Coleman Technologies Blog

Burn out? 

Oh, no! That certainly wouldn’t be a good thing… but how can you prevent such a thing from happening in the workplace, when you really can’t tell if workplace stress has worn them down, or if it was a more personal issue? You can’t keep things from influencing their personal lives, after all. 

Maybe they just need to get more sleep, or something.

Besides, what if you just happen to work in an industry that creates more stress upon its workers by nature of the work? It isn’t as though you can help that, either.

Sure, that’s fair.

You can’t be expected to be in control of your employees’ personal lives… but you should be in control of their professional environment.

What Leads to Employee Burnout?

While general stress can contribute to burnout, certain job factors and features can create “special” kinds of stress that contribute specifically to burnout tendencies. Let’s consider these factors briefly.

Non-Stop High Stress

Look, I’m not saying that a business should be a stress-free area. That just isn’t realistic.

However, businesses typically experience busy, stressful times and once those times are over, there is usually a period of time that employees get the chance to recover. Bookending stress with these low-stress times (and adequately compensating your team for their stress) can make employees feel better - but keeping them in a constant pressure-cooker certainly won’t.

Unclear and Unreasonable Tasks

How frustrating would a puzzle be without a picture on the box to reference?

Each and every time an employee is given an unclear task, they feel that same frustration. They’re just trying to do their job, but they can’t if it is unclear what that job is. It only gets worse if the tasks that they are assigned literally (yes, in the literal sense) can’t be done.

The more stress and frustration that builds up with tasks like these, the more likely burnout becomes.

Huge Consequences for Failure…

Some workplaces have higher stakes than others. For instance, you have those who work for child services, whose work frequently takes them into risky and heartbreaking situations.

People in positions like that have a much more stressful job than, say, a fortune cookie writer or the greeter at a superstore. It probably wouldn’t surprise you to hear that high-stakes workplaces frequently see higher rates of burnout.

...With No Recognition for Success

How would you feel if your considerable efforts were, day-in and day-out, overlooked? If you went above and beyond in everything you did, and not one word was said to you?

Chances are, you’d probably feel unappreciated, demoralized, and unmotivated. Workplaces like this can have a severe morale problem. 

Welcome to burnout.

Communication is Neither Efficient nor Effective

Without proper communication, any of the other problems your business is experiencing will only get much, much worse. Unclear and incomplete statements will make issues more complicated, especially if you are trying to deal with an employee’s issue.

As a result, demoralization and burnout become very real risks.

Lacking Leadership

Finally, if a strong, fair, and supportive leader isn’t present in the business, employees could be accelerated on their way to burnout by the lack of guidance the missing leader should be providing. Employees may feel like they aren’t getting something out of their employment - be it recognition, support, or job security - and swiftly lose the drive to perform well.

Clearly, there is no shortage of ways for an employee to reach the point of burnout… but how can you tell when one really has?

The Symptoms of Burnout

There are quite a few signs that can indicate if an employee is truly burning out, or if one is simply having an “off” day. I’m pretty confident that we’ve all felt and exhibited some of these signs - maybe even all of them - at one point at least.

How many of these symptoms have you seen among your employees?

• They feel distant from their work, cynical about what they do and who they do it with.
• They may be suffering from a variety of symptoms, including headaches, sour stomach, and intestinal issues.
• They have slipped in their tasks at work, but their home life is unaffected.
• They may keep themselves emotionally distant from their coworkers.
• They may lack creativity, and will have trouble concentrating.
• They are low energy, feel drained, and feel that they can’t cope.
• They are visibly frustrated and stressed.

Again, we’ve all had an “off” day, where these kinds of things are almost to be expected. It’s just a part of life.

It is when these symptoms have become chronic, stretching out beyond hours or days to weeks, that your employees may be suffering from burnout. Thanks to these symptoms, burned-out employees may appear depressed, and are actually at a higher risk of developing depression later on.

Why This Really Matters to You

So, why should you care?

Well, basic human decency aside, burnout can have some significant impacts upon your business itself. For instance, sick leave is much more commonly taken among employees who are burned-out, and they are also far more motivated to find another job.

If they are successful in the latter, you will need to spend the significant costs associated with hiring a new employee to replace them.

You also need to consider the “typical” state of your employees. They might actually be some of your top performers, simply struggling through a hard time. What impact on their productivity will your business be able to just absorb?

A burned-out employee in the wrong position can exacerbate the problem, too, as a burned-out manager can easily create a burned-out team… killing productivity and morale on a wider scale. 

You also need to consider the optics that burnout can produce - what business or potential employee would want anything to do with a business that has what is really a very visible issue?

(I certainly wouldn’t.)

Bringing basic human decency back into consideration, this condition can actually do a number on a human being. Not only can the influence of burnout impact an employee’s personal life and relationships, it makes them slightly more likely to visit the emergency room.

