Published Updated 4 min read
A clean desk is easy to dismiss as a personal habit. In a shared office it's more than that. It decides how well the desk can be cleaned, how the office looks to visitors and who gets left with the mess.
This article covers the benefits of a clean desk and what a clean desk policy usually includes. It also shows how the work splits between staff and cleaners.
The benefits of a clean desk in a shared office
It can be cleaned properly. A cleaner can wipe a clear desk in seconds. A desk under papers, mugs and chargers gets cleaned around, or not at all.
It's safer. Desks carry computers, screens, phones and the cords that run between them. Clutter hides those cords, and loose cords are a trip hazard. Keep them tidy and the desk is easier to clean and safer to walk past.
It saves time. Staff stop hunting for the document or the pen they put down yesterday. Everything has a place, so it's quicker to find.
It looks better to visitors. Clients and new staff notice a tidy office. A clear desk tells them the business pays attention to detail.
It's more hygienic. Desks collect crumbs, coffee spills and whatever was on people's hands. Clearing them lets regular cleaning reach the surface.
Workplace hygiene on shared desks, keyboards and phones
Hot desks and shared workstations change the picture. Several people may use the same desk, keyboard, mouse and phone in a week. Each leaves something behind.
The surfaces people touch most need cleaning most often. On a shared desk, that means the desktop, the keyboard and mouse, the phone handset and the chair arms. Kitchens, meeting room tables and door handles are in the same group.
Good workplace hygiene here is mostly routine. Clear the desk at the end of the day, wipe the shared equipment, and let the cleaners do the rest on a schedule.
What a clean desk policy usually covers
A clean desk policy is a short set of rules staff agree to. Most cover three things.
Hygiene. No food left at desks overnight. Cups go back to the kitchen.
Tidiness. Desks cleared at the end of each day, especially hot desks, so the next person starts clean.
Security. Papers with private or client information locked away, and screens locked when staff step away.
Keep the policy short enough to remember. Put it where people see it, and have managers follow it too. A policy that only applies on paper won't last long.
Simple habits for keeping a desk clean
A few small habits do most of the work.
Clear the desk before you leave. Papers away, cups to the kitchen, bin emptied.
Keep only what you use daily on the desk. Everything else goes in a drawer or locker.
Bundle and clip cords so they stay off the floor.
Wipe up spills when they happen, before they dry.
If you want to clean your own desk between professional cleans, these general steps work for most desks:
Clear everything off the surface.
Wipe the desktop with a damp cloth and a suitable surface cleaner.
Wipe the keyboard, mouse and phone with a cloth or wipe made for electronics. Don't spray liquid onto them.
Dry the surface, then put back only what you need.
What your office cleaners handle, and what staff do
The split works best when it's written down. Many offices split it simply. Staff clear their desks, and cleaners clean the clear surfaces and the shared areas.
Your office cleaners should handle the regular cleaning in your scope. That usually means floors, kitchens, bathrooms, bins and the surfaces people touch most. Staff look after their own desks during the day, keep them clear at night and tell someone when something needs attention.
At Emera, each office has a checklist by room, with kitchens, bathrooms, meeting rooms and desks each on their own list. We roster the same people to your office, so they learn which desks to leave alone and where the recycling goes. See our office cleaning for how the rest of it works.
Setting a cleaning schedule that fits your office
How often you need a clean depends on how many people use the office and how often.
A full team in most days. Most offices like this need cleaning every weekday.
A smaller or part-time office. Two or three visits a week often works, with kitchens, bathrooms and bins done on each visit.
Deeper work. Carpets, windows and hard floors need a deeper clean a few times a year. See professional carpet cleaning vs DIY for the carpet side.
Write the schedule into your cleaning scope so everyone knows what's done and when. Review it when the office changes, such as a new floor, more hot desks or a different number of staff in each day. Our FAQs cover what commercial cleaning includes, and Resources has more articles for facilities teams.
If you'd like a schedule built around your own office, request a site visit. We'll walk the office with you, then send a written scope and price. The visit is free, and nothing is booked until you agree.
