We are fast approaching the end of the financial year and businesses are busy getting their books in order and completing paper work. But with this year-end it is also an opportunity to make some resolutions for cleaning and organising the office – starting with a good spring clean.
Clutter in the office decreases productivity, a study in the USA indicated that 47% of people lose time from a disorganised or messy office, 16% were late for meetings and 14% missed deadlines.
Even if you have an office cleaner a larger spring clean is necessary – this is because your cleaner will only wipe down empty spaces, they will not tidy away papers or sort out the drawer.
So, this is what you need to do:
- Schedule time to do the spring clean – whether you are a sole trader or have a large office you probably think that you’ll sort it when there is time. Set a date now and tell all the staff that they will be able to wear casual clothes to help with the clean.
- Prepare for the spring clean – make sure you have a shredder, storage boxes, bin bags, recycling bins and cleaning equipment.
- On the day – turn up the music and order in a pizzas for lunch
- Cull old files, papers and magazines. Remember to shred documents like bank statements and personal records. In some industries e.g. finance records have to be kept for a statutory amount of time. Sort out the records on date basis and box them up in date-labelled storage boxes.
- Be ruthless – ask if you have used it in the last month and if not whether it is seasonal. If “no” to both, get rid.
- Recycle those old monitors and keyboards that you were storing.
- Take everything off the desk and clean the entire desk space.
- When you replace everything on to the desk, store things like pens, staplers, paper clips etc in the drawer.
- Clean your monitor and keyboard
- Have some New (Financial) Year’s resolutions.
New Year’s Resolutions might include:
- File every week
- Reduce the amount of printing you do
- Set up a Contact Management system for storing a sharing files and tasks
- Introducing house plants to the office
- Going paper free and using things like magic whiteboards for post it notes.