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5 Simple Ways to Create a More Productive Workspace

5 Simple Ways to Create a More Productive Workspace

Have you ever noticed how workspaces look so simple and organized in stock photographs? You know, like the image I’ve used for this article? That setup is so efficient it looks like work will practically do itself! Give me a break. No one’s desk really looks like that. Which can be a problem when it comes to productivity.

How Your Physical Workspace Affects Productivity

In 2011, OfficeMax conducted a workspace organization survey in which over 1,000 adults participated. A whopping 77% of participants said clutter damages their productivity.

Disorganization makes it hard to find things, and the time you spend searching through jumbled stacks of papers and folders is time you could have been using to accomplish a task.

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Over half of all respondents in the OfficeMax survey said that “disorganization impairs their state of mind and motivation levels.” Sooner or later, you start to feel buried under the conglomeration of materials you’ve accumulated. Getting your office or cubicle in order will help reduce stress and increase productivity.

Realistic Changes that Will Help You Get Organized and Be Productive  

I’ll guess that when you first started working for your current employer, the clutter you now face every day was not required for a job well done. Am I right? So there is no reason why you can’t get back to the basics of a more minimalist work station today. Don’t worry, your family photo can stay where it is.

1. Identify the Essentials

A great place to start is identifying what items you need to perform your job. We’re getting back to basics, here. Determine what your bare essentials are and then give each item a designated place where it is always within an arm’s reach.

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What should you do with the non-essentials you’ve had lying around? Toss them, file them, gift them, or return them to the appropriate person or place.

2. Establish a Filing System

Depending on the line of work involved, filing systems often vary from person to person. But there are some recommended basics to keep in mind when determining your method.

  • Separate “read” from “not read:” The papers you have already read should be placed in a separate folder or tray from the papers you have not read yet.
  • Categorization: Once you have read a document, categorize it appropriately. For some people this means color coding papers with post-it filing tabs to distinguish high importance items from standard, daily tasks. Others may prefer to file documents according to particular projects or clients. Choose the categorization method that makes the most sense for your job and—here’s the most important part—stick with it!

3. Minimize Noise

Has your office adopted an open floor plan? If so, you’re forced to work amidst disruptive noise. A study published by Cornell University reports that noise decreases productivity, increases stress and illness, and can lower job satisfaction.

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Your productivity also declines when listening to music, according to cognitive neuroscientist Daniel Levitin and a growing number of research studies on the subject. “In almost every case, your performance on intellectual tasks such as reading and writing suffers considerably when you listen to music,” explains Levitin.

What should you do? Since asking for your own office is probably out of the question, try investing in some noise canceling headphones and foregoing the music while you’re at work.

4. Prepare Your Work Area Ahead of Time

It only takes five or ten minutes to prepare your workspace for the following day. Set aside about ten minutes every evening before leaving the office to clear your desk of trash, clean mugs and other dishes, install necessary updates on your computer, and create a to-do list for the next day. These few minutes of organization will allow you to come into work each morning to a functional workspace that encourages productivity.

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5. De-clutter Your Computer Desktop

Not only do many office workers feel overwhelmed by the amount of clutter on their physical desktop, they also get stressed by the state of their digital desktop. If you’re working in an office environment, chances are pretty good that you rely heavily on a computer to carry out your duties. So it’s important to keep this part of your workspace clean and functional.

Create a digital filing system that provides quick, easy access to all of your documents. Again, the structure of this system will depend on your preferences and job function, but there are some guidelines that will help you along.

  • Avoid putting everything in one folder: This pretty much says it all. Saving all your files in the same folder is like dumping all of your papers and office supplies into one desk drawer. What a mess!
  • Logical categorization is key: Try taking the same categorization method you chose for your paper filing system and applying it to your digital documents.
  • Don’t go overboard with subfolders: Subfolders are great. But be careful not to over-complicate your system with too many of them. When important files are four or five clicks away, your intricate storage system starts to be a time waster instead of a time saver.

A workspace and the items within it should facilitate productivity rather than hinder it. Implementing these five changes will have you well on your way to accomplishing more each time you sit down at your desk.

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Last Updated on August 16, 2018

10 Huge Differences Between A Boss And A Leader

10 Huge Differences Between A Boss And A Leader

When you try to think of a leader at your place of work, you might think of your boss – you know, the supervisor in the tasteful office down the hall.

However, bosses are not the only leaders in the office, and not every boss has mastered the art of excellent leadership. Maybe the best leader you know is the co-worker sitting at the desk next to yours who is always willing to loan out her stapler and help you problem solve.

You see, a boss’ main priority is to efficiently cross items off of the corporate to-do list, while a true leader both completes tasks and works to empower and motivate the people he or she interacts with on a daily basis.

A leader is someone who works to improve things instead of focusing on the negatives. People acknowledge the authority of a boss, but people cherish a true leader.

Puzzled about what it takes to be a great leader? Let’s take a look at the difference between a boss and a leader, and why cultivating quality leadership skills is essential for people who really want to make a positive impact.

1. Leaders are compassionate human beings; bosses are cold.

It can be easy to equate professionalism with robot-like impersonal behavior. Many bosses stay holed up in their offices and barely ever interact with staff.

Even if your schedule is packed, you should always make time to reach out to the people around you. Remember that when you ask someone to share how they are feeling, you should be prepared to be vulnerable and open in your communication as well.

Does acting human at the office sound silly? It’s not.

A lack of compassion in the office leads to psychological turmoil, whereas positive connection leads to healthier staff.[1]

If people feel that you are being open, honest and compassionate with them, they will feel able to approach your office with what is on their minds, leading to a more productive and stress-free work environment.

