Get a Smaller Space

The COVID-19 pandemic showed that businesses can operate just as, if not more, efficiently working remotely. Because of this, there are a lot of businesses that are wasting unused office space. If you don’t require a physical location, there is no need to buy or rent one. If you can minimize the number of employees or amount of space you need, this will also help mitigate costs. Analyze how much physical space you actually need and look for ways that you can use the space to serve multiple functions.

Improve Energy Efficiency

When it comes to the comfort of your employees and protecting your product, heating and air conditioning is not a negotiable expense. However, you can reduce the level of expense by improving the energy efficiency in your office. Insulation can improve efficiency in your building by trapping warm or cool air. Programmable and smart thermostats can help you customize your facilities’ use of energy based on operational hours. You can also install smart technology that will turn off lights and other equipment when not in use. These improvements add up, increasing office efficiency and decreasing the cost of your utilities.

Optimize Productivity

When you focus on optimizing productivity, you effectively lower your operational cost of doing business. Time is money. Wasted time is wasted money. Encourage your employees to be efficient by setting expectations for the amount of time a project should take. There are multiple software programs available that help track time and better predict billable hours for each project. Increase productivity by minimizing distractions and unnecessary meetings. You can also assess the current usage of your employee’s experience and skills and give more responsibilities to employees who are being underutilized.

Without careful watch, your monthly expenses can quickly turn a profitable business into one that financially struggles. Keeping monthly expenses at a minimum will always be a priority for you. Reduce your monthly office costs at your business by getting a smaller space, improving energy efficiency, and optimizing productivity.

Check out this article on how to collaborate in a hybrid workforce! 

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Cancel Recurring Monthly Expenses

The first thing that you should do to prevent layoffs when you need to tighten your business budget is to cancel your recurring monthly expenses wherever you can. Just like in your personal budget, you may have things in your business budget that are recurring, membership type services that cost you every month and provide some sort of service. Not all these services are essential to your business. You should cut every single monthly expense that you can that doesn’t provide sufficient benefit to your business. By doing so, you can often save an entire salary in your budget, preventing a layoff.

Cut Waste

The next approach you need to take to avoid layoffs when tightening your budget is to cut out all waste. Your business cannot afford to leave wasteful spending in place while cutting jobs for your employees. There are several types of waste you need to be mindful of in your business. Look out for waste in areas like supply chain, inventory, morale boosting activities, and catering. These areas can and should be cut first and you need to find the most cost-efficient way to keep the essential functions of your business operational.

Reduce Your Printing Expenses

Printing may cost up to three percent of annual revenue and be the third highest expense after payroll and rent. According to a Buyer’s Lab survey, 90% of the companies do not track their printing costs, making print inefficiencies and related labor, consumable and vendor costs a hidden drain on budgets (learn more in this article on shocking statistics about printing cost). By setting up a managed print services program through Offix, you can reduce your operating cost by up to 30%, and continue improving on your print processes costs.

Review Your Vendor Contracts

The final thing that you should do to tighten your budget without layoffs is to review your vendor contracts. Look through all your contracts with suppliers, vendors, and distributors, and make sure that you are getting the best deal possible. Don’t be afraid to shop around for your vendors and suppliers and distributors, it is business after all. Protect your employees and fire your suppliers first.

There is no easy way around a tightening budget at your business. But if you want to avoid layoffs while shrinking your budget, there are ways you can do it. Try these three strategies to tighten your budget without resulting in layoffs.

Read this next: How to Avoid Micromanaging

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Clearly Communicate Expectations

The first tactic that can prevent you from micromanaging your employees at work is to clearly communicate your expectations. When your expectations are not communicated explicitly to your employees, you will find that you are continually giving notes, ideas, and micromanaging your employees work, not because they can’t do it right, but because you haven’t told them what you want specifically. If you communicate your expectations clearly and directly, upfront, your employees will be able to deliver what you want without having to always berate down their necks.

Take Advantage of Visual Management

Another great tool at your disposal to help you avoid micromanaging in your office is to take advantage of visual management. When you rely exclusively on words to communicate with your employees, whether written or spoken, they can begin to feel smothered by your management style. It also alienates visual learners and those who gather information quicker visually rather than verbally and aurally. Pictograms are simple visual representations of information and are great for communicating information in a quick, efficient manner. After all, a picture is far less overbearing than a pop in visit and discussion.

