How to Maximize Office Productivity

February 09, 2023 / Written by Corporate Suites Staff

You can maximize your office productivity by removing unnecessary distractions while optimizing your workspace. Keep everything you’ll need in the day within arm’s reach or on your desktop. Put your phone on silent and stash it somewhere you don’t visit often.

Are you looking for ways to get more done in less time? If so, it’s time to look at how you can make your environment more efficient.

With the right tools, processes, and strategies in place, you can create the best workspace that allows everyone on your team to be their most productive selves. Here are some tips on how to maximize office productivity.

Tips to Optimize Productivity at Work

We all have days that are a struggle. The real problem begins when we stay distracted regularly. It’s been reported that the average office worker is only productive for around three hours per day.

Your job could be dull, or maybe it’s time to move on. But if you love what you do and genuinely want to get your productivity back on track, try some of these tips:

Track Your Time

Maximizing office productivity starts with tracking and limiting the amount of time that is being invested into any task.

Set a timer for assignments you want to finish, and honor your set limit. Estimate how long each task will take, but leave a little wiggle room in case things take longer. Focus on completing one thing before moving on to another.

Break Time Is the Best Time

Staying on task for hours can actually lessen your productivity. Working in 90-minute intervals followed by short breaks is a great way to increase energy and focus while completing tasks.

Take a few minutes away from your desk every hour or two to clear your head and refocus yourself.

Don’t Have a Deadline? Make One Up

Setting self-imposed deadlines can help you stay focused on completing tasks promptly. Instead of waiting until the end of the day or week to finish your to-do list, set self-imposed deadlines that force you to complete assignments as soon as possible.

Knock Out Small Chores First

If you have small tasks, follow the two-minute rule and get them out of the way as soon as possible. This rule states that if any job takes less than two minutes to complete, do it immediately instead of putting it off for later.

Cancel Pointless Meetings

Meetings can be an incredible waste of everyone’s time. Before scheduling a meeting, ensure it is truly necessary and has a clear purpose. If there is no real need for the meeting or the topic can quickly be addressed via email, save yourself the trouble and don’t bother with it.

Change Up Required Meetings

If you do find it necessary to hold a meeting, try to make it a standing one. Standing meetings are shorter and tend to focus more on the job at hand. They also get people out of their chairs and keep everyone alert.

Multitasking Is for the Birds

Multitasking is not always the best way to get things done. In fact, it can slow down your productivity and prevent you from truly focusing on the task at hand.

Use Your Commute Wisely

Commuting to work can be an excellent opportunity to listen to podcasts, read articles, or catch up on emails. Taking advantage of this time will help you stay productive and make the most of your day. 

Perfection Is an Illusion

When it comes to working, sometimes perfect is the enemy of good. Burning through your workday and trying to make something absolutely perfect can be detrimental to your productivity.

Get the Blood Flowing

Taking regular exercise breaks throughout the day can help boost your productivity. Exercise helps clear your head, reduce stress, and improve focus.

Make sure to get up from your desk every hour or two for a quick walk or stretch. 

Get Ahead of the Game

Try to be proactive instead of reactive by setting aside specific times throughout the day for checking emails, messages, and notifications. 

For example, if you know your boss is going to assign you something every Thursday at 4:55 PM, check in with them as soon as you get to work that day to see if you can go ahead and get started on that project.


If you find yourself getting distracted by notifications, it’s time to turn them off. Turn off all those push notifications from social media, email, and other apps that are not essential to your work. 

Personalize Your Space

Having something nice to look at in your office can help break up the monotony of work and keep you motivated. Place a few plants or pictures on your desk to bring some life into the workspace.

Be Busy

Interruptions can be a giant productivity killer. When you are interrupted, it takes time to get back into the task at hand and regain your focus. Work with headphones on or post a small sign on your office door that lets people know you don’t have time for distractions.

Biggest Tasks First

Didn’t we go over the two-minute rule earlier in this post? Yes. But different strategies work for different people. Try this one if the earlier rule doesn’t fit your work style.

Once you have your tasks sorted out, focus on completing the biggest or most important tasks first. Strategies like this will help ensure you finish the most important tasks before moving on to smaller ones.

Delegation Is a Beautiful Thing

If you find yourself overwhelmed with tasks, try delegating some of them to other people. This way, you won’t be overloaded and can still stay productive.

The Pomodoro Strategy

The Pomodoro Technique is a great way to track how much time you spend on assignments and stay productive. Set a timer for 25 minutes and do a work sprint on a single task before taking a 5-minute break.

You can then repeat the cycle until your task is completed. This technique helps keep you focused and makes sure that you are taking breaks throughout the day.

Know What Needs to Be Done

Before starting work, list the “crucial results” you must accomplish in the day. A list can give you an idea of what needs to be done and help you stay focused on completing those tasks.

At the end of each day, take some time to review your progress toward these goals. It will help you track your progress and stay motivated to finish the tasks on time.

Just Leave

Sometimes, even the best-planned days can become crazy really fast. If you’re feeling overwhelmed or frustrated, take a break and leave the office for a few minutes.

