Want to Boost Productivity? Start by Cleaning Your Office

How to keep a clean and organized office

Cleaning and maintaining your office consistently is essential to taming the clutter. Use the following best practices to organize your business, foster a healthy mental state and enhance your daily work life.

1. Throw out or donate what you don’t need.

The first step in cleaning your office is conducting a workspace audit. Take a thorough look at your office space and identify what items, paperwork and supplies you truly need versus what you can do without. Consider what you use daily, occasionally and never. Then, create separate piles for trash, items to keep and items to donate.

Letting go of certain items or materials may be challenging initially. However, if you never use something, it only contributes to the mess. Clearing out unused items will make your workspace more efficient and organized.

2. Hide electrical wires and chargers.

Concealing wires and tech accessories can significantly affect how clean and neat your workspace appears. An organized workspace is especially important if you meet with clients or vendors in your office. If you notice the clutter, they will, too. However, with all wires and cables tidily organized, you’ll feel more confident about collaborating.

Using a surge protector can help you keep all your cords plugged into the same outlet, reducing the clutter of wires coming from multiple places. If your desk has an open back, arrange the wires neatly inside so they aren’t visible. The goal is having accessible cords without drawing unnecessary attention to them.

3. Reduce paper usage and recycle extra paper.

With a push toward paperless offices and the availability of robust document management systems, paper usage may seem relatively low in the modern workplace. Still, paper isn’t going away anytime soon. In fact, according to Statista, global paper consumption is expected to reach 476 million tons by 2032. 

Businesses that want to increase organization and tidiness should consider incorporating more online document storage, receipt-tracking apps, note-taking apps, online resources and other tech tools that will reduce the need for paper. Additionally, recycle any paper you use. Reducing paper usage is also a key part of a sustainable business model. 

4. Minimize desk clutter.

Although throwing random items on the desk is easy, desktops are not just storage space. They’re where you focus on your daily tasks and long-term goals. As such, your desk should be an environment that supports and fosters concentration and focus.

To create a workspace that improves productivity, all items on your desk should be necessary, neat and organized. Use drawers, filing cabinets and other storage solutions wisely to keep items you may need close at hand without having them cluttering your desk. 

Your wall space can also help you minimize desk clutter. Sturdy shelves, for example, can hold crucial supplies. 

5. Clean and organize regularly.

Unfortunately, cleaning once — and never again — won’t help you stay organized in the long term. Regularly cleaning your workspace must become a conscious habit, similar to scheduling emails or attending meetings, to prevent it from returning to a cluttered mess.

Choose a frequency that works for you. Tidying up for 15 minutes once a week should be more than enough time to put everything back into place and wipe down your desktop. Avoid procrastinating on cleanup tasks, as this will only create more work later. If something is useless or doesn’t enhance your workspace, don’t hesitate to remove it.

Once you realize how much time you’ve been wasting searching for misplaced items or working through clutter, you’ll appreciate the relief of having a properly organized space.

6. Minimize workplace distractions.

A clean, organized office is more than a tidy space — it’s a distraction-free zone that allows you to focus and perform at your best. Ryan Matt Reynolds, CEO and founder of Barbell Logic, highlighted the importance of creating a dedicated physical space that can be insulated as much as possible from noise, people and notifications. 

“A sound organizing system, minimalist designs and reduced clutter are great, but [nothing is] as important as the door that closes your workspace off from the outside world,” Reynolds explained. 

However, some environments, like open office plans, may not provide the privacy and peace you need. “If you don’t have a door, you might need to get creative to create a distraction-free workspace: a library study room, noise-canceling headphones, or a temporary partition,” Reynolds suggested.

7. Leave your hobbies at home.

While it may be tempting to scroll through social media, order groceries or eat lunch at your desk, it’s essential to separate your office as a space dedicated solely to work. Reynolds stressed that you should treat your workspace like an athlete heading to the court or field.

“When you cross the threshold into your workspace, it should signal to your body and mind that it is time to work,” Reynolds explained. “So, avoid anything that will encourage you to do other things at your workspace: eat, watch movies, surf the web and respond to non-work notifications. Intentionality can get around all kinds of work avoidance. By creating an intentional space and practicing that intentionality, you learn to focus when it’s time to focus.”

How workspace cleanliness and organization affect productivity

Consider the following ways workspace cleanliness can significantly improve productivity.

• Workspace cleanliness improves concentration. A tidy workspace reduces stress and anxiety while enhancing concentration. With fewer distractions, workers can clear their minds, stay focused and perform their tasks more efficiently. 
• Workspace cleanliness can help decrease sick days. A sanitized workspace can help prevent the spread of common viruses, reducing employee sick days. Investing in a professional cleaning service is a proactive way to maintain a healthier workplace and support your team’s well-being.
• Workspace cleanliness can enhance focus. Reynolds emphasized the importance of reducing chaos in both your workspace and schedule. “Every type of focused work comes down to building and improving your ability to focus and eliminating chaos. Until you build up the focusing habit, your mind will look for just about any excuse to avoid it,” Reynolds explained. “A chaotic schedule or setting will invite distractions every time.” 
• Workspace cleanliness can improve work performance. Reynolds emphasized that taking control of your workspace and workflow can ultimately improve your job performance. “Focused work puts control back into your hands by giving you the choice of what to work on and boosting your productivity so you can get past the urgent and take time for what is important,” Reynolds said.
• Workspace cleanliness promotes employee well-being. Messy distractions can negatively impact workers’ mental health. A cluttered environment often leads to procrastination and a lack of motivation to complete tasks on time. In fact, according to an often-cited study on procrastination and clutter, an untidy workspace can inhibit your ability to function and even decrease overall life satisfaction. In contrast, a tidy, organized workspace fosters better focus, productivity and a sense of accomplishment.
• Workspace cleanliness can boost morale. A well-maintained workplace can significantly boost office morale. Hygienic and clutter-free environments foster positive attitudes and improve overall employee satisfaction. Simply maintaining a clean office can make employees feel valued and appreciated. An organized workspace also reduces employee turnover and motivates workers to meet goals for a company upholding high standards. Additionally, teams benefit from lower employee burnout levels and increased creativity, further enhancing engagement and productivity.
• Workspace cleanliness lowers equipment costs. Maintaining a clean workspace can help prolong the life of your electronics and office equipment. Regular maintenance identifies and repairs problems before they become severe, preventing essential items from breaking down. This proactive approach reduces supply costs and keeps the office running smoothly. 

Chris Christoff contributed to this article.