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Do Co-Working Office Spaces Really Help Productivity?

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By Kayla Matthews

Co-working office spaces are popping up all over the country and inspiring people to look at office culture in a new way. In the past five years, co-working office spaces have grown 21 percent and are expected to grow two to four percent more each year.

What Is a Co-Working Office Space?

Co-working office spaces are designated workspaces shared among remote and independent workers who want the sense of an office without the competitive corporate atmosphere. In addition to offering desks and work lounges, co-working spaces often provide other office amenities like meeting and conference rooms, coffee machines and kitchens. The goal is to provide a productive working environment with a better culture than the traditional cubicle or home office.

Benefits of Co-Working Office Spaces

With their emphasis on the individual having control over the workplace environment, co-working spaces are drawing more professionals each year. Harvard Business Review says co-working spaces also foster more dedicated employees and new ideas. Business News Wales also sports positive reports of co-working spaces, saying that 89 percent of people who co-work are happier than those who don’t.

Here are some other benefits of co-working office spaces.

  1. Sense of Community

Co-working office spaces provide a sense of community that you could normally get in the typical office environment — without the office politics. Workers who feel alienated and disconnected working from home or in a solitary space can take advantage of a co-working office, connecting with others and the working culture again.

  1. Networking Opportunities

Being with other professionals who are working in different industries and fields offers a prime opportunity to broaden your network. A small chat at the co-working kitchen or sharing a desk with someone you wouldn’t normally interact with could spark a potential partnership and friendship. Plus, you never know what ranks of professionals are sharing your space and can provide referrals and recommendations.

  1. Affordable Space

The average cost of a co-working office space is about $295 a month depending on location. Included are electricity, internet, air, heating and maintenance. Unlike in traditional office spaces, desks, chairs and other office furniture is provided. Some facilities even offer additional amenities, making it a better value than a traditional office.

  1. Flexibility

With a co-working space, you use it when you need it. You’re not obligated to be there from nine to five or any other set of hours like in a traditional office, and you don’t have to be committed to using the space for longer than you want to. Co-working office spaces offer shorter lease and contract periods than typical office spaces.

Drawbacks of Co-Working Office Spaces

Even with all the benefits that co-working office spaces provide, there are drawbacks too, including the following.

  1. Distractions

The best thing you can do to help your productivity is to eliminate distractions. But when you’re working in a space that’s open to everyone, there are ample opportunities to become distracted.

Co-working office spaces are usually open-air and made for individuals who are coming and going. With people constantly moving around, arriving and leaving, your eyes can get drawn away from work. Plus, without walls to block sound, you can hear everyone’s phone calls, cell phone vibrations and music unless you have headphones in.

  1. Lack of a Designated Spot and Privacy

When you become comfortable in a certain place, you assume ownership. Because co-working spaces are shared, the spot you’ve come to be most productive at might be taken the next day, and you can’t personalize your desk without taking pictures and supplies home each day.

Most co-working spaces are also open air, which means everyone sees and hears what you do.

  1. Hidden Fees

Some co-working office spaces aren’t all-inclusive. There may be hidden fees or costs in addition to the amount you pay to rent your space, including:

  • Commuting or transportation costs
  • Purchasing food and drinks
  • Renting a locker or other storage
  • Printing and copying charges
  • Reserving a meeting or conference room

Things to Consider

Before you select and lease a co-working or other office space, here are some things to consider:

  • Location
  • Length of lease or contract
  • Workspace layout
  • Internet speed
  • Amenities
  • Security

Choosing Your Office Space

When it comes to considering a traditional office or co-working office space, determine which one fits your productivity style. Changing your environment could be just the move you need to amp up your productivity and get things done.

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured image: Photo by Mimi Thian on Unsplash

Playing on the Swings is Good for Business

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Looking for a new productivity hack?

Here’s a novel idea. Try the swings.

Really!

How often do you truly play?

You know — get out there and have some good old fashioned fun!

Think about it.

When is the last time you played on the swings at your local park?

 

Or — even better — under a night sky.

Stop.

Think.

Close your eyes.

Imagine.

Let your mind play for a while.

 

 

 

Can you feel it?

 

The back and fourth.

The up and down.

The breeze against your face.

The sky touching your toes.

The excitement of getting a little bit higher with every additional swing.

 

 

This moment you are thinking about — this is the stuff of wonder. 