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2. Leaders say “we”; bosses say “I”.

Practice developing a team-first mentality when thinking and speaking. In meetings, talk about trying to meet deadlines as a team instead of using accusatory “you” phrases. This makes it clear that you are a part of the team, too, and that you are willing to work hard and support your team members.

Let me explain:

A “we” mentality shifts the office dynamic from “trying to make the boss happy” to a spirit of teamwork, goal-setting, and accomplishment.

A “we” mentality allows for the accountability and community that is essential in the modern day workplace.

3. Leaders develop and invest in people; bosses use people.

Unfortunately, many office climates involve people using others to get what they want or to climb the corporate ladder. This is another example of the “me first” mentality that is so toxic in both office environments and personal relationships.

Instead of using others or focusing on your needs, think about how you can help other people grow.

Use your building blocks of compassion and team-mentality to stay attuned to the needs of others note the areas in which you can help them develop. A great leader wants to see his or her people flourish.

Make a list of ways you can invest in your team members to help them develop personally and professionally, and then take action!

4. Leaders respect people; bosses are fear-mongering.

Earning respect from everyone on your team will take time and commitment, but the rewards are worth every ounce of effort.

A boss who is a poor leader may try to control the office through fear and bully-like behavior. Employees who are petrified about their performance or who feel overwhelmed and stressed by unfair deadlines are probably working for a boss who uses a fear system instead of a respect system.

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What’s the bottom line?

Work to build respect among your team by treating everyone with fairness and kindness. Maintain a positive tone and stay reliable for those who approach you for help.

5. Leaders give credit where it’s due; bosses only take credits.

Looking for specific ways to gain respect from your colleagues and employees? There is no better place to start than with the simple act of giving credit where it is due.

Don’t be tempted to take credit for things you didn’t do, and always go above and beyond to generously acknowledge those who worked on a project and performed well.

You might be wondering how you can get started:

  • Begin by simply noticing which team member contributes what during your next project at work.
  • If possible, make mental notes. Remember that these notes should not be about ways in which team members are failing, but about ways in which they are excelling.
  • Depending on your leadership style, let people know how well they are doing either in private one-on-one meetings or in a group setting. Be honest and generous in your communication about a person’s performance.

6. Leaders see delegation as their best friend; bosses see it as an enemy.

If delegation is a leader’s best friend, then micromanagement is the enemy.

Delegation equates to trust and micromanagement equates to distrust. Nothing is more frustrating for an employee than feeling that his or her every movement is being critically observed.

Encourage trust in your office by delegating important tasks and acknowledging that your people are capable, smart individuals who can succeed!

Delegation is a great way to cash in on the positive benefits of a psychological phenomenon called a self-fulfilling prophecy. In a self-fulfilling prophecy, a person’s expectations of another person can cause the expectations to be fulfilled.[2]

In other words, if you truly believe that your team member can handle a project or task, he or she is more likely to deliver.

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Learn how to delegate in my other article:

How to Delegate Work (the Definitive Guide for Successful Leaders)

7. Leaders work hard; bosses let others do the work.

Delegation is not an excuse to get out of hard work. Instead of telling people to go accomplish the hardest work alone, make it clear that you are willing to pitch in and help with the hardest work of all when the need arises.

Here’s the deal:

Showing others that you work hard sets the tone for your whole team and will spur them on to greatness.

The next time you catch yourself telling someone to “go”, a.k.a accomplish a difficult task alone, change your phrasing to “let’s go”, showing that you are totally willing to help and support.

8. Leaders think long-term; bosses think short-term.

A leader who only utilizes short-term thinking is someone who cannot be prepared or organized for the future. Your colleagues or staff members need to know that they can trust you to have a handle on things not just this week, but next month or even next year.

Display your long-term thinking skills in group talks and meetings by sharing long-term hopes or concerns. Create plans for possible scenarios and be prepared for emergencies.

For example, if you know that you are losing someone on your team in a few months, be prepared to share a clear plan of how you and the remaining team members can best handle the change and workload until someone new is hired.

9. Leaders are like your colleagues; bosses are just bosses.

Another word for colleague is collaborator. Make sure your team knows that you are “one of them” and that you want to collaborate or work side by side.

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Not getting involved in the going ons of the office is a mistake because you will miss out on development and connection opportunities.

As our regular readers know, I love to remind people of the importance of building routines into each day. Create a routine that encourages you to leave your isolated office and collaborate with others. Spark healthy habits that benefit both you and your co-workers.

10. Leaders put people first; bosses put results first.

Bosses without crucial leadership training may focus on process and results instead of people. They may stick to a pre-set systems playbook even when employees voice new ideas or concerns.

Ignoring people’s opinions for the sake of company tradition like this is never truly beneficial to an organization.

Here’s what I mean by process over people:

Some organizations focus on proper structures or systems as their greatest assets instead of people. I believe that people lend real value to an organization, and that focusing on the development of people is a key ingredient for success in leadership.

Learning to be a leader is an ongoing adventure.

This list of differences makes it clear that, unlike an ordinary boss, a leader is able to be compassionate, inclusive, generous, and hard-working for the good of the team.

Instead of being a stereotypical scary or micromanaging-obsessed boss, a quality leader is able to establish an atmosphere of respect and collaboration.

Whether you are new to your work environment or a seasoned administrator, these leadership traits will help you get a jump start so that you can excel as a leader and positively impact the people around you.

For more inspiration and guidance, you can even start keeping tabs on some of the world’s top leadership experts. With an adventurous and positive attitude, anyone can learn good leadership.

Featured photo credit: Unsplash via unsplash.com

Reference

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