How Smartwatches Can Increase Productivity in the Workplace
10 ways to boost your productivity at work
You reach the end of your workday and glance down at your (now coffee-stained) to-do list.
Youre immediately overcome with frustration as you realize that barely half the tasks are checked off.
Seriously, what happened? Youve been at your desk for the better part of eight hours. Why didnt you get more accomplished?
Maintainin a high level of productivity is not intuitive or easy but you dont have to resign yourself to feeling discouraged and depleted at the end of every workday. We rounded up ten top-notch, rock-solid tips you can put into play to channel your focus, and defeat your to-do list plus a quiz to help get you started.
1. Manage your energy, not just your time
People naturally have ebbs and flows in their work processes or in how well they can focus, explains Dr. Melissa Gratias, a workplace productivity coach and speaker. These peaks and valleys in your focus and motivation are naturally occurring in your body, driven by your ultradian rhythms.
You cant compete with science. So rather than doubling down on your caffeine intake, the smarter move is to pay close attention to the times of day when you feel most energized.
Keep a journal for at least a week or two (one day isnt long enough to identify trends) and note how you feel. Youll have an easier time spotting your biological prime time the times youre most in the zone.
With that information, you can allocate your work more effectively. Plan your deep, complex, or creative work for your golden hours (you can even block off your calendar) and save menial tasks for the times when you feel a little more drained.
2. Build a better to-do list
The critical behavior that I advise people not to fall into is setting yourself up for failure before the day even begins, Gratias says. If we pull out a task list of 25 things to do, were guaranteed that were going to be disappointed in our progress at the end of the day.
Try whittling down to your priorities Gratias recommends choosing between five and nine tasks you want to make progress on that day. This ties back to a psychological principle called The Magical Number Seven, Plus or Minus Two.
Other people swear by the similar 1-3-5 rule for an empowering to-do list. Pick one big thing you need to accomplish that day, three medium things, and five little things.
If youre really struggling to figure out what deserves some real estate on your list, use an Eisenhower Matrix (sometimes called a prioritization matrix) to sort through your tasks and determine which ones deserve top billing and which ones can be delegated or fall off your list entirely.
3. Tune out distractions
Distractions and interruptions are for sure an impediment to productivity, says Gratias. She explains that these distractions fall into two different categories:
- Self-imposed: distractions within our control, like the notifications we receive from our devices, which we have the power turn off.
- Environmentally imposed: distractions that we cant control as easily, like a colleague dropping by our desks.
And its not only the distraction itself that robs you of your time its also the time and energy you have to spend refocusing (which research has shown can take upwards of 23 minutes).
While Gratias cautions that youll never completely eliminate distractions, you can reduce them by:
- Closing out your email tab or setting up an autoresponder
- Switching your phone and instant message platform to do not disturb mode
- Using a browser blocker (like StayFocusd) to avoid time-wasting sites
- Putting on headphones to block out environmental distractions
4. Focus on one thing at a time
I am a great multitasker! Thats my favorite misconception that I hear from employees, explains Dr. Larry Rosen, Professor Emeritus and former Chair of Psychology at California State University Dominguez Hills.
Heres the thing: Research shows that the human brain is actually incapable of multitasking. Instead, youre rapidly switching between different tasks appropriately referred to as task switching or context switching. Youre basically interrupting yourself, and you know now that those self-imposed disruptions only tank your productivity.
So how do you get your brain to do one thing at once? Say out loud the one thing youre going to work on (for example, Im going to finish this slide deck.). And thats it! Its called external self-talk, and plenty of research has shown that it can have a real impact on your behavior.
5. Batch your tasks
Even if youre technically focusing on only one task at a time, repeatedly switching between different types of work you answer an email then update a report then work on your slide deck then answer another email can be mentally draining.
You use different parts of your brain for different tasks, which means youre majorly straining your noggin by not having any sort of systematic approach to your work.
Try batching your tasks, which is essentially grouping similar tasks together and doing them all at once. You can even try time blocking, where you set specific time windows for certain types of tasks (for example, youll answer emails from 9am to 10am).
You might still need to occasionally handle things outside of their designated time slots, but any effort to stick related tasks together will give your brain some welcomed respite.
6. Prioritize healthy habits
Its not just the stuff you do during the workday that impacts your productivitythe things you do outside of work carry a lot of weight too.
Maintaining healthy habits is a lot easier said than done, but even seemingly small changes can have a big impact on your energy levels, focus, and overall mood. Here are a few quick things to try:
- Drink an entire glass of water before your morning coffee
- Set a timer every hour to get up from your desk and stretch
- Move your bedtime up (even a half hour helps) to get a little more sleep
7. Take a break (or a few)
Its tempting to think that more time at your desk means youll get more done. But in reality, studies show that taking regular breaks can can actually boost your productivity.
