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How Will Business Productivity Change After COVID?

May 21, 2020 by Guest Author Leave a Comment

By Kayla Matthews

COVID-19 has changed almost every aspect of daily lives across the globe. For businesses, especially, things look different now — working from home and quarantines have kept people apart to slow the spread. Now, you and others are looking for answers as to what comes next. For business productivity, things are going to shift.

From remote work to the integration of new technology, your company will likely see some changes. Though the pandemic is still in full swing, its current state and effects will influence what comes next. Business operations and productivity are going to adapt, but how that happens will depend on certain factors.

Regrouping

The first factor is the regrouping stage. Businesses will have to work out the details of working from home, unemployment levels and employee benefits. The coronavirus has affected each of these areas for businesses of all sizes. From here, your business will need to focus on how it gets back to work.

Remote work is likely to stick around for quite a while. Even after the pandemic passes, businesses and employees may reevaluate their work. If they don’t need to come into an office, they might continue to work from home. This decision saves on commuting time — which leads to the potential for different work hours.

As more and more people continue to work remotely, work hours may become more flexible. Some people may start earlier or later in the day and change their schedules to work with their personal lives post-virus.

Some businesses have laid people off due to the virus. While essential businesses have been able to remain in operation, non-essential enterprises have had to shut down. This change has led to record spikes in unemployment claims in the United States.

After COVID-19 passes, companies and organizations will then need to focus on hiring talent. To improve the hiring process, you’ll want to keep some things in mind.

First, new talent is going to question how your business handled employee benefits during the outbreak. Your company will need to have open and honest communication about the subject, as well as about the new hiring process. Additionally, certain businesses that need employees instantly will have to streamline the process.

New Technology

After regrouping, the second post-COVID phase will include businesses investing in newer technology. While human productivity has understandably decreased during this pandemic, machine productivity is shining through.

For many businesses, employees are only able to do so much from home. Places like science labs or restaurants can’t fully function remotely. However, artificial intelligence (AI), machine learning and robotics will all start to become more standard in businesses. Many larger corporations already use these innovations, but smaller and medium sized-enterprises will begin as well.

Technology can’t get sick. Thus, it’s reliable for continuing to generate revenue and keep business productivity up. Certain businesses, like restaurants, may not be able to fully use technology to operate.

Other aspects of these innovations, though, like automation and data analytics will come in handy. This technology powers tools from chatbots to voice-automated customer service to predictive data. Your business may be able to use these resources and this information to continue to operate as best as it can for future pandemics or situations.

Technology can also operate at all hours of the day. To keep a business going in a pandemic, it needs to be available at all times for sales and assistance. As innovations continue to emerge that make accessibility possible, businesses will integrate them. More pandemics or unforeseen situations may come after COVID-19. This pandemic has caused businesses to rethink their productivity both for the present and the future.

New Productivity

The meaning of business productivity has shifted during this time. Employees are juggling the transition to working from home, the stress of the situation and staying on top of their work. In the future, you will be seeing changes like these come to businesses of all sizes, but especially medium and smaller ones.

Transitioning back to normal life won’t be entirely the same as it was. Using these changes to your advantage, though, is the best bet for staying on top. Productivity will fluctuate and take on new forms, like technology and working from home. Depending on how fast scientists develop a vaccine, these changes will continue to solidify in the meantime.

 

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.

 

Photo by Domenico Loia on Unsplash

Filed Under: Productivity Tagged With: Productivity

6 Ways to Slow Down and Really Succeed at Work

September 26, 2019 by Guest Author Leave a Comment

By Liz Bywater, PhD

Today’s workers are constantly faced with too much to do and too little time in which to do it. From employees on the front lines to leaders in the C-Suite, the frenetic pace of business is taking a toll on workers’ productivity and personal health. A recent survey found that an alarming one in four employees feel burned out at work. The resulting psychological and physical problems associated with burned-out employees add up to $125 to $190 billion each year.

In our fast-paced world, everyone is under intense pressure to succeed at work. They face back-to-back meetings, nonstop emails and voice messages, pressing deadlines and the kind of excessive busyness that leads to a sense of overwhelm. And, at the end of a day of rushing, they’re left asking: “What did I actually accomplish?”

