A clean office space creates a conducive work environment. Having a neat and tidy office space helps keep your mind refreshed, saves time as everything can easily be accessed and located. It improves and boosts your productivity.
Despite all this, it is easier to get lost and immersed in your work such that you overlook how your office space looks like. Such continued preoccupation can lead to disorganization and hoarding of unnecessary items. A cluttered workspace has been proven scientifically to cause work stress and anxiety that leads to unproductivity.
To help you avoid office disorganization and the harmful effects of it, there are a few steps or tips to be followed. These tips help you organize your office space, keep your mind clear and avoid aggravations that may arise from untidy workspaces.
- De-clutter, reorganize, and archive office items.
In this era of technological advancement, there is little need for endless piles of papers and files. To declutter your workspace, you can start by removing everything you do not require and archiving necessary documents.
Paperwork and documents that information can be digitized should be fed into a computer for storage instead of keeping around many files and cabinets that might crowd the workspace.
- Common areas and public areas rules
The common areas are a shared place among the employees. These include; toilets, tea break rooms, and pantry. These are the most unhygienic areas where the spread of illnesses can occur if not cleaned well as they accumulate maximum dust, dirt, and bacteria.
Common areas should be cleaned and disinfected daily. Coming up with rules of maintaining cleanliness in such areas ensures that everyone respects these areas and keeps them clean.
- Clean your operations tools
Operations tools like telephones, computers, monitor screens, TV displays, tablets, and keyboards should be cleaned daily. These are items that you often touch, and most people overlook cleaning them. Lack of proper cleaning increases the growth of bacteria in such tools as stains and dirt tend to accumulate.
An office should keep around antibacterial screen cleaning liquids, untextured paper towels, microfiber cloths pieces, wipes, and polish specifically made for cleaning electronic screens. Also, keeping objects like cotton buds or spray dusters ensures that the tiniest areas are easily accessed and cleaned.
By cleaning your electronics, you reduce the risks of health hazards and the number of sick days employees will take.
- Practice safe garbage keeping and recycling
For papers and other used items you do not need, keep a trash can or recycle bin close to the desk. It ensures that items that should be tossed immediately are not left hanging around desk surfaces.
To avoid overflowing bins, it is good to empty them at the end of the day before leaving the office or early morning the next day before settling into work. Also, having a paper shredder allows you to shred all the unnecessary documents that may otherwise contain sensitive information.
- Look out for the hard-to-reach places in your office
Cracks, corners, and areas that have closed in furniture tend to be hard-to-reach areas. Such areas are often ignored while cleaning; hence tends to accumulate dust and cobwebs. Not paying attention to such areas always poses a health hazard to you and other employees. Therefore, to keep your office space clean, it is advisable to take note of such areas.
- Food policy
Eating at your desk can leave greasy stains, food crumbs, and sticky fingerprints on surfaces that contribute to workspace uncleanliness if not cleaned afterward. You might overlook cleaning food particles from keyboard crevices and table corners. It may lead to pests and bacteria growth.
Food policies help keep the office clean. Most times, you might think that having that lunch break on your desk is more productive and saves time. But this is not true as everyone needs a break from time to time. Instead of eating at your desks constantly, you can come up with a rule of always taking lunch breaks to go to a cafeteria.
In the case of a big organization, having a tea room set aside ensures your employees have a break room where they can have their meals. Apart from this, an organization can set a no food on desks policy in the workplace to curb everyone coming in with packed lunches. By giving employees a lunch-break time limit, you avoid a combination of unwanted smells within the office.
- Keep air fresheners
To have a good smelling and clean office, keeping air fresheners around is a good option. It is good to keep it to a minimum to avoid overwhelming your employees and clients. Apart from this, you can keep office air clean-smelling by having windows open and proper ventilation.
- Clean your office space
- Make it a daily habit.
One simpler way to keep your office clean and organized is by making it a daily habit. Mundane activities like desk tidiness, surface dusting, and emptying bins should be a daily responsibility. After working hours, you can dedicate some time to clean your workspace to avoid the hustle of doing it early the next day.
