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8 Overlooked Things That Are Hampering Your Office Productivity

8 Overlooked Things That Are Hampering Your Office Productivity

Productivity is a state or quality of producing something. Since people are not always the most stable of the beings, productivity is an elusive concept. We go to office and work there day in day out, but simply putting our time and effort without much focus does not always make us actually productive.

To actually be productive, you have to be in a stable state of mind and stay focused in your work. But that’s not always the case. More often than not, there are little factors that are dragging your work rate and actually hampering your productivity. Some of these factors are discussed in this post.

1. Noise

Putting it bluntly, any unrequired incoherent persistent disturbance can be labeled as a noise.

The office machines, chattering co-workers, nearby construction site or trains are the usual suspects when it comes to creating noise inside the office.  Though these may sound trivial, studies have shown these noises have serious implications with office productivity.[1]

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2. Temperature

Temperature is one of the most overlooked factors when it comes to creating an office environment. So it’s easy to grasp why employees persistently complain about the workplace being too hot or too cold.

It’s easy to see the picture; any place that is too hot, too cold or too humid makes the employees feel uncomfortable and reduces their productivity.

A study linked warm offices to fewer typing errors and higher productivity of the workers. The results of the study also suggested that raising the temperature to a more comfortable thermal zone saved the employers about $2 per worker, per hour.[2]

3. Light

It is a wide known fact that working in dark interferes with your eyes and decreases your productivity in the long run. But lighting has effects well beyond that: a study conducted by the American Society of Interior Design indicated that 68 percent of employees complain about the lighting situation in their offices.[3] Two of the most common complaints were that the lights in the office were either too dim or too harsh.

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While selecting lighting arrangements for your office, natural light is the best choice but consider this: an employer’s choice of lighting can have a considerable effect on the productivity of the company.

4. Interruptions

Imagine a situation where an employee is completely immersed in his/her work and out of the blue, a co-worker comes and asks him/her if he/she has a minute and then goes on to ask which color he/she should paint the nursery to? These types of situations are all but frequent in offices.

Time magazine estimates that on an average day, the workers are interrupted about 7 times an hour adding up to 56 times per day and more than 80% of time these interruptions result to mundane discussions.[4] Another research suggests that these interruptions are costing the U.S. economy $588 billion a year.[5]

Using time tracking software and optimizing employee break times can help alleviate the productivity problems due to inane interruptions.

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5. Air

Air is vital to us, yet we tend to overlook its significance. Poor quality air may lead to chronic problems like asthma and bronchitis while minor health problems like headaches, dry throat, runny eyes and respiration problems are frequent.

Research from the Technical University of Denmark concluded that poor indoor air quality in buildings can decrease productivity by as much as 6-9 %.[6] The problems do not stop at employees; even visitors tend to express their dissatisfaction if there is lack of fresh air. U.S Occupational Safety and Health Administration estimates that around $15 is being lost due to poor indoor air quality.[7]

Maintaining natural air circulation is the key. You should also strategically set up air conditioners so they can circulate fresh air with minimal amount of foreign particles being mixed in it.

6. Office Anatomy

Remember the mantra:  ‘Healthy environment creates happy employees’. Worryingly enough, the opposite is equally true as well. Unhealthy environments create dissatisfied employees. A bad office anatomy plays into the psyche of the workers and creates a mental barrier, which hampers productivity.

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A neatly maintained office anatomy helps to boost the productivity. Use privacy panels for increasing focus of employees and allow natural lights to flow in through the windows to help the workers concentrate more.

7. Tech Problems

There is an old proverb ‘Time is Money’. Consider the time you’re losing because of small tech problems like your computer crashing or the server going down. These days a majority of companies rely on evolving technologies to increase their efficiency but it’s not always the case.

Sometimes working with technology works against your favor, especially if you have little to no experience with it. It wastes a lot of your time with little development. To ensure maximum productivity, experiment with technology that you’re confident you’ll get a hold of.