When you’re moving at breakneck speed, you’re not thriving — you’re just surviving. Until you learn to hit the brakes at crucial intervals, you’ll have little time to reflect on the hurdles in your way. Often, you go into autopilot without preemptively considering the pros, cons and implications of your decisions.

But when you teach yourself to pause and reflect before acting, you’ll make better decisions, achieve faster results and avert the kind of mistakes that take precious time, energy and political capital to correct. Even building in a modest 15-minute pause into your daily schedule can do wonders for gaining a competitive edge.

If you or your team have a project that requires your urgent attention — a client who needs your immediate help, a regulatory agency demanding rapid response or a sales target that cannot be missed — then your attention must go to those pressing priorities first. On the other hand, if you only attend to the here-and-now but neglect the bigger picture, you may do well enough for a while. But it’s unlikely you or your organization will thrive over time.

Taking a step back in your daily routine to thoughtfully reflect will allow you, your team and your organization to thrive in the following ways:

1. Developing a clear vision. Adjust your focus from near-term activities to the longer-term, more strategic view. This will allow you to become far more proactive than reactive. By taking your foot off the accelerator, you allow yourself time to assess your current situation, analyze challenges and consider opportunities from a variety of angles. For example:

Effectiveness of team – You’re able to take stock of the individual and collective performance of your team and determine whether you have the right people in the right roles.

Competition – You can evaluate whether you’ve gained an advantage over competitors or how to differentiate your business to increase market share.

Challenges – Unless you slow down to ask the question, “What’s holding me back?”, you’ll miss important opportunities for growth.

2. Creating a strategy for moving forward. It’s easy to become bogged down with fielding complaints and non-urgent issues. But it’s important to step out of the details and periodically re-evaluate whether the strategy you’ve developed is still on track to lead to a stellar outcome. Pause to ask yourself these questions:

Strategic priorities – How does a particular challenge or opportunity fit into your strategy?

Milestones – Are these the correct milestones? Are the timelines sound?

Team dynamics – What’s helping or hindering progress? What could mitigate the problem?

3. Better decision-making. On average, you make 3,500 decisions a day. Every one of them, large and small, takes up mental energy that can impact your effectiveness. Hasty decision-making, while moving too quickly, is bound to lead to mistakes. Repeated mistakes. Costly mistakes. Preventable mistakes. Better decision-making begins with refusing to be pulled into fire-fighting mode. Train yourself to slow down and fully assess the situation before deciding. Reflect on any important decision using the CIA framework: Control, Influence, Accept/Adapt.

Control – Ask yourself if this is a situation over which you have direct control. If so, what outcome do you want to achieve?

Influence – If you don’t have direct control, can you influence the decision or outcome? If so, how can you most effectively exert that influence?

Accept/Adapt – If you have neither control nor influence, can you accept the situation? What can you do to make it more palatable and positive? What must you do to adapt?

4. Prioritizing time allotted to stakeholders. With a finite amount of time to attend to everyone’s demands, create a Stakeholder Priority Plan. Think of all the stakeholders relevant to your success and assign each to one of three tiers:

Tier I – These are your most important stakeholders. Their support will help you rapidly progress. Conversely, their opposition will create major headaches. They are the people with whom you must closely align to move your agenda forward. Tier I stakeholders may include your manager, his or her manager and peers, your closest colleagues and leadership team. If you are the CEO, tier one includes members of the board. Important customers and clients are tier one.

Tier II – Tier II stakeholders are a moderately lower priority, but still important. They’re the people you must influence and with whom you must have a trusting relationship — but the urgency to do so is less intense. Tier II stakeholders may include the people who work for your direct reports. They may be colleagues in other areas with whom you need to collaborate. Some of your customers and clients will fall into this category, too.

Tier III – This tier consists of everyone else. Tier I and II get first dibs on your attention, but Tier III shouldn’t be ignored or dismissed. After all, you need to inspire and engage the entire organization. And, you never know when a small client account may turn into something big, so don’t neglect your Tier III customers.