 

And joy.

This is what makes the little kid in us re-emerge.

It’s what keeps us curious and engaged. All of it.

This is play at it’s best.

And guess what?

Letting your adult self play is good for you.

And it’s good for business too. Especially when it comes to helping you stay focused and creative.

So — go find a swing.

And swing.

Take it all in.
Appreciate it.
Experience it.
Embrace it.
Enjoy it.
Learn from it.

Trust me. You will be glad you did.

And you might just discover it’s one of the keys to helping you be more productive too.

Jane Boyd is a Partner in GeniusShared. She is also the CEO of 45 Conversations Media & Education Ltd, a Canadian education and training company based just outside of Vancouver Canada. She works with educators, business, community and government in the areas of early learning, work-life, community development and employee engagement.

Getting Things Done: How the Best Leaders Improve Team Productivity

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By Kayla Matthews

Whether you’re leading a team now or aspire to do so soon, productivity is essential, but it’s not always at a consistently high level.

That’s why it’s smart to learn from other leaders about what they’ve done to keep teams working together for the best possible output. Here are some tips.

Keep Meeting Sizes Small

Meetings are inevitable. And if people are asked the things they dislike the most about them, they’ll probably say the gatherings drag on too long or include too many people. To make his teams as productive as possible when they meet, Amazon CEO Jeff Bezos institutes a “two pizza rule.”

It doesn’t mean pizza is a part of every meeting, but that if two pizzas could not feed the entire team attending a meeting, it’s too big. Keep that philosophy in mind when determining whether it’s really necessary for so many individuals to come to a gathering you’re planning.

Resist Rigidly Sticking to a Chain of Command

At many companies, there’s an obvious and enforceable chain of command people must go through when distributing messages or attaining information. However, when he sent out a letter to employees that revealed his productivity tips, Elon Musk warned that such a hierarchy was not appropriate for Tesla employees.

He emphasized that communications should go through the shortest path possible to achieve the desired result.

Furthermore, Musk said managers who tried to make employees stick to the chain of command approach would soon have to look for work elsewhere because they’d not be appropriate for Tesla’s culture.

Make Your Office a Comfortable Place to Work

It’s difficult for people to feel productive if they have to tolerate uncomfortable chairs, too much chatter in the office or an atmosphere filled with tension, backstabbing among colleagues and other types of stress.

Although there’s merit in thinking about the way your employees do tasks, it’s also necessary to take a close look at the environment and determine if there are things you could do to make it better.

When Laszlo Bock was the head of People Operations (the equivalent of human resources) at Google, he advocated for giving people freedom at the workplace while providing real-time coaching and forgiving people’s failures as long as they learned from the experiences.

When people feel happy at work, they’re an average of 12 percent more productive. And it’s easy to see why employees are more likely to be in good moods while they work in teams if you’re not hovering over them like a helicopter boss.

Consider enhancing comfort by investing in non-traditional office furniture too. While he was at Google, Laszlo said he didn’t use a desk but loved how his workspace had a couch plus a chair that flexed to allow various angles for a person’s knees and hips.

Encourage Teams to Give Input on How to Make Things Better

Many business leaders can tell there’s something not quite right about their teams’ performance levels but can’t put their finger on precisely what’s going wrong. When that happens, it’s easy to get caught in a cycle of unproductivity and make everyone involved feel frustrated.

Sometimes, though, the trick to getting out of the rut involves urging the team members themselves to give their thoughts on what to do. Mary Barra — the CEO of General Motors and first female CEO of a major auto manufacturer — does that with the team members who have earned her trust.

People see Barra as a person who does things differently in almost every aspect of her work by breaking well-established business rules if doing so gets the results that keep the company moving forward.

People familiar with the company say one example is the way that Barra empowers team members to make cases for the things they think need to happen for improvements to occur. She can make efficient and difficult decisions on her own but knows people on her team have potentially useful ideas too.

Recognize the Individuality of Team Members

It’s easy to take the common approach of attempting to improve team productivity by using a single popular managerial style, for example.

However, it’s often preferable to take the time to learn about each of your team members and understand that they have different traits and may get more done by capitalizing on those specifics.

Ursula Burns, the former CEO of Xerox, is a big fan of mentoring and discusses how she had mentoring during her career at the company that began when she got hired as an intern. Burns says her mentors taught her the importance of relating to people and the perspectives they offer and not trying to intimidate individuals by managing them all in the same way.