What You Can Do to Help a Burned-Out Employee

Keeping these warning signs in mind can help you to better spot when one of your employees is clearly going through a rough patch. While you may not see it as your job as their boss, it is your job as a fellow human being to offer them some support.

The easiest way to start this process? An honest conversation.

Discuss It with the Employee

Have an informal sit-down with this employee and just talk to them about it. Express your sincere worry for them as a person and offer your support with whatever they have been going through.

This support itself could help greatly, and if it is another personal issue, some personal time may be all it takes to help.

Redistribute the Workload

Even the most competent employee you have could potentially bite off more than they could chew. Whether they overstuff their schedules, offer to help with anything they can, or both… before long, this employee is going to fall behind schedule. 

You should go through that schedule with them, organizing it and trimming some of the fat to make sure it is humanly possible to accomplish, redistributing some tasks if need be, if not pausing them.

If your business has any collaboration tools, they can certainly come in handy here.

Teamwork makes the dream work, as some say, so if you can leverage your collaboration platform to help the task-redistribution process, it just makes sense to. You can make use of your platform as you manage your team, assigning them certain responsibilities and sharing the weight of their tasks between multiple resources, not just the one. 

Email is a great collaboration tool, but many employees can find the amount of emails they receive overwhelming, which (among other things) makes them less productive. You can help them out by introducing them to the different tools that email solutions can offer, like filters and rules to help organize incoming messages, and snoozing, to give them some uninterrupted time. 

Switch It Up

If you had an employee that was particularly good at Task A, it only makes sense that you would want them covering Task A as much as possible, right? 

However, designating that employee to Task A will likely make that employee pretty sick of Task A before long… and all the employees who always get Task B, or Task C will likely feel a similar way. Try rotating the responsibilities of your team on occasion, taking their preferences and goals into consideration.

Preventing Burnout in the First Place

As we’ve alluded to here, there are many warning signs of impending burnout issues, and we’ve barely scratched the surface here. Doing everything you can to keep burnout from happening at all is a reasonable strategy. 

Fix your company culture to focus on self-care. Try bringing in external experts to keep your employees happy and healthy, whether that’s a yoga instructor or accounting services. Remember that your employees have lives outside the workplace to live, and encourage them to enjoy them. 

These, and/or many, many other behaviors will help keep your employees engaged, motivated, and happy.

One great way to keep burnout from taking hold is to allow your employees to work how (and when and where) they work best. Remote working solutions can allow you to give your employees the freedom to shape their work habits around their lives.

While this may sound like a way to let employees slack off on work time, many employers have found the effects to productivity more than worth it… and employees have certainly shown their appreciation for the flexibility.

At the end of the day, your employees are going to feel a certain way - you can only try and help them feel more positively about their workplace by giving them better technology, more initiative, and an ear to turn to when needed.

We can help where the technology is concerned.

For solutions to help your employees be more productive, more communicative, and more successful, reach out to Coleman Technologies at (604) 513-9428.

Let’s face it, if your business operates anything like most do, you have far too many of these processes for anyone to reasonably remember. This means that making sure that your processes are both comprehensively recorded and accessible for your employees to reference is a crucial facet to your productivity.

Fortunately, doing so is relatively simple, as long as you go about it properly.

Step One: Identify What You’re Documenting
The important thing to remember about creating documentation is that, unless the task itself is incredibly granular, making the documentation too specific isn’t going to help anyone. On the flip side, any documentation that is too vague isn’t likely to provide anyone with the value that it should.

You need to store your documentation in a centralized place that all employees can access. It helps even more if there is a system in place to allow you to search the contents of each document, sort them in various ways, and highlight changes and edits made to processes. In other words, utilizing a document management system or a knowledge center of some kind will go a long way in preserving the functionality of your processes. There are plenty of tools and applications out there for this, and we can help you choose the best one for your situation based on your specific needs.

Step Two: DIARI (Do It And Record It)
This step will form the basic shape of your documentation, as it will create a step-by-step guide to completing the task as a whole. You’ll need to go through a run-through of the process you’re trying to document, recording every step you take.

Don’t be shy about including details, either. For instance, if your process will require the same questions to be asked each time it is put into action, include the list of questions in your documentation. If someone is supposed to be contacted specifically, identify them in your documentation and provide their contact information.

From here, you should have a pretty good handle on how the process typically goes down… and the insights to make it even better.

Step Three: Refine, Repeat, Revise
When you were running through your process, were there any steps that would have made more sense to do earlier so you could be better prepared for a later responsibility? Try rearranging the steps in your documentation and trying it again. Did it work better, or worse? Take these observations into account and act accordingly.

