Increasing Workplace Productivity During Current Economic Times

Since the pandemic hit, we have seen worker shortages and a backlogged list of to-dos a mile long in nearly every business sector. Many businesses simply cannot afford to hire more people in these current economic times, so they must learn how to get more done with the employees they have. In order to do this, businesses of every size need to be smart about increasing workplace productivity. One of the best ways to do that is through the development of strong organization systems. Let’s take a closer look at some simple steps you can take to maximize productivity and make the most of your time in the office.

Streamline Paperwork & Procedures

Before you tackle the physical challenges of your space to get organized, consider how to organize your time effectively. Make sure that the procedures in place are helping and not hindering productivity. I recommend putting a magnifying glass on the paperwork that passes through your office. Figure out how many steps it takes for that piece of paper to get to its final destination, and look for ways to combine or eliminate steps whenever possible. Ask yourself practical questions such as these:

• Could something that is on paper be put into digital form to minimize time for changes and corrections?

• Does everything need to be in duplicates?

• Will scanning some items cut down on cost or repetitiveness? 

Storing information digitally is a great solution to help you cut down on costs, eliminate steps, and make files more accessible for everyone in your office. For example, if you have a form that has 3 or 4 copies and you scan it, you will be spared the cost and time of having to make multiple copies and file it. You can store it in a cloud-based folder, so that all of your employees can access it. This will leave you and your employees with more time to focus on other tasks, so that you can cross more items off your to-do list during the work day. 

Rearrange Your Space

Streamlining your procedures will certainly help you get a better handle on time management, but more often than not, increasing workplace productivity requires some physical organization, too. It can be very distracting to employees when they are cramped or uncomfortable in their workspace, which may also cause their productivity to suffer. If you need to make some more space, consider rearranging your office. 

Look at how employees use the space and try changing the layout to accommodate function. Perhaps you have a group of employees that need to meet regularly to discuss a project. You could rearrange the furniture to create more private spaces, so that the rest of the employees are not distracted by the meeting. Or maybe you have an employee who frequently uses the printer, but they have to walk all the way across the room to collect their papers every time they print something. It might make more sense to rearrange the layout of your office, so that the printer is near that employee’s desk or in a central location that is easily accessible for all employees. 

Address Supply Storage

Let’s not forget about organizing communal supplies either. If your office supply storage room is overwhelming, take a few employees away from their desk for a couple hours to help arrange it better. You may lose a few hours of work time from employees now, but think of the time and money you will save in the long run. An organized storage room means that your employees will not have to spend hours looking for supplies or reordering them because they cannot find them when they need them. 

However, as the rule goes for most things in life, a good organization system only works as well as you maintain it. Be sure that you and your employees practice good organization habits in the office every day, so that their efforts to organize the supply storage room are not wasted. Put things back when you use them. Do not purchase more than you can store. And remember that most companies can deliver items within 24 hours if supplies are looking low. 

Organize Your Personal Workspace

Simple changes to layout and supply storage can make a huge difference in eliminating office distractions, but sometimes personal workspaces also require an organizational overhaul. I often find that my clients struggle with what to keep and how to arrange it neatly in their workspace. If this seems to be an issue with everyone in your office, try cubicles to help contain each employee’s belongings, or attach a hutch on each desk for storage. This will help free up some of the space on the surface of the desk, so that employees have more room to work. For desks with limited drawer space, a file drawer can be placed under each desk or on the side to enhance storage. 

If organization is more of a spot problem in your office and just one or two employees need assistance with their area, it may be beneficial to hire a professional organizer. A professional can show employees how to declutter effectively, and help identify more efficient circulation patterns for a better flow in your office as well. Once again, while it does require an initial investment, spending a few hundred dollars upfront will save you much more time in the end. With more space to work and fewer distractions, employees will be able to perform more productively on the job. 

Increasing workplace productivity will be so much easier with these simple steps to make your office more organized. While it does require initial time and cost investments, the amount of time and money you will save when employees are maximizing productivity far outweighs the price of your initial efforts. If you would like to speed up the process even more, reach out to us! We would be happy to offer expert advice and organization solutions that will help your business reach its full potential and operate smoothly.