The most expensive asset of a company are its employees.
Think about it: if a company of 100 people has an average annual salary of $ 75,000, that's $ 7.5 million, before benefits and benefits. As the number of employees increases, so does the total cost.
That's why it's critical that employees use their time productively.
Our CEO here at refers to this concept as "being frugal over time". Of course, it is essential to be aware of the costs when employees book flights and hotels for a business trip, but the real loss of money is when an employee takes two weeks to complete a project that could have taken two days.
Fortunately, the most expensive asset is also the most valuable.
When employees use their time productively, everyone wins. We complete projects, comply with our deadlines and fulfill our business objectives.
Unfortunately, this is not always the case. As a society, we suffer a problem. A problem of productivity.
In all the places we go to, there is a distraction that hopes to be entertaining. The latest social networking site, a viral video, an article on reptoids, a street guerrilla marketing campaign, a co-worker who does not know when to leave, we've all been there. These distractions (and many, many more) are delaying us and taking minutes, sometimes hours, of our day.
If some of this sounds even vaguely familiar, then this guide is for you.
Throughout these chapters, you will learn everything you need to know about the implementation of time management skills and increased productivity. We will cover how to identify and eliminate your biggest waste of time, how to create a productive team, why you need to establish processes and much more.
Time management and productivity
Are you ready to stop wasting time and start marking things off your to-do list?
Let us begin!
Recognizing your productivity problem
We live in a world full of distractions. Everywhere, there seems to be a new person to talk to, a new social networking platform to join, new music to listen to and much, much more.
Often, these are exciting! I mean, what are the bad new friends (both in real life and in the social networking platform they choose)? Unfortunately, when these distractions infiltrate the workplace, they can and can have a negative impact on our day to day. When you aggravate these internal distractions with unexpected meetings, the talk of the water cooler and the seemingly endless flow of emails, it will leave you looking back and wondering where the last three days were.
Okay, three days can be a bit of an exaggeration, but a five-minute break to read the BuzzFeed article that your co-worker sent you may end up taking more than you think. In fact, this study from the University of California at Irvine found that it takes almost 25 minutes to get back to the task after losing its focus. Lose concentration only five times a day, and that's about two and a half hours that you could have been working on.
We are all guilty of this (I have stopped chatting with a co-worker twice since I started this article, but do not tell my boss that). Everyone has their time losers, the important thing is that we understand how to prevent them.Taking a break once in a while is not usually a big problem. In fact, it is necessary to stay productive throughout the day. The breaks that become lost hours we must prevent.
Identify and eliminate the losses of time.
To do this, we must first identify the ways in which we often lose track of our day. In this chapter, we will present some common errors, both internal and external, and we will follow up with some useful ways to solve them.
Internal time sucks
We will start with the internal time stinks. And by internal, we mean that they are likely to start and end with only one person: you. As you read this section, think: 'Which of these honestly plays an important role in my day to day?' Determining your greatest distractions is the first step to prevent them.
The problem of productivity: social networks
We will start with an obvious one: social networks and general Internet browsing. Checking your Facebook for 10 minutes a day does not seem to be a big problem. But what if you do it six times? That's one eighth of your day spent looking at the wedding photos of the ex-boyfriend of your roommate's cousin ... you understand.
And with the growing popularity of the "double screen", sometimes it is more than a simple check. If you leave your social networks all day on your second screen, well, you're probably spending more than an hour on them.
The solution: program it
Taking a break during the day to catch up can be harmless, but limit this to once per day (I promise, you will not miss much). Reserve 20 minutes around lunch time to make a quick all of your accounts. When the time runs out, that's it. Everything beyond that should save you for your train ride home.
The problem of time management: email
Speaking of things that we are always reviewing, we move on to the next distraction: email. Between important work emails, invitations to meetings, sales launches, office updates and, of course, spam, the flow of messages to our inbox is endless. And if you're in the habit of checking emails as you arrive, you're probably spending more time than you need to get back to the task! Do not even make me start with the total volume. The mere idea of cleaning my inbox in the "zero inbox" causes a headache, but we still have to be up to date.
A quick Google search for "email productivity hacks" will give you so many results that you would spend weeks researching (which contradicts our goal of increasing productivity). For simplicity, we will analyze two of the most common and the most effective.
The solution: establish a calendar and implement filters
As in social networks, you will want to set specific schedules throughout the day to review messages. For me, these schedules are around noon and 4:30 pm. I know that many professionals can not afford to ignore your email first thing in the morning. If this is you, work a little earlier in your day. Then, turn it off and go back to work.
That said, there are some jobs that need to be constantly available by email. If that is you, then these tips may not apply, and feel free to skip to the next tip. For those who do not need to be available, keep reading!
