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Last Updated on November 27, 2020

15 Office Design Tricks That Will Increase Your Productivity at Work

15 Office Design Tricks That Will Increase Your Productivity at Work

Where you work has an enormous impact on how you work – on your ability to focus (and stay focused) and your overall ability to be productive. That means the design of your office, whether you work at home or in a larger company environment, is of supreme importance. This isn’t just about Feng Shui, this is about producing results and getting things done.

According to studies done on workplace and productivity, the most significant factor in determining an employee’s ability to focus is their physical environment. In fact, it’s been said that a well-designed office can increase your productivity about 20%. However, despite the studies and statistics, nearly half of the employers interviewed don’t consider workplace design a good business investment.

So what is a productivity hack to do? What if you work in an environment that doesn’t promote focus?

Check these 15 factors and make changes where you can. A little adjustment can produce a lot of impact.

Lighting

Lighting is one of the most important factors in staying focused and feeling inspired to create, yet it’s one of the most overlooked and least invested in. Bad lighting can cause fatigue, eyestrain, headaches and overall irritability. Dark spaces can actually produce depression.

If you work in a company office:
You probably have no control over your general lighting so bring in your own, if need be. Consider using natural light bulbs or a light therapy device.

If you work from a home office:
Open the windows and doors and let natural light in. Using lamps in a variety of areas for cloudy days or when it’s dark.

Chair and Table

If you’ve ever sat at a desk to do work but found yourself adjusting, stretching and moving too often to actually stay focused, then you’re aware of the importance of having a correctly fitted table and chair. In today’s work environment where so many of us are sitting for most of our day, it is critical that your throne fits your body probably.

Consider these quick ergonomic checks:

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  • Eyes 24-36 inches from the computer screen. The top of the monitor should be below or at eye-level.
  • Feet should be on a foot rest or resting on the floor.
  • A slightly reclined chair posture is best to reduce pressure on your spine and minimize lower back pain.

If you work in a company office:
Ask for an adjustable chair. Add pillows for your lower back or bum, if you need it. Many companies will also provide risers for computers to adjust the height of your computer screen (and a separate keyboard to keep your hands and wrists in the ideal position)

If you work from a home office:
Invest in a decent chair or at least use a few pillows to make the chair more comfortable. If the table is too high, add pillows to your chair. If it is too low, consider buying leg risers from your local hardware store and using books beneath your computer to raise the screen. Use a separate keyboard.

Clutter

Your mama was right, it’s important to clean up your room. Clutter may help the creative mind create, but it isn’t necessarily helpful for focus and productivity.

If you work from a company office: While you can’t control the cleanliness of the office at large, do keep your own environment around you clean. Spend 10 minutes every morning or evening making sure things are put away, filed, organized and generally out of sight so you’re not distracted by it later.

If you work from a home office: Because you work from home, the entire house or apartment is potential for distraction. If you can afford it, hire a professional cleaning service to keep your home clean. If not, schedule a specific day and time to clean your home. Commit to doing daily pickup at a specific time. And spend at least 10 minutes every day making sure your office  is organized and tidy.

Room Color

The colors around us all have an effect on our moods and brain function. It evokes both a physical and emotional response. So choosing the right colors for your work space has the ability to affect your productivity. For instance, blue has been said to illicit productivity. Mind you, too much of anything can be overwhelming, even color.

If you work from a company office: Bring in items from home that are a certain color that inspire you and keep you focused. Use postcards, magazine cutouts, even just blocks of color will do.

If you work from a home office: If you work from home, you have much more control over the colors around you. Consider repainting a wall, adding color to the table you work at, or hanging pictures that are dominated by a specific color.

Room Temperature

Most offices keep their temperatures around 65-68 Fahrenheit but it turns out that this might not be good for productivity. Warmer rooms actually make people more productive.

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If you work from a company office: Most offices are regulated by somebody else, so bring a space heater, sweaters and blankets to your work space.

If you work from a home office: Depending on the season, open the windows or adjust the heat or a/c so that you’re more comfortable and warm. Pile on the sweaters in the winter or add a space heater to your feet.

Room Scents

Like the color of the space you work in, our sense of smell can powerfully affect our mood, mindset and thus our productivity. Consider adding scents to your work space to jar your mind into focus when you start to notice yourself drifting off.

