As an office leader, you want to ensure that everything in your workplace runs smoothly and efficiently. You can tell your employees to work harder and faster, but those words alone won’t do enough to make a difference. Instead, you need to find practical ways to inspire a higher level of productivity. With these tips, you can make your office increase productivity in a meaningful way.
1. Allow breaks
You might think that having breaks would limit workplace productivity, but there are many benefits to them. You need to give your employees plenty of time to recharge their batteries. Having regular breaks for 15 minutes every four hours can be tremendously helpful. You should also encourage your employees to get up and stretch a few times an hour. Staying seated for too long can have adverse health effects.
2. Try the Pomodoro Technique
The Pomodoro Technique is one of the best for increasing productivity. It involves setting a timer for 25 minutes, working on a task, taking a break (usually about five minutes) and setting it again for 25 minutes. After going through it four times, you can make a more extended break, up to 30 minutes long. Through this technique, you and your employees can feel productive without feeling weighed down by the clock. It helps productivity by breaking tasks into manageable increments. When the alarm goes off, you can be impressed by how much work you’ve accomplished in a relatively short period.
3. Cut down on meetings
Meetings aren’t just generally regarded as dull. They can be tremendous sucks of time and productivity from your office, and aren’t as needed as you may think they are. Instead, you can cut down on meetings and make things run all the smoother. If you have something important to share with your employees, let them know on the central office floor or through email. Should it be a more in-depth matter to be discussed, then you should schedule a meeting. However, you should make sure it doesn’t run overtime and that you stay on task.
4. Use the 5S system
You may ask, how is the 5S system going to improve my business? The 5S is not only about cleanliness or organization, but the 5S system helps improve overall productivity, and thus can significantly benefit your office. Used by such companies as Honda and Toyota, this Japanese-originated system involves focusing on frequent maintenance of one’s office and supplies. The 5 S’s are Sort, Set in order, Shine, Standardize, Sustain. Use in that order; they can ensure that everything is where it should be and kept in the proper condition. By following this system, you don’t have to worry about things being in disarray or people not being held accountable.
5. Give incentives
You can’t expect your employees to work harder strictly because you told them to. No matter how nicely you ask, they aren’t going to work to their full potential if they feel pressured. Instead, you need to show them you care and that their work is valued. There are many ways to do incentives. For instance, if you work in a sales-based field, you could have an award for whoever makes the most sales in a specific quarter. You could also switch up a work-day, or encourage a way to blow off some steam in at the office such as an on-site gym or yoga practice.
6. Upgrade equipment
Your employees might be working to their full potential, but is your office equipment? If your equipment is old and outdated, it’s time for an upgrade. Pay attention to how fast your computers, printers, copiers, and fax machines run. If they are lagging noticeably, it’s time to turn them in. It might be expensive to buy new equipment, but in the long run, it will be worth it. You might also consider integrating software into your business, to make it easier to keep jobs and tasks at sync throughout the day as you move from pen and paper to something more comfortable to update and share.
7. De-emphasize multi-tasking
Some people think that they can get away with juggling multiple duties at once. They might be able to do them, but are they doing them as best as they can? Our minds were not meant to focus on more than one thing at a time. Instead, you should have your employees concentrate on each task as it comes. There might be times when they need to put projects on hold temporarily. Just make sure that they aren’t scrambling like mad, trying to get everything done at once.
8. Be clear about expectations
As a boss, you need to be a capable leader. You should be a friend to your employees, but you should also be someone who can manage and delegate. If you need something done, you should tell your employees as soon as possible.
9. Lead by example
Your employees will feel somewhat misled if you aren’t practicing what you preach. If you have high expectations for their collective productivity, you need to live up to the standard you set. Be someone who is willing to work as hard, if not harder, as they are. Don’t be a show-off about it either. Instead, just come to work on time every day, and take responsibility for your duties. You should also show your employees you’re not above them by enlisting their help and asking for their input.
10. Keep morale high
You can’t expect your employees to be productive if they’re displeased with their work situation. To ensure a smooth and steady workflow, you must give them reasons to stay positive and productive. Make your office a happy place to spend time in. You should show appreciation for your employees, as you wouldn’t be able to run your workplace without them. In times of frustration, remember that a positive attitude can make a gargantuan difference. Things won’t always be perfect, but you can make them better through keeping focused and determined. Make each day count at your office. When you increase productivity in your office, you should also be able to boost morale. If employees are busy, but not overworked, they should feel much better about their work environment. Do all you can to listen to their input and suggestions regarding productivity. It’s vital that you come together as one for the sake of your business.
