Creating a Healthy Work Environment: 4 Ways to Promote Productivity

Many people feel unsatisfied with their level of productivity. Maybe you’re questioning if you’re really being as productive as you “should” be, struggling to keep up with your workload, or finding that you are having a hard time settling into a routine that will help you meet your goals. These thoughts can affect working professionals, parents, homemakers, students, and people from all walks of life.

What you spend your time doing is foundational to the life you build for yourself. And it’s not just about what you do, but how you do it. Dissatisfaction in one’s performance can lead to feelings of self-doubt and lowered mood, which in turn can reduce productivity, further perpetuating the issue. An important step in breaking this cycle is implementing actionable steps to create a work environment that will help you meet your goals and improve your productivity.

4 Tips to Promote Productivity

The tips in this article are generally geared toward working professionals, but the principles are flexible and can be applied to a variety of situations. There are four key areas you can focus on to improve your work environment and productivity. By addressing concerns related to these areas you can begin taking steps to effectively meet your goals:

1. Support your physical health
2. Implement personalized organization systems
3. Establish a consistent routine and work habits
4. Allow yourself time for breaks

There is no “one size fits all” approach to improving your productivity. However, there are several different strategies you can apply in each of these domains to help yourself more effectively achieve your goals.

The Link Between Physical and Mental Health

There is a connection between our physical and mental health. If you take care of your body, you take care of your mind. And in turn, taking care of your mind enables you to more effectively set and meet your personal goals in any area of your life so that you can improve your productivity and overall satisfaction.

When it comes to creating a healthy work environment for yourself, the principles of ergonomics can largely influence your productivity. Some of these basic guidelines for a home or office workplace include:

• Work in a neutral position. Work while standing, or sit with a lumbar support to accommodate the natural curve of your back.
• Keep your neck straight. Avoid leaning your head to the side or keeping it in a forward position.
• Store supplies within reach. Set up your workspace so that the items you frequently reach for can be accessed without straining yourself.
• Adjust furniture to the proper height. Elevate your laptop so that it is at eye level and adjust the height of your chair accordingly.

A few practical adjustments to your workspace, like adjusting the height and angle of your computer screen, can have a big impact on your physical comfort. Upgrading your desk to create an ergonomic workstation doesn’t have to be a big investment, either. While there are certainly high-end retail options for designer chairs and height-adjustable desks, you can still apply these principles through budget-friendly options like a lumbar support pillow and a portable laptop stand.

Small changes like these can help you avoid the dreaded “tech neck” and practice good posture, which has been linked to increased feelings of positivity and improved mood. For these same reasons, it’s important to avoid working in bed where you are likely to slouch and place undue strain on your neck, shoulders, and back. Working in an ergonomic position can help reduce feelings of fatigue and allow you to accomplish more in a given day.

In addition to straining your body, traditional workplace habits can also contribute to eye fatigue. Be sure to reduce the brightness on your screen to a level below full intensity, but still at a level which allows you to comfortably read what is on your screen without straining or squinting your eyes. You may also consider installing a blue light filter on your devices to support eye health and maintain a healthy circadian rhythm.

Develop a Productive Organization System

As we’ve reviewed, storing your supplies within reach is a key ergonomic principle. Not only will this reduce strain on your body, but it will also make things easier to find so that you spend less time looking for your stapler and more time focusing on the task at hand. Tidying your workspace can help you unclutter your mind to further improve your productivity. A well organized space can help individuals feel like they have more control over their work by reducing distractions and increasing feelings of satisfaction.

Finding an organization system that works for you will depend on how much space you have available, what types of supplies you need to access, and your personal preferences. It is worth dedicating a solid one or two hours of time to setting up a well-organized workstation for yourself. This will help you set a new organizational baseline that you can strive to maintain. Here are a few key tips you may keep in mind while reorganizing:

• Create designated spaces. Anything that you often reach for (e.g. pencils, notebook, coffee mug, etc) should have a specific “home” on your desk. This will make it easier to find things and also allow you to see when supplies may be running low. If you’re so inclined, you can even label the spaces where you decide items should belong. You can also keep a mini trash can at your desk to make it easier to clean up while working.

• Allow yourself flexibility. Even after a thorough clean, you may still find yourself with a few odds and ends that you just don’t know what to do with. You should still set a space for these items— even if your paper clips and erasers end up in a generic junk drawer, at least they won’t be in the way and scattered across your work surface!

• Make a priority goal list. Organization systems also come into play when tracking your assignments, deliverables, and deadlines. Rather than writing a lengthy and overwhelming checklist of all of your to-do items, determine 3-5 priority items or “goals” that you feel you can reasonably accomplish on a given day.