In addition, email filters will be your new best friend. Set up your account to direct high priority emails (from your boss, direct reports, etc.) to go to a particular folder. Then, when you quickly verify your account, you can prioritize these and, more than likely, analyze the rest. This does not mean that you should completely ignore others, but when you are at a critical moment, at least you have a place to start.
The latter applies to email, your team's collaboration tool and social networks, and I honestly can not emphasize this enough. Disable your notifications As soon as the pop-up window appears in the upper right corner of the screen, you will be tempted. What if you look at the subject line and it's something important? Game over. Turn off alerts, take peace knowing that you will achieve it in a short time and return to work.
The problem of productivity: improvisation.
The next two internal time losers go hand in hand: improvisation and lack of priority setting. If you are entering your day (or even your week) without any appearance of a plan, you are probably slowing down your mornings.We are not saying you need to have your day planned until the minute (although that works for some), but have a general idea of what it will work on and when it will allow you to start as soon as you open. your laptop.
The solution: prioritize tasks
What will help you to schedule your week? Prioritizing your tasks. Knowing what tasks you need to remove from the task list will simplify your programming efforts.
Identify your most productive hours (for me, it's 8:00 a.m. to 11:00 a.m.) and schedule your most critical work at that time. Use the rest of the day to work on your other projects. If someone needs to schedule a meeting, try to do it in their less productive times. With a tentative plan in which you will work and when you will not lose 20 minutes at a time thinking about what to do next.
There are many free project management software tools that are excellent to help improve productivity.
The problem of time management: the fear of starting
Sometimes, we postpone the work simply because we are afraid to start. Does this sound familiar? He has a massive project to undertake, we are talking about work days, and he does not know where to start. So you delay.Then, you stress even more because not only is this project coming, but now, your deadline is approaching one more day!
The solution: Break it
To avoid this feeling, divide the project into manageable parts, something you can complete in two hours or less. Then, program the pieces over the course of a few days, with brief breaks in between to work on something else, walk a bit or have a cup of coffee. Dividing a large project into more reasonable parts makes it less intimidating and easier to address.
External productivity sucks
As much as you filter your inbox, schedule your days and prioritize your tasks, some distractions are seemingly unavoidable. We have all experienced the talkative co-worker, irrelevant meetings and endless requests, but they do not have to delay their days. In this section, we will focus on external time losses and how you can show them who the boss is.
The Problem of Productivity: Unexpected Visitors
With more and more offices transitioning to an open seating plan, your desk is likely to be in the middle of a high traffic area. And with pedestrian traffic there is one thing: unexpected (or uninvited) visitors. Whether a colleague asks for help on a particular project or just a co-worker who comes to talk, these visits can go from a quick conversation to 30 minutes lost.
The solution: be firm
I am fortunate to work in a modern, open-concept office and have co-workers who have become great friends. Unfortunately, this means one thing: distractions (and many of them). My best solution for this is to work with headphones (if allowed) and inform people when you are in the area.
When someone stops at his desk without warning, I suggest he say something like: "I have two minutes. What happens? "(Unless it's your boss). If the conversation is related to work, your colleague will know it to do it quickly. If it is not related to work, hopefully, they will get the suggestion to save it for later.
The problem of time management: endless meetings
The meetings can be big. Sometimes, you will leave a meeting with an understanding of your tasks, group expectations and a sense of accomplishment. But often, he will attend a meeting and leave wondering why they invited him in the first place. And when your week is full of those, it could be a waste not only of minutes, but of hours.
The solution: say no
Granted, this is not always an option, but before accepting an invitation to a meeting, ask yourself some questions. Is this meeting relevant to you and your work? Do you have an agenda? Could it be covered in an email? If the meeting has nothing to do with you, you can say no. If it is relevant, consider setting an agenda so that everyone gets away with understanding their tasks. Sometimes, meetings are inevitable, but at least you can take steps to make sure they are productive.
Sometimes, dirty things are out of your control, but with a proactive attitude, it can help to be the solution. In Chapter Four, we will cover this more broadly with the case to establish processes. For now, we will continue with how time management can increase productivity.
How time management increases productivity.
I am sure that at some point in his life someone has told him to "work smarter, not harder". Do you know, develop a strategy that allows you to minimize trivial tasks to maximize your work hours?
That is good and good, but I am in favor of working smarter and harder.
Time management allows you to do just this.
When you implement time management tactics in your day-to-day, your productivity levels will increase, as simple as that. Time management is the smartest work, and the greatest efficiency? That's when you'll work hard.