- Hire an exterior window cleaning service
It is also good to remember the outside surfaces like windows with a sorted and clean interior workspace. By hiring professional services to clean your office windows ensures the overall work environment is spotless and conducive. Clean windows are essential for maintaining a good corporate reputation as they also present the overall picture of how you handle your office work.
- Vacuum and mop the floor spaces
Vacuuming and mopping floors should be a daily basis activity. It helps keep the dust, germs, and bacterial growth to a minimum. An office space experiences traffic every day hence constant exposure to all types of germs and bacteria.
Using a proper floor detergent helps remove all stains and marks that make the floor look dirty. For a harmonious working environment, a bigger company can hire janitors to be responsible for floor cleanliness. Small offices can improve office productivity by shuffling such duties between different members until they can hire a janitor.
- Wash the fabrics
Carpets, curtains, and rugs in an office are a big dirt accumulator. These fabrics can trap germs and debris within, contributing to bad odor and untidiness within your workspace. With regular vacuuming and thorough laundering of your rugs and carpets, you will be able to keep a tidy office workspace.
- Sort hanging cables and electrical wires
Hanging cables tend to present a disorganized and untidy space. The number of cables in an office workspace always seems to multiply from laptop and phone chargers to HDMI and desktop cables. Simply hiding them or neatly tying them will make a big difference in how clean your workspace will look. It will also help you avoid embarrassments that come with having wires that can trip someone.
Using a surge protector is handy as it keeps all your cords charged to the same outlet. It also helps you avoid having cables coming from different outlets hence becoming an eyesore. Also, getting a cable tray can help you keep stray cables organized.
- Deep cleaning
You can hire the services of a professional cleaning company to give your office that deep cleanse. It can be beneficial when you have a large workspace that is not easy to handle on your own or having limited funds to hire an everyday janitor.
- Disinfecting and sanitizing
To keep a healthier workspace environment, disinfecting and sanitizing surfaces should be a regular occurrence. Within an office, multiple users tend to touch the same surfaces now and again while interacting. It is good to consider the hygiene factor. Apart from maintaining water points, it is good to encourage hand sanitizers among employees now and then. Apart from this, an organization can place sanitizers dispensers at specific points such that employees can easily access them after touching things like door handles.
- Cleaning the desks
An office desk is a noticeable item when in the office and should not be treated as a storage space. For any office space to look clean and tidy, this tip is essential. It is good to clean and organize your desk at the end of every day. Doing this ensures you have a conducive workspace environment that allows you to concentrate and boosts your productivity. After all, your desk should be a haven for focus and creativity. To ensure you always keep your desk organized and tidy, here are some of the things to keep in mind;
- Stop stockpiling supplies
Stockpiling occurs when you practically keep or hoard more supplies than necessary. You do not need to have over 50 pens, scattered sticky notes, unarranged rubber bands, or paper clips all over your desk. You should keep only the items you need at the moment on your workspace to avoid clutter.
- Organize your drawers
Keep the surface of a desk is important, but so is keeping the drawers clean and organized. Stuffy and cluttered drawers tend to be hiding places for pests that may spread throughout the office. It is advisable to throw out all the junk from your drawers and arrange your documents. Have a reliable filing system and only keep the most important files with you.
- Develop stronger organizational habits
To make a long-lasting and tidy office, the biggest change you can enact is to develop a new habit of cleanliness and organization. Such a continuous organizational habit will ensure that cluttering within the office is kept to a minimum. It can be done by;
- Deciding where new objects, documents, and mails are to be kept when introduced to the office at the moment or before the end of the day.
- Grouping the trash, recycle, keep or place elsewhere idea.
A clean and well-organized office is a sanitary office. Keeping a clean and organized office workspace can boost productivity. It makes it easier for you or employees to focus better and feel more relaxed in the work environment. A clean office presents an organized and reliable front to a client. Apart from this, a neat office is also safer. It avoids health risks that may arise from germs and bacteria infestation. It also helps prevent workplace accidents that may arise from bumping in objects or tripping in hanging cables.
It may be challenging to know precisely how to keep and maintain a clean workspace. But, by following the above tips, you may find it easier to hack such a challenge.