The key to job satisfaction, increased productivity, and efficiency is working smarter, not harder. Maintaining a smart work approach not only makes you a valuable asset but also increases your job security. However, working smarter requires persistence and determination till you get the hang of things. Read on as we share with you the top tips you can implement in your workspace to work efficiently.
1. Make a Schedule
The first thing you should do is to encourage your team to make a schedule of their week’s work. While making the schedule, you should start with the most important tasks so you don’t have them pending throughout the week. In business terminology, it is known as front-loading. A SMART goal strategy can also be applied to define tasks in terms of being specific, achievable, measurable, and time-bound. Implementing a strategy like this will help in performing the task with efficiency.
As you work through the schedule, make a habit of taking a break whenever you feel overwhelmed.
Taking a 20-minute power nap can reset the body and revamp one’s energy levels. If you don’t take some time off, the brain gets exhausted while performing tasks, resulting in poor performance. This exhaustion of the brain can also lead to several mental health conditions like anxiety, depression, and insomnia that can further decrease the productivity and efficiency of the employees. There are several workflow-improving techniques and apps which not only provide you with an efficient roadmap to execute your daily work-related tasks but which also promote the taking of breaks in between tasks. Lastly, when you make your work schedule, remember to perform one task at a time and avoid multitasking. Working on one task is necessary, as performing multiple tasks at once impacts the quality of effort put into each task and takes an unnecessary toll on the brain.
2. Revamp The Work Routine
Remember, our goal here is to reach maximum efficiency and productivity while performing tasks. You can ask your team to figure out the time of the day when you are most productive. Most people tend to work more productively during the morning. The tasks that require the most creativity and attention to detail should be scheduled for morning sessions.
You can also make a list of what each of your employees is good at. For example, a specific team member could manage a task better than the other, so utilizing their skills accordingly would help in managing the workflow smartly. If you know your team well, it would be easy for you to delegate tasks accordingly instead of randomly assigning tasks. A Pomodoro timer can also be used to help your employees work smartly. The timer follows a 25-minute work time and a 5-minute break in between each session. To check whether you are following this routine, put a tick mark every time you fail to follow the Pomodoro timer. Putting a tick will remind you to be more consistent and to make the necessary changes.
3. Implement Access Management
Identity and access management systems are a great consideration when you want to increase the productivity and efficiency of your team. These applications allow administrators to access work-related information whenever they want. Furthermore, the internal business structure is improved, ultimately boosting productivity. Using these applications allows administrators to view, review, and analyze who has access to what information. You can either leverage each user’s access to assets to better streamline the workflow, or limit these access privileges as required. Over time, you can build an identity management and authorization framework that allows employees to work smartly while cutting down on unnecessary tasks related to authorization or access.
4. Improve Communications
First and foremost, work on improving your team’s response time. No matter the type of task, encourage them to take action and see the task through to completion. For example, when reviewing emails, make a habit of immediately replying to an email you find important, since delaying a response may result in it being forgotten entirely. As you work on your communications, listen actively when communicated to and be clear on how you want the tasks to be completed.
Improving internal communications between employees and different departments is crucial in maintaining the workflow and making tasks less stressful. You can choose a digital workspace of your choice to help with communications. Using applications like these allows employees to collaborate on tasks to achieve the best outcomes. There are a plethora of options when it comes to choosing internal communications software. The best way to choose one is by comparing the features of each
5. Don’t Neglect Stress Management
Practicing stress management techniques is essential when you want to stay productive. Listening to music, practicing meditation, yoga, and even reading your favorite book can be stress relievers. Without stress, your employees can work more effectively and maintain workflow without expending too much mental energy. Another great way to handle stress is by setting up shorter deadlines that allow a task to be completed without further stress build-up. Reviewing your to-do list and cutting down on unnecessary tasks can also lower stress levels. Encouraging your employees to adopt these stress management strategies can help improve workplace performance by many folds while improving your physical and mental health. Another major factor that triggers stress is our digital devices. Turning off notifications and restricting personal mobile usage can help a lot in increasing productivity while also minimizing stressful triggers. However, if turning off the notifications is an issue, consider checking in on notifications only during scheduled breaks.
6. Use Performance Tracking Apps
In this age of technology, using tech tools and apps in a workplace can make a lot of difference in terms of outcomes. Performance tracking apps for employees are available which can be used to see real-time progress. The collected data can be then used to analyze performance and even pinpoint the tasks that take up the most time. By gaining valuable insights through data analysis, it becomes easier to revamp your work routine and get the most out of your work hours.
There are a lot of other ways you can make your employees work efficiently, improve their productivity, and save valuable resources. We hope you find the above-mentioned tips useful. It is not necessary to implement all these tips at once. Instead, start with one or two strategies and then evaluate whether your work would need any others.
About the Author
Chelsea Handler works in a diverse range of organizations, including small business startups and large corporations. She specializes in content writing and editing, as well as marketing and social media. Her varied background provided the perfect foundation for her current role as Business Development Specialist.