How to Manage a Slob

Is messiness a sign of genius? Some people say it is. As evidence, they will point to geniuses like Thomas Edison, Mark Twain, and Steve Jobs, who kept messy desks.(1) Some will delight in quoting Albert Einstein, who is famously credited with saying, “If a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign?” They may consider messiness to be an endearing personal characteristic or quirk and an essential part of who they are. They may even take pride in it. And some will go as far as to claim that there are benefits to their messiness. For example, Abrahamson and Freedman(2) suggest, “It’s time that we take an open-minded look at messiness in all aspects of our lives and institutions, and consider where it might be best celebrated rather than avoided.”

Despite such viewpoints, there is nothing endearing, essential, or worth celebrating about being a slob in a medical practice. Sloppy employees are not sloppy in a vacuum; their mess is experienced by others every day. And much as they may not like it, your employees’ potential genius or personal preference cannot give them license to do whatever they want. Quite the contrary. The medical practice manager must hold every employee to standards of conduct, including those related to tidiness and cleanliness. That may seem like a no-brainer. However, there will be some employees who will cling, sometimes ferociously, to their slovenly ways. And there will be those who resent their managers for telling them to tuck in their shirts or to clean up their workspaces, just as teenagers resent their parents for telling them not to leave their dishes in the sink or to clean their rooms. In fact, calling out employees on their slobbery may elicit a strong emotional response. Employees may find it embarrassing to have you speak to them about their messes, and they may react defensively and with anger. As well, employees who have been sloppy for a long time or for their entire lives will probably find it difficult to adopt new habits, even if they want to. And just as having messes pointed out may be troubling to the sloppy employee, you may find having to do so equally distasteful. You may feel that neatness and consideration of others should be a given in a professional workplace. Many managers feel especially put upon when they find themselves spending their time and energy making sure that their employees pick up after themselves. And who can blame them?

The question is not if you should address the problem with the sloppy employee, but how.

Complicating things further is the fact that some people may believe that their personal tidiness or lack of it is their business, not yours. That may be true in many aspects of your life. For instance, it is not your concern if a fellow passenger on public transportation has wrinkled clothes and a missing button. There is probably not much you can do if you visit your aunt and uncle and find that their home is a cluttered mess. And you probably won’t be able to get your next-door neighbor to clean out the gum wrappers and used paper coffee cups that are strewn about the interior of his car. However, your employees’ sloppiness is different, because it can damage your medical practice. Patients who encounter a sloppy employee may wonder if the whole practice is sloppy. In many cases, the mess left behind by one employee will cause friction with his or her coworkers and make everyone’s job harder. Sloppiness taken to the extreme can create unpleasant odors, attract bugs and rodents, and create safety hazards in your office. Therefore, no matter what an employee tells you, his or her sloppiness is most definitely your business. Do not let the employee convince you otherwise. The question then is not if you should address the problem with the sloppy employee, but how.

The Psychology of Slobbery

A good place to begin is to understand why employees are sloppy. One possibility is that the employee does not recognize that there is anything wrong. This is unlikely to be the case for a seasoned employee. However, employees who are new to the workforce may not know what levels of tidiness and cleanliness are expected of them. Rather, they may take their sloppy habits from home and bring them to their first jobs without realizing that they are out of step with their workplace and coworkers. Such problems will be among the easiest for you to address and correct. In many instances, the only thing sloppy new employees may need is your explicit instructions and clear expectations and for you to teach them how to behave in a professional environment.

A more complex psychology may be at play for the seasoned sloppy employee. It is likely that the individual knows that her habits are sloppy, or at least that others deem them so. Most likely the employee has heard complaints before and brought sloppy habits from one job to another. Although in some cases, an employee’s slovenliness may be a manifestation of serious, deep-rooted issues that are best addressed through therapy, in most cases, the employee’s sloppiness is a manifestation of his or her selfishness. As Dalrymple(3) explains, “The slob is in effect saying to you, and to everyone else, I am not going to make an effort just for you. You must take me as I am, and not think the worse of me for that.” Slobbery is not absent-minded, Dalrymple says, as when, for example, a stereotypical absent-minded professor, absorbed in the textual problems of Aeschylus or some such abstruse matter, puts on socks of different colors. As Dalrymple explains, “On the contrary, slobbery is militant. It demands simultaneously that you notice it and take no notice of it.” Note, however, that while the slob demands something of you, he demands nothing of himself. It takes no effort to be a slob. In fact, to be a slob is to “indulge in unconditional self-regard,” Dalrymple says.

