There are many factors that can affect productivity in an office. Some of them come from the environment itself. Some of them come from the technology being used, or how it's used. Here are a few tips that can help keep productivity up in your workplace.
Ventilation and Circulation:
This is important in regards to both the human factor, and your technology.
Too warm, and you will feel sleepy, or irritable, and so will your computer! Computers need adequate ventilation and a cool environment, in order to work properly. Unrestricted airflow around your computer will keep it from overheating, and the cooler it stays, the better it runs.
Keep the right balance of humidity. Too humid, and you'll have problems with mold and condensation. Too dry, and you get static buildup which can cause headaches, dry eyes and problems in your electronics.
If possible, vent large, heat producing equipment to the outside. Invest in a humidifier/dehumidifier with a digital readout and allows you to set your desired humidity balance.
Your Desk and Chair:
Make sure these fit you!
Your desk and chair should be at the right height for you. A poor fit can give you headaches, back and shoulder strain, and poor circulation in your legs. Your feet should rest flat on the floor, and your desk level should be slightly below elbow level, so that you can type or write without putting tension on your shoulders.
Your monitor should be at or just slightly below your eye level, so that you are not tilting your head up or down to look at it.
Your chair should be adjustable, and provide support for your back and shoulders, as well as have a seat that is comfortable and doesn't put your legs to sleep if you sit for long periods. Armrests are recommended to help relieve shoulder strain.
Your monitor, keyboard, and mouse should be in comfortable positions relative to your desk and chair position. You shouldn't have to strain to reach them, and if correctly positioned, they will make your computer tasks easier.
Your Cubicle or Workspace:
A poorly designed cubicle can make it harder to get things done. Here are some tips for making the most of your space:
Get organized! Walking in to a pile of clutter every day can be demoralizing, in addition to slowing productivity when you can't quickly get to the item you need.
Go green! The less paperwork you have to worry about, the more organized you can be. For items that you must have in hard copy, make sure you have a good filing system so you don't have to spend time hunting the documents down.
Keep clutter to a minimum on your desk. A clean desk means more room to work.
Post frequently used tidbits of information on the wall or side of your cubicle near the item you need it for. If it's computer related, post it within your line of vision when using the computer. If it's phone numbers, put it near the phone. But don't just tape things up haphazardly -- make sure it's organized so you can easily locate the information.
Personalize your work area. Let it show your personality. Being in an area where you feel comfortable will improve your mental outlook.
Your Computer:
Don't waste time searching for that document or email. Have a virtual filing system in place that helps you find what you need at the click of a mouse.
Use folders, filters, and labels for your email. Have incoming emails from frequent contacts automatically sorted into the right folders, so you can quickly find anything related to that person. Set your "sent mail" settings to save sent emails to those contacts in the same folders.
Your computer desktop is not a filing cabinet! That's what your documents folder is for. You wouldn't dump the paper documents from all your clients in a pile on your desk. Think of your computer desktop the same way. Again, create a system of folders for each project, client, or category, to allow you to find what you need quickly. If you have specific folders that you access frequently, put a shortcut to that folder on your desktop, not the entire contents of the folder!
Get rid of applications you don't use. Keep an eye on what starts up when you start up your computer. Too many programs in startup can slow down your computer. You shouldn't have to wait forever for a document or program to open while your computer tries to rearrange all the programs it already has in memory.
Backup your files to an external backup source regularly. Whether it's a CD, a USB drive, or an external hard drive or network folder, make sure you do it! This can be a lifesaver if your computer crashes, or you accidentally delete or overwrite a file.
Defragment and run a disk checking utility regularly. These can speed up performance and catch problems before they cause you problems. And don't forget a regular scheduled virus and spyware scan with up-to-date definition files. I recommend the AVG free or professional suite of products!
YOU:
You are the most important factor in your own productivity.
Get enough rest. Lack of sleep makes your mind sluggish, and less perceptive.
Exercise regularly. At the very least, stretch your muscles every day to reduce aches and get your blood flowing.
Take breaks. Get up and move around. When your mind reaches a mental block, or you're feeling sleepy, getting away from your desk for a few minutes, and getting some fresh air can revitalize you and get you going again.
Drink enough water. Sugary or caffeine laden drinks can boost you up for an hour or so, but then you will crash. Water rehydrates you, allowing your mind and body to work more effectively. Sugar free vitamin drinks high in B vitamins are a big help too!