5. Effective delegating. As a leader, you can’t allow yourself to continually get pulled into the details or become bogged down by day-to-day execution. Some things simply must be delegated. Before diving in yourself, ask the following:

Capacity/Interest – Who has the capacity for the work or has an interest in taking on the challenge?

Promising potential – Is a direct report ready for the opportunity to stretch and learn?

Suited for another team – Is this task best directed to a different department or team? (Be careful here: you don’t want to be viewed as someone who passes the buck.)

6. Improving communication. When you’re overly busy day after day, it can be difficult to keep all parties sufficiently informed and updated. But a lack of communication and coordination means mistakes are more easily made and relationships strained. Communication is particularly difficult given the intense reliance on email, with the average manager receiving more than 120 emails each day — and senior executives often facing 500-plus a day. Instead of spending precious hours clearing your inbox, train your staff to start the subject line of any email message with one of three headings:

Action – An immediate action/decision is needed

FYI – No response is required, but the content is something you should know

Talk – Coming to a resolution would be easier through a phone discussion

With this system in place, resolve to check email at specific times each day, rather than continually, to avoid constant distractions.

The consequences of rushing add up in missed opportunities or remaining mired in projects that don’t add real value. Rushing also leads to costly and preventable mistakes. Instead, give yourself the time to slow down and ponder the broader view.

Deliberately pausing to re-evaluate strategy, determine where you want to exert influence, decide where you can delegate, and prioritize where to focus attention will make it much easier to move forward thoughtfully, prevent needless mistakes, and ultimately succeed at work.

*     *     *

Liz Bywater, PhD, works with senior executives and teams across an array of companies, such as Johnson & Johnson, Bristol-Myers Squibb, AmerisourceBergen and Nike. She brings a rapidly actionable framework for success, which is captured in her new book, Slow Down to Speed Up®: Lead, Succeed and Thrive in a 24/7 World. She writes a monthly column for Life Science Leader and provides expert commentary for the Wall Street Journal, Fast Company, FierceCEO and other top media outlets. Learn more at lizbywater.com.

Filed Under: Personal Development Tagged With: Productivity

How to Use the Ivy Lee Method for Success

April 11, 2019 by Guest Author 1 Comment

By Kayla Matthews

In the modern world, people are very concerned about getting things done. Blame could go toward the state of the economy or the drive for more innovation, but the song remains the same: People want to be more productive to have something to show for their work. However, some are having a hard time doing it.

Bullet journals and other analog organizers are trendy, and there are plenty of productivity tips for professionals that you could follow.

But, truth be told, you don’t need something new to be productive. To-do lists are just about as old as time. Maybe you’ve tried these methods already and are still having trouble keeping up. Perhaps what you need is a 100-year-old technique worth over $400,000.

Who Is Ivy Lee?

Ivy Ledbetter Lee was a publicity expert and the founder of modern public relations in America during the early 1900s. Charles M. Schwab was the president of Bethlehem Steel Corp., the second-largest steel producer and largest shipbuilder in the United States during this era. In 1918, Schwab held a meeting with Lee to heighten productivity in his workplace.

Lee, offering his services for free, asked to meet with Schwab’s executives for 15 minutes each. During these meetings, Lee taught his method to all the executives and sent them back to work. After three months, Schwab asked for a second meeting with Lee, this time writing the other man a check for $25,000. Today, that amount is worth $420,000. That’s the price Schwab thought was appropriate for Lee’s advice to increase productivity.

What Is the Ivy Lee Method?

Lee’s method was actually incredibly simple, and most people easily overlook the basics. The secret is the psychology. The simplicity and ease-of-use in everyday life is just a bonus. Though there are other similar methods out there, this is the only one that goes to the root of the problem and removes distractions.

Here is the process as Lee taught it to Schwab’s executives.