Burns had also described the Xerox team as being like a big family and made efforts to form close relationships with employees.

When leading your teams, strive to get to know the things that make the individual members unique. When appropriate, let them work in ways that cater to their preferences.

Better Productivity Is Possible

Throughout your leadership career, you’ll consistently look for ways to help increase team productivity. By learning from the leaders mentioned above and following their tips, you could reach a productivity high point.

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured image: Photo by Helloquence on Unsplash

Exciting Ways to Boost Morale in the Office

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By Kayla Matthews

Workplace morale boosters are valuable to any company. They show your employees you care. If you have high employee morale in your office, you’ll have better performers. There’s less stress, which decreases turnover and increases productivity.

Engaging your employees is always a win-win, but you don’t have to break the bank to do it. The funds and effort you do put toward it will pay off in the end, so why aren’t you participating? Check out the following six simple and affordable ideas for boosting morale in your office.

Provide Healthy Snacks for Employees

Healthy office snacks and meals have the power to raise productivity levels and your employees’ overall spirit. Staff members often feel they don’t even have the time to stop and feed themselves. They may have too many back-to-back meetings and just too much work to do.

Make it convenient for your employees to be healthy and well-fed, and keep your office stocked with easy-to-grab snacks like granola bars, nuts and individual popcorn bags. If you have the means, order a healthy lunch spread for your office. Employees appreciate these kinds of gestures more than you realize — especially since they’re able to keep working and still eat.

Have an Office Dog Day

This one is a bit tricky if your building has rules against pets, but many office buildings now allow them, with restrictions that pertain to certain breeds. Check with your landlord or building owner, then consider one day per week, like Fridays, or even just one day a month, to allow employees the option to bring their furry friends to work for the day.

Of course, employees will be held liable for any potential issues that may arise, but with good judgment, this strategy could be a great way to reward your employees. Dogs can also strengthen bonds between colleagues and improve mental health. They can motivate employees to go outside, decrease stress and promote mental breaks — as well as a load of other positive results.

If you have employees who are allergic to dogs or are not particularly fond of their presence, there are plenty of ways to get around it. Try planning an office picnic where employees can bring their dogs. This way, those employees who are allergic won’t be confined to a closed-in office with pet dander.

Throw an Office Party

Yes, every office usually throws a holiday party once per year, but you shouldn’t wait 12 months to get all of your team members together on a more casual and comfortable level. Plan fun events for employees, like a chili cook-off, lunch potluck or holiday party to celebrate Halloween, Thanksgiving or another occasion that’s coming up. Have fun and set up an ugly sweater contest. The options are endless.

This time gives employees a chance to mingle with one another, enjoy great food and bond more with colleagues and as a team. If you decide to have a party or gathering after hours, give employees the opportunity to invite their spouses or significant others.

Set up an Office Happy Hour

Happy hour doesn’t always have to entail alcoholic beverages. You can hold a happy hour once a month. Try a Thursday or Friday at 4 p.m., before employees leave for the day, in the office lounge area or break room.

Serve an array of wine and beer, or opt for soft drinks and other non-alcoholic beverages. Order or pick up some tasty snacks, like nachos and queso from your favorite Mexican restaurant nearby or pizza for everyone to munch on. You can even go off-site to someplace fun so that you’re away from your typical work environment. This plan is yet another great way to encourage employees to get to know each other more outside of meetings and other projects.

Provide a Food Truck Lunch

Everyone loves a good food truck, and the great thing about them is that they’re mobile. Many offices have been trying out food trucks during employees’ lunch hours. This move is easy and convenient because people don’t have to go off-site, but if they didn’t bring their lunch, they still have the option to eat something different.

Book a taco truck for taco Tuesday or a BBQ truck during the summertime months. You can even book an ice-cream sandwich food truck or perhaps a coffee truck. If it’s in the budget, this option is also a great way to give thanks to your employees and let them choose a treat without having to pay.

Do Fun Team-Building Activities

Having a strong team vibe in your environment is essential to success. If employees aren’t connecting, their performance won’t be as great as it could be. Send out an email to everyone to ask if they want to go to a football game together or maybe lunch off-site. Escape rooms and Top Golf are also great team activities that everyone can enjoy. Consider an activity where employees can volunteer together.

