How to Coach Employees to Ensure Productivity in the Workplace

This guest post is courtesy of Grapevine Evaluations, a web-based software solution for performing employee evaluations of any size, at any level. 

It is essential for any business to maintain high levels of productivity in the workplace, and it is up to the employer to train and motivate his/her staff sufficiently so that this productivity is ensured.For an employer/HR manager, there are three points to remember when considering a business' productivity levels: Communication, Fulfillment, and Organisation.

1. Communication

Opening efficient and effective lines of communication between the employer and employees is essential, and successful communication can be achieved in the following ways:

Web-Based 360 Feedback Tools

One popular method of communication in modern-day business is the use of web-based 360 feedback tools. These programs allow employees to receive feedback not just from their employer, but also from customers, fellow workers, subordinates, and superiors. Employees – rightly or wrongly – can villainise their bosses to the point where any kind of feedback their superior gives them is dismissed as being unjustified or unhelpful. Receiving feedback from all around can help the employee recognise where they need to improve based on a wide variety of opinions.

Another advantage of 360 feedback is the way in which it creates an awareness of responsibility for the employee. Instead of working hard to impress the person that “matters” – the boss – feedback from customers/peers will highlight the need to impress them too. Increasing responsibility can also make the employee feel a worthy part of the organisation, and boost morale in a way that allows them to enjoy their occupation and raise their own individual productivity levels as a result.

Employee Surveys

Employee surveys are extremely useful to any employer looking to boost productivity levels in the workplace, as it allows them to focus on the areas where employees are unsatisfied. Collaboration of employee survey results can allow the employer to zone in on which aspects of the company employees find problematic, and subsequently amend the specific areas in a cost-efficient manner.

Listen, Respond & React

It is vital for employers to have an open-door policy for staff, and actively respond to any queries or suggestions they might have made. Proof that the employee question has been heard can be made via a quick e-mail of acknowledgement, and reaction to any employee suggestions could be made at the beginning of each week – either through e-mail, team brief, or individual meetings. Acknowledging employees will ensure that they feel valued, and that productivity levels remain high.

2. Fulfillment

If employees do not feel fulfilled in their job roles, then their productivity levels will undoubtedly fall.  There are a number of ways to help keep workers fulfilled in their occupations:

Job Rotation

Not only does frequent job rotation prevent employees from feeling as though they are stagnating, it is also trains each staff member up to the point where they can contribute to a variety of aspects of the business. Job rotation can keep employees motivated in maintaining interest levels, but also in how it improves their overall skill set in the workplace. This can be a productive and cost-effective method of training employees providing it is utilised correctly (e.g. experienced staff monitoring employees trying a new job for the first time), and promotes an enthusiasm for work that raises productivity all across the board.

Status, Responsibility & Enrichment

For high productivity levels, it is important to make clear that there is potential for employees to move up within the organisation, but also to make them feel fulfilled in their current position too. Employers need to strike the right balance between making employees value their status and wanting to improve it.

Psychologist Frederick Hertzberg suggested that “job enrichment” didn't stem solely from monetary gain, and that employees needed to feel valued within the organisation to be productive. Offering reward schemes, additional responsibility, access to important information, and compliments/advice can all assist in the aspect of job enrichment.

3. Organisation

Being organised is vital for business productivity. Employees need to know exactly what they’re doing, and when it needs doing by. This can be achieved through:

SMART Targets

It is important to set employees targets, but productivity will not increase if these are not manageable. Through use of the SMART acronym, employers can create targets that are Specific, Measurable, Agreed, Realistic, and Time-Based. This will allow for effective targets that can be worked towards with high levels of productivity.

Role Awareness

Organisation also involves an awareness of employee role. Everyone in the company needs to be firing on all cylinders for high levels of productivity, and it's important for employers to regularly enact some face-to-face time with individual workers to determine that they know the requirements and limits of their roles. When both employers and employees are on the same page with regards to the responsibilities of one another, motivation and productivity will continue to operate at high levels.

Sources:
http://en.wikipedia.org/wiki/Two-factor_theory
http://www.projectsmart.co.uk/smart-goals.php
http://www.grapevineevaluations.com/360-degree-feedback.aspx