close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Points the way towards all things that can improve productivity, from project
management and collaboration to workplace culture and organizational behaviour.
  • HOME
  • Culture
  • Tackling the problem of "always on": 7 effective measures to improve employee productivity

Tackling the problem of "always on": 7 effective measures to improve employee productivity

The disparaging problem that plagues productivity - and seven simple solutions

Have you felt like the general productivity of your team has been going down hill for some time now? Does it feel like your teammates are constantly struggling and making mistakes they wouldn't be making normally? If yes, then there's a good chance that they're suffering from the problem of being "always on." 

The reason for these problems is somewhat self-explanatory. Despite what the work culture is like, employees feel an invisible, and often self-imposed, pressure to be constantly available, especially in a remote or hybrid work environment. For instance, when an email comes up during off-hours, they feel the need to respond immediately, even if the matter at hand is not critical.

As a direct result, employees do not have enough time to disconnect, take some "me-time," and spend their off-hours the way they want to. Simply put, they are often unable to step away and recharge for the next workday. This is why in California, legislators are proposing a right-to-disconnect bill.

Naturally, this leads to a hyper-stressful work environment. Apart from seeing your team making more mistakes, you may also see effects like increased absenteeism, decreased productivity, and a drastically reduced bottom line. Unfortunately, it doesn't stop there.

According to a paper published by the International Studies of Management and Organization, employees harm their professional, personal, and social lives as a direct result of this overwork.  

Don't get us wrong. If you're an employer, it's possible you've done everything right. You might have created a culture that fosters work-life balance, facilitates open communication, and has wonderful mental-wellness policies. In spite of everything, this problem may still be pervasive in your organization. Let's jump in to some solutions.

Seven surprisingly effective measures to battle the "always on" culture

We have a set of seven tried-and-tested methods that can help your employees feel less burdened, and as a direct result, lead to a significant increase in their productivity levels. These steps work wonders—so much so that we use them within the Zoho Projects team.

I. Harnessing the power of dedicated devices

One of the most obvious, yet often underutilized, strategies is to use separate devices for work and personal tasks. We're talking separate phones, laptops, computers, and whatever other devices that an employee might need for personal and professional use.

This approach can significantly boost an individual's mental well-being and productivity. By drawing clear boundaries between professional and personal responsibilities, employees can physically reduce their stress levels. It removes the temptation to check work emails, DMs, or any other requests during non-work hours, promoting a healthier work-life balance.

This also enables employees to get into a "switch-off" routine, allowing them to feel fresh, recharged, and energetic the next day. Fully embracing this practice can go a long way in increasing focus, productivity, and more importantly, satisfaction in both their professional and personal lives.

While this might seem like an obvious first step to take, separate devices are far from reality for most employees. In fact, according to Chris Balcik, VP and Head of Mobile B2B and Samsung Electronics America, the Bring Your Own Device (BYOD) policy continues to be the norm even in 2023. This is prevalent despite 81% of employees responding to his study feeling more comfortable using separate devices with separate work and personal spaces.

We strongly suggest that employers put device policies in place and cover the costs of new devices for employees. If you're worried about the costs involved, you might want to think twice! According to Balcik, the BYOD policy doesn't save as much money as most people think it does. It actually just puts company data at more risk, thanks to lack of MDM and malware that can find its way into personal devices.  

If you're an employee, on the other hand, we strongly encourage you to not only use separate devices but to go one step further: have a dedicated work space while working from home. This compounds the effects. It's just like you're going to an office, taking care of work, and leaving work behind at your desk, all without the commute or the need to leave your children, pets, or other household obligations behind.

Try it out for 15 days, and see how it works for you.

II. Strictly adhering to statuses

As face-to-face interactions start to become limited, using communication apps the right way is even more crucial. Apps like Zoho Cliq, Slack, and Microsoft Teams do a lot of work in the background.

By clicking on a colleague's chat window, you can now see if they're available, busy, or otherwise held up in something personal. We cannot emphasize this enough, but it is paramount that everyone respects and treats these statuses with a level of sanctity. Unnecessary interruptions can cause a significant amount of inefficiency.

In fact, these interruptions alone are taking $21 billion away from the global economy, according to a study conducted by Loom.

