Orderliness and Cleanliness in Ensuring Productivity and Competitiveness at the Workplace - BHP Billiton - Case Study Example

Institution : xxxxxxxxxxx Title : xxxxxxxxxxx Tutor : xxxxxxxxxxx Course : xxxxxxxxxxx @2012 Introduction The Chief Executive Officer Marius Kloppers and the top management at BHP Billiton, a top mining company in Australia released new employee regulations in which among other things, hot food was banned at the workplace. Children’s finger-paintings are to be removed from workspaces and food with strong smells not to be brought into the workplace at all (Pascoe, 2011). Although they might appear harsh, BHP Billiton’s office desk rules are not unreasonable because they can be justified within the modern workplace. This paper discusses the role of orderliness and cleanliness in ensuring productivity and competitiveness at the workplace, with reference to the BHP Billiton case study. Calligeros (2011) highlights that the new regulations further included the requirement that nothing is to be stuck onto workstation walls, doors or dividers and any additional clothing will have to be put in specific storage areas and not at workstations or on chairs. The eating of food at work and the use of MP3 players and iPods were banned. The volume of mobile phone ringtones was also to be kept at the lowest and calls diverted to voicemail whenever the owner was away from the workstation. Kloppers’ rules may be criticized as being unlikely to be effective and are therefore unnecessary. This is because although tidiness and cleanliness are important in the enhancement of the work environment, the rules in the BHP case do not seem to have been aimed at addressing productivity, but rather are the ideas of the company’s CEO. According to Clements-Croome (2006), the Human Resource department or the employees themselves would have been the best placed to determine the right measures to be implemented. However, it did not, and only appears to be a victim of the CEO’s whims. Employees are different, and there are some who may be having close attachment to what is regarded as clutter, for instance their children’s finger paintings. As for food, it is just as the case study’s author says that Kloppers just hates the smell of curry. It is all about his comfort. According to Chadha (2007), many modern organizations tend to be characterized by disorder and chaos. For this reason, it is important to find ways of eliminating disorder and improving harmony. People have a critical role in ensuring success of the organization and therefore orderliness will always have to be understood, restored and institutionalized. Elsbach & Pratt (2007) explain that although general cleanliness is the management’s responsibility, it should be a team effort and not just a matter of issuing edicts. From the implementation of ‘clear desk’ policies to establishment of clear rules on where staff should consume their food, company staff could have been involved in creating rules for success. Failure to do this would result in ineffectiveness. At BHP, employee participation appears not to have been considered. Although they may appear to be harsh however, the new desk rules actually bring about a number of positive effects. First, it helps to eliminate visual distractions. According to Ellis (2008), a clean desk for instance will usually ensure that no items exist around the worker to distract him or her. There will be no visible paper piles containing unfinished tasks or magazines which may be interesting. The emptiness around will help to make the worker to focus only on the task that he is supposed to finish. In addition, desks will usually become empty and in the process offer adequate space for putting all relevant work in manner that is more orderly on the desk. Venezia et al. (2008) suggest that this will help in getting work done conveniently as there will be no papers occupying space or paper piles that will tumble onto the ground. Clements-Croome (2006) argues that in human behavior, whatever is easy on the eyes is also easy on the mind. Most of the work in interior design is usually intended at providing spaces with a certain kind of atmosphere. The work environment has a strong influence on the employees, just like a mirror. When there is a peaceful space, there is also the creation of atmosphere in which everyone is at ease. A dynamic and colorful space will generate a vivid atmosphere in which creativity will be stimulated in people. A tidy and clean space in a similar way produces an atmosphere in which there will be no stress and distractions, with the people becoming more focused on their job. The creation of ground rules to guide behavior in open plan workplaces in order to ensure that employees work cooperatively and happily within a clean environment. Employers are generally under obligation by law to maintain certain levels of comfort and cleanliness within the workplace. When a company’s offices appear well-maintained, professional and clean, there is more than just a cosmetic effect of it. There is the projection of a good image which in turn raises the possibility of a rise in the employees’ morale and by extension, the maximization of productivity (Elsbach & Pratt, 2007). One of the new regulations at BHP was that post-it notes were to be taken off keyboards and monitors at the end of the day (Calligeros, 2011). This is justifiable because according to Heydlauff (2009), scrap paper and the sticky notes are among the main sources of visible clutter at the workplace. A good way of dealing with this however is not just removing, but the creation of a memo station. A multifunction memo-board can be hung close to the desk or at the back off to the side of the computer monitor. A memo board will reduce missed appointments and phone numbers, as it offers an organized and neat way of storing them. Cleanliness is indeed necessary at the workplace, and avoidance of biodegradable wastes will help in achieving it. Stein (2002) explains that one study on office surfaces once suggested that an average office desk had 400 times more bacteria than a toilet seat. Fax machines, telephones and computer keyboards also ranked highly in terms of germs. One of the main explanations provided for this feature was that in big cities, may people tend to have their meals at their desks. Busick (2010) adds that germs imply the possibility of catching disease, and this in some instances leads to absenteeism from work. Ensuring cleanliness at its best, as has been the case with the new regulations at BHP will therefore imply having a healthier workforce and cut down on man hours lost because of employee sickness. One of the ways through which an organization can achieve efficiency and safety at the workplace is the creation of a visual workplace. According to Chaneski (2002), this involves having an organized environment. All items that are not needed should be removed, leaving only bare essentials required for work. Orderliness is also a necessity, with required items being arranged and labeled in order to be easy to find and keep by anyone working in the space. Cleanliness has to be upheld at the workplace as freeing the workplace of any grime, dust and dirt will ensure that all equipment and tools are maintained in good condition whenever needed. It also helps to create a workplace which is more pleasant to be in. Such an approach adequately justifies the new BHP desk