Office Environment

Increase your organization’s productivity with these simple changes

If you have your own business, you are probably always looking for ways to increase employee productivity in order to increase revenue. In the highly competitive business world, business owners often find themselves asking “how is my office environment impacting employee productivity and what can I do about it?”

Cleanliness is next to Godliness

In the workplace, the way your office environment is set up plays an important part in how productive your employees are. Understanding your employees the way they work can help you create an office environment and layout that will foster productivity.

There are many employees who spend more time at their workplace than they do in their own homes. Because of that, it is important that the workplace is a clean environment.

There are many different factors that can impact an employee’s performance and productivity in the office environment. Some of those factors include :

  • Air quality

Did you know that poor air quality can affect an individual’s concentration and reduce energy levels? The importance of air quality should not be overlooked as it can have a significant effect on employees’ general sense of well-being. Ventilation is important for the control of dust, fumes, gases, climate and thermal comfort factors. It is worth checking that the air conditioning systems are working properly or not at regular intervals. One simple fact can be considered: the more oxygen that goes to the brain, the more effectively employees will work. Moreover, smoking must be prohibited in the office.

  • Lighting

Lighting is the primary factor that affects an employee’s productivity. Working in dim or over bright work environments can result in eye-strain, headaches and irritability. Try incorporating both natural and artificial light. Keeping your office bright helps to create a more cheerful mood and helps to increase productivity. The right lighting will make employees calmer, positive and more creative.

  • Temperature

According to a research, the temperature has a greater effect on employees. If your office is too hot or too cold, your employees will find themselves distracted. Extremes of heat can reduce concentration and cause a number of heat-related illnesses. There isn’t a perfect temperature for everyone, but try to find a temperature that most of your staff is comfortable.

  • Noise

Noise is one of the biggest distractions in the workplace and it can also be one of the biggest reasons why your employees aren’t productive. Too much noise such as sound from equipment, tools or people’ s conversation may prevent employees concentrating on their jobs, consequently decreasing their productivity. If you have an open office layout, try creating a space in your office where employees can go when they need a quiet place to work.

  • Furniture

Employees are highly affected by office furniture. If your workplace furniture is too close together then the office will look cluttered or unorganized. Make sure your office furniture is comfortable, especially if you have employees that sit for long periods of time. Doing this can help to make your employees feel more relaxed and less stressed, thus helping them to be more productive.

Why is a clean Office Environment important?

  • Professionalism

Your office is a reflection of you and your company. A clean room, clutter-free desk or organized reception area inspires confidence in your professionalism or ability to manage the details efficiently.

  • Employee morale

A clean and well-kept workplace makes a strong impression on how employees view their jobs. Employees who take pride in their working environment will be more inclined to organize their own desks, clean up after themselves, maintain filing systems and work more effectively. A clean, tidy working environment can make a positive change in employee morale.

  • Give your company a good image

A clean and tidy work space is one way to give a great impression and have people wanting to return. It creates the image of being an efficient and organized business that is run with focus.

  • Healthy employees => fewer sick days

There’s a direct correlation between a clean work environment and improved employee health. A clean environment can help to reduce employee sick days.

  • To make your employees feel better

A systematic, team approach to creating a clean and organized workplace that exposes waste on regular basis makes employees feel comfortable to work at your office.

  • Prevents illness in the office

Workplace illness is one of the leading causes of inefficiency and falling behind in your tasks. According to Environmental research, dirty air ducts, office equipment are some of the leading causes of employee’s illness. A clean and tidy workspace is one of the ways to stop the spread of bacteria and viruses.

  • Prevents incidents of slips, trips and falls

A regular cleaning program preserves and protects building assets such as carpets, floors, tile surfaces, equipment. It prevents excessive wear and extends lifespan.

  • Makes important documents, items and resources easy to find

Have your employees ever misplaced an important contract, receipt or document? It’s very easy to lose documents when your work-space is a cluttered mess, leading to wasted time spent looking for things that aren’t where they are supposed to be.

