What are the benefits? Why spend a day doing this?
- The simple benefits include employee safety and customer satisfaction that come from removing tripping and fire hazards, for example, and getting rid of piles of old documents and obsolete forms to focus on real priorities.
- Then there are the more subtle benefits of streamlining core processes, removing red tape, and deleting ancient documents and tax records that can only cause headaches and extra legal costs if someone comes looking.
- A cleanup provides immediate productivity improvements in the speed and quality of customer service, project management, and order processing.
How can you take effective action? What can be cleaned?
- Start with the piles around the office. Clean up all work spaces and create specific places for stuff that accumulates – new project ideas, filing, shredding, rags, pallets, old marketing material, etc. Look at stored documents. How much are you paying for storage? What better use could that space have in your workplace? Do all stored boxes have destruction dates?
- A document retention policy (it’s really about destruction) will be your legal answer to outside questioning about what was destroyed, when, and by whom. See Tip 110, Got Docs?
- Consult your legal and tax advisors in setting destruction dates.
- Look into computers – documents and email. Look at all drives, devices and archived files, disks, tapes, and hard drives. Employees always set up their own personal storage spots. Turn over all rocks! E-discovery work by attorneys can be extremely expensive if you have mounds of old, archaic data and files.
- Again, a document retention policy is your first step.
- Ensure that destruction is secure and complete – especially with old hard drives – and new fancy photocopiers! – where simple deletion often does not remove all data.
- Check all vehicles for obsolete tools and equipment, trash and lost or forgotten clothing, personal protective gear, and expired documentation. Driver safety can be at stake with these distractions. Communicate a clean vehicle policy for all.
- Finally, look at your emergency supplies and first aid cabinets. Get rid of the obsolete items; get new articles, and set a schedule for future reviews. Lots of suppliers offer refill kits to make it easy.
Take a Spring Cleaning Day
to get rid of spider webs and dust bunnies. Then you and staff are not “haunted” by what’s lurking in piles and old dicey emails. And you may even find that contact file you’ve wanted to follow up with or even a $20 bill!