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Where can I find out more about Clean Desk Policies including successful examples (particularly with regard to the change management process)?

Nina Cinthya
Assistant Manager, Facilities
Colliers
Jakarta, Indonesia
IndonesiaColliers@pfizer.co

James Elledge replies ...

A According to an article by Dr. David Lewis (www.presentationhelper.co.uk/business/news/office_desk.htm), “Research has clearly shown that a messy desktop reduces efficiency and impairs performance in three key ways. First, it leads to wasted time searching for an essential item; when this [item] is needed urgently, the anxiety aroused by its temporary misplacement further undermines concentration and confidence.

“Second, being confronted with piles of work to complete not only makes it far harder to stay focused, but it causes a loss of motivation. Finally, a cluttered desk acts as a significant barrier to the important psychological process of closure. That is, finishing off one job before embarking on another. A failure of closure, no matter what the cause, can prove a serious cause of stress.”

Frankly, a Clean Desk Policy makes practical sense for almost any business. Yet, few companies follow this approach. To help you get started, here’s a sample to serve as the framework behind your project:

Clean Desk Policy

We at [Company Name] operate a Clean Desk Policy.

Background

It is generally accepted that a tidy desk is a sign of efficiency and effectiveness. The main reasons we have introduced the policy are:

1. It shows the right image when our customers visit the company;

2. It reduces the threat of security, as passwords and confidential information get locked away;

3. Scientific studies have shown there is a reduction in stress when employees have tidy desks;

4. Studies have also shown a reduction in workplace accidents and spills.

The Policy In Operation

The implementation of the policy is fairly straightforward. At the end of the working day, employees are expected to tidy their desks and put away all office papers. We provide under desk lockers and filing cabinets for this purpose.

We do not expect the policy to be implemented in a heavy handed way, but we expect that most employees will live with the spirit of the policy. We expect line managers to deal in a sympathetic way with employees.

Reduction In The Use Of Paper

The policy should help reduce the amount of paper that is used in the business—as well as costly toners and inks, particularly from the color printers. It will also reduce the amount of filing space we will need.

Many people use print offs as backup against losing information from computer systems. The IT team backs up all information daily.

Tips For Having A Tidy Desk

Put a date and time in your diary to clear your paperwork. If in doubt, throw it out. Use secure recycling bins for paper no longer needed.

Do not print out e-mails to read them.

Go through the things on your desk to make sure you need them; what you don't need, throw away. Handle any piece of paper only once; act on it, file it, or put it in the bin. Always clear your desktop before you go home. Consider scanning paper items and filing them in your PC.

Elledge, facility/office services manager for Dallas, TX-based Summit Alliance Companies, is the recipient of the Distinguished Author Award from the International Facility Management Association (IFMA), is an IFMA Fellow, and is a member of TFM’s Editorial Advisory Board. All questions have been submitted via the “FM Expert Advice” portion of the magazine’s Web site. To pose a question, visit www.TodaysFacilityManager.com.

Thanks for your question

Jim Elledge

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