There are often times when we frantically try to maintain a balance in all things work-related, but this approach is not always efficient or sustainable. In the end, there is a feeling of burnout, fatigue, and missing out on other things in life. Maintaining high productivity is very difficult. In fact, an employee is only productive for 2 hours and 23 minutes every day, according to research by VoucherCloud.
The concept of "productivity" has existed in the professional sphere for a long time. And although we all hear this term, not everyone really understands the meaning. Productivity is often confused with efficiency, motivation, involvement, etc.
So what is productivity in the workplace, and how can we increase it?
What Is Productivity?
When employees use working time efficiently and achieve their goals quickly, that's productivity. At the same time, the process brings satisfaction and self-realization to the specialists themselves.
Productivity differs from efficiency in that it is focused on achieving results, on quantitative indicators. In contrast, efficiency shows the quality of work performed. If people are productive in their professional activities, it will positively impact their work outcome. Their morale will be elevated, and it will improve their overall well-being.
Statistics confirm that engaged employees are more productive, resulting in a 21% increase in profits. Employees are more satisfied with themselves and their lives if they engage in activities that coincide with their values and allow them to self-realize.
From all the above, it follows that productivity in the workplace is important for both a company and its employees.
Several Factors Negatively Affect Productivity:
- Distractions
On average, every three minutes, an employee is interrupted. Frequent distractions in the workplace interfere with the working process and thus reduce productivity. For example, modern open spaces have both advantages and disadvantages. One of the major disadvantages of such offices has been the frequent distractions from the work process. Recently, employees of open space companies have complained about the lack of personal space and, as a result, the lack of concentration at work, leading to reduced efficiency and productivity.
- Inefficient technical processes
Some employees have to spend a lot of time using outdated or inefficient processes and tools to complete their work. Examples include constantly looking in e-mail, dealing with technical problems like files that do not open, incorrectly written mail addresses, etc.
Such processes can be replaced by more modern, efficient ones. For example, an employee can communicate with a client using various messengers. Files can be transferred using various Google tools and so on. According to a study by Ultimate Software, 92% of employees say that having access to technology that helps them do their jobs effectively affects their job satisfaction and productivity.
- Difference of personalities
Personality traits have a direct and significant impact on labor productivity. Research shows that 20% to 25% of an individual employee's performance at work is due to their personality. Higher-performing employees tend to be more ambitious and open to new experiences than their less-efficient counterparts. In short, personality underlies all aspects of organizational behavior and performance. Therefore, a brief personality assessment testing could be a clue to building a more efficient workforce for an organization.
Actionable Tips to Increase Productivity in the Workplace
The productivity hacks we're looking at in this article are habits that modern teams and workers need to form. Many of them require breaking away from some established ways of working and retraining the way your mind operates in the workplace.
Here are some useful tips on not losing and increasing workplace productivity, employee satisfaction, and employees' well-being levels.
1. Create a Thoughtful Daily Schedule
Planning is an invaluable skill for structuring your day. Research proves that just a 10-minute break taken to plan your day can save you up to two hours of time and decrease diffused effort.
Income is important, so as you write down your goals, you should note the responsibilities that will lead to more income. Then you need to add those tasks that will add value, but always in turn. Develop a strategy before you start. This will ensure balance instead of disorganization.
2. Organize Your Projects and To-Do List
It is necessary to maintain simplicity, in everything and always. To simplify a large list of tasks and make intimidating projects more manageable, you need to plan. For example, team productivity is higher without using email. This means that it is necessary to use an internal communication system that would not clutter up the mailbox. By simplifying the process of organizing your workload, you will start working more efficiently.
3. Organize Your Space
It is very useful to organize and systematize the space as if it were a chef's kitchen, where everything is in its allotted place. 1 in 8 U.S. workers in an open office space says the layout has made them consider leaving their job.
Take the time to organize your workspace and make sure everything is organized. It will save time, reduce physical and mental clutter, and improve your workflow.
4. Stop Multitasking
The myth that the human brain is able to equally well control several tasks at once has long been dispelled. According to productivity statistics, multitasking can actually hurt your productivity by 40% instead of increasing it.
Do not multitask or jump from one activity to another. Immerse yourself in doing your favorite (or not very favorite, but very important) thing and completely concentrate on it. Instead of tackling multiple tasks at once, try incorporating the 1-3-5 rule into your work routine.
5. Delegate Tasks and Responsibilities
Sometimes it seems that no one will do a job better than you. You take on even those tasks that your colleagues could perform without loss. This leads to a loss of time and a loss of quality: if several people work on a project, the project has more opportunity for development.
The energy we spend on simple tasks is a resource. Learn not to spray it but to save and invest in moving forward. In addition, by performing tasks that have long seemed simple to you, you take them away from junior colleagues who could learn from them and improve their skills.
6. Stop Working
When we are too focused on some business, the rest of the world ceases to exist for us. We do not perceive external stimuli and also become immune to new ideas. And here, there is a danger of getting stuck halfway.
To stop boiling in the soup of yesterday's ideas and start moving forward, sometimes it's best to stop working for a couple of minutes. Pause for reflection, distract yourself, and air your thoughts. Taking a break for 10 minutes is more effective than spending the same 10 minutes trying to break through an invisible wall.
7. Take Care of Yourself
It may seem counterintuitive, but you need to pay more attention to yourself to make better use of your time. To reduce stress and improve your mood, it is recommended to rest and sleep more.
Lack of sleep is a risk factor for depression and anxiety. Therefore, it is recommended to: eat a balanced diet, avoid mood-altering things, maintain a balanced sleep, and exercise. For instance, the benefits of reading in your free time include improving concentration, preventing cognitive decline, and increasing work productivity.
Conclusion
It is important to remember to stop sometimes in the constant pursuit of results and demands for productivity from yourself and your employees. A person is not a perpetual motion machine, and one must be able to replenish internal resources.
Fatigue and burnout are the main enemies of productivity, which bring chaos to the company's work and are fraught with financial losses. Therefore, try to learn how to relax and teach this to your employees. After all, the main secret of productivity is balancing work and leisure.
About the Author: Tania Doshko is a motivated and avid content creator at WikiJob. She finds her inspiration in careful observations and amazement with the fastly developing world.
