How to declutter an office, and keep it that way

To declutter an office, start with paper, because it's usually the biggest pile. Then clear the desks, the shared spaces like the kitchen and the meeting room, and finally storage and the supply closet. Keep it that way with a clear-desk rule at the end of each day and a short reset every Friday that everyone takes part in.

The new year is a natural time to do it. A clear office is also a lot quicker to clean.

Why declutter an office?

• Things are easier to find. Nobody spends ten minutes hunting for the stapler or last quarter's contract.
• It's quicker to clean. Desks covered in paper don't get wiped. Floors covered in boxes don't get vacuumed.
• It's more private. Papers with client or employee details shouldn't be sitting out.
• It looks better to clients and to new hires walking in.

How do you handle the paper?

Paper is the first job. Give each piece one of four fates:

1. Recycle what's out of date, duplicated or no longer needed.
2. Shred anything with personal, financial or client details. For a big clean-out, a shredding service is quicker than an office shredder.
3. Scan what has to be kept but not in paper form, then file the scans where everyone can find them.
4. File the rest, with clear labels.

Check your own record-keeping rules, or ask your accountant or lawyer, before you shred anything you might be required to keep.

How do you clear a desk?

• Only the computer, a phone, a pen holder and what's being worked on today stay on top.
• One tray for incoming paper. Empty it every day.
• Personal things: a few, not a shelf full.
• Cables gathered with a clip or a sleeve, and labeled at the plug.
• Drawers: one for supplies, one for current files, one for personal things.

What about shared spaces?

• Kitchen: clear the fridge every Friday at a set time, keep the counters empty except for the coffee maker, and get rid of the mugs nobody claims.
• Meeting rooms: nothing lives there. Take everything out after each meeting.
• Supply closet: label the shelves, put like with like, and keep a list of what to reorder.
• Storage: old equipment, broken chairs and boxes of who-knows-what. Decide, recycle electronics properly, and donate furniture that still works.

How do you keep people doing it?

• Keep it small and regular. A short Friday reset beats a big clean-out every year.
• Make a short checklist. Five lines, posted in the kitchen.
• Turn up the music. A playlist during the Friday reset makes it feel less like a chore.
• Pair people up. Two people doing the kitchen together get it done faster.
• Say thanks. Coffee or lunch after a big clear-out goes a long way.
• Go first. If the manager's desk is clear, everyone else's follows.

Then what?

Decluttering is the office's job. Once desks and floors are clear, the cleaning has room to happen. For the day-to-day hygiene side, see our guide to keeping office germs down. If you want the cleaning handled, see our office cleaning page and request a quote for Commercial Cleaning with your square footage, the number of people and the rooms you want covered.

FAQ

Where do you start decluttering an office? Start with paper, because it's usually the biggest pile. Recycle what's not needed, shred anything with personal or financial details, scan what has to be kept, and file the rest. Then do desks, shared spaces and storage.

What is a clear-desk policy? A simple rule that desks are cleared at the end of each day: papers filed or locked away, cups to the kitchen, and only the computer and a few essentials left out. It keeps sensitive papers out of sight and makes desks quick to wipe.

How do you get employees to keep the office clean? Make it small and regular. A short Friday reset for everyone, a short shared checklist, clear labels on storage, and someone who owns the kitchen each week. Lead by doing your own desk first.

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