Respecting these communication boundaries is crucial to building a culture of respect and consideration within remote teams. It acknowledges the need for uninterrupted focus and mindfulness about other people's workflows, all while ensuring the essential flow of information between teammates.

If someone sets a "do not disturb" status, assume that they are engaging in work that requires their complete focus, and they simply do not wish to be disturbed. If you want to communicate something before you forget, check out the next point in our list.

III. Utilizing features like "schedule send" to enhance productivity

"Schedule send" is one of the most important features in any communication app. Be it email apps like Zoho Mail, Gmail, and Outlook, or instant messaging platforms like Zoho Cliq, Slack, and Microsoft Teams, this feature is crucial.

For those who haven't fully leveraged this feature yet, it allows you to send messages at a specific time of the day or after your coworkers change their status to say they're available. If this feature did not exist or was utilized incorrectly, almost a third of employees would struggle to find time to work in the midst of constant interruptions.

This capability allows individuals to respect both their own boundaries and those of their colleagues. You can schedule messages to be sent the following morning if you need to work late to catch up on certain tasks but don't want to disturb your teammates' evenings.

Team leads and managers can take this one step further. They can optimize message scheduling to ensure that recipients are most likely to be receptive when the messages are sent.

While this might seem like a small step, or even an inconvenience depending on how you look at it, it helps a lot. This is more than just clicking a button to send a message a little later and not expecting instant replies; it's about a slow paradigm shift towards asynchronous work.

IV. Leveraging your project management suite optimally

Most project management software like Zoho Projects offer extremely robust resource allocation modules. They help you identify how optimal your current resource allocation strategy is, allowing you to ensure that no employee is overworked.

While it is true that overworked employees can quickly lead to a stressful and an overall less productive environment, an underworked employee is also an obvious problem for a business.

Workload reports allow employers and project managers to ensure that no employee is overburdened. If a department, team, or particular employee is constantly over or underworked, it sends a strong signal to management to take corrective action. Steps like recruitment and training of new people, rethinking current processes, or reallocation of resources may be necessary.

Utilizing your project management suite not only helps create an optimized work-life balance for employees but can also save time. This is not a theoretical optimization we're talking about, as we've seen first-hand examples with Zoho Project users.

For instance, UnoMinda, a leading manufacturer of automobile parts in India, saved 10% of their workforce's time by utilizing the right project management tool for their business. 

As an employee, if you develop the habit of actively checking and completing assigned tasks for the day, you will eventually reduce the amount of work you bring home and can do away with constantly checking emails and DMs for non-urgent, work-related matters. You might also want to consider using calendars and other time-blocking resources to make sure you keep the necessary people in the loop about your availability.

V. Fostering a supportive work environment and enabling employee choice

Creating a supportive work environment is about more than just implementing practical tools and strategies. While it may seem a little counter-intuitive, as an employer, it is not about doing what's best for your employees. It's more about empowering your employees to choose what's best for their well-being and productivity.

Giving employees autonomy over their work schedules and environments is crucial. When employees have the flexibility to choose when and how they work, they're more likely to feel engaged and motivated. This flexibility allows them to balance their professional responsibilities with personal needs, leading to a healthier work-life integration.

According to Cătălina Radu, a professor at Bucharest University of Economic Studies, such positive work culture creates a ripple effect, amplifying work performance and organizational agility. 

Just like scheduling messages, flexible work environments help promote asynchronous collaboration. Asynchronous work is about letting individual team members complete tasks assigned to them on their own schedules. They won't be tied to a strict 9 to 5 schedule, where everyone works according to the same timetable. Supporting flexible work arrangements and understanding that productivity may look different for each employee are also important aspects of this culture.

This approach is especially effective for remote teams spread across different time zones. By promoting asynchronous work, organizations can reduce the pressure to be "always on" and enable employees to work during their most productive hours.

While the traditional, 9 to 5 model was the only way businesses could function several years ago, that's not the case anymore. With the rapid advancement in technology, asynchronous work is not only possible, but looks like the way forward for most organizations.

While the traditional model also places emphasis on clear communication, it plays an even more vital role in the asynchronous model. It is pertinent that both the organization and the individual employees establish guidelines and expectations for communication in clear terms.