A simple method to maximize your work hours is to identify your productivity limit and stick to it. In the course of about a week, keep track of when you are most productive. Is it correct when you enter the office? Or do you need a cup of coffee and a few minutes before you can get it? I even know some nocturnal owls that do their best work when the rest of us are sleeping (and hello to my editor, who is probably working on this article around midnight).
Also, take note of how long you can buckle up and work before you need a break. Are you someone who can duck his head and knock out three hours in a row? Or do you prefer to work in shorter increments with a quick respite every hour? There is no wrong answer, and the only correct solution is the one that will work for you consistently.
Use your findings to plan your day, and even your week. When you implement this time management method in your regular schedule, your productivity levels will increase.
This is because by identifying the limits of your productivity, you can schedule your most important tasks for the times when you will do your best work (and the fastest).
When I started using this system, I was able to increase my writing speed by almost 1,000 words per day. As I mentioned earlier, I have identified that I am more productive from 8 a.m. until lunchtime. Knowing that I can sit at my desk early and write until 11 in the morning has motivated me to go to work earlier and take advantage of my morning hours in the most efficient way possible. Then, I can review and edit as a mental pause in the afternoon before rewriting.
With this method, time management increases productivity because you are becoming familiar with yourself and your work habits. By working smarter and taking the time to find your productivity limit, you can use your best hours to work hard.
At a higher level, the identification and programming of short- and long-term objectives will improve efficiency for several reasons.
When you write your present and future ambitions, you can begin to prioritize them by the level of importance, urgency and time or financial commitment required. This allows you to set realistic deadlines for what you can achieve, when and how.
Identifying your short-term goals and potential restrictions around each one allows you to select one toward which you will begin to work. Finishing the goal you would like to achieve and setting a deadline for yourself will increase productivity by pushing you to focus your attention on something. When you establish a final term, you are encouraged to achieve certain aspects on a certain date.
Similarly, long-term goals can encourage the same sense of urgency, especially if you divide them into multiple tasks to complete in the meantime. Long-term goals can potentially increase productivity even more if it is a more difficult goal to achieve.
For a real-world example, consider a runner who plans to take his first marathon. For the majority, this would be a long-term goal. It's no secret that running 26.2 miles is an entire company. However, the runner can remember and remember how good they felt after their first half marathon. The desire to feel this way again pushes them to train even more and, finally, they manage to complete their first full marathon.
While you may not be accumulating miles at work, the same mentality applies to high career goals. The more difficult it is to establish a goal, the greater the feeling you will have once you achieve it. Often, that knowledge is enough to motivate you and make you even more productive.
This last method of time management certainly improves productivity, but it is based on one thing: you. Training to be disciplined in the workplace is a sure way to increase productivity, but it is easier said than done.
However, it is possible and there are several methods you can try until you find one that works for you. When you find the one that works, you will be impressed with the changes you see in your day to day.
The first step to overcome your weaknesses is to identify them. What distracts you at work and how often? Are social networks the ones that prevent you from finishing that project, or the conversations about water coolers occupy your day?
Whatever it is, try to eliminate it as best you can. Personally, my "work weakness" was Amazon.com. I was telling myself that it was taking me five minutes to verify if an order had been sent and then, 20 minutes had passed (and I had probably asked for another pair of shoes).
When I saw that this was beginning to negatively affect my workday, I downloaded an application that would block certain websites during an allotted time. I blocked the social networking sites and, of course, Amazon, and I made myself work for an hour at a time with a 10-minute break.
Today I no longer need the application, but I can follow the same cadence. A little self-discipline gave me more work hours in the day and more money in my wallet.
As in my 10-minute breaks, some people can establish self-discipline with small rewards throughout the day. For a small task, this can be as simple as eating a piece of chocolate after you have finished. For larger projects, a 15 minute walk in the sun could be enough motivation to get to the finish line.
This chapter was called "how time management increases productivity". Frankly, it's simple. When you begin to work towards self-discipline and prioritize the things you must do, efficiency will follow.
Email versus instant messaging: which is better for time management?
Which is better: email or instant messaging? Oh, the old question.
It's okay, maybe not so old. But when it comes to discussions in the workplace, the struggle between email and I / M is as heated as it gets.
If you are in an exclusive e-mail office, you probably have one or two years looking for a team collaboration tool. If your office primarily uses instant messaging, it is likely that there are some people who actively prefer the traditional way.
Whichever way you look at it, there are advantages and disadvantages for each one. And since communication is key to productivity in the workplace, it's important that you use the solution that works for your business. In this chapter, we will highlight the pros and cons of each one, and ask the question: "Do you have to choose?"
Email Pros and Cons
We have been using email in the workplace for years. Whether it's scheduling meetings, sending documents or just catching up, professionals around the world send out 269 billion emails every day.
