If you are a hard working person, I bet you easily spend 40h or more per week in your office. For most of us, the office is our second home. There is truly no wonder why, by the end of the week, we find ourselves searching under piles of paper for cell phones, car keys and other stuff. A clean office means more than meets the eye. A clean office offers you a clear and relaxed mind, not to mention the health benefits. But how often do you really have time to thoroughly organize both your workload and office space?
Setting up and sticking to a system would allow you to work much smarter and harder without clutter and disarray. Interested in maintaining the order within your office space? Follow the tips provided below in order to ensure a productive, organized and expressly clean work environment.
An abundance of loose papers lying around in a special way that only you know is not efficient. Scattered piles not only look messy, but they are also time consuming and difficult to assess, search and index. Don’t fill your mind with complex locations of important pieces of paper. Try to stick to the following rules:
- Utilize filing cabinets and separate files according to: customer profiles, product specifications, vendor information, estimates, work orders, invoices and more. Be sure to properly label all items and develop a consistent method of filing, (i.e. alphabetically).
- For documents that need to be kept at an arm’s length (for immediate and/or continuous reference), wall mounted pockets and/or desktop trays are ideal. They will keep critical documents within reach while maintain a pristine work space.
- In order to save space, consider archiving older or outdated dossiers that are not utilized very often. Past customer files can be sent off to a storage facility, thus freeing up space and reducing the amount of items that need to be tended to during the course of a normal work week.
Basically, the key is to assign every item to a designated place. Not only will they need to be designated, but they need to be labeled as well, so that they can be found and obtained at a moment’s notice by your office mates. Keep in mind that new items will be added over time, so you will need to ensure that there is room for growth as you begin to organize and assign living quarters for items. Also, eliminate all of the freebies that you have acquired and never use from vendors, sales reps and more.
For essential items, make use of pencil/pen holders, drawer organizers, mail bins and more. Office supply stores have an entire section of items that will assist in your organizational goals.
Keep restrooms disinfected
This is not only a necessity, but it is also a safety measure for both customers and employees. Restrooms are known to be high traffic areas within any office space, therefore they need to be thoroughly cleaned daily. Usually, this routine is handled by a cleaning employee, but if you run a small business, here are some key steps:
- With disinfecting cleaner and a toilet brush, clean the toilet bowls. The seat, lid and outside circumference and the base of the commode will need to be wiped down as well. To keep the bowl fresh between cleanings, it is best to utilize deodorizing tabs or cakes.
- The counter and sink need to have disinfecting cleanser applied to them as well.
- The floors need to be both swept and mopped.
- The following should be refilled: toilet tissue rolls, paper towel holders and liquid soap dispensers.
When not well maintained, restrooms can become a breeding ground for a number of things. Keep yourself, your employees and clients safe and healthy as they enter and exit the area. Ensure that they are able to thoroughly wash and dry their hands in order to eliminate the spreading of germs, bacteria and infections diseases.
Electronic devices comprise a major amount of workplace. Since they are utilized so frequently, they tend to be one of the greatest office dirt magnets. Electronics attract germs and bacteria due to the fact that people spend a lot of time utilizing them. The following will guide you through keeping the computers and other office electronic clean and well maintained:
- Wipe computer screens gently with a microfiber cloth.
- With a can of compressed air, blow the keyboards free of debris. If you don’t like these cans, you can use a special vacuum cleaner, like the DataVac Pro. Once that has been completed, the keyboard will need to be cleaned with cotton swabs that have been doused with rubbing alcohol. Used the swabs for detailing the keys. Don’t forget to clean the underside of the keyboard. This is an area that is often left neglected, and tends to become a breeding ground for germs.
- The top of computer towers, telephones and fax machines will need to be wiped down with a microfiber cloth. Just as computer keyboards, these devices will need to be detailed with a cotton that has been doused in alcohol. Always unplug the units before cleaning, and try not come in contact with electrical components.