• Set reminders. Try using reminders to help yourself complete time-sensitive tasks and stay on track. If you need to send something out at a specific time, see if you’re able to “schedule” it in advance to go out when you want, or set an alarm on your phone for when the task needs to be completed. You can also visualize your due dates and plan ahead by using a calendar.

• Take advantage of digital and analog tools. Storing your work digitally on your computer or in a cloud drive has its benefits. Digital organization makes it easier to keyword search and find the information you are looking for. It also makes file sharing easier, which can streamline team collaboration on a project. There are also a number of productivity apps available that are designed to help you meet your goals. Some platforms, like Trello, can help you keep track of your projects and deadlines. On the other hand, using physical tools like post-it notes, corkboards, or a personal planner will allow you to quickly assess what needs to get done. When tasks are physically displayed in front of you it isn’t as easy to overlook the details.

• Employ levels of organization. Instead of cramming a variety of information into one notebook, or dropping yet another icon into the abyss of your computer’s desktop, try setting up a folder system. This can work for physical and digital organization systems. Get a separate binder for each project and use divider tabs to organize the different components. If working digitally, create a project folder and additional subfolders within so that you can save your documents in categories that make sense to you. Just like organizing your desk supplies, organizing your files makes it easier to find what you’re looking for.

• Write things down. Even if working digitally is more your style, there is still benefit in writing things down by hand. There is evidence that handwriting can improve your memory. This can reinforce your ability to learn new information, which can help you excel in the workplace and improve your productivity

Developing organization systems and practicing strategies like these are the first step to creating a productive routine that can help you meet your goals. These techniques are the building blocks of a solid foundation that will make it easier for you to accomplish the things you really want to achieve. 

Establish a Productive Routine

Humans are creatures of habit. A habit is a routine behavior that we follow somewhat automatically, and which is reinforced the more times we complete the process. When we get into so-called “bad habits” it can be difficult to break this cycle and we may be working against our own best interest. For example, maybe the first thing you do in the morning is check your phone. You open your email, but then you soon find yourself clicking through apps and habitually checking your social media accounts. Before you know it, you’ve spent who knows how long scrolling through Tik Tok and suddenly you have to jump into your work, having missed out on valuable time that you could have spent preparing for the day ahead. You’re working against your goal of reducing screen time while simultaneously missing out on the chance to accomplish the responsibilities you know you want to take care of.

Engaging in goal-directed activities (e.g. I want to achieve this so I need to do that), can help you feel more capable of accomplishing the things you really want to do. Maybe your goal is to start the day in a clean work environment, so you set forth washing the dishes, folding the laundry, and vacuuming the floors instead of spending that time on your phone like you usually would. Tasks like these are done intentionally and may take more conscious effort to put into practice regularly. However, by setting a list of goals and sticking closely to a routine that will help you achieve them, you’ll feel like you are more in control of your work. By staying focused for longer periods of time you’re less likely to get stuck with a handful of “time confetti.” You may even feel like you have more time in the day to meet your goals, with some to spare.

Establishing a productive goal-oriented routine is an endeavor that will take time and consistent practice. There are a number of strategies you can employ to create a productive work environment. To help you develop a new routine and start making the positive changes you would like to see, here are a few guidelines you may observe:

• Work in a consistent place. Just as your body knows it’s time to sleep when you get into bed, you can train your mind to understand that when you’re at your desk it’s time to work. If you work from home, avoid switching between your bed, the couch, and the dining room table— stick to the organized workstation you set up at your desk!

• Plan your day in advance. After making your priority goal list, decide how much time you will reasonably need to complete a task. It’s okay to be generous with how much time you budget for a task as you develop your new routine. It’s better to allow yourself extra time so that you end up feeling ahead of schedule rather than allowing yourself too little time, which can leave you feeling even less productive as you struggle to keep up with an unrealistic schedule.

• Include variety in your schedule. If you set yourself up to work on the same project for several hours on end you may start to feel fatigued by the workload and be less inclined to stick to your schedule. Structure your routine so that the time blocks are long enough to allow you to make noticeable progress, but not so long that it feels like the day is just dragging along. Some projects may need multiple days to complete and you can set yourself up for success by accomplishing a measured amount over the course of several days. This will allow you to make steady progress without feeling overwhelmed by the tasks at hand.

• Let yourself warm up. Start the work day off with a couple quick and low-effort tasks. This can help you get into “work mode” and boost your confidence early in the day. Quickly checking a few things off your list can help you feel more productive and more motivated to tackle bigger projects.

• Work on bigger projects first. If you know you will need more time and energy to complete a specific task on your list of goals, try to schedule time to do it earlier in the day when you are more awake. Tasks that require more focus may feel difficult to accomplish later in the day. They may even end up taking you longer to finish than if you had started when you were more alert.

