All businesses seek efficiency and productivity in the workplace – particularly during the economic crisis, which has brought countless business operations under review. While a great deal of efficiency and productivity are a direct result of employee performance, much can also be achieved through effective business tools and tactics.
Here are few we recommend:
1.) A mail system. Preparing mail to be sent out seems like a simple task, but it can be extremely time-consuming in the long run. Establish a system for employees to be able to send items to customers, vendors, and staff in other offices and share that process clearly with newcomers and long-time staff by posting directions in a place they can all access. Consider using postage machines that create a metered stamp to make sure you are paying the exact right amount on each mail, bill, invoice, or letter — it also adds a look of professionalism to your outgoing items
2.) All-in-one printer, scanner, fax, and copy machine. Having separate machines for each of these functions can end up being costly for a business, not to mention take up a lot of valuable office space. An all-in-one effectively cuts costs, and makes it easier for employees to perform any or all of these tasks. Again, make sure that directions for installing the printer drivers are easily accessible, so you don’t waste time troubleshooting people’s computer setups.
3.) Efficiency software. There are many types of software on the market that you can use to make your office run smoothly. Room scheduling software will make it easier for staff to schedule and execute their meetings with whomever and wherever they’d like, and online payroll systems will allow people to track their time and attendance, schedule paid time off, and do other human resource tasks with more efficiency and scale.
4.) Ergonomic chairs. Ever heard of the adage, “Healthy bodies healthy minds?” When your employees feel good, they work much better. Poorly designed, unsupported office chairs can cause physical problems for people who work at a desk all day. Choose a chair that offers proper support to their neck, legs and back — particularly the lower back — to avoid body pain or any other health problems. Physically fit workers will not just attend work more but will as well add to the efficiency for your business.
5.) Bring some nature into the office. The presence of potted plants and flowers at the workplace boosted the individual productivity of 55% of workers at small and medium-sized businesses, according to a recent study by the Printing and Digital Imaging Group of Hewlett Packard (via NBF Topics). Other positive factors were vicinity of shops and restaurants to the office and the ability to take breaks in the middle of the day. “Taking a break allows employees to mentally disengage from their job, which reduces fatigue, buffers stress and will ultimately lead to workplace efficiency and productivity,” the researchers concluded.
Good advice. My work has done two of the tips mentioned above and definitely have found productivity increasing. Having a fax/printer/scanner all in one definitely makes life a lot easier instead of having to go to different machines in different rooms. Also having a good ergonomic chair to sit in makes work go by much quicker than always having an ache or pain nagging at you every five minutes. Would love to have some nature in our office, it is surprising how that can really uplift your work mood.