We spend about 70% of our work day at our office premises. Not only us, we also have our clients visiting us there. In fact the office premises acts as the face for the organization to the outer world and our clientele. Thus it becomes very crucial that we maintain our premises at the best possible standards in terms of looks and cleanliness.
While the design and architecture is not in our hands, we can always try and maintain the premises tidy. Some of these undermentioned may involve long term commitment and capital expenditure, while most others require just personal interest and motivation.
1. Identifying Priority Cleaning Areas
Identifying priority cleaning areas and installing proper check points to ensure periodical cleaning activities have been perform. The house keeping staff should be instructed to fill the daily charts to ensure the tasks have been completed.
Some of the common priority cleaning areas usually are:
- Conference halls
- Reception areas
- Cafeteria / pantry
2. Cleaning Office Equipment
The office equipment, fixture and machinery should be dusted, wiped and if needed serviced weekly. These activities shall be conducted without being a disturbance to the routine business processes at the premises. If necessary servicing the equipment, these can be carried out during the office hours.
3. Investing in Robot Vacuum
Investing in robotic vacuum equipment, so as to make sure the floors of the office premises are always squeaky clean. These equipment can navigate the floor with least human interference, as per their schedules. There are robot vacuums that can handle vacuuming, dry and wet mopping of all types of floors including hardwood floor and even carpeted floors.
4. Remove Unproductive Items
Reduction of clutter and scraping off unwanted items can go a long way in making the office premises clean. Old equipment, unused items and folders can be either scraped or stored in separate area can be helpful. Once these unproductive items are removed these newly available spots can be used for productive purposes.
5. Using 5s Techniques from Japan
Using the 5s techniques from Japanese management which mainly talks about workplace management. It fundamentally talks about these 5 words / techniques to make the floor more productive and cleaner.
- Sort (Seiri) – refers to sorting the items
- Set In Order (Seiton) – set a specific place for each item
- Shine (Seiso) – clean the place and its surrounding
- Standardize (Seiketsu) – keep the items everyday at the same place
- Sustain (Shitsuke) – maintain the clean and shining surrounding
Following these principles may not only help the floor look neat and tidy, but also will improve the productivity. While these principles are applicable in factory and production area widely, they can also be transported to the world of office management easily.
Practice makes everything perfect. Cleaning the entire premise in a day is a Herculean task, but if we take it as a civic duty inside our office and every employee contributes to it in a small way, everyday like by tidying up his loose papers or organizing his files and folders, the entire office could be clean without fail.