A Deep Dive into Building a Productive Workplace

Making a productive office for your self is hard sufficient, however doing it for your entire workforce? That is a complete totally different ball sport.

As a advertising and marketing workforce chief for a few years, I realized firsthand the significance — and the challenges — of constructing a productive office.

However wherever I labored, my objective was the identical: to encourage my workforce and assist them break by limitations to attain their finest. I led the best way, guiding every member from newbie to skilled. I turned juniors into specialists and even workforce leads.

Being a workforce chief taught me that making a productive office isn‘t about guidelines and plans — it’s about individuals. How do they really feel? What motivates them? Do they really feel heard?

On this piece, I will share my private insights blended with suggestions from ten wonderful business specialists that can assist you construct a extremely productive office.

Download our complete productivity guide here for more tips on improving your  productivity at work.

Desk of Contents

What’s Office Productiveness?

Office productiveness is the contribution every workforce makes to the corporate’s success. You may measure it in numerous methods — like how a lot work will get executed in an hour, how a lot cash every worker brings in, or how usually tasks are completed on time.

However there’s extra to productiveness than simply, effectively, producing. The “how” we produce additionally issues, and it’s a giant a part of equipping ourselves and our workplaces to grow to be extra environment friendly.

We have to deal with productiveness extra holistically, or as Dan Shipper stated in his TED speak, “We expect productiveness is about software program, notebooks and to-do record frameworks, calendars, schedules, and inboxes. And it’s all of these issues, however it’s additionally about our brains and our our bodies.”

So what ought to a productive office appear like? Listed here are 4 issues it ought to prioritize.

1. Wholesome Work-Life Stability

When your workforce appears like they’re continuously in work mode, with no room to breathe or pursue different pursuits, productiveness suffers.

Working extra doesn’t imply extra work will get executed — particularly not high quality work. Folks want a superb stability between work and free time. They should recharge and really feel supported in managing their private lives alongside their work.

And that’s not simply my opinion. A 2022 examine on the interactive affect of work-life advantages backs this up. It discovered that perks like versatile work hours and childcare assist result in happier groups, a greater work ambiance, and everybody being extra productive.

2. Good Communication and Collaboration

Being a workforce chief is about greater than being an authority determine. Certain, you could have extra tasks — approvals, guiding the workforce — however you are not the only real concept generator or decision-maker.

Based on a 2023 analysis examine, most workers stated they felt neglected of selections. For sure, this shouldn’t be the case, since communication and collaboration are important to true productiveness.

Throughout my time as the pinnacle of outbound content material advertising and marketing at Serpstat, I led my workforce by retaining communication open, and I genuinely welcomed each strategic or inventive suggestion. I discovered it beneficial when somebody supplied a unique perspective, even when it contradicted my very own.

In spite of everything, being a pacesetter did not imply I had all the appropriate solutions — it meant I wanted to empower my workforce by displaying I valued collaborative concepts, battle decision, and easy teamwork.

3. Clear Targets and Goals

A 2022 Forrester examine discovered that solely 39% of individuals absolutely understood their firm’s targets. However, 78% of them fully understood their private/particular person targets.

That poses the query: Is it actually crucial for workforce members to know company-level targets?

No.

Is it useful?

Sure.

In the event that they perceive how their particular person targets match into the corporate’s targets, they’ll really feel extra productive and motivated to hit the goal.

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When all workers perceive an organization’s core motives, targets, and mission, they present wonderful outcomes. Because the bestseller ebook “Begin with WHY” suggests, sharing your organization’s mission with workers, and serving to them really feel invested in it, have to be in each profitable firm’s DNA.

Mission alignment additionally helps with motivation. Mateusz Calik, CEO at Delante, shared an attention-grabbing story on how he acknowledged the facility of objective setting:

“I’ve at all times hated and felt so drained and undermined in jobs the place there was no clear finish to a job … What helped me was a system of labor my second-ever boss uncovered me to. Set deadlines, set tasks, and set functions. It’s the true antidote to procrastination.”

Tips on how to Improve Productiveness within the Office

Take breaks to maintain at peak efficiency.

Breaks will not be losing time. Breaks are for recharging batteries after which getting again to do extra and higher.

A current examine confirmed that breaks and self-care are essential for higher productiveness and total well being. Employees want not less than an hour of relaxation for each eight hours they work. It is best if the breaks really break up the working hours, however after all, it relies on the job — simply don’t keep on with your monitor throughout a break. Getting away out of your display screen and your workstation is the objective right here.

Professional tip: I exploit the Pomodoro approach for high quality work — 25 minutes of efficient work after which 5 minutes of relaxation. And people 5 minutes imply actual relaxation: a brief stroll, stretching, ingesting water, and respiratory recent air.

Whereas it looks like it might be simpler to take extra frequent breaks whereas working remotely, that’s not at all times the case. Deb Mukherjee, head of promoting at Numeral, emphasised that “we overwork ourselves throughout distant.” The reality is, whereas at residence, many people fail to take crucial breaks. Mukherjee means that on this work setting, breaks are extra essential than ever.