Whatever you decide to do, bringing the team together will definitely make employees feel engaged and connected. Help to make your staff feel like work is more than just a job. If they feel they have a higher purpose, they’re more likely to perform better in their day-to-day duties. Empower your employees, and make them feel respected, appreciated and valued.

Boost Morale for a Better Work Life

Show that you care with necessary actions like rewarding good work and granting time off, but also take it a step further. The above six ideas are not only affordable, but they’re also sure to make your employees feel good.

Whether you choose to add healthy snacks to your break rooms, launch an employee dog day or plan a team activity at a local shelter, you won’t regret making the extra effort to boost morale in your office.

 

 

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

 

Featured Image Photo by Matty Sievers on Unsplash

4 Ways the Public Library Can Support Your Small Business

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A few days ago I went to the library. You know — one of my local public libraries. I went there to borrow some books that I had placed a hold on. For research. As in — business research. That’s right. I went to the local library to borrow books to support research I was doing for a client project.

As an entrepreneur, I’ve come to realize that the public library system is actually a great resource for my small business. Over the years, I’ve used library services across the Metro Vancouver area for a multitude of business reasons. Here’s 4 ways I have found that local public libraries support small business:

  • They often provide great access to affordable meeting spaces for small (or large) group gatherings.
  • There’s usually quiet (in some cases — virtually silent) and comfortable areas to read, work or conduct research.
  • Most libraries provide free access to good quality,  wireless high-speed internet. This can be especially handy when I’m traveling and don’t want to spend a ton of  time working in noisy coffee shops.
  • And, most importantly, there are all the books and resources that libraries have to offer. Over the last while, I’ve found myself ordering more and more physical books to read and review for various client projects, for business research and for general planning purposes. Of course, many libraries also offer e-book borrowing as well. All in all — libraries are a super affordable way to access a huge range of resources, reading materials and reference items.

So, as you can see there are lots of ways that the local library system plays a role in supporting the work I do through my small business here in Canada.

As an entrepreneur, I’m just one of the many different types of people that public libraries serve. In reality, today’s libraries are busy offering programs and services to an absolute multitude of people! For example, on any given day 50,000 people come through the doors of the Toronto (Canada) Public Library’s 100 branches, while 85,000 make an online visit.  And — just in case you thought Starbucks had cornered the market on access to free high-speed internet in the United States, think again. According to American Library Association there are more public libraries than Starbucks in the U.S.—a total of 17,566 including branches. Nearly 100% of public libraries provide Wi-Fi and have no-fee access to computers. Plus, many libraries have local coffee shops located very close to them. Some libraries even sell coffee right inside the library.

Isn’t that amazing? Wow.

With respect to business and careers, I came across this other bit of interesting information from the American Library Association. Did you know that libraries actually strengthen local economies? For example in the U.S. –

  • 73% of public libraries assist patrons with job applications and interviewing skills;
  • 68% help patrons use databases to find career openings;
  • 48% provide access to and assist entrepreneurs with online business information resources;
  • More than 36% offer work space for mobile workers.

And while we almost all turn to Google Search for the answers to a great many things, the reality is that many people also still relay on reference librarians in the public and academic libraries across the U.S. Did you know that collectively reference librarians answer nearly 6.6 million questions weekly in the nations libraries!

That’s another wow!

Here’s a few super helpful library websites that have been developed to support small business owners.

The Berkley Public Library offers a comprehensive listing of resources, events and research links to support small business as well as jobs and career planning.

The New York Public Library provides a great Small Business Resource Center that is packed with local, state and national links and information.

The Vancouver Public Library offers a super listing of recommended books for entrepreneurs to read as well as links to many different websites to help small business owners with planning, operations and much more.

So — the next time you are in need of some support for your small business, you need to do some research for the development of a new product or are trying to find the answer to that impossible business question — head to your local library. You might just be amazed by how much your local library has to offer! If you need help finding the public library service in your community check out this great listing of libraries around the world.

Jane Boyd is a Partner in GeniusShared. She is also the CEO of 45 Conversations Media & Education Ltd, a Canadian education and training company based just outside of Vancouver Canada. She works with educators, business, community and government in the areas of early learning, work-life, community development and employee engagement.