However, like everything, email has its pros and cons. And as team collaboration tools continue to gain popularity (Slack is the most reviewed product in ), professionals ask if email is still relevant.
This section will present common advantages and disadvantages of email to help you determine if it is the right choice.
Advantages of the electronic mail:
As we have mentioned, we have used email for years. That said, the first advantage is obvious: it's universal. It is likely that any professional you know has an email address where you can communicate with them. Companies usually distribute their commercial email address on the first day. It has been a staple in the workplace for almost two decades, so, regardless of your age or profession, you can probably bet that someone has an email address and knows how to use it.
Similarly, as email is as popular as it is, most people know it. Frankly, it is easy to use and requires a minimum of time and effort to implement it. In addition, electronic mail simplifies the process of sending documents, images or contracts with the use of the attach function.
One of the many arguments for email is the ability to send messages to several people at once (with or without them knowing). By using the CC or BCC function, the sender can communicate with as few or as many people as necessary, both inside and outside their organization.
Communicating with professionals from a different company is an ordinary and necessary part of the work week. Email makes this process simple. On the other hand, a team collaboration tool or instant messaging is usually not adequate for this.
All this said, email still has its flaws. If you are an advocate for instant messaging, the following may sound very familiar.
Disadvantages of electronic mail:
As we mentioned earlier, there are billions of emails sent every day. But sometimes, it seems that each of them is ending up in our inbox. With email threads, invitations to meetings, group announcements and more, all professionals are trying to reach the coveted "zero inbox."
This brings us to our first disadvantage: the inbox itself. As office workers receive an average of 121 emails per day, it is almost impossible to keep up, especially if you only perform verification twice a day (according to our recommendation). As emails continue to flood your inbox, your chances of losing something important increase. If it was a critical update or a required action message, it could not only slow down, but also others.
Unfortunately, we have all been on the other side of this situation too. Who has not sent a time-sensitive email just to receive a response days later? At first, email was considered one of the fastest forms of communication.Today, it is often considered one of the slowest ways to reach a co-worker. In companies where employees often use a team collaboration tool, an email could go unread and unanswered for days, if not more.
Finally, there is an important disadvantage that could cost you and your company more than just time: phishing. Phishing is a cybercrime that targets email users. An offender will send an email that appears to be from a legitimate institution or a natural person, requesting confidential details from the recipient, such as personal information, bank details or passwords.
These emails can be especially complicated, since a phishing email is often not identifiable from a valid one. However, if you stay alert and pay close attention to the details, you can avoid the negative consequences. This resource has 10 useful tips to avoid phishing scams.
The next section will focus on instant messaging tools and highlight their advantages and disadvantages.
Instant messaging Pros and cons
We live in the era of instant communication. Text messages and video chats can instantly connect two people across the country and even the world.
With our personal lives using so many different forms of instant messaging tools, why would our professional life be different?
Instant messaging has certainly gained popularity in the workplace over the years. This section will highlight the advantages and disadvantages of using team collaboration tools as an alternative to email.
Advantage:
Compared to email, instant messaging is just that: instant. With a team collaboration tool, answers often take only minutes, if not seconds. And when you're looking for an answer to a vital question or sharing a critical update, those quick answers are just what you're looking for. Team collaboration tools often offer the speed that e-mail lacks, allowing you to get back to work quickly, without waiting for a response.
In addition, as workplaces begin to implement these tools, the dreaded mess of the inbox is often reduced. Working in an office that uses a balance between software team collaboration and e - mail, but actually only get emails for invitations to meetings (and occasionally my father, he has not yet figured out how to send things my personal email). Everything else is through instant messaging. This makes my inbox manageable; a luxury that many of my companions do not have.
Instant messaging is also very useful if your company has remote employees. The mentality to work from anywhere is becoming commonplace, and team collaboration tools allow employees to feel part of the team, even if they are in Portland and its headquarters are in Dallas.
And although the latter may not be a professional as much as an opinion, we can not forget to mention the millennials. This research by the Kenan-Flager School of Business at the University of North Carolina mentions that by 2020, millennials will constitute 46 percent of the workplace, the same millennials that popularized instant messages, text messages and Snapchat from AOL . I can not say for sure, but between email and instant messaging, I think we can guess which one they'd prefer.
However, not everything is good. Email Champions will probably agree with the following.
Disadvantages:
As we mentioned earlier, it is likely that every office worker you meet will have an email address that you can use. The same can not be said for team collaboration software. The sources often mention the lack of adoption as one of the main disadvantages of this software: some people prefer their email and have no reason to learn to use a new tool. If you have employees who will not adopt a new software platform, team collaboration may not be your best option. It will only result in unanswered messages and unfulfilled requests.
