Your workspace deserves a Clean Start

Files. Boxes. Paperwork. Outdated equipment. Look around your office. Do you see any of these things? There is plenty you can do about it, though. In fact, a Clean Start can help reinvigorate your organisation and your employees, leaving more room and time to concentrate on what matters most.

Step one: Evaluate

Beginning a transformation project may seem daunting. After all, there are a lot of moving parts. The first step is an office evaluation. You'll need help from facilities and the IT department. They will know how many paper files you're storing onsite, where they are, and whether they can be stored or archived. You'll also need to learn whether most of your files live where your employees work or if they've been put away in a file cabinet or storage area. Next you should assess your office equipment and furniture. If many of your employees work remotely, you may be holding on to offices and equipment that you no longer need. The same can be said for your IT assets. Is the organisation using everything you own, or are assets like laptops, monitors, printers, servers and telecom equipment sitting unused in a closet or server room?

Step two: Clean it up

The second step on the road to workspace organisation is the clean-out. Outdated or unused equipment and furniture should be donated, sold or stored in an offsite facility. Files — paper and electronic — need moving, too. In some cases, unwanted or unneeded files can be deleted completely or discarded securely. Many files, however, will remain. Those files can also get a makeover, with document scanning and management, digital workflow solutions, and storage in the cloud or on premises. Finally, your organisation should create sustainable, smart processes that will keep your filing, scanning, storage and asset management current so your office doesn't revert to old patterns. For instance, your organisation may create an active file-management room, document retention policies and a shredding and donation schedule. Cloud storage may also be part of your new strategy.

You don't have to go it alone

Though this may sound challenging, it's much easier when collaborating with a trusted partner. Working with a partner, you can improve efficiency while saving money on storage and office space. A partner that has experience doing workplace transformation can help you evaluate the efficiency of your current physical space and business workflows. It can also help you with everything from records digitisation to e-waste disposal to document archiving. And you can feel secure knowing these tasks are performed with the highest level of security and in the most environmentally friendly way. When you succeed, your employees will thank you. After all, less clutter means less distraction and a more productive workforce.