the 5 habits of happier, more productive workplaces looks at five

THE 5 HABITS OF HAPPIER, MORE PRODUCTIVE WORKPLACES I ZIPCAR

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WORKPLACES

HABITSTHE5MORE PRODUCTIVE OF HAPPIER,

In partnership with productivity expert, Chris Bailey


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WHITE PAPER TITE I ZIPCAR FOR BUSINESS

In our digitally connected, always-on world,

it may seem like employees are equipped

better than ever to work smarter, multi-task

better, and get more done. There’s no shortage

of software, apps, and collaboration tools

that promise to optimize an organization’s

workflow. But what if the root of productivity is

not about what’s getting done but how? How do we

harness our time, energy, and attention to create

meaningful outcomes? After surveying people

working at a company with 50 or more employees,

Zipcar teamed up with productivity expert and

author of “The Productivity Project,” Chris Bailey,

to examine the secrets to a happier and more

productive workplace.



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The 5 Habits of Happier, More Productive Workplaces looks at five important factors for improved performance:

CREATING A PRODUCTIVE WORKPLACE

FLEXIBILITY PERSONALIZED PERKS

INDIVIDUAL WORK STYLES

LOOSE STRUCTURE

REFRESHING BREAKS

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THE FREEDOM OF FLEXIBILITY

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As a pioneer of the collaborative consumption

movement, we’ve seen the once bold idea of the

sharing economy become today’s business-as-

usual. Companies like Airbnb, Zipcar, and Etsy all

make it possible for people to cooperate and find

everyday solutions that flex around the individual,

while also fostering a community. Similarly, the

rise of co-working spaces and the solo movement

(as coined by the people who launched Inc.

Magazine and Fast Company) show how more

and more people are finding ways to make a

living that better fits their lifestyle, personalities,

and simply how they work best.1 With all of these

new choices, how can companies compete?

Our survey concluded the single most valued

work perk is flexible hours compared to things

like free food, company sponsored social events,

no meeting days and the ability to come and go

as you please. Though women were slightly more

likely to call out flexible hours than men, 54% of

our respondents (61.5% of whom are in the 25-34

age group,) place importance on flexible hours in

a workplace.

VALUED PERK IS FLEXIBLE WORK HOURSESPECIALLY BY MILLENNIALS AGES 25-34

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“We’re all wired differently—while early risers have the most energy in the morning, night owls have the most in the evening. When our energy peaks, so does our productivity. This is what makes flexible work arrangements so powerful.”

- Chris Bailey

Flexibility could be as simple as nontraditional

hours or as broad as creating a culture of trust

where employees are permitted to work wherever

and however they like as long as work is performed

to standards. Companies leading the way in this

are startup innovators like Buffer, offering 100%

remote jobs and unlimited vacation, and large

companies like Walt Disney and Google who are

known to promote flexible work schedules for

their employees. Does what employees see as

“flexibility” really amount to freedom? And if so,

how does controlling your hours and environment

make one a more productive worker? Chris Bailey

conducted his own experiments to get to the heart

of the time factor. He learned that managing our

time also means managing our energy.

Changes in our body’s natural energy flow connects

to our moods. And in the workplace, many things

can impact how we feel throughout the day. To

be the most productive, we have to bring more

flexibility to the workplace beyond just adjustable

schedules.

Chris Bailey


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DIFFERENT STROKES FOR DIFFERENT FOLKSWORK-LIFE BALANCE IS OUT. WORK-LIFE INTEGRATION IS IN.

Get casual about dress codes. In many industries, casual Fridays are passé. It’s a simple thing, but letting people move fluidly from home to work and back makes life easier. Clothing can play a huge role in that.

Allow people to redefine their

workspaces. Think couches

versus cubicles or cafés over

conference rooms. Comfortable

spaces make for relaxed and

productive workers.

Get casual about dress codes.

In many industries, casual

Fridays are passé. It’s a simple

thing, but letting people move

fluidly between home and work

makes life easier.

