goes up automatically.

6. Unified communications

Many organizations use multiple apps for their team communications. This creates communication silos and a significant amount of team members’ time is spent searching for information rather than doing productive work. Given the level of information being generated on a daily basis, this is highly inefficient. A survey points out that almost 20% of the business time – the equivalent of one day per working week – is wasted by employees searching for information to do their job. A unified communication solution like Clariti can solve this problem. Clariti is a business productivity app that brings all emails, chats, calls, to-dos, and documents…in one app and automatically links related items in a TopicFolder.

7. Invest in training and development

Since the nature of the job market is fast evolving, companies must invest in upskilling their staff to use the latest technologies so that they can do a better job and be more productive at work. When companies express their willingness to invest in developing their staff’s skills, it sends a strong message that the management is committed to the team’s growth and development, which will inspire them to work much harder.

8. Automate repetitive tasks

Companies must identify the tasks that are repetitive and automate them. For example, in marketing, using automated tools for drip email campaigns and social media posts could save a lot of time that could be used for other productive work.

9. Create a comfortable work environment

You don’t want your employees to sleep at work, but creating a comfortable work environment can make them more productive. Companies should invest in ergonomic furniture to reduce stress on the body especially for those who spend long time at their desks.

Responsibilities of individuals in increasing business productivity

Productivity improvement strategies for employees include:

1. Stop multitasking

Multitasking doesn’t save time. Instead, it often results in unnecessary distraction and disruption of work. While we tend to think of the ability to multitask as an important skill for increasing efficiency, the opposite may in fact be true. It is always better to focus on one task at a time. A lot of studies have shown that attempting to do several tasks at once can result in lost time and productivity.

2. Make your mornings productive

Morning time is the most productive time of the day and don’t waste your morning hours on unnecessary tasks. Every morning, spend at least 15 minutes listing out the tasks that are most important for you and delegate the least important tasks to others and review them weekly.

3. Create a To-do list

Using a to-do app like Clariti lets you create to-dos that are linked to your emails, chats, and documents related to that to-do. Later when the to-do is triggered, all you have to do is look at the items related to that to do in one place to understand why the to-do was created in the first place.

4. Take breaks

Taking some time off in the form of breaks can add fun, relaxation, and entertainment to your job. Various studies have shown that prolonged attention to a single task can hinder performance and taking a break has a direct impact on boosting your productivity. Using work time to exercise may actually help improve productivity, according to a study published in the Journal of Occupational and Environmental Medicine.

5. Keep a tab on emails

Email can consume more of your time than many people realize. McKinsey Global Institute estimates that the average worker spends 28% of their workday processing emails. That’s about 2.25 hours of non-productive time. Don’t check your emails more than 4-5 times a day. Don’t keep reading and replying to emails as they come in. Instead, fix a time to respond to emails.

6. Reduce distractions

In the workplace you may face frequent distractions from emails, voicemails, or phone calls. During work hours, turn off your social media and smartphone notifications and concentrate on important tasks.

7. Hold stand-up meetings

There’s some evidence that standing meetings can result in increased group performance and productivity. That probably explains why agile meetings are gaining in popularity and they are preferred over other lengthy and unproductive sit-down meetings.

8. Use chat apps

Though communication is necessary for any business to grow, teams should try to restrict email usage for internal communications especially sending back and forth messages on the same topic. Using a communication app that supports online and offline messaging can save everybody time and make the communication go faster.

Conclusion

We hope you will find these productivity tips helpful, feel less stressed and accomplish more in the given time.

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