Whether you and your employees are going back to the traditional work setup or not, it can’t hurt to do some thorough spring cleaning in your office or workspace. And it’s not just because of COVID-19, too. A thorough dust-up can help eliminate allergens, eliminate distracting visual clutter, and help make your team feel like you’re truly beginning a new chapter. If some of your employees are returning to the workplace soon, now is the best time to do some spring cleaning. Here is your ultimate spring cleaning checklist for the office.
Hire professional services for deep cleaning
While your building’s super may be in charge of the general dust-up in the building, you might still need outside help for more thorough cleaning like disinfecting, sanitizing, and deep cleaning. Since the pandemic, professional cleaning services have stepped up their game since they saw the need for our homes and workspaces to be cleaned and sanitized from the inside out.
Research says that germs, bacteria, and microscopic pests like dust mites, bed bugs, and fleas can negatively impact our health. When was the last time you hired an upholstery cleaning service? How about your business’s rugs and carpets? If you can’t remember, then maybe now is the time to have them cleaned by a professional. Your employees will truly appreciate sitting on a couch that doesn’t smell like it was last cleaned in the 1900s.
Reorganize the physical and digital files
Here are some tips for reorganizing your filing system:
- If you’ve never done it before, consider color-coding everything. Studies show that the use of color can help your employees retain data, and it obviously breaks up monotony, so it’s easier to identify files you’re looking for.
- If you can, digitize everything now. There is so much benefit to going completely paperless: It saves up physical space, your files will be secure and backed up immediately, and it’s good for the environment. You can do this by scanning all of your physical files now so that they have digital copies, and you can have your old files shredded and sent to be recycled.
- Set an expiration date on your files by establishing a “throw by” date. This can be 1 year, 2 years, maybe even 10 years—but if you find that you don’t need to keep these files for whatever purpose, consider archiving them. It will help keep your main file system filled with documents that are recent and necessary.
- Consider exploring a new way of dividing files, especially if the old system isn’t working. For example, if you used to divide documents based on department and it’s keeping people from finding the documents they need immediately, consider consulting an organized employee who you know understands how things work. You can ask them to reorganize the files and give you a key for your reference. You can also choose to organize by order of importance and necessity.
- Come up with a system for how you will maintain this new way of organizing. No matter how good your new filing system is, you can expect it to be in disarray again once the employees come back. The best way to maintain this is by having a calendar where everyone can do this task at least once a week. The staff members can do it by shifts of two or three, especially if you have a fairly large filing system.
- Make sure that the finished tasks are always separated from ongoing work.
Mind the pantry and other common areas
Inspect the pantry and refrigerator for expired foods, condiments, drinks, and other snacks. If the office has not been occupied in a while, you can be sure that some of your employees might have left some food that needs to be thrown away immediately.
To organize your pantry, use the same strategy you did for your filing system: Organize by importance, label everything, and ask a volunteer to help you understand your workspace’s culture in terms of food so that you can organize everything in a way that is helpful for everyone.
- Organize the wires. The last thing you want in your office is fire and tripping hazards. There are plenty of wire organizers in the market that you can explore to keep every wire in its place.
- Don’t forget office ergonomics. Your staff members deserve to work in a space that won’t strain their necks and backs.
With vaccines being rolled out across America and the rest of the world, we can be hopeful that things might be back to normal soon. But before your staff comes back to the office, make sure a spotless workspace awaits them.