Don’t be ruled by traditional

hours. Parents, pet owners,

volunteers, and artists value

time more than money, and

return flexibility with loyalty.


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BEHOLD: THE BENEFIT BUFFET

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50%BY 2020, THE WORKFORCE WILL BE

MILLENNIALS

Keeping employees happy and engaged can

be a tough challenge for any kind of company.

As the workforce fills with younger applicants,

millennials want more than an attractive salary

and interesting opportunity. The standard 401(k),

vacation, and retirement plan are the norm not

anything to tip the job decision scale. Offering

perks—and touting excellent benefits packages—

is one way organizations compete for top talent.

But including the right kind of perks that match

your work culture and different types of employees

is key. For example, working moms and recent

graduates may value very different perks.

Though flexible hours topped the list for all employees,

our survey found that millennials, now 18-34, got



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“Any perk or event that everyone can enjoy, such as a pub night or renting out an escape room, is likely to boost cohesiveness, performance, and the happiness of the whole team—millennials included.”- Chris Bailey

more excited by free food and company sponsored

social events than any other age group. Not

surprising? As a generation who never knew life

before the Internet, millennials are accustomed

to an assortment of freebies and fun at their

fingertips—be it Bagel Friday and Beer Carts or

Lunch ‘n Learns and unlimited snack pantries.

Hosting social events from time to time can help

build a work community outside the confines of the

office. These little extras give younger employees

a reason to take a break, socialize, and enjoy a

treat—on the company.


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MILLENNIALS ON THE RISE

These are a subset of the 54% of respondents who preferred flexible hours.

Percentage of respondents who value free food at work.

THE WAY TO A MILLENNIAL’S HEART IS THROUGH THE BELLY

THE MILLENNIAL WAY: ALL WORK AND PLAY

Percentage of respondents who value social events at work.

25-34 18-24 45-54 35-44 65 + 55-64

21% 19%

9%7% 7%

18-24 25-34 65 + 35-44 45-54 55-64

28% 27%

17% 16% 15% 12%

3%


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PERK UP YOUR WORK CULTURE

Get creative in the kitchen.

Coffee, chips, and candy are

common. One up it with a range

of healthy and creative snacks. Let

employees vote on what to buy.

Offer creature comforts. When you’re sitting at a computer all day, sometimes it helps to stretch out. Consider nap pods, chair hammocks and cozy lounge areas.

Be super inclusive. Hold

events for all ages, levels,

and personalities. Let people

nominate event chairs and

solicit ideas. A little healthy

competition can be engaging.


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THE SUBJECTIVITY OF PRODUCTIVITY

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FEEL THEY ARE NOT PRODUCTIVE IN MEETINGS

How can companies motivate employees to do

their best work? What’s productive for one might

be dillydallying to another. While some workers

might find checking to-dos off a list fulfilling,

creative types might consider time to doodle a win.

So what does productivity look like? The answer is

quite individualized.

Perhaps more people should adopt the Steve

Jobs’ style of walking meetings, since 44% of

our respondents said they didn’t feel productive

in meetings. Our survey also revealed that

millennials feel significantly more productive

in meetings than older generations who say

they feel more productive just talking to their

co-workers.

44%

Productivity may be a walk in the parkFamous for his long walks, Apple’s Steve Jobs used this time for contemplation, problem solving, and even meetings.



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TO MEET OR TO CHAT, THAT IS THE QUESTION

OLDER WORKERS FEEL LESS PRODUCTIVE IN MEETINGS

YOUNGER WORKERS FEEL LESSPRODUCTIVE WITH CASUAL TALK

Percentage of respondants who feel less productive in meetings.

Percentage of respondants who feel less productive with casual talk.

65 + 18-24 55-64 25-3445-54 35-4435-44 55-64 25-34 45-5418-24 65 +

67%

50%58%

48%50%

35%

44%

28% 26%34%25%

19%


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“About 37% of the average office worker’s time is spent in meetings.” -Chris Bailey

Similar to different perspectives on perks,

by and large, older and younger age groups

tend to have different work styles. A millennial

generation used to round the clock social tools

and always-on communication may need that

extra structure that formal meetings provide

whereas older generations gravitate to a more

independent approach. With the amount of time

everyone spends in meetings, it’s important to

explore ways to make them valuable for all.



