In today’s fast-paced work environment, staying productive can be a significant challenge due to various distractions and interruptions.
From the constant barrage of emails and Microsoft Teams notifications to an overload of meetings, efficiency often takes a hit.
Rasmus Holst, CEO of the employee development platform Zensai, offers insights on tackling the biggest productivity killers in the workplace, helping employees stay focused and create an effective work atmosphere.
One of the major distractions in the workplace comes from social media and smartphones, with their constant notifications pulling attention away from important tasks. Holst advises turning off non-essential notifications during work hours to combat this issue. For instance, iPhone users can utilise the ‘Focus’ feature to set up a ‘Work Focus’ mode that silences notifications from selected apps and contacts. Additionally, apps that block social media access or monitor screen time can further help maintain focus. While outright bans on phone usage may seem patronising, encouraging employees to use their phones during breaks can significantly reduce distractions during work hours.
Streamline Meetings with Agendas
Unproductive meetings are another significant productivity drain, disrupting workflow and consuming valuable time that could be better spent on critical tasks. Holst suggests communicating workloads with team members and exploring alternatives to meetings, such as email or team chat tools for quick information exchanges. When meetings are necessary, preparing and sticking to an agenda is crucial. Employees who frequently find themselves in irrelevant meetings should discuss with their managers which sessions are essential and propose shorter, stand-up meetings to encourage efficiency.
Batch Email Responses
Constant notifications from emails and direct messages can interrupt workflow and make it challenging to remain focused. Holst recommends setting specific times to check and respond to messages in bulk rather than responding to each notification as it arrives. Turning off non-essential notifications can also help manage communication more efficiently, allowing employees to stay on track without constant interruptions.
Block Out Distractions from Chatty Co-Workers
In the office, chatty co-workers and office politics can significantly hinder productivity. To tackle this issue, Holst advises setting clear boundaries in a friendly manner. Wearing headphones or moving to a quieter space can signal to colleagues that you need to focus. Establishing designated areas or times for socialising can also help ensure that social interactions do not interrupt important work time. Fostering a culture of respect for focus time and promoting straightforward communication can further eliminate office drama.
For those working remotely or in hybrid environments, Holst suggests setting up “deep work” hours where non-essential communication is silenced, allowing for concentrated periods of productivity. Setting “away from desk” notifications can inform colleagues when to expect a response, reducing unnecessary follow-ups.
Seek Constructive Feedback Regularly
Micromanagement can be a significant productivity killer, leaving employees feeling undervalued and demotivated. Holst emphasises the importance of open communication with managers to set clear goals and discuss resources and preferred working styles. Regularly asking for constructive feedback can keep both employees and managers on track without the need for constant oversight, boosting morale and enhancing productivity.
Prioritise Work-Life Balance
Maintaining a healthy work-life balance is essential for long-term productivity. Overworking can quickly lead to burnout and decreased motivation. Holst encourages employers to set clear work hours, avoid after-hours communication, and establish realistic work goals. Flexible work schedules can also help employees manage both professional and personal responsibilities more effectively. Regular breaks and time off are crucial for recharging and returning to work refreshed and ready to tackle tasks.
For those in high-pressure roles, Holst advises prioritiing tasks, focusing on the most critical ones, and delegating responsibilities where possible. Saying no to additional tasks that could lead to overwhelm and communicating openly with managers about workload challenges can also help maintain a healthy balance.
Create a Productive Workspace
An unsuitable workspace can significantly impact productivity. Whether it is an uncomfortable chair, a cluttered desk, or a noisy office, these factors can be highly distracting. Holst recommends selecting a quiet area in your home for remote work, ideally one dedicated solely to work tasks. Investing in ergonomic furniture, such as adjustable chairs and desks, can also reduce discomfort and improve focus. In the office, keeping your workspace clean and tidy, with only essential items on your desk, can help you stay organised and minimise distractions.
Noise-cancelling headphones or designated quiet zones can further enhance concentration.
Amelia Brand is the Editor for HRreview, and host of the HR in Review podcast series. With a Master’s degree in Legal and Political Theory, her particular interests within HR include employment law, DE&I, and wellbeing within the workplace. Prior to working with HRreview, Amelia was Sub-Editor of a magazine, and Editor of the Environmental Justice Project at University College London, writing and overseeing articles into UCL’s weekly newsletter. Her previous academic work has focused on philosophy, politics and law, with a special focus on how artificial intelligence will feature in the future.