Keys to Keeping the Office Productive

Coworkers laughing talking office meeting

Companies need to understand the importance of having happy, productive workers. Productive employees get more work done, which means that companies make more money. Therefore, managers are tasked with finding out how to keep the best employees and make sure they are able to get their work done.

Most people work solely to collect a paycheck, but, by implementing some simple changes, you can make your office a place to where employees will want to come five days a week. Here are some ways to boost productivity in your office.

Keep Supplies Readily Available

Nothing is more frustrating to the office worker than not having the materials they need to complete a project. Different departments have different needs. Be sure to communicate with employees to see what supplies they need, and create a system where they can easily request more if they run out.

It’s always a good idea to have basic supplies readily available, such as pens, pencils, highlighters, notepads, folders, manila envelopes, and paper clips. You should also think about other necessary supplies.

For example, it’s important for offices to be well-stocked with copier paper and have extra printer ink and toner cartridges on hand for emergency printing projects. Nobody has time to run out at the last minute and look for the right cartridges at the local Staples or Office Depot.

Businessman standing by printer

Make Sure Equipment Is Functioning

Offices need functioning computers, copiers, printers, and fax machines. A malfunctioning copier can quickly lead to a loss in productivity – as well as morale. It’s difficult and time-consuming to get work done when equipment is not working properly.

While you can’t prevent things from breaking down, it’s important to get them back up and running as quickly as possible when they do. Have a backup plan in place in case an important piece of equipment must be out of commission for more than a day.

Keep the Office Comfortable and Clean

Nobody wants to spend 40 hours a week in a dirty, cluttered office with broken desks and noisy old chairs. Make an effort to keep employees as comfortable as possible. Update old equipment and make sure it is ergonomic. This will keep your employees healthy and free of chronic back and neck problems that can cause them to take time away from work.

Let the Light In

If possible, allow sunshine into the office. If this isn’t an option, make sure work areas are well-lit. A dark environment can cause employees to strain their eyes, which can lead to headaches. Having adequate light in the office can energize your employees and keep them productive.

Coworkers laughing talking office meeting

Foster Communication

Employees should know who to go to when they have a question or concern. They should not be afraid to speak to a manager or someone else in the chain of command.

Communication is also essential in team environments when multiple people are working toward a common goal. Communication makes companies more efficient. Status updates can help others know where a project is at so that they don’t do duplicate work. Many companies use applications such as Slack to make sure everyone is on the same page.

Encourage Flexibility

When an employee works a 9-5 schedule, it’s hard to get anything done before or after work. Employers should help workers maintain a work-life balance. This means allowing longer lunches to get errands done or allowing telecommuting on a regular basis. Employees are happier and more likely to be productive when they know they have the flexibility to go to the doctor at lunch time or work from home when their child is sick.

Coworkers coffee break chatting

Limit Device Use

While it’s important to be flexible, employees should not be on their phones texting or taking personal calls all day long. They are being paid to work, and it’s important that they do. Constant device use distracts employees from work and causes productivity to falter. For the most part, smartphones should be limited to emergency use only.

Get Rid of Employees with Bad Attitudes

Just one employee with a bad attitude can cause everyone in the office to lose morale. Attitude problems can bring everyone down. Employees lose motivation, which leads to a decrease in productivity. Managers should be aware of toxic employees and, if the bad attitudes persist, they should be let go. This situation can be difficult to deal with, but, if left ignored, a company can end up losing their best employees.

Lack of productivity can ruin a business. By maintaining a comfortable work environment free of drama and attitude problems, managers can help employees perform at their peak levels.