8. Food

When discussing about office problems, people often tend to completely ignore the problems created by food quality. Employees take snacks during their work time. It helps to fuel their energy levels and helps them stay productive. But not all foods are good for you. A study by Harvard Business Review suggested that misbalance of glucose in sugar is bad for your productivity while consuming too much fat in your food makes you lazy.[8]

Consuming healthy snacks at specific intervals improves your digestion and smoothens your metabolic process to ensure you stay focused on your work, helping to increase your productivity.

Featured photo credit: Flickr via c2.staticflickr.com

Reference

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Nabin Paudyal

Co-Founder, Siplikan Media Group

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Last Updated on December 10, 2019

7 Strategies to Keep Employee Motivation High

7 Strategies to Keep Employee Motivation High

Highly motivated employees are essential to the success of any business. Most people spend a third of their lives at work.[1] That’s a significant amount of time away from home, apart from the people who make us happy and the things we love to do. So keeping employee motivation high is essential for creating an office environment that gets the best out of our people.

But do you know what motivates your people?

It’s simple:

  • Is their work stimulating?
  • Does it challenge them?
  • Is there room to grow, a promotion perhaps?
  • Do you encourage creativity?
  • Can they speak openly and honestly with you?
  • Do you praise them?
  • Do you trust your staff to take ownership of their work?
  • Do they feel safe in their work environment?
  • And more importantly, do you pay them properly?

Every one of these factors contributes to the general happiness of your employees. It’s what motivates them to come into the office each day and work hard, hit goals, and get results.

In contrast, an unmotivated employee is typically unhappy. They take more sick days, they’re not invested in seeing your business succeed, and they’re always on the lookout for something better.

Stats show that 81 percent of employees would consider leaving their jobs today if the right opportunity presented itself.[2] So it’s up to you to set aside time and energy to create a work environment that benefits every one of your employees.

These seven strategies will help you motivate your people to consistently deliver quality work and, more importantly, to stick around for the long term.

1. Be Someone They Can Rely On

You rely on your people to turn up to work each day, to come to you when they have a problem they can’t solve, to be honest, and to always engage professionally with customers.

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But this is not a one-way street. You, too, need to be someone your team can rely on. They trust you to have their backs when a client is unreasonable, to know that the decisions they make are in your best interest, and to make good on your promises.

If you say you’ll attend an important meeting, be there. If your company makes a profit and you’ve said you’ll pay a bonus, pay it. The goodwill of your people is something you never want to test, let alone lose.

Be reliable; it’s astounding how much this motivates your people.

2. Create an Awesome Company Culture

There’s no denying that company culture trickles down from the top. Your leadership and attitude massively influences the attitudes, work ethic, and happiness of your staff. If you’re always stressed-out, overly demanding, and unreasonable, it’ll create tension in your office which will adversely affect your employees’ motivation levels.

In fact, the HAYS “US What People Want Survey” found that 47 percent of staff who are actively looking for a new job, pinpoint company culture as the driving force behind their reason to leave.

So if you have high staff turnover, you need to determine whether your company culture might be the motivating factor behind your churn rate.

Here are four ways to build a culture that keeps your employees highly motivated.

  • Be conscious of the image you present. Your body language and attitude can positively or negatively impact your employees. So come to work energized. Be optimistic, friendly, and engaging—this enthusiasm will spill over to your people and motivate them to be more productive and efficient.
  • Appreciate your people and be reasonable. Celebrate your team’s achievements. If they’re doing a good job, tell them. Encourage them to challenge themselves and try new things. And reward when deserved. If they’re struggling, help them. Work together to find solutions and be a sounding board for their ideas.
  • Be flexible. Give your people opportunities to work remotely—this is highly motivating to staff, particularly millennials. They don’t want to be battling traffic each day on their way to work. They don’t want to miss their kids’ baseball games or ballet rehearsals. Stats show that companies that offer flextime and the ability to work from home or a coffee shop have happier and more productive employees.
  • Create employee-friendly work environments. These are spaces that inspire and ignite the imagination. Have you ever been to Google’s offices? No headquarter is the same. From indoor slides and food trucks, to hammocks, and funky work pods on the wall, gaming rooms, and tranquil interior gardens, there’s something for everyone. It’s a space where people want to be, catering to their need for creativity, quiet, or team building; you name it.

