A workplace is not only meant to provide space for employees and office equipment. It must also be designed to inspire and maintain a productive environment for the growth of the business.
Unfortunately, not all business managers see the relevance of a stress-free workplace. The mere fact that an office must always be clutter-free is often overlooked. Consequently, about 4.3 hours per week is wasted looking for documents – exacerbating the stress of employees. In turn, their productivity and concentration suffer.
In addition to improving the organisation at the workplace, there are several other things you can do to motivate your teams and foster productivity:
Establish Flexible Work Schedules
Inspiration is the key to unlocking a professional’s maximum output, and it can never be sustained if you force them to work. This is why one of the most common problems at the office is the non-flexible schedule that employees are forced to live by. Moreover, by keeping up with such terms, an employee’s willpower and energy will diminish over time.
The key here is to give your employees more power on their schedules. Remember that they must strike the perfect work-life balance that can keep them motivated for the long run. For example, you should consider giving them a 1-day work at home privilege to lessen their stress. You can then use a time-tracking tool like Toggl to measure how much work they put in while at home.
You should also optimise your employees’ individual work schedules for the perfect work-life balance. For example, you should encourage them to take breaks especially after 90 minutes of intense work. This will allow them to make use of the brain’s “Ultradian Rhythm” to maximise efficiency.
Develop a Reward Strategy
Setting strict deadlines in project timelines is indeed effective for adding the sense of urgency. It does compel your team to get the job done, but it will take a toll on their physical and mental well-being in the long run. This is why you should also develop a reward strategy to boost their motivation and productivity at work.
As the business leader, there are endless ways to develop a compensation strategy to motivate your workforce. The usual “employee of the month” setup works, but it can lead to an imbalance in case there is a huge discrepancy between the work ethics of team members. This is why you need to be adaptable and continuously review and refine your reward strategy. Also, allow your employees to provide their input.
Maximise All Available Tools
To streamline your business-wide processes and maximise the efficiency of your teams, you can use a project management tool like Basecamp. It is a comprehensive tool that will keep everyone on the same page.
Some of its core features include to-dos for project management, schedules, and “campfires”. These are live virtual collaboration spaces where everyone can send files, chat, and share information in real-time. To help ease the stress, you can use Basecamp for non-work related silliness – from sending funny videos to emojis.
Basecamp is different from other project management platforms because it focuses on individual professionals and keeps everyone accountable for their tasks. It is more like an exclusive social media network where everyone can participate in message boards, have quick chats, get notifications, and more. You can also check what’s on someone’s “plate” by visiting their profile.
Go Paperless
Apart from project management tools, you should also consider using software that will allow you to go paperless. Keep in mind that going paperless does a lot more than just being friendlier to the environment. It also boosts the organisation and productivity at the office by making file sharing invariably faster. It also eliminates the stressful sight of a thick stack of papers.
There are several tools you can use for going paperless. Two of the best are Dropbox and Google Drive. Both have a web-based and downloadable app. However, Dropbox is known to be more reliable regarding uptime. Still, the connectivity and syncing issues in both platforms are negligible, so it’s just a matter of preference.
Run a Virtual Office Instead
Today, a workplace does not necessarily mean a physical location anymore. By running a virtual office, you can save a lot on the cost of space, equipment, and any travel expenses. Aside from using Basecamp and Toggl, you should also consider a comprehensive virtual office service like The Corner Office and W1 Office.
Virtual office services work by handling in-office communications such as phone assistance, fax, and mail. They also work by providing your business with a valid address for receiving and forwarding mail. Companies like The Corner Office also includes a professional meeting space for home-based businesses.
Plenty of startups already have virtual in mind to save costs and have more options regarding filling critical positions. As far as productivity is concerned, a virtual office is perfect for allowing every member to manage their own time entirely. This is why virtual offices are great in conjunction with a time-tracking tool like Toggl.
Workplaces today do not need bosses – they require leaders who can embrace change and adapt to tools that can make the office life easier. Simple changes such as using time-tracking software rather than timesheets can make the biggest changes within the work environment. With the right tools, you can help your employees attain the perfect work-life balance, maximise their productivity, and sustain their willpower.
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