These Simple Tips Will Improve Productivity at All Levels of Your Business

A number of poor practices might be nipping away at your business’s productivity—without you even realizing it.

In a recent Harvard Business Review article, poor writing was cited as a major productivity killer. But bad writing isn’t the only thing that can sink your employees’ productivity. Among a bevy of other potential reasons, experts have cited inflexible workplace practices, long hours, sterile office environments, and even emails.

But don’t worry—all these issues can be mitigated with a little knowledge and effort. In this article, I’ll show you how you can boost productivity at all levels of your business by

• Communicating more clearly
• Implementing more productive communication channels
• Allowing for more flexible working times
• Designing a better workspace
• Focusing on productive working hours, not overtime hours

These might sound like abstract, pie-in-the-sky concepts. But you can turn them into concrete realities (and improve your company’s productivity in the process) by adopting the following strategies.

Encourage Clear, Concise Writing

Sometimes it seems like your colleagues are having one big competition to see who can write the most tortuous email possible, right?

If you’ve ever felt that way, you’re definitely not alone. According to a survey of 547 business people, 81 percent of respondents agreed that poorly written material wastes time, with a majority calling much of what they read “too long, poorly organized, unclear, filled with jargon, and imprecise.”

To remedy labyrinthine writing, you should train employees at all levels to write clearly and get straight to the point. Lengthy introductions may work well in college, but in the workplace, brief trumps flowery. Emphasize the importance of short sentences and strong, active-voice language.

Embrace New Communication Technologies

There’s another simple way to minimize the number of convoluted emails passing through your organization:

Eliminate the entire idea of using emails for intra-office communication.

Yes, this might sound crazy. But new communication technologies have introduced more productive venues for communication.

For example, businesses report an average productivity increase of 32 percent after switching to the real-time messaging app Slack. And it’s not just startups and small teams who use Slack. Major organizations like Harvard University, eBay, and Ticketmaster have all adopted the tool. Used judiciously, the platform can boost your productivity with shorter, more immediate communication between team members.

Just be prepared for some growing pains as staffers adjust to these new methods.

Implement Flexible Working Conditions

Nine-to-five: It’s ingrained in our collective consciousness. We arrive at the office at 9 a.m., we leave at 5 p.m., and that’s that.

Or maybe not. An increasing body of research suggests that the tried-and-true nine-to-five might not be the most effective schedule when it comes to productivity. Instead, flextime, where workers are free to telecommute and choose from a range of working hours, is growing in popularity.

There’s evidence to support the benefits of switching to flexible hours. Researchers have found that flexible schedules accounted for up to 10 percent more productivity in the pharmaceutical industry, and similar productivity boosts have also been noticed with computer programmers. And with 77 percent of millennials believing that flextime makes them more productive, flextime is likely the way of the future as workplace demographics shift.

So, if you want to boost your business’s productivity, consider implementing flexible work schedules. As an added bonus, employees are likely to be happier and less stressed, too.

Design a Comfortable and Relaxing Office Space

Have you ever been to a spa that blasted heavy metal music? I’m guessing the answer is no. In fact, that image seems ridiculous because most of us naturally recognize the powerful connection between environment and mood.

It’s no different in the workplace. Bland, minimalist offices can drag down morale and productivity. In the words of some of the psychologists who studied this phenomenon, this type of office is “the most toxic space” for humans to work in.

In a three-country study, those psychologists found that simply adding plants to an office increased employee productivity by up to 15 percent. Other studies suggest that showcasing art or adding more natural light can achieve similar productivity boosts.

Not every office can boast Google’s futuristic egg chairs and room-sized hammocks, but putting effort into improving your office environment (even with something as simple as buying a few plants) will bring real returns for productivity and morale.

Eliminate Overtime Whenever Possible

If people work longer hours, they should get more done, right?

This way of thinking seems logical, but it’s actually not that simple. Despite the fact that four in ten Americans work over fifty hours per week, longer hours don’t always lead to more productivity.

In fact, research suggests that productivity sharply decreases as overtime hours increase. Because of this phenomenon, there’s actually very little difference in productivity between, say, working fifty-five hours per week and working seventy hours per week.