Of course, lack of funds may explain an employee showing up to work with stained or patched clothing or shoes in disrepair. Although such instances may be uncommon, you may be able to resolve them when you encounter them by providing a uniform or giving the employee a small advance on a first paycheck. However, slobbery is more often the result of a psychological issue, not a financial one. As Dalrymple argues, “I have lived in very poor countries in Africa and have been moved by the efforts of very poor people to turn themselves out as well as they can.”

In summary, a medical practice manager must ask three questions about a sloppy employee before taking further action:

1. Is this employee new to the workforce and sloppy because he or she does not know what is expected of him or her?

2. Might this employee’s sloppiness suggest that he or she has problems that are outside the scope of what I can handle, and are best referred to a therapist?

3. Can this employee’s sloppy appearance be attributed to financial problems?

If you answer no to these questions, you are dealing with a garden-variety slob. That means that you will need to manage the problem yourself, firmly and effectively. And, as with any employee behavioral issue, you will need to establish clear expectations and enforce them, whether the employee likes it or not.

Do as I Say, and as I Do

Your employees will pay attention to what you do, whether you intend them to or not. As Broudy(4) explains, “You’re the role model for your employees. On one hand it means that you’re always under the magnifying glass, but the flip side is that being the role model is a powerful management tool.” If you are a disorganized mess, Broudy warns, chances are that your employees will be too.

Take an objective look at your own tidiness before you approach a sloppy employee about his. As Bloem(5) warns, “Don’t expect employees to keep their desks uncluttered if your desk is a disaster. ‘Do as I say, not as I do’ never works.” Be sure that your workspace and appearance are as tidy as or tidier than you would expect your employees’ appearance and workspaces to be. However, do not spruce up your workspace and appearance just to impress your employees. Rather, improve your tidiness habits for good and maintain them long enough to set a new standard for yourself and for your employees. Doing so will help you to establish credibility when you talk to a sloppy employee about his mess. As well, improving your tidiness will give you an effective way to talk about making such changes from your personal experience. That can carry a lot of weight with your employees who are trying to make similar changes and perhaps finding the task to be difficult.

Sometimes an office slob may be the product of his or her environment. Many of us will pile things onto an already messy tabletop or desk where they will go unnoticed, more so than we will mar a clean surface. As Professional Journey(6) suggests, “Look at your office honestly. Is it conducive to cleanliness?” For instance, do you see unopened boxes or stacks of unread catalogs and journals collecting dust? Are your wastebaskets overflowing? Do your employees have insufficient space to stow their coats and personal possessions? Is your filing space jam-packed? Is your office less than scrupulously clean? If your work environment is less than ideal, declutter and clean it before you do anything else.” As Professional Journey suggests, “Start with a clean slate.”

Cracking Down on Slobbery

By now you have determined that the tidiness problem in your medical practice is one that is appropriate for you to handle, and you have done all you can to lay a good foundation for tidiness. Now is the time to act. However, no matter how and where you encounter slobbery in your office, you will want to put several practices into place. First, remember that you don’t need to break an egg with an axe. A gentle reminder to be tidier may be all that the messy employee needs. Start there and give your employee a chance to do better. Second, respect the employee’s privacy. As Petersen(7) suggests, “Don’t reprimand the employee in front of co-workers.” Meet with him or her privately. Third, don’t make it personal or a value judgment. Instead, Petersen suggests framing the discussion as concern for the office community as well as for your employee’s career. Or, as Professional Journey suggests, “Make it about work impacts.” Fourth, listen and pay attention. It may be that the employee also has concerns about the condition of her workspace as well as her own organizational skills. She may need reassurance and instruction, not discipline. Or, the employee may offer a valid reason for the mess, such as that she does not have sufficient space for necessary equipment and paperwork. She may need you to find more space in a filing cabinet or come up with another solution. Finally, don’t single out any employee unless you are sure that he or she is the culprit and that he acted alone. Sometimes office messes are co-created. You may have to do some sleuthing to figure out precisely what has been going on. If the problem turns out to be widespread, you will want to address the problem with your entire staff.