Clean the break room
Storing and preparing food in this area is a good motivation for keeping this room immaculate. Cleaning the break room is a safety necessity, not to mention that it will also improve the overall morale of employees.
- The refrigerator needs to remain organized and clean at all times. This can be accomplished by imposing a weekly disposal day. For example, notify all employees (or colleagues) that every Friday near the closing time, all items will be tossed out unless otherwise approved and marked. On the same day, the interior of the appliance will be wiped down.
- At the completion of the last lunch break, the shelves, chairs, tables and sinks need to be disinfected thoroughly.
- The exterior and interior of the microwave have to be cleaned as well, on a daily basis. Remnants left throughout the day from employee after employee heating and reheating their meal can leave a thick, hardened coating that can foster mold growth and more.
- Dishes need to be washed and hand dried daily and the dish drainer needs to be wiped down as well.
Empty waste baskets daily. Don’t allow your mates to fall into the habit of leaving trash in bins for several days. Not only this leaves your office space tainted with a less than welcoming aroma, but it also forms a breeding ground for germs, bacteria and more. Additionally, removing trash daily ensures that your office space is presentable to clients, prospective employees and visiting executives alike.
At the end of the day, desk spaces need to be cleared off in order to keep clutter to a minimum. Desktops need to be wiped clean weekly, unless spills occur. In those instances, the areas need to be cleaned immediately and thoroughly. Ensure that desks are left expressly free of smudges, food crumbs and dust. This should be done monthly, unless you have a work environment that is barren of a break room or employees are permitted to snack and/or eat at their work station. In that case, the cleaning should occur on a weekly basis to prevent rodents, insects, mold, bacteria and germs.
- All seating should be void of dust, stains and crumbs.
- If you have reading materials (brochures, pamphlets, books and/or magazines) displayed within a waiting area for customers, ensure they are tidy and up to date.
- Furniture, windows, blinds, wall hangings, plants, Knick knacks and shelves need to be dusted on a regular basis.
- Clean marks from walls as they appear.
- Handle finger prints and smudges from mirrors, windows and glass tops at the close of the business day.
- Mop or vacuum the flooring.
Misc cleaning tips
- When mopping floor , be sure to utilize safety signs informing those walking by that the floor is currently wet.
- Get yourself and your employees or colleagues in the habit of maintaining a tidy work environment each day. Keep in mind that a minute of cleaning prevents the office from becoming overwhelming or depressing.
- Opt for plastic or silk plants as opposed to real plants and flowers that require watering and tend to shed, wilt and contribute to customer and employee allergies.
- Research the cost of getting a professional cleaning service. This will free up your schedule.
- For a truly immaculate work space, disinfect the areas with a steam mop.
- Have trash can liners at the bottom of trash cans within the office at all times. This will provide you with a quick method for replacing the bags.
- Keep a swifter in a desk drawer for dusty days.
- Keep a container of disinfectant wipes nearby. These are ideal for quick cleanups of coffee spills, lunch crumbs or miscellaneous messes that occur through the day.
- When engaging in a thorough cleaning, remove all items, then clean. Never attempt to clean around items on a shelf or table.
Some companies implemented strict rules, such as “No eating at desks”, in order to minimize messes and spills. Many employers supply their employees spill proof containers for saving important documents and electronic devices.
Keeping your workspace clean may seem to be an overwhelming task, but it truly is not. By implementing a cleaning schedule while holding employees accountable for their personal work space, this task could be easy and natural. Also, with a clean and well maintained work environment, you will begin to notice an improvement in morale, workflow and efficiency. Customers will also feel more relaxed and opened.
Post cleaning schedules as well as area rules as an added measure of ensuring that the office remains well maintained at all times. There is no need to become a cleanliness miser, but it is important to enforce the cleaning rules and guidelines that you establish for your company. I would really appreciate if you have any other tips for us, our if you would like to share your experience on this subject. Start by using the form below.