After 30+ years in the janitorial industry, I have probably seen it all. One of the biggest changes I have observed is the increase in the amount of office clutter, both on people’s desks and in their offices. From a cleaning standpoint, this makes our job a lot more difficult. However, I am just as guilty as anyone.
The amount of “stuff” we have to deal with on a day-to-day basis seems to be increasing — not decreasing. And, I doubt that things are likely to change anytime in the near future. Most weeks, everything simply piles up in my office until that moment when I’m exasperated because I can’t find a file or an important note. At that point, I start stacking. But, that doesn’t fix the problem.
Before addressing the fix, we first need to identify the challenges. You see, maintaining a clean and organized workspace is not just about aesthetics – it’s essential for productivity and employee well-being. However, the battle against clutter is an ongoing challenge, often hindering effective cleaning efforts in offices. Office clutter not only disrupts the visual appeal but also creates a host of cleaning challenges that can impact the overall work environment.
1. Hidden Dirt and Dust:
Clutter, whether it’s piled paperwork, stacked boxes, or unused equipment, can easily become a breeding ground for hidden dirt and dust. These hidden pockets of grime are not only unhygienic but can also exacerbate allergies and respiratory issues among employees.
2. Obstructed Surfaces:
When workspaces are cluttered, surfaces like desks, countertops, and shelves are often obstructed. This obstruction not only makes it difficult to effectively clean these areas but also encourages the accumulation of dirt and dust, leading to a less-than-sanitary environment.
3. Incomplete Cleaning:
Cleaning around clutter often leads to incomplete cleaning. Dust and debris can accumulate in corners, crevices, and behind objects, compromising the overall cleanliness of the office. Over time, these neglected areas can become sources of foul odors and even pests.
4. Reduced Cleaning Efficiency:
Clutter can significantly reduce the efficiency of cleaning processes. Cleaners may have to spend extra time moving items around or cleaning in tight spaces, slowing down their workflow and potentially leading to less thorough results.
5. Safety Hazards:
Office clutter isn’t just an aesthetic issue; it poses safety risks as well. Items and boxes left haphazardly on the floor can become tripping hazards, while cluttered emergency exits impede quick evacuation during critical situations.
6. Negative Impact on Morale:
A cluttered and untidy workspace can have a negative impact on employee morale and well-being. A cluttered environment can lead to stress, reduced focus, and decreased motivation among employees, ultimately affecting their overall productivity.
7. Professional Image:
For businesses that receive clients or visitors, a cluttered office can create a poor first impression. A tidy and organized workspace reflects professionalism and attention to detail, which can positively influence how clients perceive the company.
What’s the solution to office clutter?
To tackle the challenge of office clutter and its impact on cleaning, it’s important for businesses to establish effective clutter management strategies. Regular decluttering sessions, efficient storage solutions (including transferring hard copies to digital), and encouraging employees to maintain organized workspaces are crucial steps to maintaining a clean and productive office environment.
There are lots of books written with different strategies for dealing with office clutter. Here’s one that is short and easy to remember.
Organizing coach Carol Halsey has developed a five-step approach called DRAFT — Discard, Refer, Act, File and Table — that can help small business owners organize for efficiency:
- Discard: If it’s something you’ll never retrieve again, trash it, don’t file it. Your files should be a “resource holding tank,” not a dead storage place.
- Refer: If someone else needs the information or can handle it for you, pass it along.
- Act: If it requires action by you, do it now. It’s inefficient to delay and handle the paper a second or third time.
- File: If it’s important and you will truly need it later, file it in a proper filing system that allows you to find things quickly.
- Table: If it’s something you’ll need in the near future (but not today), place it in a simple follow-up system for easy, quick access.
Planning is also essential to staying organized. Professional organizer and productivity expert Julie Morgenstern recommends selecting a single consistent planning tool, whether it’s digital or on paper.
“When all your ideas are in one place, you can prioritize everything in context, not in pieces,” she says. The planner should have your to-do list, phone calls and key documents. “That boosts your confidence, particularly in meetings, because you know where everything is, and where to find it,” Morgenstern adds….More at Get ahead of your personal paper chase – The Daily Progress
Personally, my two favorite steps in her process are “Discard” and “Refer” — though that’s not always possible. But, I do find that breaking the decision making on what to DO with all the clutter into 5 simple questions, does help immensely.
In conclusion, office clutter creates significant cleaning challenges that go beyond mere tidiness. It hampers cleaning efforts, increases hidden dirt, and affects both the physical and mental well-being of employees. By addressing clutter and implementing effective organization strategies, businesses can ensure a clean, efficient, and inviting workspace that promotes productivity and supports employee satisfaction.
I hope you find this information equally helpful as you develop your own strategy for eliminating your office clutter. Your janitorial company will thank you, plus — your office will receive a more thorough cleaning!