If youre prone to getting sucked into your work and forgetting to step away, using a time management method like the Pomodoro Technique will ensure you get up for a five-minute break between every 25-minute work period.
Want to maximize your impact in that short time away? Head outside for some fresh air. Studies show that getting out into nature can alleviate mental fatigue.
8. Refine your workspace
That majority of us who suddenly found themselves working from home in Spring 2020 (shudder) know how less-than-ideal surroundings can affect our productivity. Thats why its well worth curating a workspace that helps you feel your most focused and motivated.
That can mean something different to everybody, but here are a few suggestions:
- Invest in some ergonomic desk accessories (like a chair, cushion, or wrist rest) to support your body.
- Position your desk near a window. Natural light can boost your work performance.
- Add a plant to your workspace. One study found that people with plants nearby had a 12% faster reaction time on computer tests.
Other efforts, like relying on a password manager, creating templates, and using a centralized project management platform mean you can spend less time searching for what you need and more time focused on your actual work.
9. Change your scenery
When your environment can have such a big impact on your focus and productivity, its worth trying to switch it up every now and then too.
Move from your desk to answer some emails on your couch. Or bring your laptop out to your patio. Or do a few hours of work from your favorite coffee shop.
Not only does this build in an extra break (you have to pause what youre doing and relocate), but it also helps you buckle down. Your brain loves novelty and releases dopamine when its presented with something new and exciting. Dopamine isnt just a feel good brain chemical its a powerful motivator too.
10. Let go of perfectionism
I think one of the most insidious beliefs that limits productivity more than anything else is perfectionism, explains Gratias. This perfectionism not only leads to failure to start things because if we cant finish them perfectly, we dont even begin, but it also eventually leads to failure to finish because if its not perfect, we keep working on it and keep tweaking it.
While this desire to do spotless work is admirable, it can also significantly hinder your progress and productivity.
How can you stop obsessing and focus on progress over perfection? When you have a task or a project, set a timebox (i.e. a certain span of time, such as 15 minutes or an hour) that dictates how long youll work on that specific item. When the timebox ends, that task is as done as its going to get for now.
Not only does this tactic instill a sense of urgency (which inspires you to get moving), but it also removes some pressure youre more focused on seeing how much progress you can make in that time period, rather than working until the entire task is completed.
Take control of your productivity at work
Most of us have a lot to do. But even with high expectations and the best intentions, its hard to muster the motivation and make the most of your time at work.
The truth is that youre human you wont operate at peak efficiency all day every day. But there are still plenty of things you can try to boost your productivity levels and transform that end-of-day glance at your (reasonable) to-do list from disheartening to gratifying.
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Employee productivity: 5 proven methods to improve it
How do you build a working environment where people can accomplish more? Employee productivity is a topic drawing increasing attention thanks to our evolving understanding of workplace psychology as well as access to new tools and technology. Heres how to define, measure and improve productivity in the age of hybrid working.
Untangle work with Workplace
From informing everyone about the return to the office to adopting a hybrid way of working, Workplace makes work more simple.
An employee's productivity is the amount of work they can do in a given amount of time. Its a simple measurement, but the factors that influence it are varied and complex everything from the tools people use to how their organization builds an environment that breeds success.
There will always be natural variance between employees' productivity. That isnt necessarily a bad thing. After all, the employee who spends a long time on one outstanding piece of work is just as valuable as the person who can create large volumes in a short time. The person who solves problems in a warehouse will set a different pace and have different goals as someone working in an office.
Businesses may measure overall productivity on a company or team level, as well as looking at each employees rate of output. Working on a larger scale can help business leaders check that they have the right mix of people in their teams.
As weve talked about before when discussing productivity management, the classic measure is a simple equation:
- Productivity = output (the volume you create) input (labor hours and resources)
Thats the baseline. But over time, measuring employee productivity or, especially individual or personal productivity - has become more sophisticated. Some productivity measures go beyond inputs and outputs to assess product quality and the financial costs involved.
Efficiency and effectiveness measurements
You can track productivity in terms of efficiency how quickly the job gets done.
But what happens if efficiency is high, but the quality is low? Effectiveness measurements of productivity try to address this question by building in quality standards.
For example, in a contact center, an employees productivity could be measured by the number of calls completed where the customer has rated the service level at 7/10 or above. This kind of measurement provides more information than efficiency measurement alone, but it depends on quantifying quality and thats not always possible.
Some productivity measures look at the financial investment that went into the results, not just the employees time. For example, Employee A may have become very effective and efficient due to intensive training from the employer. In contrast, Employee B might have had the same skills when the employer hired them. If we include financial costs in the mix, an organization might rate Employee Bs productivity higher.
