Statistics reveale that the average executive wastes excessive amounts of time retrieving misplaced information on desks or in files. At a salary of $75K per year, this loss in productivity could translate to 12.3 percent of total earnings. As we approach 2011, how can businesses minimize inefficiency and increase employee productivity while also boosting job satisfaction?

North America Managing Director of DEGW, Andrew Laing, PhD, has created the following Top 10 list highlighting cost-effective ways companies can encourage productivity and minimize inefficiency in 2011 in order to not only increase job satisfaction overall but to save money.

1. Clean desk policy. Either at the end of every day, or before a business trip, create a protocol where everyone must make their workspace ready for someone else to use it while they are away. Additionally, monthly cleanup to reduce office clutter and help individuals adopt sustainable work practices could coincide with social events that help to reinforce a sense of community.
2. Scheduling practices. Whether it is on Outlook, EMS, Agilequest or simply a whiteboard in the office, make sure everyone notifies their team of their whereabouts, when they are travelling, working from home or at a client’s site.
3. Wireless capability. Building an infrastructure that allows server and email access wherever an individual may be in the office.
4. Cell phone options. Creating a method that individuals may notify teammates of their personal cell phone connections (if they desire) so they may be contacted wherever they may be.
5. Training to share. Implement programs that teach people how to effectively use software that encourages remote sharing: sharepoint, skype, webex, livemeeting, gotomeeting, or whatever.
6. Reservations protocols. Clearly communicate how to reserve spaces, through personal interface or software, what types of meetings are essential, important or convenient, and what to do if the meeting is cancelled or late. Also, designate some small meeting rooms as “unbookable” and available for team/ individual use on-demand.
7. Concentration indicators. determine as a team or organization how to signal to others that you are not available, either through software, or through physical prompts. A door closed, a chair in the workstation opening, headphones, or a posted banner indicates that you are not to be disturbed, for at least 15 minutes. It is important to develop team protocols to have a common understanding of how team workspace should be used (i.e., is the open workspace quiet and people withdraw to do noisy work or is the workplace noisy and people withdraw to do quiet work – often it is a lack of common understanding on this matter that leads to issues of distraction).
8. Electronic filing standards. Communicating a method of filing information on projects or clients in a consistent way to reduce the need of physical filing. Confidence in finding electronic files will reduce the creation of duplicate stashes of information. Also, Centralize printing facilities in strategic locations on the floor to mitigate excessive printing, minimize noise in the open workspace and encourage communal gathering.
9. Daylight! Encouraging individuals who control access to perimeter access to daylight and views to let the sun in! Making sure that blinds and doors that obscure the beauty of the surrounding environment are not used when they are not required.
10. Encourage community. Create events where individuals can share their personal experiences or skills. Instigate weekly meetings where the agenda is personal, not business focused. Rotate responsibilities for providing refreshments: happy hours, breakfasts, lunch and learns or show and tells. Make it fun to be a member of the team or organization.

Source: DEGW North America.