Instant messaging tools also offer more opportunities for distraction. In the same way that checking your email six times an hour will slow it down, constantly opening your team's collaboration tool for each notification will prevent you from staying on the task. Instant messengers encourage rapid communication, which is great. Sometimes. Often, users will abuse the privilege by sending the amount of information from a single email in five or six messages, which will generate annoying pings and unnecessary notifications.
While we are on the subject of inappropriate use, we will highlight our last disadvantage: informality. The team collaboration tools are very reminiscent of the AOL instant messenger that many of us use as preadolescents, an informal environment we use to connect with friends after school. Unfortunately, this means that it is often used informally in the workplace with an excess of emoji and non-work related messages.
For some workplaces, these disadvantages are insignificant, while for some, they are something to consider. It is important to evaluate the environment of your office before determining which communication method you will use primarily.
Are they really interchangeable?
What is the best part of the debate between email and instant messaging?
You do not have to choose
Of course, some may prefer one over the other, but frankly, there is room (and a need) for both.
Emails are excellent for communicating with people outside your organization, something that is likely to be found semi-repairable at work. It is also useful to use it for Word ads or important pieces of information. Sending these updates by email will make them easier to find and consult in the future.
On the other hand, team collaboration tools are excellent for connecting with members of your own team, and especially with remote employees. For a quick chat or a virtual meeting, an instant messenger could be your best option.
Then, before choosing a side and sticking to your weapons, take a few words of wisdom from this Old El Paso commercial.
Why not both?
Time management processes
Have you ever taken control of a project from a colleague who was moving towards something else? How did it go?
If it was done without problems, it is likely that there is a documented process involved. If it was a bit rocky? Well, probably not.
Once I took over a weekly email when my colleague switched to a different role. Luckily for me, the documentation of the process he did was exquisite. We are talking about numbered steps, corresponding images, I mean, she even had a flow diagram.
Although the task turned out to be a bit difficult at times (I promise that sending an email is not as simple as it seems), it was rare that I had to ask a question. Ninety-five percent of the time, I could find the answer right in front of me.
On the other hand, I had a co-worker who assumed some key responsibilities when an employee left the company. When it was time to complete the task, he discovered that he had zero documentation left. Needless to say, there was a bit of a stir involved, and a two-hour task ended up taking all day (which for my colleague meant six hours of work lost).
Does that story make you a little nervous or do you sound familiar? It was supposed to be This chapter deals with the value of establishing processes, documenting them and keeping them up-to-date.
Why do we need time management processes?
So, why do we need to establish processes or a standard list of instructions for a given task? Especially when so many people feel comfortable just "fluttering" it.
While that mindset may be excellent for spontaneous road trips and to explore new cities, it is not always ideal for the office. Creating processes and procedures is key to incorporating new employees, keeping everyone on the same page and fostering a productive workplace.
Having documented steps for any given task can eliminate questions and bottlenecks throughout the process. For example, the content team here at uses the following process when writing articles (like the one you are currently reading):
Investigate your topic (1-2 days)
Drafting of first draft (2-4 days)
Send for the first round of editions (1-2 days)
Make revisions based on editions (1 day)
Enter as draft on the site
Final editions and SEO optimization.
To post!
As one of our writers, having these steps documented allows us to set realistic deadlines, accurately predict when we will publish the work and, in general, prevent us from asking "what now?"
As for our editor, this process allows you to plan your week according to the content you will receive from whom and when. The fact of being able to schedule the work per day has eliminated the bottlenecks and has helped our team to become a well-oiled and content-producing machine.
Moreover, having this process well documented will be crucial for the writers we present in the future. Naturally, when possible, explaining the processes or tasks to a new employee should be an in-person interaction.However, it is likely that a document they can refer to in the future will make them feel more comfortable and provide them with a source of truth.
The documented processes also communicate expectations to employees. With an established standard, your colleagues will understand the deadlines and quality standards that are expected to work. By streamlining the tasks you perform regularly, your entire team will follow a similar workflow that, ideally, will make performance more efficient and consistent in all areas.
How to establish productivity processes.
Now that we understand why we establish processes, we should probably answer this important question: how?
This section will probably come out of the sound as a process to create a process, which is fine! These guidelines are our suggestions, since everyone is likely to make adjustments based on their personal work style.
Before you begin to document your steps for a particular task, you will want to do that task more than once. If work is a part of your day-to-day life, I suggest you take at least one full week before you start writing what you did. This will allow you to fall into specific work habits and styles that feel natural, instead of feeling compelled to work in a way because that is what you wrote.
As you complete the task, take note of the aspects that stand out. Is it repetitive in all projects? Is there one step that takes significantly more time than the others? If you observe these before you begin to document, you can emphasize them in the steps listed.
