Office productivity is often tied to change and it is safe to say that people do not like change. Basic human nature makes it easy to fall into comfort zones, often exemplified by the comment, “this is the way we’ve always done it.” If you have people in your office who have made this comment, or worse yet, “we’ve never done THAT before,” you might suggest they consider purchasing the Eagles CD entitled “Hell Freezes Over.” You might then suggest they play the number one song on the CD on a continual loop for 72 hours. The title of the track is “Get Over It.”

The pace of change within your office environment will not get any better while employees pine for the “good ‘ol days.” Change is the name of the game and increased office productivity is the goal.

Increased productivity does not automatically materialize out of thin air. It is the result of a carefully crafted long range plan. The most critical characteristic in that plan is a good understanding of the objectives of the office. I have always maintained that employees will go to the moon for their organization, IF they knew where the moon was. You would be surprised at how many people are not sure of their target.

Use your own department or company as an example. Ask your employees to write their perception of the goals of the office/department onto a 3X5 card. If you really want to get carried away, ask them to list what they think are the visions, values and strategies the office must pursue to achieve those goals. Conduct this exercise during an upcoming office meeting, collect all the cards and read a portion out loud to your assembled group. The result will surprise you. It is almost live entertainment. The disparity in perception will provide your management team a renewed challenge.

Please remember, it is impossible to maximize office efficiency and productivity without a mutual understanding of the office goals and objectives. This question is always a good discussion topic. Do not make the mistake of assuming everyone in your office understands the office goals. Increased productivity is impossible when everyone is on a different page.

It is imperative that everyone in the office is in the same boat and rowing in the same direction. Unfortunately, some people feel their oar is about 85 feet long and that they must row the boat ALL by themselves. They think they are good and they feel they must let everyone know it.

Others walk around the office all day acting like a terminal twit looking for their lost oar. Worse yet, many perceive their oar is about a foot long and they are rowing like hell, with marginal results at best.

The secret of either individual or office productivity is based upon how many tasks/projects are completed, during the day/week, not how many were started. You may remember the famous cartoon depicting the typical office as a boat where everyone is rowing in a different direction. This visual helps to reinforce the importance of mutually understood common goals.

After a career spanning twenty one years of speaking and consulting and over two million frequent flier miles, I have come to the conclusion there are basically four types of people in America:

1) Those who make things happen
2) Those who watch things happen
3) Those who wonder what the heck is happening, and,
4) Those who criticize everything that is happening.

The latter category is a major cause of decreased productivity in offices throughout America. An element critical to office productivity is a positive attitude and morale. It is virtually impossible to increase office efficiency when the collective attitude is negative, one of uncertainty, or a threatening environment. Negative attitudes are contagious, and those who carry the germ spend a great deal of their time on the job doing their best to afflict co-workers. Those guilty of this behavior must be identified and offered the counseling necessary to help change their ways. Office productivity will never be maximized if the collective attitude is not positive.

Another hurdle in achieving peak efficiency are those well meaning (but short sighted) individuals who are guilty of the “only I can do it” syndrome. The reality of this belief is a short term gain (at best), and a long term loss. Delegation is a key element in optimizing office productivity. When an office becomes dependent upon one individual for completion of critical tasks, it is vulnerable to less than productive results. Those who follow the “only I can do it “road may think their job security is enhanced. If they are correct, it is only because the management involved either condones or encourages the behavior. Either approach is an invitation to multiple problems, the least of which is decreased productivity.

In order to maximize office productivity it must be measured. You can’t get any better unless you know where you are. Establish the different criteria you wish to measure. Be sure that the areas measured are quantifiable. Then make sure that your office personnel are held accountable. Without accountability and more importantly, consequences for not achieving the productivity goals, why should the office employees be concerned?

The formula for increased productivity does not require quantum physics, or calculus formulas. Nor is not rocket science. It is as simple as determining the goals of the office, making sure everyone understands what they are, having fun getting there and holding people accountable in the process.

If you believe the productivity in your office could be fine tuned, try the exercise suggested in this article. It is a great starting point. The more the people in your office are aware of the role they play in maximizing office productivity, the greater the results. If you are not in a position to actually conduct the exercise suggested, simply place a copy of this article anonymously on the desk of your supervisor. Something will happen!

(Editor’s Note: Bill Evans is the president of the Institute of Professional Training. He can be reached at (360) 871-7574, BEvansIPT@aol.com or visit his Web site www.billevanspresents.com.).