Every April, InfoMart sets and works toward the goal of improving our organization, our processes, and the general cleanliness of our daily working space during our Spring Cleaning Month. We clear away any cobwebs or dust on windowsills and take a vacuum to those hard-to-reach corners of the floors, but we also use this time to assess thoroughly and streamline our whole organization.

From the furniture to the ceiling fans and the paper files to the digital, every organization can fall victim to dust and clutter. That’s why it’s important to give your employees a full month each year to focus on cleaning up both their physical space and their digital one. Getting rid of the unnecessary can help people better organize what is necessary and improve productivity.

Cleaning Physical and Digital Spaces

The physical areas that collect the most mess and disorganization in the office tend to be community areas like the filing, copy, and supply rooms, and individual spaces like desks and drawers. In the intangible space, email mailboxes and computer desktops are often the most cluttered areas. Focus on these areas to encourage better organization and higher productivity in your staff:

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1. Filing

Filing is one of those daily tasks that tends to get the rush treatment, and there’s a good chance that old or useless files never make it out. Use Spring Cleaning Month to get your staff to go through their files and remove those they no longer need. Have staff go through all filing cabinets and throw away anything that is outdated and/or the useless and unnecessary materials.

2. Copy and Supply Rooms

Copy and supply rooms hold a lot of the things we need or use on a daily basis and can get messy or disorganized the longer we stock, use, and restock our inventory. Once a year, take inventory of all your supplies, including paper, pens, and any promotional items or tailored collateral. You may be surprised to find out how many staplers and pens have been hiding in the back of your office drawers.

3. Computer

It’s amazing how much stuff can end up clogging your folders and hard drive if you don’t organize your computer frequently. At any given point in time, my “Download” folder can house a handful of items to hundreds of files, many of which I may never look at again. Spring Cleaning Month is the perfect time of year to go through your hard drive and organize or clear out files that are otherwise useless to you.

The same goes for email; it’s just so easy to get bogged down by it all. Even if you consistently sort things into folders for later perusal, the fact is that sometimes there’s just not enough time to read everything. Set aside time in Spring Cleaning Month to encourage your employees, and yourself, to unsubscribe to rarely-read newsletters and delete those one-word email replies.

4. Desktop

Physical desktops can collect a lot of dirt and dust throughout the year, especially if they’re not cleaned and de-cluttered regularly. Dirty desk spaces can be breeding grounds for bacteria and disorganized workspaces can lead to employees missing deadlines or even losing work. Tidy desks can contribute to better health and productivity in your workplace.

    • Clean the desktop thoroughly and reorganize to accomplish an all new view of your desk.
    • Disinfect phones, buttons on printers, calculators, office supplies, and anything that you touch regularly.
    • Clean out each drawer, making sure to throw away trash and clear out crumbs or dust.
    • Collect unused or unnecessary items from your desk and organize them in the supply room for others to take as needed.
    • Go through the stack of magazines and articles you’d planned to read.  If you still want to read an article, tear it out of the magazine and recycle the book, thus reducing the size of your reading stack.
    • Don’t forget to tackle any stacks or boxes of material that’s ended up under your desk.
    • Combine all your written and digital to-do lists and update tasks.

Remember teamwork and recycling

Spring-Clean-2I find that working in teams helps you stay on task and avoid distraction so you can accomplish more cleaning and organizing in a shorter period of time. Teamwork also gives you an opportunity to handle lingering projects or paperwork that may require others’ input or handiwork. Projects and tasks you unearth during Spring Cleaning can be handled immediately since your team is already together.

While you and your workforce are doing all this cleaning, remind everyone that many kinds of trash can be recycled, such as old magazines, boxes, napkins, and plastic ware. However, remember that everyone should be using secured document destruction processes on any confidential and/or proprietary paperwork that gets tossed.

Annual cleaning is a must for any business, and springtime presents a perfect opportunity to encourage your whole workforce to participate. Engaging your employees in contributing to clean, well-organized workspaces can help them do their best work, which improves your bottom line.

What do you put on your spring cleaning list? 

SpringCleaning-Checklist

From the copy room to your email boxes, share this spring cleaning infographic checklist with your employees.

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ABOUT TAMMY COHEN:

In 1989, Cohen founded InfoMart, a multi-million dollar pre-employment screening company that provides services to Fortune 500 companies nationwide. InfoMart has numerous “Best Place to Work” awards from various organizations. As a recognized expert in the employment screening industry, Cohen is often referred to as “The Queen of Screen” and was influential in the founding of the screening industry’s first trade association, the National Association of Professional Background Screeners (NAPBS). Cohen is actively involved in a number of business and civic organizations and has received numerous personal honors, including a commendation in the 152nd Congressional Record, the Entrepreneur of the Year award from YWCA of the USA, an Enterprising Woman of the Year Award from Enterprising Women, and the Phenomenal Women Award from the Siegel Institute.

ABOUT INFOMART:

InfoMart is an industry leader in background screening services, providing businesses the information they need to make well-informed hiring decisions. With more than 26 years in business, InfoMart is a pioneer in developing innovative technology and screening services, from criminal history searches to verifications of employment. Accredited by the National Association of Professional Background Screeners (NAPBS), a designation earned by less than 10% of the industry, InfoMart has been recognized on Workforce Magazine’s Hot List of Background Screening Providers for 10 consecutive years. The company prides itself on its dedication to customers, innovation, and accurate reporting. For more information about InfoMart, please visit www.infomart-usa.com or call (770) 984-2727.

This article was originally posted ahttps://www.linkedin.com/pulse/4-to-dos-every-companywide-spring-cleaning-effort-tammy?trk=mp-reader-card