Clean Desk Policy: Why It Makes Office Cleaning Better

A clean desk policy is a simple workplace rule that asks staff to clear their desk at the end of each day, so that papers are filed or locked away, screens are locked, and personal items are put in a drawer or locker. It's mostly known as a privacy and security rule, but it also makes a big difference to how well your office can be cleaned.

When a desk is clear, your cleaner can wipe the whole surface, but when it's covered in papers, cups and cables, it's often left untouched so nothing gets disturbed. Our own cleaners don't organise papers or open drawers, so our office cleaning in Canberra includes wiping the desk areas that are clear, as agreed in your written task list.

The main reason is to protect private information. Papers left on a desk overnight can be read by anyone who walks past, including visitors, contractors and other tenants in a shared building. Screens matter too, and the NSW Government's cyber security guide for all staff advises locking your screen whenever you step away from your desk.

In Australia, the Office of the Australian Information Commissioner (OAIC) explains in its guide to securing personal information that physical security is part of protecting the personal information you hold, and one of the questions it asks businesses is whether there is a clean desk policy where personal information is being handled. The OAIC's guidelines on Australian Privacy Principle 11 also say that reasonable steps to protect personal information should include physical security, as well as ICT security and access security.

Moving papers or personal items on a desk carries a risk of losing something important, so a cluttered desk is often left alone, while a clear desk can be dusted and wiped from edge to edge at every visit.

This matters most on shared desks, hot desks and meeting room tables, which are touched by many different people during the week. The Australian Centre for Disease Control explains that germs can spread through shared objects and surfaces, so a clear surface that can be cleaned properly is a simple way to help.

There's a practical side as well, because the ACT's approved code of practice for managing the work environment and facilities says that workplace facilities must be kept clean, safe and in good working order, and clutter makes that harder to achieve.

A good policy is short enough to fit on one page, so that staff will actually read it. Most policies cover the same few points, and you can adapt this list to suit your workplace.

Hot desking makes a clean desk policy even more important, because a different person may sit at the same desk every day. Ask staff to clear the desk completely when they leave, and keep a few disinfectant wipes nearby so they can wipe the keyboard, mouse and desk before they start.

Lockers or storage boxes are especially useful here, because staff need somewhere to put their belongings when they don't have a desk of their own. Without lockers, people tend to leave their things on the desk, which defeats the purpose of the policy.

Every office should agree in writing what the cleaner does when something is left on a desk, so there's no confusion later. For example, you might decide that the cleaner wipes only clear desks, leaves all papers exactly where they are, and reports anything unusual, such as an unlocked cabinet or a laptop left out overnight.

These details belong in your cleaning agreement, and our guide to what to put in a commercial cleaning contract explains how to write them into a scope of work. If your cleaner holds keys or alarm codes for after-hours cleaning, ask how they're kept safe, because that's part of protecting your information too. At Aussie Duo, our policy is that cleaners don't organise papers or open drawers. Every key we hold is tracked by GPS, and alarm codes are stored securely in our system and given only to the cleaner who looks after your site.

A new policy works best when staff understand the reason for it, so explain that it protects private information and helps the office stay clean, rather than presenting it as a rule about tidiness.

Start with a short trial of two or three weeks, and ask the office manager to complete a quick walk-through at the end of each day during that time. Once the habit is set, a weekly check is usually enough to keep it going, and you can add the policy to the induction for new staff.

Aussie Duo is a family-owned Canberra business that has been cleaning since 2013, and our commercial cleaning covers desks, kitchens, washrooms and floors, all agreed with you in a written task list. You can see the full list of tasks in our office cleaning checklist. The minimum visit is $187 including GST ($170 + GST). To get started, book a free site visit or call 02 5501 3316, and we'll reply during business hours, Monday to Saturday, from 7am to 7pm.