A reference kit for an Office Manager: experts at BNP Paribas Real Estate identify 3 simple ways to overcome the everyday challenge of keeping the office clean and orderly
1. Say STOP to mess. Have a periodic clear-out and arrange things in a practical manner
The stories as to how mess is created in organizations sound like funny anecdotes at times, however we mustn’t forget that in reality they are a sign of serious business problems. The marketing department in one of the companies I researched collected various samples, which included those of food products. All the cabinets were filled to the brim, and some of the staff would stack them underneath their desks to have everything within reach and not waste time looking for what they needed. They really managed to fill the space underneath their desktops tightly. This well stocked ‘restaurant’ started attracting ants that took a particular liking to the marketing menu on offer and it became necessary in the end to call for help of the pest control services.
Karolina Dudek, Workplace Strategy Manager, Office Agency, BNP Paribas Real Estate Poland
When the responsibility to tidy up lies with individuals, yet directors and managers fail to pay attention to it and there is no ‘top-down’ governance, there will always be more pressing things that need tending to.
Karolina Dudek, Workplace Strategy Manager, Office Agency, BNP Paribas Real Estate Poland
Office cleaning requires regularity and consistency. Mess has the tendency to amass, which is why our failure to tidy up on an ongoing basis means we run out of space and start putting things away haphazardly wherever there is room available. Thus, it is a good idea to implement a practical system for having allocated spots for different things in our office. The office supplies cupboard, irrespective of whether it is a separate room or just a cabinet within the open space, should be split into different zones: mailing and packages, archiving and printing, stationery products, electronics and small equipment. Intuitive arrangement of specific supplies, using compartments, trays and maybe even old boxes will enable easy location. It is worth examining the contents of our office cabinets and containers. We will frequently find items that belong in the storage room/cabinet or are simply broken and not fit for continued use. This way we will gain room for storing relevant documents and samples. As far as the kitchen is concerned, inspect the crockery, equipment and food products regularly. A lot of people bring in their own containers and dishes and put them away in random cupboards that no one ever looks at. This stashed away and frequently out-of-date food, broken crockery and heaping food container pile are the curse of virtually all offices. The ‘Friday Fridge Clean Out’ is the time for getting rid of all unnecessary things found in the common kitchen. The ritual helps keep the space tidy and allows people to be independent and efficient
Emilia Adamczyk, Office Manager, BNP Paribas Real Estate Poland
2. Say STOP to cabinet extravaganza. Invest in acoustic panels and plants
If hoarding is your problem, then before you purchase yet another cabinet, it would be worth having a clear-out. Maybe you have accumulated too many unnecessary items? If the issue is noise and lack of visual privacy, a better idea would be installing acoustic panels. Tall plants would work too, they not only look pleasant and help divide the space into smaller areas, but also work well as sound diffusers.
Emilia Adamczyk, Office Manager, BNP Paribas Real Estate Poland
However, if the problem at hand is lack of cooperation between departments, or even conflicts, then it would be better to try and solve your genuine management related problems instead of hiding them behind more cabinets. It is usually a longer process, but it does bring more tangible benefits. It is sometimes difficult to diagnose a problem correctly without carrying out a detailed analysis of the organizational culture, especially that cabinet extravaganza can be contagious. To begin with there is one department attempting to solve certain issues through setting up more cabinets, and then others follow their neighbours’ example and surround themselves with cabinets.
Karolina Dudek, Workplace Strategy Manager, Office Agency, BNP Paribas Real Estate Poland
3. Say STOP to cablemania. Install cable ducts and trunking, clamps and boxes.
The main symptoms are cables hanging in tightly woven garlands between desks, lush cover growing around floor boxes, as well as broken wall sockets. People complain not only because it looks horrendous, but also because dust accumulates beautifully in the tangled cables. Cablemania is straight out dangerous. It is easy to catch something in the cables and knock it over, or even trip, which is particularly relevant for female staff in high heels.
Karolina Dudek, Workplace Strategy Manager, Office Agency, BNP Paribas Real Estate Poland
Cables can be hidden in specifically designed troughs, holders and wire trays mounted underneath your desktop. Once your cables are untangled, split them into bundles and mount them underneath your desktop using clamps, velcro and ties. Large bundles of cabling will be easily hidden using cable ducts, while your power strips will fit in dedicated boxes. If your desks do not have cable routing holes with grommets, ask the technical department to help you with the issue. When it comes to selecting best suited solutions to meet specific needs and requirements, consultants from the furniture company that has supplied the desks should be able to assist you.
Emilia Adamczyk, Office Manager, BNP Paribas Real Estate Poland