In an article for the Harvard Business Review, acclaimed international speaker and author Maura Thomas describes four areas which present a recurring problem in this sense. Today we will look at the fist two.
Exaggerating the importance of e-mails
Some managers use e-mails for communicating urgent matters and expect an immediate reply. Even if this is not an explicit company norm, employees may assume it is or managers become frustrated if responses are slow to arrive. The effect of this, albeit perhaps unintended, is that staff are constantly checking their e-mail, regardless of whether they decide to answer messages. This disrupts their working rhythm since they are unable to focus properly on tasks which require a lengthier period of concentration. Moreover, there is evidence to suggest that multi-tasking not only lengthens the overall time taken to complete individual tasks but also results in lower quality work, as well as having a negative impact on a person’s creativity.
Thomas therefore recommends supporting single-tasking and allowing employees the freedom to work offline if they so choose. This means ending the practice of using e-mails for urgent messages and communicating the information by phone or text message instead. A further suggestion is to encourage “technology free meetings” because fostering a culture based more on personal contact will bring benefits at both the individual and organisational level.
Imperfect open office layout
It is universally agreed that the open office design saves space. Beyond that, however, views are divided: those in favour suggest it also encourages teamwork and creativity; those against claim it is stressful and leads to reduced concentration levels. Both sides can quote research supporting their own point of view. Since open offices offer both more natural light and greater opportunities for spontaneous interaction between employees, you might consider one or more of the following features:
- a combination of comfortable seating areas, coffee-house style, and “loud” areas which allow for more animated conversations
- facilities for sitting and/or working outside
- glass walls
- mobile desks allowing an element of flexibility according to mood
To counter the objections concerning noise and loss of privacy, some of the following tips might prove useful:
- allow employees a say in the office design
- allocate various spaces for specific purposes: group work, individual work, not disturbing others when taking calls, plus a place for staff to store their own private belongings
- install decorated glass walls rather than clear glass and use well-placed furniture to divide up the room
- use appropriate furnishings that will help reduce noise levels
-at-