How do you keep a tidy desk when you have a flexible workspace?

The New Way of Working (HNW) concerns flexible working in terms of time and place. So, no more fixed workspaces, but flexible workspaces instead. That could be at home, while travelling, or at the office. Your employees themselves decide when, where and how they achieve the desired output. The New Way of Working gives your people greater control and responsibility. This is one of the factors that increases employee satisfaction. At the same time, it reduces facilities and ICT costs. But there is a downside too. 

The New Way of Working is not entirely free of obligations or without rules. Many organisations opt to combine the New Way of Working with a CleanDesk policy. However, CleanDesk requires a degree of explanation, communication, new skills, aids and modified workspace concepts.
 

Under the CleanDesk policy, employees are expected to leave a clean and tidy desk behind at the end of a work session and to pack away things like documents, writing materials and personal items, or take them along. In some cases, policy dictates that the desk be left clean and tidy every time you leave it, even for a one-hour meeting. This way, workspaces are used efficiently, they do not remain occupied unnecessarily while the user is absent.

Offices that have switched to The New Way of Working often look professional and well organised and make for an inspirational environment, particularly during the period shortly after completion. Regardless of their work activities, employees are expected to choose a suitable workspace every day; a flexible workstation, a place to deliberate, a place to concentrate, et cetera. Our modern-day technology enables employees to work anywhere, even at home. People work digitally to a large extent and availability of physical archiving space is usually greatly restricted. The locker case, trolley, or laptop bag serve as a personal work archive. The CleanDesk policy applies too, because every workspace must be available to everyone.

 

The New Way of Working and CleanDesk are inextricably linked for 9 out of 10 organisations. One of the main reasons cited is the protection of company information. Confidential documents or privacy-sensitive customer data pose a business risk. In addition, a cluttered and messy desk does not make a professional impression on colleagues, visiting clients, or the outside world. An empty desk creates ‘’calm’’, which enables people to work in a simpler and more orderly way.

Nevertheless, the Nationale Werkplekonderzoek (national working conditions survey) shows that 38% of employees actually regard a feeling of “homeliness’’ as the most important aspect of an office workspace (2011)1. 47% of respondents regard personalisation of the workspace as important. Scientific research by the University of Exeter (UK)2 shows that employees are happier when they can organise their office workspace themselves.

If your company adheres to a CleanDesk policy as part of The New Way of Working, ensure your employees are able to store their things when they clear the desk. That could be a trolley or a central area with locker cases, for example. But the issue of whether or not to supply employees with personal keyboards (partly on account of hygiene reasons) is also a worthwhile consideration. Personal keyboards and mice are also stowed away and make the desk even tidier.

The New Way of Working & CleanDesk are two concepts that complement one another perfectly. CleanDesk is even a must from the employer’s perspective. Employees sometimes view CleanDesk as a hassle and a nuisance. This can be avoided with effective communication about the rules and where necessary, making the right tools available.