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Clear Desk Policy Article in FMWorld February 25 issueArticle in FMWorld February 25 issue

A tidy work environment will encourage employees to work more efficiently, and improve the aesthetic of the office to both employees and visitors. Here are some top tips and the subsequent benefits for implementing a clear desk policy in any organisation.

  • Keep the desktop clear of all items other than the keyboard, mouse, telephone and essential, non-sensitive paperwork.

Think green and discourage employees from printing non-essential information, such as emails. This will also ensure that the amount of paper used in the organisation is kept to an absolute minimum, saving printing costs and other associated overheads as well as filing space. It will give the right impression to any visiting customers, and send the message that your employees are organised and efficient. Having a clear desk also reduces the risk of accidents and spillages.

  • If employees are still using CRT monitors, consider an upgrade to TFT screens. If possible, mount the monitor on an adjustable arm to keep it off of the desktop working area.

A TFT monitor mounted upon an adjustable arm can be positioned at the optimum height and distance away from the user (usually with the top of the screen parallel matching the user’s eyeline) and will satisfy all current display screen regulations. These kinds of screens also use less energy than their CRT counterparts and often have additional energy saving features such as hibernation when not used for a set period of time.

  • Provide sufficient local and centralised secure storage so that necessary information is to hand, but doesn’t need to be stored on the desktop.

A cluttered desktop is often a symptom of poorly organised or positioned storage. The user will hold files and paperwork on their desks because it is easier than having to move away to another area to source the data they need to undertake their daily tasks. Introducing portable storage solutions, such as a centralised bank of drawers for each employee, will offer flexible storage space for files that are required for day-to-day operations. These storage solutions can either be positioned next to the workstation, or be brought to the workstation during the working day and moved back to a centralised area at the end of the day.

  • A cluttered 1600 x 800 desk can provide less working space than a 1400 x 800 or even a 1200 x 800 desk that is kept clear of unnecessary clutter.

Working with a clear desk policy can also highlight that it is possible to introduce furniture with a smaller desktop, which in turn can increase the potential occupancy of an office within
the same space.  Employees’ perception of space can also change, when smaller workstations are introduced in tandem with a clean desk policy, giving the illusion of a larger office.

  • When leaving the office at the end of the day or for a large portion of the day, ensure that unsecured, sensitive or personal information is not left on the desktop.

We hear of sensitive government files being left on trains, but it is far more likely that both personal data and/or company sensitive information is left out on display in many offices, certainly during the day, but often after work. A plethora of ancillary staff (cleaners, maintenance, security) can legitimately come into a building after hours and be exposed to information that should be under lock and key. Personal information would fall under the Data Protection Act legislation and as such, neither should be in full view. Much of this information could be of interest to a commercial competitor; clearing the desk will reduce the opportunity for security breaches, fraud and identify theft. If information needs to be binned or recycled, ensure it is shredded first.

  • Discourage personalisation

Forward-thinking companies are introducing flexible working patterns with a range of revised furniture solutions. More companies are moving away from a layout with dedicated workstations for each member of staff. Efficient companies are working towards flexible workspaces with a range of zones for both resident staff and nomadic staff, with associated areas for collaboration and relaxation. Personalised workstations (i.e. those with the holiday pictures, the plant that needs watering and the supplier calendar still showing last month) discourage nomadic workers from using it as a drop in workstation.  Encourage social zones, typically around vending services, with staff notice boards for the postcards and company information that traditionally has cluttered desks.

Summary

Businesses of every type and size will benefit from a tidy work environment.  Not only will it encourage employees to work more efficiently, it will improve the aesthetic of the office to both employees and visitors. Keep the following in mind and you will rapidly find reap the rewards that a clear desk policy can bring:

  • Keep the desk clear except for the keyboard, mouse, telephone and essential, non-sensitive paperwork.
  • Upgrade to mounted TFT screens, positioned ergonomically for the user.
  • Provide centralised, secure and portable storage.
  • Introduce smaller desks to increase office space perception.
  • Secure personal or sensitive paperwork to combat fraud.
  • Discourage personalisation

pdf icon Article in FMWorld February 25 issue