Building a better workplace – Print21 magazine article

Improving productivity in the workplace depends on encouraging active involvement by employees. But how can that be achieved? For some time, PrintNZ has been working with print companies to help overcome obstacles to improved workplace productivity and, here, Joan Grace outlines some of the lessons learned.

With reports from the industry indicating an improving outlook, it is a good time for businesses to tackle the issue of workplace productivity to promote growth and boost business performance.

Workplace productivity is about increasing the value of what we produce by working in more efficient and effective ways. It is about improving the output of staff and building a positive workplace culture which encourages staff input and new ideas. The benefits for staff and businesses are many, including better communication among staff and management, less wastage and errors, streamlined processes and a workplace open to new ideas and innovation. Improving workplace productivity has a positive affect on individuals, businesses and the economy as a whole.

When implementing any new project in the workplace, having staff buy-in is crucial. A recent report to the U.K. Government called Engaging for Success – Enhancing performance through employee engagement looks at how this can be achieved <www.berr.gov.uk/files/file52215.pdf>. So how do employees become engaged? The report refers to four broad enablers: Values, Engaging Managers, Voice and Integrity.

Values refers to a business having a clearly-stated purpose and set of values which the employees and managers work to and own. Knowing what they are contributing to and why enables staff to understand where their work fits in and become more committed to the business.

Engaged leaders and managers are themselves committed to the business. They facilitate a culture where new ideas are welcomed and employees are treated with respect and consideration. They ensure that employees are provided with the right conditions to contribute fully to the workplace.

Having their voice heard and a sense that contributions are responded to is empowering to employees and makes them feel more engaged in the workplace. Being able to speak freely, contribute ideas and challenge existing processes makes for more effective communication between employees and management.

Integrity refers to the behaviour of all employees within the business and making sure this reflects the values and purpose of the business. This leads to a culture of trust throughout the workplace.

A number of barriers to effective employee engagement are also discussed in the report, including: reactive decision-making that fails to address problems in time, inconsistent management style, poor work-life balance due to long hours, a lack of fluidity in communications and knowledge sharing, and low perceptions of senior management visibility and communication.

Print project pool
PrintNZ has been working with NZ print companies to improve workplace productivity for some time. During the first phase of the productivity project in 2008, PrintNZ worked with the Department of Labour on a pilot initiative which involved four print companies. Over the course of the year all of the companies reported noticeable improvements, including reduced lead times, better team work and communication and less errors.

Building on this framework, the second phase of the project began in early 2009 with the establishment of a Productivity Fund which companies can apply to for funds to undertake specific projects. Using this fund, four new participating companies have signed on to the project.

Companies who take part commit to returning their allocated funds to the pool at the completion of the project so these funds are available for future participants. Each company is teamed up with an experienced consultant who spends time helping to identify key issues and refining the tasks to be carried out. The consultants help to embed the project into the workplace and it is expected the company will continue with the work once the allocated consulting days have been used. A key finding learned from the 2008 project has been the importance of having external input for companies who may know about workplace productivity but need help to define and implement it in their workplace.

Productivity is an issue that all companies need to think about. While PrintNZ can be a catalyst for a small number of companies, others can begin with some of these steps:

* Encourage on-going training for employees – both up-skilling and cross-skilling.
* Hold regular staff meetings to improve communication, discuss ideas and talk about any proposed changes.
* Support innovative thinking from staff – get the good ideas into the open and implement where possible.
* Encourage teamwork on projects that will lead to improvements.

Introducing a number of small changes can lead to big improvements and long term benefits for a business, regardless of size. Think about what could be done in your business and encourage staff members to participate.

PrintNZ will continue to explore new opportunities and work with members to improve workplace productivity in the print industry.