A recent study by Dr. Charles Gerba, University of Arizona microbiologist, listed the bacteria counts on several surfaces in an office environment. He concluded that there are 400 times more germs at computer workstations than on a toilet seat.
                
That should be motivation enough to clean our offices. In Don Aslett’s book, “The Cleaning Encyclopedia,” he gives further reasons. He said that staying alive and healthy is one very good reason to clean. Germs and bugs thrive in unclean conditions. Dirt and disarray can rob you of space, freedom, health, respect, position and production. Sloppy surroundings carry over into your thoughts and emotions and affect the way you feel and perform.
                
Organization is an ever-changing process; it is a journey, not a destination. Consider these tips to keep your office clean and organized.
 
  • Follow the four E’s of effectiveness: evaluatewhat needs to be changed; envision – make a plan; execute – take action and be consistent; energize–be enthusiastic.
  • Start every cleaning effort by attacking the areas visitors will see first. It will give the impression that the rest of the place is in similar shape. At home if you keep storm doors and front windows clean, visitors will assume all your windows are sparkling. It is the same with an office. The reception area should be clean and inviting. It will make visitors feel more comfortable and welcome.
  • Dust office furniture regularly, including desks, filing cabinets, computers and phones. Use a soft dusting cloth, vacuum or can of compressed air.
  • Keep disposable wet wipes available to clean the handset and keypad on your telephone, keyboard and computer mouse as well as doorknobs, desktop, countertops and drawer handles throughout the office.
  • Make your own sanitizing solution by mixing 1 tsp. household bleach with 1 quart water in a spray bottle. Spray paper towel or disposable cloth until slightly damp, wipe surface areas and let air dry.
  • Avoid eating at your desk. This will prevent spills on your desk and paperwork and will prevent food crumbs from spilling on your computer keyboard. Leaving your office to eat also allows you to take a mental break from work and enjoy a meal free of interruptions.
  • Learn to let go. Be a giver, or throw it away. Practice the in-and-out inventory rule. If something new comes in, something old should go out. Change your mindset and decide what to keep instead of what to get rid of.
  • Take time for your files. The old adage, “a place for everything and everything in its place,” still holds true.
  • Get rid of the things you “might” keep. Many of the things we file never get looked at again. Ask yourself these questions. Are there tax or legal reasons to keep it? Will it help me complete a project I am currently working on? Do I have time to address what is on this piece of paper? If I ever needed it again, would it be hard to get from somewhere else, e.g., the internet? Is the information up to date? Would my work or life change if I didn’t have it?
  • Find a filing system that works for you. Color coding reduces misfiling and stimulates thinking. For example, when you see a green folder, you might think of finances. Another option is straight-line filing, with the tabs one behind the other. It is not only easier on the eye, but simpler to maintain than alternating tab positions. You can also easily add more categories later.
  • Use checklists to keep yourself organized. Keep track of events on a planner, appointment book, calendar or personal digital assistant. This will help you keep your desk and work space clutter free.
Julie Morgenstern provides a simple way to remember how to take control of any SPACE in her book “Organizing from the Inside Out.”
 
Sort: Identify what’s important to you and group similar items.
Purge: Decide what you can live without and get rid of it.
Assign: Decide where the items you keep will go. Remember to make it logical, accessible and safe.
Containerize: Make sure containers are sturdy, easy to handle, the right size and that they look good. The art of containerizing is to do it last, not first.
Equalize: Spend 15 minutes a day to maintain what you’ve done.
                
Don’t procrastinate. Get started today. A clean and organized office means a healthier work environment with less anxiety, less clutter and more control.
 

By: Margie Memmott - Aug. 3, 2007