Work More Safely and Efficiently with the Clean Desk Policy

The clean desk policy means that everyone must put away all papers and other items at the end of the workday, so that the desk is tidy. That sounds a lot simpler than it is. You have to tidy up as you work, securely shred paper, and keep track of documents lying around. That’s often quite difficult when you’re busy and focused, rushing from one client visit to the next.

[BOX] These days, the concept of a “clean desk” is nothing new. More and more companies are implementing a clean desk policy. But why? You’d think everyone should be allowed to organize their own workspace in whatever way makes them feel most comfortable, wouldn’t you?

People sometimes say, “A tidy house means a tidy mind,” and the same goes for a desk. The clean desk policy is very simple: a clean and empty desk. It creates a sense of calm, and a calm mind allows you to focus on your work. Because your desk is tidy, you also have a clear overview of where important papers and digital documents are stored. So you’ll spend less time searching for them.
If you receive an (unexpected) visitor, your desk will always be tidy. So get rid of all those yellow sticky notes, business cards lying around, and overflowing notepads. All the items on your desk create distractions, hinder your productivity, and can even lead to a real privacy scandal.

These days, many healthcare professionals have a shared office or work in a shared office space. Do you, too? If so, it’s very important that you keep your workspace neat and tidy. Your coworkers shouldn’t be able to see patient information until you’ve officially forwarded it to them. Besides, it’s not pleasant for someone else to look at your mess when they keep their own desk so neat.

1. When a client walks in (unexpectedly), a tidy desk makes a good impression—even on colleagues or your supervisor.
2. No one is bothered by your desk being covered with paperwork.
3. There isn't any reliable information out there.
4. You're storing documents more effectively and securely than ever.
5. Cleaning is a breeze.

1. Keep a trash can within arm's reach. That way, you can quickly and easily toss away unnecessary papers. A trash can under your desk is ideal: you can reach it right from your desk chair to dispose of clutter like snack wrappers, coffee cups, and meaningless scribbles.
2. Take a look at the accessories on your desk. If you're not using them, put them away.
3. A paper shredder nearby. You can use it to immediately shred any information that is not intended for third parties. A shredder that only cuts vertically is not sufficient under the GDPR. You can find devices that safely help you get rid of all unnecessary paperwork in our online store.
4. You can scan important documents that are eligible for archiving and store them digitally. This means you don’t have to first transfer the information from paper to a digital environment—just upload the document directly into your system. Especially when you choose a smart document management solution, the text is recognized and stored in the right place. Make sure to use a scanner with OCR or encoding for recognition so that scans can be securely imported, sent, and stored.
5. You’re probably familiar with the inboxes in your email, but it’s also helpful to have a physical inbox on your desk—for example, a small mailbox or document folders. After all, you’ll need a temporary place to put papers lying around, such as your subscription to a trade journal, an interesting advertisement, or an incoming invoice. Come up with a system that works for you. That way, different documents stay separate from one another.
6. Cut down on paper. Stop using all that extra paper, like magazines and newsletters. You can often sign up for digital versions of magazines and read them online. The same goes for newsletters. Take a look at your subscriptions—are they really necessary? Try to minimize them; it’s also better for the environment.
7. A desk drawer for office supplies. For example, use the top drawer for all kinds of office supplies. That way, you’ll have them close at hand and they won’t be cluttering up your desk.
8. Plan and organize your tasks. Do you want a clean desk? Then use a paper desk mat. Notes are always in plain sight and will continue to catch your attention. Centralize your notes, tasks, and schedules in one place in your office. You can use a whiteboard or a flip chart for this.
9. Take a "before and after" photo. Want to make a really dramatic change? Then take a "before and after" photo. You'll clearly see the difference—and how good it looks when you take the time to do it. Want to convince your coworkers? Show them the photos!
10. Schedule a cleanup time. Make it a habit to set aside a few minutes for cleanup on a regular basis—for example, at the end of each workday. It’ll only take you a few minutes at most.
11. Keep your desk clean. Now that you’ve put so much time and energy into keeping your desk tidy, you’ll naturally want to keep it clean, too. Clean your desk and supplies regularly. For example, there are special spray bottles for your keyboard and wet wipes for your monitor, tablet, and mouse.

Do you work in a shared office or have a few coworkers? Then remind each other about the clean desk policy. Put up posters near the coffee machine, in the kitchen, or by the copier. Or just give each other a heads-up. Are you a self-employed healthcare professional? Then you need to be consistent about following the clean desk policy every day—even when you’re mostly on the road, traveling from one patient visit to the next. The more often you do it, the more organized your work will be, both online and offline.