So, if you want more productive, well-rested employees, try to stick to a forty-hour work week whenever possible. The best way to get employees to maintain these hours is for upper management to model them.

As a general rule, happy, valued employees are more productive than employees who feel stressed, exhausted, and unappreciated. That’s why implementing a comfortable, flexible office environment, combined with clear and efficient communication, will allow most businesses to reap real productivity rewards.

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Colin Newcomer is a freelance writer with a background in SEO and affiliate marketing. He helps clients grow their web visibility by writing primarily about digital marketing, WordPress, and B2B topics.

Save Time & Work Smarter with these 5 Email Apps

Do you have any idea how many hours a week you spend reading and writing emails? Well, according to a recent study by McKinsey & Company, it could easily be 11 hours for the average worker—and that doesn’t even count personal time! Just let that sink in for a moment…

Well, now you can take matters into your own hands (and possibly retain some sanity) with these time-saving and feature-packed third-party apps.

1. Yesware     Especially helpful for: Sales professionals

Want to know what happens after you click send? This is Yesware’s big hook, and it’s a meaty way to explain a product that gives you a ton of insights on post-send activity.

 

• Know who opens and clicks on your emails and on what device
• Schedule your emails to send later
• Automated follow-ups via mail merging
• Syncs with Salesforce
• Works with Gmail, Outlook and iPhone

 Get Yesware for Free Here >

2. Boomerang     Especially helpful for: Organization of sent and received email

Boomerang has a similar feature set to Yesware, but we are adding it to the list because it’s a little more mainstream focused and less sales-industry driven. For instance, if you receive a bill but don’t want to deal with it today, you can click on the boomerang icon to send the bill to the top of your inbox at a later date.

• Know when someone opens your email
• Set custom reminders to respond or follow-up
• Schedule your emails to send later
• Works with Gmail and on smartphones

 Get Boomerang for Free Here >

3. Inbox by Gmail     Especially helpful for: Early adopters and users who receive a lot of promotions

Inbox is Google’s latest email product that overhauls the email client experience. Right now, it’s available by invite only but only takes a few seconds to request an invitation on the official site.

 

• Scan important info from emails without having to open them
• Put to-do reminders at the top of your inbox
• Automatically catalogue promos, travel info, and purchases
• Works with Google Chrome or smart-phones

 Get Inbox for Free Here >

4. Rapportive       Especially helpful for: Getting context on whom you’re emailing

Rapportive is basically LinkedIn meets Gmail, and it’s really slick. While emailing contacts you’ll see their profile with important details. It’s a very simple but useful way to save time and to keep content relevant.

 

• See who you’re emailing
• View contact’s job profile and location
• See your shared contacts
• Connect via LinkedIn without leaving Gmail
• Works with Gmail only

Get Rapportive for Free Here >

5. Grammarly on Chrome      Especially helpful for: Eliminating writing errors and improving communication effectiveness

Last but certainly not least is Grammarly for Chrome, which is new and absolutely free. Grammarly will intuitively help you eliminate writing mistakes nearly anywhere you type on the web, including Gmail and other popular email clients.

• Correct up to 10x more writing errors than with popular word processors
• Evolve your writing together as the app becomes smarter the more you use it
• Works with Gmail, Facebook, Twitter, Yahoo, LinkedIn and thousands of other sites

Get Grammarly for Free Here >

When Do You Use a Comma Before “Because”?

Most of the time, you should not use a comma before because when it connects two clauses in a sentence. Because is a subordinating conjunction, which means that it connects a subordinate clause to an independent clause; good style dictates that there should be no comma between these two clauses. An exception can and should be made when the lack of a comma would cause ambiguity.

Because has a straightforward job to do in the English language. It is one of several words and phrases used to introduce a “clause of purpose.” A clause beginning with because answers the question “Why?” and that clause is automatically subordinate to an independent clause. There should generally be no comma between the two.

Michael went to the forest, because he loves walking among the trees.

Michael went to the forest because he loves walking among the trees.

