There never seems to be a good time of year when things slow down enough to do some deep cleaning and get organized. You might just have to be the person to say, “I”m picking a date everyone is available and we are going to clean this place up!” Coworkers might complain about not having the time to participate, but how much time does each individual spend looking for a missing file, or rummaging through piles of paperwork and empty coffee cups scattered across their desk? You need to be the person to step up and help the team not only be more productive, but to start an annual tradition of spring cleaning your office.
Office Maven’s handy guide to organizing an office spring cleaning!Step 1: Get management on board. They want to work in a clean and organized office too. If they have your back, you can take the lead in rallying the troops.
Step 2: Pick a day where the majority of the staff have blocks of unscheduled time available. Send out an appointment to schedule time during that day for staff to participate.
Step 3: Decide where you need to focus. Does the office and those who dwell within it need to do some deep cleaning? Most cleaning crews give the place a light dusting, vacuum and take out the garbage. Do employee need desk organizers or file cabinets to help keep their workstations organized? Are there community areas that need a team of employees to pitch in and clean up? Make a list of special areas that need attention and recruit help for tackling the bigger jobs.
Step 4: Purchase cleaning supplies. I find that disposable cleaning wipes work best, but you can always buy bottles of cleaning solution and use paper towels or washable cotton rags. Cans of air are vital for cleaning keyboards and other hard to reach areas where dusts builds up. Special monitor cleaners might be a good idea, along with making sure the kitchen is stocked with dish washing soap to catch up on all of those coffee mugs lying around the office. For hard to reach areas, an extendable duster might be in order. Most items should be available through your office supply distributor, such as OfficeMax. Purchase enough so several employees can be using them in their workstations simultaneously, then they can be returned to a central location for other employees to use.
You might also check with your cleaning service to see if carpet cleaning is included in your contract. After your spring cleaning day, a nice carpet cleaning would be icing on the cake. Make sure to ask them for extra garbage bags and paper towels to use during your cleaning spree.
Step 5: Schedule document shredding service. If you do not already have access to one, contact a company like Iron Mountain who offers onsite shredding services. They can give you a quote for the number of bins needed during your spring cleaning. I would recommend keeping the locked bins onsite for one week. Communicate to employees that have until Friday to finish tossing paperwork.
Step 6: What can be recycled? Pop cans. Outdated brochures and other collateral. Unused and unwanted packing supplies. Prepare bins for items to be tossed during the big clean up.
Step 7: Determine your storage needs. Do you have onsite storage for items that will be needed in the short term? If storage is tight, do you need off-site storage for long-term items? Make sure that it is secure if you are keeping confidential company information. Any organization should check with their finance or legal department on rules and regulations regarding record retention.
Step 8: Identify employees that might need support. Assign other assistants, interns, or yourself to help those who are organizationally challenged and needs some support.
Step 9: Order lunch. It’s amazing how motivating food can be. The day doesn’t have to be all work. Build in a lunch break for the team to enjoy pizza or a boxed lunch. Keep it simple so you don’t have more to clean up than you already do.
Step 10: Get feedback. Was there something missing? Did employees appreciate your efforts? Did they need more time block off in their schedule to finish the job? Take these comments and tweak spring cleaning for next year.
I can already smell the lemon scented wipes as your office is cleaner and more organized than ever! The first time you orchestrate this activity will be the hardest, but if you make it an annual event, your office will have a positively clean vibe.