Everything we do, from big projects to day-to-day tasks, is part of a workflow. Defined generally, workflow is “the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.” It can also be how you manage a variety of projects and how you structure your personal processes. Streamlining your workflow means making everything you do more efficient. You can do this by creating and sticking specific processes, utilizing automation, implementing time management techniques, and delegating to others when it makes more sense to do so. Ultimately, the goal is to optimize efficiency so you can get it all done with less stress and in less time. 

Create a streamlined process & stick to it

Everything you work on, individually or with a team, should have a process. That process will be different for each application, but creating one and sticking to it will make everything go smoother. If you have existing processes for most projects, make sure that new projects can either work within those processes or create a new process before you get started. Evaluate existing processes to make sure they’re geared toward the ultimate goals of working efficiently and achieving valuable results. If there are parts of a  process that become sticking points, how can you smooth them out? Cut excess steps from your workflow that are dragging down the process or taking too much time. Integrate digital tools to make your processes better or faster. 

Automate (some of) your work

If much (or even just a small part) of your time is spent on busy work, automation can become your best friend. Automation tools like canned email responses, automatic reminders, scheduling things ahead of time, or setting up rules to keep your email organized will cut out unnecessary steps. You can also use automation to completely remove tasks from your workflow, like automatic updates or database syncing. For example, if you’re collaborating with colleagues on a document, rather than wasting time sending updated files back and forth via email, rely on cloud-based file storage so everyone can access the living document anytime. There are tons of options for automation that will be different depending on the tasks you do day to day, but evaluate what you’re spending time on that automation could do for you, and use the power of technology to streamline it.

Time your tasks

Parkinson’s law states that tasks expand to the time allotted, so if you let them, individual tasks will end up taking much longer than they should. Time yourself and set a limit for each task. Create a daily schedule with the tasks you want to complete that day and the time you want to allocate to them. Ignore your email and adjust your notification settings so that you can focus on one thing at a time. 

While we all may think we’re good at multitasking, it actually takes us much longer to get back into a project when we stop to do something else in between. Force yourself to do just one thing at a time, for a specific amount of time, and set a timer so you know when to switch gears. In between tasks, check your email and notifications, but make sure you keep track of the time you spend doing those things, too, as often times ‘just checking’ your notifications can take up more time than it should. 

Once you gather some initial data about how long it takes you to do each task, you can start to limit the time you spend on each thing. You may think this could cause you to rush, but really, it will help you focus and get more done!

Do the important stuff first & work to your advantage

Even if it’s not important in terms of your priorities, if something only takes a few minutes to do, just go ahead and do it now. Got a quick question over email that you know the answer to? Rather than let that email sit in your mailbox, go ahead and send your response. If you leave it for later, you now must read the email and think about it twice rather than just getting it off your to-do list right away. 

Each day, create a list of the things you want to work on and can realistically complete that day. If you are working toward a big, long-term project, break it up into smaller steps and try to check off one or two each day. Make sure to prioritize your to-do list in order of importance. This can be determined by a deadline or the value of the work. If something is time sensitive and valuable, it should be at the top of your list. If something is not time sensitive and not really that valuable, it should be at the bottom of your list. 

Work to your advantage by noticing what time of day (or in what location) you do each type of task best. If you’re more creative in the morning, block out that time for creative work. Notice when and how you work best and create your schedule around that. You’ll be able to work more efficiently by adjusting your schedule to fit how you work, streamlining your entire workflow to boost productivity.

Ask a lot of questions

Nothing kills efficiency like miscommunication, misunderstanding, or time wasted on the wrong thing. Asking a lot of questions in the beginning of a project and throughout the process will ensure you know what’s expected of you and can meet (or exceed) expectations. Make sure to ask for feedback along the way, even if what you’re working on isn’t completely polished. It could reduce the chance of re-doing work. Asking a lot of questions will help you get it right the first time or be able to pivot early in the project. 

Delegate when you need to

Sometimes the best way to streamline your workflow would be to ask for help from others. If you have a lot on your plate and can’t give your full attention to a certain project, handing it off to someone else who does have the time will ensure the project gets done without disrupting the rest of your work. Delegating to others can be difficult, but if you ask for help, projects can be streamlined to produce quality results in record time.

If you want to amp up your productivity this year, start by setting yourself up for success! Outline your goals, make better to-do lists, and work efficiently. End each workday feeling accomplished and on track. Adopt these productivity hacks to make this year your most productive yet!

Set your goals for the year

To set yourself up for success this year, outline your big goals. Think high level at first with broad goals that align with your team. Once you have some initial, high level goals, drill down to smaller benchmarks and tasks that will help you meet them. Meet with your team to get on the same page and set priorities. Enter your goals into a project management system to share with colleagues and track your progress throughout the year.