Mukherjee additionally believes in seizing fast, spontaneous breaks through the day to share non-work-related tidbits with colleagues, giving our brains a brief breather.

“We’ve a #enjoyable voice channel the place of us come on all through the day and discuss random stuff like their canine’s current antics,” Mukherjee says.

Eliminate distractions to get extra executed in much less time.

When there’s an excessive amount of noise or fixed interruptions, nobody can focus.

Arrange quiet zones the place you possibly can focus with out distractions. You may as well strive utilizing noise-canceling headphones to dam out any background chatter. When on the workplace, I exploit AirPods and seek for “music for focus” on YouTube Music.

However the very best resolution right here? Eliminate the cellphone and notifications. Until it‘s for work calls or messages, tuck it away someplace so it doesn’t tempt you to scroll by social media endlessly.

Cease multitasking to lower work-related stress.

Multitasking = getting much less executed.

Multitasking is leaping from one job to a different earlier than it’s executed. For instance, you may work on a letter, then change to LinkedIn, then attend a gathering, after which return to the letter. As an alternative of ending duties shortly, multitasking means every job will get much less of your consideration. And belief me, you’ll goof over one thing.

A current examine discovered that multitasking negatively impacts work and residential life. Regardless of many believing it is important, it really results in elevated stress, lowered focus, and poorer outcomes.

Whereas this type of task-switching makes us really feel extra productive, it really slows us down in the long term. As HubSpot Co-Founder Darmesh Shah famously stated, “Don’t child your self that you may multitask — you possibly can’t. Activity switching is cognitively costly.”

Set SMART targets to maintain duties organized.

Preceden analysis reveals that visualizing your targets can enhance productiveness by 18%.

So, as an alternative of simply tackling duties randomly, set SMART targets to keep away from burnout and be extra productive. SMART is a good framework for breaking down a objective into smaller, extra manageable steps to keep away from feeling overwhelmed.

SMART targets are:

  • Particular. Be certain that the targets you set are particular. The extra detailed, the higher.
  • Measurable. Be certain that your targets are measurable so that you could see progress and regulate accordingly.
  • Attainable. Targets needs to be attainable; if they don’t seem to be, rewrite them.
  • Related. Targets ought to align with you or an organization’s values and long-term imaginative and prescient so as to make an actual influence on change and efficiency.
  • Time-Certain. Set a deadline.

To place this into observe, I like writing my targets in a pocket book each Friday night or Monday morning, so I do know what targets I wish to obtain subsequent week. Then, I put them on my Monday board and ensure to trace and mark my progress repeatedly.

 

Tips on how to Construct Productive Groups

Present ongoing coaching in numerous fields.

From day one, make sure that each workforce member receives correct onboarding coaching and ongoing schooling. These periods are nice for bettering abilities, communication, and teamwork.

For instance, to your content material workforce, provide common workshops on content material creation or website positioning updates. Use free and paid assets. Navigate to a free HubSpot Academy for digital advertising and marketing and mission administration programs designed by specialists of their fields.

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Additionally, get your senior workforce members to steer workshops with juniors to considerably strengthen workforce bonds and share data.

Professional tip: Coaching would not at all times must be work-related. Connor Butterworth, founding father of Rug Slinger, shared that his firm repeatedly organizes workshops for private improvement. This method resulted in steady month-over-month development.

Assist your workforce in each doable method as a result of their inner well-being instantly impacts their efficiency.

Encourage collaboration and lead by instance.

Collaboration makes individuals really feel like they’re a part of a workforce. When colleagues work collectively, they construct belief and friendship. This makes the office a wholesome place to be, tasks get completed quicker, and the outcomes are sometimes higher.

Marcus Clarke, founding father of Searchant, states that one of the best ways to foster collaboration is thru periods, conferences, and one-on-one chats.

As soon as he prioritized this, Clarke says, “I observed my workforce felt extra snug in sharing and expressing their minds and issues. This led to elevated problem-solving, creativity, and productiveness typically.”

Additionally, when you’re a workforce chief or supervisor, attempt to be a job mannequin. Present your workforce how collaboration works by actively collaborating and sharing concepts your self.

As a workforce chief, I used to usually say, “Hey Matt, how does this work? Are you able to assist me with XYZ?” Certain, I might most likely Google it, however I needed to indicate the workforce it’s regular to ask for recommendation and assist.

Make your conferences extra productive.

Do not maintain conferences only for the sake of holding them — particularly weekly planning and retrospective conferences.

Begin by setting clear aims and agendas beforehand. Encourage everybody to contribute their concepts and opinions.

Nonetheless, go away 5 minutes for an informal dialog to verify in your workforce’s temper and set a relaxed however skilled ambiance.

Watch this quick TedX tutorial on dangerous versus good conferences.

 

Deal with outcomes, not clock-watching.

