Staying productive at work can be a significant challenge with the myriads of distractions and interruptions employees face daily. From the constant barrage of emails and Microsoft Teams notifications to an endless stream of meetings, workplace efficiency often takes a hit. Rasmus Holst, Chief Executive Officer of the employee development platform Zensai, shares his insights on tackling the biggest productivity killers in the workplace, helping you focus, and creating an effective work atmosphere.
Silence Non-Essential Notifications
Social media and smartphones are major distractions in the workplace, constantly pulling attention away from important tasks. To combat this, Holst advises switching off non-essential notifications during work hours. “For example, on an iPhone, you can use the ‘Focus’ feature to set up ‘Work Focus,’ which allows you to silence notifications from selected people and apps,” he explains. Additionally, apps that block social media access or track screen time can help maintain focus. While outright phone bans can seem patronizing, encouraging phone use during breaks can minimize distractions during work hours.
Prepare and Stick to an Agenda
Unnecessary or unproductive meetings can derail a workday, interrupting flow and consuming valuable time. Holst suggests communicating workload with team members and proposing alternatives to meetings, such as using email or team chat tools for quick information sharing. “If a meeting is necessary, keep discussions on track with a prepared agenda. For irrelevant meetings, discuss with your manager which ones are essential and propose shorter, stand-up meetings to encourage efficiency,” he advises.
Manage Emails in Bulk
Emails and direct messages can be significant distractions, with constant notifications breaking concentration. To manage this, Holst recommends setting specific times to check and respond to messages in bulk rather than reacting to every notification immediately. Turning off non-essential notifications can also help keep you focused, allowing you to handle communication more efficiently without constant interruptions.
Use Headphones to Block Out Distractions
Chatty co-workers and office politics can severely impact productivity. To tackle this, Holst suggests setting boundaries in a friendly manner. “Wearing headphones or moving to a quieter space can signal to colleagues that you need to focus,” he says. Having designated areas or times for socializing can also help, so people can catch up without interrupting important work time. Promoting a culture where people respect each other’s focus time can significantly reduce office drama.
Set Up Deep Work Hours for Remote Work
With hybrid and remote working becoming more popular, setting up deep work hours can enhance focus at home. “Shut off non-essential communication on platforms like Teams and email, except for urgent notifications, for a few hours to concentrate,” Holst advises. Setting “away from desk” notifications can inform colleagues when they can expect a response, reducing the number of follow-up nudges.
Regularly Seek Constructive Feedback
Micromanagement can kill productivity for both employees and managers. Holst recommends communicating with your manager to set clear goals, discuss needed resources, and establish your best working style. “Regularly asking for constructive feedback keeps everyone on track without constant monitoring, boosting morale and productivity,” he adds.
Maintain Work-Life Balance
Poor work-life balance can lead to burnout and reduced motivation. To address this, Holst emphasizes the importance of encouraging a healthy balance between work and personal life. Employers should set clear work hours, avoid after-hours communication, and set realistic work goals. Flexible work schedules can help employees juggle job and personal responsibilities better. “Taking regular breaks and time off is crucial for returning refreshed and ready to tackle tasks,” he notes. Employees in high-pressure roles should prioritize tasks, delegate responsibilities, and communicate openly with managers about workload.
Keep Your Workspace Tidy
An unsuitable workspace can hinder productivity. Distractions like uncomfortable chairs, cluttered desks, and noisy open-plan offices can significantly affect focus. For those working from home, Holst suggests selecting a quiet area dedicated solely to work and investing in ergonomic furniture to reduce discomfort. In the office, keeping your workspace clean and tidy with only essential items can help you stay focused. “Consider setting up a quiet zone or using noise-cancelling headphones to concentrate,” he advises.
Holst concludes, “Understanding what productivity killers might be affecting you and learning how to combat them is crucial for maintaining efficiency and achieving your goals. Tackling these issues can help you stay focused, get more done, and feel less stressed, making your job more enjoyable and boosting both your work and personal life.”
For more information, visit https://zensai.com/