As organizations think about recruitment or training in a new world of work, the ability to make measurements like these can take on extra significance. What costs more - training people or hiring the right skills? Is it more cost effective to buy productivity or to build it internally?
Subjective and objective measurements
When an output is something tangible, like the number of calls made or customers served, you can measure productivity by counting the result. Thats objective productivity measurement.
But when you measure the productivity of knowledge workers or creatives, defining output in a quantifiable way is more complicated. In these cases, teams can use subjective or self-reporting measurement, usually through an employee questionnaire. While its less exact than objective measurement, research shows that self-reported productivity correlates with objective measures.
Benchmarking employee productivity
Productivity measurement is only meaningful if you know what youre looking for. Benchmarking productivity levels means you know what success looks like and when youre excelling or falling behind. Setting a productivity benchmark will depend on your industry and the type of work employees are performing. Its likely youll select and reset your productivity benchmarks over time as you learn more about how your own business performs.
Employee productivity reports
An employee productivity report is a document or dashboard that shows an individual or teams daily, weekly or even hourly output. It can be done manually, using a chart or spreadsheet system, or using software tools that automate some of the work.
Employee productivity reports help you see the big picture. Over time, you can identify patterns and trends in your teams productivity they might get more done in the middle of the week than on Monday mornings, for example. You can also see how different team members productivity ebbs and flows and how their output differs from one another.
Organizations can base productivity reports on subjective data - employees writing down hours and tasks on a timesheet - or objective operational data like revenue and volumes.
No two employees are the same. Some of us are highly productive, while others take longer to complete a task. One of the reasons that productivity levels vary within a team might be down to personality, working style or ability things you cant always control. But there are also factors that you can dial up and down to help your people reach their productivity potential.
Employee wellbeing
Are team members healthy and well? Do they have an appropriate work-life balance? Do they feel comfortable and confident at work, and can they access support and adjustments they need for things like illness, disability or parental leave?
Communication tools
Management practices
How engaged is the team leader? And how does this affect employee engagement? Are they available and approachable, and do they work with individuals strengths to help them perform and develop? Organizations that want to set their teams and managers up for success try to help people emotionally invest in what theyre doing and use their talents to the full.
Equipment
Do employees have the right tools for the job? Are they appropriately trained in how to use those tools? Is their equipment intuitive and high quality, or does it require extra time and effort from the employee to get it to work as it should?
Training
Do employees know how to perform their daily tasks and tackle routine challenges without stopping and asking for help? Do they receive the right level of onboarding when they join the company and ongoing training to keep their skills current?
We've already touched on some of these - things like management style, training, company investment in tools and working environments all play a role in increasing employee productivity.
But what should you do if members of your team arent as productive as youd expect, despite all the basics being in place? Here are some ideas to help you develop an approach.
Encourage and praise
Use the carrot, not the stick. Praising employees when theyre productive will make the employee feel good and send a message to the whole team that you recognize hard work and great results.
Try and find ways to provide support and encouragement when someone is working on a challenging task. It will remind them that they have your confidence.
According to a Harvard Business School study, praise motivates employees by providing a reflection of their best self and allowing them to recognize the value and importance of their work.
Give people some downtime
Giving employees time off to make them more productive may sound unintuitive, but it makes sense if that time off gives them a chance to recharge and re-energize. Its certainly true that we cant give our best when were burnt out. Sometimes its the simple things 66% of US workers say theyd be better employees if they got more sleep, according to a survey by Glassdoor.
Define what you want
That saying about breaking a big task down into chunks to make it easier? It applies here. Although it may seem obvious to you, the team member may not fully grasp your expectations for their role, and sometimes you need to get specific about the basics.
Make sure the employee understands what you need them to do, when, and how. Make it clear that they can ask questions if theyre unsure about something and get a helpful answer. Working with the employee, set long-term and short-term goals that you want them to meet and make sure they understand the steps theyll take to achieve them.
Create competition
Were human animals, and we like to be part of the group. We also want to compete within that group and be the best. Introducing some friendly competition, along with appropriate rewards, could help motivate an underproductive employee who feels switched off from their job.
Incentivize
Tying rewards and benefits to output is a trusted strategy for many businesses. But on closer inspection, it seems that how you implement your incentive program can make or break its effectiveness.
As far back as the 1990s, Alfie Kohn explained how incentives can influence our short-term behavior, but they cant provide real motivation in the long-term. It's an analysis he's still exploring over 25 years later. To be effective, incentives need to align to a broader employee engagement program that helps make sure employees are engaged, valued and listened to as well as rewarded.
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