Then, after a week of establishing what you do and in what order, it's time to start your documentation. The next time you complete the task, have an open document in front of you on your computer.
Execute the first step, then write what you did. Then, with steps two, three, etc. For the first draft, I would like to start by writing the steps in great detail. Then, I will simplify when I edit again. This ensures that I will not look back after writing and forget what I was talking about in step three.
After I have written down my steps, I will review the task once again, verifying my actions with what I have written to ensure that I have not missed a step. If all that works, I will begin to edit and simplify what I have written.
The simplification case is simple: if it is too long, nobody will want to read it, let alone follow it step by step. However, this requires a balance. You want your steps to be simple enough so that the document is easy to use, but detailed enough to still give the reader a clear direction.
To test your document after simplification, you can find a willing third party. Feel your colleague in front of your computer, tell them your process and see if they can complete the task from start to finish. Ask them to take note of the setbacks they encounter (and in what number of steps they were), and start refining based on their comments.
You may have to go through the editing and refining steps several times, but the time and energy invested in establishing your process will now be rewarded. When you deliver this task in the future, a lucky colleague will have a smooth transition and a solid understanding of how to do it.
Building a productive team.
Do you know that nonsense that says: "If you love what you do, you will never work one day in your life"?
It may not be nonsense.
Look, I'm not saying you have to get up every morning wanting to go into the office. But with companies that start pouring resources into employee happiness, I do not rule it out either.
In recent years, "culture" has become a buzzword in job interviews. Interviewers and recruiters will praise a company for its "super-fun" culture, and job seekers will include it as one of their main requirements, but what does it mean honestly?
For some, the office culture means ping pong, kombucha on tap and shorts for work. For others, it means a relatively young office that works in a modern startup. At a deeper level, culture means building a productive team and fostering a healthy and efficient work environment.
This chapter will cover the ways in which companies, leaders and employees can contribute to the promotion of an efficient team, resulting in a happy workplace.
Productivity from top to bottom.
The construction of a productive team starts from the top. That means that executive leadership and the company itself must take steps to promote group synergy.
Full disclosure: I am a young employee relatively early in my career. I'm not going to tell anyone how to run a company. However, I can talk about tactics that my company has used and I think they have created a more productive team.
At the most basic level, having a coffee in the office has been a lifesaver. It is not necessary to have a full variety of snacks or drinks. However, drinking coffee, water and perhaps a few small bites available for your equipment can keep them energized. That means that when the fall of the afternoon comes, they will not have to leave the office (and their area) just to have a cup. It also prevents employees from making multiple trips to coffee shops throughout the day.
And with regard to the benefits in the office, allowing your employees to work beyond their desks is an easy way to make creative juices flow. If you have the resources, the common desks or a living room with sofas are excellent. Even a dining room with long tables is enough to change your surroundings.
If you are working in a smaller office, allowing your employees to work remotely (even occasionally) can be a valid alternative. Sometimes, we sink, but what we really need is a change of scenery. Some of my most productive writing days are when I can post in a cafeteria.
On a higher level, being transparent, from the leadership down, has been critical. employees know exactly what goals we are working on and why. Encourage them to ask questions and stay curious. When all of your employees feel empowered to share their thoughts, they are likely to support your goals and get excited to help you achieve them.
Productivity for Leaders
If you are a leader, the happiness and productivity of your team are of the utmost importance to you (at least, I hope they are). When your team wins, you win but when your team fails? Well, you too.
By establishing basic rules and expectations from the beginning, your team will understand what they must achieve and how to do it. This step may sound not so fun (I mean, who wants to give rules to a group of adults?), But think about it this way.
The rules typically come with a negative connotation, but that is not the case here. These guidelines are for the sole purpose of preventing employees from feeling future confusion about what they can and can not do. When both you and the team understand your process, you are less likely to create a distraction in the future.
For example, my office has a fairly lax work from home policy: it depends on the discretion of each manager. However, my team does a quick meeting in person every morning, so it's good to have an idea of where everyone is going to be. Because of this, we have a general guide that says we can work from home one day per week if we notify our team 24 hours in advance.
Personally, having this rule has made life easier for me. If I know that I will need one day of work at home a week, I will let my team know on Monday, I will put it on my calendar and I will not have to think about it again. Similarly, my team and manager appreciate the transparency and You do not have to use any time in the morning to try to find out where I am.
For a manager, setting these clear expectations will also help you establish relationships with your employees. Establishing professional relationships with your direct reports is essential to build a productive team. The team's goals are great and there's something to get excited about. However, when you meet an individual, you can also customize your goals.
