The second trend was almost forced on the world in 2020 when the pandemic made people work from home. Conveniently a lot of us were already participating in the BYOD to work trend so we had at least the minimum requirements to work from home. Both of these have raised a question: Do we need to work in an office? The answer may surprise you. 

Creating productivity

Being productive and efficient is important in any job. How much can you get done in a given amount of time? The office was designed to do that. A space to be while working. The equipment is provided and there’s no need to worry once you leave because you won’t have the tools to help you. 

BYOD is helping people be productive at any time in case they need to be. Be more productive if you can be. Take this one step further and you get the work from home trend. Be productive all of the time. Have everything you need right in front of you to do your work from the comfort of your own home. Any time of day or night, you can get a lot of things done! 

Where to work now?

Both of these trends that have worked to this point have led us to believe that we can be productive from anywhere. Not just from home, but from the beach, the mountains, your couch, far from headquarters? All seem like decent options, you’re surrounded by whatever you want to be and you can still get work done from the device of your choice. 

The Best Design Yet

The conclusion we have come to is that a hybrid model can be the most successful “office” there is. If you need the quiet to work from home to focus on a one man project, take the time. If you need a place conducive to productivity with others, come to the office. Working face to face with others when projects need to be completed can help get things done in a more timely manner. Each person works differently and that’s the key discovery during all of this. 

If maximizing productivity in a given amount of time without burning our requires some time at home and some time with others, why not cater to the best results? This means having happy motivated employees who produce better results. We couldn’t think of anything better for an organization who wants to get things done.

Flu Season is Upon Us

Sometimes it is inevitable to become sick during this time of year when the cold weather takes over. During this pandemic, we have to worry about spreading more than just the flu. COVID-19 is still a large concern, especially with the omicron variant starting to spread. It always seems when one person becomes ill, they end up spreading their illness quickly. There are numerous ways to combat the spread of germs within your office.

Always emphasize the importance of washing your hands for 20 seconds or longer with soap and water. Avoid touching your nose and mouth, which will decrease the likelihood of germs entering your body. Cover your mouth and nose while sneezing or coughing. Also, stay home if you are sick to avoid spreading the disease to someone else in the office. By following these simple guidelines, your office will be more healthy during flu season. 

Limiting Contact

It can be hard to miss a day of work if you have a busy schedule, but if you are sick it is important to take the time to rest and recover. If there is a meeting you are scheduled to attend, see if the organizers will allow you to join remotely. This way you won’t miss your meeting, but you will still be limiting contact with coworkers to avoid spreading your germs. 

When in the office, it is important to allow each employee to have their own space when possible. This will limit the contact between employees since they will not have to share desk space or supplies. Also, when holding a meeting, try to limit the number of attendees to only necessary people so that there is plenty of space to spread out. Limiting contact with coworkers can drastically reduce the spread of germs in the office.  

Tracking Who Has Been in Contact 

If someone has called in sick, some sort of contact tracing should be done. Whether it be for the flu or coronavirus, contact tracing can help predict how many people may have been exposed to the virus. This will help plan for when some employees will possibly be out and how to maximize productivity while they’re away. 

If your office has separate conference rooms, it may be a good idea to have a sign-in sheet in each room. If each employee signs the sign-in sheet, everyone will be able to tell who has been in contact with who on a day-to-day basis. This will help make the contact tracing process easier if one of your employees becomes ill.

We Have a Solution

Give your employees peace of mind by installing the LivMote Touchless Temperature Screener for your office. By implementing this screening in your office, is a simple way to easily track temperatures. It also eliminates the need for an employee to stand there with a temperature gun because the LivMote is hands-off. All it takes is for someone to approach the device to get an accurate temperature for them and no contact is needed. This will create a healthier and safer work environment by limiting contact between employees and guests. Click here to learn more about the LivMote Touchless Temperature Screener and if it would be beneficial for your office. 

As the cold and flu season is upon us, it is crucial to take precautions to make your workplace a healthy and safe place for your employees. Hang signage reminding employees to wash their hands frequently, stay home if they are sick, and cover their nose and mouth when coughing or sneezing. To further limit the spread of germs, reduce the number of people in one conference room. Try the LivMote Touchless Temperature Screener to give your employees and visitors peace of mind. 

Is Yours Reliable?

Data Backups are an essential part of the daily operations of any business to make sure files are secure. The information that your company collects is its most valuable asset. To tell if your data backup is reliable, it should have backups processed daily. This will allow for any new data or changes to existing files to be updated each day. To ensure your data is secured, it should be stored at an off-site location which will make it harder for anyone, other than employees, to access your data files. The data backup software should be working harder for you, so you don’t have to. 