How a Password Manager Can Increase Your Work Productivity

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By Kayla Matthews

Whether you’re logging into your email or a time-tracking interface, it requires remembering passwords. However, with all the other things you might have on your mind, the act of remembering a password — or several — could throw you off track.

Using a password manager is an easy way to maximize your output at work. It offers the following benefits.

It Could Stop You from Getting Into a Bad Headspace

For most of us, unforeseen circumstances like sitting in a traffic jam or waking up late due to a malfunctioning alarm cause feelings of disappointment and anger.

These incidents also often make people start judging themselves and wondering what they should have done to avoid the undesirable situations. When that happens, focusing on work isn’t easy — especially if the unfortunate event involves a forgotten password.

A study carried out by Centrify, an identity management company, found that 33 percent of respondents admitted to suffering from “password rage,” which could include screaming, yelling or crying in response to forgotten login credentials. Fortunately, a password manager remembers them for you, ensuring that a failure to retain them in your mind doesn’t derail your day.

It Saves Your Brainpower for More Important Things

When you can’t remember a password, a service provider may prompt you to answer a secret question to verify your identity. Although some of them are straightforward, such as your mother’s maiden name, others may not be so easy to recall. If asked which street you lived on in first grade, you may not know the answer right away.

Intel surveyed individuals and found that between personal and work-related accounts, the average person has 27 unique passwords. The same study showed that 37 percent of people forget at least one of their passwords every week. Instead of trying to remember which password you used for a particular site or answering a security question correctly, you could use a password manager and free up your thought processes for things that matter more.

It Could Keep Your Data Secure

Data breaches cost U.S. companies trillions of dollars annually. That’s in part because many employees don’t use passwords that are sufficiently secure, or they change passwords frequently enough.

With that in mind, many companies are moving toward doing away with passwords altogether and using other identity verification methods such as text messages and biometrics.

Some password managers automatically generate hard-to-guess passwords for you. Similarly, there are others that automatically change all passwords regularly. Both of these precautions could prevent you from becoming a data breach victim.

Doing damage control after such an incident certainly hinders your output as you scramble to recover files and maybe even salvage your reputation, so it’s best to use a password manager to avoid becoming a target.

Now, let’s look at a few password managers that are worth checking out:

  1. LastPass

Marketed as an ideal password manager for businesses and teams, LastPass offers a free version, and the Premium plan is just $2 per month. It works in your browser and on devices. Simply create a master password to unlock your “vault,” then let the service store the passwords you use in it. Watch for dialog messages on your screen from LastPass that ask if you want to store a password. It couldn’t be easier!

  1. Dashlane

This free password manager (the premium version is $3.33 per month on an annual plan) automatically changes one or a dozen passwords for you with one click. There’s also an interface that tells you the safety level of a particular credential. If Dashlane flags it as weak, that’s a good indicator you should probably beef it up.

Check out the digital wallet feature to facilitate faster online shopping when buying office supplies for work, too. It securely stores credit card details, so you don’t have to reach for your wallet.

  1. LogMeOnce

LogMeOnce offers two-factor authentication, including granting you access to websites with a selfie photo, fingerprint or PIN. However, if you still prefer passwords, it works with those too.

Additionally, the service — which has a free tier with paid options — offers anti-theft tools. That means if you leave your laptop at the office and are worried about the nighttime cleaners or other unauthorized users taking a peek, it’s possible to log out of accounts or incorporate a new password remotely.

The LogMeOnce interface has a “productivity dock,” as well. After browsing the options and discovering the ones you like best, add them to the dock and launch them with one click.

Improve Your Workflow with a Password Manager

As you can see, there’s no reason to repeatedly deal with the frustration and lost time that often results when you forget a password. By researching the available tools and choosing one that works best for your needs, you can maintain a task-oriented attitude and stop worrying about login details.


 

SOURCES

http://www.informationsecuritybuzz.com/news/a-third-of-us-admit-to-password-rage/

https://www.digitaltrends.com/computing/intel-world-password-day-true-key-app/

https://optimalidm.com/resources/blog/password-free-world/

https://www.lastpass.com/

https://www.dashlane.com/

https://www.logmeonce.com/

 

About the Author: Kayla Matthews writes about communication and workplace productivity on her blog, Productivity Theory. Her work has also appeared on Talent Culture, MakeUseOf, The Muse and Fast Company.

Featured image: by Jon Moore on Unsplash