Business productivity is all about how efficiently tasks are completed within a certain time. Many things can either help or hurt productivity, so companies need to understand these factors to improve their operations.
When looking at what affects productivity, think about how these factors connect with other parts of the workplace. To keep things running smoothly, a business must balance employee morale, profits, and goals. High productivity is great, but only if it’s sustainable.
Read on for tips to boost productivity in the workplace — and to learn what to avoid.
How to Increase Business Productivity
Here are some practical strategies and helpful tools to boost productivity in your small business:
1. Use Automation Tools to Save Time
A lot of time gets wasted each year on manual paperwork. By switching to automation software, your business can save countless hours that would otherwise be spent filling out forms. Digital recordkeeping also becomes automatic, which means even more time saved down the road.
Another big plus of automation is that it lets employees focus on more meaningful tasks without constant interruptions. Research shows that switching between tasks hurts productivity and is generally disliked by employees. Automation tools like automated email responses, data extraction, social media scheduling, and calendar management help employees focus on what they do best, improving both productivity and morale.
2. Encourage Flexibility for Employees
Happy employees are productive employees, and flexibility is a key factor in job satisfaction. Options like flexible hours, remote work, and generous time-off policies give team members control over their schedules, allowing them to do their best work in a way that suits them.
The COVID-19 pandemic proved that employees can be just as productive from home, if not more so. Studies from Gartner even show that skipping a daily commute can boost productivity. If you’re concerned about tracking remote work, plenty of tools can help you monitor productivity from afar.
3. Organize Workflow for Efficiency
Using an organized system for tracking tasks and workloads can streamline your operations and boost productivity. Workflow management tools make it easy for teams to stay updated on long-term projects and goals. For instance, the Scrum method has teams meet daily to discuss what they accomplished, what’s coming up, and any roadblocks they’re facing. This helps teams stay aligned and find solutions together.
Clear organization reduces overlapping tasks and prevents duplicated work, saving time and resources that can be redirected to client work or important projects. Automating parts of your workflow can also free up employees for more strategic work that requires creative thinking.
4. Invest in Employee Development
Employees are most productive when they’re engaged and motivated. To keep staff from getting stuck in a routine, encourage ongoing learning and skill development. Offer professional growth opportunities, support new hobbies, and let employees try out new responsibilities.
Back up your support with real actions, like offering a trial period for a new role or giving time off for a conference. Show your team that you’re committed to their growth. Research from Gallup shows that engagement is down, but a focus on development can keep your team invested in their work and boost productivity.
5. Maximize Natural Light in the Workspace
Office design matters more than you might think. Natural light has been shown to improve mood, boost happiness, and positively impact productivity over time.
Many offices in the U.S. could improve in this area. Try placing desks near windows, removing obstacles that block sunlight, and encouraging employees to take breaks outside when possible. A little sunshine can go a long way in making the work environment more enjoyable and productive.
Productivity Killers to Avoid
Just like there are ways to boost productivity, certain things in the workplace can really drag it down. Here are some common productivity killers to watch out for:
1. Too Many Meetings
Meetings can be helpful when they clarify roles and align goals, but too many can backfire. If meetings are scheduled back-to-back, happen daily, or don’t consider who really needs to attend, they end up eating into valuable work time.
Here’s how to cut down on meeting overload:
- Invite Only Key People: Think about who actually needs to be in each meeting. For example, the IT team probably doesn’t need to sit in on a sales meeting, and maybe not everyone in sales needs to attend either.
- Use Emails Instead: If something can be solved in under 10 minutes, try sending an email instead.
- Set Agendas: Share a clear, goal-focused agenda before each meeting so everyone can come prepared. This helps meetings run faster and more efficiently.
2. Social Media Distractions
We’ve all been guilty of sneaking a look at Facebook, Instagram, or TikTok during work hours. While social media is useful for business, it’s also designed to grab our attention, which can lead to wasted time.
Create a workplace social media policy that makes sense for your business. You could block certain platforms on the company network or set specific guidelines for usage. If you’re really concerned, employee monitoring tools can block social media access during work hours. But often, just educating your team about the downsides of social media during work can be enough to keep it in check.
3. Noisy Co-Workers and Office Distractions
Focus is key to productivity, but a noisy office can make that hard. Chatty co-workers, loud typing, or just general office noise can be distracting and stressful.
Here are some ways to handle it:
- Create a Break Area: If office gossip or chit-chat is getting too loud, set up a designated break room or refreshment area for socializing. This way, work areas stay quieter without cutting off all conversations, which can be important for a positive company culture.
- Reduce Ambient Noise: Adding rugs, plants, or dividers can help absorb sound and make the space feel more comfortable. If noise is still a problem, consider providing noise-canceling headphones.
Also Read: How to Negotiate with Suppliers?
4. Smartphone Distractions
In the U.S., people spend an average of 4 hours and 39 minutes on their phones each day. Some of that time is bound to happen during work hours, which can reduce focus on work tasks.
To reduce smartphone use at work:
- Share some phone usage stats with employees — they might be surprised at how much time their phones demand.
- Ask employees to set their phones to “do not disturb” during meetings or focused work times.
That said, remember that flexibility is important. Sometimes employees may need to use their phones for personal reasons, and being understanding of that can go a long way in building trust and respect in the workplace.