Make better to-do lists

To-do lists serve two main purposes: they outline the things you need to get done (of course), but they also make it so you don’t have to actively remember all your projects and tasks. Save yourself some bandwidth by keeping an up-to-date to-do list with both long term projects and short term tasks. Take notes often, in meetings, during phone calls, and as you sort through your emails so you don’t have to keep a mental list.

Break down larger projects into bite-sized chunks so you can tackle one small part of the overall project at a time. Track your progress and give yourself a pat on the back with every to-do you check off. Digitize your list so you can easily reorganize as priorities shift. This can be an online project management tool, an app on your phone, or a simple spreadsheet. Set deadlines for everything, even if it’s just a self-imposed one. The urgency of an approaching deadline will motivate you to get it done.

Everyday, create a short list of the specific tasks that you can realistically complete that day. Whether these are one-off projects or a small task that gets you closer to completing a larger project, breaking it all down and checking things off throughout the day will keep you on track. Make sure to constantly evaluate priorities, keeping in mind the urgency and importance of each task.

Trim the fat

To really amp up your productivity, cut out the excess. Parkinson’s Law states that “work expands to fill the time allotted for its completion.” Cut the default for meetings from 1 hr to 45 minutes (or from 30 minutes to 20); you’ll be surprised to discover you can cover all the same information in less time. Identify the things you do every day that seem to take much more time than they should and streamline those processes or cut those tasks entirely. Schedule time to wrangle your inbox, like checking email every few hours rather than constantly. Unsubscribe from emails lists that you no longer need and set up rules on your email to move unimportant emails to a folder automatically, keeping your inbox at a manageable level.

Nix the notifications

Stay focused on the task at hand by turning off desktop and smartphone notifications. When you’re in the middle of a project and you get a pop up on your screen, it takes much longer than you’d think to refocus and get back into the groove. Silence your phone or put it on Do Not Disturb while you’re working. Minimize distractions in every way possible to help you maintain focus and work more efficiently. 

Do one thing at a time

You may think you’re good at multitasking (we all do!), but you’re actually doing two things poorly rather than one thing productively. Focus on the most important task at hand and force yourself to do just one thing at a time. When you’re ready to switch gears, go for it! But don’t try to do it all at once.

Don’t worry about being perfect

Perfectionism kills productivity! Let go of being perfect and be comfortable with good enough or good enough for right now. You can always revisit something later to make it more polished, but if you wait until it’s perfect to call it complete, you’ll never finish! Don’t be afraid to send draft versions, works in progress, or incomplete deliverables. Let your team know where the project stands and ask for input along the way. This will help you get it done without the pressure to make it perfect.

The office furniture of the future must be flexible and able to adapt to a changing environment. When we develop new products, like innovative sit stand desks, we have to think years ahead to create products that are flawlessly functional far into the future. Here’s what we think about as we design office furniture for the office of the future.

Multi-Use

Space saving, multi-use furniture pieces are a great addition (or foundation!) to any office environment. A fixed desk with a desktop computer might work right now, but the office of the future will require worksurfaces that can be used for a variety of tasks. Line of Sight Computer Desks are a great example, because they can be used for computer work or as a clear desktop and they store the computer inside the desk when not in use. Smart, multi-use furniture can adapt to its space and serve a variety of purposes to meet changing needs.

Mobile, Flexible

It makes sense that to create a functional and future-ready office, furniture will need to be flexible. Mobile pieces that can roll from room to room, fold down and store easily when not in use, and adjust in a variety of ways are a key part of the office of the future. Nesting tables, furniture on casters, and expandable furniture are great ways to bring more flexible furniture into the office.

Expand (& Contract)

Business needs are always changing and the office environment needs to be able to expand and contract along with these changes. With sit stand benching systems, desks can be added or removed easily as teams grow and shrink. Upgrade a compact desk to a larger worksurface, using the same base. Easily rearrange desks in an open office environment to increase or decrease workstations.

Connected / Smart

Technology is the hub of almost all the work we do. We work on computers or laptops and stay connected through smartphones and wireless tech accessories. Office furniture is just another way to use smart technology to stay connected. Some electric sit stand desks can be controlled with an app on your smartphone, and wireless chargers can be integrated into your desktop. 

Future Proof

The future is still unknown, that’s why the office furniture of the future must be adaptable, flexible, and high quality. We design with the future in mind, creating each product to grow and adapt with you. Components are interchangeable to easily upgrade. If something breaks, you can replace the part rather than the whole product. High quality components and systems support a long product lifespan, so you can enjoy your office furniture long into the future.

