There are interesting studies suggesting that employees should not work more, but more efficiently. The tasks completed in a normal 40-hour week could also be managed in a 30-hour week. Working efficiently does not depend on working hours, but on how the available time is used and what conditions the employee is provided with.
- Why can’t you work more efficiently?
- Increase workplace productivity in the office: Keep the most important things in view
- Work more productively in the office: Take breaks
- Conclusion: Work more efficiently in the office through structure, breaks and the right furnishings
Why can’t you work more efficiently?
Admittedly, this question may rub some people the wrong way. But the fact is that most employees want to work more efficiently, yet fail to achieve this. They work longer and try to increase productivity. They put in more and more overtime and still do not get the desired result. The reason is that working longer hours does not make you more productive. What matters instead is making better use of the time available. There is a difference between “efficiency” and “effectiveness”. The former refers to the route taken to achieve a result. How exactly is the result achieved? Effectiveness, on the other hand, disregards the means and time needed to achieve the result and simply asks whether the target has been reached. Anyone who achieves a specific goal is working effectively, but that does not necessarily mean they are working efficiently.
It is also possible that the office setup is preventing efficient work. The following problems can impair work efficiency:
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untidy desk
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no structured processes and projects/lack of storage options
It has been proven that many employees spend far too much time searching: records and documents are not clearly assigned to individual processes, correspondence is “buried” on the desk, and folders have no place in suitable office cabinets. So, to work more productively, it is important to keep this in mind when furnishing an office: on the one hand, ergonomics must be taken into account, and on the other hand, the necessary storage space and cabinets must be available.
Increase workplace productivity in the office: Keep the most important things in view
To work efficiently, it is worth taking a critical look at your entire working environment. Anyone who wants to work productively needs peace and quiet. While some creative minds come up with their best ideas and results with loud music playing, this is not the norm. Those who can work with greater focus have a lasting positive effect on productivity in the office. Acoustics are also important. In open-plan offices especially, employees often disturb one another. Partition screens are useful here, as they provide a visual and at least partial acoustic separation between individual workstations.
A to-do list arranged by the importance of each task is also helpful. This not only increases work efficiency, but also motivation in the workplace. Seeing how many tasks have already been completed is highly motivating. For this to work, however, even large projects need to be broken down into smaller subtasks. Only then does progress have a motivating effect and help employees work productively. It is important to always keep the main priorities in mind, because anyone who wants to work more efficiently must not be distracted by less important things. Concentration and motivation make efficient working in the office possible.
Working more productively in the office: taking breaks
It sounds paradoxical, but anyone who wants to work more efficiently needs to take more frequent breaks. During breaks, the mind recovers after having to work with focus for long periods. Talking with colleagues can lead to fresh inspiration and ideas that can boost productivity. To work more efficiently, periods of concentration and recovery need to be balanced appropriately. These breaks can also help reduce disruptive influences. When it gets particularly hot in summer, efficient working is often no longer possible. Concentration and motivation decline, and effectiveness drops noticeably.
A break with colleagues is just the right thing! Sitting on a bench in the shade helps overheated minds recover, so you can return to work feeling refreshed. Important for working more efficiently: your office chair should not be your companion all day long. Even if it is comfortable and ergonomic, anyone who wants to work more efficiently should keep getting up from their chair. Moving around during breaks helps the mind switch off better than spending your breakfast or lunch break in front of the computer. For efficient working in the office, it is therefore important to turn your back on it from time to time.
Conclusion: work more efficiently in the office through structure, breaks and the right furnishings
For entrepreneurs and managers, it is important that working efficiently becomes second nature. But they need to do quite a bit to make that happen! Suitable office furniture for furnishing the office and creating sufficient storage space are the first steps towards working more efficiently in the office. In addition, the temperature, acoustics, ventilation and overall look need to be right. An employee who feels comfortable is more motivated and can work more efficiently. Everyone can also do their own part to work more efficiently: organising your own work, taking breaks and eliminating time-wasters are the key requirements for working efficiently.