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MAKE MEETINGS MEATIER

Think about the actual cost of a meeting. If you gather people for an hour for what could’ve been resolved over email, you’ve just stolen time and maybe even sidetracked teammates. Always consider the cost, in real dollars, of a meeting.

Set intentions beforehand. Define, as a group, what you need to accomplish in meetings. This will help you focus in on a purpose and keep the meeting on track when it veers. Never run or attend a meeting that doesn’t have an agenda.

Aim to end early. Making an effort to wrap meetings sooner than planned shows you respect everyone’s time. When a team forms this a habit, they become much more productive by gaining back precious minutes whenever possible.

CHRIS BAILEY’S TIPS FOR MAKING MEETINGS VALUABLE FOR ALL AGE GROUPS


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MEETING RE-MAKERS THAT ROCK

Odd Timing: To help employees remember regular meetings, TINYpulse, an

employee engagement software provider, starts them at an odd time—for

example, at 8:48 a.m. The effect? People rarely walk in late.

One Tough Question: To get more personal, leaders at chat software provider,

LivePerson, require “connection before content.” Before meetings, attendees

answer challenging questions like, “What are your doubts about your project?”

It works so well, they promote the idea with customers.

Paddle Up! Brivo, a security management software provider, found an innovative

way to save time and stay focused in meetings. They use a “No Rehash” rule, raising

a “No Rehash” ping-pong paddle anytime a former topic resurfaces. This avoids

backtracking on many decisions.

Who’s reinventing the modern day meeting? FastCompany took a look at companies that make meetings memorable, effective, and short. Here are a few worth following:


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STRUCTURE IS YOUR FRIEND

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FEEL THEIR COMPANY TRUSTS THEM TO GET THEIR WORK DONE BUT PRIORITIZING IS KEY

The idea of a calendar packed with meetings

could make anybody cringe, but how leaders run

meetings may make all the difference. Focused

discussions don’t need to be long nor formal

(nor in front of a white board). When is structure

necessary and how much should there be? When

the majority of us are working eight-hour days on

average, how do we manage our time effectively?

It may seem counter-intuitive but our productivity

guru says it can be more productive to scale back

how much time we commit to accomplish goals.

You’ve heard the adage “work smarter, not harder.”

So while it seems like you can get more done by

spending more time on tasks, like logging a 60+

hour workweek, our expert says the contrary.

Scheduling less time for important things is

actually more productive.

70%



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“Prioritize your day quickly with a simple strategy I call the Rule of 3. In the morning, mentally fast-forward to the end of the day and ask, ‘what three tasks do I want to accomplish today?’ This helps filter out what’s important and scales well for teams. Many manag-ers don’t want a laundry list of employee to-dos but they’re usually up for hearing the top three. Encouraging employees to define top daily intentions is a powerful way to guide their productivity.”-Chris Bailey

Ultimately, productivity is about that right mix of

time, attention and energy. Bailey touts these as

the three essential levers to achieving meaningful

work. Our survey found that many people are,

in fact, struggling with how to prioritize their

tasks. Setting priorities upfront can better drive

success, helping employees balance their time

and attention, which in turn shapes the amount

of energy put towards different areas of work.

An easy way to help yourself and employees

prioritize? Chris Bailey calls it the “Rule of 3.”


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THE POWER OF THE PAUSE

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“Taking frequent breaks is crucial to productivity since our brain has limited physiological energy. When we completely separate from our work and let our mind rest, we replenish. The secret to rejuvenating is to fully step away from work. It helps to switch your environment—walk to a park, grab a Zipcar to change up scenery, or even pop into a shop to defocus.”- Chris Bailey

In a world that seems to be forever moving towards

bigger, better, faster, it may surprise you to learn

that the fuel for that productivity superhighway

is putting on the brakes. Though 69% of our

respondents said they do take breaks, more than

half also said that these time outs didn’t make

much of a difference. After a break, they either felt

about the same or stressed. So how can employees

make sure they’re taking the right kind of breaks

to re-energize? Chris Bailey heavily promotes the

value of breaks.