You’ll clear your head, giving you a chance to return refreshed and ready to tackle the rest of your tasks with renewed energy.

Organize Your Space

Keeping a neat and organized workspace can help you stay productive and focused. Take some time to de-clutter your desk, file away old papers, and organize any other work materials you may have.

This will give you a clean slate to work with and help reduce the time you spend looking for things.

Rise and Shine

Waking up early can do wonders for your productivity. By starting your day earlier, you can use the extra time to get a head start on tasks, so everything is finished on time.

Try setting an early alarm and using that time to review your tasks for the day, plan out your work schedule, or just enjoy some quiet time before the day begins.

You Probably Sit Too Much

Sitting for long periods can be detrimental to your health. Take regular breaks throughout the day to stand up and move around.

Standing more will help you stay alert, focused, and productive. Consider investing in a standing desk or even just setting an alarm to remind yourself to take short breaks throughout the day.

Choose Your Auditory Weapon

Another way to maximize productivity is to listen to calming sounds while working. Music, white noise, and nature sounds can help you stay focused and avoid distractions.

Listening to soothing sounds can also help reduce stress and relax your mind, allowing you to get more done in less time.

Have Repetitive Work?

Try to set aside a specific time each day or week to take care of recurring tasks such as emails, reports, or other paperwork.

Doing this will help you stay organized and on top of your assignments. Plus, these tasks will be less daunting since they are already scheduled into your day.

Options for Making a Productive Workspace

Need to figure out a way to make your workspace the best it can be? Follow some of these tips to get fixed up fast.

Look for a Reason to Move

Designing a workspace that allows for frequent movement is key to boosting productivity. Invest in an adjustable chair and a sit-stand desk so you can switch between sitting and standing throughout the day.

Use More Light

Exposure to sunlight helps keep us alert and energized. If possible, position your desk near natural light sources such as windows or outdoor patios.

Keep Supplies at the Ready

Keep all of your necessary supplies within easy reach, so you don’t have to waste time searching for them. Invest in a few storage organizers to store everything neatly and keep your desk clutter-free.

Personalize If You Want

Making your workspace feel like your own can help improve productivity. Hang art, plants, or photos that inspire you, and make sure everything is tidy and organized.

Store Gadgets.

Designate a spot for your gadgets to ensure they don’t distract you while working. Invest in charging docks or drawers and make sure everything is stored away neatly when not in use.

Keep It Clean.

cluttered space can be distracting and make it difficult to focus. Take a few minutes every day to clear away any clutter and wipe down surfaces to ensure everything is neat and tidy.


A room’s color can also affect productivity. Cool colors such as blues and greens are known to help reduce stress, while warm colors like yellow, red, and orange can help stimulate creativity and energy levels.


The temperature of your workspace can also play a role in productivity.

Remove Unnecessary Noise

If possible, avoid open office layouts and distractions such as phones ringing or conversations. Acquiring some noise-canceling headphones can also help reduce distractions and improve focus.

Breathe Better Air

Ensuring the air quality of your workspace is also important. Poor air quality can lead to health issues and distraction from work, so buy an air purifier or open a window for some fresh air.

Employee Productivity – An Overview

Employee productivity is defined as the ratio of output to input. In other words, it measures how much an employee can produce relative to what they are given or their time and resources..

Why It Matters

Employee productivity is critical for any business, as it can directly affect profitability and customer satisfaction. Increasing employee productivity can help reduce labor costs, fuel growth, and improve efficiency. 


Measuring employee productivity can help you identify areas for improvement and set goals for your team.

Measure Your Team’s Ability to Hit Goals

Goals should be clearly defined and measurable to ensure that employees know what they need to do in order to succeed.


You can use metrics such as revenue per hour or profit margin to track how much each individual is contributing to the bottom line.

How Much Work They Did

“Work” could include tasks such as emails sent, calls made, projects completed, or any other type of assignment that needs to be tracked.

Measure Quality

Look for patterns in performance and feedback from customers or supervisors to get an idea of how well each employee is performing their tasks.

Measure Time

Use time tracking software to get an accurate picture of how long it takes employees to complete their tasks, and use this information to set goals and develop better strategies for managing your team.


How to increase productivity in the workplace

There are several ways to increase productivity in the workplace, including creating a clutter-free environment, using cool colors to reduce stress, maintaining a comfortable temperature, minimizing noise levels, and improving air quality. 

How to increase productivity at home

Increasing productivity at home involves creating a productive environment that encourages focus and motivation. Invest in comfortable furniture and make sure the workspace is well-lit, clutter-free, and organized. Try to limit distractions such as social media or television by setting specific work hours or using noise-canceling headphones.

How to improve productivity in an organization

Improving productivity in an organization can be achieved by analyzing processes, investing in better tools and technology, and improving communication between teams. .

How to become more productive and motivated

Becoming more productive and motivated involves setting achievable goals, making a plan, and breaking up tasks into smaller chunks.

What are three ways to increase productivity?

Three ways to increase productivity are: streamlining processes, investing in better tools and technology, and minimizing distractions.