  1. At the end of the day, write down six important things to do the following day. Never write down more than six. This means you don’t have to think about what to do that day and keeps the list small enough for you to tackle everything.
  2. Arrange the tasks in order of importance. List the most crucial task first.
  3. On the next day, start the first task immediately. Don’t go to another item until the first is completed. If an emergency or other things crop up, do them only if they absolutely must be finished before what’s on your list. Never stray from the list if it can be helped.
  4. Continue the list in the same manner. Any unfinished tasks at the end of the day get moved to the agenda for the next day. You’re not punishing or berating yourself for not getting everything done, which would be extremely unproductive.
  5. Repeat the process for every workday. At the end of the week, if you find you can’t complete all six tasks, shorten the list to five or four. Use whatever number works best for you.

The strategy sounds too simple to work, but Schwab evidently saw a lot of success and improvement after only a few months. The same could potentially be said for anyone, whether they’re looking to be more productive in running their own business or just a parent trying to be less overwhelmed during the day. Anyone can use the Lee method and see success.

Why the Method Works

There’s psychology at play here. We’ve been led to believe over the years that multitasking is the best way to be productive. In reality, it only leads to stress and distraction.

Focusing on a single task at a time results in more getting done in the long run without tripping over your own feet in a rush. If you’re skeptical, give the Ivy Lee Method a try for a week or two and see for yourself why Schwab thought it was worth so much.

 

 

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 Photo by Clark Tibbs on Unsplash

Filed Under: Productivity Tagged With: Productivity, success

How Design Affects Productivity in a Coworking Space

February 28, 2019 by Guest Author 1 Comment

By Kayla Matthews

With control and flexibility in their jobs, freelancers and remote employees determine where they work. Many choose to join coworking spaces to carry out their work hours. A variety of professionals join these membership-driven communal workspaces to get out of the house or bounce ideas off other creatives.

While there are plenty of reasons to frequent a coworking space, the benefits of a diverse work area unite independent workers. After joining a coworking space, 74 percent of workers had an increase in productivity, making many people appreciate these communal areas.

With the proper design, professionals can thrive in these settings. A substantial factor in productivity involves a positive surrounding. Well-designed environments attract occupants, and the perks of the layout, furnishings and decor can help professionals stay on task. Here’s how design in coworking areas changes focus and efficiency.

Balances Distinct Productivity Styles in the Layout

Coworking spaces prioritize creativity and collaboration in primarily open office layouts, but with an assortment of people, some prefer less chatter to function at their best. Open office layouts can create high levels of stress or a lack of motivation for some, which hampers productivity. Coworking spaces that cater to both personality types help all professionals function at high levels.

Since concentration is a key part of productivity, coworking spaces are designed with the verbal and internal processors in mind. Open floor plans attract and increase productivity for interactive people and groups, while quiet zones and private alcoves allow space for others to work on their own. Members of coworking spaces are encouraged to respect designated talking and quiet spaces to help their fellow co-workers remain focused and on task.

Gives an Impression of Identity and Belonging

Individual workers who don’t have a set office may find community in vibrant, contemporary coworking spaces. They also often feel less isolated and can find belonging and recognition. Coworking spaces are more conducive for collaboration and networking, too. These components help to increase work performance and satisfaction.

Although there isn’t a set “company culture” in a coworking space, the decor can still connect workers to an overall purpose. Decorations like large-scale murals can instill enthusiasm and identity in independent workers. Adding graphics and artwork can enliven a workspace and make it a pleasant context to complete tasks in.

Boosts Moods With Visual Accents

Although it seems like a subtle aspect of design, sufficient lighting can transform a place for workers. Natural light can elevate your workplace performance because of the connection between daylight exposure at work and overall quality of life. When asked about elements of an effective workplace, over 75 percent of 250,000 employees said they feel natural light is important.

Adding more windows to the design place can help co-working spaces give independent professionals a productive edge during the workday. Thrive Workplace, a coworking community in Denver, includes natural light in their facility to cultivate a vibrant atmosphere. Greenery and office plants also help to brighten and invigorate communal work areas.

Offers a Sense of Flexibility

Certain types of stress during work can be detrimental to productivity. When you start producing low-quality work, the pressure can keep you from operating at full capacity. However, workplaces with informal breakout rooms and relaxing stations provide a chance to regroup and give your mind a break.