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Get casual about dress codes. In many industries, casual Fridays are passé. It’s a simple thing, but letting people move fluidly from home to work and back makes life easier. Clothing can play a huge role in that.

BREAKS THAT BEAT THE WATERCOOLER

Put your digital devices down.

That includes your laptop and

smartphone. For your mind to

fully refresh, step away from

emails, texts, and the constant

interruptions of the day.

Leave the office. A change of

scenery refreshes the mind.

Jump on a subway or grab a

Zipcar and escape to a park for

an hour. Studies show greens-

pace has a calming effect.2

Get your heartbeat going. Quick

bursts of exercise benefit more

than the body. Dr. John Ratey

at Harvard Medical School says

exercise is the most powerful tool

for optimizing brain function.3


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In summary, the majority of our workforce is skewing younger and employees are demanding more freedom as work and home overlap thanks to a hyper-connected life. How can companies flex to address these shifts? Embrace the individual and let employees participate in creating their unique culture.Below are five practical take aways to help your team members improve workplace productivity.


THE COLLABORATIVE ECONOMY STARTS WITH EMPLOYEES

Give employees flexibility on work hours and workspaces to allow both independence and collaboration. Reward teams with perks that matter. Give them a say in what benefits they want—from snacks to outings.

Since people work differently, set broad guidelines but let your teams weigh in on communication and meeting processes. Experiment with a varying amount of structure to guide workers and help them prioritize using the simple Rule of 3.

Make time for breaks fully away from work since spending less—yet highly focused—time on tasks is more productive.


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ABOUT CHRIS BAILEY

When Chris Bailey graduated college, he decided to dedicate a year to his passion: productivity. He did everything he could to become more productive including conducting many experiments like: living in isolation for 10 days, limiting his smartphone use to an hour a day, waking up at 5:30 every morning, and working 90-hour weeks. Over the last decade, Chris has investigated a slew of techniques to discover the keys to productivity.

His work has received global attention from The New York Times, Fortune, Harvard Business Review, Fast Company, and many others. More than 200,000 people read his work monthly from every corner of the world. He’s been described in a recent TED Talks blog as, “ the most productive man you’d ever hope to meet.” Read Bailey’s work at ALifeofProductivity.com.

“Our productivity fluctuates throughout the day. We’re affected by when our energy levels rise and fall, how intentionally we work, how social we are and how much we refresh over breaks. Since all these factors impact our productivity on our ever-demanding work, it’s crucial to define our priorities and defend our time. We must work when we naturally have the most energy and take smarter breaks so we better invest in meaningful connections in life.”- Chris Bailey


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1 The Solo Movement (n.d.) Retrieved from http://www.thesoloproject.com/welcome-1/#what-is-solo

2 Ehrenfeld, T. (July 23, 2015). Nature Calms the Mind—Even in Photos [Format]. Retrieved from https://www.psychologytoday.com/blog/open-

gently/201507/nature-calms-the-mind-even-in-photos

3 Regular exercise releases brain chemicals key for memory, concentration, and mental sharpness, from the May 2013 Harvard Men’s Health Watch

[Press Release] (n.d.). Retrieved from http://www.health.harvard.edu/press_releases/regular-exercise-releases-brain-chemicals-key-for-memory-

concentration-and-mental-sharpness


ABOUT ZIPCAR

Zipcar is the world’s leading car-sharing network, driven by a mission to enable simple and responsible

urban living. With its wide variety of self-service vehicles available by the hour or day, Zipcar provides

reliable mobility solutions for how we get around today. From exclusive weekday rates to fleet

management technology, Zipcar for Business helps companies large and small to start, grow, and scale.

Zipcar is a subsidiary of Avis Budget Group, Inc. (Nasdaq: CAR), a leading global provider of vehicle rental

services. Learn more about Zipcar at Zipcar.com/business.

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