There are three basic types of slobbery that plague a professional workplace: the messy desk or personal workspace; the messy kitchen, breakroom, or other shared space; and the messy personal appearance. We will explore each of these separately below.

The Untidy Desk or Workspace

Some employees will find it difficult to keep their desks tidy because they handle more paper than they can store. There are three possible solutions to this problem. The first, as already suggested, is to identify or create additional storage space in your office. The second is to reduce your files by eliminating what you can and storing rarely needed files off site. While both solutions can help, they may not solve the problem permanently. Paper has a way of creeping back into an office and filling up vacant space. Therefore, Boitnott(8) suggests the third solution: reducing your paper-heavy processes. As Boitnott explains, “By closely examining the processes that are creating such a large amount of paper, you may be able to find an easy solution.” Many software solutions are available that can replace paper and help your employees to keep their desks tidier.

In many cases, however, the problem will be not the volume of paper but the employee’s poor habits. If the employee seems teachable, work with him so he can learn how to organize his desk and his work. Follow up and look for and reinforce steady progress. If you sense that the employee doesn’t care to improve his behavior or is being intentionally sloppy, treat the problem as you would other employee behavioral problems. Document everything you observe and complaints others share with you. Take photographs of the mess when you can. Then, work your way through a series of verbal and written warnings that spell out what you expect, by when, and the consequences if the employee doesn’t improve. Ultimately, an employee who can’t or won’t meet your expectations about tidiness is probably not a good fit to your medical practice.

However, before you fire an employee for her messy desk, Professional Journey suggests that you try one last strategy. As Professional Journey explains, “Nothing freaks out messy people more than the threat of you taking ownership of a situation and cleaning up their mess, in front of everyone. Confronting? You’d better believe it!” If you want to give this strategy a try, Professional Journey suggests that you send an email to the messy, thoroughly warned employee stating that she has until close of business to have a clean desk or workspace. Then explain that you’ll be at her desk first thing the next morning, before your office opens, with a plastic bag in hand, and that you will slide everything messy into the trash. “Sometimes fear and shame are great behavior change motivators,” Professional Journey says. Although this strategy is not for everyone, Professional Journey suggests that it is much like ripping off a Band-Aid because it shortens the pain. After your clean-up, the ball will be in the employee’s court. She will get the message and keep her desk tidy from then on. Or she will continue her slobbery, in which case you will likely want to fire her.

The Untidy Kitchen, Breakroom, or Other Shared Space

If you are fed up with the piles of dirty dishes in your office kitchen, you are in good company. According to Egan,(9) many employers struggle with this problem. As Egan explains, “Since the kitchen is a common space, some workers may [mistakenly] believe it’s someone else’s responsibility to keep it clean and organized.” Therefore, you will need and want to put the record straight. Egan suggests that you create and post rules for your kitchen such as that no dishes be left in the sink, that spills be cleaned up immediately, that trash be put in the receptacles you provide, and that employees refill anything that they’ve emptied, such as the coffee pot or the paper towel dispenser. You can buy ready-made signs about general kitchen rules and also others that focus specifically on refrigerator and microwave etiquette. For example, you can find a variety of plastic, aluminum, laminated label, or magnetic kitchen signs for your office at www.mydoorsign.com. Keep in mind, however, that most die-hard slobs will ignore rules and signs. Employees who continue to leave a mess in your office kitchen despite your series of warnings probably do not belong in your medical practice. Their lack of consideration for others eventually will eat away at the rest of your staff, who want to eat their lunches and take their breaks in a clean kitchen. In addition, some kitchen messes pose a health risk not worth taking.