• Set a timer. If you are someone who is easily distracted or has trouble focusing on a specific task for an extended period of time, setting a timer can be a good way to keep yourself on track. This way, you know exactly how much longer you need to stick with the task at hand before you can shift gears. Even if you don’t struggle with attention or focus, this is also an effective strategy to ensure you stay on schedule. A timer can also help you understand how much time it actually takes you to complete a task so that you can budget your time more effectively in the future.

These strategies can be used to help you develop a routine that works for you, and more importantly, help you stick to it. Making big changes in how you typically structure your time is a process. Remember, progress isn’t always linear! It’s normal to periodically revert back to old habits as you work to establish a new routine for yourself. Even if you feel like you are taking small steps toward your goals, the important thing is that you are still moving forward.

Taking Breaks to Maintain Productivity

Breaks are an important part of routine building. Taking regular breaks is critical to maintain your physical and mental health, reinforce your ability to stick to your routine, and ultimately improve your feelings of satisfaction with your performance. Breaks should not be an afterthought— these should be built into your routine from the start. Once you have developed a schedule and organization system for yourself, don’t forget to consider the following:

• 20-20-20 Rule: This is particularly important for jobs that require a lot of screen time. For every 20 minutes spent working, take a 20 second break to look at something 20 feet away. This gives your eyes time to reset and relax to help prevent eye strain.

• Take time to stretch. Even if you have optimized your workstation through ergonomic design to reduce strain, you should still take time to stretch. Being sedentary for frequent, extended periods of time has been linked to increased health concerns. You can keep yourself healthy by engaging in activity throughout the day, in addition to dedicated time for more rigorous exercise.

• Listen to your body. Make sure that you are taking time to care for yourself by regularly eating, drinking, and using the bathroom. Actions like these are an essential part of self-care! These are not a reward for when you feel like you’ve accomplished enough to “deserve it.” Keep your body healthy and your mind happy by giving yourself what you need to thrive at regular points throughout the day. Putting off self-care can result in feelings of fatigue and discomfort that will negatively impact your productivity and limit your ability to reach your full potential.

• Be kind to yourself. There are times when work will feel overwhelming, and there are ways that you can effectively manage those feelings of stress. You can practice DBT skills like self-soothing strategies and mindfulness techniques to help yourself stay calm and maintain a healthy mindset.

• Define a set start and end time. It’s best to leave work stress at work, not carry it home with you. It’s important to find a balance between work, personal, and social responsibilities. To allow yourself the opportunity to engage in all areas of life, make sure that your work day routine has a clear start and end time. It’s important to give yourself time to decompress so that you can maintain a healthy mindset and ensure good quality of sleep. And, when you clearly define the bounds of your work day, it makes it easier to plan out a daily schedule accordingly. To reduce the temptation to check your email or engage in other work-related tasks, try turning your phone’s notifications off or adjust your phone’s settings to “do not disturb” after working hours.

• Reward yourself for your hard work. Rewarding yourself for completing specific tasks or sticking to your routine is an effective way to positively reinforce your goal-oriented behaviors. This can encourage you to maintain your schedule and help you achieve the level of productivity you want to see from yourself. You can give yourself small rewards throughout the day (e.g. having a sweet treat you wouldn’t normally indulge in) as a way of acknowledging your accomplishments throughout the day. To incentivize yourself to meet bigger goals, like closely sticking to your schedule for an entire week, you can offer yourself bigger rewards (e.g. going on a day trip to engage in fun activities you don’t often experience).

Breaks offer you the opportunity to engage in self-care for physical and mental wellbeing, which are they key to avoiding feelings of burn out. They also give you a chance to acknowledge and celebrate your achievements and productivity. These experiences foster higher levels of satisfaction and happiness, which can make it feel easier to meet your goals.

How to Enact Positive Changes in Productivity

It’s never too late to start making the changes you want to see in your life. Working toward a goal means starting small and building yourself up to where you want to be, which takes time, patience, and commitment. The tips in this outline are geared toward adults, but you can also help children build good organizational skills early in life to set them up for success. Implementing clear goals, a set routine, and caring for your physical and mental well being can help foster feelings of independence, satisfaction, and confidence in all ages.

Setting a new routine to improve your productivity is a big change for anyone. It’s not an easy process, and you may benefit from additional support to help you make a plan that will allow you to effectively meet your goal. A good CBT psychologist can help you set goals, develop a routine, and practice strategies to help you feel motivated throughout the process. At Center for CBT we have a team of psychologists experienced in working with children, teens, and young adults. You can contact us to learn more about how we can help you and your family meet your goals.