Trust in Your Employees

The final tip that might help you avoid micromanaging your office space is to have trust in your employees. As a manager, you are likely involved in the hiring process for the employees in your office, or at the very least are aware of the qualifications and strong points of your employees. Because of this, you should have trust in your employees that they don’t need you to babysit them to accomplish their work. Trust that your employees will succeed and will come to you for help or guidance if they need it.

There are few things that can be as annoying in the workplace as micromanaging. When you micromanage, you hurt employee morale and often find decreases in efficiency and output. Use these three techniques to avoid micromanaging in your office space for success across the board.

Read this next: How to Prevent Data Breaches at Your Business

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In fact, many don’t know that your multifunction device and all-in-one printer is vulnerable to attacks that include ransomware intrusion and data theft. We have discussed it on our blog here and here.

Use Strong Passwords and Encryption

The first thing that you need to do to keep your business protected from data breaches is to use strong passwords and encryption. When dealing with passwords, you don’t want them to be difficult to guess, you want them to be impossible to guess. It would be smart to use a passphrase of unrelated words or even random strings of numbers, letters, and symbols. Your passwords are the front door keys to your data, don’t leave them sitting out. Encryption is a type of cipher that is used when sending data to and from your server. The stronger your encryption, the harder it is for hackers to access your info while it is in transit and it’s most vulnerable.

Store Data Securely

Another important step to take to ensure that you are not susceptible to a data breach at your business is to store your data securely. Wherever you store your data, you need to make sure that it has the cybersecurity protections you need to keep data safe. A great option is to use the cloud. A public cloud service is the most popular choice for businesses of all sizes. The cloud is a collection of servers that are available to use for a cost which allows you to access your data over the internet, while storing it safely.

Use Firewalls

The final tip that you must follow to ensure you are keeping your business data safe is to use firewalls as a security feature for the internet that prevents unwanted access to your network, including things like malware, viruses, and hackers. A firewall is an essential feature of cybersecurity to include to make sure that you have a secure online presence.

Use Hard Drive Shredders and Destroyers

Make sure that you remain in control of hard drives and data storage devices that, in the wrong hands, can mean putting your precious data in the wrong hands. Purchasing a hard drive shredder or hard drive destroyer means that you know your data storage device will not be able to be used for nefarious reasons.

Cybersecurity is one of the most important aspects of any business in 2021. Without proper cybersecurity, your business is just asking for trouble. Make sure that you are using these three important features to prevent data breaches and protect your business and your customers.

Check out this article on how to reduce accidents in the workplace!

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Get Your Employees Onboard

Making a shift in direction for your business can be difficult for your employees because people are not naturally inclined to like change. Getting your employees onboard is an important step in making the shift. The first thing you can do is show them you care by having open communication, which helps them feel more at ease. Keep your employees informed of changes you are making and even get them actively involved. Ask them for feedback as you make plans. Move plans forward without delay and be sure to address any problems or concerns that arise as you go.

Don’t Change Everything Overnight

Making changes is important for the progression of your business, but it is important to not try to change everything at once. You should implement a process to implement changes over time. The process of Kaizen can be a helpful framework to help you do this, as it focuses on ways to make continuous improvements. This emphasizes elements of teamwork, personal discipline, improved morale, quality circles, and suggestions for improvement. This helps make the process a soft, but continuous change.

Learn From the Past

Before you make the plans for a change in direction of your business you should assess past mistakes and successes. Making assessments on what went wrong in your business can help you make an effective plan to move forward and build future success. It is very important to build on the success you have found in the past instead of starting from the ground up. You can get feedback from employees, customers, and suppliers to get valuable information that can help you be successful in your shift of direction.

When making plans to shift the direction of your business you need to get your employees onboard, don’t change everything overnight, and learn from the past. You should focus on what your business does well and learn where your weaknesses are. Keeping an open communication with your employees and always looking to grow are key components for a successful direction shift.

Does the big change in your business require some new office equipment? Check out Offix here!

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More Productivity

Having a well lit office can actually help to boost productivity. First of all, adequate lighting can ensure that everyone sees what they are doing without straining their eyes. This meets a very basic, but essential need. Additionally, good lighting can boost productivity because it also helps to boost people’s moods. Most people are happier and more energized when they are exposed to light and when employees are in a good mood they are more likely to work harder. For an extra boost in morale and productivity, you should strive to have as much natural light as possible in your office.