Untidy Personal Appearance

Managers tend to agonize over conversations about dress and grooming because the problem is so personal. Employees may feel embarrassed and offended when you talk to them about their dirty, wrinkled, and stained clothing and their messy hair. However, Green(10) suggests that you enter such conversations from a depersonalized point of view. As Green says, “It’s not about him as a person or a condemnation of his personal style choices.” In fact, the employee who dresses and grooms like a slob may have no problems doing so in his personal life. Therefore, Green suggests, focus on the fact that what he is doing or not doing with the way he presents himself is not appropriate for his job in your medical practice. It will be helpful for you to look at this like any other feedback conversation with an employee. As Gallo(11) suggests, broach the subject with the employee by framing it as feedback. For example, you can say, “I want to give you feedback on your overall presence and make sure that your appearance is aligned with the high-quality professional work we expect in our medical practice.” Then talk with the employee as you would if it were any other behavior that you would like to see change in his work. As Green suggests, simply say, “Here’s the issue, here’s what I need you to do differently to solve it.” Once again, follow up and hold firm in your expectations. Use your documentation, photographs when possible, and repeated verbal and written warnings to make the consequences clear to the employee who will not change.

A Kinder, Gentler Way to Confront Untidiness

There will be incorrigible workplace slobs who will not change their ways no matter what you do. In this article, we have explored firm employee management strategies that can be very effective. However, a great many employees are very good at their jobs and just need to tidy up a bit. For them, a kinder, gentler approach may be most effective. Here is one that puts you less in the position of a boss and more in the position of a mentor.

To begin, acknowledge that the topic you are about to discuss is awkward, both for the employee and for you. As Belding(12) suggests, start off by saying something like, “John, this is really awkward,” or “Lucy, there’s something I think you may want to know, and it’s kind of awkward.” Starting out this way helps you share in the employee’s awkwardness. It is also an act of kindness. The employee may not know why you have asked to speak with her. This is a kind way to begin because it gives her a moment to brace herself for what is about to come.

Next, describe what the problem is and share your genuine concerns about the employee. For example, Belding suggests, say something like, “I’m concerned about the clutter in your workspace. People are going to get the wrong impression—that you don’t care about what you do . . .” If you’ve seen a radical change in the employee’s habits recently, say so, and, again, express your concern. The key here is not to minimize the problem or to say anything that is untrue. Your tone, facial expressions, gestures, and words must ring true or it will seem to the employee that you are not sincere. If that happens, the employee will shut down.

Of course, you’ve got to stick to the facts, and you need to be clear about what needs to change, just as you would when managing any employee behavioral problem. However, what happens after that is crucial: you’ve got to give the employee a way to save face. Reaffirm your genuine respect for her and your appreciation for the good work she does. Let her know that while you may have found something in her behavior that needs to be corrected that it can be, and that it hasn’t lessened your opinion of her. For example, Belding suggests, say something like, “I know you care about the quality of your work—but other people don’t know you as well as I do.” As Belding suggests, “The benefit of this process is that if you do it right, you can address potentially sensitive issues in such a way that minimizes the potential for offending or alienating people.” Try this approach with a good and valued employee who just needs to tidy up a bit and see if that does the trick.

References

1. James G. A messy desk is a sign of genius, according to science. Inc., July 9, 2017. www.inc.com/geoffrey-james/a-messy-desk-is-a-sign-of-genius-according-to-scie.html . Accessed May 23, 2020

2. Abrahamson E, Freedman DH. A Perfect Mess: The Hidden Benefits of Disorder—How Crammed Closets, Cluttered Offices, and On-the-Fly Planning Make the World a Better Place. New York: Back Bay Books/Little, Brown, and Company; 2007.

3. Dalrymple T. The horrors of self-esteem: why self-esteem is a bad idea. Psychology Today. August 28, 2015. www.psychologytoday.com/us/blog/psychiatric-disorder/201504/the-horrors-self-esteem . Accessed May 23, 2020.

4. Broudy J. Be a role model for your employees. Contractor. March 1, 2010. www.contractormag.com/management/article/20874316/be-a-role-model-for-your-employees . Accessed May 23, 2020.

