Keeping your workplace clean is a collective responsibility of everyone who works there and it should not just be an aesthetic decision but also a practical one.
In this blog post, we will look at how you can draft an email informing staff about cleaning after themselves at the workplace. For this, we will take the help of some key considerations of professional communication, best practices that have known to work and a sample email you can just copy for your own use. So let us jump in.
Tips to Remember
Be respectful and do not sound condescending when sending out this email and be very aware that it is super easy to sound that way even if you don’t intend to.
Clearly clarify the rationale behind your email and state specific instances that led you to send this email and keep the tone respectful and neutral.
Add positive reinforcement to your email by stating times when the staff adhered to high cleanliness standards and how it affected the workplace positively.
Best Practices
Be specific in terms of what is expected and do not leave any room for ambiguities when it comes to aspects of tidiness in the workplace. If you have specific instances that you want to highlight, please do so without finger pointing.
Do not just state problems, but also offer possible solutions if there are any when it comes to your employees trying to keep their workplace clean. If there are hurdles, acknowledge them and offer work arounds.
Encourage a quick clean up routine or schedule that will ensure easy compliance to hygiene standards of the company. For example, you could ask your employees to do a quick desk clean up routine at the end of the day.
Send a follow-up email with results a few weeks after this email to show the progress or lack thereof. This could serve as a reminder to your staff as to how important workplace hygiene is to your company.
Sample Staff Email on Work Tidiness
Hello Team,
Hope you are all doing well. My name is [Your Name] and I currently work as [Your Designation] at [Department Name].
This email is to bring to your notice our revised policy on workplace cleanliness that will go into effect [Start Date].
The policy was revised after [State Specific Incidents] and going forward we would like to avoid such situations.
We understand that maintaining [State the Request] is hard [State Hurdles Making it Harder to Fulfill Request]. But [State the Workaround to Fulfill the Request] can help us maintain best possible hygiene standards given the limitations.
To make things easier, I would suggest [Brief About a Possible Clean-up Routine]. So please do consider this suggestion.
Thanks for taking the time to consider this request. If you have any questions or clarifications, feel free to reply back to this email.
Regards,
[Your Name]
[Your Designation]
Conclusion
Sending out a staff email about workplace cleanliness is a critical responsibility for a manager/leader and without the above shared tips, best practices and sample template, it can be a tricky proposition to keep it polite and professional.
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