rules. Neatness at the workplace is important. It not only matters in individual work but in the entire office space. It enables employees to work much more quickly, smartly and efficiently, therefore becoming an ingredient in the running of an efficient business and lean facility. First impressions that are created by a workplace and its employees can also considerably affect the success of an organization. Although image might not be everything, it portrays a lot about the organization's achievements, values, professionalism and work ethic. In many instances, the first impressions are founded on overall appearance, with people then deciding whether they can comfortably do business with the company (Reddick, 2009). According to Chaneski (2002), the creation of a work environment which is pleasant to the eye is important. However, it does not have to be as extreme as is the case at BHP. The company policy could for instance simply require that employees periodically check their desktops and spaces to ensure that they are well organized. Inventory or papers should be well arranged, stored and labeled to make access more efficient. All desks will need to be cleaned every night and any drinks or food removed and all folders and files remaining on the desk organized. Harsh penalties are not necessary in pursuing this, but rather it can be cultivated in the employees’ day to day behavior. Policies with this regard will need to be detailed and specific in order for the employees to know the expectations upon them. A well organized and clean workstation will need to become mandatory, making it necessary to enforce compliance as was the case at BHP. According to Elsbach & Pratt (2007), environmental factors at the workplace have a considerable role in motivation and therefore productivity of a workforce. Aspects such as air quality, building maintenance, lighting and cleanliness are among the aspects that constitute the environment. They all make a large difference in the way people feel in relation to their workplaces and therefore their productivity. In this regard, Kloppers’ efforts at BHP are after all good for the company. Ellis (2008) also suggests that a changed work environment is more hygienic and cleaner. Most organizations pay for cleanings services but these are usually not allowed to shift items and papers that are on desks. A desk which is cleared is easier to clean and as a result ends up being cleaned more frequently. Even if a worker is to clean it, a desk which is empty and an office which is tidy is more easily cleaned as compared to a messy one. An organized and clean workplace raises and sustains increases in employee productivity. Human beings generally feel better when they are in surroundings which are relaxed and free from chaos and clutter. In case an organization pays for office cleaning services, these will play their role in ensuring that the working environment is clean (Busick, 2010). De Greef et al. (2004) however insist that the employees will also have their role in helping, for instance through keeping work stations and desks organized and clutter-free. They should also streamline all processes so that everything will be kept tidy as this will enable the saving of much time that would have been spent on searching for things. Reddick (2009) suggests that when a workplace is organized, it brings out the impression of a high level of organizational skills. A tidy office and clean desk will generate the appearance of a worker who organizes everything smoothly. It is believed that if one is able to maintain the office in an orderly way, then his business activities also have to be in perfect order. Even in cases where this is purely an appearance, it will be a great benefit in shaping the attitudes of people who come into the office, whether it is a boss, juniors or outsiders. Among the best ways of ensuring order is keeping employee belongings at their right places and out of their way while working. It is generally more difficult to move around fast whenever for instance there is the possibility of tripping over a shopping or handbag. Extra clothing could be kept on coat hangers instead of chair backrests where they might fall onto the floor and block one’s way (Busick, 2010). According to Heydlauff (2009), another advisable step is taking home items which are not going to be used everyday. Water bottles, extra tea mugs and thermos flasks are known to clutter up desks and limit efficiency at work. Once employees keep clutter away from their workplaces, they will be able to achieve more productive, chaos free and happy office spaces. Clean workplaces are generally happy workplaces. According to Clements-Croome (2006), they make employees to feel relaxed and better. Coming daily to an atmosphere which is oppressive and untidy makes individuals not to look forward to being there and therefore has a negative effect on employee morale, motivation and productivity in the long run. A work space which is organized is believed to be more productive as wastage of time in searching for items which should otherwise be easily accessed is eliminated.  Clean places will create a positive environment in which the staffs only spend their time in the discussion of important issues rather than the latest mishap in cleaning. Teams which work in clean workplaces feel that their employers are more concerned about them. Disorder and disorganization in the surrounding upsets the people within it, with everyday tasks consuming more time and the people always feeling on edge. A rise in employee productivity and reduction of stress can be achieved as it is much easier to work effectively in an environment which is organized and clean (De Greef et al., 2004). Dul & Neumann (2009) add that the management will also need to make sure that all equipment and furniture is sound and ergonometric. A productive work environment is one in which the management motivates employees within the framework of infrastructure which meets their needs. The work environment can impact either negatively or positively on productivity. A work environment has a strong influence on the level of employee engagement and commitment to their work. Disengaged workers tend to have mediocre output while highly engaged ones generate extraordinary results. Having an orderly and clean environment as the new rules at BHP seek to achieve promotes safety in the workplace gives the office a more professional image and projects the image of an accomplished, productive and tidy business (Chadha, 2007). Conclusion In conclusion, the introduction and enforcement of new desk rules at BHP Billiton may be criticized as not having been consultative and considerate of individual needs. However, they are justifiable in modern people management. An improved level of hygiene at BHP will help to reduce some infections and therefore cut down on the possibility of absenteeism. The maintenance of tidy and clean workplaces will further do a lot in enhancing the company’s reputation. When potential clients or customer visit, they will be left with a positive image of the workplace’s values. Employees who work within orderly and clean environments have a lesser likelihood of having accidents or being exposed to other forms of hazards. Individuals will tend to be more proud of their work, achieve greater productivity and become more satisfied. 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