Cultures are not built, they are created.
Reread that quote. A culture, whether it be something as large as your entire organization, or as small as your team, is a complex whole that is created organically through the manifestation and implementation of consistent behaviors, actions, and practices. When a new person joins an already established work culture, they can read the employee manual to get a sense of what the team is about, but what really resonates are the actions of their team members in their daily tasks.
Regardless of the industry you are in, the foundations for creating a great culture within your organization and team are always the same. Through these behaviors and actions, we can set the base for a great culture to emerge.Advertising
Who do we want to be?
In the case of a startup company, the founding members have the best purview of who they want to be and where they want to go. If you are starting a new team or taking over an existing one, you need to first take a step back and determine who you want to be, what will define you and your team, and what you see as the implementation of your guiding principles to achieve that goal. In its simplest form, this can be a set of tenets laid out on everyone’s desk that drive people’s actions, or a few keywords that reinforce those values. Whichever form it takes, remember that it must be clear. If you can’t articulate it in 30 seconds, how do you expect someone to understand it and follow it?
If people are constantly asking for clarification, then you need to clean it up and simplify it.
In any team, there will always be failures and successes – whether it be for the team itself or an individual who made a mistake. A cornerstone of any great team culture is to ensure that when failures happen, they are treated the same as successes – what did we do wrong, how can we learn from this, what do we do next – those are the approaches to failure that breed trust within a team.Advertising
If every failure is harped upon and made an example of, then you’ll never get to see the benefits of empowerment, determination, and passion that shine through in those toughest moments. It must be emphasized that in these scenarios, trust goes both ways – just as you need to trust those on your team when they fail, you too should be trusted by your team when you fail and make mistakes.
It’s not always easy, but when that commitment to knowing that everyone is working towards the same goal and possibly stumbling along the way to get there, the commitment to achieve is further emboldened.
From knowing who we are and trusting one another, a sense of empathy starts to emerge where we know the success of the team is not tied to individual performance, but instead to that of the team. When this is understood, as a team, we work harder to listen more and talk less, understand someone’s weaknesses and identify where we can help, and give respect to those around us. New team members often bear the brunt when a lack of empathy is in place with words such as, “I’ve already explained it enough times, what’s taking so long to understand it?” when really what should be said is, “what can I do to help you wrap your head around this or understand what to do next?”.Advertising
Empathy as a part of culture forges the bonds for our final piece of building a great culture. Empathy really comes into play in our feedback channels to one another. A great team culture needs to have a proper feedback mechanism in place where team members feel open to receiving critical feedback on their performance. Providing it at the same time and knowing the feedback given and received is for the benefit of the team and not hidden agendas.
Capacity for Growth
A good culture works on what you are doing today, grinding through tasks, checking off boxes, while looking like superstars. A great team looks to the future, what is coming down the pipe next, what should be thought about, what factors are going to affect us, and how we hit that challenge coming down the road. When a team is built for the capacity of growth, they are not looking for quick wins and pyrrhic victories, instead, they are focused on long-term growth, development, and sustainability. It’s when all the other elements to a great culture are in place that we can truly consider the capacity for growth. When a project goes badly based on a new approach, the team doesn’t assign blame, they learn from the mistake and move forward, not returning to the status quo, while staying committed to growing and trying something new.
While looking at each piece of a team culture, one might assume that you could have three pieces of a foundation and skip the one that doesn’t affect you today. But this would be a failure as all pieces must work together in unison, bound by an unflinching desire to create something that can withstand the good times as well as the bad without the team feeling the effects one way over the other.Advertising
You can’t build a culture, but you can create one.
Featured photo credit: VIKTOR HANACEK via picjumbo.com
Last Updated on January 21, 2020
How to Increase Work Productivity: 9 Ground Rules
We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.
So, what can we do about it? How to be productive at work?
While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.
Keep reading to find out our tips on work productivity.
Table of Contents
What Does It Mean to Be Productive?
“How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.
But what does being productive actually entail?
Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.
Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.
It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.
Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.
9 Ground Rules on How to Be Productive at Work
1. Avoid Multitasking
Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.
Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time. That’s because your focus and concentration is constantly hindered due to having to switch between tasks.
If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.
2. Turn off Notifications
According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.
Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.
The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.
Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.
3. Manage Interruptions
There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.
Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.
If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.
By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.
4. Eat the Frog
Mark Twain once famously said that:
“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”
What this basically means is that you should get your biggest, most urgent task out of the way first.
We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.
Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.
5. Cut Down on Meetings
Meetings can use up a lot of time, which is time that can be used to do something useful.
You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.
The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.
But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.
If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.
6. Utilize Tools
Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.
If you’re the manager or business owner, ensure your team has the right tools in place.
And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.
Some examples of tools that could be used:
- Slack for team chat and collaboration.
- Samepage for video conference software.
- Zendesk for customer service engagement.
- Zenkit for task and project collaboration.
- Wunderlist for listing your to-do’s.
- Wekan for an open source option.
- Zoho Creator for a free online database.
- Ninox for a variety of templates.
- QuintaDB for a web-form builder and CRM.
- Clockify for a free tracker.
- TMetric for workspace integrations.
- TimeCamp for attendance and productivity monitoring.
You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.
7. Declutter and Organize
Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information. Which is why keeping your work environment well ordered and clutter-free is important.
Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.
Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.
Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)
8. Take Breaks
Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.
As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.
Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.
Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime
9. Drink Water
Although we know we should, it’s easy to forget to drink enough water during the working day.
Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.
Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.
A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.
If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.
You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)
The Bottom Line
The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.
After all, it’s something that can be perceived differently depending on the exact job and work environment.
In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.
A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.
Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.
More About Boosting Productivity
- The Ultimate Guide to Prioritizing Your Work And Life
- 30 Best Productivity Books You Should Read To Boost Your Productivity
- 13 Strategies To Jumpstart Your Productivity
- The Careful Art of Delegation
Featured photo credit: Cathryn Lavery via unsplash.com
|||^||American Psychological Association: Multitasking: Switching costs|
|||^||Gallup: Most U.S. Smartphone Owners Check Phone at Least Hourly|
|||^||Unclutterer: Scientists find physical clutter negatively affects your ability to focus, process information|
|||^||Growth Business: Clutter and employee productivity: Disorganised employees can cost managers up to 10 per cent of their salary|