So take a look at your company culture and ask yourself, Is my business an attractive workplace for talented professionals? Does it inspire commitment and motivate my people? What could I do to improve my company culture?

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3. Touch Base with Your Team Weekly

Make time for your people, whether you run a remote business or work in an office, set aside time each week to talk to your people one-on-one. It’s non-negotiable.

When there’s an open line of communication between staff members, work gets done. Don’t believe me? A study by Gallup found that 26 percent of employees said feedback from their leaders helps them to do a better job.[3]

Your people want to feel trusted. They want to take ownership of their work, but they also need to know that when they have a question, they can reach out and get answers. If you’re unwilling to make yourself available, your team will quickly become unmotivated, work will stagnate, and your business will stop growing.

So block off time on your calendar each week to touch base with your people, even if only to let them know that what they’re working on matters.

4. Give Them the Tools They Need to Do Their Jobs Well

Imagine trying to run your business without electricity. How would you contact your clients? What would happen when your phone or computer battery died?

Technology is super critical to the success of your businesses. It allows you to work more efficiently, to be more productive, and to handle matters on-the-go. That’s why you need to give your people tools that will make their jobs easier.

Make sure their equipment is in good working condition. There’s nothing more frustrating than a laptop that takes ages to boot up. It’s got to go. Replace outdated software with new software. Don’t make your designer work in Coreldraw; give them access to the most up-to-date version of Adobe Creative Suite. Take it a step further and buy them a subscription to Shutterstock or Getty Images.

Make working for you a pleasure, not a pain; and watch your employees’ motivation levels rise.

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5. Provide Opportunities to Learn and Upskill

Would you believe me if I told you that 33 percent of people cite boredom and a need for new challenges as the top reason for leaving their job?[4] If you want to retain your talent, you need to upskill.

Thanks to technology, we live in a rapidly evolving world that demands we change with it. A copywriter is no longer just a writer; they now need to be experts in SEO, Google Adwords, CRMs, and so much more.

A pastry chef needs to be a food stylist, photographer, and social media manager. An entrepreneur needs to be a marketer—or at least take ownership of the marketing message for their business—if they hope to scale.

Technology makes all of this possible. No matter your location, your people can continuously expand their knowledge and gain new skill sets—something that’s highly motivating to employees. They want to know that there are opportunities to grow and develop themselves.

If you won’t invest in your people, then your business becomes just another job to tide them over until they find where they truly belong. So be the company that sees value in developing its people.

6. Monitor Their Workload

Overworked employees tend to be unproductive and unhappy. Your people cannot be at full capacity every day, month to month. Something’s got to give. They’ll become deflated and their work will eventually suffer, which will negatively impact your business.

What I like to do is implement a traffic light system. It helps me to keep a finger on the pulse of my business. So there’s red, yellow, and green:

  • Red means they’re fully loaded.
  • Yellow means they’re busy, but they can potentially take on more.
  • Green means they haven’t got enough to do.

I use this traffic light system because I don’t want my team members to be stressed out of their brains all the time. If they are, they won’t make good decisions and they won’t do good work.

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If my people are regularly overloaded, I have things to think about. Perhaps I need to hire a new person to help ease the load or take a closer look at what projects are good to go, and which can take a back seat.

And this is why #3 is essential. If I’m regularly engaging with my people, I’ll know that while they’re coping with their workload, it is impacting their performance and health, and I’ll take action.

7. Don’t Mess Around with Your Employees’ Pay

Never mess around with your people’s salary. As a business owner or high-level manager, it’s easy to forget that most people live from paycheck to paycheck. Delayed compensation can mean a missed bill payment, which could result in costly penalties they can’t afford or hits to their credit score.

So it’s your job to ensure that you pay your people on time.

The Bottom Line

A motivated team is an asset to any business. These people never give up. They get excited about coming to work each day and can’t wait to test a new theory or tackle a particularly tricky challenge. They’re proud of the work they do. And more importantly, they have no reason to leave.

Wouldn’t you rather be part of their success story than the business that drove them away?

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Featured photo credit: Emma Dau via unsplash.com

Reference

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