With regular one-on-one meetings, managers can check if an employee is working on the prioritized tasks and if the assigned task aligns with their career goals and company objectives

Over the years, we have progressed towards a collaborative yet very complex workplaces, wherein we have too much to do and not enough time to do it. The real challenge is to figure out how to be both productive and efficient at the same time?

A commonly-heard phrase at the workspace is “work smarter, not harder”. But how do you go about doing it? Well, let’s make 2022 about being productive – focusing both on the quality and quantity of work we do, that the final results meet or exceed our expectations maximising our time and effort. One can boost productivity without feeling burnt out by prioritizing the right things at the right time.

However, a change in working habits to boost productivity is something that cannot be accomplished overnight. However, these improvements don’t have to be expensive or extravagant; simple and small changes can go a long way. Here is a list of small changes one can make that gradually culminate in significant improvement in productivity over time.

Avoid Perfectionism

Unrealistic expectations form the core of perfectionism. When our expectations are unmet, we feel angry, which can lead to procrastination. It is critical to recognise that you and your team will make mistakes, and that this is absolutely fine. Mistakes become learning experiences and, as humans, we are bound to err. As a result we must recognise our abilities and accept our limitations. If employees are fuelled by fear of failure, they may easily fall into the trap of being unsure where to begin and feel overwhelmed — often leads to severe anxiety.

If goals are broken down into more deliverable and manageable mini-tasks, the path to success is cleared, making work less overwhelming.

Regular Positive Reinforcement

Celebrating successes (big or small) should always be a top priority for managers. At the point when you perceive workers for their novel commitments to the group or association – particularly in manners they like (acknowledgment could be imparted to a few individuals or conveyed privately) – it validates them, shows they belong and helps them connect with a sense of meaning. One needn’t wait for the yearly formal evaluations. Offering opportunities to learn and grow or even a simple “thank you” for their everyday efforts go a long way.

Taking breaks and vacations is important for maintaining mental health and overall productivity. Encouraging employees to take time off when they have worked hard is equivalent to reward and recognition. A good break ends in employees feeling recharged, refreshed and ready for another sprint of productivity.

The Workplace Ambience

Plants, good lighting, colour, décor, temperature and the workplace interiors profoundly impact the psychological and social mind-sets of employees. They additionally improve the surroundings in an otherwise dull office environment. Decluttering all unnecessary things from your desk (and life in general) helps the inflow of clear thoughts, builds concentration and limits the time you spend looking for things.

Some colourful motivational quotes and post-its can help in shaking off pessimism and negativity. Plants and a good view can have a major impact on employees’ mood and productivity. Vibrant indoor environment positivity ignites creativity, increases collaboration and helps overcome challenges.

Minimize Distractions

We all know the addiction to the ‘just one more scroll’. Social media can be a massive contributor to the loss of productivity. A study shows it takes about 64 seconds for a person to recuperate from being hindered by a notification or WhatsApp message. The constant ‘ding’ can break the concentration and reduce efficiency. Turning off notifications and only checking them at periodic intervals helps in reducing distractions.

Designated spaces for employees to accept calls, chat with someone or spaces for collaboration won’t hinder employees’ work while allowing others breathing room. It is crucial to show employees the advantage of deep work; any professional activity performed in a state of distraction-free concentration is bound to thrive.

Short Breaks and Movement

Sitting for prolonged hours exposes a person to various health risks. Likewise, enjoy some time off at normal stretches. A stroll around the workplace, a pleasant coffee break or some socializing with colleagues can reduce restlessness and shrug off the grogginess. Listening to soothing music, deep breathing and stretching can help reduce stress and maximize personal and professional performance.

The To-Do List

Divide your To-Do list into ‘prioritize’ and ‘delegate’. Start with the most critical tasks because productivity is getting important things done consistently, rather than getting more things done daily. Holding regular review meetings and scheduling syncing between managers and direct reports can be a powerful tool to boost employee productivity. With regular one-on-one meetings, managers can check if an employee is working on the prioritized tasks and if the assigned task aligns with their career goals and company objectives.

If possible, set aside the low-priority items or those that could be delegated so you can invest more time and energy on the things that add more value to your position and the Company. The delegation also gives you an opportunity to sharpen your leadership skills and build a rapport with your fellow colleagues.

Final Thoughts

Employees are not fixed assets; neither are they robots built to perform specialized tasks. The workspace shouldn’t negatively impact the quality of our work and lives. Employees prosper in an ambience where their work is appreciated; they feel upheld and don’t go back home with stress but to a healthy lifestyle.

A job for any employee should be filled with variety, appropriate and flexible challenges, clear goals and regular feedback. Organizations that create cultures, structures, programs and policies that help people find meaning in their work will thrive and enjoy greater success.

(The given article is attributed to Sanjay Rajpal, Head – Productivity, Clix Capital and has been exclusively created for BW People website)