Increased Safety

One of the most important reasons to keep your office well lit is so you can ensure everyone’s safety. Without proper lighting, people are more likely to trip or suffer other injuries. Every area of your office should have high visibility. In areas where this isn’t possible, you should make modifications. Reflective tape can make markings more visible in low light. This way everyone can still navigate any hazards in lower lighting. You may also find it helpful to install motion sensor lights, which can be especially helpful if people are often carrying several things when walking into rooms.

Better Health

The lighting conditions in your office can have a profound effect on the physical and mental health of your employees. Low light strains people’s eyes and this can cause them mild pain and could even cause people’s vision to worsen. In addition to the physical effects, low light can also negatively affect people’s mental health. Low light can make people feel more tired and it can even contribute to depression. So, not only does proper lighting boost your mood, it can also impact your mental health. Having a well lit space can ensure that all employees are well cared for and that they have working conditions that will benefit their health.

It is essential that you make every effort to provide a workspace that has proper lighting. There is a lot you can do to bring in more lighting and maximize the lighting you have. Spare no effort and create a well lit work space for the benefit of your employees and business!

Read this next: Personnel Issues That Can Hurt Workplace Productivity

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Unproductive Employees

Unproductive employees can be a big contributor to your company’s overall productivity. Unproductive employees are employees that don’t work at their full capacity, and complain instead of trying to solve problems. And perhaps worst of all, they eat up lots of other people’s time and can distract focused employees from their work.

Most managers know that they don’t want unproductive employees, but sometimes these workers are hard to spot. According to Liberty Staffing, knowing the red flags of unproductive employees can help you hone in on the problem early and nip it in the bud. When you do identify an unproductive employee, though, try first talking with them instead of moving straight to disciplinary action. Your employee will probably respond positively, and at the very least appreciate a talk over an immediate canning.

High Turnover

There’s no doubt that a high turnover rate can hurt your business. It not only causes you stress, but it can also stress you workers out. According to ROI Solutions, high turnover can place a burden on the rest of your employees. High turnover rates may also contribute to an overall nervous or negative office culture. Employees talk, and if there is a constant stream of workplace exits it’s bound to be the subject of much office gossip. As a manager, you should also be concerned about high turnover rates. It’s important to find out why people are leaving and what factors made them go.

Workplace Culture

Both unproductive employees and high turnover rates can contribute to a negative workplace culture. Workplace culture refers to the environment and atmosphere that is created at a workplace, whether by the company, outside forces, or a combination of both. You should care about your workplace culture because, overall, negative workplace cultures cost companies billions each year. According to Breathe HR, positive workplace cultures are ones that promote growth, transparency, and have built-in flexibility. Creating a positive workplace culture isn’t something that’s going to happen overnight, but you should be brainstorming constantly about how to get there. 

A company hires people in exchange for a good return, but sometimes the work is subpar. If your business suffers from low productivity, don’t wait to address it. Paying attention to your workplace culture, your turnover rates, and to the productivity rates of your employees are all great steps towards making your business more successful!

Read this next: How to Make Your Business a Place Employees Want to Work

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Train Employees Well

The best way to reduce accidents in the workplace is through education. A good employee training program should focus on training safety protocols and procedures. These safety policies and procedures should be well-documented in your employee handbook so they are easy to find. Preparing a quiz or a test regarding safety procedures that employees are required to pass is a good way to help make sure your employees are absorbing the information. Good safety training can make employees feel more secure and confident in the workplace and reduce turnover.

Take Steps to Minimize Hazards

You can help prevent accidents by minimizing hazards in the workplace. One method is to use signage that communicates any safety hazards that may be present, like wet floors or toxic materials. Floor markings communicate important safety information to your employees. You can also reduce the likelihood that one of your employees will encounter harm by putting up physical barriers like guardrails or ropes. Keeping up routine maintenance and housekeeping can also prevent things like trip hazards from happening. You can help prevent workplace illnesses by putting up plexiglass barriers, educating employees about washing their hands, and staying home when they are sick.

Practice Emergency Procedures

Practicing emergency procedures is a good way to prepare your employees in the event of a workplace. In an emergency, panic can set in, leading to more accidents because people are unsure of the proper procedure. Practicing fire drills is a good way to make sure your employees will know where to go safely in the event of a fire. If there are other threats of extreme weather or natural disasters in your area, you should practice those procedures as well. Having lockdown procedures is important in the event of the threat of violence in the workplace. 