When you start with a new employee, ask them what motivates them and then listen to the answer. You will probably hear a variety of things, from money to a promotion for the future; personally, I have been told that I told my manager that he eventually wanted his job. Regardless of what they say, use their response to help them build a plan to work toward their personal goals.
Employees will be enthusiastic about the team's goals, especially if they have some type of bonus they are working for. However, giving employees the opportunity to work to achieve their personal goals is what really drives them to work every day.
Also, encourage your employees to build relationships among themselves. A collaborative team, where members can discuss projects and share ideas, is productive, but this will not happen if they are not comfortable doing so.
My team, in particular, has come together during our weekly ideation session. On Friday afternoons, just as everyone begins to run out, we meet in a room to create new themes for the writers. My manager has turned this into a game that, unfortunately for me, requires an appearance of athletic ability. However, it also causes a lot of laughter and many topics to write about.
Through this weekly meeting, my manager has encouraged bonding and brainstorming. Only one hour per week has allowed us to feel comfortable with each other and, ultimately, has promoted the synergy of the team.
Productivity for team members.
While it may not be a direct part of the hiring process, it can still contribute to productivity in the workplace! Establishing an efficient team can be as much for the individual employees as for the manager.
A solid first step is to be a better communicator and encourage open communication among your teammates. This will look different for different people, but it is easy to customize it in the way that suits you best.
Personally, promoting communication is something that I have fought at work with. While I'm a great friend of my colleagues, I do not like working at my desk. That means that, on most days, I usually work in the kitchen or at a community desk.
However, I have realized that this may seem like I try to avoid those who work around me. While that is not the case, I have dedicated myself to working at my desk for one hour in the morning and one hour in the afternoon.That way, my team and I can catch up in person, ask questions or make comments.
The exciting thing about building a productive team is that it is an effort that everyone can do. When you combine a killer team with a software platform that promotes efficiency, there's nothing to stop it. The next chapter will cover how offices and people can use the software to improve time management and productivity.
Time management applications
Technology makes our lives easier. Simple as that.
I do not think you need to convince someone to accept that an email is more convenient than a carrier pigeon, or that picking up the phone is easier than sending a letter by mail.
Today, there is a SaaS tool to simplify almost any job function you can think of. Do you need to sign and send a contract with an electronic signature? There is a tool for that. Are you looking to send a bulk email? The email marketing software has it covered. However, some still hesitate to implement different software tools, without knowing if they are worth or not.
While there is an absolute commitment, both financial and time, software, when used correctly, can accelerate your processes and significantly improve your workflow. This chapter will highlight the different types of software and how they can improve productivity in the workplace.
But first, we will focus on three key words of that last paragraph: when used correctly.
Unfortunately, those who doubt about buying software often feel that way because of past experiences. Many companies will pay tens of thousands of dollars for new email marketing software, only to have a less than stellar implementation. Months later, and its already short time continues to send emails to its customers using a BCC in Gmail.
In cases like this, software is hindering, not helping. What is even worse? You are also out $ 10K.
That's why a successful implementation is critical when looking for software to increase productivity. We all love the bells and whistles of any given software tool, they are often the selling points. However, when you are looking to buy, make sure you have the knowledge to make the configuration very easy. When you and your team understand how to use the software, you will get the rewards.
Now that you understand the importance of a smooth deployment, we will highlight some common business problems and how software tools can absolve them.
Storage and file sharing software
As we have already mentioned (several times), we send many emails. Usually, it is not the shipment that stinks, it is the cleanliness of the inbox. However, when you are sending a dozen emails to your team per day, each of which contains documents, PDFs and images, you may be consuming a portion of your time.
File storage and sharing software is your solution. A storage and sharing tool allows your team to keep documents, images, videos and additional file types in a shared location. That way, when your most recent marketer sends you an email requesting the most recent case study, you can direct them to the disk and continue with your day.
Different users can access these files from their mobile devices or their computers, and generally, without the help of anyone else. These tools can eliminate bottlenecks while ensuring that all employees, regardless of equipment or function, have access to the commercial guarantee they need to do their job.
Email marketing software
While we are on the subject of sending many emails, let's talk about your marketing and outreach teams. Especially in a small business, teams and individuals are likely to wear many different hats. Spending hours (or even days) sending individual emails to your customer base is a huge waste of time, especially when you can not tell if they are opening.
Enter the marketing software by email. These tools give your team the ability to send a professional email to the masses, without needing to open your personal inbox or look for a developer to get help with the format. This not only eliminates the time consuming use of the BCC tool, it also allows you to evolve your email strategy based on the information provided about who is opening your message.
Web conferencing software
Do you have a project that is being delayed because your remote computer can not schedule a time to meet and discuss it? With remote work becoming more popular than ever, many teams struggle to find a way to connect.