5. Bloem C. Is your employee’s messy desk destroying productivity? Here’s an emotionally intelligent fix. Inc. November 27, 2018. www.inc.com/craig-bloem/is-your-employees-messy-desk-destroying-productivity-heres-an-emotionally-intelligent-fix.html Accessed May 23, 2020.

6. Professional Journey. 5 tips for dealing with the “office slob” in your workplace. Professional Journey. November 26, 2014. www.professionaljourney.com/2014/11/26/office-slob-workplace/ . Accessed May 23, 2020.

7. Peteresen L. Addressing a messy work station to an employee. The Nest. https://woman.thenest.com/addressing-messy-work-station-employee-4940.html Accessed May 26, 2020.

8. Boitnott J. How to handle untidy, messy employees. Inc. November 12, 2014. www.inc.com/john-boitnott/how-to-handle-untidy-messy-employees.html . Accessed May 26, 2020.

9. Egan J. 6 ways to combat kitchen chaos at the office. HuffPost. December 6, 2017. www.huffpost.com/entry/6-ways-to-combat-kitchen-_b_5504251 . Accessed May 26, 2020.

10. Green A. Ask a boss: my employee dresses like a slob! The Cut. July 12, 2016. www.thecut.com/2016/07/ask-a-boss-my-employee-dresses-like-a-slob.html . Accessed May 27, 2020.

11. Gallo A. How to give an employee feedback about their appearance. Harvard Business Review. May 26, 2017. https://hbr.org/2017/05/how-to-give-an-employee-feedback-about-their-appearance . Accessed May 27, 2020.

12. Belding S. A surprisingly effective way to deal with the office slob. Winning at Work. August 2015. https://beldinggroup.com/a_surprisingly_effective_way_to_deal_with_the_office_slob/ . Accessed May 27, 2020.

13. Herold C. Great company culture starts with a clean office. American Express. May 11, 2012. www.americanexpress.com/en-us/business/trends-and-insights/articles/great-company-culture-starts-with-a-clean-office/ . Accessed May 26, 2020.

14. Davis K. 5S: A place for everything and everything in its place. James Moore. www.jmco.com/5s-lean-six-sigma/ . Accessed May 26, 2020.

Establish a Culture of Tidiness: Six Tips

What your office looks like is a direct representation of your work culture. As Herold(13) suggests, “It’s the physical embodiment of your beliefs, your standards and your theories on how to treat your employees and run your business.” Great workplace culture begins with a clean, uncluttered office, Herald says. Here are six tips to help you create a culture of tidiness in your medical practice:

1. Stow work papers and tools. Some people like to work with many of the papers and supplies they need on view at once. In this way, they have much in common with woodworkers who hang their tools on display in a workshop. For example, some employees like to have bulletin boards in their offices covered with various papers. Or, they may like to erect large desk-top file holders and jam them with dozens of files. Or they may like to keep every office supply they could possibly need on their desks. However, a less cluttered office, and one that is easier to keep physically clean, is one in which most items are stored in drawers and behind closed cabinet doors. Establish a culture in your office in which employees keep their work papers, tools, and supplies stored when they are not using them. For example, if they rarely use a ruler or a staple remover or a hole puncher, those items should be stored in the desk drawer, not on the desk. Likewise, if an employee is working on a file only occasionally, or is done working on it, it should be kept in a file drawer or cabinet until it is needed again. The overarching goal should be to limit the number of items on a desk or other surface to the essentials.

2. Establish cleaning rituals. Make tidying up a regularly scheduled communal activity. For example, Petersen(7) suggests, “Encourage employees to develop the habit of tidying and cleaning their desks at the end of the workday.” Or, as Herold suggests, make every Wednesday a “wasteless Wednesday,” with everyone pitching in to keep things looking clean and neat. Or, as Petersen suggests, hold end-of-day clean-up parties so that employees have paid work time to rid themselves of whatever they don’t need. If the mess will take longer to clean up than will fit in such time, Boitnott(8) suggests devoting an entire day to it. “Play music, bring in food for lunch and allow all employees to wear casual clothes,” Boitnott says.