Try using these scents to stay focused:

  • Pine – Increases alertness
  • Cinnamon – Improves focus
  • Lavender – Helps to relax you during a stressful work day
  • Peppermint – Lifts your mood
  • Citrus (any) – Wakes you up  and lifts your spirits

If you work from a company office: Most people will not appreciate added scents to their work environment so you’ll need to keep it subtle. Keep essential oils in your bag or drawer and when you’re in need of a boost put a few drops on a handkerchief or cotton ball.

If you work from a home office: Use candles, incense or essential oils. You can also simmer herbs and spices in the kitchen to fill your home with a warm scent.

Noise Level

The noise level in a work environment can vary greatly depending on the size of the team you work with, the office design and company culture. But make no mistake, the noise around you affects your ability to stay on task. Not only can it be distracting, it can also raise stress levels making your ability to sustain productivity far more difficult.

If you work from a company office: Bring in noise cancellation headphones and use music services like Spotify or Songza and choose concentration boosting sounds, like white noise.  Find out if your office offers quiet work spaces for times when you need the utmost focus.

If you work from a home office: Sometimes the complete quiet can be as distracting as an office. Use a service like Coffivity to mimic the noise of a coffee shop, which has been said to help with concentration.

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Air Quality

Air quality can drastically affect our ability to focus and think clearly. Get this: OSHA estimates that the total annual cost of poor air quality in office environments costs employers $15 billion “due to worker inefficiency and sick leave.” Yeah, it’s serious business.

If you work from a company office: Talk to them about installing air filters. If there is a way to bring in fresh air through windows or doors, arrange to have them opened for at least a portion of the day. If nothing else, get a personal air filter to have on your desk or nearby.

Also, get a plant (or better yet, have the company buy and use more plants in the office!). Plants are great at filtering the air and providing clean, purified oxygen.

If you work from a home office: Open windows and doors and let in the fresh air. Install an air filter or get a portable air filter to keep near your desk. And, yes, you too should get a plant.

Different Spaces

If you can manage it, give yourself more than one space to work from. Putting yourself in a new space with different qualities and things to look at quite literally shifts your brain and helps you stay focused.

If you work from a company office: Many offices offer a variety of environments to work from: your personal space, lobbies, break out rooms, conference rooms, kitchens and eating areas and, if you’re lucky, they also provide lounge areas. Use all these spaces to vary your routine. Make sure your supervisor knows so they don’t think you’re slacking off and know tat you’re actually getting more done!

If you work from a home office: If you work at a desk, add a comfortable couch or chair to the room. If your space is less flexible or ultra tiny, think about more creative ways to change your work space. Rotate the pictures on your walls every couple of days. Sit on the other side of your desk. Get a lamp and multiple colored bulbs. Or go work at a café, the library or in a park.

Organization of People

Most employers organize employees around job function or in specific divisions. Instead, studies show that people are more creative and productive when they are sitting with colleagues that share the same goal or client. Not only are you able to get answers and generate solutions quicker, but because you’re directly accountable to the people around you, you’re more likely to stay on task and productive.

If you work from a company office: Ask your employer if you can experiment by clustering your group together in a conference room for a day or a week. Get feedback from everybody involved. Show the results. If your company won’t make permanent adjustments, perhaps they’ll allow you to work together a couple times a week when the conference room or lounge area is free.

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If you work from a home office: This is a little bit more difficult because when you work at home you’re not with colleagues. You can recreate a similar space digitally, however. Create a Skype group and have everyone logged in during working hours. You can do morning accountability and check-ins while remaining available for questions, solution-finding and general banter that promotes creativity.

Idea Storage

Ever been working hard when you’re suddenly distracted by a great idea? At first you try to push it away, but then the next thing you know you’re 20 pages deep into an online search on the topic. Ideas should be encouraged and cultivated, but when they come right in the middle of another task it can be incredibly distracting. Instead, create a place to store your ideas that’s easily accessed from your work space.

For both a company and home office: Keep pads of paper around, have a chalk wall, get a white board – when you have a spark of inspiration write it down right away to get it out of your head then return to the task at hand. Then, at the end of the day or when you have free time, collect all the ideas and review them. With a little time and space you can better decide if it’s worth pursuing or better to leave it on the back-burner.

