Piles of documents on desks, spare clothes, favorite mugs, vacation souvenirs—too often, there’s just too much happening in offices. Excess has become an unfortunate hallmark of our times, affecting nearly all aspects of life, including the workplace. A surplus of items in offices is now almost the norm, a challenge organizations try to manage with varying degrees of success.
At times, visual clutter in the office is interpreted as a sign of creativity or even an element of organizational culture for certain departments or companies. Yet, even when an abundance of items aligns with an organization’s strategy, it still requires effective tools to manage the chaos. This is where management techniques, technical solutions, and architectural innovations—such as practical storage furniture — come into play.
Selected strategies for managing excess
Modern managers constantly seek ways to improve workplace functionality. Offices teeming with people, objects, and activities often adopt approaches like activity-based working, clean desk policies, or desk sharing practices. These strategies aim to organize office space into a more welcoming and orderly environment where employees can work comfortably—both individually and as part of a team.
Activity-based working
Activity-based working is a relatively new concept in office design, emerging in the early 1990s.1 At its core is the idea of shaping office spaces to promote both autonomy and interaction among employees. As Franklin Becker noted: "The design and layout of spaces can no longer assume that employees come to work, head straight to their offices, and remain there for most of the day."2. Team collaboration, knowledge sharing, cross-departmental meetings, consultations, and simple social integration among employees have all gained importance in recent decades. These evolving needs have been recognized by entrepreneurs, designers, managers, and employees alike.
Modern office layouts now reflect the diverse activities employees undertake throughout the day. For instance, there are zones for individual work, collaborative spaces, quiet booths for phone calls, and formal or informal areas for brainstorming sessions. Such task-oriented layouts enhance employee efficiency and help maintain order in the workplace. However, creating these environments requires innovative architectural solutions and furniture tailored to practical needs—solutions we’ll explore further in this article.
Clean desk policy
The clean desk policy, or more broadly the clean workplace policy, is an effective tool for maintaining order in the office. Managers often implement this practice because it’s efficient and typically doesn’t require additional expenses. The principle is simple: at the end of the day, all documents and personal items should be stored away, leaving workstations clear. This rule is often paired with desk sharing policies, where workstations are not assigned to specific employees but can be used by different individuals.
Functional office furniture as a solution to organizational needs
When tackling excess items in the office, storage solutions become paramount. This applies to both traditional office layouts and newer, open-plan spaces designed around the activity-based working model. A standout example is the Stepps modular shelving system, which not only provides ample storage but also helps define pathways and distinct zones for work, relaxation, or leisure. The system’s versatility stems from its well-thought-out construction, allowing it to be assembled like building blocks. It can be configured into freestanding shelving units, mobile trolleys, cabinets with closed fronts, coat hangers, planters, mirrors, practical boards, hooks, and more. By relying solely on Stepps furniture, you can create a cohesive, organized, and modern office space where everything has its place.
Stepps shelving unit supported on bottom cabinet, design: Piotr Kuchciński
Personal storage solutions
Effective management of excess in the office must also address the storage of personal items such as spare clothes, gym gear, helmets, backpacks, and more. A practical solution is lockers. Balma’s L2 lockers are customizable, with options for regular or code-based mechanical locks, and even card-access systems for tech enthusiasts. Lockers with mail slots can also facilitate the exchange of correspondence or documents between employees.
Handy storage solutions
Portable containers, like those from Balma’s K2 collection, offer convenient solutions for organizing essential documents and office supplies. Adding practical pen trays to these mobile organizers ensures a tidy and functional workstation. A K2 under-desk container is the perfect complement to any desk, promising a clutter-free workspace.
Classic storage options
Balma’s J_system cabinets are another excellent option for storing documentation, catalogs, office supplies, and other essentials. These cabinets can be equipped with filing frames, pull-out drawers, sliding shelves, and metal supports for hanging files. The J_system range also includes cabinets, bookcases, and low cabinets with sliding or tambour fronts, providing easy and organized access.
Achieving order and harmony in the office
Excess, in all its forms, impacts nearly every modern organization. This includes the overwhelming amount of information to process, which in turn generates large volumes of physical and digital documents. To maintain a productive work environment and avoid drowning in excess items, documents, and processes, it’s worth implementing simple yet effective solutions. From a management perspective, organizing workspaces based on the activity-based working model and adhering to clean workplace policies are valuable strategies. Combining these approaches with functional furniture from Balma can transform offices into harmonious, efficient spaces where everything has its place.
References:
1 Karolina J. Dudek, Koniec ery calvadosu Design i praca w późnej nowoczesności, Gdańsk 2019, Wydawnictwo Naukowe Katedra, s. 59
2 F. Becker, Offices at Work: Uncommon Workspace Strategies that Add Value and Improve Performance, San Francisco: Jossey-Bass Inc. A Wiley Imprint 2004, s. 55