We all have a work routine. We all aim to get as much done in our workday as possible. However, A report from Fellowes has shown that 30% of UK office workers have admitted to only completing 1-4 daily tasks. We all have unproductive days, but are there any practical measures you can take to improve our productivity at work?
Many people often think productivity is how many things you can get done in a day, however, this couldn’t be more wrong. Productivity is an assessment or measure of the efficiency of a worker or group of workers completing tasks. How to be productive differs depending on who you are and results from a mix of aspects such as your motivation, training or work environment. It may be totally natural to you or you may need to come up with exercises and good habits to efficiently get work done.
These 7 tips may help you to be more productive at work but will also impact your everyday life, allowing you to be more productive in both areas. There has been significant evidence that supports the link between well-being at work and productivity with physical health and mental well-being.
Having the Right Tools and Equipment
Office equipment and tools play a major role in the modern workplace, allowing employees to work productively and complete tasks efficiently. Technology is continually being developed to help you work smarter - not harder. It is important to find which tools are right for your organisation and take advantage of the benefits. A good example is Microsoft Teams, a collaboration app of Microsoft 365 that combines calls/chat, attachments, notes and meetings. It allows your teams to work from wherever, whenever by allowing them to co-author and share files with Office 365 apps such as Word or PowerPoint.
Simple Tips to Becoming More Productive
Let's take a deeper look at some of the tips that can help you stay more productive at work:
1. Work Flexibly
With the latest technologies, employees are being allowed to work at times most productive to them. The common 9-5 shift is proving not to work for an increasing amount of people and it has been predicted that by 2020, 30 percent of workers will spend much of their time working from home.
Are you a morning person? Or do you work better in the evenings? Ask your boss for flexible working where it is practical. In some cases this may not be possible, so it’s about making use of your time whilst at work, thinking about what your most productive hours of the day are and using them to your advantage.
2. Take Regular Breaks
Not taking regular breaks may lead you to believe that you are getting more done but scientists say it runs you down and causes a lack of motivation. Taking regular breaks boosts our concentration, creativity, moods and of course our productivity! Try taking a walk around the office, have a chat with a colleague or have a snack. It is recommended by experts to take a short break every hour depending on the type of work you are doing so that you can make the most out of your day.
When thinking about taking regular breaks at work a good example is the ‘Pomodoro Technique’. It is a time management technique that uses a timer to break work down into intervals of 25 minutes with short breaks. A goal of the technique is to reduce the impact of internal and external interruptions.
3. Set SMART Goals
Set Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) goals to provide clarity and motivation. Well-defined goals make your work actionable and trackable, giving you a sense of purpose and helping you stay on track.
4. Minimize Distractions
Identify common distractions in your work environment and take steps to minimize them. This might include silencing your phone, scheduling specific times for checking emails or using website blockers to restrict access to distracting websites during work hours.
5. Take Regular Breaks
Not taking regular breaks may lead you to believe that you are getting more done but scientists say it runs you down and causes a lack of motivation. Taking regular breaks boosts our concentration, creativity, moods and of course our productivity! Try taking a walk around the office, have a chat with a colleague or have a snack. It is recommended by experts to take a short break every hour depending on the type of work you are doing so that you can make the most out of your day.
When thinking about taking regular breaks at work a good example is the ‘Pomodoro Technique’. It is a time management technique that uses a timer to break work down into intervals of 25 minutes with short breaks. A goal of the technique is to reduce the impact of internal and external interruptions.
6. Delegate When Possible
You don't have to do everything yourself. Delegating tasks to team members or using automation tools can free up your time for more important responsibilities. It's essential to trust your team and leverage their skills to maximize productivity.
7. Invest in Continuous Learning
Investing time in learning new skills or improving existing ones can pay off in increased efficiency. Technology is always evolving, so staying up-to-date with the latest software and tools can help streamline your work processes.
The Tools Used to Increase Productivity
Now, let's delve into some technological solutions that can further enhance your productivity, especially when provided by an IT-managed service provider:
VoIP (Voice over Internet Protocol)
VoIP technology allows you to make phone calls over the internet, replacing traditional landlines. It offers several productivity benefits, including cost savings, scalability, and the ability to integrate with other software applications. VoIP systems often include features like call forwarding, voicemail-to-email, and video conferencing, enabling seamless communication.
Additionally, many people are still unaware that BT will be turning off their PSTN lines in less than two years, this means that any business or individual using legacy communication systems will have to move to Modern solutions such as VOIP. Learn more about BTs Big Switch Off HERE
Ensure Your Business Communication is Always Streamlined and working HERE
Microsoft Teams
Microsoft Teams is a collaborative platform that combines chat, video conferencing, file sharing, and integration with Microsoft 365 apps. It streamlines communication and collaboration within teams and organizations, making sharing information easier, holding meetings, and working on projects in real-time.
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Microsoft 365
Microsoft 365 is a suite of cloud-based productivity tools that includes familiar applications like Word, Excel, PowerPoint, and Outlook. It allows for seamless collaboration on documents, real-time editing, and easy file sharing. Microsoft 365 also offers robust security features and automatic updates, ensuring you have the latest tools and protection.
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Hosted Desktops
Hosted desktops, also known as virtual desktop infrastructure (VDI), provide remote access to your desktop environment from anywhere with an internet connection. This technology allows you to work on your familiar desktop, applications, and files, increasing flexibility and productivity. Hosted desktops are secure and can be easily managed and maintained by an IT-managed service provider.
Learn More About Hosted Desktops the entrust IT Way
Automation and Workflow Optimization
Automation tools can streamline repetitive tasks and workflows. Whether it's automating data entry, sending automated responses to common emails, or setting up workflow triggers, these solutions can save time and reduce errors. Workflow optimization services from IT-managed service providers can help you identify areas where automation can boost productivity.
Cyber-Security Solutions
Effective cybersecurity measures are critical for productivity. IT-managed service providers offer cybersecurity services that protect your data, networks, and devices from threats. This includes firewall management, antivirus software, intrusion detection, and employee cybersecurity training.
In conclusion, productivity is essential in today's workplace. By following these practical tips and considering technological solutions, you can enhance your productivity and contribute to your organization's success. Partnering with an IT-managed service provider can help you leverage technology to its fullest potential, allowing you to focus on growing your business and achieving your goals.
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Productivity Takes Many Shapes
Striving for increased productivity and success in our professional lives is a common aspiration. Yet, achieving these goals often requires a thoughtful examination of our work habits and a willingness to make necessary adjustments. As we've discussed in this blog, implementing these tips can help you maintain focus and significantly enhance your efficiency.
It's essential to reflect on the fact that a mere 7% of workers report feeling productive during traditional work hours. This statistic underscores the need for reevaluating the conventional 9-5 work structure. In today's era, with the advent of modern, cloud-based work tools, we have the power to unlock our productivity potential by allowing employees to work when they're most focused.
Embracing these tools and offering flexible working arrangements can not only rejuvenate your personal productivity but also turbocharge your company's overall performance. The path to greater productivity is within reach, and it begins with these practical tips and a shift towards a more adaptable work environment. If you want to take the first step towards giving your business the tools it needs to be more productive get in contact on 330 002 0045 or email enquiries@entrustit.co.uk.
