Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Samia Thompson
Reviewed date: 2025-08-11
Next review date: 2026-08-11
This policy applies to all employees, contractors, and visitors within Easyterms' office premises, covering all workstations, common areas, meeting rooms, and storage spaces.
This Office Tidiness Policy outlines Easyterms' commitment to maintaining a clean, organized, and professional work environment. It aims to enhance productivity, promote a safe workspace, and ensure a positive image for employees, clients, and visitors.
This policy applies to all employees, contractors, and visitors within Easyterms' office premises, covering all workstations, common areas, meeting rooms, and storage spaces.
The company shall ensure that specific, designated locations are assigned for all supplies, documents, electronics, and personal items. All employees are responsible for returning items to their designated spots immediately after use.
Regular decluttering sessions, conducted at least monthly or quarterly, shall be implemented to review and remove unnecessary items. Obsolete items must be recycled, donated, or disposed of responsibly.
Only essential information, such as safety protocols and emergency procedures, should be displayed. Central noticeboards or digital displays shall be utilized for all other communications.
The company encourages the transition from paper-based documents to digital formats to minimize physical storage requirements and promote a paperless environment.
All employees are required to leave their desks clear of non-essential items at the end of each workday. Only essential items required for immediate use should remain on the desk during working hours.
Appropriate cable management solutions shall be implemented and maintained for all desks, conference rooms, and shared areas to prevent clutter and reduce trip hazards.
Employees are permitted to keep a limited number of personal decorations at their workstations. These items must not encroach into communal spaces or create clutter.
A well-organized and clearly labeled area shall be maintained for all shared equipment and supplies. Only essential items should be stocked, and inventory should be managed efficiently.
Food storage is restricted to the designated pantry or break room areas. Employees are responsible for promptly cleaning up after consuming meals and snacks to maintain hygiene and tidiness.
Weekly cleaning and organization tasks shall be scheduled for common areas. Responsibilities for these tasks may be rotated among staff members.
An open channel will be provided for employees to offer suggestions and improvements to the office organization system, fostering a collaborative approach to maintaining tidiness.
Senior Management: Overall responsibility for approving and overseeing the implementation and adherence to this Office Tidiness Policy.
Designated Staff: Responsible for conducting regular audits and spot checks to monitor compliance.
All Employees: Responsible for understanding and adhering to this policy and actively contributing to maintaining a tidy and organized workspace.
Compliance with this policy will be monitored through regular audits conducted by designated staff. Spot checks may be performed to ensure adherence to the Clear Desk Policy, cord management practices, and overall office tidiness. Feedback from staff will be reviewed periodically to improve the policy.
This policy will be reviewed at least annually, or more frequently if there are significant changes in office layout, business operations, or identified needs. Any revisions will be communicated to all employees in a timely manner.