Mom went on a shopping spree, because I told her I was having a baby boy.

Mom went on a shopping spree because I told her I was having a baby boy.

I can’t make my favorite sandwich, because we are out of peanut butter.

I can’t make my favorite sandwich because we are out of peanut butter.

When to Make an Exception for Clarity

If a sentence will be ambiguous without a comma before because, it is better to insert one and avoid misleading your reader. The most problematic sentences containing because are often those that begin with a negative statement. Take this example:

Alex didn’t win the race because of his level of ability.

This sentence might imply that Alex won the race, but that ability was not the most important factor contributing to his victory. Perhaps Alex has an extraordinary ability to dig deep and persevere over long distances.

Alex didn’t win the race because of his level of ability. He won because he knows how to dig deep and keep running no matter how hard it gets.

Or perhaps Alex is a rascally scoundrel and won for completely different reasons.

Alex didn’t win the race because of his level of ability. He won because he cut across a farmer’s field.

Either way, without a comma before because, it can be implied that there was no relationship between Alex’s victory and his level of ability. However, if your intention is to convey that Alex’s level of ability was the primary factor that secured his win, insert a comma to make the causation clear.

Alex didn’t win the race, because of his level of ability.

With the comma in place, it becomes clear for the first time that Alex was in fact not the winner of the race, and that his ability is probably not at a sophisticated level. This sentence might lead to another sentence supporting the idea that Alex’s running ability is quite low.

Alex didn’t win the race, because of his level of ability. I’m hoping that he will improve with practice and keep trying hard.

See what a difference a comma can make?

What Is a Common Noun?

A common noun is the generic name for a person, place, or thing in a class or group. Unlike proper nouns, a common noun is not capitalized unless it either begins a sentence or appears in a title. Common nouns can be concrete (perceptible to the senses), abstract (involving general ideas or qualities), or collective (referring to a group or collection).

All nouns can be classified as either common or proper. All nouns name something, but proper nouns name them specifically. Common nouns do not.

They say that diamonds are a girl’s best friend.

If you want to be my best friend, the Blue Moon Diamond would be a great gift idea.

Usually, it will be quite obvious if a specific person, place, or thing is being named.

While cats are social animals, some may seem like solitary creatures.

A cat may scratch you if it is teased too much.

Seriously, you should watch yourself around Fluffy.

Ray likes to hike in the mountains.

Ray has climbed Mount Everest twice.

A girl rang the doorbell this afternoon while you were out.

Gigi rang the doorbell this afternoon while you were out.

Distinguishing between common nouns and proper nouns seems easy, so why do we really need to know the difference between them? The answer to that question is this: to assign capital letters correctly.

Common Nouns Are Lowercased

A frequent spelling error people make is to capitalize common nouns unnecessarily. Some words, like president, seem to beg for a capital letter because instinctively we want to emphasize their importance. But even this lofty title is a common noun if it does not name something or someone specific (in this case, a specific president).

The United States has had four Presidents this century.

The United States has had four presidents this century.

George Washington was the first President of the United States.

George Washington was the first president of the United States.

In 1789, the tenure of president George Washington began.

In 1789, the tenure of President George Washington began.

In the penultimate example, the fact that George Washington is named at the beginning of the sentence may tempt you to capitalize president afterward, but you must resist this temptation. Here, George Washington is referred to as the first president of the United States—that is, the first in a number of presidents of the United States. Thus, in that example, president is a common noun.

In business writing, the common compound noun board of directors is often incorrectly capitalized in this way. Although you may idolize your company’s board of directors and put them on the proverbial pedestal, board of directors is not capitalized unless it is part of a proper noun.

My company’s board of directors met for six hours today and I had to take minutes.

Because I so faithfully took six hours of minutes, I was invited to the Board of Directors’ Ball this Saturday.

This principle applies to every common noun, no matter how monumental its significance. Even if your noun represents the most momentous event the universe has seen, it must be named specifically to be proper and to don its capitals.

Hubble and Einstein contributed to the theory of the Cosmological Expansion of the Universe.

Hubble and Einstein contributed to the theory of the cosmological expansion of the universe.

