Should Your Business Introduce A Clear Desk Policy?

A tidy desk is a tidy mind, or so we are led to believe, and so a clear desk policy can sound like a nice idea. However, a clear desk policy is not just about making your workplace look nice, it is about making sure that important documentation is kept safe and secure at all times.

A clear desk policy can be a good way to keep your business within the law and protect your customers at the same time, and so many businesses now see a clear desk policy as a vital tool in the war against data theft. So, what is a clear desk policy, and should your business have one?

What is a clear desk policy?

There is a growing trend towards having a clear desk policy, and although there are many health benefits to having a clear desk, it is important that you understand all of its implications before implementing one in your business. Essentially, a clear desk policy requires employees to remove any sensitive business information from their desk every single day. This is not just paperwork that might have been left lying around, but also USB sticks, notebooks and even business cards.

Each item needs to be properly filed or disposed off so that every desk looks completely clear at the end of each day. This should be coupled with a clear screen policy as well, which ensures that all screens are locked or logged off every time the user walks away from them.

The benefits of a clear desk policy

The most obvious benefit of a clear desk policy is security. If sensitive items are left lying around then it becomes all too easy for them to fall into the wrong hands. If sensitive items are easily accessible, then you could find that your business is in breach of the Data Protection Act which will not only compromise your data but also leave you at risk of some hefty fines and penalties.

It is far too easy for a notebook, piece of paper or USB stick to be picked up as someone walks past, or for it to simply be swept into the wrong pile and handed over to someone it does not belong to. A clear desk policy means that this is far less likely to happen and protects both your business and your customers.

It is worth remembering that some items don’t just need to be protected from outsiders, but also from those within the office itself. Documentation that is only meant for certain eyes should be kept secure to prevent it being seen by someone who does not have sufficient clearance whilst they are on their tea break.

A clear desk policy can also contribute to better organisation within the workplace. If everything needs to be filed properly, then there is less chance of things being lost and everyone knowing where to find things. It can also help to declutter the space – a desk with nothing more than a mug, a family photo and a stapler can feel much less overwhelming and make the office feel like a better place in which to work.

If your workplace encourages hot desking, then a clear desk policy can be even more important. If an employee does not know where they will be sitting tomorrow, or who will be in the seat that they are currently occupying, then it is even more imperative that everything they are working with is locked away securely when they are finished with it.

Clear desks can also help with office hygiene, as they are much easier to keep clean. The more of the desk that is accessible, the better the opportunity to clean it properly. It is also worth remembering that clean and tidy office will usually look more professional to visitors and can help to foster an air of greater productivity amongst your employees.

Implementing a clear desk policy

If you decide to implement a clear desk policy, it is important that everyone in the business knows what it is and why it is important, and so education is key.

Take the time to provide information and explain what your expectations are in order for employees to find it much easier to take on board. You should start by issuing a clean desk checklist that helps everyone to understand what they can and cannot leave on their desks in order to avoid any confusion.

This can be something which can be printed and pinned to walls or saved on devices, allowing employees to run through it at the end of each day to ensure that they have not missed anything.

Of course, if you want items to be kept securely, it is important that you provide the means for people to do so. Lockable desks, drawers and cabinets mean that everything can be put away in a safe and secure way and will avoid employees thinking they should keep items on them or take them home.

Rads Storage, specialists in Secure Document Storage commented, “Many businesses are now aiming to become paperless, and this can help massively when it comes to a clear desk policy. By ensuring that as much of your documentation as possible is electronic means that it can all be stored on a secure server and there is no need for it to be strewn across a desk. It is also great for the environment, and so can be an important policy for a number of reasons.”

Some employees may find this policy challenging initially, so it is important to make sure that everyone in the management team supports the initiative and sets a good example of it. Try to make it fun and don’t be too overbearing – you can allow people to personalise their desks without leaving sensitive information on it.

A clear desk policy can ensure that your working data is secure whilst also creating a professional environment in which to work. As long as employees are given the tools to make it workable, then they should find it relatively easy to adapt to, and everyone will soon see the benefits of it.