Farewell, winter!  Until we meet again next December, the team here at YES! Your Human Resources Solution is excited to usher in springtime this week.  There’s something refreshing about spring that signifies new life, new possibilities, and the need to clean everything from house to car to office, inside and out.  We’re perhaps less excited about that last bit, but we also know that a messy office and an organized mind seldom work in harmony.  Rather than let clutter conceal our capabilities, let’s look at how a dedicated day of spring cleaning can create a fresh and uncluttered mindset for the rest of the year.

• Purge old paperwork.  Cleanup day is a great time to go through paper files.  While keeping your company’s records retention policy in mind, archive or discard any files that are out of date, or that you don’t reference regularly.  Be sure to hold on to tax records, master documents, and legal documents, such as contracts, licenses, and warranties.  Another great alternative—scan your files into electronic format.  One year after scanning a document, the paper copy can be discarded in favor of the electronic version.  From there on out, remember to think before you print; do you really need a paper copy of that document, or can it serve its purpose electronically?
• Organize your computer files.  When you’re done converting your paper files to electronic format, chances are you will need to declutter your desktop icons, computer file folders, and email messages.  When it comes to desktop icons, you probably only need a few shortcuts obscuring that photo of your kids/dogs/vacation.  Often-used program shortcuts will be just as happy and less obtrusive when pinned to the Taskbar or Start Menu.  Often-used document shortcuts can be accessed from well organized file folders or from the “frequent” and “recent” lists available in most programs.  When it comes to decluttering electronic documents and email messages, ask how old is it, do you still need it, and do you need it where it is?  If your email inbox has two thousand messages dating back to Y2K, we see some deletions in your future.
• Declutter your work area.  Consider the area where you do the most work in your office or cubicle: probably a small radius of desk space surrounding your computer.  Keep this area as functional as possible by placing only the items you use the most within that arm’s-length radius.  These items will likely include your laptop or desktop computer, telephone, a few pens, and a planner or notebook.  Unless you use them frequently, paper, envelopes, paper clips, tape, staplers, and extra office supplies should all be kept inside your desk or in another area designated for these items.  Your paper inbox also should not be overflowing into your arm’s-length radius.  If it is, consider a daily paper system with baskets or magazine files, organized into “To Read,” “To Do,” and “To File.”  You can further break down this system into the days that each item should be handled.
• Disinfect often.  No matter how well you declutter, dust, crumbs, and fingerprints have a way of building up over time and dirtying your workspace.  Once a week or so, thoroughly go over your area with dusting cloths and disinfecting wipes.  In addition to wiping down your desk, wipe down your monitor, telephone, and keyboard.  A can of compressed air can help you flush out any food or dust bunnies trapped between keyboard keys.  On the days you do this, you can also seek out old sticky notes or assorted desk trash.

What’s really great about a dedicated day for spring cleaning is that the entire office can be encouraged to participate.  Management or HR can promote the day well in advance to make sure it gets on everyone’s calendars, followed by reminder email in the week leading up to cleanup day.  And on cleanup day itself, one employee can oversee the effort to encourage a fun, positive mood, and to make sure everyone is really using the time to clean up.

And that’s how one dedicated day of spring cleaning can clear the way for a fresh office for another four seasons!