The Big Bang is a theory regarding the cosmological expansion of the universe.

5 Things Admissions Officers Look For in an Application Essay

By David at EssaysCoach.com

Within your college application, your personal statement is your one opportunity for the admissions officer to “meet you”, to visualize the person behind the numbers. While no essay can save an unqualified application, an outstanding essay can push an otherwise mediocre application into the “yes” pile.

However, writing a good application essay is hard. Many students write essays that are too cliché or too shallow; others write essays that are impersonal and uninformative; some are even unfortunate enough to write essays that cause their own rejection.

This isn’t surprising. The application essay is drastically different from the typical high school assignment—deeply personal, rather than merely informative.

Well, let me give you a glimpse through the eyes of an admissions officer. Working for the admissions office of a university with single-digit admission rates, I have reviewed numerous applications and “graded” a wide variety of application essays. Here are five things a college admissions officer looks for:

1) Can the applicant write?

The first thing the application essay does is to prove that you can write well. In college, you are going to write, write, write and write—and the application essay allows the admission officer to judge whether you will be able to cope.

On a structural level, your essay should be well organized and coherent. It should have a well-thought-out idea development and be properly paragraphed.

Your writing should be engaging and expressive. A big part of this depends on your personal style, but in general, you should use the active voice and vary your sentence structures. A note though: essays on both ends of the extreme usually don’t work—essays which are too gimmicky and stylized, or too academic, rigid and formal.

Lastly, of course, your essay should be free of grammar and spelling mistakes.

2) What does the essay say about the applicant?

This seems like an obvious point, but many applicants end up writing essays that do not actually shed much light on themselves. No matter how beautiful your descriptions are or how emotionally moving your content is, if you do not relate these thoughts back to yourself as an individual, your essay will be ineffective.

A strong application essay allows us to visualize the applicant behind the numbers and to know exactly what type of person you are. The essay should make us feel that we have gotten to know you on a personal level, as if we have met you face-to-face.

3) Are there deep, personal reflections?

To allow the admissions officer to get to know you, your writing needs to include reflections that are deep and personal. Without these reflections, an essay will seem shallow or even generic. Conversely, mature reflections will bring personality and depth to a topic that might seem commonplace at first (for example, community service).

To put it another way, the most important thing in the essay is not the “what” but the “why”. We have the “what” from the list of your extracurriculars, scores and awards. We now want to know the “why”, the motivations that drive you.

This is also why it is a bad idea to try to cover too much in your essay. To put it yet another way, while the other sections of your application focus on describing the breadth of your activities, in your personal statement, you should aim to reveal depth in one area.

4) What will the applicant bring to the community?

So what should you highlight about yourself? Well, the admission officer wants to discover what you can contribute to the college. If your application allows the reader to visualize you as an active, contributing and successful member of the community, you are in.

This does not mean that you need to be mind-blowingly unique. The qualities you can most effectively highlight are the genuine ones. A good essay requires a good deal of introspection—to arrive at a keen self-knowledge of what your strong points are and how to best portray them.

On the flip side, you should avoid topics (and writing tone) that portrays you in a negative light. Be careful of writing about failures that highlight negative characteristics. Stay away from more controversial and potentially offensive topics. Avoid sounding naïve, lacking in self-awareness, or patronizing (a major problem, especially in essays about community service).

5) Do the qualities represented in the essay resonate with the rest of the application?

The advice goes that you should not rehash the rest of your application in your essay. For example, if you have already included multiple debate activities and awards, your essay should not be about debate.

The caveat to this is that while the specific activities should vary, there should be a consistent portrayal of personal qualities. If your essay represents you as a boundary-pushing activist, but the other parts of your application portray you as respectful and soft-spoken, flags will be raised.

An application is a lens into a single person, so consistency is important. You should thus consider your application holistically, and put some thought into how you want to represent yourself and what characteristics you want to highlight. Good luck!

 

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EssaysCoach offers detailed and comprehensive application essay coaching from an admissions officer’s perspective. Visit www.essayscoach.com to learn more about how to write outstanding application essays.