3. Provide cleaning supplies. Even if you have a cleaning service, make sure that your employees have the tools and equipment they need conveniently on hand to keep your office clean throughout the day. For example, Petersen suggests that you keep your office break room stocked with paper towels, dusters, and spray bottles of all-purpose cleaner. As well, keep a vacuum cleaner or broom on hand.

4. Encourage employees to keep personal care supplies on hand. Things can happen during the day that can mar an employee’s appearance. Encourage employees to keep in the office whatever grooming supplies or changes of clothing they will need to keep their appearance clean and tidy. Be sure they have a place to stow their supplies. As well, keep on hand some supplies for general use such as stain remover, nail polish remover, a sewing kit, safety pins, and a lint brush.

5. Establish a place for everything. Things will be left out on counters and desks when there is no good place to put them. Establish “homes” for everything and make them easy to use. Davis(14) suggests taking ergonomics into account. As Davis explains, “Commonly used items should be stored within easy reach, reducing the need for bending, stretching and excessive walking.” If you can’t identify good homes for new items, ask your staff to help you find them.

6. Provide what employees need to stay organized. Office supply catalogs, websites, and stores offer an array of products that can help your employees to organize their workspaces. These include organizers for drawers, cabinets, closets, and your break room. Offer to approve purchase of organization tools that your employees think will help them. However, be mindful not to choose items that will create more clutter or that don’t serve a needed purpose. Rather, purchase items that will maximize limited storage space or that will create needed systems.

Office Cleanliness Etiquette Guidelines

Your office slob will have a better chance of understanding what you mean by a clean, tidy office if you provide everyone with guidelines. Below are examples of employee tidiness guidelines used in other offices.

• Keep your work area as neat and clutter-free as possible during the workday. Secure sensitive materials before you leave your desk. Clear or organize your desk at the end of each workday.

• Keep cords for computers and other equipment neatly bundled and safely out of the way.

• Do not store materials on the tops of cabinets or under your desk. Leave these spaces clear so they look uncluttered and can be easily cleaned.

• Limit personal items on display in your workspace to no more than a specified amount (typically one to three). These must be small and appropriate for workplace display and not offensive to your coworkers or other visitors. Personal objects, if allowed, must be kept clean. If you have a houseplant or flowers on your desk, they must look healthy and be pest-free. Do not allow fallen leaves or petals to remain on your desk or the floor. Protect surfaces from water damage.

• Do not eat at your desk. Eat only in designated areas and only during lunch or breaks, unless you have permission to do otherwise.

• You may have beverages at your desk if they do not interfere with your work, if they are in plain lidded cups or bottles, and if you use a coaster to protect your work surface. Do not allow used, dirty cups or bottles to accumulate on your desk.

• Discard food wrappers, disposable cups, uneaten food, and similar food and drink items in designated waterproof containers lined with plastic bags. Use wastebaskets only for dry office paper waste.

• If trash containers are overflowing, empty them. Do not stack trash on the floor.

• Do not hang items on walls such as posters, paintings, inspirational quotes, or photographs without permission to do so. Do not tape items to walls, doors, or cabinets without permission. Do not bring seasonal or celebratory decorations for display in the office without permission.

• Do not store stacked materials or boxes on the floor, on chairs, on top of equipment, or on other surfaces. Stow these items in appropriate storage furniture or areas.

• Do not leave trash or personal items behind in our restrooms, kitchen, or other shared spaces. Quickly scan shared spaces before you leave them to be sure that you don’t leave anything behind.

• Keep our kitchen clean and neat. Do not leave dishes in the sink or on the counter. Remove food you bring to work promptly from our refrigerator. Clean the kitchen table, counter, and other surfaces as needed after you have used them.

• Do not leave cooked food sitting in the microwave. Remove it as soon as it is finished cooking.

• If you make a mess, clean it up. Do not leave it for later.

• If you use the last paper towel, sheet of toilet paper, coffee stirrer, coffee creamer, or other supply, replenish its holder or container.

• Report anything that is dirty or in disrepair that you cannot clean or fix. If you break something, clean and secure it so it is not a hazard and report that too.

• Dispose of shipping boxes and packing materials promptly and in the designated place.