Check out Workrite’s newest future-ready office furniture:

Work environments are so vital to business success. I don’t mean the decor, equipment, and location (although, those things are important), but how people work together. Companies with a great culture can find better success because they’re more likely to retain valuable employees, attract top talent, and work more efficiently. When people are happy and can work well together, we can all get more done (and feel good doing it!).

The company culture at Workrite is the core of who we are, and how we drive business. The employees here are like family and we’re all dedicated to the work we do, which is why we’re able to do great work! Here are some ways company culture drives business and how you can help build a strong company culture that’s good for business and great for employees.

More innovation

When the culture of a company supports and empowers its employees, those people have the chance to explore new ideas and reimagine the possibilities of what they create. Something as simple as an open door policy for management allows people to bring their innovative ideas forward. When people are happy and supported by a strong self of belonging and camaraderie, they will naturally converse with colleagues and brainstorm new ideas together. The more we work together and support one another, the more innovative results we can bring to life.

Common values, goals, & mission

Getting the whole company on the same page, backing a single mission, helps align people not only to the tasks at hand, but the reason behind them. A company culture that is centered around a core set of values and specific goals, all geared toward a meaningful mission, gives the team a clear sense of direction. When people are working toward the same thing and understand their vital role in bringing it to fruition, everyone can work better together, driving business success.

Retention & recruiting

No one wants to work for a company with a bad (or non-existent) culture. Employees are more likely to stay with the company when they understand and support the mission and can work well within the team. A strong company culture provides a sense of belonging that keeps valuable employees around and can attract new talent. In recruiting, the company culture is increasingly the deciding factor for new hires. People want to know that they will enjoy coming into work everyday. Retaining long-term employees maintains an important wealth of knowledge and attracting top talent helps businesses grow and innovate.

Efficiency & productivity

A good company culture isn’t all about team-building activities, pot-lucks, or ping pong tournaments (although, we like all those things at Workrite); it’s about empowering people to work together to solve problems and produce quality work that backs up the company’s mission. Bringing people together (for work & play) helps us work more efficiently and be more productive. When we understand the company’s goals and feel like we’re part of something bigger, we are empowered to put in the work to drive that mission forward. A good company culture drives teamwork and focuses on the bigger picture, allowing people to work together toward a central purpose.

Culture should be the core of any company. It’s central to what you do and why you do it. It brings people together in support of a common mission and can improve teamwork, efficiency, and innovation. A good culture centers around empowering people, since after all, a company is the sum of its people. Building a strong company culture is the foundation for a future of employee satisfaction and business success.

1. Create a space for working efficiently

Before you can actually work efficiently, you have to make sure you’re set up for it. The right ergonomic sit stand desk is the foundation of a productive workday. Add an adjustable monitor arm to keep your neck neutral and desktop task lights that put the right light where you need it, reducing eye strain and energy costs. Arrange your desk so the things you use regularly are within reach, without having to bend or reach, like your office phone and notepad, and use a document holder to prop up printed documents. Move your keyboard and mouse so that you can work with your elbows at a 90 degree angle and wrists level. Add a comfy wrist rest or upgrade to an ergonomic keyboard or mouse for added support. Clear off extraneous items from your desk and store them in a mobile pedestal to cut out distractions and clutter.

2. Equip yourself with the right tools (& share them with your team)

Utilizing productivity tools to get more done in less time is a smart way to boost efficiency. Online project management tools allow you to track your to-do’s, collaborate with your team, and track your progress. The administrative aspect of setting up these systems may seem like wasted time, but they will end up saving you more time than you put in initially. Never miss a deadline, keep track of everything in one place, and create a seamless flow for your most complicated projects. Project management tools that include time tracking and activity monitoring can also give you some insight into where efficiency is lacking and help you balance your priorities. Across all projects, leverage automation where you can to cut out tedious or repetitive tasks.

3. Hone your skills with continued learning

Don’t spend all day toiling away at something that you’re not sure how to do. Reach out to the vast knowledge of the web (or your team members) to build your skills, thus being able to complete that task faster. Taking time to learn new skills will allow you to work more efficiently once you’ve mastered them, saving you time in the future. Online courses, tutorials, and forums are great do-it-yourself resources for building upon your skills. Whether it’s soft skills, like communication, or technical skills, like coding, continued learning keeps you engaged and makes you a more valuable employee.

4. Streamline every single process

When a project has multiple stakeholders and includes individuals across different teams, the process to get something completed starts to get complicated. Determine and minimize process bottlenecks and clearly outline actionable tasks for each team member to keep things running smoothly. Leverage digital collaboration tools like cloud-based documents and chat platforms to eliminate document version issues and reduce lengthy meetings. Explore different online platforms to help you streamline your processes even more.