More Threats to Security Now

Threats to security are always on the rise as hackers and cybercriminals find new ways to gain access to data. With a reliable data backup system, the need to worry about someone accessing your important files should be drastically reduced. If the data is backed up to numerous off-site data centers, it will be very challenging to be accessed by outside sources. 

Easily Accessible 

Another aspect to consider is the accessibility of information for employees in your office. The data should not be so unreachable that even employees cannot reach the files. There needs to be a good balance in place to limit the risk of hackers accessing and your employees being able to access the data. This will produce maximum productivity if employees are able to easily reach the data and files they need to perform their work. 

What We Can do to Help 

To ensure that your data backup is reliable, begin using FileMax Data Backup. This software protects your files by using the latest encryption algorithms before they even leave your computer. Then these encrypted files are secured at multiple off-site data centers. Moreso, you can have peace of mind that your files have been backed up daily because an alert will be sent directly to you if the backup failed. Our tech team will remotely correct the issue for you and help with any other issues at no additional cost.

Evaluate your Office 

A hybrid model offers flexibility that will appeal to your employees in the workplace. Since there are many pros to implementing a hybrid model, you should first evaluate your office. Begin by seeing how many employees are in the office and monitor their productivity levels. If they are voicing the opinion of liking to work at home, try to appease them. If they seem slower when coming into the office, productivity could increase if they had a work-from-home day each week. Talk to your employees to see what they would prefer. Starting a conversation will be the fastest way to get to know how your employees feel about a hybrid model. Keeping your employees as happy as possible will also help their work.

Furthermore, evaluate the space that is available within your workplace. If the office is an open concept tight on space, some employees may feel more comfortable working from home. Although, if the hybrid model is not the best choice for your office dynamic, then consider implementing more safety measures. Your employees will produce work more efficiently if they feel comfortable in the space they are working in.

How to Accurately Approach the Hybrid Model

Approaching the hybrid model will look different for different types of industries, but maintaining a level of safety is crucial. After evaluating your office and deciding if the hybrid model is a good fit you can start the implementation. First, begin with the feedback from your employees and your observations. A great place to start is installing the LivMote Touchless Temperature Screening. Not only will your employees feel safe in their place of work, but so will any guests that may enter the building. This technology offers accurate and precise temperature screening that eliminates the need for someone to come into contact with potentially infectious guests.

Another consideration when approaching the hybrid model is deciding what days would be best for your employees to come into the office. Some companies have required a set number of days to come into the office a week, for example, three days a week in the office and two days at home. Some other companies have split it up by departments, in which, one department will be in office and the other will be at home. This will help eliminate the number of employees in one spot each day if you have a large team. Similarly, if you have a certain set of employees working on one project, it may be beneficial for them to come into the office to collaborate. Approaching the hybrid model will look different for each company that does it. The important thing is to be flexible and ready to make changes if your first solution doesn’t work.

How to Meet Employee and Company Needs 

As mentioned earlier, the hybrid model offers increased flexibility for employees. This is a very important benefit for employees that are balancing a busy work-life schedule. Busy parents would benefit from working from home a few days a week to stay active in their children’s lives. Or maybe some employees can catch up on housework on their breaks. By offering the hybrid model for your employees, you will be more appealing as an employer because of the options you’re providing.

Additionally, the company can benefit from the increased work productivity that employees are exerting. Not only can they spend their days out of the office at home, but they can go to a local coffee shop or a park. These different changes in scenery can inspire creativity in the work that employees are producing. This in all will create happier clients and improve company growth.

Implementing a hybrid model that works best for your office is crucial during the rapidly changing pandemic. Decide if a hybrid model will work best for you and your team, then try different strategies to approach the model. Decide who would benefit from being in the office which days or allow your employees to choose for themselves. Offering flexibility for your employees may be the best way to increase productivity and positively grow your business.

Evaluate Your Team

When change happens rapidly, there are bound to be problems that arise, especially when face-to-face interactions are limited. It is crucial to evaluate your team by observing what employees are utilizing what technology, and what employees need new systems to maximize productivity. Take time to observe the team, so you can really gain a feel for what is actually needed.

What do you really need?

After evaluating your team, it is time to implement what you have learned by adding new technologies into your office. New technology can be expensive, so ensure it is something that will actually be beneficial for the department to maximize their daily productivity.

To enhance office security of all employee files, begin utilizing a data backup and management system. We offer the FileMax Data Backup, which can help with secure data management. You can learn more about this service here. This software protects files by using an encryption algorithm that is stored in an off-site storage center. You’ll never have to worry about whether your new or updated files have been backed up because FileMax Backup will send an email when your backup is finished. By implementing this technology in your office it will give you peace of mind that your files are secure.

Another way to create an efficient office space would be by implementing a task management system for your team. This will keep everyone on task to reach deadlines and produce quality work, quickly. Depending on team size, this could be very useful for a team with more than 20 members. It also allows for easy sharing of files and communication between team members on clients’ pages. After accessing specific team needs, adding this technology can quickly increase productivity in your office.