Accidents in the workplace are bound to happen occasionally, but there is a lot you can do to prevent them. Good training and reducing potential hazards in the workplace can go a long way to keeping people safe. Making sure everyone is informed and alert on the job will minimize the risks for everyone.

Read this next: How to Collaborate in a Hybrid Workforce

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Prior to the COVID-19 pandemic, offices began experimenting with a hybrid workflow. The pandemic proved that a hybrid workforce is not only possible, but the way of the future. Sooner or later, all companies will need to learn how to collaborate in a hybrid workforce. Collaboration in your business with a hybrid workforce requires three primary elements: effective communication, doing more work in the cloud, and building trust. 

Effective Communication

One of the major challenges in any workplace is communication. Hybrid work exacerbates this problem for many. Communication is key to running an effective and efficient business. Ways to communicate no longer entail stopping by someone’s office. Email, phone calls, texting, and online chats have made it possible to communicate at any time with anyone. Virtual video calls are very effective in helping teams communicate face-to-face, when not in person. Utilizing virtual tools will help your company adjust to the hybrid workflow. 

Do More Work in the Cloud 

Cloud software is the way of the future. Storing documents, files, information, and communication methods online always makes the information accessible. Information stored in the cloud is safely protected and increases productivity and collaboration. Multiple individuals can work on a document at once, or you can have 24/7 access to the most updated information for your company. Online storage often provides features that encourage communication. Cloud software makes it easy to switch between VoIP and other ways of communicating. Increase the security of your information and ability to access it by embracing work that can be done in the cloud. 

Build Trust 

 Your employees cannot collaborate effectively if they do not trust one another. Building trust in a hybrid environment can be challenging. Prioritize team bonding activities to help your employees build relationships and trust. With a hybrid workforce, it is especially important to schedule time for employees to get to know each other. Host virtual team lunches, happy hours, and other activities that your employees can participate in no matter where they are working from. Building trust will improve employee performance by enhancing relationships and loyalty to your office. 

The way the world works has changed for good. Businesses no longer require all individuals to be in the office all the time. If you are trying to transition into the new work world, you must reevaluate the changing needs and behaviors of your business. Streamline collaboration with a hybrid workforce by encouraging communication, doing more work in the cloud, and building trust.

Read this next: What You Need to Make Your Office Comfortable for Employees

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Instill a Better Culture

A happy culture is a productive culture. Encourage open and positive lines of communication between employees, including across departments and throughout the leadership hierarchy. Feeling comfortable talking to coworkers fosters an openness and cooperation that is incredibly valuable for businesses, as it reduces miscommunications, failures to connect, and lapses in understanding. You might also consider allowing a more casual environment in the workplace, whether by dress code or interior design or even employee activities. Praise good work and remain optimistic about failures. Do what you can to make each employee feel valued, and your collective group of employees will feel more supported and more inclined to work hard with and for each other!

Improve Your Workplace

Improve the physical and operational aspects of your workplace for your employee’s benefit. A clean, functional environment will alleviate frustrations that are common in the workplace! The “5s” methodology is a popular and effective way to organize the workplace. Each “S” is a Japanese word that represents a step or element of the overall process: sort, shine, standardize, set in order, and sustain. As you implement these aspects piece by piece, your workplace will become a smoother and more reliable place! Make sure everything has a place, create a pleasant aesthetic appeal, take measures to upkeep the cleanliness and function of the things within the workplace, and instill a routine for efficiency. 5s principles can help your business become a clean and safe place to work.

Offer Motivational Incentives

Motivate your employees to perform above and beyond expectations. “Rewards” may make you nervous—lofty expenditures on raises or bonuses may not be a move you are financially capable of making. However, rewards don’t have to be monetary! Implement a point system leading to prizes like movie or concert tickets, subscriptions, hotel stays, certificates or gift cards. Or, offer special accommodations to the “winners” of workplace incentives, like providing their lunches or having a special space in the office (best lit spot, best decorated, comfiest chair, etc.) It doesn’t have to take much to create motivation that will boost your workplace efficiency!

If your business becomes a place your employees genuinely enjoy being in, you will see significant progress in productivity within your business operations. Help out those valuable employees that help you so much!

Read this next: Radical Changes to Your Business That Are Possible in 2021

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