By: Barbara Bowes
March 5, 2010
Winnipeg Free Press

Ahhhh, finally, spring is in the air.

You can feel it and you can smell it. Spring air somehow gets people energized and looking forward to shedding those heavy winter clothes. However, as the sun starts shining through those foggy home windows, it finally sinks in: Yes; it is almost time for spring cleaning.

However, spring cleaning doesn't just mean going through your home closets, discarding old clothes, dusting off a few things and polishing up those streaky windows. It should also mean planning for the annual spring clean at work. And believe me, there are a few people out there that really need to pay attention to cleaning their workspace. While that new TV show on people with compulsive hoarding habits hasn't yet exposed a workplace hoarder, I know they are out there. I've seen it.

Frankly, I don't know how people can work with a messy, overcrowded workplace with papers or tools piled everywhere. I know that people say they always know what is in each of those piles, but after the pile becomes humungous, I am not so sure about that. In fact, I can just hear my grandmother's voice as she said, "a cluttered desk means a cluttered mind." Check out this old wives' tale. For instance, are you forgetting appointments? Are you misplacing things? Are you constantly late for meetings or always missing deadlines? If so, then something is definitely amiss. It could just as well be a messy, cluttered workspace.

And don't think because you work in manufacturing that workspace cleanliness doesn't apply to you. What is the level of clutter and dust collection around your work station? Are those spills properly cleaned up? Are your tools caked in grease or clean and ready to use? Do you have a schedule for routine maintenance?

And what about that company storage room? When was the last time you cleaned out that location? Do you know what is stored there? Do you even have a list of the contents? And what about your walls and rugs -- when were they last cleaned and/or updated?

At the same time, I suspect many people also suffer from procrastination. In fact, if you listen carefully, you will note that their favourite and most frequent word in their vocabulary is later. However, we all know that later never comes. Yet many of us are indeed stressed by their messiness and their procrastination as they recognize that at some point, something has to be done. We have to accept the fact that the need for spring cleaning at work won't go away. So, where does one start with workplace spring cleaning?

The following tips might help guide you and your colleagues in their workplace spring cleaning efforts.

• Set and abide by company standards -- Cleanliness and workplace appearance should not be left to individuals. There needs to be a company-wide standard that applies to everyone. Be sure to determine criteria for the entire organization whether it be a shop floor and/or an office. "Tidy, neat and clean" needs to be the name of the game accompanied by preventative measures to keep things up to company standards.
• Keep a tidy workspace -- I have always admired people who can keep ultra-clean desks. How do they do it? If you ask, they will advise you to keep only what you need and use on top of your desk. Everything else must be put away. They may suggest trays for incoming and outgoing paper and/or mail. And now, with such sophisticated technology, they will also tell you not to print anything unless you really need it. Their last piece of advice would be to clean your workspace every day before you go home.
• Take your shoes home! -- Women are particularly bad for accumulating dozens of pairs of shoes, sometimes enough shoes to wear a different pair every day. Not only do a mess of shoes look horrible when someone passes by, some of those shoes might have quite the smell! Ladies, sort these shoes out and take them home.
• Don't forget computers -- Don't forget to consider those computer monitors and keyboards. People have a habit of decorating this tool to such an extent that it is not only unsightly, it can give an unprofessional appearance. Bunny rabbits, teddy bears and/or dancing dolls are dust collectors and professionally, they have no place in your workspace. And what about your keyboard keys -- are the cookie crumbs peeking out from underneath?
• Discard old reports/manuals -- Take a look around your workspace. Note how many old, unused software manuals or work reports are stacked up nearby. Why are you keeping them? How many old and worn-out laptop briefcases are stacked unused in your nearby cupboards or simply thrown in a corner. How many old wires and cables are taking up shelf space? You'll be surprised how many things you have picked up throughout the year, placed on or near your workspace and then were never used or viewed again. Clean them out.
• Conduct a furniture/equipment audit -- Employees aren't productive if they are sitting in an uncomfortable, worn-out chair or using equipment that isn't ergonomically appropriate. Conduct an annual audit and develop a replacement plan for furniture and equipment. Don't forget to check out your lights. Paying attention to ergonomics will make a great difference. Conduct a policy audit -- Keeping a policy manual up to date is one of the most challenging chores for management. For some reason, it is always pushed to the back of the "to do" list. However, the world doesn't stop just because you don't have time. Legislation changes and the need for new rules is always there. Make the task of doing an annual review a higher priority.
• Audit your HR statistics -- Are you aware of the statistics for your company's absenteeism, lateness and/or employee turnover? Are you aware of your WCB costs? Make this part of your spring cleaning -- check it out, determine the impact on your organization and review what could be done differently to create improvements.
• Wash your walls -- While we typically wash walls and windows in our home on an annual basis, believe it or not, industrial buildings and work locations are rarely ever washed. I know that in one building this "cleaning" cycle occurs only once every five years. Take a look around. Are old nail holes from a previous employee still showing and/or are they covered up with unsightly posters that don't truly fit the décor? Once again, set up a schedule and get it done.

Spring cleaning in one's home helps to create a refreshing start to a new season where growth and flower blossoms will soon arrive. Why not tackle your work environment at the same time. Pleasant surroundings reduces stress and helps to create higher levels of job satisfaction and productivity. Quit procrastinating and get at it!

Barbara J. Bowes is president of Legacy Bowes Group, a leading human resource and executive search firm. She is also author of three books and host of the weekly BowesKnows radio show. She can be reached at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .