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The Behaviors that Destroy Communication in Workplace (and How to Avoid Them)

The Behaviors that Destroy Communication in Workplace (and How to Avoid Them)

I’m going to kick this article off by giving you examples of two kinds of people: these are generalizations of course, but the idea here is for you to get a clear picture in your head of these people and see how that makes you feel. Who knows—maybe you’ll see yourself in one of these examples, as self-reflection often comes in unexpected places, and realize that there are a few things you could work on. Then again, let’s not get too lofty.

The Worst Guy 1:

Heather storms into your office (or cubicle or what have you), and says “Please tell me you’re ready for the meeting this afternoon. I hope you are, because I haven’t had time to get any of the work done. I’ve been so slammed with this extra project that Jack gave me, you know Jack right, the head of marketing? Well, he gave me this project to work on and I just haven’t had time to prepare for this meeting, so you’d better be on the ball because we don’t want to look stupid do we? Anyways, it’s not like you’ve been busy have you, I mean, what do you make thirty two a year…?”

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As you can imagine, it goes on for a bit longer, and you don’t manage to get maybe one or two words in, if you’re lucky. Heather, in this example, is far too aggressive. She barges in and starts yapping without any regard to what you may have been working on or what you may have been doing. Not only that, she is completely unprepared for a meeting and expects you to carry her. To add icing to the aggressive/annoying/obnoxious cake that she has brought into your office, she says that the reason that she isn’t prepared is because she was given this extra project and, in a way, is implying that she is special for having been chosen to do it.

Basically everything about this approach to communicating in the workplace is wrong.

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The Worst Guy 2:

You’re at the machine in the copy room, making sure there are enough flyers advertising the softball team to go around (keep in mind that these are just examples and it doesn’t matter whether there is a softball team, or if you work in a real office, at all). Gary walks in and stands behind you. He hasn’t announced himself yet, or tapped you on the shoulder, but you know he’s there. You also know that he’s the shy sort and likely won’t announce himself, so you turn around. “Heya, Gary” you say. “Oh. Hey, you” he responds. “So. I know that we have the end of quarter analysis coming up and that we’re all going to be busy, but, I don’t know, do you think that you could hurry up with that spreadsheet? I mean, you don’t have to. I guess. I could do it. It’s only, you know, I have this vacation coming up and, well, I did kind of want to take it before the next quarter. I guess I don’t have to, go on vacation I mean, it’s just that…”

This isn’t as bad as Heather, for sure, but nearly. Gary, in this case, is much too passive. In fact, he’s well beyond passive and bordering on milquetoast. For those of you who don’t know what a milquetoast is, it’s the perfect way to describe people like Gary: wishy-washy pushovers who don’t seem to be able to stand up for themselves, but also can’t help but play the victim.

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Again, the examples were drastic, but the point was to get the type across. When dealing with office relationships you can’t come off as too aggressive (it never pays to be on everyone’s “people to kill” list), and passive doesn’t work either because you’ll never get the respect that you deserve.

There is a fragile balance in the workplace where communication is concerned, especially at modern shared workspaces where you may not be speaking to someone in the same company.

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Here are some short-but-helpful tips to keep in mind when it comes to coworker communication:

  1. Get to know your coworkers—taking the time to befriend the people you work with is time well spent, believe me. It’s always nice to have someone on your side, and a friendly work environment is more productive.
  2. Look for the positive—everyone has faults, but it’s often the case that someone’s faults can become positive attributes, when focused through the right lens.
  3. Goals are the key to a successful business relationship—this goes for clients as well as coworkers. If you find yourself having difficulty communicating with someone, approach them and try to find a common goal you can both work towards. You’ll be surprised how quickly the differences between you fade.
  4. Stand up for yourself—there always comes a point, unfortunately, when looking for positive traits, and commons goals just doesn’t work. It’s then that you have to stand up for yourself. Don’t submit to the Heathers of the world who expect you to do their work for them.
  5. 5. Keep the dialogue open—this goes for everyone. Whether you are having a phenomenal time with Heather, or are about to nudge Gary out of an open window, the lines of communication must be open; between you, your coworkers, and your boss. This is easier said than done, I know, but well worth the effort in the end.

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

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.

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.

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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.[1] 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.[2]

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:

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“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.

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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:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • 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.[3] 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.[4]

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

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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.

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Featured photo credit: Cathryn Lavery via unsplash.com

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