Really, once you commit the time to doing it properly, creating invaluable and useful documentation isn’t that difficult of a process. You can even bring multimedia into it, if it’s a good fit, using tools like Steps Recorder on Windows.

For more handy IT tips, make sure you subscribe to our blog!

The holidays are over and some of the best gifts are ones that replace our dead and dying electronics with shiny new ones. Then comes the matter of discarding your old devices. In today’s blog, we will discuss what you should and shouldn’t do when looking to get rid of your old devices. 

Why Recycling Your Old Tech Matters

Modern devices are packed with materials that can harm the environment if not disposed of properly. For example, lithium batteries, found in most gadgets today, can explode or leak dangerous chemicals if thrown away carelessly. Even small electronic items, like singing greeting cards, need special handling to avoid causing harm.

A simple rule to follow: don’t toss it in the trash if it's electronic.

What to Do with Your Old Devices

Check What You Have

Before throwing anything out, review your old tech. Could it still be useful? Consider repairing and donating items like laptops, tablets, or phones to schools, charities, or people in need. This helps others, keeps your technology organized, and reduces waste.

Stay Organized

Not every device needs to be replaced. Keep a record of your tech inventory to know what’s still in good shape and what needs replacing. This will help you make smarter decisions about upgrades and maintenance.

Recycle Responsibly

Most electronics, from old phones to smart toys, can be recycled. Many manufacturers offer recycling programs, and local governments often partner with facilities that accept electronic waste. These services can safely process your gadgets and keep harmful materials out of the environment.

Need Help with Business Tech Recycling?

If you’re managing technology for a business, proper disposal is even more important. Our team at Coleman Technologies can guide you through recycling your old equipment and setting up new tools to meet your goals for the year ahead.

Call us at (604) 513-9428 to get started. Let’s make this year productive—and sustainable.

We’ve seen the conference rooms of a lot of businesses, from the modified break-room with stale coffee to immaculate lecture rooms with plush, comfy seats, and everything in between.

A good conference room can do a lot to impress potential clients and customers, encourage collaboration within your team, and leave a great impression on potential employees too. While we’re not going to pretend to be interior decorators, there are definitely some important steps that we can assist with to make sure your conference room is up to the task.

Clear Out the Clutter

First things first, your conference room needs to be neat and tidy. I’ve seen workplaces with conference rooms that often serve other functions depending on the day, and that’s fine. If your office has gym equipment or occasionally converts the conference room into a daycare for employed parents, that is definitely a nice gesture. However, you’ll want to be able to quickly transform the room into a comfortable meeting space without a lot of stuff in the way.

Avoid letting your conference room become the catchall for storage, because this is something that can escalate very quickly. It’s not a room for your staff to borrow office chairs from—you should be providing the comfiest office chairs for the butts that sit at the desks all day anyway. Your conference room should be ready to use for meetings and presentations at a moment’s notice.

Thoroughly Test the Wi-Fi

Anybody working in your conference room is likely going to be on the Wi-Fi. Make sure you have very strong service and direct or very-near direct access to the access point. That might mean installing a wireless access point in your conference room, or adjusting the position of the access point that is nearest to your conference room. 

Either way, imagine the types of real-world scenarios that you will put your wireless network through; your staff is all working on the network, and you have 6 or 8 or more people sitting in the conference room, connecting to the Wi-Fi.

You’ll want to make sure you have a reliable wireless network, and that you segment out the network for guests. 

You can do some creative things to help guests get signed into the Wi-Fi; I’ve seen people simply put up a sign with a QR code, or use NFC chips that you can scan with most smartphones. You’ll likely also want to post the guest password for those who can’t scan QR codes or NFC chips.

Wireless Peripherals to Pass Around

If you have a screen (or multiple screens) to display presentations on, make sure you have some easy-to-use wireless peripherals to control and manage on-screen content. A wireless keyboard and mouse assigned to the conference room will go a long way to make things easier for participants to work together and collaborate. 

Usually, that means having an endpoint (usually a mini PC) connected to the screen, so users can sign in and pull up presentations. If this is a standard endpoint on your network, you will also want to make sure that it is secured and monitored like the rest of your endpoints.

Clear Audio and Video for Remote Meetings

There may be times when you want to host a meeting with participants who can’t physically make it to your conference room. Thanks to the pandemic, these are typically called Zoom Rooms, and they are a great way to have multiple participants on your end meet with clients and teams remotely.

There are plenty of devices on the market that accomplish this task, from conference room phones that sit in the middle of the table, to small tablets that can be moved around. Either way, you’ll want a clear audio solution that everyone will be able to hear and participate in.

Need Help Modernizing Your Conference Room?

Your conference room should be dressed to impress. We can help provide the technology that makes it a place of collaboration for your staff, partners, and clients. To get a quote, give us a call at (604) 513-9428.