Who to train?

After determining what technology is needed for your office to maximize productivity, figure out who needs to use this new technology. If everyone should be using the technology then the whole team should be present for the training. If not everyone will benefit from the technology, only train a few people or a department. Picking out who will specifically utilize the technology will save costs for the business. Incorporating extensive training on the new technology is the best way to implement these efficient systems.

How far will you go?

Another important factor to consider when determining who to train is how long the team will be utilizing the new technology. The best way to determine this would be recognized if it is to reach short or long-term goals for the company. Incorporating new systems to accomplish short-term goals may not be the best practice when trying to save time and money. Also, if an individual is not planning on utilizing the new technology for long, avoid involving them in the training.

The best way to be efficient when implementing new technology in the office is when it is being used for long-term goals and utilized regularly. To be mindful of cost and time savings, only choose new technology that will maximize the productivity of team members in the office.

Adding new technology is the best way to accommodate team members productivity and overall efficiency within the office. After evaluating team size, determine what technology is actually needed for your office. Once new technologies are chosen, determine who will use these, which will tell you who to provide training for. New technologies can enhance the office space and create easy transitions during uncertain times.

Typically in a hybrid situation, some employees work on specific days while others work on opposite days. This will keep the number of people there at one time to a minimum. While it is great that we are working in person again, communication can be more complicated. People are in so many different places in a hybrid office. If you and your company have adapted to a hybrid-style office, follow the following tips so that you can make this transition easily. 

Communicate at all Times

In any setting, this should be a top priority, but it’s more important now than ever. Keeping in touch with your coworkers is more important. Staying connected will keep everyone on the same page and ensure that nothing slips through the cracks. Using project management software and scheduling regular meetings to discuss ongoing projects can keep everyone updated. Everyone will be aware of what’s happening in all departments and within your team. Being aware of everything going on within your organization should be stressed even more than before. 

Stay Organized Everywhere

In a hybrid setting, you’ll have more than one workspace, so staying organized is crucial to keeping productivity high. One solution to this is a cloud service to backup your data and documents. We offer a solution just for this and you can click HERE to find out more. This solution will make it possible for you to have all of your data and documents in one, easy to find a place. You won’t have to lug around large folders of everything you need for every meeting. Within the FileMax system, your data will be safely stored and it will take one search to find whatever you need. 

Stay on Task

Not carrying work over from day-to-day is so important in a hybrid situation. Stay on task and get one project done at a time so that you aren’t working on them in two different places. This can interrupt the flow of work and progress that you worked so hard on initially. Getting something done can also free you up for more communication time so that work can stay as productive as possible. 

Make Use of Time in the Office

Time in the office is invaluable. Working face to face won’t present the same problems that online communication presents. The tone is clear when speaking, video calls aren’t interrupted by bad home internet, kids aren’t in the background yelling, and you are in an environment conducive to getting work done. That’s why getting back into the office, at least part of the time, was always the goal. Working from home has worked, but being in the office is great for most of the workforce. 

A hybrid office might be a trend that stays, so getting used to communicating with people who are near and far is something that your company should be adapting to. There is also room for personal growth because you can learn to operate in more than one space at a time.

Labels 

Keeping important files labeled is a simple task that can make your life much easier. It can help you find things quicker and give you a general idea of what you’re looking at without having to sift through paperwork. Writing on the tab or using a sticker on the front doesn’t require much effort. This one small thing will make locating papers easier than ever. You can get one step ahead and use less energy looking for what you want. Putting that energy into the actual task at hand will make your company more productive.

Zones

Keeping your office tidy and organized is important. Establishing work within the office can also help people in your company accomplish certain tasks. For example, it may be helpful to have a different space for meetings, individual work, teamwork, lunch, and more. With zoom meetings becoming popular, it is helpful to have a designated space for employees to use when they have a zoom meeting on their schedule. 

A more trendy idea that many businesses have adopted is designating a space for fun and relaxation. Many companies will include things like video games, arcade games, musical instruments, exercise equipment and more to create an environment where their employees are able to get away from the stress of work if needed. 

FileMax

A solution that we offer to help with the organization is an off-site cloud-based backup storage solution that will allow you to find any document with one simple search. This will decrease clutter in your office area and you will only have to keep what is absolutely necessary for a physical document form. 

This solution can also be helpful to recover data in the event data is lost or an in-house backup failed. To learn more about the FileMax Data Backup solution, click here. 

Commit to Staying Organized

Reorganizing your office physically and digitally can’t be done once and then forgotten. It is important to make these steps a habit so that you can stay organized and always focus on the task at hand. Let your employees know of any new organizational steps you’re taking, and make sure everyone is committing to the process. 