Refreshment

Our brain needs nourishment to keep going, especially when we’re driving hard and staying focused. You can let a rumbling stomach go on for only so long before the brain shuts down. Assuming your different is like wanting your car to keep driving without having to stop and fill it with gas. A novel idea, but not realistic.

If you work from a company office: Pre-make snacks for the day and/or week. Or, bring in prepackaged snacks. Keep in mind that junk food has properties of diminishing returns so if you’re buying your food prepackaged think nuts, fruit, unsweetened yogurts, and hummus and crackers. Likely, your company provides coffee, tea and water so you don’t have to worry about supplying that for yourself.

If you work from a home office: If you work from home, this can be a key distraction. Try to reduce the number of times you walk into the kitchen each day. To do this, keep quick and   easy snacks pre-made or prepackaged ready and near your desk. Keep a water bottle nearby. And consider bringing a kettle into your office and stocking tea and coffee so you’re   not tempted to wander around the house and lose time poking through the pantry.

Bring in Nature

We are biological creatures, first and foremost. So we are deeply affected by our access to (or lack of) the natural world. It’s important for our psychological and physiological functioning, which directly affects our ability to be productive.

If you work from a company office: If you don’t have windows in or near your work space, bring in pictures of the outdoor world. Keep a picture of something natural as your screensaver and/or desktop wallpaper. Take walks outdoors at lunch or in between major tasks. Just a few minutes outside in the fresh air and sunshine can boost our mood and shake out the doldrums. Be sure to add a plant to your desk, too!

If you work from a home office: Keep the shades open and, if you can, let in fresh air. If you can’t see anything natural out of your window, keep pictures of the natural world as your screensaver and/or desktop wallpaper. Take walks. Or, just step outside and put your feet on the ground. Put plants in your office – research shows that having live plants in your office makes you more productive, happier and less stressed.

Digital Space

For most people, our primary work is housed within our laptops and our physical environment simply the backdrop to our digital lives. Make sure your computer has software that helps you sculpt the digital environment that best elicits productivity. Use focus apps like this one or this to decrease distractions. Or design your day using intervals with an app like this one to keep you at your peak focus throughout the day.

Featured photo credit: Phil Desforges via unsplash.com

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Heather Rees

Career coach and creative startup strategist

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Last Updated on January 12, 2021

How To Protect Your Focus From Being “Robbed” By Notifications and Social Media

How To Protect Your Focus From Being “Robbed” By Notifications and Social Media

Between a cell phone that’s always ringing, a plethora of social media apps vying for your attention, and a steady stream of text messages, it probably feels like you can never get a moment of peace.

Think about how many times you’ve been working when a notification pops up on your screen. The message might be important, but more often than not, it’s just spam that pulls your focus away from your project.

Imagine all the times you’ve been in a meeting and felt the distinctive buzzing of your cell phone. Putting a smartphone on vibrate doesn’t make it any less disruptive for its owner. You instantly divert your attention from the other human beings in the room to the device in your pocket.

Distractions make you work harder

Studies suggest that the average American worker is interrupted every three minutes and five seconds.[1] An estimated 6 hours of productivity are lost every day to distraction. When someone is interrupted, they not only have to deal with the disruption, but then they have to use even more time and energy to get back into their work.[2]

It’s not only annoying to feel like you can never situate your mind on one task, but it also keeps you from doing your best work. The greatest ideas require time for mental processing. You have to do research and dig deep to come up with exciting ideas. If your focus is shallow, your ideas will never be able to develop to their fullest potential.

Our concentration naturally fluctuates

It would be nice if you could simply disconnect from the internet and have a consistent ability to concentrate, but that’s not how your brain works.

If you were to visualize your concentration throughout an 8-hour work day, it might look like this graph.

Throughout the day, you will experience peaks and valleys in your energy levels. You might feel a jolt of productivity after you go for a walk or have a cup of coffee, but there will also be points in the day–like right after lunch–where you’ll feel sluggish. You create your best work during periods of high energy and focus.

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Protecting those peak periods ensures that you can maximize your work time. When you constantly shift your focus back and forth between your work and distractions, your brain has to work extra hard to get back on track. Opening your Facebook page or replying to your friend’s What’s App message is almost never worth the productivity cost.

You will still have peak moments of productivity when you face interruptions, but the peaks will not be as high. This is because jumping between items wears you out. You lower your potential productivity every time you give in to distraction.

