Clear Desk Policy: Do You Have One?

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Are you drowning under a mountain of paperwork?

Do you have a stack of old emails and documents and reports cluttering your work space?

Or multi-coloured post-it notes decorating your computer screen?

Perhaps you have an interesting array of empty bottles, cans and sandwich wrappers strategically positioned around your desk?

If any of this sounds familiar, it may be time to introduce a clear desk policy.

The great news about this clear desk policy is that it does what it says on the tin.

It encourages all staff in your department or organisation to ensure that their desk is clear at the end of each working day. Employees are expected to tidy their desks, filing away all work-related documents and information.

Sensitive or confidential files should also be stored securely in a lockable filing cabinet.

The policy is designed to encourage staff to take responsibility for their work spaces, as well as ensuring that the company’s intellectual property is protected.

The benefits of a clear desk

It’s likely that the introduction of a clear desk policy will encounter some resistance from staff members, particularly those who actively cultivate a messy desk. However, there are several good reasons to tackle disorganised desks including;

• Improving efficiency and organisational skills

• Creating the right image for visitors, potential clients and new recruits

• Protecting confidential data and information

• Creating a productive working environment

• Reducing stress

Although some colleagues may claim that messy desks are a way to express their creativity, it’s clear that messy desks waste valuable time and paper.

In contrast, a clear desk inspires confidence and projects an image of efficient professionalism.

What’s more, when staff are absent due to illness or annual leave, a clear desk policy makes it easy to locate information quickly and easily to keep your business running smoothly.

Top tips for keeping a clear desk

There are a number of simple strategies you can adopt to keep your desk clear. Here are my top five:

Allocate time

Make time to clear down your desk. Allocating ten minutes at the end of each day to file or dispose of papers can make a real difference. Make the shredder your new best friend!

Create a filing system

If you have a pedestal or desk drawer, create an easy-to-use filing system which is clearly labelled. Update your filing system every month to include space for new projects and to archive old files.

Make the most of your IT software

We’re all guilty of printing emails, documents and reports. Ask yourself – do I really need to print this? Why not work on-screen instead? You can also scan important documents into your PC and file data electronically to reduce paperwork

Confiscate post-it notes

Instead of creating a rainbow of post-it notes around your PC, most IT software now includes digital post-it notes and task bars with built-in reminders to help you organise your work.

Chuck out your chintz

Conference freebies are wonderful. The cute little pink pig. The fuzzy animal. The nodding dog. But it’s time to say goodbye to junk. That includes all the free pens, stickers, postcards and corporate toys that are cluttering your desk. Why not donate them to a charity shop?

Follow these tips and enjoy your new clear desk!

Do you have a clear desk policy?

Please shre your views in the comments below.

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