5. Practice (and encourage) clear communication

Nothing kills productivity like breakdowns in communication. The first thing to do when buttoning up your internal communication strategy is to commit to a single communication channel. Whether it’s email, chat, or in-person, bringing (almost) everything into one system and making communication expectations clear will drastically speed things along. Set realistic expectations about availability, responsibilities, and benchmarks. Be sure to ask questions to fully understand what’s expected of you if you’re ever unclear. As always, open lines of communication using effective channels creates fluid information flow and boosts efficiency.

6. Make space for self-care, mental and physical health, and work-life balance

Working efficiently isn’t all about working. Taking care of yourself (body, mind, spirit) will give you space and energy to come to work present and engaged. When management encourages self-care behaviors, they can reduce sick days, stress, and burnout. Create an ergonomic workstation with the right equipment, like a sit stand desk, adjustable monitor arm, and supportive accessories, and always practice good posture. This will ensure you’re physically comfortable while you work and reduce chronic injuries, pain, and discomfort. Take breaks throughout the day and take time off when you need a reset. If you have the freedom to determine your own schedule, establish clear boundaries around your workday, like when you start and end your day, and whether or not you are accessible outside of those hours. Try these other tips to Work Happy everyday.

7. Measure productivity and adjust as needed

Gain insight into how your efficiency changes over time as you implement new techniques to boost productivity. Knowledge work can be extremely difficult to measure, but start by assigning value to the quality of work completed in addition to quantitative outcomes. Track all projects, including timelines, tasks, and expected results. The more data and information you gather, the better you’ll be able to assess and ultimately improve your own productivity or how you and your team work together. Over time, adjust your productivity approach or workflow to boost efficiency.

The phrase “work smarter, not harder” is everywhere, but for a good reason. We spend so much of our time working, but how much are we actually getting done? Working smart means being productive not just busy. If at the end of the day, all you’ve done is clean out your email (good for you, by the way!), was that really a productive use of your time?

Be Productive, not Busy

Smart workers and savvy employers are beginning to understand that being busy and being productive are very different. Productive employees are good for the business and are more satisfied with their jobs. They produce higher quality work in less time. Meanwhile, their busy counterparts are feeling overwhelmed, working really hard, but not working smart. Smart workers can also make use of technology to boost productivity.

Prioritize Yourself

Prioritizing yourself is the first step to working smarter. In order to be productive at work, you have to take care of your body, mind, and spirit. This means taking breaks often, getting plenty of sleep, and reducing stress. Some workers are so focused on working more and working hard that they allow their work to take away from their physical, mental, and emotional wellbeing. The best thing you can do to get ahead at work is be healthy, happy, and focused (here’s some great tips to boost happiness at work and away).

Fix Your To-Do List

Next, you can prioritize your work tasks. If you have a mile-long to-do list, what is most important? What deadlines are approaching? Are any of these tasks unnecessary? Can they be completed by someone else? Whittle it down as much as you can. Each day, give yourself a handful of tasks to focus on, whatever is highest priority and can realistically be completed that day. There are lots of great online project management tools that can help you stay organized, and all that organization might help you get promoted.

Define Action Items

The to-do list is a powerful tool if you use it to your advantage. Each task you put on the list needs to be actionable. This means it is specific enough to be marked “done” when it’s done. If your list items are too broad, try turning them into actionable tasks. If you want to start a blog, for example, don’t just put “start blog” on your to-do list. Instead, you could say “write one, 800-word blog post today”. Want to take it a step further? Adding time limits to each task will help you stay on track and can even help you work faster.

Organize Your Work Day

Organizing your work day to ensure high productivity can be a challenge. We’re often interrupted by unexpected urgencies. We’re constantly checking email and getting push notifications on our phones and desktops. While multitasking may seem like a good idea, no one can do it well. If you try to do everything at once, you’ll end up doing a lot of things badly rather than doing one thing well. Turn off desktop and phone notifications and give yourself a few minutes each hour or two to check them. Odds are, those emails can wait until you’re at a good stopping point.

Take More Breaks

Chunk your tasks and take breaks often. You can customize this to your workload and personal schedule but try four stints of focused work separated by short (or long) breaks. For example, work for two hours, take a short walk around the building, work for two more hours, take your lunch break. Back at your desk for the afternoon, work for two hours, stop and do some stretches at your desk, work for two more hours, go home! All these breaks throughout the day may seem counterintuitive, as that’s time spent not working, but this is actually super valuable. Taking breaks lets you reset and refocus, which will make you more productive. For an overall healthier workday, check out these 10 healthy workday habits.

Prioritization is a great tool for getting more work done without wasting any time. Use these takeaways to get started working smarter today:

• Be productive, not busy
• Prioritize yourself
• Create an actionable, prioritized daily to-do list
• Cut out distracting time-sucks
• Chunk your work and take breaks in-between