Team members should always know when to reach out to whom for what issues. Using project management tools like Zoho Projects to track progress and updates can replace constant real-time communication, which can often be draining. Maintaining thorough documentation of processes, decisions, and workflows also helps keep everyone informed and aligned, even if they're working at different times. 

VI. Leading by example

As a manager, team lead, or even the CEO of the organization, if employees see you leading by example, things will rapidly get better. If you, as a leader, set an example of working around the clock and always being available for anything work-related, then we have news for you: You are not helping your case.

You need to set strict boundaries for yourself and make sure that your team understands and respects them. This does not mean you need to completely vanish after work-hours. It can start with things like spelling out clearly in your email signature that you're working at a time that's comfortable for you, and there's zero expectation of an immediate response. Respect your own work-life balance, take frequent breaks, and do not send non-urgent communications outside of work hours.

When you prioritize your own well-being and demonstrate a commitment to work-life balance, it will invariably set a positive example to the rest of your organization.

Building a culture of trust and respect is fundamental to a supportive work environment. Employees should feel confident that their contributions are valued based on their output and not the number of hours they are visibly working. Trusting employees to manage their time and deliver results fosters a sense of ownership and accountability.

VII. Addressing presenteeism and round-the-clock operations

It's important to understand that presenteeism, where employees are physically present but not necessarily productive, is not synonymous with actual productivity. Just because someone is at their desk for long hours doesn't mean they're effectively contributing to the team's goals. In reality, this approach can lead to burnout, decreased job satisfaction, and ultimately lower overall productivity.

Presenteeism can be misleading. Employees who clock in long hours without delivering quality work are not benefiting the organization. True productivity is about the quality and impact of the work produced, not just the number of hours logged. Encouraging a culture where employees feel they must always be present can create unnecessary pressure and lead to diminished performance over time. This can especially be true if the employee is physically or mentally unwell, but the employer still adds on additional pressure to be "present."

The Institute of Employment Studies goes into a deep breakdown of this topic, including the numerous challenges that presenteesim presents with, and potential solutions on offer.  

In essence, it's becoming vital for organizations to focus on outcomes and results rather than merely tracking time spent on tasks.

In industries or teams that operate around the clock, there's a misconception that employees need to be available at all times. This expectation is neither realistic nor healthy. Continuous availability can lead to high stress levels, burnout, and a poor work-life balance. Instead, round-the-clock operations should be managed through well-structured shifts and clear communication protocols.

Implementing shifts ensures that work is covered 24/7 without requiring any single individual to be perpetually on call. This approach not only respects employees' personal time but also enhances their ability to perform at their best during their designated working hours. Clear handover processes and communication channels can ensure that important information is passed along smoothly from one shift to the next, maintaining productivity without overburdening team members.

To combat presenteeism and the "always on" mentality, it's essential to cultivate a culture of trust and results. Managers should set clear expectations and measure performance based on outcomes rather than hours worked. This shift in focus can help employees feel more valued and hence, more productive.

A shift in mindset essential

In spite of the various challenges presented by the hybrid work model (we are not just talking about the problem of "always on"), the future of this model seems exciting. Apart from the obvious benefits of employees getting to stay at home and organizations getting access to a global talent pool like never before, this model could soon be the lifeline for underdeveloped and developing nations to strengthen their economies. The benefits, in this case, obviously outweigh the risks for most organizations, especially if you can tackle these risks head on.

As we fully embrace the asynchronous work culture, a fundamental mindset shift is crucial for both employers and employees. Employers must move away from dictating what's best for their employees and instead empower them to make decisions that are best for themselves. Employees, in turn, need to prioritize setting aside time to disconnect from work, ensuring they return recharged for the next day. Without this shift, maintaining productive progress will be challenging.

Is there anything we've missed? Reply to us and let us know. We look forward to hearing from our readers about how these steps have helped you or your employees be more productive.  

Related Topics

  • Anirudh Kidambi

    Project management enthusiast by day, F1 and Esports connoisseur by night, and all time pizza virtuoso.

Leave a Reply

Your email address will not be published. Required fields are marked

By submitting this form, you agree to the processing of personal data according to our Privacy Policy.

You may also like