7 easy ways to increase productivity in the workplace

Experts: Work less, concentrate more

When it comes to productivity, it’s all about quality over quantity.

That means working mindfully for shorter periods of time, instead of multi-tasking over longer periods of time.

Tip 1 – Take regular breaks

Pausing in the middle of tasks can increase productivity over time. Working for a long time without breaks can actually decrease how much you accomplish.

Tip 2 – Handle your inbox

In an inter-connected world, focusing on one thing at a time can be a challenge. However increasing effectiveness by improving performance can start with using the right tools.

“If I ask you how much time you spend on email, you’d probably be thinking immediately, ‘I spend multiple hours per day,’” said Google product management director Ryan Tabone. “[Google] looked at this and said ‘OK, how do we actually save people time so they can actually work rather than the overhead of work?’”

The average employee sends and receives 122 emails a day, according to the Email Statistics Report from a California research firm. Many times, employees answer them throughout the day, instead of clearing their inbox all at once. This habit can slow efficiency.

That’s why Google has unveiled Smart Reply, a new Gmail tool that analyzes writing patterns to compose responses that save you time.

“It looks at the content of the email that was sent to you and presents three potential responses that you can choose,” said Tabone. “All it takes is choosing one of the three responses and hitting send.”    

Tip 3 – Find time to meet  

Another obstacle to productivity is scheduling meetings. Tabone says employees often spend as much time scheduling a meeting as they do actually meeting with each other. His team created a new feature called Find a Time that streamlines this often difficult process.

“It looks at all the attendees of the meeting and sees what available times there are in order to meet together,” said Tabone. “If there isn’t an available meeting, it will suggest meetings you can move.”

Tip 4 – Host a productive meeting

Once you’ve overcome the first hurdle of scheduling a meeting, the next challenge is hosting a time-effective and goal-oriented meeting. Jessica Pryce-Jones, author of “Running Great Meetings and Workshops for Dummies”, says meetings should foster three things: the flow of information, discussion and decision-making.

Tip 5 – Just get STARTED

Getting started can often feel like the hardest part – because it really is. The Zeigarnik effect shows us that our brain is uncomfortable with unfinished tasks or tasks that haven’t been started yet. Instead of procrastinating, tackling a new problem head-on allows the subconscious to stop worrying about the problem and instead start solving it.

Tip 6 – Make a to-do list, accountability-chart

Big problems are really just a lot of small problems. Utilize to-do lists to break down complex tasks into simpler ones. Make one for yourself at the beginning of the day and at the end of the day, so when you return in the morning you can hit the ground running.

Use accountability charts to record what you accomplished every hour. Visualizing your productivity can encourage further work-flow.

Tip 7 – Jazz up your workspace

Being productive is easier when you’re happy. Little things like plants, pictures and personal mementos can spruce up your cubicle and subconsciously encourage work. One study from Cardiff University researchers says that putting a plant on your desk can increase productivity by as much as 15 percent.

Productivity starts with the little things. It’s in the small habits, apps and tools and sometimes the decorations. With consistency and diligence, increasing work power is possible.