Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Samia Thompson
Reviewed date: 2025-09-08
Next review date: 2026-09-07
This SOP details the step-by-step procedures for maintaining a clean, organized, and professional office environment at Easyterms. Its purpose is to ensure consistency in tidiness practices, promote a safe and efficient workspace, and uphold the company's image.
This SOP applies to all employees, contractors, and visitors within Easyterms' office premises, covering individual workstations, common areas, meeting rooms, and storage spaces.
4.1 All Employees: Responsible for daily adherence to tidiness procedures at their workstations and in common areas.
4.2 Designated Staff/Operations Department: Responsible for scheduling and overseeing weekly maintenance tasks, conducting audits, and reviewing feedback.
5.1 Clear Desk Policy: A policy requiring employees to clear desks of non-essential items at the end of the day.
5.2 Cord Management: The practice of organizing and securing cables to avoid clutter and hazards.
6.1.1 Workstation Organization:
Ensure all documents, files, and stationery are stored in their designated places (drawers, shelves) throughout the day.
Keep only essential items on your desk during working hours.
Dispose of any trash immediately in designated bins.
6.1.2 Clear Desk Policy Compliance:
At the end of each workday, clear your desk of all non-essential items. This includes personal items, documents, and stationery that are not explicitly required to remain on the desk overnight.
Store all documents in filing cabinets or drawers.
Stow away laptops, keyboards, and mice neatly, or secure them as per IT policy.
6.1.3 Common Area Responsibility:
Immediately clean up after using shared spaces such as meeting rooms, break rooms, and kitchens.
Return chairs to their original positions and wipe down tables after use in meeting rooms.
Clean up spills in the kitchen/pantry area immediately.
Ensure all shared equipment (e.g., printers, copiers) areas are clear of paper and debris.
6.2.1 Common Area Deep Clean:
Perform a thorough organization and cleaning of all common areas, including reception, hallways, meeting rooms, and break rooms.
Dust surfaces, wipe down high-touch areas, and vacuum/mop floors where applicable.
6.2.2 Shared Supplies Area Check:
Review and reorganize the shared equipment and supplies area.
Ensure all items are clearly labeled and returned to their proper location.
Identify and report any low stock items for reordering.
6.2.3 Cable Management Audit:
Periodically check for tangled or unsecured cables under desks and in common areas.
Implement and maintain cable management solutions (e.g., cable ties, conduits) to ensure cords are neatly organized and safely secured.
6.3.1 Scheduled Decluttering:
Participate in monthly or quarterly scheduled office-wide decluttering sessions.
Review personal and shared items to identify and remove unnecessary or obsolete materials.
Dispose of items responsibly through recycling, donation, or appropriate waste channels.
6.4.1 Signage Control:
Ensure only essential safety and emergency signage is displayed prominently.
Utilize central noticeboards or digital displays for general communications, removing outdated notices promptly.
6.4.2 Promote Digital-First:
Actively work towards transitioning paper-based documents to digital formats.
Scan and save important documents digitally, reducing the need for physical storage.
6.5.1 Food Consumption:
Restrict food consumption primarily to designated break areas or the pantry.
Avoid storing food items at individual desks unless immediately consumed.
Ensure all food waste is disposed of in appropriate bins immediately after eating.
Clean up any crumbs or spills from desks or common areas promptly.
7.1 Regular Audits: Designated staff will conduct regular (e.g., weekly or bi-weekly) audits and spot checks to ensure adherence to the Office Tidiness Policy and this SOP.
7.2. Feedback Mechanism: Employees are encouraged to provide feedback on tidiness initiatives and suggest improvements via [Specify preferred channel, e.g., a suggestion box, email to Operations Department].
All new employees will receive an induction on this SOP and the Office Tidiness Policy. Regular refresh training will be provided annually or as needed.
This SOP will be reviewed annually by the Operations Department to ensure its continued effectiveness, compliance, and alignment with business objectives.