Employees spend more time at work than ever, but studies show they tend to spend this time on non-productive tasks. These include more than an hour in meetings, nearly a third of their day answering emails and almost three hours a day on non-work-related tasks like social media, reading the news or chatting with coworkers. With all these distractions, it can be hard to know how to keep employees on task.
Leaders and managers can implement effective strategies to help employees stay on task and focused. Here are seven strategies to foster a focused and productive workplace.
1. Use productivity analytics to identify workflow disruptions
Knowing how employees spend their time is the best first step in finding and fixing disruptions. ActivTrak’s productivity monitoring suite gives leaders and managers insight into when, where and how employees are most productive to make better decisions around policies, technology and scheduling.
Managers that leverage tools like ActivTrak get trends on productivity, from day-to-day activities to long-term insights, that empowers them to make better decisions across teams. They also get data to enhance their productivity management techniques to help employees stay focused.
Empower employee productivity through data
See when employees are most productive and what tools keep them focused to empower effective time management and scheduling. ActivTrak shows you passive time, collaborative time and focus time for teams and individual employees to help managers make more informed decisions on everything from training to scheduling to task allocation.
Spot and mitigate distractions
Get visibility into what apps cause distractions, from social media sites to misunderstood technology, to block top distractions or increase training in misused apps. Watch time allocation to decide if teams need fewer meetings or to schedule meetings around peak productivity hours. ActivTrak also highlights signs of disengagement and burnout that managers may miss to give employees support before problems get out of hand.
2. Set clear expectations
One of the most effective ways to keep employees focused is by setting clear expectations. When employees understand what is expected of them, they’re more likely to stay on task and prioritize their work effectively.
Clearly defined goals and objectives give employees a roadmap. This clarity helps reduce confusion while increasing accountability. It’s also a key way for managers to handle performance management to help improve productivity and engagement. Leaders should regularly revisit and review expectations to keep everyone aligned and focused on their tasks.
Establish SMART goals
Enhance goal-setting efforts by using the SMART (specific, measurable, relevant and time-bound) criteria. SMART goals give you a structure to help employees understand exactly what they need to accomplish and by when. By breaking down larger projects into smaller, manageable tasks, employees maintain a sense of progress, which motivates them and keeps them engaged.
Implement regular check-ins
Scheduled check-ins are a valuable tool for maintaining focus. These meetings allow managers to assess progress, clarify expectations and provide feedback. Regular communication gives employees the chance to talk about what’s keeping them from focusing, so managers can step in as needed. These check-ins are also an opportunity to celebrate small wins, boosting morale and motivation.
3. Foster a positive work environment
A positive work environment is key for maintaining employee focus. When employees feel valued and supported, they’re more likely to be engaged and productive. At the same time, positive work environments tend to have fewer stressful distractions that can sidetrack employee time.
Creating a culture of respect and collaboration can significantly impact employees’ ability to concentrate on their tasks. Encouraging teamwork and open communication can help build strong relationships among employees, leading to a more cohesive and focused workforce.
Encourage open communication
Open communication channels give employees a place to voice their concerns and ideas. Employees that feel heard are more likely to be invested in their work, translating into increased focus and productivity. Use tools like suggestion boxes or regular feedback sessions to facilitate open dialogue, ensure employees feel empowered to share their thoughts.
Promote work-life balance
Employees need a healthy work-life balance to maintain focus. Productivity suffers when employees feel overwhelmed or burned out. Flexible work schedules and remote work options are a great option to help employees manage their personal and professional lives more effectively. Wellness initiatives like mindfulness programs or fitness challenges can also contribute to a more balanced and focused workforce.
4. Use technology wisely
Technology is both a boon and a bane when it comes to maintaining focus. While digital tools can enhance productivity, they can also provide distractions. Employers must strike a balance and use technology wisely. Managers should provide project management, collaboration and task management software, while limiting access to distracting apps or technology.
Implement productivity tools
Task management, project management and collaboration tools help employees track responsibilities and deadlines to prioritize tasks and stay on track. These platforms ensure team members stay aligned and focused on their collective goals through better collaboration. Automated reminders also help employees stay on track with their tasks and minimize the chances of distractions derailing their productivity.
