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7 Tips to Increase Office Productivity

The cell phone alarm rings, you see it, press “delay,” and decide to sleep another 5 minutes.

How many times do you do it? Some mornings I would throw the cellphone out of the window.

There are more productive days and days when much less is done, and it is normal. We are human beings, there aren’t the same days, and there can be a lot of particularities popping out in your daily routine. But there are some small “tricks” to increase productivity at work without being distracted by anything.

1. Define and focus on priorities

Those who know me know that I often repeat a phrase that is: “The emergencies are in the hospital, we don’t operate a heart here.” There are priorities, and within the working day, it is important to consider these activities well.

Obviously, Customer Relationship Management (CRM) tools are a precious ally here, even if, in reality, I also note the various things to do on paper. Sometimes I even feel being observed by my notes. Next to the work to be done, I always put the hypothetical date by which that work must be resolved so that we can also manage any other projects. Obviously, deadlines must be real and reachable. Otherwise, procrastination becomes the agenda.

2. Beware of distractions

We are bombarded with notifications:

  • Emails
  • Invitations to events on Facebook
  • Messages from the group on WhatsApp
  • Instagram profile with 747k followers, etc.

It would be nice to isolate yourself from everything while doing a job, but I believe that few can do it 100%.

In Rhetoric, there are some moments in which we wear headphones and try to isolate ourselves, or where it is more appropriate to work in groups to share ideas and thoughts. Still, it is important to be able to find a working method and not to be distracted continuously.

You should disable notifications of emails, phone messages, and all social media and check everything when you have time to do it.

3. The importance of breaks and the dangerousness of routines

The breaks are significant, both in the case of “creative” and repetitive work. It is fundamental to detach the brain to find inspiration and creativity. But concentration and method are also important here. Take a coffee break, take a walk, enjoy a breath of air on the terrace, read a few pages from a book, or find where to buy cheap essay if that is your part-time job and you’re out of time.

It is essential not to fall into routine and repetitiveness: boredom and the lack of stimuli are the main enemies of poor productivity.

4. Multitasking yes or no?

Multitasking, the bane of productivity! We do three or four things at once. But, frequently, we don’t manage them well. Or, we trick ourselves into doing a lot, but maybe it takes us longer than a more organized operation. You go from one activity to another without making real progress. This way, you run the risk of forgetting something.

Doing too many things at once is a big blow to your attention and, therefore, a drop in performance potential. In short, those who want too much frequently end up doing nothing. Moving from one activity to another, our mind must re-organize itself, re-process new information, and then act as a whole. A loss of concentration is inevitable here.

Two things can be done simultaneously if they are two activities involving different parts of the brain. Try talking to a person and writing a business email at the same time. After a few moments, your email will be full of errors, and the person in front of you will be wondering why you are not listening.

5. The importance of NO

“No.” But how nice is it to say NO? It is a short and simple word, but many of us find it difficult to say. However, “no” should not be discouraging, and a “negative” aspect should not always accompany it. Indeed, it should only be a way to parameterize business relationships, establish priorities, and grow even more.

6. Meetings and organization are fundamental — be careful

How much we like to have meetings, huh? They can solve many problems and avoid a lot too, but one must be careful. It is important to define some things first:

  • When to do it: it can be weekly, monthly, or “emergency.” But be careful with the timing to make sure people can attend that meeting.
  • Define the agenda well to involve only the people interested, and allow them to be prepared.
  • Consider the participants. It is important not to waste time on someone who is perhaps not an active part of the working process.

With a responsible approach, even a 5-minute meeting can improve office productivity rates.

7. The 3-minute rule…

If you have an activity on the agenda that requires less than 3 minutes to manage it, do it now!

It will take more time to put it on the ToDo list, and it’s more stressing to see a list of to-do things that gets longer.

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