  • Keeping workplace tidy makes it easy to start work when your employees sit down

Your employees had their morning coffee and now it’s time to start the workday. Now if your employees sit down at the clear, neat and tidy desk then their mind will move straight to work; and if they sit at a messy desk then they will find it difficult to focus at all.

  • With a tidy workspace, your employees will know exactly where to pick up the next day

When you keep your workplace neat and organized, it’s easy for your employees to see where to begin at the start of each day. The employer should also tell their employees to clear away items on their desktop and only leave behind the essentials so they know exactly what to focus on as soon as they sit down on their desk.

Not everyone is affected equally by their office environment, but everyone has some level of reaction to the environment they work in. In this blog, we will share ways of being tidy that helps your employees work efficiently and get more done during the workday. 

Ways to keep Office Environment neat and tidy are :

  • Simplify and organize your computer’s cables

Cable management is one of the most important yet frequently ignored aspects of creating a clean and tidy office space. If your computer workstation has cables that are wound up and untidy, it creates a fire or falling risk for your work area.

De-clutter and organize your computer’s cables by clipping small cables together to reduce the amount of space they take up, installing cables against walls and fixing cables to the underside of your desk for a cleaner look.

  • Put your most used items inside a storage box

Keep the office clean, clutter-free and organized by storing the most used items inside a storage box on top of the employee’s desk. A two-drawer box can sit nicely on top of their work desk, making it easy to access the items they need them.

  • Scan and throw away old, unneeded documents

Keep the office free of clutter by scanning any documents that are older than six months and don’t need a physical copy. Once you have backed up the digital copies using Google Drive or Dropbox, you can throw away the originals for less clutter (when possible).

  • Wash-room hygiene to be maintained

The workplace hygiene policies and requirements should provide wash-rooms for all employees to be equipped with hot and cold running water, hand soap, toilet paper and hand drying towels or equipment.

  • Proper disposal of waste and recyclable materials

Make sure the workplace is properly cleaned every day. There should be a facility for sanitary disposal of waste, dust and dirt removal including food crumbs and spills. Use of ‘Recycle bins’ should be must in the workplace. Floors should be vacuumed or washed with disinfectants.

Having an organized, neat and tidy office environment is the key to employee productivity. Think about the benefits having a clean and dirt-free workplace :

  • Inspires confidence in your Professionalism
  • Creates good impression at the first visit of your client
  • Employee satisfaction
  • Reduces stress and anxiety among employees
  • Improves your employees health condition
  • Infection control
  • Injury prevention
  • Improves your employees mental state of mind
  • Prevail company assets for a long lasting period
  • Clean light fixtures improve lighting efficiency
  • Proper air filtration lowers employee exposure to hazardous substances


What if you set aside the last 30 minutes of the last Saturday of every month for a company-wide office cleaning session that includes clearing desktops and filing or tear up documents? Anything that is no longer needed could be removed and disposed of.

Not only will these simple steps help you to have a positive office environment for your employees, but it will also help them to be more productive.

Missed deadlines, incomplete task, unsatisfactory work and so on can be an exact means to describe the decreased productivity for not just the employee’s but also for the organization as a whole. So, providing a better, clean and safe surrounding to the employees is a duty of the employer.

But finding difficult to manage the deadlines of tasks of all employees in the organization??

factoHR is one such HR software which can help your organization with managing the deadlines of your tasks at your workplace. It extends the horizon of HR for an organization such that it results in significant operating and management as employees are highly satisfied by working in your organization resulting in increased productivity and thus, your overall organization productivity will increase.

To know more about factoHR – HR and Payroll Software, please contact +91 782 000 3100 or visit

Schedule Free Demo

To learn more about what factoHR, HR & Payroll can do for your business. Book Free Demo !!!

Call us on +91 782 000 3100 | Mail at