Limit digital distractions
Employees can significantly enhance their focus by limiting digital distractions. Managers can empower employees to take back their focus by setting specific times to check emails, setting meeting-free times across the organization or using apps to block distracting websites during work hours. Managers should encourage employees to use Do Not Disturb or other digital functionalities to minimize disruptions during focus time.
5. Design work environments for focus
Employees face ambient distractions, regardless of where they work. In-office employees may be interrupted by other employees stopping by to chat or holding their own conversations in a cubicle or open office setting. Environmental factors like temperature, lighting and street noise can also sideline productivity. Remote workers may face distractions from personal priorities like children, roommates, partners or pets on top of environmental factors like poor workspaces or bad lighting.
Employers can create an environment that’s more conducive to focused work, whether employees are remote, hybrid or in the office full time.
Create a physical environment for focus
Office space must be optimized for employees to focus. For in-office workers, this means providing space for collaboration as well as individual focus. Set aside meeting rooms or break spaces for groups to gather and collaborate. Provide employees with quiet spaces where they can complete tasks when necessary. Make sure the physical workspace is comfortable through smart lighting and temperature control and provide the right office equipment for optimal productivity.
Remote and hybrid workers also need the right equipment and tools to manage their environments. Many remote-first companies provide a stipend so employees can get ergonomic equipment like standing desks, comfortable office chairs, extra monitors or strain-reducing keyboards. Noise-canceling headphones can help both in-office and remote workers concentrate better, too.
Empower employees to manage their focus time
One of the best ways to keep employees focused and engaged is to give them the freedom and responsibility to manage their schedules. Encourage employees to block their most productive hours on their calendars to reduce distractions. Make sure they know how to set Do Not Disturb on their phones or messaging apps to guard their focus time from interruptions. Leaders can set the tone by not sending or responding to messages after work hours as well.
6. Recognize and reward achievements
Recognition is important in maintaining employee motivation and focus. Employees who feel appreciated for their hard work are more likely to stay engaged and committed. Implementing a recognition program helps highlight individual and team achievements to foster a culture of appreciation within your organization.
Celebrate milestones
Create a positive atmosphere that encourages focus and productivity by celebrating milestones of all sizes. This could include team celebrations for project completions or recognizing individual accomplishments during meetings. These celebrations boost morale while reinforcing the importance of staying on task and achieving goals.
Incentivize performance
Offering incentives for high performance can motivate employees to stay focused on their tasks. This could include bonuses, extra time off or other rewards that resonate with the team. When employees know their efforts will be recognized and rewarded, they’re more likely to remain committed to their work.
7. Encourage breaks and downtime
Ironically, taking breaks enhances focus and productivity while continuous work leads to burnout and decreased efficiency. Encouraging employees to take regular breaks helps refresh their minds and improve their concentration. Additionally, employers that prioritize employee well-being by encouraging breaks tend to keep employees engaged.
Promote a healthy work culture
Creating a culture that values breaks and downtime helps employees recharge and return to tasks with renewed focus. Relaxation spaces or outdoor areas where employees can get some fresh air are great ways to encourage employees to reset with breaks. Implementing structured break times or promoting techniques like the Pomodoro Method, where employees work for a set period followed by a short break, can help.
Encourage mindfulness practices
Mindfulness practices lead to a more centered and focused workforce, ultimately benefiting productivity for everyone. Mindfulness sessions or workshops are great ways to help employees develop techniques to manage stress and improve concentration. Many employers offer subscriptions to mindfulness apps to help guide employees through breathing exercises, meditation or calming activities.
Keep employees on task and focused with ActivTrak
A focused workforce is a productive workforce, and managers should prioritize creating a culture that helps keep employees on task and focused. Organizations that proactively reduce distractions and increase focus see greater employee engagement, improved employee retention, higher revenue and better customer service scores.
Leverage ActivTrak’s comprehensive workforce analytics platform to get the insights you need to transform the focus at your organization. With insights into employee productivity, engagement and well-being, ActivTrak shows you what enhances or detracts from employee focus so you can make better decisions around policies, scheduling, workload balance and more. Get started today with a free account and unlock your team’s potential to focus.