When outcomes are the principle focus, everybody’s motivated to work smarter, not simply more durable. For that cause, I don’t like time-trackers for distant jobs.

I was a full-time worker for an organization that made us use a tracker even when working on the workplace. Because of this, workers felt careworn and as in the event that they weren’t trusted to do their finest work. For sure, this works in opposition to productiveness.

As an alternative, as a supervisor, keep on with what counts — your workforce’s efficiency and outcomes.

Olivier Bretton, the founding father of Niceboard, has nice perspective on this.

“Probably the most essential factor that has helped me create a productive office for my workforce at Niceboard is a totally distant setup,” Bretton notes.

Based on Bretton, distant work has helped create a extra versatile and centered work setting for his workforce. “It additionally encourages productiveness since workers will not be evaluated on time spent ‘at work’ however reasonably on their precise efficiency outputs,” he says.

Professional tip: Current time-tracking to your workforce as a short lived means for troubleshooting, optimizing workflows, and amplifying productiveness. Encourage your workforce to make use of this as a device to grasp workload versus capability, discover bottlenecks, and enhance private time administration.

Ideas for Managing a Productive Office

Keep away from Micromanaging

Don’t micromanage your workforce.

A 2024 examine from the Management & Group Improvement Journal confirmed that micromanagement is among the most typical office points, notably in hybrid/distant work environments. It comes with many damaging results, like anxiousness, demotivation, and lowered productiveness. I’d additionally add that micromanaging discourages job possession.

After all, you possibly can‘t give your workforce freedom with out first coaching and guiding them. However as soon as that’s occurred, allow them to take the stage and shine. It’s not at all times going to be straightforward, however we have to settle for errors and failures as part of the expansion course of.

We are able to additionally take a cue from Alexandra Ilie, mission advertising and marketing supervisor at Touchpoint. Ilie says she realized that giving her workforce freedom was only a begin.

“When issues began to go sideways, as an alternative of diving again into micromanaging, we set clearer expectations, offered extra assets, and actually amped up the assist. We made positive everybody knew what was anticipated and had what they wanted to satisfy these expectations,” Ilie says.

Use Productiveness and Automation Instruments

Teamwork with out instruments like Trello, Asana, Monday.com, Zapier, Airtable, and so forth., could be chaotic. They assist with managing duties, sharing recordsdata, coordinating schedules, and collaborating in actual time.

Based on a current HubSpot examine, 75% of +1350 enterprise professionals agree that automation instruments assist their group collaborate extra successfully.

Kellie Davis, director of content material advertising and marketing at Influence.com, says, “We hold all mission communication in Asana …That method, everybody can see what’s occurring, avoiding messages getting misplaced in Slack or e-mail.” When communication and collaboration are efficient, “everyone seems to be happier and feels extra management over their work.”

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Professional tip: When providing productiveness apps, make certain that every workforce member receives coaching on learn how to use the apps successfully. I discover it useful to create a Loom video the place I clarify all the pieces step-by-step. This fashion, workforce members can watch at their very own tempo and go away feedback at particular factors if they’ve questions or want clarification.

Ask for Suggestions

It is not simply the supervisor who ought to give suggestions. Your workforce also needs to give enter on tasks, assess workforce dynamics, and flag any conduct that doesn’t align along with your firm tradition.

Crew members also can give suggestions on the supervisor’s management type. For instance, I usually checked in with my workforce to see how they felt about my management and if there have been any adjustments they needed me to make.

We additionally rolled out nameless surveys to focus on each strengths and areas for enchancment. This acted like a “well being verify” for every workforce, and served an amazing goal.

Rejoice Successes

A 2023 Nice Place to Work examine discovered that 37% of workers would do higher work once they obtain private recognition. So, when your workers do one thing nice, give them a shout-out.

Cheer for each large and small wins. For example, in your Slack group, give a shout out to a workforce member who nails a mission, crafts an amazing pitch, or shares an superior social media put up. And when the win deserves extra than simply reward, take into consideration beginning a bonus program or giving out present playing cards. You may as well reward your workforce with an additional time off. Belief me — this might be a giant hit.

Within the phrases of Vartika Kashyap, chief advertising and marketing officer at ProofHub, “You do not have to attend for main milestones to acknowledge particular person or workforce achievements.”

At ProofHub, Kashyap holds a small workforce lunch to have fun profitable campaigns. “This reveals my real appreciation in the direction of them. Plus, it boosts their morale and encourages them to proceed their devoted effort,” Kashyap says.

Optimistic Setting = Productiveness Blossom

We’ve rolled by plenty of strategies, instruments, and recommendation for making a productive work setting. But when I needed to sum all of it up in a single piece of knowledge, it might be this: Hold it easy.

Folks thrive in a piece setting that’s simple and straightforward to work in. No micromanaging, no overwhelming duties. Create a optimistic, useful, and supportive vibe. Talk, share concepts, and encourage your workforce to talk up about what’s bothering them. When everybody appears like a part of the crew, teamwork turns into dreamwork.

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