The right setup can amplify the freedom of independent work with additional opportunities to de-stress. Fun, versatile areas in a coworking space can diminish the burden of work, as long as they don’t impede on zones reserved for formal meetings and serious tasks. Separating the main working section from places to unwind can produce flexibility.

Incorporate Helpful Design Elements

An appealing design can set apart a coworking space and lead to further productivity for occupants. Decor, layout and accents can all form a beneficial setting that suits a diverse group of professionals. Complement the best components of communal work areas with an engaging design.

Do you use a coworking space? What would you say are the pros and cons?

 

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 Al ghazali on Unsplash

Filed Under: Productivity Tagged With: coworking, Design, Productivity

7 Small Business Resolutions to Achieve in 2019

January 31, 2019 by Guest Author Leave a Comment

By Kayla Matthews

2019 is here, and even if you haven’t made a personal resolution, you can still make a professional one. Whether your small business wants to focus internally or externally, there are plenty of resolutions to make that will help your business grow and accomplish its goals throughout the year. Here are seven small business resolutions you can work to achieve in 2019.

1. Try Automating Certain Business Processes

If 2018 was a year of rapid growth for your small business, you might look to expand into additional coverage areas. Instead of hiring new staff members, try automating some of your business processes to save you time and money. For example, use QuickBooks to manage your books. Digitize whatever you can as well. If you’re still sending out invoices, try encouraging clients to sign up to receive bills electronically to save on postage.

2. Delegate More Tasks

Managers everywhere talk about delegation, but is your small business putting it into practice? Although it can feel challenging to hand off an essential task to someone else, it’s an important choice that frees up your time for other areas. For example, if you’re the CEO of a small business, try delegating invoices to someone else in the company. Then, you have more time to network with employees and clients and build your business.

3. Secure Financing

Small businesses at every stage need cash. Whether your new business needs startup capital or your established company needs some extra cash to cover expenses during slow months, it’s essential to secure financing in the New Year.

Take time to learn what your financial options are, like a traditional bank loan, SBA loan or a line of credit. Your bank can help you secure the funds and make sure you’re in good financial shape for 2019.

4. Communicate More Effectively

Better communication is a broad goal, but you can tailor it to the needs of your specific small business. For example, maybe you want to communicate better with your clients or potential clients in 2019 by responding to their comments on your post. Or, perhaps your goal is to communicate more effectively with your employees. Whatever the case, make a strong communication plan and follow through with it all year.

5. Focus on Professional Development

Running a small business is hard work and takes up a good chunk of your time. With such a busy schedule, it can be a struggle to find time for professional development opportunities. A great resolution for 2019 is to dedicate time to your personal and professional development. If this goal is valuable to you, try implementing it with your employees as well. You can set monthly webinars or have speakers come in to help employees learn.

6. Start a Blog

If the content on your site needs a facelift, 2019 is a great time to make it happen. Try starting a blog to put fresh content on your site daily, weekly or monthly. Engaging content on a blog can give your customers helpful information and further solidify their relationship with your brand. Identify some topics with SEO value at the beginning of the year, and make it a goal to keep the content coming from January to December.

7. Support Other Small Businesses

Chances are, you remember what it was like to build a business from the ground up. Now that you have established your small business, another resolution for 2019 could be to pay it forward to others in your shoes. Shop at other small businesses when you can and talk to fellow business owners in your community about working on a joint marketing campaign. Pooling funds will help other businesses, plus it will get your name out in the community in a new way.

Make 2019 Your Best Year Yet

Take time out of your schedule during January to sit down and outline some goals for your small business. Do you want to communicate with employees more? Delegate more tasks? Partner with other small businesses? Whatever your goals are, following through with them could make 2019 your best year.

 

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 Martin Adams on Unsplash

Filed Under: Personal Development, Productivity Tagged With: Productivity, resolutions

Do Co-Working Office Spaces Really Help Productivity?

January 17, 2019 by Guest Author Leave a Comment

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

Filed Under: Business Life, Productivity Tagged With: co-working, Productivity

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