Web conferencing software tools allow your remote computer to come together in the same way you would in an office environment. In addition, you can often record the meetings so everyone can consult them as needed.As more professionals renounce the typical office in favor of working from home, these tools are necessary to ensure that projects do not suffer related delays.
Project management software
Our last number is a little more general but incredibly common. Are you struggling to keep track of what your team is working on? With the multiple projects that are launched to employees each week, it is almost impossible to prioritize your own tasks, remember key deadlines and stay updated on your colleagues' projects.
Luckily, there is a solution. Of course, we can not speak of SaaS as a means to increase productivity without presenting this fundamental tool: project management software.
The project management software, at its simplest level, explains itself: manages projects. With a little more detail, you will help your employees and teams manage team objectives, long-term projects and individual contributions.
These tools can be used to analyze the performance of the team, give feedback, set deadlines and stay updated following the projects on which your colleagues are working. Often, you can easily integrate them into your email or team collaboration tool, so you can receive reminders and notifications while you work to meet different deadlines.
Personally, I am an important proponent of project management software. The ability to keep a personal to-do list and view my team's content calendar in one place has been a lifesaver.
However, if you plan to implement a project management software platform, you must ensure that all of your equipment is on board to use it. There's nothing like having to update all your own tasks, as well as those of a stubborn co-worker.
The same applies to all the software mentioned above, as well as any other tool that you consider implementing. But if you have a team dedicated to the tool you choose, do not hesitate. Technology is a basic element of productivity in the office, and that statement is becoming more and more accurate every day.
Productivity applications
Up to this point, we have covered almost everything you need to improve productivity. Whether identifying your biggest waste of time, implementing time management practices or helping to build an efficient team, you are armed with the information you need to make the most of your working day.
But, we're never going to say no to a little help.
In this chapter, we have compiled five time management applications that users love. These tools can be complementary to all your personal efforts and provide you with an additional boost. Below, we will give you a brief description of the five highlighted tools and explain how it will help you increase efficiency.
Rescue time
RescueTime is an application that gives you a detailed understanding of how you spend your days. The application runs in the background of your computer and spits out a detailed report on the websites you visit most often, how much time you spend at meetings and more.
In addition, the tool has integrated features that help you take responsibility. If you check Twitter more often than you want, you can set RescueTime to block the website for as long as you choose. Additionally, you may receive an alert when a certain amount of time has passed in a given task. If you are trying to reduce the use of your email to only 30 minutes a day, RescueTime can tell you when that time is up.
We have insisted on the importance of understanding how your day goes. If you are someone who arrives at 5 pm and does not remember what he did, then this application may be for you.
Gmail Delay Send
Gmail Delay Send, from Yesware, allows you to schedule an email to be sent at a specific time. If you are trying to check email only once or twice a day, but trust email to communicate with key stakeholders, this application could save your life.
With delayed shipping, you can write the emails that need to be sent out in advance and schedule them to be sent at the time that best suits your recipient. This can prevent you from logging in several times a day and being sucked into the dreaded inbox, which we all know is too easy.
Focus Booster
Like Rescuetime, Focus Booster can help you track how your day goes by not looking back on the multiple hours lost. However, this tool uses the Pomodoro technique, a widely recognized productivity method that divides work into 25-minute intervals with short five-minute intervals. After four 25 minute intervals, the person takes a break a little longer than 15 minutes.
The breaks will keep it fresh, so it continually produces quality work and avoids exhaustion. If you are an employee who likes to work at intervals, this tool can help you accurately time them for maximum productivity.
Coach.Me
While it's not exactly a business application, Coach will help me be responsible when setting goals. As we mentioned earlier, goal setting is essential to increase workplace productivity, so this tool will help you form and create valuable habits.
When you register with Coach.Me, you enter a community of other goal creators. This community can help you support yourself when you start forming better habits. If you have been setting great aspirations and are looking for people to help you be responsible, visit Coach.Me.
Pocket
How many times have you been completely in the area, just to be sent an interesting article that takes your attention for 20 minutes? I have certainly been there.
Pocket is an application that allows you to save anything that you find interesting and return to it later. That means you can add that article your co-worker sent you about your new favorite band and re-read it later when you're taking a well-deserved break. If you get distracted easily, you should consider this bookmark application to help you focus on the task.
Time management and productivity are crucial
Actually, I'm delighted that you've come this far, whether you read this guide at work or in your free time.
This has been a lot of information. Since Chapter One, we have covered time management tips, the importance of creating a productive team, why processes are critical to your success and much more.
I invite you to mark this page and share it with the rest of your team, maybe I'll send it to that talkative co-worker we're talking about?
There will always be new innovations to support productivity, so come back soon, as we will continue to update this page in the future!