To be successful, you have to root out anything that stands in your way. The inability to concentrate will affect your work performance, but you can take control of the situation.

How to maintain focus in a sea of disruptions

Being able to give your best at work doesn’t mean that you have to disconnect from the world entirely. You can still enjoy the connections you have through technology, but there are a few ways that you can keep them from having a negative impact on your work.

One of the first things that you can do to minimize your distractions is set aside a time for them. Give yourself windows of time when it’s acceptable to look at Facebook or respond to messages.

Start by listing out the things that most commonly distract you. Maybe you get sucked into the rabbit hole of Facebook if you get a notification. Perhaps you find that your friends texting you throughout the day pulls you from work. Whatever it may be, write it down.

Then, set aside a time slot in which you are free to use the apps as you please.

Plan to use your distracting apps during times when you need to restore energy. As you can see from the graph, times when you need to restore your energy are also times when you may not be as productive.

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Instead of giving up peak energy times, sacrifice the time when you aren’t working well to engage with technology. When your recovery time has ended, jump right back into your work.

It might seem counter-intuitive to make time for these distractions during your day, but if you create a schedule that protects periods of peak energy, you will actually boost your productivity. Instead of being inundated with notifications or thinking about the next time when you are allowed to check your messages, you’ll have designated times for that.

Rather than shift your attention at random, you can focus fully on the task at hand until it’s your time to play on social media or check messages. Using this approach can help you regain a lot of your brain power because you won’t have to waste it on refocusing. You’ll simply do less important tasks during natural breaks in your day.

Set up a system to limit distractions

Just because you vow to check your messages and look at social media during certain times doesn’t keep distractions from happening. You’ll need to set up a system to keep disruptions at bay.

You can’t always control when someone is going to send you a message or when you’ll get a notification. You can start by adjusting your settings. Most apps allow you to opt out of notifications. Stop push notifications from non-essential apps.

For everything else, you need a different plan. We may be able to avoid opening social media tabs, but sometimes the messages still pop up on our phones. At the same time, most of us want to continue to use social media to stay connected and receive important information.

Try planting some trees with your concentration

The Forest app helps you train your brain to avoid distractions during work time. You can use Forest on your desktop or smartphone. The app works by enabling you to establish an amount of time during which you do not wish to be interrupted. You can adjust the amount of time from 10 minutes up to several hours.

Refer back to the list of distractions that you made earlier. You can take the websites and apps that drain your time and add them to the Forest’s blacklist.

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    The amount of time that you wish to stay off of distracting websites and apps is called a “planting session.” When you decide that you want to “plant a tree,” the countdown timer starts. If you access a blacklisted website during the time when you are supposed to be working, the app will remind you that your tree is still growing. You will have to decide whether or not you want to kill your tree, which is harder than you might think.

      When you can successfully stay off of distracting sites for the allotted time, your tree grows, and you get coins. The coins will allow you to unlock other types of trees.

        As you continue with your work session, you can see a countdown timer and an animation of a tree growing from a seed to its full splendor. Usually Forest also includes an inspirational saying to keep you on track if your focus starts to drift.

          To make the impact of your efforts even greater, success in Forest also gives you the option to plant a tree in real life.

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          This simple visualization can help you break the bad habit of checking your phone or accessing websites that disrupt your thought processes. When Forest asks you if you would like to “give up” and kill your tree, most often you will realize that the reason you were heading to the blacklisted website wasn’t that important anyway.

          Sometimes you just need a small reminder to stay on task. Use Forest during your peak productivity times so that you don’t waste the most valuable parts of your day.

          You have to identify the distractions before you can stop them

          You may be wondering how much of your peak productivity time you are losing to mindless distractions. The only way to find out is to take a closer look at your habits. Notice the times when you seem to do your best work. Name the sources of notifications and interruptions that decrease your attention. After you have done this, use an app like Forest to cut out the distractions.

          Using Forest will not prevent you from being tired, and it won’t keep you from staring off into space, but it will make you think twice about wasting time on sites that distract you.

          When you are able to experience a distraction-free work environment, you’ll recognize how much more you are able to accomplish. You’ll be able to do your work more efficiently, and you won’t feel the fatigue of constantly re-centering yourself. Soon, your desire to stay focused will be stronger than the temptation to click on your notifications.

          Featured photo credit: Viktor Hanacek/ Picjumbo via picjumbo.com

          Reference

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