Communication

When you’re in the office, communication is much easier for everyone. A lot of offices are open concept to promote collaboration and teamwork. Simply looking to your left can lead you to a team member for help. Some offices still have cubicles or separate rooms for your own office. In this case, a short stroll can bring you to a coworker who can help. Communication goes deeper than just getting help from a coworker. The social aspect of seeing other faces consistently and creating real connections can boost employee morale. Having a “social life” at work can provide a sense of belonging and family within the office. This can boost creativity and teamwork which can set you apart from your competition. 

To go along with a better social aspect of life at work, being in the office can reduce stress because you have people to lean on. Working on a stressful project can be worse if you’re locked up at home or waiting for a teammate to help virtually. 

Culture

In today’s world, culture is an extremely important part of every company. Group lunches, water cooler conversations about the big game, or showing off your new shoes to everyone are all little things that can go away when outside of the office. Culture is made up of those who are inside of your organization and if you have people in one location who interact on a regular basis, then the culture will be determined. If you’re constantly at home then it might start to feel like a personal culture rather than a company culture. 

Home Base

Having a place where everyone in your organization can rely on to get things done with people that they can count on, is crucial to your success as a business. Online meetings are great, and have allowed the work-from-home options to be realistic for a lot of companies, but being face to face and interacting can allow your team to accomplish more. The virtual meeting, electronic document solutions, and cloud architectures have all helped us get through work during the pandemic. Integrating all of these things back into the office can take your company to new heights. 

All of these elements make a company better, boost culture and keep your employees happy.  When there is one hub where people are interacting and still taking advantage of things like cloud architecture and virtual meetings, your company can become more efficient than ever.

Go Minimalist

Minimalism is a huge trend in home design and can be great for a home office. Simple details, open space, and minimal clutter can create a great work environment. This tip isn’t to make your home office look good (although it probably will be pleasing to the eye), it’s for functionality. Having a small desk just big enough for your home computer or laptop and maybe a document or two on each side will help you save space but remain functional. A simply designed desk without attached drawers, filing cabinets, or any unnecessary attachments will be ideal for saving space and making your workspace comfortable.

Do you need a second monitor? 

A lot of us work with two monitors and it would be a big change to switch to just one at all times. If you’re focused on saving space, the second monitor might have to go. If you need a second monitor, investing in a much smaller second monitor may be a better option. Your home office space might not have the room so, a second monitor may actually hinder your productivity.

Go Paperless

An electronic document solution is something that your company may already have, and it is usually linked to a cloud server. This is great for the home office! It completely eliminates the need for a filing cabinet or any physical document storage device. Everything can be viewed on the device that you work on, so this can be essential to creating an efficient home office.

With the need for no physical documents, you can really separate the home office from your living space so there’s a clear difference between the two. Distractions while working from home can be abundant, and it is beneficial to have a defined space to work in. With a clear-cut separation between the two, you will be able to focus on work while in your home office space.

If your company doesn’t have a paperless solution, we have you covered. Click here to view our electronic document solutions that allow all of your employees to view their documents from anywhere. This can also help with collaboration when everyone isn’t in the same place. If documents can be viewed, edited, and revised all from different places, there’s no need to worry about the productivity of remote workers.

Remote work will most likely be in your future at some point. Finding the best way to adapt and staying focused while enjoying your space will help you make the change. Follow these tips and check back for more information!

Safety

Recently, safety on sanitation and cleanliness are being emphasized more than anything, and for good reason. Besides keeping everything clean and sanitized, it is important that cables in your office don’t pose a potential for risk. If your cables aren’t managed properly, it can lead to tripping, falling, or fire hazard risks. This can cause a multitude of problems that you most likely want to avoid.

Cleaner and Presentable 

Cable management can reduce the amount of dust, dander, allergens, and other irritants within your space. This can be especially helpful during allergy season because you won’t be exposed to as many allergens that can cause irritation and slow you down while you’re on the job. Nobody likes to be sick or stuff at work, so this is a great benefit of cable management. 

For many businesses, presentation is everything. A first impression can go a long way and when your cables are a mess, clients and customers will take notice. Everyone wants a clean and clutter free office, and having a well maintained cable setup is a huge key to achieving this. You wouldn’t want to lose a potential client because of a sloppy presentation and mismanaged cables. 

Tangle Free Life

If you ever have to move or rearrange your desk, tangled wires can cause an unnecessary hassle. Labeling cords can also help when trying to manage them. A tangle free life is a happy life. 

Possible Savings

The life of your cables can be extended with the proper setup, which can save you money in the long run.  Managing your cables can be a great opportunity to improve your setup, look better, and save money. 

Cable management is important because it can prevent office hazards, prevent allergens, make your office more presentable, and save you money. This is a no brainer for us, and now that you know, it can be for you too.